Sage Pro 2011 Accounts Payable User Guide

Accounts Payable
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ii Sage Pro ERP

◆
Table of Contents
Overview
Introduction ............................................................................................ 3
Getting Started ........................................................................................ 4
Before You Start ................................................................................................ 4
Using This Documentation ............................................................................. 5
Using Online Help ........................................................................................... 6
Accounts Payable Setup Checklist ................................................................ 6
Understanding Accounts Payable ....................................................... 8

Introduction ...................................................................................................... 8
Setting Up Vendor Records ............................................................................ 8
Setting up Checking Accounts ..................................................................... 16
Changing the Check Format ......................................................................... 17
Entering Invoices ............................................................................................ 17
Using Bank Reconciliation ............................................................................ 18
Setup and Maintenance

Starting Accounts Payable .................................................................. 21
Introduction .................................................................................................... 21
Starting the Program ..................................................................................... 22
Logging On ..................................................................................................... 22
Selecting a Company ..................................................................................... 23
Setting Up Accounts Payable ............................................................. 25

Introduction .................................................................................................... 25
Changing Setup Information ........................................................................ 25
Company Default Accounts ......................................................................... 36
Deleting a Company ...................................................................................... 38
Deleting an Application ................................................................................ 38
Vendors .................................................................................................. 39
Introduction .................................................................................................... 39
Adding Vendors ............................................................................................. 40
One-Time Vendors ......................................................................................... 64
Accounts Payable iii

◆ Table of Contents
Changing Vendor Information .................................................................... 65
Vendor Payment Terms ...................................................................... 67

Checking Accounts .............................................................................. 75
Introduction .................................................................................................... 75
Entering Checking Accounts ........................................................................ 76
Changing Checking Account Information ................................................. 77
Deleting Checking Accounts ........................................................................ 78
Maintaining Balances .................................................................................... 78
Entering Beginning Bank Balances .............................................................. 79
Entering Beginning Balances .............................................................. 81

Introduction .................................................................................................... 81
Detail Method ................................................................................................. 81
Balance Forward Method ............................................................................. 82
Entering Debit Balances ................................................................................ 83
Linking with General Ledger ............................................................. 84

Introduction .................................................................................................... 84
How Does Linking Work? ............................................................................ 84
Setting up the Link ........................................................................................ 85
Entering Default Accounts ........................................................................... 87
General Ledger Link Settings ....................................................................... 90
Fiscal Calendars ............................................................................................. 93
Sessions ........................................................................................................... 95
Transaction Examples ................................................................................... 95
Tracking Inventory and Account Activity ............................................... 101
Changing the Check Form ................................................................ 104

Introduction .................................................................................................. 104
Editing Settings ............................................................................................ 105
Editing the Form .......................................................................................... 107
Changing the System Date ................................................................ 117

Using a Past Date ......................................................................................... 117
Using a Future Date ..................................................................................... 117
Accessing Visual FoxPro ................................................................... 118

Entering Database Commands .................................................................. 118
iv Sage Pro ERP

◆
Quitting Accounts Payable ............................................................... 120

Transferring to Another Sage Pro ERP Application ............................... 120
Exiting to Windows ..................................................................................... 120
Backing Up Your Data ................................................................................. 121
Transactions
Payables ............................................................................................... 125
Introduction .................................................................................................. 125
Entering Payables ......................................................................................... 126
Entering a Debit Memo ............................................................................... 154
Redistributing Landed Costs ...................................................................... 155
Entering Refunds ......................................................................................... 161
Inter-Company Redistributions ................................................................. 162
Changing or Voiding Payables ......................................................... 165

Editing the Header ....................................................................................... 166
Editing the Distribution Lines .................................................................... 168
Voiding Payables ......................................................................................... 171
Invoicing Purchase Order Receipts ................................................. 174

Introduction .................................................................................................. 174
Entering Header Information ..................................................................... 175
Selecting Items to Pay .................................................................................. 179
Invoicing Multicurrency Receipts ............................................................. 183
Distributing the Invoice .............................................................................. 186
Recurring Payables ............................................................................. 187

Introduction .................................................................................................. 187
Setting up a Recurring Payable .................................................................. 188
Deleting Recurring Payables ...................................................................... 197
Generating Recurring Payables ................................................................. 198
Approving for Payment .................................................................... 200

Approving Invoices for Payment .............................................................. 205
Manual Checks and Non-Check Payments .................................... 209

Introduction .................................................................................................. 209
Entering a Manual Payment Invoice ......................................................... 210
Accounts Payable v
Paying Invoices with a Manual Payment ................................................. 212
Applying Debits ................................................................................. 218

Printing Checks .................................................................................. 221
Introduction .................................................................................................. 221
Printing the Checks ..................................................................................... 222
Reprinting Checks ....................................................................................... 230
Recovering Checks ...................................................................................... 232
Entering Direct Payments ................................................................. 235

Prepayments ....................................................................................... 239
Introduction .................................................................................................. 239
Printing a Prepayment Check .................................................................... 240
Entering an Invoice after a Prepayment ................................................... 243
Voiding Checks and Direct Payments ............................................ 244

Voiding Checks or Direct Payments ......................................................... 244
Voiding Invoices .......................................................................................... 250
Closing Unbilled Purchase Order Receipts .................................... 252

Reconciling Bank Accounts .............................................................. 257
Introduction .................................................................................................. 257
Updating the Bank Reconciliation ............................................................. 258
Entering Manual Deposits and Charges .................................................. 278
Entering Bank Transfers ............................................................................. 280
Finalizing the Reconciliation ...................................................................... 282
Purging Bank Reconciliation ...................................................................... 283
Releasing Information to General Ledger ...................................... 284

Introduction .................................................................................................. 284
Out-of-Balance Postings .............................................................................. 285
Receiving Link Information into General Ledger ................................... 286
Revaluation ......................................................................................... 287

Introduction .................................................................................................. 287
Running the Revaluation ............................................................................ 289
Adjusting Payment for Customer Sales .......................................... 291
vi Sage Pro ERP

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Closing the Period or Year ................................................................ 300

Introduction .................................................................................................. 300
Pre-Closing Checklist .................................................................................. 301
Period and Year Closing ............................................................................. 304
Closing the 1099 Year ......................................................................... 308

1099 Forms ........................................................................................... 310
Introduction .................................................................................................. 310
Writing to a Disk File ................................................................................... 311
Printing 1099 Forms ..................................................................................... 316
Modifying 1099 Forms ................................................................................ 320
Reports
Selecting the Output Destination ..................................................... 327
Introduction .................................................................................................. 327
Option Grids ................................................................................................. 327
Displaying Reports ...................................................................................... 329
Printing or Exporting Reports .................................................................... 333
Setting up a Continuous-Forms Printer .................................................... 346
Customizing Report Option Grid .................................................... 348

Introduction .................................................................................................. 348
Maintaining Custom Filter and Custom Order ....................................... 348
Header Fields ................................................................................................ 351
Filter Tab Fields ............................................................................................ 352
Sort Tab Fields .............................................................................................. 354
Criteria Tab Fields ........................................................................................ 357
Notes Tab Fields ........................................................................................... 359
Building and Applying Custom Filter ...................................................... 360
Header Fields ................................................................................................ 361
Detail Fields .................................................................................................. 362
Storing Option Grid Preferences ...................................................... 364

Introduction .................................................................................................. 364
Maintaining a Preference Set ...................................................................... 364
Loading a Preference Set ............................................................................. 369
Resetting Options ......................................................................................... 370
Accounts Payable vii

Customizing Reports ......................................................................... 371

Overview ....................................................................................................... 371
Creating Custom Reports ........................................................................... 372
The Visual FoxPro Report Designer .......................................................... 380
Inquiries ............................................................................................... 386

Introduction .................................................................................................. 386
Displaying Inquiries .................................................................................... 386
Printing Inquiries ......................................................................................... 388
Accounts Payable Sample Reports .................................................. 391

Aged Payables (Forecast) ............................................................................ 392
Aged Payables (Past Due) .......................................................................... 395
Approved to Pay .......................................................................................... 398
Bank Reconciliation ..................................................................................... 400
Cash Requirements ...................................................................................... 402
Check Register .............................................................................................. 404
Credit Card Transactions ............................................................................ 406
Direct Payment Register ............................................................................. 408
Discount Report ........................................................................................... 410
Distribution by Value .................................................................................. 412
Inter-Company Transactions ..................................................................... 414
Invoice Register ............................................................................................ 416
1099 Register ................................................................................................. 418
Invoice Applications/Payments ................................................................ 420
Master AP Journal ....................................................................................... 422
Multiple VAT Detail Report ....................................................................... 424
PO Cost Variances ....................................................................................... 426
AP-PO Audit Trail ....................................................................................... 428
Recurring Payables ...................................................................................... 430
Revaluation Projection Report ................................................................... 432
Remit-to Address ......................................................................................... 434
Selected AP Journal ..................................................................................... 436
Unbilled PO Receipts .................................................................................. 438
VAT Distribution ......................................................................................... 440
Vendor Direct Payment Status ................................................................... 442
Vendor File ................................................................................................... 444
viii Sage Pro ERP

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Labels and Inquiries

The Business Status Report ............................................................... 449
Introduction .................................................................................................. 449
Current Tab ................................................................................................... 450
Daily Report Tab .......................................................................................... 459
Statistics Tab ................................................................................................. 461
Manual Forecast Tab ................................................................................... 463
Labels ................................................................................................... 464

Introduction .................................................................................................. 464
Choosing the Label Size .............................................................................. 465
Labels as Entered ......................................................................................... 468
Labels for One Record ................................................................................. 469
Selected Labels .............................................................................................. 471
Labels for All Records ................................................................................. 474
Modifying the Label Form .......................................................................... 477
Vendor Inquiries ................................................................................. 480

Introduction .................................................................................................. 480
History Inquiry ............................................................................................. 481
Payables Inquiry ........................................................................................... 484
Checks and Payments Inquiry ................................................................... 484
Orders Inquiry .............................................................................................. 485
Receipts Inquiry ........................................................................................... 486
Credit Card Transactions Inquiry .............................................................. 487
Index
Accounts Payable ix
x Sage Pro ERP

Overview
Introduction ________________________________________________3
Getting Started ______________________________________________4
Understanding Accounts Payable ______________________________8
Overview
Overview
Introduction ◆
Introduction
Sage® Pro ERP™ Accounts Payable is a complete
computerized accounts payable system. It turns your old
paper-and-pencil records—everything from individual
payables entries to your check register and accounts
payable reports—into a fast, flexible, and comprehensive
accounting system.
First, you set up your company records and enter all of

your vendor information. Then you enter new invoices
and payments daily. Accounts Payable performs
payment discount calculations for you.
Later, you can print checks, reconcile your checking

accounts, or print accounts payable reports that you can
adapt to your specific needs. When you’re ready to close
an accounting period for Accounts Payable, you can do
so through System Manager.
Accounts Payable links directly to two other Sage Pro

ERP applications: General Ledger and Purchase Orders.
When Accounts Payable is linked to General Ledger,
information from all of your payables transactions is
transferred to General Ledger.
If you have Purchase Orders installed for the same

company as Accounts Payable, you can automatically
create payable invoices from your purchase order
receipts.
Accounts Payable 3
◆ Overview
Getting Started
This section contains information on the following
topics:
• “Before You Start,” following
• “Using This Documentation” on page 5
• “Using Online Help” on page 6
• “Accounts Payable Setup Checklist” on page 6
Before You Start

To install Accounts Payable and the rest of your
accounting system, see your Installation Guide and User
Guide.
The Installation Guide contains the following chapters:
• “Getting Started” includes information about

registering the program, installing Doc on Disk, and
system recommendations.
• “Installing Sage Pro ERP” includes instructions for

completing a new installation of Sage Pro ERP.
• “Converting from Sage Pro ERP” includes

instructions on converting data from earlier Sage Pro
versions.
• “Converting from VisionPoint” includes information

on converting an ACCPAC VisionPoint installation
to a Sage Pro installation.
4 Sage Pro ERP

Getting Started ◆
• “Getting Assistance” includes information about

working with your Solution Provider, Technical
Support, and Professional Services. This chapter also
includes your software License and Warranty
Agreement.
The User Guide contains the following chapters:
• “Doc on Disk” provides instructions on using the

Documentation on Disk.
• “Working With Sage Pro” includes information

about moving within the program and using Sage
Pro system utilities.
• “Visual FoxPro Error Listing” includes a list of

Visual FoxPro error messages.
• “Sample Data” includes comprehensive lists of the

data provided with the sample company.
• The glossary includes definitions of terms used in

this and other Sage Pro documentation.
Using This Documentation

This documentation consists of four chapters, an
appendix and an index:
“Overview,” beginning on page 1: Explains basic

concepts behind the program and gives you background
information to help you get the most from the program
and the manual.
“Setup and Maintenance,” beginning on page 19:

Explains how to start the program and set up your
company’s information, including vendors and checking
accounts. Instructions for entering beginning balances
and linking to General Ledger are also included.
Accounts Payable 5
◆ Overview
“Transactions,” beginning on page 123: Contains

detailed instructions for the day-to-day operation of the
program, including printing checks and 1099 forms,
releasing information to General Ledger, and generating
recurring payables.
“Reports,” beginning on page 325: Explains how to print

and display program information and contains a sample
of each Accounts Payable report.
“Index,” beginning on page 489.
Using Online Help

Online help consists of the following:
• Sage Pro ERP Help: This option on the Help menu

contains information to assist you in running the
programs. To view the online help main menu, select
Help Sage Pro ERP Help.
☞ You can also access Sage Pro help by clicking the

Help icon on the toolbar.
• Context-Sensitive Help: Press <F1> at any point in

the program to get instant program help for the
current screen, data field, or task you are
performing.
Accounts Payable Setup Checklist

Use the checklist below as a guide to setting up Accounts
Payable.
✓ Install Sage Pro ERP. See your Installation Guide for

instructions.
6 Sage Pro ERP

Getting Started ◆
✓ If you are converting from a previous version of the

Accounts Payable, see the additional installation and
conversion instructions in your Installation Guide.
✓ Add a company through System Manager and assign

Accounts Payable as an application, entering your
Accounts Payable company setup information.
✓ Enter information about each vendor with which

your company does business (See “Vendors” on
page 39).
✓ Enter information about your checking accounts (See

“Checking Accounts” on page 75).
✓ Enter your beginning balances (See “Entering

Beginning Balances” on page 81).
✓ Change the check printing format to match your

company’s checks (See “Changing the Check Form”
on page 104).
✓ Link to General Ledger, if necessary (See “Linking

with General Ledger” on page 84).
✓ Practice with the program features using

Professional Software’s sample data in the Sample
Data section.
Accounts Payable 7
◆ Overview
Understanding Accounts Payable

This section provides the following topics to help you
understand Accounts Payable:
• “Setting Up Vendor Records,” following
• “Active vs. Inactive Status” on page 15
• “Setting up Checking Accounts” on page 16
• “Changing the Check Format” on page 17
• “Entering Invoices” on page 17
• “Using Bank Reconciliation” on page 18
Introduction
Before you can add and set up a new Accounts Payable
company, you must install the application. See your
Installation Guide for complete information. If you have
already used a previous version of Accounts Payable,
you may not have to set up your company’s records
again.
We provide data conversions for many previous

versions of Accounts Payable, as explained in the
Installation Guide. Once you have installed Accounts
Payable or converted your Accounts Payable data, you
are ready to begin working with the program.
Setting Up Vendor Records

You can enter a record for each vendor your company
uses. These records contain basic information, such as
the vendor’s address, balances, and credit limit.
8 Sage Pro ERP

Understanding Accounts Payable ◆
Collect the following information about each vendor

before you add the record to your vendor file:
• The vendor’s company name, address, and phone

number.
• The vendor’s tax ID number and payment terms.

You may also want to have on hand the discount and
credit limit offered by each vendor.
• The sales tax percentage charged by the vendor.
• If your payments to a vendor are reported to the

Internal Revenue Service on a Form 1099, you need
to specify if the payments are type I (Interest) or M
(Miscellaneous).
• Your year-to-date purchases from and payments to

the vendor, year-to-date discounts taken, 1099
payments and the date and amount of your last
payment. Entering this information is optional but
you can only enter it when you create the record.
Thereafter, the program maintains the values.
Assigning Vendor Codes

You assign a unique code to each vendor in your vendor
file. The vendor code default field width is up to six
characters long and any combination of letters and
numbers.
You can modify the vendor code field width using the
Data Type forms in System Manager. See “Expanding
Field Widths in Sage Pro ERP” on page 11 for more
information.
Accounts Payable 9
◆ Overview
☞ You can expand the vendor code field to up to ten

characters without changing the program screens or
forms. If you want a longer field width, you must use
Customization Manager to modify the forms.
Following is a list of suggestions for creating vendor

codes:
• Do not include Inc., Co., Corp., Consultant, CPA,

Associates, or Enterprises in the vendor code.
• Use the first letter of the first three words in the

company name. For example:
Estes Office SuppliesEOS

California Pool SuppliesCPS
• Use the first three characters in a one word company

name. For example:
EnvirotronicaENV
• Use the first letter of the first word and the first two
letters of the next word if the company name has
two words in its title. For example:
Data HutDHU
• Use the first letter of the first name and the first two
letters of the last name when an individual’s name is
part of the company title. We suggest that you not
use the middle initial in the vendor code. For
example:
Nancy Beagle & CompanyNBE
10 Sage Pro ERP

• Use the first three letters of an individual’s last name

when you use it to determine the vendor code. For
example:
Miles ArcherARC
• Use a number after the letters to distinguish between

two vendors whose names have the same initials. For
example:
Damian Rogers UtilitiesDRU1

Donald Druthers DRU2
☞ Don’t use characters (such as spaces, &, @, [, and so on)

other than letters and numbers in vendor codes.
If you decide to use a numeric system for vendor codes,

we recommend you “pad” all numbers with zeros so that
they are sorted correctly. For example, this is the order in
which padded and unpadded versions of the same
vendor codes appear in reports:
Unpadded
Paladin Resource Group1
Radion Orthographic Design10
Claudia Rodriguez5
Padded
Paladin Resource Group001
Claudia Rodriguez005
Radion Orthographic Designs010
Expanding Field Widths in Sage Pro ERP

Data Type forms in System Manager allow you to
expand the field width for the Customer ID, Vendor,
Item, and State fields in Sage Pro ERP.
Accounts Payable 11
◆ Overview
If you set the length at ten or less (except for the Item
field), all Sage Pro ERP screens will automatically adjust
to the new width. Fields exceeding ten characters are
supported, but you must modify the forms using the
Customization Manager application.
☞ The Item field can be expanded to 20 characters and still

automatically adjust to the new width.
Because some Sage Pro ERP tables store both the

customer and vendor fields in a common field, both
fields should have the same character length.
To expand the width of a field:
1. Open System Manager and select Maintain

Dictionary Data Types. You see the Data Types
Maintenance dialog box:
2. Click the picklist icon and select a Data Type ID

from the list.
12 Sage Pro ERP

Select
• CUSTVEND to modify the field width for the
customer number or vendor code.
• ITEM to modify the field width for the item code.
• STATE to modify the field width for the State field
on customer records.
3. Click Edit, and in the Length field, enter the

expanded character length of the field (you must
enter a number between 1 and 254).
4. After editing the length of the field, you must also

adjust the Edit Mask to reflect the new length. For
example, if you changed the Length field to 10, you
would enter !!!!!!!!!! in the Edit Mask field.
☞ If you do not adjust the Edit Mask field to match the

Length field, you may encounter issues when using the
expanded field length in Sage Pro ERP.
5. When you click Save, you see a message similar to

the following:
Click
• Yes to update the matching fields with the
expanded width length.
• No to save the new field length without updating
the fields.
Accounts Payable 13
◆ Overview
6. If you click Yes, you see a message displaying the

number of fields found and updated. Click OK to
close the dialog box.
7. Select Transaction System Recovery Update

from Data Dictionary. From the list that appears,
press <Spacebar> and select all the applications.
8. Press <Enter> when you are finished selecting. Click

Yes when asked to rebuild indexes, and then Update
to update the Data Dictionary with the new field
length.
9. You can now enter an expanded customer, vendor or

item number, or an expanded state name.
☞ Reports and labels are not affected when you expand the
Length field on Data Type forms. To expand fields on
reports and labels, use the Custom button on the report
option grid. See the “Customizing Reports” section in
the Reports chapter of the appropriate documentation.
Users can scroll to the right to view characters that

exceed the ten character (or 20 for the Item field)
supported field length.
One-Time Vendors
Use the miscellaneous vendor feature to create a payable
invoice for one-time vendors that you don’t want to add
to your vendor file. First, you must enter a code to
identify miscellaneous vendors. The default
miscellaneous vendor code is “MISCL.” Then you must
create a vendor record with this code.
14 Sage Pro ERP

Whenever you create a vendor record for a one-time

vendor, use the miscellaneous vendor code, and enter the
actual address of the vendor for whom you are creating
the order or invoice.
Active vs. Inactive Status

Although you cannot delete vendors or items in Sage Pro
ERP if there are transactions or balances associated with
the record, you can change the status from “Active” to
“Inactive”.
If you change the status of a record to “Inactive,” it is no

longer included in Sage Pro ERP for transaction
processing or included in any picklists used in
transaction screens.
For example, if you enter “Inactive” in the Status field

for customer “ABC1” on the Vendor Maintenance dialog
box, you can no longer enter payables, process orders or
create transactions for “ABC1”.
In addition, “ABC1” is not listed on the data view that

displays if you click on the Search icon next to the
Vendor field.
If you try to enter a transaction for an inactive vendor,

you see a dialog box similar to the following:
A similar message appears for inactive customers, items,

items at location, and item suppliers. Some examples of
why you might want to change status are:
Accounts Payable 15
◆ Overview
• For customers or vendors, if you have not done

business with the customer for a long period of time.
• For items, if the item goes out of stock permanently

or temporarily.
• For item suppliers, if the supplier no longer carries

an item.
• For items at location, if an item is stocked in several

locations and you only want to use one location, you
can inactivate the other location.
☞ Because only active records are retrieved for picklists,

defining appropriate vendors and items as inactive
increases product performance.
When printing reports, you can specify the status (Active

or Inactive) of the customer, vendor, item, item at
location, or item supplier on the report option grid.
Setting up Checking Accounts

Each checking account is contained in a checking
account file. When approving payments, the program
verifies that there is a valid account from which to make
payments.
Each checking account contains the following

information:
• The General Ledger account number for the

checking account (from the chart of accounts, not the
bank number printed on your checks).
• The next available check number.
16 Sage Pro ERP

• The date of the last check issued.
Changing the Check Format

You can print top-stub checks in whatever format your
preprinted checks require. If the default check printing
format isn’t correct, you can change it by selecting
Maintain Check Format.
You only have to do this once, unless you start using a

new kind of check. See “Changing the Check Form” on
page 104 for more information.
The format for printing checks requires both the column

number and line number for each item that is printed on
the check. The column number is the distance from the
left edge of the form where Accounts Payable begins to
print the entry. The line number is the distance from the
top of the page.
Entering Invoices
An invoice is a bill for merchandise or services. Every
service or item of merchandise for which you are billed
should have an invoice.
If you have Purchase Orders, you can create payables

directly from your Purchase Order receiving records.
You can post payables to as many distribution accounts
as you need.
You can also enter debit memos, which are negative

payables that reverse all or part of an invoice amount. If
you have recurring payables-such as rents, utilities, and
other bills that come due on a weekly, monthly, or some
other regular basis-you can enter and post them as
needed.
Accounts Payable 17
◆ Overview
Using Bank Reconciliation

Each time you receive a bank statement, you can update
information about your bank account activity from
Accounts Payable and other Sage Pro ERP applications,
including Payroll.
If Accounts Payable is linked to General Ledger, and you

enter a manual deposit or a charge, the program
prompts you to indicate whether to post the transaction
to GL. If you select Yes, then choose the account to
which the offsetting entry posts.
If you have already entered these deposits or charges as

a General Ledger journal entry, select No to avoid
generating duplicate postings.
18 Sage Pro ERP

Starting Accounts Payable ___________________________________21

Setting Up Accounts Payable _________________________________25
Vendors ___________________________________________________39
Vendor Payment Terms _____________________________________67
Checking Accounts _________________________________________75
Entering Beginning Balances _________________________________81
Linking with General Ledger _________________________________84
Changing the Check Form __________________________________104
Changing the System Date __________________________________117
Accessing Visual FoxPro ____________________________________118
Quitting Accounts Payable __________________________________120
Starting Accounts Payable ◆
Starting Accounts Payable

This section provides information on the following
topics:
• “Starting the Program,” following
• “Logging On” on page 22
• “Selecting a Company” on page 23
Introduction
Before starting the program:
• Install Accounts Payable on your computer or

network (see your Installation Guide).
• Add Accounts Payable to a company in System

Manager (see your System Manager documentation).
☞ If you are upgrading an existing Sage Pro system, see

your Installation and User Guides for instructions.
If you have entered transactions in Sage Pro, changes

made to the setup options may seriously affect these
existing transactions. Please verify that you have no
transactions prior to making changes, or review your
transactions and reports for accuracy after implementing
the changes.
Accounts Payable 21
◆ Setup and Maintenance
Starting the Program

Start Windows and, from the Start menu, select
Programs Sage Pro ERP version 2011 Sage Pro ERP
version 2011.
You cannot run Sage Pro in more than one window on

the same computer.
Logging On
When you log on to your Sage Pro installation, you are
prompted to enter your user ID and password. Select
File Open, and then select Accounts Payable from the
list of installed Sage Pro applications, or select it from
the Application drop-down list on the main toolbar.
If you have only one company using Accounts Payable,

that company loads automatically, and you see the
Accounts Payable main menu. You can select a company
from the Company drop-down list on the main toolbar.
The SBTUSERID Variable

You can set up the Logon screen to automatically
populate the User ID field. To add the SBTUSERID
variable, follow the instructions that correspond to your
operating system.
Windows 2000
1. Right-click the My Computer icon on your desktop.
2. Select Properties Advanced and click

Environmental Variables.
22 Sage Pro ERP

Starting Accounts Payable ◆
3. Add a new variable and enter SBTUSERID in the

Variable Name field. Enter the User ID (for example,
OPER) using upper case only, in the Variable Value
field.
4. Click Save.
The next time you run Sage Pro, the User ID will
populate the Logon screen’s User ID field.
Windows NT
1. Right-click the My Computer icon on your desktop.
2. Select Properties Advanced and click the

Environment tab.
3. Add a new variable and enter SBTUSERID in the

Variable field. Enter the User ID (for example,
OPER) using upper case only, in the Value field.
4. Click Save.
Selecting a Company
If you have more than one company, you see a list for
selecting the company with which you want to work.
After selecting a company, you see the Accounts Payable
main menu.
Once you are in Accounts Payable, you can choose to

work with a different company by selecting
File Company or choosing from the Company drop-
down list on the main toolbar.
Accounts Payable 23
24 Sage Pro ERP

Setting Up Accounts Payable ◆
Setting Up Accounts Payable

This section contains information on the following topics:
• “Changing Setup Information,” following
• “Company Default Accounts” on page 36
• “Deleting a Company” on page 38
• “Deleting an Application” on page 38
Introduction
Before you can enter new company information for
Accounts Payable, you must first add the company and
its applications (including Accounts Payable) in System
Manager. See your System Manager documentation for
information about adding companies and their
applications.
Changing Setup Information

Once you have created a company using System
Manager and added Accounts Payable as an application,
you can enter specific information for your Accounts
Payable company.
Each time you create a company and add Accounts

Payable as an application, you see the Change Accounts
Payable System Information dialog box, below.
After you link Accounts Payable to General Ledger, you

cannot unlink. However, you can change the bank
information, the default accounts, or any other
information on the Change Accounts Payable System
Information dialog box.
Accounts Payable 25
To change setup information, select File Change Setup

Information. You see the Change Accounts Payable
System Information dialog box:
You see the following tabs in the Change Accounts

Payable System Information dialog box:
• “General Information Tab” on page 26
• “The Autonumber Vendor Tab” on page 34
General Information Tab

You see the following fields in the General Information
tab of the Change Accounts Payable System Information
dialog box:
Company/Company Address and Telephone: Displays

the company information.
Bank/Bank Address: Enter the bank information for

your Accounts Payable company.
26 Sage Pro ERP

Omit Company/Bank Name/Address on Checks: Click

this check box to print checks on forms that are
preprinted with your company’s name and address.
Misc Vendor: Enter any five-letter combination that you

want to use for miscellaneous vendors, such as vendors
you use on a one-time basis only. The default
miscellaneous vendor code is “MISCL.”
See “One-Time Vendors” on page 64 for information

about entering one-time vendors.
Omit Printing Master AP Journal: Click this check box if

you do not want to print the Master AP Journal before
closing the period. For more information, see “Master AP
Journal” on page 422.
1099 Warning Begin Date: When a payment of any kind

is made to a 1099 vendor, the payment date is checked to
see if it falls between this date and the 1099 Warning End
Date. If it does, the program displays a warning message
reminding the user to close the 1099 year before
proceeding.
1099 Warning End Date: When a payment of any kind is

made to a 1099 vendor, the payment date is checked to
see if it falls between this date and the 1099 Warning
Beginning Date. If it does, the program displays a
warning message reminding the user to close the 1099
year before proceeding.
Direct Payment Processing Used: This option allows

you to process direct payments in Accounts Payable. The
transaction details are generated in ACH file format,
which can be submitted to the financial institutions for
processing. See “Setting up Direct Payments” on page 29.
Accounts Payable 27
☞ Direct payment is not available for Multicurrency

companies.
Federal Employer ID Number: If you pay

subcontractors, rent, utilities, and so on that require
Form 1099, enter your company’s Federal Employer
Identification Number in this field. The number you
enter here then appears when you print 1099 forms.
Link to General Ledger: If you are using Accounts

Payable for the first time, we recommend that you do
not link your Accounts Payable company to General
Ledger until you have entered your beginning balances.
To set up the link later, select File Change Setup
Information. See “Linking with General Ledger” on
page 84, for complete information.
If you choose not to link, you must still select the

General Ledger company with the account number
structure (or mask) you want to use when entering
default accounts and beginning balances in Accounts
Payable.
You should select the General Ledger company you will

eventually use for linking in order to have the correct
account number structure available.
☞ Once you link Accounts Payable to General Ledger, you

cannot unlink.
GL Company: (Only appears if you selected to link to

General Ledger). Enter the number of the General
Ledger company to which you are linking.
28 Sage Pro ERP

When linked to General Ledger, Accounts Payable uses

the fiscal calendar assigned to that General Ledger
company number to determine posting periods based on
the transaction date.
See “Fiscal Calendars” on page 93 for more information

about using fiscal calendars with Accounts Payable.
Setting up Direct Payments

The EFT (Electronic Fund Transfer) direct payment
feature allows you to process funds using direct payment
instead a paper check. The transactions are transmitted
electronically between financial institutions through data
transmission.
On the Change Accounts Payable System Information

dialog box, select ACH for the Direct Payment
Processing Used option. Once “ACH” is selected, the
Direct Payment command button is enabled.
The Automated Clearing House (ACH) Network is a

nationwide electronic payments system. Using ACH
makes payment processing faster and reduces the paper
trail.
Accounts Payable 29
Click Direct Payment to set up the payment information.

You see the ACH Direct Payment Setup dialog box:
You see the following tabs in the dialog box:
• General Tab, following
• “The Settings Tab” on page 32
The General Tab

You see the following fields on the General tab of the
ACH Direct Payment Setup screen:
Immediate Origin(RTN): Enter the Routing Number of

the ACH Operator or sending point that is transmitting
the file.
Immediate Origin Name: Enter the name of the ACH

Operator or sending point that is transmitting the file.
Immediate Destination(RTN): Enter the Routing

Number of the ACH Operator or receiving point to
which the file is being sent.
30 Sage Pro ERP

Immediate Destination Name: Enter the name of the

ACH or receiving point for which the file is being sent.
Bank Account Number: Enter the account number that

the funds will be drawn from.
Bank Account Type: Select the type of bank account.
Click
• Checking if payment is to be drawn from a
checking account.
• Savings if payment is to be drawn from a savings
account.
Company Discretionary Data: Originators or ODFI’s can

use this field to include personalized codes (one or more)
that enable specialized handling of all subsequent entries
in that batch.
Company Identification: Enter an alphanumeric code

used to identify an Originator. This field is required on
all prenotification records and each entry initiated
pursuant to the prenotification.
The Company Identification code can begin with the
ANSI one-digit Identification Code Designators (ICD),
followed by the identification number. The ANSI
Identification Numbers and related Identification Code
Designators (ICD) are:
1 - IRS Employer Identification Number
3 - Data Universal Numbering Systems (DUNS)
9- User Assigned Number
Accounts Payable 31
The Settings Tab

Click the Settings tab to enter additional ACH
information:
You see the following fields on the Settings tab of the

ACH Direct Payment Setup screen:
Standard Entry Class: Select an entry class code for the

detail lines in the ACH file. The formats are the same
except for the standard entry class displayed on the
batch header (either PPD or CCD).
Select
• PPD for pre-arranged Payment and Deposits.
• CCD for Corporate Credit and Debits.
Carriage Return/Line Feed: Check this option to include

carriage returns or line feeds in the ACH file.
Debit Entry/Offset Records per: Select an option for

including debit entry/offset records.
32 Sage Pro ERP

Select
• Transmission to create debit entry records for the
whole file/transmission.
• Transaction to create debit entry records for every
transaction/detail entry.
• None to transmit the ACH file without creating
debit entry records.
Next Batch Number: Enter the number for the next batch
of payments.
Directory for Transfer Files: Enter the path where the

files to be transmitted are located.
Click Save when you are finished entering the ACH

direct payment information.
☞ See “Adding Direct Payment to a Vendor” on page 61 for

more information.
Accounts Payable 33
The Autonumber Vendor Tab

If this feature is turned on, the system will automatically
generate IDs for new vendors based on a selected
company name:
You see the following options on the Autonumber

Vendor# tab of the Change Purchase Order System
Information dialog box:
Use System Generated Vendor No.: Check this option

to turn on automatic vendor numbering.
If checked, when a vendor ID is not found by the system,

if the user clicks the Add option on the dialog box that
appears, the following message is displayed:
34 Sage Pro ERP

☞ If the user has the privilege to add vendors, the option to

add the vendor is displayed, even if the automatic
numbering feature is turned off. See your System
Manager documentation for information on assigning
user privileges.
Click OK to close the dialog box. After you select a

company, the system will automatically generate the
new vendor ID.
Use to Build ID: Select a schema to use when

automatically generating vendor IDs.
Select
• Characters w/ Integer to use a combination of
characters and integers when automatically
generating vendor IDs. The number of characters
used is based on length of the Vendor ID field. If
you select this option, the remaining fields become
active.
• Digits only to create system-generated vendor IDs
using only digits. When new company is entered,
the system will find the maximum number used in
the system and assign the number +1 preceded by a
zero, as the new company ID.
Max Number of Characters: (Only active if Characters

w/Integers is selected for the ID schema). Enter a number
of characters between 1 and (N-2) to use when
automatically generating vendor IDs, where “N” is the
length of the ID field.
Accounts Payable 35
If you enter a number greater than 4, you see the

following dialog box:
Click OK to close the dialog box and reenter the

maximum number.
Use: Select a character format to use for automatically

generating vendor IDs.
Select
• First Character of Each Word to use the first
character of each word in the selected company
name when autogenerating a vendor ID.
• Characters Starting w/First Word to use the first
word of the selected company name when
autogenerating vendor IDs.
When you are finished defining the autonumber options,

click the Save button to continue.
Company Default Accounts

When you save the information in the Change Accounts
Payable System Information dialog box, you see the
36 Sage Pro ERP

Default General Ledger Distribution Accounts Entry

dialog box:
Enter the default distribution account numbers.
☞ We recommend that you enter all of your vendor

information and beginning balances before you link
Accounts Payable to General Ledger. If you do so, you
can leave these accounts blank until you return to this
dialog box to establish the link. If you enter these default
account numbers before you set up the link, the accounts
cannot be validated against your General Ledger chart of
accounts.
If you are not going to link to General Ledger, you can

enter the default accounts for payables, discounts,
adjustments, checking, and purchase variances.
When you finish entering default distribution account

numbers, click Save.
Accounts Payable 37
Deleting a Company
In order to delete a company, you first delete all
applications that are attached to that company. See your
System Manager documentation for instructions on
deleting a company.
Deleting an Application
To delete only Accounts Payable information for a
company, open System Manager and select Maintain
Companies Companies.
In the Company File Maintenance dialog box, enter or

select the company number, and click Appls. Once the
Installed Applications dialog box displays, enter or select
“AP” in the Application ID field, and click Delete.
38 Sage Pro ERP

Vendors ◆
Vendors
topics:
• “Adding Vendors” on page 40
• “One-Time Vendors” on page 64
• “Changing Vendor Information” on page 65
• “Deleting a Vendor” on page 66
Introduction
Once you have added your Accounts Payable company,
you need to enter information about your vendors.
We recommend that you collect all of the required

information before you sit down to enter it. Read this
section to determine what type of information you’ll
need for each vendor.
☞ It’s important that you enter year-to-date purchase and

payment balances for each vendor, less your current
open balance. You can only enter this information the
first time you create a vendor record; thereafter, the
program maintains these values.
☞ The Vendor Maintenance screen is also available in

Dashboard for Sage Pro ERP. For more information on
Dashboard, please refer to your Dashboard
documentation.
Accounts Payable 39
Adding Vendors
To add a new vendor, select Maintain Vendors. In the
Vendor Maintenance dialog box, select an existing
vendor code, or enter a new code.
When you enter a new vendor code, you see the

following prompt:
Click
• List to see a list of all existing vendor codes.
• Add to add the new vendor code and record.
• Reenter to change the vendor code you entered.
If the Use System Generated Vendor No. option on the

Change Setup Information screen was checked, when a
vendor ID is not found by the system, when you select
Add, you see the following message:
Click OK to close the dialog box. After you select a

company, the system will automatically generate the
new vendor ID.
40 Sage Pro ERP

Vendors ◆
When you choose Add or select an existing vendor code,

you see the Vendor Maintenance dialog box:
When you finish entering information in this dialog box,

click Save. If your company uses rules, the program
checks that rule-controlled fields contain acceptable
values. If they don’t, you see a list of valid entries from
which you can select. For more information about rules,
see your System Manager documentation.
Vendor Maintenance Fields

The Vendor Maintenance dialog box contains the
following fields and tabs:
• “Header Fields,” following
• “General Tab Fields” on page 44
• “Details Tab Fields” on page 46
• “Purchases Tab Fields” on page 48
• “Accounts Tab Fields” on page 52
Accounts Payable 41
• “History Tab Fields” on page 54
• “1099/CPRS Tab Fields” on page 57
• “Notes Tab Fields” on page 60
Header Fields
You see the following fields in the Header section of the
Vendor Maintenance dialog box:
Click
• Select to find another vendor.
• Fwd to move to the next vendor in the file.
• Back to see the previous vendor in the file.
• Edit to make changes to the currently displayed
information.
• Delete to delete the current vendor. See “Deleting
a Vendor” on page 66.
• Inquiry to see information about transactions
involving this vendor. See “Vendor Inquiries” on
page 480.
In the drop-down list box, choose:

• Vendor to clear the current vendor record and
select a new one.
• Remit To to add a new remit to address for this
vendor.
• DirectPay to enter or view electronic payment
details for the selected vendor. See “Adding Direct
Payment to a Vendor” on page 61.
42 Sage Pro ERP

Vendors ◆
When you click Remit To, you see the Vendor Remit-to
Address Maintenance dialog box:
In the Remit-to field, enter or select a vendor. You see the

vendor information in the dialog box fields. To change or
edit the fields, click Edit. To associate a permanent remit-
to address with a vendor, click the Use as Default check
box. Click Save.
☞ You cannot assign a “default” remit-to address to a

miscellaneous vendor.
Vendor: Enter the code of the vendor you want to add.

The vendor code can be up to six characters long, and
can contain nearly any combination of numbers and
letters.
☞ You can expand the length of the Vendor field using

Maintain Dictionary Data Types in System Manager.
See “Expanding Field Widths in Sage Pro ERP” on
Company: Enter or select the vendor company name.
Accounts Payable 43
Status: Displays the status for the selected vendor. The

default is set to “Active”.
Select
• Active to include the vendor in transaction
processing.
• Inactive to exclude the vendor from transaction
processing. See “Active vs. Inactive Status” on
page 15.
General Tab Fields

By default, the General tab appears when you select
Maintain Vendors:
General tab
You see the following fields in the General tab of the

Phone: Enter the vendor’s phone number. Accounts

Payable searches for vendors with the same telephone
number. If the number you enter already exists for a
different vendor, you see a warning, but you can still
add the vendor. Press <Enter> to skip this field.
44 Sage Pro ERP

Vendors ◆
Address/City/St/Zip: Enter the address of the vendor’s

company.
☞ Click the address mapping tool icon to access an

Internet map for the specified vendor address. Use the
drop-down arrow to select from a list of preferred map
providers.
Country: If this is an international or foreign vendor,

enter the vendor’s country.
E-mail: Enter the vendor’s e-mail address, if any. If you

are using a MAPI-compliant e-mail client (such as
Microsoft Outlook), you can click the button to the right
of this field to send e-mail to this vendor. There is no
limit to the number of alphanumeric characters you can
enter in this field.
Web Page: Enter the vendor’s web page address, if any.

If you have Internet Explorer installed, you can click the
button to the right of this field to view the vendor’s web
page.
Faxno: Enter the vendor’s fax number, if any.
Contact: Enter the name of your contact with this

vendor.
Title: Enter the principal contact’s title.
Accounts Payable 45
Details Tab Fields

Click the Details tab to enter additional information for
the selected vendor:
Details tab
You see the following fields in the Details tab of the

Vendor Type: Enter a code up to eight characters long to

group vendors. You can sort the Vendor File Report by
Vendor Type.
Misc Code: Enter a two-character code to group

vendors. You can produce labels according to Vendor
Miscellaneous Code.
Customer: Enter the ID of the customer who is linked to

the selected vendor, if applicable. Customers can be
linked to vendors using the Customer Connect
application. You must have the Accounts Receivable
application installed to activate this field.
46 Sage Pro ERP

Vendors ◆
Default Currency: (Appears only if you set up more than

one currency for your company.) Displays the default
currency for this vendor. For more information about
currencies, see your Multicurrency documentation.
☞ Multicurrency is not supported for Sage Pro ERP

Dashboard. For more information on Dashboard, please
refer to your Dashboard documentation.
Comment: Enter any important notes about this vendor.

To record more extensive commentary or history
information about a vendor, enter a note. See “Notes Tab
Fields” on page 60 for more information.
Check Comment: Enter any comments that you would

like printed on the vendor check. Unlike the Comment
field above, check comments are specific to the check
(not the vendor) and can be deleted after the check is
printed. You must select “Yes” in the Vendor Comments
field of the Print Checks option grid to print the
comments on the check.
Accounts Payable 47
Purchases Tab Fields

Click the Purchases tab to enter credit and payment
information for the selected vendor:
Purchases tab
You see the following fields in the Purchases tab of the

Buyer: Enter a two-character code to signify the
representative from your company who usually makes
the purchases from this vendor. This field has a System
Manager rule for which you can set up valid entries. See
your System Manager documentation for details. This
field appears on the Detail Vendor File Report. See
“Vendor File” on page 444 for more information about
this report.
Active Direct Payment: Check this option to enable
direct payment for the vendor. See “Adding Direct
Payment to a Vendor” on page 61.
48 Sage Pro ERP

Vendors ◆
☞ The Direct Payment is not supported for Sage Pro ERP

Credit Status: Select the vendor’s credit limit status.

Select
• Fixed Limit to set a fixed credit limit. If you select
this option, enter the credit amount in the Credit
Limit field (see below). If the credit limit is
exceeded, a message displays each time you create
a new purchase order for the vendor.
• No Limit to allow unlimited credit with the
selected vendor.
• Purchase Hold to put the vendor’s credit on hold.
If selected, a message appears when entering
purchase orders that the vendor’s credit is on hold.
Credit Limit: (Enabled only if Fixed Limit is selected in

the Credit Status field). Enter the maximum unpaid
balance you are permitted to have with this vendor. If
your terms are cash only, select No Limit for the Credit
Status. You must enter a value greater than zero.
☞ Certain privileges (such as SOCRED01 and ARCRED03),

allow users to override customer credit limit status. For
more information on privileges, please see your System
Manager documentation.
Payment Terms: Press <F2> or click Search to see a list of

established payment terms. Select the terms for this
vendor.
Accounts Payable 49
The format for the terms description is [Discount]/[Days

to earn discount]/[Payment Deadline]. When you select
a term from the list, the following fields are filled in with
their corresponding values: Payment Disc %, Payment
Disc Days, and Terms Net Days. You can only select
terms from the list of acceptable choices.
☞ For more information, see “Vendor Payment Terms” on

page 67.
☞ Payment Terms are not supported for Sage Pro ERP

Payment Disc %: Displays the percent discount that you

receive from this vendor, if any, for paying within a
certain number of days. The value in this field is
determined by the Terms Description, and you cannot
edit it directly.
When you select a term from the list, the following fields
are filled in with their corresponding values: Payment
Disc %, Payment Discount Days, and Net Due Days.
You can only select terms from the list of acceptable
choices.
Discount Due Days: Displays the number of days in

which you must pay the vendor in order to receive the
payment discount. The value in this field is determined
by the Terms description; you cannot edit it directly.
50 Sage Pro ERP

Vendors ◆
Net Due Days: Displays the total number of days in

which you must pay invoices to the vendor. The value in
this field is determined by the Terms description; you
cannot edit it directly.
Sales Tax %: Enter the sales tax percent charged on

purchases made from this vendor. You can change this
percentage when you enter a purchase order.
Payment Priority: The Payment Priority indicates when

or how the invoice should be paid in relation to the other
payables. The payment priority code you enter here
serves as the default for any payable you enter for this
vendor; you can change the payment priority when you
enter payables.
The following list displays valid default payment

priority codes:
• 1–9
One is the highest priority, nine the lowest. When
you enter an invoice and give it a payment priority
of “1”, you see a prompt to approve the invoice for
payment immediately.
• M
When you enter a payable, a payment priority of
“M” indicates payment was or will be made by a
manual check only—that is, a check not printed from
Accounts Payable.
• 0 (zero)
A payment priority of zero indicates that the invoice
is on payment hold and can’t be paid unless you
change the priority.
Accounts Payable 51
• C
You can not assign the “C” priority to a vendor
record. You can only assign this priority to a
vendor’s payable invoice either when you enter
payables, or when you enter a non-partially paid
payable.
• T
When you enter a payment priority of “T” indicates
payment was or will be made by a direct payment
(EFT) only.
• N
Select “N” if you want to pay with a non-check form
of payment, such as cash or a wire transfer. For more
information, see “Non-Check Payments” on
page 153.
Accounts Tab Fields

Click the Accounts tab to enter default accounts for the
selected vendor:
Accounts tab
52 Sage Pro ERP

Vendors ◆
You see the following fields in the Accounts tab of the

Default Expense Account: Enter the default expense

account number for this vendor. This account is a
default, but you can change it when you enter a payable
invoice for the vendor.
If Accounts Payable is linked to General Ledger, the
account’s description appears when you enter a valid
account number. If Accounts Payable is not linked, you
can choose to leave the default account blank.
Control Account: Enter the default control account for

this vendor. The control account is usually the liability
account to be credited when you enter a payable invoice
for the vendor.
If Accounts Payable is linked to General Ledger, the

account’s description appears when you enter a valid
account number. If Accounts Payable is not linked, or if
you want to use the default control account you entered
in the company setup information, you can choose to
leave the default account blank.
Accounts Payable 53
History Tab Fields

Click the History tab to view year-to-date information
about the selected vendor:
History tab
You see the following fields in the History tab of the

Keep History: Check this field to prevent deletion of the

selected record. (To allow vendors to be deleted from
which you’ve made purchases within the last 24 months,
uncheck this option and never Calculate History during
period close)
Open Debits: Displays the total dollar amount of

unapplied debit memos for this vendor. This amount is
updated automatically by Accounts Payable and you
cannot edit it.
Current Balance: Displays your company’s current

balance with this vendor. The program calculates this
amount as the total of invoices and debit memos minus
payments. This balance is updated automatically by
Accounts Payable and you cannot edit it.
54 Sage Pro ERP

Vendors ◆
Available: Displays the amount of credit you currently

have available with this vendor. Accounts Payable
calculates this as the difference between your credit limit
and open balance and you cannot edit it.
Open POs: Displays the total dollar amount of purchase

orders to be filled by this vendor. If you have Purchase
Orders installed, this amount is updated automatically
and you cannot edit it.
☞ Although you cannot make entries in the Open POs,

Avail Credit, Current Bal, and Open Debits fields when
you add vendors, unless you are adding a new vendor
with whom you have never done any business, you’ll
need to establish beginning balances. See “Entering
Beginning Balances” on page 81.
YTD Purchases: Enter the year-to-date dollar amount

you’ve purchased from this vendor, minus the amount of
any current open invoices. You can only enter a value in
this field when you create the vendor record. Thereafter,
Accounts Payable maintains this amount.
YTD Payments: Enter the year-to-date dollar amount

you’ve paid to this vendor. You can enter a value in this
field only when you create the record. Thereafter,
Accounts Payable maintains this amount.
Last Payment: Enter the dollar amount of your last

payment. You can enter a value in this field only when
you create the record. Thereafter, Accounts Payable
maintains this amount.
Accounts Payable 55
Last Payment Date: Enter the last date on which you

made a payment to this vendor. You can only enter a
value in this field when you create the record.
Thereafter, Accounts Payable maintains this amount.
Last Receipt Date: Enter the date of the last invoice you
received from this vendor. You can enter a value in this
field only when you create the record. Thereafter,
Accounts Payable maintains this date. If Purchase
Orders is installed, it automatically records the last
purchase order receipt.
YTD Disc: Enter the year-to-date dollar amount of

discounts you have taken from this vendor. You can
enter a value in this field only when you create the
record. Thereafter, Accounts Payable maintains this
amount.
YTD Adjust: Enter the year-to-date dollar amount of

manual adjustments you have made for this vendor. You
can enter a value in this field only when you create the
record. Thereafter, Accounts Payable maintains this
amount.
YTD 1099: Enter the year-to-date dollar amount of 1099

payments you have made to this vendor. You can enter a
value in this field only when you create the record.
Thereafter, Accounts Payable maintains this amount.
56 Sage Pro ERP

Vendors ◆
1099/CPRS Tab Fields

Use this tab to enter information to support 1099 and
Contract Payment Reporting System (CPRS) reporting:
1099/CPRS tab
You see the following fields on the 1099/CPRS tab of the

Tax ID: Enter the vendor’s tax identification number, if

known. This number is printed on 1099s for this vendor.
There are two acceptable formats for the tax ID:
• Employer Identification Number (EIN): 99-9999999
• Social Security Number (SSN): 999-99-9999
☞ You cannot print 1099s without a Tax ID in one of the

two acceptable formats.
Accounts Payable 57
If you are entering an EIN, be sure to leave a space at the

end of the entry area.
1099 Type: Indicate the type of 1099 form this vendor

should receive.
Select
• I for Form 1099-INT (Interest).
• M for Form 1099-MISC (Miscellaneous).
• (blank) if this is not a 1099 vendor.
☞ If your company is set up to use a currency other than

US dollars, leave the 1099 Type field blank.
You can enter only one type for each vendor. If you need
to process more than one type of 1099 payment to a
single vendor, you create a vendor record for each 1099
type. For example, vendor record ABC1 could be for
interest 1099s (type “I”), and ABC2 could be for type
“M” 1099s.
If you chose M for 1099 type, select one of the following:
• 1a for rents.
• 1b for direct sales.
• 2 for royalties.
• 3 for other income.
• 5 for fishing boat proceeds.
• 6 for medical and health care payments.
• 7a for non-employee compensation.
• 7b for crop insurance proceeds.
• 8 for substitute payments in lieu of dividends or
interest.
• 9 for excess golden parachute payments.
• C for Legal Service
• D for 409A Deferrals
• E for 409A Income
58 Sage Pro ERP

Vendors ◆
☞ The reporting types of D 409A Deferred and E 409A

Income are included on the 1099 reporting form. The
fields are not updated during AP posting, but can be
updated here by the user prior to printing the 1099.
Tax Code: (Appears only for Multiple Value Added Tax

companies.) Displays the group parent tax code assigned
to the vendor. Click Edit to select another group code
from the picklist, or leave the field blank. You cannot
enter a child tax code here.
☞ The Tax Code field also appears on the Vendor Remit-to

Address Maintenance dialog box for Multiple Value
Added Tax companies.
YTD 1099: The year-to-date totals for 1099 reporting are

displayed in the This Year and Last Year fields. You can
edit the amounts in this field.
☞ The privilege APED1099 is required to edit the 1099 YTD

amount. Please see your System Manager documentation
for information on assigning user privileges.
Accounts Payable 59
Notes Tab Fields

To add a note for a vendor, click the Notes tab in the
Vendor Maintenance dialog box.
Notes tab
You can use notes to record additional information about

a vendor, such as an extended shipment or payment
history.
You see the following buttons on the Notes tab:
Date Stamp: Click this button or press <Alt+D> if you

want to include the date and the user ID of the person
entering the note.
Date & Time Stamp: Click this button or press <Alt+I>

if you want to include the date, time, and user ID of the
person entering the note.
Spell Check: Click this button or press <Alt+H> to

launch Microsoft Word Spelling and Grammar check to
identify and correct any spelling errors in the note text.
60 Sage Pro ERP

Vendors ◆
☞ Microsoft Word is required to use the Spell Check

option.
When you finish, click Save. The Notes tab becomes

yellow to indicate that a note exists for this record. If you
want to add another note later, click Edit to enter
additional text in the note dialog box.
There are several editing tools available from the Edit

menu while you are adding or changing notes. See your
User Guide or System Manager documentation for more
information about text editing options.
Adding Direct Payment to a Vendor

To add electronic payment details for a vendor, select
DirectPay from the drop-down list on the Vendor
Maintenance dialog box.
If direct payment is not set up for the vendor, you see the
Click
• Add to add a direct payment record.
• Cancel to return to the Vendor Maintenance screen
without adding direct payment details.
Accounts Payable 61
If you click Add, you see the Direct Payment Details

dialog box:
You see the following fields in the Direct Payment

Details Maintenance dialog box:
Vendor: Displays the vendor ID.
Routing Number: Enter the routing transit number of

the vendor’s bank in this field. The routing transit
number is a nine-digit number that is assigned to each
bank, and consists of the first nine numbers that appear
along the bottom of a check.
Account Number: Enter the vendor’s bank account

number in this field.
Account Type:
Select
• Checking if payment is to be deposited into a
checking account.
• Savings if payment is to be deposited into a
savings account.
62 Sage Pro ERP

Vendors ◆
Deposit Priority: Use this field to establish the order in

which deposit amounts are allocated.
% of Payment for the Account: Enter the percentage of

the direct payment to deposit into the specified bank
account.
Account Status:
Select
• Inactive if the vendor no longer wants direct
deposits made to this account. This option allows
you to keep the account information on file.
• Pending if the account is in the process of being
“prenotified.” Prenotification is a zero-amount
transaction that you must send to ACH (at least ten
days before you can process a “live” transmittal) so
that all account and routing transit numbers can be
verified.
• Active if this account has been prenoted, and is
ready for direct payment fund transfer.
The next two fields show the total percentage for active
accounts and for all accounts; the total percentage for
active accounts must equal 100% before you can exit this
window.
The bottom of the window displays a summary of all the

direct payment information for the selected vendor.
Accounts Payable 63
Click
• Select to find another direct payment record for the
selected vendor.
• Fwd to move to the next direct payment record for
the selected vendor.
• Back to move to the previous direct payment record
for the selected vendor.
• Add to add another direct payment record for the
selected vendor.
• Edit to change the currently displayed information.
• Delete to delete the displayed direct payment
record.
Click Save when you finish entering the information. See

also “Entering Direct Payments” on page 235.
One-Time Vendors
If you want to create a purchase order for a new vendor
that you are unlikely to use again, you can enter it as a
miscellaneous vendor.
When you set up your Accounts Payable company, you

enter a prefix code to identify miscellaneous vendors.
The default miscellaneous vendor code is “MISCL.”
Then, you’ll need to create a vendor record using this
code. Whenever you create a payable or purchase order
for a one-time vendor, use the miscellaneous vendor
code.
To create a miscellaneous vendor, select Maintain

Vendors. In the Vendor Maintenance dialog box
Vendno field, enter a vendor code that begins with the
miscellaneous vendor code you entered in setup
information.
You can add characters to distinguish miscellaneous

vendors by region or another category. For example, if
your default miscellaneous vendor code is MISCL, you
64 Sage Pro ERP

Vendors ◆
might create a record MISCL1 for California vendors,

and MISCL2 for New York vendors.
Since the record is used for one-time vendors, you don’t

need to fill in the remaining data entry fields in the
Vendor File Maintenance dialog box. Click Save to save
the miscellaneous vendor.
When you need to enter a purchase order or a payable

for a one-time transaction, use the miscellaneous vendor
code, and enter the actual address of the vendor for
whom you are creating the order or invoice.
Changing Vendor Information

To view or change vendor information, select
Maintain Vendors. In the Vendor Maintenance dialog
box Vendor field, select the vendor record you want to
view or change.
There are several ways you can select a vendor:
• Enter the vendor code and press <Enter>.
• Skip the vendor code field and enter the vendor’s

phone number. If the phone number you enter isn’t
found, you can select from a list of vendors and their
phone numbers.
• Skip the vendor code and phone number fields, and

enter the vendor’s company name. If you don’t know
the exact name, enter a portion of the name or similar
spelling. You see a list of vendors with similar
names.
Click the Search icon or press <F2> on the Vendor,

Phone Number, or Company Name field to select from a
list of existing records.
Accounts Payable 65
When the vendor information displays, you can select

any of the options at the top of the dialog box to change
the vendor information, see information about
transactions involving the vendor, or locate another
vendor record.
See “Header Fields” on page 42 for information about

the command buttons on the top of the Vendor
Maintenance dialog box.
Deleting a Vendor
To delete a vendor record, click Delete while viewing
information in the Vendor Maintenance dialog box, then
confirm that you want to delete the record.
☞ You can’t delete a vendor unless the values in the

Current Bal, Open Debit, and Open POs fields are zero.
Deleting a Vendor does not delete their associated

transaction records from the history files. Reporting
issues can occur if a deleted Vendor ID is re-used for a
Vendor because historical reports for the new Vendor
will incorporate transactions from the former Vendor.
66 Sage Pro ERP

Vendor Payment Terms ◆
Vendor Payment Terms

Use this feature to create payment terms that calculate
due dates and discount dates based on days from the
invoice date, day of the month, or day of month by
ranges.
To setup vendor payment terms, select Maintain

Vendor Payment Terms. You see the following header
fields in the Vendor Payment Terms Maintenance dialog
box:
Terms ID: Enter an ID for the payment terms, or click the

picklist to select from a list of existing terms. You can
enter up to 20 characters to identify the term.
Description: Enter a description for the payment term.
If the term is not found, you see the following dialog box:
Click
• List to view a list of existing terms.
• Add to add the new payment term.
• Reenter to return to the Vendor Payment Terms
Maintenance screen.
You see the following tabs in the Vendor Payment Terms

• “Terms Tab” on page 68
• “Notes Tab” on page 73
Accounts Payable 67
Terms Tab
Use the Terms tab to enter specific information about the
payment term:
You see the following fields in the Terms tab of the

Vendor Payment Terms Maintenance dialog box:
Method: Select a method for calculating payment terms.

Different fields appear on the screen, depending on the
method selected.
Each method and the corresponding fields are described

in the following sections.
68 Sage Pro ERP

Days from the Invoice Date Method

Use this method to enter a discount percent, days for
discount and days for balance due.
You see the following fields:
Discount of (does not appear if None is the selected

method): Check this box if the terms include a discount
and enter the value for the discount percentage.
If paid in: Enter the number of days in which payment

must be received to qualify for the discount.
Balance due in: Enter the number of days in which the

balance of the payment is due.
Accounts Payable 69
Day of the Month Fields

Use this method to specify the day of the month for the
due date.
Discount of: Check this box if the terms include a

discount and enter the value for the discount percentage.
Based on: Select Day of Month, or Days from Invoice

Date for the date calculation.
If paid by the day of the month: Enter the day of month

or number of days until the discount is due.
Net balance due by the day of the month: Enter day of

month when the balance of payment is due.
70 Sage Pro ERP

Add a month if net due date is within: Enter the

number of days from the invoice date to the due day
needed to move the due date and discount days to the
next month. For example, if the invoice date is the 20th,
the due day is the 30th, and the number of days entered
in this field is 12, the payment would be due on the 30th
of the next month instead of the 30th of the current
month.
Day of Month in Ranges Method

Use this method to specify days of the month for the due
dates, based on what day of the month the invoice falls
on.
Discount of: Check this box if the terms include a

discount and enter the value for the discount percentage.
Accounts Payable 71
Based on: Select Day of Month, or Days from Invoice

Date for the date calculation.
End Day: Enter end day values to create date ranges for
the terms.
Discount Day(s): Enter the day of the month that the

discount is due.
Net Due Day: Enter the day of the month that the
balance is due.
Add a month if net due date is within: Enter the

number of days from the invoice date to the due day
needed to move the due date and discount days to the
next month. For example, if the invoice date is the 20th,
the due day is the 30th, and the number of days entered
in this field is 12, the payment would be due on the 30th
of the next month instead of the 30th of the current
month.
The following field appears at the bottom of the Terms

tab for all methods except None.
If due/discount date is not a business work day: Select

an option for the payment term due date/discount date
if it falls on a non-work day.
Select
• Leave date unchanged to keep the due days and
discount days regardless of whether the resulting
due date/discount date lands on a business work
day or not.
• Move date to following work day to increase the
due days/discount days until the resulting due
date/discount date lands on a business work day.
• Move date to previous work day to decrease the
due days/discount days until the resulting due
date/discount date lands on a business work day.
72 Sage Pro ERP

The None Method

The None method covers all terms where the due date is
the same as the invoice date, or where there is no due
date.
If you create a payment term using None as the method

and assign it to a vendor as the default payment term,
when entering payables, the Payment Discount
percentage, Discount Days and Net Days fields are
enabled for the user to customize with their own values.
Notes Tab
Click the Notes tab to add a note to the payment terms:

entering the note.
Accounts Payable 73

Spell Check: (Only enabled if Microsoft Word is

installed) Click this button or press <Alt+H> to launch
Microsoft Word Spelling and Grammar check to identify
and correct any spelling errors in the note text.
The note window can contain unlimited, scrollable text.

If the text extends beyond the bottom of the window, use
the scroll bar on the window’s right border to move up
and down through the text.
You can also move through note text using <PgUp>,

<PgDn>, and the arrow keys.
74 Sage Pro ERP

Checking Accounts ◆
Checking Accounts
topics:
• “Entering Checking Accounts” on page 76
• “Changing Checking Account Information” on

page 77
• “Deleting Checking Accounts” on page 78
• “Maintaining Balances” on page 78
• “Entering Beginning Bank Balances” on page 79
Introduction
When you first set up Accounts Payable, you must add
all of your checking accounts to the checking account file.
When you enter a payable, the program looks to the
checking account file to see if the checking account you
entered exists.
☞ If Accounts Payable is linked to General Ledger, and you

have installed Accounts Receivable for your company,
you can only enter cash receipts in Accounts Receivable
for accounts that you have set up as checking accounts in
Accounts Payable. This is for the purpose of bank
reconciliation.
Accounts Payable 75
Entering Checking Accounts

Select Maintain Check Accounts. You see the
Checking Accounts dialog box:
In the Account Number field, enter or select the account

number for the checking account.
☞ If Accounts Payable is linked to General Ledger, use an

account number that exists in your chart of accounts.
You can’t add a checking account number that does not
exist or is marked as “inactive.”
Once you enter the new account number, select Add and
enter information in the fields. Click Save when you are
finished.
Checking Accounts Fields

You see the following fields in the Checking Accounts
dialog box:
76 Sage Pro ERP

Account Number: Enter or select a checking account

number. In the second field, enter a description for the
new account. If Accounts Payable is linked to General
Ledger, the default account description displays, but you
can change it.
Next Check Number: Enter the next check number you

want Accounts Payable to use for checks drawn on this
account. The default number is 1000, but you can enter
any number that matches the next check you are going to
print.
Discount Account: Enter the account to use for discounts

taken on invoices paid from this checking account. The
default for this field is the discount’s account number
you entered on the company setup information dialog
box.
Adjustment Account: Enter the account to use for

adjustments on invoices paid from this checking account.
The default for this field is the adjustments account
number you entered on the company setup information
dialog box.
Date of Last Check: Enter the date of the last check

written on this account. After your initial entry, Accounts
Payable keeps track of this date for you.
Balance: Displays the account balance.
Changing Checking Account Information

To change any checking account information select
Maintain Check Accounts. In the Account Number
field on the Checking Accounts dialog box, select the
account you want to change.You see the following
command buttons:
Accounts Payable 77
Click
• Select to find another checking account.
• Fwd to move forward to the next account.
• Back to move to the previous account.
• Edit to change the currently displayed information.
• Delete to delete the displayed checking account.
• Edit Balance to maintain checking account
balances.
Deleting Checking Accounts

You can delete a checking account without affecting the
General Ledger chart of accounts. You must delete the
account in General Ledger as well if you want to remove
it from the chart of accounts.
To delete a checking account, select Maintain Check

Accounts, select the number of the account you want to
delete, and click Delete.
Maintaining Balances
To maintain or change checking account balances, click
the Edit Balance button at the top of the Checking
Accounts dialog box. In the Edit Balance field, if you
change the balance amount you see the following
prompt:
Click
• Save to save your changes.
• Edit Again to change the balance amount again.
78 Sage Pro ERP

Entering Beginning Bank Balances

You can reconcile your bank statements against the
checking account information you have in Accounts
Payable. First, you enter the beginning balances for your
bank accounts.
Select Maintain Bank Reconciliation Enter Manual

Deposits. You see the Enter Manual Deposits dialog box:
In the Checking Account field, enter or select the

checking account number whose balance you want to
enter. Click Save when you finish entering deposits.
Enter Manual Deposits Fields

You see the following fields in the Enter Manual
Deposits dialog box:
Checking Account: Enter or select the checking account

number.
Date: Enter or accept the date to enter the beginning

balance.
Reference: Enter a reference to beginning balances.
Accounts Payable 79
Amount: Enter the current account balance. Accounts

Payable treats this as a deposit and keeps track of the
balance for you.
After you enter the deposit amount and click Save, you
see a prompt to distribute the amount to General Ledger.
If the company is linked to General Ledger and you have
already established a beginning balance for the account
in your chart of accounts, click No.
If you click Yes, you must enter or select the distribution

account number (the account to credit), and confirm that
it is the correct account.
80 Sage Pro ERP

Entering Beginning Balances ◆
Entering Beginning Balances

• “Detail Method,” following
• “Balance Forward Method” on page 82
• “Entering Debit Balances” on page 83
Introduction
The last step in setting up Accounts Payable is entering
beginning balances for your vendors.
☞ We recommend you link Accounts Payable to General

Ledger after you enter beginning vendor balances.
Otherwise, your Accounts Payable postings to General
Ledger may duplicate the balances you’ve already
entered for your General Ledger accounts.
There are two ways to enter vendor beginning balances

in Accounts Payable: The Detail method and the Balance
Forward method. Each provides a different level of detail
about past transactions.
These instructions are just a summary. For complete

information, you should read the sections in this
documentation that pertain to each of the steps outlined
below.
Detail Method
For the greatest amount of detail, enter a payable invoice
for each open invoice you have with a vendor.
Accounts Payable 81
Use the original invoice date as the date for each invoice.
This method allows accurate aging of all payables that
were open when you installed Accounts Payable.
See “Entering Payables” on page 126 for instructions on

entering payable invoices. Be sure to double-check
invoice dates, due dates, and terms.
Balance Forward Method

An easier method is to enter a payable for each vendor in
the amount of your total balance due. Enter BALANCE
FORWARD in the Reference field of the Enter Payables
dialog box so that you can identify these invoices. For
more information, see “Entering Payables” on page 126.
Once you have established your vendors’ beginning

balances, close the period to clear out the beginning
balance transactions from the period-to-date balances.
See “Closing the Period or Year” on page 300.
Aged Balance Forward Method

You can use an expanded version of the balance forward
method if you want to retain more detail of open
payables aging. Follow these steps:
1. Enter a payable for the open balance you have with

each vendor over 120 days, and then close the period
in Accounts Payable only. This does not change your
fiscal period; it only marks these balances as having
been entered during a previous period.
2. Enter a payable for the open balance over 90 days,

and close the period again.
3. Repeat these steps for 60-day, 30-day, and current

balances.
82 Sage Pro ERP

Entering Beginning Balances ◆
This enables you to establish the correct aging periods

for your Aged Payables Report, as well as correct history
period totals for each vendor on the inquiry dialog boxes.
Entering Debit Balances

Accounts Payable accounts generally have a credit
balance. If you’ve made a payment in advance or an
accidental overpayment to a vendor, enter a debit memo
for that vendor’s beginning balance. For complete
instructions, see “Entering a Debit Memo” on page 154.
You can enter a debit memo for a vendor’s beginning

balance either in detail or as a balance forward total.
Then, you can apply your debit balance with this vendor
to future payables. See “Applying Debits” on page 218.
Accounts Payable 83
Linking with General Ledger

topics:
• “How Does Linking Work?,” following
• “Setting up the Link” on page 85
• “Entering Default Accounts” on page 87
• “General Ledger Link Settings” on page 90
• “Fiscal Calendars” on page 93
• “Sessions” on page 95
• “Transaction Examples” on page 95
• “Tracking Inventory and Account Activity” on

page 101
Introduction
You can link Accounts Payable directly to General
Ledger to transfer information about your Accounts
Payable transactions and update the general ledger
account balances accordingly.
This enables you to produce detailed financial reports in

General Ledger that reflect your current checking
account balances and accounts payable liabilities.
How Does Linking Work?

Linking uses General Ledger account numbers to create
balanced debit and credit postings when you enter and
pay vendor invoices.
84 Sage Pro ERP

Linking with General Ledger ◆
These postings are not automatically transferred to

General Ledger.
Instead, the postings are accumulated in a holding file,

and you release them to General Ledger when you
choose. This gives you complete control over the flow of
information between the two applications. Once you
release the postings to General Ledger, you can approve
and post them the same as any other General Ledger
batch.
See “Releasing Information to General Ledger” on

page 284 for complete information about releasing
postings.
There are additional controls in General Ledger to give

you flexibility when you link. After you link Accounts
Payable to General Ledger, you can set up your General
Ledger company to accept postings to prior fiscal periods
from Accounts Payable.
You can also choose whether you want to transfer one

consolidated posting for each account, or a separate
posting for each account from each transaction. This
gives you control over the amount of detail from
Accounts Payable in General Ledger.
Setting up the Link
☞ You can only link this version of Accounts Payable to the

same Sage Pro ERP version of General Ledger.
Once you add Accounts Payable to your company, enter

vendor information, establish beginning balances, close
the period, and set up the link to General Ledger.
Accounts Payable 85
☞ In order to set up the link, you must have already added

General Ledger to your company, and established your
account structure and chart of accounts. Print a copy of
your chart of accounts to use for reference while you are
setting up the link.
We recommend that you read through the rest of this

section, which contains information about fiscal
calendars and session numbers, the type of account to
use for defaults, summary and detail postings to General
Ledger, and transaction examples.
☞ Once you link Accounts Payable to General Ledger, you

cannot unlink.
Enter your Accounts Payable beginning balances. For

more information, see “Entering Beginning Balances,” on
page 81.
86 Sage Pro ERP

Select File Change Setup Information. You see the

Change Accounts Payable System Information dialog
box:
Click the Link to General Ledger checkbox at the bottom

of the dialog box. In the GL Company field, enter the
number of the General Ledger company to which you
are linking. Click Save.
Entering Default Accounts

Use a copy of your chart of accounts to select default
payables, discounts, adjustments, checking, and
purchase variance account numbers. These accounts are
described below.
You can override these account numbers when you enter

transactions. If you have questions about which account
to use, consult your accountant.
Accounts Payable 87
Payables Account
This is the General Ledger Liability account that reflects
your outstanding payable obligations, based on invoices
you’ve entered.
When you record a vendor invoice, this account is

credited. When you distribute a payable invoice, the
Payables account is the default control account.
Discounts Account
This is the general ledger account to credit when you
enter a discount. This is normally a contra-liability
account with a debit balance.
The system does not automatically credit the Discounts

account you assign here for payment discounts. The
program first checks to determine if you have associated
a discount account with your checking account(s) in
Maintain Check Accounts.
If you have, the system credits this discount account by

default, rather than the discount account you set up here.
See “Checking Accounts” on page 75 for information
about setting up checking accounts.
Adjustments Account
This is the general ledger account to credit when you
enter adjustments on payable invoices. This is normally
a liability account.
The system does not automatically credit the

Adjustments account that you set up here. First, it checks
to determine whether or not you have associated an
adjustments account with your checking account in
88 Sage Pro ERP

If you have, the system credits this adjustments account

by default, rather than the adjustments account that you
set up here.
Adjustments and YTD Purchase Value

You can reduce an invoice’s payment amount by
granting a Discount or an Adjustment. Although a
Discount will not affect the vendor’s YTD purchases; in
some situations, an Adjustment will.
Example
Enter an invoice for $100. When approving the invoice,
enter the Approve to Pay amount as $90 and the
Adjustment as $10. Pay the invoice. The vendor’s YTD
purchases have been reduced from $100 to $90 and the
YTD Adjustments = $10.
Sage Pro ERP considers a credit card payment to be an

adjustment, but these payments do not affect YTD
purchases.
Example
Enter an invoice for $100 using the C priority and
transfer it to the credit card vendor. The original
vendor’s record now shows a $100 adjustment; however,
the vendor’s YTD purchases were not reduced and still =
$100.
Checking Account
This is the general ledger asset account from which you
draw funds for writing checks. You can set up as many
checking accounts as you need. The default serves only
as the suggested account when you enter transactions.
Accounts Payable 89
Purchase Variance
Use this account to record an invoice amount that differs
from the purchase order receipt amount. This is
normally a cost of sales account.
Once you have specified all default distribution

accounts, click Save. Accounts Payable is now linked to
General Ledger.
AP Clearing Account
Use this account to post credits and debits to for
payments that are adjusted using the Transaction
Adjust Payments for Customer Sales option.
When payments are adjusted for a vendor that is also a

customer, the credit memo that is created debits this
account and the debit memo posts a credit to it. This
account is required if the Customer Connect application
is installed.
See “Adjusting Payment for Customer Sales” on

page 291 for more information on adjusting payments.
General Ledger Link Settings

After you link Accounts Payable to General Ledger, you
can control the flow of linked information from
Accounts Payable.
In General Ledger, select File Change Setup

Information. You see the Change General Ledger
Information dialog box. Click the Linked Apps
command button at the top of the dialog box. You see
the Change General Ledger Posting Parameters dialog
box containing the General Ledger link settings. Click
Edit.
90 Sage Pro ERP

For each linked application, you can choose whether to

accept detail postings, and whether to accept postings to
prior periods.
Summary vs. Detail Posting

If you choose to allow detail posting, Accounts Payable
creates General Ledger journal entries based on each
session and every separate transaction within the session.
The control account postings are summarized for each

session. For non-control accounts, Accounts Payable
posts an entry for each account in each transaction in
each session.
If you choose to accept only summary postings,

Accounts Payable posts one consolidated entry for each
account in each released batch. However, postings to
different periods are put into separate General Ledger
batches.
Example
You entered three invoices in Accounts Payable. You
entered two invoices in one session, and the third invoice
in another session.
Session Invoice Account Debit Credit
00012 101 Office 100.00

Supplies
Consulting 100.00
Accounts 200.00
Payable
201 Office 150.00

Supplies
Advertising 150.00
Accounts Payable 91
Accounts 300.00
Payable
00013 301 Consulting 125.00
Accounts 125.00
Payable
When you release to General Ledger, detail postings

look like this:
00012 101 Office 100.00

Supplies
00012 101 Consulting 100.00
00012 101 Office 150.00

Supplies
00012 201 Advertising 150.00
00012 201 Accounts 500.00

Payable
00013 301 Consulting 125.00
00013 301 Accounts 125.00

Payable
☞ The Accounts Payable postings for session 00012 are

consolidated into one entry.
92 Sage Pro ERP

Summary posting amounts for the same release would

look like this:
Account Debit Credit
Office Supplies 250.00
Consulting 225.00
Advertising 150.00
Accounts Payable 625.00
Fiscal Calendars
When you link Accounts Payable to General Ledger,
Accounts Payable uses the company fiscal calendar to
determine the correct posting period based on the
transaction date. You set up fiscal calendars when you
add your company, and you can view them at any time
in System Manager.
See your System Manager documentation for complete

information about companies and their fiscal calendars.
☞ If an Accounts Payable company is linked to a General

Ledger company with a different company number,
Accounts Payable uses the fiscal calendar assigned to the
General Ledger company. For example, if you link
Accounts Payable company number 04 with General
Ledger company 05, Accounts Payable uses the fiscal
calendar for company 05.
When you enter a transaction, Accounts Payable checks

the transaction posting date against the fiscal calendar,
and then creates a journal entry for the appropriate
period and year.
Accounts Payable 93
Releasing the Accounts Payable postings to General

Ledger creates a journal entry batch for the correct fiscal
period and year. If you release transactions from
multiple periods, the program creates a separate batch
for each fiscal period that is affected.
Posting to Other Periods

If you enter an Accounts Payable transaction using a
posting date that falls outside of the dates of the current
General Ledger period, you see a warning message,
indicating the fiscal period and year to which it will be
posted.
You can generate postings for any period in the current,

previous, or subsequent fiscal year. However, you can
prevent prior period postings from Accounts Payable,
using the link settings under the General Ledger File
Change Setup Information option.
☞ You cannot change a posted date from a closed period

because the program sends reversing postings to the
closed period. A message is displayed stating you must
unlock the period in order to complete the transaction.
When you release postings that span multiple periods to

General Ledger, Accounts Payable creates a separate
journal batch for each period.
☞ You cannot re-distribute when invoicing PO receipts.
94 Sage Pro ERP

Sessions
Once you link Accounts Payable to General Ledger,
every transaction you enter creates a journal entry.
Each time you enter a set of similar transaction--for

example, invoices--the program assigns the transactions
from that entry session a unique session number.
You can use session numbers to cross-reference General

Ledger journal entries with Accounts Payable transaction
reports.
Each application for each company has its own set of

session numbers. Whenever you begin entering a
transaction, the application session number increments
by one, and the resulting journal entries are tagged with
that session number. The session number appears in the
title of the transaction entry dialog box, and is carried on
postings when information is released to General Ledger.
☞ To see information about the current session, press

<Shift-F8> at any time during transaction entry. You see
a dialog box containing current session statistics,
including cumulative transaction amounts.
You can see a system-wide report of session statistics

through System Manager. See your System Manager
documentation for more information.
Transaction Examples
The following examples list different Accounts Payable
transactions and their effect on General Ledger.
Accounts Payable 95
Entering a Payable
You’ve purchased a $285.00 light table for your
advertising department. When you enter the invoice,
you generate these postings:
Distribution: Equipment (Asset) 285.00
Control: Accounts Payable (Liability) 285.00
Paying a Payable
When you pay the invoice by issuing a check, you
generate the following postings:
Accounts Payable (Liability) 285.00
Checking (Asset) 285.00
Voiding a Check
Now you decide to return the light table before you
mailed the check. You must first void the check.
96 Sage Pro ERP

Voiding a Payable
If you decide to reverse the transaction entirely, you can
void the invoice as well.
Distribution: Equipment (Asset) 285.00
Entering a Recurring Payable

Your company has taken a car loan on which you make
monthly payments. First, you enter a payable invoice for
the total amount of the loan in order to capitalize the
asset.
Distribution: Automobile (Asset) 20,000
Control: Loan Payable (Liability) 20,000
Every month, you post a payable for the interest on the

monthly payment.
Distribution: Interest (Expense) 700.00
Control: Interest Payable (Liability) 700.00
When you’re ready to issue a check to make the monthly

loan payment, you approve the full invoice for the
monthly interest, then you approve a partial payment
from the original loan payable invoice (for example, the
principal).
Accounts Payable 97
For example, if the total monthly loan payment is

$1000.00, of which $700.00 is interest, you would
approve a total of $300.00 to be paid against the full loan
invoice.
Interest Payable (Liability) 700.00
Loan Payable (Liability) 300.00
Applying a Debit Memo

When you have credit with a vendor you need to create
a debit memo, then apply the debit to a later invoice
from the vendor.
Example
You return some defective staplers, and your vendor
gives you a credit for $50. First, you enter a debit memo.
Distribution: Office Supplies 50.00

(Expense)
Next, you receive an invoice from this vendor for a new

order against which you apply the credit.
Distribution: Office Supplies 200.00
98 Sage Pro ERP

After you apply the debit memo to the invoice and issue
the check for the balance, this is the net affect on the
general ledger:
Invoicing Purchase Order Receipts

If you have Purchase Orders installed, you can create
payable invoices for goods you have received through
Purchase Orders. This clears the balance from the PO
Clearing account.
Example
You received a purchase order for a computer monitor.
Inventory (Asset) 380.00
PO Clearing (Liability) 380.00
In Accounts Payable, select Transaction Invoice PO

Receipts to create a payable invoice from the receipt.
Distribution: PO Clearing (Liability) 380.00
Accounts Payable 99
Finally, pay the invoice by printing a check.
Closing Unbilled PO Receipts

You may need to close a receipt without creating an
invoice for it. For example, the vendor informs you that
he is not going to invoice you for the monitor. Since you
have recorded a receipt for the monitor, but have not
created an invoice, the amount of the transaction still
resides in the PO Clearing account.
To remove this item from the Unbilled Receipts Report

and the PO Clearing account, select Transaction Close
Unbilled PO Receipts.
When you use the Close Unbilled PO Receipts option,

you enter the account number for an entry to offset the
one made to the PO Clearing account. Although the
example uses the Inventory account (which simply
reverses the entry that was made when the monitor was
received), you can enter any account.
PO Clearing (Liability) 380.00
Inventory (Asset) 380.00
For example, if you had recorded the receipt as debiting

a Cost of Goods Sold account, rather than the Inventory
account, you could change the account in the example
above to credit the Cost of Goods Sold account instead.
100 Sage Pro ERP

Or, if the item is to be scrapped, you might want to post

the item to an appropriate inventory scrap or
obsolescence account.
Invoicing Receipts at a New Cost

There may be instances where the amount of the
vendor’s invoice varies from the amount you recorded
when you received a purchase order. In this case, the
difference is posted to the Purchase Variance account
you specified when you set up your Accounts Payable
company.
Example
You received a computer monitor at a cost of $380.00, but
the vendor invoices you for $385.00. When you select
Transaction Invoice PO Receipts to create a payable
invoice from the receipt, you generate the following
postings:
Distribution: PO Clearing (Liability) 380.00
Purchase Variance (COGS) 5.00
Tracking Inventory and Account Activity

If you have several Sage Pro ERP applications installed
for a company, the following table may help you. It
provides an overview of how various transactions in
Sage Pro ERP applications affect the inventory file, and
how these transactions generate the postings to General
Ledger.
Accounts Payable 101

Transaction Application Effect on Inventory Effect on General

Ledger
Enter purchase order PO On Order updated No activity
Receive purchase PO On Hand updated Item Control debited;

order PO Clearing credited
Purchase Variance
debited
(if received at a different
cost, using standard
costing)
Invoice PO receipts AP No activity PO Clearing debited;

Accounts Payable
credited
Print checks AP No activity Accounts Payable

debited;
Cash credited
Enter sales order SO Allocated updated No activity
Ship sales order SO Allocated/On Hand Cost of Goods debited;

(if generates invoice) updated for stock Item Control credited;
item Accounts Receivable
debited;
Sales credited
Enter invoice AR Allocated/On Hand Cost of Goods debited;

updated for stock Item Control credited;
item Accounts Receivable
debited;
Sales credited
Post cash receipt AR No activity Cash debited;

Accounts Receivable
credited
102 Sage Pro ERP

Effect on General
Transaction Application Effect on Inventory
Ledger
Receive item IC On Hand updated Item Control debited;

for stock item IC Clearing credited
Issue item IC On Hand updated IC Clearing debited;

for stock item Item Control credited
Closing Unbilled PO AP No activity PO Clearing debited;

Receipts User inputs account to be
credited

Changing the Check Form

topics:
• “Editing Settings” on page 105
• “Editing the Form” on page 107
• “The Visual FoxPro Report Designer” on page 114
Introduction
In Accounts Payable, the check format information
(locations for address, amount, and so on) is contained in
report form (.FRX) files. You can edit these report forms
to change the placement of items on your company’s
checks.
Preprinted checks are available from Sage by calling

800/257-8354 or by faxing 800/451-8113. If you have not
yet set up a new check format for your company, you
can copy the default check format to use as a starting
point.
☞ Although you can change any element on the check

format, we suggest that you move only the fields that are
listed below. This list cross-references each check
element with its actual field name.
104 Sage Pro ERP

Changing the Check Form ◆
Select Maintain Check Format. You see a submenu

with options to edit the check settings, edit the form
elements, and perform a print test.
Check Element Form Fields
Vendor Number vendno
Stub Vendor Name pcomp
Stub Check Number checkno
Company Name ticompany
Bank Name tbcompany
Check Number check
Check Amount (spelled out) ttextamt
Pay Date tdate
Check Amount (numeric) ttotal
Payable To (vendor) pcomp
Editing Settings
Maintain Check Format Edit Settings allows you to
specify a printer type and form length for your checks.
When you select this option, you see the Check Format
option grid:

Use the <Spacebar> to make selections in the fields. You

see the following fields in the Check Format option grid:
Laser Printer
Select
• Yes to print checks using a laser printer. This will
eject the page when printing is done.
• No to print checks using a standard dot matrix
printer.
Check Type
Select
• Standard if you are using preprinted checks
(which include your company’s name and address)
and stub header columns already printed on the
check form.
• Multi-Purpose if you are using blank checks.
• CPA Standard if you are using the CPA check
standard, which prints the check on top with two
stubs below.
☞ Multi-purpose checks include a currency field to

accommodate invoices in multiple currencies.
☞ If you select Standard for Check Type and Yes to the

Laser Printer option, the Number of Stubs field,
discussed below, is automatically Two Stub.
Number of Stubs: (Appears only if you select Yes to the

Laser Printer option.)
Select
• One Stub to print one check stub per check.
106 Sage Pro ERP

• Two Stub to print two check stubs per check,

enabling you to keep one stub for your records. If
you select this option, each check will print “stub-
check-stub” on 8½” x 11” paper.
Select Save when you have completed the option grid.
Editing the Form

To edit the check form, select Maintain Check
Format Edit Form). Using the Customize Reports
Maintenance options, you can save specialized reports
specific to a user or company, and define filters to select
which customized report to use when printing or
previewing.
Custom report features include:
• A treeview interface displaying the report hierarchy.
• User or company-specific filter options, or a free

filter option.
• Unlimited number of customized reports allowed.
• Report options grids display a drop-down list box of

available report forms to choose from, and the option
to create new reports.
• A unique sequence number is assigned to each

custom report form created.
• Option to enter a specific path/directory for storing

the custom report form.
• Flexible naming conventions.

☞ Reports that have been customized may not be available

for use in future versions or builds of Sage Pro ERP.
☞ The standard/stock report fields are displayed on the

Customize Reports Maintenance screen are read-only.
You cannot modify Sage Pro ERP standard report form
information here.
You see the following tabs in the Customize Reports

• “Standard Report Tab,” below
• “Custom Report and Filters Tab” on page 110
108 Sage Pro ERP

Standard Report Tab

The Standard Report tab displays the properties of the
selected Sage Pro ERP report form:
The information is for display only. You cannot edit the

Standard Report tab fields.

Custom Report and Filters Tab

When you click Add the Custom Report and Filters tab
is automatically selected:
You see the following fields in the Custom Report and

Filters tab of the Customize Reports Maintenance dialog
box:
Seq#: Enter a number between 1-9999. If more than one

custom version of the standard report is created, the
sequence number determines the order in which the
custom reports are listed in the drop-down box on the
report option grid, with the lowest number listed first.
If you enter a sequence number that is not unique, you

see the following dialog box:
110 Sage Pro ERP

Click
• Yes to have the program automatically assign the
next unique sequence number.
• No to assign a different sequence number to the
report. You must assign a sequence number to
continue.
Custom Report: Enter a unique name of up to 40

characters in length for the custom report. Sage Pro ERP
only accepts alphanumeric characters and the underline
(_) symbol in this field.
Description: Enter a description for the custom report.
Report Path: Specify a directory path to save the custom

report in. You can specify any valid directory with write
permissions.
If you do not specify a path, you see a message similar to

the following:
Click
• Continue to use the path for containing your Sage
Pro ERP directory custom libraries.
• Reenter to enter a new directory path.
Orientation: Select an orientation for printing and/or

previewing the report. This field is scheduled for future
use.
Users: Select an option to make the report available for a

specific group of users or all users.

Select
• All to make the custom report form available for
all Sage Pro ERP users.
• Selection to make the custom report form available
for specific Sage Pro ERP users. Double-click on the
user you wish to select. An asterisk (*) appears next
to the user when selected.
Companies: Select an option to make the report

available for a specified group of companies or all
companies.
Select
all Sage Pro ERP companies.
for a specific Sage Pro ERP company. Double-click
on the company you wish to select. An asterisk (*)
appears next to the company when selected.
Filter: Enter a free filter expression (it must be a valid

Visual FoxPro expression) to be evaluated before
printing or previewing the custom report. The
expression must evaluate to a logical true (.t.) for the
custom report to be available for selection on the report
option grid.
112 Sage Pro ERP

Notes Tab
Click the Notes tab to add a note to the customized
report.

entering the note.

Spell Check: (Microsoft Word is required to use this

option.) Click this button or press <Alt+H> to launch


and down through the text. You can also move through
note text using <PgUp>, <PgDn>, and the arrow keys.
Click Save when you are finished entering information

in the Custom Report Maintenance dialog box. When
you save the report, Sage Pro ERP launches the Visual
FoxPro report designer. Use the report designer to make
any modifications to the report form, such as adding a
logo or rearranging the layout.
You can select from the following command button

options on the Custom Reports Maintenance dialog box:
Click
• Add to add a customized report.
• Edit to edit the information in the Custom Report
and Filter tab for the selected customized report.
• Delete to delete the selected customized report.
• Edit Report to launch the Visual FoxPro report
designer and edit the custom report.
The Visual FoxPro Report Designer

The Visual FoxPro Report Designer contains a variety of
tools that make it easy to modify your reports. For more
information about the Report Designer, see your
Microsoft Visual FoxPro documentation.
☞ Customizing report forms could alter export results

when exporting to external applications. See your
System Manager documentation for details.
114 Sage Pro ERP

You see a standard Visual FoxPro report editor window,

where you can edit and move the report form fields.
You can add text or images (such as company logos) to

any report form.
☞ Avoid using the options on the right-click context

menus—some of these options may not work properly
with Sage Pro ERP reports—instead, use the options
from the pull-down menus in the form editor.
When you finish making changes to the report, press

<Ctrl-W> to save it. The program asks you to confirm
that you want to save your changes:

Click
• Save to save the custom report.
• Edit Again to return to the Visual FoxPro report
designer.
• Cancel to cancel your changes.
If you click Save, you see the following dialog box:
Click Yes to always print to the selected printer, or No to

choose a printer manually.
116 Sage Pro ERP

Changing the System Date ◆
Changing the System Date

The Sage Pro ERP system is set based on your
computer’s clock date. You can use the File Change
System Date option to temporarily change the date the
program considers as “today.” Do this if you want a
different date for transactions or reports, or if your
computer’s clock is not working.
☞ The _SYSETDT privilege must be assigned to change the

system date.
Using a Past Date

If you enter a date that is older than your computer clock
date, the new system date only affects the company,
application, and workstation for which you set the date.
This historical date remains in effect until you transfer to

another company or application, or exit the system.
Using a Future Date

If you enter an Sage Pro ERP system date that is greater
than your computer clock date, the new date applies to
all applications in the company for which you set the
date.
That date remains in effect until you set the date back
again, or until the computer clock is greater than the
system date. In addition, every time you start or transfer
to an application, you see a warning message that the
system date is greater than your computer clock date.

Accessing Visual FoxPro

You can use Visual FoxPro temporarily without actually
leaving Accounts Payable. This makes it easy for you to
look at your data files directly or customize report forms.
Visual FoxPro access is only enabled for Administrator

level users.
After adding this line to your AUTOEXEC file, restart

your computer. The SBTDUTIL setting enables you to
easily block out the database option to protect data
integrity from inexperienced users who may otherwise
wander into the option.
Entering Database Commands

Select File Open FoxPro Access.
• If you started Sage Pro ERP with a runtime version

of Visual FoxPro (as provided with the compiled
product) you see the following dialog box:
• If you started Pro Series with a full version of Visual

FoxPro (purchased separately) you see the FoxPro
Command Window:
118 Sage Pro ERP

Accessing Visual FoxPro ◆
Enter database manager commands. When you are done,

press <Enter> (or type RESUME and press <Enter>,
from the Command Window) to return to the main
menu.
Do not use this option to enter records directly. If you do,

you will bypass the normal error-checking routines that
are built into the program, and possibly cause
irretrievable damage to your data files.
Sage shall not be liable for any database damage that

results from use of the Database Commands menu
option.

Quitting Accounts Payable

topics:
• “Transferring to Another Sage Pro ERP

Application,” following
• “Exiting to Windows” on page 120
• “Backing Up Your Data” on page 121
You can quit Accounts Payable to work in another

application, or to end your Pro Series session.
Transferring to Another Sage Pro ERP Application

You can quit Accounts Payable and work with another
installed Sage Pro ERP application. When a Sage Pro
ERP application is installed, it appears as a menu choice
on the File Open menu.
Select the application you want to use from the File

Open menu. If you have more than one company, you
see a list of all the companies to choose from. Select the
one you want. You then see the main menu for that
application and company.
You can also change applications by clicking the

Application ID drop-down box on the standard toolbar
and selecting from the list of installed applications.
Exiting to Windows
To quit Accounts Payable and end your Pro Series
session, select File Exit from the main menu.
120 Sage Pro ERP

Quitting Accounts Payable ◆
If you are using compiled programs with the runtime

version of Visual FoxPro, you return to the operating
system.
If you’re using the development version of Visual

FoxPro, you return to the Visual FoxPro Command
window. Type QUIT and press <Enter> to return to the
operating system.
Do not exit by turning off the computer or by pressing

<Ctrl-Alt-Del>. This may damage your files.
Backing Up Your Data

Once you complete the basic setup for your company,
you should make a backup of the data files. Keep this
backup separate from any others you make, so you can
restore your company to its original state if you ever
need to.

122 Sage Pro ERP

Transactions
Payables __________________________________________________125
Changing or Voiding Payables_______________________________165
Invoicing Purchase Order Receipts ___________________________174
Recurring Payables ________________________________________187
Approving for Payment ____________________________________200
Manual Checks and Non-Check Payments ____________________209
Transactions
Applying Debits ___________________________________________218
Printing Checks ___________________________________________221
Entering Direct Payments ___________________________________235
Prepayments ______________________________________________239
Voiding Checks and Direct Payments_________________________244
Closing Unbilled Purchase Order Receipts ____________________252
Reconciling Bank Accounts _________________________________257
Releasing Information to General Ledger _____________________284
Revaluation _______________________________________________287
Adjusting Payment for Customer Sales _______________________291
Closing the Period or Year __________________________________300
Closing the 1099 Year ______________________________________308
1099 Forms________________________________________________310
Transactions
Payables ◆
Payables
topics:
• “Entering Payables” on page 126
• “Calculating Discounts” on page 137
• “Using Control and Distribution Accounts” on

page 146
• “Selecting Accounts” on page 151
• “Entering a Debit Memo” on page 154
• “Redistributing Landed Costs” on page 155
• “Entering Refunds” on page 161
• “Inter-Company Redistributions” on page 162
Introduction
Entering payables is the first step in the standard cycle of
working with Accounts Payable. When you enter a
payable, you are recording a debt that you intend to pay
by check, credit card, or non-check form of payment.

◆ Transactions
Entering Payables
To enter payables, select Transaction Enter Payables.
You see the Enter Payables dialog box:
Once you select a vendor, the Remit to Address,

Payment Priority, and Terms Description fields
automatically contain default information from the
vendor file, which you can edit.
You can also assign an invoice number, and enter the

date, amount, and discount information for each
payable.
You see the following tabs and fields in the Enter

Payables dialog box:
• “Header Fields,” on page 127
• “The Invoice Tab” on page 129
• “The Payment Tab,” on page 139
126 Sage Pro ERP

Payables ◆
• “The Vendor Tab” on page 141
• “The Distribution Entry Tab,” on page 142
• “The Distribution Listing Tab,” on page 148
• “The Notes Tab” on page 149
Header Fields
You see the following fields in the header section of the
Enter Payables dialog box:
Header fields

◆ Transactions
Vendor: Enter or select the vendor code, click the Search

, icon, or press <F2> to select from a list of existing
records.
☞ You can modify the Vendor field width using

Maintain Dictionary Data Types in System
Manager. To expand the width, select “CUSTVEND” for
the Data Type ID and edit the Length field. Sage Pro
ERP supports an expanded field length of up to ten
characters.
If you want to exceed ten characters, you must modify

the form using Customization Manager. For more
information, see “Expanding Field Widths in Sage Pro
ERP” on page 11.
Phone: Enter or select the vendor phone number, click

the Search icon, or press <F2> to select from a list of
existing records.
Name: Enter or select the vendor name, click the Search

icon, or press <F2> to select from a list of existing
records.
128 Sage Pro ERP

Payables ◆
The Invoice Tab

When you select Transaction Enter Payables, you see
the Invoice tab of the Enter Payables dialog box:
You see the following fields in the Invoice tab of the

Remit to Address: Enter the vendor remit-to address or

select an address from the drop-down list box.
Select
• Default to use the default remit-to address for this
vendor.
• Remit-To to select an existing remit-to address
from this vendor’s record.
• Vendor to select another vendor’s address.

◆ Transactions
Normally, when you print a check, the address on the

check is the same address that is in the vendor record.
However, you can change the payment address if it

differs from the vendor address. This is useful if, for
example, a bank has purchased your liabilities, and you
are sending payment checks to the bank, but want the
payment history to be credited to the vendor (a process
known as factoring).
☞ You cannot edit the company name. If you are paying a

factor as described above, you can enter “c/o [bank
name],” and then enter the bank’s address.
You can also select a vendor remit-to code from the pick
list. If you enter a new remit-to code, you see the
Click
• List to choose from a list of codes.
• Add to add this new code.
• Reenter to re-enter a code.
130 Sage Pro ERP

Payables ◆
If you click Add, you see the following dialog box:
Enter information about this new remit-to address and

click the Save icon.
Description: Enter a description of the payable. This

description appears on the Invoice Register and Aged
Payables reports if the Description field on the option
grid is set to “Yes”.
Invoice No: Enter the vendor’s invoice number. You

must enter a number in this field. You cannot reuse an
invoice number for the same vendor, even if that invoice
is paid in full, unless you have deleted the history
records containing the first invoice that used that
number.
☞ Voided invoice numbers can be re-used by operator-level

users who are granted the privilege APPOST03. See your
System Manager documentation for more information on
assigning user privileges.

◆ Transactions
☞ You can modify the Invoice Number field width using

Maintain Dictionary Data Types in System
Manager. To expand the width, select “APINVNO” for
the Data Type ID and edit the Length field.
Sage Pro ERP supports an expanded field length of up to

fifteen (15) characters. If you want to exceed fifteen
characters, you must modify the form using
Customization Manager.
Invoice Date: Enter the date the invoice was created, or

accept the current system date.
Post Date: If this invoice is to be posted to General

Ledger on a date other than the invoice date, enter that
date in this field.
If Accounts Payable is linked to General Ledger, it

checks the posting date against the General Ledger
company’s fiscal calendar.
If the date falls outside the current General Ledger

period, Accounts Payable shows you the period to which
the transaction will be posted. In addition, you can set
up the General Ledger link to prevent Accounts Payable
postings to previous periods.
For more information about fiscal calendars and posting

to previous periods, see “Linking with General Ledger”
on page 84.
Currency: (only appears if Multicurrency is installed)

Displays the default currency ID. For multicurrency
companies, click the Currency ID picklist to select a
currency, and the Currency Detail button to view,
modify or freeze a foreign currency exchange rate.
132 Sage Pro ERP

Payables ◆
Amount: Enter the dollar amount of this invoice,

including sales tax and shipping. You must enter an
invoice amount.
If the invoice amount exceeds the credit limit, you see a

warning.
Click
• Continue to accept the amount you entered.
• Reenter to reenter the invoice amount.
Reference: Enter any additional reference information
about this transaction, such as a purchase or sales order
number, if necessary.
Payment Priority: Select the payment priority for this

payable, or accept the default priority from the vendor
record.
• 1–9
One is the highest priority, and nine is the lowest.
Select a payment priority of 1 to approve the invoice
for immediate payment. Select 2 through 9 to
indicate the payment priority for invoices that you
want to approve for payment at a later time.
• M
Select a payment priority of M to indicate that the
payment was or will be made by a manual check
only (i.e., a check not processed and printed from
Accounts Payable). After you enter the invoice, you
will have an opportunity to enter additional
information about the manual check, including the
number and check date. For more information,
see“Manual Check Payments” on page 151.

◆ Transactions
• C
Select C to indicate that payment was or will be
made with a credit card. When you save the invoice
header, you will be prompted to enter additional
information about the credit card transaction. See
“Credit Card Payments” on page 140.
• T
Select T to use direct payment. The vendor must be
set up to use direct payment in order to use this
Payment Priority.
If the vendor is not set up to use direct payment, you see

the following dialog box:
Click OK to close the dialog box. You can activate direct

payments for the vendor on the Purchases tab of the
Vendor Maintenance dialog box. Also see “Adding
Direct Payment to a Vendor” on page 61.
• N
Select N if you want to pay the invoice with a non-
check form of payment, such as cash or a wire
transfer. For more information, see “Non-Check
Payments” on page 153.
• 0 (zero)
Select zero to indicate that the invoice is on payment
hold, and can’t be paid until you change the priority.
If you enter 1, M, C, T or N in the Payment Priority

field, you can enter additional information in “The
Payment Tab” on page 139.
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☞ You can also create a payable invoice with a negative

amount to reverse all or part of a previous invoice
amount. See “Entering a Debit Memo” on page 154.
Landed Cost: Check this field set the Landed Cost field
on the Distribution Entry tab to “Y”. If you do not check
this option, you can still activate the Distribution Entry
tab settings for landed costs.
Discount: This field shows the calculated discount

amount, if any, based on your entry in the Terms ID
field. See “Calculating Discounts” on page 137 for more
information.
Terms ID: The Terms ID, and related values in the

Payment Discount %, Payment Discount Days, and Net
Due Days fields are copied from the vendor record. To
select another Terms Description, press <F2> or click the
Search icon. The related fields will be updated
accordingly.
To enter terms that do not exist in the list of valid

choices, clear the entry in the Terms ID field (if any) and
press <Enter>. You see the following dialog box:
If you click Custom, you can make entries in the

Payment Discount %, Discount Days, and Net Due
Days fields directly. This enables you to bypass the rule
checking for terms in case you have an unusual payment
circumstance for this invoice.

◆ Transactions
For more information on payment terms, see “Vendor

Payment Terms” on page 67.
☞ If a vendor has a default payment method as None the

Payment Discount percentage, Discount Days and Net
Days fields are enabled for the user to customize with
their own values (just like the Custom option allows).
Payment Discount %: This field shows the percent

discount that you receive from this vendor for paying
within a certain number of days. You can edit this field
only if you selected to enter custom terms for this
invoice.
Payment Discount Days: This field shows the number of

days in which you must pay the vendor in order to
receive the payment discount. You can edit this field
only if you selected to enter custom terms for this
invoice.
Net Due Days: This field shows the total number of days
in which you must pay this invoice before it becomes
past due. You can edit the entry in this field only if you
selected to enter custom terms for this invoice.

companies.) Displays the group parent tax code assigned
to the vendor.
Discount Date: This field shows the date by which you

must pay to receive a payment discount, if eligible. The
program calculates this date as the invoice date plus the
number of days in the Discount Days field. If this
invoice is not eligible for a payment discount according
to the Terms Description, this field is unavailable.
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Due Date: This field shows the date this invoice is due for
payment.
Amount: (Only appears if you are entering an invoice for

a vendor with an “I” or “M” in the 1099 Type field in
their vendor record). Enter the invoice amount to
designate as a 1099 payment. You can enter the full
amount, or any portion.
If you need to make both types (interest and

miscellaneous) of 1099 payments to a single vendor, you
need to create two separate vendor records for that
vendor, one for interest 1099 payments and one for
miscellaneous 1099 payments.
See “Vendors,” on page 39 for more information about

adding records for vendors with both 1099 types.
Calculating Discounts
In the Enter Payables dialog box, if you enter payment
terms in the Terms Description field that qualify you for
a discount, you see the following prompt after you enter
or edit the payment terms:
Click Yes to calculate the discount based on the entire

invoice amount. Accounts Payable displays the
calculated discount in the Discount field. You can accept
or edit this amount.

◆ Transactions
If you choose not to calculate the discount on the total

invoice amount, enter the amount to exclude from the
discount calculation. Accounts Payable figures the
discount on the invoice amount less the excluded
amount.
For example, you could take a discount on the purchase

amount, but not on the sales tax. In order to have the
program calculate the correct discount amount, you
would enter the sales tax amount as the amount by
which to reduce the discountable total.
Click Proceed to continue to the next dialog box. When

you click Proceed, if the payment priority for the invoice
is 1, M, or N, you see the additional fields described in
“The Payment Tab,” following.
If the payment priority for the invoice is C, you see the

additional fields described in “Credit Card Payments”
on page 140. Otherwise, you see the Distribution Entry
tab of the Enter Payables dialog box.
Enter the control and distribution accounts as described

in “Using Control and Distribution Accounts” on
page 146.
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Payables ◆
The Payment Tab

In the Enter Payables dialog box Payment Priority field,
if you code the invoice payment priority as 1 (immediate
payment), M (manual check), T (Direct Payment), or N
(non-check payment), the cursor moves to the Payment
tab of the Enter Payables dialog box:
You see the following fields in the Payment tab of the

Aprvd to Pay: Enter the amount to approve for

immediate payment, or accept the default, which is the
full invoice amount (minus any discount approved). If
you don’t want to approve to pay, enter 0 (zero). Later,
you can select Transaction Approve for Payment to
approve the invoice for payment.
Disc Aprvd: Enter the amount of any discount you’re

taking on this payable, or accept the default value.

◆ Transactions
Checking Account No: Enter the number of the checking

account from which this invoice is being paid.
The currency ID information is also displayed on the

Payment tab. When you have finished entering
information into these fields, click Proceed to move to
the Invoice Entry dialog box, where you’ll enter the
control and distribution accounts for this transaction.
☞ You must enter information in these fields before you

can proceed.
☞ If you enter payment priorities 2 through 9 when you

enter the payable, enter the checking account, discount
amount, and approved to pay amount when you
approve the invoice for payment using Transaction
Approve for Payment.
Credit Card Payments

If you enter C in the Payment Priority field in the Enter
Payables dialog box, you see the following additional
fields in the Payment tab of the Enter Payables dialog
box:
Credit Card Vendor No: Select the vendor to whom you

are making a payment. When you create an invoice with
payment priority C, Accounts Payable automatically
transfers the liability from the original vendor to the
credit card vendor, and creates an open payable for the
credit card vendor.
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Payables ◆
Credit Card Invoice: Enter or accept the number of the

credit card vendor’s invoice. The default is the same as
the invoice number for the purchase vendor. If that
invoice number already exists in the credit card vendor’s
file, you must enter a new invoice number.
When you have finished entering information into these

fields, click Proceed.
☞ You must enter information in these fields before you

can proceed.
See “Entering Debit Memos for Credit Card

Transactions” on page 154 for information on entering
debits for credit card payments.
The Vendor Tab

To view Vendor information, click the Vendor tab of the

◆ Transactions
These fields are view-only. To edit Vendor information,

go to Maintain Vendors.
The Distribution Entry Tab

Click Proceed at the top of the Enter Payables dialog
box. You see the Distribution Entry tab of the Enter
Specify the account numbers affected by this transaction.

These accounts include the payable control account to be
credited, and the distribution accounts used to offset this
posting.
You see the following fields in the Distribution Entry tab

of the Enter Payables dialog box:
Invoice Total: The amount of the invoice. This field

defaults from the Amount field on the Invoice tab.
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Control Account: Enter or select the account to be

credited for the payable invoice, or accept the default,
which comes from the vendor record. If you did not
assign a default in the vendor record, the default comes
from the company setup information.
Balance Remaining to Distribute: Displays the dollar

amount of the payable that is left to distribute.

companies.) Enter the tax code or press <F2> to select
from a list of codes.
Recoverable: (Appears only for Multiple Value Added

Tax companies.) Check this box if the tax code entered in
the Tax Code field is recoverable.
☞ See the “Multiple Value Added Tax” section in your

System Manager documentation for more information on
recoverable taxes.
Retain account selection for new line: Check this box to

retain the distribution account selected for subsequent
line entries instead of reverting back to the vendor’s
default account.
Distribution Account: Enter or select the account

number and amount to post to that account. If you
specified a default expense account in the vendor record,
that account number appears here. The default amount
to post is the entire balance that you have to distribute.

◆ Transactions
Job/Phase/Category: (Only appears if Project Accounting

is installed) Displays the job, phase and category
information for the selected job, or you can enter job
information directly. See your Project Accounting
documentation for a description of jobs, phases, and
categories.
Amount: Displays the dollar amount distributed to the

current account.
☞ If you are using VAT or Multiple Value Added, you also

see the Tax Code field in which you can enter a VAT
code for each distribution line. When you enter a VAT
code, the program creates a line with that code’s default
account number, and you can only edit the distribution
amount. To enter an account number directly, leave the
Tax Code field blank.
Description: Enter a description, if desired, for the line

item. This information will be printed on the Selected AP
and Master AP Journal report.
Notes: Enter a N if you do not want to add a note to the

line item or Y to add a note. You have the option of
printing the notes added here on the Selected AP Journal
or Recurring Payables reports by selecting Y for the Print
Notes option on the report grid. Any notes entered are
automatically printed on the Master AP Journal report.
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Payables ◆
If you enter Y in the Notes field, you see the Notes for
Distribution Line dialog box:
Landed Cost: If the Landed Cost field on the Invoice tab

was checked, a “Y” is displayed in this field. You can
toggle the field from “N” to “Y”. If you enter a “Y”,
when you tab through the field, you see the Distribute
Costs dialog box (see “Redistributing Landed Costs” on
page 155 for more information).
ICT: This is enabled only if the “Allow Inter-Company

Transactions” option is checked in Company File
Maintenance screen in SM and active only if there are
any target companies in current installation. You can
toggle the field from “N” to “Y”. If you enter a “Y”, you
can redistribute the amount to other companies. See
“Inter-Company Redistributions” on page 162 for more
information.
☞ You cannot have landed cost and inter-company

distributions for the same line.
Enter a note and click the Save button when finished to

return to the Distribution Entry tab.

◆ Transactions
Using Control and Distribution Accounts

You can distribute to as many accounts as necessary. For
example, if you purchase supplies and pay sales tax on
them, you may want to post the cost of the supplies to
one account and the sales tax amount to another.
To distribute postings to more than one account, enter

the portion you want to distribute to the first account,
and then press <Enter> or click Save.
The program shows you the amount left to distribute

and allows you to pick another account to continue the
distribution.
Before you’re allowed to post, the amount remaining to

distribute must equal zero. You see the following
command buttons on the left side of the Distribution
Entry tab:
Click
• Control to select a new control account.
• Add Line to add another distribution line.
• Select Line to edit a distribution line. Press
<Enter> to display the selected distribution line
again in middle of the dialog box; you can change
the distribution account and the amount as
necessary.
• Save Line to save your edits to the selected
distribution line.
• Cancel Line to abandon your edits.
• Delete Line to delete the selected line.
• Re-Distribute (enabled only if a Landed Cost or
ICT re-distribution is selected) to add, edit or view
redistribution information for the selected line
item. See “Inter-Company Redistributions” on
146 Sage Pro ERP

Payables ◆
You can also edit distribution account information by

right-clicking on the selected account. You see the
following drop-down menu:
Click
• Edit to edit the distribution line.
• Delete to delete the distribution line.
• Line Item Selection Help to access context-
sensitive help information on selecting line items.
• Help to access context-sensitive help.
☞ The right-mouse-click menu only appears if you are not

already in edit mode or editing other data fields.
You can also delete line items by pressing <Delete> on

your keyboard. You see a message asking if you want to
delete the line item. Click Yes to delete it, or No to cancel.
Click Save to post all the distribution lines you entered

for this payable invoice. When you click Save, you return
to the Vendor field of the Enter Payables dialog box.
The vendor you selected for the last payable
automatically appears as the default. To enter another
invoice for the same vendor, press <Tab> or <Enter>, or
select a different vendor.

◆ Transactions
☞ If you set up automatic distribution percentages for an

account in General Ledger, they are not used by
Accounts Payable postings. You must complete the
distribution in General Ledger.
The Distribution Listing Tab

To view distribution account information, click the
Distribution Entry tab of the Enter Payables dialog box:
This information is copied from the distribution account

information on the Distribution Entry tab.
You can Edit or Delete accounts by selecting an account

and right-clicking it.
148 Sage Pro ERP

Payables ◆
The Notes Tab

To add a note to the payable, click the Notes tab:

entering the note.



◆ Transactions

option.
You can use the Notes tab text box to attach a file
hyperlink. The hyperlink information is stored in the
edit box, allowing users to access a Web site URL or a
document, such as a PDF or Word file.
To add a hyperlink, right-click in the text box of the

Notes tab. You see the following menu:
Click Insert File to navigate to the folder location of the

file you want create a hyperlink to, then click OK to
create the file hyperlink.
The hyperlink appears in the Notes tab edit text box.

Press <Ctrl+Click> to follow the hyperlink and open the
file. You can create and attach multiple file links.
Shortcut to Launch Enter / Change Payables screen

The shortcut button is available on the top panel of the
Payables screen. You can click this button to launch the
Enter / Change Payables screen. If you are working in
an Enter Payables screen, it launches the Change / Void
Payables screen. If you are working in a Change / Void
Payables screen, it launches the Enter Payables screen.
150 Sage Pro ERP

Payables ◆
Selecting Accounts
Be sure to use the correct distribution account(s) when
you enter a payables invoice. If Accounts Payable is
linked to General Ledger and uses the wrong
distribution account, your General Ledger reports will be
incorrect.
See “Out-of-Balance Postings” on page 285. The

following are examples of common Accounts Payable
transactions and the accounts you should use to
distribute the invoices:
• If you are purchasing expendables for in-house use,

the distribution should be posted to an expense
account. If you are purchasing depreciable items like
equipment or cars, the distribution should be posted
to an asset account.
• If you are purchasing items that are intended for

resale, but do not have Purchase Orders, or
Inventory Control, you should distribute the posting
to the inventory account.
• When you pay a tax liability recorded through

another application such as Accounts Receivable,
enter the number of the Tax Payable liability account
as the control account, and then enter the same Tax
Payable liability account number for the distribution
account. This entry will offset itself and prevent
duplicate postings to General Ledger.
Manual Check Payments

If you enter M in the Payment Priority field in the Enter
Payables dialog box, when you save the distribution you
see a prompt with the following two fields:
Enter Manual Check #: Enter the check number you

used, or will use, to pay this invoice. The default is the

◆ Transactions
next available check number. If you want to continue

without entering the manual check information, click
Cancel and select Yes when prompted to abandon
manual check entry.
If you enter a Manual check number previously used by

the vendor, a message displays giving you the option to
accept the check number:
• If you accept, you see the message “The Invoice
Amounts will be added together.” The total of both
invoices is then combined into one lump sum on the
check.
• To avoid combining invoices, click OK at the

mesSage Pro ERPmpt and answer No to the Post
Manual Check dialog box.
Check Date: Enter or accept the date on which you want

to post this manual check.
If you do not want to post this check now, you can select
Cancel, and post the check later using Transaction
Enter Manual Checks.
When you have completed these fields, select OK to post

the manual check.
For 1099 vendors, if you entered a date that falls between

the 1099 warning date range defined on the Change
Accounts Payable System Information dialog box, you
see the following warning message:
152 Sage Pro ERP

Payables ◆
Click OK to close the dialog box and continue posting

the manual check.
Non-Check Payments
If you assigned a payment priority of N in the Enter
Payables dialog box, and approved the full amount for
payment, you see the following two additional fields
when you save the distribution:
Enter Payment #: Enter a unique payment number or

code to identify this non-check payment. You can use
any combination of letters and numbers. For example,
you can enter “CASH” or “EFT-034” or any other entry
that helps you identify this non-check payment. If you do
not want to record the payment at this time, leave this
field blank.
Payment Date: Enter or accept the date you want to post

this non-check payment.
If you do not want to post this non-check payment now,

you can select Cancel, and post it later using
Transaction Enter Non-Check Payments. When you
have completed these fields, click OK to post the non-
check payment.
For 1099 vendors, if you enter a date that falls between


◆ Transactions

the non-check payment.
Entering a Debit Memo

A debit memo is a payables entry that reverses all or part
of an invoice amount.
If you need to create a debit memo (for example, to

account for returned goods), you enter a payable as you
normally would, except you enter a negative invoice
amount in the Amount field in the Enter Payables dialog
box. You see the following prompt:
Click Yes to create the debit memo. Confirm the due date
and distribution accounts just as you would if this were
a standard payable invoice. See “Applying Debits,” on
page 218, for information about applying a debit memo
to an open invoice.
Entering Debit Memos for Credit Card Transactions

If you return merchandise that was purchased with a
credit card, in most situations the vendor credits the
credit card vendor.
In Sage Pro ERP, the original vendor's YTD purchases

and YTD payments must be reduced, and the credit card
vendor requires a debit memo that can be applied to the
open invoice.
154 Sage Pro ERP

Payables ◆
To create a debit memo for a credit card payable:
1. Select Transactions Enter Payables and enter a

debit memo for the original vendor using “C” as the
Payment Priority.
2. Transfer this to the credit card vendor using the

original distribution account.
As a result, the YTD values for the original vendor are

reduced, and an open debit memo for the credit card
vendor is created, which can be applied to the credit card
vendor’s open invoice (or to a future payment if that
credit card invoice was already paid).
☞ See “Credit Card Payments” on page 140 for more

information on credit cards.
When you void a credit card debit memo, you see a

dialog box similar to the following:
Click
• Void to cancel the debit memo and re-open the
original.
• Cancel to exit without voiding the debit memo.
Redistributing Landed Costs

If you entered a purchase order and flagged it for landed
costs, when entering payables, you can redistribute the
costs to the items in Landed Cost locations.

◆ Transactions
☞ Please see your Purchase Order documentation for

information about setting up and using Landed Costs.
☞ Enter any Job, Phase and Category information in the

Distribution Entry tab that is related to the Landed Cost
payable if you want the ability to import into the Sage
Project Accounting application. If the payable is
associated with additional jobs, you must enter the
information manually in Project Accounting.
If you enter a “Y” in the Landed Cost field on the

Distribution Entry tab, when you save the line, you see
the Distribute Costs dialog box:
You can automatically distribute landed costs to one or

more items, or manually distribute landed costs to
individual items. To automatically distribute landed
costs, see “Auto-Distributing Costs” on page 158.
156 Sage Pro ERP

Payables ◆
You see the following fields on the dialog box:
IC Tran#: Select the line item you want to distribute the

landed costs to.
Landed Cost Loct: Displays the landed cost location for

the selected distribution line.
PO Number: Displays the purchase order number for the

selected distribution line.
Item: Displays the item code.
Landed Cost Code: Select a landed cost code to apply to

the distribution line item.
☞ See your Purchase Order documentation for information

on setting up Landed Cost Codes.
Dist%: Enter the percentage that you want to distribute

to the selected distribution line.
Distribution Amount: The value of this field is

calculated based on the Dist% entered and the Amount
to Distribute.
Comments: Enter any comments you want to associate

with the distribution line.

◆ Transactions
When you click the Save button, the distribution line of

the invoice is displayed in the lower portion of the
screen:
When you are finished redistributing the costs, click the

Auto-Distribute command button.
Auto-Distributing Costs
When you click the Auto-Distribute option on the
Distribute Costs screen, you see the first step of the Auto
Distribute Costs wizard:
158 Sage Pro ERP

Payables ◆
Use the fields on this screen to enter your selection

criteria. You see the following fields on the Step 1 of 2 -
Select Criteria dialog box:
Landed Cost Location: Displays default landed cost

location.
Receiving Location: Enter or select the stock receiving

location for the items.
PO Vendor: Enter or select the purchase order vendor.
PO Receipt Date: Enter or select the date the items were

received.
Item: Enter or select the item or leave blank to select all

the items.
IC Tran#: Enter or select the Inventory Control receipt

transaction number leave blank to select all transactions.
Currency ID (Only available if you have Multicurrency):

Select a currency code.
When you are ready to proceed, click Next. You see the
Step 2 of 2 - Finalize Distributions dialog box:

◆ Transactions
Select the line items you want to redistribute the costs

for. Click All to select all the line items or None to
deselect all the items.
Distribute By: Select a method of distribution. The

distribution of costs is based on the option selected if
you are using quantity, cost, or weight as the
distribution method.
Example
Receipt line #1 has a quantity of “2”, and receipt line #2
has a quantity of “1”. The Distribute By method is
Quantity and the distributed amount is $30.
Every quantity takes up a cost of $10, so the amount

distributed to line #1 is 20 and the amount distributed to
line #2 is 10.
☞ The Cost and Weight distribution methods use the same

calculation technique shown in the example.
Select
• Quantity to distribute the cost based on quantity.
• Cost to distribute the cost based on cost.
• Weight to distribute the cost based on weight.
• Manual to enter the distribution cost for each item
manually. If you select this option, the cursor
moves to the Distributed Costs column.
• Percentage to enter a distribution cost percentage
for each item manually. If you select this option,
the cursor moves to the Dist% column.
Landed Cost Code: Select a landed cost code. The code

you select is used for all items.
160 Sage Pro ERP

Payables ◆
When you are ready to proceed, click Finalize. The

distribution costs are displayed in the grid of the
Distribute Costs dialog box:
Click the Save button to close this screen and return to

the Distribution Entry tab of the Enter Payables dialog
box.
Entering Refunds
To record a refund from a vendor, enter a debit memo
for the refund amount with a priority of M and type
“Refund” in the Reference field. Save the debit memo.
Distribute the debit memo to the same account(s) that

you use to distribute the invoice whose payment is being
refunded.
This ensures proper crediting of the same distribution

account debited in the original transaction. Next, select
Transaction Enter Manual Checks and pay the debit
memo with a negative manual check.

◆ Transactions
This generates the accounting entries debit cash account.

For more information, see “Paying Invoices with a
Manual Payment,” on page 212.
Inter-Company Redistributions
If you have several companies configured for inter-
company transactions (see the “Companies” section of
your System Manager documentation), and you have
defined your ICT accounts in General Ledger, you can
redistribute payment discounts and adjustments to other
companies.
When entering payables, if you give “Y” for the ICT

field, you have the option to redistribute the total
payable amount to other companies that support inter-
company transactions.
On the Distribution Entry tab, if you have selected ICT

re-distribution, you see the Inter-Company Re-
Distribution dialog box:
162 Sage Pro ERP

Payables ◆
Enter a company ID to redistribute the amount to. You

can redistribute to multiple companies, as long as the
company is set up to accept inter-company transactions.
You see the following fields in the Inter-Company

Re-Distribution dialog box:
Amt to Distribute: Displays the amount entered on the

Invoice tab.
Re-Distributed: Displays the amount redistributed.
Balance Remaining to Distribute: Displays the amount

remaining to distribute.
Company ID: Displays the company ID that you are

redistributing to.
Re-Distribution Account: Enter or select an account to

redistribute to. Click the picklist to view all the accounts
available for that company.
% Dist: Enter a percentage to redistribute. The Amount

field is automatically calculated using the distribution
percentage and the amount to redistribute. For example,
if the amount to distribute is “50.00”, and the percentage
entered is “50”, the Amount field displays “25.00”.
Amount: Enter an amount to distribute.
Comments: Enter a comment, if applicable.

◆ Transactions
☞ For foreign currency transactions, you can redistribute

the amount (to the target companies) in the same
currency. The exchange rate is determined by the source
company, not the target company, but the actual
postings in the target companies occur in their base
currency.
If the total amount exceeds the amount to be

redistributed, you see the following warning message:
Click OK to close the dialog box and adjust the amount.
You see the following command buttons on the Inter-

Company Re-Distribution dialog box:
Click
• Add Line to add a distribution line.
• Select Line to select an existing distribution line.
• Save Line to save any edits to the selected
distribution line.
• Delete Line to delete the selected distribution line.
When the Balance Remaining to Distribute is zero, you

can save the redistribution. When you click the Save
button, you are returned to the Enter Payables screen.
To view, edit or add redistribution amounts, click the

Re-Distribute button on the Distribution Entry tab.
164 Sage Pro ERP

Changing or Voiding Payables ◆
Changing or Voiding Payables

• “Editing the Header” on page 166
• “Editing the Distribution Lines” on page 168
• “Voiding Payables” on page 171
☞ You cannot change the amount on a payable after it has

been posted. If the amount is wrong, you must first void
the payable, and then enter a new invoice with the
correct amount.
To make changes to a payable, select Transaction

Change or Void Payables. You see the Edit/Void
Invoice No field

◆ Transactions
In the Invoice No field, enter or select the number of the

invoice you want to edit, or click the Search icon to
choose from a list of invoices.
You see the following command buttons at the top of the

dialog box:
Click
• Select to choose a different invoice to edit.
• Fwd to see the next payable in the file.
• Back to see the previous payable in the file.
• Edit Header to change the currently displayed
header information. You cannot edit the header of
an invoice that has been fully paid. See “Editing
the Header,” below, for more information.
• Void to void the payable. You cannot void a
payable that has been paid. See “Voiding
Payables,” on page 171 for more information.
To change the distribution information for the displayed

invoice, click the Distribution Entry tab. For more
information, see “Editing the Distribution Lines” on
page 168.
Editing the Header

To edit any highlighted header field on the Edit/Void
dialog box of an unpaid invoice, click Edit Header.
☞ On change/void MDI screens, you can edit either the

detail line items or the header fields at any time during
the transaction, but you cannot edit both at the same
time.
166 Sage Pro ERP

If you choose to edit the remit-to address, click in any of

the address lines and make your changes. The system
marks the invoice or debit memo to print on a separate
check from the check that includes the other payables for
the vendor.
If you select this option accidentally, the system may

print several checks to one vendor at the same remit-to
address. Or, the system may not print an approved debit
memo on a separate check since Accounts Payable does
not allow a printed check for a negative amount.
☞ You cannot change the Payment Priority to C for a

payable that has been partially paid.
When you finish editing the header information, click the

save icon and confirm the due date.
If you change the invoice payment priority to 1, you see a

prompt to approve the invoice for a specified checking
account, and enter any discount to be taken on the
invoice when it’s paid.
☞ You can pay any approved invoice with a manual check

or non-check payment by selecting “All” as the
“Minimum Payment Priority” when you enter either
type of payment. All approved invoices are paid if you
select “All” as the “Minimum Payment Priority” on the
Print Checks option grid.

◆ Transactions
Editing the Distribution Lines

To edit the control and distribution account entries,
select the Distribution Entry tab of the Edit/Void
Distributio
n Entry tab
168 Sage Pro ERP

You see the following command buttons on the left side

of the Distribution Entry tab:
Click
• Control to edit the control account.

• Add Line to add a distribution account for this
invoice.
• Select Line to edit or delete a distribution line.
Press <Enter> to display the selected distribution
line again in middle of the dialog box; you can
change the distribution account and the amount as
necessary.
• Save Line to save your edits to the selected
distribution account.
• Cancel Line to abandon your edits.
• Delete Line to delete the selected line.
• Re-Distribute (enabled only if a ICAA account is
selected) to add, edit or view redistribution
information for the selected line item. See “Inter-
Company Redistributions” on page 162 for more
information.
You can also edit item information by right-clicking the

selected line item. You see the following drop-down
menu:
Click
• Edit to edit the line item.
• Delete to delete the line item.
• Help to access context-sensitive help.

◆ Transactions
☞ The right-mouse-click menu only appears if you are not

already in edit mode or editing other data fields.
You can also delete line items by pressing <Delete> on

your keyboard. You see a message asking if you want to
delete the line item. Click Yes to delete it, or No to
cancel.
☞ Remember that the amount remaining to distribute must

equal zero before you can save the revised distribution.
Distributing a Partially Paid Invoice

Even if you make a partial payment on an invoice, you
still distribute the entire amount. This can sometimes be
a problem if you need to distribute the invoice to more
than one account and don’t know in advance which
account to use for distributing the balance due.
If you know the distribution accounts in advance, you

can enter all of the accounts when you enter the payable
and then enter the payment later. If you won’t know the
distribution account until you pay the balance of the
invoice, you must go back and change the distribution.
Select Transaction Change or Void Payables. You see

the Edit/Void Payables dialog box. In the Invoice No
field, select the number of the invoice.
170 Sage Pro ERP

Click
• Edit Header to change the currently displayed
header information (if the payable has not been
paid in full).
• Void to void the payable if no payment has been
made.
To change distribution information for the displayed

invoice (if the payable has not been paid in full), click the
Distribution Entry tab. To view distribution information,
click the Distribution Listing Tab.
See “Entering Payables” on page 126 for more

information on the distribution entry and listing tabs.
Voiding Payables
☞ You cannot void fully or partially paid invoices,

including invoices paid by credit card (for example,
those with a payment priority of C). You must void the
corresponding payment (check, or credit card vendor’s
invoice) first to reopen the payable and allow it to be
voided.
To void an invoice, select Transaction Change or Void

Payables, and enter or select the invoice. Click Void.
You see the following screen to accept void date.

◆ Transactions
If you enter a void date prior to posting date the system

would stop you with the following dialog.
If you enter a proper date, the invoice is voided. After

the program voids the invoice, you can click Fwd to see
the next invoice or Back to see the previous invoice.
Click Exit to return to the main menu.
☞ When you void a payable, only the amounts invoiced for

the receipt are reversed.
To close a payable that has been partially paid without

voiding the existing payment(s), enter a debit memo for
the outstanding amount on the payable and distribute
the debit memo to the same account(s) that you used to
distribute the original payable.
You can use Transaction Apply Debits to reduce the

outstanding value of the original payable to zero,
thereby removing it from the balance on your invoice
register for open payables and your open payable aging
report.
If you do not use the Apply Debits option, you can

select Transactions Approve for Payment and approve
both the original payable and the debit memo so that
they are listed individually on the check stub of the next
check issued to that vendor.
172 Sage Pro ERP

When you do this, you acknowledge receipt of the debit

memo credited against the payable, but you don’t impact
the payable balance of the check because the outstanding
amount on the invoice, plus the amount of the debit
memo, net to zero.

◆ Transactions
Invoicing Purchase Order Receipts

topics:
• “Entering Header Information” on page 175
• “Selecting Items to Pay” on page 179
• “Invoicing Multicurrency Receipts” on page 183
• “Distributing the Invoice” on page 186
Introduction
When Purchase Orders is installed, you can use
Accounts Payable to automatically create payables to
match the goods and services you receive in Purchase
Orders. When you use this feature on return-type orders,
Accounts Payable records a debit memo.
☞ Before you use this option, print the Unbilled Receipts

Report to see what you have received, but not yet
entered in Accounts Payable. See “Unbilled PO
Receipts” on page 438 for instructions on producing this
report.
174 Sage Pro ERP

Invoicing Purchase Order Receipts ◆
Entering Header Information

In Accounts Payable, select Transaction Invoice PO
Receipts. You see the Invoice PO Receipts dialog box:
Enter or select the vendor for whom you want to create

an invoice. When you are finished invoicing the selected
PO receipt, the Vendor ID is retained to allow you to
process another receipt for that vendor, if applicable.
In the PO field, enter the number of the received

purchase order from which you want to create an
invoice. If you enter a specific number, all open receipts
for the purchase order are automatically selected for
payment.

◆ Transactions
If you click the Search icon, or press <F2> while you’re

in the PO field, you see the following dialog box:
Click
• Active PO to see receipts from the current period.
• Archived PO to see receipts from prior periods
(when the period in PO has been closed and
archived).
• Archived Receipts to see receipts from prior
periods when the period in IC has been closed and
archived. (Useful if PO and IC are not closed at the
same time).
• All to see all receipts.
You see a picklist containing all the purchase order

receipts for the selected vendor:
To select a purchase order receipt to invoice, press the

<Spacebar> to place an “X” in the box next to the
receipt. You can use <Ctrl+A> to select all, or <Ctrl+U>
to unselect all.
The picklist may repeat the same PO number multiple

times in the following situations:
176 Sage Pro ERP

• If the PO has multiple line items received, you see

one line for each line item. This allows you to select
specific items to invoice, instead of invoicing the
entire PO (for example, if the vendor's invoice is only
for one of two items on the PO).
• If the Correct PO Receipt option was applied to the

order. If you received a purchase order line item,
then backed it out using Correct PO Receipts, then
received the item again, the PO appears three times
when you invoice the PO receipt. Select all three
lines in the order to complete the invoice.
Press <Enter> when you are finished selecting receipts to

return to the Invoice PO Receipts dialog box. When you
select a Vendor and a PO#, the Description field
populates with the PO#.
The field does not populate if you leave the PO# field
blank. To pay all of the vendor’s unbilled receipts at
once, leave the PO field blank.
When you press <Enter> without selecting an order

number, the program collects all unbilled receipts and
allows you to pay all of them at the same time. This
applies to a vendor that has PO receipts in multiple
currencies (for example, USD and ARP) as well.
See “Invoicing Multicurrency Receipts” on page 183 for

information about multi-currency purchase order
receipts. You will also have the opportunity to bill
specific items from the receipts.

◆ Transactions
After selecting the purchase order(s) you want to

invoice, the Invoice PO Receipts dialog box displays the
same header information used for standard payable
invoices:
The program populates the payable header fields with

information from the purchase order if you selected a
single receipt, or from the vendor file if you chose to
invoice all receipts from the selected vendor. The invoice
amount reflects the total amount of the order (or orders)
you chose to invoice.
The AP Cost field displays the extended cost of the

selected receipts, based on costs that were changed on
previous invoices. The Previously Invoiced field
displays the total amount previously invoiced for the
selected receipts.
The amount does not correspond to an individual

invoice. It is the amount invoiced for an individual
receipt on all prior invoices for that receipt.
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Use these two fields to determine the amount remaining

to be paid on the selected receipts.
☞ See “Entering Payables,” on page 126 for detailed

information about entering payable invoice header
information.
Selecting Items to Pay

Save the payable invoice header information, and click
Proceed. You see the PO Receipt Reconciliation Details
dialog box:
At the bottom of the dialog box you see a list of the items
received on the order(s) you selected. Items that you
have already invoiced do not appear.

◆ Transactions
☞ Remember that serialized items appear as individual line

items. For example, if you received a purchase order for
three color monitors that are serialized, you will see
three separate lines, one for each monitor.
Highlight each item you want to pay and press the space
bar to include it on this invoice. You see an X next to the
item’s extended cost.
The Assigned to Invoice total in the middle of the dialog

box changes with each line you select. The Assigned to
Receipt field allows you enter the amount of the receipt
you want invoice. You can partially invoice a receipt, if
desired.
You can edit this field for each line item. The amount
you can enter is limited by the total receipt amount,
which is calculated by subtracting the previously
invoiced amounts from the amount in this field. When
you adjust the cost, the Assigned to Receipt field is
automatically recalculated, based on the new cost.
☞ If an item is listed twice, once with a positive value in the

Rec’d Qty and Ext Cost fields and once with negative
values in those fields, the negative item was “backed
out” of the PO receipt using the Correct PO Receipts
option in Purchase Orders. See your Purchase Orders
documentation for more information about this feature.
If you do not want to change the cost of the line item,

press <Spacebar> to accept both the positive and
negative line items. If you do want to change the cost of
the line item, press <Enter> to change the cost on both
the positive and negative line items, and then make the
same cost change to both.
180 Sage Pro ERP

You can invoice multiple receipts on a single payable,

and even on the same line item. You can also apply
multiple entries against a payable for a single purchase
order receipt.
Click All to tag all receipts, update the Assigned for

Receipt field for each line, and the total Assigned to
Invoice amount. Click None to untag all tagged receipts.
You can enter an amount greater than the invoice

amount that was entered on the Invoice PO Receipts
dialog box. The difference between the original invoice
amount and the Assigned to Invoice amount is
displayed in the Balance Remaining to Distribute field
of the Distribution Entry tab of the Invoice PO Receipts
screen.
If you changed the unit cost of any items (see the

following section), you see the following prompt:
You can print or display this report immediately to have

a record of the changes you made. If you select
Continue, you see the Distribution Entry tab of the
Invoice PO Receipts dialog box.
See the “The Distribution Entry Tab” on page 142 for

descriptions of this tab’s fields.

◆ Transactions
☞ If you have a distribution line containing non-stock

item(s), the Job field information is not displayed
automatically because non-stock items are not held as
assets and the cost is posted to the job during the PO
receipt.
The Distribution Entry tab displays with the cursor in

the Control Account field. When you are finished
selecting account information, click Save.
☞ If Accounts Payable is linked to Sage Pro ERP Project

Accounting, and you are invoicing a PO receipt with line
items that contain multiple Job/Phase/Category values,
when you click Save, a warning message appears. You
can then manually enter the Project Accounting job,
category, and phase information using the Distribution
Entry tab of the Invoice PO Receipts dialog box.
Editing Costs
You can edit the cost of an item that is billed at a cost
different from the one you recorded when you received
the purchase order. You can also use this feature to
manually distribute order-wide fees, such as handling
charges or setup fees, to each unit received.
☞ Costs can be edited only once when invoicing a PO

receipt, and only on the first invoice for the receipt. Any
purchase variance that is a result of cost change is
included in the first invoice, or subsequent invoices if the
invoice amount is insufficient to cover the variance.
182 Sage Pro ERP

To edit an item’s cost, highlight that line and press

<Enter>. The line item detail appears in the middle of the
dialog box, with the current cost highlighted. Enter the
new cost, and press <Enter>.
☞ Editing the unit cost here does not affect the item’s cost
information in the inventory file.
If linked to General Ledger, Accounts Payable posts the

amount of the cost difference to the Purchase Variance
account you defined in the company setup information.
You can also change this account when you distribute
the payable, or else you can make a journal entry later in
General Ledger if you use a clearing account.
For resellable items, you would normally choose the

appropriate inventory account. Changes to the cost of
non-resellable items usually post to an expense account.
If you want to change the cost in the inventory file as
well, use the cost change options in Inventory Control to
enter the new costs.
When you do so, enter the same Purchase Variance
clearing account you used in Accounts Payable, so that
your general ledger balances will match your inventory.
☞ If you want to reverse out the inventory received against

a PO, to correct the Unit Cost on the original PO, see
“Correcting PO Receipts” in the Transactions chapter of
your Purchase Order documentation.
Invoicing Multicurrency Receipts

You can use the Transaction Invoice PO Receipts
option to create invoices for multicurrency purchase

◆ Transactions
orders that have been received. Select a vendor and press

<F2> or click the Search icon to view the Select POs for
the Invoice picklist:
For multicurrency receipts, the Freeze column indicates

the exchange rate status for the currency. An “F” is
displayed for False (unfrozen) and a “T” for True
(frozen).
Selected receipts in foreign currencies must have a

consistent Freeze Exchange Rate status. To select a
receipt to invoice, press the <Spacebar> to place an “X”
in the box next to the receipt. You can use <Ctrl+A> to
select all, or <Ctrl+U> to unselect all.
If the exchange rate is frozen on a selected receipt, when

you select an unfrozen receipt, you see the following
dialog box:
Click OK to close the dialog box. If the selected items do

not have matching currencies, you see the following
dialog box:
184 Sage Pro ERP

Click OK to close the dialog box. Press <Enter> when

you are finished selecting receipts to return to the Invoice
PO Receipts dialog box.
When you press <Enter> without selecting an order

number, the program collects all unbilled receipts in the
vendor’s currency and allows you to pay all of them at
the same time. You will also have the opportunity to bill
specific items from the receipts.
Follow the instructions in “Selecting Items to Pay” on

page 179 to continue invoicing the purchase order
receipt.
Cost Changes and Exchange Rate Fluctuations

You can edit the exchange rate for multicurrency
purchase orders by clicking the Currency Details button
on Invoice tab of the Invoice PO Receipts dialog box.
You see the Currency Details dialog box:
Enter an exchange rate, or modify the existing rate if

desired. Check Freeze Exchange Rate to freeze the
currency exchange rate.
When a cost changes automatically on a foreign currency

transaction as a result of exchange rate fluctuations, the
cost is not automatically updated in the inventory file.
The purchase variance account remains the same, and

the user can update Inventory Control manually if

◆ Transactions
desired. Any cost changes are displayed on the ”PO Cost

Variances" report.
☞ See “Receiving Multicurrency POs” in the Transactions

chapter of your Purchase Order documentation for
information on receiving a multicurrency purchase
order.
Distributing the Invoice

The final step in invoicing purchase order receipts is to
distribute the payable to the appropriate general ledger
accounts.
The default account for the distribution (without any

cost change) is the PO Clearing account you used when
you received the purchase order. We recommend you
not change this account.
See “Using Control and Distribution Accounts” on

page 146 for complete instructions on distributing
payable invoices.
186 Sage Pro ERP

Recurring Payables ◆
Recurring Payables
• “Setting up a Recurring Payable” on page 188
• “Control and Distribution Accounts” on page 196
• “Inter-Company Recurring Payables” on page 197
• “Deleting Recurring Payables” on page 197
• “Generating Recurring Payables” on page 198
Introduction
A recurring payable is a charge for a fixed amount that
you incur at regular intervals. For example, rent paid
each month is a charge that could be handled
automatically with a recurring payable.
You must first set up the recurring payable by selecting

Maintain Recurring Payables. You only need to do
this once for each billing. When the charge is due to be
incurred, select Transaction Generate Recurring
Payables to generate and post a payables invoice for it.
Then, you can print a check for the invoice.

◆ Transactions
Setting up a Recurring Payable

Select Maintain Recurring Payables. You see the
Recurring Payables Maintenance dialog box:
Enter or select the vendor record. In the Recurring

Invoice No field, assign an identifying code to this
recurring payable.You see the following prompt:
Click:
• List to select from a list of recurring payables.
• Add to add the new recurring payable.
• Reenter to select again.

Recurring Payables Maintenance dialog box:
188 Sage Pro ERP

Click:
• Select to choose a vendor number.
• Fwd to see the next recurring payable.
• Back to see the previous recurring payable.
• Edit to edit information in the dialog box.
• Delete to delete this recurring payable.
The Recurring Payables Maintenance dialog box contains

the following two tabs:
• “Payment Details Fields,” following
• “Invoice Detail Fields” on page 194
Payment Details Fields

You see the following fields in the Payment Details tab
on the Recurring Payables Maintenance dialog box:
Reference: Enter information to help you to identify the

payable. For example, you could enter a description of
the recurring payable, such as “Rent.”
Purchase Date: Enter the next date you will incur a

charge for this item, or accept the current system date.
The date you enter in this field determines the Due Date,
Discount Date, and Posting Date for the payable.
Due Date: This field displays the date this payable

becomes due for the first time. Each time you generate
this recurring payable, the program automatically
assigns the next due date, based on the Purchase Date,
Period, and Frequency.
Discount Date: Displays the date by which you must

pay to receive a discount, if eligible. The program
calculates this as Purchase Date plus the number of days
in the Payment Disc Days field. If this payable is not
eligible for a discount, the field is empty.

◆ Transactions
Posting Date: Displays the date on which this invoice

will be posted.
Frequency: Enter the number of periods there are

between payables. Together with the Period field, this
field determines how often the payable is generated.
If you select a period of Months, enter a frequency of 1,

2, 3, 4, 6, or 12. If you select a period of Days, enter a
frequency of any number between 1 and 9999.
Period: Accounts Payable uses the value in this field and

the value in the Frequency field to determine how often
to post this recurring payable.
Click
• Month(s) to generate this payable on monthly
intervals.
• Day(s) to generate this payable on daily intervals.
Following are some standard recurring payables cycles:
To Generate: Frequency Period
Daily payables 01 Days
Weekly payables 07 Days
Bi-weekly payables 14 Days
Monthly payables 01 Months
Bi-monthly payables 02 Months
Payables every six 06 Months

months
Annual payables 12 Months
190 Sage Pro ERP

Currency: (Only available for multicurrency companies)

Select a currency for the recurring items to be generated.
Click the Currency ID picklist to select a currency, and
the Currency Detail button to view, modify or freeze
a foreign currency exchange rate. When you generate the
recurring payable, the current exchange rate is retrieved
and used.
☞ Checking the Freeze Exchange Rate on the Currency

Detail screen freezes the exchange rate that exists after
the generation process occurs, not the rate displayed
from the Recurring Payables Maintenance screen.
Maximum: Enter the maximum number of postings,

between 1 and 999, to generate for this recurring payable.
To generate unlimited postings, enter 0. For example, a
lease with 36 equal monthly payments would have a
Period of “Months,” a Frequency of 1, and a Maximum
of 36.
Generated: Displays the number of times this recurring

payable has been posted so far. Accounts Payable
updates this figure automatically.
Payment Priority: Enter one of the following priority

codes, or accept the default from the vendor record.
• 1–9
One is the highest priority, nine the lowest. You can
specify an amount to be automatically approved
when recurring payables are generated. Refer to the
Approved to Pay field for more information.

◆ Transactions
• M
Select a payment priority of M to indicate that
payment for the invoice is to be made by a manual
check only; for example, a check not processed and
printed from Accounts Payable.
• N
Select N if you want to pay the invoice with a non-
check payment, such as cash or a wire transfer. After
the recurring payable has been processed, you will
need to select Transaction Enter Non-Check
Payments to post the payment to the generated
invoice.
• 0 (zero)
Select 0 to indicate that a payable invoice is on
payment hold and can’t be paid until you change the
priority.
☞ You cannot create a recurring payable with a payment

priority of “C.”
Terms: The Terms description, and related values in the

Payment Discount %, Payment Discount Days, and Net
Due Days fields are copied from the terms in the vendor
record. You can enter or select different terms, and the
related fields are updated accordingly.
To enter terms that do not exist in the list of valid

choices, delete the entry in the Terms field (if any) and
press <Enter>. The following dialog box appears.
192 Sage Pro ERP

If you click Custom, you can make entries in the

Payment Disc%, Payment Disc Days, and Net Due
Days fields directly. If you do so, you can bypass the rule
checking for terms in case you have an unusual payment
circumstance for this invoice.
Payment Disc %: Displays the percent discount that you

receive from this vendor for paying within a certain
number of days. You can edit this field only if you
selected to enter custom terms for this recurring payable.
Payment Disc Days: Displays the number of days in

which you must pay the vendor in order to receive the
payment discount. You can edit this field only if you
selected to enter custom terms.
Net Due Days: Displays the total number of days in

which you must pay this invoice. You can edit this field
only if you selected to enter custom terms.
Remit To: Displays the remit-to address code for this

vendor.

◆ Transactions
Invoice Detail Fields

You see the following fields in the Invoice Details tab of
the Recurring Payables Maintenance dialog box:
Invoice Amount: Enter the dollar amount to post each

time you generate this recurring payable.
Approved to Pay: Displays the dollar amount you want

to automatically approve to pay each time you generate
this recurring payable. Accept the full invoice amount, or
enter a portion of the invoice amount.
To manually approve a recurring invoice for payment

each time it is generated, enter zero. You must then use
the options available in Transaction Approve for
Payment before you can pay the invoice.
Discount Approved: Displays the dollar amount of any

discount calculated for this payable.
194 Sage Pro ERP

Checking Acct Number: Enter the general ledger

account number for the checking account from which
this invoice is paid.
Checking Acct Desc: Displays a description of the

selected checking account.
1099 Type: (Only appears if you made an entry in the

1099 Type field in the vendor record.) Displays this
vendor’s 1099 type. See “Vendors” on page 39 for more
information about 1099 types.
1099 Amount: (Only appears if you made an entry in the

1099 Type field in the vendor record.) Enter the amount
to designate as a 1099 payment. You can enter the full
invoice amount or any portion.
Click Save to save the recurring payable.

◆ Transactions
Control and Distribution Accounts

When you save the entry, you see the Recurring Payable
Entry dialog box:
Enter the control and distribution accounts. For more

information, see “Using Control and Distribution
Accounts” on page 146.
Description: Enter a description, if desired, for the line

item. This information will be printed on the Selected AP
and Master AP Journal report.
ICT: This is enabled only if the “Allow Inter-Company

Transactions” option is checked in Company File
Maintenance screen in SM and active only if there are
any target companies in current installation. You can
toggle the field from “N” to “Y”. If you enter a “Y”, you
can redistribute the amount to other companies. See
196 Sage Pro ERP

“Inter-Company Redistributions” on page 162 for more

information.

dialog box:
Click
• Add to add another distribution line.
• Edit to edit the distribution lines.
• Control to edit the control account.
• Delete to delete a distribution line.
• Re-Distribute
After you have distributed the recurring payable, click

Save. You return to the Recurring Payables Maintenance
dialog box.
Inter-Company Recurring Payables

If you select “Y” for an ICT field on the distribution page
on the Recurring Payable Entry screen, you see the Inter-
Company Re-Distribution screen.
See “Inter-Company Redistributions” on page 162 for a

complete description of the fields on this screen.
For redistribution transactions, the amount distributed to

the ICAA account must match the redistribution total
before you can save the recurring entry.
Deleting Recurring Payables

To delete a recurring payable, select Maintain
Recurring Payables. Enter or select the vendor number
for the recurring payable you want to delete, and then
enter or select the recurring invoice number. When the
recurring payable displays, click Delete from the
command buttons at the top of the dialog box.

◆ Transactions
Generating Recurring Payables

When a recurring payable is about to come due and you
want to post and print a check for it, select Transaction
Generate Recurring Payables.
You see the Generate Recurring Payables option grid:
Generate Recurring Payables Fields

You see the following fields in the Generate Recurring
Payables option grid:
End Date: Enter the date through which you want

Accounts Payable to post recurring payables. The default
is the current system date.
The program uses this date to verify that the payable is

due, based on its Period and Frequency in the recurring
payables file. You can generate recurring payables for an
entire month by entering the last date of the month.
Vendor: Enter one or more characters to generate

recurring payables only for vendors whose vendor codes
begin with those characters. Leave this field blank to
generate recurring payables for all vendors.
Beginning Code
Ending Code
Enter numbers in one or both of these fields to generate
only those recurring payables whose numbers fall within
that range.
198 Sage Pro ERP

After completing the option grid, click Generate. A

dialog box shows the program’s progress as it generates
the payables.
When you generate recurring payables containing inter-

company transactions, the generated entry is created as a
standard invoice, and General Ledger (GLICTM) is
updated for all the receiving companies.
Example
If you purchased stationery for a subsidiary company,
the holding company’s Inter-Company Clearance
Account would be debited and the Accounts Payable
Control Account would be credited towards company
XX stationery purchases.
For the subsidiary company, Office Supplies and

Stationery would be debited, and the Inter-Company
Clearance Account would be credited towards stationery
purchases being paid by the holding company.
From the main menu, you can select Print Checks to

print checks for each approved recurring payable you’ve
generated. See “Printing Checks” on page 221 for more
information.

◆ Transactions
Approving for Payment

Once you have entered your payable invoices and debit
memos, you must approve the ones you want to pay
before you can print checks for them. To do so, select
Transaction Approve for Payment. You see the
Approve to Pay - Options dialog box:
Approve to Pay-Options Fields

You see the following fields in the Approve to Pay-
Options dialog box:
Vendor From
Vendor To
Enter one or a range of vendor codes in these fields to
select vendors for whom you would like to approve
invoices and debit memos for payment. Leave these
fields blank to select all vendors.
Company: Enter a vendor’s company name to select

invoices and debit memos for only that vendor.
200 Sage Pro ERP

Approving for Payment ◆
Phone: Enter a vendor’s phone number to select invoices

and debit memos for only that vendor.
Type: Enter one or a range of types to select only those

vendors of the particular type or types you specified.
You see the following fields in the Other Options section

of the Approve to Pay - Options dialog box:
Order by: Use this option to order your invoices and

debit memos. The invoices and debit memos that display
in the main Approve to Pay dialog box (as well as the
order in which they display) is dependent on which
option you enter in this field.
Total to Pay: Enter a dollar amount in this field to limit

the invoice selection to invoices with a combined total that
is less than or equal to that amount. The invoices and
debit memos that display in the main Approve to Pay
dialog box (as well as the order in which they display) is
also dependent on which option you entered in the
Order by field above. If there is an invoice, or invoices, in
the selection that exceed the combined total that you
entered, the system does not display the invoice(s) in the
main Approve to Pay dialog box.
For multicurrency invoices, the Currency ID and

Currency Detail options appear next to the Total to Pay
field. Click the Currency ID picklist to select a currency,
and the Currency Detail button to view, modify or
freeze a foreign currency exchange rate.
☞ See “Cost Changes and Exchange Rate Fluctuations” on

page 185 for more information about the Currency Detail
screen.

◆ Transactions
☞ When you include debit memos in your invoice

selection, and you enter an amount in the Total to Pay
field, the debit memo amounts have no effect on the
Total to Pay field. That is, the system treats these
amounts as if they are $0.
Default Acct: Enter the number of the checking account

from which to pay the invoices that you approve. The
checking account that you select will remain the default
only for the duration of the approval session.
Example
You have the following four invoices and open amounts
for a vendor named California Financial Planning
(CFP1):
Invoice Number Open Amount

1005 $2013.56
1010 $535.41
1015 $1072.00
1020 $1002.19
Total $4623.16
You want to approve for payment all CFP1 invoices that

have a combined total of less than $3,000.00. In the
Approve to Pay Options dialog box, you enter CFP1 in
the Vendor From and the Vendor To fields, invoice
number in the Order by field, and $3,000.00 in the Total
to Pay field. Click OK to proceed to the Approve to Pay-
Options dialog box.
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In the main Approve to Pay dialog box, the system

displays only invoices 1005 and 1010 because the
combined total of these two invoices, $2548.97, is less than
the Total to Pay limit of $3000.00. However, the system
does not display invoices 1015 and 1020 because their
inclusion would raise the total beyond the limit of
$3000.00.
☞ If we had ordered the invoices in the above example by

open amounts in ascending order, invoices 1010, 1020,
and 1015 would have displayed in the main Approve to
Pay dialog box. Their total ($2609.60) does not exceed the
Total to Pay amount.
Show Invoices in Selected Currency Only: (only

appears for Multicurrency companies) Check this box to
filter the selected invoices by currency. If checked, only
the invoices in the currency displayed in the Total to Pay
field are displayed. If unchecked, invoices in all
currencies are listed.
Invoice No From
Invoice No To
Enter one or a range of invoice numbers in these fields to
select invoices that you would like to approve for
payment. Leave these fields blank to select all invoices.
Priority From
Priority To
You can select a priority, or a range of priorities, if you
want to limit the payables that the system selects to the
priority, or range of priorities that you selected.
Select
• 1-9 to indicate that you want the system to select only
the invoice(s) with that payment priority and higher.

◆ Transactions
• M to indicate that you want the system to select only

those invoices that are to be paid by manual check.
• N to indicate that you want the system to select only
those invoices that are to be paid by non-check
payment.
• T to indicate that you want the system to select only
those invoices that are paid by Direct Payment.
• All to indicate that you want the system to select all
invoices regardless of payment priority.
Disc Date From

Disc Date To
Enter a date, or a range of dates, to select only those
invoices that have the discount date(s) you specified.
Due Date From

Due Date To
Enter a date, or a range of dates to select only invoices
that are due on the date(s) that you entered.
Reference From
Reference To
Enter a reference, or range of references, in these fields to
select only invoices with the reference(s) you entered.
Open Amt From

Open Amt To
Enter an open amount, or a range of open amounts to
select only those invoices with the open amount(s) that
you specified.
Status
Select
• All to view all invoices and debit memos for the
selected vendor(s).
• Approved to view only invoices and debit memos
that have already been approved partially or fully.
• Unapproved to view only invoices and debit memos
that are unapproved.
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☞ Partially approved invoices are included regardless of

whether you select All, Approved or Unapproved.
Type
Select
• All to view all invoices and debit memos.
• Invoices to view only invoices.
• Debit Memos to view only debit memos.
Approving Invoices for Payment

After you have selected your options in the Approve to
Pay- Options dialog box, click OK. You see the Approve
to Pay dialog box:
You see an Open Payables section at the top of the

dialog box and an Account Balances section near the
bottom.

◆ Transactions
☞ If you pay one or more invoices prior to the posting date,

your Accounts Payable “As of Aging” Report will not
reflect that payment.
Open Payables
In the Open Payables section, you see the invoices you
selected in the Approve to Pay-Options dialog box.
You can scroll through the invoices to approve or

unapprove them individually, or simultaneously. For
multicurrency invoices, additional Curr, Exchange Rate,
Approved (Foreign Currency), and Frz columns are
displayed on the Approve to Pay dialog box.
The fields in this section contain information from the

Approve to Pay-Options dialog box. For more
information, see “Approving for Payment” on page 200.
Account Balances
The Account Balances section in the Approve to Pay
dialog box contains only those checking accounts for
which invoices and/or debit memos are currently
approved. The totals for the following fields are updated
each time you approve, unapprove, or edit your invoices
and/or debit memos.
You see the following fields in the Account Balances

section of the Approve to Pay dialog box:
Before: Displays the total that was available in your

checking account(s) before you approved any of your
payables (not only those payables currently listed in the
Open Payables portion of the dialog box). The amount in
this field is generated from the Balance field on the
Checking Accounts Maintenance screen.
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Approved-Above: Displays the total of the approved

payables currently listed in the Open Payables portion of
the dialog box.
Approved-Other: Displays the total of all of the

approved payables that are not currently listed in the
Open Payables portion of the dialog box.
After: Displays the total available in your checking

account(s) after subtracting for the approved payables in
the Open Payables portion of the Approve to Pay dialog
box, and all of the approved payables that are not
currently listed.

Approve to Pay dialog box:
Click
• Edit to edit the information in the Priority,
Approved, Discount, Adjust, and Account fields.
You can approve partial payments by entering the
portion of the open amount that you want to pay in
the Approved field.

◆ Transactions
• Approve All to approve all invoices in the Approve

to Pay dialog box automatically. An X appears to the
left of each invoice or debit memo. In a non-
multicurrency company, if there are any partially
approved invoices, you see a prompt to approve all
of the invoices in full, or to keep the partial
payments. If you select Full, all invoices, whether
partially approved or not, will be approved. If you
select Partial, only invoices that have a zero approval
amount will be approved in full. In a multicurrency
company, because exchange rates may have
changed since previous partial approvals, all
invoices must be “Unapproved” before you can
Approve All.
• Unapprove All to automatically unapprove all
invoices in the Approve to Pay dialog box. If there
are any partially approved invoices, you see a
prompt to unapprove all invoices in full, or to keep
the partial payments. If you select Unapprove, all
invoices, whether partially approved or not, will be
unapproved. If you select Partial, only invoices that
have a zero approval amount will be unapproved.
• Options to return to the Approve to Pay-Options
dialog box. Be sure to save any changes that you’ve
made in the Approve to Pay dialog box.
• Details to view complete detail for an invoice. After
you’ve clicked Details, select an invoice, and press
<Enter>. You can edit payment information only.
• Summary to view period-to-date totals for your
company, including payables, payments, discounts,
adjustments, approvals to pay, approved discounts,
approved adjustments, and your open accounts
payable balance.
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Manual Checks and Non-Check Payments ◆
Manual Checks and Non-Check Payments

• “Entering a Manual Payment Invoice” on page 210
• “Paying Invoices with a Manual Payment” on

page 212
• “Voiding Manual Payments” on page 217
Introduction
You may want to pay a vendor without using a check
printed from Accounts Payable. You can record two
kinds of manual payments through Accounts Payable:
non-check payments and manual checks.
A non-check payment is any type of payment you make

without a check, such as cash or electronic funds
transfers. A manual check is a check payment you make
outside of the Accounts Payable program.
For example, if you issue a handwritten check, you can

still record the payment as a manual check in order to
update your Accounts Payable check register.
You can record the non-check or manual check payment

at the time you enter the payable, or you can pay an
existing invoice with a manual payment. In either case,
you must enter an invoice in order to record the manual
payment.
• If you are entering the invoice after you have already

made a non-check or manual check payment, follow
the instructions under “Entering a Manual Payment
Invoice” on page 210.

◆ Transactions
• If you want to pay an existing payable invoice with a

non-check or manual check payment, see “Paying
Invoices with a Manual Payment” on page 212.
If you are voiding a manual check, we do not

recommend reusing a check number, because it causes
incorrect output on some reports.
If you enter a manual check incorrectly, and must use

the same check number, do not void the check.
Following are some common problems and solutions:
• If you entered the invoice for too high an amount,

enter a debit memo for the difference and pay the
debit memo with the same manual check. If you
entered the invoice for too little, then enter another
invoice to equal the correct total of the check, and
pay it with the same manual check.
• If you entered the invoice with incorrect

distributions, enter a debit memo with the same
distributions and pay with the same manual check.
Then enter another invoice with the correct
distributions and pay with the same manual check.
In both of these situations, you must create new invoice

numbers. You may want to make the new invoice
number the same as the original invoice number with an
extension on it such as “A” or “1”. These additional
invoices or debit memos help you to preserve an audit
trail of what occurred when the entries were made.
Entering a Manual Payment Invoice

If you have already made a non-check or manual check
payment, or plan to make a manual payment, enter the
payable invoice and assign it a payment priority of “M”
(for manual check) or “N” (for non-check payment).
210 Sage Pro ERP

After you complete the invoice header fields, select Save

to continue. Accounts Payable lets you immediately
approve invoices with a payment priority of “M” or “N.”
You can approve all or part of the invoice and discount
amounts. You must also confirm the checking account
from which the manual check is drawn.
☞ If you made only a partial payment, enter the actual

payment amount in the Approve to Pay field. When you
are ready to pay the balance, select Transaction
Approve for Payment to approve payment of the
balance. Then select Transaction Enter Manual Checks
or Enter Non-Check Payments to record the subsequent
manual payment.
Next, distribute the invoice. See “Using Control and

Distribution Accounts” on page 146 to distribute the
invoice to the appropriate account(s). After you complete
the distribution, click Save. You return to the header
dialog box where you see a prompt to enter information
about the manual payment.
For invoices paid by manual check (payment priority “M”),

enter the manual check number, and the check date.
Accept the next available check number of the checking
account you specified for this invoice, or enter another
check number.
For invoices paid by non-check payments (payment priority

“N”), enter a payment reference number, and the
payment date.

◆ Transactions
☞ If you want to enter the payment or manual check

information later, click Cancel, and then click Yes to
confirm that you are canceling manual check or non-
check payment entry. Then, you’ll need to enter the
necessary information using Transaction Enter
Manual Checks or Enter Non-Check Payments.
After entering the payment information, the program

asks if you want to post the manual check or payment.
Click
• Yes to record the invoice and payment.
• No to post the invoice without recording the manual
payment.
If you do not record the payment when you enter the

invoice, or if you only record a partial payment, you
must use Transaction Enter Manual Checks or Enter
Non-Check Payments as described below.
Paying Invoices with a Manual Payment

When you enter a negative manual check, it debits the
cash account that reflects the deposit of the refund check
through Accounts Payable and the vendor account,
instead of through Accounts Receivable, which requires
a customer account.
☞ If you are using the Bank Reconciliation feature, you see

this transaction reflected as a check, which contributes to
your account balance after you choose to reconcile your
accounts and update from your Accounts Payable files.
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You can enter a non-check or manual check payment for

an invoice you entered, even if the invoice has a payment
priority other than “M” or “N.” You should also use the
following instructions if you entered a manual payment
invoice and recorded a partial payment or no payment at
all.
☞ You must first approve invoices with a payment priority

of “2” through “9” for payment using Transaction
Approve for Payment before you can record a non-check
or manual check payment for them.
Once you have entered and approved an invoice, you

record a non-check or manual check payment using
either Transaction Enter Manual Checks or Enter
Non-Check Payments. These options work alike, so you
can use the following steps for both options.
You see a dialog box similar to the following:
You see the following fields in the dialog box:
Account Number: Select the checking account that the

payment is to be made from.

◆ Transactions
Curr: (only appears for multicurrency invoices) Displays

the currency ID.
Show Invoices in Selected Currency Only: (only

appears for multicurrency transactions) Check this box
to filter the selected invoices by the currency displayed
in the Curr field. If unchecked, invoices in all currencies
are displayed.
Minimum Priority to Pay: Select the invoices to pay by

minimum payment priority.
Select
• Manual to enter a payment only for manual check
invoices (priority “M”).
• NonCheck to enter a payment only for non-check
payment invoices (priority “N”).
• 1–9 as the payment priority of invoices for which you
are entering a payment. All invoices with that
priority or higher (smaller number) display for
payment.
• All to enter a payment for any invoice, regardless of
payment priority.
Vendor, Phone Number, Company Name: Select the

vendor for whom you are entering the payment, either
by entering a vendor code, telephone number, company
name, or by clicking the Search icon and selecting from a
list of vendors.
Click OK when you complete your entries in the dialog

box.
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If there are unpaid invoices with the designated payment

priority for the selected vendor, you see the Manual
Checks or the Non-Check Payments dialog box:
Based on your invoice selection criteria, the program

displays approved, unpaid invoices, ordered by invoice
number.
Click
• Pay to enter manual payments for one or more of the
displayed invoices.
• Edit to change the payment information you entered
for one or more of the displayed invoices.
• Clear to clear the payment information for one or
more of the displayed invoices.
After you click Pay, press <Enter> to enter the check date
and number (manual check payment) or the payment
date and number (non-check payment).

◆ Transactions


the manual payment.
For multicurrency transactions, the invoice currency ID

and Currency Detail (exchange rate information) buttons
are displayed next to the Check Amount field.
The default value for the Check Date or the Payment

Date field is the current system date. For a manual
check, the default value in the Check Number field is
the next unused check number.
For multicurrency invoices, additional Curr, Exchange

Rate, Approved (Foreign Currency), and Frz columns
are displayed on the Payments for Account dialog box.
The amount in the Approved(Foreign Currency) column

displays the amount of the invoice approved in the
payment currency, which can differ from the invoice
currency.
If you are making a non-check payment, the Payment

Number is user-defined and defaults to blank. Click
216 Sage Pro ERP

Save when you are finished. You see a summary of the

checks or payments you’ve entered.
Click
• Save to generate the checks or payments.
• Reenter to return to the Manual Checks or Non-
check Payments dialog box.
☞ For multicurrency transactions, an additional Exchange

Rate column is displayed.
Voiding Manual Payments

You can void non-check payments the same way you
would a regular check. See “Voiding Checks and Direct
Payments” on page 244 for more information.

◆ Transactions
Applying Debits
You can apply debits (either debit memos, or open debits
created by prepayments) to any open invoice. By
applying a debit, you reduce the unpaid amount of a
payable invoice.
☞ It is not necessary to approve either the debit memo or

the invoice to which you want to apply the debit.
Select Transaction Apply Debits. You see the Apply

Debits dialog box:
Enter or select the vendor whose debit you want to

apply. Enter a vendor code, telephone number, or
company name, or click the Search icon to select from a
list of vendors.
218 Sage Pro ERP

Applying Debits ◆
To select the debit, enter the debit memo number, or click

the Search icon to select from a list of debit memos for
the vendor.

Apply Debits dialog box:
Click
• Select to choose a different vendor.
• Fwd to see the next debit memo for this vendor.
• Back to see the previous debit memo.
• Apply to apply the selected debit memo to an
invoice.
After you click Apply, in the Invoice No field select the

invoice to which you want to apply the debit. To select
all unpaid invoices for the vendor, press <Enter>.
☞ If you want to apply a debit memo to an invoice on

which you have changed the remit-to address, you must
also make the same address change on the debit memo.
You see the following prompt:
Click
• Automatic to have the program automatically apply
as much of the debit as possible to the selected
invoice(s). If you selected all invoices, the debit is
applied starting with the oldest invoice.
• Selective to edit the amount applied to each
invoice. This option appears only if you selected all
invoices.
• Cancel to return to the Apply Debits dialog box.

◆ Transactions
If you chose to apply debits selectively, you can select an

invoice from the bottom portion of the dialog box by
using the up and down arrow keys or your mouse.
When you press <Enter>, the invoice number, the
amount to apply, and the discount amount appear in the
upper portion of the dialog box.
If you apply debits selectively or if you have chosen to

manually apply an amount to a single invoice, you can
enter the information for each invoice in the following
fields:
Apply: Enter the amount of the debit to apply to the

invoice. Enter zero to skip the invoice.
Discount: Enter the discount amount, if any. This

amount is subtracted from the invoice balance.
When you finish, click Save.
220 Sage Pro ERP

Printing Checks ◆
Printing Checks
• “Printing the Checks” on page 222
• “Reprinting Checks” on page 230
• “Recovering Checks” on page 232
Introduction
After you have approved invoices for payment, print
checks to pay the invoices. Preprinted checks for use
with dot matrix or laser printers are available from Sage
at 800/257-8354 or fax 800/451-8113.
You can change the arrangement of information printed

on a check using Maintain Check Format. This is also
the option you use to specify whether you want to use a
laser printer, and, if you do, whether to print one or two
stubs for each check. See “Changing the Check Form” on
page 104 for complete instructions.
Accounts Payable checks include the spelled-out

payment amount. If Multicurrency is installed, the check
amount uses the currency description defined in
Multicurrency. If Multicurrency is not installed, and you
entered a currency description when you set up the
company, the payment amount uses that description.
See your System Manager documentation for detailed

information about company setup options. If
Multicurrency is not installed and you didn’t enter a
currency description in company setup, the payment
amount uses “Dollars” for the description.

◆ Transactions
You can add images to checks using the Visual FoxPro

Report Designer. For more information about the Report
Designer, see your Visual FoxPro documentation.
☞ You cannot approve invoices for payment, enter manual

checks, or make non-check payments while you are
printing checks.
Printing the Checks

To print checks, select Print Checks. If you previously
chose to print your checks on a dot matrix printer, you
see a prompt to select a printer on which to print your
checks. To do so, see “Editing the Form” on page 107.
To print single-stub checks on a continuous-forms

printer, you must set up a separate Windows printer
with the appropriate form length. See “Setting up a
Continuous-Forms Printer” on page 346.
You see the Print Checks option grid:
222 Sage Pro ERP

Printing Checks ◆
Print Checks Fields

You see the following fields in the Print Checks option
grid:
Checking Account: Enter the number of the checking

account from which you are drawing funds.
☞ You must have already set up a record for the checking

account using Maintain Check Accounts. If you are
linked to General Ledger, the account number you
entered must already exist in the General Ledger chart of
accounts.
Payment Priority: Indicate the payment priority of

invoices you want to pay.
Select
• 1–9 to print checks for all invoices with a priority
higher than or equal to that number.
• All to print checks for all invoices.
• Prepayment to print a prepayment check. See
“Prepayments” on page 239 for more information.
☞ When you select a payment priority number (1-9), the

program prints checks for all approved to pay invoices of
the selected priority and higher. For example, if you
choose #5, all approved to pay invoices for priority 5 and
under (4, 3, 2 and 1) would print.

◆ Transactions
☞ If you have any invoices on payment hold (priority 0),

you cannot print checks for them until you change the
payment priority.
Vendor Comment: Enter Yes to print vendor comments

on a check. The comment is populated by the comment
entered in the Check Comment field of the Details tab of
the Vendor Maintenance dialog box.
Starting Vendor
Ending Vendor
Enter one or more characters in these fields to print
checks only for vendors whose vendor codes fall within
that range.
Overflow Stub: Paying multiple invoices (see “Multiple

Invoices” on page 228) with the same check can result in
the list of invoices flowing over to a second check stub.
To avoid this, enter “Yes” to print any overflow invoice
information on a blank sheet of paper using a separate
printer location. The check stub is printed with only the
requisite information (Vendor No., Vendor Name, Check
No., Account No., Date, and Total) and a “Details
printed in attached sheet” note. If you leave the default
of “No”, any overflow information is printed on the
check stub.
Check Date: Enter the payment date for the checks,

which is also the General Ledger posting date. Accounts
Payable checks the posting date against the General
Ledger company’s fiscal calendar. If the date falls
outside the current General Ledger period, Accounts
Payable shows you the period to which the transaction
will be posted. The Check Date is also printed on the
checks.
224 Sage Pro ERP

Printing Checks ◆

Click OK to close the dialog box and continue printing

checks.
Check Number: You can enter a check number to assign

to the alignment test, or accept the default. This is useful
for aligning long check numbers, or tracking the number
of alignment tests.
Invoice Currency: Select a currency id to print the checks

only for invoices of that currency.
Use Exchange Rate: Indicate the exchange rate to be

used
Select
• Approval Rate to print the check with

exchange rate given during approve for
payment.
or
• Update to allow the user to enter required

exchange rate.

◆ Transactions
Payment Exchange Rate: This line will be displayed only

if Use Exchange Rate option is "Update" and Invoice
currency is not blank. By default, the "Payment Exch
Rate" will display the current exchange rate(determined
by the check date) of selected invoice currency. You can
edit this exchange rate. The exchange rate given here
would be used for all the invoices except for the invoices
whose exchange rate is frozen.
☞ If Invoice Currency is blank and Use Exchange Rate

option is "Update", the system will take the current
exchange rate (determined by the check date) of
corresponding invoice currency for printing the check.
When you finish entering information in the option grid,

you see the following command buttons:
Click
• Proceed to proceed with check printing.
• Edit to change any of your option grid responses.
• Cancel to quit without printing checks.
If you click Proceed, you see the following prompt:
Click
• Yes to print the report.
• No to skip the report and continue printing checks.
• Quit to cancel the check printing process.
226 Sage Pro ERP

Printing Checks ◆
The Approved to Pay Report is a listing of all approved

invoices for which checks haven’t yet been printed. The
report lists information about these invoices, including
the invoice number, date, due date, payment priority,
amount, previous payment amount, approved to pay
amount, approved discount amount, approved
adjustment amount, and open balance.
☞ For more information, see “Approved to Pay” on

page 398.
If you have approved only debit memos for payment, or

if the total of approved invoices and debit memos for a
vendor is less than $0.00, no checks are printed for that
vendor.
If you select No in the Approve to Pay prompt above,

you see the following prompt:
Click
• Yes to print an alignment test. See “Printing an
Alignment Test” on page 229.
• No to go directly to printing the checks.
If you click No, you see the following dialog box:

◆ Transactions
Click Yes to print the checks. As the checks print, the

program displays a status line showing the check being
printed and the vendor.
Multiple Invoices
If you are paying multiple invoices for one vendor,
Accounts Payable prints one check, but prints as many
stubs as necessary to list the invoices.
As a result, some checks are skipped during printing.

The checks are printed with the word “VOID,” and
appear on the PTD Check Register with the priority of
“S” (stub check).
☞ If you press the <Esc> key to interrupt and abandon

printing, or if you lose power during a check run, the
next time you print checks you see the message
“Recovering from Interrupted Check Run” and the
Reprint Checks option grid. You can print the entire
interrupted batch, or only the checks that were missed
when you pressed <Esc> or lost power.
If Accounts Payable is linked to General Ledger and you

see a message that one or more accounts are not found in
the ledger accounts file, exit this option and select
Enter the checking account from which you want to

print checks. When the checking account record appears,
confirm that the Discount and/or Adjustment account
numbers are valid General Ledger accounts. Once you
have verified these accounts, return to the check printing
option and resume processing.
228 Sage Pro ERP

Printing Checks ◆
☞ If you want a debit memo to print on a check, do not

apply the debit memo to an invoice. The system
automatically applies the approved debit to the total
amount.
Printing an Alignment Test

An alignment test makes sure that the check forms are
loaded properly, and that all information prints in the
correct position. You can use the test to verify the
alignment of a check prior to printing on the actual
check.
If you click Yes at the Print an Alignment Test prompt,

you see the Options for Alignment Test option grid:
You see the following fields in the Options for Alignment

Test option grid:
Use Check Number: Select Yes to use a valid check

number, or No to use a dummy check number to test the
position of the check number.
Check Number: If you selected to use a check number,

specify the number of the first check.
Click
• Proceed to print the alignment test.
• Edit to edit information in the option grid.
• Cancel to exit without printing the alignment test.

◆ Transactions
If you click Proceed, you see a dialog box similar to the

following, depending on your selections in the option
grid:
Click Yes to print the alignment test. A message appears

asking if you want to print another test. Select Yes to
print another alignment test, or No to continue printing
checks.
Reprinting Checks
When you finish printing checks, you see the following
prompt:
Use this option if checks have been printed out of

alignment, or if there is a printer error. If you click Yes,
you see the following fields in the Print Checks option
grid, which is renamed Options for Reprinting Checks:
First Check #
Enter the number of the first check you want to reprint.
Last Check #
Enter the number of the last check you want to reprint. If
you want to reprint only one check, enter that check
number in both the First Check # and Last Check #
fields.
230 Sage Pro ERP

Printing Checks ◆
Beginning #
Enter the check number you wish to assign to the first
reprinted check. It must be greater than the check
number assigned to the last check in the original group.
If you decide not to continue with the Reprint Checks

option, you won’t be able to print the same check
numbers again.
☞ If you discover an entry error after you print checks and

you leave the Print Checks (for example, if the
payment amount was wrong), you must void the check,
reapprove the invoice, and print a new check.
Saving or Deleting Check Comments

If you checked “Yes” in the Vendor Comments field of
the Print Checks option grid, when you are finished
printing checks, you see the following dialog box:
Click
• Yes to clear the vendor check comment.
• No to keep the vendor check comment on file.

◆ Transactions
Recovering Checks
If the check printing process is interrupted due to power
failure or system errors, you can recover the checks that
did not print.
For example, you experience a power failure while

printing checks. When you log back on to Sage Pro ERP
and select Print Checks, you see the following dialog
box:
To recover the checks interrupted in the check run, click

Proceed. You see the Options for Recovering Checks
dialog box:
Options for Recovering Checks Fields

You see the following fields in the Options for
Recovering Checks dialog box:
232 Sage Pro ERP

Printing Checks ◆
Checking Account: Displays the number of the checking

account from which you are drawing funds.
Payment Priority: Displays the payment priority of

invoices you want to pay.
Starting Vendor
Ending Vendor
Enter one or more characters in these fields to print
checks only for vendors whose vendor codes fall within
that range.
Check Date: Displays the payment date for the checks,

which is also the General Ledger posting date.
Check Number: Displays the check number.
Recover Count: Displays the number of unprinted

checks to recover.
First Check #: Enter the number of the first check you

want to recover.
Last Check #: Enter the number of the last check you

want to recover. If you want to recover only one check,
enter that check number in both the First Check # and
Last Check # fields.
Next Check #: Enter the number to reassign to the first

check.
Click one of the following command buttons at the top of

the dialog box:
• Proceed to recover the checks.

• Edit to change any information in the dialog box.
• Cancel to quit.

◆ Transactions
If you click Proceed, you see the prompt to print an

alignment test. Click Yes or No. You see the following
prompt:
Click Yes to recover the checks and begin printing.
Transaction Rollback
In the event of an interruption in a transaction (such as a
power failure), the program rolls back the transaction to
prevent partial updates from occurring. The rollback
feature retains data integrity, and helps to avoid
inconsistencies in your data.
☞ If a power failure occurs during a transaction, tables will

not be updated. When you log back on to the system,
you must restart your transaction process over again.
Though simple transaction processing provides safe data

update operations in normal situations, it does not
provide total protection against system failures. If power
fails or some other system interruption occurs during
processing of the END TRANSACTION command, the
data update can still fail.
234 Sage Pro ERP

Entering Direct Payments ◆
Entering Direct Payments

If you have vendors set up to use Direct Payment (see
“Setting up Direct Payments” on page 29), you can
generate direct payments and update the payment
information for the invoice/payable.
In order to use this feature, you must have added direct

payment information to the vendor record (see “Adding
Direct Payment to a Vendor” on page 61) and checked
the Active Direct Payment option on the Purchases tab
of the Vendor Maintenance dialog box.
To enter a direct payment, select Transaction Enter

Direct Payments. You see the Direct Payments option
grid:
You see the following fields in the option grid:
Processing Type: Select a payment processing type of

Payments, Prenotes, or both.

◆ Transactions

account from which you are drawing funds. You see a
Accept the default account or press <F2> to select from a

list of accounts.
☞ You must have already set up a record for the checking

account using Maintain Check Accounts. If you are
linked to General Ledger, the account number you
entered must already exist in the General Ledger chart of
accounts.
Payment Priority: The Direct Payment priority make a

direct payment to invoices.
Vendor Comment: Enter Yes to add vendor comments

to the payment. The comment is populated by the
comment entered in the Check Comment field of the
Details tab of the Vendor Maintenance dialog box.
Starting Vendor
Ending Vendor
Enter one or more characters in these fields to make a
payment only for vendors whose vendor codes fall
within that range.
Payment Date: Enter the date the payments were

transmitted.
236 Sage Pro ERP

Entering Direct Payments ◆
When you are finished, click Proceed to continue with

the direct payment. You see the following dialog box:
Select
• Yes to print an Approved to Pay report.
• No to enter direct payment without printing the
report.
• Quit to close the dialog box without entering the
direct payment.
After selecting an option for the Approved to Pay report,

you see the following dialog box:
Click Yes to continue and generate the direct payment, or

No to cancel the process. If you click Yes, you see the

◆ Transactions
Click Yes to reprint checks or No to continue without

reprinting. If you click No, you see the following dialog
box:
Click Yes to clear check comments or No to continue

without clearing comments. If you click No, you see a
Click OK to close the dialog box.
238 Sage Pro ERP

Prepayments ◆
Prepayments
• “Printing a Prepayment Check,” following
• “Entering an Invoice after a Prepayment” on

page 243
Introduction
You can print a check through Accounts Payable, even
though you have not yet received an invoice from a
vendor. This is known as a prepayment. There are three
steps involved in the prepayment process:
1. Print a prepayment check. This automatically creates

an open debit.
2. When you receive the invoice, enter a payable

invoice for the open debit.
3. Apply the open debit to the invoice.

◆ Transactions
Printing a Prepayment Check

To print a prepayment check, select Print Checks. You
see the Print Checks option grid:
Print Checks Fields

You see the following fields in the Print Checks option
grid:

account that you want to use for the prepayment check,
or accept the default checking account number.
Payment Priority: Select Prepayment as the payment

priority.
When you finish entering information in the fields, click

Proceed. You see the following dialog box:
240 Sage Pro ERP

Prepayments ◆
Enter or select the vendor for whom you are printing the
prepayment check. You can enter the vendor’s code,
phone number, or company name, or click the Search
icon and select from the list.
Click OK to continue. You see the Enter Prepayment

dialog box:
Enter Prepayment Fields

The upper portion of the Enter Prepayment dialog box
contains view-only default vendor information. You see
the following fields in the lower portion of the Enter
Prepayment dialog box:
Debit No: Enter a number to identify the debit memo

created by the prepayment.
Reference: Enter a description or cross-reference for the

prepayment, such as a purchase order number. The entry
you make in this field appears on the stub when the
check is printed.

◆ Transactions
Currency: Displays the currency for the prepayment. For

multicurrency companies, you can edit, view or freeze
the exchange rate by clicking the Currency Detail
button.
Pay Amount: Enter the amount of the prepayment

check.
Amt of 1099 Payments: If you are entering a prepayment

for a 1099 vendor, enter the amount of the 1099 payment.
Checking Acct: Displays the checking account number.
Control Account: Enter the control account number to

use, or accept the default, which is the company
accounts payable account number.
Click Save when you have completed these fields, and
then select the print destination for the check. You see a
prompt to print an alignment test. The alignment test
makes sure that checks will be printed properly, with all
information in the right position. You can print the
alignment test as many times as necessary.
When you are ready to print, you can make entries in the
following two fields:
Check No: Enter the check number you want to use. The
default is the next sequential number from the last check
that was printed.
Check Date: Enter or accept the date of the check, which

is also the General Ledger posting date. Accounts
Payable checks the posting date against the General
Ledger company’s fiscal calendar. If the date falls
outside the current General Ledger period, Accounts
Payable shows you the period to which the transaction
will be posted. The default is the current system date.
242 Sage Pro ERP

Prepayments ◆
When you have completed these fields, Accounts

Payable prints the prepayment check. You can reprint
the check if necessary.
For more information about reprinting checks, see

“Reprinting Checks” on page 230.
Entering an Invoice after a Prepayment

After you print a prepayment check, you must enter a
payable invoice for the vendor you prepaid. Follow the
instructions in “Entering Payables” on page 126 to enter
the invoice. You can assign the invoice any payment
priority.
After you enter the invoice, you must apply the open
debit generated by the prepayment. See “Applying
Debits” on page 218 for instructions.

◆ Transactions
Voiding Checks and Direct Payments

topics:
• Voiding Checks or Direct Payments, following
• “Voiding Invoices” on page 250
Voiding Checks or Direct Payments

To void an Accounts Payable check or direct payment,
select Transaction Void Checks. You see the Void
Checks option grid:
You see the following fields in the Void Checks option

grid:
Date Range: Enter a specific date or date range for the
checks you want to void.
Checking Account: Enter or select the checking account

number, or press <F2> to choose from a list of numbers.
244 Sage Pro ERP

Voiding Checks and Direct Payments ◆
Session Range: Enter the session range or leave blank to

include all sessions.
Check Range: Enter the check number or leave blank to

include all checks.
Include: Enter Yes if you wish to include previously

voided checks. Previously voided checks appear as red
text in the Void Checks dialog box. These checks are for
display purposes only; you cannot select them.
Vendor: Enter the vendor name or leave blank to include

all vendors.
Void Invoices: Select Yes to void any invoices that

correspond to the check or No to void just the check. See
“Voiding Invoices” on page 250 for more information.
The Def Inv Void Date and Edt Inv Void Date options are
enabled only if Void Invoices is Yes.
Def Inv Void Date: Enter a default date in which to void

the invoices. This is defaulted to system date and will be
displayed in the void date column in the grid of void
invoices screen.
Edit Invoice Void Date: Enter Yes, if you wish to edit

this default invoice void date in the grid of void invoices
screen.
Def Void Date: Enter a default Check void Date. This is

defaulted to system date and will be displayed in the
void date column of void checks screen.
Edt Void Date: Enter Yes, if you wish to edit this default
void date in the void date column of the void checks
screen.

◆ Transactions
☞ The “Def Void Date” and “Edt Void Date” options are
enabled only if the user has the privilege APVOID03. See
your System Manager documentation for information on
assigning user privileges.
☞ If a prepayment check is applied to an ICT invoice that

has a discount, the redistribution does not occur in the
target company. This also occurs when you create the
reversal entries when voiding the prepayment check.
That is, the system does not create any reversal entries
for the target company. If reversal entries are required,
you must enter them manually.
Click Proceed. You see the Void Checks dialog box:
246 Sage Pro ERP

You can edit the date in the Void Date column if you
have set the Edt Void Date option to YES. The date
entered here is used when creating reversing entries for
both current and history checks.
Click
• Select to choose a check to void. Confirm that it is
the correct check. To highlight a check, move your
cursor to the Void field, and press <Spacebar> or
right-click the mouse. You see an “X” next to the
check number. You can void individual or multiple
checks.
If you choose a prepayment check that has been
applied to an invoice, the following dialog appears.
Click
• OK to continue with the selection.
• Cancel to cancel the selection.
• Select All to void all checks in the file. You see an
“X” next to the check numbers.
If the list of checks has at least one prepayment
check that has been applied to an invoice, the
following dialog appears.
• Unselect All to unvoid all checks.

• Void Invoices to void any invoices connected to
the selected check(s). See “Voiding Invoices” on

◆ Transactions
You can change the date in the Void Date column to

prior or future dates. If the given date is prior to check
date, the following dialog will be prompted.
You can use the “Select All” option. If you use this
option the following dialog displays when the void date
for one or more checks is prior to check date.
Click Yes to change the Void Date to the Check Date for
all the tagged checks, or No to un-tag the checks.
While tagging individually the following dialog will be

displayed when the void date is prior to check date.
Click Yes to change the Void Date to the Check Date, or

No to un-tag the check.
248 Sage Pro ERP

☞ If a check appears more than once, the same check

number may have been used to pay both a Computer
check and a Manual check. Use the Check Type field to
determine which check you want to void.
If you select a check for voiding that has been cleared in

bank reconciliation, you see a warning message similar
to the following:
Click OK to close the dialog box and proceed.
If you press “Select All” option for voiding checks that

have already been cleared in bank reconciliation, the
following message displays:
Click OK to close the dialog box and proceed.
☞ See “Reconciling Bank Accounts” on page 257 for more

information on correcting bank reconciliation
transactions.

◆ Transactions
Voiding Invoices
If you selected Yes to the Void Invoices option on the
Void Checks option grid, select the check that you want
to void and click the Void Invoices command button to
view any related invoices.
You see the Void Invoices dialog box with any related
invoices displayed:
Select the invoice you want to void by pressing

<Spacebar> to place an “X” in the Void column. You can
edit the date in the Void Date column if you had set Edt
Inv Void Date option to YES.
The following dialog displays while tagging invoices

individually and if the void date is prior to posting date.
250 Sage Pro ERP

The following common message displays while tagging

all the invoices using <Select All> option if any of the
invoice's void date is prior to posting date.
Click Yes to change the void dates to posting dates of the

respective invoices or No to untag the invoices.
Click the Save button to proceed.
You are returned to the Void Checks screen. When you

are ready to void the selected checks and invoices, click
the Save button.
After the Void Selected Checks message is displayed,

Click Yes to void the selected invoices or No to void the

check(s) without voiding the invoices.
Direct Payments should be voided ONLY if the

transmission of the ACH file fails and you cannot resend
it. If this is the case, void the Direct Payment, approve
the invoices again, make another Direct Payment, and
transmit the new ACH file. When you are finished,
discard the previous ACH file.

◆ Transactions
Closing Unbilled Purchase Order Receipts

You may want to close a purchase order receipt without
creating an invoice for it, for example, if there has been a
misunderstanding with one of your vendors, and they
have agreed not to bill you for an item you have already
received.
The Unbilled Receipts Report shows purchase order line

items that have been received but not yet invoiced.
The dollar amounts of these transactions reside in the PO

Clearing account. When you Close Unbilled PO Receipts,
Accounts Payable removes the items you select from the
Unbilled Receipts Report, and creates General Ledger
entries that adjust the amounts in the PO Clearing
account.
For more information about the GL account activity

generated by this option, see “Closing Unbilled PO
Receipts” on page 100.
252 Sage Pro ERP

Closing Unbilled Purchase Order Receipts ◆
Select Transaction Close Unbilled PO Receipts. You

see the Close Unbilled PO Receipts dialog box:
In the Vendor field, enter or select the vendor for whom

you want to close unbilled receipts.
In the PO# field, enter or select the appropriate purchase

order number. If you click the Search icon or press <F2>
in the PO# field, you see the following dialog box:
Click
• Current to see purchase orders received during the
current period.
• History to see purchase orders received during
periods that have been closed.
• Both to see purchase orders received during current
and closed periods.

◆ Transactions
If you press <Enter> while in the PO# field without first

selecting a purchase order number, Accounts Payable
displays all unbilled receipts for the selected vendor and
allows you to select the receipts you want to close.
Once you select a valid purchase order or press <Enter>

to select all unbilled receipts for the selected vendor, you
see a list of all unbilled line items on the selected
purchase orders.
The Control Account column is automatically populated

with the item control account. To change the default GL
account, press the <Ctrl+E> hotkey. You see the Select
Account dialog box:
Select a GL Account and click the “X” to close the dialog

box.
254 Sage Pro ERP

Closing Unbilled Purchase Order Receipts ◆
For Multiple Value Added Tax companies, you see an

additional field in the Select Account dialog box:
Recoverable taxes debit the tax account when you

invoice purchase order receipts. Because you are not
invoicing the PO receipt, for the Select GL Account for
Recoverable Tax field, if you do not select a second
account, no postings are made for the recoverable tax.
If you need to update the tax account for the recoverable

tax amount, enter an off-setting account. This debits the
Tax account and credits the account entered. Click OK to
close the dialog box.
☞ Once you have removed an unbilled receipt, the record is

permanently gone. If you later receive an invoice for an
item you have closed, you need to enter a new invoice
for it.
On the Close Unbilled PO Receipts screen, use the Tag

All option to select all the detail lines or Tag None to
deselect any select lines. You can also select or deselect a
line by clicking in the X column and pressing the
<Spacebar>.

◆ Transactions
If you right-click on the X column, you see the following

shortcut menu options:
Click
• Tag/UnTag to tag or untag the selected purchase
order line item.
• Change Control Account to change the GL
account.
When you are ready to close the selected unbilled PO

receipts, click the Save icon.
256 Sage Pro ERP

Reconciling Bank Accounts ◆
Reconciling Bank Accounts

• “Updating the Bank Reconciliation,” following
• “Entering Manual Deposits and Charges” on

page 278
• “Entering Bank Transfers” on page 280
• “Finalizing the Reconciliation” on page 282
• “Purging Bank Reconciliation” on page 283
Introduction
To reconcile your bank statements against the
information stored in Accounts Payable, use the options
in Maintain Bank Reconciliation. Each time you
receive a bank statement, you can update information
about your bank account activity from Accounts Payable
and other applications.
Using the Download Bank Statements File option on the

Bank Reconciliation selection dialog box, you can
automatically reconcile your AP and PR checks with the
electronic statements supplied by the bank in .OFX
(Open Financial Exchange) format.
Sage Pro ERP matches the statement to the check number

and amount. When the cleared transactions are matched,
you can review and save your selections.
When clearing cash receipts on the “Cash Receipts Tab,”

on page 275, users can enter a Bank Deposit number to
group the receipts by Date + Bank Dep.

◆ Transactions
The cash receipts are sorted by Date and Bank Deposit,

and the Bank Deposit number is entered on the cash
receipt in Accounts Receivable and Order Entry.
If Accounts Payable is linked to General Ledger and you

enter a manual deposit or charge, you see a prompt to
post the transaction to GL. If you answer Yes, you must
then select the account to which the offsetting entry will
post.
If you have already entered these deposits or charges as

a General Ledger journal entry, answer No to avoid
generating duplicate postings.
Updating the Bank Reconciliation

To see transactions from Accounts Payable, Accounts
Receivable, and Payroll that you want to match against
your bank statements, select Maintain Bank
Reconciliation Reconcile Accounts. You see the Select
Checking Account dialog box:
GL Check Account: Enter or select the number of the

checking account you want to reconcile.
258 Sage Pro ERP

Click OK to proceed. You see the Reconcile Accounts

dialog box:
Reconcile Accounts Fields

You see the following fields in the Reconcile Accounts
dialog box:
Sort By
Select
• Check No. to sort the transactions by check number.
• Check Date to sort the transactions by check date.
• Vendor to sort the transactions by vendor number.
• Bank Deposit to sort the deposits and receipts by
date + bank deposit number.
Sort Order
Select
• Ascending to sort the transactions in ascending
order, based on the selection you made in the Sort By
field.
• Descending to sort the transactions in descending
order.

◆ Transactions
Incl. Reconciled?
Select
• Yes to view all transactions, including those that
you have already marked this period as having
cleared the bank or as void. Accounts Payable
automatically removes cleared or voided
transactions from the bank reconciliation file each
time you close a period.
• No to exclude cleared transactions.
☞ The option to attach downloaded bank statements is not

available if the Incl Reconciled? field is set to Yes.
Check No Range: Enter a check number in one or both

of these fields to see only those checks that fall within
that range. Leave these fields empty to include all checks
for the selected account.
Check Date Range: Enter a date in one or both of these

fields to see only those checks whose dates fall within
that range. Leave these fields empty to include checks
for all dates.

dialog box:
Click
• Proceed to update from the files you selected.
• Edit to change the file selection before continuing.
• Cancel to quit without reconciling your accounts.
260 Sage Pro ERP

When you complete the option grid and click Proceed,

you see the Bank Reconciliation selection options:
Select All button: Click this button to select all of the

checkboxes in the AP Bank Reconciliation\ Reconcile
account screen.
Unselect All button: Click this button to unselect all of

the checkboxes in the AP Bank Reconciliation\ Reconcile
account screen.
Select the information you want to use to update the

bank reconciliation file.
Current A/P Check File: Check this box to update using

the current Accounts Payable check file.
Archive A/P Check File: Check this box to update using

the Accounts Payables history check file.
Current A/R Cash Receipts File: Check this box to

update using current Accounts Receivable cash receipts.
Archive A/R Cash Receipts File: Check this box to

update using Accounts Receivable cash receipts from
history.

◆ Transactions
Current Payroll Check File: Check this box to update

using the current Payroll check file.
History Payroll Check File: Check this box to update

using the Payroll history check file.
Payroll Company Number: Accept the default or enter

another Payroll company number. This field can only be
edited if a Payroll file option is selected.
If you have downloaded your bank statements from the

Internet, can use the following field to attach the file and
update your bank reconciliation.
Bank Statements File (ofx): Click ... to navigate to the

appropriate directory and attach a downloaded bank
statement file. Sage Pro ERP currently supports only the
Open File Exchange (.OFX) format for bank statements,
specifically version 2.0.X.
☞ The option to attach downloaded bank statements is not

available if the Incl Reconciled field on the first Bank
Reconciliation option grid (Maintain Bank
Reconciliation Reconcile Accounts) is set to Yes.
The AR options appear only if Accounts Receivable is

installed and linked to General Ledger.You can import
payroll information only if you have Payroll installed.
The current file contains transactions entered since the

last time you closed the period in that program. We
recommend that you always update from the current file
unless you are sure there has been no activity since the
last time you reconciled the account.
262 Sage Pro ERP

☞ The Current A/R Cash Receipts File option only appears

if you have entered cash receipts in Accounts Receivable
since the last period close, and the Archive A/R Cash
Receipts File option only appears if there are no history
records for the checking account being reconciled.
The history file contains transactions you entered before

the last period close. You need to update from history
files only if you have not used this feature to reconcile
transactions from a prior period.
Because updating takes time, we recommend that you

update only if there are transactions in the file that
haven’t been imported yet. However, since the program
imports a transaction only once, updating on more than
one occasion won’t affect your account totals.
Click Save to update from the selected files. If you are

downloading a bank statement .ofx file, you see a
message similar to the following:
☞ In the dialog box above, the Bank Statement .ofx file

displayed is the actual checking account number
assigned by bank, which may not match the GL account
number used to name this account in Sage Pro ERP.
Verify that the Bank Account number displayed is the
one associated with the company and GL Cash account
you are currently trying to reconcile.

◆ Transactions
Click
• Yes to continue and print a bank statement report.
• No to proceed without importing the selected bank
statement file. You see the Bank Reconciliation
screen (following).
If you click Yes and there are uncleared checks in the

bank statement file, you see a message similar to the
following:
Click
• All to print a report for all checks.
• Not Cleared to print a report for only the
uncleared checks.
• Continue to proceed with the bank reconciliation.
You see the Bank Reconciliation screen (following).
If all the bank statement file checks have been cleared,

Click
• Yes to print a bank statement status report.
• No to continue to the Bank Reconciliation screen
without printing a report.
264 Sage Pro ERP

If you click Yes, you see the following dialog box:
Click
• Print to print the report. The Print dialog box
appears. Select your print options and click OK.
• Preview to preview the report.
• Continue to continue with the bank reconciliation.
You see the Bank Reconciliation screen (following).
After printing the report, the print/preview/continue

dialog box appears again. Select Continue to proceed
with reconciling bank accounts. You see the Bank
Reconciliation dialog box:
This dialog box contains transactions from the files you

chose to include in the bank reconciliation update. Start

◆ Transactions
the clearing process by entering the “Ending Balance”

from your bank statement into the End Balance field.
The program then calculates the value of all the Open

transactions (the difference between the Beginning
Balance and Ending Balance fields) and populates the
Diff field.
When you find the transactions you want to clear or void

for the bank reconciliation, click the checkbox next to the
item or enter a Y in the Cleared field if the item has
cleared. Enter V to mark it as voided. When all cleared
transactions have been marked, the Diff field should
display as zero.
You see the following tabs and fields in the Bank

Reconciliation dialog box:
• “Header Fields” on page 267
• “General Tab” on page 271
• “Checks/EFTs Tab” on page 273
• “Manual Charges/Deposits Tab” on page 274
• “Cash Receipts Tab” on page 275
• “Bank Transfers Tab” on page 276
266 Sage Pro ERP

Header Fields
You see the following balances in the header section of
the dialog box:
End Balance: Enter the ending balance amount. The

value entered here is saved until the current bank
reconciliation is finalized.
Cleared: Displays the amount of all open transactions.

This value starts as the “Beginning Balance” and changes
as you clear transactions.
Diff: Displays the amount of the ending balance plus the

cleared checks. This value should be zero when all
qualifying transactions have been marked as “Cleared”.
When the amount is zero, you can finalize the bank
reconciliation.
☞ Although not recommended, you can finalize the

reconciliation with a non-zero balance in the Diff field.
You see the following command buttons in the header

section of the Bank Reconciliation dialog box:
Click
• Add Deposits to enter a bank deposit. If you select
this option, the Enter Manual Deposits dialog box
appears.
• Add Charges to enter a bank charge. If you select
this option, the Enter Manual Charges dialog box
appears.

◆ Transactions
Search Options:
• Fields (Combo Box): Lists all the fields determined

by the column names of grid available for search.
• Search Criteria (Combo Box): Lists all the operators

or search conditions.
• Value (Text Box): Enter the value to be searched.
• Find: Click this button to start the search.
• Find Next: Click this button to continue the search

or find again
For example, if you want to find a record with check

number equal to 256, you would select Checkno in the
field combo, Equal for the operator, and enter 256 in the
value text box. Click Find to start search. Click Find
Next button to continue the search or find again.
If you select Begins With or Contains operators for fields

with Date or Numeric data types, the following dialogue
displays.
268 Sage Pro ERP

The following dialogue displays if you click the Find

button without entering any value in the text box.
If you enter non numeric values for a numeric field, the

following dialogue displays.
If the Find action cannot find any matching values, the

following dialogue displays.
You can continue the search using the Find Next button.
The following dialogue displays when the search is
finished.

◆ Transactions
Find Next button can be used only after the Find button.
If you click Find Next button before using Find, you see
the following dialogue.
☞ See “Entering Manual Deposits and Charges” on

Choose from the following drop-down list box options:

Select
• Show All- to display all bank reconciliation
transactions.
• Cleared Only to display only cleared bank
reconciliation transactions.
• Uncleared Only to display only uncleared bank
reconciliation transactions.
270 Sage Pro ERP

Sorting Grid
You can sort grid columns in ascending or descending

order. To sort in ascending order, click a column once.
Symbol will be displayed in the column name.
To change the order to descending, click the column

again. The column heading now includes symbol next to
the heading. To return to ascending order, click the
column again.
General Tab
The General tab displays system information, including
the number and the total of the transactions that have
cleared the bank:
You see the following fields in the General tab of the

Bank Reconciliation dialog box:

◆ Transactions
Beginning Balance: Displays the amount of the balance

forward plus cleared checks.
Open: This is the total dollar amount of checks and

deposits that haven’t cleared the bank yet.
Book: This is the total dollar amount of all bank and

open checks and deposits.
Checks: Displays the number of AP checks and the total

amount of the checks.
Manual Charges/Deposits: Displays the number of

charges/deposits and the total amount of the charges
and deposits.
A/R Cash Receipts: Displays the number of cash receipts

and the total amount of the receipts.
Bank Transfers: Displays the number of bank transfers

and the total amount of the transfers.
The bottom portion of the General tab displays a list of

the check, charge, deposit, and cash receipt information
displayed on the individual tabs.
272 Sage Pro ERP

Checks/EFTs Tab
The Checks tab displays the AP, PR checks, EFTs, and
the direct deposit items that have cleared or need to clear
the bank:
Voided Item
Cleared Item
Item to Clear
Click the checkbox next to the item or enter a Y in the

Cleared field to clear the check. Enter V to mark it as
voided. Cleared items are displayed in blue and voided
items in red.

◆ Transactions
☞ Marking an Accounts Payable check as void in the bank

reconciliation does not actually void the check.
However, when you void a check using Transaction
Void Checks, the program automatically marks the
check as voided in the bank reconciliation file.
Voiding transactions that originate in other programs

requires two separate steps. First, you must reverse the
receipt or disbursement in the other program. Secondly,
you must mark the transaction as void using the
Accounts Payable bank reconciliation option.
Manual Charges/Deposits Tab

The Manual Charges/Deposits tab displays all the
manual charges and deposits that need to clear the bank.

Cleared field to clear the item. Enter V to mark it as
274 Sage Pro ERP


items in red.
Cash Receipts Tab

The Cash Receipts tab displays all the AR cash receipts
that need to clear the bank:
When you deposit the cash receipts to the bank, you can
enter the deposit slip number in the Bank Deposit field.
In the A/P bank reconciliation records, amounts are
totaled by deposit Date + Bank Deposit number.

items in red. When you finish marking all cleared or
voided transactions, click Save.

◆ Transactions
Bank Transfers Tab

Click the Bank Transfers tab to view any bank transfers
made between checking accounts:

items in red. When you finish marking all cleared or
voided transactions, click Save.
See “Entering Bank Transfers” on page 280 for more

information on transferring between accounts.
276 Sage Pro ERP

Notes Tab
To add a note to the bank reconciliation transaction, click
the Notes tab:

entering the note.



◆ Transactions

option.
You can use the Notes tab text box to attach a file
hyperlink. The hyperlink information is stored in the
edit box, allowing users to access a Web site URL or a
document, such as a PDF or Word file.
To add a hyperlink, right-click in the text box of the

Notes tab. You see the following menu:
Click Insert File to navigate to the folder location of the

file you want create a hyperlink to, then click OK to
create the file hyperlink.
The hyperlink appears in the Notes tab edit text box.

Press <Ctrl+Click> to follow the hyperlink and open the
file. You can create and attach multiple file links.
Entering Manual Deposits and Charges

Use Maintain Bank Reconciliation Enter Manual
Deposits and Enter Manual Charges to enter deposits
and charges that do not arise from activity in another
application, such as bank service charges or payments
you received on a loan.
Since the procedures for entering manual deposits and

manual charges are the same, both options are described
in the following section.
278 Sage Pro ERP

If you choose Enter Manual Deposits, you see the Enter

Manual Deposits dialog box:
☞ The Enter Manual Deposits and the Enter Manual

Charges dialog boxes contain identical fields.
In the Checking Account field, select the checking

account you want to reconcile. Enter the date, reference,
and amount of the deposit or charge.
If Accounts Payable is linked to General Ledger, you see

the following additional fields:
Distribute to General Ledger?: Click this check box if

you have not recorded the manual deposit or charge
with a journal entry in General Ledger. When you check
this field, the Distribution Account field will become
enabled, where you enter the account to which the
offsetting posting is made. The next time you release
information to General Ledger, a posting for the deposit
or charge is included.
Update Cash Balance Account?: Click this check box to

update the Balance field on the Checking Account
maintenance screen.

◆ Transactions
If you enter a deposit or a charge in error, and Accounts

Payable is linked to General Ledger, and you have
already distributed the postings, the best way to correct
the error is to enter an offsetting deposit (if you entered
an erroneous charge) or charge (if you entered an
erroneous deposit), and once again choose to distribute
postings.
If you make an error and Accounts Payable is not linked

to General Ledger, or if it is linked but you have not yet
distributed postings, you can simply void the erroneous
deposit or charge by entering a “V” in the Cleared field.
When you are finished entering information, click the

save icon. You see the following prompt:
Click
• Yes to add another transaction.
• No to return to the main menu.
Entering Bank Transfers

Sage Pro ERP allows the user to transfer funds from one
checking account to another checking account. The
information appears on the Bank Reconciliation for both
accounts.
To transfer funds between accounts, select Maintain

Bank Reconciliation Enter Bank Transfers.
280 Sage Pro ERP

You see the Enter Bank Transfer dialog box:
You see the following fields in the Enter Bank Transfer

dialog box:
From Account: Enter the Accounts Payable checking

account that you are transferring the funds from.
To Account: Enter the Accounts Payable checking

account that you are transferring the funds to.
Date: Enter a date or accept the default system date.
Reference: Enter any information to reference the

transfer, if applicable.
Amount: Enter the amount you are transferring.
Distribute to General Ledger? Check this box if you

want to distribute the amount to General Ledger.
Update Cash Balance Account? Check this box to update

the Balance field on the Checking Account Maintenance
screen for both accounts.
Click Save to transfer funds. Click Yes if you want to

enter additional manual deposits, or No to return to the
main menu.

◆ Transactions
Finalizing the Reconciliation

You can view the results of your changes by running the
Bank Reconciliation Report. When you have verified all
transactions, your bank statement total and the Accounts
Payable bank balance should be equal.
☞ See “Bank Reconciliation” on page 400 for more

information about this report.
When you are finished entering changes on the Bank

Reconciliation dialog box, click Save. You see the
following message:
Click Yes to finalize the bank reconciliation. If there is a

difference between the ending balance and the cleared
checks, you see a message similar to the following:
Click
• Save to finalize the reconciliation with the out of
balance amount.
• Adjustment to adjust the difference. If selected, the
Enter Manual Deposits/Charges screen appears
displaying the adjustment amounts. If the
difference amount is negative, charges are added,
if not, deposits are added.
• Cancel the exit bank reconciliation without
finalizing.
282 Sage Pro ERP

When the amount is zero, you can finalize the bank

reconciliation.
☞ Although not recommended, you can finalize the

reconciliation if there is a non-zero balance in the Diff
field.
Purging Bank Reconciliation

You can purge your Bank Reconciliation accounts using
the Purge option in Accounts Payable. The default purge
date is set to two years from current date. You can keep
your reconciliation history, and purge the records at any
time.
To purge bank reconciliation, select Maintain Bank

Reconciliation Purge Reconciliation. You see the
Purge Bank Reconciliation option grid:
When you select the account number and date, Sage Pro
ERP removes any checks cleared prior to the purge date
entered. The total purged amounts are added to the
Balance Forward record.
Click
• Proceed to purge the bank reconciliation account
selected.
• Cancel to close the option grid without purging.

◆ Transactions
Releasing Information to General Ledger

topics:
• “Out-of-Balance Postings” on page 285
• “Receiving Link Information into General Ledger”

on page 286
Introduction
When Accounts Payable is linked to General Ledger, the
postings generated by Accounts Payable transactions do
not automatically appear in General Ledger. Instead, you
choose when to transfer the information.
To release postings to General Ledger, select

Transaction Release to General Ledger. The program
checks to make sure that there are postings to be
released.
If there are postings, you see the following dialog box:
Click
• Summary to see a list of accounts in the release, the
posting period(s), posting amount, and related
session numbers.
• Detail to see the above information, as well as
transaction types, vendor codes, invoice numbers,
and check numbers.
• No to proceed without printing the posting
register.
284 Sage Pro ERP

Releasing Information to General Ledger ◆
After you print the posting register or click No, you see
the following prompt:
Click Proceed to transfer the postings. If you click

Cancel, you return to the main menu without releasing
any information.
☞ If you use Accounts Payable without first linking to

General Ledger, and then later link to General Ledger,
information about transactions you enter prior to linking
is not transferred to General Ledger.
Out-of-Balance Postings
If your posting does not balance, Accounts Payable
displays a message stating that the posting is out-of-
balance, and that the balancing entry will be posted to
the Suspense account.
You see a prompt to confirm the Suspense account

number from the General Ledger chart of accounts
before proceeding with the posting. After you confirm
the Suspense account, release the information.
☞ Use the AP Journal Report to track the out-of-balance

amount and determine which account(s) should have
received the posting that went to the Suspense account.

◆ Transactions
You need to make a journal entry in General Ledger to

move the amount from the Suspense account to the
correct account. If you do not know the account to use,
consult your accountant.
Receiving Link Information into General Ledger

When you release information from Accounts Payable to
General Ledger, the program creates a journal batch for
the Accounts Payable activity. The level of detail in this
batch depends on whether you set General Ledger to
receive summarized or detailed information from
Accounts Payable.
☞ If you enter Accounts Payable transactions with dates

that fall in more than one fiscal period, a separate batch
is created for each period when you release the
information.
For multi-currency transactions, an automatically

reversing journal entry is created when revaluation
transactions are released to General Ledger. See
“Revaluation” on page 287 for more information.
General Ledger treats the batch of posting from

Accounts Payable like any other journal batch. The batch
description is listed as “Posting from AP” with the
Accounts Payable company number. You can approve
and post the batch to update your General Ledger
account balances.
See your General Ledger documentation for complete

information on approving and posting batches.
286 Sage Pro ERP

Revaluation ◆
Revaluation
When multicurrency entries are made, the current
exchange rate is recorded with the transaction. The
transaction is valued in the Base Currency at the
recorded rate, so the account balances reflect transaction
amounts based on the exchange rate at the point of entry.
As rates fluctuate, the account balances can become

inaccurate. The revaluation option allows users to
revaluate open multicurrency transactions at current
exchange rates to adjust the account balances.
☞ This option is not available if Multicurrency is not

installed. Before running the revaluation, you must set
up unrealized gain and loss accounts for each currency.
See your Multicurrency documentation for more
information.
Introduction
Revaluation is always performed based on the current
balance of the item being revalued, regardless of the
revaluation date.
Revaluations can be performed in the current General

Ledger period only, and incorporate any previous
revaluations performed in the same period. Exchange
Rates used in previous revaluations for the period are
reset when you close the period.
Example:
When you enter a transaction, the exchange rate is 1.5
GBP to 1.0 USD.

◆ Transactions
The transaction is revalued when the exchange rate is 1.6

GBP. The revaluation calculates the difference between
the 1.5 GBP rate and the 1.6 GBP rate.
A second revaluation is done in the same period at 1.7

GBP rate. The revaluation calculates the difference
between 1.6 GBP and 1.7 GBP.
In the next period, revaluation calculates the difference

between the original 1.5 GBP rate and the 1.7 GBP rate
because the first revaluation rate of 1.6 GBP is reset to 1.5
GBP at period close.
Revaluation generates journal entries for the AP account

and Unrealized Gain or Loss accounts to update the
General Ledger balances with the current exchange rates.
☞ To see the entries generated by a revaluation, run the

Selected AP Journal report for the revaluation session.
An automatically reversing journal entry is created when

the revaluation transactions are released to General
Ledger.
If you do not perform the revaluation prior to closing the

period, you can run the Revaluation Projection report for
the prior period and use the report data to manually
enter an Automatically Reversing Journal Entry for the
prior period.
288 Sage Pro ERP

Revaluation ◆
Running the Revaluation

To revaluate multicurrency transactions, select
Transactions Revaluation. You see the Revalue AP
Transactions option grid:
☞ The user privilege MCRVAP01 is required to run

revaluation. See your System Manager documentation
for more information on assigning user privileges.
Currency ID: Enter a currency ID, or leave blank to select

all. You cannot enter the base currency in this field.
Revaluation Date: Enter the date for which to perform

the revaluation. Transactions dated prior to this date are
not included. The date entered must be in the current GL
period.
AP Account Number: Enter an account, or leave blank to

select all accounts.
Vendor: Enter the vendor you are performing the

revaluation for, or leave blank to select all vendors.

◆ Transactions
Date Range: Enter the transaction date, or leave blank to

select all dates.
Invoice Amount: Enter an amount to include all values

equal to or greater than that amount.
Reference Number: Enter a reference number, or leave

blank to select all.
Session Range: Enter the session range or leave blank to

include all sessions.
☞ Revaluations are performed on open transactions only

based on their current balances.
When you are finished entering information in the

option grid, you see the following command buttons:
Select
• Revalue to perform the revaluation for the open
transactions that meet the selected criteria.
• Edit to edit the information in the option grid.
• Quit to cancel the revaluation.
290 Sage Pro ERP

Adjusting Payment for Customer Sales ◆
Adjusting Payment for Customer Sales

This feature allows you to adjust payments for vendors
who also function as customers. Choose the invoices you
want to adjustment from a list of open payables/
receivables.
Using the Adjust Payment screen provides an easy

method of settling accounts at the end of each period for
vendors who also serve as customers. In addition, users
can determine a payment amount that takes into account
both the purchase and sale of goods and services.
In order to adjust payments for a customer sale, the
customer must be entered in the Customer field of the
Details tab of the Vendor Maintenance dialog box for the
selected vendor.
☞ This option is only available if Accounts Receivable and

is installed.
To adjust payment for a customer sale, select

Transaction Adjust Payment for Customer Sales.
☞ You must have an AP Clearing account defined to use

this feature. If a message appears that the account was
not found, use the File Change Setup Information
option and enter a default AP Clearing account.

◆ Transactions
You see the Adjust Payments for Customer Sales dialog

box:
Enter or select a vendor ID. The vendor selected must

have an associated customer (this is done using the
Customer field on the Details tab of the Vendor
Maintenance dialog box).
When a valid customer is selected, the payment and

vendor information is displayed.
You see the following tabs on the Adjust Payments for

Customer Sales dialog box:
• “The Details Tab,” following
• “The Adjustment Tab” on page 294
292 Sage Pro ERP

The Details Tab

Click the Details tab to view detail information about the
vendor and associated customer.
The fields on this screen are view-only. To edit any of the

values displayed, you must edit the vendor or customer
information in the appropriate maintenance screens.
☞ For Multicurrency companies, an additional Currency

field is displayed. You can edit the default currency if
desired. When you save your changes, the list of open
receivables and payables are based on the currency
selected.
The Payment Balance field displays the difference

between the customer open balance amount and the
vendor open balance amount.

◆ Transactions
Click the Adjustment tab to continue.
The Adjustment Tab

The adjustment tab displays all the open transactions for
both the vendor and customer:
The top portion of the screen displays the customer's

open transactions (in a format similar to the Apply
Credits/Deposits screen in Accounts Receivable).
The bottom portion displays the vendor's open

transactions (in a format similar to the Apply Debits
screen).
By default the grid displays only the positive balances

for both the receivables and payables listed. You can
view any open or unapplied debit/credit memos in the
list by selecting the Show All option from the drop-
down list box.
294 Sage Pro ERP

Show All displays all open receivables and payables,

including any unapplied open credits (in the case of
receivables) and any unapplied open debits (in the case
of payables).
You can only make adjustments to the positive values in

the grid. You cannot adjust open debit memos or
prepayments from the list of payables or any open credit
memos or positive open credits.
Use the scroll arrows in the grids to view additional

transactions if applicable. Click the Adjust Payment
button to initiate the payment adjustment process.
When you click Adjust Payment, the focus moves to the

first line of the Adj. amt column. Enter the amount that
you want to adjust the payment for on the open payable
and receivable.
The amount entered in the Discount column is not used

to calculate the debit or credit memo, but as an
additional adjustment for the selected entry. If you enter
a discount, the credit and debit memos created when you
save the adjustment will exclude the discount amount.
If you exceed the balance due, you see the following

message:
Click OK to close the dialog box and reenter the amount

in question.
When you are finished making adjustments, click the

Save button to create the credit and debit memos.

◆ Transactions
The total adjustment amount (without the additional

discount) of the open receivable should equal the total
adjustment amount (without the additional discount) of
the open payable.
If it does not, you see the following message:
Click OK to close the dialog box and adjust the amounts

to match.
If all the totals match, when you click Save, you see the
Credit Memos dialog box:
296 Sage Pro ERP

☞ You cannot edit the zero Tax Rate. There is no tax rate
associated with the credit memo when you adjust
payments.
☞ For Multicurrency companies, you cannot edit the

Currency field.
Click the Amount tab and notice that the Nontaxable

Amount and CM Total fields are updated with the
payment adjustment amount entered and the remaining
fields are set to zero because there is no cost or taxable
amount. The fields on the Amount tab are view-only.
Tab through the fields until the Save button is active and
then save the credit memo. The credit memo created is
applied automatically to the invoices selected in the open
receivables grid.
These Credit Memos have invoice numbers in the normal

sequence of system-generated numbers and list an item
called “_CR_MEMO_AP”.

◆ Transactions
The credit memo will debit the AP Clearing account and

credit Accounts Receivable. After you save the credit
memo, you see the Enter Payables dialog box:
The adjustment amount appears in the Amount field as a

negative value. You cannot edit this field. Enter a
number in the Debit No. field and any additional
information if applicable, then click Proceed to create the
debit memo.
On the Distribution Entry tab, accept the default Control

Account or select another account. The debit memo will
debit the Accounts Payable and credit the AP Clearing
account.
298 Sage Pro ERP

If you cancel the debit memo, you see the following

message:
Click Terminate to cancel the credit and debit memo or

Resume to continue creating the debit memo.
When you are ready to create the debit memo, click the
Save button. You see the following message:
Click Proceed to continue or Cancel to cancel the credit

and debit memos that were created. If you click Proceed,
the debit memo is automatically applied to the payables
selected from the open payables screen.
When the process is complete, you see an option to print

or preview the credit memo.

◆ Transactions
Closing the Period or Year

topics:
• “Pre-Closing Checklist” on page 301
• “Period and Year Closing” on page 304
Introduction
There are several reasons to close the period or year in
Accounts Payable. By closing the period, you reset the
cumulative period-to-date totals in the vendor file so
that they remain accurate and meaningful for the next
period.
When you close the year, you reset the year-to-date

totals as well as the period-to-date totals. During the
closing, the program archives the current period’s
payables information into the history file. See “History
Inquiry” on page 481 for instructions on viewing
payables history.
When you close the period:
• Current period transactions move to the history file,

and the current period files are cleared.
• Paid invoices are removed from the accounts

payable file.
• Period-to-date balances are reset in the vendor file.
• During the year-end close, the program moves the

year-to-date information into the history file and
clears the year-to-date figures.
300 Sage Pro ERP

Closing the Period or Year ◆
☞ Vendor 1099 amounts are not reset when you close the
period or year. You must reset the 1099 amounts by
closing the 1099 year. To do so, select Transaction
Close 1099 Year. For further information, see “Closing
the 1099 Year” on page 308.
If you use the bank reconciliation feature, we suggest

that you print the Bank Reconciliation report before you
close the period. Bank reconciliation transactions are not
deleted when the period is closed, but you can purge
them later if desired.
The bank reconciliation report is a useful way to retain a

copy of these transactions. For more information, see
“Reconciling Bank Accounts” on page 257.
Pre-Closing Checklist
Most Sage Pro ERP accounting data consists of files that
contain “nouns” (Vendors, Customers, GL Accounts,
Items, Employees), and “verbs” (Checks, Invoices,
Journal Entries, Inventory Receipts, Paychecks).
There's not necessarily a one-to-one relationship between

these nouns and verbs; just like in a sentence, a noun
may relate to more than one verb, or two nouns may
relate to one verb. “Verb” actions in Sage Pro ERP
update “noun” items. For example, when you print a
paycheck, the system updates YTD and PTD paid
amounts in employee and company data files.
If everything goes smoothly, at the end of the period, the

YTD and PTD amounts in the “noun” file are equal to the
total of the amounts in the records for the year or period
in the “verb” file.

◆ Transactions
However, due to system interruptions that can occur

during a transaction, the “verb” file may be updated,
and the “noun” file may not. For example, you print
employee paychecks, and the check file contains the
amounts, but the employee period-to-date field does not.
☞ Even though data files may not actually be corrupted by

an interruption, they may no longer be consistent with
each other. For example, the total of paycheck amounts
in the check file for an employee may not equal the total
pay amount in the employee file.
This can happen in any system, and the program has no

control over whether it happens or not. Normally, you
fix this as soon as you know it happened. However, if
you don't know it happened, you can find out.
You print certain reports and cross-check them before

you close the period.
Sage Technical Support cannot repair data files that have

become corrupt or inconsistent. If there's a problem,
your reseller may be able to fix it, but it may require
detailed (and perhaps costly) data analysis. In some
cases, your only options might be:
• to restore from the most recent backup

• to start over with Sage Pro ERP and re-enter
all data
This is why we recommend that you make regular

scheduled backups of your data files—so you can
quickly restore your data if unforeseeable events cause it
to become inconsistent or corrupt.
302 Sage Pro ERP

Below is an example of a list of procedures to perform

before closing. Develop your own list and use it each
time you close the period or year.
✓ Start System Manager, and select Transaction

System Recovery Clear Flags Clear All Flags.
✓ Select Transaction System Recovery Reindex

Application Files. Reindex all Accounts Payable
files.
✓ Select Transaction System Recovery Reindex

System Files. Reindex all system files.
✓ Select Transaction System Recovery Recalculate

Application Balances.
✓ Start Accounts Payable and print the following

reports:
• Aged Payables
• Unbilled Receipts
• Invoice Register (print or display, as needed)
• Check Register
• Master AP Journal
• Business Status Report
✓ Verify that the total invoice amount on the Invoice

Register is equal to the PTD Payables on the Business
Status Report. Verify that the total on the Check
Register is equal to the PTD Payments on the
Business Status Report. Verify that the total on the
Aged Payables report is equal to the Current AP
Balance on the Business Status Report. If these values
do not match, do not continue with the closing.
Contact your authorized Sage reseller for assistance.

◆ Transactions
✓ Make a complete backup of your Accounts Payable

data files on new discs or tapes. This backup is
separate from your daily backups.
✓ Open System Manager and select Transaction

Close Period (or Close Period and Year). If this
Accounts Payable company is linked to General
Ledger, select Transaction Release to General
Ledger. Print the Posting Register and review it. The
posting register should show a net posting of 0.00,
indicating that your postings are in balance. Do not
continue with the release or the closing if your
postings are not balanced.
✓ Save all reports and registers for your audit trail.
✓ . Select the company and then the applications that

you want to close the period and/or year for.
Period and Year Closing

You close the period and year for all applications using
Transaction Close Period in System Manager. See your
System Manager documentation for information about
the period closing options.
When you select Transaction Close Period and Year, a

warning message alerts you to back up your data files:
304 Sage Pro ERP

Click OK to close the dialog box. You see the Close

Period and Year dialog box:
Enter the company ID for the application(s) you want to

close the period and year for.
After you enter a company and press <Enter> or <Tab>,

you see a list of applications for the selected company:

◆ Transactions
Select the AP application. Use the <Spacebar> to mark

or unmark an application.
Click
• Select All to close the period in all the applications.
• Unselect All to clear any selected applications.
• OK to continue.
• Cancel to close the dialog box and cancel the close
period process.
When you click OK, you see the following dialog box:
Click OK to continue. If Accounts Payable is configured

to require printing of the Master AP Journal, you see the
Click
• Proceed to continue with the closing and print the
Master AP Journal report.
• Cancel to quit without closing the period and year.
306 Sage Pro ERP

If you click Proceed, you see the Print Destination dialog

box:
Click Print to continue. You see the following dialog box:
Click Yes to close the period and year or No to quit.

◆ Transactions
Closing the 1099 Year

Closing your fiscal year in Accounts Payable does not
also close the 1099 year. While you can set and change
your fiscal year according to the needs of your business,
the 1099 year is a fixed calendar year. Therefore, your
fiscal year may not be the same as the calendar year. You
will need to close the 1099 year independently of closing
your fiscal year.
Previously, you closed the 1099 year by printing your

1099s, thereby moving the 1099 amounts from the
current year to the prior year, and resetting the amounts
to zero. You had to print all of your 1099s for the prior
year at the start of the new calendar year. Now you can
print your 1099s for the prior year at any time during the
new year.
First, you’ll need to close the 1099 year at the start of the
new calendar year. Select Transaction Close 1099 Year.
Click
• Yes to close the 1099 year.
• No to return to the main menu.
☞ Before you proceed, be sure that you have not made any
entries for or payments to your 1099 vendors for the new
year. This moves the 1099 amounts from the current year
to the prior year and resets all of the amounts to zero.
308 Sage Pro ERP

Closing the 1099 Year ◆
If you entered 1099 warning dates for the current year

(see the Change Accounts Payable System Information
dialog box), when you close the 1099 year, you see a
message similar to the following:
Click OK to close the dialog box.

◆ Transactions
1099 Forms
topics:
• “Writing to a Disk File” on page 311
• “Printing 1099 Forms” on page 316
• “Modifying 1099 Forms” on page 320
Introduction
If you use subcontractors, or pay for rent, interest, or
services for which you withhold no taxes, you are
required by the federal government to keep track of the
payments, and to provide 1099 forms to the vendor and
the IRS for tax purposes.
You may also be required to file 1099s with the IRS via
magnetic media (for example, a disk file). Accounts
Payable can do this for you. See your accountant to find
out if you are required to report 1099s in this fashion
and, if so, what you must do to be certified by the IRS.
☞ Before you print 1099s, you must verify that the Social
Security Number (for individuals) and the Employer
Identification Number (for companies) is correctly
entered in the vendor record. Any 1099s submitted
without one of these valid entries in the Tax ID field are
subject to withholding of federal income tax at the rate of
20%.
310 Sage Pro ERP

1099 Forms ◆
☞ You should also verify that the state abbreviation is the

official U.S. Postal Service abbreviation. Otherwise you
may see an error message when processing 1099s.
Select Print 1099 Forms. You see the following sub-

options:
• Create Disk File
• Print Laser Forms
• Print Dot Matrix Forms
• Modify Dot Matrix Forms
Writing to a Disk File

When you write 1099 forms to disk, the program creates
a file named APyyyynn.TXT (where “yyyy” is the
current year, and “nn” is your company number). This
file is generated in the External folder of your Sage Pro
ERP system directory (for example, c:\Pro70\External).
To print your 1099s to a disk file, select Print 1099

Forms Create Disk File. You see the 1099 Forms Disk
File option grid:

◆ Transactions
1099 Forms Disk File Fields

You see the following fields in the 1099 Forms Disk File
option grid:
1099 Year
Select
• This to print 1099s for the current year.
• Last to print 1099s for the last year.
☞ Be sure that you close the 1099 year at the start of the
new year, and before you print your 1099s. For more
information, see “Closing the 1099 Year” on page 308.
1099 Type
Select
• All to print all 1099s.
• Misc to print 1099s only for vendors coded for
miscellaneous 1099s in their vendor records.
• Interest to print 1099s only for vendors coded for
interest 1099s in their vendor records.
Test File: Enter Y to create a test file in your temporary
file directory.
Type of Returns
Select
• Original to print original copies.
• Corrected to print corrected copies (if you’ve
already printed originals).
• Replacement to print replacement copies.
State Code: Select the two-letter state postal code for a
specific state, or choose All. Press <Spacebar> to see
participating state codes in alphabetical order. This lets
you print 1099s for both state and federal tax purposes.
States not supported by the federal/state combined
reporting program appear in the federal totals, but not
under a separate state total.
312 Sage Pro ERP

1099 Forms ◆
Minimum amount to: Enter a minimum amount to

report. If you leave this field blank, all 1099 reports will
print to the magnetic media disk file.
☞ Some 1099 form types, such as Legal Service, do not have

a minimum amount to report. To print these reports, set
the Minimum amount to field to zero.
Fed/State Filer: Select Yes or No.
After you complete the option grid, you see the

following command buttons at the top:
Click
• Proceed to write the 1099 forms to magnetic media.
• Edit to change your option grid responses.
• Cancel to quit without generating a 1099 disk file,
and return to the main menu.
When you click Proceed, you see 1099 Disk File

Preparation dialog box:

◆ Transactions
1099 Disk Preparation Fields

You see the following fields in the 1099 Disk Preparation
dialog box:
Mailing Address/City/State/ZIP/Phone: Enter the

address and phone number of the location to which you
want the disks returned.
Payer Taxpayer ID: Enter the EIN (Employer

Identification Number) or SSN (Social Security Number)
for your corporation or company. (Do not enter blanks,
hyphens, letters, all 9s, or all zeros.) This field is
mandatory.
Contact Name: Enter the name of the contact person.
Contact Phone: Enter the contact’s phone number.
Contact Email: Enter the contact’s e-mail address.
Name Control: Enter the government-issued name

control code found on the Package 1099 that is mailed to
most taxpayers on record in December of each year. If
you do not know this number, you should leave this
field blank.
Transmitter Control Code: Enter the government-issued

transmitter control code which is provided by the IRS
when you request to submit 1099s by magnetic media.
When your request is approved, the IRS sends the
number to you on a floppy disk label. Attach this label to
the disk on which you send in your APyyyynn.TXT file.
This number is alpha-numeric and must be five
characters in length. This field is mandatory.
Confirm Tax Year: Confirm that the 1099s are being

prepared for the correct year. This year must be the same
year in which the YTD 1099 amounts were accrued.
314 Sage Pro ERP

1099 Forms ◆
Federal: Report 1099-MISC if equal to or over this

amount: Specify the minimum 1099 amount. Only
records that meet this minimum amount print to the
federal filings disk.
Click Save when you have completed these fields. You

see the following prompt:
If you are reporting for a foreign company doing

business with a U.S. resident vendor, click Yes. A
minimum (reporting) amount is requested for all states
represented in the vendor file that are supported by the
combined federal/state reporting program.
When you’ve completed this field, click Save and

confirm that you’re ready to write 1099s to the disk file.
After the 1099s are printed to the disk file, you see a
prompt to print the totals. Accounts Payable prints a
report showing the total Federal 1099 amounts printed to
the disk file and the number of transactions. You can use
the information to complete Forms 4804 and 5064.
☞ If there are changes in 1099 form reporting requirements,

contact your dealer.
Copying the 1099 File

When you are finished writing the 1099 disk file, you
must copy it onto a floppy disk.

◆ Transactions
To do so, go to the \External folder located in the Sage

Pro ERP root directory and type:
COPY APyyyynn.TXT A:IRSTAX/V
Press <Enter>. In this example, “yyyy” is the year which

you are reporting, and “nn” is the company number.
☞ If the file takes up more than one diskette, you must give
the file name IRSTAX a three digit numeric extension to
indicate the sequence of diskettes within the file (for
example, IRSTAX.001, IRSTAX.002, and so on).
Printing 1099 Forms

topics:
• “To a Laser Printer,” following
• “To a Dot Matrix Printer” on page 318
To a Laser Printer
Select Print 1099 Forms Print Laser Forms to print
your 1099 forms to a laser printer. You see the Printing
1099 Forms (Sheet Feed) option grid:
316 Sage Pro ERP

1099 Forms ◆
Printing 1099 Forms (Sheet Feed) Fields

You see the following fields in the Printing 1099 Forms
(Sheet Feed) option grid:
1099 Year
Select
1099 Type
Select
miscellaneous 1099s in their vendor record.
interest 1099s in their vendor record.
Print Vendor ID: Select Yes to print the vendor code in the
Account Number box on the vendor’s 1099 Form. If you
choose No, this field remains empty.
Beginning Vendor: Enter a beginning Vendor ID. Leave

blank to select all vendors.
Ending Vendor: Enter an ending Vendor ID. Leave blank

to select all vendors.
Minimum amount to: Enter a minimum dollar amount

to suppress printing of 1099 forms that total less than
that amount.

◆ Transactions
☞ The federal government does not require a 1099 form if

the amount is below $600.
Number of Copies: Enter the number of copies, from 1

to 9, that would like to print.

following command buttons at the top:
Click
• Print to start printing your 1099s.
• Cancel to cancel printing and return to the main
menu.
When all of the 1099 forms have been printed, you

return to the Print menu.
To a Dot Matrix Printer

Select Print 1099 Forms Print Dot Matrix to print
your 1099 forms to a dot matrix printer. You see the
Printing 1099 Forms (Continuous) option grid:
318 Sage Pro ERP

1099 Forms ◆
Print 1099 Forms (Continuous) Fields

You see the following fields in the Print 1099 Forms
(Continuous) option grid:
1099 Year
Select
1099 Type
Select
miscellaneous 1099s in their vendor record.
interest 1099s in their vendor record.
Print Vendor ID: Select Yes to print the vendor code in

the Account Number box on the vendor’s 1099 Form. If
you select No, this field remains empty.
Beginning Vendor: Enter a beginning Vendor ID. Leave

blank to select all vendors.
Ending Vendor: Enter an ending Vendor ID. Leave blank

to select all vendors.
Minimum amount to: Enter a minimum dollar amount

to suppress printing of 1099 forms that total less than
that amount.

◆ Transactions
☞ The federal government does not require a 1099 form if

the amount is below $600.
Number of Copies: Enter the number of copies, from 1

to 9, that you would like to print.

following command buttons:
Click
• Print to start printing your 1099s.
• Cancel to cancel printing and return to the main
menu.
When you click Print, you see the Select Print dialog box.
Click Setup.
On the Print Setup dialog box, accept the default printer,

or select another printer if the default is not a dot matrix
printer.
Select “Tractor Feed” in the Source drop down list box.

Click OK. Click Print to begin printing 1099 forms.
Modifying 1099 Forms

topics:
• “Dot Matrix Forms” on page 321
• “Laser Forms” on page 322
320 Sage Pro ERP

1099 Forms ◆
Dot Matrix Forms

Select Print 1099 Forms Modify Dot Matrix Forms.
You see the Print 1099s dialog box:
Click
• 1099-MISC to modify the 1099 Miscellaneous form.
• 1099-INT to modify the 1099 Interest form.
After selecting a form type, you the Edit continuous 1099

form window:
Modify information on the form, as needed. To save,

press <Ctrl-W>. To exit, press <Esc>.

◆ Transactions
☞ There are two 1099 forms on the MISC report form and
three on the Interest report form. After modifying a
form, scroll to the next instance of that form, and enter
the same modification before saving your changes.
Laser Forms
Select Print 1099 Forms Modify Laser Forms. You
see the Print 1099s dialog box:
Click
• 1099-MISC to modify the 1099 Miscellaneous form.
• 1099-INT to modify the 1099 Interest form.
After selecting a form type, you the Edit Laser 1099 form
window:
322 Sage Pro ERP

1099 Forms ◆
Modify information on the form, as needed. To save,

press <Ctrl-W>. To exit, press <Esc>.
☞ There are two 1099 forms on the MISC report form and
three on the Interest report form. After modifying a
form, scroll to the next instance of that form, and enter
the same modification before saving your changes.

◆ Transactions
324 Sage Pro ERP

Reports
Selecting the Output Destination_____________________________327
Customizing Report Option Grid ____________________________348
Storing Option Grid Preferences _____________________________364
Customizing Reports _______________________________________371
Accounts Payable Sample Reports ___________________________391
Aged Payables (Forecast).........................................................392
Aged Payables (Past Due) .......................................................395
Approved to Pay .......................................................................398
Bank Reconciliation ..................................................................400
Cash Requirements...................................................................402
Reports
Check Register...........................................................................404
Credit Card Transactions.........................................................406
Direct Payment Register ..........................................................408
Discount Report ........................................................................410
Distribution by Value ...............................................................412
Inter-Company Transactions ..................................................414
Invoice Applications/Payments.............................................420
Invoice Register .........................................................................416
Master AP Journal.....................................................................422
Multiple VAT Detail Report....................................................424
AP-PO Audit Trail ....................................................................428
PO Cost Variances ....................................................................426
Recurring Payables ...................................................................430
Remit-to Address ......................................................................434
Revaluation Projection Report ................................................432
Selected AP Journal ..................................................................436
Unbilled PO Receipts ...............................................................438
VAT Distribution ......................................................................440
Vendor Direct Payment Status................................................442
Vendor File.................................................................................444
Labels and Inquiries________________________________________447
Labels ____________________________________________________464
Vendor Inquiries___________________________________________480
Reports
Selecting the Output Destination ◆
Selecting the Output Destination

topics:
• “Option Grids,” following
• “Displaying Reports” on page 329
• “Printing or Exporting Reports” on page 333
• “Setting up a Continuous-Forms Printer” on

page 346
Introduction
The option to print or display is available for all reports
and inquiries in Accounts Payable. You can indicate your
choice by selecting a command button, selecting an
option button, or clicking an icon.
☞ You can quit most printing routines by pressing <Esc>. If

you choose this option, the program closes all data files
to protect them from damage before returning you to
your previous location.
Option Grids
When you select a report from one of the submenus on
the Print menu, you see a report option grid which
defines the scope of the report. Detailed explanations of
each report’s options are found later in this chapter.

◆ Reports
Following is an example of a report option grid:
Producing a report is a three-step process.
1. Complete the option grid to produce the report you

want.
2. After completing the option grid, select Generate to

compile the information for the report according to
the option grid criteria.
3. After the program has assembled the data for the

report, choose the report output destination.
Click
• Preview to display the report on your screen.
• Print to send the report to a printer or save the
data to a disk file.
• Export to save the data as a spreadsheet or text. See
“Exporting” on page 343.
• Reenter to change your option grid responses.
• Exit to close the report grid.
328 Sage Pro ERP

After the program prints or displays the report, you return

to the option grid. You can print and display the report as
many times as you like before exiting.
Any time you change your responses on an option grid,

click Generate again to update the version of the report
that is stored for viewing. If there is no matching data
when you click Generate, you can still preview or print
the report. When no matching records are found, you see
the following message:
Click
• Yes to return to the report option grid and print or
preview the report, if desired.
• No to return to the report option grid and re-enter
modify your selections.
☞ The option to Print or Preview reports with no matching

data is not supported for check and label printing, or any
reports that require pre-printed forms.
Displaying Reports
Click Preview to display a report before you print. You
see the Report Preview dialog box:

◆ Reports
Click:
• Native to view the report in Visual FoxPro format.
• Drill Down View to view the report in HTML
format. When you select this option, if there are
hyperlinks defined on the report, clicking the
hyperlink will launch the specific form/report. See
“Drilling Down on Reports” on page 332.
• PDF to view the report in PDF format.
☞ The PDF option only appears if you have a PDF Writer

configured (see the Message Master section in your
System Manager documentation for information on
configuring a PDF Writer), and Adobe Reader installed.
For more information on Adobe products, visit their
Web site at www.adobe.com.
• Text to view the report as a text file. When you exit

this view, you see a dialog box giving you the
option to save the report to a disk file.
• Cancel to return to the report option grid.
☞ When displaying reports, we recommend using the

Native or PDF formats for best results.
☞ When modifying reports, use the Preview option if you

are modifying the report directly from the report option
grid. Do not use Preview if you are modifying reports
using the Customize Forms/Reports menu options. For
example, do not use Preview if you are modifying a
report in System Manager using the Maintain
Customize Reports menu option.
330 Sage Pro ERP

You can look at entire pages to check the layout or zoom

in on a particular portion to check details. The window
displays your report. A special toolbar offers quick
access to the following commands:
Toolbar icon Description Action
First Page Displays the first page of the

report.
Previous Page Displays the previous page.
Go to Page Displays a page you specify.
Next Page Displays the next page.
Last Page Displays the last page of the

report.
Zoom Adjusts the magnification.
Close Preview Returns you to the option grid.
You can also use the scroll bars to move forward and
backward through the report, or scroll right and left to
see its entire width.
Clicking anywhere in the document window changes the

magnification. From the full-page view, the first click
zooms you in on the portion of the page you clicked on.
The second click returns you to the full-page view.

◆ Reports
☞ If you are printing from the preview toolbar, you do not

have the option to select a printer. You can only print to
your default printer.
Drilling Down on Reports

In order to use the drill down feature, you must first add
the hyperlinks to the report using the Visual FoxPro
Report Designer.
The drilldown option is not supported in all reports. If

the report does not support drilldown, you see the
following message when the Drilldown option is
selected:
Click OK to close the dialog box. See the Customizing

Forms section of your AR, JC, SO, PO, or WO
documentation for information on adding hyperlinks to
a report.
332 Sage Pro ERP

Printing or Exporting Reports

After generating a report, click Print to choose an output
destination (for example, print or export data to a disk
file). The Print Destination dialog box appears:
Click
• Print to send output to the default printer. See
“Printing” on page 335.
• Print Range to select a page range to print. See
“Selecting a Print Range” on page 337 for more
information.
• Print and Fax/Email (available only when Message
Master is set up) to send output to the printer and
fax or e-mail the report. For more information, see
“Transmitting Documents” on page 338.
• Fax/Email Only (available only when Message
Master is set up) to fax or e-mail the report to
selected recipients. For more information, see
“Transmitting Documents” on page 338.
• Export to save the data as a spreadsheet or text. See
“Exporting” on page 343.
Under the Settings section, you see the following

options:

◆ Reports
Click
• Landscape to print the report in landscape
orientation.
• Portrait to print the report in portrait orientation.
☞ Sage Pro ERP currently supports standard letter (8.5” x

11”) and A4 (8.27” x 11.69”) paper sizes for printing
reports.
Papersize: Displays the paper size of the selected printer

or of the custom report if applicable. If the report is a
standard report (not custom) or you have not set up a
default printer or paper size, you can change the paper
size using the Print Setup option.
Default to Printer Paper Size: Check this box to set the

displayed paper size as the printer paper size for custom
reports. Only appears if you are printing a custom
report.
Click
• OK to print the report.
• Cancel to cancel printing and return to the report
option grid.
• Print Setup to go to the Windows Print Setup
dialog box. You can use it to set print job
properties or select another printer.
☞ If you are printing from the preview toolbar, you do not

have the option to select a printer. You can only print to
your default printer.
334 Sage Pro ERP

Printing
If you choose to print a report, Sage Pro ERP sends the
output to the default printer using the selected paper size
and orientation. If a report exceeds the required printing
width, the orientation is automatically set to landscape.
☞ The Print button is not displayed if the user does not

have the privilege to print the selected report.
☞ You can exit most printing routines by pressing <Esc>.
Printing in A4 Format
Sage Pro ERP supports the A4 international format for
printing reports. If you want to print reports in the A4
(8.27” by 11.69”) paper size, you have several options:
• Select the custom size from Print Setup dialog box

(see the instructions following).
• Configure the workstation printer default setting to

A4.
• Create a custom report and change the paper size to

A4 and reformat the report as needed to fit on A4
paper.
To configure your printer for A4 format:

◆ Reports
1. Click the Print Setup button on the Print Destination

dialog box. You see a dialog box similar to the
following:
2. Click the arrow on the Size field drop-down list box

and select “A4” from the paper size options listed.
3. Click OK to accept the new page size. The Print

Destination dialog box now displays “A4
(210x297mm) as the Papersize.
336 Sage Pro ERP

Selecting a Print Range

The Print Range button on the Print dialog box allows
users to select a starting and ending page number when
printing reports.
On the Print dialog box, click Print Range. You see the
Print Range fields
Click
• All to print all the pages of the report.
• Pages from and to and enter a specific page range
to print.
☞ The Print Range option is disabled if you are printing

Report Sets.
The Print Range option is not available on reports where

multiple copies are an option, such as PO Print
Blanket Orders, or AR Print Customer Statement, or
on reports that are run as a one-time process, such as
AP Print Checks.

◆ Reports
Transmitting Documents
If you have Message Master and click Print and Fax/
Email or Fax/Email Only, you see the Document
Transmission dialog box:
You see the following fields in the Document

Transmission dialog box:
Sender: Displays the name appearing on the fax or e-

mail as the sender of the document. A default value for
this can be set when you configure Message Master. If no
default exists, the user’s name as it appears in the User
file displays.
Default Attachment: To attach binary files, such as word

processing documents, to Message Master faxes or e-
mails, enter the file name. A default for this field can also
be established when you configure Message Master.
Attachments can be specified on a recipient-by-recipient
basis.
338 Sage Pro ERP

☞ Fax attachments require that you register the file type in

Windows and install the relevant application (Microsoft
Word, and so on) so that the attachment can be rasterized
into a fax image by the fax client.
If you use a fax client that does not support attachments,

this field is inactive.
Default Fax Time: The default fax time, computed based

on the relevant setting you established when you
configured Message Master. A fax time can also be set on
a recipient-by-recipient basis. If running in Document
Batch mode, faxing is set at least fifteen minutes in
advance to prevent performance conflicts between Sage
Pro ERP and the fax client. This setting has no effect on e-
mail.
Recipients: Displays the recipients established for the

current document, if any. Only memory limits the
number of recipients you can enter. If the probable
recipient can be identified, Message Master displays a
default recipient. For example, if you print a customer
statement, Message Master uses the associated customer
as the default recipient. For general reports for which
Message Master cannot determine a default recipient,
you can add one or more as needed.
If you have not established any recipients, click the Add

button at the bottom of the dialog box.

◆ Reports
Select
• Customer File to copy recipient information from
the Customer file.
• Ship-To File to copy recipient information from
the Customer Ship-to file.
• Vendor File to copy recipient information from the
Vendor file.
• Manual Entry to enter recipient information
manually.
You see the Recipient dialog box:
You see the following fields in the Recipient dialog box:
Name: Displays the name of the recipient. For recipients

copied in from a Master file, this displays the Contact
field value.
Company: Displays the recipient’s company. For

recipients copied in from a Master file, this displays the
Company field value.
340 Sage Pro ERP

Fax #: Displays the recipient’s fax number. For recipients

copied in from a Master file, this displays the Faxno field
value.
E-mail Address: Displays the recipient’s e-mail address.

For Internet addresses, the format would typically be
name@servername. For recipients copied in from a
Master file, this displays the Email field value.
Delivery Method: Can be set to Fax or Email. The

default is determined by the Message Master
configuration record.
Fax Time: Displays the time a fax will be sent. The

program calculates this value based on the Message
Master configuration.
Subject: Displays the name of the document being sent.

The subject line appears on the fax cover page if you use
cover pages, or in the Subject field of the resulting e-mail
message.
Message Note: Enter a note to appear on the fax cover

page if you use cover pages, or in the body of the
resulting e-mail preceding the text of the report or form
being sent.
☞ If you use fax clients that do not support cover page

settings, this field is inactive.
Attachment: You can attach binary files, such as word

processing documents, to Message Master faxes or e-
mails. To attach a file for the current recipient, enter the
file name here or click the Search icon. You can set a
default attachment in the Default Attach field of the

◆ Reports
Document Transmission dialog box, which can be set to

a default value when you configure Message Master.
When you finish entering recipient information, click

Save. You see the Document Transmission dialog box
with recipient information displayed in the Recipients
field.
☞ Fax attachments require that you register the file type in

Windows and install the relevant application (Microsoft
Word, Excel, and so on) so that the attachment can be
rasterized into a fax image by the fax client.
If you are using a fax client that does not support

attachments, this field is inactive.
You see the following command buttons at the bottom of

the dialog box:
Click
• Add to enter additional recipients.
• Edit to change recipient information.
• Delete to delete a recipient.
You see two command buttons at the top of the dialog

box.
To send the current document, click
To cancel, click
342 Sage Pro ERP

Exporting
After Generating the report, you can click the Export
button, or you can click the Print button and access the
Export button on the Print/Fax/Email dialog box. You
see the Select Export Type dialog box:
You see the following fields in the Select Export Type

dialog box:
Export Type: Select the application to which you are

exporting— ASCII delimited, text, XML or HTML
document format, Adobe Acrobat format, or Microsoft
Excel.
The three Excel options include:
• Microsoft Excel - Formatted: Exports the data to
Excel using the report’s format.
• Microsoft Excel 5.0: Exports the raw data used in
the report, even if Excel is not installed on this
workstation.
• Microsoft Excel: Exports the raw data used in the
report. Excel must be installed on the workstation.

◆ Reports
☞ Excel version 5.0 or greater is required where indicated

above. If you are exporting Visual FoxPro data, there is a
record limit of 16,000. Some reports cannot be exported
to Excel format. For more information, see the Program
Summaries chapter in your Technical Reference.
☞ Sage Pro ERP provides a text file listing all of the reports
that can be exported to Microsoft Excel. The file is named
FRXEXPRT.TXT, and is located in the main program
directory (for example, C:\Pro2011\).
Export File Name: Enter the name of the output file you
want to create.
Select OK to export the data in a format that can be used

by the application you specified.
For example, if you use this option to export a report to

an Excel file named “REPORT.XLS,” you can then start
Excel, and open REPORT.XLS from within Excel.
☞ To modify data in General Ledger budgets, import/

export data in Lotus 123 format, make changes to the
spreadsheet, and import it back into General Ledger.
If you export a report to a text file, the width of the file is

partially dependent on the orientation of the currently
selected printer.
344 Sage Pro ERP

For normal spacing, make sure that the printer is set to

portrait orientation before exporting to text. For a wider
report, set the printer to landscape before exporting.
See “Customizing Reports” on page 371 for information

on modifying report forms.
☞ To view a report previously exported to Excel, use the

File Open option in Excel and select the report.
ASCII Delimited
The ASCII Delimited format is used to import data into a
program that does not support a .DBF format. You can
only use the ASCII feature for reports that can be
exported in an Excel format.
☞ The ASCII Delimited export feature copies only the

primary tables used to create the report, so any fields on
the report that derive data from calculations will not be
exported. This results in a difference between the
exported information and the report.
☞ For more information on exporting reports, see your

System Manager documentation.
HTML Format
HTML (Hypertext Markup Language) format enables
you to display your report on the Internet, or your
internal corporate information system, using Netscape,

◆ Reports
Mosaic, Cello, or equivalent software. If you choose this

option, you see a third prompt for an optional
background file.
Export File Name: Enter the name of the file that you
want the report exported to. The file must have a
“.HTM” file extension.
XML Format
XML is fast becoming the industry standard for
transmitting data between programs. You can view
exported XML reports using your Internet browser by
specifying the XSLT file name. When you select XML,
Check Create Stylesheet template (XSLT) to create the

default Stylesheet template for the XML file.
Check Open to view the XML file after launching your

Internet browser, or to view the Excel spreadsheet.
Setting up a Continuous-Forms Printer

Printers that use continuous forms normally perform a
form-feed at the end of the printable text for a page, and
by default, the form feed is to the bottom of an 11-inch
page. If this happens with seven-inch continuous forms
in the printer, the second and subsequent forms are not
aligned properly for printing.
346 Sage Pro ERP

For non-standard “short forms,” such as AP and Payroll

checks, and UPS COD tags, you need to set up a special
Windows printer for each non-standard form length,
defining an appropriate form length other than 11 inches.
To set up non-standard form lengths:
1. In Windows, add the printer, and in the Paper tab,

choose Custom.
2. In the User Defined Size screen, enter 850 for the

width, and 700 for the length. This sets a seven-inch
page length, using the default measurement units of
.01 inches. To set a three and one-half inch page
length, enter 350 for the length.
☞ To set up a shared printer for short forms on a network,

contact your network administrator.

◆ Reports
Customizing Report Option Grid

topics:
• "Maintaining Custom Filter and Custom

Order" following
• "Building and Applying Custom Filter"
Introduction
Sage Pro ERP allows creating multiple versions of
custom filters and orders for printing the report. Reports
can be printed with more precise information by filtering
out data from the record set generated using the system
default filters. Reports can be ordered with additional
user required fields.
Maintaining Custom Filter and Custom Order

Select Filter from report option grid.You see Custom
Filter Builder dialog box. Enter or select the filter ID. If
the ID does not exist, you see the following prompt:
Click:
• List to select from a list of custom filters.

• Add to add the new custom filter.
• Reenter to select again.
348 Sage Pro ERP

Customizing Report Option Grid ◆
When you choose Add, You see the following prompt:
Click:
• Yes to create a filter by copying default

values from a list of existing custom filters.
• No to add the new custom filter without
copying.
When you choose Yes, you see the Copy From Existing
Filter dialog box:

◆ Reports
The Copy From Existing Filter dialog box contains the

following fields:
• Custom Filter ID: Enter or select any

existing filter ID.
• Description: Custom Filter description.
When you choose to create a new custom filter, you see

the Custom Filter Maintenance dialog box:
Custom Filter Maintenance Fields
350 Sage Pro ERP

The Custom Filter Maintenance dialog box contains the

• "Header Fields", following

• "Filter Tab Fields"
• "Sort Tab Fields"
• "Criteria Tab Fields"
• "Notes Tab Fields"
Header Fields

Custom Filter Maintenance dialog box:
Click:
• Select to find another custom filter.

• Fwd to move to the next custom filter in the
file.
• Back to see the previous custom filter in the
file.
• Edit to make changes to the currently
displayed information.
• Delete to delete the current custom filter.
Custom Filter ID: Enter existing filter ID that you want

to add or select. The filter ID can be 30 characters long.

◆ Reports
Description: Custom Filter description.
Set as default: To set this custom filter default for this

report. This custom filter will be automatically selected
by the system when bringing up the Custom Filter
Builder dialog box. However this filter has to be applied
manually. Only one filter can be "Set as default" for one
report at a time.
Filter Tab Fields

Click Filter Tab to choose fields for filter. You see the
following fields in the Filter Tab of the Custom Filter
352 Sage Pro ERP

Available Columns: Fields available for the custom

filter. Lists the fields of the table from which the report is
printing. The fields with the following data types are
only supported:
1. Character
2. Numeric
3. Currency
4. Float
5. Double
6. DateTime - Only date value can be entered.
7. Memo
8. Date
9. Integer
10. Logical
Column Description: Field description. This textbox will

display the first available field description from the data
dictionary. The Lookup button here lists all the available
descriptions of this field from the data dictionary from
which you can select the suitable one or you can enter a
new description.
Filter Columns: Fields selected for custom filter.
Column Description: Description for selected filter field.

This textbox shows the user specified description in the
available column description.

◆ Reports
Add/Remove Buttons
Click:
• > to add one field

• >> to add all fields
• < to remove one field
• << to remove all fields
Sort Tab Fields

Click Sort Tab to choose fields for ordering. You see the
following fields in the Sort Tab of the Custom Filter
354 Sage Pro ERP

Available Columns: Fields available for the custom

order. Lists the fields of the table from which the report
is printing. The fields with the following data types are
only supported:
1. Character
2. Numeric
3. Currency
4. Float
5. Double
6. DateTime
7. Memo
8. Date
9. Integer
10. Logical
Column Description: Field description. This textbox will

display the first available field description from the data
dictionary. The Lookup button here lists all the available
descriptions of this field from the data dictionary from
which you can select the suitable one or you can enter a
new description.
Sort Columns: Fields selected for custom sort. The

custom order will work along with system default order.
For example, if the default index expression is "CUSTNO
+ INVNO" and if you selected "INVDTE" field for the
custom order, then resultant custom index expression
will be "CUSTNO + INVNO + INVDTE".

◆ Reports
☞ The maximum key length for sort expression is limited

to 100 bytes in Visual FoxPro backend since it creates
simple index file for custom sort order. In a SQL Server
backend it is 900 bytes.
Column Description: Description for selected filter field.

This textbox shows the user specified description in the
available column description.
Add/Remove Buttons
Click:
• > to add one field

• >> to add all fields
• < to remove one field
• << to remove all fields
Move Up/Down Buttons
Click:
• to move the selected sort field up

• to move the selected sort field down
356 Sage Pro ERP

Criteria Tab Fields
Click Criteria Tab to provide specific conditions for using

the custom filter. You see the following fields in the
Criteria Tab of the Custom Filter Maintenance dialog
box:


◆ Reports
Select
• All to make the custom filter available for all

Sage Pro ERP users.
• Selection to make the custom filter available
for specific Sage Pro ERP users. Double-click
on the user you wish to select. An asterisk (*)
appears next to the user when selected.
Companies: Select an option to make the custom filter

companies.
Select
• All to make the custom filter available for all

Sage Pro ERP companies.
• Selection to make the custom filter available
for a specific Sage Pro ERP company.
Double-click on the company you wish to
select. An asterisk (*) appears next to the
company when selected.

Visual FoxPro expression) to be evaluated before using
the filter in Custom Filter Builder screen. The expression
must evaluate to a logical true (.t.) for the custom filter to
be available for selection on the Custom Filter Builder
screen.
358 Sage Pro ERP

Notes Tab Fields

report.

entering the note.


◆ Reports


the scroll bar on the window's right border to move up
☞ The Filter button will not be enabled for the reports that
are not routed through report call object SYCRPTCALL.
Click Save when finished entering all the information

which will save the custom filter and will take you to the
Custom Filter Builder.
Building and Applying Custom Filter
When you click Filter button from report option grid,

you see Custom Filter Builder dialog box.
360 Sage Pro ERP

The Custom Filter Builder dialog box contains the

Header Fields
Custom Filter Builder dialog box:
Custom Filter ID: Enter existing filter ID that you want

to add or select. The filter ID can be 30 characters long.
Adding a new filter here will take you to the Custom
Filter Maintenance.
Lookup button is to modify a custom filter.
The user can access the custom filter ID here only if the
conditions given in the Criteria Tab of the Custom Filter
Maintenance screen permit it and you must also have the
privilege SYCSTFLT to maintain the custom filter.
Description: Custom Filter description.
Save Values: Check this flag to save the values entered

in filter expression for later use.
Set Order: Check this field to set the custom order.

Otherwise custom order will not be applied, only custom
filter will be applied.

◆ Reports
Click:
• Select to find another custom filter.

• Fwd to move to the next custom filter in the
file.
• Back to see the previous custom filter in the
file.
• Edit to make changes to the currently
displayed information.
Detail Fields
You see the following fields in the Detail section of the
Custom Filter Maintenance dialog box:
Columns: Combo box listing all the selected filter

columns.
Condition: Lists all the conditions supported for the data

type of the selected field.
Value: The value to be used in filter expression. This

field will be type bounded.
Click:
• Add/Update to add a new filter expression

or to update an existing one. A field with the
same condition cannot be added more than
once.
• Edit to modify existing expression.
• Delete to remove an expression.
362 Sage Pro ERP

When you finished entering all the information, click

Save to set the custom filter or order. You can specify
custom filter/order/both. Without filter or order you
cannot save. After setting the filter or order, you can
print, preview or export the report.

◆ Reports
Storing Option Grid Preferences

topics:
• "Maintaining a Preference Set," following

• "Loading a Preference Set"
• "Resetting Options"
Introduction
If you have a report that you run routinely with similar
option grid settings, you can store your option grid
responses and load them when necessary. This way, you
can simply load a set of responses without editing every
choice every time you run the report.
Maintaining a Preference Set

After choosing a report, complete the option grid with
your standard responses. Click Preferences from the
command buttons at the top of the window.
☞ The Preferences command button will not be enabled for

the reports that are not routed through report call object
SYCRPTCALL.
Select Maintain Values from the list that appears. You

see the Preference Set Maintenance dialog box:
364 Sage Pro ERP

Storing Option Grid Preferences ◆
☞ The privilege SYRPTPRF is required for OPERATOR

level users to maintain preference sets for reports.
To choose from an existing preference, click the pick-list

button to the right of the Preference ID field to display a
list of existing preferences for that report.
To add a new preference for that report, enter a code for

the preference you are adding. The Preference ID can be
any combination of letters and numbers (alphanumeric),
up to 30 characters in length.

◆ Reports
Press <Enter> and you see the following dialog box:
Click
• List to view a list of preferences for that

report
• Add to add a new preference for that report
• Reenter to return to Preference Set
Maintenance dialog box
Select Add to add a new preference for that report.
You see the following fields in the Preference Set

Description: Enter a descriptive name for the preference

which can be up to 35 characters in length.
Load as Default: Check this option to use this preference

as default for this report. The current option grid
responses will be loaded in the report option grid lines
instead of system default values while loading this
report. If you set a preference as default, when another
default already exists, you see the following dialog box:
366 Sage Pro ERP

Click
• Yes to set the new preference as default

• No to retain the existing preference as
default
Users: Select an option to make the preference available

for a specific group of users or all users.
Select
• All to make the preference available for all

Sage Pro ERP users.
• Selection to make the custom report form
available for specific Sage Pro ERP users.
Double-click on the user you wish to select.
An asterisk (*) appears next to the user when
selected.
Companies: Select an option to make the preference
companies.

◆ Reports
Select
• All to make the preference available for all

Sage Pro ERP companies.
• Selection to make the preference available
for specific Sage Pro ERP companies.
Double-click on the company you wish to
select. An asterisk (*) appears next to the
company when selected.

Visual FoxPro expression) to be evaluated before making
this preference available for loading. The expression
must evaluate to a logical true (.t.) for the preference to
be available for loading.

in the Preference Set Maintenance dialog box.

options on the Preference Set Maintenance dialog box:
Click
• Select to select a preference

• Fwd to move forward to the next preference
record in the file
• Back to move backward to the previous
preference record in the file
• Edit to enter or change preference
information
• Delete to delete the selected preference
368 Sage Pro ERP

Loading a Preference Set
To load a set of stored option grid responses to produce a

report, select the report from the appropriate submenu.
Enter Page-Down until the command buttons are
enabled. Click Preferences command button and select
Load Values from the list that appears. You see the list of
preference sets for that report as below:
Highlight the preference set you want to use to generate

the report, and press <Enter> or click OK. The stored
responses are loaded into the fields on the option grid.

◆ Reports
After loading the preference set, you can either click

Generate immediately, or click Edit to alter any of the
responses before producing the report. For example, you
may use a preference set to run the same report for each
department in your company. Rather than complete the
option grid manually each time, or creating a separate
preference set for each department, you could create one
preference set, load it, and then click Edit to enter a
different department number before generating the
report each time.
Resetting Options
If you load the wrong preference set, or if you make a
mistake when filling out an option grid, you can reset
the option grid to the program's default responses (for
example, the initial responses, before editing or loading
a preference set). To reset option grid responses, click
Preferences and select Reset Values. You will see the
following dialog:
Click
• Reset to reset option grid to default values.

• Cancel to retain values entered.
370 Sage Pro ERP

Customizing Reports ◆
Customizing Reports
• “Creating Custom Reports” on page 372
• “The Visual FoxPro Report Designer” on page 380
Overview
Sage Pro ERP allows users to create multiple customized
versions of standard reports. Using the Customize
Reports Maintenance options, you can save specialized
reports specific to a user or company, and define filters
to select which customized report to use when printing
or previewing.
Custom report features include:
• A treeview interface displaying the report hierarchy.
• User or company-specific filter options, or a free

filter option.
• Unlimited number of customized reports allowed.
• Report options grids display a drop-down list box of

available report forms to choose from, and the option
to create new reports.
• A unique sequence number is assigned to each

custom report form created.
• Option to enter a specific path/directory for storing

the custom report form.
• Flexible naming conventions.

◆ Reports
☞ Reports that have been customized may not be available

for use in future versions or builds of Sage Pro ERP.
If you are running Sage Pro ERP with a SQL Server

backend, full write access to the Sage Pro root folder is
required to create/modify Sage Pro ERP reports.
Creating Custom Reports

Using the Custom Reports Maintenance treeview
interface, you can add, delete or modify a custom report.
☞ The standard/stock report fields are displayed on the

Customize Reports Maintenance screen are read-only.
You cannot modify standard report form information
here.
There are two types of forms you can customize:
• Reports
• Forms (such as Invoices, Purchase Orders, Sales

Orders, or Statements)
Both forms and reports can be customized in System

Manager, using the Maintain Customize options. In
each application, you can customize reports from the
selected report option grid (for example, AR Print
Transaction Reports Invoice Register), and forms
from the Customize option on the Maintain menu.
372 Sage Pro ERP

The following section describes using the Custom

Reports Maintenance screen that is accessed from
application report option grids.
To create a custom report, select a report from the

application Print menu (for example, Accounts
Receivable Print Transaction Reports Invoice
Register). The report option grid is displayed:
Enter information in the option grid fields and click

Generate. The drop-down list box on the option grid
now displays all the report forms available for printing,
and the Organize... option that launches the Custom
Reports Maintenance screen.

◆ Reports
The standard report form is listed first, followed by any

existing custom reports:
To create, modify or delete a custom report, click

Organize.... You see the Custom Report Maintenance
dialog box:
374 Sage Pro ERP

The standard report form is highlighted in the treeview

hierarchy displayed on the left of the screen. Click Add
to add a customized version of the report. Click Refresh
Branch to view the most current report hierarchy.
You see the following tabs in the Customize Reports

• “Standard Report Tab,” below
• “Custom Report and Filters Tab” on page 376
Standard Report Tab

The Standard Report tab displays the properties of the
selected report form:
The information is for display only. You cannot edit the

Standard Report tab fields.

◆ Reports
Custom Report and Filters Tab

When you click Add the Custom Report and Filters tab
is automatically selected:
You see the following fields in the Custom Report and

Filters tab of the Customize Reports Maintenance dialog
box:
Seq#: Enter a number between 1-9999. If more than one

custom version of the standard report is created, the
sequence number determines the order in which the
custom reports are listed in the drop-down box on the
report option grid, with the lowest number listed first.
If you enter a sequence number that is not unique, you

376 Sage Pro ERP

Click
• Yes to have the program automatically assign the
next unique sequence number.
• No to assign a different sequence number to the
report. You must assign a sequence number to
continue.
Custom Report: Enter a unique name of up to 40

characters in length for the custom report. Sage Pro ERP
only accepts alphanumeric characters and the underline
(_) symbol in this field.
Description: Enter a description for the custom report.
Report Path: Specify a directory path to save the custom

report in. You can specify any valid directory with write
permissions.
If you do not specify a path, you see a message similar to

the following:
Click
• Continue to use the path for containing your Sage
Pro ERP directory custom libraries.
• Reenter to enter a new directory path.
Orientation: Select an orientation for printing and/or

previewing the report. This field is scheduled for future
use.


◆ Reports
Select
all Sage Pro ERP users.
for specific Sage Pro ERP users. Double-click on the
user you wish to select. An asterisk (*) appears next
to the user when selected.
Companies: Select an option to make the report

companies.
Select
all Sage Pro ERP companies.
for a specific Sage Pro ERP company. Double-click
on the company you wish to select. An asterisk (*)
appears next to the company when selected.

Visual FoxPro expression) to be evaluated before
printing or previewing the custom report. The
expression must evaluate to a logical true (.t.) for the
custom report to be available for selection on the report
option grid.
378 Sage Pro ERP

Notes Tab
report.

entering the note.



◆ Reports


in the Custom Report Maintenance dialog box. When
you save the report, Sage Pro ERP launches the Visual
FoxPro report designer. Use the report designer to make
any modifications to the report form, such as adding a
logo or rearranging the layout.

options on the Custom Reports Maintenance dialog box:
Click
• Add to add a customized report.
• Edit to edit the information in the Custom Report
and Filter tab for the selected customized report.
• Delete to delete the selected customized report.
• Edit Report to launch the Visual FoxPro report
designer and edit the custom report.
The Visual FoxPro Report Designer

The Visual FoxPro Report Designer contains a variety of
tools that make it easy to modify your reports. For more
information about the Report Designer, see your
Microsoft Visual FoxPro documentation.
☞ Customizing report forms could alter export results

when exporting to external applications. See your
System Manager documentation for details.
380 Sage Pro ERP

You see a standard Visual FoxPro report editor window,

where you can edit and move the report form fields.
You can add text or images (such as company logos) to

any report form.
☞ Avoid using the options on the right-click context

menus—some of these options may not work properly
with Sage Pro ERP reports—instead, use the options
from the pull-down menus in the form editor.
Before saving your changes, verify that the Printer

Environment option on the Report menu is selected (a
checkmark appears next to the menu option when it is
activated). This option must be selected in order to save
the customized report.

◆ Reports
If the Printer Environment option is not active, when

you save a report, you see a message similar to the
following:
Click OK to return to the report designer and select the

Printer Environment option from the Report menu.
Adding Hyperlinks for Drilling Down in Preview Mode

Use the options on the Field Properties dialog box to add
a hyperlink to a report. When the user clicks the Preview
option on the report option grid and selects Drill Down
View, they can click the hyperlink on the displayed
report to access the specified form/report.
Left-click on the hyperlink to display a list of available

drilldown options:
Select the drilldown option and click OK.
382 Sage Pro ERP

To view the Field Properties dialog box, select a field on

the report, right click to display the contact menu and
select Properties from the list. You see the Field
Properties dialog box:
☞ The updated Field Properties dialog box is only

displayed if the Advanced option is selected from the
Customize Reports Maintenance dialog box.

◆ Reports
To define a drill down hyperlink, click the Other tab and

then select the Edit User Data option. You see the Fields
Properties User Data dialog box:
Add a definition for the drill down hyperlink. The value

to be passed to a drill-down is defined within the <<''>>
symbols. The definitions can be in the following format:
*:URL = vfps://
Thisform.m_LaunchLink('CUSTOMER','<<
alltrim(custno)>>') or
☞ The Drilldown ID in the first parentheses (‘CUSTOMER’

in the above example), is the same drilldown ID defined
using the Drill ID Maintenance feature in System
Manager.
*:URL = vfps://
Thisform.m_LaunchLink('INVOICE','<<A
LLTRIM(invno)>>')
On the General tab, verify that the Stretch with
overflow option is unchecked.
384 Sage Pro ERP

☞ For more information about the toolbar and the options

that are available from these menus, see your Microsoft
Visual FoxPro documentation.
When you finish making changes to the report, press

<Ctrl-W> to save it. The program asks you to confirm
that you want to save your changes:
Click
• Save to save the custom report.
• Edit Again to return to the Visual FoxPro report
designer.
• Cancel to cancel your changes.
If you click Save, you see the following dialog box:
Click Yes to always print to the selected printer, or No to

choose a printer manually.

◆ Reports
Inquiries
topics:
• “Displaying Inquiries,” following
• “Printing Inquiries” on page 388
Introduction
Accounts Payable lets you display or print a variety of
information about vendors and the transactions affecting
inventory items while you are viewing the record or
inventory file.
Displaying Inquiries
To display a vendor inquiry, select Maintain Vendors.
You see the Vendor File Maintenance dialog box. In the
Vendor field, enter or select a vendor code. Click
Inquiry. You see the Vendor Inquiry dialog box.
386 Sage Pro ERP

Inquiries ◆
Vendor Inquiry Fields

You see the following fields in the Vendor Inquiry dialog
box:
Inquiry Type: Select the type of inquiry from the drop

down list box. Choose History, Payables, Checks and
Payments, Orders, or Receipts.
Depending on the inquiry type you choose, one or more

of the following fields may be available. On the
Destination option button below, click Display and then
select additional options as needed.
Destination: Choose whether to Display or Print this

inquiry. This option is available for all inquiries except
History.
Checks: Select the type of check you want to display.

Choose Active or Void. This option is available only if
you select the Checks and Payments inquiry type.
Period: Select the period to display or print. Choose

Current or History. This option is available only if you
select the Checks and Payments or Receipts inquiry
type.
Report Type: Select the report type to display or print.

Choose Summary or Detail. This option is available only
if you select the Orders inquiry type
Order Types: Select the type of order to display or print.

Choose All, PO’s, Bids, Returns, or Drop Ship. This
option is available only if you select the Orders inquiry
type
Click OK to display the inquiry, or click Cancel. See

“Vendor Inquiries” on page 480 for specific information
on each inquiry and its options.

◆ Reports
Printing Inquiries
To print a vendor inquiry, select Maintain Vendors.
You see the Vendor File Maintenance dialog box. In the
Vendno field, enter or select a vendor code. Click
Inquiry. You see the Vendor Inquiry dialog box:
In the Destination field, click Print. For more

information about the fields in this dialog box, see
“Displaying Inquiries” on page 386.
Click OK to print the inquiry. You see the following

dialog box:
388 Sage Pro ERP

Inquiries ◆
Select
• Print Only to send output to the default printer.
• Print and Fax/Email (available only with Message
Master) to send output to the printer and fax or e-
mail the report.
• Fax/Email Only (available only with Message
Master) to fax or e-mail the report to selected
recipients.
• Export to save the data as a spreadsheet or text.
• Setup to go to the Windows Print Setup dialog box.
You can use it to set print job properties or select
another printer.
• Cancel to return to the Vendor Inquiry dialog box.
☞ You can choose to print to a disk file using the setup

option. However, you must first modify the printer’s
configuration in Windows to print to a file rather than to
a port.

◆ Reports
390 Sage Pro ERP

Accounts Payable Sample Reports ◆
Accounts Payable Sample Reports

Accounts Payable provides reports on the status of
payables and checks. It also provides file listings. Most of
these reports can be either printed or displayed on your
computer screen. Some can only be printed.
☞ Some of the option grids shown in this section do not

show all the command buttons. Please refer "Selecting
the Output Destination" section for the updated snapshot
of report option grid.

◆ Reports and Inquiries
Aged Payables (Forecast)

The forecast version of the Aged Payables Report shows
payable invoices grouped by future aging periods and
by vendor, giving subtotals by time period.There are
four forecasting periods.
Past due amounts are grouped in one column, regardless

of relative age. The forecasting periods are defined by
the number of days you enter for each. If you enter 30 for
the first period, it will be 30 days from the current date,
and so on.
You can track the aging transactions in a specific

Accounts Payable control account by entering the
account number in the Account Number field.
You can print Aged Payables reports as of a posting date

you specify. If you enter Yes in the As of Report? field
you must enter a posting date in the As of Date field.
If you prefer to pay invoices prior to the invoice posting

date, you should handle the payment as a prepayment to
ensure that reports run for dates prior to the posting
dates will be accurate.
392 Sage Pro ERP

Choose Print Payables Reports Aged Payables. You

see the Aged Payables Report option grid:
Type Forecast in the Report Type field. Use this report to

predict your cash requirements for given periods. For
multicurrency payables, the exchange rate and currency
ID is shown on the report.
The Description field will include the Description from

the Invoice header when Yes is selected.
☞ For Multicurrency companies, a Summary Total is

printed on the report.

Date: 03/23/00 at 8:53 AM Page: 1

User ID: JSYK
Professional Software, Inc.

Accounts Payable Forecast Report
Ordered by Vendor Number
Invoice Invoice Original

Number Date Due Date Amount Past Due 0 - 30 31 - 60 61 - 90 91 - 120 Over 120
Vendor: SBT1 Micro Consumer Products Terms: 1% 10 Days, Net 45
6635 02/07/00 03/08/00 327500.00 327500.00
SBT1 Balance: 327500.00 327500.00 0.00 0.00 0.00 0.00 0.00
Vendor: CMA1 SBT Accounting systems Terms: Net 30 Days
6532 02/18/00 03/23/00 13334.00 13334.00
CMA1 Balance: 13334.00 0.00 13334.00 0.00 0.00 0.00 0.00
Vendor: MCP1 Consumer Credit Card Terms: Net 20 Days
4292 02/22/00 04/07/00 8457.00 8457.00
MCP1 Balance: 8457.00 0.00 8457.00 0.00 0.00 0.00 0.00
Vendor: ACP1 International Data System Terms: 2% 7 Days, Net 14
8231 03/03/00 04/02/00 4348.10 4348.10
ACP1 Balance: 4348.10 0.00 4348.10 0.00 0.00 0.00 0.00
Vendor: SSU1 McClure & Company Terms: 5% 10 Days, Net 30
32142 03/10/00 04/09/00 43650.00 43650.00
SSU1 Balance: 43650.00 0.00 43650.00 0.00 0.00 0.00 0.00
Vendor: SBT1 Micro Consumer Products Terms: 1% 10 Days, Net 45
6537 03/10/00 04/09/00 327500.00 327500.00
SBT1 Balance: 327500.00 0.00 327500.00 0.00 0.00 0.00 0.00
Vendor: ACC1 ABC Supply Center Terms: Net 20 Days
6320 03/02/00 04/01/00 300.00 300.00
ACC1 Balance: 300.00 0.00 300.00 0.00 0.00 0.00 0.00

Aged Payables (Past Due)

The past due version of the Aged Payables Report shows
payable invoices grouped by past due aging periods and
by vendor, giving subtotals by time period. There are
four past due aging periods. Amounts not yet due are
grouped in one future column, regardless of due date.
The aging periods are defined by the number of days

you enter for each (see the option grid below). If you
enter 30 for the first period, it will be 30 days from the
current date, and so on.You can print Aged Payables
reports as of a posting date you specify.
You can track the aging transactions for a specific

Accounts Payable control account by entering the
account number in the Account Number field.
If you enter Yes in the As of Report? field you must

enter a posting date in the As of Date field.
If you prefer to pay invoices prior to the invoice posting

date, you should handle the payment as a prepayment.
This ensures that reports run for dates prior to the
posting dates will be accurate.

Choose Print Payables Reports Aged Payables. You

see the Aged Payables Report option grid:
Type Past Due in the Report Type field. Use this report
to monitor past due payments.

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Approved to Pay
The Approved to Pay Report lists all invoices for which
you’ve approved payment, but have not yet printed
checks.
Choose Print Payables Reports Approved to Pay.

You see the Approved to Pay Report option grid:
Use this report for reference when printing checks to pay

approved invoices.
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Approved to Pay Report
All Priorities, All Checking Accounts
Multicurrency Format
Invoice Invoice dt Exchange Invoice Previous Approved Approved Approved

Number Due dt Pri Rate CurrID Amount Payment to pay Discount Adjustmt Balance
Vendor: ACC1 Ashland Copy Center
6320 03/02/00 4 TV USD 300.00 0.00 300.00 0.00 0.00 0.00

04/01/00 CV 1.000000000 USD 300.00 0.00 300.00 0.00 0.00 0.00
Currency Subtotal for USD TV USD 300.00 0.00 300.00 0.00 0.00 0.00
CV USD 300.00 0.00 300.00 0.00 0.00 0.00
Subtotal for Vendor: ACC1 TV USD 300.00 0.00 300.00 0.00 0.00 0.00
CV USD 300.00 0.00 300.00 0.00 0.00 0.00
Vendor: PGE PG & E
02312000 03/02/00 2 TV USD 752.50 0.00 752.50 0.00 0.00 0.00

03/12/00 CV 1.000000000 USD 752.50 0.00 752.50 0.00 0.00 0.00
Currency Subtotal for USD TV USD 752.50 0.00 752.50 0.00 0.00 0.00
CV USD 752.50 0.00 752.50 0.00 0.00 0.00
Subtotal for Vendor: PGE TV USD 752.50 0.00 752.50 0.00 0.00 0.00
CV USD 752.50 0.00 752.50 0.00 0.00 0.00
Report Grand Total : TV USD 1052.50 0.00 1052.50 0.00 0.00 0.00
CV USD 1052.50 0.00 1052.50 0.00 0.00 0.00
TV = Transaction Value (in original currency)

CV = Current Value in (USD)
*** indicates frozen exchange rate in transaction / balance

Bank Reconciliation
The Bank Reconciliation Report contains a summary of
open checks and deposits to your bank account.
Choose Print Check Reports Bank Reconciliation.

You see the Bank Reconciliation Report option grid:
Use this report to check the results of bank reconciliation

processing changes. When you’ve verified all
transactions, your bank statement total should be equal
to the Accounts Payable bank balance as shown on this
report.
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Date: 03/23/00 at 12:35 PM
Bank Reconciliation Report
Open Accounts Only, Ordered by Check #, Ascending
All Accounts All Checks
Check Date Vendor Employee Open Amount Open Amount (USD)

11010-000-0000 - Cash in Banks (System Checking) Currency: USD
03/06/00 Deposit <Charge> 200000.00 200000.00
03/07/00 Deposit <Charge> 67996.08 67996.08
03/22/00 Deposit <Charge> 529368.08 529368.08

249 03/01/00 EDD Employment Development Depart -1077.14 -1077.14
250 03/01/00 GBR1 Greene, Brown & Rush -5250.00 -5250.00
251 03/01/00 IRS Internal Revenue Service -5384.40 -5384.40
252 03/10/00 CIS1 Computer International Sales, -52248.57 -52248.57
253 03/10/00 PGE PG & E -801.60 -801.60
254 03/10/00 SAM1 Mendora, Andrew -13002.84 -13002.84

255 03/10/00 SBT1 SBT Accounting systems -125900.00 -125900.00
256 03/10/00 SSU1 Super Software, Inc. -43650.00 -43650.00
257 03/17/00 ACC1 Ashland Copy Center -300.00 -300.00
258 03/17/00 EDD Employment Development Depart -715.07 -715.07

259 03/17/00 IDS1 International Data System -7099.80 -7099.80
260 03/17/00 IRS Internal Revenue Service -4277.87 -4277.87
261 03/17/00 SCR1 Scranton Associates -73695.50 -73695.50
262 03/17/00 ATS1 Atlanta Trust and Savings -6530.14 -6530.14
022000 03/13/00 BANK System Checking Account -758.20 -758.20
Subtotal Acct 11010-000-0000 USD 456673.03 456673.03

11011-000-0000 - Cash in Banks (Manual Checking) Currency: USD
03/23/00 Balance Forward 0.00 0.00
281 03/15/00 PRCO99 Payroll Check -713.17 -713.17


Subtotal Acct 11011-000-0000 USD -12534.30 -12534.30
Grand Total: 444138.73 444138.73

Cash Requirements
The Cash Requirements Report lists open invoices that
are due or past due within a projected period of time
(defined as the current date to the number of days you
enter; for example, 30 days from the current date, 60
days from the current date, and so on), and shows
discounts available by date.
Choose Print Payables Reports Cash Requirements.

You see the Cash Requirements Report option grid:
Use this report to project cash requirements by period

for paying outstanding invoices.
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Cash Requirements Report
Due Invoice Invoice Invoice Discount Previous Approved Discount Open

Date Date Date P Amount Available Payment to Pay Approved Balance
ACC1 ABC Supply Center

04/01/00 6320 03/02/00 4 300.00 0.00 0.00 300.00 0.00 300.00
Subtotal for ACC1 300.00 0.00 0.00 300.00 0.00 300.00

ACP1 International Data System
04/02/00 8231 03/03/00 3 4348.10 0.00 0.00 0.00 0.00 4348.10
Subtotal for ACP1 4348.10 0.00 0.00 0.00 0.00 4348.10

CMA1 SBT Accounting systems
03/23/00 6532 02/18/00 2 13334.00 0.00 0.00 0.00 0.00 13334.00
Subtotal for CMA1 13334.00 0.00 0.00 0.00 0.00 13334.00

MCP1 Consumer Credit Card
04/07/00 4292 02/22/00 2 8457.00 0.00 0.00 0.00 0.00 8457.00
Subtotal for MCP1 8457.00 0.00 0.00 0.00 0.00 8457.00

PGE
03/12/00 02312000 03/02/00 2 752.50 0.00 0.00 752.50 0.00 752.50
Subtotal for PGE 752.50 0.00 0.00 752.50 0.00 752.50

SBT1 Micro Consumer Products
04/09/00 6537 03/10/00 2 327500.00 0.00 0.00 0.00 0.00 327500.00
03/08/00 6635 02/07/00 2 327500.00 0.00 0.00 0.00 0.00 327500.00
Subtotal for SBT1 655000.00 0.00 0.00 0.00 0.00 655000.00
SSU1 McClure & Company

04/09/00 32142 03/10/00 5 43650.00 0.00 0.00 0.00 0.00 43650.00
Subtotal for SSU1 43650.00 0.00 0.00 0.00 0.00 43650.00
Grand Total: 725841.60 0.00 0.00 1052.50 0.00 725841.60

Check Register
The Check Register contains detailed information about the
checks/Direct Payments you have written. Choose
Print Check Reports Check Register (select Detail or
Summary):
Use this report as a reference for researching questions on

outstanding checks. To view voided checks within a specific
period or date range, sort the report by Void Date and specify a
date range for the period, or leave the Date Range field blank to
print all voided checks.
When you sort by Void Date, you can view void distributions
posted to the General Ledger. If you want to see a list of
accounts payable transaction distributions that include payable
entries and/or payments, select Print Payables Reports
Selected AP Journal.
Set the order to Vendor, and leave the Beginning Account and
Ending Account fields blank. For more information, see
“Transaction Examples” on page 95 and “Selected AP Journal”
on page 436. If you run the Check Register for a multicurrency
company, an Exchange Rate column is added to the report.
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Date: 03/23/00 at 12:39 PM
Computer & Manual Check Register
Current File
All Accounts, Sessions 000000 to 000287
Payment / Vendor Information Check Ck Date Prity Invoice Session Reference Amount Amount (USD)
Checking Account: 11010-000-0000 Currency: USD

EDD / Employment Development 249 03/01/00 1 02292000 000266 1077.14 1077.14
1077.14 1077.14
GBR1 / Greene, Brown & Rush 250 03/01/00 2 RENT-AD015 000266 RENT 5250.00 5250.00
5250.00 5250.00
IRS / Internal Revenue Service 251 03/01/00 1 02292000 000266 5384.40 5384.40
5384.40 5384.40
CIS1 / Computer International Sales, Inc 252 03/10/00 1 9532 000270 52248.57 52248.57
52248.57 52248.57
PGE / PG & E 253 03/10/00 2 22000 000270 801.60 801.60
801.60 801.60
SAM1 / Mendora, Andrew 254 03/10/00 3 22000 000270 13002.84 13002.84
13002.84 13002.84
SBT1 / SBT Accounting systems 255 03/10/00 2 4252 000270 125900.00 125900.00
125900.00 125900.00
SSU1 / Super Software, Inc. 256 03/10/00 5 4521 000270 43650.00 43650.00
43650.00 43650.00
ACC1 / Ashland Copy Center 257 03/17/00 4 STATION014 000277 STATIONERY 300.00 300.00
300.00 300.00
EDD / Employment Development 258 03/17/00 1 03152000 000277 715.07 715.07
715.07 715.07
IDS1 / International Data System 259 03/17/00 2 6521 000277 7099.80 7099.80
7099.80 7099.80
IRS / Internal Revenue Service 260 03/17/00 1 03152000 000277 4277.87 4277.87
4277.87 4277.87
SCR1 / Scranton Associates 261 03/17/00 1 63521 000277 73695.50 73695.50
73695.50 73695.50
ATS1 / Atlanta Trust and Savings 262 03/17/00 1 012000 000281 6530.14 6530.14
6530.14 6530.14
Total For Check Account: 11010-000-0000 USD 339932.93 339932.93
Check Register Total : 339932.93 339932.93

Credit Card Transactions

The Credit Card Transactions Report lists credit card
purchases you’ve made. You can sort the report either by
the vendor from whom you made your purchases, or by
the credit card vendor.
Choose Print Payables Reports Credit Card

Transactions. You see the following dialog box:.
Click
• All to include all invoices in the report.
• Open to include only open invoices.
You see the Credit Card Transactions option grid:
Use this report to reconcile your credit card statements

with recorded invoices
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e: 03/23/00 at 12:45 PM
Credit Card Transactions
All Invoices, Current File
Active Invoices, Ordered by Credit Card Vendor
Sessions 000000 to 000288
d Purchase Purchase Invoice Payment Invoice Previous Discount Adjustment Op

ice Vendor Reference Date Priority Session Currid Amount Payment Taken Taken Balan
dor: ACC1 / Ashland Copy Center

ABC1 1234 03/23/00 4 00028 USD 2220.00 0.00 0.00 0.00 2220
USD 2220.00 0.00 0.00 0.00 2220
Subtotal USD 2220.00 0.00 0.00 0.00 2220

USD 2220.00 0.00 0.00 0.00 2220
dor: ACP1 / American Chemical Products
ABC1 03/23/00 C 00028 USD 89890.00 0.00 0.00 89890.00 0
USD 89890.00 0.00 0.00 89890.00 0
Subtotal USD 89890.00 0.00 0.00 89890.00 0

USD 89890.00 0.00 0.00 89890.00 0
dor: ATS1 / Atlanta Trust and Savings
ABC1 03/23/00 C 00028 USD 67560.00 0.00 0.00 67560.00 0
USD 67560.00 0.00 0.00 67560.00 0
Subtotal USD 67560.00 0.00 0.00 67560.00 0

USD 67560.00 0.00 0.00 67560.00 0
dor: ABC1 / ABC Supply Center
ACC1 03/23/00 C 00028 USD 2220.00 0.00 0.00 2220.00 0
USD 2220.00 0.00 0.00 2220.00 0
ACP1 678 03/23/00 2 00028 USD 89890.00 0.00 0.00 0.00 89890
USD 89890.00 0.00 0.00 0.00 89890
Subtotal USD 92110.00 0.00 0.00 2220.00 89890

USD 92110.00 0.00 0.00 2220.00 89890
dor: CIS1 / Computer International Sales, Inc.
ACP1 03/23/00 C 00028 USD 4569.00 0.00 228.45 4340.55 0
USD 4569.00 0.00 228.45 4340.55 0
Subtotal USD 4569.00 0.00 228.45 4340.55 0

USD 4569.00 0.00 228.45 4340.55 0
dor: ABC1 / ABC Supply Center
ATS1 453 03/23/00 2 00028 USD 67560.00 0.00 0.00 0.00 67560
USD 67560.00 0.00 0.00 0.00 67560
Subtotal USD 67560.00 0.00 0.00 0.00 67560

USD 67560.00 0.00 0.00 0.00 67560
dor: ACP1 / American Chemical Products
CIS1 76 03/23/00 3 00028 USD 4340.55 0.00 0.00 0.00 4340
USD 4569.00 0.00 0.00 0.00 4569
Subtotal USD 4340.55 0.00 0.00 0.00 4340

USD 4569.00 0.00 0.00 0.00 4569
Total USD 328249.55 0.00 228.45 164010.55 164010

USD 328478.00 0.00 228.45 164010.55 164239

Direct Payment Register

The Direct Payment Register contains detailed status
information about all payments that meet the criteria
selected.
Choose Print Payables Reports Direct Payment

Register:
This report shows information about direct payments

that have been processed. The report includes the
sequence number and Payment date.
To view information about invoices before the associated

direct payments have been processed, print the Invoice
Register.
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Discount Report
The Discount Report lists all invoices, including those
that you’ve approved to pay, for which a discount is
pending, lost, or has been taken. Pending, lost, and taken
discounts are shown on separate versions of the report.
Choose Print Payables Reports Discount. You see

the Accounts Payable Discount Report option grid:
Use this report to ensure that discounts are taken

(pending version), and to review past performance in
successfully taking discounts (taken and lost versions).
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Date: 03/23/00 at 9:17 AM
Accounts Payable Discounts Pending
Current File
Vend No
Invoice Invoice Due Discount Discount Invoice Previous Open
Number Date Date Date Available Amount Payment Balance
ABC1
1 03/23/00 05/07/00 04/02/00 5.00 100.00 0.00 100.00
BIG1
2 03/23/00 04/22/00 04/02/00 15.00 300.00 0.00 300.00
CIS1
5 03/23/00 04/22/00 04/02/00 200.00 4000.00 0.00 4000.00
DIS1
9 03/23/00 04/06/00 03/30/00 73.08 3654.00 0.00 3654.00
MCP1
8745 03/23/00 05/07/00 04/02/00 44.40 4440.00 0.00 4440.00
Total 337.48 12494.00 0.00 12494.00

Distribution by Value
The Distribution by Value Report lists vendor
transactions from previous periods in excess of a
minimum value that you specify.
Choose Print File Listings Distribution by Value.

You see the Vendor Distribution by Value option grid:
Use this report to see the major suppliers for this

company, sorted according to the value of their business
with the company to date.
For example, if you look at the twelfth vendor on the

report, and their cumulative sales percentage is 75, you
know that the first ten vendors represent 75 percent of
your total purchases.
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Vendor Distribution by Value Report
Vendors Ranked by Most Recent 12 Months Purchases
Minimum Value Reported = 1,000.00
Vendor $ Purch Avg Pur % of % of % of
Vendor Buyer Cd Type Vendor Name Last Rec Lst 12 Mo per Month Purch Cum Pur Vendor
SBT1 BS D AA SBT Accounting systems 03/10/00 4632650 386054 49.97 49.97 4.35
SCR1 BS D AA Scranton Associates 03/08/00 884346 73696 9.54 59.51 8.70
SSU1 BS D MF Super Software, Inc. 03/10/00 558720 46560 6.03 65.54 13.04
MCP1 BS D MF Micro Consumer Products 03/23/00 527533 43961 5.69 71.23 17.39
MCL1 BS D AA McClure & Company 03/08/00 494664 41222 5.34 76.57 21.74
ASY1 BS D AA Atlas Systems, Inc. 01/11/00 441400 36783 4.76 81.33 26.09
DIS1 BS D MF Diskman, Inc. 01/04/00 426582 35549 4.60 85.93 30.43
FTD BS Franchise Tax Board 12/30/99 338000 28167 3.65 89.58 34.78
MISCL BS 02/29/00 141289 11774 1.52 91.10 39.13
CMA1 BS H BB Computers Marin Incorporated 02/18/00 133338 11112 1.44 92.54 43.48
ACP1 BS H BB American Chemical Products 03/23/00 125363 10447 1.35 93.89 47.83
CIS1 BS D AA Computer International Sales, Inc. 03/23/00 109997 9166 1.19 95.08 52.17
IDS1 BS D AA International Data System 03/01/00 90553 7546 0.98 96.06 56.52
CSI1 BS D SERVIC Consulting Services, Inc. 08/30/99 80000 6667 0.86 96.92 60.87
E
SAM1 BS Mendora, Andrew 02/29/00 65411 5451 0.71 97.63 65.22
BANK BS System Checking Account 03/13/00 63836 5320 0.69 98.32 69.56
GBR1 BS Greene, Brown & Rush / / 63000 5250 0.68 99.00 73.91
ATS1 BS Atlanta Trust and Savings 03/23/00 35881 2990 0.39 99.39 78.26
EDD BS Employment Development Department 03/17/00 18480 1540 0.20 99.59 82.61
AMC1 BS H BB Alan McPhearson Co. 10/12/99 16885 1407 0.18 99.77 86.96
BIG1 BS L SERVIC Barrow's Insurance Group 10/12/99 13000 1083 0.14 99.91 91.30
E
PGE BS PG & E 03/02/00 6393 533 0.07 99.98 95.65
ACC1 BS K DD Ashland Copy Center 03/23/00 3300 275 0.04 100.0 100.0
All Values are in Base Currency (USD)

Inter-Company Transactions
Use this report to view inter-company transaction
information. The report header contains the invoice
summary details, and the detail section displays
redistribution information, if applicable.
Choose Print Payables Reports Intercompany

Transactions. You see the Inter Company Transaction
Details option grid:
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Inter Company Transaction Details
Adj. Taken/
Invoice Invoice Invoice Posted Due Pay Holding Invoice Previous Discount
Number Reference Date Date Date Pri Company Amount Payment Taken CC Payment
Vendor ACP1
331001 03/23/04 03/23/04 04/22/04 3 99 121.00 0.00 0.00 0.00
Subsidiary Distributed
Company Distributed Account Amount Dist %
01 51000-000-0000 121.00 100.00
Distribution Total: 121.00 100.00
Vendor ACP1
333 03/23/04 03/23/04 04/22/04 3 99 400.00 0.00 0.00 0.00
01 11010-000-0000 400.00 100.00
Vendor ACP1
888 03/23/04 03/23/04 04/22/04 3 99 200.00 0.00 0.00 0.00
01 11030-000-0000 200.00 100.00

Invoice Register
The Invoice Register contains detailed status information
about all invoices that meet the criteria selected. Choose
Print Payables Reports Invoice Register (select
Detail or Summary). You see the following dialog box:
Click
• All to include open and closed invoices in the
report.
You see the Invoice Register option grid (option grid
shown is for the Detail report):
Exceptions Only
Enter
• Yes to include only invoices where the invoice and
posting dates are in different periods.
• No to include all invoices.
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Invoice Register
Open Invoices, Current Period
Active Invoices, Ordered by Invoice #, Vendor = ABC1
Sessions 000000 to 000292
Invoice Invoice Invoice Posted Due Pay Exchange Invoice Previous Discount Adjustment Open
Number Reference Date Date Date Pri Session Rate CurrID Amount Payment Taken Taken Balanc
Vendor: ABC1 ABC Supply Center
453 453 03/23/00 03/23/00 04/12/00 2 000288 TV USD 67560.00 0.00 0.00 0.00 67560.0
HV 1.000000000 USD 67560.00 0.00 0.00 0.00 67560.0
CV 1.000000000 USD 67560.00 0.00 0.00 0.00 67560.0
678 678 03/23/00 03/23/00 04/12/00 2 000288 TV USD 89890.00 0.00 0.00 0.00 89890.0
HV 1.000000000 USD 89890.00 0.00 0.00 0.00 89890.0
CV 1.000000000 USD 89890.00 0.00 0.00 0.00 89890.0
Currency Subtotal: TV USD 157450.00 0.00 0.00 0.00 157450.0

HV USD 157450.00 0.00 0.00 0.00 157450.0
CV USD 157450.00 0.00 0.00 0.00 157450.0
Vendor Subtotal: TV USD 157450.00 0.00 0.00 0.00 157450.0

HV USD 157450.00 0.00 0.00 0.00 157450.0
CV USD 157450.00 0.00 0.00 0.00 157450.0
Grand Total: TV USD 157450.00 0.00 0.00 0.00 157450.0

HV USD 157450.00 0.00 0.00 0.00 157450.0
CV USD 157450.00 0.00 0.00 0.00 157450.0
TV = Transaction Value
HV = Historical Value in (USD)
CV = Current Value in (USD)
*** indicates frozen exchange rate in transaction / balance

1099 Register
The 1099 Register contains detailed status information
about all invoices that meet the criteria selected. Choose
Print Payables Reports 1099 Register (select Detail
or Summary). You see the following dialog box:
Click
• All to include open and closed invoices in the report.
You see the 1099 Register option grid (option grid shown
is for the Detail report):
418 Sage Pro ERP

Sample Report

Invoice Applications/Payments
Use this report to track transactions that involve an
invoice. You can generate a detailed audit trail report of
payments made against an invoice and debit memos/
prepayments applied against an invoice.
Select Print Payables Reports Invoice Applications/

Payments (Detail or Summary). You see the Invoice
Applications/Payments Detail Report option grid:
You can generate the report by Vendor or Invoice. For

Multicurrency companies, an additional Currency
Summary field is displayed on the option grid.
☞ Due to space constraints in displaying values, the default

print/preview layout of the report is set to Landscape
position.
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Date: 03/23/06 at 9:19 PM
Invoice Applications/Payments Detail Report
Current and History Files
Ordered by Vendor
Applied/Payment Applied/Payment
Inv/Appl/Pymt Date Reference Invoice Amount Amount Discount Payment Adjust. Total/Balance
Vendor : ABC1 / ABC Supply Center

Invoice: 123 03/23/06 1212.00 1212.00
Subtotal for Invoice 123: 1212.00
Invoice: 3507 01/12/05 219990.01 219990.01
Payment: 01/22/05 219990.01 -219990.01
Invoice: 35077 01/11/05 499974.99 499974.99
Payment: 02/02/05 499974.99 -499974.99
Invoice: 555 03/23/06 100.00 100.00
Invoice: 9535 03/10/06 3359.86 3359.86
Subtotal for Vendor ABC1: 4671.86
Vendor : ACC1 / Ashland Copy Center

Invoice: 1220 03/08/06 1875.00 1875.00
Invoice: 6320 03/02/06 300.00 300.00
Invoice: STATION001 01/01/05 STATIONAR 300.00 300.00
Payment: 01/08/05 STATIONAR 300.00 -300.00
Subtotal for Invoice STATION001: 0.00
Invoice: STATION002 02/01/05 STATIONAR 300.00 300.00
Payment: 02/02/05 STATIONAR 300.00 -300.00

Master AP Journal
The Master AP Distribution Journal reports all accounts
payable transactions in the current period.
Each time you print this report, it lists all transactions

entered since the last time the report was printed. Once
printed, these transactions don’t appear on the report
again, although you can reprint a partial listing of them
using the Selected AP Journal. You also have the option
of exporting the report to a file for later use.
Transactions involving computer or manual checks show

the check number in the Reference field. When a check
has been voided, “VOID” appears in the Reference field.
A cancelled invoice is indicated by an asterisk (*) to the
left of the invoice number.
Use this report to aid in closing the period or year, and

as a historical record of the period’s transactions.
Choose Print Master AP Journal. This report has no

option grid as it prints automatically when you select it.
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Page: 1
Date: 03/23/00 at 1:10 PM
AP Master Distribution Journal
Excluding Sessions 000294 and Higher
GL Account Post Date Vendor Invoice Reference Session Batch CurrID Amount Amount (USD)
11050-000-0000 Inventory (Finished Goods)

03/23/00 ABC1 345 000293 USD 5656.00 5656.00
03/23/00 ABC1 78 000293 USD 453.00 453.00
03/23/00 ACP1 65 000293 USD 876.00 876.00
Total : 6985.00 6985.00

20010-000-0000 Accounts Payable
03/23/00 ABC1 345 000293 USD -5656.00 -5656.00
03/23/00 ABC1 78 000293 USD -453.00 -453.00
03/23/00 ACP1 65 000293 USD -876.00 -876.00
Total : -6985.00 -6985.00
Balance : 0.00 0.00

Multiple VAT Detail Report

The Multiple VAT Detail report shows the breakdown of
recoverable Multiple VAT taxes for each applicable
invoice, and the accounts the taxes were posted to. This
report is only available if you set up your company to
use the Multiple Value Added tax method.
The recoverable taxes displayed when invoicing a

purchase order receipt should correspond with the
recoverable taxes shown on the Multiple VAT Detail
report in Purchase Orders. Any values displayed on this
report have already posted to General Ledger (when
posting were released).
Select Print Payables Reports Multiple VAT Detail.

You see the Multiple VAT Detail Report option grid:
Use this report to track the recoverable tax breakdown

for each Accounts Payable invoice.
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Page: 1
Date: 09/25/03 at 10:48 AM
Multiple VAT Detail AP
Current File
All Accounts
Ordered by GL Account
Vendor Inv No Tran Date Tax Code Tax Description Amount Recoverable
GL Account 19012-000-0000
GPCUM 5666 09/25/03 G GST Taxable 22.44 Yes
GPCUM 5666 09/25/03 G GST Taxable 0.00 Yes
Total Tax : 22.44
Total Taxes : 22.44

PO Cost Variances
The PO Cost Variances Report shows the differences
between PO receipts and AP invoices.
Choose Print Payables Reports PO Cost Variances.

You see the PO Cost Variances option grid:
For Multicurrency companies, the report displays any

changes in purchase order costs resulting from adjusted
currency exchange rates.
See “Invoicing Multicurrency Receipts” on page 183 for

more information on multicurrency invoices and
receipts.
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Page: 1
Date: 03/23/04 at 9:16 AM
PO Cost Variances
Current File
Receipt Receipt Extended Extended Extended

Tax Rate Qty Recd Receipt Cost Exch Rate Cost (USD) AP cost AP Exch Rate AP Cost (USD) Variance Variance (USD) Exch Rate Va
PO Number: 1187 Vendor No: MCP1 Currency: USD
Invoice No 8745 Item CABL16-GRN Vendor P/N CABL16-GRN Rec Date 03/23/04
Description Wire, 16ga, Green Vinyl
0.000 500 2.90000 1.000000000 2.90000 2.96000 1.000000000 2.96000 30.00000 30.00000 0.00000
Invoice No 8745 Item CABL16-BLK Vendor P/N CABL16-BLK Rec Date 03/23/04
Description Wire, 16ga, Black Vinyl
0.000 500 2.91000 1.000000000 2.91000 2.96000 1.000000000 2.96000 25.00000 25.00000 0.00000
Invoice No 8745 Item CABL16-RED Vendor P/N CABL16-RED Rec Date 03/23/04
Description Wire, 16ga, red Vinyl
0.000 500 2.95000 1.000000000 2.95000 2.96000 1.000000000 2.96000 5.00000 5.00000 0.00000
Variance on PO 1187 60.00000 60.00000 0.00000
Total Variance 60.00000 0.00000
Note: * Marks Voided Invoices

AP-PO Audit Trail

The AP-PO Audit Trail report allows you to create an
audit trail between PO receipts and AP invoices.
Select Print Payables Reports AP-PO Audit Trail.

You see the AP-PO Audit Trail option grid:
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Page: 1
Date: 03/23/00 at 1:33 PM
AP-PO Audit Trail
Grouped By: Invoice, Current and History Files
Item Qty Recd Curr ID Invoice Cost P.O. No P.O.Date P.O.Cost Receipt No Rec Date Received Cost
Invoice Number: 678 Dated: 03/23/00 Vendor No: MCL1

HD10.0G 100 USD 206.11000 1180 01/01/99 206.11000 1347 03/08/00 206.11000
Invoice Number: 8745 Dated: 03/23/00 Vendor No: MCP1

CABL16-GRN 500 USD 2.96000 1187 03/23/00 2.90000 1369 03/23/00 2.90000
CABL16-BLK 500 USD 2.96000 1187 03/23/00 2.91000 1370 03/23/00 2.91000
CABL16-RED 500 USD 2.96000 1187 03/23/00 2.95000 1371 03/23/00 2.95000

Recurring Payables
The Recurring Payables Report lists the recurring
payables you’ve established. Recurring payables are
automatic charges that you set up for fixed amounts that
you incur on a regular basis.
For example, rent or loan payments could be handled

automatically by setting up recurring payables. When
the charge is due to be incurred, you can generate and
post a payables invoice for it without re-entering the
basic information.
Use this report as a schedule for generating the recurring

payables that you’ve set up. Choose Print File
Listings Recurring Payables. You see the Recurring
Payables Report option grid:
If a recurring payable was redistributed to another

company, select Yes in the ICT Distribution field to see
the distribution accounts for the other company.
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Page: 1
Date: 03/23/00 at 1:37 PM
Recurring Payables Report
Ordered by Vendor
Vendor Company
ACC1 Ashland Copy Center
Control Account Invoice Reference Next Due Prd Freq Currid Amount
20010-000-0000 STATIONERY STATIONER 04/14/00 M 1 USD 300.00
Distribution Account Amount
75110-010-0000 150.00
75110-020-0000 150.00
GBR1 Greene, Brown & Rush
Control Account Invoice Reference Next Due Prd Freq Currid Amount
20010-000-0000 RENT-ADMN RENT 04/11/00 M 1 USD 5250.00
Distribution Account Amount
75125-000-0000 5250.00

Revaluation Projection Report

Use this report to display what items would be revalued
at what rates if a revaluation was performed. If you run
this report for the current period, it displays the
exchange rates and differences the next revaluation
would produce.
The information on this report can be used to enter

manual journal entries for prior period revaluations. See
“Revaluation” on page 287 for more information.
☞ Multicurrency is required to view and run this report.
Select Print Revaluation Project Report. You see the

option grid:
☞ To see the entries generated by a revaluation, run the

“Selected AP Journal” on page 436 for the revaluation
session.
432 Sage Pro ERP


Remit-to Address
The Remit-to Address report displays the remit-to
addresses you set up.
Choose Print File Listings Remit-to Address. You

see the Remit-to Address option grid:
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Page : 1
Date : 03/23/00 at 1:39 PM
Vendor Remit-to Address Report
Ordered by Company Name
Vendor
Remit-to No Address Contact
Vendor : ABC1 / ABC Supply Center _ II
ABC2 ABC Supply Center _ II Josef Walsh
555 North First Street Phone: 408/652-7979
Faxno: 408/652-7980
San Jose, CA 94654 U.S.A. Default : N

Selected AP Journal
The Selected AP Journal lists all accounts payable
transactions in a given period. You can print or display
this report without affecting the Master AP Journal.
Transactions involving computer or manual checks show

the check number in the Reference field. When a check
has been voided, “VOID” appears in the Reference field.
A cancelled invoice is indicated by an asterisk (*) to the
left of the invoice number.
If you select Account or Vendor in the Order By field

you see a different report. For a summary of posting
activity sorted by account, type Account in this field.
Type Vendor for a report that shows a distribution audit
trail sorted by vendor. For more information on the
distribution audit trail and transaction examples,
see“Setup and Maintenance” on page 19.
Choose Print Payables Reports Selected AP Journal.

You see the Accounts Payable Distribution Journal
option grid:
Use this report to reconcile linked postings if Accounts

Payable is linked to General Ledger.
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Page: 1
Date: 03/23/00 at 1:45 PM
Accounts Payable Distribution Journal
Current File
Sessions 000000 to 000295, All Accounts
Vendor = ACC1
Post Date Invoice Reference Session Batch GL Account CurrID Amount
Vendor: ACC1 \ Ashland Copy Center

03/23/00 1234 1234 000288 20010-000-0000 USD 2220.00
Accounts Payable USD 2220.00
03/23/00 1234 1234 000288 20010-000-0000 USD -2220.00
Accounts Payable USD -2220.00
03/02/00 6320 000282 000208 20010-000-0000 USD -300.00
03/02/00 6320 000282 000208 75110-010-0000 USD 150.00
Office Supplies - Domestic USD 150.00
03/02/00 6320 000282 000208 75110-020-0000 USD 150.00
Office Supplies - International USD 150.00
03/04/00 STATION014 STATIONERY 000274 000201 20010-000-0000 USD -300.00

03/04/00 STATION014 STATIONERY 000274 000201 75110-010-0000 USD 150.00
Office Supplies - Domestic USD 150.00
03/04/00 STATION014 STATIONERY 000274 000201 75110-020-0000 USD 150.00
Office Supplies - International USD 150.00
03/17/00 STATION014 257 000277 000201 20010-000-0000 USD 300.00
Accounts Payable USD 300.00
03/17/00 STATION014 257 000277 000201 11010-000-0000 USD -300.00
Cash in Banks (System Checking) USD -300.00
Total : USD 0.00

USD 0.00
Balance : USD 0.00

USD 0.00

Unbilled PO Receipts
The Unbilled PO Receipts Report shows all items that
you’ve received in Sage Pro ERP Purchase Orders, but
for which you’ve not yet created a payable invoice in
Accounts Payable.
This report is only available if Sage Pro ERP Purchase

Orders is installed. If it is, you can use Accounts Payable
to automatically create payables for the goods and
services you receive in Purchase Orders. If you use this
feature on return-type orders, the program will record a
debit memo.
Use this report as a reference to aid in processing

purchase order billings, and to verify any balance
remaining in the PO Clearing account at month-end.
When you close the period, be sure to close both
Inventory Control and Purchase Orders before you
generate this report. This report has both detail and
summary versions.
Choose Print Payables Reports Unbilled PO

Receipts. You see the Detail Unbilled Receipts Report
option grid:
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Page: 1
Date: 03/23/06 at 5:50 PM
Detail Unbilled PO Receipts
Current File Ordered by PO Number
After 03/01/06
PO Number Item Req Date Qty Recd

Vendor Vendor P/N U/M Description Rec Date Trn Unit Recd Value Invoiced Value Unbilled Value Account
Location: DROP
** Purchase Order => 1188
1188 CAD4 EACH Drafting Software, Version 03/20/06 100.000 25999.00 0.00 25999.00 11080-000-0000
ABC1 CAD4 4.0 03/23/06
1188 CAD5 EACH Drafting Software, Version 03/20/06 100.000 44999.00 0.00 44999.00 11080-000-0000
ABC1 CAD5 5.0 03/23/06
Subtotal: 200.000 70998.00 0.00 70998.00
Location: DROP Subtotal: 200.000 70998.00 0.00 70998.00

VAT Distribution
The VAT Distribution Report lists the sum of the cost
and tax amounts for items shipped by VAT code. The
sum displays in the Amount column.
☞ This report is only available if you set your company up

to use the VAT (Value-Added Tax) feature. If it is not set
up, the feature is unavailable as a menu selection.
This feature is suitable for use in cases where differential

tax rates are required for different inventory items, as in
some U.S. states. Personnel who must keep track of tax
codes might use this report as a reference.
Choose Print Payables Reports VAT Distribution.

You see the VAT Distribution option grid:
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Page: 1
Date: 09/15/99 at 8:19 AM
Test Configuration 4 (VAT)
VAT Distribution
Current and History Files
All Batches, All Accounts
Ordered by Account
Account Tax Code Amount
23210-020-0000-0000-0 A TEST A 444.00

Sales Taxes Payable - Dept 2
--------------
444.00
Subtotal for Account 23210-020-0000-0000-0
23220-010-0000-0000-0 D TEST D 4533.00

Misc Taxes Payable - Dept 1
--------------
4533.00
23220-020-0000-0000-0 S TEST S 17654.00

Misc Taxes Payable - Dept 2
--------------
17654.00

Vendor Direct Payment Status

This report lists the vendor direct payment information,
including whether the vendor’s direct payment account
status is active or inactive.
Choose Print File Listings Vendor Direct Payment

Status. You see the Vendor Direct Payment option grid:
442 Sage Pro ERP


Vendor File
The Vendor File Report shows general information about
all or selected vendors.
Choose Print File Listings Vendor File Report. You

see the Vendor File Report option grid:
Use this report to monitor vendor payment history and

status.
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Page: 1
Date: 03/23/01 at 2:33 PM

Detail Vendor File Report - Ordered By Vendor Number
Vendor Last Pmt Last Pay Amt YTD Purchases YTD Payments YTD Discounts YTD Adjustments Open Debits Balance
ABC1 02/02/00 499974.99 3359.86 0.00 0.00 0.00 0.00 3359.86
ABC Supply Center

1234 Northgate Drive Phone: 415/479-0800
San Rafael, CA 94903 U.S.A. Fax: 415/479-0801
E-mail: gwelboune@abc.com
Web Page: N/A
Terms: Net 20 Days Limit: 25000000.0 Type: BB Buyer: BS Priority: 2 Tax: 0.000 Code: H
ACC1 03/17/01 300.00 2775.00 600.00 0.00 0.00 0.00 2175.00
Ashland Copy Center

4567 Northgate Drive Phone: 415/472-0909
San Rafael, CA 94903 U.S.A. Fax: 415/472-0910
E-mail: fjacobs@acc.com
Web Page: N/A
Terms: Net 30 Days Limit: 25000.00 Type: DD Buyer: BS Priority: 4 Tax: 7.250 Code: K
ACP1 02/25/01 81882.05 86230.15 81882.05 0.00 0.00 0.00 4348.10
American Chemical Products

443 Brannan Street Phone: 714/441-1200
San Francisco, CA 94110 U.S.A. Fax: 714/441-1201
E-mail: rlachine@acp.com
Web Page: N/A
AEX1 N/A 0.00 0.00 0.00 0.00 0.00 0.00 0.00
American Express
1648 Market Street Phone: 800/555-2233
Suite 1800 Fax: 415/555-2001
San Francisco, CA 94110 U.S.A. E-mail: jsmith@amex.com
Web Page: N/A
Terms: Due Upon Receipt **NO LIMIT** Type: CREDIT Buyer: BS Priority: 2 Tax: 0.000 Code: C
AMC1 11/08/00 14900.00 0.00 0.00 0.00 0.00 0.00 0.00
Alan McPhearson Co.

1231 Mission Street Phone: 415/777-6600
San Francisco, CA 94112 U.S.A. Fax: 415/777-6601
E-mail: amcphearson@mcco.com
Web Page: N/A

446 Sage Pro ERP

The Business Status Report_____________________________________ 449
Labels _______________________________________________________ 464

Vendor Inquiries______________________________________________ 480
The Business Status Report ◆
The Business Status Report
Introduction
Select Print Business Status Report. This report is a
comprehensive analysis of four different areas of your
business: orders, payables, receivables, and purchases.
In the Business Status Report, you see figures for the

payables, receivables, and purchases only if Accounts
Receivable, Accounts Payable, and Purchase Orders are
installed for your company.
Otherwise, zeros appear in those sections of the report.

Order Entry does not have to be linked to Accounts
Receivable for receivables information to appear on the
report.

◆ Labels and Inquiries
The Business Status Report contains the following tabs:
• “Current Tab” on page 450
• “Daily Report Tab” on page 459
• “Statistics Tab” on page 461
• “Manual Forecast Tab” on page 463
Current Tab
The Current tab lists current balances in various areas of
Accounts Receivable, Accounts Payable, Order Entry,
and Purchase Order. All “PTD” (period-to-date) figures
are cleared out when you close the period. All other
figures remain the same after period-end close.
The topics below provide a definition of each field on the

Current tab, followed in parentheses by the name of
another report where that total also appears so that you
can verify the calculations. (Unless otherwise indicated,
you should make the scope of the specified report as
wide as possible; for example, select all invoice dates, all
vendors, and so on).
☞ General Ledger entries do not affect the Business Status

Report.
☞ If the totals on the Business Status Report do not agree

with those reports, recalculate the file balances as
explained in the System Manager documentation.
450 Sage Pro ERP

☞ The values on the Business Status Report are rounded to

the nearest dollar value.
To see detail information for the totals shown below,

click the DataDriller button:
Application Total Detail
Accounts Receivable Current Balance Open Invoices

PTD Billings Current Period Invoices
PTD Receipts Current Period Cash Receipts
PTD Non-AR Receipts Current Period Non-AR Receipts
PTD Discounts Current Period Discounts
PTD COGS Current Cost of Goods Sold (includes a
tab for manual invoices in the data
view drilldown list)
Note: If there are deferred invoices,
you see a line at the bottom of the BSR
report denoting the amount included
that goes towards the cost of the
uninvoiced shipment(s).

Application Total Detail
Order Entry Open Orders Open Sales Orders

PTD Orders Current Period Orders w/tax
Uninvoiced Shipments
Purchase Orders Open Orders Open Purchase Orders

PTD Orders Current Purchase Orders both open
and received w/tax
PTD Receipts Received POs w/tax
UnBilled Orders
Accounts Payable Current Balance Open Invoices

PTD Payables Current Period Payables
PTD Payments Current Period Payments
PTD Disc/Adjust Current Period Discounts/Adjustments
Approved to Pay Invoices approved to pay for next
check run
Approved Dis/Adj Discounts/Adjustments approved to
pay for next check run
Cash Balance Checking Account Balances
You can also click the hyperlinked amount to view the

detail information. When you are on a hyperlink, the
mouse pointer becomes a pointing hand:
452 Sage Pro ERP

When you click the DataDriller button or the hyperlink,

the datadriller for the select detail information appears:
☞ DataDriller and hyperlink capabilities are only active for

installed applications.
Accounts Receivable
Current Balance: This is the total of all customer
balances, including all open credits. (Open Receivables
Aging Report; final total.)
PTD Billings: This summarizes all the invoice totals for

the current period. It includes sales tax, finance charges,
and credit memos. (Invoice Register, summary, current
file; final total.)
PTD Receipts: This is the total cash receipts for the

period, including sales tax. It does not include payment
discounts. (Cash Receipts Register, current file; final
total.)

PTD Non-AR Receipts: This is the total cash receipts for

the period from sources other than Accounts Receivable
billings. (Cash Receipts Register, current file; include
only receipts received from sources other than
customers.)
PTD Discounts: This is the total amount of discounts

that have been recorded in Accounts Receivable for the
current period. (Cash Receipts Register; total of Discount
column.)
PTD COGS: This reflects the cost of all stock and

nonstock goods sold during the current period. (Sales
Analysis Report by Item, current period; final Total
minus final total for Margin.)
☞ The PTD COGs value will not reflect Journal Entries

directly posted to the account or journal entries made
through the Job Cost application.
Inventory Values: This figure shows the sum of the

quantity of each stock item times its cost in the inventory
file. (Inventory On Hand Report; total.)
Accounts Payable
Current Balance: This figure is the total amount due to
all vendors. (Invoice Register; grand total of Open
Balance.)
PTD Payables: This is the total of all invoices, less any

debit memos, for the current period. (Invoice Register,
current file; grand total of Invoice Amount.)
PTD Payments: This includes all payments recorded in

Accounts Payable for the current period. (Check
Register, current file; Check Register Total.)
454 Sage Pro ERP

PTD Disc/Adjust: This reflects the amount of discounts

and adjustments recorded in Accounts Payable for the
current period. (Invoice Register; total of Discount Taken
plus total of Adjustment Taken.)
Approved to Pay: This is the total of all invoices that

you’ve approved to pay in your next check run.
(Approved to Pay Report; grand total of Approved to
Pay.)
Approved Dis/Adj: This is the total of all discounts and

adjustments that have been approved to pay in your next
check run. (Approved to Pay Report; total of Approved
Discount plus total of Approved Adjustment.)
Cash Balance: This is the total of all checking account

balances for this company. Use the DataDriller button to
see the accounts and their balances. (Update the Bank
Reconciliation from every application; Book Balance.)
Order Entry
Open Orders: This is the total of all unshipped orders.
(Open Orders Report, open orders only, printed; final
total for Open Value plus sales tax.)
PTD Orders: This is the total of all orders for the period,
including sales tax. (Transaction Report, current file, all
orders, printed; final total for Order Value plus sales tax.)
PTD Shipments: This is the total for all orders shipped

during the current period, including partial shipments. It
may include shipments of orders entered in a prior
period. (Shipments Report, current file, printed; final
total for Shipped Value plus sales tax.)
Uninvoiced Shipments: This is the total for all open

shipments during the current period, including partial
shipments, that have not been invoiced. It may include

shipments of orders entered in a prior period.(Shipments

Report, current file, printed; final total for Shipped Value
plus sales tax.)
Purchase Orders
Open POs: This is the total of all unreceived purchase
orders, assuming that they are going to come in at the
specified price, without any payment discounts. (Status
by PO Number, current file, printed; final total.)
PTD Orders: This is the total of all purchase orders, both

open and received, including sales tax. (Status by PO
Number, current file, printed, and final total.)
PTD Receipts: This shows all received purchase orders.

It includes sales tax, and may reflect receipts of purchase
orders from previous periods. (Receipts Report, current
file, printed; final total.)
Unbilled Receipts: This is the total of all open purchase

order receipts that are uninvoiced. (Status by PO
Number, current file, printed, and final total.)
The Bottom Line

PTD Gross Margin: This figure is calculated as:
(PTD Billings) - (PTD Cost of Goods Sold) - (PTD Sales

Tax) + (Uninvoiced Shipments)
Net Cash Forecast: This figure is calculated as:
(Invoice Current Balance) + (Open Orders)

- (Accounts Payable Current Balance) - (Open POs)
Forecast
When you click Forecast on the Current tab to see the
forecast version of the information reported there, the
456 Sage Pro ERP

Total number of working days for this period field

displays:
Total # of working days
The default number of working days is calculated as

follows:
# of Working Days So Far This Period = System Day -

Weekends - Current Period Holidays
A period is a calendar month. System Day and System

Month are the current day and month as defined by the
system clock. Holidays are New Year’s Day, President’s
Day, Memorial Day, July 4th, Labor Day, Thanksgiving,
and Christmas.
Accept the default or enter your own number, then click

Refresh to display the forecast.

Click
• Current to return to the Business Status Report for
the current date.
• The Print icon to produce a hard copy of the
Business Status Report forecast.
Refresh
Click Refresh to update the values on the Business
Status Report with the most current information from
your data files. This option performs the same function
as Timer, except the report values are updated each time
you click Refresh, rather than at the regular intervals
that you specify when you are using the automatic
recalculation option.
Use the Transaction System Recovery Recalculate

Application Balances option in System Manager to
resolve certain incongruities that develop in your
customer, vendor, or inventory totals.
For example, if the figures on the Business Status Report

do not match the figures on the reports as listed earlier in
this section, recalculating updates these figures with the
most current detail information.
To recalculate these figures, select File Open System

Manager. Then select Transaction System Recovery
Recalculate Application Balances.
Timer
Enter a number in the Timer field to automatically
update the Current tab information at intervals you
specify.
Select or specify the number of seconds at which you

want the report updated. For example, if you accept the
default of 60, the program updates the report every 60
458 Sage Pro ERP

seconds with the results of transactions entered on other

workstations of your multi-user system.
(The figures on the report don’t change if you use this

feature on a single-user system.)
Daily Report Tab

This tab shows figures calculated for a day you specify,
for four areas of your business—receivables, payables,
sales orders, and purchase orders. Also included are
projected ratios for accounts receivable and inventory
days and turns.
Enter or select a report date, then click Recalculate to

display the data for the selected date. Note that the
Report Date will only find daily values for dates within
the current period that GL is in.

☞ For purposes of these ratios, period-to-date equals

month-to-date. If your accounting period isn’t equal to a
calendar month, the results of the calculations will not be
accurate.
Also, the accuracy of the projected ratios directly

corresponds to the amount of fluctuation in your
business (for example, the ratios will be less accurate for
businesses with large seasonal fluctuations in sales).
The program uses the following formulas (where

Projected Days is calendar days, rather than working
days) to calculate the projected ratios.
Days AR: Current Total Accounts Receivable

Balance
––––––––––––––––––––––––––––––-
Projected Days Sales
AR Turns: 365/Days
Days Invt: Current Total Inventory Value

––––––––––––––––––––––––––-–
Projected Days COGS
Inventory Turns: 365/Days Invt
460 Sage Pro ERP

Statistics Tab
This tab shows quantities and dollar amounts calculated
for a number of working days you specify:
The amounts are calculated on a cumulative or average

basis for the following areas of your business:
AR Billings $ Sales to New Customers
AR Receipts Orders Entered
Non-AR Receipts Line Items Shipped
Purchase Order Receipts Payables
Payments Purchase Orders
Cost of Goods Sold
Enter the date for which you want to generate the report,
or accept the default system date. Next enter the number

of working days that your business has had so far this

month, or accept the program-calculated default.
The report initially shows the cumulative quantity and

dollar amount figures per transaction for the date you
entered and for the period-to-date.
Select Year-to-date in Reporting Period field to view the

year-to-date transactions values.
Select the Daily Average in Amount Type field to see

figures for the same transactions calculated as daily
averages. The report shows the daily average quantity
and dollar amount figures for the date you entered. You
also see the prior daily average quantity, dollar amount,
and total dollar amount figures per transaction.
The program calculates the Period-to-Date averages as

follows:
PTD Values - Current Days Values

Prior Daily Avg: –––––––––––––––––––––––––––––––––––
# of Working Days So Far This Month - 1
For Year-to-Date:
YTD Values - Current Days Values

Prior Daily Avg: –––––––––––––––––––––––––––––––––––
# of Working Days So Far This Year - 1
Depending on how many Sage Pro applications you

have installed, this report can take several minutes to
calculate.
Click Print to print a copy of the currently displayed

window.
462 Sage Pro ERP

Manual Forecast Tab

This tab enables you to forecast and compare the dollar
amount of your company’s billings or payables with
another dollar amount that you enter.
Workdays (through today): Enter the number of days

your business has been open during the current period.
Workdays (Total this Period): Enter the total number of
workdays in the current period.
Compare
Select
• Billings to compare your forecast with period-to-
date billings.
• Payables to compare your forecast with period-to-
date payables.
Amount: Enter the amount for which you want to
calculate this forecast.
Recalculate: Click this button to display the data for the
parameters entered.

Labels
topics:
• “Choosing the Label Size” on page 465
• “Labels as Entered” on page 468
• “Labels for One Record” on page 469
• “Selected Labels” on page 471
• “Labels for All Records” on page 474
• “Printing an Alignment Test” on page 477
• “Modifying the Label Form” on page 477
Introduction
Accounts Payable prints three types of labels:
• Vendor mailing labels, which list the vendor contact,

title, company, and address.
• Vendor folder labels, which contain the vendor code,

company, contact, and phone number.
• Vendor remit-to labels (see “Labels for One Record”

on page 469, “Selected Labels” on page 471, and
“Labels for All Records” on page 474 for more
information).
464 Sage Pro ERP

Labels ◆
☞ Press <Esc> to cancel most printing routines. If you

choose this option, the program will close all data files to
protect them from damage before returning you to the
previous window.
To print labels, select Print Labels, and then select one

of the following four printing options: Labels as Entered,
Labels for One Record, Selected Labels, and Labels for
All Records.
A fifth option, Modify Label Form, also appears on this

menu. If you choose it, you see the Visual FoxPro label
editor, which allows you to change the size and position
of your labels.
If you want to make changes to the default format of

your labels, you must choose this option before choosing
one of the four printing options. See “Modifying the
Label Form” on page 477 for more information about this
option.
If you chose Labels for One Record, Selected Labels, or

Labels for All Records, a second submenu appears.
Choose the label type you wish to print.
Choosing the Label Size

Sage Pro ERP automatically selects a default label size
when printing labels. To print to a specific label size,
choose from a large selection of AVERY labels.
To select an AVERY label size:

1. Select the type of label you wish to print. For

example, open Accounts Payable and select Print
Labels Labels for One Record Vendor Mailing
Labels.
2. You see a dialog box similar to the following:
☞ Some label options have additional dialog boxes before

or after you see the dialog box containing the Select
Label Size field. You must enter through all additional
fields and dialog boxes to view the list of AVERY labels.
3. In the Select Label Size field, select New Size. Enter

information in the remaining fields and click Print.
You see the Select avery size code dialog box:
466 Sage Pro ERP

Labels ◆
4. Highlight the label size you wish to use. Double-

click, or press <Enter> to select the label.
5. Depending on the label size you select, you may see

the following message:
6. Click Yes to modify the label format. Click No to

print using the existing label format. If you click No,
☞ If this message appears, you may want to cancel your

selection and choose a label size that is more appropriate
for your print job.
7. If you click Yes, you see the Edit check form dialog
box. For more information on editing forms or labels,
see “Editing the Form” on page 107 and “Modifying
the Label Form” on page 477.
8. If you click No, or no message displays, you see the


9. Select a vendor and click OK.
10. When you see the Print dialog box, verify or edit the
information and click OK to start printing the labels.
Labels as Entered
Select Print Labels Labels as Entered. You see the
Print Labels as Entered option grid:
Number of Labels: Enter the quantity of each label you

want to print.
Selected Label Size: Select Default, New Size or Last

Used for the label size.
When you press <Tab> or <Enter> in the last field of the

dialog box, a window appears in which you enter the
exact text for each line of the label. You don’t have to use
all of the lines.
After entering the label text, you return to the Print

Labels as Entered option grid. You see the following
command buttons at the top of the option grid:
Select
• Print to print the labels.
• Edit to edit the number of labels to print.
• Cancel to exit without printing labels.
468 Sage Pro ERP

Labels ◆
If you click Print, you see a Print dialog box similar to

the following:
Select a printer and click Properties to change the

configuration, if desired. When you are ready to print the
labels, click OK.
Labels for One Record

You have the following options when choosing to print
Labels for One Record:
• “Vendor Mailing Labels / Vendor Folder Labels,”

below.
• “Vendor Remit-to Address Label” on page 470.
Vendor Mailing Labels / Vendor Folder Labels

Select Print Labels Labels for One Record Vendor
Mailing Labels or Vendor Labels for Folder. You see the
following option grid:

Number of Labels: Enter the quantity of each label you

want to print. Next, enter or select the vendor code for
whom you want to print labels.
Select Label Size: Select Default or New Size.
Press <Page Down> or <Enter>. You see the following

dialog box:
Enter or select the vendor code for whom you want to

print labels. Click OK. You see the following command
buttons at the top of the Vendor Folder Labels option
grid:
Select
• Print to begin printing.
• Another to add another label to print.
• Cancel to quit without printing.
Vendor Remit-to Address Label

Select Print Labels Labels for One Record. Choose
Vendor Remit-to Address Label. You see an option grid
similar to the following:
470 Sage Pro ERP

Labels ◆
Enter the quantity of each label you want to print. Press

<Enter> or <Page Down>. You see the following dialog
box:
Enter or select the Invoice you want to print and click

OK, then click Print.
Selected Labels
Selected Labels:
• “Vendor Mailing Labels / Vendor Folder Labels” on

page 471.
• “Vendor Remit-to Address Labels” on page 473.

Select Print Labels Selected Labels. Choose Vendor
Mailing Labels or Vendor Folder Labels. You see an
option grid similar to the following:

Number of Labels
Enter the quantity of each label you want to print.
Order by
Select
• Vendor to sort the labels by vendor code.
• Company to sort the labels by company name.
• Zip code to sort the labels by zip code.
Beginning Vendor
Ending Vendor
Enter numbers in either or both of these spaces to print
labels only for vendors whose vendor codes fall within
that range.
Vendor Misc Code

Enter one or more characters in this field to print labels
only for vendors whose miscellaneous codes begin with
those characters.
When you get to the bottom of the option grid, you see
the following dialog box:
This is optional. To skip it, press <Enter>. If you are

familiar with database selection expressions you can
enter any valid expression that selects a specific set of
records.
For example, entering YTDPUR > 1000 when printing

vendor labels selects all vendors from whom you’ve
purchased over $1000 in the current year.
472 Sage Pro ERP

Labels ◆
For character fields, such as BUYER, the expression must

be enclosed in single quotation marks—for example,
BUYER = ‘GB’.
Do not use double quotes (“) for character expressions.
For more information on selection expressions, see your

Visual FoxPro manual (if you have one). For a list of
fields in the vendor file (APVENDnn.DBF), see your
Technical Reference documentation or the online data
dictionary in System Manager.

option grid:
Select
• Edit to change any responses you made.
Vendor Remit-to Address Labels

Select Print Labels Selected Labels. Choose Vendor
Remit-to Address Label. You see an option grid similar
to the following:

Press <Enter> or <Page Down>. You see the following

dialog box:
This is optional. To skip it, press <Enter> or click Cancel.

If you are familiar with database selection expressions
you can enter any valid expression that selects a specific
set of records.
(For character fields, such as INVNO, the expression

must be enclosed in quotation marks—for example,
INVNO = "30".)
For more information on selection expressions, see your

Visual FoxPro manual (if you have one). For a list of
fields in the file (APADDRnn.DBF), see your Technical
Reference documentation or the online data dictionary in
System Manager.

option grid:
Select
Labels for All Records

Labels for All Records:
474 Sage Pro ERP

Labels ◆
• “Vendor Mailing Labels / Vendor Folder Labels” on

page 475
• “Vendor Remit-to Label” on page 476

Select Print Labels Labels for All Records. Choose
Vendor Mailing Labels or Vendor Folder Labels. You
see an option grid similar to the following:
Number of Labels
Order by
Select
• Vendor to sort labels by vendor code.
• Company to sort them by company name.
• Zip code to sort them by zip code.
Beginning Vendor
Ending Vendor
Enter one or more characters in either or both of these
fields to print labels for vendors whose numbers fall
within that range.
Vendor Misc Code

Enter one or more characters to print labels for vendors
whose miscellaneous codes begin with those numbers.


option grid:
Select
Vendor Remit-to Label
☞ If you select Labels for All Records, the program will

print mailing labels for every invoice on the system. We
recommend using the Selected Labels or Labels for One
Record options when printing Remit-to address labels.
Select Print Labels Labels for All Records. Choose

Vendor Remit-to Label. You see an option grid similar
to the following:
Number of Labels

option grid:
Select
476 Sage Pro ERP

Labels ◆
Printing an Alignment Test

If you are printing mailing labels, Sage Pro ERP gives
you the option of printing an alignment test. After
completing the label option grids and clicking Print, you
Click
• Yes to print an alignment test.
• No to continue printing labels.
If you click No, you see the following dialog box:
Click
• Yes to print the labels.
• No to cancel the print job.
☞ The alignment test feature is not available if you select

the Labels as Entered option from the Print menu.
Modifying the Label Form

If you want to modify either the content or the layout of
the labels that Accounts Payable prints, select Print
Labels Modify Label Form. Select Vendor Mailing
Labels or Vendor Folder Labels.

☞ Only administrator-level users have access to the label

modifying routine. This is because changing the layout
of a label alters configuration data files, and should not
be done while other users are printing labels. By
restricting the feature to system administrators, the risk
of haphazard modification conflicts is reduced.
After you select a label type, you see a warning message

not to modify labels if there are any other active users. If
no other users are printing labels, select Modify.
To change the content of a label field under either

operating system, position the cursor within the label
box, then edit it to include the fields, selection
expressions, or values that you want. If you are not
using a mouse, use the <Tab> key to move between
fields.
☞ When you modify the layout for a label, make sure that
its dimensions do not exceed the capability of your label
forms or printer.
If you are running Sage Pro ERP with a SQL Server

backend, full write access to the Sage Pro root folder is
required to modify labels.
478 Sage Pro ERP

Labels ◆
If you are modifying labels, you see the following dialog

box:
To move label elements, click and drag them with your

mouse. Note the toolbar that appears along the bottom of
the window. You can use these icons to select objects, insert
graphic or text elements, or import graphic files to display
on your labels.
There are several text editing tools that are available

from the Edit menu. The Help menu and all of its
options are also available while you are modifying a
label format.
There are two additional menus available when you edit

labels: Object and Report. You can use the options on these
menus to change the content and appearance of the fields,
print a preview, or change the page layout.
For more information about the toolbar and the options

that are available from these menus, refer to your Visual
FoxPro documentation. When you have finished making
changes, press <Ctrl-W> to save any changes you have
made to your label format, or <Esc> to cancel.

Vendor Inquiries
topics:
• “History Inquiry” on page 481
• “Payables Inquiry” on page 484
• “Checks and Payments Inquiry” on page 484
• “Orders Inquiry” on page 485
• “Receipts Inquiry” on page 486
• “Credit Card Transactions Inquiry” on page 487
Introduction
You can display or print a variety of information about
customers while you are viewing their records. There is
a sample of each inquiry in the Sample Reports section.
☞ Certain types of inquiries use information from Accounts

Receivable, Purchase Orders, or Inventory Control. Any
inquiries that require information from applications that
are not installed are not available for selection from the
Inquiry Type list.
Select Maintain Vendors. You see the Vendor File

Maintenance dialog box. In the Vendor field, enter or
select a vendor code. Click the Inquiry command button.
480 Sage Pro ERP

Vendor Inquiries ◆
You see the Vendor Inquiry dialog box:
Select the type of inquiry from the Inquiry Type drop

down list box. Choose History, Payables, Checks and
Payments, Orders, or Receipts.
Depending on the inquiry you select, one or more

options in the dialog box may become selectable. Make
your selections in the dialog box, and then click OK to
continue.
Click Cancel to return to the vendor record. Each inquiry

and its options are explained in this section.
History Inquiry
This inquiry shows the history of your purchases from
the selected vendor over the past 24 periods.

Select History from the Inquiry Type drop-down list

box, and click OK. You see the following dialog box:

dialog box:.
Select
• Fwd to move forward to see sales history for the
next vendor.
• Back to move backward to see sales for the
previous vendor in the file.
• All Pds to display history details for all periods.
• Graph to display a graph of the vendor’s sales
history. See below for complete information.
• Print to print the current display.
482 Sage Pro ERP

Excel Graph
The graph icon below displays a graphical representation
of the vendor history inquiry output, and is available only
if you have Excel 5.0 for Windows installed.
When you click this icon, the following dialog box

appears:
Beginning Period/Ending Period: Select the period

range for which you want to display vendor history.
Graph Title: Enter a title for the graph. The default title
is [Vendor Number][Vendor Name].
Graph Type: Select the type of graph you want to

display. Once the graph appears, you can use Excel’s
options to display other formats.
Click Graph to start Excel and display the graph. Once

Excel is open, all the Excel menus, options, and key
combinations are available; refer to your Excel
documentation for information. Select File Exit to
return to Accounts Payable.

Payables Inquiry
This inquiry shows open invoices information about
purchase amounts, paid amounts, and the total open
balance. This information comes from Accounts Payable.
Select Payables from the Inquiry Type drop-down list

box.
You see the following field available in the dialog box:
Destination
Select
• Display to display the result of the inquiry in the
window.
• Print to select a print option. See “Printing Inquiries”
on page 388 for information about print options.
When you have selected the inquiry options, click OK.
Checks and Payments Inquiry

This inquiry shows information about active and voided
checks, as well as non-check payments such as credit card
transactions.
Select Checks and Payments from the Inquiry Type

drop-down list box. You see the following fields
available in the dialog box:
Destination
Select
window.
484 Sage Pro ERP

Print Checks
Select
• Current Period to see checks from the current
period.
• Previous Periods to see checks from prior periods.
Checks
Select
• Active to see active checks.
• Void to see voided checks.
Orders Inquiry
(Only available if Purchase Orders is installed for the
same company.) This inquiry shows information about
the open purchase orders you have with a particular
vendor, including quantity ordered and received, and
open balance.
Select Orders from the Inquiry Type drop-down list box.

You see the following fields available in the dialog box:
Destination
Select
window.
Report Type
Select
• Summary to see the received total and open
balance for each purchase order.
• Detail to see information about individual line items
on each purchase order.

Order Types
Select
• All to see all types of purchase orders.
• PO’s to see regular purchase orders only.
• Bids to see bids only.
• Returns to see only purchase orders for items that
were returned.
Receipts Inquiry
☞ This option is available only if you have Purchase Orders

installed for the same company.
This inquiry shows information about items that have

been received, including the unit cost and extended cost
of each item. It is sorted by purchase order number.
Select Receipts from the Inquiry Type drop-down list

box. You see the following fields available in the dialog
box:
Destination
Select
window.
• Print to select a print option. See “Printing
Inquiries” on page 388 for information about print
options.
486 Sage Pro ERP

Print Checks
Select
• Current Period to see receipts from the current
period.
• Previous Periods to see receipts from prior periods.
Credit Card Transactions Inquiry

This inquiry lists credit card transactions from the
selected vendor, including all the payables/debit memos
created for credit card vendors as a result of a credit card
transaction with the purchase vendor.
The inquiry displays relevant information for any vendor

with whom the company has made a credit card
transaction, including invoice amounts, paid amounts,
and the total open balance owed to credit card vendors.
Select Credit Card Transactions from the Inquiry Type

drop-down list box.
You see the following fields available in the dialog box:
Destination
Select
window.
• Print to select a print option. See “Printing
Inquiries” on page 388 for information about print
options.
Scope
Select
• Current Period to see credit card transactions from
the current period.
• Previous Periods to see credit card transactions
from prior periods.

488 Sage Pro ERP

◆ Index
Index Approve All button 208

Approve to pay options window 200
Approve to pay window 205
Approving invoices for payment
Manual checks 139
Options 200, 203, 205
A Procedures 205
Recurring payables 194
Selecting invoices 200
Account activity, table of 101 Automatic distribution percentages 148
Account Balances grid 206 Automatically applying debits 219
Account mask 28 Available vendor credit 55
Account numbers
Adjustments 77, 88
Checking 75, 89, 140, 195
Company default 37
Control account 143
B
Discounts 77, 88
Bank balances, beginning 79
Distribution 143
Bank information 26
Payables 88, 143
Bank reconciliation 257
PO Clearing 186
Accounts Receivable 262
Purchase variance 90
Beginning balances 79
Vendor control account 53
Book balance 272
Vendor expense account 53
Manual deposits and charges 278
Accounts Payable
Open balance 272
Business Status report 454
Bank Reconciliation Report 400
Accounts Receivable
Beginning balances
Bank reconciliation 262
Bank 79
Business Status report 453
Vendor 81
Cash Receipt accounts 75
Business Status Report 449
Effect on inventory 101
Adding
Accounts Receivable 453
Checking accounts 75
Order Entry 455
Companies 25
Purchase Orders 456
Vendors 39
The bottom line 456
Adjustments account 77, 88
Buyer 48
Aged Payables (Forecast) Report 392
Aged Payables (Past Due) Report 395
Amount, invoice 133
Applications, deleting 38
Applying debits 98
AP-PO Audit Trail Report 428
489 Sage Pro ERP

◆ Index
C Closing
Partially paid invoices 172
Period or year 300
Cash receipts 75 the period or year 300
Cash Requirements Report 402 Closings
Changing Pre-closing checklist 303
Check format 104 Code, vendor 9
Company information 25 Companies
Costs of a received item 182 Adding 25
Distribution accounts 168 Changing information 25
Invoice amount 167 Deleting 38
Payables 165 Selecting 23
Remit-to address 130 Contact, vendor 45
System date 117 Continuous-forms check printer 347
Vendor information 65 Control account 143
Check numbers 77 Vendor default 53
printing 225, 230 Cost Variance Report 181
Check Recovery 232 Credit Card Transactions Report 406
Check Register Report 404 Credit cards
Checking Account Balances Invoice number 141
Maintaining 78 Payment priority 134
Checking account number 89, 140, 195 Current balance, vendor 54
Checking accounts Customers
Adding 75 History 482
Deleting 78
Multiple 75
Checklist, setup 6
Checklists
Setup 6
D
Checks Database
Continuous-forms printer 347 Commands 118
Customizing format 104, 347 DataDriller 451
For multiple invoices 228 Debit memos
Payment priority 223 Applying 98
Prepayment 240 Approving 200
Preprinted 221 Entering 154
Printing 221 Prepayment 239
Recovering 232
Reprinting 230
Voiding 244
Checks and Payments Inquiry 484
490 Sage Pro ERP

E ◆
Deleting Entering
Applications 38 1099 payables 137
Companies 38 Beginning bank balances 79
Recurring Payables 197 Beginning vendor balances 81
Vendors 66 Debit memos 154
Detail postings 91 Manual checks 209
Direct Payment Manual deposits/charges 278
Adding Direct Payment to Vendors 61 Non-check payments 209
Entering Direct Payments 235 Payables 125
Prenotification ("prenote") 63 Prepayments 239
Setting up Direct Payments 29 Escaping from printing 327
Voiding Direct Payments 244 Expense account, vendor default 53
Discount Report 410
Discounts 135
Approved 139
Calculating 137
Date 136
F
Discounts account 77, 88 Federal Employer Identification Number 28
Disk file 1099 forms 311 Fiscal calendars 29, 93
Displaying reports 329 Formatting checks 104
Distribution accounts 37, 143 FoxPro
Changing 168 Database selection expressions 472, 474
Multiple 146 Frequency, recurring payable 190
Distribution by Value Report 412
Due date 137
G
E General Ledger
Account mask 28
Editing Fiscal calendars 29, 93
Payables 165 Link settings 90
E-mail Linking 28
Vendor address 45 Receiving postings 286
Vendor control account 53
Vendor expense account 53
Generating recurring payables 198

◆ Index
H Last payment date 56

Linking
Account mask 28
Header information, payable 126 General Ledger link settings 90
History Receiving postings in General Ledger
Customer 482 286
Session numbers 95
Summary vs. detail posting 91
Table of transactions 101
I Transaction examples 95
Linking with Sage Pro General Ledger 28, 84
Inquiries Releasing information to General Ledger
Checks and Payments 484 284
Customer history 482 Logo
Orders 485 Adding to report 115, 381
Payables 484
Receipts 486
Interest, 1099 type 58
Inventory table of activity 101 M
Invoice amount, changing 167
Invoice number 131 Manual checks
Invoice Register Report 408, 416 Approved to pay 139
Invoices, approving for payment 200, 205 Entering 209
Invoicing PO receipts 174 Partial payments 211
at different cost than received 182 Payment priority 51, 133
GL link postings 99 Manual deposits and charges 278
Manual payment invoices 210
Master AP Journal Report 422
Miscellaneous
L 1099 type 58
Code in vendor record 46
Labels 465 Vendor Code 27
For one record 470 Vendors 14, 64
Modifying form 477 Multiple checking accounts 75
Selected 472
selecting label sizes 465
Selection expression 472
Vendor folder 464 N
Vendor mailing 464
Vendor remit-to 470, 476 Name control code, 1099 forms 314
Laser printers 106, 221 Net due days 51, 136
492 Sage Pro ERP

O ◆
Non-check payments Payables

Approve for payment 139 1099 137
Entering 209 Approving for payment 200
Payment priority 134 Control account 143
Voiding 244 Deleting Recurring 197
Discount 135
Discount date 136
Distributing partially paid 170
O Distribution accounts 143
Due date 137
One-time vendors 14, 64 Editing 165
Open debits 54 Entering 125
Open purchase order amount 55 Entering after prepayment 243
Order Entry Header information 126
Business Status Report 455 Invoice amount 133
Orders Inquiry 485 Invoice date 132
Out of balance postings 285 Invoice number 131
Manual check invoice 210
Payment discount percentage 136
Payment priority 133
P PO receipts 174
Posting date 132
Recurring 187
Partially approved invoices 208 Terms 135
Partially paid invoice, closing 172 Voiding 171
Payables account 88
Payables Inquiry 484
Payment discount 50, 136
Percent 136
Payment hold 51, 134
Payment priority 51, 133
Approve to pay 203
Printing checks 223
Recurring payable 191
Payment terms 135
Period-end closing 300
Phone number, vendor 44
PO Cost Variances Report 426
Postings
Out of balance 285
To other periods 94
Prenotification ("prenote") of direct deposit

◆ Index
63 Recurring Payables Report 430

Prepayments 239 Refunds 161
Printing Remit 434
1099 forms 316, 318 Remit-to Address Report 434
1099 forms to disk 311 Remit-to address, changing 130
Checks 221 Reports
Escaping from 327 Aged Payables (Forecast) 392
Interrupting 228 Aged Payables (Past Due) 395
Labels 465 AP-PO Audit Trail 428
Reports 333 Approved to Pay 227
Reprinting checks 230 Bank Reconciliation 400
Selecting the output destination 327 Business Status 449
Prior period postings 94 Cash Requirements 402
Priority Check Register 404
Direct deposit accounts 63 Cost Variance 181
Purchase Orders Credit Card Transactions 406
Business Status report 456 Discount 410
Effect on inventory 101 Displaying 329
Invoicing receipts 99, 174 Distribution by Value 412
Open balance 55 Exporting, in HTML format 345
Purchase orders, open balance 55 Invoice Register 408, 416
Purchase Variance account 90 Master AP Journal 422
Output destination 327
PO Cost Variances 426
Printing 333
R Recurring Payables 430
Remit-to Address 434
Receipts Selected AP Journal Report 436
Inquiry 486 Unbilled Receipts 174, 438
Invoicing 174 VAT Distribution 440
Last vendor 56 Vendor File 444
Receiving postings in General Ledger 286 Reprinting checks 230
Reconciling bank accounts 257
Recurring Payables
Deleting 197
Recurring payables 187 S
Approved to pay 194
Checking account 195 Sales Orders
Frequency 190 Effect on inventory 101
Generating 198 Sales tax percent, vendor 51
Setting up 188 Selected AP Journal Report 436
494 Sage Pro ERP

T ◆
Selecting Terms
Companies 23 Net due days 51, 136
Vendors 65 Payable invoice 135
Selection expressions 472 Payment discount days 50, 136
Sessions 95 Vendor record 49
Setup Tracking activity 101
checklist 6 Transaction examples 95
Setup information Transaction rollback 234
Setup checklist 6 Transmitter control code, 1099 314
Starting the program 21 Types
Status Transactions for distribution 151
Direct deposit account 63 Vendor 46
Subledgers Vendor 1099 58
Summary vs. detail posting 91
Summary postings 91
System date, changing 117
System Manager
Adding companies 25
U
Fiscal calendars 29, 93 Unapprove All button 208
Session Statistics Report 95 Unbilled Receipts Report 174, 438
System utilities
Changing the system date 117
V
T VAT 144
VAT Distribution Report 440
1099 Forms Vendor
Copying disk file 315 Sales tax percent 51
Disk file 311 Type 46
Reporting 310 Vendor Comments
Tax ID 57 printing on checks 224, 236
Taxes, paying 151 Vendor File Report 444
1099 Forms Vendor inquiries
Payables 137 Checks and payments 484
1099 Reporting History 482
Vendor type 58 Orders 485
Payables 484
Receipts 486
Vendor Remit-to Labels 470, 476

◆ Index
Vendors
1099 type 58 Y
Adding 39
Assigning codes 9 Year-end closing 300
Changing 65 Year-to-date vendor balances 55
Contact 45
Control account 53
Credit limit 49
Current balance 54
Deleting 66
Z
E-mail address 45 Zip code, sorting vendor labels 475
Expense account 53
Folder labels 464
Mailing labels 464
Miscellaneous and one-time 27
One-time 14, 64
Open debits 54
Payment priority 51
Selecting 65
Tax ID 57
Terms of payment 49, 135
Web page address 45
YTD Purchases and Payments 55
Voiding
Checks 244
Non-check payments 244
Payables 171
W
Web page
Vendor address 45
Windows
Running multiple sessions 22
Starting Sage Pro 22
496 Sage Pro ERP

Sage Pro 2011 Accounts Payable User Guide

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Accounts Payable

© 2011 Sage Software, Inc. All rights reserved. Sage, the

Sage has made every effort to ensure this documentation

For additional assistance on this and other Sage products

ii Sage Pro ERP

Understanding Accounts Payable ....................................................... 8

Setup and Maintenance

Setting Up Accounts Payable ............................................................. 25

Accounts Payable iii

Changing Vendor Information .................................................................... 65

Vendor Payment Terms ...................................................................... 67

Entering Beginning Balances .............................................................. 81

Linking with General Ledger ............................................................. 84

Changing the Check Form ................................................................ 104

Changing the System Date ................................................................ 117

Accessing Visual FoxPro ................................................................... 118

iv Sage Pro ERP

Quitting Accounts Payable ............................................................... 120

Changing or Voiding Payables ......................................................... 165

Invoicing Purchase Order Receipts ................................................. 174

Recurring Payables ............................................................................. 187

Approving for Payment .................................................................... 200

Manual Checks and Non-Check Payments .................................... 209

Paying Invoices with a Manual Payment ................................................. 212

Applying Debits ................................................................................. 218

Entering Direct Payments ................................................................. 235

Voiding Checks and Direct Payments ............................................ 244

Closing Unbilled Purchase Order Receipts .................................... 252

Releasing Information to General Ledger ...................................... 284

Revaluation ......................................................................................... 287

Adjusting Payment for Customer Sales .......................................... 291

vi Sage Pro ERP

Closing the Period or Year ................................................................ 300

Closing the 1099 Year ......................................................................... 308

Customizing Report Option Grid .................................................... 348

Storing Option Grid Preferences ...................................................... 364

Accounts Payable vii

Customizing Reports ......................................................................... 371

Inquiries ............................................................................................... 386

Accounts Payable Sample Reports .................................................. 391

viii Sage Pro ERP

Labels and Inquiries

Labels ................................................................................................... 464

Vendor Inquiries ................................................................................. 480

x Sage Pro ERP

First, you set up your company records and enter all of

Later, you can print checks, reconcile your checking

Accounts Payable links directly to two other Sage Pro

If you have Purchase Orders installed for the same

• “Before You Start,” following

• “Using This Documentation” on page 5

• “Using Online Help” on page 6

• “Accounts Payable Setup Checklist” on page 6

Before You Start

The Installation Guide contains the following chapters:

• “Getting Started” includes information about

• “Installing Sage Pro ERP” includes instructions for

• “Converting from Sage Pro ERP” includes

• “Converting from VisionPoint” includes information