Platform - Purchasing & Payables

Purchasing and payables consists of entering and updating purchase orders, receiving purchased items, and recording and paying vendor invoices.

The Purchasing flow that is available to you in Successware allows you to track your ordering of materials, receipt of ordered materials and generation of vendor invoices to pay for materials that have been received. While a full purchasing flow is made available to you, use of all elements of the flow is not required. Vendor invoices can be created without generating purchase orders or receipts. Using each of the steps of the process allows you to better report on what has been ordered, what has arrived and assure that what you are being billed for by a supplier matches what you have ordered from them.

There are two Successware manager screens used to manage purchasing and payables.

• Purchasing Manager - this is where you can view, maintain, and find purchase orders as well as process receipts.
• Payables Manager - this is where you will add, post, and pay vendor invoices.

Any of the items that you add as line items to purchase orders, receipts or AP invoices must come from the PriceBook. For consistency’s sake, even overhead items such as rent, utilities and office supplies are selected from the PriceBook.

You must have PriceBook items entered before you can process purchases.

The Purchasing Manager

In the Purchasing Manager you can view, maintain, and find purchase orders. In addition, you can use the Manager to create and process Receipts once items that you have ordered arrive.

Opening the Purchasing Manager

From the Main Menu, select Purchasing and click on Purchasing.

Finding Purchase Orders in the Purchasing Manager

When you display information in the Purchasing Manager, you have 4 display options. These options will allow you to limit the displayed items to only those that meet the specified criteria. There are also filters that will allow you to further narrow your search. Depending upon the display option that you choose, the filters available to you will be different.

• Open - the Open indicator will list open purchase orders.
  
  If you click the Filter button, you will be able to search within the resulting purchase orders using the following search fields.  If you click in the Vendor Name field, you can also type out a search to narrow down the list of vendors.
  
  
  
  
• PO Date - the PO Date indicator will list purchase orders created within a specified date range
  
  
• Search - the Search indicator will allow you to search for specific purchase orders.
  
  
• Vendor Part - the Vendor Part indicator allows you to list parts along with primary and secondary vendors as well as pricing information.
  
  
  
  You will be able to search vendors for particular parts or which parts a vendor is listed as a vendor for.

Vendor Part Items

Part items in the Successware PriceBook allow you to record specific vendor information related to the part. This vendor information includes the vendor’s number for the part and the vendor’s price for the part as well as identify primary and secondary vendors for the item. This information can than be used during the purchasing process. For example, when items that contain vendor part information are included on a Purchase Order, the PO will include the vendor’s number for the part and list it at the price you have identified for the part when purchased from that vendor. 

A single item in the PriceBook may have more than one vendor's information related to it. For example, if you purchase a part from multiple vendors, you can attach the vendor part information for each of the vendors to the single PriceBook item.

Vendor Part information can be manually added to parts through the PriceBook.

To Update Items With Existing Vendor Part Information

In order to update existing Vendor part information, the following information is needed. If the VendorItemNo is found for the VendorNo, the Price (and ListPrice if included) will be updated for the vendor part item. 

Column Name	Description
VendorNo	Corresponds to and must match an existing Successware vendor number
VendorItemNo	The item number that the vendor uses for the item.
Price	This is the price you are charged for the part by the vendor.
ListPrice	List price for the item (Optional Column)

To Create New Vendor Part Items for Existing PriceBook Items

To add new vendor part items, the specific part item must already exist in the PriceBook. If the VendorItemNo is found for the VendorNo, the Price (and ListPrice if included) will be updated for the vendor part item. If the VendorItemNo for the VendorNo is not found, the utility will add the vendor part information to the ItemNo listed.

Column Name	Description
VendorNo	Corresponds to and must match an existing Successware vendor number
VendorItemNo	The item number that the vendor uses for the item.
Price	This is the price you are charged for the part by the vendor.
ListPrice	List price for the item (Optional Column)
ItemNo	Corresponds to and must match an existing Part Item Number in the PriceBook.

Purchase Orders

Creating Purchase Orders

Purchase orders are lists of items that you have ordered from a vendor.  Recording a Purchase Order helps you to keep track of pending purchases, know what items you have on order from vendors and to reconcile invoices you receive from vendors to be sure that you are being charged only for items you have ordered.

You can create a new purchase order by going to the purchasing module and selecting the Purchasing Manager:

To Create a Purchase Order

1. On the Purchasing Manager screen select the "+New PO"

2. Complete the following fields.

Field	Description
P. O. #	The system will insert the next sequential number.  Accept the number or enter your own purchase order number.  If you change the purchase order number, it must contain at least 1 alpha character.
Date	Enter the purchase order date
Estimated total $	Optional field where you can enter the estimated total dollar amount of the purchase order
Warehouse	This field will default to the primary warehouse.  If inventory has been activated you must enter either a warehouse or job number for the purchase.  If the items are going directly to a job that will not be received into the warehouse, delete the warehouse number.
Job #	If you are ordering parts and/or equipment for a specific job, select the job from the drop-down list that will display all open jobs.
Requested by	Select the employee who requested the purchase from the drop-down list.  If you are adding the purchase order from a job that has been assigned, the primary technician for the job will default.
Vendor No.	Select the vendor from whom you are purchasing the items from the drop-down list.
Invoice #	Optional field where you can enter the vendor’s invoice number, if known
Vendor Name/Address/	Will display the information for the selected vendor.
Ship To Name/Address	Defaults to the company name and address, unless Ship-to-Job is selected.  You can also right-click in one of the address fields to select to the company, warehouse, or job location address.
Ship-to-Job	Select this checkbox if you wish to drop-ship the purchased items to the job site.  The system will display the job information and ask you to confirm.
Description	An optional field for you to enter the description of the purchase.

3. To add items to the purchase order, click the Add Item button (in order to add an item to the PO, it must already be in the PriceBook).
4. In the ItemNumber field search for the PriceBook item that you want to add to the purchase order.
5. Enter the Department that is ordering the part.
6. Enter the Quantity of the item that you want to order.
7. The WarehouseNo field will default to the warehouse that was selected for the purchase order.  If the particular item you are entering is to be purchased directly for the job, or is for another warehouse, you can change this field.
8. Place a check in the taxable box for the item. Successware will automatically calculate the total based upon the quantity, unit cost and tax of the item. The Tax rate used will be based upon the rate defined when the selected vendor was set up.
9. Click the Save button to save the item.
10. If the purchase order is for items that have already been ordered, click the "..." for more options to update the status of the PO to "ordered". This has the effect of "locking" the PO. If you need to make changed to the Ordered PO you can right click on the Ordered indicator and select Unorder PO.
                                                                                                                
11. Close the PO when finished.

Purchase History

The Purchase History screen allows you to view the history of purchases of an item from vendors. Additionally the Vendor Items view of the Purchase History screen will allow you to view as well as assign Primary and Secondary vendors for an item.

The Purchase History screen is assessable from:

• Purchase Order: From the Purchasing Manager, open a Purchase Order and within the line item click the "..." more options and select Item PO History. Next click the Purchase History subtab.

The Purchase History view will list past purchases of the selected item including Invoice Date, Expected Cost and Billed Cost as well as Billed Quantity and Vendor from which the item was purchased. The Vendor for Item view identifies Primary or Secondary vendor status as well as the Vendor name, Item number, List Price, Our Cost and Last Cost paid.

Closing a Purchase Order

A Purchase is closed when it has been fully received either by receiving all ordered items or partially receiving and cancelling the remaining quantity.. A Purchase Order can also be cancelled, before it has been received.

A Purchase Order can also be closed after a partial receipt has been posted with the remaining quantity of item marked as Back Ordered.

To Close a Partially Received Purchase Order

1. Open the partially received Purchase Order
2. Click more options ("...")                                 
3. Select Close PO

The Purchase Order will be marked as Closed                                                     

4. Close the Purchase Order

eOrdering a Purchase Order

Successware has an option in the Purchase Order that will allow you to submit the purchase order to your vendor via email. Submitting the Purchase Order in this manner will automatically mark the purchase order status as Ordered.  

The contents of the email will be in XML format. XML is a markup language that allows for the easy interchange of documents and data on the World Wide Web.

Requirements

In order to use the use the eOrder feature, you must meet the following conditions:

• You must have a network Internet connection (DSL, Cable, T1 etc.).  Email is difficult to use with a dial-up connection because of the time required to establish a connection.
• Your workstations must be configured so that they have access to your email server via TCP/IP networking.
• Your email provider must process outgoing mail using SMTP protocol and must not require a secure (SSL) connection.
• You will need to check with each of your vendors individually to see if they can process email purchase orders with this XML format.  If they can, you’ll need to obtain an email address to which you can submit the purchase orders.

There is no special software required – the necessary components are included in Successware.

Gathering Information

There is certain information that must be gathered related to your network as well as your vendors before you can begin to use eOrdering.

Required Vendor Information

You will also need to obtain the following information from each of your vendors that will process email purchase orders in this XML format. This information must be entered the first time you place an eOrder with a specific vendor, at which time the information will be saved.

• An eOrder email address.  This is the address to which you can send your email purchase orders so the vendor can properly receive and process the order.
• Your account number with the vendor. 
• Your phone number. A number the vendor can call in regard to purchasing inquiries.

Submitting an eOrder

Submitting an eOrder will send an email to the vendor, which includes the ordered items as well as change the Purchase Order status to Ordered. A Purchase Order cannot be eOrdered once it has already had its status changed to Ordered. If you Unorder the PO, it can then be eOrdered.

The first time that you eOrder a Purchase Order you will need to enter email setup information.

To eOrder a Purchase Order:

1. Open the Purchase Order that is to be submitted.
2. Select the ellipsis at the bottom of the page on the Purchase Order and select Submit eOrder. This will display the eOrder form.

3. Complete the required vendor information. Once you submit your first eOrder for a vendor, this information will be saved for subsequent eOrders to the same vendor, as long as you check the "Set As Default For All Orders From This Vendor" box.
   
   
   • Send EOrder To: This is the email address the eOrder will be sent to.  Each vendor that will be accepting eOrders will need to supply you with an email address to use.
   • Your Account Number: This is an account number that uniquely identifies you from the vendors other customers.  The vendor must provide this number to you.  Each vendor that will be accepting eOrders will need to supply you with an account number to use.
   • Your Phone Number: A number the vendor can call in regard to purchasing inquiries.
4. Next, complete the information related to this specific PO.
   • Contact Name: This is the name of an individual that the vendor can contact should there be any question regarding this order.
   • Contact Email Address: This is the email address that the vendor can use for any email correspondence regarding the order.
   • Shipping Note: Your vendor may ask that you put specific information in this field when submitting eOrders.
   • Set as Default: If this is checked when you select Save, the purchase order information entered here will be saved and used by default for subsequent eOrders for this vendor.
5. Click Save to submit the eOrder with the information as entered. The Purchase Order will be marked as Ordered.

Creating a Negative Purchase Order

Normally purchase orders are created to track the flow of material and other purchases. You can also create Negative Purchase Orders to track the "return flow" when materials are returned to a supplier. However, if inventory is active, you MUST post the receipt for the PO immediately in order to affect inventory and the general ledger correctly.

When Would I Create a Negative Purchase Order?

A negative purchase order is not necessary in order to process a material return in Successware. You can record a negative invoice to remove the returned item from inventory (if you have inventory active) and a credit invoice to represent the credit given to you by the vendor.

You could however, record a negative purchase order as a "to do" document. If a technician calls in from the field and report that he has a bad or damaged part on his vehicle, that has either been removed from the customer home or is from his truck stock, you can create a negative PO at that point as a reminder that there is a part or parts that will need to be returned. Once the part is brought back to the office and sent back to the supplier, the negative PO can be opened and from it a negative receipt generated. This negative receipt could serve as documentation that the part has been returned and you are awaiting the credit or refund from the vendor.

If Inventory is active, you must post the negative receipt as it will remove the returned item from your inventory stock.

Negative Purchase Orders can be created through the Purchasing Manager.

To Create A Negative Purchase Order

1. Open a purchase order
2. Click Add Item button
3. Within the Quantity field, insert a negative number.
   

Note: If your company has not activated inventory the Job Number and the Warehouse Number are not required but can be used as a reference when running reports.

4. Enter the Warehouse number from which the items will be returned.
5. If the item was originally purchased for a job and was received in a warehouse you will enter the job number in the Job Number. If the item was returned to the warehouse from a job (as described in Vendor Returns) DO NOT enter a job number as that will create a negative job tag that will have to be deleted manually.
6. Choose the Vendor to whom the parts will be returned or from whom the credit is expected in the Vendor No field.
7. Tab to the Description field and enter information about the return or expected credit if necessary
8. In the ItemNumber field search for the PriceBook item that you want to add to the negative purchase order.
9. Enter the Department that will get credit for the return.
10. Enter the Quantity of the item that you want to order. In order to create a negative Purchase Order the quantity must be entered as a negative number.
11. The WarehouseNo and Job Number fields will default to the values that were selected for the purchase order.
12. Check the taxable box if the value of the item that you will be returning should include tax. Successware will automatically calculate the total based upon the quantity, unit cost and tax of the item. The Tax rate used will be based upon the rate defined when the selected vendor was set up.
13. Press the Save button to save the item.
14. If the items have already been returned to the vendor and you are awaiting your credit or refund, you can click the more options buttons ("...")  and mark the Negative PO as Set Status to Ordered. If you have Inventory active you must record a negative receipt to remove the return items from inventory stock. Posting the Negative Receipt will automatically update the status of the negative PO to Ordered.

The Negative Purchase orders will appear in the Open view of the Purchasing Manager with a negative Amount.

Receipts

Receipts are a method of updating the status of a purchase order. As items that are ordered through a purchase ordered are delivered, you will mark the quantity that are delivered, back ordered and cancelled. If inventory is active, posting the receipt will update its quantities and value.

Creating a Receipt

1. Open the purchase order.
2. Click Receipts/Invoices.
3. Click New Receipt.

When all items have been received, canceled, or backordered, click Save, then Post to post the receipt.

Effects of Posting a Receipt

• Create an un-posted Accounts Payable invoice that contains a listing of the items that were received.
• Update the quantity on hand for the received items if inventory counting has been activated and the items are “counted” items.
• Post to the inventory account for “valued” items if the inventory has been activated. It will offset the entry by posting to the pending payables account. The system will debit the pending payables account and credit accounts payable when the invoice that was created from the receipt is posted.
• Update the status of the purchase order. The status will change from ordered to partially or fully received.

Splitting Parts

Items on an invoice, receipt or purchase order can be split between jobs, warehouses and departments. Overhead items can only be split between departments.

1. Open the receipt on which you want to split distribution.
2. Click on more options ("...") the line item you wish to split and choose Split.
3. Click on the Edit button.
4. Enter a quantity, and then the job number, warehouse or department that you want to assign that quantity to.
5. Press Save to save the line. If all items were not distributed, the window will notify you that the quantities are out of balance.
6. When the quantity has been fully distributed, the screen will send a notification to indicate that the Quantities are balanced.
   

Receiving Items without a Purchase Order

Successware allows you to create receipts for items that were received without a purchase order being created.

1. From the Purchasing Manager, click the more options ("...") button and select New miscellaneous receipt.  A blank New Receipt screen will open.
   
2. Choose the vendor from the vendor drop-down list.
   
3. If there are open POs for the chosen vendor, the PO# drop-down list will contain them. You can choose an existing PO at this time if you wish.
4. Enter a received date and warehouse.
5. In the item grid, press + Add Item to add items and the quantity received.
6. Click Save to save the lines.
7. Post the receipt when finished.

Creating a Negative Receipt

Recording a negative receipt allows you to indicate that materials or equipment have been returned to a vendor or supplier. Posting the negative receipt indicates that the materials being returned are no longer in your possession and, if you have activated Inventory, are no longer part of your inventory stock. When you post a Negative Receipt, an un-posted Credit Invoice will automatically be created. This Credit Invoice can then be posted to the Vendor Account as a credit that can be applied to future payments or a Refund from the Vendor can be allocated to the Credit Invoice.

You can create negative receipts using any one of the following methods:

• From an existing Negative Purchase Order - Open the Negative Purchase Order, click the Receipts/Invoices, then select New Receipt. The Receipt will be populated with the line items listed on the Negative Purchase Order.
• From the Purchasing Manager - click on the more options ("...") button on an existing Negative Purchase Order, select New and then New Receipt for Selected PO. The Receipt will be populated with the line items listed on the Negative Purchase Order.

Note: If you have Inventory active and you are creating a Negative Receipt to indicate the return of parts that had either been purchased directly to a job or have been requisitioned to a job the tagged items MUST be returned to a warehouse, therefore resolving the outstanding job tags before you record the negative receipt.

To Record a Negative Receipt

1. Open the Negative Receipt using any of the methods listed above.
2. Choose the Vendor from the vendor drop-down list.
3. If the item was purchased for a job and received in a warehouse you will enter the job number in the Job No field. If the item was returned to the warehouse from a job (as described in Vendor Returns) DO NOT enter a job number as that will create a negative job tag that will have to be deleted manually.
4. Enter a Received Date (This will serve as a "Returned Date" and choose the Warehouse from which you are removing the item.
5. In the item grid, press + Add Item to add items and the quantity you are returning to the vendor.  You will enter the Rcvd Qty as a negative number. If you open the Receipt based on a Negative Purchase Order, the Receipt will already be populated based on the line items in the Negative PO.
6. Press the Save button to save the lines.
   
7. Post the receipt when finished.

Once the item(s) has been removed from the warehouse by posting the negative receipt, you will process the vendor credit or vendor refund (or both).

General Ledger effects of posting a Negative Receipt:

• If the Negative Receipt was generated based on a Negative PO, the status of the Negative PO will be updated.
• An Un-posted Credit Invoice will be created.
• If Inventory has been activated:
  • Items that are marked as “valued” will credit the inventory account and debit pending payables.
  • Items that are not marked as “valued” will have no general ledger effect.
• If Inventory has not been activated the receipt will have no general ledger effect.

Purchasing Wizard

The Purchasing Wizard allows for the creation of purchase orders based upon restocking requirements (min/max or usage) or task parts lists.  The wizard automatically creates an item list that identifies all the items to be ordered. If the item’s PriceBook setup identifies a primary vendor, that information will be included in the list as well.  The list will then be used as the basis for creating purchase orders.   

Using the Purchasing Wizard consists of:

• Creating/Opening the item lists
• Creating a Restock List
• Creating a Simple List
• Maintaining item lists
• Creating Purchase Orders

The Purchasing Wizard is accessed from the Purchasing Manager.

 

To Open the Purchasing Wizard:

1. From the Main Menu, select Purchasing and click Purchasing to open the Purchasing Manager.
2. Click the Purchasing Wizard button in the top right corner.
   

Purchasing Wizard Subtabs

The Purchasing Wizard contains two subtabs that allow you to limit the displayed results in the window.            

Subtab	Displays
New Lists	This subtab will display lists that are in progress. These are lists that have been created, not saved as a template and still have not been ordered.
Templates	This subtab will display lists that have been saved as a template.

 

Purchasing Wizard Control Menu Options

The following options are available in the Purchasing Wizard:

Control Menu Option	Function
+ Add New	This button creates a new Item list.
Open	Opens the selected item list or template.
Delete	Deletes the selected item list or template.
Properties	Click the ellipsis next to each item to access the Properties listing. Opens the properties window for a selected Item List. The Properties window allows changes to be made in regard to where Items will be shipped as well as what department and or job is making the purchase.

Creating a Restock List

A restock list is used to create purchase orders that will restock inventory warehouses based upon their minimum/maximum stock configuration and current on-hand quantities.

To Create a Restock List

1. Click the Purchasing Wizard button, then click the "+ Add New" button.
2. Click Yes to confirm that you want to create a new list from scratch.
3. In the Item List Properties Window, select Restock.
   
4. In the Restock List section, select the warehouses that you want to restock.
5. In the Restock Type section, select the criteria for the restock list.

• Min/Max vs. On-hand- Compares the On-hand quantity of stock items in the selected warehouses to the assigned minimum quantity for the item. If the item quantity is at or below the minimum (based upon your setup), a PO line item will be created for the item which restocks it to the maximum quantity.
• Usage History- A restock list will be created based upon inventory transactions that have been posted during the defined date range.

6. Choose the department that will be listed on the purchase order.
7. Click Next.
8. Checkmark the following as needed.

• Create PO line items as taxable items - Will mark the PO line items as taxable when receipts and AP invoices are generated based upon the PO.
• Separate Warehouse orders onto different Pos - If this option is selected, orders for different warehouses, but for the same vendor, will be divided onto separate POs.  It the option is not checked, orders for different warehouses will be combined on to one PO for each vendor.

9. Enter a list description.
   
10. Use the drop-down arrow to choose whether to ship-to a specific warehouse or to the company address.
11. Click Finish.

Creating a Simple List

A Simple List allows you to create shorter, immediate need orders manually entered or based on the material lists from one or more task items in the Pricebook.  Simple lists can also be saved as item list templates.

1. Click the Purchasing Wizard button, then click the "+ Add New" button.
2. Click Yes to confirm that you want to create a new list from scratch.
3. In the Item List Properties Window, select Simple.
4. Specify the Department in the Simple List section.
   
5. Select a task in the Build List from Task Numbers section.
6. Click Next. 
7. Add in a List Description.
8. If a job number is specified, you can select to ship to the job and optionally to receive directly to the job (note: if you ship to the job, you must receive to the job).
   
9. Choose a ship to address.
10. Click Finish to generate the item list.

Simple List Templates

Simple lists can be saved as templates.  Restock lists cannot be saved as templates.  New simple lists can be created based on templates.  These new lists will contain the same items as the template by default, but can be modified.

In order to prevent accidental changes to, or otherwise overwriting templates, templates cannot be modified.  To replace an existing template, a new template must be created and the old template deleted.

Creating a Simple List Template

1. Open a simple list to display the item list.
2. Click on the ellipsis in the bottom left corner and select Copy to template.

3. Click Yes to confirm creating a template.

The Template is now available by navigating to the Templates subtab in the Purchasing Wizard window.

Creating an Item List based on a Template

1. Open the Purchasing Wizard and select the Templates subtab.

2. Select the template from which you want to create the item list and click Open.
3. Click Yes to confirm creating a new list.
4. Edit the list as necessary and create POs as you normally would.

To replace an existing template

1. Create a new list based on the template.
2. Save the new list as a template.
3. Delete the original template.

Generating a Purchase Order

Once the correct items, quantities and ‘source vendors’ are identified, POs can be created from the Item List window.  Click the ‘Create POs’ button to automatically create POs as defined by the Item List.  These purchase orders can then be managed as ordinary POs.

In the case of Restock and Usage lists, after POs are created, the list will be automatically deleted.  For Simple lists, after POs are created, you will be prompted whether to save the list as a template or delete it.

Maintaining an Item List

Once a new list is created, or an existing list is opened, the item list form will be displayed. 

From here you can:

• Manually enter parts by item number.
• Modify the quantity to be ordered for each item.
• Identify and maintain the ‘source vendor’.  This is the vendor for which a PO will be created.  ‘Source Vendor’ will default to the item’s ‘primary vendor’.

The Payables Manager

The Payables Manager is used to manage your Accounts Payable invoices and vendors.  The Payables Manager is also where you will add or change vendors and invoices and pay vendors, using either the Payment or Pay Bills options.  

Opening the Payables Manager

To open the Payables Manager you must go to the Purchasing Module and selects Payables Manager.

Finding Information in the Payables Manager

When you display information in the Payables Manager, you have 4 subtabs. These options will allow you to limit the displayed items to only those that meet the specified criteria. The indicator bar at the top of the Payables Manager allows you to choose your display options.

There are also filters that will allow you to further narrow your search. Depending upon the display option that you choose, the filters available to you will change. 

You can also choose to show or hide the columns within the Payables Manager. If you click the Show / Hide Columns drop-down, you can change the view below. To keep those changes, click the Save Customization button next to it.

• Accounts Tab- select the Accounts tab to list the vendor accounts.
  
  
  
  The following filters are available to allow you to further limit the displayed accounts. The search fields can also be used to find particular vendors within the filtered results.
  
  
  
   
• Posted Invoices Tab- select the Posted Invoices to list posted transactions. When displaying posted transactions, the following filter indicators will be available to allow you to further limit the displayed results: Recurring, INV/CRM, PMT/REF/ADJ, Open Items, Overdue, Out of Balance. There are also search fields for posted invoices that can be used to search.
  
  
  
  
  
• Unposted Tab - Select the Unposted tab to list unposted invoices. The following filters indicators are useful in further limiting the displayed un-posted invoices: Recurring, Adjusting, Canceled. 
  
  
  
  
  
• Recurring Invoices Tab - select the Recurring indicator to list recurring invoice templates. The following filter will allow you to display only Active recurring invoice templates.
  
  
  
  
  

NOTE: When you post receipts, the system automatically creates the vendor’s invoice but leaves it un-posted.  When you receive the invoice from your vendor, open the un-posted invoice, make any necessary changes, and then post it.

Payables Manager Options

Depending on the display option you have selected, the options of the Payables Manager may change.  These options include access to features, such as adding a vendor or invoice. To access Vendor Account History and Vendor Details click the ellipsis under the Actions column. To access Age accounts, Recalc vendor totals, and Reconcile, click the ellipsis in the top left corner of the screen.  

Accounts View

Vendor Account History	Opens the Vendor Account History form.
Vendor Details	Opens the Vendor Details form.
Age accounts	Sorts open items and place them in the proper aging category.
Recalc vendor totals	Select this option to have the system read all items on each vendor and update the summary information located at the top of the Vendor Account History.
Reconcile	Runs the reconcile utility. The reconcile utility compares general ledger balances to the detail and reports any discrepancies.

Posted Invoices View

To access Posted Invoices, Pay selected invoice, and Fix item balance click the ellipsis under the Actions column. 

Open invoice	Opens the selected invoice.
Pay selected invoice	Enters a payment for the selected invoice.
Fix item balance	Select this option to fix out of balance allocations for the selected invoice. This option is only available when using the Out of Bal filter.

Recurring Invoices View

To open a recurring template, click the ellipsis under the Actions column. 

Open recurring template	Opens the selected recurring invoice template.
New template	Adds a recurring invoice template.

All Views contain the following options:

New Invoice	Adds an invoice.
New Vendor	Adds a vendor.
Payables	Generates a batch of vendor payments (checks).
Report	To create a grid report.

Adding a Vendor

Vendors can be added to the system directly from the Payables Manager. 

• Click New Vendor button.

1. Complete the following fields.

Field	Description
Acct#	Successware will generate an account number. You can replace it with your own, but the account number replacement must contain a letter.
Company	Vendor’s company name.
Address 1 and Address 2, City, State and Zip	Address information for the vendor.
PO Contact	Name of contact person regarding purchase orders.
Phone 1 and 2, Fax	Vendor phone numbers.
Email	Email address of vendor.
AR Contact	Name of person to contact regarding Accounts Receivable questions.
Phone	Phone number of AR contact.
Separate Remit Address	Check to add a separate address to which you will mail payments. A separate address form will open.
Type	Choose the type of vendor from the drop-down list.
Tax Percent	Tax percent added to purchases.
Terms	Choose the payment terms from the drop-down list.
Credit Limit	Your credit limit with the vendor.
Print 1099?	Checkmark to add this vendor to a 1099 report.
Tax ID#	Vendor’s Tax ID #.
Check Memo	Information entered here will print in the memo field of checks sent to this vendor.
Is Active?	Determines whether or not this is an active vendor.
Preferred Vendor	Checkmark this field to indicate that this is a preferred vendor. You will be able to run AP reports grouped or filtered based upon the preferred vendor status.
Affiliation	Enter the preferred vendor affiliation.
Notes Field	Notes regarding the vendor or account.

2. Click the Save button to save the new vendor or the Cancel button to cancel without saving.

NOTE: As you enter the information in the fields, Successware will search existing vendors for a match. If one exists, it will be displayed in the Auto Search Results pane. If you need to make changes to a vendor that is already in the system, click the more options ("...") button and select Vendor Details. The existing vendor will be opened in Edit Mode.

To Edit an Existing Vendor

1. Locate the vendor account in the Payables Manager Accounts.
2. Click the more options ("...") button next to the vendor.
3. Select Vendor details.  

The Vendor Account Detail will open.

4. Make any necessary changes.
5. Click the Save button to save the changes.

Opening a Vendor Account History

1. Locate the vendor account in the Payables Manager Accounts.
2. Click the more options ("...") button.
3.  Select Vendor Account history.

The Vendor Account History will open.

Aging Vendor Accounts

You can age Payables items for an account through the Vendor Account History form (to age a specific account) or through the Payables Manager (to age all accounts).

To Age Items for a Selected Account Through the Vendor Account History form:

1. Access the Vendor Account History form from the Payables Manager form by clicking the more options ("...") button under the Actions column and selecting Vendor Account History.
2. Select the blue Age button located at the top of the form.
3. In the pop-up calendar, select the date to which you want to age the account. The account will age to that date.  

The account status area shows the Payables amount due in the Current, Over 30, Over 60, or Over 90 fields depending on the age of the account.

4. Select Post to complete the process, and then close the form.

To Age All Accounts Through the Payables Manager:

1. Select the Payables Manager from the Payables Module.
2. Click the ellipsis in the top left corner of the page and select Age Accounts.  Successware ages all accounts to the current date.
   

AP Allocations

You can view allocations to an item through the Vendor Account History form.

To view allocations:

1. Access the Vendor Account History form by selecting the desired account from the Payables Manager.
2. Find the line item for which you want to view allocations and click the ellipsis, then select Allocations. 
                   
   
3. From the Allocations to/from click the ellipsis and select one of the options listed below:

• Show Allocations for an Allocation Item displays all items that have been allocated to or from the allocation item. 
• Delete Selected Allocation removes the allocation link to the invoice.  The transaction will still appear on the Vendor Account as "on account".  Payments that are allocated as a part of the invoice (through the Vendor Invoice form) cannot be deleted. 
• Clear all Allocations removes all allocation links to the invoice.  The transactions will still appear on the Vendor Account as "on account".  Payments that are allocated as a part of the invoice (through the Vendor Invoice form) cannot be cleared. 
• Review GL displays the General Ledger entries for the transactions and all allocations.

Accounts Payable Invoices

Accounts Payable or "Vendor" invoices are used to record purchases into the system.  These invoices are used to record the purchase of materials as well as overhead expenses. Once the invoice is posted it will appear as an open payable or balance due to the vendor associated with the invoice. You will record a payment to satisfy the balance due to the vendor.

The items you add as line items on the AP Invoice must be listed in the Part, Miscellaneous or Overhead section of the PriceBook. Each of the items within these sections of the PriceBook have an Expense Type associated with them. The Expense Type identifies which General Ledger account will be posted for the item when the invoice is posted.

Items added to an invoice can be specific items in the PriceBook (such as individual parts or pieces of equipment) or generic items from the PriceBook can be used to represent your purchases (such as GenPart, GenEquip, GenMat)

Accounts Payable invoices can be created from the Payables Manager by clicking the New Invoice button.

Creating an Accounts Payable Invoice

1. Open the Invoice.
2. Choose a vendor from the Vendor drop down list
3. If there is an associated PO, choose it from the PO# drop down. The list will show open POs for the selected vendor. This will populate the invoice with the line items on the purchase order. When the invoice is posted this will have the effect of "receiving" the items from the Purchase Order.
4. If the Invoice is a purchase of items for a specific job you can enter or select the job from the Job Number drop down. If a Job Number is selected each of the line items on the invoice will be associated with the selected job.

Note: This list only shows Open jobs.

5. Enter the Invoice Date. The Due date will default based upon the terms of the vendor.
6. Enter a unique Vendor Invoice. Each invoice number that you enter must be unique for the vendor selected. For example, you could have 2 vendor invoices with the same number (E.g, 123456), as long as the invoices were from different vendors.
7. If you need to add items to the invoice, click the +Add Item button.
8. Add line items to the invoice by using the standard search method or by entering the Item Number of the item you are purchasing.
9. In the Department field select the department that is purchasing the item. (This is the department that will be charged with the expense of the purchase at the General Ledger level if applicable).
10. In the Quantity field enter the number of items being purchased.
11. In the Description field modify the description of the item if necessary.
12. If the invoice item is being specifically purchased for a job, click the Job Number field and enter or select the job number. If you selected a Job Number at the top of the invoice or created the invoice directly from a job, the job number selected will automatically appear on each line.
13. If you have activated inventory you will need to decide whether or not the items being purchased are being received to a warehouse or directly to a job. Including or excluding a warehouse will determine whether a Job Tag or Warehouse Tag is created.
    If Inventory is NOT activated, choosing a warehouse will affect your ability to report on items purchased with a warehouse number attached to them (such as with the Item Distribution report which can be run by warehouse).
14. In the Unit Cost modify the price if necessary.
15. If the item that you are adding to the invoice is eligible to receive a discount be sure to check the discount box.
16. If the Item you are purchasing is taxable, be sure to check the tax box. If you mark the first item on the invoice as taxable, any additional items added will have the tax applied automatically.         
17. Press the Save button to save the line item.
18. If the payment terms you have with the vendor allow for a discount the discount will be displayed in the Discount field near the bottom of the invoice. The discount percentage and amount can be edited if necessary.
19. Post the Invoice when finished.

Distributing or "Splitting" Items on an Accounts Payable Invoice

The items that you list on an AP Invoice can be divided between different Jobs, Warehouses, or Departments through the Item Distribution form. Material items can be split by quantity. This means a single line item with for example a quantity of 10, can be "split" so that 6 are received to one warehouse or against one department and the other 4 are received to another warehouse or department.

Overhead items can be split only between departments and must be divided, by a percentage..  Successware will track the percentages and will not allow you to exit the form until the distributed percentages equal 100%.

This is also the form you will use to record serial numbers when receiving serialized items.

When the invoice is posted, the expense associated with the items will be posted proportionally based upon the splits (for example the percentages) that have been defined.

To Split an Item:

Select the item on the AP Invoice that you want to split

1. Open an Invoice and click on the ellipsis under the Actions column, then select Split. This will open the Item Distribution.
   
2. Click the Edit button under the Actions column. Identify the quantity, department or warehouse for a material line item or the department and percentage for an overhead item. Press the Save button to save the item.
   
3. Click +Add New Line Item to add a new line. You will need to accommodate the full quantity of items or for overhead items, create distributions that equal 100% or the form will tell you that you are not in balance.                                 
4. Click the Save button to close.

Paying from the Invoice

Click Apply Payments to record payments at the time you are posting the invoice.  You may use this option to record handwritten checks; items that you purchased using a debit card, or invoices that are paid with automatic bank withdrawals.

1. After completing the invoice line item information, but prior to posting the invoice, click Apply Payments located at the bottom of the invoice.
   
2. The Invoice Date and Due Dates will default from the invoice.
3. Use the drop-down menu to select the Register Account from which you are paying the invoice.
4. If you have chosen a bank account select whether you are recording a Check or Debit (A debit would indicate a payment made with a bank debit card or an auto payment made directly from the bank account).
5. The Amount will default to the invoice balance.  Change the amount if necessary.
6. Discount will default if the vendor’s payment terms include a discount and the invoice meets the conditions of the terms.  You can enter a discount amount if necessary.
7. The next field will change depending upon whether you are paying by check or debit. If you are recording a check payment the field will be labeled Check No. and you can record the check number used. If the payment was by debit, the field will be labeled. You can record a reference number for the payment.  If the payment was made using a Credit Card, the field will be labeled Reference. You can use the field to record your authorization number or even the AP Invoice number so that it displays in the Credit Card Register.
   
8. Click Save to save the payment and return to the invoice.
9. Click Post to post the invoice and the payment.

Payables Invoice Posting Date

Normally when a Payables invoice is posted, it will post to the General Ledger on the date identified in the Invoice Date field. However, a vendor invoice may be received from the vendor after the accounting period has been closed. 

In order to use the correct invoice date for properly tracking Accounts Payable, the vendor invoice facilitates posting with a G/L post date different than the invoice date.  This allows the invoice to be posted with the correct invoice date without having to re-open the fiscal period.

When a vendor invoice is posted and the invoice date is in a closed or locked period, the system will calculate the start date of the first open period after the invoice date and prompt the user as to whether they want to continue and post using that date as the General Ledger post date or if they want to cancel the posting all together.

Note: The account register does not accommodate post dates separate from item dates so the Post Date feature is not allowed for vendor invoices that have payment attached (Apply Payments button).

The alternate post dates are visible in the Posted View of the Payables Manager. This includes an ability to search specifically by the Post Date.

The A/P Aging, Open Payables, and A/P Transactions Reports all contain an option which allows you to filter the date range based upon the Post Date.

Recurring Invoices

Recurring invoices serve as AP Invoice templates that can be used to represent periodically occurring expenses such as rent, utilities, loan payments or software subscriptions. These templates can then be used to generate, as needed, an AP Invoice that already contains the line items that are to be purchased/paid for. For invoices representing expenses for which the amount varies invoice to invoice, (such as utilities), the price of the line items can be modified on the invoice created from the template.

In addition to the time saving aspect of recurring invoice templates, is your ability to build "departmental expense splits" into the line items on the template. This is helpful for overhead expenses that you would like to have divided (at the general ledger level) as expense between many departments. The line item(s) on the template can be split, and each invoice that is created from the template will contain those splits, which can be modified at that time if necessary.

Note: The invoices that are created based upon recurring invoice templates are not generated automatically by Successware. You must, as the selected bill is coming due, open the template item and choose to create the current invoice based upon the template.

There are two steps to processing Recurring Payables:

1. Create the vendor invoice template, and
2. Process the recurring invoices.

 

The Recurring Invoice View

The Recurring Invoice view of the Payables Manager displays your list of invoice templates, and in the lower portion of the screen, invoices that have been created based upon any of the templates selected in the upper portion. From this view, new templates can be created or existing templates can be opened.

The Active toggle allows you to view Recurring Invoice Templates that have been cancelled and are therefore no longer active.

Creating a Vendor Invoice Template

There are two different ways of creating recurring invoice templates:

• From the Recurring Invoice view of the Payables Manager, click New template.
• From an existing, posted AP invoice. Open the invoice, click the more options ("...") button at the bottom of the screen and then select Make recurring... 
  

To Create a Recurring AP Invoice Template

1. Open the Recurring Vendor Invoice Template.
   
2. Choose the vendor from the drop-down list.
3. Enter a Description of the invoice template you are creating. This description will appear in the Recurring Invoice view of the Payables Manager when you select the template in the list view. This is helpful in differentiating between multiple invoice templates that may be related to the same vendor. (Such as multiple loans for vehicles that may be paid to the same finance company)
4. Click the +Add Item button to add a new line.
5. Enter an ItemNumber or search for one from the PriceBook and choose the Department, Quantity and Unit Cost. For items that change in cost from month to month such as utilities, you can enter $0 as the Unit Cost.
6. Press Save button to save the item.
7. For an overhead expense item, you can split to divide the expense of the overhead item amongst departments. To do so, click on the more options ("...") button on the line item and choose split. 
8. Press the Recurring setup button to establish the frequency and schedule of the recurring invoice.
9. In the Recurring Invoice Setup window, choose whether the recurrence is Open-Ended or Limited Term. If you select Limited Term be sure to identify the Total # of Payments required.
10. Choose the recurrence interval for the invoice by choosing whether it is Due on a Monthly Basis or Due on a Daily Basis.

• If you have selected Monthly- Choose how often in months the invoice is due and the day of the month it will be due.
• If you have selected Daily- Select the number of days that pass between each invoice coming due.

11. Click the Next Due (actual) field. This will default the next possible billing date based upon the recurrence pattern you identified. If the date of the first billing is correct continue on. If the date is incorrect, manually enter the date that the first invoice based on the template will be due.
12. Click the Save button to save.                                              

Creating an Invoice Based Upon a Recurring Invoice Template

Once a Recurring Invoice Template has been created, you will use it to create new AP Invoices.

To Create an Invoice Based on a Recurring Invoice Template

1. Select the Recurring Invoice subtab view in the Payables Manager. All recurring invoice templates will display.
2. Select the template for which you want to create an invoice and click on the ellipsis under the Actions column, then select Open Recurring Template.
   
3. In the Invoice Template form, click the Create Next button in the lower left corner.

A new Accounts Payable invoice will open modeled after the template.

4. Make any necessary changes to the line item(s) on the invoice. This may include editing the cost. 
5. If you have already paid the invoice you are entering, either through a handwritten check or via a credit card or automatic withdrawal transaction, select the Apply Payment button and record your payment information. If the invoice is posted without a payment it will appear as an open payable that can be paid at a later point.
6. Post the invoice.

Line Item Retainage

If you have an unposted Vendor invoice, you can retain a portion of the payment until the materials have been received. 
Note: Line Item Retainage is only available for unposted invoices where the item is connected to a single job.

1. Open the Payables Manager and select the Unposted tab.

2. Click the eye icon to open the invoice.

 

3. On one of the line items, select the ellipsis and click on Invoice Retainage Setup.

4. From the Invoice Retainage screen, you can choose:

a. Do not retain sales on this invoice.

b. Retain sales manually as indicated on each line item.

c. Retain percentage of sales on each line item.

If you choose to retain sales manually, or a percentage of sales, you can close this window, go back to the line item, and select, "Line Item Retainage."

If you chose, "Retain sales manually as indicated on each line item" then the pop-up window will show:

If you chose, "Retain percentage of sales on each line item" then the pop-up window will show:

Paying Your Bills

Paying a Single Vendor

Paying a single vendor allows you to generate a check that will pay any outstanding amounts owed to that vendor only. The Payment option allows you to generate a single vendor payment.

1. Open the Payables Manager and display the Accounts.
2. Select the account to which you want to make a payment and click the more options ("...") button under the Actions column.
3. Select Vendor Account History.
   
4. Click Payment at the bottom of the left corner.
   

The Make payment window will open.

1. Choose the account from which you want to make the payment.
2. Be sure that Vendor payment is selected.
3. Select whether you are paying by check or debit.
4. If by check, either confirm or enter the check number
5. Enter or accept the date.

• The lower half of the window displays open items owed to the vendor.
• The amount of the check will be determined by which outstanding payables you choose to pay.

Menu Option	Effect
Edit amount/discount	To make changes to the payment amount (i.e. partial payment) or the amount of the discount you are taking.
Checkbox for payment	This option toggles.  If the item has been marked for payment it will un-mark it.  If the item has not been marked for payment, it will mark it.
Take discount	Use this option to take discounts on items that are past the discount due date.  The system will automatically take available discounts on items that are prior to the discount due date. Accessed by clicking the more options ("...") button under the Actions column on the right side of the page.

To post the check without printing (for instance, to record a handwritten check), click Post. 

If you choose to void, you will be returned to the Make Payment window. The check number will be increased by one.

Paying Multiple Vendors

Successware allows you to generate batches of checks for multiple vendors.

1. In the Payables Manager, click the more options ("...") in the top left corner and select Pay Bills - Payables.

2. Enter or select the due date through which you wish to pay bills.  Select Include discounts to include items with a discount due date prior to that date.
   
3. Choose the account from which you want to write the checks.
4. Options include:

Option	Effect
Edit Amount/Discount	To make changes to the payment amount (i.e. partial payment) or the amount of the discount you are taking. Click the more options ("...") under the Actions column on the right and select Edit Amount/Discount.
Check/Uncheck for payment	This option toggles.  If the item has been marked for payment it will un-mark it.  If the item has not been marked for payment, it will mark it.
Take discount	Use this option to take discounts on items that are past the discount due date. The system will automatically take available discounts on items that are prior to the discount due date. Click the more options ("...") under the Actions column on the right and select Take discount.
Check all	Use this option to mark all displayed items for payment.  If you are paying most invoices, you may wish to “Check all” then un-mark the ones you do not wish to pay.
Report	Use this option to print the grid report.
Uncheck all	Use this option to un-mark all items that have been tagged for payment.
Checks	Opens the check queue.
Close	To close the pay bills screen.

5. Once you have completed the item selection, click Checks to go to the Check Queue.  The Check Queue will display the checks that the system will print based on the selections you have made.
6. Verify that the Check date and Starting check number is correct.
7. To post the checks without printing (for instance to record handwritten checks), hover over the line item it will give you the options: Not Printed (to-print), Printed OK (to-post), and Printed Bad (to-void).   
   
8. To print the checks, click Print Checks.  The system will print the checks and prompt you to verify that they all printed correctly.

The system will return to the Check Queue where you will mark each check with the appropriate option.  

Making Payments Using Your Credit Card Account

Credit card register accounts can be used when making vendor payments.

Credit card payments can be applied from the Payables manager using the Payment or Pay Bills options as you would with most outstanding vendor balances, but more likely you will apply the credit card payment at the time of posting the AP invoice.

To Pay an AP Invoice Using a Credit Card Account

1. Complete the Account Payable invoice as you normally would.
2. After adding all items to the invoice, select the Apply Payments button at the bottom of the invoice.
3. Select the Credit Card account you wish to charge from the Register Acct drop down list. This will automatically select the Credit Card option in the Pay By row of the Payment.
4. In the Amount field, fill in the amount of the payment based upon the total of the Invoice.
5. Enter a reference in the Reference (You may choose to enter the credit authorization number or the transaction date.) 
   
6. Click the Save button to save.
7. Post the AP Invoice.

The Invoice will be marked as paid in full and the Credit Card account will display the transaction in the Account Register.

Paying a Credit Card as a Payable

Successware allow you to pay your credit card bill as a payable. Credit card payments can also be made using the Payment option in the Account Register.

A Credit Card account must be reconciled through the Account Register before you apply a payment to the account through Payables.

To Pay a Credit Card Account through Payables

1. Open the Payables Manager.
2. Click the ellipsis in the top left corner of the page, then select the Pay Bills - Credit Card button.
   

Each credit card account will be displayed with its Payment due date as well as the minimum balance due. Additionally, any payments that have not yet been reconciled will be totaled in the Outstanding Payments column.   

                                           

3. Click on the more options ("...") button under the Action column to view the additional options.

Option	Effect
Edit amount/discount	To make changes to the payment amount (i.e. partial payment) or the amount of the discount you are taking.
Tag/untag for payment	This option toggles.  If the item has been marked for payment it will un-mark it.  If the item has not been marked for payment, it will mark it.
Tag for Minimum Payment	This option will tag the item form payment and use the minimum payment amount as entered during reconciliation as the amount for the payment.
Tag all	Use this option to mark all displayed items for payment.  If you are paying most invoices, you may wish to “tag all” then un-mark the ones you do not wish to pay.
Untag all	Use this option to un-mark all items that have been tagged for payment.
Report	Use this option to print the grid report.
Close	To close the pay bills screen.  Keystroke is Esc.

Note: If you select to tag an account that has an outstanding, unreconciled payment, you will be notified and asked to confirm that you wish to make another payment to the account.

4. Click the Checks button to generate the checks for payment to the credit card accounts.

Making Adjustments to Vendor Accounts

The adjustments feature is used to enter debit or credit adjustments to the vendor’s account.  The terms debit and credit do not indicate how you wish to affect the General Ledger, but rather how you wish to affect the vendor’s account.

• A credit adjustment will reduce the amount you owe the vendor and will debit the accounts payable account in the General Ledger.
• A debit adjustment will increase the amount you owe the vendor and will credit the accounts payable account in the General Ledger.

You will use a credit adjustment to change your current balance with the vendor.

Note: For a Credit adjustment to display on the check stub or remittance report you send to your vendor, be sure to leave the adjustment UNALLOCATED on the vendor account.

If you have received a Credit Invoice from a vendor, it can be recorded as a Negative AP Invoice instead of using an AP Adjustment.

To Enter a Vendor Adjustment

1. Locate the vendor account in the Payables Manager.
2. Click the more options ("...") button under the Actions column, select Vendor Account History.

• If you are entering the adjustment for a specific invoice, highlight the invoice.
• If you are adjusting multiple invoices, or applying the adjustment to the account, you don’t need to select a particular invoice.

3. Select an Invoice, click the more options ("...") button under the Actions column, select Adjust to make the necessary adjustments to the invoice.

The A/P Adjustment form will open.

• Apply to invoice - to indicate that the adjustment is applied to the selected invoice.  If you selected an invoice prior to opening the A/P Adjustment form, this will be the default.
  Note: For a Credit adjustment to display on the check stub or remittance report you send to your vendor with payment, be sure to leave the adjustment UNALLOCATED on the vendor account.
• Apply to account - to indicate that the adjustment is applied to the selected vendor account.  (It may be applied to multiple invoices, other adjustments, or to the account.)

5. Mark the radio button to indicate whether the adjustment is a Credit Memo (to reduce the account’s balance), or a Debit Memo (to increase the vendor account balance).  Debit memos will not be applied to an invoice.
6. Complete the following fields.

Field	Description
Date	Enter the date you wish to post the adjustment to the General Ledger.
Adjust Code	Select the appropriate code from the drop-down list.
Adjust Amount	If you are applying the adjustment to an invoice that has a balance, the amount will default to the invoice balance.  You can accept the amount or change it.  If the adjustment is unapplied, enter the amount.
Acct	The General Ledger account will default based on the Adjust code selected.  The field cannot be changed.
SubAcct	If the General Ledger account has sub-accounts you must select a sub-account (using the drop-down list).  If you enter a sub-account when setting up the adjustment code, the sub-account will default.
Dept	Select the appropriate department from the drop-down list.
Reference	If you wish to use a reference ID, enter it here.  If you are recording a credit “invoice” that you received from the vendor, enter that invoice number here.
Comment	Optional field for your notes.

7. Use the radio button to indicate how you wish to allocate the adjustment.

• If the adjustment amount is the same as the invoice balance, the system defaults to Auto allocate adjustment.  The system will automatically apply the adjustment to the selected invoice when you post.
• If the adjustment amount is different than the invoice balance, the system defaults to Manual allocation.  You will allocate the adjustment after you Click Post.
• Unapplied can be selected any time and will post the adjustment to the account as an open item when you post.

8. After completing all fields for the adjustment click Post.  If Manual allocation is the allocation mode, the system will display the allocation form where you will indicate how to apply the adjustment.  Otherwise the system will post the adjustment and return to the Vendor Account History.

Manual Allocation of Adjustments

Manual Allocation is used to tell the system how to apply an adjustment when the amount does not match the balance of the item for which you are entering the adjustment, or when the adjustment is for multiple transactions.

When you click Post for an adjustment on which you have selected Manual Allocation, the system will open the allocation form.

You will see the Vendor Account History heading on the screen, but notice that the bottom portion of the screen only displays the open items for the account, and the system states that you are posting a transaction (i.e. Posting ADJ Credit Memo $38.00).

The bottom of the form will display the balance of the payment that is still un-allocated.

1. Select an item and make the necessary allocations
2. Once you have completed the allocations, click Post.  If there is still an un-applied balance, the system will prompt, “The item is not fully allocated, continue & post?” 

• Clicking Yes will post the item, leaving the un-applied balance as an unapplied adjustment. 
• Clicking No will return to the allocation form where you can continue to allocate the adjustment.

Vendor Change Approval

A new option has been added to Successware Platform for companies that want to require a second employee to confirm changes to vendors. This new, optional process forces any change to a vendor to be approved by a second employee who has the appropriate user permission.

This option is only recommended for our customers who require a second staff member to approve changes to vendor accounts.  This option will not allow anyone, even the owner of the company to make changes to vendors without approval from a second user.

Note- If you utilize this new option, no one at your company, or the Successware Support team will have the ability to make changes to vendors without another user approving those changes. Even if you disable this option, if any changes had been made while it was turned on, this option cannot be turned off until those changes are approved by a second user.

Enable Vendor Change Approval

1. From the Main Menu, select Setup, and click on Other.

2. Click the Edit link at the top of the page, and check the box for, "Enable Vendor Change Approval". Click Save at the bottom of the page.

3. In order for anyone to make changes to a vendor from this point on, they must have the appropriate user permission. Go to the Main Menu, select Setup, and click on User Management.  Select the User Roles tab and click Edit on a user role. 

4. From the Payables listing on the left side, select the box for "Approve Vendor Changes".  Now, anyone with this user role can approve changes to a vendor made by other users.

Approving Vendor Changes

Once a Successware user makes a change to a vendor, those will need to be approved by a second user.  To approve another user's change to a vendor, follow the steps below.

1. From the Main Menu, select Purchasing and click Payables Manager.

2. A column on the left side of the page will display an icon to note which vendors have been changed and are in need of approval.

3. From the Actions column on the right side of the page, click the ellipsis and select Vendor Details. 

4. Click the Review Changes button to see the changes.

5. Click on the Accept or Reject buttons at the bottom of the screen.

Vendor Credits and Refunds

When you post a negative receipt to return an item or items to a vendor, the system automatically creates an un-posted AP Credit Invoice.

If you have posted a Negative Receipt to represent the item returned the vendor and the vendor sends you a credit invoice which you can apply to your next payment, there is only one step necessary to record the invoice, post the Un-posted Vendor Credit Invoice to the vendor's account.

If the vendor refunds your payment by either issuing a check or cash, or crediting your credit card, you will post the invoice that was created by the receipt leaving a credit invoice as an open item in the vendor’s account.  When you record the actual refund you will allocate the refund to the credit transaction.

If you have not activated Inventory, you may also manually create a Negative Vendor Invoice without creating a negative receipt.

Recording a Vendor Credit Invoice

When you have returned parts to a vendor, or if you have received a Credit Invoice from a vendor, you can build a negative AP Invoice to represent the credit in the Vendor's Account History.  The credit will appear in the vendor’s account history as a separate item with a transaction type of CRM.  Once the credit invoice is recorded on the vendor's account, you then be able to:

• Select the credit item (along with invoices you must pay) when creating a payment to the vendor to reduce the net check you will send to the vendor by the amount of the credit.
• If the vendor issues you a cash, check or credit card refund, the refund can be allocated to Credit Invoice.

Accounts Payable Credit Invoices can be created or opened from the:

• Payables Manager - click New Invoice button.
• A Negative Receipt - an un-posted credit invoice will be created automatically when the negative receipt is posted. The existing credit invoice can then be found in the Un-posted Invoices view of the Payables Manager.

General Ledger Effects of Posting the Invoice:

The General Ledger effect of posting a Credit Invoice depend on whether or not you have activated Inventory in Successware.

• If Inventory has been activated and the Credit Invoice was created based on a previously posted Negative Receipt:
• Items that are marked as “valued” will credit pending payables and debit accounts payables.
• Items that are not marked as “valued” will debit accounts payable and credit the account that is assigned to the expense type associated with the line item.
• If Inventory has not been activated or the Credit Invoice is not based on inventoried items, the invoice will debit accounts payable and credit the account that is assigned to the expense type associated with the line item.

Recording a Vendor Refund

If you have paid a vendor and the vendor refunds your payment by either issuing a check or cash, or crediting your credit card, you will need to both record the refund you have received as well as create a Credit Invoice which reverses the original expenses related to the items you purchased. This Credit Invoice can be created manually or automatically created based upon a negative receipt (which can be used to remove the item from your inventory stock if you have inventory active). Once you post the Credit Invoice it will appear as an open credit item on the vendors account. When you record the actual refund you will allocate the refund to the credit transaction.

You will record the vendor refund in the Vendor Account History form.  You can enter the refund as cash, a check, or refund to your credit card.

To Record a Vendor Refund

1. Open the Payables Manager and locate the vendor account that issued the refund.
2. Find the account and click the more options ("...") button under the Actions column then select Vendor Account History.
3. Find the credit transaction you created and click the more options ("...") button under the Action column and select Refund.
4. Choose the account to which you wish to receive the refund.  

• If the refund is cash or a check you should receive it into the default receipt account (undeposited funds.)  
• If the refund is a credit to your credit card account, select the appropriate credit card account.
• If the refund is a direct credit to your bank account select the appropriate bank account.

Note: If you have selected Undeposited Funds be sure that the correct Refund By option is selected, either Cash or Check.

7. Enter the correct Check Number or Reference for the refund.
8. Enter or accept the date.
9. The lower half of the window displays open items for the vendor. If you selected a Credit item in the Vendor Account History before selecting the Refund button, that credit item will be selected. If the refund you received also covers other listed items select those credit items as well. The amount of the refund will be determined by the total of the outstanding credits that you select.

To select the items use:

Menu Option	Effect
Edit amount/discount	To make changes to the refund amount (i.e. partial refund) or the amount of the discount.
Tag/untag for payment	This option toggles.  If the item has been marked for payment it will un-mark it.  If the item has not been marked for payment, it will mark it.
Take discount	Use this option to take discounts on items that are past the discount due date.  The system will automatically take available discounts on items that are prior to the discount due date.

10. Confirm that the Amount of the refund is correct (it will be a negative number), then select Post to post the transaction.

• Refunds that were made by cash or check will appear in the un-deposited funds account where they can be reconciled and included in the appropriate deposit.  
• Refunds made to your credit card account will appear in the register for the account as an addition to the account balance.
• Refunds made as direct credits to a bank account will appear as a deposit in the register for that bank account.

Looking for a more interactive course on Purchasing & Payables? Check out our Learning Management System (LMS)! Our courses are available to all Successware users. If you don't have a sign-in for our LMS, contact us at [e-mail] for a free account.

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