Overview of Advantage Accounts Payable

Welcome to the Advantage Accounts Payable system.

Advantage Accounts Payable allows you to maintain a list of vendors, enter and post Accounts Payable vouchers, process payments, produce Accounts Payable checks (automatically or manually), review Accounts Payable vendor and voucher data, reconcile bank statements, and maintain a consultants ledger.

What do you want to do?

Choose the appropriate topic from those listed here, or use the Help Index to search for a topic at a different level of detail:

Installation and Setup

Install the Accounts Payable Application

Review or Print the Accounts Payable Getting Started Checklist

Define or Change Setup Options

Vendors

Define or Change Vendor Records

Convert a Vendor's Number

Vouchers

Enter or Change Vouchers

Post Vouchers

Review Vouchers

Process Vouchers

Enter or Review Historical Vouchers

Disbursements and Payments

Enter or Change Disbursements

Process Checks

Post Disbursements

Post Payments

Reports

Initialize 1099 Data

Enter Data for 1099 Forms

Vendor Avery 5161

Print Reports

Utilities

Review available utilities


Installation and Setup
Installation

If you are installing the Accounts Payable application at the same time as all of your other Advantage applications, you can follow the installation steps you received with your Advantage software.

If you are installing the Accounts Payable application after you have installed your other Advantage applications:

1.	Select Utilities, Module Installation from the Advantage main menu. Advantage displays the Advantage Module Installation form.

2.	Click on the box next to Accounts Payable in the Advantage Licensed Modules section of this form.

3.	Enter the password for the Accounts Payable application.

If you have not received a password for this application, contact Deltek Advantage Support.

 Related Topics


Accounts Payable Getting Started Checklist

Prior to using the Advantage Accounts Payable application, you must enter certain firmwide information to be used for your vendors, vouchers, and disbursements.

The following checklist summarizes the procedures you complete to set up the Accounts Payable application for users in your firm. Click on any topic listed to see more detailed information. We recommend that you print out this page and check off each item as you complete it.

Accounts Payable Setup Checklist

Completed?	Step	Where Entered
__________	Set up your default payment terms to be used in Automatic Payment Processing runs	Accounts Payable Setup
__________	Set up liability codes to direct general ledger postings	Liability Codes Setup
__________	Set up discount codes to direct general ledger postings	Discount Codes Setup
__________	Add additional vendor types (optional)	Vendor Types Setup
__________	Add sort/select labels for your vendors	Sort/Select Setup
__________	Add vendors to your database	Vendor Table Maintenance


Overview of Accounts Payable Setup

When you set up the Accounts Payable application, you provide basic information about how your firm plans to use Advantage. While you should enter this information as a first step in using the Accounts Payable application, you can also update this information after you’ve started using the application.

You will work with the following Accounts Payable setup routines:

Accounts Payable Setup Maintenance

Liability Code Setup Maintenance

Discount Code Setup Maintenance

Vendor Types Setup Maintenance

Vendor Status Codes

Accounts Payable Setup also includes, purely for reference purposes, a Vendor Status Codes Setup Maintenance routine. You cannot modify the information in Vendor Status Codes Setup Maintenance.


Accounts Payable Setup Maintenance

The Accounts Payable Setup Maintenance form lets you define system-wide information to be used by Advantage when processing and paying vouchers.

To enter general Accounts Payable setup parameters:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Accounts Payable Setup from the Advantage main menu. Advantage displays the Accounts Payable Setup form.

2.	Complete the fields on the Accounts Payable Setup form, referring to the context-sensitive help on the form.

3.	Click on Save to save your changes.

4.	Click on Close to exit Accounts Payable Setup and return to the Advantage main menu.

 Related Topics


Entering Default Payment Terms

You define system-wide default payment terms in Accounts Payable Setup Table Maintenance. In Vendor Table Maintenance, you can also define default payment terms for each vendor. The default payment terms entered for a vendor override the system-wide default payment terms.

Example

What do you want to do?

Specify a number of days until payment

Schedule a payment for the next check run

Place a voucher payment on hold

Utilize the Pay When Paid (PWP) feature

 Notes


Specifying a Number of Days Until Payment

If you enter a number (between 0 and 999) in the Payment Terms field, Advantage includes the transaction in the check run immediately following the specified number of days after the vendor's invoice date.

Advantage calculates the payment date to be this number of days after the invoice date. If you enter this option in Accounts Payable Setup, it will be used by default for all vouchers in data entry.

Example


Scheduling a Payment for the Next Check Run

If you enter Next in the Payment Terms field, Advantage includes the transaction in the check run immediately following the posting of the voucher.

If you decide you do not want the voucher to be included in the next check run, you can specify (override) a new payment date. You can specify a new payment date by modifying the payment date in voucher review, or Automatic or Manual Select Payment Processing.

Example


Placing a Voucher Payment on Hold

If you enter Hold in the Payment Terms field, Advantage holds the voucher for future payments. No amount appears in the Payment column for vouchers on hold.

To place a voucher on hold manually after it has been posted to the database, see Modifying Information in Voucher Review.

When you know the date on which you would like a held voucher to be processed, you must change the payment terms to anything other than Hold in voucher review, Automatic Payment Processing, or Manual Select Payment Processing.


Using the Pay When Paid (PWP) Feature

If a voucher has Pay When Paid (PWP) payment terms defined, the Billing application plays an important role in processing the voucher detail lines for that vendor. When you enter a PWP voucher for a vendor:

1.	Advantage records the invoice number with the voucher for any PWP vouchers that have been final billed.

2.	Advantage records the project number (and task, if any), amount, and invoice number in the Expense Detail table.

3.	When you receive payment in full for the invoice, Advantage updates the status of the PWP voucher to Paid, and processes a check for the voucher in the next check run.

If you specify PWP as the payment date for a voucher, Advantage releases the voucher for payment when the client invoice (upon which this expense has been billed) has been paid, and determines when a billing invoice is issued and paid.

 Notes

 Related Topics


General Steps for a Pay When Paid Voucher

1.	Enter and post an Accounts Payable voucher with payment terms of pay when paid.

2.	Include the voucher on the client’s bill and accept the final bill.

3.	Post the invoice file created during the Accept Final Invoice process.

4.	When you receive payment for the client’s invoice, enter a cash receipt for that invoice.

5.	In Accounts Payable Payment Processing, you can select the voucher for payment, or the voucher will be released for payment in the next Automatic Payment Processing run.

Alternative Method

You can manually initiate this process by modifying the billing invoice-related information in Voucher Review.


Processing Pay When Paid (PWP) Vouchers

If you specified Pay When Paid (PWP) as the payment term for the voucher, Advantage schedules the voucher for payment in the next check run after the client has paid your firm for the bill that includes the voucher expense.

When processing Pay When Paid vouchers, Advantage:

•	Searches the Expense Detail Table to find the billing invoice number for each voucher.

•	Upon 100% receipt of the invoice that included the voucher expense, updates the voucher detail and schedules the voucher with payment terms of Next but leaves the PWP status on the Voucher Review form.

•	Updates the voucher detail line as paid and schedules the voucher for payment in the next check run (if there is a billing invoice number and the client has paid the invoice).

 Notes

 Related Topics


Liability Code Setup Maintenance

You use Accounts Payable liability codes to define the implicit posting of the vouchers to an account number and to a profit center (if applicable). You can split your Accounts Payable liability to separate accounts on the general ledger by defining and using multiple liability codes.

Liability codes are associated with the vendor type by default; however, you can override the default liability code in A/P Voucher Data Entry.

What do you want to do?

Add a new liability code.

Modify an existing liability code.

Delete a liability code.

Run the Liability Code List.

 Notes

 Related Topics


Adding a Liability Code

There is no limit to the amount of liability codes you can have defined for your firm. Initially, you will need to add at least one liability code prior to entering vouchers. However, liability codes can be added at any time.

To add a liability code:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Liability Codes from the Advantage main menu. Advantage displays the Liability Codes form.

2.	Click on the Add button located at the bottom of the Liability Codes form. Advantage displays a blank Liability Codes form.

3.	Complete the fields on the Liability Codes Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Liability Codes Setup and return to the Advantage main menu.


Modifying a Liability Code

You can change most data in Liability Codes Setup at any time. For example, you can edit the Description or Account for the liability code.

To modify liability code data:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Liability Codes from the Advantage main menu. Advantage displays the Liability Codes form.

2.	Scroll to the liability code to modify.

3.	Modify the liability code’s information as desired by completing the fields on the Liability Codes Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Liability Codes Setup.


Deleting a Liability Code

You can delete liability codes using Liability Codes Setup only if there has been no activity posted to it in the current fiscal year. For example, when you are first setting up and adding liability codes to the database, you may use Liability Codes Setup Maintenance to delete codes that have no activity posted to them yet.

To delete a code using Liability Codes Setup:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Liability Codes from the Advantage main menu. Advantage displays the Liability Codes form.

2.	Scroll to the liability code to modify.

3.	Ensure that this liability code has not yet been referenced by a posting or processing session.

4.	Click on the Delete button. Advantage displays the following message:

Delete liability code <liability code name>?

5.	Click on the Yes button. Advantage deletes the liability code from your database.

6.	Click on the Close button to exit Liability Codes setup.


Discount Code Setup Maintenance

You can specify the discount codes for all the vouchers for a vendor using Vendor Table Maintenance. Advantage uses discount codes during processing to determine the account, project, and task to which to post the discounted dollars when the voucher is paid. If you want your vendor to use discount terms, you must specify this in the vendor record.

You can set up discount terms for each vendor in Vendor Table Maintenance; these terms include a discount percentage, discount period, and discount code (defined in Vendor Table Maintenance). During Automatic Payment Processing or Manual Select Payment Processing, Advantage automatically applies the discount percentage to the payment amount if the discount period is between the check date and invoice date (specified on the Payment Processing form).

What do you want to do?

Add a new discount code.

Modify an existing discount code.

Delete a discount code.

Run the Discount Code List.

 Related Topics


Adding a Discount Code

There is no limit to the amount of discount codes you can have defined for your firm. Discount codes can be added at any time.

To add a discount code:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Discount Codes from the Advantage main menu. Advantage displays the Discount Codes form.

2.	Click on the Add button located at the bottom of the Discount Codes form. Advantage displays a blank Discount Codes form.

3.	Complete the fields on the Discount Codes Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Discount Codes Setup and return to the Advantage main menu.


Modifying a Discount Code

You can change most data in Discount Codes Setup at any time. For example, you can edit the Description or Account for the discount code.

To modify discount code data:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Discount Codes from the Advantage main menu. Advantage displays the Discount Codes form.

2.	Scroll to the discount code to modify.

3.	Modify the discount code’s information as desired by completing the fields on the Discount Codes Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Discount Codes Setup.


Deleting a Discount Code

You can delete discount codes using Discount Codes Setup only if there has been no activity posted to it in the current fiscal year. For example, when you are first setting up and adding discount codes to the database, you may use Discount Codes Setup Maintenance to delete codes that have no activity posted to them yet.

To delete a code using Discount Codes Setup:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Discount Codes from the Advantage main menu. Advantage displays the Discount Codes form.

2.	Scroll to the discount code to modify.

3.	Ensure that this discount code has not yet been referenced by a posting or processing session.

4.	Click on the Delete button. Advantage displays the following message:

Delete discount code <discount code name>?

5.	Click on the Yes button. Advantage deletes the discount code from your database.

6.	Click on the Close button to exit Discount Codes setup.


Vendor Types Setup Maintenance

The Vendor Types Setup Maintenance form lets you assign default liability codes to vendor types. All vendors must have a vendor type defined on the General tab of Vendor Table Maintenance.

You can use vendor types to group vendors or make vendors unique. You will be able to sort and select vendors by type on reports and select vendors by type in Automatic Payment Processing.

What do you want to do?

Add a new vendor type.

Modify an existing vendor type.

Delete a vendor type.

 Notes


Adding a Vendor Type

There is no limit to the amount of vendor types you can have defined for your firm. Vendor types can be added at any time.

To add a vendor type:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Vendor Types from the Advantage main menu. Advantage displays the Vendor Types form.

2.	Click on the Add button located at the bottom of the Vendor Types form. Advantage displays a blank Vendor Types form.

3.	Complete the fields on the Vendor Types Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Vendor Types Setup and return to the Advantage main menu.


Modifying a Vendor Type

You can change most data in Vendor Types Setup at any time. For example, you can edit the Description or Liability Code for the vendor type.

To modify vendor type data:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Vendor Types from the Advantage main menu. Advantage displays the Vendor Types form.

2.	Scroll to the vendor type to modify.

3.	Modify the vendor type’s information as desired by completing the fields on the Vendor Types Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Vendor Types Setup.


Deleting a Vendor Type

You can delete vendor types using Vendor Types Setup only if there has been no activity posted to it in the current fiscal year. For example, when you are first setting up and adding vendor types to the database, you may use Vendor Types Setup Maintenance to delete types that have no activity posted to them yet.

To delete a vendor type using Vendor Types Setup:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Vendor Types from the Advantage main menu. Advantage displays the Vendor Types form.

2.	Scroll to the vendor type to modify.

3.	Ensure that this vendor type has not yet been referenced by a posting or processing session.

4.	Click on the Delete button. Advantage displays the following message:

Delete vendor type <vendor type name>?

5.	Click on the Yes button. Advantage deletes the vendor type from your database.

6.	Click on the Close button to exit Vendor Types Setup.


Vendor Status Codes Maintenance

The Vendor Status Codes Maintenance form lets you view vendor statuses and descriptions. You cannot modify the information on this form.

To view the vendor status codes available in Advantage:

1.	Select Utilities, Setup Table Maintenance, Accounts Payable, Vendor Status Codes from the Advantage main menu. Advantage displays the Vendor Status Codes form.

2.	Review the information on the Vendor Status Codes form, referring to the context-sensitive help on the form.

3.	Click on Close to exit Vendor Status Codes Setup and return to the Advantage main menu.


Vendor Table Maintenance

Before entering vendor information, you should:

•	Set up security (access rights) for all Advantage users

•	Define liability and discount codes, and

•	Enter any other system-wide Accounts Payable information in Accounts Payable Table Maintenance.

In Vendor Table Maintenance, you enter your vendors and provide information about them, such as a unique vendor number, vendor type, status, discount terms, and sort criteria. Advantage Accounts Payable uses this information to identify your vendors throughout Advantage.

What do you want to do?

Add a new vendor

Enter additional addresses for vendors or enter a miscellaneous vendor

Modify vendor data

Delete a vendor

Perform a vendor lookup

Run the Vendor List report

Navigate in Vendor Table Maintenance


Navigating in Vendor Table Maintenance

There are several ways you can navigate from vendor to vendor in Vendor Table Maintenance.

Select Field

To switch quickly from one vendor to another, enter the vendor number in the Select field. Double-click or press the <F3> key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed vendor information. Thus, you can switch from vendor to vendor and review the data displayed without leaving this field.

Lookup Button

To access a list of vendors in your database, click on Lookup at the bottom of the Table Maintenance form. Advantage displays a lookup list form, where you can select the desired vendor.

For firms with a large number of vendors, we recommend reviewing the following tips to maximize performance when using the lookup:

•	Do not select the Retrieve Automatically option on the lookup list form. This option regenerates the lookup list each time the sort/select criteria changes.

•	Select to display only active vendors in the lookup and/or select to only display vendors with unpaid vouchers (if you are performing Payment Processing).

Firms with more than 25,600 vendors can now view one record at a time by selecting a record, unselecting the Retrieve Automatically option on the lookup list form, then closing and reopening the Vendor Table Maintenance form. The form will display the record without displaying navigation buttons at the bottom of the screen.

Previously, firms with more than 25,600 vendors experienced problems because using the navigation buttons often caused a jump to the wrong record.

Navigation Buttons

To move from one record to another sequentially, use the navigation buttons at the bottom of the Table Maintenance form. Records are sorted by number or by name. The following table reviews your options:

Option	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.
 Related Topics


Adding a New Vendor

To add a new vendor:

1.	Select Tables, Vendors from the Advantage main menu. Advantage displays the Vendor Table Maintenance form.

2.	Click on Add at the bottom of the Vendor Table Maintenance form. Advantage displays a blank Vendor Table Maintenance form.

3.	Complete the fields on the General, Micellaneous, Sort/Select and Additional Addresses forms of Vendor Table Maintenance, referring to the context-sensitive help on the form.

4.	Click on Save to save your changes.

5.	Click on Close to exit Vendor Table Maintenance and return to the Advantage main menu.

 Notes

 Tips

 Related Topics


Setting up Miscellaneous Vendors

You can use the multiple address feature to accommodate one-time payments to miscellaneous vendors, vendors for whom you do not want to create new vendor records. To do this, just create a general vendor (a miscellaneous vendor) and establish a specific address for the one-time vendor when you are entering the voucher in data entry.

Once you create a miscellaneous vendor, you can create a different address for each one-time payment to a vendor. See entering an address for a miscellaneous vendor.

 Notes


Performing a Vendor Lookup

Click on the area of the form that you want to learn more about:

 Notes


Modifying Vendor Data

You can change most data in Vendor Table Maintenance at any time. For example, you can edit the Sort Name or Payee for the vendor.

To modify vendor data:

1.	Select Tables, Vendors from the Advantage main menu. Advantage displays the Vendor Table Maintenance form.

2.	Click on Lookup. Advantage displays the Vendor Lookup form.

3.	Select the vendor you want to modify and click on OK. Advantage displays the vendor’s information in the Vendor Table Maintenance form.

4.	Modify the fields on the General, Micellaneous, and Additional Addresses forms of Vendor Table Maintenance, referring to the context-sensitive help on the forms.

5.	Click on Save to save your changes.

6.	Click on Close to exit Vendor Table Maintenance and return to the Advantage main menu.


Deleting a Vendor

You can delete vendors using Vendor Table Maintenance only if the vendor has no data or references in other tables. However, whenever possible you should use the Vendor Conversion utility to close out vendors from the database.

To delete a vendor using Vendor Table Maintenance:

1.	Select Tables, Vendors from the Advantage main menu. Advantage displays the Vendor Table Maintenance form.

2.	Click on Lookup. Advantage displays the Vendor Lookup form.

3.	Select the vendor you want to delete and click on OK. Advantage displays the vendor’s information in the Vendor Table Maintenance form.

4.	Make sure that this vendor has not yet been referenced by a posting or processing session.

5.	Click on Delete. Advantage displays the following message:

Delete <vendor name>?

6.	Click on Yes. Advantage deletes the vendor from your database.

7.	Click on Close to exit Vendor Table Maintenance.


Accounts Payable Data Entry

In Accounts Payable data entry, you can record a vendor invoice as a voucher and/or you can enter a manual check with an Accounts Payable voucher all in one step.

Accounts Payable vouchers create checks to be printed through the Accounts Payable system.

Accounts Payable disbursements let you process manual checks for vouchers not yet entered into Advantage. You can also view these checks in Voucher Review and include these checks on A/P Reports.

 Notes

 Related Topics


Entering Accounts Payable Vouchers

In Accounts Payable data entry, you enter vouchers for the vendors in your database. You can enter new vouchers with one or more detail lines. You can also modify amounts on previously entered and posted vouchers.

Advantage tracks vouchers based on the Invoice Number, Invoice Date, and Vendor Number. If you duplicate this detail, Advantage displays a warning. You should ignore this warning if your intention is to modify, reclassify, or reverse the existing voucher. You will also see a warning if you use the same Invoice Number/Vendor Number combination, even if you use a different date.

Advantage automatically assigns a voucher number during data entry. The voucher number is a system-generated internal identification number and is not shown on the screen. You can use this voucher number to maintain a tighter audit trail on A/P vouchers. This voucher number can be viewed on the A/P Voucher Posting Log and on the Voucher Detail and Summary Reports.

To enter an Accounts Payable voucher:

1.	Select Processing, Data Entry, A/P Vouchers from the Advantage main menu.

Advantage displays the Select A/P Vouchers form. This form provides a summary of all existing voucher files to date. You can select an existing file to review/edit/delete or create a new file.

2.	Click on the New button to create a new file. The A/P Voucher New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. The system brings you to the A/P Voucher Data Entry screen. This screen lets you enter the information for the voucher.

4.	Enter the voucher by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Enter additional vouchers, if necessary.

6.	Click on the Close button.

7.	Print and review the vouchers, using the A/P Vouchers Transaction List.

8.	Post the Accounts Payable voucher file.

 Notes

 Tips

 Related Topics


Overriding Vendor Discount Terms

When you are entering vouchers for a vendor, you may need to override the original discount terms specified for the vendor. You must change discount terms in Vendor Table Maintenance. To enter Vendor Table Maintenance from Voucher Data Entry, click on Ven.

From Vendor Table Maintenance, locate the vendor for whom you are entering vouchers and edit the discount terms.


Modifying Existing Unposted Vouchers

You can modify a previously entered voucher, before it is posted, to add or remove detail lines or to adjust an amount.

If you post a voucher with incorrect information, you can create a reverse entry by posting a new voucher with negative amounts for the same vendor. See also Modifying, Reclassing, or Reversing Information on Posted Vouchers.

To modify an unposted voucher:

1.	Select Processing, Data Entry, A/P Vouchers from the Advantage main menu.

2.	Click on the voucher file to change and then click on Select. Advantage displays the previously entered voucher information.

3.	Enter the changes. If the voucher file contains multiple vouchers, click on Go to search for the voucher to modify.

4.	Click on Close. All changes you entered are now saved in the A/P Voucher File.

5.	Post and process the voucher as normal.


Entering an Address for a Miscellaneous Vendor

When you are entering a voucher in Data Entry for a one-time "miscellaneous" vendor, you need to define the vendor’s address to print on the check.

To define an address for a miscellaneous vendor:

1.	Set up a miscellaneous vendor in Vendor Table Maintenance. See Setting up Miscellaneous Vendors for information.

2.	Enter your miscellaneous vendor number, invoice date and number, date, A/P liability code, payment date, and bank code.

3.	From the Address field, click on Ven. Advantage brings you to Vendor Table Maintenance.

4.	Locate the miscellaneous vendor.

5.	Click on Additional Address Info. Advantage displays the Vendor Address Maintenance Form.

6.	Enter the address code and other address information of the vendor for whom you are entering the voucher. You may want to enter an abbreviation of the vendor’s name as the address code since this code will be used to identify the vendor in drop-down lists.

Also, be certain to enter the vendor's name in the Payee field as you want it to appear on the check.

7.	Click on Save when you have completed entering the address, to close out of Vendor Table Maintenance. The vendor’s address code now appears in the drop-down list for the Address field. Select this new address when you return to data entry.


Entering Accounts Payable Disbursements

Use A/P Disbursements to enter a voucher and pay it in one step. You can create either a handwritten check or have Advantage print the check.

This is a quick way to pay a voucher that has not yet been entered in Advantage. Use this entry method instead of separately entering a voucher in Processing, Data Entry, A/P Vouchers and then paying it in Processing, Accounts Payable, Payment Processing.

If a voucher is already entered in Advantage, you cannot pay it using A/P Disbursements. Instead, pay it using a manual type selection through Processing, Accounts Payable, Payment Processing. For more information on this, see Manual Payment Processing.

To enter an Accounts Payable disbursement:

If you want Advantage to print the check, you must have the Allow printing of checks from disbursements option selected in Security Setup.

1.	Select Processing, Data Entry, A/P Disbursements from the Advantage main menu.

Advantage displays the Select A/P Disbursements form. This form provides a listing of any unposted A/P disbursement data entry files to date. You can select an existing file to review, edit, or delete it.

2.	Click the New button to create a new data entry file.

3.	Complete the fields on the A/P Disbursements New File form, referring to the context-sensitive help on the form.

4.	Click OK.

5.	Enter information for the A/P disbursement on the A/P Disbursements Data Entry form, referring to the context-sensitive help on the form.

6.	Perform one of the following depending on whether you want to handwrite the check or have Advantage print it.

If	Do this
You want to handwrite the check	a. To enter another voucher and check (optional), click the Add button on the A/P Disbursement form and complete the new A/P Disbursement form. Click the Close button when you are finished. b. Handwrite the check(s).
You want Advantage to print the check	a. On the A/P Disbursement form, click the Print button to preview the check to print. b. With check stock loaded in your printer, in the check preview screen, select File, Print. After the check prints, close the preview screen. c. On the A/P Disbursement form, click the Print File Copy button. d. In the check preview screen, select File, Print to print a file copy of the check. After it prints, close the preview screen. e. To enter another voucher and check (optional), click the Add button and complete the new A/P Disbursement form. Click the Close button when you are finished. Note: A/P disbursements checks printed by Advantage have a blank voucher number on the remittance portion of the check because voucher numbers are assigned when you post the A/P Disbursement file.
7.	Print and review the A/P disbursements you entered using the A/P Disbursements Transaction List.

8.	Post the A/P disbursements. On the posting log, the last column titled Check Printed has a Yes or No to indicate whether or not a check was printed by Advantage.

 Notes

 Tips


Allow printing of checks from disbursements

If you want Advantage to print Accounts Payable disbursement and/or cash disbursement checks (as opposed to handwriting the checks), select the Allow printing of checks from disbursements option on the Privileges tab in Utilities, Security Setup for the appropriate security workgroups.

When you select this option:

•	Print and Print File Copy buttons appear at the bottom of the A/P Disbursement form in Processing, Data Entry, A/P Disbursements.

•	You can click the Print button to print a disbursement check, or you can close the A/P Disbursement form without clicking the Print button to create a handwritten disbursement check.

If you do not want Advantage to print disbursement checks, do not select this option. When this option is not selected, the Print and Print File Copy buttons do not appear on the A/P Disbursement form and you must handwrite disbursement checks.


Reviewing the A/P Vouchers Transaction List

The A/P Vouchers transaction list contains all data entered in selected Accounts Payable voucher transaction files. The report also tells you whether files included in the report are in balance. You should review this report prior to posting the data to your database.

The A/P Vouchers transaction list displays the transaction file’s lines as entered through A/P Vouchers Data Entry: Vendor Number, Vendor Name, Date, A/P Liability Code, Invoice Date, Bank Code, Invoice Number, Address, Description, Project Number, Task Number, Account, Amount, whether billing should be suppressed, Project Name, Task Name.

The information from the control total screen also appears on the transaction list.

You can print the A/P Vouchers transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the A/P Vouchers posting routine.

From the Reporting menu.


Printing the A/P Vouchers Transaction List from Data Entry

To print the A/P Vouchers Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, A/P Vouchers from the Advantage main menu. Advantage displays the Select A/P Vouchers form.

2.	Select the A/P Voucher data entry file whose transaction list you want to view. See also Entering Accounts Payable Vouchers.

3.	Optional. Select the Show account name option to have the account names included on the transaction list.

4.	Determine whether to Report errors only.

5.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, the system returns you to the Select A/P Vouchers form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select A/P Vouchers form.
6.	Click on the Close button to exit A/P Vouchers Data Entry.


Printing the A/P Vouchers Transaction List from the Posting Routine

To print the A/P Vouchers Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, A/P Vouchers from the Advantage main menu. Advantage displays the Post A/P Vouchers form.

2.	Select the A/P Voucher data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, the system returns you to the Post A/P Vouchers form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post A/P Vouchers form.
5.	Click on the Close button to exit the A/P Vouchers Posting routine.


Printing the A/P Vouchers Transaction List from the Reporting Menu

To print the A/P Vouchers Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, A/P Vouchers from the Advantage main menu. Advantage displays the Select A/P Vouchers form.

2.	Select the A/P Voucher file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, the system returns you to the Select A/P Vouchers form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select A/P Vouchers form.
5.	Print/print preview additional A/P Voucher transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.


Posting Accounts Payable Vouchers

Once you verify that your voucher transaction file is correct, you can post the file. During a voucher posting, Advantage:

•	Debits explicitly the amount specified on each detail line to the specified account.

•	Debits the project specified unless posting to a balance sheet or other revenue and expense account, if Profit Center Reporting is not installed.

•	Credits implicitly the total voucher amount to the A/P liability account via an A/P liability code for the voucher.

To post a voucher:

1.	Back up your Advantage database prior to posting the Accounts Payable voucher file.

2.	Select Processing, Transaction Posting, A/P Vouchers from the Advantage main menu. Advantage displays the Post A/P Vouchers form

3.	Select the accounts payable voucher file to post.

4.	Print or Print Preview the Accounts Payable voucher’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button.

A message appears indicating that posting causes permanent changes to the database. To continue, click on Yes.

7.	Indicate whether you want to print the posting log(s) during this process. Advantage posts the file.

8.	Optional. You may review the Voucher Posting Log.

 Notes


Modifying, Reclassing, or Reversing Information on Posted Vouchers

Advantage lets you add or modify information on a voucher that you have already posted. For example, assume you post a voucher amount of $1,000, but you need to adjust the amount to $1,100:

1.	Print out the A/P Voucher Posting Log for the transaction(s) to reverse or modify.

2.	Create a New Data Entry file for the transaction type to reverse or modify.

3.	Enter the information on the New File form, specifying the adjustment amount (for example, $100) for the voucher or the amount to reverse (for example, -$100) at the Totals field for this transaction type. Or, enter $0 if you are reclassifying this transaction.

4.	Enter the vendor for whom the voucher was posted (found on the original A/P Voucher Posting Log).

5.	Click on Voucher Lookup. Advantage displays all the vouchers that have been posted for this vendor.

6.	Select the voucher to reverse or modify. Advantage displays the Existing Voucher window with the selected voucher’s line item information.

7.	Select the line items to reverse or copy and click on the associated button.

•	To select multiple, sequential voucher lines, hold down the Shift key while clicking on the vouchers to reverse or copy.

•	To select multiple, nonsequential voucher lines, hold down the Ctrl key while clicking on the vouchers to reverse or copy.

8.	Modify the existing voucher by entering the adjustment amount.

9.	Post the new A/P Vouchers file. To review the voucher posting procedure, see Posting Accounts Payable Vouchers.

 Notes


Viewing the Voucher Posting Log

Advantage produces a Voucher Posting Log each time you post vouchers. The log lists all vouchers posted during that session.

In addition, Advantage generates a General Ledger summary for Accounts Payable vouchers. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Voucher posting log immediately after posting a file, or from the Reporting menu.

To print the Voucher posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, A/P Vouchers from the Advantage main menu. The system displays the A/P Voucher files posted during the current period.

2.	Highlight the posting log to print.

You can identify posting logs by looking at either the posting run number or the date and time stamp of the posting.

3.	Click on Print to send the posting log to your default printer. Or, click on Print Preview to view the posting log on your screen.

4.	Print or print preview additional A/P Voucher posting logs.

5.	Click on Close to exit the A/P Voucher posting log form.

 Notes


Reviewing the A/P Disbursements Transaction List

The A/P Disbursements transaction list contains all data entered in selected Accounts Payable Disbursement transaction files. The report also tells you whether files included in the report are in balance. You should review this report prior to posting the data to your database.

The A/P Disbursements transaction list displays the transaction file’s lines as entered through A/P Disbursements Data Entry: Vendor Number, Vendor Name, Date, Address, Invoice Date, Bank Code, Invoice Number, Check Number, Description, Project Number,Task Number, Account, Amount, whether billing should be suppressed, Project Name, Task Name.

The information from the control total screen also appears on the transaction list.

You can print the A/P Disbursements transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the A/P Disbursements posting routine.

From the Reporting menu.


Printing the A/P Disbursements Transaction List from Data Entry

To print the A/P Disbursements Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, A/P Disbursements from the Advantage main menu. Advantage displays the Select A/P Disbursements form.

2.	Select the A/P Disbursement data entry file whose transaction list you want to view. See also Entering Accounts Payable Disbursements.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, the system returns you to the Select A/P Disbursements form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select A/P Disbursements form.
5.	Click on the Close button to exit A/P Disbursements Data Entry.


Printing the A/P Disbursements Transaction List from the Posting Routine

To print the A/P Disbursements Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, A/P Disbursements from the Advantage main menu. Advantage displays the Post A/P Disbursements form.

2.	Select the A/P Disbursement data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, the system returns you to the Post A/P Disbursements form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post A/P Disbursements es form.
5.	Click on the Close button to exit the A/P Disbursements Posting routine.


Printing the A/P Disbursements Transaction List from the Reporting Menu

To print the A/P Disbursements Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, A/P Disbursements from the Advantage main menu. Advantage displays the Select A/P Disbursements form.

2.	Select the A/P Disbursement file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, the system returns you to the Select A/P Disbursements form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select A/P Disbursements es form.
5.	Print/print preview additional A/P Disbursements transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.


Posting Accounts Payable Disbursements

After you verify that your A/P disbursement transaction file is correct, you can post the file. During an A/P disbursement posting, Advantage:

•	Debits the amount specified on each detail line to the the expense account you entered on the A/P Disbursement form.

•	Debits the project specified unless posting to a balance sheet or other revenue and expense account, if Profit Center Reporting is not installed.

•	Credits  the total voucher amount to the account associated with the bank code specified for the A/P disbursement.

To post an Accounts Payable disbursement:

1.	Back up your Advantage database prior to posting the Accounts Payable disbursement file.

2.	Select Processing, Transaction Posting, A/P Disbursements from the Advantage main menu. Advantage displays the Post A/P Disbursements form.

3.	Select the Accounts Payable disbursement file to post.

4.	Print or Print Preview the accounts payable disbursement’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the list is correct.

6.	Click on the Post button.

A message appears, indicating that posting causes permanent changes to the database.

7.	Click on Yes to continue.

8.	Indicate whether you want to print the posting log(s) during this process. Advantage posts the file.

 Notes


Viewing the A/P Disbursements Posting Log

Advantage produces an A/P Disbursements posting log each time you post Accounts Payable disbursements. The log describes all Accounts Payable disbursements posted during that session.

In addition, Advantage generates a General Ledger summary for Accounts Payable disbursements. This reports lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the A/P Disbursements posting log immediately after posting a file, or from the Reporting menu.

To print the A/P Disbursements posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, A/P Disbursements from the Advantage main menu. The system displays the A/P disbursement files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on Print to send the posting log to your default printer. Or, click on Print Preview to view the posting log on your screen.

4.	Print or print preview additional A/P Disbursements posting logs.

5.	Click on Close to exit the A/P Disbursements posting log form.

 Notes


Overview of Accounts Payable Processing

Through Advantage Accounts Payable, you can process vouchers, process and print checks, and post the payments you’ve made.

Is this your first time using Advantage Accounts Payable?

If you are processing Accounts Payable items in Advantage for the first time, we suggest you review these topics before beginning:

Automatic Payment Processing Checklist

Manual Select Payment Processing Checklist

What do you want to do?

Review vouchers

Process vouchers automatically or manually

Process Checks

Post Payments


Overview of Voucher Review

Use Voucher Review to review the information associated with each vendor's outstanding vouchers. This routine is an online lookup tool that combines vendor and voucher detail. This lets you promptly address vendors calling for payments.

This step lets you view and confirm vendor address and discount information, as well as detail on the vouchers. You can also confirm that a payment was issued, and see the check number and date of the payment.

The Voucher Review form sorts vouchers by descending invoice date and ascending invoice number.

What do you want to do?

Select a vendor to review.

Define options on the Voucher Review form.

View and/or modify information for a specific voucher.

View information about the last check processed against a voucher line.

Modify the address code, payment date, or bank code for a specific voucher

View voucher payment history.

View payments for a specific voucher line.

Learn more about the invoice on which an expense was billed to a client.

 Note

 Tips

 Related Topics


Selecting a Vendor

When you select the Voucher Review option from the Processing, Accounts Payable menu, Advantage displays the Vendor Lookup form. From this form you can select the vendor you want to review.

Click on the area of the form that you want to learn more about:

Once you are in the Voucher Review routine, you can select a new vendor by clicking on the Vendor Lookup button, double-clicking in the Select Vendor field, or typing the vendor number in the Select Vendor field.

  Notes


Defining Options on the Voucher Review Form

The initial Voucher Review form lets you define several options to filter the number of vouchers displayed for each vendor.

To define options on the Voucher Review form:

1.	Select Processing, Accounts Payable, Voucher Review from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor to review. Advantage displays the Voucher Review form.

3.	Define the following options, if desired:

Vouchers to include

Exclude if paid prior to

 4.  Choose a new vendor to review or view the selected voucher’s status.


Viewing and Modifying Information for a Specific Voucher

The Voucher Detail form of Voucher Review lets you view all the information about your vouchers. From this form you can perform several functions.

What do you want to do?

Modify the address code, payment date, and bank code

View voucher payment history.

View information about the last check processed against a voucher line


Modifying the Address Code, Payment Date, and Bank Code for a Specific Voucher

The Voucher Detail form lets you modify a voucher’s address code, payment date, and/or bank code for all unpaid/partially paid vouchers.

To modify information for a specific voucher:

1.	Select Processing, Accounts Payable, Voucher Review from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor to review. Advantage displays the Voucher Review form.

3.	Select the voucher line that you want to modify. To do this:

•	Double-click anywhere on the voucher’s line whose information you want to modify.

•	Click on View Voucher while the record selector is positioned on the voucher’s line that you want to modify.

Advantage displays the Voucher Detail Form.

4.	Modify the following fields on this form, as desired:

Address Code

Payment Date

Bank Code

5.	Click OK to return to the main Voucher Review form, or review other information for this voucher as desired.

 Notes

 Related Topics


Viewing Voucher Payment History

To display all checks/payments made for the voucher from the Voucher Detail form:

1.	Select Processing, Accounts Payable, Voucher Review from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor to review. Advantage displays the Voucher Review form.

3.	Select the voucher line that you want to modify. To do this:

•	Double-click anywhere on the voucher’s line whose information you want to modify.

•	Click on View Voucher while the record selector is positioned on the voucher’s line that you want to modify.

Advantage displays the Voucher Detail Form.

4.	Click on the Payment Summary button. Advantage displays a window containing the check number, date, type of processing (Automatic or Manual Select), bank, amount, and any discounts applied for all previous payments made for the voucher.

5.	Click OK to return to the Voucher Detail form.

6.	Click OK again to return to the Voucher Review form, or review other information for this voucher as desired.

 Notes


Viewing Payments for Voucher Lines

To display all checks/payments made for the current voucher line from the Voucher Detail form:

1.	Select Processing, Accounts Payable, Voucher Review from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor to review. Advantage displays the Voucher Review form.

3.	Select the voucher line that you want to modify. To do this:

•	Double-click anywhere on the voucher’s line whose information you want to modify.

•	Click on View Voucher while the record selector is positioned on the voucher’s line that you want to modify.

Advantage displays the Voucher Detail Form.

4.	Click on the Payments button. Advantage displays a window containing the check number, date, type of processing (Automatic or Manual Select), bank, amount, and any discounts applied for all previous payments made on the voucher line.

5.	Click OK to return to the Voucher Detail form.

6.	Click OK again to return to the Voucher Review form, or review other information for this voucher as desired.

 Notes


Viewing Last Check Information

You can display the number, date, and amount of the last check processed against a voucher line item.

To display information about the last check:

1.	Select Processing, Accounts Payable, Voucher Review from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor to review. Advantage displays the Voucher Review form.

Highlight the voucher line item. To do this:

Click anywhere on the voucher line.

Click on the record selector box to the left of the voucher line.

Click on the Last Check button. If this button is grayed out, no last check information is available for this line item.

 Related Topics


Viewing and Modifying Final Billing Information

If you are processing vouchers with a Pay When Paid (PWP) payment type, you can learn more about the invoice on which this expense has been billed to a client. You can view or modify the project, task (if any), and final billing invoice number, and you can view the status of the invoice.

To view and/or modify the final billing invoice information for a voucher:

1.	Select Processing, Accounts Payable, Voucher Review from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor to review. Advantage displays the Voucher Review form.

3.	Select the voucher line that you want to modify. To do this:

•	Double-click anywhere on the voucher’s line whose information you want to modify.

•	Click on View Voucher while the record selector is positioned on the voucher’s line that you want to modify.

Advantage displays the Voucher Detail Form.

4.	Click on the Billing button. Advantage displays the Billed Information form.

5.	Click on the Modify button.

6.	Edit the following fields as desired:

Project

Task

Invoice

7.	Click OK to return to the Voucher Detail form.

8.	Click OK again to return to the Voucher Review form, or review other information for this voucher as desired.

Alternate Method

You can also take advantage of the PWP feature by changing the payment date to PWP and inserting the appropriate invoice to be associated with this voucher.

 Notes

 Related Topics


Outstanding Vouchers

You can only schedule outstanding vouchers for payment. An outstanding voucher is one that you posted and has a balance that does not equal zero.

The To Be Paid amount is the amount scheduled to be paid by the check run. It is not necessarily the same as the total amount of the voucher or the remaining balance—this difference can result from discounts and partial payments.

You can easily modify or hold back the amount that appears in the To Be Paid column prior to processing an Automatic or Manual Select check run.

 Related Topics


Overview of Payment Processing

Advantage generates a check for each outstanding voucher in the system.

After you finish posting and reviewing all outstanding vouchers using the Accounts Payable report options, you can process your payments automatically or manually. When you process payments, Advantage creates a check for the vendor and recognizes the voucher as being paid.

What do you want to do?

Review vouchers prior to processing payments.

Process vendor payments automatically and define selection criteria.

Process vendor payments manually.

Display cash requirements prior to processing checks for vendors.

Review the vendors/vouchers included in this run and modify payment information.

Review Accounts Payable reports prior to processing checks for vendors.

Process checks for vendors with payments due.

 Notes

 Related Topics


Steps for Processing Vendor Payments

The following steps outline the general procedure for processing vendor payments. Once you determine whether you will process vendor payments automatically or manually, the steps for each section will be geared to the type of processing you perform.

Use this section, however, as a general overview of the steps involved in both Automatic and Manual Select Payment Processing.

1.	Determine whether you will process vendor payments Automatically or Manually.

If you select Automatic Payment Processing, you can fill in the Auto Selection criteria.

You can modify the date that appears on the check by changing the Check Date.

2.	Determine how to sort the checks in this processing session.

3.	Display the Cash Requirements Report by vendor or by bank. Mark up the printed report if there is information you want to change, or get approval from the appropriate person.

4.	Click on Review Vendors to modify vendor and voucher information as necessary. For example, you can change the vendor address, bank code, or payment date, and/or you can change the voucher amount to be paid. You can also add or remove a vendor from the To Be Paid list.

•	For Manual Select payment processing, vendor review is a required step. This step lets you select the individual vendors and amounts for processing.

•	For Automatic payment processing, this is an optional but recommended step. This step lets you review the vendor amounts for processing and gives you the option to make a partial payment to a vendor.

5.	Review cash requirements again to make sure any changes that you made had the desired effect.

6.	Process checks. You will print checks, assign the preprinted check numbers, print file copies, and post the payments.

 Tips


Processing in a Previous Period

Sometimes, you may need to process payments for a previous period. This situation can arise when you need to open a new period to enter payroll or billing data and your system is set up to have two periods open.

We do not recommend processing in a prior period if any Accounts Payable data entry or payment processing has been performed in later periods.

To process data in a previous period:

1.	Select the period in which to process. You can do this by selecting the prior period when entering Advantage or by selecting the Change Periods option from the Utilities menu.

2.	Select the type of processing to perform and proceed as usual.

 Notes


Running Multiple Payment Processing Sessions

You can run multiple simultaneous payment processing sessions. To do this, simply select New from the Active Payment Processes form. Advantage opens a new processing run with the new information you provide.

If you select a vendor for payment in a Manual Select Payment Processing run and that vendor is already selected for payment in an Automatic Payment Processing run, but not yet processed, Advantage removes the selected voucher’s payment from the Automatic run.

Once you click on Process Checks, you can no longer schedule a vendor payment for the same voucher lines in another open processing run.


Automatic Payment Processing

Automatic Payment Processing lets you process all vendors who have unpaid vouchers through the current period. The following explains the general procedure for the automatic processing of payments. For links to more detailed information about processing automatic payments, see Automatic Payment Processing Checklist.

To use Automatic payment processing:

1.	Select Processing, Accounts Payable, Payment Processing from the Advantage main menu. Advantage displays the Active Payment Processes form.

2.	Either select an existing run or create a new run. If this is a new run, Advantage opens, by default, to the Automatic Payment Processing session. Advantage then locates the information for this session for all vendors who have unpaid vouchers to include in the current processing run. If you do not enter values for any of the selection fields, Advantage processes all transactions that meet the processing date.

3.	Review or modify the vouchers for your vendors by using the Review Vendors routine. You access this routine by clicking on Review Vendors from the initial Payment Processing form. Advantage displays a Vendor List window that allows you to select the vendor(s) to include in processing.

From the Review Vendors routine, you can select a vendor’s vouchers for processing, pay either the full amount or a partial amount of the voucher, modify vendor information, or view vendor balances.

4.	After you have reviewed or modified all vendors for this payment processing session, select Cash Requirements from the initial Payment Processing form. This routine produces an online register for each vendor included in the run.

5.	Review the Cash Requirements register.

•	If the information is correct, click on Process Checks from the initial Payment Processing form.

•	If the information is incorrect, change the necessary information, using Vendor Review.

 Notes

  Related Topics


Automatic Payment Processing Checklist

Prior to running an Automatic Payment Processing session, you should read through this topic for an overview of the steps involved. You must perform each item listed in the checklist in the order shown here.

Automatic Payment Processing Checklist

Print out this page and check off each item as you complete it.

	Completed?	Step
1.	_________	Access Payment Processing
2.	_________	Select to process payments automatically
3.	_________	Determine how to sort the checks processed
4.	_________	Enter criteria in Auto Selections section
5.	_________	Review the Cash Requirements report
6.	_________	Click on the Process Checks button
7.	_________	Click on the Print button
8.	_________	Review the checks online
9.	_________	Select File, Print from the main menu to print the checks
10.	_________	Retrieve the checks from the printer
11.	_________	Verify the checks printed properly
12.	_________	Click on the Assign Numbers button
13.	_________	Assign the printed check numbers to the appropriate checks
14.	_________	Number checks sequentially if there are no breaks in the numbers
15.	_________	Enter single check numbers for checks that are not sequentially numbered
16.	_________	Verify that the numbers were assigned properly
17.	_________	Click on the Post button
 Note


Entering Selection Criteria for an Automatic Payment Processing Run

If you want to limit the vendors to include in an automatic payment processing run, you can enter selection criteria based on bank code, liability code, vendor type, and/or vendor select codes.

To set up selection criteria for an automatic payment processing run:

1.	Open Payment Processing. Select Processing, Accounts Payable, Payment Processing from the main menu.

If active payment processing runs are in process, Advantage displays the Select Posting Run form. Otherwise, Advantage brings you into Payment Processing and you can skip Step 2.

2.	Select an existing automatic run or create a new automatic run. Advantage displays the main A/P Payment Processing form.

3.	Ensure that the Automatic option is selected on the main A/P Payment Processing form. (This is the default option. Advantage will automatically open a new run with this option selected).

4.	Determine the type of selection criteria that vendors will need to meet in order to be included in this Payment Processing run. Your options are:

Bank Code

Liability Code

Vendor Type

Vendor Select Codes

5.	Proceed with the Payment Processing session.

 Notes

 Related Topics


Manual Select Payment Processing

In Processing, Accounts Payable, Payment Processing, the Manual Select option lets you display and select individual vendors whose vouchers you want to process during a payment processing run. You can print a check for one or more vendors using this feature.

This differs from automatic payment processing because you can process payments for selected vendors and bypass all others. This feature is useful if a vendor requires payment prior to the time when you cut your checks for all other vendors. For links to more detailed information about processing automatic payments, see Manual Select Payment Processing Checklist.

To use Manual Select payment processing:

1.	Select Processing, Accounts Payable, Payment Processing from the Advantage main menu.

2.	On the Active Payment Processes form, either select an existing run or create a new run. If this is a new run, Advantage opens by default to the new Automatic Payment Processing session.

3.	Click on Manual Select in the Selection Type portion of this form.

Advantage locates the information for this processing session for all vendors who have unpaid vouchers for the current period.

4.	Review or modify the vouchers for your vendors by using the Review Vendors routine. You access this routine by clicking on Review Vendors from the initial Payment Processing form. Advantage displays the Vendor List window that allows you to select the vendor(s) to include in this payment processing session.

From the Review Vendors routine, you can select a vendor’s vouchers for processing, pay either the full amount or a partial amount of the voucher, modify vendor information, view vendor balances, or skip over a vendor without selecting the vendor for processing.

5.	After you have reviewed or selected all vendors for this payment processing session, click on Cash Requirements from the initial Payment Processing form. This routine produces an online register for each vendor included in the run.

Review the Cash Requirements Register. If the information is correct, click on Process Checks from the initial Payment Processing form. If the information is incorrect, change the necessary information, using Vendor Review.

You can select another vendor to include in this processing session by clicking on Vendor Lookup and then selecting the vendor from the lookup window.

 Notes

 Related Topics


Manual Select Payment Processing Checklist

Prior to running a Manual Select Payment Processing session, you should read through this topic for an overview of the steps involved. You must perform each item listed in the checklist in the order shown here.

Manual Select Payment Processing Checklist

Print out this page and check off each item as you complete it.

	Completed?	Step
1.	_________	Access Payment Processing
2.	_________	Select to process payments manually
3.	_________	Determine how to sort the checks processed
4.	_________	Click on the Review Vendors button
5.	_________	Select the vendors to pay
6.	_________	Modify the voucher information, as desired
7.	_________	Click on the Select/Select All button
8.	_________	Review the Cash Requirements report
9.	_________	Click on the Process Checks button
10.	_________	Click on the Print button
11.	_________	Review the checks online
12.	_________	Select File, Print from the main menu to print the checks
13.	_________	Retrieve the checks from the printer
14.	_________	Verify the checks printed properly
15.	_________	Click on the Assign Numbers button
16.	_________	Assign the printed check numbers to the appropriate checks
17.	_________	Number checks sequentially if there are no breaks in the numbers
18.	_________	Enter single check numbers for checks that are not sequentially numbered
19.	_________	Verify that the numbers were assigned properly
20.	_________	Click on the Post button
  Notes


Sorting the Checks Generated in this Processing Session

Whether you choose automatic or manual payment processing, you have the ability to sort the checks generated during the session. You can specify up to three sorts for checks processed in this session. Your options are:

Vendor Number	Advantage sorts all checks processed during this session in numerical order by the vendor’s number.
Vendor Name	Advantage sorts all checks processed during this session alphabetically by the vendor’s name.
Vendor Sort Name	Advantage sorts all checks processed during this session alphabetically by the vendor’s sort name.
Vendor Type	Advantage sorts all checks processed during this session alphabetically by the vendor’s type.
Vendor Status	Advantage sorts all checks processed during this session by the vendor’s type: Active, Inactive, or Dormant.
Profit Center	Advantage sorts all checks processed during this session by profit center code.
Profit Center Level	Advantage sorts all checks processed during this session by profit center level.
Vendor Sort/Select Code	Advantage sorts all checks processed during this session by the specified sort/select code.
Once you make your selection, information will also be sorted on the Cash Requirements form according to your selection. In addition, Advantage remebers your sorting selections for subsequent processing runs.


Reviewing Vendors for a Payment Processing Session

After you select the type of processing you want to perform (Automatic or Manual Select), you can review the vendors that have balances or payments due.

To review vendors:

1.	Click on Review Vendors the main Payment Processing form. Advantage displays a Vendor lookup window.

2.	Select a vendor to modify/review. Advantage opens the Vendor Review routine. This routine lists the vouchers associated with the selected vendor as well as the payment information currently on file for the vendor.

3.	Choose one of these topics for the next procedure to complete:

Select and/or deselect vouchers for payment (for Manual Select Payment Processing only).

Pay the entire amount of the voucher.

Pay a portion of the total voucher amount.

Modify the bank code, address, and/or payment date for the voucher.

View vendor balances and payments for the current processing run.

Select a new vendor to review.

 Notes


Selecting and/or Deselecting Vouchers for Payment
Selecting or Deselecting Vouchers for Payment

In Manual Select Payment Processing, you can select or deselect payments for a voucher for the current processing run.

To select or deselect vouchers:

1.	Click on Review Vendors from the initial Payment Processing form.

2.	Either position the record selector on the voucher line to pay and click on Select (or Deselect), or click on the white box at the end of the voucher’s line. When you select a voucher for payment, Advantage places the entire balance in the Payment column.

You can select or deselect all the lines for a voucher by clicking on either Select All or Deselect All.

3.	You can either process the voucher’s full amount or click on Partial Pay and enter the amount to process.

 Notes

 Related Topics


Making a Full Payment on a Voucher

When you select Automatic Payment Processing, the full payment for each voucher that is scheduled for payment (as displayed in the Balance column) is scheduled for payment by default.

If you decide not to pay the full voucher amount to the vendor, you can edit this amount by clicking on Partial Pay from the Vendor Review form; see Making a Partial Payment on a Voucher.

To pay a voucher in full from Manual Select payment processing:

1.	Click on Review Vendors.

2.	Select the vendor whose vouchers you want to pay from the Vendor List lookup window.

3.	From the Vendor Review form:

•	place the record selector on the voucher to be paid and click on Select, or

•	click on the white box at the end of the voucher line.

Advantage copies the amount in the Balance column to the Payment column.

4.	Click on Select All to schedule all vouchers associated with this vendor for payment.


Making a Partial Payment on a Voucher

You can make a partial payment on a voucher from either Automatic or Manual Select payment processing.

To make a partial payment:

1.	Select either Automatic or Manual Select Payment Processing. If you choose Automatic, fill in the selection criteria for the processing run and the date for the run.

2.	Click on Review Vendors. Advantage displays the Vendor List lookup window.

3.	Select the vendor whose voucher amounts you want to select and/or modify. Advantage displays the Vendor Review form, which lists all the vouchers and voucher payment information for this vendor.

4.	If this is a manual processing run, select the vouchers to pay.

5.	Place the record selector on the voucher line to modify.

6.	Click on Partial Pay. Advantage displays the Partial Payments form.

7.	Enter the amount to pay in the Partial Pay column.

8.	Click OK to return to the Vendor Review form.

9.	Repeat steps 4 through 8 for all vouchers for which you want to make partial payments.

What do you want to do next?

At this point, you can either:

•	Select a new vendor from the Vendor Review form. Click on Vendor Lookup.

•	View your cash requirements for this processing run. Click on Cash Requirements from the initial Payment Processing form.

 Related Topics


Modifying Voucher Information

You can edit the address code, payment date, and bank code from Manual Select or Automatic Payment Processing.

To modify voucher data:

1.	Select either Automatic or Manual Select Payment Processing. If you choose Automatic, fill in the selection criteria for the processing run and the date for the run.

2.	Click on Review Vendors. Advantage displays the Vendor List lookup window.

3.	Select the vendor whose voucher information you want to modify. Advantage displays the Vendor Review form, which lists all the vouchers and voucher payment information for this vendor.

4.	If this is a manual processing run, select the vouchers to pay.

5.	Place the record selector on the voucher line to modify.

6.	Click on Modify. Advantage displays the Voucher Modification form.

7.	Enter changes for the bank code, address, and/or payment date for the voucher.

You cannot change a liability code. If you need to do this, perform an adjustment to the posted voucher.

8.	Click OK to return to the Vendor Review form.

9.	Repeat steps 4 through 8 for all vouchers to modify for this vendor.


Viewing Vendor Balances and Payments for a Payment Processing Run

The Vendor Balances routine lets you view the amounts you are paying to vendors who meet the selection criteria defined on the Payment Processing form during the current processing run. Use this routine to ensure that the amounts being paid to vendors are accurate.

At any time during the Review Vendors routine, you can click on Vendor Balances to view a summary of the vendor payments included in this processing run.

To view vendor balances:

1.	Click on Vendor Balances from the Vendor Review form. Advantage displays the Vendor Selection form.

2.	Review the information included on this form.

3.	Click on OK to return to the Vendor Review form.

4.	Make any necessary changes.

5.	Repeat steps 1 through 4 until you are satisfied with the results.

Display Options

Using Advantage, you can easily identify problem areas by using the display options on the Vendor Selection form.

Select this option:	To display these vendors on the Vendor Review form:
All	All vendors
Balance	Only vendors with balances or payments in this processing run
Payment	Only vendors scheduled to be paid in this processing run
Sort Options

You can sort this form by vendor number or name by clicking on the appropriate button. This option lets you easily locate the desired vendor and easily navigate to the next vendor with a balance.


Selecting a New Vendor to Review

When you first click on Review Vendors, Advantage displays the Vendor List lookup window in which you can select the vendor to begin modifying/reviewing. However, you can select a new vendor to review from the Vendor Review form at any time.

To select a new vendor:

1.	Click on Vendor Lookup from the Vendor Review form. Advantage displays the Vendor List lookup window. You can sort the Vendor List lookup window by vendor name or number.

2.	Select the vendor to review or modify.

If you return to the initial Payment Processing routine and then click on Review Vendors, Advantage returns you to the last vendor you were reviewing or modifying. You must perform the above steps to select a new vendor.


Displaying Cash Requirements Prior to Processing Vendor Payments

Before you produce Accounts Payable checks, you should review your cash requirements on the screen to determine the amounts scheduled for payment and the effect that making these payments will have on your firm's cash accounts.

To display cash requirements, click on Cash Requirements.

You can display your cash requirements by vendor or by bank:

•	By vendor

Advantage displays the balance and payment due for each vendor included in this payment processing run.

•	By bank

Advantage displays the total amount due for each bank code in this payment processing run.

If you find that your cash requirements are not equal to the anticipated totals, you can make the necessary changes before proceeding with check processing. For more information, see Modifying Voucher Information.

For detailed information about the report, see the Cash Requirements report.


Reviewing Accounts Payable Reports from Payment Processing

You can access your Accounts Payable reports directly from payment processing. To do this, simply click on A/P Reporting from the initial Payment Processing form. Advantage opens the A/P Reporting main menu, from which you can select and print report(s).

Reports do not use any processing criteria defined as Auto Selections for an Automatic payment processing session.

To print a Cash Requirements report that is equal to the information you are processing, click on Cash Requirements from the initial A/P Payment Processing form.

For information about the reports, see Overview of Accounts Payable Reporting.


Overview of Check Processing

You can produce Accounts Payable checks and post payments from Manual Select or Automatic payment processing.

To produce checks:

Click on Process Checks on the Automatic or Manual Select Payment Processing forms. Advantage displays the A/P Check Printing and Numbering form.

What do you want to do?

Print the check file

Assign check numbers

Print a file copy of the check

Cancel the payment processing run

Post payments/Order check stock for Advantage

 Notes


Ordering Check Stock for Advantage

In order to produce checks using Advantage, you need to obtain check stock. You can obtain check stock from the following companies:

•	Emily Business Systems, Inc. at (800) 392-6018

•	Deluxe Business Systems, Inc. at (800) 328-0304


Printing the Check File

 	Warning!

Read this topic carefully prior to printing checks. When you click on Print, the checks are printed to the screen, not the printer. This extra step should be used as a verification step prior to actually printing the checks.

You must manually print checks by selecting the File, Print option from the main menu. Do not post the payments before printing the checks in this manner.

Advantage creates a check print file that contains the data that prints on the check. For each check run, there is a separate check print file for each bank code for which you are printing checks.

To print the check file:

1.	Select the bank for which to print checks. Make sure that the correct check stock is loaded in the printer.

2.	Click on Print. Advantage displays the checks included in the bank file in Print Preview mode. No checks have been printed.

3.	From the File menu, select Print. Advantage prints all the checks included in the bank file.

 Notes


Assigning Check Numbers

After printing the check file, you can assign the numbers to the printed checks. This number must match the preprinted, micro-encoded number on each check. This number is stored with the posted payment for tracking and inventory purposes.

You can assign check numbers for:

•	the remaining checks in the file, or

•	a single check.


Assigning Check Numbers for Remaining Checks

If the check numbers in your check file are sequential (for example, 5320, 5321, 5322), follow these steps:

1.	Click on Assign Numbers.

2.	Select the Remaining Checks option.

3.	Enter the starting check number in the Check Number field.

We do not recommend reusing check numbers within the same check processing run. Doing so may lead to problems in reporting, bank statement reconciliation, and void check processing.

4.	Click on the first check in the series.

5.	Click on Assign.

 Notes


Assigning a Check Number for a Single Check

To assign a check number for a single check:

1.	Click on Assign Numbers.

2.	Select the Single Check option.

3.	Click on the check to which you are assigning a number.

4.	Enter the number of the newly printed check in the Check Number field.

5.	Click on Assign.

After assigning the number, you can continue to highlight and enter another check number.


Printing a File Copy of the Checks

After you finish printing checks and assigning numbers, we recommend you print a copy of the check for your files. To do this, click on Print File Copy.

This option prints a copy of the check and apron on regular laser paper, with the word "Copy," and the assigned check number.

You can print multiple copies of this file. (You should print at least one copy prior to posting the payments.)


Overview of Posting Payments
Overview of Payment Posting

After you complete check printing and assigning numbers for all of the bank check files in this run, you can post the payments to Advantage. To do this, click on Post from the A/P Check Printing and Numbering form.

During this routine, Advantage performs the following postings to the general ledger and Accounts Payable subsidiary ledgers:

•	Debits the total voucher amount to the A/P liability account specified for the voucher.

•	Credits the bank account.

•	Credits the discount amount, if any, to the discount account and project or task associated with the voucher.

•	Updates current, year-to-date, and vendor-to-date paid amounts of vendors in the Advantage database with the payment amount.

•	Updates the Voucher file and Voucher Line Item file with the payment amount.

•	Updates the check file to include a record for each check or vendor credit.

•	Updates the bank transaction file for the check.

•	Updates accrual and cash-basis balances in general ledger accounts with the payment amount.

What do you want to do?

Look at the Payment Processing posting log.

Cancel the payment processing run.

 Notes


Viewing the Payment Processing Posting Log

Advantage produces an Accounts Payable Payment Processing Posting Log each time you post payments. The log describes all payments posted during that session.

On the posting log, Advantage generates a General Ledger posting summary for the payments included in the processing run. This summary lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

 Notes


Canceling a Payment Processing Run

You can cancel a payment processing run at any time by clicking on Cancel Run from the initial A/P Payment Processing form or from the A/P Check Printing and Numbering form.

When you click on this button, a message box appears asking if you are certain you want to cancel the run.

•	Click on Yes to cancel the run and return all data to the way it appeared prior to starting the run. If you cancel the run, Advantage exits from A/P Payment Processing and returns you to the Advantage main menu.

•	Click on No if you do not want to cancel the run. Advantage returns to A/P Payment Processing, where you can continue as normal.

 Notes


Overview_of_1099 Forms
Overview of 1099 Forms

You must provide a 1099 Form at year-end to consultants whom you paid above a specified amount (as legislated). The 1099 Form shows the amount paid by your firm to the consultant. The five copies of this form are distributed as follows:

•	Copy A to the Internal Revenue Service Center.

•	Copy B to the recipient.

•	Copy C to the payer for the payer’s records.

•	Copy 1 to the state tax department.

•	Copy 2 to the recipient for the recipient’s state taxes.

Click here to review the contents of the 1099 Form.

Required Vendor Information

In order to produce a 1099 for a vendor, you must have the following information for the vendor in Vendor Table Maintenance:

•	An amount must appear in the Paid Last Year field.

•	The 1099 Required field must be set to Yes.

•	A Federal ID number must be entered.

What do you want to do?

You can print 1099s on 1099 forms that are specially designed for use on computer printers. There are several steps involved in producing your 1099 forms:

1.	If processing 1099s for the year just completed, run the 1099 Initialization utility to set the Paid Last Year amounts for your vendors.

2.	Enter information on the Form 1099 Processing form.

3.	Enter state identification numbers.

4.	Generate the work file to review the information collected by this routine.

5.	Make any modifications to the work file using the Form 1099 Editor.

6.	Print or print preview 1099 forms or transfer the 1099 data to magnetic media.


1099 Form Contents

The following table discusses the contents of the 1099 Form:

Box	Field	Description
	PAYER’S name, street address, city, state, and ZIP code	The payer’s name, address, and ZIP code as entered on the Form 1099 Processing form.
	PAYER’s Federal identification number	The payer’s identification number as entered on the Form 1099 Processing form.
	RECIPIENT’s identification number	The recipient’s identification number.
	RECIPIENT’s name	The name of the recipient.
	Street address (including apt. no.)	The street address of the recipient.
	City, state, and ZIP code	The city, state, and ZIP code for the recipient.
	Account number (optional)	The vendor number - for reference purposes only.
	2nd TIN Not.	Deltek Advantage leaves this box blank, but you may select it in using the Form 1099 Editor.
1	Rents	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
2	Royalties	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
3	Other income	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
4	Federal income tax withheld	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
5	Fishing boat proceeds	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
6	Medical and health care payments	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
7	Nonemployee compensation	The Paid Last Year amount for the vendor.
8	Substitute payments in lieu of dividends or interest	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
9	Payer made direct sales of $5,000 or more of consumer products to a buyer (or recipient) for resale	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
10	Crop insurance proceeds	Deltek Advantage leaves this box blank, but you may fill it in using the Form 1099 Editor.
13		Excess golden parachute payments
14		Gross proceeds paid to an attorney
15		Box to hold extra information
16	State tax withheld	Divided into two fields to allow reporting for two states.
17	State/Payer’s state no.	Divided into two fields to allow reporting for two states.
18	State income	Divided into two fields to allow reporting for two states.


Running the 1099 Amount Verification Utility

Prior to printing 1099 forms for your vendors, you should first run the 1099 Amount Verification utility after you have generated a work file. This utility shows the difference between the actual vendor payments and the amount listed in the Paid Last Year field on the Miscellaneous tab of Vendor Table Maintenance.

To use the 1099 Amount Verification utility:

1.	Select Processing, Accounts Payable, Form 1099 Processing from the Advantage main menu. Advantage displays the Form 1099 Processing form.

2.	Click on Verify payments. Advantage displays the Form 1099 Verification form. You can specify the following information on this form:

Field	Description
Period Range	Specify the accounting period range for which to compare actual payments to vendors to the Paid Last Year amounts. The period range defaults to the accounting year having the same year as the 1099 year being processed. Therefore, if the 1099 year is the same as your accounting year, you do not need to change the values in these fields. However, if the 1099 year and accounting year differ, you need to modify the Start and End periods so that the range coincides with the 1099 year being processed. Be sure the period range covers the tax year. For example, if you accounting year does not coincide with the 1099 (or calendar, January 1 to December 31) year, but runs from June 1st to May 31st, you might enter 199708 as the Start Period and 199807 as the End Period.
Sort by	You can choose to sort any information shown on the report by Vendor Number or Vendor Name.
3.	Click on either Print or Print Preview to obtain a list of any vendors for whom the total payments processed, if any, during the period range specified, do not match the amount in the Paid Last Year field.

Vendors for whom no payments were processed during the period range specified, regardless of whether or not the Paid Last Year field is non zero, will not appear on the report. The report only displays vendors if there is a difference.

4.	Modify the amounts in the Paid Last Year field on the Miscellaneous tab of Vendor Table Maintenance, if necessary.

 Notes


Entering Data for Form 1099 Processing

To enter data for Form 1099 processing, select Processing, Accounts Payable, Form 1099 Processing from the Advantage main menu. Advantage displays the Form 1099 Processing form where you can specify the following information:

Field	Description
Processing 1099 year	Enter the 1099 processing year for which you want to generate 1099 Forms. This defaults to the current accounting year. If you are processing a prior 1099 year, select the appropriate year from the drop-down list.
PAYER’s Federal identification number	Enter your firm’s federal tax identification number. Advantage automatically formats the number that you enter.  The federal government assigns your company this number. If you do not know your company’s EIN number, contact the general help desk at the IRS at 1-866-455-7438.
PAYER’s name	Your firm’s name as entered in General System Setup Maintenance appears for reference purposes only.
PAYER’s address and telephone no.	Enter your firm’s address as you want it to appear on the 1099 Forms. This section includes the following information: • Address line 1: The first line of your address. • Address line 2: The second line of your address. • City/State/ZIP: Your city, state, and ZIP code. • Telephone no: The telephone number of a person at your firm to serve as a contact for vendors receiving 1099s. Note that the telephone number is not stored in the database and must be re-entered during each Form 1099 Processing session.
Minimum RECIPIENT Payments	Enter the minimum payment made to a vendor for which a 1099 Form is required.


Entering State Identification Numbers

For each state for which you have vendors requiring a 1099, enter you employer’s state tax identification number for that state.

You need to set up any state IDs prior to generating the work file. State IDs set up after generating the work file will not automatically be incorporated into the work file–this is to allow for total editing control of the data after generating the work file.

To enter state identification numbers:

1.	Click on State IDs from the Form 1099 Processing form.

2.	In the State field, select the state(s) for which you have vendors requiring a 1099.

3.	In the Employer’s I.D. No. field, enter the employer’s ID number.

The state identification numbers appear in Box 17 of the 1099 Form for any vendors in the associated state(s).

4.	Perform steps 2 and 3 for all states for which you have vendors requiring a 1099.


Generating the Work File

Once you entered the information on the Form 1099 Processing form and established state IDs, you generate a work file which contains a "snapshot" of all the pertinent 1099 data from the vendor database. Any changes made to 1099 data using the Form 1099 Editor affects the data in the work file only. Changes made here are not reflected in the database.

You must generate the work file first, prior to performing any modifications to vendor 1099 data.

To create the work file, click on Generate work file from the Form 1099 Processing form. Advantage displays a message warning you that any payment processing subsequent to generating the work file will not be reflected in the work file. Once the work file is generated, the following buttons are enabled:

Button	Use to
Edit	Edit and/or print 1099 Forms for individual vendors.
Print	Print 1099 forms for all vendors in the work file, not flagged on the Edit form to be excluded from 1099 processing.
Print Preview	Print preview 1099 forms for all vendors in the work file, not flagged on the Edit form to be excluded from 1099 processing.
Magnetic Media	Transfer the 1099 data in the work file to a disk file for magnetic media reporting.

After generating the work file, you can regenerate the work file at any time by clicking on Generate work file. If you do this, Advantage overwrites all information, including any changes made using the Form 1099 Editor, in the previously generated work file.

What do you want to do?

You can now:

•	transfer the 1099 data to magnetic media, or

•	use the Form 1099 Editor to modify the work file.


Transferring 1099 Data to Magnetic Media

Advantage 1099 Magnetic Media Reporting conforms to Federal magnetic reporting guidelines and those states that comply with Federal guidelines.

To transfer 1099 information to magnetic media:

1.	Process 1099 forms. See 1099 Forms, Entering Data for Form 1099 Processing, Entering State Identification Numbers, and Generating the Work File for more information.

2.	Verify that all 1099 information generated for your vendors is correct. See Modifying the Work File Using the Form 1099 Editor for more information.

3.	Click on Magnetic Media from the Form 1099 Processing form. Advantage displays the Form 1099 Magnetic Media Reporting form where you can enter the following information:

Field	Description
Transmitter Control Code	Enter the five-digit number assigned to your firm by the IRS for magnetic media reporting purposes. Note that this is a free-form field with no limit to the number of characters you can enter. However, when generating the magnetic media file, Advantage only uses the first five digits entered in this field.
Contact Name	Enter the name of the contact person for this vendor, using up to 40 alphanumeric characters.
File Name	Enter the name and path of the magnetic media report file. The default for this field is A:\IRSTAX
Click here to see magnetic reporting fields not supported by Advantage.

4.	Click on Create File to create the magnetic media reporting file. Advantage creates the file in the location specified at the File name field in step 3.

Advantage does not verify the correctness of information in the 1099 information file. You must review all 1099 information and make any necessary changes for individual vendors using the Form 1099 Editor (accessed by clicking on Edit) prior to running the Magnetic Media Report program.


Magnetic media fields not supported

Advantage does not support the following 1099 related magnetic media features:

•	Combined Federal/State Filer

•	Reporting for or by foreign entities


Modifying the Work File Using the Form 1099 Editor

Once you generate the work file, you can modify the 1099 data for individual vendors. To do this, click on Edit. Advantage displays the Form 1099 Editor form. You can edit any information on this form by selecting the information and entering the desired changes.

You can select another 1099 form by using the record selector.


Advance Printing

To select an Advance Printing option:

1.	Click the Advance Printing button. Advantage displays the Advance Printing Options dialog box which provides two printing options.

2.	Do one of the following:

•	To set the top and left margins to the minimum allowed by your printer, select the Use Custom Layout option. The user should select this option if 1099s do not align properly with the firm’s forms.

•	To use your firm’s default layout, select the Use Default Layout option. Most firms require the default layout option.


Printing/Print Previewing 1099 Forms

Once you have generated the work file and made any desired edits to your vendor’s 1099 data, you can print the forms.

Before printing 1099 forms, make sure the appopriate forms are loaded in your printer.

To print 1099 forms:

•	To print all 1099 forms, click on Print from the Form 1099 Processing form.

•	To print a single 1099 form from the Edit form, select the File, Print option from the main menu while that 1099 is on the screen.

 Notes


Accounts Payable Reporting

Advantage produces various reports to aid you in presenting and monitoring your Accounts Payable information.

Accounts Payable Reporting lets you print all of your reports related to Accounts Payable from one form, using the same options for each report. The following reports are available:

Voucher Report

Voucher Schedule

Vouchers by Project

Cash Requirements

Vendor List

Cash Flow Forecast Report

Vendor Avery 5161

What do you want to do?

E-mail, print, or submit the report from the Batch Printing tab.

Select specific data for the report on the Vendor or Project Selection tab.

Determine in what order to print report data on the Sorting tab.

Define options for the Voucher report.

Define options for the Voucher Schedule report.

Define options for the Vouchers by Project report.

Define options for the Cash Requirements report.

Define options for the Vendor List.


Sorting the Accounts Payable Reports

You can set up sorting criteria which lets you determine the way that information appears on your Accounts Payable reports.

To specify sort criteria for Accounts Payable reports:

1.	Click on the Sorting tab at the top of the Accounts Payable Reporting form. Advantage displays the available sort information for Accounts Payable reports.

2.	Specify the primary sorting level for your Accounts Payable reports in the First Sort field. You have the following options:

Vendor Sort Name

Vendor Type

Vendor Status

Project Client

Project Principal

Project Manager

Project Status

Vendor or Project Profit Center <level 1, 2, 3, or 4>

Vendor or Project Profit Center <all levels>

Sort/Select Code Value

Liability Code

Bank Code

Payment Date

3.	Determine whether or not to insert a page break after the sort field.

4.	Specify whether to print subtotals at the end of each sort.

5.	Specify the second, third, and fourth sorting levels for your Accounts Payable reports in the appropriate fields, if desired. See above for a description of your options.

6.	Perform steps 3 and 4 for each additional sort specified.

7.	Indicate the vendor sort for all Accounts Payable reports and/or the project sort for your Vouchers by Project report.

8.	Run the reports as desired.

 Notes


Defining Options for the Voucher Report

The Voucher Report tab of Accounts Payable Reporting lets you define and save multiple options for printing the Voucher Report.

To define options for the Voucher report:

1.	Select Reporting, Accounts Payable Reports from the Advantage main menu. Advantage displays the Accounts Payable Reporting form.

2.	Click on the Voucher Report tab at the top of the Accounts Payable Reporting form. The system displays the available options for the Voucher report.

3.	Choose the appropriate options for the report:

Format	Liability Code
Include	Bank
Since	Page breaks for each vendor
Exclude if paid prior to
4.	Click on the Print, Print Preview, or Submit button to generate this report.

 Related Topics


Voucher Report

The Voucher report provides you with historical information of all vouchers, payments and voids for each voucher entered in Advantage. This report lists all activity for the voucher (all payments, adjustments, and voids).

The Voucher report contains the following information:

Column	Contents
Invoice Date	The invoice date for this voucher as entered through A/P Vouchers Data Entry.
Invoice Number	The invoice number for this voucher as entered through A/P Vouchers Data Entry.
Voucher Date	The voucher date for this voucher as entered through A/P Vouchers Data Entry.
Voucher Number	The voucher number assigned to this voucher during posting.
Sched Payment	The payment date. Advantage displays a date, Next, PWP, or Hold, depending on the payment terms entered for the vendor in A/P Vouchers Data Entry.
Liability Code	The Accounts Payable liability code to which this voucher was posted.
Bank Code	The bank code specified during A/P Vouchers Data Entry.
Invoice	The final invoice on which this voucher expense appeared.
Pd	The status of the PWP voucher. Possible statuses for this column are as follows: • NF – Not found. Indicates that you have entered/posted the voucher, but the voucher was not included on a final bill for the project. This status also appears for all non-pay when paid vouchers. • NP – Not paid. Indicates that you have accepted the final invoice and posted the resulting invoice file (that contains the pay when paid voucher). • PD – Paid. Indicates that you have posted the cash receipt (indicating to Advantage that the client has paid the bill) for the invoice that contained the voucher. When this status appears, the voucher is available for payment processing.
Voucher Amount	The amount of the voucher prior to any payments and discounts.
Previous Payments	The total amount of previous payments made on this voucher.
Discounts Taken	If discounts were applied to this voucher, the amount taken.
Balance	The balance owed to the vendor.
 Note

 Related Topics


Defining Options for the Voucher Schedule Report

The Voucher Schedule tab of Accounts Payable Reporting lets you define and save multiple options for printing the Voucher Schedule report.

To define options for the Voucher Schedule report:

1.	Select Reporting, Accounts Payable Reports from the Advantage main menu. Advantage displays the Accounts Payable Reporting form.

2.	Click on the Voucher Schedule tab at the top of the Accounts Payable Reporting form. The system displays the available options for the Voucher Schedule report.

3.	Choose the appropriate options for the report:

Aging Date	Bank
Schedule according to	Page breaks for each vendor
Aging Increments	Total Vendor Voucher Balance
Format	Display unpaid PWP Vouchers as Unscheduled
Liability Code
4.	Click on the Print, Print Preview, or Submit button to generate this report.

 Related Topics


Voucher Schedule Report

The Voucher Schedule report provides a projected payment schedule for outstanding vouchers only. Use this report when responding to inquiries from vendors and to monitor your cash flow. The amounts on this report should be equal to the amounts on your balance sheet in your liability accounts.

The Voucher Schedule report compares the aging date to the invoice date, payment date, or voucher date to determine the aging timeframe. At the end of the report, a Total Voucher Balance line displays.

The Voucher Schedule report contains the following information:

Column	Contents
Invoice Date	The invoice date for this voucher as entered through A/P Vouchers Data Entry.
Invoice Number	The invoice number for this voucher as entered through A/P Vouchers Data Entry.
Voucher Date	The voucher date for this voucher as entered through A/P Vouchers Data Entry.
Voucher Number	The voucher number assigned to this voucher during posting.
Sched Payment	The payment date. Advantage displays a date, Next, PWP, or Hold, depending on the payment terms entered for the vendor in A/P Vouchers Data Entry.
Liab Code	The Accounts Payable liability code to which this voucher was posted.
Bank Code	The bank code specified during A/P Vouchers Data Entry.
Days Between Aging Date and Payment Date	The scheduling information and amounts for the voucher. These columns are defined on the Voucher Schedule tab from Accounts Payable Reporting. Advantage places the amount scheduled for payment according to the periods you have set up and the Aging Date (also specified on the Voucher Schedule tab). If you choose to age against the invoice date, the heading for this section is Days Between Invoice date and aging date.
Unsched	All unscheduled voucher amounts. Vouchers with payment terms of Hold and PWP are included in this column.
 Notes

 Related Topics


Defining Options for the Vouchers by Project Report

The Vouchers by Project tab of Accounts Payable Reporting lets you define and save multiple options for printing the Vouchers by Project Report.

To define options for the Vouchers by Project report:

1.	Select Reporting, Accounts Payable Reports from the Advantage main menu. Advantage displays the Accounts Payable Reporting form.

2.	Click on the Vouchers by Project tab at the top of the Accounts Payable Reporting form. The system displays the available options for the Vouchers by Project report.

3.	Choose the appropriate options for the report:

Format	Liability Code
Include	Bank
Since	Page breaks for each project
Exclude if paid prior to	Consolidate Tasks
4.	Click on the Print, Print Preview, or Submit button to generate this report.

 Note

 Related Topics


Vouchers by Project Report

The Vouchers by Project report prints all voucher information organized by project and task. This report lists the scheduled payment date and amount for the vendor as well as the total balance left on the voucher.

Before printing the Vouchers by Project report, you can set up selection criteria for projects by clicking on the Projects tab.

The Vouchers by Project report contains the following information:

Column	Contents
Invoice Date	The invoice date for this voucher as entered through A/P Vouchers Data Entry.
Invoice Number	The invoice number for this voucher as entered through A/P Vouchers Data Entry.
Voucher Date	The voucher date for this voucher as entered through A/P Vouchers Data Entry.
Sched Payment	The payment date. Advantage displays a date, Next, PWP, or Hold, depending on the payment terms entered for the vendor in A/P Vouchers Data Entry.
Liability Code	The Accounts Payable liability code to which this voucher was posted.
Bank Code	The bank code specified during A/P Vouchers Data Entry.
Voucher Amount	The total amount of the voucher prior to payments and discounts applied.
Previous Payments	All previous payments made on this voucher.
Discounts Taken	If discounts had been applied to this voucher, the amount of the discount taken to date.
Balance	The balance owed to the vendor for the specific line item.
 Notes

 Related Topics


Defining Options for the Cash Requirements Report

The Cash Requirements tab of Accounts Payable Reporting lets you define and save multiple options for printing the Cash Requirements Report.

To define options for the Cash Requirements report:

1.	Select Reporting, Accounts Payable Reports from the Advantage main menu. Advantage displays the Accounts Payable Reporting form.

2.	Click on the Cash Requirements tab at the top of the Accounts Payable Reporting form. The system displays the available options for the Cash Requirements report.

3.	Choose the appropriate options for the report:

Format	Bank
Payment Date	Page breaks for each vendor
Liability Code	Exclude negative payments
4.	Click on the Print, Print Preview, or Submit button to generate this report.

 Related Topics


Cash Requirements Report

Before you produce Accounts Payable checks, you should review the cash requirements on the screen to determine the amounts scheduled for payment and the effect that making these payments will have on your firm's cash accounts. If you find that your cash requirements are inaccurate, you can make any necessary changes before proceeding with check processing.

The Cash Requirements report contains all vouchers with balances and to be paid amounts in your system. You can either print the detail version of this report or print a summary by bank:

•	Detailed Cash Requirements. Includes all vouchers that have balances and to be paid amounts currently scheduled for your vendors.

•	Bank Summary. Includes a total of all vouchers for each bank code that has amounts posted during the current period.

The Cash Requirements report contains the following information:

Column	Contents
Invoice Date	The invoice date for this voucher as entered through A/P Vouchers Data Entry.
Invoice Number	The invoice number for this voucher as entered through A/P Vouchers Data Entry.
Voucher Date	The voucher date for this voucher as entered through A/P Vouchers Data Entry.
Voucher Number	The voucher number assigned to this voucher during posting.
Sched Payment	The payment date. Advantage displays a date, Next, PWP, or Hold, depending on the payment terms entered for the vendor in A/P Vouchers Data Entry.
Liability Code	The Accounts Payable liability code to which this voucher was posted.
Bank Code	The bank code specified during A/P Vouchers Data Entry.
Voucher Amount	The total amount of the voucher prior to payments and discounts applied.
Previous Payments	All previous payments made on this voucher.
Discounts Taken	If discounts had been applied to this voucher, the amount of the discount taken to date.
To Be Paid	The amount scheduled to be paid to this vendor during the next payment processing run.
 Notes

 Related Topics


Defining Options for the Vendor List

The Vendor List tab of Accounts Payable Reporting lets you define and save multiple options for printing the Vendor List. Your choices are as follows:

To define options for the Vendor List:

1.	Select Reporting, Accounts Payable Reports from the Advantage main menu. Advantage displays the Accounts Payable Reporting form.

2.	Click on the Cash Requirements tab at the top of the Accounts Payable Reporting form. The system displays the available options for the Cash Requirements report.

3.	Choose the information to include on the Vendor List.

4.	Click on the Print, Print Preview, or Submit button to generate this report.

 Related Topics


Vendor List

The Vendor List shows all of the data currently entered in your Vendor Table. You can use this information to verify the information entered through Vendor Table Maintenance.

 Notes

 Related Topics


Liability Code List

To access the Liability Code List, select Reporting, Database Lists, Liability Codes from the Advantage main menu.

The Liability Code List shows all of the data currently entered in your Liability Code Table. You can use this information to verify the information entered through A/P Liability Code Table Maintenance.


Discount Code List

To access the Discount Code List, select Reporting, Database Lists, Discount Codes from the Advantage main menu.

The Discount Code List shows all of the data currently entered in your Discount Code Table. You can use this information to verify the information entered through A/P Discount Code Table Maintenance.


Vendor Avery 5161

This report consists of mailing labels that you can print using the Avery 5161 labels (2 labels across a page).

You can print all vendor addresses or just the default address specified for each vendor through table maintenance. See Defining options for the Vendor Avery 5161.


Defining Options for the Vendor Avery 5161

The Vendor Avery 5161 tab of Accounts Payable Reporting lets you define and save multiple options for printing the Vendor Avery 5161 mailing labels.

To define options for the Vendor Avery 5161 report:

1.	Select Reporting, Accounts Payable Reports from the Advantage main menu. Advantage displays the Accounts Payable Reporting form.

2.	Click the Vendor Avery 5161 tab.

3.	Select options:

Print default address

Print all addresses

Print country

Left Margin

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Print default address 5161
Print default address

Uses the default address for each vendor, as specified in table maintenance.


Print all addresses

Uses all vendor addresses set up for the vendor in table maintenance.


Print country

Includes the vendor’s country in the mailing addresss.


Left Margin

Leave this field blank if you want labels to print starting as near to the left edge of the sheet as possible. Enter a number between .001 and 3.5 to specify in inches how much you want to move the print starting point to the right.

To view the effect of a blank or other entry in this field, select Print Preview.


Overview of Accounts Payable Utilities

Accounts Payable utilities allow you to initialize and convert data in your database. With the Accounts Payable utilities, you can:

•	Define system-wide setup information to be used for Accounts Payable throughout Advantage.

•	Change your vendor numbers, liability codes, and/or discount codes.

•	Initialize and process 1099 forms for the current and prior years.

•	Enter historical information about your Accounts Payable vouchers.

You also enter System Setup, Security Setup, and Accounts Payable Setup information through Advantage System Setup Table Maintenance Utilities.

 Related Topics


Converting Vendor Numbers

The Vendor Number Key Conversion utility lets you determine the length (between 3 and 10 characters) and appearance of your vendor numbers. The default is 10 positions with no leading zeros.

What do you want to do?

Reformat your vendor numbers.

Change a vendor's number.

Close a vendor number no longer in use.

 Related Topics


Reformatting Your Vendor Numbers

You can use the Vendor Number Key Conversion to reformat your vendor numbers or change a vendor’s number.

To reformat your vendor numbers:

1.	Back up your Advantage database.

2.	Select Utilities, Key Conversions, Vendor Numbers from the Advantage main menu. Advantage displays the Vendor Number Conversion form.

3.	Complete the fields in the Format section of the Vendor Number Conversion form.

4.	Review any changes made by looking at the new vendor number format in the Sample field.

5.	Click on Apply to reformat all of the vendor numbers in your system. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on Yes to continue. Advantage converts your vendor number format. When complete, the following message displays:

The number conversion is complete.

7.	Click on OK. Advantage returns you to the Vendor Number Conversion form.

8.	Click on Close to close the Vendor Number Conversion form and return to the Advantage main menu.


Completing the Fields in the Format Section of the Vendor Number Conversion Form

Field	Description
Leading Zeros	Required. If you select this option, Advantage places leading zeros in front of the vendor number. For example, if you enter 1 as the vendor number and the length is 5, your vendor number appears as 00001. If you do not select this option, Advantage leaves the vendor as entered. In this case, you can enter up to 10 alphanumeric characters for the vendor number.
Length	Required. If you selected the Leading Zeros option, enter the desired vendor number length. The current length of the vendor number appears for reference.


Changing a Vendor's Number

You can use the Vendor Number Key Conversion to reformat your vendor numbers or change a vendor’s number.

To change a vendor’s number:

1.	Back up your Advantage database.

2.	Select Utilities, Key Conversions, Vendor Numbers from the Advantage main menu. Advantage displays the Vendor Number Conversion form.

3.	Complete the fields in the Change Number section of the Vendor Number Conversion form.

4.	Click on Change to change the vendor’s number. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on Yes to continue. Advantage changes the vendor number throughout the system. When complete, Advantage returns you to the Vendor Number Conversion form.

6.	Click on Close to close the Vendor Number Conversion form and return to the Advantage main menu.


Completing the Fields in the Change Number Section of the Vendor Number Conversion Form

Field	Description
Vendors	Required. Highlight the vendor whose number you want to change. This box lists all of the vendors defined in your database. You can only change one vendor’s number at a time.
New Number	Required, if you are changing a vendor’s number. Enter the new vendor number. You can change a vendor number to an existing vendor’s number. All the detail for the vendors will be combined.


Closing Vendor Numbers no Longer in Use

You can use the Vendor Number Key Conversion utility to close out (consolidate) vendor number data into a different vendor number. You can either consolidate data between two existing vendors, or you can set up a new vendor in which to closeout vendor numbers no longer in use.

To close vendor numbers no longer in use:

1.	Back up your Advantage database.

2.	Ensure that the vendor into which you want to close another vendor number exists in Vendor Table Maintenance prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Vendor Numbers from the Advantage main menu. Advantage displays the Vendor Number Conversion form.

4.	Highlight the vendor number to close in the Vendors window on this form.

5.	Enter the vendor number in which to close the highlighted vendor number in the New number field.

6.	Click on Change. Advantage displays the following message:

This vendor number is already used.

Are you sure you want to proceed?

7.	Click on Yes. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

8.	Click on the Yes button to continue. Advantage consolidates the highlighted vendor’s detail into the vendor number entered in the New number field. When complete, Advantage returns you to the Vendor Number Conversion form.

9.	Click on the Close button to close the Vendor Number Conversion form and return to the Advantage main menu.

 Related Topics


Converting Liability Codes

You can use the Liability Code Conversion utility to change an individual liability code.

What do you want to do?

Change a liability code.

Close a liability code no longer in use.

 Related Topics


Changing a Liability Code

To change a liability code:

1.	Back up your Advantage database.

2.	Select Utilities, Key Conversions, Liability Codes from the Advantage main menu. Advantage displays the Liability Code Conversion form.

3.	Complete the fields on the Liability Code Conversion form.

4.	Click on Change to change the liability code. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage changes the liability code throughout the system. When complete, Advantage returns you to the Liability Code Conversion form.

6.	Click on the Close button to close the Liability Code Conversion form and return to the Advantage main menu.

 Related Topics


Completing the Fields in the Liability Code Conversion Utility

Field	Description
Liability Codes	Required. Highlight the liability whose code you want to change. This box lists all of the liability codes in your database.
New code	Required. Enter the new liability code. You can change a liability code to an existing liability code. All the detail for the liability codes will be combined.


Closing Liability Codes no Longer in Use

You can use the Liability Code Key Conversion utility to close out (consolidate) liability code data into one liability code. You can either consolidate data between two existing liability codes, or you can set up a new liability code in which to closeout liability codes no longer in use.

You cannot delete a discount code if you have posted data to the discount code.

To close liability codes no longer in use:

1.	Back up your Advantage database.

2.	Ensure that the liability into which you want to close another liability code exists in Liability Code Setup Maintenance prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Liability Codes from the Advantage main menu. Advantage displays the Liability Code Conversion form.

4.	Highlight the liability number to close in the Liability Codes window on this form.

5.	Enter the code in which to close the highlighted liability code in the New code field.

6.	Click on Change. Advantage displays the following message:

The liability code is already used.

Are you sure you want to proceed?

7.	Click on Yes. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

8.	Click on Yes to continue. Advantage consolidates the highlighted liability code’s detail into the liability code entered in the New code field.


Converting Discount Codes

You can use the Discount Code Conversion utility to change an individual discount code.

What do you want to do?

Change a discount code.

Close a discount code no longer in use.

 Related Topics


Changing a Discount Code

To change a discount code:

1.	Back up your Advantage database.

2.	Select Utilities, Key Conversions, Discount Codes from the Advantage main menu. Advantage displays the Discount Code Conversion form.

3.	Complete the fields on the Discount Code Conversion form.

4.	Click on Change to change the discount code. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on Yes to continue. Advantage changes the discount code throughout the system. When complete, Advantage returns you to the Discount Code Conversion form.

6.	Click on Close to close the Discount Code Conversion form and return to the Advantage main menu.

 Related Topics


Completing the Fields in the Discount Code Conversion Utility

Field	Description
Discount Codes	Required. Highlight the discount whose code you want to change. This box lists all of the discount codes in your database.
New code	Required. Enter the new discount code. You can change a discount code to an existing discount code. All the detail for the discount codes will be combined.


Closing Discount Codes no Longer in Use

You can use the Discount Code Key Conversion utility to close out (consolidate) discount code data into one discount code. You can either consolidate data between two existing discount codes, or you can set up a new discount code in which to closeout discount codes no longer in use.

To close discount codes no longer in use:

1.	Back up your Advantage database.

2.	Ensure that the discount into which you want to close another discount code exists in Discount Code Setup Maintenance prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Discount Codes from the Advantage main menu. Advantage displays the Discount Code Conversion form.

4.	Highlight the discount number to close in the Discount Codes window on this form.

5.	Enter the code in which to close the highlighted discount code in the New code field.

6.	Click on Change. Advantage displays the following message:

The discount code is already used.

Are you sure you want to proceed?

7.	Click on the Yes button. Advantage displays a warning indicating that this process will make permanent changes to the database.

8.	Click on the Yes button to continue. Advantage consolidates the highlighted discount code’s detail into the discount code entered in the New code field.

 Notes


Initializing 1099 Data

When you initialize, Advantage clears out data from the previous year so you can start accumulating data for the new year and stores the previous year’s activity for 1099 processing. This section describes how to perform a 1099 initialization. You should perform this type of initialization regardless of whether you intend to produce 1099 Forms.

Advantage stores 1099 payments by vendor for the current and prior 1099 year. Prior to any payment processing for the new 1099 year, and to prepare the database for 1099 reporting for the just completed 1099 year, you must first perform a 1099 initialization for the new 1099 year. This initialization moves the Paid This Year amount on the Miscellaneous tab of Vendor Table Maintenance to the Paid Last Year field, then sets the Paid This Year amount to zero. The Paid Last Year amounts serve as the basis for Form 1099 processing.

To initialize for a new 1099 year:

1.	Complete Accounts Payable processing for the 1099 year that is ending.

2.	Back up your Advantage database.

3.	Select Utilities from the Advantage main menu.

4.	Select 1099 Initialization from the Utilities Menu to initialize for the new 1099 year. Advantage opens the 1099 Initialization form. Advantage displays the following information:

Field	Description
Most recent 1099 initialization run	Lists the date and time of the last 1099 initialization you performed.
Total paid to vendors this year	Lists the total amount in the Paid This Year field for all vendors in your database. This field appears on the Miscellaneous tab of Vendor Table Maintenance.
Total in the 1099 amount fields now	Lists the total amount in the Paid Last Year field for all vendors in your database. This field appears on the Miscellaneous tab of Vendor Table Maintenance.
These fields display for reference purposes only. Advantage does not let you change the information shown on this form.

5.	Click on Initialize. Advantage moves the amounts in the Paid This Year field on the Miscellaneous tab of Vendor Table Maintenance to the Paid Last Year field.

 Note

 Related Topics


Entering A/P Voucher History

You can enter voucher historical data as part of your installation and setup. Historical data will create the A/P subsidiary detail that should tie to the Balance Sheet. These balances do not update the Balance Sheet. Use the following guidelines when entering A/P Voucher History:

•	History should only be entered at the time of installation. Subsequent changes will create a file reconciliation difference in your General Ledger.

•	You should only enter outstanding accounts payable vouchers.

•	The sum of the outstanding vouchers should equal the A/P amount on the Balance Sheet.

•	Do not enter 1099 information on this form. Enter 1099 information for consultant vendors as a total in the Paid This Year field on the Miscellaneous tab of Vendor Table Maintenance, when installing mid-year.

To enter A/P voucher history:

1.	Select Utilities, History Loading, A/P Voucher History from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor for which to enter historical vouchers and click on OK. Advantage displays the selected vendor in the A/P Voucher History form.

3.	Complete the fields on the A/P Voucher History form, referring to the context-sensitive help on the form.

4.	Enter any applicable payments in full or partial amounts to the above voucher.

5.	Click on the Close button to return to the Advantage main menu.

 Notes

 Related Topics


Entering Payments for a Historical Voucher

If you want to save voucher payment history, you can enter previous payments made to the voucher line in the "Payments" section of the A/P Voucher History form.

To enter payments made to a historical voucher:

1.	Select Utilities, History Loading, A/P Voucher History from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor for which to enter historical vouchers and click OK. Advantage displays the selected vendor in the A/P Voucher History form.

3.	Enter any vouchers for this vendor by completing the fields in the Voucher Lines section of this form. Refer to the context-sensitive help on the form for details on each field.

4.	Complete the fields in the Payments section of the A/P Voucher History form, referring to the context-sensitive help on the form.

5.	Click on Close to return to the Advantage main menu.


Adding Additional Voucher Records for a Vendor

To add additional voucher records for a vendor:

1.	Select Utilities, History Loading, A/P Voucher History from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor for which to add a new record and click OK. Advantage displays the selected vendor in the A/P Voucher History form.

3.	Use the scroll buttons at the bottom of the form to open an empty voucher history record.

4.	Enter any additional voucher records for this vendor by completing the fields in the Voucher Lines section of this form. Refer to the context-sensitive help on the form for details on each field.

5.	Click on the Close button to return to the Advantage main menu.


Deleting a Historical Voucher

To delete a previously entered historical voucher:

1.	Select Utilities, History Loading, A/P Voucher History from the Advantage main menu. Advantage displays the Vendor Lookup form.

2.	Select the vendor that contains the voucher record to delete and click OK. Advantage displays the selected vendor in the A/P Voucher History form.

3.	Use the scroll buttons at the bottom of the form to locate the voucher record to delete.

4.	Click on Delete Voucher. Advantage deletes the entire voucher, including all voucher lines and payments, from this vendor’s history.

5.	Click on the Close button to return to the Advantage main menu.


Navigating Through Data Entry

Advantage contains a set of buttons in each data entry routine that help you navigate around. These buttons are:

Button	Use to
	Add a new transaction to the current data entry file.
	Access any transaction included in the current data entry file.
	Return to the previous data entry transaction in the current file. If you press this button and you are on the first transaction entry in this file, Advantage remains on the current transaction. You can also use the Page Up key on your keyboard to retrieve the previous record.
	View the next data entry transaction in the current file. If you press this button and you are on the last transaction entry in this file, Advantage provides a blank data entry form. If desired, you can add another transaction to the current data entry file. You can also use the Page Down key on your keyboard to retrieve the next record.
	Remove the transaction from the current data entry file. When you click on this button, the entire transaction is deleted (not the current line that you are entering). To delete just one line, you must first select the specific line using the record selector, and then press the Delete key on your keyboard.


Accessing Table Maintenance Routines and Other Functions from Data Entry

Advantage contains a set of buttons that gives you the ability to access table maintenance routines from within data entry. This feature lets you modify vendor addresses, add tasks to a project, add account numbers, and so on. The buttons are:

Button	Use to
	View, add, and/or modify account information in Account Table Maintenance. This button appears in all data entry routines except Timesheet Data Entry.
	View, add, and/or modify employee information in Employee Table Maintenance. This button only appears in Timesheet Data Entry.
	View missing timesheets for all employees in your firm for the current transaction file. You can sort this list by employee number or name. This button only appears in Timesheet Data Entry.
	View, add, and/or modify project information in Project Table Maintenance. This button appears in all data entry routines.
	View, add, and/or modify unit information in Unit Table Maintenance. This button only appears in Unit Data Entry.
	View, add, and/or modify vendor information in Vendor Table Maintenance. This button only appears in A/P Voucher Data Entry.
	Compare the totals entered for this data entry transaction file to the control total entered on the New Files form. This button appears in all data entry routines. Also, use this button to modify your original control totals.
 Related Topics


Data Entry Control Totals Form

Whenever you select to create a new data entry file, Advantage lets you enter control totals for the file. The control totals are used as a guide for the information you will enter in the file. The information entered on this form differs depending on the data entry type, see the individual data entry types for more information.

You can change/modify the control totals at a later time by clicking on the [image] from within the actual data entry transaction file.


How should I handle travel advances through the Accounts Payable System?

1.	Set the employee up as a vendor in Vendor Table Maintenance, if you haven’t already done so.

2.	Create an accounts payable voucher, and specify the Travel Advances account number (115.00, in the Standard Chart of Accounts).

3.	Pay the accounts payable voucher through Accounts Payable Payment Processing, in order to give the cash to the employee.

4.	When the employee fills out their expense report, enter the expenses through the A/P Vouchers data entry form. Add a line to the voucher to credit the Travel Advances account created above by entering the advance amount as a negative total. This step will reduce the net check to the employee vendor by the amount of the cash advance previously paid to them.

If the net amount of the voucher is negative, meaning that the employee owes money, a check will not be generated. The credit voucher can be handled in two ways:

•	The credit voucher can be left in Accounts Payable to reduce future vouchers.

•	To avoid a net credit voucher resulting in Accounts Payable for this vendor, be sure to enter the line item for the travel advance only equal to the amount of the expense report so the voucher nets to zero and no check is generated. A receivable due from the employee will then remain in account 115.00. A cash receipt can be posted when money is received from the employee.


Voucher

Used to record vendor invoices in Advantage. Each voucher is identified by a unique five-digit code.


Payment Date

The payment date indicates the processing run in which the voucher will be included. To see a list of payment options, click on the drop-down arrow in this field. You can specify one of the following values:

Type	Scheduled for Payment
Calendar	In the check run dated on or before the payment selection date entered at the start of payment processing.
Next	In the next check run.
Hold	On hold until you manually change the payment date to one of the other three options.
PWP	In the check run immediately following your firm’s full receipt of payment for the job (pay when paid).
If default payment terms apply, Advantage displays a value that you can change here.


Existing Voucher

A voucher you have already posted through the Existing A/P Vouchers form.


Client

If you choose to sort the Accounts Payable reports by client, Advantage sorts the reports alphabetically by the client name (for example, Apple, Bartlett, Harper, Shuman).


Principal

If you choose to sort the Accounts Payable reports by principal, Advantage sorts the reports alphabetically by the principal (for example, Apple, Bartlett, Jones, Smith).


Project Manager

If you choose to sort the Accounts Payable reports by project manager, Advantage sorts the reports alphabetically by the project manager (for example, Apple, Bartlett, Jones, Smith).


Project Status

If you choose to sort the Accounts Payable reports by project status, Advantage groups projects by status (Active, Inactive, or Dormant) on the Accounts Payable reports.


Project Select Codes

If you choose to sort the Accounts Payable reports by one of the user-defined project select codes, Advantage groups projects by the select code(s) on the Accounts Payable reports.


Vendor Number

If you choose to sort the Accounts Payable reports by vendor number, Advantage lists vendors in ascending order according to the vendor number entered in Vendor Table Maintenance.


Vendor Name

If you choose to sort the Accounts Payable reports by vendor name, Advantage lists vendors in alphabetical order according to the vendor name entered in Vendor Table Maintenance.


Vendor Sort Name

If you choose to sort the Accounts Payable reports by vendor sort name, Advantage lists vendors in alphabetical order according to the vendor sort name entered in Vendor Table Maintenance.


Vendor Type

If you choose to sort the Accounts Payable reports by vendor type, Advantage groups vendors by type on the Accounts Payable reports. You define vendor types in Vendor Types Setup Maintenance.


Vendor Status

The vendor status determines the validity of certain Accounts Payable functions. Three statuses are standard in Advantage: Active, Inactive, and Dormant. You define vendor statuses in Vendor Status Setup Maintenance.

You can select and sort vendors by status on Accounts Payable Reports. If you choose to sort the Accounts Payable reports by vendor status, Advantage groups vendors by status on the Accounts Payable reports.


Vendor Select Codes

If you choose to sort the Accounts Payable reports by one of the user-defined vendor select codes, Advantage groups vendors by the select code(s) on the Accounts Payable reports.


Vendors

You enter vendors in your database to record voucher and disbursement payments in your firm.


Payment Terms

Similar to the payment date. The payment terms indicate the number of days to payment for the vendor. You can specify one of the following values:

Type	Scheduled for Payment
Number of Days (0-9999)	In the check run on or after the number of days specified after the invoice date.
Next	In the next check run.
Hold	On hold until you manually change the payment date to one of the other three options.
PWP	In the check run immediately following your firm’s full receipt of payment for the job (pay when paid).

For example, to pay this vendor's voucher after 30 days, this value should be 30. For a voucher with the invoice date 09/30/99, the payment date is 10/30/99, which is 30 days after the invoice date. These are vendor-specific default payment terms.


Pay When Paid

If you specify PWP (Pay When Paid) in Accounts Payable, Advantage schedules the voucher for payment in the next normal check run after the client has paid your firm for the bill that included the voucher expense.

This process is tracked by Advantage if you are using Advantage Billing. If not, you must enter the bill number to the A/P detail manually.


Accounts Payable Liability Code

Identify the A/P liability code using up to 10 characters of free text.

The liability code provides you with an easy way to identify the account that will receive the implicit posting during A/P Voucher Posting; the liability code defines the credit posting in the general ledger. Advantage supplies two predefined default A/P liability codes:

•	A/P – Trade

•	A/P – Consultant

If your firm uses Profit Center Reporting, and you maintain separate balance sheets by profit center, the code also points to a profit center code.


Hold

Advantage places the voucher on hold and does not schedule the voucher for payment until you change the payment date. Advantage displays this payment terms code for the payment date in payment processing.


Discount Code

Specify a unique code, using up to 10 characters of free text, to reference accounts that track discounts. The actual account referenced can be either a balance sheet or income statement account.

The discount code provides you with an easy way to identify the account that will receive the implicit posting during A/P Payment Processing. In other words, the discount code defines the credit posting in the general ledger.

When you reference an income statement account, you must always specify a project number, even if you are using profit center reporting and maintaining separate balance sheets.


Record Selector

There are several types of record selectors in Advantage:

Record Selector	Definition
	Current record: This is the current record; the record will be saved as it appears.
	Pencil: You are editing this record; changes to this record have not been saved.
	New record: This is a new record that you can enter information in.


Address Code

If you are entering multiple addresses for your vendor(s), enter a code by which to identify this vendor’s address, using up to 10 characters of free text.


Invoice Date

Enter the date from the vendor's invoice. Advantage uses this date to calculate the payment date if the terms are specified as a number of days.


Invoice Number

Enter the invoice number, using up to 20 characters of free text. This number will print on your check to the vendor so that the vendor can identify the invoice being paid. Usually, this number is a number or code that is shown on the invoice.


Indirect Account

In the Advantage Standard Chart of Accounts, any account defined within the 700.00 through 799.99 range. An indirect account represents expenses that your firm incurs during normal business operations (not billable to the client).


Payee

If you want a specific name to appear on the check, enter that name to appear on the check. If you want Advantage to use a name different from the vendor name for sorting purposes, enter a sort name using up to 40 characters of free text. The vendor name displays as the default in this field.


Miscellaneous Vendors

A temporary vendor or a vendor that you do not want to set up an individual number. By adding multiple addresses and assigning a voucher the correct address, you can use this vendor to store for many temporary vendors in Advantage. You set up the miscellaneous vendor in Vendor Table Maintenance and then add the vendor’s address when you are entering the voucher.


Direct Account

In the Advantage Standard Chart of accounts, any account defined within the 600.00 to 699.99 range. Direct accounts represent expenses that are not billable to a client.


Reimbursable Account

In the Advantage Standard Chart of accounts, any account defined within the 500.00 to 599.99 range. Reimbursable accounts represent anything for which you can be reimbursed for and that is billable to a client.


Tolerance

Any difference between Total Assets and Total Liabilities and Net Worth on the Balance Sheet. If Profit Center Reporting is installed, and you make journal entries between profit centers when maintaining separate Balance Sheets, there may be tolerances for individual profit centers.


Implicit Posting

An automatic general ledger posting of transaction data, where the Automatic Posting account was previously set up in Advantage.


File Name

Required. Enter the name by which you want to identify this file, using up to 15 characters of free text. You can re-use a file name only after you post the file.


End Date

Required. Enter the ending date for transactions. This is a control date for reference purposes only.

If you double-click in this field, Advantage displays a calendar from which you can select the applicable date.


Voucher Total

Required. Enter the total amount of the transactions to be entered in this batch. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file. The total amount on the control screen must equal the total amount entered for all Accounts Payable transactions in the file. You can modify the amounts in data entry.


Default A/P Liability

Optional. Enter the Accounts Payable liability code that will direct the implicit posting. If entered, thisb code will override the default liability code set up for a specific vendor (through the Vendor Types form in A/P Setup Table Maintenance). You can override either default code when entering a voucher.

To receive a list of the Accounts Payable liability codes entered in your database, click on the drop-down arrow in this field.

You do not have to enter an Accounts Payable liability code unless you want to specify a default for the entire data entry file or you want to override the vendor specific or system-wide Accounts Payable liability code.

We recommend that you do not enter a default liability code, unless you want to override the liability code for the entire batch.


Default Bank

Optional. Enter the bank code that will be used as the default for the entire batch in data entry. You can override this bank code when entering each transaction. You do not have to enter a bank code unless you want to specify a default for the entire batch.

To receive a list of the bank codes entered in your database, click on the drop-down arrow in this field.

We recommend that you enter a default bank code, becasue bank codes are not recorded by vendor. If you do not enter a default bank code, Advantage prompts you to enter a bank code on each new page in data entry.


Default Voucher Date

Enter a date to be used as the default in data entry. If you enter a date, it appears in the Voucher Date field on the A/P Voucher Data Entry form.

We recommend entering a default voucher date for the batch, or accepting the system default (today’s date). Otherwise, Advantage prompts you to enter a voucher date on each new page in data entry.


Description

Optional. Enter a 40-character free text description of this voucher or disbursement line.

Voucher and disbursement descriptions can be shown on invoices, Accounts Payable reports, and on your General Ledger reports.


Project

Enter the project to which to charge this voucher line item. Double-click in this field to select a project from the list of projects in your database.

Depending on the type of Account you enter, whether your firm uses profit centers, and whether, if it does, it maintains separate balance sheets by profit center, this field is required or inactive. For details, see Profit Centers and Data Entry.


Task

Required, if the project has tasks. Enter the task to which to charge the item. Click on the drop down arrow in this field to see a list of the tasks associated with the project. If the project does not have tasks, Advantage automatically skips this field.


Account

Required. Enter the account to which you are charging this voucher line item. The project type and account number must be compatible.

If you are entering the voucher for a regular project, enter a reimbursable or direct account in the Account field. Or, if you are entering the voucher for an overhead project, enter an indirect account in the Account field.


Net Amount

Optional. Enter the amount of the item less any taxes. Taxes are entered separately in the Tax field.

The amount you enter in this field is the amount that flows to the project and appears on all Project reports. Taxes are not treated as project costs because they can be reclaimed.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Tax Code

Optional. Select the tax code to apply to the net amount. When you select the tax code, Advantage automatically calculates the tax amount based on the rate entered for the tax code in Tax Codes Setup. The tax amount is then added to the Net Amount to yield to total amount for this voucher line.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Tax

Optional. Advantage displays the tax amount based on the tax code you entered. The tax amount is then added to the Net Amount to yield to total amount for this voucher line. You can override the amount in this field, if needed.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Amount

Required. Enter the amount of the voucher line item. This amount will be charged to the project, task, and account combination you enter on this line.


Supp Bill

Required. Suppress Billing. Specify whether the amount on each detail line is to be costed to the general ledger only (and not become a billable transaction). If you select this option (by clicking on the white box), the expense will not flow through to the Billing application.

Depending on the project’s billing terms, Advantage ignores the suppress billing flag for direct expenses. Indirect or overhead expenses do not flow to the Billing application.

Typically, you would use the suppress billing flag when you have expenses for which you have invoiced the client, typically through an insert in Interactive Billing, but which you have not yet entered into Advantage. When you enter the payable, you can turn this option on to avoid billing the client again.

If you do not want to suppress billing on an expense, leave this option turned off.


Default Date

Enter a date to be used as the default in data entry. If you enter a date, it appears in the Date field on the A/P Disbursements Data Entry form.

We recommend entering a default date for the batch, or accepting the system default (today’s date). Otherwise, Advantage prompts you to enter a date on each new page in data entry.


Vendor Number

Enter the vendor number in this field. After you enter this identification, Advantage automatically displays the vendor name next to this field.


Date

Enter the date for this transaction.

Double-click or press F3 in this field to receive a calendar lookup from which you can select the appropriate date.


A/P Liability

Enter the Accounts Payable liability code that will direct the implicit posting. To receive a list of the liability codes entered in your database, click on the drop-down arrow in this field.


Bank

Enter the bank code that will be used for this voucher/disbursement file. To receive a list of the bank codes entered in your database, click on the drop-down arrow in this field.


Check Number

Enter the check number for this A/P Disbursement, using up to seven alphanumeric characters. If you enter less than seven characters, Advantage adds leading zeros to the number you entered.


Auto selection criteria - bank code

To select vendors for a Payment Processing session based on bank code, click on the drop-down arrow in the Bank Code field and select the bank code on which to select vendors.

If you enter a value for more than one auto selection, Advantage only includes vendors that meet all of the selection criteria.


Auto selection criteria - liability code

To select vendors for a Payment Processing session based on liability code, click on the drop-down arrow in the Liability Code field and select the liability code on which to select vendors.

If you enter a value for more than one auto selection, Advantage only includes vendors that meet all of the selection criteria.


Auto selection criteria - vendor type

To select vendors for a Payment Processing session based on vendor type, click on the drop-down arrow in the Vendor Type field and select the type on which to select vendors. You can select vendors for up to three vendor types.

If you enter a value for more than one auto selection, Advantage only includes vendors that meet all of the selection criteria.


Auto selection criteria - vendor select codes

To select vendors for a Payment Processing session based on a vendor select code value, click on the drop-down arrow in the appropriate Vendor Select Code field and select the value on which to select vendors.

If you enter a value for more than one auto selection, Advantage only includes vendors that meet all of the selection criteria.


Sorting checks by vendor name

Click on the Vendor Name option to sort the checks processed through A/P Payment Processing by vendor name.


Sorting checks by vendor number

Click on the Vendor Number option to sort the checks processed through A/P Payment Processing by vendor number.


Row-level security for the Vouchers by Project Report

If row-level security is implemented for your security workgroup, you can generate the report for all projects to which your security workgroup has rights to view/modify.

If your project has tasks and you have access to the main project record, you can run the report and view all tasks associated with that project.

If your projects have tasks, and you do not have access to the main project record, you can only run the report and view the tasks to which your security workgroup has access.

If you manually enter a project number (on the Project Selection tab of Accounts Payable Reporting) that your security workgroup does not have access to, Advantage displays the following message:

Project <project number> does not exist or you do not have access.

In addition, lookups on the Project Selection tab of Accounts Payable Reporting will only display the projects to which your workgroup has access.


Sorting reports by vendor sort name

If you choose to sort the reports by vendor sort name, Advantage sorts the reports alphabetically by the vendor name or sort name (for example, Atlas Engineers, Boston Edison, Federal Express, Speedy Blueprint).


Sorting reports based on the entire profit center

You can sort your reports by profit center by selecting the Vendor or Project Profit Center option in one of the sort fields on the Sorting tab of the appropriate reporting routine.


Sorting reports by a specific sort select code

You can sort your reports by a specific sort/select code by selecting the name of the sort/select code in one of the sort fields on the Sorting tab of the appropriate reporting routine.


Sorting reports by a specific level of the profit center

You can sort your reports by a specific level of the profit center by selecting the profit center level name option in one of the sort fields on the Sorting tab of the appropriate reporting routine.


Sorting reports by vendor type

If you choose to sort the reports by vendor status, Advantage groups vendors by type (for example, Consultant, Employee, or Trade) on the reports.


Sorting reports by vendor status

If you choose to sort the reports by vendor status, Advantage groups vendors by status (Active, Inactive, or Dormant) on the reports.


Sorting reports by project client

If you choose to sort the reports by client name, Advantage sorts the reports alphabetically by the client name (for example, Apple, Bartlett, Harper, Shuman).


Sorting reports by project principal

If you choose to sort the reports by principal, Advantage sorts the reports alphabetically by the principal (for example, Apple, Bartlett, Jones, Smith).


Sorting reports by project manager

If you choose to sort the reports by project manager, Advantage sorts the reports alphabetically by the project manager (for example, Apple, Bartlett, Jones, Smith).


Sorting reports by project status

If you choose to sort the reports by project status, Advantage groups projects by status (Active, Inactive, or Dormant) on the reports.


Inserting page breaks after each sort

Select the Page Breaks option if you want to include a page break each time the sort value changes.

You can insert a page break after any or all of the sorts. If you do this, Advantage automatically page breaks when the sort changes. For example, if you insert a page break for the first sort, Office, and you have three offices (BO, CO, and SF), Advantage inserts a page break each time the office changes.


Printing subtotals for each sort

Select the Sub-totals option if you want to include subtotals for the sort.

Subtotals print each time the sort value changes. For example, if you sort on profit center, Advantage prints a subtotal for each different profit center.


Indicating the vendor sort for reports

You can select to sort your reports by vendor number, name, or sort name.

If you select to sort by vendor number, Advantage sorts the reports in order by the vendor number (for example, 0000000100, 0000000200, 0000000300, 0000000400).

If you select to sort by vendor name or sort name, Advantage sorts the reports alphabetically by the vendor name or sort name (for example, Atlas Engineers, Boston Edison, Federal Express, Speedy Blueprint).


Indicating the project sort for reports

You can select to sort your reports by project number or project name.

If you select to sort by project number, Advantage sorts the reports in order by the project number (for example, 00001.00, 00002.00, 97001.00, 98002.00).

If you select to sort by project name, Advantage sorts the reports alphabetically by the project name (for example, ABC Plaza Study, Balboa Office Park, General Overhead, Vacation).


Sort by criteria options

Select the order by which to sort the vendors in the lookup list. If you have the Retrieve Automatically option selected, Advantage automatically updates the lookup list when you click on the new sort method. If this option is not selected, you must click on Retrieve to update the lookup list.


Search field

Enter the partial/full value by which to sort the values appearing in the lookup list. If the Retrieve Automatically option is selected, the cursor highlights the first value in the list that matches the criteria entered. If the Retrieve Automatically option is not selected, enter the partial value and click on Retrieve to return a list of values that meet the criteria entered.

If you are sorting the list by Number, you must enter a valid number in this field.


Retrieve button

Click on this button to produce the list, to match any partial entry in the Search field, or to manually retrieve a list after changing the sort (for example, from Name to Number).

This button appears only when the Retrieve Automatically option is not selected. Once you click on Retrieve, it becomes disabled until the criteria for the lookup list changes.


Find next button

Click on this button to find the next value in the lookup list that meets the criteria entered on this form.


Active Vendors Only option

Select this option to view only those vendors that have a status of Active.


Retrieve automatically option

Select this option if you want Advantage to retrieve the entire list of vendors automatically each time the lookup is opened. Advantage will also automatically update the list each time you change the lookup sort, or when you select/deselect the Active Vendors Only option.

If you have large lists that take a long time to open, such as project or employee lists, you should not use this option.


Project type lookup option

Use this option to limit the number of projects in a lookup by choosing a specific type of project to display: all projects, regular projects only, overhead projects only, or promotional projects only.


Employees with unpaid expense reports option

This option appears only in Employee Lookups. This option is especially useful in Employee Advance/Expense Processing. This option lets you limit the employees in a lookup to only those with unpaid expense reports (from Expensekeeper or Employee Expenses Data Entry).


Vendors with unpaid vouchers only option

This option appears only in Vendor Lookups. This option is especially useful in A/P Payment Processing. This option lets you limit the vendors in a lookup to only those with unpaid vouchers.


Rows

This field appears in the bottom right corner of all lookup lists. It displays the number of values in the lookup list based on the criteria specified.


List of vendors

This section displays the vendors selected by Advantage based on the selection criteria you entered. This list is sorted based on your specification (name or  number) in the top right corner of this lookup list.


OK button

This button appears on all lookup forms. Click on this button when you want to select a vendor and exit the lookup form.


Cancel button

This button appears on all lookup forms. Click on this button when you want to exit the lookup form without selecting a vendor.


Account type lookup option

Use this option to limit the number of accounts in a lookup by choosing a specific type of account to display: all accounts, assets only, liabilities only, net worth only, revenue only, reimbursable only, direct only, indirects only, or other charges only.


Labor code level selection window

From this window, you can select each level of the labor code based on the type of worked performed on a project.


Completed labor code

Displays all the levels of the labor code currently selected along with a description based on the individual level descriptions.


Unit table

Displays the name of the unit table for the selected unit.


Navigation Buttons

The navigation buttons appear on most forms in Advantage. These buttons let you move from one record to another. Records are sorted by number or by name. The following table reviews your options:

Option	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.


Vendor Number

Required. Enter the number of the vendor for whom you want to enter voucher history and/or payments.

Double-click in this field to retrieve a list of the vendors in your database. You must set up your vendors in Vendor Table Maintenance before you can enter any applicable history.


Invoice Date

Required. Enter the vendor’s invoice date for this voucher.


Invoice Number

Required. Enter the vendor’s invoice number for this voucher.


Date

Required. Enter the date on which this voucher was entered.


A/P Liability

Required. Enter the Accounts Payable liability code associated with this voucher.


Payment Date

Required. Enter the desired payment date for the voucher.


Bank

Required. Enter the bank code associated with this voucher.


Line

Required. Enter the sequential voucher line number. Vouchers can be split into line items for changes in project, task, and account number.


Description

Optional. Enter the description for this voucher, using up to 40 characters of free text.


Project

Required, for Income Statement accounts. Enter the project to which to charge this voucher line item. You do not have to enter a project number if you are posting to a balance sheet account unless Profit Center Reporting is enabled.


Task

Required, for projects with tasks. Enter the task to which to apply the item, if the project has tasks.


Account

Required. Enter the account to apply this item. The project type and account number must be compatible. That is, if you are entering the disbursement for a regular project, fill in a reimbursable or direct account in the Account field. Or, if you are entering the voucher for an overhead project, fill in an indirect account in the Account field.


Amount

Optional. Enter the amount of the voucher line. This amount will be charged to the project, task, and account combination.


Voucher Balance

Advantage displays the total voucher balance for this voucher. This balance is calculated by subtracting any payments made to this voucher from the sum of the voucher lines.


Line

Required. Enter the sequential voucher line number.


Check

Required. Enter the check number of the historical payment.


Date

Optional. Enter the date of the check.


Amount

Optional. Enter the amount of the check.


Scrolling to an empty record

Advantage includes an empty voucher history record for each vendor. To open the empty voucher history record, click on any of the right arrow scroll keys. For example,


Report errors only

Select this option if you only want to include data entry lines that have an error.


Format

Specify the format to use when printing the Voucher Report. Your choices are:

•	Voucher Summary - Provides a voucher summary by vendor. Advantage prints a one-line summary of the vouchers for each vendor. Advantage prints voucher totals for each vendor as well as totals for all vouchers at the end of the report.

•	Voucher Detail - Provides all voucher detail by vendor. Advantage prints the original voucher line as it was entered in A/P Voucher Data Entry. Advantage prints voucher totals for each vendor as well as totals for all vouchers at the end of the report.

•	Vendor Summary - Provides vendor totals. The vendor totals include all vouchers posted to the vendor during the current period. You can receive more comprehensive voucher detail by printing the Voucher Detail or Voucher Summary. This report, however, is useful for viewing the amounts paid to your vendors.


Include

Specify whether the Voucher Report should include paid, unpaid, or both paid and unpaid vouchers.


Since

If you select to include paid vouchers, specify a date. Advantage includes all vouchers paid after this date.


Exclude if paid prior to

Click on the drop-down arrow and select the fiscal year and period to be used as a cut-off date for displaying zero balance vouchers on this report. This option prevents vouchers paid-in-full, prior to the specified date, from being included on the report.


Liability Code

To select only vouchers that were posted to a specific liability code, enter the liability code here. The system only displays vendors who have vouchers posted to that liability code.

If you have other report or selection criteria defined, Advantage only includes vendors and vouchers that meet all of the selection criteria.


Bank

To select only vouchers that were posted to a specific bank code, enter the bank code here. The system only displays vendors who have vouchers posted to that bank code.

If you have other report or selection criteria defined, Advantage only includes vendors and vouchers that meet all of the selection criteria.


Page breaks for each vendor

Select this option to insert a page break each time the vendor changes. With this option selected, Advantage starts each vendor on a new page.

This option will help you locate vendors easily on the finished report.


Aging Date

Specify the aging date for vouchers. Your options are as follows:·

•	Today’s date – If you select this date as the date to use when Advantage ages your vouchers, Advantage uses the current date.·

•	Accounting period end date – If you select this date as the date to use when Advantage ages your vouchers, Advantage uses the accounting period end date specified when you initialized your files for the new accounting period.·

•	Specific date – If you select this date as the date to use when Advantage ages your vouchers, Advantage uses the date specified in this field.


Schedule according to

Specify the scheduling terms for vouchers. Your options are as follows:·

•	Invoice Date – The voucher is scheduled for payment if the voucher falls within the specified number of days after the invoice date. If you choose this option, then the columns represent the days since the invoice date.

•	Payment Date – The voucher is scheduled for payment if the voucher falls within the specified number of days after the payment date. If you choose this option, then the columns represent the days until the payment is due.·

•	Voucher Date – The voucher is scheduled for payment if the voucher falls within the specified number of days after the voucher date. If you choose this option, then the columns represent the days since the voucher date.


Aging Increments

You can enter up to three different aging increments, each representing a different period. For example, you can enter 30 - 60 - 90 or 30 - 80 - 130. When you enter the first increment (for example, 0 - 30 days), Advantage sets the next aging increment to begin one day after the ending aging increment from the previous step (for example, 31).


Format

Specify the format to use when printing the Voucher Schedule report. Your choices are:

•	Voucher Summary - prints a summary of voucher detail for each vendor.

•	Voucher Detail - prints voucher line detail for each vendor.

•	Vendor Summary - prints totals for the vendor, does not list any voucher detail.


Consolidate tasks

Select this option to consolidate all task detail and show it at the project detail level. This option is only available if you are set up to use tasks in your database.


Page breaks for each Project

Select this option to insert a page break each time the project changes. With this option selected, Advantage starts each project on a new page.

This option will help you locate projects easily on the finished report.


Format

Specify the format to use when printing the Vouchers by Project Report. Your choices are:

•	Voucher Summary - prints a summary of voucher detail for each vendor.

•	Voucher Detail - prints voucher line detail for each vendor.

•	Vendor Summary - prints totals for the vendor, does not list any voucher detail.


Include

Specify whether the Vouchers by Project Report should include paid, unpaid, or both paid and unpaid vouchers.


Since

If you select to include paid vouchers, specify a date. Advantage includes all vouchers paid after this date.


Exclude if paid prior to

Click on the drop-down arrow and select the fiscal year and period to be used as a cut-off date for displaying zero balance vouchers on this report. This option prevents vouchers paid-in-full prior to the specified date from being included on the report.


Format

Specify the format to use when printing the Cash Requirements Report. Your choices are:

•	Voucher Summary - If you select this option, Advantage prints a summary of voucher detail for each vendor.

•	Voucher Detail - If you select this option, Advantage prints voucher line detail for each vendor.

•	Vendor Summary - If you select this option, Advantage prints totals for the vendor, does not list any voucher detail.

•	Bank Summary – If you select this option, Advantage prints a Bank Summary report including the scheduled payments for each bank for the selected payment date.


Payment Date

Enter the payment date for this report. Advantage automatically displays today’s date. You can modify this date.


on Vendor List

Specify the level of data to print on the Vendor List. Your options are as follows:

•	Number and Name - If you select this option, Advantage prints each vendor number and name entered through Vendor Table Maintenance.

•	Name and Address - If you select this option, Advantage prints each vendor number and name entered through Vendor Table Maintenance. This format also includes each address (standard and additional) for each vendor.

•	All Information – If you select this option, Advantage prints all vendor information entered in Vendor Table Maintenance for each vendor in your database.


Apply to taxes

In some tax jurisdictions, a vendor may apply a discount to either the net or the gross amount of a payment. To apply a discount to the gross amount (including taxes), select this option. To apply a discount to the net amount, leave this field blank.


Vouchers to include

Click on the drop-down arrow and specify the type of vouchers that should be displayed on the Voucher Review form. Your options are All vouchers, Paid in Full vouchers, or Unpaid vouchers.


Exclude if paid prior to

Click on the drop-down arrow and select the fiscal year and period to be used as a cut-off date for displaying zero balance vouchers on the Voucher Review form. This option prevents vouchers paid-in-full, prior to the specified date, from being included on the form.


Address Code

Click on the drop-down arrow and select the new address code to use for this vendor when paying the voucher line.


Payment Date

Click on the drop-down arrow and select the new date on which to pay this voucher line.


Bank Code

Click on the drop-down arrow and select the new bank code to use when paying the voucher line.


Status

The Status field of this form contains the status of the voucher according to the Billing system. One of the following statuses will appear in this field:

•	Not found indicates that you have manually entered a project invoice number and Advantage cannot find the number. This status also appears for all non-PWP vouchers.

•	Not Paid indicates that you have accepted the final invoice and posted the resulting invoice file (that contains the pay when paid voucher). The client has not paid the invoice in full.

•	Paid indicates that you have posted the cash receipt (indicating to Advantage that the bill has been paid by the client) for the invoice. When this status appears, the voucher is available for payment processing.


Project

Enter the project number, if any, that included this voucher line on the invoice. The project number should match the project number entered when you created the manual invoice through invoice data entry.


Task vr
Task

Enter the task number, if any, that included this voucher line on the invoice. The task number should match the task number entered when you created the manual invoice through invoice data entry.


Invoice

If you are not using the Billing application, and have created a manual invoice, you must manually enter the billing number in this after entering the manual invoice in data entry and posting the file.

Enter the desired invoice number for this voucher line. This number should match the manual invoice created through invoice data entry. This step releases the voucher when the newly entered project/invoice number has been paid. It does not change the project voucher line.

If you have generated the billing invoice and posted the resulting invoice data entry file, Advantage automatically updates the billing number for the voucher line item detail with the billing invoice number. You can view the information in this field.

Once you receive payment for the invoice, and enter and post the cash receipt data entry file, Advantage changes the Status column from Not Paid to Paid on the Billed Information form, and schedules the voucher for payment in the next check run.


Default Tax Code

Enter the tax code to use as a default for each line added to this transaction file. If you do not want a default tax code to appear for the lines in this transaction file, leave this field blank. If a default tax code has been specified on the Taxes tab of System Setup Table Maintenance, the system automatically enters the setup default. You may delete the default or enter a different tax code for any line in the transaction file.

If specified, any default tax code specified for the vendor will override the default for A/P vouchers and disbursements.


Net Amount

The figure in this field is the cost (minus any tax) from the vendor’s invoice. If you change the figure in this field after completing your entry in the Tax Code field, the system recomputes the figures in the Tax and Amount (i.e., for the gross amount) fields.

When you post the A/P Voucher, A/P Disbursement, or Cash Disbursement transaction file, the system debits the net amount for each line item to the account specified.


Tax Code

If you entered a default tax code on the New File screen for an A/P voucher, A/P disbursement, or cash disbursement or on the Taxes tab of System Setup Table Maintenance, the system enters the default in the Tax Code field. If a default does not exist, you must enter the appropriate code, when required. Whenever you enter or remove a tax code, the system adjusts the entries in the Tax and Amount fields accordingly.

If specified, any default tax code specified for the vendor will override the default for A/P vouchers and disbursements.

Because vendors are not explicitly associated with cash disbursements, the system enters default tax codes for cash disbursements only when specified at the file or system level.

Whenever a tax is associated with an A/P disbursement or a cash disbursement, the cash-basis entry appears on the cash-basis version of the tax report or cash receipt.


Tax

The system computes the figure in this field based on your entries in the Net Amount and Tax Code fields (net amount * the rate for the associated tax code).

If you make a manual entry in this field, the system compares the effective tax rate for the entry to any low/high threshold rates (tax / net amount * 100) specified for the tax code. If the effective rate is above the high or below the low threshold rate, the system allows the entry but indicates the discrepancy with a warning message. After you complete your manual entry, the system recomputes the figure in the Amount field based on the sum of the net amount and tax.

Note that if you make a manual entry in the Amount field, the system recalculates the figures in the Net Amount and Tax fields.

The system debits the tax amount for a line item to the debit account specified for the tax code.


Allow tax entries

Because tax-related journal entries generally occur infrequently and are few in number, this option causes the user to consciously elect to waive a tax-related journal entry, thereby helping to prevent unintentional entries on the Journal Entry screen. To enable the tax-related fields on this screen, select this option.


Tax Code

Indicates the tax rate for calculating the tax debit or tax credit amount for this transaction line. When you specify the tax code, the system calculates the tax debit or tax credit amount using the formula debit or credit amount * tax code rate.


Type

The system relies on the type that you enter in this field to determine the General Ledger account for a tax posting and to classify the posted data for tax reporting. Because tax-related journal entries can be for either purchases or sales, you must enter either I (input) for a purchase or O (output) for a sale to indicate the nature of the specific transaction.


Tax Debit

The system calculates the tax amount for debits and enters the figure in this field using the formula: debit * tax code rate.

If you make a manual entry in this field, the system compares the effective tax rate for the entry to any low/high threshold rates (tax / net amount * 100) specified for the tax code. If the effective rate is above the high or below the low threshold rate, the system allows the entry but indicates the discrepancy with a warning message.


Tax Credit

The system calculates the tax amount for credits and enters the figure in this field using the formula: credit * tax code rate.

If you make a manual entry in this field, the system compares the effective tax rate for the entry to any low/high threshold rates (tax / net amount * 100) specified for the tax code. If the effective rate is above the high or below the low threshold rate, the system allows the entry but indicates the discrepancy with a warning message.


Tax Code

Indicates the tax rate for calculating the tax basis for an invoice or cash receipt. When you specify the tax code, the system calculates the tax basis amount based on the tax figure that you enter in the Amount field.

You must include a new transaction line entry for each tax code applied to a specific transaction.


Tax Basis

The net amount on which the tax (entered in the Amount field) is based. When you enter a tax code in the Tax Code field and a tax amount in the Amount field, the system calculates the tax basis.


Amount

Enter the amount of the tax in this field. When you enter this amount, the system calculates the tax basis (net amount).


Sorting reports by liability code

If you choose to sort the reports by liability code, Advantage groups projects alphabetically by liability code (for example, consultant, employee, trade) on the reports.


Sorting reports by bank code

If you choose to sort the reports by bank code, Advantage groups projects alphabetically by bank (for example, Bay Bank, Chase, First National) on the reports.


Sorting reports by payment date

If you choose to sort the reports by payment date, Advantage groups projects chronologically by date on the reports.


Report Heading Dates

This option lets you change the dates that appear at the top of your reports. The change is purely cosmetic. You can enter any dates, whether or not they fall within the current accounting period.

If a report normally has a date range (for example, "for the period 6/1/2000 – 6/30/2000"), your substitute dates appear in the range. If the report normally has a single date (for example, "as of 6/30/2000"), your substitute end date appears as the date.

This option is available for almost all reports generated through the following reporting routines: Project Reporting, General Ledger Reporting, Accounts Receivable Reporting, Accounts Payable Reporting, Consultant Tracking Reporting, Employee Reporting, Payroll Reporting, and Invoice Register Reporting.

To change report heading dates:

1.	Select the Report Heading Dates option.

2.	Enter a start and end date in the fields marked For the period.


Total Vendor Voucher Balance

Select this option to view each vendor’s total outstanding balance on the Voucher Schedule report.


Display unpaid PWP Vouchers as Unscheduled

If you select this option, Advantage displays the PWP code (for Pay When Paid) in the Sched. Payment column and prints the corresponding amount in the Unsched column.

For example, you might see something like this:


Consultant accrual credit project/task

Enter the consultant accrual credit project and task (if any) to use when posting consultant expense accruals.

If you do not have Profit Center Reporting installed, you must enter a project/task in this field if you are entering an indirect account in the Consultant Accrual Credit Account field.

If Profit Center Reporting is installed, you only have to enter a project/task if you are maintaining separate balance sheets, and you are not distributing the consultant expense accrual by profit center.


Consultant accrual credit account

Enter the account to credit when posting consultant expense accruals.


How do I enter manual checks or wire transfers
How do I enter manual checks or wire transfers that do not have a voucher already entered in the system?

You can enter manual checks through AP Disbursements (under Processing / Data Entry / AP Disbursements) if they do not have a voucher already entered in the system. The voucher and payment is made simultaneously- no liability is incurred.


How do I enter manual checks or wire transfers2
How do I enter manual checks or wire transfers that have a voucher already entered in the system?

1.	Select Processing / Accounts Payable / Payment Processing.

2.	Choose Manual Select for Selection type.

3.	Proceed as though a normal check processing run is being done.

4.	When you reach the A/P Check Printing window, select Print.

5.	When the check is Print Previewed, select Close (not Print).

6.	Complete the check run as normal.

Note: This process does not Print a Check since it is already produced.


Exclude negative payments

When a negative balance exists for a specific vendor and bank code (e.g., because of a prior overpayment to the vendor), you can prevent this balance from appearing in the Payment column of the Vendor Review form by selecting the Exclude negative payments option on the Cash Requirements tab of the Accounts Payable Reporting screen.


Vendor Number

Required. Enter the vendor number, using up to 10 alphanumeric characters. Vendor numbers must be unique.

Advantage can print your Accounts Payable reports sorted by vendor number. Note that your vendor number can be an alphanumeric abbreviation of the vendor’s name.

You set your vendor number length/format with the Vendor Number Key Conversion program.


Vendor Name

Required. Enter the vendor’s name, using up to 40 characters of free text. Advantage can print your Accounts Payable reports sorted by vendor name.

Note that since many vendors start with common words, such as The, you may want to drop the word ‘The’ to better facilitate lookups.


Sort Name

Required. When you enter the vendor’s name, the system automatically places the value you entered in the Sort Name field. You can override this value if desired.

If you want the system to use a name different from the vendor name for report sorting purposes, enter a sort name using up to 40 characters of free text. The vendor name displays as the default in this field. For example, if a firm name is "The ABC Company," and you want an alphabetic listing by A instead of T, enter "ABC Company" as the sort name.

As another example, assume that your firm uses the following vendors (which are divisions of the same company):  "Dawson Blueprints", "Dawson Planning", "Dawson Consulting". If you want "Dawson Blueprints" and "Dawson Planning" to appear together on reports, enter the following sort names:

Vendor Name	Sort Name

Dawson Blueprints	Dawson

Dawson Planning	Dawson

Dawson Consulting	Dawson Consulting


Payee

Required. When you enter the vendor’s name, the system automatically places the value you entered in the Payee field. You can override this value if desired.

Note that the name you enter in this field prints on the check for this vendor. If you want a specific name to appear on the check, enter the name to appear on the check. If you want the system to use a name different from the vendor name for sorting purposes, enter a sort name using up to 40 characters of free text. The vendor name displays as the default in this field.


Address Lines

Optional. Specify the first, second, and third lines of the vendor’s address, using up to 40 characters of free text (for each line).

You may want to use the first line for a specific name (e.g., Attn: Jane McGuire), and then add the address in lines 2 and 3.


City/State/ZIP

Optional. Enter the vendor’s city (20 characters), state (2 characters), and zip code (10 characters).


Country

Optional. Enter the vendor’s country, using up to 12 characters of free text.


Contact

Optional. Specify the name of your vendor contact, using up to 40 characters of free text.


Phone

Optional. Specify the phone number for this vendor, using up to 24 characters.


FAX

Optional. Specify the fax number for this vendor, using up to 24 characters.


E-mail

Optional. Enter the email address for this vendor, using up to 50 characters of free text.


Tax Country Code

Optional. Enter the appropriate code for the country taxing goods and services for this vendor. Vendors, for example, could have branch offices in different countries, requiring different codes for each.

When adding a new client in Client Table Maintenance or a new vendor in Vendor Table Maintenance, your entry in General System Setup becomes the default.

To display the drop-down menu that lists the available country codes, click on the arrow that appears in this field.


Tax Registration #

Optional. Enter the tax registration number for the vendor. This number is attached to the vendor by the country in which the vendor operates for the purpose of identification.


Vendor Type

Required. For example, Trade, Consultant, or Employee. A default Accounts Payable liability code (and therefore account number) is attached to each vendor type (as specified in Accounts Payable Setup Maintenance). Therefore, when you specify the vendor type you are also choosing the liability code to be used to direct the implicit posting. You can override this default liability code in A/P Voucher Data Entry.

You define vendor types in Vendor Types Setup Maintenance.


Vendor Status

Required. The vendor status determines the validity of certain functions in the system. You can select vendors by status on Accounts Payable reports.

You define vendor statuses in Vendor Status Codes Maintenance. The following statuses come standard with Advantage:

•	You can perform any valid function for a vendor with an active status.

•	For inactive vendors, the system displays a warning during data entry, posting, payment processing, and any other function where you use the vendor number. You must explicitly choose to proceed with the function before the system allows you to complete the function. Batch payment processing is not allowed for inactive vendors. You can change the status at any time.

•	For dormant vendors, the system prohibits you from performing all functions where you use the vendor number.

If you enter a Dormant vendor during data entry, a warning will appear and you cannot proceed to enter data for this vendor. You can change the status at any time.

If you want to retain the vendor in your database for historical purposes, such as printing 1099 Forms at the end of the year, enter the status as dormant.


1099 Required

Required. Specify whether this vendor should receive a 1099 form at the end of the calendar year. You must provide this form for consultants whom your firm pays more than a specific amount during the year. The default for this field is No, however, you can set this flag to Yes at any time. If you enter Yes, you should enter a Federal ID number in the next field prior to printing 1099 forms.

Advantage only produces 1099s for vendors who have this flag set to Yes and who meet 1099 requirements.


Federal ID

Optional. Specify the 11-digit number assigned to the vendor by the federal government for tax purposes. If the vendor is a consultant, this number is usually the consultant’s Social Security number. You must enter a Federal ID number for all vendors who are to receive a 1099 Form. This ID will appear on the printed 1099 Forms.


Payment Terms

Optional. Enter the default payment terms to use each time a voucher is entered for this vendor. For example, a priority vendor could be specified with terms of Next to ensure they are to be included in the Next payment processing run. You can override these terms in data entry and payment processing.

Type	Scheduled for Payment
Number of Days (0-9999)	In the check run on or after the number of days specified after the invoice date.
Next	In the next check run.
Hold	On hold until you manually change the payment date to one of the other three options.
PWP	In the check run immediately following your firm’s full receipt of payment for the job (pay when paid).

Note that if you define payment terms for a vendor, it overrides the default payment terms entered in Accounts Payable Setup Maintenance.


Default Tax Code

Optional. Enter the vendor’s default tax code. The default tax code identifies a specific tax category, such as Goods and Services or Provincial Sales Tax. This field helps to identify tax requirements for vendor branches.

To display the drop-down menu that lists the available default tax codes, click on the arrow that appears in this field.


Profit Center

Optional. If you use Profit Center Reporting, you can specify the profit center for this vendor. You use this field for sorting and selecting only. Entering a code here does not affect how Advantage posts amounts associated with this vendor.


Regular Account

Optional. If you typically post vouchers to the same account, enter the account number that will receive the debit (explicit posting) when you post vouchers for this vendor (to a regular project).

This account must be a direct or reimbursable expense account in your general ledger. This account number appears automatically in the Account field in A/P Voucher Data Entry. You can override this account number when entering the voucher line.


Overhead Account

Optional. If you typically post vouchers to the same account, enter the account number that will receive the debit (explicit posting) when you post vouchers for this vendor (to an overhead or promotional project).

This account must be an indirect expense account. This account number appears, by default, in the Account field in A/P Voucher Data Entry, you can override this account number when entering the voucher line.


Discount Percent

Optional. Specify the percentage of the total voucher amount, using up to 4 digits, to be credited to the discount account if you pay the total amount due within the specified discount period (for example, 10.00 for a 10% discount).


Discount Period

Optional. Specify the number of days during which the discount applies.


Discount Code

Optional. Select the discount code that this vendor will be associated with. The discount code points Advantage to a project, task, and account combination which will be credited during A/P Payment Processing for the amount of the discount.


Separate Checks

Required. Indicate whether to print separate checks for this vendor. If you enter Yes at this field, Advantage prints separate checks for each of the vendor’s vouchers. If you enter No at this field, Advantage totals the vendor’s vouchers and prints one check for the vendor.

The default value for this field is No.


User-defined Vendor Fields

Required, if specified as such in Sort/Select Setup Maintenance. Enter a value for each vendor sort/select field that you want to define.

To enter a sort/select value:

1.	Click on the desired sort/select field.

2.	If a drop-down arrow appears in the field, click on it to retrieve a list of pre-defined values. Click on the desired value. Even if there is a drop-down list, you can still enter your own custom value if the Limit To List option in Sort/Select Setup Maintenance is not selected.

If a drop-down arrow does not appear, enter a value for the sort/select field according to the format established in Sort/Select Setup Maintenance.

These sort/select fields can be used to sort A/P reports. You define the labels for these sort/select fields in Sort/Select Lists Maintenance.

3.	Repeat steps 1-2 for each sort/select field that you want to define.

See also:

Defining Fields on Sort/Select Tabs.


Paid This Year

Optional. Advantage displays the amount paid to this vendor during the current year. You can override the system-generated amount by entering an amount in this field manually.


Paid Last Year

Optional. Advantage displays the amount paid to this vendor in the previous year. You can override the system-generated amount by entering an amount in this field manually. Amounts are entered into this field after running the 1099 Vendor Initialization routine. 1099s will print using the value in this field.

For more information, see the topic titled Initializing 1099 Data.


Memo

Optional. Enter comments about this vendor, if desired. Any comments you enter about the vendor in this field will appear on the Vendor List.


Address Code

Required. Enter a code, using up to 10 characters of free text, by which to identify this vendor’s address. For example, in Data Entry, if you are entering an address for the same vendor in a different city, you may want to enter the city (Boston).


Default Payment Terms

Optional. The payment terms indicate the days from the invoice date until payment for all vendors. You should enter your most common payment terms. Data entry uses these payment terms as the default terms, greatly facilitating data entry.

For example, if most of your vendors will have payment terms of Next, you would enter Next as your default payment terms. Then, when you add vendors in Vendor Table Maintenance, the Payment Terms field on the General tab of Vendor Table Maintenance will display Next. Then, this payment term setting will be used in data entry to fill in the payment date automatically. At that point, you can override this value.

The available payment terms are as follows:

•	Number of Days - Specify the number of days that vouchers are typically paid after the invoice date. The vouchers will be included in the check run on or after the number of days specified after the invoice date. This number must be between 0 and 1000 days.

For example, to pay this vendor's voucher after 30 days, this value should be 30. For a voucher with the invoice date 06/30/97, the payment date is 07/30/97, which is 30 days after the invoice date.

This option is the most common type of default payment terms used by firms.

•	Next - All vouchers are scheduled with a payment date of Next. The vouchers will be included in the next check run. For example, if you enter a voucher for this vendor on 6/30/97 and the next Automatic A/P Payment Processing run is performed on 7/15/97, the vendor will be included in the run.

•	Hold - All vouchers are scheduled with a payment date of Hold. The vouchers will be on hold until you manually change the payment date to one of the other three options.

•	PWP - All vouchers are scheduled with a payment date of PWP (pay when paid). The vouchers will be in the check run immediately following your firm’s full receipt of payment for the invoice that included the voucher.

Remember, all vendors use these payment terms by default. You can manually override the terms in Vendor Table Maintenance if you do not want a vendor to use these default terms.


Vouchers on Apron

Required. Enter the number of vouchers to print on your check apron.

Advantage can print up to 30 vouchers on your check aprons. If there are more than 30 vouchers associated with a payment, the first check is printed for the first 30 vouchers, and additional checks are printed for each additional set of 30 vouchers. A vendor receives multiple checks adding to the full payment amount if more than 30 vouchers are being paid.


Remittance Advice

Optional. The remittance advice lists the voucher information on a separate form when you are paying your vendors by check. You have the following options when printing the remittance advice:

•	Never Print - Specifies that Advantage never prints a remittance advice; voucher information is always printed on the check stub. If the number of vouchers exceeds the number of vouchers listed in the Vouchers on Apron field, Advantage prints checks in the following way:

•	Prints one check with the number of vouchers specified to print on the apron (specified at the Vouchers on Apron field).

•	Prints additional checks until all selected vouchers have been paid for the vendor. For example, if you specified to print up to 30 vouchers on the apron and a vendor has 45 vouchers, Advantage prints one check with 30 vouchers and an additional check with 15 vouchers.

•	Always Print - Advantage always prints a remittance advice for your vendors. Voucher information is never listed on the check stub. The check stub displays See Remittance Advice to indicate that all voucher information is printed on the remittance.

•	If > n Vouchers - Advantage uses the Vouchers on Apron field to determine whether or not to print voucher information on the check stub or on the remittance advice. If the number of vouchers is greater than the value specified at the Vouchers on Apron field, Advantage prints all voucher information on the remittance advice. If the number of vouchers is less, Advantage prints all voucher information on the check stub.


A/P Check Template

Required. Enter the check template to use when printing accounts payable checks. For more information on the check template feature, contact your Advantage Support Representative.


Code

Required. Enter a code to identify this liability code, using up to 10 characters of free text. For example, you may define your Accounts Payable consultant account as Consult.


Description

Optional. Enter a description for the liability code, using up to 40 characters of free text.

The description is used in place of the code on Accounts Payable reports. If you are using Profit Center Reporting, you may want to include the name of the profit center in the description.


Account

Required. Enter the account that will receive the implicit posting when you use this liability code in data entry/posting routines.

You must first create the accounts in Account Table Maintenance.


Profit Center

Optional. If you are using Profit Center Reporting and are maintaining separate Balance Sheets, specify the profit center code to which vouchers using this liability code will post.

Note that you can post the Accounts Payable credit to the same profit center as the debit (i.e., the profit center to which the project belongs). If you want to do this, leave the profit center for the liability code blank.

If you use a liability code that defines a profit center when entering a voucher, the debit and credit may post to separate profit centers. If this situation occurs, a tolerance will appear if you are maintaining separate Balance Sheets. However, a consolidated Balance Sheet should not show a tolerance.

To avoid a tolerance, try entering the voucher using a liability code that does not point to a profit center. If you do, the debit and credit amounts will both be posted to the profit center associated with the debit’s project.


Code

Required. Enter a code to identify this discount code, using up to 10 characters of free text. For example, you may define the normal discount offered by your firm as Standard.


Description

Optional. Enter a description for the discount code, using up to 40 characters of free text. The description is used in place of the code on Accounts Payable reports. If you are using Profit Center Reporting, you may want to include the name of the profit center.


Project

Required. Enter the project that will receive the discounted credit amount when posting payments in A/P Payment Processing. When you reference an income statement account, you must specify a project number.

This project will usually be an overhead project.


Task

Required, if the project has tasks. Enter the task (if any) that will receive the credit amount when posting payments in A/P Payment Processing.


Account

Required. Enter the account to which Advantage will credit the discount amount.

You can only enter a balance sheet, indirect expense, or other revenue and expense account in this field. Also, note that the account you enter in this field cannot be specified as an automatic posting account in General System Setup Maintenance.

You may want to create an indirect account (700.00-799.99 in the Standard Chart of Accounts) in which to track discount amounts. For example, 793.00 - Discounts Taken.


Apply to Taxes

<<topic text to be added>>


Type

Required. Enter a one-character descriptive code by which to identify this vendor type throughout Advantage.


Description

Required. Enter a description for this vendor type, using up to 12 alphanumeric characters. This description appears in place of the vendor type code in all lookups and on reports.


Liability Code

Required. Enter the liability code to use when posting transactions to this vendor type.

If you are using separate liability codes, it is useful to attach a liability code to the appropriate vendor type. Then, data entry will supply the liability code automatically for each vendor.

For example, assume you have the following liability codes defined:  Consult, Trade, Employee, and Other. You may want to set up the following vendor types:  C - Consultant, T – Trade, E – Employee, and O – Other.


Retain paid vouchers indefinitely

Optional. Select this option if you want to retain vouchers with a zero balance until the project has been closed. If you do not select this option, Advantage purges vouchers with a zero balance, regardless of whether or not the project has been closed, the next time you run the Purge Period Detail routine.


Status

Displays the one-character descriptive code by which to identify this vendor’s status throughout Advantage. The following statuses are standard with Advantage:

•	Active - Advantage lets you perform any valid function for vendors with an active status.

•	Inactive - Advantage displays a warning during data entry, posting, payment processing, and any other function where you use the vendor number. You must explicitly choose to proceed with the function before Advantage allows you to complete the function. Batch payment processing is not allowed for inactive vendors. You can change the status at any time.

•	Dormant - Advantage prohibits you from performing all functions where you use the vendor number.

If you enter a Dormant vendor during data entry, a warning will appear and you cannot proceed to enter data for this vendor. You can change the status at any time.

If you want to retain the vendor in your database for historical purposes, such as printing 1099 Forms at the end of the year, enter the status as dormant.


Label

Displays the descriptive label for this vendor status. This description appears in place of the vendor status code in all lookups and on reports.


Vendors

Required. Highlight the vendor whose number you want to change. This box lists all of the vendors defined in your database. You can only change one vendor’s number at a time.


New Number

Required, if you are changing a vendor’s number. Enter the new vendor number. You can change a vendor number to an existing vendor’s number. All the detail for the vendors will be combined.


Sample

Advantage displays the format of your vendor number here for reference.


Leading Zeros

Required. If you select this option, Advantage places leading zeros in front of the vendor number. For example, if you enter 1 as the vendor number and the length is 5, your vendor number appears as 00001.

If you do not select this option, Advantage leaves the vendor as entered. In this case, you can enter up to 10 alphanumeric characters for the vendor number.


Length

Required. If you selected the Leading Zeros option, enter the desired vendor number length. The current length of the vendor number appears for reference.


Liability Codes

Required. Highlight the liability whose code you want to change. This box lists all of the liability codes in your database.


New Code

Required. Enter the new liability code. You can change a liability code to an existing liability code. All the detail for the liability codes will be combined.


Discount Codes

Required. Highlight the discount whose code you want to change. This box lists all of the discount codes in your database.


New Code

Required. Enter the new discount code. You can change a discount code to an existing discount code. All the detail for the discount codes will be combined.


Voucher Lookup

Click on the Voucher Lookup button to see a list of vouchers that have already been posted to this vendor.


Change Dates

Advantage displays the Change Transaction Dates form where you can specify a new transaction date (you can also specify a new invoice date and payment date for A/P Vouchers) for the recurring transaction file. This feature universally changes all dates in the file.


Clear Amounts

Advantage removes the amount(s) from the detail lines of the recurring transaction file. You can specify new amounts as appropriate. This feature is useful if the amounts in the file change each posting run.


Reverse Amounts

Advantage reverses the amounts on the detail lines of the recurring transaction and on the New File control total screen. This feature is useful for setting up reversing journal entries.


Resubmit

If you have previously posted the recurring transaction file, the Resubmit button is enabled. Click on this button to make this file available for posting in the current accounting period.


Save

Click on the Save button to save information in the database. Use this button when adding or modifying records in table maintenance.


Cancel

Click on the Cancel button to cancel the action you are currently performing without making changes to your database. Use this button when you do not want to save additions or changes you have entered in table maintenance.


Close

Click on the Close button to close the routine you are currently working in and return to the Advantage main menu. You can close a routine at any time.


Display Memo Field on AP Check

Select this option to print the memo field on A/P checks for this vendor.

This setting overrides the general setting in the Display Memo on Check field of Accounts Payable Setup, unless you specify Default. In that case, Advantage uses the general setting.


Display Memo on Check

Use this option to specify whether the contents of the Memo field print on all vendor checks. The Memo field is on the Miscellaneous tab of Vendor Table Maintenance.


Include Last Check Columns in A/P Voucher Review

Use this option to specify how to view "last check" information in Accounts Payable Voucher Review:

•	Select this option to display the information in three columns on the Voucher Review form.

•	Leave this option unselected to display a Last Check button on the Voucher Review form.


Display Warning Message for Duplicate Invoices for a Vendor in A/P Data Entry

Select this option to have Advantage display a warning message in Accounts Payable Data Entry when the user enters a vendor/invoice combination already posted to the database.


Notes about default payment terms

•	If you specify Next, PWP, or Hold as the default payment terms in Accounts Payable Setup or Vendor Table Maintenance, the voucher displays these terms as the payment date in data entry. If you do not enter default terms, you can enter a date in data entry.

•	You should use a specified number of days as the default payment terms for all of your vendors. This is the most common payment term.

•	By entering default payment terms for your vendors, you are greatly facilitating data entry, since the payment date will be filled in according to this setting.


Example for the Default Payment Terms field

If most of your vendors will have payment terms of Next, you would enter Next as your default payment terms. Then, when you add vendors in Vendor Table Maintenance, the Payment Terms field on the General tab of Vendor Table Maintenance will display Next.

During data entry, Advantage uses this payment term setting to fill in the payment date automatically. Within data entry you can override this default value.


Example for the Number of Days option

To pay a vendor's voucher after 30 days, this value should be 30.

For a voucher with the invoice date 06/30/99, the payment date is 07/30/99, which is 30 days after the invoice date.


Example for the Next option

If you enter a voucher for this vendor on 6/30/99 and the next Automatic A/P Payment Processing run is performed on 7/15/99, the vendor will be included in the run.


Notes about the Pay When Paid feature

•	If you do not use the Billing application, you can manually enter (in A/P Payment Processing) the billing invoice number on which you billed a particular voucher detail item. See Modifying the Billing Invoice Number for more information.

•	If you do not use the Billing application, have not pre-billed the expense, or did not originally have the payment terms set as PWP, you can manually edit the voucher to add the correct invoice number for the PWP cycle.

•	If you change a voucher’s payment terms to PWP, you must modify the billing information manually in Voucher Review. Advantage updates the status field and releases it for payment once you have entered a cash receipt for the invoice.

•	PWP processing works for vouchers posted to a direct expense account.

•	PWP processing handles vouchers with multiple lines to different projects.


Notes about processing a PWP voucher

•	If you are distributing some expenses on the invoice or only paying part of the invoice. the voucher would not be scheduled for payment.

•	You can override the payment terms at any time. To do this:

1.	Choose Manual Select processing, and click on the Review Vendors.

2.	Select the vendor whose payment terms you want to modify.

3.	Click on Modify to change the payment terms.


Notes about Liability Code Setup Maintenance

•	You cannot delete a liability code if you have posted data to the liability code.

•	You define the default liability code for each vendor type in Vendor Types Setup Maintenance. Vendor Type is a required field.

•	You must define at least one liability code. You can enter the same code for all vendor types.

•	You can change or close out liability codes using the Liability Code Key Conversion utility.

•	If you use a liability code that defines a profit center when entering a voucher, the debit and credit may post to separate profit centers. If this situation occurs, a tolerance would appear if you are maintaining separate Balance Sheets. However, a consolidated Balance Sheet should not show a tolerance. To avoid the possibility of a tolerance, enter your vouchers in batches according to the profit center of the debit.

If you cannot enter your vouchers in batches according to the profit center of the debit, you should enter the vouchers using a liability code that does not define a profit center. In this situation, the debit and credit amounts get posted to the profit center associated with the project of the debit.


Notes about Vendor Types Setup Maintenance

•	Once you post information to a vendor, you can no longer delete the vendor type associated with that vendor.

•	Liability codes must be created prior to specifying them in this routine. See Liability Code Setup Maintenance for more information.


Tips for switching vendors

To switch quickly from one vendor to another, enter a vendor number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed vendor information. Thus, you can switch from vendor to vendor and review the data displayed without leaving this field.


Notes about adding vendors

•	You can use the additional address feature if your vendor has multiple offices, or if you want to set up a miscellaneous vendor.

•	If you enter a profit center for the vendor, Advantage uses this field to sort vendors on reports.

•	When you select Vendor Table Maintenance, Advantage opens the form with the first vendor in your database. To select a different vendor, click on Lookup and locate the vendor.


Notes about setting up miscellaneous vendors

•	We recommend that you use all 9’s to define the miscellaneous vendor’s number. When you do this, the vendor appears at the bottom of any Vendor List or Voucher Reports.

•	The name entered in the Payee field is the name of the new vendor and appears as the first line on the check (when you specify this address code). You must enter the vendor’s name in this field each time you enter a new address.

•	Any vendors to be added to the miscellaneous vendor can be done by creating multiple addresses using unique address codes.

•	You can add a vendor's name and address to the miscellaneous vendor directly in Vendor Table Maintenance or through Accounts Payable Voucher Data Entry using the Ven button.

•	You cannot produce 1099 forms for miscellaneous vendors. If a vendor requires a 1099 form, you must set him or her up as a separate vendor in Vendor Table Maintenance.


Notes about Accounts Payable data entry

•	The MICRO/CFMS forms, Cash Disbursement for an Existing Voucher (CE) and Cash Disbursement-AP Voucher (CV), do not exist in Advantage.

•	To process a manual check for an existing A/P voucher, refer to the Manual Select Payment Processing Checklist.

•	The CV Data Entry form has been replaced by the AP Disbursement form.

•	If you enter a default liability code and bank code on the New Files screen, these terms will default for every voucher in the file, thereby overriding the terms in Vendor Table Maintenance and Accounts Payable System Setup.

•	Voucher numbers are not entered by the user in Advantage. Vouchers are tracked uniquely on invoice number, date, and vendor number. Advantage generates these voucher numbers internally as a system tool only.

•	Advantage checks for duplicate voucher numbers based on vendor number, invoice number, and invoice date. If the voucher you are entering matches this criteria, Advantage displays a warning message.

•	The Suppress Billing flag in data entry prevents the line item from flowing through to the Billing application. For example, if you insert an expense onto a bill prior to posting the voucher, you can enter the expense in Accounts Payable upon receipt from the vendor and check the Suppress Billing flag so that Advantage does not bill the expense twice.


Tips for duplicating information

You can duplicate the information in the field above by pressing the Up Arrow key. This enables you to enter duplicate lines quickly and effectively without having to manually enter the same information multiple times.

Advantage cannot duplicate the entry in the Suppress Billing field. You must manually select or deselect this option as desired.


Notes about entering Accounts Payable vouchers

•	In A/P Vouchers Data Entry, you can create a recurring Accounts Payable voucher. A recurring transaction occurs each accounting period with little or no difference in content. For more information on recurring transactions, see Setting Up Recurring Transactions.

•	When you are entering a voucher in data entry, you can modify the payment terms for the vendor by clicking on Ven.

•	Each voucher entered in Advantage must have a payment date.

•	If you are entering the voucher for an overhead project, fill in an indirect account in the Account field. If you enter an indirect account, you do not need to enter a project. When you post this type of voucher, Advantage uses the general overhead project and task for the posting.

•	To delete just one data entry line, do not click on Del. Instead, highlight the data entry line (by placing your record selector on that line) and press the <Delete> key on your keyboard.

•	Voucher Lookup provides you with a list of vouchers that have already been posted to this vendor. You should only use this button if you want to copy a previous voucher and modify it, or if you want to reverse a voucher.

•	Advantage will check existing files for duplicate vouchers.

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance. Files are in balance when the amount specified on the control totals screen matches the total amount entered in the data entry file.

•	You cannot enter voucher numbers in Advantage. Advantage generates voucher numbers based on a combination of vendor number and invoice number.


Note about correcting a posted voucher

If you post a voucher with incorrect information, you can create a reverse entry by posting a new voucher with negative amounts for the same vendor.


Notes about entering disbursements
Notes about entering A/P disbursements

•	For information on other ways to create manual checks in Advantage, see Manual Checks.

•	An Accounts Payable disbursement creates an audit trail (in one step) for both the Accounts Payable voucher and its payment.

•	Advantage checks existing files for duplicate disbursements.

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance. Files are in balance when the amount specified on the control totals screen matches the total amount entered in the data entry file.

•	To delete only one data entry line, do not click on Del. Instead, highlight the data entry line (by placing your record selector on that line) and pressing the <Delete> key on your keyboard.

•	System-printed A/P disbursements checks have a blank voucher number on the remittance portion of the check because voucher numbers are assigned when you post the A/P Disbursement file.


Notes about posting vouchers

•	If Profit Center Reporting is installed and you do not enter a profit center for the liability code, the Accounts Payable credit posts to the profit center specified as the debit during A/P Voucher Posting.

•	Posting causes permanent changes to the database. We recommend making a backup prior to posting a transaction file.

•	The period in which the file is posted determines the period in which the general ledger will be updated. The file date does not determine the period.

•	You should print and file your posting logs to maintain a tight audit trail on your Accounts Payable transactions.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about modifying posted transactions

•	If you are modifying information other than the amount (for example, the project, task, or account), you must first reverse out the original entry and then re-enter the original transaction with the adjusted amount. If you do not reverse out the original entry, both voucher line amounts will appear on your General Ledger under the new project, task, or account number.

•	The copy and reverse options create new line items and do not replace the existing line item. When you copy a line, Advantage copies the description, project, task (if any), account number, and zero for the line item amount. When you reverse a line, Advantage copies the description, project, task (if any), account number, and a negative line item amount.

•	You can determine the posting run number by viewing the original A/P Vouchers Posting Log or the General Ledger Account Analysis report for the transaction.

•	Use the posting log to determine the information to enter to duplicate the voucher.


Notes about the Voucher Posting Log

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple voucher posting logs when printing the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or print them later by selecting the posting log from the Processing, Posting Logs, A/P Vouchers menu.


Notes about posting disbursements
Notes about posting A/P disbursements

•	Posting causes permanent changes to the database. We recommend making a backup prior to posting a transaction file.

•	The period in which the file is posted determines the period in which the general ledger will be updated. The file date does not determine the period.

•	After the posting is complete, Advantage displays a message indicating the posting was successful. If you do not receive this message, you should check the Posting Log Review in Reporting, Posting Logs. The report should show a check mark in the Completed check box for the posting. If there is no check mark in the Completed or the Canceled check box, the posting is incomplete, and we recommend you restore to the backup created prior to the posting.

•	You should print and keep on file your posting logs to maintain a tight audit trail on your Accounts Payable transactions.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs, A/P Disbursements menu and selecting the associated file for which to print the log.

•	In the A/P Disbursement posting log, the last column titled Check Printed has a Yes or No to indicate whether a check was system-printed or not.


Notes about the Disbursement Log

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple accounts payable disbursement posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting or later by selecting the posting log from the Processing, Posting Logs, A/P Disbursements menu.


Tips for using Voucher Review

•	You can use the on-line Voucher Review to track your vendor’s vouchers while you are on the phone with the vendor instead of printing out the Voucher Detail report.

•	You can sort the information in Voucher Review by selecting the field on which to sort and clicking on either the Ascending Sort [image] or Descending Sort [image] button in the Access Toolbar.


Note about Voucher Review

When you select the Voucher Review routine, a lookup appears of all vendors in your database. To select a vendor:

•	click on the vendor and then click on OK, or

•	double-click on the vendor to select


Notes about modifying information in Voucher Review

•	When you make changes in Voucher Review, the modifications are made prior to payment processing. These changes can greatly facilitate Automatic Payment Processing.

•	On the Voucher Detail screen, the Address Code, Payment Date, and Bank Code fields appear in white boxes indicating that they can be modified. You cannot modify any other information on this screen.


Notes about viewing voucher payment history

•	When you click on Payment Summary, Advantage displays all payments for the voucher. To view payments for a specific voucher line, click on Payments.

•	The Payments for Voucher screen is for reference purposes only. You cannot modify any information on this screen.


Notes about viewing payments for voucher lines

•	When you click on Payments, Advantage displays all payments for the current voucher line. To view payments for the entire voucher, click on Payment Summary.

•	The Payments for Voucher Line screen is for reference purposes only. You cannot modify any information on this screen.


Notes about modifying the billing invoice number

•	If you want to specify PWP for a direct expense, you must enter the billing invoice number manually. You would probably want to enter the billing invoice number for the invoice after the direct expense charge to the project.

•	The Paid column may display Not Found if you did not post the invoice data entry file, or you entered an incorrect billing invoice number.

•	You can Modify Billing Invoice feature if you want the voucher to be paid to one project but want the PWP to be released to another project/invoice.


Notes about processing payments

•	Prior to processing, review your cash requirements, make any necessary changes in payment information, and then review the cash requirements again.

•	When you select a voucher in processing routines, you are selecting on the invoice number and date. This number, however, may not always be unique. Advantage assigns a separate voucher number automatically during your Accounts Payable posting session; this number is used by Advantage for indexing purposes only.

•	You should perform a backup prior to processing payments.

•	You cannot change discounts during payment processing.

•	We do not recommend using the same invoice number and date during the same period.

•	To exit the Payment Processing form, click on Close. Closing the form does not cancel the run.

•	To cancel the Payment Processing session, click on Cancel Run. When you cancel the run, all of the selected detail for that run is returned to its previous status.

•	If you select a check in an Automatic run, you may not select the check in another Automatic run. It can, however, be selected again in a Manual Select run.


Tips for payment processing

•	Select Automatic payment processing to build a computer-generated "suggested" list of vendors and vouchers to pay (based on your criteria). You can then add or remove any vendor or voucher from that list.

•	Select Manual Select payment processing to build from scratch a list of vendors and vouchers to be paid. This type of processing is ideal if you are paying only a few vouchers, or, if cash flow is tight and you need to review and decide on a vendor-by-vendor basis, which vouchers you are going to pay.


Notes about processing in a previous period

•	You can also process vouchers in a historical period. However, doing so will significantly change your data in future periods and it is not recommended.

•	Advantage displays a warning when you post in a previous period. That is, Advantage shows you details of the prior period and will not reflect any activity that may have been processed/posted in later periods.


Notes about Automatic payment processing

•	To sort checks by name, click on Vendor Name; to sort checks by number, click on Vendor Number.

•	If you do not want to process a voucher’s entire payment amount, click on Review Vendors, select the vendor to modify, and then click on Partial Pay. This allows you to modify the amount due for payment.

•	You do not need to complete the processing of the vouchers before quitting out of Advantage. Advantage remembers where you ended your session. You can close Payment Processing and at a later time re-enter Payment Processing where you left the run.

•	Use Vendor Review to make modifications to vouchers to facilitate Automatic Payment Processing.


Note about canceling a payment processing session

You can cancel a payment processing session at any time prior to posting the payments to your database. For more information, see Canceling a Payment Processing Run.


Notes about entering selection criteria for a payment processing session

•	If you define multiple auto selections for a Payment Processing session, Advantage includes only vendors who meet all criteria in the processing run.

•	To sort checks by name, click on Vendor Name.

•	To sort checks by number, click on Vendor Number.


Notes about Manual Select payment processing

•	To sort checks by name, click on Vendor Name; to sort checks by number, click on Vendor Number.

•	You cannot enter Automatic Selection Criteria if you are performing Manual Payment Processing.

•	If you do not want to process a voucher’s entire payment amount, click on Review Vendors, select the vendor to modify, then click on Partial Pay. This lets you modify the amount due for payment.

•	You do not need to complete voucher processing before quitting out of Advantage. Advantage remembers where you ended your session. You can close Payment Processing and, at a later time, re-enter Payment Processing where you left the run.

•	You can cancel a payment processing session at any time prior to posting the payments to your database. For more information, see Canceling a Payment Processing Run.

•	There is no Cash Disbursement for Existing Vouchers Data Entry form in Advantage, as there was in MICRO/CFMS. For this reason, you must perform the steps listed for Manual Select payment processing to process a manual check for an existing voucher.


Notes about reviewing vendors

•	If the vendor that you are reviewing has discount terms associated with it (as defined in Vendor Table Maintenance), D appears next to the Payment box.

•	If you are running an Automatic Payment Processing session, when you select a vendor, the total amount due on the voucher appears automatically in the Payment column. In a Manual Select Payment Processing session, you must select the voucher for payment.

•	If you select a check in an Automatic run, you may not select the check in another Automatic run. You can, however, choose it in a Manual Select run.


Notes about selecting or deselecting vouchers for payment

•	If a voucher’s line is already selected for payment, the Select button toggles to Deselect. If a voucher’s line is not already selected for payment, the Deselect button toggles to Select.

•	The Deselect button is only necessary if you first selected the voucher. Advantage does not schedule any vouchers to be paid during a Manual Select Payment Processing session.


Display options for the Vendor Balances routine

Using Advantage, you can easily identify problem areas by using the display options on the Vendor Selection form:

•	If you select All, all vendors defined in your database appear, regardless of whether they have a balance or payment due.

•	If you select Balance, vendors who have balances (as well as vendors with payments) in the current processing run appear.

•	If you select Payment, only vendors scheduled to be paid during this processing run appear.


Sort options for the Vendor Balances routine

You can sort this form by vendor number or name by clicking on the appropriate button. This option lets you easily locate the desired vendor and easily navigate to the next vendor with a balance.


Notes about processing checks

•	If you click on Process Checks and there are no checks selected for processing, a message appears. You must select vouchers to pay before proceeding.

•	If you produce a manual check in Accounts Payable, you must record and post the payments or cash disbursements in your general ledger.

•	Accounts Payable checks print on specific forms produced for Deltek/Harper and Shuman. To obtain check stock for Advantage, see Ordering New Check Stock.


Notes about printing the check file

•	You must print each individual check file separately. Prior to printing, Advantage produces the checks in Print Preview mode. If you see any mistakes, you can close out of Print Preview and cancel the run.

•	Advantage lets you ensure that all checks have been printed properly prior to assigning check numbers or posting the file.

•	If a problem occurred during the printing of checks, you can click on Print, locate the check that you need to re-print, and select to print only that check (from the File menu select Print and specify a page range).

•	Advantage does not print multiple copies of checks. To do so, print a file copy of the checks, or print the file again using the File, Print option from the main menu.

•	After you print the check file, Yes appears in the Printed column.

•	At this point, you can still cancel the check run and place all selected detail back out to be paid.

•	You can use a zero balance cash disbursement in Data Entry to account for any check that was printed incorrectly.


Notes about assigning numbers to remaining checks

•	The sequential assignment can start with any check in the file. All of the checks following the selected check will be assigned numbers sequentially.

•	Ensure that your printed check numbers are sequential prior to choosing this option.


Notes about posting payments

•	You must print the checks and assign check numbers before Advantage will allow you to post payments.

•	Once posted, you cannot reprint checks.


Notes about viewing the Payment Processing Posting Log

•	If any discounts were applied to this vendor (and the terms were met), Advantage includes a credit to the account associated with the discount code specified for the vendor.

•	You can print multiple payment processing posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting summary as well.

•	You can either print the posting log immediately after the posting or later by selecting the posting log from the Reporting, Posting Logs menu.


Notes about canceling a payment processing run

•	Once you post payments you can no longer cancel the payment processing run. Be sure that all information is correct prior to posting your payments.

•	Exiting Advantage does not cancel a payment processing run.


Notes about running the 1099 Amount Verification Utility

•	If you entered any payments for vendors for the 1099 year being processing using A/P Voucher History, those amounts are not included in the total payments considered for comparison with the Paid Last Year amounts for vendors. (This is because payments entered through history are not associated with any accounting period.) Therefore, any vendors listed on the report with a difference should be carefully reviewed to determine that the difference is not due entirely to history entries.

•	If you converted from MICRO/CFMS and had purged paid A/P vouchers prior to converting, any payments for the 1099 year being processed which were purged will not be included in the total payments considered for comparison with the Paid Last Year amounts for vendors. Therefore, any vendors listed on the report with a difference should be carefully reviewed to determine the difference is not due entirely to the absence of payments, which were purged.


Notes about printing 1099 forms

•	To help ensure proper printing and alignment, you should fan (flip through the individual forms by hand) the forms before loading them into your printer. Fanning the forms helps to relieve contact between the forms, which can sometimes lead to inconsistent feeding of the forms by the printer, producing variation of the alignment of printouts from page to page.

•	You should load more forms into the printer than you will actually need to print. This helps alleviate the inconsistent feeding into the printer sometimes experienced when the last form fed in the printer is followed by regular, blank printer stock.

•	You can print a single 1099 form from the Edit screen by selecting the File, Print option from the main menu, while that 1099 is on the screen.


Notes about sorting information on reports

•	You define the number of profit center levels in your firm during installation in Profit Center Setup Maintenance. To increase/decrease the number of levels after installation, use the Profit Center Key Conversion Utility.

•	You can define up to thirty sort/select codes for your projects and up to three sort/select codes for your vendors in Sort/Select Setup Maintenance.

•	You can set up sorting criteria for determining the way that information appears on reports. To access this screen, simply click on the Sorting tab at the top of the form. From this option screen, you can specify to sort the reports using up to four sort codes.

•	Sorting by vendor profit center is only useful if you have set up vendors unique to each profit center. Sorting by project profit center splits vendor’s vouchers according the profit center to which they were posted.

•	Project sorting criteria only applies to the Vouchers by Project report.


Notes about the Voucher Schedule Report

•	If you have changed data in prior periods, your data can be inaccurate on this report.

•	This report is very useful if you generate it prior to processing payments.


Notes about the Vouchers by Project Report

•	If row-level security is established, Advantage only displays projects on the Vouchers by Project report according to your security workgroups access rights.

•	This report is especially useful to project managers because it is one of the only Accounts Payable reports that sorts by project and task.

•	If you have changed data in prior periods, your data can be inaccurate on this report.

•	If row-level security is established, Advantage only displays projects on the Vouchers by Project report according to your security workgroups access rights.


Notes about the Cash Requirements Report

•	This is a pre-processing report. All data on this report should be reviewed thoroughly before processing checks.

•	If you have changed data in prior periods, your data can be inaccurate on this report.

•	You can also print the Cash Requirements report directly from Payment Processing. It is useful to compare this report to the report generated during payment processing to ensure that your Automatic Payment Processing run is going to pay exactly what you anticipated (given that you selected this report using the same dates as Automatic Payment Processing).

•	It is beneficial to print this report prior to processing payments. Advantage lets you use the same criteria as defined in payment processing.


Notes about the Vendor List

•	Prior to preparing your 1099 Forms or running labels, you should print the Vendor List to ensure all vendor information is accurate.

•	If you have changed data in prior periods, your data can be inaccurate on this report.


Notes about closing out a discount code

•	We strongly recommend moving the database to a local workstation prior to performing a key conversion.

•	Prior to performing a key conversion, you should backup your database.


Notes about entering voucher history

•	To ensure that the historical data you entered is correct, print the Voucher Detail report for the vendors for which you entered historical data.

•	A/P Voucher History affects the Voucher Schedule and Voucher reports.

•	After entering A/P Voucher History, you should manually tie the amounts for each liability account to the Balance Sheet.


Notes about entering payments for historical vouchers

•	You must be positioned on a voucher line in order to enter/view payments for a historical voucher. If you are positioned on a blank voucher line, the Enter/View Payments window does not appear.

•	When you enter a historical payment for the voucher, the amount appears on the Voucher Detail report for the desired vendor. Note that no bank code is associated with a historical payment.

•	You can also use this form to view the previous payments entered for the voucher.

•	Any payments made in A/P Voucher History will not affect the Balance Sheet.


Note about the Vouchers by Project Report

If row-level security is established, Advantage only displays projects on the Vouchers by Project report according to your security workgroups access rights.


Notes About Performing a Vendor Lookup

•	You can access this type of lookup from the Vendor field on any form.

•	To access a lookup of vendors, double-click or press the F3 key in the Vendor field. In Vendor Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button.


Notes about the Voucher Report

If you have changed data in prior periods, your data can be inaccurate on this report.


Note about initializing 1099 data

Each year-end Deltek Advantage provides you with a Year-end Bulletin outlining steps to perform at year-end.


Notes about entering A/P voucher history

•	To ensure that the historical data you entered is correct, print the Voucher Detail report for the vendors for which you entered historical data.

•	A/P Voucher History affects the Voucher Schedule and Voucher reports.

•	After entering A/P Voucher History, you should manually tie the amounts for each liability account to the Balance Sheet.


Notes about entering payments for a historical voucher

•	You must be positioned on a voucher line in order to enter/view payments for a historical voucher. If you are positioned on a blank voucher line, the Enter/View Payments window does not appear.

•	When you enter a historical payment for the voucher, the amount appears on the Voucher Detail report for the desired vendor. Note that no bank code is associated with a historical payment.

•	You can also use this form to view the previous payments entered for the voucher.

•	Any payments made in A/P Voucher History will not affect the Balance Sheet.