Ao60g Ua Guide

SYSTRONICS AR-AP SettlementsTM 6.
0G
User & Administrator Guide
Settle A/R Transactions With A/P Transactions!
AR-AP Settlements
6.0G
SYSTRONICS llc 2005-2011. All rights reserved. No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on any medium without the written consent of SYSTRONICS. Use of the software programs described herein and this documentation is subject to the SYSTRONICS End User License Agreement enclosed in the software package. SYSTRONICS, the SYSTRONICS logo, AR-AP Settlements for Sage ERP Accpac, BACCPAC for Sage ERP Accpac, Cashflow Forecasting for Sage ERP Accpac, CashWorks for Sage ERP Accpac, Field Extender for Sage ERP Accpac, Gulf Utilities for Payroll for Sage ERP Accpac, I/C Item Converter for Sage ERP Accpac, I/C Multi-Location Cost Averaging for Sage ERP Accpac, Intercompany Utilities for Sage ERP Accpac, MyHelp for Sage ERP Accpac, Revenue and Expense Deferrals for Sage ERP Accpac, Royalty Payments for Sage ERP Accpac, SYSTRONICS iPortal, ToolPac for Sage ERP Accpac, Trade Finance for Sage ERP Accpac, Trade Job Costing for Sage ERP Accpac, Transportation & Distribution Manager for Sage ERP Accpac, Database Manager for Sage ERP Accpac, I/C Stock Aging Report for Sage ERP Accpac are trademarks of SYSTRONICS llc. Sage Software, the Sage Software logos, and the Sage Software product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Used by permission. All other trademarks are property of their respective owners.
SYSTRONICS 2005-2011
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Table of Contents
TABLE OF CONTENTS ..................................................................................................................................... 2 1 OVERVIEW............................................................................................................................................... 10 1.1 1.2 1.3 1.4 2 SETTLING CUSTOMER DOCUMENTS AGAINST VENDOR DOCUMENTS OR VICE VERSA. ........................ 10 ONE SIDED SETTLEMENTS ................................................................................................................... 10 CUSTOMIZATIONS ................................................................................................................................ 10 AR-AP SETTLEMENT PROCESSING ...................................................................................................... 11
WHATS NEW IN A/O 6.0G .................................................................................................................... 12 2.1 2.2 2.3 2.4 2.5 2.6 PRINT SETTLEMENT ............................................................................................................................. 12 SETTLEMENT OF ALL DOCUMENT TYPES ............................................................................................. 12 POSTING DATE ..................................................................................................................................... 12 OPTIONALLY PROHIBIT SETTLING JOB RELATED DOCUMENTS ............................................................ 12 CREATE CUSTOMERS AND VENDORS FROM A SETTLEMENT GROUP .................................................... 12 KEEP HISTORY ..................................................................................................................................... 12
INSTALLATION, ACTIVATION AND REGISTRATION ................................................................. 14 3.1 3.2 3.3 3.4 INSTALLATION ..................................................................................................................................... 14 ACTIVATION SCREEN ........................................................................................................................... 14 UPGRADE FROM PREVIOUS VERSIONS ................................................................................................. 16 REGISTRATION ..................................................................................................................................... 16
SETTING UP AR-AP SETTLEMENTS ................................................................................................. 18 4.1 4.1.1 4.1.2 4.1.3 4.1.4 4.2 4.3 4.4 4.4.1 4.4.2 4.4.3 DEFINING OPTIONS .............................................................................................................................. 19 General Tab .................................................................................................................................... 19 Settlements Tab ............................................................................................................................... 20 Numbering Tab ............................................................................................................................... 22 Integration Tab ............................................................................................................................... 23 CREATING SETTLEMENT GROUPS ........................................................................................................ 25 DEFINING OPTIONAL FIELDS ................................................................................................................ 27 SETUP REPORTS ................................................................................................................................... 29 Options Report ................................................................................................................................ 29 Settlement Groups Report ............................................................................................................... 30 Optional Fields Report ................................................................................................................... 31
SETTLING DOCUMENTS ...................................................................................................................... 33 5.1 5.2 5.2.1 5.2.2 5.2.3 5.2.4 SETTLEMENT BATCH LIST.................................................................................................................... 35 SETTLEMENT ENTRY ............................................................................................................................ 36 Transaction Tab .............................................................................................................................. 39 Receivables Tab .............................................................................................................................. 40 Payables Tab .................................................................................................................................. 43 Optional Fields Tab ........................................................................................................................ 46
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Totals Tab ....................................................................................................................................... 47 Jobs ................................................................................................................................................. 48 POST BATCHES .................................................................................................................................... 53
A/R AND A/P TRANSACTIONS ............................................................................................................. 55 6.1 6.2 A/R TRANSACTIONS ............................................................................................................................ 55 A/P TRANSACTIONS ............................................................................................................................. 56
TRANSACTION REPORTS .................................................................................................................... 58 7.1 7.2 7.3 7.4 7.5 BATCH LISTING.................................................................................................................................... 58 BATCH STATUS .................................................................................................................................... 59 POSTING JOURNAL ............................................................................................................................... 62 POSTING ERRORS ................................................................................................................................. 64 SETTLEMENT FORM ............................................................................................................................. 64
8 9 10 11
HOW TO SETTLE DOCUMENTS MANUALLY................................................................................. 67 HOW TO SETTLE DOCUMENTS USING AUTO APPLY ................................................................. 68 HOW TO SETTLE DOCUMENTS USING AUTOMATIC SETTLEMENTS ................................... 69 HOW TO INQUIRE ABOUT SETTLEMENT GROUP BALANCES AND DOCUMENTS ............ 71 11.1 11.2 SETTLEMENT GROUP STATEMENT REPORT .......................................................................................... 71 AR-AP INQUIRY .................................................................................................................................. 73 Customer Documents ................................................................................................................. 74 Vendor Documents ..................................................................................................................... 76
11.2.1 11.2.2 12 13 14 15 16 17 18 19
HOW TO CLEAR HISTORY .................................................................................................................. 78 SECURITY ................................................................................................................................................ 79 INTEGRITY CHECK ............................................................................................................................... 81 INTEGRATION WITH OTHER MODULES ........................................................................................ 83 ACCOUNTING IMPLICATIONS .......................................................................................................... 84 GLOSSARY ............................................................................................................................................... 86 INDEX ........................................................................................................................................................ 87 ADDITIONAL DOCUMENTATION ...................................................................................................... 88
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SYSTRONICS END USER LICENSE AGREEMENT AND LIMITED PRODUCT WARRANTY READ CAREFULLY BEFORE YOU INSTALL OR USE THIS SOFTWARE: This End User License Agreement ("EULA") is a legal agreement between You ("You" and "Your" includes a person and/or an individual entity) and SYSTRONICS llc ("SYSTRONICS") concerning the evaluation, demonstration and/or retail software product(s) (hereinafter collectively referred to as "Software"). The Software includes all component parts, the associated media, any printed materials, any updates, and any "online" or electronic documentation, as applicable. By opening of the Software package, accessing, installing, copying or otherwise using the Software, You agree to be bound by the terms of this EULA. If You do not agree to the terms of this EULA, SYSTRONICS is unwilling to license the Software to You. In such event, You may not access, use or copy the Software, and You should promptly contact SYSTRONICS for instructions on returning the Software and refund. WRITTEN ASSENT IS NOT A PREREQUISITE TO THE VALIDITY OR ENFORCEABILITY OF THIS EULA. SYSTRONICS provides this Software and licenses its use to You. You are responsible for selecting the Software to achieve the intended result and for the installation, use and results obtained from the Software. THE SOFTWARE, INCLUDING ITS CODE, DOCUMENTATION, APPEARANCE, STRUCTURE AND ORGANIZATIONS, IS A PROPRIETARY PRODUCT OF SYSTRONICS AND IS PROTECTED BY COPYRIGHT AND OTHER LAWS. TITLE TO THE PROGRAM, OR ANY COPY MODIFICATION OR MERGED PORTION OF THE PROGRAM, SHALL AT ALL TIMES REMAIN WITH SYSTRONICS. 1. License The following restricted rights are granted: a. License Grant. If You licensed a Software, subject to the payment of all applicable license fees, and the terms and conditions of this EULA, SYSTRONICS hereby grants to You a limited, non-sublicensable, non-exclusive, non-transferable right to install and run one copy of the specified version of the Software and the accompanying documentation, solely for Your individual use. This EULA authorizes You to make one copy of the Software solely for backup or archival purposes, provided that the copy You make contains all of the proprietary notices set forth in or on the original version of the Software. Upon receipt of the appropriate Software registration information, SYSTRONICS will provide You an alphanumeric key (the "Activation Code") to enable You to use the Software pursuant to the terms of this EULA. Documentation shall include, but not limited to, any printed materials, "online" or electronic data provided by or obtained from SYSTRONICS with regard to this Software ("Documentation"). The Software and Documentation are licensed, not sold. Even though copies of the Software may be provided on media of different formats, copies of the Software on different media formats do not constitute multiple licenses to the Software. If the Software is licensed as a suite or bundle with more than one specified Software product, this EULA applies to all such specified Software products, subject to any restrictions or usage terms specified on the applicable product packaging or accompanying documentation that applies to any of such Software products individually. b. Single-User. If this Software is licensed as a single user product, You may use only one copy of the Software, by not more than one user at a time, on a total of one computer or workstation, or personal digital assistant, or pager, or "smart phone," or one such other electronic device for which the Software was designed ("Client Device"), unless otherwise set forth herein. The component parts of the Software may not be used individually or jointly in full or in part on more than one Client Device, unless otherwise set forth herein. The Software is "in use" on a computer when it is loaded into the temporary memory (i.e., random-access memory or RAM) of that Client Device.
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c. Multi-User. If the Software is licensed with multi-user or networked license terms, You may use the Software on one server computer, or a greater number as specified in the applicable multi-user license, product packaging or accompanying documentation, within a multi-user or networked environment for connecting, directly or indirectly, to not more than the maximum number of Client Devices, concurrent users and/or seats, as specified in the applicable multi-user license, product packaging or accompanying documentation. Use of software, hardware or services that bypass any Software license restrictions and/or reduce the number of Client Devices, concurrent users and/or seats, as may be applicable, accessing or utilizing the Software (e.g., "multiplexing," "pooling," or third party add on software or hardware) expressly does not reduce the number of licenses required (i.e., the required number of licenses would equal the number of distinct inputs to the multiplexing or pooling software or hardware "front end"). If the number of Client Devices, concurrent users and/or seats that can potentially connect to the Software exceeds or has the potential to exceed the number of licenses You have obtained, then You must have a reasonable selfenforcing automatic mechanism in place to ensure that Your use of the Software does not exceed the use limits specified for the license You have obtained. If this Software is designated for use on a network system, You agree that the particular type of network, number of workstations involved, as well as the type of computers and the memory capacity, can all affect its performance. Therefore, SYSTRONICS cannot guarantee the performance of the Software other than on a network specifically supported by it. 2. Term. Regardless of the location of the Software, You are responsible for strict compliance with any and all of the terms and conditions of this EULA. This EULA will terminate automatically if You fail to comply with any of the limitations or other requirements described herein, and such termination shall be in addition to and not in lieu of any criminal, civil or other remedies available to SYSTRONICS. When this EULA terminates, You must immediately cease using the Software and destroy all copies of the Software and the Documentation. You may terminate this EULA at any point by destroying all copies of the Software and the Documentation. This EULA is effective unless and until You or SYSTRONICS terminates the EULA earlier, in accordance with the terms set forth herein. 3. Updates. SYSTRONICS may, at its sole discretion, make bug fixes, updates and/or service packs available. SYSTRONICS' maintenance service, if applicable and offered, is available at an additional cost to You, as Licensee, under a separate written agreement. 4. Ownership Rights. a. Ownership of Software. The Software and Documentation are protected by United Arab Emirates and United States patent, copyright laws and other intellectual property laws, and international treaty provisions. SYSTRONICS and its third party licensors, if any, retain all title to and, except as expressly and unambiguously licensed herein, all rights and interest in (a) the Software, including, but not limited to, all copies, versions, customizations, compilations and derivative works thereof (by whomever produced) and all related Documentation; (b) the SYSTRONICS trademarks, service marks, trade names, icons and logos; (c) any and all copyright rights, patent rights, trade secret rights and other intellectual property and proprietary rights throughout the world in the foregoing; and (d) all Confidential Information (as defined in Section 12 below). You acknowledge that Your possession, installation, or use of the Software does not transfer to You any ownership, title, or registrable interest of any kind to the intellectual property in the Software, and that You will not acquire any rights to the Software except as expressly set forth in this EULA. You agree that all backup, archival, or any other type of copies of the Software and Documentation will contain the same proprietary notices that appear on and in the Software and Documentation.
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b. Submissions. Should You decide to submit any materials to SYSTRONICS via electronic mail, through or to SYSTRONICS website, or otherwise, whether as feedback, data, questions, comments, ideas, concepts, techniques, suggestions or the like, You agree that such submissions are unrestricted and shall be deemed non-confidential upon submission. You grant to SYSTRONICS and it assigns a non-exclusive, royalty-free, worldwide, perpetual, irrevocable license, with the right to sublicense, to use, copy, transmit, distribute, create derivative works of, commercialize, display and perform such submissions. 5. Restrictions. You may not rent, lease, sublicense, loan, sell, distribute, market or commercialize any portion of the Software or its components. You may only install and use the Software on hardware which is (a) under Your exclusive control and (b) in the case of hardware performing any server functions, located at premises where You normally conduct day-to-day business operations. You may not permit any parent, affiliate, subsidiary or any other third parties to benefit from the use or functionality of the Software, either directly or via a facility management, timesharing, service bureau or any other arrangement; provided, however, that You may use the Software, as provided herein, to process the data of an affiliate or subsidiary of which You own more than fifty percent (50%); provided, however, You may not exceed the number of datasets specified on the applicable product packaging or accompanying documentation. You may not use the Software as part of a facility management, timesharing, or service bureau arrangement. You may not transfer any or all of the rights granted to You under this EULA. To the maximum extent this restriction is permitted under applicable law, You may not rename files of, modify, translate, localize, decompile, disassemble, decrypt, reverse engineer, attempt to derive source code from, remove any proprietary notices from, or create derivative works based upon the Software, in whole or in part. You may not duplicate or copy any portion of the Software or Documentation, unless otherwise set forth herein. You may not remove any proprietary notices or labels on the Software, including, but not limited to, the SYSTRONICS and product names wherever they may appear. All rights not expressly set forth hereunder are reserved by SYSTRONICS. SYSTRONICS reserves the right to periodically conduct audits upon advance written notice to verify compliance with the terms of this EULA. 6. Warranty and Disclaimer. a. Limited Warranty. SYSTRONICS warrants that the Program will substantially perform the functions or generally conform to the Programs specifications published by SYSTRONICS and included in this package under normal use for a period of ninety (90) days from the date of delivery to you. SYSTRONICS does not warrant that the functions contained in the Program will meet requirements or that the operation of the Program will be entirely error free or appear precisely as described in the Program documentation. If the Program does not substantially perform the functions or generally conform to the Programs specifications published by SYSTRONICS, you may within 60 days after delivery, write to SYSTRONICS to report a significant defect. SYSTRONICS' only responsibility will be to use its best efforts, consistent with industry standards, to cure the defect. If SYSTRONICS is unable to correct the defect within 90 days after receiving your report, you may terminate your license and this Agreement by returning all copies of the Program with proof of purchase and your money will be refunded. SYSTRONICS warrants that for ninety (90) days from the date of original purchase the media on which the Software is contained will be free from defects in materials and workmanship.
b. Customer Remedies. SYSTRONICS' entire liability and Your exclusive remedy shall be replacement of the defective media. To receive replacement of defective media, You must receive a return authorization number from SYSTRONICS and return the defective media to SYSTRONICS at Your expense with a copy of Your receipt. This limited warranty is void if the SYSTRONICS 2005-2011 6 October 14, 2011
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defect has resulted from accident, abuse, or misapplication. Any replacement media will be warranted for the remainder of the original warranty period. c. Warranty Disclaimer. To the maximum extent permitted by applicable law, and except for the limited warranty set forth herein, the Software (and accompanying documentation) is provided on an "as is" basis without warranty of any kind, express or implied. Without limiting the foregoing provisions, You assume sole responsibility for selecting the software to achieve Your intended results, and sole responsibility for the installation of, use of, and results obtained from the software. Without limiting the foregoing provisions, SYSTRONICS makes no warranty that the software will be error-free, virus free, or free from interruptions or other failures or that the Software will satisfy Your specific requirements. To the maximum extent permitted by applicable law, SYSTRONICS disclaims all warranties and conditions, either express, implied, or statutory, including but not limited to any (if any) implied warranties or conditions of merchantability, of fitness for a particular purpose, of lack of viruses, of lack of accuracy or completeness of responses, of results, and lack of negligence or lack of workmanlike effort, all with regard to the Software and associated documentation. There is no warranty or condition of title, quiet enjoyment, quiet possession, correspondence to description, or non-infringement with regard to the software. The entire risk of the quality of or arising out of use or performance of the software, if any, remains solely with You. Some states and jurisdictions do not allow limitations on implied warranties, so the above limitation may not apply to You. The foregoing provisions shall be enforceable to the maximum extent permitted by applicable law. d. Indemnification. You agree to defend, indemnify and hold harmless SYSTRONICS, its employees, and agents from and against all claims, defense costs (including reasonable expert and attorneys' fees), judgments and other expenses arising out of or on account of any negligent act, omission, or willful misconduct by You or on Your behalf in (a) the installation or use of the Software or (b) Your compliance or failure to comply with this EULA. e. Data. You acknowledge that any data entry, conversion or storage is subject to the likelihood of human and machine errors, malicious manipulation, omissions, delays, and losses, including, but not limited to, inadvertent loss of: data or damage to media that may result in loss or damage to You and/or Your property, and/or Your detrimental reliance on maliciously manipulated data. SYSTRONICS shall not be liable for any such errors, omissions, delays, or losses. You are responsible for adopting reasonable measures to limit the impact of such problems, including backing up data, adopting procedures to ensure the accuracy of input data, examining and confirming results prior to use, adopting procedures to identify and correct errors and omissions, replacing lost or damaged media, and reconstructing data. You are also responsible for complying with all local, state, and federal laws pertaining to the use and disclosure of any data. If You licensed an evaluation product, You acknowledge and understand (a) that the evaluation product may be used for evaluation purposes only, (b) that the evaluation product shall be operable only for a limited time and (c) that, upon expiration of the evaluation period, any data or other information used with, processed by and/or stored in conjunction with the evaluation product may be irretrievable, unrecoverable and/or otherwise unusable. 7. Limitation of Liability. Under no circumstances and under no legal theory, whether in tort, contract, or otherwise, shall SYSTRONICS be liable to You or to any other person or entity for any indirect, special, incidental, or consequential damages of any character whatsoever (including, without limitation, damages for loss of profits, loss of goodwill, loss of confidential or other information, for business interruption, work stoppage, computer failure or malfunction, for personal injury, loss of privacy, for failure to meet any duty including a duty of good faith or of reasonable care, for negligence (whether active or passive), and for any other pecuniary or other loss SYSTRONICS 2005-2011 7 October 14, 2011
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whatsoever) arising out of or in any way related to the use or inability to use the software, or otherwise under or in connection with any provision of this EULA, even in the event of fault, tort (including negligence, and gross negligence), strict liability, breach of contract, or breach of warranty by SYSTRONICS, and even if SYSTRONICS has been advised of the possibility of such damages. In no event will SYSTRONICS be liable for any damages in excess of the list price SYSTRONICS charges for a license to the software. This limitation of liability shall not apply to liability for death or personal injury to the extent that applicable law prohibits such limitation. Furthermore, some states and jurisdictions do not allow the exclusion or limitation of incidental or consequential damages, so this limitation and exclusion may not apply to You. The foregoing provisions shall be enforceable to the maximum extent permitted by applicable law. 8. Entire Agreement. This EULA expressly supersedes and completely replaces any and all prior end user license agreements. SYSTRONICS shall not be bound by or liable to You for any pre-existing or contemporaneous written or oral representations or warranties, made by anyone, with respect to the Software product, including any Authorized Reseller or it's respective agents, employees, or representatives, nor shall You be deemed a third party beneficiary of any obligations of SYSTRONICS to any such Reseller. 9. Attorneys' Fees. If any party employs attorneys to enforce any rights arising out of or relating to this EULA, the prevailing party shall be entitled to recover its reasonable attorneys' fees, costs, and other expenses. 10. Severability. If any provision of this EULA is held to be unenforceable, the enforceability of the remaining provisions shall in no way be affected or impaired thereby. 11. High Risk Activities. The Software is not fault-tolerant and is not designed or intended for use in hazardous environments requiring fail-safe performance, including without limitation, in the operation of nuclear facilities, aircraft navigation or communication systems, air traffic control, weapons systems, direct life-support machines, or any other application in which the failure of the Software could lead directly to death, personal injury, or severe physical or property damage (collectively, "High Risk Activities"). SYSTRONICS expressly disclaims any express or implied warranty of fitness for High Risk Activities. 12. Confidentiality. You agree that the Software, including, but not limited to, all source and object code components, screen shots and displays, graphical user interfaces, algorithms, formulae, data structures, scripts, application programming interfaces and protocols, and the Documentation (collectively the "Confidential Information") are trade secrets of SYSTRONICS and are owned by SYSTRONICS or, where applicable, its third-party licensors. You agree to retain all Confidential Information in strict confidence at least with the same amount of diligence that You exercise in preserving the secrecy of Your most-valuable information, but in no event less than reasonable diligence. You agree to: (a) only disclose Confidential Information to Your employees and agents to the extent required to use the Software under the terms of this EULA and not to disclose or disseminate the Confidential Information to any third party without the prior written consent of SYSTRONICS, (b) use the Confidential Information solely for Your benefit as provided for herein and not to allow any third party to benefit from the Confidential Information, and (c) bind Your employees and agents, by terms no less restrictive than those set forth herein, to maintain the confidentiality of such Confidential Information, and not use or disclose such information except as permitted under this EULA. Notwithstanding the disclosure of any Confidential Information for any reason, such Confidential Information shall continue to be owned by SYSTRONICS or its licensors. Nothing contained herein shall be deemed to prevent You from disclosing or disseminating Your data, in any format or any report, to whomever You so choose.
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13. Miscellaneous. This EULA is exclusively governed by the laws of the United Arab Emirates, without reference to conflicts of law principles. In the event of a dispute or legal action between the parties, they agree to waive any objections to personal jurisdiction, and agree to service of process and exclusive venue in Dubai Courts, UAE. The application of the United Nations Convention of Contracts for the International Sale of Goods is expressly excluded. This EULA sets forth all of Your rights and is the entire agreement between the parties. This EULA supersedes any other communications with respect to the Software and/or Documentation. This EULA may not be modified except by a written addendum issued by a duly authorized representative of SYSTRONICS. No provision hereof shall be deemed waived unless such waiver shall be in writing and signed by a duly authorized representative of SYSTRONICS. You hereby acknowledge a breach of this EULA would cause irreparable harm and significant injury to SYSTRONICS that may be difficult to ascertain and that a remedy at law would be inadequate. You agree that SYSTRONICS shall have the right to seek and obtain immediate injunctive relief to enforce the obligations under this EULA in addition to any other rights and remedies it may have. If any provision of this EULA is held invalid, the remainder of this EULA shall continue in full force and effect. The controlling language of this EULA is English. If You have received a translation into another language, it has been provided for Your convenience only. 14. SYSTRONICS Customer Contact. If You have any questions concerning these terms and conditions, or if You would like to contact SYSTRONICS for any other reason, please call +971-43930153, or write to us at: SYSTRONICS L.L.C., Flat 101, Bin Dhaen Building, Khalid Bin Walid Street, PO Box 50183, Dubai, UAE. You may also find us on the Web at http://www.systronics.com or email to sales@systronics.com YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AND, BY OPENING THE SOFTWARE PACKAGE, INDICATED YOUR ACCEPTANCE OF ITS TERMS AND CONDITIONS. YOU ALSO AGREE THAT, UNLESS SPECIFICALLY COVERED BY ANOTHER WRITTEN LICENSE AGREEMENT WITH SYSTRONICS, THIS LICENSE IS THE COMPLETE AGREEMENT BETWEEN US AND THAT IT SUPERSEDES ANY INFORMATION YOU RECEIVED RELATING TO THE SUBJECT MATTER OF THIS AGREEMENT.
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1 Overview
1.1 Settling Customer Documents against Vendor Documents or Vice Versa.
AR-AP Settlements for Sage ERP Accpac (A/O) allows the settlement of open Receivable documents with open Payable documents, or vice versa. This is useful when the same company is defined as an A/R Customer as well as an A/P Vendor in Sage ERP Accpac. AR-AP Settlements handles the functionality mentioned above, based on user-defined Settlement Groups. A/O allows you to settle open customer and vendor documents within a group easily. As a result, you may pay or receive only the balance amount after the settlement. Multiple companies from both A/R and A/P modules, having different currencies, can be included in the same Settlement Group. You can settle open Receivable and Payable documents in AR-AP Settlements using one of the following options: Manually: you must choose the documents you want to settle for both Receivables and Payables. For more information on how to settle the documents manually, see the How to Settle Documents Manually section. Auto Apply: you can choose the documents you want to settle either for Receivables or Payables, and the application will settle the other side automatically based on the Unallocated Amount. For more information on how to use Auto Apply, see the How to Settle Documents Using Auto Apply section. Automatic Settlements: the application selects the documents for both Receivables and Payables automatically and settles documents on one side completely against the selected documents on the other side. For more information on how to use Automatic Settlements, see the How to Settle Documents Using Automatic Settlements section.
When a Settlement is posted, it creates Adjustment Entries in Accounts Receivable and Accounts Payable modules, reducing the balance of the documents by the amount you want to settle, i.e. the Knock-off Amount.
1.2 One Sided Settlements

AR-AP Settlements for Sage ERP Accpac optionally allows One Sided Settlements when you settle open documents in Receivables against each other or open documents in Payables against each other. You can use this feature to settle a customer (vendor) invoice with a credit note from the same or another customer (vendor) in the same group. You can also use this feature to apply an A/R Credit Note against Invoices from multiple customers or an A/P Credit Note against Invoices from multiple vendors.
1.3 Customizations
For more convenience, AR-AP Settlements includes customized versions of A/P Payment and A/R Receipt transaction screens. While making a Vendor Payment using the respective customization, AR-AP Settlements shows the outstanding balance of all customers in the same Settlement Group which the vendor belongs to. You can either view the current outstanding balance or the balance due on the date of the Receipt, depending on your settings in A/O Options.
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Similarly, while making a Customer Receipt using the respective customization, AR-AP Settlements shows the outstanding balance of all vendors in the same Settlement Group which the customer belongs to. You can either view the current outstanding balance or the balance due on the date of the Payment, depending on your settings in A/O Options.
1.4 AR-AP Settlement Processing

The flowchart below is an overview of A/O processing and features. Individual processes and features are explained later in this document. Setup Options Define Settlement Groups Setup Optional Fields Print Setup Reports
Analyze overdue balances: AR-AP Inquiry Print Settlement Group Statement report Create Settlement Batches and enter transactions.
Enter Receipt and Payment transactions through customized A/R Batch List, A/R Receipt Entry, A/P Batch List and A/P Payment Entry screens.
Do you want to print reports? No Post batches.
Yes
Print Batch Listing report Print Settlement form
Print Transaction Reports.
Analyze overdue balances: AR-AP Inquiry Print Settlement Group Statement report Report
Periodic processing: Run Clear History process Run Integrity Check process
Figure 1-1 AR-AP Settlements Processing Flowchart
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2 Whats New in A/O 6.0G

2.1 Print Settlement
A new Settlement form has been added in AR-AP Settlements. You can use it to obtain an approval from your management before posting the Settlement Entry. You can also print it after posting and use it to inform your customers/vendors about the settlement details. Note that the Settlement forms printed before posting are marked as Draft. The Settlement form can be printed directly from the Settlement Entry screen or from the Settlement screen in the A/O Transaction Reports folder.
2.2 Settlement of all Document Types

In addition to settling Invoices, Debit Notes, Credit Notes and Interest Invoices, you can also settle Prepayments, Unapplied Cash and Receipts transactions.
2.3 Posting Date

You can now specify not only the Transaction Date for the Settlement Entry but also the Posting Date. This date is later sent to the Sage ERP Accpac Adjustment transactions as the Adjustment Posting Date. According to your preference, you can specify the Default Posting Date in AR-AP Settlements Options, on the Settlement Options tab. The available options are: Batch Date, Session Date and Transaction Date.
2.4 Optionally Prohibit Settling Job Related Documents

You can choose how you want to handle the settlement of Job Related Documents: To allow the settlement To allow the settlement but with warning Not to allow the settlement
You can specify this option in AR-AP Settlements Options, on the Settlement Options tab. Since A/O settles documents via Sage ERP Accpac Adjustments, settling Job Related Documents may affect the Revenue, Cost and Profit in PJC Module.
2.5 Create Customers and Vendors from a Settlement Group

You can now create Customers and Vendors directly from a Settlement Group. When you create a customer from the Settlement Group screen, the A/R Customers screen opens. You can add a new customer using this screen. After you close the A/R Customers screen, the newly created customer is automatically added to the Settlement Group. Similarly, when you create a vendor from the Settlement Group screen, the A/P Vendors screen opens. You can add a new vendor using this screen. After you close the A/P Vendors screen, the newly created Vendor is automatically added to the Settlement Group.
2.6 Keep History

Keeping transaction history is no longer optional; the transaction history will always be maintained by AR-AP Settlements. However, if you want to delete the transaction history, you can do it using the Clear History screen from Periodic Processing. Clear History will remove all posted and deleted SYSTRONICS 2005-2011 12 October 14, 2011
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batches up to a selected Batch Number or Posting Sequence and older than the Number of Years specified in the A/O Options.
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3 Installation, Activation and Registration

Before you can begin using AR-AP Settlements 6.0G you must install and activate the application. The paragraphs below explain the installation and activation of A/O in detail.
3.1 Installation
Follow the steps described below to install the application: 1. Download AO60G.msi, Setup.ini, and Setup.exe files to the same folder. The files may be available individually on the SYSTRONICS web site, or as part of a ZIP file. In the latter case, extract the contents of the ZIP file into an empty folder. 2. Log in to your computer as an administrator. 3. If your operating system is Windows Vista or Windows 7, then right-click on Setup.exe and select "Run as Administrator". 4. If your operating system is Windows XP or earlier, start the AO6.0G installation by double clicking the Setup.exe file. Programs for AR-AP Settlements add-on are installed in the following folder: Y:\Program Files\Sage\Sage Accpac\AO60G, where Y:\Program Files\Sage\Sage Accpac is the directory where your Sage ERP Accpac programs are located. AR-AP Settlements reports for Sage ERP Accpac are installed in the following folder: Y:\Program Files\Sage\Sage Accpac\AO60G\ENG, where Y:\Program Files\Sage\Sage Accpac is the directory where your Sage ERP Accpac programs are located.
3.2 Activation Screen

To activate AR-AP Settlements, launch Data Activation from Administrative Services. The following screen will appear.
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Figure 3-1 Data Activation Screen Step 1
Select the check box for AR-AP Settlements 6.0G from the application list. Accounts Receivable and Accounts Payable are required modules for AR-AP Settlements. These will be selected automatically if they are not active. Once you have finished selecting applications, click the Next button. The following screen will appear.
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Figure 3-2 Data Activation Screen Step 2
Click the Activate button to complete the process. Activation will add a new program group called AR-AP Settlements to the Sage ERP Accpac desktop. All the features of the application are accessible through icons in that folder.
3.3 Upgrade from Previous Versions

The current version supports upgrades only from versions A/O 5.6C and A/O 6.0C. To upgrade from an earlier version, you have to upgrade first to A/O 5.6 or A/O 6.0C, and then upgrade to A/O 6.0G.
3.4 Registration
When you open AR-AP Settlements for the first time, it asks for registration as shown in the figure below.
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Figure 3-3 AR-AP Settlements Registration Screen
Selecting the I need an activation code option opens the Request Activation Code screen with a link to the SYSTRONICS website where you can submit an activation code request. When you get the activation code, open any A/O screen and select the I have an activation code option from the registration screen that pops up automatically. This, in turn, opens the Activate Application screen asking you to enter Company, Name, Serial Number, and Activation Code information. Selecting the Use the application in trial mode option allows you to use the application for up to 30 days for evaluation purposes. Once the evaluation period is over, you need to activate the application to be able to continue using it.
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4 Setting up AR-AP Settlements

Install and Activate AR-AP Settlement
Define Setup Options, specifying the information on the following tabs: General Settlements Numbering Integration
Create Settlement Groups
Do you want to add any Optional fields?
Yes
Define Optional Fields No Print Setup Reports and verify the Setup information
Modify the Settings
No
Are the Settings correct?
Yes You can now proceed to settle documents

Figure 4-1 Setting up AR-AP Settlements
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4.1 Defining Options

Use the Options screen to configure the general behavior of AR-AP Settlements, as well as its integration with other Sage ERP Accpac modules. There are four tabs on the Options screen: General, Settlements, Numbering, and Integration. Each of these tabs is described in the following sections. 4.1.1 General Tab
The following figure shows an example of the General tab on the A/O Options screen.
Figure 4-2 A/O Options General Tab
The following fields are available on the General tab. Field Clearing Account Description The A/O Settlement Entry transaction in AR-AP Settlements generates adjustment transactions in the A/R and A/P modules. These adjustment transactions require a G/L account to post the adjustment amounts. The account you specify in this field is used for this purpose. If this option is selected, users can override the Clearing Account while entering Settlement Entries. By default, overriding Clearing Account in entries is not allowed.
Allow Overriding in Transactions
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AR-AP Settlements Field Force Listing of Batches Allow Changes After Batch Listing Printed Description
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If this option is selected, Batch Listing report must be printed for each batch, before the batch can be posted. If this option is selected, Settlement Entries can be modified even after printing the Batch Listing report. However, transactions cannot be modified after the corresponding batch is posted. Specify for how many years you want to keep history. When clearing history, transactions related to the minimum number of years of history specified here are retained, even if you select to clear all transactions in the Clear History screen.
Keep History Years
4.1.2
Settlements Tab
The following figure shows an example of the Settlement tab on the A/O Options screen.
Figure 4-3 A/O Options Settlements Tab
You can use the Settlement tab to tune AR-AP Settlements as per your requirements. The following fields are available on the Settlements tab.
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Specify the threshold of Unallocated Amount, which you do not want to be exceeded when creating a settlement transaction in functional currency. Three actions can be taken if the amount exceeds the specified threshold: None: select this option if you do not want the system to perform any action in case the Unallocated Amount exceeds the specified threshold. Warning: the system generates a warning that the Unallocated Amount exceeds the amount specified in A/O Options but allows you to proceed. Error: the system prevents you from saving transactions where Unallocated Amount exceeds the specified threshold.
The default option is None. Allow Many-toMany Settlements Select this option if you want to allow multiple customer related documents to be settled against multiple vendor related documents. If you do not select this option, you can settle one vendor related document against multiple customer related documents, or one customer related document against multiple vendor related documents. By default, the option is not selected. Allow One-Sided Settlements Select this option if you want to allow one sided settlements, i.e. customer documents to be settled against the documents of the same or another customer, or vendor documents to be settled against the documents of the same or another vendor. By default, the option is not selected. Limit Each Customer/ Vendor to One Settlement Group Select this option if the customer / vendor must belong to one Settlement Group only. If you do not select this option, the customer / vendor can belong to several Settlement Groups. By default, this option is selected. If this option is deselected, A/R and A/P Customizations would not show any information regarding Settlement Group, or Vendor / Customer Balances. Default Posting Date Choose your preference for the Default Posting Date, the available options are Transaction Date, Batch Date and Session Date. If you do not specify your preference, the Transaction Date will be used as the Posting Date in the Settlement transactions. If required, you can edit the Posting Date while entering a transaction. Select the default option for Order by in transactions. The default option is None. Settlement of Job Related Document Select whether you want to allow the settlement of Job Related Documents. You have the following options to choose from: SYSTRONICS 2005-2011 Allowed Allowed with Warning 21 October 14, 2011
Order by
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Not Allowed
If you do not allow the settlement of Job Related Documents they will be ignored during Auto Apply and Automatic Settlement processes as well. If you choose to allow the settlement of Job Related Documents, this may affect the Revenue/Cost and Profit in PJC Module. The default option is Not Allowed. Show in Customized Transactions Overall/Due balance Select whether you want to show the linked vendors (customers) overall balance or the balance due on the Receipt (Payment) date while entering A/R Receipt (A/P Payment). The default option is Overall. 4.1.3 Numbering Tab
The following figure shows an example of the Numbering tab on the A/O Options screen.
Figure 4-4 A/O Options - Numbering Tab
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You can use the Numbering tab to specify the next numbers for transactions, batches and posting sequences. The following fields are available on the Numbering tab. Field Settlement Entry Description Specify the length, prefix and the next number for the Settlement Entry Transaction number. These values will be used the next time a transaction number is generated. You can change these values at any time, but care must be taken to make sure that there are no conflicts between the new numbers and those already in the database. If the number of a newly created transaction is the same as a transaction number already existing in the database, you will not be able to save the new transaction. Settlement Batch Shows the next number to be used by A/O as the Settlement Batch number. This value is read-only and is displayed for your reference only. It always starts with 1 and is automatically incremented. Shows the next number to be used by A/O as the Settlement Posting Sequence number. This value is read-only and is displayed for your reference only. It always starts with 1 and is automatically incremented.
Settlement Posting Sequence
4.1.4
Integration Tab
You can use the Integration tab on the A/O Options screen to specify how AR-AP Settlements integrates with other Sage ERP Accpac modules. The following figure shows an example of the Integration tab.
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Figure 4-5 A/O Options Integration Tab
The following fields are available on the Integration tab. Field Automatic Posting in Subledgers Description You can select whether to post the adjustment transactions automatically in A/R, in A/P, or both. If you choose not to post transactions automatically in Subledgers, you must post A/R and (or) A/P Adjustments created by A/O manually in the corresponding Subledger to finalize the transaction. Fields to Send You can choose the value of the following three fields, in Sage ERP Accpac Adjustments, to be sent from A/O Settlement Entry: Entry Description Adjustment Reference Adjustment Description
For each of the above three fields, you can choose any of the following values available from AR-AP Settlements: SYSTRONICS 2005-2011 Entry Number Entry Description 24 October 14, 2011
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Transaction Number Settlement Group Reference Description Detail Reference Detail Description
For example, if you choose Transaction Number for Entry Description, then both A/R and A/P Adjustments generated by A/O Settlement will have A/O Transaction Number as Entry Description.
4.2 Creating Settlement Groups

Settlement Groups define combined groups of customers and vendors whose accounts you want to settle against each other. Depending on the settings specified in A/O Options, the same company (customer or vendor) may be limited to only one Settlement Group, or belong to several Settlement Groups. Customer documents and/or vendor documents can be settled against each other only if the related customers and/or vendors belong to the same Settlement Group. You must create at least one Settlement Group before you can enter Settlement Entries. The following figure is an example of the A/O Settlement Groups screen.
Figure 4-6 A/O Settlement Groups
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The following fields are available on the A/O Settlement Groups screen. Field Settlement Group Code Description Customers in This Group Order Description Displays the Settlement Group code.
Displays the description of the Settlement Group. Displays the list of customers in this Settlement Group.
Defines the order of customers. This information is used: When manually settling documents in Select Mode When settling documents using Auto apply option During Automatic Settlement process The customer with a lower order number has a higher priority. For example documents of a customer with order 1 will be applied before the documents of a customer with order 2. Several customers can have the same order.
Customer Number Customer Name Currency Account Set Short Name Group Code Vendors in This Group Order
Displays the Customer number. Displays the Customer name. Displays the Customers currency. Displays the Customers account set. Displays the Customers short name. Displays the Customers group code. Displays the list of vendors in this Settlements Group.
Defines the order of vendors. This information is used: When manually settling documents in Select Mode When settling documents using Auto apply option During Automatic Settlement process The vendor with a lower order number has a higher priority. For example documents of a vendor with order 1 will be applied before the documents of a vendor with order 2. Several vendors can have the same
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AR-AP Settlements Field Description order. Vendor Number Vendor Name Currency Account Set Short Name Group Code
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Displays the Vendor number. Displays the Vendor name. Displays the Vendors currency. Displays the Vendors account set. Displays the Vendors short name. Displays the Vendors group code.
The following buttons are available at the bottom of the screen.
Button
Description Click this button if you want to create a new customer in Accounts Receivable. Clicking this button opens the Accounts Receivable Customers screen, where you can create a Customer. When you close the Customers screen, the newly created Customer will be added to the Settlement Group. Click this button if you want to create a new vendor in Accounts Payable. Clicking this button opens the Accounts Payable Vendors screen, where you can create a Vendor. When you close the Vendors screen, the newly created Vendor will be added to the Settlement Group.
4.3 Defining Optional Fields

Optional fields in AR-AP Settlements work the same way as Optional Fields in Sage ERP Accpac 6.0. The figure below shows an example of A/O Optional Fields definition.
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Figure 4-7 A/O Optional Fields
You can define Optional Fields for Settlement Entry and Settlement Details. Settlement Detail Optional Fields can be sent to A/R and A/P adjustments. When transferred to adjustments, Optional Fields appear on entry level. Click the Settings button to specify which field(s) should be transferred to A/R and A/P modules. The following screen will appear.
Figure 4-8 Optional Field Settings
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Select A/R Adjustment option to send the field to A/R Adjustment Entry, and select A/P Adjustment to send the field to A/P Adjustment Entry. These settings can be specified for each Optional Field separately.
4.4 Setup Reports

This section describes the reports you can print to inquire about the current configurations: A/O Setup Options, Optional Fields and Settlement Groups. 4.4.1 Options Report
The A/O Options report prints the configuration options you have entered using the Options screen. You can print the A/O Options report using the File -> Print menu command on the A/O Options screen or it can be printed from the A/O Setup Reports folder. The following figure illustrates the A/O Options report selection screen.
Figure 4-9: A/O Options Report Selection Screen
The figure bellow shows an example of the A/O Options report layout.
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Figure 4-10: A/O Options Report Layout
4.4.2
Settlement Groups Report
The A/O Settlement Groups report lists the Settlement Groups configured using the A/O Settlement Groups screen. You can print the A/O Settlement Groups report using the File -> Print menu command on the A/O Settlement Groups screen or it can be printed from the A/O Setup Reports folder. The following figure illustrates the selection screen of the A/O Settlement Groups report.
Figure 4-11: A/O Settlement Groups Report Selection Screen
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You can limit the list of printed Settlement Groups by specifying the starting and the ending Settlement Group codes in the From and To fields respectively. Only Settlement Groups within the specified range are printed. The figure below is an example of the A/O Settlement Groups report layout.
Figure 4-12: A/O Settlement Groups Report Layout
4.4.3
Optional Fields Report
The A/O Optional Fields report prints the configuration of Optional Fields, which is entered using the A/O Optional Fields screen. You can print the A/O Optional Fields report using the File -> Print menu command on the A/O Optional Fields screen or it can be printed from the A/O Setup Reports folder. The following figure illustrates the A/O Optional Fields report selection screen.
Figure 4-13: Optional Fields Report Selection Screen
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Choose the Show Settings option to include the settings of each Optional Field on the report. The figure below is an example of the Optional Fields report layout.
Figure 4-14: A/O Optional Fields Report Layout
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5 Settling Documents
Documents are settled using the Settlement Entry screen. Settlement Entry is a batch based transaction that allows you to settle customer documents against vendor documents or vice versa. Settlement Batches can be saved, printed, verified and posted. The flowchart below outlines the steps involved in settling documents.
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Add Settlement Entries
Print the Settlement form (Optional) Print the Batch Listing report (Optional, depends on setup)
Are there any errors in the batch? No Set the batch status as Ready to Post Post the batch
Yes
Correct the errors
An Error Batch is created
Are there any errors found during posting? No

A/R Adjustment transactions are created for settled Receivables A/P Adjustment transactions are created for settled Payables
Yes
Yes
Are A/R and A/P Adjustments posted?
No
Post A/R and A/P Adjustments
Print the Posting Journal report. Print the Settlement form (optional) Print the Batch Listing report (optional)
Figure 5-1 Settling Documents - Overview
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5.1 Settlement Batch List

The following figure shows a screenshot of the Settlement Batch List screen.
Figure 5-2 Settlement Batch List
The fields on the Settlement Batch List screen are described below. Field Batch Number Batch Date Description No. of Entries Total Receivables Description Select the batch number which you want to see as the first batch in the list. Displays the batch date. Displays the description of the batch. Displays the number of entries in the batch. Displays the total Knock-off Amount for Receivables for all the entries entered in the batch, in functional currency. Displays the total Knock-off Amount for Payables for all the entries entered in the batch, in functional currency. Displays whether the batch is ready to post or not. You can double-click the field to change its value. Note that you cannot modify batches which are ready to post. Displays the batch type as: Entered, indicates that the user has manually created the batch
Total Payables
Ready to Post
Type
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Imported, indicates that the batch has been imported from an external source, for example from an Excel file Generated, indicates that the batch has been generated by the system, for example an error batch
Status
Displays the status of the batch as: Open, indicates that the batch is not posted yet and it can still be modified Ready to Post, indicates that the batch is not posted yet, but it cannot be modified Deleted, indicates that the batch has been deleted before posting. Deleted batches cannot be modified Posted, indicates that the batch has been posted to the Subledgers. Posted batches cannot be modified Post in Progress, indicates that the posting of the batch was interrupted
Printed
Displays Yes or No, which indicates whether the Batch Listing report has been printed for this batch. Depending on your settings in A/O Options, you may be allowed to post batches only after printing them. If the batch has been posted, this field displays the posting sequence of the batch. The Posting Sequence is generated automatically by A/O and it cannot be modified. If errors occur during posting, a new batch is created and the erroneous entries are copied to the newly created batch. The No. Of Errors field shows the number of erroneous entries in the posted batch that were not posted successfully. Displays the date when the batch was last modified. You cannot edit this field.
Posting Sequence
No. of Errors
Last Edited
5.2 Settlement Entry

Settlement Entry screen is used to create Settlement transactions for settling Customer and /or Vendor documents against each other. Settlement transaction is based on Settlement Groups. A Settlement Group defines a group of customers and vendors whose documents can be settled against each other (for more information, see Creating Settlement Groups). To create a settlement transaction, first you need to select a Settlement Group, and then move to Receivables or Payables tab to settle customer or vendor related documents respectively. To settle the documents, you need to select each document and specify the amount you want to settle, i.e. the Knock-off Amount. The difference between the total Receivables Knock-off and total Payables Knock-off Amounts is called Unallocated Amount. You should try to make the Unallocated Amount equal to zero; however, note that it is possible to leave some amount unallocated if allowed in A/O options. In the latter case the Unallocated Amount remains in the Clearing Account and should be handled outside AR-AP Settlements. Optionally, AR-AP Settlements displays a warning message if the Unallocated Amount is larger than the SYSTRONICS 2005-2011 36 October 14, 2011
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threshold specified in the A/O Options (for more information, see Defining Options).
The flowchart below outlines the steps involved in the Settling Entry. Create a new Settlement Batch Enter the batch description Enter the batch creation date
Create a new entry Enter the entry description
Enter the following on the Transaction tab:

Transaction Date Posting Date Settlement Group Reference and description for the transaction (optional) Change the Clearing Account (optional, if allowed)
Do you want to do automatic settlement?
Yes
No Settle customer (or vendor) documents on the Receivables (or Payables) tab manually:
Enter or select documents to be settled Enter any reference and description for the settled document (optional) Enter source Knock-off Amount Update the rate information Check the functional Knock-off Amount
Press the Automatic Settlement button
A B
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Automatically settle the amount on vendor (customer) documents?
Yes
No Settle vendor (customer) documents on the Payables (Receivables) tab manually:

Enter or select the documents to be settled Enter any reference information (optional) Enter a description (optional) Enter source Knock-off Amount Update the rate information Check the Functional Knock-off Amount
Settle vendor (customer) documents on the Payables (Receivables) tab automatically:

Set the Auto Apply tick Set the order of the documents Press the Go button
Enter optional fields for the settlement transactions on the Optional Fields tab (optional)
Check the total amounts settled for Receivables and Payables on the Totals tab
Click the Add button to save the transaction
Click the Statement button to print the draft Statement Form (optional)
Click the Print button on the Batch List to print Batch Listing Report (optional)
Figure 5-3 Creating Settlement Transactions
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The Settlement Entry screen has five tabs. The fields on these tabs are described in the following sections. 5.2.1 Transaction Tab
Use the Transaction tab of the Settlement Entry screen to specify the transaction details such as dates, Settlement Group, Description, etc. The following figure and table describe the fields available on the batch level and on the Transaction tab of the A/O Settlement Entry screen.
Figure 5-4 A/O Settlement Entry Transaction Tab
The following fields are available on the batch level and on the Transaction tab. Field Batch Number Description Displays the batch number. The Batch Number is automatically generated when you press the New button on the Batch List screen or the New button next to the Batch Number field on the Settlement Entry screen. If you want to navigate to another batch, you can type the batch number here, or navigate through the Open and Ready to Post batches using First, Previous, Next and Last arrows. Enter a description for the batch. The batch date; defaults to Session Date, but can be overridden.
Description (Batch) Batch Date
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Displays the batch status, indicates whether the batch is Open, Ready to Post, or Posted. You can modify a batch only when the status is Open. Displays the entry number. The Entry Number is automatically generated when you press the New Button next to the Entry Number field. If you want to navigate to another entry, you can type the entry number here, or navigate through the entries in the batch using the First, Previous, Next and Last arrows. Enter the description of the entry. Once the entry is saved, this number is automatically generated by the application based on the settings defined in the A/O Options. Enter the date of the transaction. Defaults to the batch date, but can be overridden in each entry. This date will be used as the Document Date for A/R and A/P Adjustments. Accept the default Posting Date or change it, if required. This date will be used as the Posting Date for A/R and A/P Adjustments.
Entry Number
Description (Entry) Transaction Number
Transaction Date
Posting Date
Year/Period
Displays the year and the period of the Posting Date. You cannot edit this field. Select the Settlement Group for which you want to settle documents. Only the documents belonging to the customers and vendors in the selected group can be settled in the transaction. Enter reference information for the transaction. Enter an appropriate transaction description.
Settlement Group
Reference Description (Transaction) Clearing Account
This account is used as the Adjustment Account when creating A/R and A/P Adjustments. By default the Clearing Account, defined in A/O Options is automatically selected here. It can be changed, only, if Allow Overriding in Transaction option is selected in the Settlements Clearing Account section of the A/O Options.
5.2.2
Receivables Tab
Use the Receivables tab to settle the customer documents. This can be done in Select or Direct mode. If the Select mode is chosen, all open documents of the customers, belonging to the selected Settlement Group are listed in the grid. The user can select the document to settle by simply selecting Yes in the Apply column. If the Direct mode is selected, documents must be entered in the grid manually, similar to the A/R Receipt transaction. The following figure and table describe the Receivables tab of the Settlement Entry screen. SYSTRONICS 2005-2011 40 October 14, 2011
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Figure 5-5 A/O Settlement Entry Receivables Tab
The following fields are available on the Receivables tab. Field Mode Auto Apply Description This can be set to either Select or Direct. Select this option if you want A/O to settle the customer documents automatically. For more details about auto apply, see How to Settle Documents Using Auto Apply. Choose how you want to order customer documents: While manually settling documents in the Select Mode While settling documents using Auto apply option During Automatic Settlement process
Order by
You can select one of the following options: None By Due Date By Document Date By Document Number
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The Settlement Group screen allows you to define an order for the customers in the group. Documents are sorted by the Customer Order before being sorted by the order defined in this field. Unallocated Amount Displays the sum of all Knock-off Amounts on the Payables tab minus the sum of Knock-off Amounts on the Receivables tab. This field appears only when the Mode is set to Select. Double-click this field to toggle between Yes and No. If you set this field to Yes, AR-AP Settlements tries to settle the document selected in the grid with the remaining Unallocated Amount. If the Unallocated Amount is not enough to settle the document completely, it settles the document partially. Since customers with different currencies can be listed in the grid at the same time, first, A/O calculates the Knock-off Amounts for the selected document in the functional currency, and then converts the Functional Knock-off Amount to the customers currency. You can adjust the Knock-off Amounts at any time. Customer Number If the Mode is Select, then this field is read-only; otherwise, you must select a customer before you can select a document. Note that only a customer belonging to the selected Settlement Group can be selected. Displays the customer name. Enter appropriate reference information. Enter appropriate description. The document type is shown automatically and cannot be changed. If the Mode is Select then this field is read-only; otherwise you must select a document, after selecting the customer. This field shows the payment number of the selected document. If the Mode is Select, then this field is read-only; otherwise, you must specify a payment number. If the same document has multiple payments, they must be specified in separate lines of the grid. Available only if the Project and Job Costing module is activated. Displays whether the selected document is job related or not. Displays the currency of the customer and cannot be modified. Displays the date of the document and cannot be modified. Displays the balance due for the selected payment in the customers currency.
Apply
Customer Name Reference Description Document Type Document Number
Payment Number
Job Related
Customer Currency Document Date Payment Balance
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Displays the due date of the document. Enter the amount you want to settle against the document in the customers currency. To settle a document with a positive balance, such as an Invoice or a Debit Note, you must specify a positive Knock-off Amount. Similarly, to settle a document with a negative balance, such as a Credit Note or a Prepayment, you must specify a negative Knock-off Amount. If the customers currency is different from the functional currency, you can change any of these fields and the Functional Knock-off Amount field will be recalculated accordingly. This is the Knock-off Amount in the functional currency. If you edit the amount in this field, the rate is adjusted accordingly. Displays whether there are Optional Fields defined for the selected line. Click the Up button on this column to enter values of the Optional Fields for each line in the grid.
Rate Type, Rate Date, Exchange Rate
Functional Knock-off Amount Optional Fields
The following buttons are available on this tab. Button Description While in Select Mode press the Go button to order the customer documents or to Auto Apply the Unallocated Amount. This button is available only if the Project and Job Costing module is activated. It opens the Project and Job Costing Details screen (see Project and Job Costing Details for Customer Documents). 5.2.3 Payables Tab
Use the Payables tab to settle the vendor documents. This can be done in Select or Direct mode. If the Select mode is chosen, all open documents of the vendors belonging to the selected Settlement Group are listed in the grid. The user can select the document to settle by simply selecting Yes in the Apply column. If the Direct mode is selected, documents must be entered in the grid manually, similar to the A/P Payment transaction. The following figure and table describe the Payables tab of the Settlement Entry screen.
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Figure 5-6 A/O Settlement Entry Payables Tab
The following fields are available on the Payables tab. Field Mode Auto Apply Description This can be set to either Select or Direct. Select this option if you want A/O to settle the vendor documents automatically. For more details about Auto Apply, see How to Settle Documents Using Auto Apply. Choose how you want to order vendor documents: While settling documents manually in the Select Mode While settling documents using Auto apply option During Automatic Settlement process
Order by
You can select one of the following options: None By Due Date By Document Date By Document Number
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The Settlement Group screen allows you to define an order for the vendors in the group. Documents are sorted by the Vendor Order before being sorted by the order defined in this field. Unallocated Amount Displays the sum of all Knock-off Amounts on the Receivables tab minus the sum of Knock-off Amounts on the Payables tab. This field appears only when the Mode is set to Select. Double-click this field to toggle between Yes and No. If you set this field to Yes, AR-AP Settlements tries to settle the document selected in the grid with the remaining Unallocated Amount. If the Unallocated Amount is not enough to settle the document completely, it settles the document partially. Since vendors with different currencies can be listed in the grid at the same time, first, A/O calculates the Knock-off Amounts for the selected document in the functional currency, and then converts the Functional Knock-off Amount to the vendors currency. You can manually adjust the Knock-off Amounts at any time. Vendor Number If the Mode is Select, then this field is read-only; otherwise, you must select a vendor before you can select a document. Note that only a vendor belonging to the selected Settlement Group can be selected. Displays the vendor name. Enter appropriate reference information. Enter appropriate description. The document type is shown automatically and cannot be changed. If the Mode is Select, then this field is read-only; otherwise you must select a document, after selecting the vendor. This field shows the payment number of the selected document. If the Mode is Select, then this field is read-only; otherwise, you must specify a payment number. If the same document has multiple payments, they must be specified in separate lines of the grid. Available only if the Project and Job Costing module is activated. Displays whether the selected document is job related or not. Displays the currency of the vendor and cannot be modified. Displays the date of the document and cannot be modified. Displays the balance due for the selected payment in the vendors currency. Displays the due date of the selected document.
Apply
Vendor Name Reference Description Document Type Document Number
Payment Number
Job Related
Vendor Currency Document Date Payment Balance Due Date
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AR-AP Settlements Field Source Knock-off Amount Description
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Enter the amount you want to settle for the selected document in the vendors currency. To settle a document with a positive balance, such as an Invoice or a Debit Note, you must specify a positive Knock-off Amount. Similarly, to settle a document with a negative balance, such as a Credit Note or a Prepayment, you must specify a negative Knock-off Amount. If the vendors currency is different from the functional currency, you can change any of these fields and the Functional Knock-off Amount field is recalculated accordingly. This is the Knock-off Amount in functional currency. If you edit the amount in this field, the rate will be adjusted accordingly. Displays whether there are Optional Fields defined for the selected line. Click the Up button on this column to enter values of the optional fields for each line in the grid.
Rate Type, Rate Date, Exchange Rate
Functional Knock-off Amount Optional Fields
The following buttons are available on this tab. Button Description While in the Select Mode press the Go button to order the vendor documents or to Auto Apply the Unallocated Amount. This button is available only if the Project and Job Costing module is activated. It opens the Project and Job Costing Details screen (see Project and Job Costing Details for Vendor Documents). 5.2.4 Optional Fields Tab
Optional fields entered on this tab are for the whole entry, as opposed to the optional fields in the Receivables and Payables grids that are for each line in the grid. If you have defined some optional fields with auto insert option, they will appear automatically when an entry is created. Other optional fields can be inserted manually. The following figure and table describe the fields on the Optional Fields tab.
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Figure 5-7 A/O Settlement Entry Optional Fields Tab
The following fields are available on the Optional Fields tab. Field Optional Field Description Enter the optional field as defined in the Sage ERP Accpac Common Services module. If an Optional Field is defined in A/O Optional Fields with Auto insert option, it will be displayed automatically for new entries. Displays the description of optional field as defined in Sage ERP Accpac Common Services. Double-click the Value Set column to show whether or not the optional field has a default value. Enter or select the value for the optional field. If you select a value from a list of values defined for the Optional Field in Commons Services, the corresponding value description appears here. It cannot be modified.
Optional Field Description Value Set
Value Value Description
5.2.5
Totals Tab
The Totals tab displays total source Knock-off Amounts settled for Receivables and Payables. The following figure and table describe the fields available on the Totals tab. SYSTRONICS 2005-2011 47 October 14, 2011
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Figure 5-8 A/O Settlement Entry Totals Tab
The following fields are available on the Totals tab. Field Currency Receivables Knockoff Payables Knock-off Description Displays the source currency. Displays total Knock-off Amounts for the Receivable documents with the corresponding source currency. Displays total Knock-off Amounts for the Payable documents with the corresponding source currency. Displays the difference between Receivables Knock-off and Payables Knockoff amounts with the corresponding source currency. Displays the sum of Receivable and Payable Knock-off Amounts for the entry and their difference in functional currency.
Difference
Total Knock off in Functional Currency 5.2.6 Jobs
If the Project and Job Costing module is activated for the current company and the selected document is job related, the Jobs button is available on the Receivables and Payables tabs. Clicking it, opens Project and Job Costing Details screen where you can apply Knock-off Amount against jobs. SYSTRONICS 2005-2011 48 October 14, 2011
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The fields on this screen are described in the following sections.

5.2.6.1 Project and Job Costing Details for Customer Documents
Use the Project and Job Costing Details screen described below to apply the Knock-off Amount from the customer document against specific jobs.
Figure 5-9 A/O Settlement Entry Project and Job Costing Details for Customer Documents
The following fields are available on the Project and Job Costing Details screen for customer related transactions. Field Customer Number, Name Document Type, Number and Payment Number Payment Balance, Currency Description Displays the customer number and name for the selected document.
These fields display the document type, document number and the payment number for the selected document.
Displays the net balance of the document (or the selected payment, if the document has multiple payment schedules) along with the Customer Currency. The amount applied to the document. If you want to allocate the amount to an existing line, enter it here or select it from the finder.
Applied Amount Line Number
Contract (the column heading
If you have not selected an existing line, select the contract to which the Knock-off Amount should be applied. For the existing lines this field cannot
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AR-AP Settlements Field may differ depending on your selection in PJC Options) Project (the column heading may differ depending on your selection in PJC Options) Category (the column heading may differ depending on your selection in PJC Options) Cost Class Resources
User & Administrator Guide Description be edited.
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If you have not selected an existing line, select the project to which the Knock-off Amount should be applied. For the existing lines this field cannot be edited.
If you have not selected an existing line, select the category to which the Knock-off Amount should be applied. For the existing lines this field cannot be edited.
Displays the Cost Class of the selected category and cannot be changed. If you have not selected an existing line, select the resource to which the Knock-off Amount should be applied. For the existing lines this field cannot be edited. Enter the Knock-off Amount for the particular detail line. Displays the amount you must apply (or you have over applied) to the detail lines.
Applied Amount Unapplied Amount
The following buttons are available at the bottom of the screen. Button Description Click the Clear button to clear detail lines. Click the Close button after you have finished applying Knock-off Amount to the Document.
5.2.6.2 Project and Job Costing Details for Vendor Documents
Use the Project and Job Costing Details screen described below to apply Knock-off Amount from the vendor document against specific jobs.
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Figure 5-10 A/O Settlement Entry Project and Job Costing Details for Vendor Documents
The following fields are available on the Project and Job Costing Details screen for vendor related transactions. Field Vendor Number, Name Document Type, Number and Payment Number Payment Balance, Currency Line Number Description The vendor number and name for the selected document.
This field displays the document type, document number and the payment number for the selected document.
Displays the net balance of the document (the payment, if the document has a multiple payments schedule) along with the Vendor Currency. If you want to allocate the amount to an existing line, enter it here or select it from the finder.
Applied Amount Contract (the column heading may differ depending on your selection in PJC Options) Project (the column heading
The amount applied to the document. If you have not selected an existing line, select the contract to which the Knock-off Amount should be applied. For the existing lines this field cannot be edited.
If you have not selected an existing line, select the project to which the Knock-off Amount should be applied. For the existing lines this field cannot
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AR-AP Settlements Field may differ depending on your selection in PJC Options) Category (the column heading may differ depending on your selection in PJC Options) Cost Class Resources
User & Administrator Guide Description be edited.
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If you have not selected an existing line, select the category to which the Knock-off Amount should be applied. For the existing lines this field cannot be edited.
Displays the cost class of the selected category and cannot be changed. If you have not selected an existing line, select the resource to which the Knock-off Amount should be applied. For the existing lines this field cannot be edited. If you have not selected an existing line, select the billing type if applicable as per your PJC Contract settings. For the existing lines this field cannot be edited. Displays the Settlement Entry date; however, if you have not selected an existing line, you can change it to any date. For the existing lines this field cannot be edited. If you have not selected an existing line, specify the Billing Rate if applicable as per your PJC Contract settings. For the existing lines this field cannot be edited. Displays the currency for the Contract Customer based on your PJC Contract settings. You cannot change it.
Billing Type
Date
Billing Rate
Billing Currency (Available only in Multi-Currency Companies) A/R Item Number
If you have not selected an existing line, select the A/R Item Number if applicable as per your PJC Contract settings. For the existing lines this field cannot be edited. If you have not selected an existing line, select the unit of measure if applicable as per your PJC Contract settings. For the existing lines this field cannot be edited. Enter the quantity. Negative quantities may also be entered. Enter the unit cost. By default this is calculated based on the Quantity and Unit Cost. However, you can change it, if required. Displays the amount you must still apply (or you have over applied) to the
Unit of Measure
Quantity Unit Cost Applied Amount
Unapplied Amount
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User & Administrator Guide Description detail lines.
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The following buttons are available at the bottom of the screen. Button Description Click the Clear button to clear detail lines. Click the Close button after you have finished applying the Knock-off Amount to the Document.
5.3 Post Batches

You can use the Post Batches icon to post a range of Ready to Post batches, or all Ready to Post batches. The Post Batches screen is shown in the following figure.
Figure 5-11 Post Batches All Batches
Using the All Batches option, you can post all Ready to Post batches.
Figure 5-12 Post Batches Range
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Using the Range" option, you can post a range of batches. The following table lists all the fields available on the Post Batches screen. Field All Batches Range From Description Allows you to post all Ready to Post batches. Allows you to post a range of Ready to Post batches. The starting batch number in the range. This field is only available if the Range option is selected. The ending batch number in the range. This field is only available if the Range option is selected.
To
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6 A/R and A/P Transactions

In addition to the Settlement Entry transaction, the following A/R and A/P customized transactions can be accessed from within AR-AP Settlements: 1. From A/R 1.1. Receipt Batch List 1.2. Receipt Entry 2. From A/P 2.1. Payment Batch List 2.2. Payment Entry All the above mentioned customized transactions behave exactly the same way as their original counterparts, except that they display additional information related to AR-AP Settlements. The customized Receipt Entry screen shows the total amount pending from all vendors belonging to the same Settlement Group as the selected customer. Depending on your selection in Options this will be either total outstanding from vendors or outstanding balance due on the Receipt Date. Similarly, the customized Payment Entry screen shows the total amount pending from all customers belonging to the same Settlement Group as the selected vendor. Depending on your selection in Options this will be either total outstanding from customers or outstanding balance due on the Payment Date. To use this functionality you must limit each customer/vendor to one Settlement Group from Options (see Defining Options).
6.1 A/R Transactions

The A/R Receipt Batch List screen is customized to open the customized A/R Receipt Entry screen. The customized A/R Receipt Entry screen shows additional information at the top right corner the Settlement Group code and the outstanding balance for the linked vendors.
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Figure 6-1 A/R Receipt Entry
The following table describes the fields added to the A/R Receipt Entry screen by AR-AP Settlements. Field Settlement Group O/B in Cust. Cur. Description Displays the Settlement Group to which the customer belongs. Displays linked vendors outstanding balance in the customers currency. The amount is calculated by converting total Vendor Functional Outstanding amount into Customer Currency using the Customer Rate information defined for the Receipt. This will be either overall balance or balance due on the Receipt Date, depending on your selection in A/O Options. Displays linked vendors' outstanding balance in receipt currency. The amount is calculated by converting total vendor functional outstanding amount into Receipt Currency using the Bank Rate information defined for the Receipt. This will be either the overall balance or the balance due on the Receipt Date, depending on your selection in A/O Options.
O/B in Rcpt. Cur.
6.2 A/P Transactions

The A/P Payment Batch List screen is customized to open the customized A/P Payment Entry screen. The customized A/P Payment Entry screen shows additional information at the top right corner the Settlement Group code and the outstanding balance for the linked customer.
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Figure 6-2 A/P Payment Entry
The following table describes fields added to the A/P Payment Entry screen by AR-AP Settlements. Field Name Settlement Group O/B in Vend. Cur. Description Displays the Settlement Group to which the vendor belongs. Displays linked customers outstanding balance in the vendors currency. The amount is calculated by converting total Customer Functional Outstanding amount into Vendor Currency using the Vendor Rate information defined for the Payment. This will be either the overall balance or the balance due on the Payment Date, depending on your selection in A/O Options. Displays linked customers outstanding balance in payment currency. The amount is calculated by converting total Customer Functional Outstanding amount into Payment Currency using the Bank Rate information defined for the Payment. This will be either the overall balance or the balance due on the Payment Date, Depending on your selection in A/O Options.
O/B in Pmnt. Cur.
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7 Transaction Reports
7.1 Batch Listing
Use the Batch Listing report to list the contents of Settlement Batches. If the Allow Changes After Batch Listing Printed option is not selected on the Options screen, you will not be able to edit contents of batches that have been printed. If the Force Batch Listing option is selected on the Options screen, you must print the Batch Listing report before posting batches. You can print the Batch Listing report either from the A/O Transaction Reports folder or by clicking the Print button on the Settlement Batch List screen.
Figure 7-1 Batch Listing Report
The following fields are available on the Batch Listing report selection screen. Field Batch Number Batch Date Type Description Select the range of batches you want print in the report. Select the range of batch dates for which you want to print the report. Select the type of batches that should be included in the report. You must select at least one Type. Select the status of batches that should be included in the report. You must select at least one Status.
Status
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Allows you to reprint previously printed batches. If this option is not selected, previously printed batches will not be printed again. Includes Project and Job Costing module related details in the report.
Show Optional Fields Includes optional fields in the report.
The figure bellow shows an example of the A/O Batch Listing report layout:
Figure 7-2 Sample Printout Batch Listing Report
7.2 Batch Status

Use the Batch Status report to list summary information about batches. The figure below shows an example of the Batch Status report selection screen. You can print Batch Status report either from the A/O Transaction Reports folder or selecting Print Batch Status report from the Settlement Batch List File Menu.
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Figure 7-3 Batch Status Report
The following fields are available on the Batch Status report selection screen. Field Batch Number Batch Date Type Description Select the range of batches you want to print in the report. Select the range of batch dates for which you want to print the report. Select the types of batches that should be included in the report. You must select at least one Type. Select the status of batches that should be included in the report. You must select at least one Status.
Status
The figure bellow shows an example of the A/O Batch Status report layout.
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Figure 7-4 Sample Printout Batch Status
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7.3 Posting Journal

Use the Posting Journal report to see the information that has been posted to A/R and A/P modules, as a result of posting Settlement Batches. You can print the Posting Journal report either from the A/O Transaction Reports folder or by double clicking on the Posting Sequence column on the Settlement Batch List. This report can be printed only for the posted batches.
Figure 7-5 Posting Journal Report
The following fields are available on the Posting Journal report selection screen. Field Posting Sequence Sort By Description Select the range of posting sequences for which you want to print the report. Transactions having the same posting sequence can be sorted by one of the following fields: Include Job Details Batch/Entry Number Transaction Date Posting Date Transaction Number Settlement Group
Includes Project and Job Costing module related details in the report.
Show Optional Fields Includes the optional fields in the report.
The figure bellow shows an example of the A/O Posting Journal report layout.
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Figure 7-6 Sample Printout Posting Journal Report
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7.4 Posting Errors

AR-AP Settlements generates error batches whenever it cannot post Settlement Entries due to the erroneous data in them. Such entries are transferred to a new batch for later correction and subsequent posting. The description of these errors can be accessed using the Posting Errors report. You can print the Posting Journal Errors report either from A/O Transaction Reports folder or by double clicking on the No. Of Errors field on the Settlement Batch List. The following figure shows an example of the Posting Errors report selection screen.
Figure 7-7 Posting Errors Report
The following fields are available on the Posting Errors report selection screen. Field Posting Sequence Description Range of posting sequences to print.
The following figure shows an example of the report printout.
Figure 7-8 Sample Printout - Posting Errors Report
7.5 Settlement Form

Print the Settlement form to obtain an approval from your management before posting the Settlement Entry or to inform your customer/vendor about the settlement details.
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The Settlement Forms printed before posting are marked as Draft. You can print the Settlement form either from the A/O Transaction Reports folder or by clicking the Print button on the Settlement Entry screen.
Figure 7-9 Settlement Form
The following fields are available on the Settlement form selection screen. Field Use Settlement Form Settlement Group Description A/O Settlements comes with sample AOSETS.rpt form, but if you have customized forms you can choose them by using the Browse button. Select the range of Settlement Groups for which you want to print the Settlement Form. Select the range of Transaction Numbers for which you want to print the Settlement Form. Select the range of batches for which you want to print the Settlement Form.
Transaction Number
Batch Number
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Select the range of entries for which you want to print the Settlement Form. Select the range of Transaction Dates to print for which you want to print the Settlement Form. Select up to four sorting criteria from the list below: Settlement Group Transaction Number Batch/Entry Number Document Date
Sort By / Then By
Reprint Previously Printed Settlements Status
Allows you to reprint previously printed Settlements. If this option is not selected, previously printed Settlements will not be printed. Select the status of Settlements for which you want to print the Settlement Form. You must select at least one Status.
The figure bellow shows an example of the A/O Settlement form layout.
Figure 7-10 Sample Printout Settlement Form
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8 How to Settle Documents Manually

Before settling the documents: 1. 2. 3. 4. Define Options (see Defining Options). Create Settlement Groups (see Creating Settlement Groups). Define Optional Fields; if you want to use them in transactions (see Defining Optional Fields). Inquire the balances of the Settlement Group either through the Settlement Group Inquiry (see AR-AP Inquiry) or the Settlement Group Statement (see Settlement Group Statement Report).
To settle the documents manually: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Create Settlement Entry (see Settlement Entry). Select the Settlement Group. Edit the Transaction Date and Posting Date, if required. Enter any reference and description, if required. Choose Customer Documents you want to settle on the Receivables Tab (see Receivables Tab). Choose Vendor Documents you want to settle on the Payables Tab (see Payables Tab). Verify the Totals on the Totals Tab. Print Draft Settlement form (Optional). Print Batch Listing report (Optional, depending on the A/O Options). Post the Batch in A/O. Post the corresponding Adjustment Batches in A/R and A/P Modules.
After settling the documents: 1. Print Posting Journals report (see Posting Journal). 2. Print Settlement form (see Settlement Form). 3. Inquire the balances of the Settlement Group either through Settlement Group Inquiry (see ARAP Inquiry) or Settlement Group Statement (see Settlement Group Statement Report).
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9 How to Settle Documents Using Auto Apply

Before settling the documents: 1. 2. 3. 4. Define Options (see Defining Options). Create Settlement Groups (see Creating Settlement Groups). Define Optional Fields; if you want to use them in transactions (see Defining Optional Fields). Inquire the balances of the Settlement Group either through the Settlement Group Inquiry (see AR-AP Inquiry) or the Settlement Group Statement (see Settlement Group Statement Report).
To settle documents using Auto-Apply: 1. 2. 3. 4. 5. 6. 7. 8. Create Settlement Entry (see Settlement Entry). Select the Settlement Group. Edit the Transaction Date and Posting Date, if required. Enter any reference and description, if required. Choose the Customer (or Vendor) documents that you want to settle on the Receivables (or Payables Tab). Change the Tab to Payables (or Receivables). Click on Auto Apply. Select the order in which you want the system to apply the Knock-off Amount from the Order By field, when the documents are automatically settled, the application will first settle documents based on the Vendor (Customer) Order defined in the Settlement Group, then by the Order defined here. Press the Go button. Verify the results of the Auto Apply. Note that if the Unallocated Amount is positive, only Documents having positive balance are settled, and vice versa. Verify the Totals on the Totals Tab. Print Draft Settlement form (optional, see Settlement Form). Print Batch Listing report (optional, depending on A/O Options). Post the Batch in A/O. Post the corresponding Adjustment Batches in A/R and A/P Modules
9. 10. 11. 12. 13. 14. 15.
After settling the documents: Print Posting Journals report (see Posting Journal). Print Settlement form (see Settlement Form). Inquire the balances of the Settlement Group either through Settlement Group Inquiry (see ARAP Inquiry) or Settlement Group Statement (see Settlement Group Statement Report).
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10 How to Settle Documents Using Automatic Settlements

You can use Automatic Settlement feature of AR-AP Settlements module to settle the entire outstanding Receivables or Payables for a Settlement Group. To do this, open the Settlement Entry transaction and select the Settlement Group. Fill in the remaining information appropriately and click the Automatic Settlement button on the Settlement Entry screen. The system automatically settles the customer and vendor documents. If the total of Payables for the Settlement Group is less than the total of Receivables, the Payables are settled completely, and the Unallocated Amount is applied to Receivables. The Receivables are sorted first by the order in which the customers are specified in the Settlement Group screen, and then by the Order by option selected on the Receivables tab of the Settlement Entry screen, to apply the Unallocated Amount. If the total of Receivables for the Settlement Group is less than the total of Payables, similar logic is used to settle all Receivables, and apply the total Knock-off Amount to the Payables. Before settling the documents: 1. 2. 3. 4. Define Options (see Defining Options). Create Settlement Groups (see Creating Settlement Groups). Define Optional Fields; if you want to use them in transactions (see Defining Optional Fields). Inquire the balances of the Settlement Group either through the Settlement Group Inquiry (see AR-AP Inquiry) or the Settlement Group Statement (see Settlement Group Statement Report).
To settle documents using Automatic Settlement: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Create Settlement Entry (see Settlement Entry). Select the Settlement Group. Edit the Transaction Date and Posting Date, if required. Enter any reference and description, if required. Click the Automatic Settlement button. Verify the results of the Automatic Settlements (see the flowchart below for the processing logic). Verify the Totals on the Totals Tab. Print Draft Settlement form (optional, see Settlement Form). Print Batch Listing report (optional, depending on A/O Options). Post the Batch in A/O. Post the corresponding Adjustment Batches in A/R and A/P Modules.
After settling the documents: 1. Print Posting Journals report (see Posting Journal). 2. Print Settlement form (see Settlement Form). 3. Inquire the balances of the Settlement Group either through Settlement Group Inquiry (see ARAP Inquiry) or Settlement Group Statement (see Settlement Group Statement Report). The flowchart below explains how the documents being settled are selected during Automatic Settlement.
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AR-AP Settlements Total Receivables is calculated for all documents which have a Posting Date earlier than the Settlement Posting Date
User & Administrator Guide Total Payables is calculated for all documents which have a Posting Date earlier than the Settlement Posting Date
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Settles all Payables documents which have a Posting Date earlier than the Settlement Posting Date
Yes
Is Total Receivables more than Total Payables
No
Settles all Receivables documents which have a Posting Date earlier than the Settlement Posting Date
Is Total Unallocated Receivables positive? Yes No
Is Total Unallocated Payables positive?
Yes
No
Customer Documents with positive balances are settled in the following order:
1. 2. Customer order specified in the Settlement Group. Order defined in Order by field on the Payables tab.
Customer Documents with negative balances are settled in the following order:
3. 4. Customer order specified in the Settlement Group. Order defined in Order by field on the Payables tab.
Vendor Documents with positive balances are settled in the following order:
1. 2. Vendor order specified in the Settlement Group. Order defined in Order by field on the Payables tab.
Vendor Documents with negative balances are settled in the following order:
1. 2. Vendor order specified in the Settlement Group. Order defined in Order by field on the Payables tab.
Documents with negative balances are ignored.

Figure 10-1 Automatic Settlements
Documents with positive balances are ignored.
Documents with negative balances are ignored.
Documents with positive balances are ignored.
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11 How to Inquire About Settlement Group Balances and Documents

You can inquire about Settlement Group balances either by printing the Settlement Group Statement report or using the AR-AP Inquiry screen.
11.1 Settlement Group Statement Report

Use Settlement Group Statement report to see the outstanding documents for all customers and vendors belonging to the same Settlement Group. You can print the report from the A/O Inquiry and Analysis folder. The following figure shows an example of the Settlement Group Statement selection screen.
Figure 11-1 Settlement Group Statement
The following fields are available on the Settlement Group Statement selection screen. Field Settlement Group Sort By / Then By Description Range of Settlement Groups to print. Select up to four sorting criteria from the list below: 1. 2. 3. 4. 5. Order (from Settlement Group) Customer/Vendor Number Due Date Document Date Document Number
The figure bellow shows an example of the A/O Settlement Group Statement report layout.
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Figure 11-2 Sample Printout Settlement Group Statement
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11.2 AR-AP Inquiry

Use AR-AP Inquiry to view the outstanding balances of all the customers and vendors belonging to the same Settlement Group. You can open the AR-AP Inquiry screen from the A/O Inquiry and Analysis folder. The following figure shows an example of the AR-AP Inquiry screen.
Figure 11-3 AR-AP Inquiry
The following fields are available on the AR-AP Inquiry screen. Field Name Settlement Group Description Select the Settlement Group for which you want to inquire customer and vendor balances. Displays the customers belonging to the selected Settlement Group and their balances. Displays the customer number. Displays the customer name. Displays the customers currency. Displays the customers outstanding balance in the customers currency. 73 October 14, 2011
Customers
Customer No Customer Name Currency Outstanding Amount SYSTRONICS 2005-2011
AR-AP Settlements Field Name Functional Outstanding Total Functional Outstanding Vendors
User & Administrator Guide Description Displays the customers outstanding balance in functional currency.
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Displays total functional outstanding balance for all the customers that belong to the selected Settlement Group. Displays the vendors belonging to the selected Settlement Group and their balances. Displays the vendor number. Displays the vendor name. Displays the vendors currency. Displays the vendors outstanding balance in the vendors currency. The vendors outstanding balance in functional currency. Displays the total functional outstanding balance for all the vendors that belong to the selected Settlement Group.
Vendor No Vendor Name Currency Outstanding Amount Functional Outstanding Total Functional Outstanding
The following buttons are available on the AR-AP Inquiry from. Button Description This button opens the Customer Documents screen showing outstanding documents for the selected customer from the Settlement Group or all customers from the Settlement Group. See the Customer Documents section for more details. This button opens the Vendor Documents screen showing outstanding documents for the selected vendor from the Settlement Group or all vendors from the Settlement Group. See the Vendor Documents section for more details. Closes the screen. 11.2.1 Customer Documents The Customer Documents screen shows outstanding documents for the selected customer from the Settlement Group or all customers in the Settlement Group. The figure below is an example of Customer Documents screen.
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Figure 11-4 Transaction Details (Customers)
The following fields are available on the Customer Documents screen. Field Name Customer No. Description Select or enter the customer number for which you want to view outstanding documents. Select this option if you want to view outstanding documents for all the customers belonging to the same Settlement Group.
Show Documents of All Customers in the Settlement Group Customer No Customer Name Document Number Document Type Customer Currency Source Amount Rate Type Rate Date
Displays the customer number. Displays the customer name. Displays the document number. Displays the type of the document. Displays the currency of the customer. Displays the outstanding amount in the customers currency. Displays the rate type of the document. Displays the rate date of the document.
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AR-AP Settlements Field Name Rate Functional Amount
User & Administrator Guide Description Displays the rate of the document. Displays the outstanding amount in functional currency.
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11.2.2 Vendor Documents The Vendor Documents screen shows outstanding documents for the selected vendor from the Settlement Group or all vendors in the Settlement Group. The figure below is an example of a Vendor Documents screen.
Figure 11-5 Transaction Details (Vendors)
The following fields are available on the Vendor Documents screen. Field Name Vendor No. Description Select or enter the vendor number for which you want to view outstanding transactions. Select this option if you want to view outstanding transactions for all the vendors belonging to the same Settlement Group.
Show Transactions of All Vendors in the Settlement Group Vendor No Name Document Number
Displays the vendor number. Displays the vendor name. Displays the document number.
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AR-AP Settlements Field Name Document Type Vendor Currency Source Amount Rate Type Rate Date Rate Functional Amount
User & Administrator Guide Description Displays the type of the document. Displays the currency of the vendor. Displays the outstanding amount in the vendors currency. Displays the rate type of the document. Displays the rate date of the document. Displays the rate of the document. Displays the outstanding amount in functional currency.
6.0G
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12 How to Clear History

Use the Clear History screen to remove any outdated batches and entries from AR-AP Settlements. You can open the Clear History screen from A/O Periodic Processing folder.
Figure 12-1 Clear History
You can select the records to be cleared using Batch Number and Posting Sequence as a filter. While clearing history, transactions within the minimum number of years of history specified in the A/O Options screen are retained, even if you select to clear all transactions on the Clear History screen. In other words, if you choose to keep three years of history, any batch having a batch date or a transaction date falling within the past three years, will not be deleted. If you are deleting transactions by Batch Number, you need to specify a batch number through which the history must be cleared. If you are deleting transactions by Posting Sequence, you need to specify a posting sequence number through which the history must be deleted. After clearing the history, you cannot print Batch Listing, Posting Journals or Settlements for the entries corresponding to the cleared (deleted) batches.
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13 Security
AR-AP Settlements uses standard Sage ERP Accpac security. You can define the user rights using the Security Groups screen in Administrative Services. The following security access rights are available for AR-AP Settlements. Access Right Settlement Batch Inquiry Description Users with this access right can view Settlement Batches and entries, but cannot delete the existing ones or add new ones. They cannot post batches. Users with this access right can add, edit or delete Settlement Batches and Entries. They cannot post batches. Users with this access right can view and post batches. Users with this access right can view batches and set them Ready to Post. Users with this access right can add/delete/modify Options and Settlement Groups. Users with this access right can print Setup Reports. Users with this access right can print all Transaction Reports: Batch Listing, Batch Status, Posting Journal, Posting Errors Reports and Settlement Form. Transaction Reports can be printed even if the user does not have access rights to the Settlement transaction itself. Allows users to view AR-AP Inquiry and print the Settlement Group Statement Report. Users with this access right can access the Clear History icon and clear posted and deleted batches. Allows users to import information to any AR-AP Settlements screen. Allows users to export information from any AR-AP Settlements screen.
Settlement Batch Entry
Settlement Batch Posting Set Settlement Batch Ready to Post Setup Maintenance
Setup Reports Transaction Reports
Analysis
Clear History
Import Processing Export Processing
To access the customized A/R and A/P screens you must have appropriate access rights in those modules. To view Settlement Entries you must have Common Inquiry right in A/R and A/P modules. To create a Settlement Entry which settles both Receivables and Payables you must have the following rights: A/R Invoice Inquiry or A/R Receipt Inquiry A/P Invoice Batch Inquiry or A/P Payment Batch Inquiry 79 October 14, 2011
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If one-sided settlements are allowed, with one of the following rights you can create a Settlement Entry: A/R Invoice Inquiry and A/P Common Inquiry, to settle Receivables only A/R Receipt Inquiry and A/P Common Inquiry, to settle Receivables only A/P Invoice Batch Inquiry and A/R Common Inquiry, to settle Payables only A/P Payment Batch Inquiry and A/R Common Inquiry, to settle Payables only
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14 Integrity Check
You can run the Integrity Check for A/O from the Data Integrity screen in the Sage ERP Accpac Administrative Services folder. On the Data Integrity screen, choose AR-AP Settlements 6.0G from the list of available applications and press the Include button to add A/O to the list of applications to be checked for data integrity errors. Use the Check button on the screen to start the data integrity check process.
Figure 14-1 Data Integrity
Optionally, you can choose settings for the data integrity check process on the A/O Integrity Checker screen. The screen can be opened by highlighting AR-AP Settlements 6.0G in the Check Applications list on the screen and pressing the Application Options button. The following figure and table describe the fields available on the screen.
Figure 14-2 Integrity Checker
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User & Administrator Guide Description
6.0G
Select this option if you want to check integrity for all Setup and Transaction records. Select this option if you want to check for Orphan Records. If you have selected the Check for Orphan Records option, you can choose this option to delete the orphan records found by the Integrity Check.
Check for Orphan Records Delete Orphan Records
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15 Integration with Other Modules

AR-AP Settlements integrates with Sage ERP Accpac General Ledger, Accounts Receivable and Accounts Payable modules. Below is a detailed description of how A/O integrates with these modules: General Ledger Clearing Account used in A/O must be defined in General Ledger. Accounts Receivable A/O uses Customers and Open Document information from Accounts Receivable module and posts Adjustment Transactions to the A/R when settling Customer Related Documents. Accounts Payable A/O uses Vendor and Open Document information from Accounts Payable module and posts Adjustment Transactions to the A/P when settling Vendor Related Documents.
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16 Accounting Implications
When an AR-AP Settlements batch is posted, adjustments are generated in A/R and A/P modules. The Source Application for these adjustment batches indicates AO. There is always one adjustment per document involved in AR-AP Settlements. The following is the list of fields in A/R and A/P Adjustment transactions, with information on how they are initialized. Field Name Batch Description Description A/O Generated Batch: Posting Sequence %s, where %s is the posting sequence from A/O. The Session Date when the Adjustment Batch was generated. Generated. Open. AO. Depending on the selection in A/O Options. The Transaction Date from A/O. The Posting Date from A/O. The Year/Period from A/O. The customer or vendor number from A/O. Depending on the selection in A/O Options. Depending on the selection in A/O Options. The Document Number selected in A/O. The Payment Number selected in A/O. Empty. The Clearing Account. The Knock-off Amount. See the tables below for details. PJC Details as in A/O Settlement Entry>Job Details screen.
Batch Date Type Status Source Application Entry Description Adjustment Date Posting Date Year/Period Customer/Vendor No. Reference Description Document Number Payment Number Dist. Code Account Debit/Credit PJC Details
The following table describes whether the Knock-off Amount is debited or credited to the Clearing Account defined for the Transaction in A/R Adjustment.
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AR-AP Settlements Document Type Positive Knock-off Amount Negative Knock-off Amount
User & Administrator Guide Clearing Account is Debited Credited
6.0G
The following table describes whether the Knock-off Amount is debited or credited to the Clearing Account defined for the Transaction in A/P Adjustment. Document Type Positive Knock-off Amount Negative Knock-off Amount Clearing Account is Credited Debited
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17 Glossary
Applied Amount the portion of the Knock-off Amount applied to the particular Job Detail Line Customer Documents Open Customer Documents in Accounts Receivable Knock-off Amount the amount by which a document balance is reduced Linked Customers /Vendors Customers/Vendors belonging to the same Settlement Group Settle reduce the balance of the document Settlement Group - the group of customers and vendors whose documents can be settled against each other Unallocated Amount the difference between the total Knock-off Amount for the Receivable documents and the total Knock-off Amount for the Payable documents Vendor Documents Open Vendor Documents in Accounts Payable
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18 Index
Applied Amount, 49, 50, 51, 52, 86 Auto Apply, 10, 21, 41, 43, 44, 46, 68 Automatic Settlements, 10, 69, 70 Customer Documents, 10, 49, 67, 74, 75, 86 Knock-off Amount, 10, 43, 45, 46, 48, 49, 50, 51, 52, 68, 69, 84, 85, 86 Linked Customers /Vendors, 22, 55, 56, 57, 86 Posting, 21, 23, 24, 40, 62, 63, 64, 67, 68, 69, 78, 79, 84 Settle, 10, 41, 44, 62, 67, 68, 69, 86 Settlement Group, 10, 11, 12, 21, 24, 41, 43, 44, 45, 55, 56, 57, 62, 65, 67, 68, 69, 71, 72, 73, 74, 75, 76, 79, 86 Unallocated Amount, 10, 21, 36, 42, 43, 45, 46, 68, 69, 86 Vendor Documents, 10, 50, 51, 67, 74, 76, 86
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19 Additional Documentation
The following documentation related to the AO6.0G can be downloaded from www.systronics.com/arapsettlements: How to Use the Sample Data AR-AP Settlements Brochure
Before you can download these documents you may need to register as a SYSTRONICS Business Partner for free at the following link: http://www.systronics.com/index.php?p=join&b=home.
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SYSTRONICS AR-AP SettlementsTM 6.

Settle A/R Transactions With A/P Transactions!

User & Administrator Guide

October 14, 2011

User & Administrator Guide

October 14, 2011

User & Administrator Guide

October 14, 2011

User & Administrator Guide

October 14, 2011

User & Administrator Guide

October 14, 2011

User & Administrator Guide

User & Administrator Guide

User & Administrator Guide

October 14, 2011

User & Administrator Guide

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User & Administrator Guide

1.2 One Sided Settlements

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User & Administrator Guide

1.4 AR-AP Settlement Processing

Do you want to print reports? No Post batches.

Print Batch Listing report Print Settlement form

Print Transaction Reports.

Figure 1-1 AR-AP Settlements Processing Flowchart

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User & Administrator Guide

2 Whats New in A/O 6.0G

2.2 Settlement of all Document Types

2.3 Posting Date

2.4 Optionally Prohibit Settling Job Related Documents

2.5 Create Customers and Vendors from a Settlement Group

2.6 Keep History

User & Administrator Guide

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User & Administrator Guide

3 Installation, Activation and Registration

3.2 Activation Screen

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User & Administrator Guide

Figure 3-1 Data Activation Screen Step 1

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User & Administrator Guide

Figure 3-2 Data Activation Screen Step 2

3.3 Upgrade from Previous Versions

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User & Administrator Guide

Figure 3-3 AR-AP Settlements Registration Screen

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User & Administrator Guide

4 Setting up AR-AP Settlements

Create Settlement Groups

Do you want to add any Optional fields?

Modify the Settings

Are the Settings correct?

Yes You can now proceed to settle documents

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User & Administrator Guide

4.1 Defining Options

Figure 4-2 A/O Options General Tab

Allow Overriding in Transactions