Classic - Purchasing and Payables

Purchasing & Payables Overview

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

There are two ways you can access the Purchasing Manager screen.

They are:

Choose the Purchasing Manager button from the toolbar will open the Purchasing Manager.

-OR-

Select the icon, click the Purchasing button and another button labeled Purchasing will appear. Click that button as well.

After completing either process, you will be presented with the following screen.

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. The indicator bar at the top of the Purchasing Manager allows you to choose your display option. 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.

NOTE: Moving the mouse over the indicators will display the full name of the indicator.

Open - the Open indicator will list open purchase orders.

You will be able to limit the displayed purchase orders further by activating the following filter indicators.

You will also be able to search within the resulting purchase orders using the following search fields.
PO Date - the PO Date indicator will list purchase orders created within a specified date range

You will be able to limit the displayed purchase orders further by activating the following filter indicators.

You will also be able to search within the resulting purchase orders using the following search fields.
Search - the Search indicator will allow you to search for specific purchase orders.

You will be able to limit the displayed purchase orders further by activating the following filter indicators.

You will also be able to search within the resulting purchase orders using the following search fields.
Vendor Part - the Vendor Part indicator allows you to list parts along with primary and secondary vendor 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.

Additionally, you can import a vendor part list from this view.

Purchasing Manager Right-click Options

The right-click options of the Purchasing Manager include access to features, such as adding a purchase order or receipt, and provide an alternate means of accessing available filters.

Menu Option	Effect
New	Displays a sub-menu where you can select to add a - New PO, - New receipt for (the) selected PO, or - New miscellaneous receipt.
Open PO	Opens the selected purchase order.
Print PO	Prints the selected purchase order.
Preview PO	Displays the selected purchase order.
Report	Creates a grid report.
Open	Displays a sub-menu where you can select to open - Vendor details, - Vendor account history, or the - Purchase Order.
View	An optional way to select which Purchasing Manager view you wish to use.
Filters	An optional way to select the which filters you wish to use.

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. Additionally, when using the Purchasing Wizard, the process will be further automated by the fact that a primary vendor will already be identified for the parts.

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, however Successware also allow you to import vendor part information.

Creating a Vendor Part List

You can use the Vendor Part List import to:

Update the Price and List Price detail for PriceBook items that already have Vendor Part information.
Create New Vendor Part information for existing PriceBook items.
Create new PriceBook items with (or without) vendor part information.
Update existing PriceBook part information such as the description, UPC code and Manufacturer.

The process of using the vendor part list import in Successware involves:

Creating and saving a text file in a tab-delimited format that contains the required part information. If you have built the part list in Excel, simply perform a Save As and select Text (Tab Delimited) in the Save As Type drop down.
Importing the file through the Vendor Part screen of the Purchasing Manager.

Creating the Import File

The file that you create must contain specific columns of information. The columns that are required to be in place for the import will depend upon which elements of the three import options you wish to employ. The options listed above can be used in combination through a single import file.

Note: In order for the import to complete successfully, the column header names must match exactly as they are detailed below.

In the following column lists, required fields are listed in bold.

To Update Items with Existing Vendor Part Information

In order to update existing Vendor part information, the following fields must be present in the import file. If the VendorItemNo is found for the VendorNo, the Price (and ListPrice if included) will be updated for the vendor part item. If it is not found the import will fail for that line.

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)

Example File

VendorNo	VendorItemNo	Price	ListPrice
100066	9999520	6.04	6.50
100066	9999466	5.33	5.95
100066	E-06	9.75	10.95
100066	E-32	5.40	8.00

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.

Example File

VendorNo	VendorItemNo	Price	ListPrice	ItemNo
100066	9999520	6.04	6.50	TS9B
100066	9999466	5.33	5.95	TS4W
100066	E-06	9.75	10.95	RSPT
100066	E-32	5.40	8.00	PG980

In this example if the first listed item "TS9B" already had vendor part information, that information would be updated with a new Price and ListPrice. If the remaining items, had no existing vendor part information existing they would have the VendorNo, VendorItemNo, Price and ListPrice added to them.

To Create New or Update Existing PriceBook Items with Vendor Part Information

Before updating or adding any new Vendor Part information, the import will check to see if any of the rows have an X in the Add column. If found, Successware will attempt to add these items as PriceBook part items, using the specified ItemNo and Description.

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.

Note: Part Items can be added to the PriceBook via an import without attaching specific Vendor information to them. For more information see Importing Parts into the PriceBook.

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. When adding a part, this will become the Standard Cost of the Item.
ListPrice	List price for the item (Optional Column)
ItemNo	Corresponds to and must match an existing Part Item Number in the PriceBook. If the Item is being added to the PriceBook, the ItemNo must be unique to ALL items in the PriceBook (Parts, Labor, Misc, Tasks, Overhead)
Add	This column serves as a flag to either add or update a part item. If this column contains an "x", "yes" or "true", then Successware will create an item in the PriceBook for this line using the ItemNo and Description as well as any other values associated with the part. If the ItemNo is already in use, the item will not be added and the import for the line will fail.
Description	Corresponds to the Description field for the item in Successware. This field only required if the Add column is marked as "true".
When adding to new items to the PriceBook via the import you can assign them a status of counted, value or serialized through the import file. The import file can be used to assign different statuses to each item added. Through the import utility you will be able to mark ALL items as counted, valued or serialized. If you choose to not use these import fields or add the values through the import utility, the items will be marked as false in all three fields.
Counted	If this column contains an "x", "yes" or "true", then the item added to the PriceBook for this line will be marked as Counted.
Valued	If this column contains an "x", "yes" or "true", then the item added to the PriceBook for this line will be marked as Valued.
Serialized	If this column contains an "x", "yes" or "true", then the item added to the PriceBook for this line will be marked as Serialized.
Mfr	Corresponds to and must match an existing value in the Manufacturer reference table in Successware.
ModelNo	Allows you to identify the Manufacturer number or Model number of the part.
UPC	Allows you to identify the UPC code of the part being added.

Example File

VendorNo	VendorItemNo	Price	ListPrice	ItemNo	Add	Description	Counted	Valued	Serialized
100066	9999520	6.04	6.50	TS9B
100066	9999466	5.33	5.95	TS4W
100066	E-06	9.75	10.95	RSPT	x	3/8" Tube	x	x
100066	E-32	5.40	8.00	PG980	x	4" Valve	x	x

In this example the last 2 rows of the import files are both marked with an X in the Add column, therefore Successware will attempt to add the items to the part section of the PriceBook with an ItemNo, Description and Counted, Valued and Serialized status as listed. If successful, the items will be added to a new category called "Uncatagorized". From here you can drag them to the appropriate category and group. they will have the vendor part information attached to them as well.

If the ItemNo is already in use, the operation will fail. The PriceBook will not be added, and the vendor part information will not be added.

To Import PriceBook Part Items

Once you have built a Part List or Vendor Part List import file which contain the appropriate data you can import the file.

Open the Purchasing Manager and select the Vendor Part indicator at the top of the window.
Right click in the grid and select Import Vendor Part List
In the Open window navigate to the folder where you have saved the file you want to import
Select the file and click OK, Successware will open the Import Options

The Import Options Dialog offers you options for processing when importing vendor part lists. Based on the columns contained in your import file you will have the following options:

Update existing vendor part items—this is the basic operation and will always be available.
Create new vendor part items when necessary—this option will be available if you have included the ItemNo columns in your import file.
Create new PriceBook part items when necessary—this option will be available if you have included the Add, ItemNo, and Description columns in your import file. Note that any PriceBook part items created will be ‘uncategorized’. This means they will not be assigned to a category or group within your PriceBook. Within the PriceBook you can multi-select and drag the new parts into appropriate part groups. This will assign the related sale types, expense types, and pricing formulas to the new parts.
Update Existing PriceBook Items (Description, mfr, model no, upc)- This option will update existing PriceBook items with the detail you specify in the import.

When creating new PriceBook items, create them as…

The Counted, Valued and Serialized status identifies how the part items will be handled if inventory is activated.

Counted—, and you have not included the column ‘Counted’ in your import file, you can set this checkbox to control the value of ‘counted’ for Pricebook items created.
Valued—if you are adding new PriceBook part items, and you have not included the column ‘Valued’ in your import file, you can set this checkbox to control the value of ‘valued’ for Pricebook items created.
Serialized—if you are adding new PriceBook part items, and you have not included the column ‘Serialized’ in your import file, you can set this checkbox to control the value of ‘serialized’ for Pricebook items created.

When Processing a Part for a Vendor…

Make the vendor the ‘primary’ supplier for the part (bump current primary to secondary)
Make the vendor the ‘primary’ supplier for the part (replace the current primary).
Make the vendor the ‘secondary’ supplier for the part.
Do not make any supplier preference changes.
Select the appropriate import options and click OK. Successware will attempt to import the file.
Any new Parts that have been added to the PriceBook will be added to a new Category in the Part section called "Uncatagorized". From here, they can be dragged and dropped into the Category and Groups in which you want them to reside. When moved to the new Category and Group they will "inherit" the Sale and Expense Type as well as the pricing settings of the Category into which they are placed.

Reviewing Results and Fixing Failures

After importing, Successware will report on the number of rows that succeeded and failed, how many PriceBook items and/or vendor part items were created/updated and supplier preference changes made. The original text file will contain an Import_Status column after the import attempt. You can open the file and examine this field to determine which lines succeeded and which lines failed. The file will also contain an Import_StatusMessage column which will contain information/results for the row and any error messages.

Based on this information you can make adjustment to the import file and run the import again.

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 from 3 different screens:

Purchasing Manager - right-click and choose New PO, or press Insert,
Call Center - right-click on the job for which you want to create a PO and select Job Materials/Purchase--> New Purchase Order followed by New Purchase Orders
Job Form- Press the PO button and then select Job Materials/Purchases -->Purchase Order followed by New Purchase Order

To Create a Purchase Order

Open the New Purchase Order form from one of the three screens as described above.

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.

To add items to the purchase order, click into the item grid and press Insert (in order to add an item to the PO, it must already be in the PriceBook).
In the ItemNumber field search for the PriceBook item that you want to add to the purchase order.
Enter the Department that is ordering the part.
Enter the Quantity of the item that you want to order.
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.
Place an X in the tax (TX) field if you will pay tax on 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.
Press Enter to save the item or Insert to add another.
If the purchase order is for items that have already been ordered, click the Update status button 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.
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:

PriceBook- Open an item in the Pricebook, right click on the item and choose Vendor for Item.
Purchase Order, Receipt or AP Invoice- Right click on an item while the item is in edit mode and select Item PO History (or press Ctrl+H)
The Purchasing Wizard- From the Item List that is generated in the Purchasing Wizard, you can edit an item in the list and in the Source Vendor field, select the drop down arrow to access the Purchase History

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.

For further in formation see Adding a Primary and Secondary Vendor for an Item in the PriceBook section.

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

Open the partially received Purchase Order.
Right Click on the indicator bar at the top of the Purchase Order.
Select Close PO.

The Purchase Order will be marked as Closed.

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 Network Information

You will first need to obtain the following information from your internet/email provider, oryou can check the account configuration in your existing email software.

The name of your outgoing (SMTP) email server
The TCP/IP port for outgoing mail (usually it is port 25)
A valid email account as a return address
Whether the email server requires authentication
A valid email account user ID, and password if required by the email server

Required Vendor Information

You will also need to obtain the following information from each of your vendors that will accept/process email purchase order 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 must send your email purchase orders in order for the vendor to properly receive and process the order.
Your account number with the vendor. A alpha-numeric code up to 20 characters in length that uniquely identifies you to your 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 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.

Note: If you are already using email paging, you will not need to perform email setup. The existing settings will be used for eOrdering as well.

To eOrder a Purchase Order:

Open the Purchase Order that is to be submitted.
Right click on the Purchase Order (anywhere except on the grid) and select Submit eOrder. This will display the eOrder form.

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.)
- SEND EORDERS 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.
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 ok, the purchase order information entered here will be saved and used by default for subsequent eOrders for this vendor.
If you have not yet completed your Email Setup, do so now by clicking the Setup button (see Email Setup below).
Click Ok to submit the eOrder with the information as entered. The Purchase Order will be marked as Ordered.

Email Setup

The Email Setup used for eOrders is the same setup for Email Paging. If you use Email Paging, this will already be set up. If you use Successware on the ASP (as opposed to on your own network) the Email Setup will be pre-configured for you and you will not have access to it. If you run Successware on your own network, and you have not set up Email Paging, then you will need to complete your Email Setup.

From the eOrdering form, click the Setup button. This will open the Email Setup window.

You need to fill in the following fields. Once they are entered they will be saved and not need to be set again.

E-mail Server: Enter address of your email server (e.g., mail.successinc.com)
E-Mail Port: Enter the number of the port that your email server listens uses. This is normally port 25. If you are uncertain, leave this at 25.
USE AUTHENTICATION: If your email server requires authentication, check this box and enter a valid user name and password.
E-MAIL USER ID: If you checked the Use Authentication box, then enter a valid user name for your email server.
PASSWORD: If you checked the Use Authentication box, then enter a valid password for your user name.

Click the Test button to test the connection to your email server using the information you provided. If the connection fails, you will need to verify the information that you have entered. To do this, check with the administrator or provider of your email service.
Click OK to accept your Email setup.

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:

Purchasing Manager - right-click and choose New PO, or press Insert,
Call Center - right-click on the job for which you want to create a PO and select Job Materials/Purchases--> New Purchase Order followed by New Purchase Orders
Job Form- Press the PO button and then select Job Materials/Purchases -->Purchase Order followed by New Purchase Order

To Create A Negative Purchase Order

Open a New Purchase Order
We recommended that you modify the Purchase Order Number that has been created to begin with "CR" so that they will the negative POs will be easier to identify.
Enter the Date of the PO

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.

Enter the Warehouse number from which the items will be returned
If the item was originally purchased for a job and was received in a warehouse you will enter the job number in the Job No

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.
You can select the tech requesting the return in the Requested By field.
Choose the Vendor to whom the parts will be returned or from whom the credit is expected in the Vendor No field.
Tab to the Description field and enter information about the return or expected credit if necessary.
To add items to the negative purchase order, click into the item grid and press Insert (in order to add an item to the PO, it must already be in the PriceBook).
In the ItemNumber field search for the PriceBook item that you want to add to the negative purchase order.
Enter the Department that will get credit for the return.
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.
The WarehouseNo and Job No fields will default to the values that were selected for the purchase order.
Place an X in the tax (TX) field if you 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.
Press Enter to save the item or Insert to add another.
If the items have already been returned to the vendor and you are awaiting your credit or refund, you can click the Update Status button to mark the Negative PO as 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.

You can create inventory or purchase order receipts using any one of the following methods:

From and existing Purchase Order - Open the Purchase Order, click the Receipts/Invoices, then select New Receipt. The Receipt will be populated with the line items listed on the Purchase Order.
From the Purchasing Manager - right-click on an existing PO, then select New and then New Receipt for Selected PO. The Receipt will be populated with the line items listed on the Purchase Order.
You can create a Miscellaneous Receipt (one that is not based on an existing PO), by:
Right clicking in the background of the Purchasing Manager and selecting New, then New Miscellaneous Receipt
Right click in the Receipts area at the bottom of the Open view of the Purchasing Manager you can select New Miscellaneous Receipt
By pressing the Receipt button in the Inventory Manager

Creating a Receipt

Open the receipt using one of the above mentioned methods. The receipt will open with information from the purchase order. The quantities received will default to the quantities ordered. These can be changed.
If any of the line items on the receipt have not been fully delivered, select the line and press Enter.
The expected quantity (ExpQty) will equal the quantity ordered, enter the actual number received in the received quantity (Rcvd Qty) field.
If you are canceling the remaining items enter the remaining quantity in the cancelled quantity (Cncl’d Qty) field. If you do not cancel any of the remaining items, the remaining quantity will automatically be entered in the back ordered quantity (BO’d Qty) field.

NOTE: The back ordered items quantity will default as the expected quantity (Exp Qty) on the next receipt that you open for this purchase order.

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.

General Ledger Activity for Posting a Receipt

If you have Inventory activated and items listed on the receipt are marked as valued in the PriceBook, General Ledger entries are created when you post a receipt. To review the General Ledger activity, right-click on the posted receipt and select General Ledger Review.

In this case, the Inventory Account has been debited by $95.58 and the Pending Payables account has been credited $95.58. Pending Payables is affected, not Accounts Payables, because this is not an invoice. Once the associated invoice is posted, Pending Payables will be debited and Accounts Payable will be credited.

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.

Open the receipt on which you want to split distribution.
Right-click on the line item you wish to split and choose Split.
Click on the line and press Enter to place it in edit mode.
Enter a quantity, and then the job number, warehouse or department that you want to assign that quantity to.
Press Enter to save the line. If all items were not distributed, the window will notify you that the quantities are out of balance.
Continue to add new lines by pressing Enter and distribute the quantity.
When the quantity has been fully distributed, the screen will send a notification to indicate that the Quantities are balanced.

Receiving Serialized Items

If you order items on a purchase order that have been marked as serialized in the PriceBook and inventory has been activated, the serial numbers must be entered when the items are received.

In the receipt, right-click on the serialized item and select Split.
In the Split window, enter the first serial number in the SerialNumber.

Continue to press Enter to add new lines until all serial numbers have been entered.
Continue to add all serial numbers until the screen signifies 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.

From the Purchasing Manager, right-click and select New, and then New miscellaneous receipt. A blank New Receipt screen will open.

Choose the vendor from the vendor drop-down list.
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.
Enter a received date and warehouse.
In the item grid, press Enter to add items and the quantity received.
Press Enter to save the lines.
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 and 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 - right-click on an existing Negative Purchase Order, then select New and then New Receipt for Selected PO. The Receipt will be populated with the line items listed on the Negative Purchase Order.
You can create a Miscellaneous Receipt (one that is not based on an existing PO), by:
Right clicking in the background of the Purchasing Manager and selecting New, then New Miscellaneous Receipt
Right click in the Receipts area at the bottom of the Open view of the Purchasing Manager you can select New Miscellaneous Receipt
By pressing the Receipt button in the Inventory Manager

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

Open the Negative Receipt using any of the methods listed above.
Choose the Vendor from the vendor drop-down list.
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.
Enter a Received Date (This will serve as a "Returned Date" and choose the Warehouse from which you are removing the item.
In the item grid, press Ins 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.
Press Enter to save the lines.
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

Purchasing Wizard Introduction

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 will consists of:

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

The Purchasing Wizard Window

The Purchasing Wizard is accessed from the Purchase Order Manager.

To Open the Purchasing Wizard:

Open the Purchase Order manager.
Right click in the list area of the Purchase Order manager and select Purchasing Wizard (or press Ctrl+W)

Purchasing Wizard Filters

The Purchasing Wizard contains two filter indicators that allow you to limit the displayed results in the window. Activate the filters by clicking the appropriate indicator.

Filter Indicator	Displayed Result
New Lists	This filter 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 filter will display lists that have been saved as a template.

Purchasing Wizard Control Menu Options

Right clicking in the Purchasing Wizard will make the following options available.

Control Menu Option	Function
New	Creates a new Item list
Open	Opens the selected item list or template
Delete	Deletes the selected item list or template.
Properties	Opens the properties window for a selected Item List. The Properties window allows changes to be made in regards to where Items will be shipped as well as what department and or job is making the purchase.
Filter	Allows you to filter based upon open lists or templates.
Close	Closes the Purchasing Wizard

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

Right click in the Purchasing Wizard and select New (or press Insert).
Click Yes to confirm that you want to create a new list from scratch.
In the Item List Properties Window, select Restock and click the Next button
In the left panel of the Restock List Properties window, select the warehouses that you want to restock
In the right panel 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.

Note: You can control whether to restock when you reach or fall below the minimum on-hand quantity on the Module Configuration tab of Company Setup.

Usage History- A restock list will be created based upon inventory transactions that have been posted during the defined date range.

Click Next
Choose the department that will be listed on the purchase order
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.

Enter a list description or accept the default.
Click Next
Use the drop down arrow to choose whether to ship-to a specific warehouse or to the company address.

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 price book. Simple lists can also be saved as item list templates

Right click in the Purchasing Wizard and select New (or press Insert).
Click Yes to confirm that you want to create a new list from scratch.
In the Item List Properties Window, select Simple and click the Next button
If you want to build an item list based upon the detail line items if specific tasks in your PriceBook than select the Build List from Task Items

Note: Simple lists not based upon task detail will need to populated manually using item search.

Click Add to bring up the item search form and add all tasks for which you want to create a purchase order.
Once all tasks are selected click OK.
Click Next to continue.
Choose a ship to address.
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).

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

Open a simple list to display the item list.

Note: If you are in the process of building a list using the Purchasing Wizard, the item list is displayed after you have competed the Wizard screens and pressed finished.

Right click in the list and select Save as Template

Press Enter to confirm creating a template.

The Template is now available by applying the Templates filter from the main Purchasing Wizard window.

Creating an Item List based upon a template

Open the Purchasing Wizard and select the Templates filter indicator.

Select the template from which you want to create the item list and press Insert
Click Yes to confirm creating a new list.
Edit the list as necessary and create POs as you normally would.

To replace an existing template

Create a new list based on the template,
Save the new list as a template,
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. Select ‘Create POs’ 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.

After the PO has been created, the line items listed will appear with a red line through them to indicate that they have been added to a purchase order.

Note: The Purchase order is now available to process through the Purchasing Manager.

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’.
From the Vendor for Item window, review purchase history for each part in the item list.
Monitor and review current quantities in stock in each warehouse and review currently open purchase orders for each item.
Modify the Item List Properties
Save the list for completion at a later time.
Save the list as a template. Once saved as a template, the list is close and cannot be modified. It can only be used to create new lists.

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. These features can be accessed using the buttons located at the bottom of the manager, or by using the right-click options.

Opening the Payables Manager

There are two ways you can access the Purchasing Manager screen.

They are:

Choose the Payables Manager button from the toolbar will open the Payables Manager.

-OR-

Select the icon, click the Purchasing button and another button labeled Payables will appear. Click that button as well.

After completing either process you will be presented with the following screen.

Finding Information in the Payables Manager

When you display information in the Payables Manager, you have 4 display options. 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. Use a combination of the display options, filters and selection fields to display the desired list of accounts or invoices.

NOTE: Moving the mouse over the indicators will display the full name of the indicator.

Accounts - select the Accounts indicator to list vendor accounts

The following filters will be available to you to allow you to further limit the displayed accounts.

The following search fields can be used to find particular vendors within the filtered results.
Posted - select the Posted indicator to list posted transactions.

When displaying posted transactions, the following filter indicators will be available to allow you to further limit the displayed results.

The following search fields can be used to search within the list of posted invoices.
Un-posted Invoices - use the Un-posted Inv indicator to list un-posted invoices

The following filters indicators will be available to allow you to further limit the displayed un-posted invoices.

The following search fields can be used to search within the displayed un-posted invoices.
Recurring Invoices - select the Recurring Inv indicator to list recurring invoice templates.

The following filter will allow you to display only cancelled recurring invoice templates.

The following search fields can be used to search within the displayed recurring invoice templates.

NOTE: The default view of the Payables Manager is the Unposted Inv view. 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 Right-click Options

Depending on the display option you have selected, the right-click options of the Payables Manager change. These options include access to features, such as adding a vendor or invoice. Another way to access these features is by selecting filters or keystrokes. These options are as follows:

Accounts View

Menu Option	Effect
Open history	Opens the Vendor Account History form.
Open detail	Opens the Vendor Account Detail 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 Transactions View

Menu Option	Effect
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.

Un-posted (invoices) View

Menu Option	Effect
Open invoice	Opens the selected invoice.
Reconcile Pending Payables	Opens the General Ledger Pending Payables Reconciliation utility.

Recurring (invoices) View

Menu Option	Effect
Open recurring template	Opens the selected recurring invoice template.
New template	Adds a recurring invoice template.

All Views contain the following right-click options

Menu Option	Effect
New Invoice	Adds an invoice.
New Vendor	Adds a vendor.
Payables	Generates a batch of vendor payments (checks).
Report	To create a grid report.
Open	Displays a sub-menu where you can select to open Vendor details or Vendor account history.
Close	Closes the Payables Manager.
View	An optional way to select which view you wish to use for the Payables Manager.
Filters	An optional way to select the items to include in the display.

Adding a Vendor

Vendors can be added to the system either from the Reference Library or directly from the Payables Manager. There are 3 ways to add a vendor from the Payables Manager.

They are:

Click New Vendor,
Right-click and select New Vendor, or
Press Ctrl+Insert.

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.

Click Save to save the new vendor or Undo 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, select it from the list and press Enter. The existing vendor will be opened in edit mode.

To Edit an Existing Vendor

Locate the vendor account in the Payables Manager Accounts
Highlight the vendor
Right-click to select Open and then Vendor details. (You can also press F3 from any screen in which the vendor is active, i.e., from an invoice or purchase order for the vendor).

The Vendor Account Detail will open.

Click Edit Acct.
Make any necessary changes.
Click Save to save the changes.

Opening a Vendor Account History

Locate the vendor account in the Payables Manager Accounts
Highlight the vendor
Right-click to select Open history or press Enter.

The Vendor Account History will open.

Note: The Vendor Account History screen can be opened by selecting any vendor related transaction and pressing F4.

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:

Access the Vendor Account History form from the Payables Manager form by highlighting the correct account, and double-clicking or press Enter.
Select the red Age button located at the top of the form, or right-click and select Age Account (ALT+A).
In the pop-up calendar, highlight the date to which you want to age the account and press Enter or double-click on the date. 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.

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

To Age All Accounts Through the Payables Manager:

Select the Payables Manager from the toolbar.
Right-click 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:

Access the Vendor Account History form by selecting the desired account from the Payables Manager.
Highlight the item for which you want to view allocations and press Enter, or right-click on the item and select Allocations.
From the Allocations to/from… form you can highlight an item and right click to:

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. -
Update Payables balance recalculates the Vendor Account's balance to match the transactions. -

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:

Purchase Order - click Receipts/Invoices and select New Invoice.
Payables Manager - click New Invoice or press
Receipt - an un-posted invoice will be created automatically when the receipt is posted.
Call Center - Right click on a call in the Call Center and point to Materials/Purchasing, then select Vendor Invoices
The Job Form- Right click, select Job Materials/Purchases and then select Vendor Invoices, New Vendor Invoice.

If an Accounts Payable invoice is created from a purchase order or a receipt, the items on the purchase order or receipt will default as the line items on the invoice.

If you are creating an accounts payable invoice from scratch the line items will need to be added.

Creating an Accounts Payable Invoice

Open the Invoice.
Choose a vendor from the Vendor drop down list
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.
If the Invoice is a purchase of items for a specific job you can enter or select the job from the Job No. 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, if the job you are posting the invoice for is already closed, you can manually key the job number into the field.)

Enter the Invoice Date. The Due date will default based upon the terms of the vendor.
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.
If you need to add items to the invoice, click in the item detail area and press Insert.
Add line items to the invoice by using the standard search method or by entering the Item Number of the item you are purchasing.
Tab to the Department field and select the department that is purchasing the item. (this is the department that will charged with the expense of the purchase at the General Ledger level if applicable).
Tab to the Quantity field and enter the number of items being purchased.
Tab to the Description field to modify the description of the item if necessary.
If the invoice item is being specifically purchased for a job, tab to 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.
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).
Tab to the Unit Cost and modify the price if necessary.
If the item that you are adding to the invoice is eligible to receive a discount be sure that an X appears in the Dsc An X will appear in this column by default and will have no effect on the invoice total if discount information is not applied in the Discount area of the invoice.
If the Item you are purchasing is taxable, be sure to place an X in the Tx If you mark the first item on the invoice as taxable, any additional items added will have the Tx column marked automatically. Tax will be applied using the tax rate identified when setting up the selected vendor or as defined in the Tax % field at the bottom of the invoice.
Press Enter to save the line item.
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.
Post the Invoice when finished.

Note: If you plan to create another invoice for the currently selected vendor, you can use the New button at the bottom of the Vendor Invoice form to close the existing invoice and create a new invoice for the same vendor.

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

Press Ctrl+S, or right-click and select Split on the item. This will open the Item Distribution
Press Enter on the listed line item to place it in edit mode and identify the quantity, department or department for a material line item or the department and percentage for an overhead item. Press Enter again to save the item.
Press Insert 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.
Once you have Click the X in the upper right hand corner of the Item Distribution box to save and close.

Applying Discounts to a Vendor Invoice

If you are eligible to apply a discount to an invoice that you have received from a vendor, the discount information must be recorded on the AP invoice before it is posted. The discount total, along with your payment will be used to satisfy the total balance of the invoice. At the time you generate a payment to pay the opne invoice, the discount total will be posted in the General Ledger to the Default Account you assigned to Payables Discounts Taken when setting up Default Accounts during General Ledger Setup.

When the invoice is paid, the discount amount will automatically be subtracted from the total of the payment. If the discount has a cut off date associated with it (a Discount Date) then Successware will only automatically apply the discount to the payment if the date of the payment is on or before the discount cutoff date. In this situation, you can, while preparing your payment and selecting which invoices you plan to pay, you can right click on any open items which are past the discount cutoff date and select Take Discount to take the discount manually.

To Apply Discounts on a Vendor Invoice

Create your AP Invoice through the normal methods
When adding line items that are eligible to receive a discount, be sure to put an X in the Dsc column. This field is populated by default, so more likely you will only have to REMOVE the X from items that are NOT eligible to receive a discount, such as shipping charges.
If you have set up the vendor with a discount as part of their Payment Terms, the discount as well as the discount cutoff date will automatically be calculated and displayed at the bottom of the invoice, otherwise you can manually add the discount information. If necessary you can modify the Percentage, Dollar Amount or Discount Date.
Post the Invoice once you are finished.

Note: When setting up your Payment Terms, you can determine whether the discount should be applied to the pre-tax or after-tax total of the discountable line items.

Paying from the Invoice

Click Apply Pmts 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.

After completing the invoice line item information, but prior to posting the invoice, click Apply Pmts located at the bottom of the invoice.
The Invoice Date and Due Dates will default from the invoice.
Use the drop-down menu to select the Register Account from which you are paying the invoice.
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).
The Amount will default to the invoice balance. Change the amount if necessary.
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.
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.
Click Save changes to save the payment and return to the invoice.
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 Pmts 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

Pending Payables

The Pending Payables (or Accounts Payable – Accrued) account in the General Ledger should reflect inventory items that you have received, but for which you have not received the vendor’s invoice.

Why do these items post to the Pending Payables account?

When you post an Inventory receipt, the system does two things; 1) Creates an un-posted accounts payable invoice for the actual items you received, 2) Posts to the inventory asset account for counted/valued items that are received into a warehouse.
When the system posts the inventory items to the asset account, it posts the offsetting entry to the pending payables account (indicating that you have the items and are anticipating an invoice from the vendor).
Since the system creates the un-posted invoice based on what items you received, it is easy to match up the vendor’s invoice for accuracy.

How do I remove these items from Pending Payables?

When you receive the Vendor’s invoice, you will open the un-posted invoice that was created, make any necessary additions or corrections, and post it. When you post the invoice, the system will debit the Pending Payables account and credit Accounts Payable.

How can I reconcile my Pending Payables account?

Successware includes a utility to assist you in reconciling the Pending Payables account. To run the utility:
1. Open the Payables Manager.
2. The default view is the Unposted Invoices view. If you are not in that view, select the filter indicator located at the top of the Payables Manager to move to that view.
3. Right-click in the item detail grid and select Reconcile pending payables.
4. The system will display a window comparing the GL balance to the Payables Manager balance and will indicate if there is a discrepancy.
5. If there is a discrepancy, you will be instructed to select Next for more detail.
6. The system starts with the current date and works backward to determine what date or dates there are discrepancies. You will be instructed to run transaction reports for that date to determine the cause of the discrepancy.

7. Open the Report Gallery and run the GL Transaction report for the date (in our example 3/14/02 – 3/14/02) for the general ledger account you are using for Pending Payables only. Sort the report by Reference.
8. Run the A/P Pending Payables Transaction report for the same date. Sort the report by Receipt #.
9. The two reports should sort in the same order so that you can compare items to determine the discrepancy.

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:

Create the vendor invoice template, and
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 Cancelled filter 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, right-click in the gray area of the form and select Make recurring. (When using this option you can skip to step 7 below.)

To Create a Recurring AP Invoice Template

Open the Recurring Vendor Invoice Template.
Choose the vendor from the drop-down list.
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)
Click into the grid area and press Insert to add a new line.
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.
Press Enter to save the item.
For an overhead expense item, you can split the divide the expense of the overhead item amongst departments. To do so, right-click on the line item and choose split. Then create your percentage allocations. Close the Item Distribution form using the X in its upper right corner.
Press the Recurring setup button to establish the frequency and schedule of the recurring invoice.
In the Recurring Invoice Setup window, choose whether the recurrence is Open-Ended or is for a Limited Term. If you select Limited Term be sure to identify the Total # of Payments required..
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.

Tab to the Next Due (actual) 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.
If you have changed the date in the Next Due (actual) field the Create When Next Due checkbox will be cleared automatically. After the first invoice using the template is created the checkmark will automatically be returned and the recurrence pattern of the invoice will begin as defined.
Note: The Canceled checkbox allows you to tell Successware that you no longer wish to show invoices due based upon the template.
Click Save.
Close the template.

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

Select the Recurring Inv view in the Payables Manager. All recurring invoice templates will display.
Select the template for which you want to create an invoice and press Enter to open it or right click on the template and select Open Recurring Template.
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.

Make any necessary changes to the line item(s) on the invoice. This may include editing the cost.
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.
Post the invoice.

Paying Your Bills

There are five methods that you can use to pay a vendor.

You can choose to pay a single vendor,
You can pay multiple vendors in a batch,
You can record payments on individual Accounts Payable invoices
You can make a miscellaneous payment to a vendor that is not related to an invoice.
You can pay a vendor with a Credit Card

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, or to pay by miscellaneous checks (which will be covered later in this lesson).

Open the Payables Manager and display the Accounts
Select the account to which you want to make a payment.
Click Payment at the bottom of the Payables Manager.

The Make payment window will open.

Choose the account from which you want to make the payment.
Be sure that Vendor payment is selected.
Select whether you are paying by check or debit.
If by check, either confirm or enter the check number
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.

Select each item you intend to pay and use the appropriate keystrokes or right-click options:

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. The keystroke for this option is Enter.
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. The keystroke for this option is Spacebar.
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. The keystroke for this option is Ctrl+D.

Items that will be paid with this check will be preceded by a red checkmark.

To post the check without printing (for instance, to record a handwritten check), click Post.
To print the check, click Print. The system will post the payment once the check has printed successfully.
You will be prompted as to whether the checks printed successfully or not.
If Yes, Successware will post the payments.
If No, you will be asked whether to void the check or try to reprint.

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.

Click Pay Bills from the Payables Manager and select the Payables option or right-click and select Payables.

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.
Choose the account from which you want to write the checks.
Use the appropriate keystrokes or right-click options in the open item grid to select items you wish to pay. 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. The keystroke for this option is Enter.
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. The keystroke for this option is Spacebar.
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. The keystroke for this option is Ctrl+D.
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. The keystroke for this option is Ctrl+A.
Report	Use this option to print the grid report.
Untag all	Use this option to un-mark all items that have been tagged for payment. The keystroke for this option is Ctrl+U.
Checks	Opens the check queue.
Close	To close the pay bills screen. Keystroke is Esc.

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.

Verify that the Check date and Starting check no (number). is correct.
To post the checks without printing (for instance to record handwritten checks), move to the last check in the list and press the Spacebar or right-click and select Mark void/reprint/ok. The system will prompt “Mark prior checks print ok?”. Click Yes and then click Post.
To print the checks, click Print. The system will print the checks and prompt you to verify that they all printed correctly.

If all checks printed ok, click Yes. The system will post the checks and update the vendor accounts.
If all checks did not print ok, click No. The system will display the message “Checks can be marked as printed ok (to-post), printed bad (to-void), or not printed (to-print). Mark checks and post before reprint”. Select OK.

The system will return to the Check Queue where you will mark each check with the appropriate option. Right-click and select Mark void/reprint/ok or use the Spacebar to toggle through the options.

Indicates that the check printed ok and is ready to post.

Indicates that the check is to be voided.

No symbol in front of the check indicates that the check has not been printed.

If you have marked all checks to void but wish to reprint them using the same check numbers (for instance, they printed on paper and you still have the blank checks) mark the first check for reprint. The system will prompt “Mark remaining checks for reprint?”. Click Yes, then print the checks again.

Making Payments Using Your Credit Card Account

Credit card register accounts can be used when making either vendor or miscellaneous 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.

You can also process miscellaneous payments from the Account Register that will be applied against the Credit Card account.

To Pay an AP Invoice Using a Credit Card Account

Complete the Account Payable invoice as you normally would
After adding all items to the invoice, select the Apply Payments button at the bottom of the invoice (or press the letter P on the keyboard).
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
Tab to the Amount field to automatically fill in the amount of the payment based upon the total of the Invoice.
Enter a reference in the Reference (You may choose to enter the credit authorization number or the transaction date.)
Select Save Changes
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.

To Make a Miscellaneous Payment Using a Credit Card Account

Open the Account Register
Use the Select an Account drop down list to select the Credit Card from which you want to make a miscellaneous payment.
Click the Payment button at the bottom of the Account Register (or press Alt+2)
Tab to the Description field of the Make Payment form and type a description of the transaction. This will display in the transaction view of the credit card account.
Complete the Pay To, Reference, Date and Amount fields of the Make Payment
Choose and adjustment code (or codes) for the payment.
Post the Payment

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

Open the Payables Manager
Click the Pay Bills button at the bottom of the window and select the Credit Card option

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 OutstandingPmts column.

Use the appropriate keystrokes or right-click options in the open item grid to select items you wish to pay.

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. The keystroke for this option is Enter.
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. The keystroke for this option is Spacebar.
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. The keystroke for this option is Ctrl+A.
Untag all	Use this option to un-mark all items that have been tagged for payment. The keystroke for this option is Ctrl+U.
Report	Use this option to print the grid report.
Checks	Opens the check queue.
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.

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

Remittance Reports

There may be situations when you are paying a vendor for so many individual invoices, that the list of remittances will not fit in the remittance area of the check stub. Successware allows for the printing of a separate remittance report in this circumstance so that you do not waste pre-printed check forms.

Enabling Remittance Report Generation

In order to have Successware generate remittance reports, you must mark that option in the Company Setup.

Click the icon.
Click on Setup and select Company.
Click on the Invoices/Statements/Account Register
In the lower left hand corner, be sure that Use remittance reports? is selected.

(If it is not, click Edit, check the box, and then click Save.)

Printing a Remittance Report

Print your checks as you normally would.
If there are checks that contain more remittances than can be listed on the stub, you will be prompted that the check requires a remittance report.

Click Yes to print the report. (If you select no, you can got to the Account Register, right click on the check itself and choose to print the check remittance report.)
In the print dialog box that opens, choose the printer you wish to print to and click OK.

NOTE: If you do not choose the option of printing remittance reports through setup, when printing checks, Successware will void the next check number and continue the remittance listing on the next stub. It will continue to void each check number until all remittances have been listed.

Check Print Formatting and Alignment

When printing your checks, Successware supports three different check layouts and allows for user-defined check alignment. Changes made to the check layout and alignment will be saved on the workstation where the changes have been made.

Available Check Layouts

Successware has three available check layouts:

Format A (Format D is the same as Format A with the Payee Name and Address raised slightly)

Format B

Format C

This format is consistent with QuickBooks checks #167653 10/01.

Setting Check Layout and Alignment

After you have cleared items to be paid and are ready to print the checks, click on the Print Alignment button in the Checks.

In the Page Size window, choose the layout of the check by selecting a check format from the Check Format drop down list.
If your check forms contain a second stub, select Second Stub?.
If you always want to use the default printer settings when printing checks (Default printer, 8.5/11 paper), select Use Default Printer Settings, if you want to be given the option to change printer settings each time you print a check, select Use Printer Dialog.
Use the arrows on the individual check sections to position the sections the way that they appear on your check forms.

NOTE: Once an arrow on a section of the check from is selected, you can use the arrow keys on the keyboard to reposition.

Use the following buttons to:

Click the Tool button at the bottom of the window to open the Printer dialog box use custom printer settings.
Click the Printer button to print a test page that displays the changes you have made to the check layout and alignment.
Click the Adjust button to restore the check print settings to the Successware default.

Click Save to save the changes to the check layout and alignment.

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 adjustments to change you 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 Negative AP Invoice instead of using an AP Adjustment.

To Enter a Vendor Adjustment

Locate the vendor account in the Payables Manager.
Right-click on the account and select Open History or click Enter to open the 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.

Click Adjust located at the bottom of the Vendor Account History You can also right-click and select Adjust, or press Alt+2.

The A/P Adjustment form will open.

Use the mouse or spacebar to mark the radio button to indicate how you want to apply the adjustment.

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.)

Use the mouse or spacebar to 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.
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.

Use the mouse or spacebar to select 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.

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.

Select an item and press the following keys to perform the allocation

Keystroke	Effect
Enter	Auto apply this item. If the unapplied balance is greater than the item’s balance, pressing Enter will fully “pay” the item. If the unapplied balance is less than the item’s balance, pressing Enter will apply the full un-applied amount to the item.
Alt+Enter	Manually allocate. Alt+Enter will place the line item in edit mode where you can enter the amount you wish to apply to the item in the Allocate column.
Del	Clear the allocation. If an incorrect amount is in the Allocate column for the item, clear the allocation and either automatically or manually allocate the item again.
Ctrl+End	Auto apply the remaining balance. The system will automatically allocate the un-applied balance starting with the oldest item.

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 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:

Purchase Order - click Receipts/Invoices and select New Invoice.
Payables Manager - click New Invoice or press
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.
Call Center - Right click on a call in the Call Center and point to Materials/Purchasing, then select Vendor Invoices. From here you can create new or open existing, job-related, un-posted credit invoices.
The Job Form- Right click, select Job Materials/Purchases and then select Vendor Invoices. From here you can create new or open existing, job-related, un-posted credit invoices.

To Post A Credit Invoice

Open an existing, un-posted Credit Invoice from the Un-posted Invoices view of the Payables Manager (Credit Invoices will appear with a negative TotalAmount in the list) or create a new Vendor invoice using one of the methods listed above.
If you have created a Negative PO for the selected vendor that you have not yet recorded a receipt for, you can select the PO from the PO # field to create the Credit Invoice directly. The Credit Invoice will be populated with the line items from the Negative PO
If you are not using inventory and want to track that you will have received a credit for items purchased for a specific job, you can include the Job Number in the Job No
If you are using Inventory and the items represented on the credit were 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 manually deleted.
Enter the Credit Invoice date. The Due Date will default based upon your terms with the vendor.
Enter a unique Credit Invoice Number
If you have opened an un-posted invoice that was created based on a posted negative receipt, the line items on the Credit Invoice will automatically be populated with the line items from the negative receipt. If you are creating the credit invoice from scratch, press Insert to add line items to the invoice for which you are receiving credit. When adding items be sure to use a negative value in the Qty
If you have already received a refund from the vendor and want to post the refund as part of the Credit Invoice, you can click the Apply Payment If you will be applying the Credit Invoice to future payments to the vendor or are still awaiting a vendor refund, do not record a payment.

If you received a cash or check refund- Choose your Undeposited Funds account from the Register Account field and record the payment information
If you received a direct credit to your bank account- Choose the bank account from the Register Account field (Bank Credit will be selected by default as the Pay By) and record the payment information.
If the refund was applied directly to your credit card- Select the credit card account from the Register Account filed (Credit Card will be selected by default as the Pay By) and record the rest of the payment information.

If you are posting a credit that will be given to you (or that a refund will be applied against) which will have its total reduced by the amount of a discount that you took related to the original purchase, you can apply the discount to the Credit Invoice as well. Move to the discount field near the bottom of the invoice. The discount percentage and amount can be edited if necessary. The invoice will be posted at its full value as a reduction of expense and as an AP Credit, however when the credit is applied or a refund from the vendor is allocated to the credit the credit or refund will be equal to the AFTER discount amount of the credit invoice.
Post the Invoice when finished. If the Credit Invoice contains a discount you will be prompted to confirm that you want the Credit Invoice to include the discount. If the discount should not be included, choose NO, then remove the discount and Re-Post the Credit Invoice

The transaction will appear on the vendor’s account history as a transaction type CRM.

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

Open the Payables Manager and locate the vendor account that issued the refund.
Highlight the account and right-click to select Open Account, or press F4 to open the Vendor Account History
Highlight the credit transaction you created and select Refund (you can also right-click and select Refund or press Alt+3) to open the Vendor Refund
If the vendor doesn't have a credit balance the system will display the following message
Select Yes to continue.
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.

Enter the correct Check Number or Reference for the refund.
Enter or accept the date.
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 the appropriate keystrokes or right-click options:

Menu Option	Effect
Edit amount/discount	To make changes to the refund amount (i.e. partial refund) or the amount of the discount. The keystroke for this option is Enter.
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. The keystroke for this option is Spacebar.
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. The keystroke for this option is Ctrl+D.

Items that will be refunded with this transaction will be preceded by a red checkmark.

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 Accounts Payable? 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 training@successware.com for a free account.

https://successwaretraining.com/myinfo/

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