Post A/P Invoices

Accounts Payable Menu -> Post A/P Invoices

When all invoices are entered, select Post A/P Invoices to post the invoices to the A/P sub-ledger and also to the General Ledger expensing by division.
Invoices entered in A/P Invoices and in A/P Invoices By P.O. are both included in this posting.
When Invoices with rental inventory are posted, the tag information is also updated.

The Print A/P Invoices report can be generated, listing each invoice with details, in the order that the invoices were entered.

After posting, the G/L transactions from Post A/P Invoices can be viewed in the Inquiry By Account# or Inquiry By Transaction#, and even output to a spreadsheet from the G/L Activity By Posting Source utility.

Posting by Batch:
Posting can be completed for all operators or by individual operator.
Within the operator selection, all invoices may be posted, or posting maybe done by individual batch.
There are two methods offered for posting A/P invoices using batches:
  1. Batches can be manually setup in A/P Batch Codes to be assigned by the operator to each invoice at invoice entry.
    Posting can then be initiated by operator and batch.
  2. An alternative option is to use system assigned numeric batches.
    This processing can be activated in the Company Miscellaneous Parameters so that consecutive batch numbers are assigned to each new group of invoices entered in A/P Invoices or in A/P Invoices By P.O.
    When the batch number is auto-assigned, it cannot be over-typed.

An advantage of posting using separate batches, means that Invoice entry and posting is NOT locked for other batch codes.

General Ledger Postings:

The prompts to generate A/P invoice posting are:

Leave this field blank for all operators, or select a specific operator from the drop-down list.

Check this box to include all batches used by the selected Operator.

Note: The ability to print and post all batches respects the Posting By Batch Control flag as set in the Company Posting Parameters.

Uncheck this box to select a single batch for the report.

If manual batch codes are assigned, enter the batch code or select it from the drop-down list.
The report will print alphabetically by vendor within batch code.

If auto-assign batch codes are used, enter the appropriate batch number.
The report will print the invoices in the sequence in which they were entered.

Note: The Auto-Assign Invoice Batch Codes feature can be set in the Company Miscellaneous Parameters for the company.

A Purchases Journal and a Purchases summary and a Batch summary will print out for the batches selected. Manually add up your invoices and check that the total equals the Report Total on the print-out. Store the Purchases Journal in your binder for future audits.

To control which operators have access to the posting of A/P invoices, Security Roles can be defined with Menu Security, and the roles can then be assigned to the operators in Operators.

The ability to post invoices can be further controlled by setting up a password and defining Security Roles for the for the APVI10C module in Module Passwords.
This is validated at the point of posting when the operator is prompted if to accept the report and post so that operators that are not assigned a role activated for APVI10C can print the report but cannot initiate the posting without the password.

For more information on security features refer to System Security Overview.

A/P Purchases Exchange, Duty & Freight:
When currency exchange transactions are generated, a separate A/P Purchases Exchange, Duty & Freight Summary and also an A/P Purchases Exchange, Duty & Freight Batch Summary can be printed. The printing of this summary is controlled by the flag in the Company Miscellaneous Parameters.
Though these transactions do not display in the invoice details of A/P Invoices, a credit is generated to the currency exchange default account as assigned in Default Accounts, and a debit is generated to each distribution account from the invoice, for the amount of the exchange.
For more information about currency exchange, see Currency Codes.

Inventory Costs Posted At Warehouse Receiving:
Some firms prefer to post the inventory costs per the P.O. to the G/L and/or just to the Inventory sub-ledger, when the inventory is received in the warehouse rather than wait and post the actual costs when the A/P Invoice is entered. Although the P.O. costs may not be as accurate, this does provide a cost for products as soon as they are received into the fleet that can then allow for depreciation of the item to commence immediately.

The processing can be activated by the following Inventory Received In Warehouse settings in the Company Inventory Parameters.
Update Average Cost In Warehouse causes the product costs to be updated as follows:

Posting Distribution Invoices:
A list of any distribution invoices that are generated from A/P Invoice Distribution Details with the dates, the amounts, and the balancing reversal invoice, is included on the A/P Purchases Journal below the G/L postings for the invoice.
The A/P Distribution Expense account is also printed on the journal.

Inventory/Cogs Adjustment Re: Over-shipped Items:
The Inventory/Cogs Adjustment Re: Over-shipped Items processing occurs after the Purchases Journals and A/P Purchases Exchange Report have been accepted and posted.

When inventory quantities are sold greater than the On Hand quantity, the inventory postings for the sales are generated at the cost stored in Sales Inventory or Rental Inventory. Then later if the actual inventory purchase costs entered in the A/P Invoices or A/P Invoices By P.O. or Post Warehouse Cost Adjustments, are different, then this "Inventory/ Cost of Goods Adjustment for Over-shipped Items Report" is automatically printed, with the ability to post the cost adjustments to the General Ledger.

When adjustments to the average cost in the product file are not updated for the over-shipped items because the cost quantity used in the averaging calculation is now negative or zero, a list of such invoices is generated.
The Credit Invoice Cost Adjustments warning screen displays the A/P invoice number, the vendor number, product number, quantity invoiced, invoice amount, with Zero current cost. This is information only. Check the average cost on the product file and make manual adjustments if required.
An optional "Credit Invoice Cost Adjustment Report" can be printed for follow-up.

The "Inventory Adjustments re: Over-shipped Items Report" is printed listing the G/L posting adjustments that should be made to the General Ledger to handle the difference in the posted inventory cost from the time of the sale and the actual inventory cost from the purchase information.
The Post Over-shipped Items screen can be viewed listing the Product #, the A/P Invoice #, and the Quantity that was over sold. If the costs were entered through Post Warehouse Cost Adjustments, then the word "Warehouse" replaces the A/P Invoice #. This information cannot be changed, however transactions can be deleted and not posted.
The suggested adjustment amount, the G/L account to be debited, and the G/L account to be credited display. These three fields can be changed as required.
Click the EXP/CON button to view the G/L account descriptions.
Accept the information and close the window.
The options to process the Over-shipped Items include:
  • Select Abort the Over-shipped Adjustment Posting if the report did not print successfully to be able to re-print the report the next time A/P invoices are posted.
  • Select Post Over-shipped Adjustments to the G/L if the report print successfully and does not need to be reprinted to post the adjustments to the General Ledger at this time.
  • Select Delete Over-shipped Adjustments if the transactions should not be posted to the G/L, and manual journal adjustments to the G/L should be made if necessary.

Note: If the correct cost was entered in Correct Daily Close Cost Errors for an over-shipped sales part with zero cost, but the average cost was NOT updated in the product file at that time (e.g. cost was left as zero in Sales Inventory) then it will not appear on this over-shipped Adjustment report. This is because, the correct cost has already been confirmed and posted with the invoice.

Inventory Adjustments For Internal Transfer Items:
This posting adjustment report only applies when the central purchasing and distribution processing is activated, as described in Central Purchasing Overview . It is generated automatically when an Internal Inventory transfer is posted in Post Inventory Transfers with inventory costs that differ from the inventory costs entered in the A/P Invoices or Post Warehouse Cost Adjustments.

This report prints after the Purchases Journals, A/P Purchases Exchange Report, and COGS Adjustment Report, have been accepted and posted.
It does distinguish between transfers that were actually posted to the G/L from Post Inventory Transfers, and transfers that were just printed, accepted, but not posted. Both types of transfers print on the Adjustment Report, but only transfers that were originally posted can generate automatic G/L postings here.

The Post Internal Transfer Adjustments display on the screen listing the G/L posting adjustments that should be made to the General Ledger to handle the difference in the posted inventory cost from the time of the transfer and the actual inventory cost from the purchase information.
The Product #, Transfer #, Quantity, Adjustment amount, the G/L account, From division, To division and date display.
Click EXP/CON or press <F9> to view the Transfer Cost and the New Cost.
This information cannot be changed, however transactions can be deleted and not posted.
Accept the information and close the window.

The options to process the Transfer Adjustments include:

If the transfer has not yet been posted in Post Inventory Transfers and the costs are different on the A/P invoice, it does not appear on this adjustment report. Instead it sets the transfer cost to the new average cost.

Note: The A/P Transfer Adjustment does not apply for re-rent items that were ordered using the P.O./Contract link as outlined in Contract/Purchase Order Link Overview.

Error Conditions When Posting:
When Post A/P Invoices is initiated, all invoices are checked before posting. If any errors are identified in the information, the posting process will be aborted.
The problem invoices must be deleted or corrected before posting will be successful. To find the errors, check the Purchases Journal.

Header does not equal Details:

Invalid G/L Account:

Invalid Tag On Line:

Invalid Division:

Invalid currency:

Duplicate Invoice:

Posting rollback:

Posting Control:
The Post A/P Invoices program is designed to be run by one operator at a time per batch.
Locking will occur if another operator attempts to run the program at the same time, or if the first operator did not exit the posting program correctly.
A Posting Control Information warning will appear on the screen preventing the second operator from proceeding, and only operators with Security Role permission to reset the A/P Invoices flag will have access to the RESET button that unlocks the program.
Whenever the posting control flag for A/P Invoices is reset, a record is written to the Delete Log for the Function APVI91A.

Topic Keyword: APVI10
Converted from CHM to HTML with chm2web Pro 2.85 (unicode)