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Accounts Payable
Table of Contents
ACRONYMS...................................................................................................................................... 4 INTRODUCTION ............................................................................................................................... 5 ACCOUNTS PAYABLE ........................................................................................................................ 5 BILLS REGISTRATION .................................................................................................................... 6 ACCRUALS-EXPENSE LINK MASTER .................................................................................................. 6 Expense Account Details ........................................................................................................... 6 Variance Account Details ........................................................................................................... 9 SUPPLIER BILLS REGISTRATION ...................................................................................................... 12 Header Block............................................................................................................................ 13 Supplier Detail .......................................................................................................................... 15 More Info .................................................................................................................................. 17 Accrual ..................................................................................................................................... 18 Examples.................................................................................................................................. 19 PAYMENT APPROVAL MODULE ................................................................................................. 21 PAYMENT APPROVAL ...................................................................................................................... 21 REVERSE PAYMENT APPROVAL....................................................................................................... 26 PAYMENT VOUCHER GENERATION .................................................................................................. 28 Expense ................................................................................................................................... 30 POST DATED CHEQUES MANAGEMENT ................................................................................... 32 PDC Account Setup ................................................................................................................. 32 PDC Issues Entry ..................................................................................................................... 35 PDC Issue Confirmation........................................................................................................... 39 CHEQUE WRITING MODULE........................................................................................................ 42 CHEQUE WRITING .......................................................................................................................... 42 Pulled Voucher Details ............................................................................................................. 45 Authorization ............................................................................................................................ 47 CHEQUE PRINTING ......................................................................................................................... 49 Cheque Printing Tab ................................................................................................................ 50 CHEQUE STATUS UPDATION ........................................................................................................... 52 Cheque Status Updation Tab................................................................................................... 53 CHEQUE REVERSAL ....................................................................................................................... 55 CONTRA PAYMENT APPROVAL MODULE................................................................................. 58 CONTRA ENTRY SETUP - COMPANY ................................................................................................. 59 Account details ......................................................................................................................... 60 CONTRA ENTRY SETUP DIVISION/DEPARTMENT ............................................................................ 64 Account details ......................................................................................................................... 65 CONTRA PAYMENT APPROVAL ........................................................................................................ 69 CONTRA PAYMENT REVERSAL ........................................................................................................ 73 CONTRA PAYMENT VOUCHER GENERATION ..................................................................................... 76 Voucher details......................................................................................................................... 78 Transaction Details................................................................................................................... 80 On Account............................................................................................................................... 81 PAY BATCH.................................................................................................................................... 83 Accounts Payable User Manual Version 1.0 1
PAY BATCH CODE NUMBER GENERATION ........................................................................................ 83 PAY BATCH CRITERION WITH CRITERIA ........................................................................................... 85 Pay Batch Header Information ................................................................................................. 85 Criteria Details.......................................................................................................................... 86 PAY BATCH CRITERIA APPEND DETAIL ............................................................................................ 88 PAY BATCH CONFIRMATION ............................................................................................................ 89 Pending Bill Details .................................................................................................................. 90 Totals........................................................................................................................................ 91 PAY BATCH VOUCHER GENERATION ............................................................................................... 93 Voucher Details ........................................................................................................................ 94 MATCHING AND UNMATCHING ................................................................................................... 96 OPEN ENTRY OUTSTANDING SET UP............................................................................................... 96 CROSS CONTROL ACCOUNT SETUP .............................................................................................. 100 Control Account...................................................................................................................... 101 WRITE-OFF SETUP ....................................................................................................................... 102 Currency-wise Write Off ......................................................................................................... 104 OPEN ENTRY MATCHING .............................................................................................................. 106 UNMATCH OPEN ENTRY MATCHED ................................................................................................ 112 WRITE-OFF PROCESSING.............................................................................................................. 114 FOREX ADJUSTMENT PROCESSING ............................................................................................. 117 INTER UNIT TRANSFER .............................................................................................................. 118 INTER UNIT TRANSFER SETUP ...................................................................................................... 118 Account Details ...................................................................................................................... 120 INTER UNIT TRANSACTION ............................................................................................................ 124 Voucher Details ...................................................................................................................... 125 QUERIES....................................................................................................................................... 128 OPEN ENTRY STATUS QUERY ....................................................................................................... 128
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Table of Figures
FIG 1 ACCRUAL EXPENSE LINK MASTER ..................................................................................................... 6 FIG. 2- BILLS REGISTRATION .......................................................................................................................... 13 FIG. 3 BILLS REGISTRATION SUPPLIER DETAIL ......................................................................................... 15 FIG. 4 BILLS REGISTRATION MORE INFO TAB ........................................................................................... 17 FIG. 5 BILLS REGISTRATION - ACCRUAL ...................................................................................................... 18 FIG. 6 PAYMENT APPROVAL SCREEN ........................................................................................................... 21 FIG 7 REVERSE PAYMENT APPROVAL .......................................................................................................... 26 FIG. 8 PAYMENT VOUCHER GENERATION SCREEN ....................................................................................... 28 FIG. 9 PAYMENT VOUCHER GENERATION DOCUMENT DETAILS ............................................................... 29 FIG. 10 PAYMENT VOUCHER DETAILS EXPENSE TAB ................................................................................ 30 FIG. 11 PDC ACCOUNT SETUP ..................................................................................................................... 32 FIG. 12 PDC ISSUE ENTRY ........................................................................................................................... 35 FIG. 13 PDC ISSUE CONFIRMATION ............................................................................................................. 39 FIG. 14 CHEQUE WRITING SCREEN .............................................................................................................. 42 FIG. 15 CHEQUE WRITING PULLED VOUCHER DETAILS ............................................................................ 45 FIG. 16 CHEQUE PRINTING SCREEN .............................................................................................................. 49 FIG. 17 CHEQUE STATUS UPDATION ............................................................................................................ 52 FIG. 18 CHEQUE REVERSAL ......................................................................................................................... 55 FIG. 19 CONTRA ENTRY SETUP - COMPANY ................................................................................................. 59 FIG. 20 CONTRA ENTRY SETUP DIVISION/DEPARTMENT ........................................................................... 64 FIG. 21 CONTRA PAYMENT APPROVAL ........................................................................................................ 69 FIG. 22 CONTRA PAYMENT REVERSAL ......................................................................................................... 73 FIG. 23 CONTRA PAYMENT VOUCHER GENERATION .................................................................................... 76 FIG. 24 CONTRA PAYMENT VOUCHER GENERATION VOUCHER DETAILS .................................................. 78 FIG. 25 CONTRA PAYMENT VOUCHER GENERATION TRANSACTION DETAILS ........................................... 81 FIG. 26 CONTRA PAYMENT VOUCHER GENERATION ON ACCOUNT .......................................................... 81 FIG. 27 PAY BATCH CODE GENERATION SETUP ........................................................................................... 83 FIG. 28 PAY BATCH CRITERION WITH CRITERIA SETUP ............................................................................... 85 FIG. 29 PAY BATCH CRITERIA SETUP CRITERIA DETAILS ......................................................................... 86 FIG. 30 PAY BATCH APPEND CRITERIA ........................................................................................................ 88 FIG. 31 PAY BATCH DETAILS CONFIRMATION ............................................................................................. 89 FIG. 32 - PAY BATCH CONFIRMATION PENDING BILL DETAILS .................................................................... 90 FIG. 33 PAY BATCH CONFIRMATION TOTALS ............................................................................................ 92 FIG. 34 PAY BATCH VOUCHER GENERATION ............................................................................................... 93 FIG. 35 PAY BATCH VOUCHER GENERATION VOUCHER DETAILS ............................................................. 94 FIG. 36 OPEN ENTRY OUTSTANDING SETUP ................................................................................................. 97 FIG 37 CROSS CONTROL ACCOUNT SETUP ................................................................................................. 100 FIG. 38 CROSS CONTROL ACCOUNT SETUP CONTROL ACCOUNTS .......................................................... 101 FIG. 39 WRITE-OFF SETUP ......................................................................................................................... 102 FIG. 40 WRITE OFF CURRENCY-WISE WRITE-OFF .................................................................................... 104 FIG. 41 OPEN ENTRY MATCHING ............................................................................................................... 107 FIG. 42 OPEN ENTRY UNMATCHING ........................................................................................................... 112 FIG. 43 WRITE-OFF PROCESSING ................................................................................................................ 114 FIG. 44 FOREX ADJUSTMENT PROCESSING............................................................................................... 117 FIG. 45 INTER UNIT TRANSFER SETUP........................................................................................................ 118 FIG. 46 INTER UNIT TRANSACTION ............................................................................................................ 124 FIG. 47 INTER UNIT TRANSACTION VOUCHER DETAILS .......................................................................... 125 FIG. 48 OPEN ENTRY STATUS QUERY ........................................................................................................ 128
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Acronyms
Acronym AP GL VLAC PDC A/C LOV Expansion Accounts Payable General Ledger Voucher Line Allocation Code Post Dated Cheque Account List of Values
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Introduction
Accounts Payable
Accounts Payable refers to the unpaid bills of a business. These are debts resulting from purchasing goods or receiving services on credit or on account. The Accounts payable module facilitates the following functionalities: Supplier Bills Registration Payment Approval Post Dated Cheque Management Contra Payment Approval Cheque Writing Inter Unit Transfer Matching and Unmatching
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Bills Registration
Accruals-Expense Link Master
An accrual account pertaining to a vendor is credited when goods come in as supplies to inventory. The GRN costing gives you the value of the stock supplied by the supplier however; this does not reflect the amount you owe to the supplier. Only when the supplier sends you his bill you can be sure of the amount with which you credit his account. There may be a difference in the value you have recorded as accrual to the supplier and the value of the amount that your supplier has charged you in his bill. If the accrual is more than the bill, the difference is taken as a variance (treated as a gain). If the bill amount is more than the accrual you had recorded, the difference goes into the expense account. The Accrual-Expense link defines the Expense and Variance details for each accrual account.
Accrual Account
Alphanumeric 12 Enter or select the Accrual Account (control account) that you have already created at the Main Account Master (GL module).
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Therefore attach the Expense Account associated with accruals that you have already created as main account or as sub account (to a parent Expense A/C). NOTE: You can specify the same account for expense and variance; however it is advisable to have separate accounts for expense and variance for analyzing the same at a later date. The Screenshot of the Expense Details tab is displayed below:
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Division
Alphanumeric 12 The code and the name of the Division to which the vendor has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C Details button. This is the division to which the transaction will be posted in the General Ledger NOTE: Attaching expense or variance (arising through accrual-bills registration) to a division is not mandatory. If required, enter Division code.
Department
Alphanumeric 12 The code and the name of the Department to which the supplier has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C Details button. This field will be enabled only if a valid department code is entered. This is the department to which the transaction will be posted in the General Ledger. NOTE: Attaching expense or variance (arising through accrual-bills registration) to a department is not mandatory. If required, enter Department code.
Analysis 1
Alphanumeric 12 The code and description of the Analysis Code 01 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 1 to which the expense accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.
Analysis 2
Alphanumeric 12 The code and description of the Analysis Code 02 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 2 to which the expense accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.
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Activity 1
Alphanumeric 12 The code of the Activity 01 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and modify the details and save them.
Activity 2
Alphanumeric 12 The code of the Activity 02 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and modify the details and save them.
Division
Alphanumeric 12 The code and the name of the division to which the vendor has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C Details button. This is the division to which the transaction will be posted in the General Ledger NOTE: Attaching expense or variance (arising through accrual-bills registration) to a division is not mandatory. If required, enter Division code.
Department
Alphanumeric 12 The code and the name of the Department to which the supplier has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This field will be enabled only if a valid Department Code is entered. This is the department to which the transaction will be posted in the General Ledger NOTE: Attaching expense or variance (arising through accrual-bills registration) to a department is not mandatory. If required, enter Department code.
Analysis 1
Alphanumeric 12 The code and description of the Analysis Code 01 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 1 to which the variance accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.
Analysis 2
Alphanumeric 12
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The code and description of the Analysis Code 02 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 2 to which the variance accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.
Activity 1
Alphanumeric 12 The code of the Activity 01 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and change the details and save them.
Activity 2
Alphanumeric 12 The corresponding activity for which the vendor bill is generated is displayed. The code of the Activity 02 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and modify the details and save them.
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Header Block
Bill Number
Alphanumeric 15 Enter the number that is printed on the invoice / bill forwarded by your vendor. This number is unique for the supplier however not unique for your system. For example, there could be a bill numbered 102 from vendor A and another bill numbered the same 102 from vendor B. While entering Bill Number you are going to enter the same number while registering the bills. Thus this number serves to identify the online entry of the bill with its offline document.
Bill Status
This group of radio buttons denotes the status of the bill under generation. Pending denotes that the bill requires further input and Completed status informs the system that the bill is registered and is ready for approval. The radio button Pending is checked by default and the user is required to click Completed radio button once the bill entry is complete.
Document Date
Date Enter or select from the calendar (queried through list of values) the date printed on the invoice / bill.
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Supplier Code
Alphanumeric 12 Supplier code comprises the control account code (the creditor account and not the accrual account) and the sub account code (pertaining to individual vendors). This pertains to the vendor who has raised the bill. The Supplier code (both control and sub account codes) can be selected by clicking from the list of supplier codes that are fetched from the Supplier Master. The Supplier name corresponding to the supplier code is displayed in the third field. You can change these values by clicking on the A/c Detail button.
Bill Date
Date Enter the date on which the bill is entered into the application (registered). The date could be less than the system date.
Currency Code
Alphanumeric 12 Enter or select, from the list of values provided, the currency required for the transaction, which is the invoice / bill currency. If the transaction currency is different from the base currency, attach the transaction related currency here.
Allocated Bill
Numeric The bill amount is displayed here once the bill has been matched with the accruals at Supplier detail tab.
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conversion rate (buy rate) input at Exchange rate tab through Currency master in General Ledger module and displayed here automatically on entering a valid foreign currency. If the bill amount is in local currency then the same amount is displayed. If the bill is generated in Dhirams then the equal amount in Indian currency, which is the base currency, is calculated by the system and displayed. For Example: If Bill Amount FC is 2000 Dhirams and the exchange (buy) rate prevailing on that day is 10 (i.e. 1 Dhiram equals Rs.10). Then the Bill Amount LC displays Rs.20000 (after the calculation 2000*10).
Narration
Alphanumeric 2000 The narration describes the transaction and can be up to 2000 characters long. If Narration format is defined while setting up this transaction, the Narration is accepted through the pop-up Narration details screen. If not, you can enter free format text in the Narration field
Supplier Detail
The Supplier Details tab gives you the details of GRNs matched with the entered bill. The Reference Document Number and Serial Number are pulled from the Accrual tab and the other details such as Allocated local currency amount and the corresponding foreign currency amount are entered. The screenshot of the Supplier tab is given below:
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Currency
Alphanumeric 12 The Currency type of the transaction (vendor bill) is displayed here.
Narration
Alphanumeric-2000 If there are any specific details about the Supplier bill, then those details are displayed here.
More Info
The More Info tab gives you more information pertaining to the vendors bill like the variance or the expense accounted from the difference between the accrual and the bill amount and in case of foreign transaction, the foreign exchange gain / loss amounted through the transaction. The screenshot is displayed below:
LC (Local Currency)
Numeric The equivalent local currency values are displayed in case the transaction is in foreign currency.
Accrual
Click any field in the Accrual tab to view the sub account (Vendor A/C) data. These are partially matched or fully unmatched GRNs available for the vendor. The bill generated can be matched to one or more accruals either in full or by a partial amount. The Screenshot is displayed below:
Fig. 5 Bills Registration - Accrual The following fields are displayed: Document Reference - The details about the document reference if any, is displayed in this field. Transaction Code - The transaction code to which the accrual account belongs to is displayed here. Document Number - The document number of the reference document is displayed. For example, GRN number at Goods Receipt Costing screen in Inventory module) is displayed here. Serial number - The system generated serial number for the displayed pending accruals are displayed here. Main Account Code - The main account code (Creditor A/C) to which this accrual belongs to is displayed here. Sub Account Code - The sub account code (Vendor A/C) to which the accrual belongs to is displayed here. Division - The division for which the accrual was created is displayed here. Department - The department for which the accrual was created is displayed here. Amount - The accrual amount (created through GRN costing of supplied goods) is displayed here. NOTE: When the Bill Amt INR at Header and Allotted Bill LC Amt at Supplier Detail Tab equal, the system allows you to close the bill.
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Examples
# 1: The accrual and the bill amounts are equal. Header Accrual tab Supplier Detail tab Supplier Detail tab More Info tab More Info tab More Info tab More Info tab Bill Amt INR Amount Alltd Acc LC Amt Alltd Bill LC Amt Orgnl Acc LC Amt Alltd Acc LC Amt Alltd Bill LC Amt Variance/Exp 5000 5000 5000 5000 5000 5000 5000 0 Entered Displayed from GRN Pulled from Accrual tab Displayed Displayed Displayed Displayed Displayed
#2: The accrual and bill are equal however there is a balance in the bill that requires matching with a new accrual. Header Accrual tab Supplier Detail tab Supplier Detail tab More Info tab More Info tab More Info tab More Info tab Bill Amt INR Amount Alltd Acc LC Amt Alltd Bill LC Amt Orgnl Acc LC Amt Alltd Acc LC Amt Alltd Bill LC Amt Variance/Exp 5000 4000 4000 4000 4000 4000 4000 0 Entered Displayed from GRN Pulled from Accrual tab Displayed Displayed Displayed Displayed Displayed
NOTE: A balance of 1000 (in LC) of the bill is left behind for matching with a new accrual. #3: The accrual and bill are equal however there is a balance in the accrual that requires matching with a new bill. Header Accrual tab Supplier Detail tab Supplier Detail tab More Info tab More Info tab Bill Amt INR Amount Alltd Acc LC Amt Alltd Bill LC Amt Orgnl Acc LC Amt Alltd Acc LC Amt 5000 6000 6000 5000 5000 6000 5000 Entered Displayed from GRN Pulled from Accrual tab Entered Displayed Displayed Displayed 19
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Displayed Displayed
NOTE: A balance of 1000 (in LC) of the accrual is left behind for matching with a new bill. #4: The bill is more than the accrual. Header Accrual tab Supplier Detail tab Supplier Detail tab More Info tab More Info tab More Info tab More Info tab Bill Amt INR Amount Alltd Acc LC Amt Alltd Bill LC Amt Orgnl Acc LC Amt Alltd Acc LC Amt Alltd Bill LC Amt Variance/Exp 5000 4000 4000 4000 5000 4000 4000 5000 -1000 Entered Displayed from GRN Pulled from Accrual tab Displayed Entered Displayed Displayed Displayed Displayed
#5: The accrual is more than the bill. Header Accrual tab Supplier Detail tab Supplier Detail tab More Info tab More Info tab More Info tab More Info tab Bill Amt INR Amount Alltd Acc LC Amt Alltd Bill LC Amt Orgnl Acc LC Amt Alltd Acc LC Amt Alltd Bill LC Amt Variance/Exp 5000 6000 6000 5000 6000 6000 5000 1000 Entered Displayed from GRN Pulled from Accrual tab Displayed Displayed Displayed Displayed Displayed
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Payment Approval
The payment towards an outstanding bill needs to be approved. All bills that have previously been matched fully or partially to accruals and those bills that were approved for payment and later on reversed before a payment was effected are displayed based on due dates. On the Payment Approval screen, when you query for transactions, all transactions for which payment is due to creditors are listed as shown below.
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There are two sets of bills that are displayed here. One set belongs to the registered category but awaiting approval. The other includes those that were previously approved for payment and subsequently reversed, thus awaiting approval for the second time. Check boxes are provided to select bills for approval. Selecting a check box selects the corresponding pending bill immediately for approval. Press Enter to view details like the original bill amount, the outstanding amount (accrual matched in part or full) and the amount that you might currently pay (defaulted to the outstanding amount). You are allowed to modify your current payment depending on your bank balance. Besides you also see your Bank A/C through which your payment might actually take effect. Save to complete your approval process. Once the process is complete the bill awaits payment voucher generation. When you select the check box against a bill, the bill is now ready for approval and other details of the bill such as the original amount and the outstanding amount are displayed. The payment that the user intends to pay in foreign currency is entered and system displays the equivalent amount in base currency. When this record is saved this bill gets approved and is now ready for payment voucher generation.
Transaction Code
Alphanumeric The transaction codes related to which bills are pending for payment are displayed here. NOTE: If you want to query for a particular transaction code, enter the transaction keyword and query for the transaction. The application displays only those pending bills pertaining to the transaction code queried for. Document numbers - The document numbers of the vendors bills pending for payment are displayed here. This display is based on system generated due dates for the bills. Document Date - The document dates of the vendors bills (Bills Registration) are displayed here. Due Date - The due dates of the bills are displayed here. Supplier Code - The supplier codes of the pending vendors bills are displayed here. Currency - The currency code in which the transaction is done is displayed here. Bill Amount - bill amounts of the pending vendors bills are displayed here.
Cash Discount
Numeric Enter the discount amount to be paid. If discount is not applicable, leave this field blank. NOTE: Partial payment is not allowed when there is a cash discount.
Net Amount
Numeric The application displays the net amount after deducting the cash discount. You can enter the net amount paid and cash discount is calculated automatically and displayed in the Cash Discount field.
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Bank A/C
Enter or select the bank through which you want the payment to take effect.
Approve?
Select the check boxes against the vendors bills that are to be sent for payment approval.
Supplier Name
The names corresponding to the Supplier codes of the bills are displayed here. The currency types for corresponding names are displayed along side.
In the Foreign Currency field, the original bill amount if in foreign currency is displayed here. If the bill is generated in local currency then the local currency bill amount is displayed here.
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The documents, which are related to each transaction, are displayed here. For example, for a GRN transaction, the supplier returns pertaining to the GRN are displayed in the above figure. Document Number The document number for the referred transaction is displayed in this field. Document Date The document date for the transaction is displayed. Due Date The due date for the transaction. Sub A/C The sub account pertaining to the vendor. Sub A/C Description The description for vendors sub account is displayed here. Currency Code The code for the currency in which the transaction took place is displayed here. FC Amount This field displays the amount pertaining to the transaction in foreign currency.
Dr?
Select this check box if you want to debit the amount against the transaction. Additional information about the payment transaction is displayed as shown below.
Narration - The details about the selected document number are displayed here. If there is additional information about the selected vendors bill, those details are displayed here Supplier Bill - The Bill Number recorded while registering the vendors bill is displayed here Main A/C - The corresponding main account code (Creditor A/C) of the vendor is displayed Reference - The corresponding document reference details are displayed here
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LC Amount - The corresponding base currency amount of the vendors bill is displayed here Division - The corresponding division code for which the vendors bill has been generated is displayed here Department - The corresponding department for which the vendors bill has been generated is displayed Details such as the original bill amount, the outstanding bill amount and the likely payment to be made through the set bank account are displayed either by saving or by pressing Enter. The actual payment, which the user intends to pay, is to be input at the Payment field by overwriting the default amount displayed here. The bank account, through which the bill payment is met, is also displayed.
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Fig 7 Reverse Payment Approval When you query for transactions, the following details are displayed for documents for which payment approval is made. Transaction Code - The transaction code of the approved bill (pending for payment) is displayed here. Document Number - The document number of the approved bill (pending for payment) is displayed here. Document Date - The document date of the approved bill (pending for payment) is displayed here. Supplier Code - The supplier code of the approved bill (pending for payment) is displayed here. Supplier Name - The corresponding supplier name for the supplier code of the bill pending for payment is displayed here. Currency - The currency code of the bill is displayed here. Approved FC Amt (Foreign Currency) The approved amount for payment of the bill in foreign currency is displayed here. Approved LC Amt (Local Currency) - The approved amount for payment of the bill in local currency equivalent to the foreign currency amount is displayed here.
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OK
Select the check boxes to choose the bills whose approvals are to be reversed. Additional information about the transactions is displayed as follows. Narration The narration describes the document transaction and can be up to 2000 characters long. This narration gets printed in the reports. If account level narration, as described later, is entered, they get printed. If Narration format is defined while setting up this transaction, the Narration is accepted through the pop-up Narration details screen. If not, you can enter free format text in the Narration field. Reference The document reference for the reversal is displayed here. FC Amount The foreign currency amount for the selected reversal is displayed here. LC Amount The local currency amount for the selected reversal is displayed here. Division/Department The division/department code relevant to the reversal if any is displayed here. Due Date The due date of the selected reversal is displayed here.
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Supplier Code
Alphanumeric - 12 Enter or select from the LOV provided, the valid control account code and sub account code for the vendor to whom payment is to be made. The name of the vendor pertaining to the supplier code is displayed.
Currency
Alphanumeric - 12 Enter or select from the list of values available, the applicable currency code in which payment for the vendor is to be made.
Fig. 9 Payment Voucher Generation Document Details Document Number The document numbers of the vendors bills included in the payment are displayed here. Document Date The document dates of the vendors bills included in the payment are displayed. FC Amount The foreign currency amounts of the vendors bills included in the payment are displayed here. LC Amount The local currency amounts equivalent to the amounts entered in foreign currency are displayed here. Discount Amount The cash discount amount approved for each bill is displayed here. Net Amount The amount payable to the vendor after deducting the cash discount amount is displayed in this field.
OK
Select these check boxes against the document for which the payment voucher is generated. The details for the original bill for payment are displayed as follows: Original Bill FC Amount The original bill amount for expenses in foreign currency is displayed here. Original Bill LC Amount The original bill amount in local currency that is equivalent to the foreign currency amount entered is displayed here. Outstanding Bill FC Amount The current outstanding amount for expenses in foreign currency is displayed here. Outstanding Bill LC Amount The current outstanding amount for expenses in local currency that is equivalent to the foreign currency amount is displayed here.
Payment
Numeric - 40 The amount that the user intends to pay through the voucher is entered Accounts Payable User Manual Version 1.0 29
here.
Bank A/C
Alphanumeric 12 The bank code that was entered at the time of Payment Approval is displayed here. This bank code can be changed if required.
Payment Type
The Payment Type denotes the type of payment to be done. After entering all the required information about the bills, the payment type whether, cheque or transfer or draft is to be selected. If it is by cheque then the cheque number is entered. The payment date i.e., the date on which the payment is to be made is also specified. The screenshot is displayed below:
Expense
The Expense tab consists of a valid main account or a control account and sub account combination that have been created to capture expenses at the payment level. The currency associated with the payment related expenses is selected. The expense amount in foreign currency and the equivalent amount in local currency are also displayed.
Expense Code
Alphanumeric 12 Enter or select the valid control account code and sub account code, created for expenses associated with this payment voucher. This expense amount is debited.
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Curr (Currency)
Alphanumeric 12 Enter or select a valid currency code for the expenses that is associated with the payment.
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PDC Issues Confirmation These options are explained in the following pages. NOTE: The PDC transaction should have the PDC date greater than the current date (system date) else the transaction is not possible.
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Setup For
Radio Button Select the type of transaction for which the PDC account is maintained. The options available are: Receipt PDC Receipts Issue PDC Issues
Transaction Range
In the Transaction Range field, enter the transaction range for each combination of customers and group ranges, with respect to each selected default account setup option, whose default accounts are recorded.
Party Range
In the Party Range Code fields, enter the range of parties whose accounts, with respect to the default account setup option, are recorded.
Currency Range
In the Currency Range fields, enter the currency range for each combination of customers range, group, and transaction ranges, with respect to each default account setup option, whose accounts are recorded.
A/C Details
Click the A/C Details button after selecting or entering each combination of customer, group, transaction, and currency ranges to view fields where the account details and the related information are recorded in respect of the PDC account.
Main A/c
Alphanumeric 12 In the Main Account field, enter or select from List of Values a valid main account code. The list of valid main account codes is displayed from the Main Accounts master. The name of the main account is automatically displayed in the adjacent field.
Sub A/c
Alphanumeric 12 The Sub Account field becomes mandatory when Main Account is a control account. Leave the field blank when Main Account is not a control account. In the Sub Account field, enter or select from List of Values the sub account code. The list of values displays only those sub account codes corresponding to the main account code entered in the Main Account field. The name of the sub account is automatically displayed in the adjacent field.
Division
Alphanumeric 12 In the Division field, enter or select the division code from List of Values. The name of the division is automatically displayed in the adjacent field.
Department
Alphanumeric 12 In the Department field, enter or select from List of Values the department code. The list of values displays only those department codes corresponding to Division Code. The name of the department is automatically displayed in the adjacent field.
Analysis Code 01
Alphanumeric 12 Accounts Payable User Manual Version 1.0 34
In the Analysis Code 01 field, enter or select from List of Values the analysis code 01. The name of the analysis code is automatically displayed in the adjacent field.
Analysis Code 02
Alphanumeric 12 In the Analysis Code 02 field, enter or select from List of Values the analysis code 02. The name of the analysis code is automatically displayed in the adjacent field.
Activity Code 01
Alphanumeric 12 In the Activity code 01 field, view Activity code 01 and Activity Name corresponding to Main Account from the Main Account master.
Activity Code 02
In the Activity code 02 field, view Activity code 02 and Activity Name corresponding to Main Account from the Main Account master. Alphanumeric 12
Cheque No
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Enter the cheque number of the PDC to be issued. This is a unique value. The bank code is prefixed to the actual number to avoid the possibility of a duplicate PDC number.
Receipt Date
Date Enter the date on which the PDC is issued. The system date is taken as the default date and this can be changed if required, but this date should be on or before the system (current) date.
Receipt Number
Numeric This PDC issue number is auto generated and this is unique number.
Bank code
Alphanumeric - 24 Enter the code related to the bank on which the PDC is to be drawn. The bank name that corresponds to the bank code is displayed automatically.
Cheque date
Date Enter the date on which the PDC would realize.
Deposited bank
Alphanumeric - 24 Enter the valid bank code in which the PDC may be deposited.
Main Account
Alphanumeric - 24 Enter or select the control account code (Creditor A/C) where the PDC is to be credited.
Sub Account
Alphanumeric - 24 Enter or select the sub account code that belongs to the control account where the PDC is to be credited.
Division
Alphanumeric - 24 Represents the division where the PDC issued is to be accounted.
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The code and the name of the division to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the division to which the transaction will be posted in the General Ledger.
Department
Alphanumeric - 24 Represents the department code where in the PDC is to be accounted if required. The code and the name of the department to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the department to which the transaction will be posted in the General Ledger.
Analysis Code 1
Alphanumeric - 24 Represents the analysis code 01 associated with the PDC if required. The code and the name of the analysis class to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the code to which the transaction will be posted in the General Ledger.
Analysis Code 2
Alphanumeric - 24 Represents the analysis code 02 associated with the PDC if required. The code and the name of the analysis class to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the code to which the transaction will be posted in the General Ledger.
Activity Code 1
Alphanumeric - 24 Represents the activity code 01 associated with the PDC if required. The code and the name of the activity to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the activity to which the transaction will be posted in the General Ledger.
Activity Code 2
Alphanumeric - 24 Represents the activity code 02 associated with the PDC if required. The code and the name of the activity to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the activity to which the transaction will be posted in the General Ledger.
Party Currency
Alphanumeric - 24 Enter or select the currency code of the party (vendor) account. Accounts Payable User Manual Version 1.0 37
Bank Amount
Numeric Enter the amount that is required to meet the payment. If in foreign currency exchange rate differences should be included.
INR Amount
Numeric The equivalent of bank amount in base currency (Indian currency) is displayed.
Party Amount
Numeric The amount, by which your vendors bank account is credited, represented in his currency.
Reference
Alphanumeric - 15 Enter any reference that is associated with the PDC.
Narration
Alphanumeric - 240 The narration of the PDC to be met is entered here.
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Bank Code
Alphanumeric - 12 Enter or select the bank code on which the PDC has been drawn. The name corresponding to the bank code entered is automatically displayed.
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Confirm date
Date The date on which the PDC clearing was done is taken as the confirm date and the default date displayed is the system date. However, the user can change it if desired.
Voucher Number
Numeric System generated voucher number is displayed.
Cheque NO
Alphanumeric - 30 The check number of the PDC issued is listed here.
Bank Name
Alphanumeric - 24 The name of your bank (account) through which your PDC was issued is displayed.
Due Date
Date The date borne on the PDC is displayed here.
Main
Alphanumeric - 24 The control account code where the PDC is to be accounted is automatically generated.
Sub
Alphanumeric - 24 The sub account code (supplier code) that is combined with the control account where the PDC is to be accounted is displayed here automatically.
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Currency
Alphanumeric - 24 The system displays the currency code through which the transaction is effected.
FC Amount
Numeric The system displays the amount in foreign currency if the transaction had taken place through a non-base currency. If the transaction was in base currency the base currency amount is displayed as is.
LC Amount
Numeric The system displays the equivalent amount in base currency if the transaction had taken place through a foreign currency.
Y/N
You check the check box in case the PDC has realized and you bank account has been debited with the PDC amount. The application displays the following: Main Account Name Displays the corresponding control account name when a PDC cleared is checked at the Y /N check box Sub Account Name Displays the corresponding sub account name when a PDC cleared is checked at the Y /N check box.
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Date
Date In the Date field, enter or select the date on which the document is created for cheque writing.
Document No
Alphanumeric - 12 In the Document Number field, view the document number if the document number generation is enabled. Otherwise, enter the document number for this transaction. Accounts Payable User Manual Version 1.0 42
Bank A/C
Alphanumeric 12 In the Bank Account field, enter the code related to the bank on behalf of which the cheque is created. The bank name that corresponds to the bank code is displayed automatically.
Main A/C
Alphanumeric - 12 In the Main Account field, enter the control account code for the bank account for which the amount is credited.
Sub A/C
Alphanumeric - 12 In the Sub Account field, enter or select the sub account code that belongs to the control account where the cheque is created. View the name of the sub account in the adjacent field.
Automatic/Manual
Alphanumeric - 12 Select the method for cheque generation. Options available are: Automatic Generates cheques automatically Manual Generates cheques manually
Account Number
Alphanumeric - 12 In the Account Number field, enter or select the account number of the specified bank account from which cheques are issued.
Currency Code
Alphanumeric - 12 In the Currency Code field, view the currency code and name for the specified bank account.
Cheque Book Id
Alphanumeric - 12 Each account may have different chequebook. In the Cheque Book Id field, enter or select the id of the particular cheque book from which cheques are issued.
Bank Balance
Numeric In the Bank Balance field, view the bank balance in the specified account.
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OD Limit
Numeric In the Overdraft Limit field, view the overdraft limit amount.
Single/Separate
Alphanumeric Select the option for generating cheques for the supplier: Single - Generates single cheque Separate - Generates separate cheques NOTE: In the detail part, Single/Multiple check boxes and the Multiple button are disabled if you select Single in the header.
Control A/C
Alphanumeric - 12 In the Control Account field, enter or select the control account for suppliers to make payments. View the name of the control account in the adjacent field. NOTE: This field is disabled when you select Separate for cheque generation.
Sub A/C
Alphanumeric - 12 In the Sub Account field, enter the suppliers account to which payments are made. The application displays the name of the supplier in the adjacent field. NOTE: This field is disabled when you select Separate for cheque generation.
Division
Alphanumeric - 12 In the Division field, enter or select the division on behalf of which the payment is done.
Department
Alphanumeric - 12 In the Department field, enter or select the department where the payment is made.
Analysis Code 1
Alphanumeric - 12 In the Analysis Code 1 field, enter the analysis code 1 associated with the payment.
Analysis Code 2
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In the Analysis Code 2, enter the analysis code 2 associated with the payment.
Activity Code 1
Alphanumeric - 12 Represents the activity code 1 associated with the payment.
Activity Code 2
Alphanumeric - 12 Represents the activity code 2 associated with the payment.
Pull
Click the Pull button to view vouchers ready for payment to the specified supplier. All the vouchers are displayed in the detail part.
Post
Click the Post button if a GL posting is done for the transaction. The GL posting is done in two cases: Wrong entry of bank account name in payment voucher or GL transactions Credit to a temporary bank account during payment voucher generation or GL transactions Enter the bank details in the associated fields and click Post button to post transactions into GL.
Tran Code
Alphanumeric 12 In the Transaction Code field, view the transaction codes related to bills approved for payment. Accounts Payable User Manual Version 1.0 45
Voucher No
Alphanumeric 12 In the Voucher Number field, view the voucher number associated with the payment.
FC Amount
Numeric In the FC Amount field, view the amount approved for payment in Foreign Currency.
LC Amount
Numeric In the LC Amount field, view the amount approved for payment in the payment voucher in Local Currency.
Generate?
Alphanumeric Select the Generate check box to generate cheques against each displayed voucher.
Single/Multiple
Select the Single/Multiple option button to generate cheques for pulled vouchers. Options are: Single Generate single Cheque for all selected transactions Multiple Club transactions and generate Cheques as required
Multiple
Click the Multiple button to enter multiple cheque details for a voucher. You have the option to specify a different amount, cheque number, and beneficiary name for multiple cheques.
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Cheque Number
Numeric In t he Cheque Number field, enter or select the cheque number being created. You select the cheque number corresponding to the cheque book Id mentioned in the header.
Beneficiary Name
Alphanumeric In the Beneficiary Name field, enter the beneficiary name on behalf of whom the cheque is issued.
Generate
Click the Generate button to create cheques for the specified cheque numbers.
Authorization
Click the Authorization Tab to view the approval details for cheque writing. If it is an approved document then view details of the approver of this transaction.
Sequence Number
Alphanumeric 12 In the Sequence Number field, view the sequence number generated for each approval. This sequence number is used to store the approval details in an order.
Group
Alphanumeric 12 Approval is defined at the authorization group level. In the Group field, view the group to which the approver of this work order belongs. You cannot modify it. In the Group Description field, view the description of the authorization group.
User Id
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In the User Id field, view the code of the approver of this transaction. The approver cannot modify it. If you approve the transaction, your user ID is displayed. When a document is approved, the system automatically makes an entry in this tab, which is then viewed on re-querying details. At the time of approval, the loggedin user ID is entered by default. In the User Id Description field, view the name corresponding to the user who authorized the transaction.
Date
Date In the Date field, view the date on which the user approved the document. At the time of approval, the system date is defaulted in this field, and you cannot modify it.
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Cheque Printing
Click the Cheque Printing tab to pull and print cheques generated after cheque writing. You specify the bank code, account number, and cheque book details to print cheques. You have the option to select cheques, which you need to print at a time.
Bank Code
Alphanumeric - 12 In the Bank Code field, enter the code related to the bank on behalf of which the cheque is created. The bank name that corresponds to the bank code is displayed in the adjacent field.
Bank A/C No
Alphanumeric - 12 In the Bank Account Number field, enter or select the account number of the specified bank account from which cheques are issued.
Cheque Book Id
Alphanumeric - 12 Each account may have a different chequebook. In the Chequebook Id field, enter or select the particular cheque book id from which cheques are issued.
Currency Code
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In the Currency Code field, view the currency code and name for the specified bank account.
Pull
Click the Pull button to pull cheques created for the specified bank details. The cheques are displayed in the Cheque Printing tab.
Cheque Printing
Click the Cheque Printing tab to view details of cheques pulled as per the bank account and cheque book in the header. The following fields are displayed: Cheque Number The cheque number of the generated cheque after cheque writing related to the payment. FC Amount The amount in Foreign Currency for payment credited in the name of the specified bank account. LC Amount The amount in Local Currency for payment credited in the name of the specified bank account. Payee Name The name of the party for which the cheque is issued.
Print
Select the Print check box against the cheque number you need to print.
Select All
Choose the Select All check box to print all the displayed cheques.
Cheque Date
Date Enter the date on which you issue the cheque for payment.
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Click the Print button to print cheques for the specified details. The system updates the cheque status to PRINTED for cheques that are printed.
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Bank Code
Alphanumeric - 12 In the Bank Code field, enter the code related to the bank on behalf of which the cheque is created. The bank name that corresponds to the bank code is displayed in the adjacent field.
Cheque Book Id
Alphanumeric - 12 Each account may have different chequebook. In the Cheque Book Id field, enter or select the id of the particular cheque book from which cheques are issued.
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Pull
Click the Pull button to view all transactions for which cheques are issued pertaining to the selected Bank account code.
Cheque Status
Alphanumeric - 12 In the Cheque Status field, view the current status of the cheque number against each cheque. You also have the option to update the status of the cheque. Select a status from List of Values. The name of the cheque status corresponding to the status selected is displayed in the Cheque Status Name field.
Reason Code
Alphanumeric - 12 In the Reason Code field, select a reason code from List of Values when you update the status of a cheque. The description corresponding to the selected reason code is displayed in the Reason Description field. Accounts Payable User Manual Version 1.0 53
Reverse
Alphanumeric - 12 Select the Reverse check box when you want to reverse the status of the cheque.
Process
Click the Process button to reverse the status of selected cheques. The statuses of cheques are changed to the new status, if mentioned, for cheques with the Reverse check box selected.
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Cheque Reversal
Cheque Reversal process helps you re-generate cheques for status-updated cheques. You can also specify a new cheque number for the re-generated cheque, if necessary.
Bank Code
Alphanumeric - 12 In the Bank Code field, enter the code related to the bank on behalf of which the cheque is created. The bank name that corresponds to the bank code is displayed in the adjacent field.
Cheque Book Id
Alphanumeric - 12 Each account may have different chequebook. In the Cheque Book Id field, enter or select the id of the particular cheque book from which cheques are issued.
Pull
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Click the Pull button to view all transactions for which cheques are issued pertaining to the selected Bank account code. In the Cheque Status Updation block, the details of cheques created for the specified bank account and cheque book in the header are displayed. The following data are displayed: Transaction Code In the Transaction Code field, view the transaction codes related to cheques created Document Number In the Document Number field, view the document number related to cheques created Cheque Number In the Cheque Number field, view the cheque number for cheques created for the specified bank account Cheque Amount In the Cheque Amount field, view the cheque amount pertaining to each cheque number Cheque Date In the Cheque Date field, view the date on which the cheque is generated.
Cheque Status
Alphanumeric - 12 In the Cheque Status field, view the current status of the cheque number against each cheque. You also have the option to update the status of the cheque. Select a status from List of Values. The name of the cheque status corresponding to the status selected is displayed in the Cheque Status Name field.
Reason Code
Alphanumeric - 12 In the Reason Code field, select a reason code from List of Values when you update the status of a cheque. The description corresponding to the selected reason code is displayed in the Reason Description field.
Regenerate
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Select the Regenerate check box when you want to regenerate the cheque.
Process
Click the Process button to regenerate the selected cheques. The statuses of cheques are changed to the new status, if mentioned. Accounts Payable User Manual Version 1.0 57
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NOTE: In the intermingling of payments, a target company may be the source for a different target company. For example, company X could be the target for company Y, but company X is the source for company Z.
Account details
Inter company account in Source Accounts Payable User Manual Version 1.0 60
This account indicates the transaction that is carried out in source company on behalf of the target company. As this account is in the source company it is debited and the bank account through which the payment is executed is credited.
Main A/c
Enter or attach the main account code in the source company that records the contra entry pertaining to the payment made for the target company. The application displays the main accounts name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Sub A/c
Enter or attach the sub account code in the source company that records the contra entry pertaining to the payment made for the target company. The Sub account name is displayed in the adjacent field. Alphanumeric 12/240
Division
Enter or attach the source division that records the contra entry pertaining to the payment made for the target division. The division name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Department
Enter or attach the source department that records the contra entry pertaining to the payment made for the target department. The department name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Activity-1
Enter or attach the sources activity code 1 that records the contra entry pertaining to the payment made for the target department. The activity name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Activity-2
Enter or attach the sources activity code 2 that records the contra entry pertaining to the payment made for the target department. The activity name is displayed in the adjacent field. Inter company account in Target This account indicates the transaction that is carried out in Source Company on behalf of the target company. As this account is in the target company it is credited and the creditor account (or the expense) for which the payment is executed is debited. Alphanumeric 12 Alphanumeric - 240
IMPORTANT: the contra entry at the source is carried out through the transaction code that is input as menu parameter 1 at contra payment voucher generation and contra receipt voucher generation screens.
Main A/c
Enter or attach the main account code in the target company that records the contra entry pertaining to its payments made by the source company. The main account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Sub A/c
Enter or attach the sub account code in the target company that records the contra entry pertaining to the payment made by the source company. The sub account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Division
Enter or attach the target division that records the contra entry pertaining to the payment made by the source division. The division name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Department
Enter or attach the target department that records the contra entry pertaining to the payment made by the source department. The department name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Activity 1 and 2
Enter or attach the targets activity code 1 and 2 that records the contra entry pertaining to the payment made by the source department. The activity name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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transactions (involving the account codes specified) shall be viewed by the source divisions specified and also payment settled by the source(s).
Transaction code
Alphanumeric 3 Enter or attach the transaction code by which the contra entry made at the target division / department is recorded through a journal entry. IMPORTANT: The contra entry at the source is carried out through the transaction code that is input as menu parameter 1 at contra payment voucher generation and contra receipt voucher generation screens. The following fields are displayed: Source Division Name The name of the division corresponding the attached source division code is displayed here Source Department Name The system displays the departments name corresponding the attached source department code Target Division Name The application RION displays the divisions name corresponding the attached source division code Target Department Name The application displays the departments name corresponding the attached source department code Transaction Name The application displays the transaction name corresponding the attached (target) transaction code
Account details
Intra company account in Source divn / dept This account indicates the transaction that is carried out in source division / department on behalf of the target division / department. As this account is in the source division / department it is debited and the bank account through which the payment is executed is credited.
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Main A/c
Enter or attach the main account code in the source division / department that records the contra entry pertaining to the payment made for the target division / department. The main account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Sub A/c
Enter or attach the sub account code in the source division / department that records the contra entry pertaining to the payment made for the target division / department. The sub account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Division
Enter or attach the source division that records the contra entry pertaining to the payment made for the target division. The division name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Department
Enter or attach the source department that records the contra entry pertaining to the payment made for the target department. The department name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Activity 1 and 2
Enter or attach the sources activity code 1 and 2 that records the contra entry pertaining to the payment made for the target department. The activity names are displayed in the adjacent fields. Intra company account in Target Division/Department This account indicates the transaction that is carried out in source division / department on behalf of the target division / department. As this account is in the target division / department it is credited and the creditor account (or the expense) for which the payment is executed is debited. Alphanumeric 12 Alphanumeric - 240
Main A/c
Enter or attach the main account code in the target division / department that records the contra entry pertaining to its payments made by the source division / department. The main account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Sub A/c
Enter or attach the sub account code in the target division / department that records the contra entry pertaining to the payment made by the source division / department. The sub account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Division
Enter or attach the target division that records the contra entry pertaining to the payment made by the source division. The Division name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Department
Enter or attach the target department that records the contra entry pertaining to the payment made by the source department. The Department name is displayed the adjacent field. Alphanumeric 12 Alphanumeric - 240
Enter or attach the targets analysis code 1 that records the contra entry pertaining to the payment made by the source department. The Analysis Code description is displayed in the adjacent field.
Activity-1
Enter or attach the targets activity code 1 that records the contra entry pertaining to the payment made by the source department. The application displays the activity name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Activity-2
Enter or attach the targets activity code 2 that records the contra entry pertaining to the payment made by the source department. The application displays the activity name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Supplier code
Enter or attach the vendor code for which all the pending bills (credits) shall be listed. The application displays the vendors name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
NOTE: The pending bills listed for the vendor shall be with the source company also. The application lists all the pending bills immediately, even without querying. The following details are displayed: Company code The company code pertaining to the vendors pending bill is displayed Transaction Code The transaction code pertaining to the vendors pending bill Document Number The document number against the transaction code pertaining to the vendors pending bill that is listed. Document Date The document date against the document number pertaining to the vendors pending bill that is listed. Main Account The main account code pertaining to the vendors pending bill that is listed. Accounts Payable User Manual Version 1.0 69
Division Code The division code pertaining to the vendors pending bill that is listed. Department Code The department code pertaining to the vendors pending bill that is listed Currency Code The currency code pertaining to the vendors pending bill that is listed Pending Amount The pending amount in the transacting currency pertaining to the vendors pending bill that is listed
Dr / Cr
Alphanumeric The application displays the debit / credit status pertaining to the vendors pending bill that is listed. It is always credit as long as money is pending for payment to the vendor.
Ok?
Check the Ok check box against the listed bills for which you want to approve payment either fully or partially.
Adjusted LC amt
Number As soon as the Ok check box is checked against a listed bill, the application displays the pending amount. If you propose to make a partial payment against this bill, delete the displayed amount and re-enter the amount that you wish to pay.
Select All?
Select this check box to choose payment on all pending bills that are listed below. This shall check all the Ok check boxes and displays the pending amounts in full at the adjusted amounts fields.
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Total LC Amount
Numeric - 40 The total of all the adjusted amounts against the bills chosen for payment is displayed in this field.
Company name
Alphanumeric 240 The company name pertaining to the company code against the vendors pending bill that is in focus is displayed here.
Currency
Alphanumeric 240 The currency name pertaining to the currency code against the vendors pending bill that is in focus is displayed here. The following details pertaining to the vendors pending bills are also displayed: Main Account Sub Account Division Department Activity Code 1 and 2 Analysis Code 1 and 2
Document Reference
Alphanumeric 240 The application displays the documents reference (defaulting from the transaction entry) against the vendors pending bill that is in focus. Accounts Payable User Manual Version 1.0 71
Other Reference
Alphanumeric 240 The application displays the other references (defaulting from the transaction entry) against the vendors pending bill that is in focus.
Approve (Button)
Click this button to approve the payments against the selected bills to the extent of the specified amount. The application prompts you to confirm and if Ok is clicked then the process is complete. The same is notified to the user. The corresponding pending amounts against the processed vendor bills are changed.
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Supplier code
Enter or attach the vendor code for which all the approved payments towards his pending bills shall be listed. The application displays the vendors name in the adjacent field. NOTE: The approved payments listed for the vendor shall be with the source as well as the target companies. All the approved payments are listed immediately, even without querying. The following details are also displayed for each payment: Company Code The company code pertaining to the vendors approved amount that is listed. Transaction Code The transaction code pertaining to the vendors pending bill from which this approved amount is derived Document Number The document number against the transaction code pertaining to the vendors pending bill from which this approved amount is derived Document Date The document date against the document number pertaining to the vendors pending bill from which this approved amount is derived Accounts Payable User Manual Version 1.0 73 Alphanumeric 12 Alphanumeric - 240
Main Account The main account code pertaining to the vendors approved amount that is listed. The name of the Main account is displayed in the Main Account Name field. Division Code The division code pertaining to the vendors approved amount that is listed. The division name is displayed in the Division Name field. Department Code The department code pertaining to the vendors amount that is listed. The department name is displayed in the Department Name field. Currency Code The currency code pertaining to the vendors approved amount that is listed Approved Payment The approved payment (amount) in the transacting currency pertaining to the vendors pending bill that was listed in the contra payment approval screen.
Dr / Cr
The application displays the debit / credit status pertaining to the vendors pending payment that is listed. It is always credit as long as money is pending for payment to the vendor.
Ok?
Select the Ok check box against the listed bills for which you want to reverse payment either fully or partially.
Reverse LC Amount
Numeric - 40 As soon as the Ok check box is checked against a listed bill, the application displays the approved amount. If you propose to make a partial reversal against this payment, delete the displayed amount and re-enter the amount that you wish to reverse.
Select all?
Select this check box to choose reversal on all approved amounts that are listed below. This shall check all the Ok check boxes and displays the approved amounts in full at the reversal amounts fields.
Total LC Amount
Numeric - 40 The total of all the reversed amounts against the payments chosen for reversal is displayed here.
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Company name
Alphanumeric 240 The company name pertaining to the company code against the vendors approved amount that is in focus is displayed here.
Currency
Alphanumeric 240 The application displays the currency name pertaining to the currency code against the vendors approved amount that is in focus.
Document reference
Alphanumeric 240 The application displays the documents reference (defaulting from the transaction entry) against the vendors pending bill that is the base for the approved amount in focus.
Other reference
Alphanumeric 240 The application displays the other references (defaulting from the transaction entry) against the vendors pending bill that is the base for the approved amount in focus.
Reverse (Button)
Click this button to reverse the approved payment amounts to the extent of the specified reversal amount. The application prompts you to confirm and if Ok is clicked then the process is complete. The same is notified to the user. The corresponding approved amounts against the processed vendor bills are changed. The contra payment approval screen may be referred to find the effect of the reversal.
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Supplier code
Enter or attach the vendor code for which all the approved amounts towards his pending bills shall be listed for payment. The application displays the vendors name in the adjacent field. NOTE: The approved amounts listed for the vendor shall be with the source as well as the target companies. Alphanumeric 12 Alphanumeric - 240
Main A/c
Enter or attach the main account code in the source company that records the contra entry pertaining to the payment made for the target company. The main account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Sub A/c
Enter or attach the sub account code in the source company that records the contra entry pertaining to the payment made for the target company. The sub account name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Currency
Enter or attach the code of the transacting currency underlying his pending bills to be settled. The currency name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
If there are any approved payment amounts pending for the supplier in the input currency then the application lists all the approved items automatically.
Payment Option
Two options are available for payment, which are: Normal Handles payment against registered bills. On Account Accepts the account details. Entries are generated accordingly.
Payment type
Radio Button Select one of the options PDC, cheque, draft, or transfer depending on the mode of payment to the supplier. Choosing cheque or draft option requires an input at the adjacent Cheque/Draft number field.
Bank code
Enter or attach the bank code through which all the approved amounts towards his pending bills shall be settled. The application displays the bank name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Auto/Manual
Alphanumeric In this field, enter the cheque generation type. It can be Automatic or Manual.
Account Number
Alphanumeric This field displays the Bank Account No of Main Account, Sub Account, Currency combination defined in the Bank Master.
Book Id
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Beneficiary Name
Alphanumeric 240 Enter the Beneficiary Name for the cheque in this field.
Due Date
Date In this field, enter the due date of the cheque.
Cheque/Draft no
Alphanumeric 60 Enter the cheque number (for cheque payment) or draft number (for payment through draft) through which you may settle your payments pending for the vendor.
Payment date
Date Enter the date by which you shall make the payment. The application defaults the current date which you can change to the actual date of payment.
Voucher details
All the approved and payment pending amounts for the vendor in the attached currency are automatically displayed.
Fig. 24 Contra Payment Voucher Generation Voucher Details The following details are displayed in the Voucher Details tab: Accounts Payable User Manual Version 1.0 78
Company Code The company code pertaining to the vendors approved and payment pending amount in the attached currency Transaction Code The transaction code pertaining to the vendors approved and payment pending amount in the attached currency Document Number The document number against the transaction code pertaining to the vendors approved and payment pending amount in the attached currency Document Date The document date against the document number pertaining to the vendors approved and payment pending amount in the attached currency Main A/C The main account code pertaining to the vendors approved and payment pending amount in the attached currency Division The division code pertaining to the vendors approved and payment pending amount in the attached currency Department The department code pertaining to the vendors approved and payment pending amount in the attached currency Original Bill Amount The original bill amount in the transacting (also the attached) currency pertaining to the vendor. Approved Amount The approved amount for payment against the bill amount pertaining to the vendor
Dr / Cr
Check box The application displays the debit / credit status pertaining to the vendors pending payment that is listed. It is always credit as long as money is pending for payment to the vendor.
Select
Check box Select this check box against the listed approved amounts for which you want to make payment (and generate a voucher). The sum of all the amounts against the checked select boxes is displayed at Total app amount field at the header.
Select All?
Check box Select this check box to choose payment towards all approved amounts that are listed. This shall check all the Ok check boxes and displays the total at Total app amount field at the header.
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Company name
Alphanumeric 240 The application displays the company name pertaining to the company code against the vendors approved amount that is in focus.
Document Reference
Alphanumeric 240 The application displays the documents reference (defaulting from the transaction entry) against the vendors pending bill that is the base for the approved amount in focus.
Other Reference
Alphanumeric 240 The application displays the other references (defaulting from the transaction entry) against the vendors pending bill that is the base for the approved amount in focus.
Generate (Button)
Click this button to approve payment towards the selected amounts thereby generating vouchers to the effect. The system prompts you to confirm and if Ok is clicked then the process is complete. The same is notified to the user. The corresponding vouchers generated against the processed approved bills are listed at the Tran details tab.
Transaction Details
Vouchers to be generated at the source as well as the target companies are handled here. NOTE: Contra voucher entry is made only when the bank account and the creditor account belong to different companies.
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Fig. 25 Contra Payment Voucher Generation Transaction Details The following details are displayed: Transaction Code The application displays the transaction code pertaining to the generated vouchers at the source as well as the transacting companies Document Number The application displays the document number against the transaction code pertaining to the generated vouchers at the source as well as the transacting companies Document Date The application displays the document date against the document number pertaining to the generated vouchers at the source as well as the transacting companies Description The application displays the identification for the transaction entries created.
On Account
When the payment is on account, you capture the account details in this block. NOTE: This tab is enabled only when the Payment Option is selected as On Account.
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The user can enter the debit details in this block. The credit details are picked from the VLAC block.
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Pay Batch
Pay Batch allows you to make batch payment for a range of suppliers at a time. The application allows you to set up the criteria for Pay Batch and enables payment for a range of Control Account and Suppliers at a time. On a whole, Pay Batch can be grouped into the following processes: 1. Set up Pay Batch Code Number Generation 2. Define the Pay Batch Criteria. You can add more conditions to a Pay Batch, if needed. 3. Pull the pending bills based on the criteria defined for the Pay Batch. You can select the bills to be included in a Pay Batch Generate payment voucher for all the bills included in the Pay Batch
Fig. 27 Pay Batch Code Generation Setup Accounts Payable User Manual Version 1.0 83
Start Number
Numeric Enter the starting number for Pay Batch Code for your company.
End Number
Numeric Enter the ending number corresponding to the Pay Batch Code.
Current Number
Number Enter the number corresponding to the current Pay Batch Code.
Prefix
Alphanumeric - 12 Enter the prefix to be added to the Pay Batch Code, if any.
Suffix
Alphanumeric - 12 Enter the prefix to be added to the Pay Batch Code, if any.
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Left Padding
The Pay Batch Code can be padded with zeroes to so that the length of the Code remains constant. Check this option to add zeroes to the left of the number.
Document Date
Date Enter the date on which the code is being generated. Accounts Payable User Manual Version 1.0 85
Description
Alphanumeric Enter a description for the Pay Batch code and criteria being generated.
Mode of Payment
Alphanumeric Enter or select the mode of payment. It can be any of the following: Cheque DD PDC Cash
Bank Code
Alphanumeric If the mode of payment is Cheque/DD/PDC, enter the corresponding bank code in this field.
Criteria Details
In the detail part, you define the criteria to pull the pending bills. There can be multiple detail criteria for a Header Criterion. You can add any criteria to a Pay Batch as long as it is not confirmed. The system does not allow you to modify a Pay Batch criterion.
Fig. 29 Pay Batch Criteria Setup Criteria Details Accounts Payable User Manual Version 1.0 86
From/To Supplier
Alphanumeric 12 In these fields, enter or attach the code for the supplier whose transactions pertaining to the attached control account code. This supplier code indicates the suppliers list.
Pull by
The application allows you to pull the pending bills by document date or due date of a transaction. Select the appropriate radio button that defines the date by which the pending bills are taken for a Pay Batch criterion. Options available are: Document Date Due Date Outstanding Days
From/To Date
Date Enter the period from which the pending bills are to be pulled for a Pay Batch.
Currency Code
Alphanumeric - 3 Enter or attach the currency code in which the transaction was done for the pending bills.
From/To Amount
Numeric Enter the amount range in these fields for which the pending bills need to be considered for pulling into a Pay Batch.
Criteria Status
Alphanumeric This field displays whether bills are pulled or not for a Pay Batch criterion.
Generate
Click this button to generate the Criterion for the Pay Batch Code.
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Fig. 32 - Pay Batch Confirmation Pending Bill Details The application displays the following details: Document number Applicable currency Foreign and local amounts Adjusted advance amount Main and Sub account details Division and department details Document reference Other references Document Date Due Date
Pay FC Amount
Numeric Enter the payment amount against the pending bill in foreign currency. Pay FC Amount = FC Amount Adjusted Advance Amount
Pay LC Amount
Numeric Enter the payment amount against the pending bill in local currency. Accounts Payable User Manual Version 1.0 90
Include?
Check box Select this check box to include a pending bill in the specified Pay Batch. When a bill is included, the application verifies any advances paid to the supplier against the pending bill. If advance is paid, the system displays a message as shown below.
Click the OK button to adjust the advances with the pending bill. The system displays all the unmatched advances for the supplier. The screenshot for the adjustment window is shown below.
The header part of the above window displays the pending bill details against which advanced adjustments are made. The detail part displays all the advances existing for the particular supplier. Partial advance adjustment is allowed. It is possible that an advance amount span more than one bill or multiple advances can be adjusted for a single bill. Select the Include? check box against each advance to be adjusted with the bill. Click the Save button to allow the application to display the adjusted FC amount in Adjusted FC Amount field.
Totals
In this tab, the application displays details of the approved payment amount. The Totals tab is displayed below.
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Fig. 33 Pay Batch Confirmation Totals The application displays the following details: Supplier code Foreign currency amount Local currency amount Approved amount Outstanding amount
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Generate Voucher
Button Click this button to generate payment voucher corresponding to the bills displayed. Accounts Payable User Manual Version 1.0 93
Voucher Details
This tab displays details of bills confirmed for payment for the Pay Batch Code selected in the header block. The Voucher Details tab is displayed below.
Cheque Book Id
Alphanumeric Enter or select from LOV the Cheque book-id to generate the cheque number. A unique cheque number is generated for each supplier. NOTE: Cheque number is generated only if the generation type is set as Auto at Pay Batch Criterion level. Otherwise, the user needs to enter the cheque number manually.
Cheque/DD Date
Date Enter the date on which the Cheque or DD to be issued to the supplier.
Invalidate Cheque
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If you do not want to issue the cheque, click this button to invalidate the cheque. When you invalidate a cheque, the particular cheque number cannot be used further.
Cheque/DD Number
Alphanumeric Enter or select from LOV the cheque number generated for payment if cheque number generation is manual.
Payee Name
Alphanumeric Enter the Payee name that corresponds to the payment.
Narration
Alphanumeric Enter addition information related to payment, if any.
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Transaction Code
Enter or select the transaction code of the outstanding document.
Document Number
The document number of the invoice or bank payment voucher number from the legacy system is input.
Serial Number
Enter a serial number; the default value to start with is 1. The number uniquely identifies the entry.
Document Date
Enter the document date pertaining to legacy data and this date must be less than the current date.
Due Date
Enter the date on which the credit entry (on vendors) is due. The date entered must not be prior to the document date. This is displayed as Document Date at Open Entry Matching. Accounts Payable User Manual Version 1.0 97
Division Code
Enter or select the division code associated with the open entry enabled account.
Department Code
Enter or select the department code associated with the open entry enabled account.
Analysis Code 1
Enter or select a valid analysis code 01 associated with the open entry enabled account.
Analysis Code 2
Enter or select a valid analysis code 02 associated with the open entry enabled account.
Currency
Enter or select a valid currency code applicable for the entry.
Credit
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Select the check boxes if the entry is a credit entry or clear if the entry is a debit entry.
Document Reference
Enter all document reference pertaining to the open entry data entered. If you are entering a PDC sent to your vendor, capturing the cheque number here could serve as a reference.
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Transaction Code
Alphanumeric 12 Enter the transaction code that refers to the posting transaction for cross control matching in GL. This transaction code is defined in the Transaction Code master.
Freeze
Select this check box to indicate that once the code is frozen it is not considered a valid code for carrying out transactions using this setup.
Control Account
In this tab you enter control accounts for which matching is to be done with the control account defined at the header. You can attach more than one control account here.
Control Account
Alphanumeric 12 Enter or select the Control Account code Control Account, which is attached to the Control Account defined at the header block. These account codes are taken from the Main Account Master. The Description for the account code is displayed in the adjacent field.
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Write-Off Setup
In the write off setup, you define currency wise round off amount for each control account. When the outstanding amount of a supplier or customer is below or equal to the amount specified in the Write-off setup for the respective supplier/customer control account, then the system generates an entry and knock off (matching) the outstanding amount. NOTE: Round-off parameter should be set at company parameter level. Transaction code and main account should be given at company parameter level.
Control Account
Alphanumeric 12 Enter or select the account code corresponding to the control account for which currency-wise round off is to be defined. In the LOV, the application displays the codes, which are defined in the main account master. The Description and Short Description for the Control Account are displayed in the adjacent fields.
Transaction Code
Alphanumeric 12 Enter the transaction code that refers to the posting transaction for Round-off entry in GL. This transaction code is defined in the Transaction Code master.
A/C Details
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Click the A/C Details button after selecting or entering each combination of customer, group, transaction, and currency ranges to view fields where the account details and the related information are recorded in respect of the Write-off account.
Main A/c
Alphanumeric 12 In the Main Account field, enter or select from List of Values a valid main account code. The list of valid main account codes is displayed from the Main Accounts master. The name of the main account is automatically displayed in the adjacent field.
Sub A/c
Alphanumeric 12 The Sub Account field becomes mandatory when Main Account is a control account. Leave the field blank when Main Account is not a control account. In the Sub Account field, enter or select from List of Values the sub account code. The list of values displays only those sub account codes corresponding to the main account code entered in the Main Account field. The name of the sub account is automatically displayed in the adjacent field.
Division
Alphanumeric 12 In the Division field, enter or select the division code from List of Values. The name of the division is automatically displayed in the adjacent field.
Department
Alphanumeric 12 In the Department field, enter or select from List of Values the department code. The list of values displays only those department codes corresponding to Division Code. The name of the department is automatically displayed in the adjacent field.
Analysis Code 01
Alphanumeric 12
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In the Analysis Code 01 field, enter or select from List of Values the analysis code 01. The name of the analysis code is automatically displayed in the adjacent field.
Analysis Code 02
Alphanumeric 12 In the Analysis Code 02 field, enter or select from List of Values the analysis code 02. The name of the analysis code is automatically displayed in the adjacent field.
Activity Code 01
Alphanumeric 12 In the Activity code 01 field, view Activity code 01 and Activity Name corresponding to Main Account from the Main Account master.
Activity Code 02
In the Activity code 02 field, view Activity code 02 and Activity Name corresponding to Main Account from the Main Account master. Alphanumeric 12
Freeze
Select this check box to indicate that once the code is frozen it is not considered a valid code for carrying out transactions using this setup.
Currency Code
Alphanumeric 12 Enter the currency code, which is to be attached to the control account for round off. The values are taken from the Currency Master. The currency description is displayed in the adjacent field.
Round-off Code
Alphanumeric 12 Accounts Payable User Manual Version 1.0 104
Enter the Round-off Code which determines the rule for rounding off the amount for the Control Account specified at the header. The system rounds off any outstanding amount less than the amount, which is defined in the Round-off Rule master for the specified round-off code. The Round-off Code Description is displayed in the adjacent field. For more details, refer Round-off Rule Code master.
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Account Code
Alphanumeric 12 Enter the account code for the Control Account from which records are considered for Matching. For example, you need to match the entries for accounts from one Customer. In this case, select the Debtors control account code where the customers account is defined as a sub account. These values are taken from the Main Account master. NOTE: This field is disabled when cross control account matching is enabled for Open Entry matching screen.
Division Code
Alphanumeric 12 Enter the Division code corresponding to which the documents are being pulled for matching.
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Department Code
Alphanumeric 12 Enter the Department code corresponding to which the documents are being pulled for matching.
Currency Code
Alphanumeric 12 Enter the currency code for the currency through which transactions are performed in the documents being matched.
Debit/Credit
Option Button Select the type of documents that need to be displayed at the header block for the accounts specified. If you select Debit, debit entries are displayed at the header and corresponding credit entries and displayed in the detailed block. When Credit is selected for the document type, debit entries are displayed in the detailed block.
Pull
Click the Pull button to retrieve all documents for the specified account. When Debit is selected as the document type, document with debit entries for the particular account are displayed as shown below, where the Cr check box is cleared. The corresponding credit entries for the document can be viewed in a separate block, where Cr check box is selected.
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The document block displays the debit and credit transactions pertaining to the account selected. The following details are displayed: Document Number The transaction code and document number pertaining to the transaction Document Date The date on which the transaction was performed Currency Code The code corresponding to the currency through which the transaction was done FC Amount The transaction amount in foreign currency LC Amount The transaction amount in local currency Balance FC Amount The balance amount in foreign currency if partial payment/receipt was made for the transaction Balance LC Amount The balance amount in local currency if partial payment/receipt was made for the transaction Credit Selected if the entry for the specified account is a credit entry, otherwise this check box is cleared The Total FC Amount, Total LC Amount, and Total Adjustment Amount are displayed in the respective fields. The document details block in the bottom consists of the details of either debits or credits that are matched with the credit or debit in the header. The details of the documents that are selected for matching belong to the same control account, supplier code combination (i.e., the same vendor). The matching of the payment with the corresponding invoices (one or more) is to narrow down the pending payments on the invoices. The pending documents shall be settled through a payment by making another voucher entry. For example, when an accrual is to be matched against the list bank payment document, select the accrual from the list of entries by placing the cursor on the accrual. Allocate full or part of the Accounts Payable User Manual Version 1.0 109
payment (as is the case) and the application displays the balance in the adjacent field, which is the balance payment available for matching with another accrual.
Adjustment Amount
Numeric - 40 When you click the Ok button against each document, the balance amount is defaulted in this field. This is the amount that is considered for matching between the debit and credit entries. You can enter an amount, which is less than or equal to the balance amount.
Ok
Check box Select this check box to choose a document for matching. You can select any number of documents on the credit side to match with any number of documents on the debit side. The following fields are displayed when you select any document: Control Account Division Code Department Code Analysis Code 1 and 2 Activity Code 1 and 2
Write-off Amount
The write-off amount after matching is displayed here as per the Write-off code.
Write-off Code
List box When there is any balance amount after matching the debit and credit entries, the write-off amount is displayed in the Write-off amount field. In the Write-off code, select the code, which determines the rounding off for the amount. Based on the Write-off code, the system automatically passes the write-off entry. Press tab to enter the account details for the Write-off amount. Enter the account details in the VLAC block as displayed below:
For more details, refer Round off Rule master. Accounts Payable User Manual Version 1.0 110
The following fields are displayed when you select any document: Control Account Division Code Department Code Analysis Code 1 and 2 Activity Code 1 and 2
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Pull By Criteria
Select the type of documents matched for the period. Press Enter or Tab key to view matched documents below the criteria. The following details are displayed: Document Number Document Date FC Amount LC Amount Matched FC Amount Matched LC Amount
OK
Select the OK check box against the document, which is to be un-matched.
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Write-off Processing
This process is used for rounding off the entries. In the round off master you define control account-wise and currency wise round off amount. If the outstanding of a supplier or customer falls below or equal to the amount specified in the round off master, then the system generates an entry and knock off (matching) the outstanding amount. When the company parameter RND_OFF_SET is set to Automatic (A), the amount is transferred to the Round-off account after the write-off processing.
From/To Date
Date Enter the range of date from which the documents are considered for write-off process.
Currency Code
Alphanumeric - 12 Enter the code corresponding to the currency through which transactions are done in the selected documents.
Write-off Code
Alphanumeric - 12 Enter or select the Write-off code based on which the write-off process is done.
View Details
Click this button to view details of documents, which are considered for Write-off processing.
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Complete Processing
Click this button to post the Round-off entries to the Round-off account. When the Write-off processing is successful, a message is displayed as shown below.
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Fig. 44 FOREX Adjustment Processing The Company Code and Company names are displayed when you open this screen.
As on Date
Alphanumeric - 12 Select the date until which the documents are considered for FOREX Adjustment Processing. The accounting period is displayed in the adjacent fields. Click Save to create the FOREX entries.
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Fig. 45 Inter Unit Transfer Setup Accounts Payable User Manual Version 1.0 118
Transaction Code
Alphanumeric 3 In the Transaction Code field, enter or select the transaction code by which the Inter Unit entry made at the target division or department is recorded through a journal entry. The following fields are displayed: Source Division Name The name of the division corresponding the attached source division code is displayed here Source Department Name The system displays the departments name corresponding the attached source department code Target Division Name The application RION displays the divisions name corresponding the attached source division code Target Department Name The application displays the departments name corresponding the attached source department code Transaction Name The application displays the transaction name corresponding the attached (target) transaction code
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Account Details
Inter Unit Account in Source Division or Department You define the debited account in the source division or department. The bank account through which the payment is executed is credited.
Main A/c
In the Main Account field, enter or select the main account code in the source division or department that records the Inter Unit entry pertaining to the payment made for the target division or department. The name of Main Account is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Sub A/c
In the Sub Account field, enter or select the sub account code in the source division or department that records the Inter Unit entry pertaining to the payment made for the target division or department. View the name of Sub Account in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Division
In the Division field, enter or select the source division that records the Inter Unit entry pertaining to the payment made for the target division. View the division name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Department
In the Department field, enter or select the source department that records the Inter Unit entry pertaining to the payment made for the target department. View the department name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Anly cd-1
In the Analysis Code 1 field, enter or select the analysis code 1 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the analysis name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Anly cd-2
In the Analysis Code 2 field, enter or select the analysis code 2 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the analysis name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Activity-1
In the Activity-1 field, enter or select the activity code 1 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the activity name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Activity-2
In the Activity-2 field, enter or select the activity code 2 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the activity name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Inter Unit Account in Target Division or Department You define the credited account in the target division or department. The creditor account for which the payment is executed at the source is debited.
Main A/c
In the Main Account field, enter or select the main account code in the target division or department that records the Inter Unit entry pertaining to its payments made by the source division or department. View the name of the main account in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Sub A/c
In the Sub Account field, enter or select the sub account code in the target division or department that records the Inter Unit entry pertaining to the payment made by the source division or department. View the name of the sub account in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Division
In the Division field, enter or select the target division that records the Inter Unit entry pertaining to the payment made by the source division. The division name is displayed in the adjacent field. Alphanumeric 12 Alphanumeric - 240
Department
In the Department field, enter or select the target department that records the Inter Unit entry pertaining to the payment made by the source department. The application displays the department name in the adjacent field. Alphanumeric 12 Alphanumeric - 240
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Activity 1 and 2
In the Activity 1 and Activity 2 fields, enter or select the activity code 1 that records the Inter Unit entry pertaining to the payment made by the source department. This code is of the source. Alphanumeric 12 Alphanumeric - 240
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Document Date
Alphanumeric - 12 In the Document Date field, enter the date on which the transaction is recorded.
In the Target Division Code field, enter or select the code pertaining to the division whose specified transactions are viewed and payment settled by the source.
Voucher Details
Click the Voucher Details tab to view pending transactions in units for which debit or credit entries are to be passed in accounts and voucher generated.
Company Code
Alphanumeric 12 In the Company Code field, view the company code pertaining to the business units involved in the transaction.
Tran Code
Alphanumeric 3 In the Transaction Code field, view the transaction code pertaining to the payment made.
Document Number
Number In the Document Number field, view the document number against the transaction code pertaining to the payment made.
Document Date
Date In the Document Date field, view the document date against the document number pertaining to the payment made. Accounts Payable User Manual Version 1.0 125
Main A/c
Alphanumeric 12 In the Main Account field, view the main account code pertaining to the payment.
Division
Alphanumeric 12 In the Division field, view the division code pertaining to the payment.
Department
Alphanumeric 12 In the Department field, view the department code pertaining to the payment.
FC Amount
Numeric In the FC Amount field, view the amount for payment pertaining to the unit in Foreign Currency.
Dr / Cr
In the Debit/Credit field, view the debit or credit status pertaining to the listed payment. By default, it is credit as long as money is pending for payment to an other unit.
Select
Choose the Select check box against the listed approved amounts for which you create entries and generate a voucher.
Reject
Select the Reject check box if you do not generate voucher for a transaction of the target unit. The transaction is then cancelled from the list of Inter Unit transactions and is not kept pending. The following fields are also displayed: Company Name Displays the company name pertaining to the company code against the transaction in focus Main Account Name Displays the main account name pertaining to the main account code against the transaction in focus Sub Account Name Displays the sub account name pertaining to the sub account code against the transaction in focus Division Displays the division name pertaining to the division code against the transaction in focus Department Displays the department name pertaining to the department code against the transaction that is in focus Document Reference Displays the reference of the document (from the transaction entry) against the payment that is the base for the amount in focus Version 1.0 126
Other Reference Displays he other references (from the transaction entry) against the payment that is the base for the amount in focus Analysis Codes 1 and 2 Displays the analysis name pertaining to the analysis code 1 (if captured at the transaction) against the amount that is in focus Activity Code 1 and 2 Displays the activity name pertaining to the activity code 1 (if captured at the transaction) against the amount that is in focus
Details
Click the Details button to view and enter Debit Account Details for each transaction. NOTE: The Inter Unit Transaction entry is made only when the bank account and the creditor account belong to different units.
Vouchers
Click the Vouchers button to view vouchers generated at the source as well as the target units.
The following details are displayed for each voucher generated: Transaction Code (Tran Code) Displays the transaction code pertaining to the generated vouchers at the source as well as the transacting units Document Number (Doc No) Displays the document number against the transaction code pertaining to the generated vouchers at the source as well as the transacting units Document Date (Doc Date) Displays the document date against the document number pertaining to the generated vouchers at the source as well as the transacting units
Generate
Click the Generate button to approve entries towards the selected amounts in the detail part. This generates vouchers, and to confirm and complete the process, clicks the OK button at the prompt.
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Queries
The Queries enable you to obtain on-line information regarding the balances and the transaction details of the accounts and the sub accounts. Pertaining to the AP module you can use this facility to view the unmatched debits and credits on individual vendor accounts (sub account). The PDCs issued are also displayed to help you match these against pending credits. An age wise break up (pending days) is also displayed.
As of Date
Date Enter or select a date till which you can view the outstanding details of the sub account.
Credit Limit
The credit limit allowed to us by the vendor is displayed here. This data is specified in the Supplier Master at Purchases module.
Aging Slots
Based on the reference document dates, the outstanding are displayed in the appropriate ageing slots. The outstanding days are calculated through As of Date minus the Document Date.
Transaction Code
The transaction code of the selected transaction type is displayed here and this is a unique value that pertains to each transaction.
Document Number
The document number of the pending transaction is displayed.
Document Date
The document date of the selected transaction is displayed here.
Reference
The document reference if any is displayed here.
Original Amount
The original amount as on the reference document is displayed here.
O/S DR
The outstanding debit amount, for the unpaid document, is displayed.
O/S CR
The outstanding credit amount of the unpaid document is displayed here .Any receipts not allocated (kept on account) are shown as unadjusted credit. Accounts Payable User Manual Version 1.0 129
PDC Matched
The PDC that is matched against the transaction specified is displayed here.
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Gross
The gross amount on the reference document is displayed here.
Total
The totals of debits and credits are displayed.
PDC Number
The PDCs that were issued to the particular sub account are displayed here. The PDC no pertains to the post-dated cheque number.
Due date
The date on which the PDC may be submitted is displayed here.
Drawn on Bank
The bank on which the PDC was drawn is displayed here.
Amount
The amount that can be drawn through the PDC is displayed here.
Reference
The reference that pertains to the PDC if present is displayed here.
Net
The running totals for outstanding debits and credits are displayed.
Total
The total amount of debits and credits is displayed.
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