AP Vouchers with Credit Card Payments For Sage 500 ERP

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1 AP Vouchers with Credit Card Payments For Sage 500 ERP Overview AP Vouchers with Credit Card Payments The purpose of this enhancement is to allow for payment of AP Vouchers by transferring the voucher to a vendor specified as a credit card vendor. The enhancement also allows for the transfer of a Purchase Order receipt of invoice from the purchase order vendor to a credit card vendor at the time a receipt of invoice is processed in purchase order. The enhancement provides three ways to process the payments based on the timing and type of transaction being processed. Contents Overview... 1 Scenario Scenario Scenario Initial Setup and Configuration... 3 Creating a Credit Card Vendor... 3 Scenario 1 Transferring an AP voucher for a vendor to the credit card vendor at data entry time. 4 Scenario 2 Transferring previously posted vouchers from a vendor to a Credit Card Vendor... 9 Scenario 3 Processing PO Receipt of Invoice and transferring the voucher to a Credit Card Vendor Release Details & Specifications /31/2011 RKL esolutions, LLC Page 1 Last Updated: 12/31/2010

2 Scenario 1 You receive an invoice from the Vendor and you wish to enter and pay this invoice via a credit card. This transaction will be processed in the Enter Vouchers screen under the Vendor and pay for this via a credit card using the fields on the Totals Tab of Enter Vouchers screen. Detailed procedures are outlined below. Scenario 2 You wish to pay for a previously posted voucher via the Credit Card Vendor. This transaction will be processed under Enter Vouchers using by entering a new voucher under the Credit Card Vendor and selecting the voucher to transfer on the Detail Tab and the CC Payments sub tab. In addition, you can select multiple vouchers to transfer to the credit card vendor by clicking on the Select CC Payments button. Detailed procedures are outlined below. Scenario 3 You wish to pay a voucher for a purchase order receipt of invoice under a Credit Card Vendor. This transaction will be processed under Purchase Order Receipt of Invoices as well as Accounts Payable Enter Vouchers. Detailed procedures are outlined below. 12/31/2011 RKL esolutions, LLC Page 2 Last Updated: 12/31/2010

3 Initial Setup and Configuration Creating a Credit Card Vendor This process is used to establish an AP Vendor as a Credit Card Vendor to allow for transferring of vouchers from other vendors into this vendor. The Accounts Payable Maintenance Maintain Vendors screen has been modified to contain fields to denote the Vendor as a Credit Card vendor. By clicking the check box Is Credit Card, you will then be allowed to use this vendor to transfer vouchers from other vendors so they can ultimately be paid out of the Credit Card vendor. Once you click this box you will also need to supply a Credit Card Account. This account will become the default account used on the AP Voucher entry screen when an invoice is transferred between vendors. 12/31/2011 RKL esolutions, LLC Page 3 Last Updated: 12/31/2010

4 Scenario 1 Transferring an AP voucher for a vendor to the credit card vendor at data entry time. The process begins in Accounts Payable Activities Process Vouchers. Create a new batch. Click on Enter Vouchers. Enter the voucher for the vendor as you normally would enter a voucher in Accounts Payable. 12/31/2011 RKL esolutions, LLC Page 4 Last Updated: 12/31/2010

5 On the lines tab you will want to enter the General Ledger account where you want the debit amount of the transaction to be recorded as you normally would during voucher entry. 12/31/2011 RKL esolutions, LLC Page 5 Last Updated: 12/31/2010

6 On the totals tab you will enter the vendor ID of the credit card vendor where you want to transfer this voucher to ultimately be paid. Only vendors that have the Is Credit Card vendor check box checked in Accounts Payable Maintenance Maintain Vendors can be selected on the Totals Tab. When you have completed entry of this voucher click the Finish toolbar button to save the voucher and then close the Enter Vouchers window. 12/31/2011 RKL esolutions, LLC Page 6 Last Updated: 12/31/2010

7 This process creates one Invoice in the AP Process Vouchers batch screen. You should now Register/Post the AP Batch. Once this batch has been posted another AP Batch will automatically be created by the enhancement. This batch contains a new Invoice and Debit Memo. The Invoice represents an AP Invoice created to the Credit Card vendor for processing when the statement is received. The Debit Memo is created and applied to the original Vendor invoice. See the next 2 screens to see the detail of the batch posting. This batch will have no impact on the General Ledger since the debit and credit amounts and accounts for both the invoice and the debit memo will offset each other at posting time. 12/31/2011 RKL esolutions, LLC Page 7 Last Updated: 12/31/2010

8 12/31/2011 RKL esolutions, LLC Page 8 Last Updated: 12/31/2010

9 Scenario 2 Transferring previously posted vouchers from a vendor to a Credit Card Vendor Transferring Vouchers to a credit card vendor The process begins in Accounts Payable Activities Process Vouchers. Create a new batch. Click on the Select CC Payments button. Enter the credit card vendor number where you will transfer the selected vouchers. Click the plus sign next to a vendor to expand out the list of open vouchers for that vendor. Click the box to select the appropriate vouchers that you wish to transfer to the credit card vendor specified at the top of the form. 12/31/2011 RKL esolutions, LLC Page 9 Last Updated: 12/31/2010

10 Click on the Finish and exit button in the upper left of the screen and you will be returned to the Process Vouchers Batch screen and will see on invoice in the batch for the sum of the vouchers you selected. This voucher will have multiple lines with each line representing one voucher that you chose in the Transfer Vouchers to CC window. You should now register post this batch and a new batch will be automatically created with Debit Memo s for each line in the voucher to the credit card vendor. You should register post this batch as well to complete the transfer process. 12/31/2011 RKL esolutions, LLC Page 10 Last Updated: 12/31/2010

11 Scenario 3 Processing PO Receipt of Invoice and transferring the voucher to a Credit Card Vendor The process begins in Purchase Order Activities Process Receipt of Invoice. Create a new batch. Click on Enter Receipt of Invoice. Enter the Receipt of Invoice using your normal process including all the pertinent information. On the Totals tab you will enter the CC Vendor ID of the vendor to whom you wish to transfer this voucher. You can now Register/Post the PO Receipt of Invoice batch. Once this batch has been posted it will create an AP voucher batch. You will need to go to AP Activities Process Vouchers to access this batch. The automatically created batch contains a new Invoice and Debit Memo. The Invoice represents an AP Invoice created to the Credit Card vendor for processing when the statement is received. The Debit Memo is created and applied to the original Vendor invoice. 12/31/2011 RKL esolutions, LLC Page 11 Last Updated: 12/31/2010

12 There will be no impact on the general ledger since the debit and invoice amounts utilize the same general ledger account. 12/31/2011 RKL esolutions, LLC Page 12 Last Updated: 12/31/2010

13 The Debit memo will automatically be applied against the Receipt of Invoice voucher so that the original invoice will not be due to the Receipt of Invoice vendor. 12/31/2011 RKL esolutions, LLC Page 13 Last Updated: 12/31/2010

14 Release Details & Specifications Version Date: Modules affected Accounts Payable and Purchase Order Developed by: Reinsel Kuntz Lesher LLC Tim Efinger/Jeremy Hutchinson Developed for: MAS 500 Version/Update (June Monthly Update) File Name Type Description Apzda001.exe; apzma001.exe Executable Maintain Vendors and Process Vouchers Apzdadl1.dll; Apzdkdl1.dll; Apzjxdl1.dll, Pozdbd1.dll Pozdbd2.dll Spapapplyccmemo_rkl.sql Spapccpurchdataupdate_rkl.sql Spapchargetoccvendor_rkl.sql Spapchargetovendorfromcc.sql Spapcreatevoucher_rkl.sql Spapcreatevoucherbatc_rkl.sql fntapapivalid_rkl.sql fntapvoucherdetl_rkl.sql fntapvoucherlinedist_rkl.sql tapvoucher_sql tapvoucherdetl_rkl tapcreditcardlink_rkl Dll SQL Stored Procedures SQL Functions SQL Additional Tables Maintain Vendors, Process Vouchers and Register Post Vouchers, Process Receipt of Invoices Various stored procedures to add the functionality for this modification Additional Functions added to SQL relating to the automatic generation of the additional voucher batch. Additional tables to hold attributes relating to the credit card vendors 12/31/2011 RKL esolutions, LLC Page 14 Last Updated: 12/31/2010

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