Periodic Processing Procedures

There are several Accounts Payable screens you can use to complete the types of processing you do at specified intervals, such as at month end or period end, and to remove obsolete data and records.

This section outlines periodic procedures you might follow, and tells you how to use Accounts Payable to accomplish the tasks.

1. Update Accounts Payable records, such as entering changes of address, making corrections, and selecting the Inactive option for records you plan to delete.

   Use the icons in the A/P Vendors and A/P Setup folders to revise these records.

2. Post transactions that apply to the period, and then print and file the posting journals.

   Use the Invoice Entry, Payment Entry, and Adjustment Entry icons in the A/P Transactions folder.

3. Print the Vendor Transactions and Aged Payables reports to identify amounts that should be paid, or that require other action.

   Use the Vendor Transactions and Aged Payables icons in the A/P Transaction Reports folder to print the reports.

4. Use the Create Recurring Payable Batch icon in the A/P Periodic Processing folder to generate invoices for the recurring payables you have set up.

5. Create and post batches of adjustments, such as transactions to correct errors found when you reconcile bank statements.

   Use the Adjustment Entry icon in the A/P Adjustments folder.

6. If you have a multicurrency ledger, you may need to update exchange rates in Common Services and revalue multicurrency transactions and balances periodically, to reflect changes in exchange rates.

   Use the Revaluation icon in the A/P Periodic Processing folder.

7. Print the G/L Transactions report, and then create any outstanding general ledger transactions.

   Use the G/L Transactions icon in the A/P Transaction Reports folder to print the report, and the Create G/L Batch icon in the A/P Periodic Processing folder to create transactions.

   Process the batches in Sage 300 ERP General Ledger, if you use it, or post them manually to your other general ledger.

8. Clear the paid transactions, vendor comments, and statistics that you no longer need, and delete records that you classed as inactive and prepared for deletion.

   Use the Clear History, Clear Statistics, and Delete Inactive Records icons, respectively, in the A/P Periodic Processing folder to clear this information.

9. Use the 1099 Electronic Filing icons in the A/P Periodic Processing folder to file 1099s electronically, if you are required to file 1099 forms. (If you do not file electronically, you choose the 1099/CPRS Amounts screen from the Vendor Reports folder to print out the forms.)

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