Payables Management – Advanced Tips & Tricks

Month End verification and reporting
1) Post all Batches in Payables so that unapplied credit documents can be posted.
2) Post all batches in GL that affect Accounts Payable.
3) Trial Balance with Options for Open Entries: Reports > Purchasing > Trial Balance > Trial Balance with Options
4) Historical Aged Trial Balance (HITB) for any period Open or Closed entries by Document Date
5) Inquiry > Purchasing > Payables Summary: Calculation based on User Date compared to…
6) Inquiry > Financial > Summary for the Payables GL Account(s): Compare to…
7) Historical Aged Trial Balance (HITB) by GL Posting Date should tie to the GL in the following Inquiry, otherwise…
8) Tools > Routines > Financial > Reconcile to GL: produces a spreadsheet comparing the
sub-ledger to the GL.
9) Adjust GL or PM

My Reports and Report Groups
1) Label report option names with Prior Month coded as <, Current coded as *, and to be changed as ~.
2) Print recurring report Options linked to Reports > Purchasing > Groups or…
3) Print named report options from My Reports or Home Page.

Miscellaneous Tips
1) Toolbar with Divider Line
2) Shortcuts on Navigation Pane with Hotkeys
3) Batch ID syntax for ownership, date, recurring frequency, re-use, and Re-print Posting Journals
4) Date and Calendar tips
5) Tools > Setup > Company > Advanced Lookups to add default Lookups to Vendor Cards and Open Payables Documents
6) Advanced Search: Lookups with Binocular icon to search for Description “containing”

Transaction Entry: Transactions > Purchasing > Transaction Entry
1) Document Types: Invoice, Finance Charge, Miscellaneous, Return, Credit Memo, and Payments
2) Purchases vs. 1099 Amounts
3) Descriptions, Distribution References, and Voucher Notes with OLE Linking to external files
4) Track Use Tax

Vendor Cards
1) Vendor Name, Short Name, Check Name (default for 1099s and Checks), Comments, and Vendor Accounts
2) Default Vendor Purchases Account and Additional Vendor Accounts with or without Default on Transaction
3) Changing Vendor ID with Professional Service Tools Library

Printing Checks
1) Select Checks vs Edit Checks vs Edit Check Batches
2) Prioritize Vendor selection with Payment Priority
3) Overflow Remittance Advice vs Separate Remittance Advices
4) Post Checks vs Process Remittance Advices
5) Void Historical Transactions vs Void Open Transactions

1099 Vendors and Transactions
1) Tools > Setup > Purchasing > Payables > 1099 Setup for default Minimum Amounts per Type and Box
2) Tools > Setup > Purchasing > Vendor Classes for 1099 Tax Type
3) Cards > Purchasing > Vendor > Options for 1099 Tax Type and 1099 Box
4) Utilities > Purchasing > Update 1099 Information to reset 1099 Tax Types and/or Boxes by Vendor or Transactions
5) Cards > Purchasing > 1099 Details to edit Amounts by Tax Type, Box, Year, and Period.
6) Cards > Purchasing > Summary> Period to edit overall 1099 Amount for Calendar Year by Period to default Type and Box
7) Transactions > Purchasing > Transaction Entry to back out errors and re-enter 1099 amounts with transaction history
8) Routines > Purchasing > Print 1099s to print 1099s and 1099 Edit List for 1096 form summary purposes
9) Utilities > Purchasing > Reconcile > Calendar: avoid 1099 Amounts if they were reset per the Cards