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Sage MAS 90 and 200 ERP Setting Up Accounts Payable
Sage MAS 90 and 200 ERP Setting Up Accounts Payable
MS9SAPS13
NOTICE
This document and the Sage MAS 90 and 200 software may be used only in accordance with the accompanying Sage MAS 900 and 200 End User License Agreement. You may not use, copy, modify, or transfer the Sage MAS 90 and 200 software or this documentation except as expressly provided in the license agreement. Visit our website at www.SageU.com, or call 1-800-944-4299 to learn about training classes that are added throughout the year. Information in this document is intended solely as general information with respect to common business issues and is not to be construed as professional advice. It is always best to consult a tax or accounting professional for all tax and account related questions. THE INFORMATION HEREIN IS PROVIDED AS IS AND ALL WARRANTIES ARE EXPRESSLY DISCLAIMED, INCLUDING BUT NOT LIMITED TO ANY WARRANTY: OF MERCHANTABILITY; OF FITNESS FOR ANY PARTICULAR PURPOSE; OF NON-INFRINGEMENT OF ANY PROPRIETARY RIGHT OF ANY THIRD PARTY IN ANY COUNTRY; OTHERWISE ARISING OUT OF ANY PRODUCT, PROPOSAL, SPECIFICATION OR SAMPLE; AND ANY WARRANTY THAT THE DOCUMENT IS ERROR FREE. No license, express, implied, by estoppel or otherwise, to any intellectual property right is granted by this document. Sage Software may make changes to the information in this document at any time, without notice. Recipient is solely responsible for assessing the suitability of the information and assumes all risk of use. 2010 Sage Software, Inc. All rights reserved. Sage, the Sage logos, and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated entities. All other trademarks are the property of their respective owners. 03/2010
Contents
Welcome and Introduction..................................................... 1 Integration.............................................................................. 3 The Company ........................................................................ 4 Setup and Defining Parameters ............................................. 5 What You Need ..................................................................... 6 Accounts Payable Options..................................................... 8 Divisions.............................................................................. 14 Bank Code Maintenance...................................................... 15 Terms Code Maintenance.................................................... 16 Sales Tax ............................................................................. 17 Memo Manager Maintenance.............................................. 20 Converting from Another Accounts Payable System.......... 23 Linking Accounts Payable to Accounts Receivable............ 24 Lab....................................................................................... 26 Challenge Questions.............................................................. 27 Summary................................................................................ 28 Appendix A Challenge Answers ....................................... 30 Appendix B Accounts Payable Setup Wizard ................. 31
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Lesson 1
Note: Information in this curriculum pertains to Sage MAS 90 and 200 ERP and Sage MAS 90 and 200 Extended Enterprise Suite. Although these programs have a common architecture, some features vary depending on the product implemented. This training curriculum focuses on the features available in Sage MAS 90.
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Integration
Accounts Payable can operate on a stand-alone basis or it can integrate with other modules. When integrated with the following modules, common information is shared. General Ledger Accounts Payable posts all journal entries to General Ledger following the printing/ previewing and updating of the Daily Transaction Register. Common Information Common Information provides a common access point for tasks shared by Accounts Payable but the data is maintained by company. Bank Reconciliation System-generated or manually entered checks post to Bank Reconciliation from Accounts Payable during the check register update process. Purchase Order Purchase Order is used in conjunction with Accounts Payable and Inventory Management to integrate the purchasing, inventory, and payable functions. You can record Accounts Payable invoices in Purchase Order when receiving items. Inventory Management If Accounts Payable and Inventory Management are activated for a company, these two modules are automatically integrated. You can assign multiple vendors to each inventory item. The vendor information is used to sort all inventory reports. Job Cost When integrating with Job Cost, the Invoice Data Entry and Manual Check Entry tasks request job number and cost code distribution information for each invoice entered.
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The Company
Superior Bicycle, Inc. (SB1) is a wholesale distributor of bicycles and accessories. They use Accounts Payable to track vendor purchases and payments. Some vendors receive 1099s Payables post to General Ledger based on the companys two locations: North and South
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Activity
If you are not currently logged on to Sage MAS 90 and the SB1 company, log on to the program and the company now. 1. From the Sage Software program group, select Sage MAS 90 > MAS 90 Desktop. 2. Enter RMD as the user and click OK. 3. If the Status Bar does not display the company as SB1, click the company name and select SB1 in the MAS 90 Select Company window. 4. If the Status Bar does not display the module as Accounts Payable, click the module name and select Accounts Payable in the Switch to Module window. 5. Verify the accounting date for Accounts Payable is 04/30/10. If you need to change this date, click the date on the Status Bar to access the MAS 90 Change Accounting Date task.
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Lesson 2
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Division Maintenance
*Tasks are also available on the Common Information Main menu **Tasks are located on the Library Master Setup menu
Vendor Maintenance
Daily Processing
Figure 1
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Main Tab
Use the Main tab to define key information for such areas as divisions, current period and fiscal year, sales tax, 1099 reporting, and integration.
Figure 2
Select the Sales Tax Reporting check box to track sales tax history information in Accounts Payable and perform sales tax calculations in Accounts Payable and Purchase Order. If cleared, the remaining sales tax related fields and all references to sales tax reporting are disabled in Vendor Maintenance and Invoice Data Entry.
Select the Display Invoices with Zero Balance check box to automatically display invoices with zero balances on the Invoices tab in Vendor Maintenance. If cleared, invoices with zero balance are excluded from displaying in Vendor Maintenance.
Select the 1099 Reporting check box if your company prints 1099 forms for nonemployees or for individuals receiving dividends or interest payments. The 1099 calendar year on your system does not increment until 1099 forms are printed. Clear this check box if your company does not print 1099 forms. Certified Student Course Curriculum - Version 13.0
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Additional Tab
Use the Additional tab to define how to post to General Ledger, how many days to retain paid invoices, and the format to use for posting documents to General Ledgers.
Figure 3
At the Post to General Ledger section, you can select to post transactions for invoices, cash and expense, and checks in detail or summary to General Ledger. At the Days to Retain Paid Invoices field, enter the number of days to retain paid invoices. Invoices paid on or before the number of days entered are purged automatically during period-end processing.
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Entry Tab
Use the Entry Tab to determine if batch processing is used in Invoice Data Entry and Manual Check Entry.
Enter a default bank code to use in Manual Check Entry, Check Printing, and Payment History Inquiry.
Figure 4
Enabling batch processing for Invoice Data Entry and Manual Check Entry allows
you to create batches of transactions for updating purposes. Batches can post one at a time, allowing different posting dates, or all together using the same posting date for all batches.
Select the Calculate Sales Tax in A/P Data Entry check box to calculate sales tax in Accounts Payable data entry tasks. This field is available only if the Sales Tax Reporting check box is selected. Select the Expense Freight Separately check box to post the freight amount entered during data entry to the Freight Expense account entered in Division Maintenance. Clear the check box to post the freight amount to the vendors general ledger expense account. Select the Increment Next Check No. When Changed During Printing check box to increment the next check number in Bank Code Maintenance from the last number used, if the check number in Manual Check Entry was changed during a quick-print process. Select the Display Warning When Past Discount Due Date check box to display a warning message if you select an invoice with a past discount due date in Check Maintenance and Manual Check Entry. Certified Student Course Curriculum - Version 13.0
Copyright 2010 Sage Software, Inc. All rights reserved.
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Printing Tab
Use the Printing Tab to determine how journals print and if you are required to print invoices and statements.
This field is enabled if the Sales Tax Reporting and Calculate Sales Tax in A/P Data Entry check boxes are selected.
Figure 5
Select the Sort Invoice Registers by Vendor Name check box to sort information on the Invoice Payment Selection Listing based on the vendor name and not the vendor ID. This field is only available if Accounts Payable is not integrated with Job Cost.
At the Print G/L Account Description on Registers field you can select to default the full general ledger account description, no general ledger account description, or only the first 30 characters of the general ledger account description on the registers. This field applies to the Invoice Register, Manual Check Register, and Check Register.
The Print G/L Account Description on Register field does not apply to the
Accounts Payable Recap by Division registers. The Recap registers will always print the full general ledger account description. Select the Print Tax Detail on Registers check box to control whether the total sales tax amount and the sales tax amount for each tax code prints on the Invoice Register and Manual Check Register. Page 11
History Tab
Use the History tab to determine how long to retain historical information for vendors and transactions.
Determines if changes to the vendor in Vendor Maintenance are tracked. The options available include: None, All, Deletions, Additions, and Changes.
Determines how long to retain vendor history and 1099 payment history.
Figure 6
Select the Include Sales Tax and Freight in Vendor Purchase History check box to include sales tax and freight posted in Accounts Payable or Purchase Order to the Vendor Inquiry Period to Date and Year to Date purchase history fields. Clear the check box if you do not want to include sales tax and freight posted. At the Years to Retain Vendor History field, you can retain vendor purchases for a minimum of two years and a maximum of 99 years. At the Years to Retain 1099 Payment History field, you can select the number of calendar years to retain 1099 payment history; allowing you to maintain information for multiple years. You can retain a minimum of two years and a maximum of 99 years.
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Activity
1. From the Setup menu, select Accounts Payable Options. 2. Click the Additional tab. 3. Select the Check Register in Detail check box and select Yes at the Apply Changes to Remit to Address field. 4. Click the Entry tab and select the following options: The Enable check box for Invoice Data Entry The Increment Next Check No. When Changed During Printing check box
5. Click the Printing tab. 6. Select the Sort Invoice Registers by Vendor Name and Print Tax Journal in Detail check boxes. 7. Click the History tab. 8. At the Vendor Changes to Track field, select All. 9. Enter 5 as the number of years to retain vendor and 1099 payment history. 10. Click Accept to save the information and close the window.
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Divisions
Divisions can stand for such things as branches and profit centers within a company and are used to classify and group vendors and payable transactions for reporting purposes. The system uses division information when determining general ledger postings.
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Division Maintenance
Use Division Maintenance on the Setup menu to define divisions. Every company must define at least one division, even if the Accounts Payable Divisions check box is cleared in Accounts Payable Options.
Available when the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.
Figure 7
Assign a number from 00 to 99 as the division number. You must assign each vendor to a valid division code if you selected the Accounts Payable Divisions check box in Accounts Payable Options. At the Cash Account field, select the cash account for a division of vendors that will override the cash account assigned in Bank Code Maintenance. missing or invalid general ledger account errors when updating.
You must enter an Accounts Payable and Discounts Earned account to avoid
Note: When posting checks, the program checks Division Maintenance for a cash account. If no account was defined, the program uses the cash account selected for the bank code in Bank Code Maintenance. Default Division Page 14 Division number 00 is predefined by the system. Companies with no divisions must enter the appropriate general ledger accounts under division 00. Certified Student Course Curriculum - Version 13.0
Copyright 2010 Sage Software, Inc. All rights reserved.
Enter the next check number to use for this bank code. This number increments automatically each time a check is issued for this bank code.
Figure 8
Bank code A is always the default bank account and you cannot delete this bank code. You should assign your primary bank account to this code. Bank codes are defined just once for all modules within one company. You can create and maintain bank codes in Accounts Receivable, Accounts Payable, Bank Reconciliation, Payroll, and Common Information.
Beginning balances for bank codes are entered only in Bank Reconciliation. After a bank code is defined and the integration to Bank Reconciliation is
selected, transactions using a bank code are updated to Bank Reconciliation. Note: You can print the address defined for the bank account and the MICR encoded bank account on blank check stock by modifying the actual check form. Click the Designer button to modify the form.
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Figure 9
During invoice entry, discount amounts are calculated automatically and invoice and discount due dates display based on the assigned terms code. when entering an invoice in Invoice Data Entry. You can automatically create new terms codes while in Invoice Data Entry. You cannot delete the 00 terms code but you can change the description.
Although terms codes are preassigned to vendors, you can change the terms code
A default terms code of 00 is established for vendors with invoices due on receipt. The Minimum Days Allowed field enables the proper calculation of the discount due date when the Day of the Month check box is selected.
Activity
Add a new terms code. 1. From the Setup menu, select Terms Code Maintenance. 2. Add code 04 with a description of 3% 10 DAYS, NET 30 DAYS. The due date is 30 days from the invoice date. Enter 30 at the Days before Due field. A 3 percent discount is available if the invoice is paid within 10 days. Enter 3 at the Discount Rate field.
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Sales Tax
You can define sales tax information for use in Accounts Payable and Purchase Order, allowing the calculation of sales tax on invoices and purchase orders. Four tasks are used when defining sales tax information: Sales Tax Class Maintenance, Sales Tax Code Maintenance, and Sales Tax Schedule Maintenance. All tasks are located on the Setup menu in Library Master and affect all companies. Sales Tax Account Maintenance is located on the Setup menu in Accounts Payable and the Main menu in Common Information and affects only the current active company.
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Note: Sales tax is only calculated on invoices if the Calculate Sales Tax in A/P Data Entry check box is selected in Accounts Payable Options.
Figure 10
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Note: The accounts defined at this task take precedence over the accounts assigned in Division Maintenance. Certified Student Course Curriculum - Version 13.0
Copyright 2010 Sage Software, Inc. All rights reserved.
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Note: Settings are also defined using Memo Manager Maintenance in Common Information.
The Module field defaults to Accounts Payable. You cannot change the module for this task in Accounts Payable.
Lists the memo types entered for the module selected. The memo types currently available for Accounts Payable are: Vendor, Invoice, Repetitive Invoice, and Invoice History.
Click Copy to copy memo settings from one security role to another. You cannot change the module or memo type when copying information.
Figure 14
Role
At the Role field, select the role for the memo options you are defining. The roles available include a default selection for all users and any roles defined in Role Maintenance. The Role field is only available if security is enabled. If security is not enabled, the settings defined are applied to all users accessing the program. selected from the role providing the least amount of restriction. Page 20 Certified Student Course Curriculum - Version 13.0
Copyright 2010 Sage Software, Inc. All rights reserved.
If a user is assigned to multiple roles in the same company, the memo option is
The actual memos displayed are determined when creating each memo. Purge
Click Purge to purge memos from the company based on a selection criteria defined in the Purge Memos window. For example, you can define a selection criteria that purges memos with an expiration date prior to 05/31/09.
You can create a selection criteria based on any or all of the fields listed.
The Value fields available are based on the operand selected. For example, if you select Range as the operand, you must enter a starting and ending value.
The options available at the Operand field include: All, Begins with, Ends with, Contains, Less than, Greater than, Range, Equal to, and Not Equal to.
Figure 15
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Activity
Define specific settings for the Default role in Memo Manager Maintenance. 1. From the Setup menu, select Memo Manager Maintenance. 2. Select Vendor as the memo type and Supervisor as the role. 3. Select information as displayed in the figure below.
Figure 16
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Figure 17
This task is available only if Accounts Receivable is activated for this company.
Vendor and Customer Link Maintenance also requires an established vendor list.
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Lab
The purpose of this lab is to review the information learned in the previous topics and to provide experience setting up Accounts Payable. Page numbers are provided to aid you in referring back to the appropriate topics. Complete all steps in this exercise and accept all defaults unless otherwise instructed.
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In this exercise, you will define settings using various tasks in the LAB company. If you are not in company LAB, switch to that company now. The accounting date is 04/30/10. 1. Make the following modifications to the setup options in Accounts Payable. (page 8) Invoice comments posted to General Ledger should include the vendor number, invoice number, and detailed comment. Select to default the bank code to the last bank code used in a task. Select to print the Tax Journal in a detailed format. Select to track only new vendors added and the information is tracked in detail. The terms code is 04 and the description is DUE IN 10 DAYS. The full amount is due in 10 days from the invoice date and there is no discount.
2. Create a new terms code based on the information below. (page 16)
3. Verify account 670-00-000 is defined as the accounts payable sales tax account for the CA and CA OR tax codes. If not created, add the account. (page 17)
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Challenge Questions
1. What is the purpose of defining divisions? ________________________________________________________________ ________________________________________________________________ 2. How long can the system retain paid invoices? ________________________________________________________________ 3. What is the purpose of selecting the Sales Tax Reporting check box in Accounts Payable Options? ________________________________________________________________
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Summary
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Appendix
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The following topic is included in this Appendix: Appendix A Challenge Answers Appendix B Accounts Payable Setup Wizard
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1. What is the purpose of defining divisions? Answer: Divisions can stand for branches and profit centers within a company. They are also used to indicate general ledger posting accounts for accounts payable and discounts earned and to classify and group vendors and payable transactions for reporting purposes. 2. How long can the system retain paid invoices? Answer: Up to 999 days 3. What is the purpose of selecting the Sales Tax Reporting check box in Accounts Payable Options? Answer: To enable the sales tax features and track sales tax history in both Accounts Payable and Purchase Order.
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The Accounts Payable Setup Wizard is designed to aid in the set up of Accounts Payable for a new company. The Accounts Payable Setup Wizard provides you with several options for defining information for divisions, determine how to post invoices and checks, define the sales tax and 1099 payments, and define the current period and fiscal year. You cannot access tasks in Accounts Payable without first completing the Accounts Payable Setup Wizard. To access the Accounts Payable Setup Wizard, click Yes when prompted to set up the module for a new company. Click No to return to the Desktop. The options available in this wizard are the same as discussed in the previous lesson. Refer to the previous lesson for additional information on these options.
Use the following steps when defining information in the Accounts Payable Setup Wizard. Note: The figures display information for a new company called AP1. 1. From the Welcome page, users can access detailed Help on how to set up Accounts Payable. This includes information on basic concepts and the steps to complete when setting up Accounts Payable for a new company.
Figure 18
The Set Up Accounts Payable for a New Company link is the only Help available in the wizard.
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2. Click Next. Use the Define Your Vendor Configuration page to determine if divisions are used, if aging invoices by days or month, and the value for each aging category.
Figure 19
3. Click Next. Use the Define Sales Tax and 1099 Reporting Options page to define how to report sales tax and 1099 payments.
Figure 20
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4. Click Next. Use the Define Data Entry Options page to determine how invoices and checks are entered in the program.
Figure 21
The selections on this page correspond to the new options available on the Entry tab in Accounts Payable Options. The Do you want to display a warning for invoices past the discount due date check box corresponds to the new Display Warning When Past Discount Due Date check box on the Entry tab in Accounts Payable Options. The batch entry selections correspond to the new Batch Processing options on the Entry tab in Accounts Payable Options. After completing the wizard, you can define additional information in Accounts Payable Options.
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5. Click Next. Use the Define General Ledger Posting Options page to determine how to post invoices and checks to General Ledger.
Figure 22
6. Click Next. Use the Configure Additional Options page to define miscellaneous settings and to indicate how to account for discounts.
Figure 23
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7. Click Next. Use the Completing the Accounts Payable Setup Wizard page to review information regarding the selections made throughout the wizard.
Figure 24
If any of the information is incorrect, click Back to return to the appropriate pages in the wizard to make the changes. Printing the Wizard Listing is ideal if several people are responsible for verifying the information entered before completing the setup process. If the Accounts Payable Setup Wizard is cancelled at any point, the setup process is not considered complete and any settings defined are ignored.
Note: You can modify selections made in the wizard using the appropriate tasks on the Setup menu.
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