When all invoices are entered, select Post A/P Invoices
to post the invoices to the A/P sub-ledger and also to the General
Ledger expensing by division.
Invoices entered in A/P Invoices and in
A/P Invoices By P.O. are both included in
this posting.
When Invoices with rental inventory are posted, the tag information
is also updated.
The Print A/P Invoices report can be generated, listing each invoice with details, in the order that the invoices were entered.
After posting, the G/L transactions from Post A/P Invoices can be viewed in the Inquiry By Account# or Inquiry By Transaction#, and even output to a spreadsheet from the G/L Activity By Posting Source utility.
An alternative option is to use system assigned numeric
batches.
This processing can be activated in the Company
Miscellaneous Parameters so that consecutive batch numbers are
assigned to each new group of invoices entered in A/P Invoices or in A/P
Invoices By P.O.
When the batch number is auto-assigned, it cannot be
over-typed.
An advantage of posting using separate batches, means that Invoice entry and posting is NOT locked for other batch codes.
If the division posting feature is activated any Distribution postings generated from A/P Invoice Distribution Details including A/P Control Account and the Distribution Expense postings, will post to the Division that is assigned to the source A/P Invoice header.
If the divisional posting feature is not activated then the 'A/P Control Account' Credit always posts to the blank division even if the details on the invoice post to different divisions.
The invoice details always post each Debit to the division defined for that specific detail in the detail distribution screen of the A/P Invoice.
Taxes Debit postings are as follows:
The prompts to generate A/P invoice posting are:
Note: The ability to print and post all batches respects the Posting By Batch Control flag as set in the Company Posting Parameters.
Uncheck this box to select a single batch for the report.
If auto-assign batch codes are used, enter the appropriate batch
number.
The report will print the invoices in the sequence in which they
were entered.
Note: The Auto-Assign Invoice Batch Codes feature can be set in the Company Miscellaneous Parameters for the company.
A Purchases Journal and a Purchases summary and a Batch summary will print out for the batches selected. Manually add up your invoices and check that the total equals the Report Total on the print-out. Store the Purchases Journal in your binder for future audits.
Security:
To control which operators have access to the posting of A/P
invoices, Security Roles can be defined
with Menu Security, and the roles can then
be assigned to the operators in Operators.
The ability to post invoices can be further controlled by
setting up a password and defining Security
Roles for the for the APVI10C module in Module Passwords.
This is validated at the point of posting when the operator is
prompted if to accept the report and post so that operators that
are not assigned a role activated for APVI10C can print the report
but cannot initiate the posting without the password.
For more information on security features refer to System Security Overview.
A/P Purchases Exchange, Duty & Freight:
When currency exchange transactions are generated, a separate A/P
Purchases Exchange, Duty & Freight Summary and also an A/P
Purchases Exchange, Duty & Freight Batch Summary can be
printed. The printing of this summary is controlled by the flag in
the Company Miscellaneous Parameters.
Though these transactions do not display in the invoice details of
A/P Invoices, a credit is generated to the
currency exchange default account as assigned in Default Accounts, and a debit is generated to each
distribution account from the invoice, for the amount of the
exchange.
For more information about currency exchange, see Currency Codes.
Inventory Costs Posted At Warehouse Receiving:
Some firms prefer to post the inventory costs per the P.O. to the
G/L and/or just to the Inventory sub-ledger, when the inventory is
received in the warehouse rather than wait and post the actual
costs when the A/P Invoice is entered. Although the P.O. costs may
not be as accurate, this does provide a cost for products as soon
as they are received into the fleet that can then allow for
depreciation of the item to commence immediately.
The processing can be activated by the following Inventory
Received In Warehouse settings in the Company Inventory Parameters.
Update Average Cost In Warehouse causes the product costs to
be updated as follows:
Posting Distribution Invoices:
A list of any distribution invoices that are generated from
A/P Invoice Distribution Details with the
dates, the amounts, and the balancing reversal invoice, is included
on the A/P Purchases Journal below the G/L postings for the
invoice.
The A/P Distribution Expense account is also printed on the
journal.
POSTING in the G/L
Note: If the Activate G/L Posting By Division feature is activated in Support Application Parameters any Distribution postings generated from A/P Invoice Distribution Details including A/P Control Account and the Distribution Expense postings, will post to the Division that is assigned to the source A/P Invoice header.
Inventory/Cogs Adjustment Re: Over-shipped Items:
The Inventory/Cogs Adjustment Re: Over-shipped Items processing
occurs after the Purchases Journals and A/P Purchases Exchange
Report have been accepted and posted.
When inventory quantities are sold greater than the On Hand quantity, the inventory postings for the sales are generated at the cost stored in Sales Inventory or Rental Inventory. Then later if the actual inventory purchase costs entered in the A/P Invoices or A/P Invoices By P.O. or Post Warehouse Cost Adjustments, are different, then this "Inventory/ Cost of Goods Adjustment for Over-shipped Items Report" is automatically printed, with the ability to post the cost adjustments to the General Ledger.
Note: If the correct cost was entered in Correct Daily Close Cost Errors for an over-shipped sales part with zero cost, but the average cost was NOT updated in the product file at that time (e.g. cost was left as zero in Sales Inventory) then it will not appear on this over-shipped Adjustment report. This is because, the correct cost has already been confirmed and posted with the invoice.
Inventory Adjustments For Internal Transfer Items:
This posting adjustment report only applies when the central
purchasing and distribution processing is activated, as described
in Central Purchasing Overview . It is
generated automatically when an Internal Inventory transfer is
posted in Post Inventory Transfers with
inventory costs that differ from the inventory costs entered in the
A/P Invoices or Post
Warehouse Cost Adjustments.
This report prints after the Purchases Journals, A/P Purchases
Exchange Report, and COGS Adjustment Report, have been accepted and
posted.
It does distinguish between transfers that were actually posted to
the G/L from Post Inventory Transfers, and
transfers that were just printed, accepted, but not posted. Both
types of transfers print on the Adjustment Report, but only
transfers that were originally posted can generate automatic G/L
postings here.
The Post Internal Transfer Adjustments display on the
screen listing the G/L posting adjustments that should be made to
the General Ledger to handle the difference in the posted inventory
cost from the time of the transfer and the actual inventory cost
from the purchase information.
The Product #, Transfer #, Quantity, Adjustment amount, the G/L
account, From division, To division and date display.
Click EXP/CON or press <F9> to view the
Transfer Cost and the New Cost.
This information cannot be changed, however transactions can be
deleted and not posted.
Accept the information and close the window.
The options to process the Transfer Adjustments include:
If the transfer has not yet been posted in Post Inventory Transfers and the costs are different on the A/P invoice, it does not appear on this adjustment report. Instead it sets the transfer cost to the new average cost.
Note: The A/P Transfer Adjustment does not apply for re-rent items that were ordered using the P.O./Contract link as outlined in Contract/Purchase Order Link Overview.
Error Conditions When Posting:
When Post A/P Invoices is initiated, all invoices are
checked before posting. If any errors are identified in the
information, the posting process will be aborted.
The problem invoices must be deleted or corrected before posting
will be successful. To find the errors, check the Purchases
Journal.
Invalid G/L Account:
Invalid Tag On Line:
Invalid Division:
Invalid currency:
Duplicate Invoice:
Posting rollback:
Posting Control:
The Post A/P Invoices program is designed to be run by one
operator at a time per batch.
Locking will occur if another operator attempts to run the program
at the same time, or if the first operator did not exit the posting
program correctly.
A Posting Control Information warning
will appear on the screen preventing the second operator from
proceeding, and only operators with Security
Role permission to reset the A/P Invoices flag will have
access to the RESET button that unlocks the
program.
Whenever the posting control flag for A/P Invoices is reset, a
record is written to the Delete Log for
the Function APVI91A.
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