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1 CLIENT BOOKKEEPING SOLUTION ACCOUNTS PAYABLE Getting Started version 2007.x.x

2 TL (06/08/09) Copyright Information Text copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Video display images copyright by Thomson Reuters/Tax & Accounting. All rights reserved. Thomson Reuters hereby grants licensees of CS Professional Suite software the right to reprint this document solely for their internal use. Trademark Information The trademarks used herein are trademarks and registered trademarks used under license. All other brand and product names mentioned in this guide are trademarks or registered trademarks of their respective holders.

3 Contents 1 Welcome!... 1 Where to begin CBS Accounts Payable Program Features... 3 CBS Accounts Payable reports... 4 CBS direct deposit feature Program Overview... 7 Menu options... 7 Predefined check and form layouts... 9 Filtering the list of transactions CBS Accounts Payable Procedures Viewing company properties for CBS Accounts Payable Setting up payment terms Setting up vendors Entering a vendor mailing address Entering payables and payments Setting up a recurring accounts payable transaction Creating on-demand payable transactions AP Transactions window Select memorized transactions to use Applying payments Printing AP checks Client Bookkeeping Solution Accounts Payable Getting Started iii

4 Contents Printing AP reports Exporting Files to Your Accountant iv Client Bookkeeping Solution Accounts Payable Getting Started

5 1 Welcome! Client Bookkeeping Solution (CBS) Accounts Payable is an optional module that adds data-entry options to your CBS software, allowing you to enter payables, track deadlines, and control discounts taken or lost. It also allows you to produce several different kinds of accounts payable reports. You can print detailed or summary information for each of your vendors, determine current cash requirements, review aging information for overdue amounts, and total purchases within a specified period. CBS also offers a direct deposit feature that can enhance your Client Bookkeeping Solution software package. If your accountant enables this feature and you have established a relationship with InterceptEFT Corporation, you can use CBS to process and make electronic payments to your vendors. At the end of each CBS processing period, you export your CBS CheckWriter and CBS Accounts Payable transactions to your accountant. Where to begin This getting started guide provides an overview of the features available in CBS Accounts Payable. Before learning about the features of CBS Accounts Payable, it is recommended that you first review the Client Bookkeeping Solution CheckWriter Getting Started guide. That guide includes important information on installing the CBS software, using the comprehensive help topics, using CBS CheckWriter, importing your own company s setup files, and more. Please read each section of this guide and follow all of the steps. As you re working, use the context-sensitive help to view information about Client Bookkeeping Solution Accounts Payable Getting Started 1

6 Welcome! each field or option. For more complete information on using your CBS software, open the Client Bookkeeping Solution help topics. Once you have a basic understanding of the CBS CheckWriter and CBS Accounts Payable modules, you may find it helpful to step through the detailed exercises in the Client Bookkeeping Solution Tutorial. The CBS tutorial is available in portable document format (PDF) in CBS. To view this tutorial, choose Help / PDF Guides / CBS CheckWriter / CBS Tutorial. You must have Adobe Reader version 7.0 or higher installed on your computer before you can view these or other PDF files that are available in CBS. 2 Client Bookkeeping Solution Accounts Payable Getting Started

7 2 CBS Accounts Payable Program Features If you and your accountant decide that the CBS Accounts Payable module is appropriate for your company s accounts payable needs, and you add this optional module to your CBS software, you can perform the following tasks when processing payables from your company s vendors: Customize your CBS Accounts Payable windows and dialogs. Define and set up discount and payment terms based on timely payment. Maintain payable records for vendors. Add new vendors on the fly. Record both a primary address and a mailing address for your vendors, if desired. Handle payments to businesses or individuals where only a portion of a payment is reportable on Form Handle prepayments, partial payments, and vendor credits. Override precalculated information at any time to accommodate special circumstances, such as a change in the discount terms. Set up periodic fixed expenses as recurring payables that the program automatically generates based on the frequency you specify. Set up the program to generate scheduled payments based on either outstanding balance or number of required payments, and then update the remaining balance or number of remaining payments. Client Bookkeeping Solution Accounts Payable Getting Started 3

8 CBS Accounts Payable Program Features Calculate and track critical payables information, including due dates, discount dates and availabilities, open-item balances for each vendor, calendar and fiscal year-to-date information for vendors, cash requirements and aging information for overdue payables, and more. Print accounts payable checks and enter handwritten checks, EFT payments, cash payments, and vendor-issued credit memos to maintain an accurate checkbook balance and up-to-date payables information. Create mailing labels for your vendors using the Vendor List report. Export your CBS Accounts Payable transactions with your CBS CheckWriter transactions to your accountant. CBS Accounts Payable reports Cash Requirements Cash Requirements Projection Aging Schedule Payable / Payment List Purchases Journal AP Transactions List Vendor Activity Vendor List For more information about each report, search on Accounts payable reports from the Index tab of the Help Topics dialog, and then select a report from the list. 4 Client Bookkeeping Solution Accounts Payable Getting Started

9 CBS Accounts Payable Program Features CBS direct deposit feature If your accountant has enabled the direct deposit feature for your CBS program, you can take advantage of the direct deposit capabilities for vendor checks entered in CBS CheckWriter or CBS Accounts Payable. InterceptEFT (intercepteft.com) is a third-party processing agent that specializes in transferring funds electronically through the Automated Clearing House (ACH) network. InterceptEFT provides a service that converts electronic payment system (EPS) records generated in CBS into ACH-format files and then transmits the ACH files to the appropriate financial institutions. You must first establish an account with InterceptEFT before you can submit EPS records to InterceptEFT. For detailed information on setting up and using the direct deposit feature in CBS, please refer to the help topics in the program and to the direct deposit guide. To view or print this guide in PDF, choose Help / PDF Guides / Direct Deposit / CBS guide to direct deposit. Client Bookkeeping Solution Accounts Payable Getting Started 5

10 CBS Accounts Payable Program Features 6 Client Bookkeeping Solution Accounts Payable Getting Started

11 3 Program Overview This chapter of the getting started guide provides a brief overview of the main features in the CBS Accounts Payable software. Menu options When a company database is open, the menu bar across the top of the CBS application window includes options that allow you to perform various tasks or access different program features. The following table lists the CBS functions that are accessible from the menu commands. File menu Opening or closing a company database; opening the Company Properties dialog to view company information; deleting a company database; backing up and restoring company data, layouts, and CBS updates; deleting old transactions and compacting current data files (when no company database is currently open); exporting data to your accountant; importing company setup information from your accountant; setting up security privileges for the CBS users in your office; exiting the CBS program; previewing or printing reports; updating your CBS software program files using CBS Connect; printing batches of checks and forms along with one or more reports; opening recently opened company databases. Client Bookkeeping Solution Accounts Payable Getting Started 7

12 Program Overview Edit menu Checkbook menu Tasks menu Setup menu Utilities menu Window menu Searching through a drop-down list or listview pane; cutting, copying, and pasting text; specifying fields to skip; restoring information in the current field or record; deleting, adding, copying, and pasting selected text; adding a note to your accountant to attach to any transaction; specifying filters; finding a specific record within a data-entry window; switching to Quick Add mode. For CBS Accounts Payable: Switching between historical and regular data-entry mode; recording a payment memo; setting an export date override; taking discounts that have expired; removing payments; removing the historical status of a selected record; viewing vendor details (1099 totals, YTD and open balance amounts, mailing address). Opening a checkbook to enter checks, deposits, other bank items, and checkbook adjustments (if directed by your accountant to do so); setting up a new checkbook, including checkbook-specific security; consolidating regular checks when multiple checks exist for a single payee or vendor; choosing a default checkbook for each licensed module; viewing bank transactions downloaded from your financial institution (if enabled by your accountant). Recording journal entries; voiding / deleting multiple checks; creating on-demand transactions; submitting transactions to your financial institution and updating the transaction submit status (if enabled by your accountant). If your accountant has enabled the direct deposit feature: setting up and transmitting electronic payment system (EPS) records to InterceptEFT. For CBS Accounts Payable: Entering payables and payments; applying payments to open payables. Adding or updating information for the Chart of Accounts, employees, vendors, memorized transactions, and financial institutions; defining filters, user-defined lists, and report groups. For CBS Accounts Payable: Setting up payment terms. Opening the Layout Editor for check and form layouts; displaying the CBS shortcut bar; setting administrator options; choosing options for using CBS (including data-entry options and folder locations); customizing the display of toolbars; resetting view defaults; importing spreadsheet data. Arranging the open windows in your CBS workspace; switching between open data-entry windows. 8 Client Bookkeeping Solution Accounts Payable Getting Started

13 Program Overview Help menu Opening the Client Bookkeeping Solution help topics; viewing PDF guides; viewing custom help from your accountant (if provided by your accountant); accessing the Adobe website to install Adobe Reader; viewing frequently asked questions; using the Internet to upload data to the software vendor; viewing CBS diagnostic files; viewing information about your CBS software. Predefined check and form layouts When you set up a new accounts payable checkbook in CBS, you need to select the default layout for each selected transaction type for all CBS checkbooks. You can select layout(s) on the General tab of the Checkbook / Setup window. A number of predefined check layouts and form layouts are included with your CBS software: Transaction type CBS CheckWriter vendor checks Noncalculating payroll checks Deposit slips CBS Accounts Payable vendor checks Filename extension VLY NLY DLY PLY To view a PDF with descriptions of each of the predefined layouts that are included with the CBS Accounts Payable software, choose Help / PDF Guides / CBS Accounts Payable / CBS Accounts Payable Predefined check layouts. For information on CBS CheckWriter layouts, choose Help / PDF Guides / CBS CheckWriter / CBS CheckWriter Predefined Check and Deposit Slip Layouts. Client Bookkeeping Solution Accounts Payable Getting Started 9

14 Program Overview Filtering the list of transactions You can define filters to limit the list of items displayed in the Tasks / AP Transactions window and in the Tasks / Apply AP Payments dialog. You can open the Payable Filters dialog using any of the following methods. Choose Setup / Filters / Payables. Choose Tasks / AP Transactions. In the AP Transactions window, click the Filters button. Choose Tasks / Apply AP Payments. In the Apply AP Payments dialog, click the Filter button. When you select a filter, CBS will display only those transactions that meet the criteria specified in the filter. 10 Client Bookkeeping Solution Accounts Payable Getting Started

15 4 CBS Accounts Payable Procedures If your accountant has customized your Client Bookkeeping Solution software to include the features of CBS Accounts Payable, many more menu commands and window options are available for selection. This chapter provides a brief overview of special setup and data-entry procedures that are unique to CBS Accounts Payable. As you are reading this section of the getting started guide, and as you are reviewing the CBS Accounts Payable topics in the help, we recommend that you open and work with the CBS Sample Company.cbs database that is provided with your CBS software and licensed for CBS Accounts Payable. All of the windows, dialogs, and procedures available in CBS Accounts Payable are fully documented in the Client Bookkeeping Solution help topics. Viewing company properties for CBS Accounts Payable When your company is licensed for the optional CBS Accounts Payable module, the File / Company Properties dialog includes an Accounts Payable tab, with special fields that are relevant to the vendor payable processing features in your CBS software. Client Bookkeeping Solution Accounts Payable Getting Started 11

16 CBS Accounts Payable Procedures For details about using the fields on this tabbed page, search on Company Properties:Accounts Payable tab from the Index tab of the Help Topics dialog. 12 Client Bookkeeping Solution Accounts Payable Getting Started

17 CBS Accounts Payable Procedures Setting up payment terms CBS allows you to set up payment terms to automatically calculate the payable s due date and discount date (the last date on which the discount is available) and the discount amount. Once you set up a payment term in CBS, you can select it for any vendor while adding vendor information. Payment terms are normally defined by the vendor. Choose Setup / Payment Terms to set up payment terms. If you are licensed for the optional CBS Accounts Receivable module, all payment terms are available for selection in the Receivable Transactions and Customers windows. For more information, search on Payment terms and Discounts:discount tracking in CBS Accounts Payable from the Index tab of the Help Topics dialog. Client Bookkeeping Solution Accounts Payable Getting Started 13

18 CBS Accounts Payable Procedures Setting up vendors In CBS, a vendor is anyone for whom you have assigned a vendor ID and a vendor name. Please consult with your accountant if you have questions about whether you need to track Form 1099 information for a specific vendor. To create or modify a vendor record, choose Setup / Vendors. Tips If you previously used CBS CheckWriter to process vendor transactions, any vendors previously listed in CBS CheckWriter automatically become vendors in your new AP Vendors database. Accounts payable reports and vendor totals (except Form 1099 amounts) do not include checks entered in CBS CheckWriter. In order for the program to properly track AP vendor activity, you need to enter all AP vendor activity in the AP Transactions window. (For this reason, AP vendors are not listed in the Payee drop-down list in 14 Client Bookkeeping Solution Accounts Payable Getting Started

19 CBS Accounts Payable Procedures the Checkbook data-entry window unless your accountant has set up your program to display these vendors as payees.) If you are licensed for the optional CBS PayCheck module, the program automatically creates accounts payable records for payroll liabilities (such as the taxes withheld from payroll checks) as they are incurred. If you deal with a particular vendor only once (or on rare occasions), and you do not need to maintain year-to-date balances or Form 1099 information for that vendor, you can set up that vendor as a temporary vendor. If you mark the Temporary vendor checkbox in the AP Vendors window, CBS deletes all records for the vendor if there are no open payables when you export to your accountant. Note: The Temporary vendor checkbox is available only when the 1099 checkbox (on the General tab) and PayCheck Vendor checkbox (on the Payable Setup tab) are unmarked. For more information on AP vendors, search on Vendors (accounts payable) from the Index tab of the Help Topics dialog, and then select the help topic to display. Entering a vendor mailing address If your vendor has more than one address, you can enter a second or alternate mailing address for that vendor. CBS uses the address on the General tab of the AP Vendors window to populate the mailing address. The predefined AP check layouts use the mailing address. When setting up the check layout to use for your accounts payable checks, you can select either address. You can enter or update a vendor s mailing address using either of the following methods: Open the vendor record in the Setup / Vendors window, click the Mailing Address tab, and enter the vendor s address. Highlight a transaction in the Tasks / AP Transactions window, choose Edit / Vendor Detail / Mailing Address, and enter the address. For more information, search on Address:vendor mailing address from the Index tab of the Help Topics dialog. Client Bookkeeping Solution Accounts Payable Getting Started 15

20 CBS Accounts Payable Procedures Entering payables and payments The Tasks / AP Transactions window is the primary data-entry window for accounts payable transactions in CBS. When you select a vendor ID in the AP Transactions window, CBS automatically recalls data from the vendor record to use as default information for several of the fields. Once you have entered and saved the information for a payable in the AP Transactions window, that payable remains an open item until you print an AP check to pay it, apply another type of payment to it, void it, or delete it. Invoice status Payables listview Active filter AP date Number of transactions Data-entry mode 16 Client Bookkeeping Solution Accounts Payable Getting Started

21 CBS Accounts Payable Procedures Tips You can add vendors on the fly from the Tasks / AP Transactions window by entering a unique ID in the Ven ID field. You can use the Tasks / AP Transactions window to record payables, payments, prepayments, credit memos, and electronic funds transfers. To distribute the gross amount of a payable to more than one general ledger account, enter the distribution on the Distributions tab. Use the Tasks / Apply AP Payments dialog to apply payments to one or more payables, consolidate multiple payables for payment with a single check, and select the payables to pay. To print a check for a specific item in the Tasks / AP Transactions window, highlight the item in the Payables listview and click the Print button. To record a future-period AP transaction, simply enter an invoice date beyond your company s next export date. CBS will not transfer future-period items to your accountant until the end of the period in which they become current. Setting up a recurring accounts payable transaction CBS Accounts Payable includes a special timesaving feature that allows you to set up a recurring payable or payment for any non-temporary AP vendor. This is especially useful for handling periodic fixed expenses such as rent or loan payments. To set up a recurring transaction for a vendor, choose Setup / Memorized Transactions, select AP Payable or AP Unapplied Payment from the Type drop-down list, and click the Recurring Transaction tab. The program uses the date specified for the vendor in the Recurrence date field as the payable date for any recurring payable. Client Bookkeeping Solution Accounts Payable Getting Started 17

22 CBS Accounts Payable Procedures CBS will create transactions from these memorized transactions, based on the frequency you specify. After the program has created the transaction from the memorized transaction, you can edit that transaction, delete it, pay it (payable), or apply it (payment) just like any payable that you ve entered manually. Creating on-demand payable transactions Once you set up a memorized payable transaction, you can manually create a payable from that transaction at any time. AP Transactions window To create an on-demand transaction from the Tasks / AP Transactions window, select the memorized transaction ID from the MT ID field and save the transaction. 18 Client Bookkeeping Solution Accounts Payable Getting Started

23 CBS Accounts Payable Procedures Select memorized transactions to use To view a list of available memorized payable transactions, choose Tasks / Create On Demand Transactions / Payable transactions. In the Select Memorized Transactions to Use dialog, you can select the transactions to create and specify the date to use for those transactions. Client Bookkeeping Solution Accounts Payable Getting Started 19

24 CBS Accounts Payable Procedures For more details, search on Memorized transactions:working with memorized transactions in CBS from the Index tab of the Help Topics dialog. Applying payments When you re ready to pay your payables, you can use the Apply AP Payments dialog to select open payables for full or partial payment. To open this dialog, choose Tasks / Apply AP Payments. If you marked the Automatically consolidate selected checks to the same vendor checkbox on the Accounts Payable tab of the File / Company Properties dialog, the Pay column will have a checkbox for each payable. Mark the checkbox for each payable you want to pay. All payables selected for the same vendor will be paid by a single check. 20 Client Bookkeeping Solution Accounts Payable Getting Started

25 CBS Accounts Payable Procedures If there are any unapplied payments available, you can apply them to any open payables for the same vendor. Select a payment group number in the Apply Pmt column for the payment, and then select the same payment group number for each payable to which you want to apply the payment. If you did not set up the program to automatically consolidate checks to the same vendor, the Pay column will have a drop-down list from which you may choose a check grouping number for each payable. To consolidate several payables for the same vendor, select the same check grouping number for each payable. Client Bookkeeping Solution Accounts Payable Getting Started 21

26 CBS Accounts Payable Procedures For more details on applying payments, search on Applying AP payments from the Index tab of the Help Topics dialog. Tip To have CBS apply payments to the oldest payables first, mark the Apply payments balance forward checkbox on the Accounts Payable tab of the Company Properties dialog. If you also mark the Use best match checkbox, CBS will apply payments to payables with the amounts that match the amount of the payment. If multiple payables match the payment amount, the program will use the oldest payable. If no match can be found, the payment will be applied to the oldest payables first. 22 Client Bookkeeping Solution Accounts Payable Getting Started

27 CBS Accounts Payable Procedures Printing AP checks When your company s CBS software is licensed for the CBS Accounts Payable module, you will see an Accounts Payable tab in the File / Print Checks dialog. From the Print Checks dialog, you can choose to print all checks, select the checks to print, open the Apply AP Payments dialog, or enter prepayment information. Client Bookkeeping Solution Accounts Payable Getting Started 23

28 CBS Accounts Payable Procedures For additional information, search on Checklist:for printing checks and deposit slips from the Index tab of the Help Topics dialog. Printing AP reports When your company s CBS software is licensed for the CBS Accounts Payable module, you will see an Accounts Payable tab in the File / Queue Reports dialog. You can enter the AP date for the program to use when calculating discounts (for check printing, reports, and vendor transactions). By default, the program sets the AP date to the system date, but you can override this date. 24 Client Bookkeeping Solution Accounts Payable Getting Started

29 CBS Accounts Payable Procedures Click the Options button associated with a report to choose print options for that report. You can define vendor groups for reporting purposes by choosing Setup / Groups / Vendor. You can preview the selected reports (but not checks) by clicking the Print Preview button. From the Preview window, you can save these reports in a variety of file formats or save them as attachments to messages by clicking the Export button on the toolbar. For details on report printing, search on Checklist:for previewing or printing reports from the Index tab of the Help Topics dialog. Client Bookkeeping Solution Accounts Payable Getting Started 25

30 CBS Accounts Payable Procedures 26 Client Bookkeeping Solution Accounts Payable Getting Started

31 5 Exporting Files to Your Accountant At the end of the CBS processing period, you export all CBS Accounts Payable transactions with the CBS CheckWriter transactions to your accountant. During the export, CBS deletes vendor records for any temporary vendors with no open payables. The export feature is not available if you are using any of the sample company databases provided with your Client Bookkeeping Solution software, as they are for demonstration purposes only. Client Bookkeeping Solution Accounts Payable Getting Started 27

32 Exporting Files to Your Accountant 28 Client Bookkeeping Solution Accounts Payable Getting Started

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