A/P Start-Up - SCS only

Utilities Menu -> Accounts Payable Utilities -> A/P Start-Up

This program is intended for use by SCS only during the Start-Up Sequence prior to the cut-off date for conversion when your firm switches from your old system to Texada SRM.
This utility can be accessed from the Utilities menu for Accounts Payable operations.

A/P Start up transactions can be captured in bulk using the Export/Import Std Data Files.
This utility can then be used to 'fine tune' sub-ledger data without impacting the G/L before the new company goes "live".

Once the invoices have been loaded and balanced to the General Ledger in SRM, do NOT use this program again as it can cause the A/P Sub-ledger to become out of balance with the A/P Control Account in the General Ledger.

The cut-off date for conversion will have been scheduled.
This will be the day your firm switches from the old system to the new software system.

Accounts Payable invoices are NOT entered the same way BEFORE and AFTER conversion.

BEFORE cut-off date:
All unpaid invoices are entered directly into the Accounts Payable sub-ledger using this special A/P Start-Up utility.
These invoices are NOT disbursed to a Expense Account and are NOT posted to the General Ledger.

After the opening entries have been entered and balanced, do NOT use A/P Start-Up for ANY reason because any records entered in A/P Start-Up after this cut-off point will cause the Accounts Payable sub-ledger to become out-of-balance with the General Ledger.


AFTER cut-off date:
All invoices are entered using A/P Invoices or A/P Invoices By P.O. and are disbursed to Expense accounts updating the General Ledger accordingly when posted.

ENTERING INVOICES BEFORE THE CUT-OFF DATE
For each vendor, determine which invoices are outstanding and how much is owing on each invoice.
Enter these invoices by selecting A/P Start-Up.
This special start-up program displays a running vendor balance total of invoices as they are entered for the vendor.
When all invoices are entered for the supplier this becomes the ending balance that should match the outstanding amount still owed to the vendor.

VENDOR #
Type in the number which was setup in Vendor Information for this supplier or look it up in the Vendor Search window.

Adding New Vendors "on-the-fly":
 If the vendor is not setup yet, click the ADD VENDOR button at the bottom of the screen to add a new vendor record directly to the Vendor Information.
This button is only enabled if the operator has role permission to access the vendor file as defined in Security Roles.

After accepting the vendor, begin recording the A/P Start-Up invoices as follows:


VENDOR BALANCE
The current vendor account balance will display.
This is the "running balance" which will reflect invoice amounts are records are added.

Account Details:
SEQ
The sequence number tracks the number of records for this vendor.

INVOICE #
Type in the number of the outstanding invoice.
Note: The same invoice number can be used multiple times, only if the invoice date is different.

INV DATE
Type in the date of the invoice.

AMOUNT OWING
Enter the amount which is outstanding on the invoice.
  • If the invoice has been partially paid, enter only the amount still owing.
  • To enter a credit invoice, type in the amount as negative.
  • To enter an open payment or deposit, type in the amount as negative.

DUE DAYS
Accept the default the terms and currency to the selections setup for this vendor in Vendor Information, or enter the number of days from the invoice date, when the invoice is due for payment.
This is used to calculate the Due Date.

DUE DATE
The due date of the invoice will display.

DISC DAYS
Accept the default terms as setup in Vendor Information, or type in the correct discount days.

DISC DATE
The date when the discount expires will display.

DISC %
Accept the default discount percent as setup in Vendor Information, or type in the correct discount percentage.

C
Accept the currency setup in Vendor Information, or select it from the drop-down list.

DIV
Enter the division for this invoice, or select it from the drop-down list.

FINISHED?
When the invoices are all entered for this vendor, click ACCEPT twice (once to accept the line entry, and once to accept the vendor).
Visually confirm that the Vendor Balance is correct before proceeding with the next vendor.

Correcting Mistakes:

To correct a mistake, first locate the incorrect invoice.
The invoices will be automatically re-organized by Date and then by Invoice Number, regardless the order they were entered.

The incorrect invoice must be deleted, then re-added.
To do this, highlight the incorrect invoice, and press <F7> or click DELETE.
Confirmation that this invoice should be deleted is required.

The correct invoice can be re-entered.

Balancing the Accounts Payable:

After all of the unpaid start-up invoices have been entered, verify that your manual Accounts Payable totals equal the Accounts Payable totals in the software.
To verify select Aged A/P Summary or Aged A/P Detail

When prompted for Aging Date, use the cut-off date for conversion from your old system to the new SRM system. Accept the defaults for the other prompts and click ACCEPT. At the end of the report, the Report Totals are printed. This is the sum of all unpaid invoices at the time of conversion.

The Report Totals from the Aged A/P Report printed above should agree with your manual Accounts Payable totals.

If the Report Totals does not agree, determine which vendor is incorrect.
Do this by checking your manual ledger cards or each outstanding invoice against the Aged A/P Report. When the vendor that needs to be fixed is identified, follow the instructions on the previous page for Correcting Mistakes.

Once the A/P totalling SRM matches your previous system total, confirm that the Aged A/P Report total agrees with the Opening Account Balance of the A/P Account in the General Ledger.
Use G/L Account Inquiry to confirm that they are the same total.

If the Opening G/L Account Balances have NOT yet been loaded, then record this beginning balance for the A/P Account in the General Ledger as part of the G/L Opening Balances as explained in Miscellaneous Journals and post the balancing entry using Post Miscellaneous Journals.

Topic Keyword: APAP90
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