Difference between revisions of "Accounts Payable Setup Guide"

Latest revision as of 10:19, 21 December 2021

Overview

This guide covers the setup of the Accounts Payable (AP) application. The Accounts Payable application covers the creation and processing of AP Invoices, as well as printing AP checks. AP setup should be completed after the

System Manager Setup Guide and the General Ledger Setup Guide have been completed to avoid running into any roadblocks.

Initial Setup

Set Up the System Cash/Checking Accounts Screen

Add all needed Checking Account GL records. One of the accounts should have the Default AP Account box checked.

Set the Next Check Number value to a reasonable value for testing. This counter will have to be reset at go-live.

AP Check Form(s)

The customer should provide 5 (or more) voided check forms for each AP Bank Account to use for check alignment testing. CIDs copied from a MASTER CID should contain 5 different starter check layouts.

Choose the layout that is closest to the customer's check form and customize as needed.

Get customer approval on the AP Check form.

Delete any unnecessary check form files once the AP check form is finalized.

AP Pre-Paid Check Form(s)

The PrePay Check form is a separate form layout file from the AP Check. Confirm whether or not the customer will be using pre-paid checks.

If using, set up a custom pre-pay check form and verify with the customer.

Verify the Correct Version of Voucher List is Set Up

New customers should be using Voucher List V10. The version shows in the bottom left corner of the screen.

The NEW10DOCVAULT option should be enabled, and the NEWDOCVAULT option should be disabled.

Non-Hosted customers must install and register the GDVIEWER.OCX control on each workstation that will be accessing the Voucher List screen. The GDVIEWER OCX control is also required for some features of the Doc Vault application. Hosted users will already have the control installed and running at the server level.

Verify the APPASSTHRU Item Exists in Item Master

The APPASSTHRU item is used for converting AP to AR transactions. It should have been imported during the initial CID setup.

Review and Update Rule Maintenance Records

1099 Types (TYPE1099)

The TYPE1099 rule defines the valid 1099 reporting types that can be assigned to vendors in the Remit To attribute. The 1099 Type can also be set at the AP Invoice level if setup option APMULTI1099 is enabled. The rule from the MASTER CID contains the most common 1099 types needed for most customers. Notify the MASTER CID System Administrator of any valid new 1099 types that need to be added to the MASTER CID rule.

AP Check Overflow (APCHKOVERFLOW)

The APCHKOVERFLOW rule controls when and how paid invoice details that exceed the number of available lines on the check stub are handled. If the Print Details option is checked, the overflow message will NOT print on the stub, but the allowed number of invoices will print. If the Print Details option is unchecked, and the check form is correctly set up to print the overflow message, ONLY the overflow message will print on the stub.

The 'll_printoverflow' expression is used as a Print When on the check form to control printing/hiding of invoice details and the overflow message.

AP Voucher Stamps (VOUCHSTAMP)

The VOUCHSTAMP rule allows users to create custom image overlays that can be 'stamped' on to AP Voucher documents in the Voucher List screen. The stamps are saved with the document in the Doc Vault.

Doc Vault Drop Folders (DROPFOLDERS)

Review the drop folder entries for AP Invoice and AP Voucher.

Terms of Payment Codes (TERMS)

The TERMS rule controls the valid terms of payment for both the AR and AP applications. Reconcile the entries against the customer questionnaire and the Open AP Invoice import data (if customer's data includes payment terms). Add any needed terms and delete any terms that are not needed. Too many TERMS options generally add user confusion and can create invoice records with unwanted terms.

Review and Complete Additional Accounts Payable Setup

Set up Templates and Recurring Payables

Discuss AP Invoice Templates and Recurring Payables with customer.

Set up any templates and/or recurring payables as needed with the customer. Use the Recurring Order WIki as a reference for the recurrence codes.

Set up Credit Card Vendors

Discuss how the customer wants to handle credit card charges and credit card invoice payments. Determine if they will be using the Merge CC Invoices process.

If the customer will be using the CC process, set up all credit card vendors with the 'Credit Card Vendor' Org Attribute, and set the default Pay Priority to 'C' in the Remit To record.

Scrub and Import Open AP Data

Refer to Accounts Payable Conversion Guide (UNDER CONSTRUCTION) for detailed information on the import and reconciliation process.

Review System Functionality

Once all core system setup has been completed, perform the following system functionality tests. Some of these will require additional setup in other areas in order to create transactions and report data for testing. Work through each associated setup guide to complete the required setup and verify that each area below is functioning as expected in the new server setup.

Verify that reports can be previewed
Verify that drilldowns work, this uses an HTML viewer different than previewing a regular report
Verify that the doc vaults are accessible
Verify that printing is working
Verify that both outbound/inbound emailing are working

@@ Line 10: / Line 10: @@
 ==Initial Setup==
-===Step 1===
+===Set Up the System Cash/Checking Accounts Screen===
-*A
+*Add all needed Checking Account GL records.  One of the accounts should have the Default AP Account box checked.
-*B
+*Set the Next Check Number value to a reasonable value for testing. This counter will have to be reset at go-live.
-===Step 2===
+===AP Check Form(s)===
-*A
+The customer should provide 5 (or more) voided check forms for each AP Bank Account to use for check alignment testing.  CIDs copied from a MASTER CID should contain 5 different starter check layouts.
-*B
+*Choose the layout that is closest to the customer's check form and customize as needed.
+*Get customer approval on the AP Check form.
-==Review and Update Rule Maintenance Records==
+*Delete any unnecessary check form files once the AP check form is finalized.
-===1099 Types (TYPE1099)===
-The TYPE1099 rule defines the valid 1099 reporting types that can be assigned to vendors in the Remit To attribute.  The 1099 Type can also be set at the AP Invoice level if
+===AP Pre-Paid Check Form(s)===
+The PrePay Check form is a separate form layout file from the AP Check.  Confirm whether or not the customer will be using pre-paid checks.
+*If using, set up a custom pre-pay check form and verify with the customer.
-===Customer Transaction Categories (CUSTCAT)===
+===Verify the Correct Version of Voucher List is Set Up ===
-Customer Transaction Categories are used together with Item Transaction Categories to define which Revenue and Cost accounts are used for different transaction types.  Customer Categories can be tied to customer records in either the Ship To(1st priority), Sold To(2nd) , or the Bill To(3rd) attribute screen.  The CUSTCAT rule must be set up with at least a DEF code.
+*New customers should be using Voucher List V10. The version shows in the bottom left corner of the screen.
- http://www.abiscorp.com/adjwiki/rule-custcat.ashx
+*The NEW10DOCVAULT option should be enabled, and the NEWDOCVAULT option should be disabled.
-===Item Transaction Categories (ITEMCAT)===
+*Non-Hosted customers must install and register the GDVIEWER.OCX control on each workstation that will be accessing the Voucher List screen. The GDVIEWER OCX control is also required for some features of the Doc Vault application.  Hosted users will already have the control installed and running at the server level.
-Item Transaction Categories are used together with Customer Transaction Categories to define which Revenue and Cost accounts are used for different transaction types.  Item Categories are defined in the rule, and tied to individual item records in the Item Master Settings tab, or the Item Master OHF record. The Item Category in the OHF record overrides the entry in the Item Master Setting tab.
- http://www.abiscorp.com/adjwiki/rule-itemcat.ashx
+===Verify the APPASSTHRU Item Exists in Item Master ===
-===GL Segments (GLSEGMENTS)===
+The APPASSTHRU item is used for converting AP to AR transactions.  It should have been imported during the initial CID setup.
-GL Segments are used for Financial Report Writer customization and can also be used to filter GL Distribution reports.  The GLSEGMENTS rule should be added with an entry that defines or categorizes each segment of the GL Mask.  Typical segment examples are Account, Branch or Company, and Department.
-There is a corresponding GL Segment Values screen that should be set up to allow further detail and customization for Financial Report Writer.
-===GL Batch Types (GLBATCH)===
+==Review and Update Rule Maintenance Records==
-The GLBATCH rule from the MASTER CID setup should have every batch type needed for a new implementation. Verify that the rule contains the eight (8) entries needed. Consult the MASTER CID rule example if needed.
+===1099 Types (TYPE1099)===
-===Inventory vs. GL Dump Accounts (INVDUMP)===
-This rule controls the valid GL accounts that are included in the automatic nightly inventory reconciliation report and the report options.  AR, AP and INV accounts can be specified in the rule to generate sections for each account type. The rule must be set up with at least one GL account in order to generate the report.
-===GL Accounts for Inventory (INVGLACCTS)===
-This is a companion rule to the INVDUMP rule.  Each account set up in the INVDUMP rule must also be added to this rule in order for everything to work.
-===GL Cash Flow Codes (GLCASHFLOW)===
-GL Cash Flow Codes are an optional setup to control the grouping and calculations on the GL Cash Flow Report.  The Cash Flow Report was a custom report for a specific customer, but could be used for any customer interested in analyzing cash flow activities.  Cash Flow Codes and options are set up in the rule and assigned to individual GL accounts in the GL Accounts screen.
-===GL Statement of Earnings Report (GLSTATEEARN)===
-The GLSTATEEARN rule is an optional setup item to control the grouping and custom calculations for the Statement of Earnings Report.  The Statement of Earninsg Report was a custom report developed for a specific customer, but could be used for any customer.
-==Review and Complete General Ledger Setup Screens==
-===GL Types and Ranges===
-The [http://www.abiscorp.com/adjwiki/GLARANGE.ashx GL Types and Ranges] screen should be completed after the chart of accounts has been imported and before any posting has occurred in the system. This screen controls how accounts are handled in core reporting screens, as well as how accounts are handled during end-of-year processing.
-General guidelines
-* Asset accounts are normally a positive balance and do not zero out at EOY
-* Liability accounts are normally a negative balance and do not zero out at EOY
-* Owner's Equity accounts are normally a negative balance and do not zero out at EOY
-* Income accounts are normally a negative balance and should zero out at EOY
-* Cost accounts are normally a positive balance and should zero out at EOY
-* Expense accounts are normally a positive balance and should zero out at EOY
-* Misc Income/Deduction accounts are normally a positive balance and should zero out at EOY (This account type is sometimes just included with expenses, and is not always specified as a unique type)
-After any changes to this screen, always click the Update GL button to set the correct type at the GL level.
-===GL Segment Values===
-The [http://www.abiscorp.com/adjwiki/glsegment.ashx GL Segment Values] screen is an optional setup screen used to further define and customize the labels and reporting options in Financial Report Writer for coded GL Segment values.
-For example, if segment 2 uses a two-digit value to represent the department, an entry should be added for each valid department code that could be found in the 2nd segment. (00=ADMIN, 10=SALES, 20=SHOP, etc).
-An import is available to quickly build the segments.  The import should be an XLS (Excel 5.0/95) file with three (3) columns - Value, Short Description, Long Description.  To import the file, select the segment values you want to import from the drop-down list and click Import.
-To easily clear the segment values and re-import, use the GLSEGMENT table in SQL.
-===Transaction Categories===
-[http://www.abiscorp.com/adjwiki/custcat.ashx Transaction Categories] are the primary tool for directing sales and time billing revenue and cost accounting. The CUSTCAT and ITEMCAT rules define the valid entries for the dropdowns in this screen.
-Transaction Categories can be created to define special accounting for one-sided entries like freight, handling, packing, or other fees that may not have a cost account associated.
-At a minimum, every customer must have a DEF-DEF combination created to handle transaction accounting if all sales go to the same account.
+The TYPE1099 rule defines the valid 1099 reporting types that can be assigned to vendors in the Remit To attribute.  The 1099 Type can also be set at the AP Invoice level if setup option APMULTI1099 is enabled. The rule from the MASTER CID contains the most common 1099 types needed for most customers.  Notify the MASTER CID System Administrator of any valid new 1099 types that need to be added to the MASTER CID rule.
-The Frozen Digits section should be used to define any Transaction Category account segments that should NOT be overridden by GL Groups (if in use) by placing 9s in the segment position that should not be overridden by GL Groups.
-===GL Groups===
+===AP Check Overflow (APCHKOVERFLOW)===
-[http://www.abiscorp.com/adjwiki/trancat.ashx GL Groups] are an optional setup to further control which revenue and cost accounts are used for certain transactions.  GL Groups override the GL accounts set up in Transaction Categories for all GL positions that have not been 'frozen' in the Transaction Category setup.  For example, if the DEF-ACC Transaction Category is set to post to 4000-10, and the second segment (-10) is frozen by entering -99 in the Frozen Digits area, the GL Group entry could override everything except the -10 portion of the GL account.
+The APCHKOVERFLOW rule controls when and how paid invoice details that exceed the number of available lines on the check stub are handled. If the Print Details option is checked, the overflow message will NOT print on the stub, but the allowed number of invoices will print. If the Print Details option is unchecked, and the check form is correctly set up to print the overflow message, ONLY the overflow message will print on the stub.
-Set up the required GL Groups based on the customer's revenue and cost account structure. Not all customers will need GL Groups.
+* The 'll_printoverflow' expression is used as a Print When on the check form to control printing/hiding of invoice details and the overflow message.
-For more information on where GL Groups can be used, including the account determination hierarchy, refer to the [http://www.abiscorp.com/adjwiki/journal-entry-architecture-invoicing.ashx Journal Entry Architecture] Wiki entry.
-===GL Report Groups===
+===AP Voucher Stamps (VOUCHSTAMP)===
-[http://www.abiscorp.com/adjwiki/glrange.ashx GL Report Groups] are used to further customize and add detailed breakdowns to the base GL types and ranges.  These report groups are used to add groupings and totals to the Balance Sheet, Income Statement, and Financial Report Writer reports.
+The VOUCHSTAMP rule allows users to create custom image overlays that can be 'stamped' on to AP Voucher documents in the Voucher List screen. The stamps are saved with the document in the Doc Vault.
-The layout and use of the screen is similar to setting up GL Types and Ranges, with the difference that Report Group ranges can overlap, and there is no need to update the GL after changes.
-At a minimum, copy the GL Types and Ranges data to this screen, and consult with the customer on whether they need any further customization.
+===Doc Vault Drop Folders (DROPFOLDERS)===
-===GL Rollup Groups===
+Review the drop folder entries for AP Invoice and AP Voucher.
-[http://www.abiscorp.com/adjwiki/glsegment.ashx GL Rollup Groups] are an optional setup item used for creating specific groupings of GL data for Financial Report Writer.
-Set up any needed rollup groups, if the customer is using Financial Report Writer.  It is common for this screen to set up later in the implementation cycle, after the customer has had some experience with Adjutant reporting and knows more about what they want to create.
+===Terms of Payment Codes (TERMS)===
+The TERMS rule controls the valid terms of payment for both the AR and AP applications.  Reconcile the entries against the customer questionnaire and the Open AP Invoice import data (if customer's data includes payment terms).  Add any needed terms and delete any terms that are not needed.  Too many TERMS options generally add user confusion and can create invoice records with unwanted terms.
-==Import Beginning Balances and Review==
-===Import Beginning Balances===
+==Review and Complete Additional Accounts Payable Setup==
-Beginning balances should be imported from the customer's legacy system using the GL Journal Entry Import Batch template. It is important to import a full GL balance file to test that the chart of accounts is complete, and mapped correctly to to right types and ranges.  It is common for GL accounts to get excluded from the initial chart of accounts file, even though they have balances in the balance file.
+===Set up Templates and Recurring Payables===
-Generate a file template from the GL Journal Entry --> Import Batch screen and merge the customer's data into an import file for the beginning balances
+Discuss AP Invoice Templates and Recurring Payables with customer.
-* Customer should provide a file of closing GL balances as of the prior month. For example, if you are setting March as the first full month of transactions in Adjutant, the customer should provide February closing balances that will stand as the opening balances for March
+*Set up any templates and/or recurring payables as needed with the customer. Use the [http://www.abiscorp.com/AdjWiki/rec1.ashx Recurring Order WIki] as a reference for the recurrence codes.
-* Credit balances and debit balances should be placed in the appropriate columns in the import template. Values should be unsigned, and each GL account should only have a debit balance value or a credit balance value.
-* Use the prior posting period to import the balances. For example, if you are starting live transactions in March, set the file's period column to YYYY002 (Feb).
-* Verify that the debit column and the credit column totals match prior to importing (Adjutant will not allow an out of balance file)
-* Import the file to the month prior to your first month of live transactions.
-* Review and post the imported batch.
-===Print and Review Balance Sheet===
-Request and review a standard Balance Sheet Report for the period you just imported.  The report should be in balance.
+===Set up Credit Card Vendors===
-If the report shows an out of balance amount, review your GL Types and Ranges setup for possible issues, and review the GL balances file for possible crossed debits and credits.
+Discuss how the customer wants to handle credit card charges and credit card invoice payments. Determine if they will be using the Merge CC Invoices process.
-===Print and Review Income Statement===
+*If the customer will be using the CC process, set up all credit card vendors with the 'Credit Card Vendor' Org Attribute, and set the default Pay Priority to 'C' in the Remit To record.
-Request and review a standard Income Statement Report for the period you just imported.  The report should be in balance.
-If the report shows an out of balance amount, review your GL Types and Ranges setup for possible issues, and review the GL balances file for possible crossed debits and credits.
-===Correcting and Re-importing the Balance File ===
+==Scrub and Import Open AP Data==
-To reset ALL GL balances to zero for a specific period, use the following SQL QRY (Should only be used when resetting after a failed import):
+Refer to Accounts Payable Conversion Guide (UNDER CONSTRUCTION) for detailed information on the import and reconciliation process.
-* update glbals set ptdcredit = '0', ptddebit = '0', ytdcredit ='0', ytddebit = '0' where yearprd = 'YYYYMMM'
-To remove the GL Distribution detail that was used to import balances, use the following SQL QRY (If you don't delete the distribution detail, you will get GL reconciliation errors between posted balances and distribution details):
+==Review System Functionality==
-* delete * from gldist where batchno = '######'
+Once all core system setup has been completed, perform the following system functionality tests. Some of these will require additional setup in other areas in order to create transactions and report data for testing. Work through each associated setup guide to complete the required setup and verify that each area below is functioning as expected in the new server setup.
+* Verify that reports can be previewed
+* Verify that drilldowns work, this uses an HTML viewer different than previewing a regular report
+* Verify that the doc vaults are accessible
+* Verify that printing is working
+* Verify that both outbound/inbound emailing are working
+<br>
+<br>
+<br>
-==
 [[Category:Setup Guides]]
 [[Category:Accounts Payable]]