accounts payable user manual 1

Finance – USER MANUAL

Accounts Payable

Accounts Payable User Manual Version 1.0 1

Table of Contents

ACRONYMS...................................................................................................................................... 4 TRODUCTION ............................................................................................................................... 5

PAY

PA

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CHE

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CON

PAY

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ACCOUNTS PAYABLE ........................................................................................................................ 5 BILLS REGISTRATION.................................................................................................................... 6

ACCRUALS-EXPENSE LINK MASTER .................................................................................................. 6 Expense Account Details ........................................................................................................... 6 Variance Account Details ........................................................................................................... 9

SUPPLIER BILLS REGISTRATION ...................................................................................................... 12 Header Block............................................................................................................................ 13 Supplie Deta ....................r il ...................................................................................................... 15 More Info .................................................................................................................................. 17 Accrual ..................................................................................................................................... 18 Examples.................................................................................................................................. 19 MENT APPROVAL MODULE ................................................................................................. 21 YMENT APPROVAL...................................................................................................................... 21

REVERSE PAYMENT APPROVAL....................................................................................................... 26 PAYMENT VOUCHER GENERATION .................................................................................................. 28

Expens ............ ..............e .. ....................................................................................................... 30 ST DATED CHEQUES MANAGEMENT ................................................................................... 32 PDC Account Setup ................................................................................................................. 32 PDC Issues Entry ..................................................................................................................... 35 PDC Issue Confirmation........................................................................................................... 39 QUE WRITING MODULE........................................................................................................ 42

HEQUE WRITING .......................................................................................................................... 42 Pulled Voucher Details ............................................................................................................. 45 Authorization ............................................................................................................................ 47

CHEQUE PRINTING ......................................................................................................................... 49 Cheque Printing Tab ................................................................................................................ 50 EQUE TATUS UCH S PDATION ........................................................................................................... 52

Cheque Status Updation Tab................................................................................................... 53 EQUE EVERSCH R AL ........................................................................................................... 55 ............

TRA PAYMENT APPROVAL MODULE................................................................................. 58 CONTRA ENTRY SETUP - COMPANY................................................................................................. 59

Account details ......................................................................................................................... 60 CONTRA ENTRY SETUP – DIVISION/DEPARTMENT............................................................................ 64

Account details ......................................................................................................................... 65 NTRA AYME APP ALCO P NT ROV .... ............................................................................ 69 ...... ..................

CONTRA PAYMENT REVERSAL ........................................................................................................ 73 NTRA AYMENT OUCHER GCO P V ENERATION..................................................................................... 76

Vouch r detailse ......................................................................................................................... 78 Transa tion De ilsc ta ... ..................................................................................... 80 .......... .................On Account............................................................................................................................... 81 BATCH.................................................................................................................................... 83


PA

PA

MAT

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IN

Q

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Y BATCH CODE NUMBER GENERATION........................................................................................ 83 PAY BATCH CRITERION WITH CRITERIA ........................................................................................... 85

Pay Batch Header Information ................................................................................................. 85 Criteria Details.......................................................................................................................... 86

PAY BATCH CRITERIA APPEND DETAIL ............................................................................................ 88 Y BATCH CONFIRMATION ............................................................................................................ 89 Pending Bill Details .................................................................................................................. 90 Totals........................................................................................................................................ 91

PAY BATCH VOUCHER GENERATION ............................................................................................... 93 Voucher Details ........................................................................................................................ 94 CHING AND UNM TCHINGA ............................................................................................... 96 ....

PEN ENTRY OUTSTANDING SET UP............................................................................................... 96 CROSS CONTROL ACCOUNT SETUP .............................................................................................. 100

Control Account...................................................................................................................... 101 WRITE-OFF SETUP....................................................................................................................... 102

Currency-wise Write Off ......................................................................................................... 104 PEN ENTRY MATCHING .............................................................................................................. 106

UNMATCH OPEN ENTRY MATCHED................................................................................................ 112 RITE-OFF PROCESSING.............................................................................................................. 114

FOREX ADJUSTMENT PROCESSING ............................................................................................. 117 TE N TR .............................................................................................................. 118 R U IT ANSFER

INTER UNIT TRANSFER SETUP ...................................................................................................... 118 Account Details ...................................................................................................................... 120

INTER UNIT TRANSACTION ............................................................................................................ 124 Voucher Details ...................................................................................................................... 125

UE SRIE ..... ...................... ............................................................................................................ 128 PEN ENTRY STATUS QUERY....................................................................................................... 128


Table of Figures FIG 1 – ACCRUAL – EXPENSE LINK MASTER..................................................................................................... 6 FIG. 2- BILLS REGISTRATION .......................................................................................................................... 13 FIG. 3 – BILLS REGISTRATION – SUPPLIER DETAIL ......................................................................................... 15 FIG. 4 – BILLS REGISTRATION – MORE INFO TAB ........................................................................................... 17 FIG. 5 – BILLS REGISTRATION - ACCRUAL...................................................................................................... 18 FIG. 6 – PAYMENT APPROVAL SCREEN ........................................................................................................... 21 FIG 7 – REVERSE PAYMENT APPROVAL .......................................................................................................... 26 FIG. 8 – PAYMENT VOUCHER GENERATION SCREEN....................................................................................... 28 FIG. 9 – PAYMENT VOUCHER GENERATION – DOCUMENT DETAILS ............................................................... 29 FIG. 10 – PAYMENT VOUCHER DETAILS – EXPENSE TAB................................................................................ 30 FIG. 11 – PDC ACCOUNT SETUP ..................................................................................................................... 32 FIG. 12 – PDC ISSUE ENTRY ........................................................................................................................... 35 FIG. 13 – PDC ISSUE CONFIRMATION ............................................................................................................. 39 FIG. 14 – CHEQUE WRITING SCREEN .............................................................................................................. 42 FIG. 15 – CHEQUE WRITING – PULLED VOUCHER DETAILS ............................................................................ 45 FIG. 16 – CHEQUE PRINTING SCREEN.............................................................................................................. 49 FIG. 17 – CHEQUE STATUS UPDATION ............................................................................................................ 52 FIG. 18 – CHEQUE REVERSAL ......................................................................................................................... 55 FIG. 19 – CONTRA ENTRY SETUP - COMPANY................................................................................................. 59 FIG. 20 – CONTRA ENTRY SETUP – DIVISION/DEPARTMENT........................................................................... 64 FIG. 21 – CONTRA PAYMENT APPROVAL ........................................................................................................ 69 FIG. 22 – CONTRA PAYMENT REVERSAL......................................................................................................... 73 FIG. 23 – CONTRA PAYMENT VOUCHER GENERATION.................................................................................... 76 FIG. 24 – CONTRA PAYMENT VOUCHER GENERATION – VOUCHER DETAILS.................................................. 78 FIG. 25 – CONTRA PAYMENT VOUCHER GENERATION – TRANSACTION DETAILS........................................... 81 FIG. 26 – CONTRA PAYMENT VOUCHER GENERATION – ON ACCOUNT .......................................................... 81 FIG. 27 – PAY BATCH CODE GENERATION SETUP ........................................................................................... 83 FIG. 28 – PAY BATCH CRITERION WITH CRITERIA SETUP ............................................................................... 85 FIG. 29 – PAY BATCH CRITERIA SETUP – CRITERIA DETAILS ......................................................................... 86 FIG. 30 – PAY BATCH APPEND CRITERIA ........................................................................................................ 88 FIG. 31 – PAY BATCH DETAILS CONFIRMATION ............................................................................................. 89 FIG. 32 - PAY BATCH CONFIRMATION – PENDING BILL DETAILS.................................................................... 90 FIG. 33 – PAY BATCH CONFIRMATION – TOTALS............................................................................................ 92 FIG. 34 – PAY BATCH VOUCHER GENERATION ............................................................................................... 93 FIG. 35 – PAY BATCH VOUCHER GENERATION – VOUCHER DETAILS............................................................. 94 FIG. 36 – OPEN ENTRY OUTSTANDING SETUP................................................................................................. 97 FIG 37 – CROSS CONTROL ACCOUNT SETUP ................................................................................................. 100 FIG. 38 – CROSS CONTROL ACCOUNT SETUP – CONTROL ACCOUNTS .......................................................... 101 FIG. 39 – WRITE-OFF SETUP ......................................................................................................................... 102 FIG. 40 – WRITE OFF – CURRENCY-WISE WRITE-OFF .................................................................................... 104 FIG. 41 – OPEN ENTRY MATCHING ............................................................................................................... 107 FIG. 42 – OPEN ENTRY UNMATCHING........................................................................................................... 112 FIG. 43 – WRITE-OFF PROCESSING ................................................................................................................ 114 FIG. 44 – FOREX ADJUSTMENT PROCESSING............................................................................................... 117 FIG. 45 – INTER UNIT TRANSFER SETUP........................................................................................................ 118 FIG. 46 – INTER UNIT TRANSACTION ............................................................................................................ 124 FIG. 47 – INTER UNIT TRANSACTION – VOUCHER DETAILS .......................................................................... 125 FIG. 48 – OPEN ENTRY STATUS QUERY ........................................................................................................ 128


Acronyms

Acronym Expansion

AP Accounts Payable

GL General Ledger

VLAC Voucher Line Allocation Code

PDC Post Dated Cheque

A/C Account

LOV List of Values


Introduction Accounts Payable Accounts Payable refers to the unpaid bills of a business. These are debts resulting from purchasing goods or receiving services on credit or on account. The Accounts payable module facilitates the following functionalities:

Supplier Bills Registration Payment Approval Post Dated Cheque Management Contra Payment Approval Cheque Writing Inter Unit Transfer Matching and Unmatching


Bills Registration

Accruals-Expense Link Master An accrual account pertaining to a vendor is credited when goods come in as supplies to inventory. The GRN costing gives you the value of the stock supplied by the supplier however; this does not reflect the amount you owe to the supplier. Only when the supplier sends you his bill you can be sure of the amount with which you credit his account. There may be a difference in the value you have recorded as accrual to the supplier and the value of the amount that your supplier has charged you in his bill. If the accrual is more than the bill, the difference is taken as a variance (treated as a gain). If the bill amount is more than the accrual you had recorded, the difference goes into the expense account. The Accrual-Expense link defines the Expense and Variance details for each accrual account.

Fig 1 – Accrual – Expense Link Master

Accrual Account Alphanumeric –12

Enter or select the Accrual Account (control account) that you have already created at the Main Account Master (GL module).

Expense Account Details If the specified bill amount is more than the accrued amount the difference is treated as an expense. The application shall transfer the expense arising thereby to the Expense A/C.


Therefore attach the Expense Account associated with accruals that you have already created as main account or as sub account (to a parent Expense A/C).

NOTE: You can specify the same account for expense and variance; however it is advisable to have separate accounts for expense and variance for analyzing the same at a later date.

The Screenshot of the Expense Details tab is displayed below:

Main A/C Code Enter or select, from the list of values available, the main account code (in this case, Expense A/c) that will be used for accounting the supplier bill amount in excess of accrual. The code entered must be a valid main account code in the Main Accounts Master. On entry of a valid main account code, the corresponding account name will be displayed.

Sub Account code

Alphanumeric –12

Alphanumeric –12 This field will be enabled and must be entered only if the main account code entered is a control account else this field is disabled. Enter or select, from the list of values available, the sub account code to be attached to the Expense Account. The code entered must be a valid sub account code. This is the sub account to which the transaction will be posted. This is valid when we have created Expense A/C as control account and Expense-accruals A/C as sub account. Click the Account details button at the top corner of the screen to view the account details. A screenshot of the same is shown below.


Division The code and the name of the Division to which the vendor has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C Details button. This is the division to which the transaction will be posted in the General Ledger

NOTE: Attaching expense or variance (arising through accrual-bills registration) to a division is not mandatory. If required, enter Division code.

Department The code and the name of the Department to which the supplier has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C Details button. This field will be enabled only if a valid department code is entered. This is the department to which the transaction will be posted in the General Ledger.

NOTE: Attaching expense or variance (arising through accrual-bills registration) to a department is not mandatory. If required, enter Department code.

Analysis 1 The code and description of the Analysis Code 01 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 1 to which the expense accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.

Analysis 2

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12 The code and description of the Analysis Code 02 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 2 to which the expense accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.


Activity 1 The code of the Activity 01 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and modify the details and save them.

Activity 2 The code of the Activity 02 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and modify the details and save them.

Variance Account Details If the bill amount is less than the accrued amount then the system automatically transfers the difference amount to the Variance A/C.

NOTE: You can specify the same account for expense and variance; however it is advisable to have separate accounts for expense and variance for analyzing the same at a later date.

The screenshot of the Variance tab is displayed below:

Main A/C Code Enter or select the main account or the control account code where you want to account the excess accrual recorded. Enter or select, from the list of values available, the main account code that will be used for accounting the supplier bill amount lesser than the accrual. The code entered must be a valid main account code in the Main Accounts Master. On entry of a valid main account code, the corresponding account name will be displayed.

Sub Account code

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12 This field will be enabled and must be entered only if the main account code entered is a control account else this field is disabled. Enter or select, from the list of values available, the sub account code to be attached to the Variance A/C. The code entered must be a valid sub account code. This is the sub account to which the transaction will be posted.


The Screenshot of the A/C details button is given below:

Division The code and the name of the division to which the vendor has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C Details button. This is the division to which the transaction will be posted in the General Ledger

NOTE: Attaching expense or variance (arising through accrual-bills registration) to a division is not mandatory. If required, enter Division code.

Department The code and the name of the Department to which the supplier has raised the bill are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This field will be enabled only if a valid Department Code is entered. This is the department to which the transaction will be posted in the General Ledger

NOTE: Attaching expense or variance (arising through accrual-bills registration) to a department is not mandatory. If required, enter Department code.

Analysis 1 The code and description of the Analysis Code 01 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 1 to which the variance accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.

Analysis 2

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12


The code and description of the Analysis Code 02 entered in the A/C Details table is displayed here. The code entered must be a valid analysis code in the Analysis Codes Master. This is the analysis code 2 to which the variance accounted is associated. If you need to modify click the A/C Details button and modify the details and save them.

Activity 1 The code of the Activity 01 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and change the details and save them.

Activity 2

Alphanumeric –12

Alphanumeric –12 The corresponding activity for which the vendor bill is generated is displayed. The code of the Activity 02 entered in the A/C Details table is displayed and cannot be modified. If you need to modify click the A/C Details button and modify the details and save them.


Supplier Bills Registration The vendor sends the bill for goods supplied. This bill will have to be registered in your system. This registration serves two purposes. One is to match an accrual with a bill for the vendor and thereby, calculate the difference between the bill amount and the accrual, to account as either an expense or a variance. The other purpose is to finalize on the amount that you may choose to pay at that instance, towards a bill. You may choose to pay a part of the bill then and the balance later, in parts or as full. There are two scenarios arising at Bills Registration. You may link single bill with single GRN (accrual), single bill with multiple GRNs (as is required). The system also allows matching multiple bills with a single accrual. In this case you need to enter a bill and match it partly with the associated GRN. Complete processing of this bill and then enter another bill to match it with the balance accrual. Repeat this process till you are through with the total accrual amount on the GRN. Once the bill details are entered, GRN(s) matched and payment amount spelt out the bill status is set to Completed and the payment awaits approval. The accounting entry will be as follows:

Dr. Accrual A/C Cr. Vendor A/C

The process flow is as follows:

1. Enter vendor bill details at the header (top half of the screen). 2. After entering data at the header, you open the Accrual tab. The supplier code entered

for the bill is displayed at Supplier A/C field. 3. Placing the cursor at any of the fields inside the Accrual tab, displays all the accruals

(GRNs) pending for the vendor. 4. Now you need to select the one or more accruals that match the bill. 5. Go to Supplier Detail tab and place the cursor on the first field (Reference Document

Number) 6. Then, getting in to Accrual tab and placing the cursor on the to-be-matched GRN entry

and press Enter. 7. You can find that the selected accrual in Accrual tab is pulled into fields of Supplier Detail

tab. 8. Repeat the above processes to pull more than one accrual to match the bill.

The Screenshot for Bills Registration screen is given below:


Fig. 2- Bills Registration

Header Block

Bill Number Enter the number that is printed on the invoice / bill forwarded by your vendor. This number is unique for the supplier however not unique for your system. For example, there could be a bill numbered 102 from vendor A and another bill numbered the same 102 from vendor B. While entering Bill Number you are going to enter the same number while registering the bills. Thus this number serves to identify the online entry of the bill with its offline document.

Bill Status This group of radio buttons denotes the status of the bill under generation. Pending denotes that the bill requires further input and Completed status informs the system that the bill is registered and is ready for approval. The radio button Pending is checked by default and the user is required to click Completed radio button once the bill entry is complete.

Document Date Enter or select from the calendar (queried through list of values) the date printed on the invoice / bill.

Alphanumeric –15

Date


Supplier Code Supplier code comprises the control account code (the creditor account and not the accrual account) and the sub account code (pertaining to individual vendors). This pertains to the vendor who has raised the bill. The Supplier code (both control and sub account codes) can be selected by clicking from the list of supplier codes that are fetched from the Supplier Master. The Supplier name corresponding to the supplier code is displayed in the third field. You can change these values by clicking on the A/c Detail button.

Bill Registration Number The Bill Registration number is auto generated and it is a unique value that identifies each bill that is registered. There is an important aspect to this number. There are 2 users entering 2 bills through different systems. The registration number displayed at both the screens is 1. One user’s bill is Complete; the application sends an indication to the second user that his bill is automatically assigned a registration number of 2.

Bill Date Enter the date on which the bill is entered into the application (registered). The date could be less than the system date.

Currency Code Enter or select, from the list of values provided, the currency required for the transaction, which is the invoice / bill currency. If the transaction currency is different from the base currency, attach the transaction related currency here.

Allocated Bill The bill amount is displayed here once the bill has been matched with the accruals at Supplier detail tab.

Bill Amount FC (Bill Amount in Foreign Currency) Enter the bill amount in foreign currency if your transaction is in the foreign currency. This is applicable when the bill is generated in foreign country and is processed in a different country in the base currency.

Bill Amount LC (Bill Amount in Local currency)

Alphanumeric –12

Alphanumeric –15

Date

Alphanumeric –12

Numeric

Numeric

Numeric The equivalent bill amount in local currency is calculated based on the


conversion rate (buy rate) input at Exchange rate tab through Currency master in General Ledger module and displayed here automatically on entering a valid foreign currency. If the bill amount is in local currency then the same amount is displayed. If the bill is generated in Dhirams then the equal amount in Indian currency, which is the base currency, is calculated by the system and displayed. For Example: If Bill Amount FC is 2000 Dhirams and the exchange (buy) rate prevailing on that day is 10 (i.e. 1 Dhiram equals Rs.10). Then the Bill Amount LC displays Rs.20000 (after the calculation 2000*10).

Narration The narration describes the transaction and can be up to 2000 characters long. If Narration format is defined while setting up this transaction, the Narration is accepted through the pop-up Narration details screen. If not, you can enter free format text in the Narration field

Supplier Detail The Supplier Details tab gives you the details of GRNs matched with the entered bill. The Reference Document Number and Serial Number are pulled from the Accrual tab and the other details such as Allocated local currency amount and the corresponding foreign currency amount are entered. The screenshot of the Supplier tab is given below:

Fig. 3 – Bills Registration – Supplier Detail

Reference Doc No (Reference Document Number) This field is a combination of the transaction code and the reference GRN document number.

S.NO (Serial Number)

Alphanumeric –2000

Numeric

Numeric The system generates serial numbers as a counter to the accruals that are pulled to match the bill.


Main A/C (Main Account) The main account code (Creditor A/C) to which the vendor belongs is displayed here.

Sub A/C (Sub Account) The sub account code (Vendor A/C) to which the vendor belongs to is displayed here.

Currency The Currency type of the transaction (vendor bill) is displayed here.

Alltd Acc FC Amt (Allotted Accrual Foreign Currency Amount) The displayed amount is the accrual amount that we have matched and pulled from the Accrual tab. However you can change the displayed amount to match your bill. Thus, enter the accrual amount that is matched against the bill in part of full.

Alltd Bill FC Amt (Allotted Bill Foreign Currency Amount) The application displays the bill amount that is adjusted against the accrual (Allotted Acc FC Amt). Generally the amount displayed is full bill amount or the part that is matched. If you want to enter a different amount to be adjusted then, you enter an amount to be adjusted against the balance accrual. This results in an expense or variance.

LC Amt (Local Currency Amount) The first field corresponds to the local currency equivalent of Allotted Accrual FC Amount and the adjacent field corresponds to the local currency equivalent of Allotted Bill FC Amount. The fields display the entered figures at Allotted Accrual FC Amount and Allotted Bill FC Amount, in case the bill currency is same as the base currency. The application does automatic conversion if the currencies are not the same. The calculation is based on the conversion rate (buy rate) input at Exchange rate tab through Currency master in General Ledger module.

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12

Numeric

Numeric

Numeric

The following fields are displayed:

Main A/C – The main account name that corresponds to the main account code (Creditor A/C) of the vendor is displayed here Sub A/C – The sub account name that corresponds to the sub account code (Vendor

A/C) is displayed here Division – The division code to which the transaction (vendor bill) belongs to is displayed

here. Department – The department code to which the transaction (vendor bill) belongs to is

displayed here


Narration If there are any specific details about the Supplier bill, then those details are displayed here.

More Info The More Info tab gives you more information pertaining to the vendor’s bill like the variance or the expense accounted from the difference between the accrual and the bill amount and in case of foreign transaction, the foreign exchange gain / loss amounted through the transaction. The screenshot is displayed below:

Fig. 4 – Bills Registration – More Info Tab

Original Accrual Foreign Currency Amount (Orgnl Acc FC Amt) The original accrual pulled from GRN if applicable in foreign currency is displayed.

Allotted Accrual Foreign Currency Amount (Allotted Acc FC Amt) The value is displayed from Allotted Accrual FC Amount field at Supplier tab.

Allotted Bill Foreign Currency Amount (Allotted Bill FC Amt) The value is displayed from Allotted Bill FC Amt field at Supplier tab.

Variance Expense Amount (Variance/Exp) The Variance or Expense calculated as the difference (if any) between original bill amount and allotted bill amount is displayed here.

Foreign Exchange Gain or Loss (Frx Gain/Loss) The foreign exchange Gain or Loss (if any) due to the transaction in foreign currency is displayed here.

Alphanumeric-2000

Numeric

Numeric

Numeric

Numeric

Numeric


LC (Local Currency) Numeric The equivalent local currency values are displayed in case the transaction is in foreign currency.

Accrual Click any field in the Accrual tab to view the sub account (Vendor A/C) data. These are partially matched or fully unmatched GRNs available for the vendor. The bill generated can be matched to one or more accruals either in full or by a partial amount. The Screenshot is displayed below:

Fig. 5 – Bills Registration - Accrual


Document Reference - The details about the document reference if any, is displayed in this field. Transaction Code - The transaction code to which the accrual account belongs to is

displayed here. Document Number - The document number of the reference document is displayed. For

example, GRN number at Goods Receipt Costing screen in Inventory module) is displayed here. Serial number - The system generated serial number for the displayed pending accruals

are displayed here. Main Account Code - The main account code (Creditor A/C) to which this accrual belongs

to is displayed here. Sub Account Code - The sub account code (Vendor A/C) to which the accrual belongs to

is displayed here. Division - The division for which the accrual was created is displayed here. Department - The department for which the accrual was created is displayed here. Amount - The accrual amount (created through GRN costing of supplied goods) is

displayed here.

NOTE: When the Bill Amt INR at Header and Allotted Bill LC Amt at Supplier Detail Tab equal, the system allows you to close the bill.


Examples # 1: The accrual and the bill amounts are equal.

Header Bill Amt INR 5000 Entered

Accrual tab Amount 5000 Displayed from GRN

Supplier Detail tab Alltd Acc LC Amt 5000 Pulled from Accrual tab

Supplier Detail tab Alltd Bill LC Amt 5000 Displayed

More Info tab Orgnl Acc LC Amt 5000 Displayed

More Info tab Alltd Acc LC Amt 5000 Displayed

More Info tab Alltd Bill LC Amt 5000 Displayed

More Info tab Variance/Exp 0 Displayed

#2: The accrual and bill are equal however there is a balance in the bill that requires matching with a new accrual.









NOTE: A balance of 1000 (in LC) of the bill is left behind for matching with a new accrual.

#3: The accrual and bill are equal however there is a balance in the accrual that requires matching with a new bill.



Supplier Detail tab Alltd Acc LC Amt 6000 5000

Pulled from Accrual tab Entered







NOTE: A balance of 1000 (in LC) of the accrual is left behind for matching with a new bill.

#4: The bill is more than the accrual.




Supplier Detail tab Alltd Bill LC Amt 4000 5000

Displayed Entered




More Info tab Variance/Exp -1000 Displayed

#5: The accrual is more than the bill.










Payment Approval Module The Accounts Payable module incorporates the Payments Approval feature, which automates the payment process. This module automatically generates Payment Vouchers, print cheques, drafts, or transfer letters, and settles the outstanding accounts payables. Based on the due dates, bills due for payment are viewed and approved. Such approved bills, automatically generate payment vouchers, which are printed either in the form of Payment Voucher with cheque, or Remittance Advice. The user decides to make partial payments against outstanding bills or settle multiple bills using one payment. The user also makes reversal of these payment vouchers, if necessary. The Payment approval module comprises of the following transactions:

• Payment Approval • Payment voucher Generation • Reverse Payment Approval

Payment Approval The payment towards an outstanding bill needs to be approved. All bills that have previously been matched fully or partially to accruals and those bills that were approved for payment and later on reversed before a payment was effected are displayed based on due dates. On the Payment Approval screen, when you query for transactions, all transactions for which payment is due to creditors are listed as shown below.

Fig. 6 – Payment Approval Screen


There are two sets of bills that are displayed here. One set belongs to the registered category but awaiting approval. The other includes those that were previously approved for payment and subsequently reversed, thus awaiting approval for the second time. Check boxes are provided to select bills for approval. Selecting a check box selects the corresponding pending bill immediately for approval. Press Enter to view details like the original bill amount, the outstanding amount (accrual matched in part or full) and the amount that you might currently pay (defaulted to the outstanding amount). You are allowed to modify your current payment depending on your bank balance. Besides you also see your Bank A/C through which your payment might actually take effect. Save to complete your approval process. Once the process is complete the bill awaits payment voucher generation. When you select the check box against a bill, the bill is now ready for approval and other details of the bill such as the original amount and the outstanding amount are displayed. The payment that the user intends to pay in foreign currency is entered and system displays the equivalent amount in base currency. When this record is saved this bill gets approved and is now ready for payment voucher generation.

Transaction Code The transaction codes related to which bills are pending for payment are displayed here.

NOTE: If you want to query for a particular transaction code, enter the transaction keyword and query for the transaction. The application displays only those pending bills pertaining to the transaction code queried for.

Document numbers - The document numbers of the vendors’ bills pending for payment

are displayed here. This display is based on system generated due dates for the bills. Document Date - The document dates of the vendors’ bills (Bills Registration) are

displayed here. Due Date - The due dates of the bills are displayed here. Supplier Code - The supplier codes of the pending vendors’ bills are displayed here. Currency - The currency code in which the transaction is done is displayed here. Bill Amount - bill amounts of the pending vendors’ bills are displayed here.

Cash Discount Enter the discount amount to be paid. If discount is not applicable, leave this field blank.

NOTE: Partial payment is not allowed when there is a cash discount.

Net Amount

Alphanumeric

Numeric

Numeric The application displays the net amount after deducting the cash discount. You can enter the net amount paid and cash discount is calculated automatically and displayed in the Cash Discount field.


Payment FC Amount (Payment in Foreign Currency) The net amount pending for payment is Enter the amount that you intend to pay in foreign currency for the selected vendor bill.

Payment LC Amount (Payment in Local Currency) The equivalent amount in local currency for the payment to be done for the vendor bill is calculated and displayed here.

Bank A/C Enter or select the bank through which you want the payment to take effect.

Approve? Select the check boxes against the vendors’ bills that are to be sent for payment approval.

Supplier Name The names corresponding to the Supplier codes of the bills are displayed here. The currency types for corresponding names are displayed along side.

In the Foreign Currency field, the original bill amount if in foreign currency is displayed here. If the bill is generated in local currency then the local currency bill amount is displayed here.

LC Amount (Local Currency Amount) If the transaction is in local currency, then the bill amount is displayed here. Else an amount that is equivalent to the foreign currency amount of the bill is calculated and displayed here.

Outstanding FC Amount (Outstanding Foreign Currency Amount)

Numeric

Numeric The outstanding bill amount in foreign currency is displayed here.


Outstanding LC Amount (Outstanding Local Currency Amount) Numeric The outstanding bill amount in equivalent local currency is displayed here. The document details for each payment transaction are displayed in the Document block as shown below.

The documents, which are related to each transaction, are displayed here. For example, for a GRN transaction, the supplier returns pertaining to the GRN are displayed in the above figure.

Document Number – The document number for the referred transaction is displayed in this field. Document Date – The document date for the transaction is displayed. Due Date – The due date for the transaction. Sub A/C – The sub account pertaining to the vendor. Sub A/C Description – The description for vendor’s sub account is displayed here. Currency Code – The code for the currency in which the transaction took place is

displayed here. FC Amount – This field displays the amount pertaining to the transaction in foreign

currency.

Dr? Select this check box if you want to debit the amount against the transaction. Additional information about the payment transaction is displayed as shown below.

Narration - The details about the selected document number are displayed here. If

there is additional information about the selected vendor’s bill, those details are displayed here Supplier Bill - The Bill Number recorded while registering the vendor’s bill is displayed

here Main A/C - The corresponding main account code (Creditor A/C) of the vendor is

displayed Reference - The corresponding document reference details are displayed here


LC Amount - The corresponding base currency amount of the vendor’s bill is displayed here Division - The corresponding division code for which the vendor’s bill has been

generated is displayed here Department - The corresponding department for which the vendor’s bill has been

generated is displayed Details such as the original bill amount, the outstanding bill amount and the likely payment to be made through the set bank account are displayed either by saving or by pressing Enter. The actual payment, which the user intends to pay, is to be input at the Payment field by overwriting the default amount displayed here. The bank account, through which the bill payment is met, is also displayed.


Reverse Payment Approval Once a completed bill is approved for payment it is available for voucher generation. But before generating a voucher if there are any changes that are to be done on the bill then the approved bill is selected for a reversal. After the reversal, the bill is removed from the approved list.

Fig 7 – Reverse Payment Approval

When you query for transactions, the following details are displayed for documents for which payment approval is made.

Transaction Code - The transaction code of the approved bill (pending for payment) is displayed here. Document Number - The document number of the approved bill (pending for payment) is

displayed here. Document Date - The document date of the approved bill (pending for payment) is

displayed here. Supplier Code - The supplier code of the approved bill (pending for payment) is displayed

here. Supplier Name - The corresponding supplier name for the supplier code of the bill

pending for payment is displayed here. Currency - The currency code of the bill is displayed here. Approved FC Amt (Foreign Currency) – The approved amount for payment of the bill in

foreign currency is displayed here. Approved LC Amt (Local Currency) - The approved amount for payment of the bill in local

currency equivalent to the foreign currency amount is displayed here.


OK Select the check boxes to choose the bills whose approvals are to be reversed. Additional information about the transactions is displayed as follows.

Narration – The narration describes the document transaction and can be up to 2000 characters long. This narration gets printed in the reports. If account level narration, as described later, is entered, they get printed. If Narration format is defined while setting up this transaction, the Narration is accepted through the pop-up Narration details screen. If not, you can enter free format text in the Narration field. Reference – The document reference for the reversal is displayed here. FC Amount – The foreign currency amount for the selected reversal is displayed here. LC Amount – The local currency amount for the selected reversal is displayed here. Division/Department – The division/department code relevant to the reversal if any is

displayed here. Due Date – The due date of the selected reversal is displayed here.


Payment Voucher Generation The bills that are approved will cause to generate a payment voucher automatically based on the information that was recorded for the vendor. It is also possible to reverse an approval that was already granted. The bills are approved for payment. After approval, payment vouchers are generated to effect payment. The approved bills waiting payment voucher generation are called through supplier code. The details like the FC amount, LC amount are all displayed and if there are any other expenses that are to be captured and processed is also input during voucher generation. The mode of payment is to be specified whether by cheque, transfer or draft.

Fig. 8 – Payment Voucher Generation Screen

Supplier Code Enter or select from the LOV provided, the valid control account code and sub account code for the vendor to whom payment is to be made. The name of the vendor pertaining to the supplier code is displayed.

Currency Enter or select from the list of values available, the applicable currency code in which payment for the vendor is to be made.

FC Amount (Foreign Currency)

Alphanumeric - 12

Alphanumeric - 12

Numeric - 40 The payment to be effected is displayed here in foreign currency.


LC Amount (Local Currency) The payment amount in local currency is displayed here. Press Enter/Tab key to view the document details pertaining to payment. The document details for the bills included in the payment are displayed as below:

Fig. 9 – Payment Voucher Generation – Document Details

Document Number – The document numbers of the vendor’s bills included in the payment are displayed here. Document Date – The document dates of the vendor’s bills included in the payment are

displayed. FC Amount – The foreign currency amounts of the vendor’s bills included in the payment

are displayed here. LC Amount – The local currency amounts equivalent to the amounts entered in foreign

currency are displayed here. Discount Amount – The cash discount amount approved for each bill is displayed here. Net Amount – The amount payable to the vendor after deducting the cash discount

amount is displayed in this field.

OK Select these check boxes against the document for which the payment voucher is generated. The details for the original bill for payment are displayed as follows:

• Original Bill FC Amount – The original bill amount for expenses in foreign currency is displayed here.

• Original Bill LC Amount – The original bill amount in local currency that is equivalent to the foreign currency amount entered is displayed here.

• Outstanding Bill FC Amount – The current outstanding amount for expenses in foreign currency is displayed here.

• Outstanding Bill LC Amount – The current outstanding amount for expenses in local currency that is equivalent to the foreign currency amount is displayed here.

Payment

Numeric - 40

Numeric - 40 The amount that the user intends to pay through the voucher is entered


here.

Bank A/C The bank code that was entered at the time of Payment Approval is displayed here. This bank code can be changed if required.

Payment Type The Payment Type denotes the type of payment to be done. After entering all the required information about the bills, the payment type whether, cheque or transfer or draft is to be selected. If it is by cheque then the cheque number is entered. The payment date i.e., the date on which the payment is to be made is also specified. The screenshot is displayed below:

Expense The Expense tab consists of a valid main account or a control account and sub account combination that have been created to capture expenses at the payment level. The currency associated with the payment related expenses is selected. The expense amount in foreign currency and the equivalent amount in local currency are also displayed.

Fig. 10 – Payment Voucher Details – Expense Tab

Expense Code Enter or select the valid control account code and sub account code, created for expenses associated with this payment voucher. This expense amount is debited.

Alphanumeric – 12

Alphanumeric – 12


Curr (Currency) Enter or select a valid currency code for the expenses that is associated with the payment.

FC Amount (Foreign Currency) Enter the expense amount if incurred in foreign currency.

LC Amount (Local Currency)

Alphanumeric – 12

Numeric

Numeric The application displays the equivalent amount in local currency for the amount entered in the FC Amount field.


Post Dated Cheques Management You choose to pay your vendor through a current check or draft or transfer. Else you may issue a post-dated cheque (PDC). The details of PDCs that are issued to vendors can be captured, stored and efficiently managed in PDC management module. The functionalities include:

• PDC Account Setup • PDC Issues entry • PDC Issues Confirmation

These options are explained in the following pages.

NOTE: The PDC transaction should have the PDC date greater than the current date (system date) else the transaction is not possible.

PDC Account Setup PDC Account Setup defines the account details for PDC transactions. You can define different account setups for a specific range of transactions, party, and currency codes.

Fig. 11 – PDC Account Setup


Setup For Select the type of transaction for which the PDC account is maintained. The options available are:

Receipt – PDC Receipts Issue – PDC Issues

Transaction Range In the Transaction Range field, enter the transaction range for each combination of customers and group ranges, with respect to each selected default account setup option, whose default accounts are recorded.

From/To Transaction Code In the From Transaction Code field, enter or select the first transaction code of the selected transaction range of customers from List of Values available for each default account setup option selected. In the To Transaction Code field, enter or select the last transaction code of the selected transaction range of customers from List of Values.

Party Range In the Party Range Code fields, enter the range of parties whose accounts, with respect to the default account setup option, are recorded.

From/To Party Code In the From field, enter or select the first party code of the selected range of suppliers from List of Values. In the To field, enter or select the last party code of the selected range of suppliers from List of Values,

Currency Range In the Currency Range fields, enter the currency range for each combination of customers’ range, group, and transaction ranges, with respect to each default account setup option, whose accounts are recorded.

From/To Currency Code

Radio Button

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12 In the From field, enter or select the first currency code of the selected currency range from List of Values. In the To field, enter or select the last currency code of the selected currency range from List of Values.


A/C Details Click the A/C Details button after selecting or entering each combination of customer, group, transaction, and currency ranges to view fields where the account details and the related information are recorded in respect of the PDC account.

Main A/c In the Main Account field, enter or select from List of Values a valid main account code. The list of valid main account codes is displayed from the Main Accounts master. The name of the main account is automatically displayed in the adjacent field.

Sub A/c The Sub Account field becomes mandatory when Main Account is a control account. Leave the field blank when Main Account is not a control account. In the Sub Account field, enter or select from List of Values the sub account code. The list of values displays only those sub account codes corresponding to the main account code entered in the Main Account field. The name of the sub account is automatically displayed in the adjacent field.

Division In the Division field, enter or select the division code from List of Values. The name of the division is automatically displayed in the adjacent field.

Department In the Department field, enter or select from List of Values the department code. The list of values displays only those department codes corresponding to Division Code. The name of the department is automatically displayed in the adjacent field.

Analysis Code 01

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12


In the Analysis Code 01 field, enter or select from List of Values the analysis code 01. The name of the analysis code is automatically displayed in the adjacent field.

Analysis Code 02 In the Analysis Code 02 field, enter or select from List of Values the analysis code 02. The name of the analysis code is automatically displayed in the adjacent field.

Activity Code 01 In the Activity code 01 field, view Activity code 01 and Activity Name corresponding to Main Account from the Main Account master.


PDC Issues Entry When you issue a PDC to the vendor, you will register the issue entry and then process the PDC. Your books of accounts are affected during the PDC issue confirmation.

Fig. 12 – PDC Issue Entry

Cheque No

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric - 30


Enter the cheque number of the PDC to be issued. This is a unique value. The bank code is prefixed to the actual number to avoid the possibility of a duplicate PDC number.

Receipt Date Enter the date on which the PDC is issued. The system date is taken as the default date and this can be changed if required, but this date should be on or before the system (current) date.

Receipt Number This PDC issue number is auto generated and this is unique number.

Bank code Enter the code related to the bank on which the PDC is to be drawn. The bank name that corresponds to the bank code is displayed automatically.

Cheque date Enter the date on which the PDC would realize.

Deposited bank Enter the valid bank code in which the PDC may be deposited.

Bank Currency Code Enter or select the currency code applicable for the PDC.

Main Account Enter or select the control account code (Creditor A/C) where the PDC is to be credited.

Sub Account Enter or select the sub account code that belongs to the control account where the PDC is to be credited.

Division

Date

Numeric

Alphanumeric - 24

Date

Alphanumeric - 24

Alphanumeric - 24

Alphanumeric - 24

Alphanumeric - 24

Alphanumeric - 24 Represents the division where the PDC issued is to be accounted.


The code and the name of the division to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the division to which the transaction will be posted in the General Ledger.

Department Represents the department code where in the PDC is to be accounted if required. The code and the name of the department to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the department to which the transaction will be posted in the General Ledger.

Analysis Code 1 Represents the analysis code 01 associated with the PDC if required. The code and the name of the analysis class to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the code to which the transaction will be posted in the General Ledger.

Analysis Code 2 Represents the analysis code 02 associated with the PDC if required. The code and the name of the analysis class to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the code to which the transaction will be posted in the General Ledger.

Activity Code 1 Represents the activity code 01 associated with the PDC if required. The code and the name of the activity to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the activity to which the transaction will be posted in the General Ledger.

Activity Code 2 Represents the activity code 02 associated with the PDC if required. The code and the name of the activity to which the PDC issued is to be accounted are displayed here. Any modification can be done only in the VLAC block, which opens up by pressing the A/C details button. This is the activity to which the transaction will be posted in the General Ledger.

Party Currency

Alphanumeric - 24

Alphanumeric - 24

Alphanumeric - 24

Alphanumeric - 24

Alphanumeric - 24

Alphanumeric - 24 Enter or select the currency code of the party (vendor) account.


Bank Amount Enter the amount that is required to meet the payment. If in foreign currency exchange rate differences should be included.

INR Amount The equivalent of bank amount in base currency (Indian currency) is displayed.

Party Amount The amount, by which your vendor’s bank account is credited, represented in his currency.

Reference Enter any reference that is associated with the PDC.

Narration

Numeric

Numeric

Numeric

Alphanumeric - 15

Alphanumeric - 240 The narration of the PDC to be met is entered here.


PDC Issue Confirmation You may choose to pay your vendor through a PDC and accordingly make an entry in the application about the PDC issue. Now this issue calls for a confirmation when your bank account reflects a debit equivalent to the PDC value. Here you get to view all your PDCs created (PDC entries) and choose those that have been passed by your bank. This is when the transaction is recorded in your books. The application handles automatic voucher generation and transaction processing. Thus you can query for this transaction at posted transactions in GL module.

• Dr. Vendor A/C • Cr. Bank A/C

The screenshot is displayed below:

Fig. 13 – PDC Issue Confirmation

Bank Code Enter or select the bank code on which the PDC has been drawn. The name corresponding to the bank code entered is automatically displayed.

Sub Account Code

Alphanumeric - 12

Alphanumeric - 12 Enter the Sub Account Code corresponding to the bank account code if any.


Confirm date The date on which the PDC clearing was done is taken as the confirm date and the default date displayed is the system date. However, the user can change it if desired.

Voucher Number System generated voucher number is displayed.

Number of PDCs Confirmed The number of PDCs that have undergone clearance is displayed here. This display is based on the number of check boxes that you have checked below.

Total Amount Confirmed The total amount that is released through confirmation of PDCs realization at your bank is displayed here. This is again dependent on the number of check boxes that you have checked below.

Cheque NO The check number of the PDC issued is listed here.

Bank Name The name of your bank (account) through which your PDC was issued is displayed.

Due Date The date borne on the PDC is displayed here.

Main The control account code where the PDC is to be accounted is automatically generated.

Sub

Date

Numeric

Numeric

Numeric

Alphanumeric - 30

Alphanumeric - 24

Date

Alphanumeric - 24

Alphanumeric - 24 The sub account code (supplier code) that is combined with the control account where the PDC is to be accounted is displayed here automatically.


Currency The system displays the currency code through which the transaction is effected.

FC Amount The system displays the amount in foreign currency if the transaction had taken place through a non-base currency. If the transaction was in base currency the base currency amount is displayed as is.

LC Amount

Alphanumeric - 24

Numeric

Numeric The system displays the equivalent amount in base currency if the transaction had taken place through a foreign currency.

Y/N You check the check box in case the PDC has realized and you bank account has been debited with the PDC amount. The application displays the following:

Main Account Name – Displays the corresponding control account name when a PDC cleared is checked at the Y /N check box Sub Account Name – Displays the corresponding sub account name when a PDC

cleared is checked at the Y /N check box.


Cheque Writing Module Cheque Writing Payments to suppliers are often made through cheques drawn on the bank. The Cheque Writing feature provides you the facility to generate cheques for payments. You maintain cheque books for each bank account. You also review cheques before printing to reduce the chance of issuing erroneous cheques. Select the mode of payment as Cheque when you generate a payment voucher for transactions. The flow for cheque writing: GL Transactions (Payment Voucher) Transaction Processing Cheque Writing NOTE: The transaction type for which cheques are generated needs to be P (Payment).

Fig. 14 – Cheque Writing Screen

Date In the Date field, enter or select the date on which the document is created for cheque writing.

Document No In the Document Number field, view the document number if the document number generation is enabled. Otherwise, enter the document number for this transaction.

Date

Alphanumeric - 12


Bank A/C In the Bank Account field, enter the code related to the bank on behalf of which the cheque is created. The bank name that corresponds to the bank code is displayed automatically.

Main A/C In the Main Account field, enter the control account code for the bank account for which the amount is credited.

Sub A/C In the Sub Account field, enter or select the sub account code that belongs to the control account where the cheque is created. View the name of the sub account in the adjacent field.

Automatic/Manual Select the method for cheque generation. Options available are:

Automatic – Generates cheques automatically Manual – Generates cheques manually

Account Number In the Account Number field, enter or select the account number of the specified bank account from which cheques are issued.

Currency Code In the Currency Code field, view the currency code and name for the specified bank account.

Cheque Book Id Each account may have different chequebook. In the Cheque Book Id field, enter or select the id of the particular cheque book from which cheques are issued.

Bank Balance

Alphanumeric – 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Numeric In the Bank Balance field, view the bank balance in the specified account.


OD Limit In the Overdraft Limit field, view the overdraft limit amount.

Single/Separate Select the option for generating cheques for the supplier:

Single - Generates single cheque Separate - Generates separate cheques

NOTE: In the detail part, Single/Multiple check boxes and the Multiple button are disabled if you select Single in the header.

Control A/C In the Control Account field, enter or select the control account for suppliers to make payments. View the name of the control account in the adjacent field.

NOTE: This field is disabled when you select Separate for cheque generation.

Sub A/C In the Sub Account field, enter the supplier’s account to which payments are made. The application displays the name of the supplier in the adjacent field.

NOTE: This field is disabled when you select Separate for cheque generation.

Division In the Division field, enter or select the division on behalf of which the payment is done.

Department In the Department field, enter or select the department where the payment is made.

Analysis Code 1 In the Analysis Code 1 field, enter the analysis code 1 associated with the payment.

Analysis Code 2

Numeric

Alphanumeric

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12


In the Analysis Code 2, enter the analysis code 2 associated with the payment.

Activity Code 1 Represents the activity code 1 associated with the payment.

Activity Code 2 Represents the activity code 2 associated with the payment.

Pull Click the Pull button to view vouchers ready for payment to the specified supplier. All the vouchers are displayed in the detail part.

Post Click the Post button if a GL posting is done for the transaction. The GL posting is done in two cases:

Wrong entry of bank account name in payment voucher or GL transactions Credit to a temporary bank account during payment voucher generation or GL transactions

Enter the bank details in the associated fields and click Post button to post transactions into GL.

Pulled Voucher Details Click the Payment Voucher details tab to view the payment voucher details pulled for cheque writing.

Fig. 15 – Cheque Writing – Pulled Voucher Details

Tran Code

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric –12 In the Transaction Code field, view the transaction codes related to bills approved for payment.


Voucher No In the Voucher Number field, view the voucher number associated with the payment.

FC Amount In the FC Amount field, view the amount approved for payment in Foreign Currency.

LC Amount In the LC Amount field, view the amount approved for payment in the payment voucher in Local Currency.

Generate?

Alphanumeric –12

Numeric

Numeric

Alphanumeric Select the Generate check box to generate cheques against each displayed voucher.

Single/Multiple Select the Single/Multiple option button to generate cheques for pulled vouchers. Options are:

Single – Generate single Cheque for all selected transactions Multiple –Club transactions and generate Cheques as required

Multiple Click the Multiple button to enter multiple cheque details for a voucher. You have the option to specify a different amount, cheque number, and beneficiary name for multiple cheques.


Cheque Number In t he Cheque Number field, enter or select the cheque number being created. You select the cheque number corresponding to the cheque book Id mentioned in the header.

Beneficiary Name In the Beneficiary Name field, enter the beneficiary name on behalf of whom the cheque is issued.

Generate Click the Generate button to create cheques for the specified cheque numbers.

Authorization Click the Authorization Tab to view the approval details for cheque writing. If it is an approved document then view details of the approver of this transaction.

Sequence Number In the Sequence Number field, view the sequence number generated for each approval. This sequence number is used to store the approval details in an order.

Group Approval is defined at the authorization group level. In the Group field, view the group to which the approver of this work order belongs. You cannot modify it. In the Group Description field, view the description of the authorization group.

User Id

Numeric

Alphanumeric

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric - 12


In the User Id field, view the code of the approver of this transaction. The approver cannot modify it. If you approve the transaction, your user ID is displayed. When a document is approved, the system automatically makes an entry in this tab, which is then viewed on re-querying details. At the time of approval, the logged–in user ID is entered by default. In the User Id Description field, view the name corresponding to the user who authorized the transaction.

Date In the Date field, view the date on which the user approved the document. At the time of approval, the system date is defaulted in this field, and you cannot modify it.

Date


Cheque Printing Click the Cheque Printing tab to pull and print cheques generated after cheque writing. You specify the bank code, account number, and cheque book details to print cheques. You have the option to select cheques, which you need to print at a time.

Fig. 16 – Cheque Printing Screen

Bank Code In the Bank Code field, enter the code related to the bank on behalf of which the cheque is created. The bank name that corresponds to the bank code is displayed in the adjacent field.

Bank A/C No In the Bank Account Number field, enter or select the account number of the specified bank account from which cheques are issued.

Cheque Book Id

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12 Each account may have a different chequebook. In the Chequebook Id field, enter or select the particular cheque book id from which cheques are issued.

Currency Code


In the Currency Code field, view the currency code and name for the specified bank account.

Pull Click the Pull button to pull cheques created for the specified bank details. The cheques are displayed in the Cheque Printing tab.

Cheque Printing Click the Cheque Printing tab to view details of cheques pulled as per the bank account and cheque book in the header. The following fields are displayed:

Cheque Number – The cheque number of the generated cheque after cheque writing related to the payment. FC Amount – The amount in Foreign Currency for payment credited in the name of the

specified bank account. LC Amount – The amount in Local Currency for payment credited in the name of the

specified bank account. Payee Name – The name of the party for which the cheque is issued.

Print Select the Print check box against the cheque number you need to print.

Select All Choose the Select All check box to print all the displayed cheques.

Cheque Date Date Enter the date on which you issue the cheque for payment.

Print


Click the Print button to print cheques for the specified details. The system updates the cheque status to PRINTED for cheques that are printed.


Cheque Status Updation The application offers a facility to update the status of cheques you generate. For example, change the status of the cheque from PRINTED to REVERSAL when the printing is not done properly.

Fig. 17 – Cheque Status Updation


Bank A/C Number In the Bank Account Number field, enter or select the account number of the specified bank account from which cheques are issued.

Cheque Book Id

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12 Each account may have different chequebook. In the Cheque Book Id field, enter or select the id of the particular cheque book from which cheques are issued.


Pull Click the Pull button to view all transactions for which cheques are issued pertaining to the selected Bank account code.

Cheque Status Updation Click the Cheque Status Updation tab to view details of cheques created for the specified bank account and cheque book in the header. The following data are displayed:

Transaction Code – In the Transaction Code field, view the transaction codes related to cheques created. Document Number – In the Document Number field, view the document number related

to cheques created. Cheque Number – In the Cheque Number field, view the cheque number for cheques

created for the specified bank account. Cheque Amount – In the Cheque Amount field, view the cheque amount pertaining to

each cheque number. Cheque Date – In the Cheque Date field, view the date on which the cheque is

generated.

Cheque Status In the Cheque Status field, view the current status of the cheque number against each cheque. You also have the option to update the status of the cheque. Select a status from List of Values. The name of the cheque status corresponding to the status selected is displayed in the Cheque Status Name field.

Reason Code

Alphanumeric - 12

Alphanumeric - 12 In the Reason Code field, select a reason code from List of Values when you update the status of a cheque. The description corresponding to the selected reason code is displayed in the Reason Description field.


Reverse Alphanumeric - 12

Select the Reverse check box when you want to reverse the status of the cheque.

Process Click the Process button to reverse the status of selected cheques. The statuses of cheques are changed to the new status, if mentioned, for cheques with the Reverse check box selected.


Cheque Reversal Cheque Reversal process helps you re-generate cheques for status-updated cheques. You can also specify a new cheque number for the re-generated cheque, if necessary.

Fig. 18 – Cheque Reversal


Bank A/C Number In the Bank Account Number field, enter or select the account number of the specified bank account from which cheques are issued.

Cheque Book Id

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12 Each account may have different chequebook. In the Cheque Book Id field, enter or select the id of the particular cheque book from which cheques are issued.

Pull


Click the Pull button to view all transactions for which cheques are issued pertaining to the selected Bank account code. In the Cheque Status Updation block, the details of cheques created for the specified bank account and cheque book in the header are displayed. The following data are displayed:

Transaction Code – In the Transaction Code field, view the transaction codes related to cheques created Document Number – In the Document Number field, view the document number related

to cheques created Cheque Number – In the Cheque Number field, view the cheque number for cheques

created for the specified bank account Cheque Amount – In the Cheque Amount field, view the cheque amount pertaining to

each cheque number Cheque Date – In the Cheque Date field, view the date on which the cheque is

generated.

Cheque Status In the Cheque Status field, view the current status of the cheque number against each cheque. You also have the option to update the status of the cheque. Select a status from List of Values. The name of the cheque status corresponding to the status selected is displayed in the Cheque Status Name field.

Reason Code In the Reason Code field, select a reason code from List of Values when you update the status of a cheque. The description corresponding to the selected reason code is displayed in the Reason Description field.

Regenerate

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12


Select the Regenerate check box when you want to regenerate the cheque.

New Cheque Number If you issue the cheque with a new cheque number, click the New Cheque Number button to specify the details for the regenerated cheque. Enter the following details as shown below:

Cheque Book Id Cheque Number Cheque Date

Process Click the Process button to regenerate the selected cheques. The statuses of cheques are changed to the new status, if mentioned.


Contra Payment Approval Module The application supports inter company and inter division / department financial settlements – payments and receipts. A company owes money to its suppliers. Thus there shall be credits at its suppliers’ accounts. Any other company belonging to the same group could pay these credits. To enable cross payment these credits should be visible to the settling company. The visibility is brought about by contra entry setup where divisions and departments (targets) whose specified accounts to be visible are indicated. Out of the visible credits, the settling company shall choose to pay a credit either fully or partially through the contra payment approval screen. Once approved the payment is affected through the contra payment voucher generation screen. While the settling company makes the payment through its bank, corresponding voucher entries are made in its system as well as the other (target) company. Settling company: Dr. Contra A/c x Cr. Bank A/c x Target Company: Dr. Creditor A/c x Cr. Contra A/c x The transaction code that passes the entry at the target company is input at the contra entry setup while the transaction code of the settling company is input as menu parameter 1 at menu screen maintenance of the contra payment voucher generation screen. The settling company may stop the payment by utilizing contra payment reversal screen. This simply reverses user’s action at the contra payment approval screen thus sending no input to contra payment voucher generation screen. The contra receipts are handled at the contra receipts voucher generation screen. Receiving company: Dr. Bank A/c x Cr. Contra A/c x Target company: Dr. Contra A/c x Cr. Debtor A/c x The transaction code that passes the entry at the target company is input at the contra entry setup while the transaction code of the settling company is input as menu parameter 1 at menu screen maintenance of the contra receipt voucher generation screen.


Contra Entry setup - Company This setup screen is used to setup the source and target accounts for the source and target companies.

Fig. 19 – Contra Entry Setup - Company

Source company code Enter or attach the code pertaining to the company that shall view other companies’ transactions (involving the account codes specified) and also pay on their behalf.

Alphanumeric –12 Alphanumeric - 240

The application displays the company’s name in the adjacent field.

NOTE: In the intermingling of payments, a source company may be the target for a different source company. For example, company A could be the source for company B, but company A is the target for company C.

Target company code Enter or attach the code pertaining to the company whose specified transactions (involving the account codes specified) shall be viewed by the source companies specified and also payment settled by the source(s).


The application displays the company’s name in the adjacent field.


NOTE: In the intermingling of payments, a target company may be the source for a different target company. For example, company X could be the target for company Y, but company X is the source for company Z.

Target Main Account Alphanumeric –12

Enter or attach the main account code pertaining to the target company whose pertaining transactions shall be viewed by the specified source companies to enable payment by the source(s).

From and To Target Division Enter or attach the target company’s division whose transactions pertaining to the attached main account code shall be visible to the specified source(s). This division indicates the start of the divisions’ list. For example, if there are 10 divisions in the target company, the start division is input as 3 and the end division is stated as 8, then divisions 3, 4, 5, 6, 7 and 8 are chosen.

From and To Target Department Enter or attach the target company’s department whose transactions pertaining to the attached main account code shall be visible to the specified source(s). This department indicates the start of the departments’ list. For example, if there are 5 departments under the target division in the target company, the start department is input as 3 and the end department is stated as 5, then department s 3, 4 and 5 are chosen.

Main Account Name The application displays the main account’s name corresponding the attached main account.

From and To Division Name The application displays the division’s name corresponding the attached From Target Division and To Target Division.

From Department Name

Alphanumeric –12

Alphanumeric –12

Alphanumeric –240

Alphanumeric –240

Alphanumeric –240 The application displays the department’s name corresponding the attached From Target Department and To Target Department.

Account details Inter company account in Source


This account indicates the transaction that is carried out in source company on behalf of the target company. As this account is in the source company it is debited and the bank account through which the payment is executed is credited.

Account Details (Button) Click this button to open the VLAC block where the accounts, the division, department, analysis and activity codes to be affected by the contra transaction shall be entered. Alternatively, if only the main account entry is required then attach the account directly at the Main A/c field.

Main A/c Enter or attach the main account code in the source company that records the contra entry pertaining to the payment made for the target company.


The application displays the main account’s name in the adjacent field.

Sub A/c Enter or attach the sub account code in the source company that records the contra entry pertaining to the payment made for the target company. The Sub account name is displayed in the adjacent field.

Division

Alphanumeric –12/240


Enter or attach the source division that records the contra entry pertaining to the payment made for the target division. The division name is displayed in the adjacent field.

Department Alphanumeric –12 Alphanumeric - 240

Enter or attach the source department that records the contra entry pertaining to the payment made for the target department. The department name is displayed in the adjacent field.

Analysis Code 1 (Anly cd-1) Enter or attach the source’s analysis code 1 that records the contra entry pertaining to the payment made for the target department. The analysis name is displayed in the adjacent field.

Analysis Code 2 (Anly cd-2)



Enter or attach the source’s analysis code 2 that records the contra entry pertaining to the payment made for the target department.


The analysis name is displayed in the adjacent field.

Activity-1 Enter or attach the source’s activity code 1 that records the contra entry pertaining to the payment made for the target department. The activity name is displayed in the adjacent field.

Activity-2 Enter or attach the source’s activity code 2 that records the contra entry pertaining to the payment made for the target department. The activity name is displayed in the adjacent field. Inter company account in Target This account indicates the transaction that is carried out in Source Company on behalf of the target company. As this account is in the target company it is credited and the creditor account (or the expense) for which the payment is executed is debited.

Tran code (Transaction code) Enter or attach the transaction code by which the contra entry made at the target company is recorded through a journal entry. The transaction name is displayed in the adjacent field.

IMPORTANT: the contra entry at the source is carried out through the transaction code that is input as menu parameter 1 at contra payment voucher generation and contra receipt voucher generation screens.

Main A/c Enter or attach the main account code in the target company that records the contra entry pertaining to its payments made by the source company.





The main account name is displayed in the adjacent field.

Sub A/c Alphanumeric –12 Alphanumeric - 240

Enter or attach the sub account code in the target company that records the contra entry pertaining to the payment made by the source company. The sub account name is displayed in the adjacent field.


Division Alphanumeric –12 Alphanumeric - 240

Enter or attach the target division that records the contra entry pertaining to the payment made by the source division. The division name is displayed in the adjacent field.


Enter or attach the target department that records the contra entry pertaining to the payment made by the source department. The department name is displayed in the adjacent field.

Analysis Code 1 and 2 Enter or attach the target’s analysis code 1 and 2 that records the contra entry pertaining to the payment made by the source department. The analysis names are displayed in the adjacent field.

Activity 1 and 2



Enter or attach the target’s activity code 1 and 2 that records the contra entry pertaining to the payment made by the source department. The activity name is displayed in the adjacent field.


Contra Entry Setup – Division/Department The Contra Entry Setup screen for Division and Department is used to set up Source and Target accounts for Source and Target Division/Department, which are involved in Contra Payments and Receipts.

Fig. 20 – Contra Entry Setup – Division/Department

Source Division Code Alphanumeric –12

Enter or attach the code pertaining to the division that shall view other divisions’ (departments) transactions (involving the account codes specified) and also pay on their behalf.

Source Department Code Alphanumeric –12

Enter or attach the code pertaining to the department that shall view other departments’ (in other divisions) transactions (involving the account codes specified) and also pay on their behalf.

NOTE: In the intermingling of payments, a source division / department may be the target for a different source division / department. For example, division A could be the source for division B, but division A is the target for division C.

Target Division Code Alphanumeric –12 Enter or attach the code pertaining to the division whose specified


transactions (involving the account codes specified) shall be viewed by the source divisions specified and also payment settled by the source(s).

Target Department Code Alphanumeric –12

Enter or attach the code pertaining to the department whose specified transactions (involving the account codes specified) shall be viewed by the source departments specified and also payment settled by the source(s).

NOTE: In the intermingling of payments, a target division / department may be the source for a different target division / department. For example, division X could be the target for division Y, but division X is the source for division Z.

Transaction code Alphanumeric –3

Enter or attach the transaction code by which the contra entry made at the target division / department is recorded through a journal entry.

IMPORTANT: The contra entry at the source is carried out through the transaction code that is input as menu parameter 1 at contra payment voucher generation and contra receipt voucher generation screens.


• Source Division Name – The name of the division corresponding the attached source division code is displayed here

• Source Department Name – The system displays the department’s name corresponding the attached source department code

• Target Division Name – The application RION displays the division’s name corresponding the attached source division code

• Target Department Name – The application displays the department’s name corresponding the attached source department code

• Transaction Name – The application displays the transaction name corresponding the attached (target) transaction code

Account details Intra company account in Source divn / dept This account indicates the transaction that is carried out in source division / department on behalf of the target division / department. As this account is in the source division / department it is debited and the bank account through which the payment is executed is credited.


Account details (Button) Click this button to open the VLAC block where the accounts, the division, department, analysis and activity codes to be affected by the contra transaction shall be entered. Alternatively, if only the main account entry is required then attach the account directly at the Main A/c field.

Main A/c Enter or attach the main account code in the source division / department that records the contra entry pertaining to the payment made for the target division / department. The main account name is displayed in the adjacent field.


Sub A/c Enter or attach the sub account code in the source division / department that records the contra entry pertaining to the payment made for the target division / department.


The sub account name is displayed in the adjacent field.


Enter or attach the source division that records the contra entry pertaining to the payment made for the target division. The division name is displayed in the adjacent field.


Enter or attach the source department that records the contra entry pertaining to the payment made for the target department. The department name is displayed in the adjacent field.

Analysis Code 1 (Anly cd-1) Enter or attach the source’s analysis code 1 that records the contra entry pertaining to the payment made for the target department. The analysis name is displayed in the adjacent field.

Analysis Code 2 (Anly cd-2)



Enter or attach the source’s analysis code 2 that records the contra entry pertaining to the payment made for the target department. The analysis name is displayed in the adjacent field.


Activity 1 and 2 Enter or attach the source’s activity code 1 and 2 that records the contra entry pertaining to the payment made for the target department. The activity names are displayed in the adjacent fields. Intra company account in Target Division/Department This account indicates the transaction that is carried out in source division / department on behalf of the target division / department. As this account is in the target division / department it is credited and the creditor account (or the expense) for which the payment is executed is debited.

Account details (Button) Click this button to open the VLAC block where the accounts, the division, department, analysis and activity codes to be affected by the contra transaction shall be entered. Alternatively, if only the main account entry is required then attach the account directly at the Main A/c field.

Main A/c Enter or attach the main account code in the target division / department that records the contra entry pertaining to its payments made by the source division / department.




Sub A/c Enter or attach the sub account code in the target division / department that records the contra entry pertaining to the payment made by the source division / department.


The sub account name is displayed in the adjacent field.


Enter or attach the target division that records the contra entry pertaining to the payment made by the source division. The Division name is displayed in the adjacent field.


Enter or attach the target department that records the contra entry pertaining to the payment made by the source department. The Department name is displayed the adjacent field.

Analysis Code 1 (Anly cd-1) Alphanumeric –12 Alphanumeric - 240


Enter or attach the target’s analysis code 1 that records the contra entry pertaining to the payment made by the source department. The Analysis Code description is displayed in the adjacent field.

Analysis Code 2 (Anly cd-2) Enter or attach the target’s analysis code 2 that records the contra entry pertaining to the payment made by the source department. The Analysis Code description is displayed in the adjacent field.

Activity-1 Enter or attach the target’s activity code 1 that records the contra entry pertaining to the payment made by the source department. The application displays the activity name in the adjacent field.

Activity-2




Enter or attach the target’s activity code 2 that records the contra entry pertaining to the payment made by the source department. The application displays the activity name in the adjacent field.


Contra Payment Approval As soon as the supplier code is input, the application displays all the pending bills from this supplier in the target(s) as well as the source companies.

Fig. 21 – Contra Payment Approval

Supplier code Enter or attach the vendor code for which all the pending bills (credits) shall be listed. The application displays the vendor’s name in the adjacent field.


NOTE: The pending bills listed for the vendor shall be with the source company also.

The application lists all the pending bills immediately, even without querying. The following details are displayed:

Company code – The company code pertaining to the vendor’s pending bill is displayed Transaction Code – The transaction code pertaining to the vendor’s pending bill Document Number – The document number against the transaction code pertaining to

the vendor’s pending bill that is listed. Document Date – The document date against the document number pertaining to the

vendor’s pending bill that is listed. Main Account – The main account code pertaining to the vendor’s pending bill that is

listed.


Division Code – The division code pertaining to the vendor’s pending bill that is listed. Department Code – The department code pertaining to the vendor’s pending bill that is

listed Currency Code – The currency code pertaining to the vendor’s pending bill that is listed Pending Amount – The pending amount in the transacting currency pertaining to the

vendor’s pending bill that is listed

Dr / Cr The application displays the debit / credit status pertaining to the vendor’s pending bill that is listed. It is always credit as long as money is pending for payment to the vendor.

Ok? Check the Ok check box against the listed bills for which you want to approve payment either fully or partially.

Adjusted LC amt

Alphanumeric

Number As soon as the Ok check box is checked against a listed bill, the application displays the pending amount. If you propose to make a partial payment against this bill, delete the displayed amount and re-enter the amount that you wish to pay.

Select All? Select this check box to choose payment on all pending bills that are listed below. This shall check all the Ok check boxes and displays the pending amounts in full at the adjusted amounts fields.


Total LC Amount The total of all the adjusted amounts against the bills chosen for payment is displayed in this field.

Total Invoice Amount The original bill amount against every line item when the focus (cursor) is on the line item is displayed in this field. This display is significant when the original bill has been partially paid and only the balance (pending) amount is displayed at Pending LC amount field.

Document Reference Date The document reference date against the line item (the vendor’s pending bill) in focus is displayed here. This data defaults from the transaction entry.

Document Due Date The application displays the document due date against the line item (the vendor’s pending bill) in focus. This data defaults from the transaction entry.

Company name The company name pertaining to the company code against the vendor’s pending bill that is in focus is displayed here.

Currency The currency name pertaining to the currency code against the vendor’s pending bill that is in focus is displayed here. The following details pertaining to the vendor’s pending bills are also displayed:

Main Account Sub Account Division Department Activity Code 1 and 2 Analysis Code 1 and 2

Document Reference

Numeric - 40

Numeric - 40

Date

Date

Alphanumeric –240

Alphanumeric –240

Alphanumeric –240 The application displays the document’s reference (defaulting from the transaction entry) against the vendor’s pending bill that is in focus.


Other Reference Alphanumeric –240

The application displays the other references (defaulting from the transaction entry) against the vendor’s pending bill that is in focus.

Approve (Button) Click this button to approve the payments against the selected bills to the extent of the specified amount. The application prompts you to confirm and if Ok is clicked then the process is complete. The same is notified to the user. The corresponding pending amounts against the processed vendor bills are changed.


Contra Payment Reversal As soon as the supplier code is input, the application displays all the approved payments related to this supplier irrespective of the company.

Fig. 22 – Contra Payment Reversal

Supplier code Enter or attach the vendor code for which all the approved payments towards his pending bills shall be listed. The application displays the vendor’s name in the adjacent field.


NOTE: The approved payments listed for the vendor shall be with the source as well as the target companies.

All the approved payments are listed immediately, even without querying. The following details are also displayed for each payment:

Company Code – The company code pertaining to the vendor’s approved amount that is listed. Transaction Code – The transaction code pertaining to the vendor’s pending bill from

which this approved amount is derived Document Number – The document number against the transaction code pertaining to

the vendor’s pending bill from which this approved amount is derived Document Date – The document date against the document number pertaining to the

vendor’s pending bill from which this approved amount is derived


Main Account – The main account code pertaining to the vendor’s approved amount that is listed. The name of the Main account is displayed in the ‘Main Account Name’ field. Division Code – The division code pertaining to the vendor’s approved amount that is

listed. The division name is displayed in the ‘Division Name’ field. Department Code – The department code pertaining to the vendor’s amount that is listed.

The department name is displayed in the ‘Department Name’ field. Currency Code – The currency code pertaining to the vendor’s approved amount that is

listed Approved Payment – The approved payment (amount) in the transacting currency

pertaining to the vendor’s pending bill that was listed in the contra payment approval screen.

Dr / Cr The application displays the debit / credit status pertaining to the vendor’s pending payment that is listed. It is always credit as long as money is pending for payment to the vendor.

Ok? Select the ‘Ok’ check box against the listed bills for which you want to reverse payment either fully or partially.

Reverse LC Amount As soon as the Ok check box is checked against a listed bill, the application displays the approved amount. If you propose to make a partial reversal against this payment, delete the displayed amount and re-enter the amount that you wish to reverse.

Select all? Select this check box to choose reversal on all approved amounts that are listed below. This shall check all the Ok check boxes and displays the approved amounts in full at the reversal amounts fields.

Total LC Amount The total of all the reversed amounts against the payments chosen for reversal is displayed here.

Total Invoice Amount

Numeric - 40

Numeric - 40

Numeric - 40 The application displays the original bill amount against every line item when the focus (cursor) is on the line item. This display is significant when the original bill has been partially paid and only the balance (pending) amount is displayed at Approved LC amount field.


Document Reference Date The application displays the document reference date against the line item (the vendor’s pending bill) in focus. This data defaults from the transaction entry.

Document Due Date The application displays the document due date against the line item (the vendor’s pending bill) in focus. This data defaults from the transaction entry.

Company name The company name pertaining to the company code against the vendor’s approved amount that is in focus is displayed here.

Currency The application displays the currency name pertaining to the currency code against the vendor’s approved amount that is in focus.

Document reference The application displays the document’s reference (defaulting from the transaction entry) against the vendor’s pending bill that is the base for the approved amount in focus.

Other reference

Date

Date

Alphanumeric –240

Alphanumeric –240

Alphanumeric –240

Alphanumeric –240 The application displays the other references (defaulting from the transaction entry) against the vendor’s pending bill that is the base for the approved amount in focus.

Reverse (Button) Click this button to reverse the approved payment amounts to the extent of the specified reversal amount. The application prompts you to confirm and if Ok is clicked then the process is complete. The same is notified to the user. The corresponding approved amounts against the processed vendor bills are changed. The contra payment approval screen may be referred to find the effect of the reversal.


Contra Payment Voucher Generation Contra Payment Voucher Generation process at the source company generates vouchers at the source as well as the target companies affecting the required accounts.

Fig. 23 – Contra Payment Voucher Generation

Supplier code Enter or attach the vendor code for which all the approved amounts towards his pending bills shall be listed for payment. The application displays the vendor’s name in the adjacent field.


NOTE: The approved amounts listed for the vendor shall be with the source as well as the target companies.

Main A/c Enter or attach the main account code in the source company that records the contra entry pertaining to the payment made for the target company.




Sub A/c Enter or attach the sub account code in the source company that records the contra entry pertaining to the payment made for the target company. The sub account name is displayed in the adjacent field.

Currency Enter or attach the code of the transacting currency underlying his pending bills to be settled. The currency name is displayed in the adjacent field. If there are any approved payment amounts pending for the supplier in the input currency then the application lists all the approved items automatically.

Payment Option Two options are available for payment, which are:

Normal – Handles payment against registered bills. On Account – Accepts the account details. Entries are generated accordingly.

Payment type Select one of the options – PDC, cheque, draft, or transfer depending on the mode of payment to the supplier. Choosing cheque or draft option requires an input at the adjacent Cheque/Draft number field.

Bank code Enter or attach the bank code through which all the approved amounts towards his pending bills shall be settled. The application displays the bank name in the adjacent field.

Auto/Manual In this field, enter the cheque generation type. It can be Automatic or Manual.

Account Number This field displays the Bank Account No of Main Account, Sub Account, Currency combination defined in the Bank Master.

Book Id

Alphanumeric

Alphanumeric

Alphanumeric

Radio Button





Enter or select the cheque book id defined in the bank master.

Beneficiary Name Enter the Beneficiary Name for the cheque in this field.

Due Date In this field, enter the due date of the cheque.

Cheque/Draft no Enter the cheque number (for cheque payment) or draft number (for payment through draft) through which you may settle your payments pending for the vendor.

Payment date Enter the date by which you shall make the payment. The application defaults the current date which you can change to the actual date of payment.

Total Approved Amount

Alphanumeric – 240

Date

Alphanumeric – 60

Date

Numeric – 40 The application displays the total of the payment-approved amounts that are chosen by clicking the ‘Select’ check box.

Voucher details All the approved and payment pending amounts for the vendor in the attached currency are automatically displayed.

Fig. 24 – Contra Payment Voucher Generation – Voucher Details

The following details are displayed in the Voucher Details tab:


Company Code – The company code pertaining to the vendor’s approved and payment pending amount in the attached currency Transaction Code – The transaction code pertaining to the vendor’s approved and

payment pending amount in the attached currency Document Number – The document number against the transaction code pertaining to

the vendor’s approved and payment pending amount in the attached currency Document Date – The document date against the document number pertaining to the

vendor’s approved and payment pending amount in the attached currency Main A/C – The main account code pertaining to the vendor’s approved and payment

pending amount in the attached currency Division – The division code pertaining to the vendor’s approved and payment pending

amount in the attached currency Department – The department code pertaining to the vendor’s approved and payment

pending amount in the attached currency Original Bill Amount – The original bill amount in the transacting (also the attached)

currency pertaining to the vendor. Approved Amount – The approved amount for payment against the bill amount pertaining

to the vendor

Dr / Cr The application displays the debit / credit status pertaining to the vendor’s pending payment that is listed. It is always credit as long as money is pending for payment to the vendor.

Select Select this check box against the listed approved amounts for which you want to make payment (and generate a voucher). The sum of all the amounts against the checked select boxes is displayed at “Total app amount” field at the header.

Select All? Select this check box to choose payment towards all approved amounts that are listed. This shall check all the Ok check boxes and displays the total at “Total app amount” field at the header.

Document Reference Date

Check box

Check box

Check box

Date The application displays the document reference date against the line item (the vendor’s approved payment) in focus. This data defaults from the transaction entry.


Document Due Date The application displays the document due date against the line item (the vendor’s approved payment) in focus. This data defaults from the transaction entry.

Company name The application displays the company name pertaining to the company code against the vendor’s approved amount that is in focus.

Document Reference The application displays the document’s reference (defaulting from the transaction entry) against the vendor’s pending bill that is the base for the approved amount in focus.

Other Reference

Date

Alphanumeric –240

Alphanumeric –240

Alphanumeric –240 The application displays the other references (defaulting from the transaction entry) against the vendor’s pending bill that is the base for the approved amount in focus.

Generate (Button) Click this button to approve payment towards the selected amounts thereby generating vouchers to the effect. The system prompts you to confirm and if Ok is clicked then the process is complete. The same is notified to the user. The corresponding vouchers generated against the processed approved bills are listed at the Tran details tab.

Transaction Details Vouchers to be generated at the source as well as the target companies are handled here.

NOTE: Contra voucher entry is made only when the bank account and the creditor account belong to different companies.


Fig. 25 – Contra Payment Voucher Generation – Transaction Details

The following details are displayed:

Transaction Code – The application displays the transaction code pertaining to the generated vouchers at the source as well as the transacting companies Document Number – The application displays the document number against the

transaction code pertaining to the generated vouchers at the source as well as the transacting companies Document Date – The application displays the document date against the document

number pertaining to the generated vouchers at the source as well as the transacting companies Description – The application displays the identification for the transaction entries

created.

On Account When the payment is on account, you capture the account details in this block.

NOTE: This tab is enabled only when the Payment Option is selected as On Account.

Fig. 26 – Contra Payment Voucher Generation – On Account


The user can enter the debit details in this block. The credit details are picked from the VLAC block.


Pay Batch Pay Batch allows you to make batch payment for a range of suppliers at a time. The application allows you to set up the criteria for Pay Batch and enables payment for a range of Control Account and Suppliers at a time. On a whole, Pay Batch can be grouped into the following processes:

1. Set up Pay Batch Code Number Generation 2. Define the Pay Batch Criteria. You can add more conditions to a Pay Batch, if needed. 3. Pull the pending bills based on the criteria defined for the Pay Batch. You can select the

bills to be included in a Pay Batch Generate payment voucher for all the bills included in the Pay Batch

Pay Batch Code Number Generation Pay Batch Code Number Generation allows user to define a setup to generate the Pay Batch code. Pay Batch Setup captures details such as start number and end number of the Pay Batch Code, Current number, and any Prefix or Suffix to the Pay Batch code. You also specify whether to left pad zeros to the Pay Batch Code and to include accounting year or not in the Pay Batch Code. This Setup is by company. The Company parameter PAY_BATCH_A determines whether the Pay Batch Code No. Generation is automatic or Manual. This Value of this parameter should be Y for automatic Pay Batch Code Number Generation.

Fig. 27 – Pay Batch Code Generation Setup


Start Number Enter the starting number for Pay Batch Code for your company.

End Number

Enter the ending number corresponding to the Pay Batch Code.

Current Number

Enter the number corresponding to the current Pay Batch Code.

Prefix

Enter the prefix to be added to the Pay Batch Code, if any.

Suffix

Numeric

Numeric

Number

Alphanumeric - 12

Alphanumeric - 12 Enter the prefix to be added to the Pay Batch Code, if any.


Left Padding

The Pay Batch Code can be padded with zeroes to so that the length of the Code remains constant. Check this option to add zeroes to the left of the number.

Include Accounting Year

Select this check box to include Accounting year in the Pay Batch Code.

Pay Batch Criterion with Criteria A Pay Batch criterion defines the conditions for pulling pending bills during batch payment. The Pay Batch Criterion Setup screen is divided into two parts, the header and the detail as shown below.

Fig. 28 – Pay Batch Criterion with Criteria Setup

Pay Batch Header Information The header part defines the Pay Batch code for which the criterion is being created. It also helps you to define the mode of payment, cheque generation type, and attaches a bank code.

Document Date Date

Enter the date on which the code is being generated.


Pay Batch Code Enter or select the Pay Batch code, which is defined during the Pay Batch setup.

Description Enter a description for the Pay Batch code and criteria being generated.

Mode of Payment Enter or select the mode of payment. It can be any of the following:

Cheque DD PDC Cash

Bank Code If the mode of payment is Cheque/DD/PDC, enter the corresponding bank code in this field.

Cheque Generation Type

Numeric

Alphanumeric

Alphanumeric

Alphanumeric

Alphanumeric Enter or select the cheque generation type from the following values.

A – Automatic M – Manual

Criteria Details In the detail part, you define the criteria to pull the pending bills. There can be multiple detail criteria for a Header Criterion. You can add any criteria to a Pay Batch as long as it is not confirmed. The system does not allow you to modify a Pay Batch criterion.

Fig. 29 – Pay Batch Criteria Setup – Criteria Details


From/To Control A/c In these fields, enter or attach the company’s control account pertaining to which the criterion is being created. This indicates the Control Account range.

From/To Supplier In these fields, enter or attach the code for the supplier whose transactions pertaining to the attached control account code. This supplier code indicates the suppliers’ list.

Pull by The application allows you to pull the pending bills by document date or due date of a transaction. Select the appropriate radio button that defines the date by which the pending bills are taken for a Pay Batch criterion. Options available are:

Document Date Due Date Outstanding Days

From/To Date Enter the period from which the pending bills are to be pulled for a Pay Batch.

Currency Code Enter or attach the currency code in which the transaction was done for the pending bills.

From/To Amount Enter the amount range in these fields for which the pending bills need to be considered for pulling into a Pay Batch.

Criteria Status

Alphanumeric – 12

Alphanumeric – 12

Date

Alphanumeric - 3

Numeric

Alphanumeric This field displays whether bills are pulled or not for a Pay Batch criterion.

Generate Click this button to generate the Criterion for the Pay Batch Code.


Pay Batch Criteria Append Detail Before confirming a Pay Batch, the user is able to add new criteria to an existing Pay Batch Code and pull the pending bills for that criterion. Multiple appends are possible only before the [pay batch is confirmed. The Pay Batch Criteria Addition to Generation of Details master is displayed below.

Fig. 30 – Pay Batch Append Criteria


Pay Batch Confirmation In Pay Batch Confirmation, the user needs to specify the bills to be included for payment. All pending bills, which fall under certain criteria for a Pay Batch Code, are pulled. Before confirming the Pay Batch, the application allows modification of payment amount against each pulled bill. In case advance has been given to the supplier, adjustment of the same against the payment amount is possible. If any amount remains after adjustment, the user pays that amount to the Supplier. The application supports partial advance adjustment. Once the user confirms the Pay Batch, the application does not allow appending of criteria. The Pay Batch Confirmation Screen is displayed below.

Fig. 31 – Pay Batch Details Confirmation

Pay Batch Code Enter or select from LOV the Pay Batch code defined in the Pay Batch setup.

Pull Bill Details Click this button to pull the pending bill details for the Pay Batch code specified. The pending bills are displayed in the detail part as per the Criteria defined for the Pay Batch Code.

Confirm Pay Batch

Alphanumeric - 12

Button

Button Once vouchers are pulled and bills adjusted, click this button to confirm a Pay Batch. Confirming a Pay Batch leads to Pay Batch Voucher generation. The application displays the following:


Document number Pay batch description Pay batch status

Pending Bill Details This tab displays details of bills pending for payment falling under the specified Pay Batch criterion. The Pending Bill Details tab is displayed below.

Fig. 32 - Pay Batch Confirmation – Pending Bill Details

The application displays the following details:

Document number Applicable currency Foreign and local amounts Adjusted advance amount Main and Sub account details Division and department details Document reference Other references Document Date Due Date

Pay FC Amount Enter the payment amount against the pending bill in foreign currency. Pay FC Amount = FC Amount – Adjusted Advance Amount

Pay LC Amount

Numeric

Numeric Enter the payment amount against the pending bill in local currency.


Pay LC Amount = LC Amount – Adjusted Advance Amount

Include? Check box

Select this check box to include a pending bill in the specified Pay Batch. When a bill is included, the application verifies any advances paid to the supplier against the pending bill. If advance is paid, the system displays a message as shown below.

Click the ‘OK’ button to adjust the advances with the pending bill. The system displays all the unmatched advances for the supplier. The screenshot for the adjustment window is shown below.

The header part of the above window displays the pending bill details against which advanced adjustments are made. The detail part displays all the advances existing for the particular supplier. Partial advance adjustment is allowed. It is possible that an advance amount span more than one bill or multiple advances can be adjusted for a single bill. Select the ‘Include?’ check box against each advance to be adjusted with the bill. Click the ‘Save’ button to allow the application to display the adjusted FC amount in Adjusted FC Amount field.

Totals In this tab, the application displays details of the approved payment amount. The Totals tab is displayed below.


Fig. 33 – Pay Batch Confirmation – Totals

The application displays the following details:

Supplier code Foreign currency amount Local currency amount Approved amount Outstanding amount


Pay Batch Voucher Generation Once a Pay Batch is confirmed, it is essential to generate vouchers corresponding to the pending bills. Cheque number generation and Pay Batch voucher generation for the included pending bills is done through Pay Batch Voucher generation. The application handles FOREX generation if there is any change in the exchange rates for the transaction currency from bill date to Pay Batch voucher generation date. The Pay Batch Voucher Generation screen is displayed below.

Fig. 34 – Pay Batch Voucher Generation

Pay Batch Code Enter or select from LOV the Pay Batch code defined in the Pay Batch setup. Once the code is entered, the application displays the following details:

Document date Pay batch description Pay batch status Mode of payment Cheque generation type Code of the cheque-issuing bank

Generate Voucher

Alphanumeric-12

Button Click this button to generate payment voucher corresponding to the bills displayed.


Voucher Details This tab displays details of bills confirmed for payment for the Pay Batch Code selected in the header block. The Voucher Details tab is displayed below.

Fig. 35 – Pay Batch Voucher Generation – Voucher Details

Bank A/c Number Enter or select from LOV the Bank Account number from which payment is to be made to the Supplier. Based on the Bank Account number, the application displays the Main Account, Sub Account, division and department mapped to the Bank Account. The application displays the following details pertaining to the payment bill:

Transaction currency Supplier code and name Foreign currency amount Local currency amount

Cheque Book Id Enter or select from LOV the Cheque book-id to generate the cheque number. A unique cheque number is generated for each supplier.

NOTE: Cheque number is generated only if the generation type is set as Auto at Pay Batch Criterion level. Otherwise, the user needs to enter the cheque number manually.

Cheque/DD Date Enter the date on which the Cheque or DD to be issued to the supplier.

Invalidate Cheque

Alphanumeric-12

Alphanumeric

Date

Button


If you do not want to issue the cheque, click this button to invalidate the cheque. When you invalidate a cheque, the particular cheque number cannot be used further.

Cheque/DD Number Enter or select from LOV the cheque number generated for payment if cheque number generation is manual.

Generated Voucher Details The Generated Voucher Details are displayed here.

Payee Name Enter the Payee name that corresponds to the payment.

Narration

Alphanumeric

Alphanumeric

Alphanumeric

Alphanumeric Enter addition information related to payment, if any.


Matching and Unmatching

Open Entry Outstanding Set Up The open entry outstanding set up is used during setting up the application. All your accruals or bank payments recorded through your legacy system and waiting to be matched are entered into the application through this set up. Once the data are entered they are ready for matching through Open Entry Matching at AP Transactions. You need specify in the Main Account Master at GL, whether open entry balances have to be maintained for an account. For such accounts it is not only necessary to enter the account balances, but also the unmatched open entry documents at the time of set-up. To ensure accurate entries, the following verification process is recommended. Enter opening balances of main and control accounts using the Opening Balances Entry in GL. Enter opening balances for sub accounts as well. Be sure to provide the required break-up by division / department / analysis / currency codes as per your requirement. Print and verify the main accounts’ Trial Balance. Correct errors and repeat until you have an accurate main accounts’ Trial Balance. Print and verify the sub accounts’ Trial Balance. Correct errors and repeat until you have an accurate sub accounts’ Trial Balance. Enter open entries for the sub accounts, which provide the break-up by document for the opening balances of sub accounts. Print Age Analysis Summary (report) and crosscheck the figures with the sub accounts’ Trial Balance. In case of any discrepancy, print the Detailed Age Analysis report and verify individual entries. The screenshot is displayed below:


Fig. 36 – Open Entry Outstanding Setup

Transaction Code Enter or select the transaction code of the outstanding document.

Document Number The document number of the invoice or bank payment voucher number from the legacy system is input.

Serial Number Enter a serial number; the default value to start with is 1. The number uniquely identifies the entry.

Document Date Enter the document date pertaining to legacy data and this date must be less than the current date.

Due Date Enter the date on which the credit entry (on vendors) is due. The date entered must not be prior to the document date. This is displayed as Document Date at Open Entry Matching.


Main Account Code Enter or select a valid control account code where the Open Entry option is enabled (Main Account Master at GL).

Sub Account Code Enter or select a valid sub account code for the control account code entered in the previous field.

Division Code Enter or select the division code associated with the open entry enabled account.

Department Code Enter or select the department code associated with the open entry enabled account.

Analysis Code 1 Enter or select a valid analysis code 01 associated with the open entry enabled account.

Analysis Code 2 Enter or select a valid analysis code 02 associated with the open entry enabled account.

Currency Enter or select a valid currency code applicable for the entry.

FC Amount (Foreign Currency) Enter the foreign currency amount if the transaction has happened in the non-base currency. If the transaction was in the base currency then the base currency amount is displayed.

INR Amount (Indian Currency) Enter the transaction amount in base currency. If the transaction was in a foreign currency The system displays the equivalent Indian currency based on the exchange rates prevailing during the date entered as Document date. If this rate is not available in the system, you are required to enter this amount.

Credit


Select the check boxes if the entry is a credit entry or clear if the entry is a debit entry.

Document Reference Enter all document reference pertaining to the open entry data entered. If you are entering a PDC sent to your vendor, capturing the cheque number here could serve as a reference.


Cross Control Account Setup Matching can be done between a debit entry of a supplier and a credit entry of a supplier or a debit entry of a customer and a credit entry of customer. This is done to know the exact outstanding of the supplier or customer. Debit entries of a supplier/customer are recorded in one control account and credit entries in another control account. To enable matching between these two control accounts Cross Control Account Setup screen is used to setup the relationship between the two control accounts. If the supplier credit entry (from invoice) and supplier debit entry (payment entry) are having different control accounts and set up is made to match between these control accounts, cross control matching can be done to match these records. In this case, matching is done in Advance adjustment in pay batch entry and the invoice entry adjustment over advance entry. NOTE: If the set-up is made between debtors control account to creditors control account, then the matching can be done between debtors to creditors.

Fig 37 – Cross Control Account Setup

Control Account/Description/Short Description Enter or select the Control A/c for which the Cross Control Setup is done. For example, if you setup a cross control relationship for one Debtors Control account to a set of Creditors Control accounts, enter the Debtors control account code in this field. For each control account in the header, multiple control accounts can be attached in the detail block. The matching happens between the control accounts defined at header and detailed level.

Alphanumeric –12/240/30

The LOV displays the account codes, which are defined in the main account master. The Description and Short Description for the control account are displayed in the adjacent fields.


Transaction Code Enter the transaction code that refers to the posting transaction for cross control matching in GL. This transaction code is defined in the Transaction Code master.

Freeze Select this check box to indicate that once the code is frozen it is not considered a valid code for carrying out transactions using this setup.

Control Account In this tab you enter control accounts for which matching is to be done with the control account defined at the header. You can attach more than one control account here.

Fig. 38 – Cross Control Account Setup – Control Accounts

Control Account

Alphanumeric –12

Alphanumeric –12 Enter or select the Control Account code Control Account, which is attached to the Control Account defined at the header block. These account codes are taken from the Main Account Master. The Description for the account code is displayed in the adjacent field.


Write-Off Setup In the write off setup, you define currency wise round off amount for each control account. When the outstanding amount of a supplier or customer is below or equal to the amount specified in the Write-off setup for the respective supplier/customer control account, then the system generates an entry and knock off (matching) the outstanding amount.

NOTE: Round-off parameter should be set at company parameter level. Transaction code and main account should be given at company parameter level.

Fig. 39 – Write-Off Setup

Control Account Enter or select the account code corresponding to the control account for which currency-wise round off is to be defined. In the LOV, the application displays the codes, which are defined in the main account master. The Description and Short Description for the Control Account are displayed in the adjacent fields.

Transaction Code

Alphanumeric –12

Alphanumeric –12 Enter the transaction code that refers to the posting transaction for Round-off entry in GL. This transaction code is defined in the Transaction Code master.

A/C Details


Click the A/C Details button after selecting or entering each combination of customer, group, transaction, and currency ranges to view fields where the account details and the related information are recorded in respect of the Write-off account.

Main A/c In the Main Account field, enter or select from List of Values a valid main account code. The list of valid main account codes is displayed from the Main Accounts master. The name of the main account is automatically displayed in the adjacent field.

Sub A/c The Sub Account field becomes mandatory when Main Account is a control account. Leave the field blank when Main Account is not a control account. In the Sub Account field, enter or select from List of Values the sub account code. The list of values displays only those sub account codes corresponding to the main account code entered in the Main Account field. The name of the sub account is automatically displayed in the adjacent field.

Division In the Division field, enter or select the division code from List of Values. The name of the division is automatically displayed in the adjacent field.

Department In the Department field, enter or select from List of Values the department code. The list of values displays only those department codes corresponding to Division Code. The name of the department is automatically displayed in the adjacent field.

Analysis Code 01

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12


In the Analysis Code 01 field, enter or select from List of Values the analysis code 01. The name of the analysis code is automatically displayed in the adjacent field.

Analysis Code 02 In the Analysis Code 02 field, enter or select from List of Values the analysis code 02. The name of the analysis code is automatically displayed in the adjacent field.



Freeze Select this check box to indicate that once the code is frozen it is not considered a valid code for carrying out transactions using this setup.

Currency-wise Write Off In this block, enter the currency codes and round-off codes, which are attached to the Control Account in the header.

Fig. 40 – Write Off – Currency-wise write-off

Currency Code Enter the currency code, which is to be attached to the control account for round off. The values are taken from the Currency Master. The currency description is displayed in the adjacent field.

Round-off Code

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric – 12

Alphanumeric –12

Alphanumeric –12


Enter the Round-off Code which determines the rule for rounding off the amount for the Control Account specified at the header. The system rounds off any outstanding amount less than the amount, which is defined in the Round-off Rule master for the specified round-off code. The Round-off Code Description is displayed in the adjacent field. For more details, refer Round-off Rule Code master.


Open Entry Matching Process A – neglecting accruals: As you receive supplies from the vendor you cost them leading to crediting the vendor account. You make a payment by passing a voucher entry through General Ledger module. You may receive the corresponding bill from the vendor at a later date. Ultimately when you look at the vendor accounts there may be a list of payables on one side and another list of payments on the other side. The totals on the credit and debit sides may match. Still you need to map the payables accurately with the payments. This is accomplished through Open Entry Matching. GRN -> GL transaction entry and processing (Payment) -> GL transaction entry and processing (Expense/Variance) -> Open entry matching. Process B: You cost the purchases and credit an accrual for the vendor. During registration of bills from the vendor you knock off the accrual and credit your vendor account. After approval, you could pass a voucher entry to settle your payables. You need to exactly match your payments to the credit entries on your vendor. Thus the credits and debits on your vendor account are matched. Again an Open Entry Matching is required. GRN -> Bill registration -> Accrual-Expense/Variance link -> Payment -> Open Entry Matching. There are two blocks in the matching screen. The “header” block displays details either the credit or the debit side of an account. The “detail” block displays details of the complementary side of the account that is matched against the base side. The application matches entries for the control account, sub account and currency combination i.e., if your accrual is in a particular currency then the payments listed for matching also belong to the same currency.

NOTE: Matching can be done either on-line, i.e. while entering a transaction which is done at

Bills Registration where the debit and credit sides of accrual a/c is matched, or later explicitly using the Open Entry matching option Before beginning the matching process you must ensure that the voucher entry has been

passed Cross Control matching is enabled only when the menu parameter 4 of Open Entry

Matching screen is set to Y To write-off any amount during matching, enter the write-off transaction code as menu

parameter 3 of Open Entry Matching screen The screenshot of Open Entry Matching is displayed below:


Fig. 41 – Open Entry Matching

Account Code Enter the account code for the Control Account from which records are considered for Matching. For example, you need to match the entries for accounts from one Customer. In this case, select the Debtors control account code where the customer’s account is defined as a sub account. These values are taken from the Main Account master.

NOTE: This field is disabled when cross control account matching is enabled for Open Entry matching screen.

Sub Account Code Enter the account code pertaining to the sub account for the Debtor/Creditor whose documents are considered for matching.

NOTE: In the case of cross control account matching, enter the sub account pertaining to the Debtor/Creditor whose documents are considered for matching. The matching is done only when the Cross Control Account setup is defined for the respective control accounts.

Division Code

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12 Enter the Division code corresponding to which the documents are being pulled for matching.


Department Code Enter the Department code corresponding to which the documents are being pulled for matching.

Analysis Code 1 and 2 Enter the Analysis Code 1 and 2 corresponding to which the documents are being pulled for matching.

Currency Code Enter the currency code for the currency through which transactions are performed in the documents being matched.

Debit/Credit

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12

Option Button Select the type of documents that need to be displayed at the header block for the accounts specified. If you select Debit, debit entries are displayed at the header and corresponding credit entries and displayed in the detailed block. When Credit is selected for the document type, debit entries are displayed in the detailed block.

Pull Click the Pull button to retrieve all documents for the specified account. When Debit is selected as the document type, document with debit entries for the particular account are displayed as shown below, where the Cr check box is cleared. The corresponding credit entries for the document can be viewed in a separate block, where Cr check box is selected.


The document block displays the debit and credit transactions pertaining to the account selected. The following details are displayed:

Document Number – The transaction code and document number pertaining to the transaction Document Date – The date on which the transaction was performed Currency Code – The code corresponding to the currency through which the transaction

was done FC Amount – The transaction amount in foreign currency LC Amount – The transaction amount in local currency Balance FC Amount – The balance amount in foreign currency if partial payment/receipt

was made for the transaction Balance LC Amount – The balance amount in local currency if partial payment/receipt

was made for the transaction Credit – Selected if the entry for the specified account is a credit entry, otherwise this

check box is cleared The Total FC Amount, Total LC Amount, and Total Adjustment Amount are displayed in the respective fields. The document details block in the bottom consists of the details of either debits or credits that are matched with the credit or debit in the header. The details of the documents that are selected for matching belong to the same control account, supplier code combination (i.e., the same vendor). The matching of the payment with the corresponding invoices (one or more) is to narrow down the pending payments on the invoices. The pending documents shall be settled through a payment by making another voucher entry. For example, when an accrual is to be matched against the list bank payment document, select the accrual from the list of entries by placing the cursor on the accrual. Allocate full or part of the


payment (as is the case) and the application displays the balance in the adjacent field, which is the balance payment available for matching with another accrual.

Adjustment Amount When you click the ‘Ok’ button against each document, the balance amount is defaulted in this field. This is the amount that is considered for matching between the debit and credit entries. You can enter an amount, which is less than or equal to the balance amount.

Ok Select this check box to choose a document for matching. You can select any number of documents on the credit side to match with any number of documents on the debit side. The following fields are displayed when you select any document:

Control Account Division Code Department Code Analysis Code 1 and 2 Activity Code 1 and 2

Write-off Amount The write-off amount after matching is displayed here as per the Write-off code.

Write-off Code

Numeric - 40

Check box

List box When there is any balance amount after matching the debit and credit entries, the write-off amount is displayed in the Write-off amount field. In the Write-off code, select the code, which determines the rounding off for the amount. Based on the Write-off code, the system automatically passes the write-off entry. Press tab to enter the account details for the Write-off amount. Enter the account details in the VLAC block as displayed below:

For more details, refer Round off Rule master.


The following fields are displayed when you select any document:

Control Account Division Code Department Code Analysis Code 1 and 2 Activity Code 1 and 2

.


Unmatch Open Entry Matched Unmatching an open entry matched involves choosing the matched entries pertaining to a sub account that are displayed on the screen. Unmatch by just clicking the check box adjacent to the matched entry. If you realize at a later date that the entries you have matched are incorrect you could use this option to undo a previous matching.

Fig. 42 – Open Entry Unmatching

Pull By Criteria Select the type of documents matched for the period. Press Enter or Tab key to view matched documents below the criteria. The following details are displayed:

• Document Number • Document Date • FC Amount • LC Amount • Matched FC Amount • Matched LC Amount

OK Select the OK check box against the document, which is to be un-matched.


Unmatch Selected Entries Click this button to un-match the selected documents. All matching entries are reverted for the documents.


Write-off Processing This process is used for rounding off the entries. In the round off master you define control account-wise and currency wise round off amount. If the outstanding of a supplier or customer falls below or equal to the amount specified in the round off master, then the system generates an entry and knock off (matching) the outstanding amount. When the company parameter RND_OFF_SET is set to Automatic (A), the amount is transferred to the Round-off account after the write-off processing.

Fig. 43 – Write-off Processing

From/To Date Enter the range of date from which the documents are considered for write-off process.

Main Account Code Enter the Control account code from which Sub accounts are considered for write-off process.

From/To Sub Account Code

Date

Alphanumeric - 12

Alphanumeric - 12 Enter the Sub Account range for which documents are taken for write-off process.


Currency Code Enter the code corresponding to the currency through which transactions are done in the selected documents.

Write-off Code Enter or select the Write-off code based on which the write-off process is done.

Maximum Write-off Amount Based on the selected Write-off code, the maximum write-off amount is displayed in this field.

Write-off Transaction Code

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12 Enter the transaction code that refers to the posting transaction for Round-off entry in GL. This transaction code is defined in the Transaction Code master

View Details Click this button to view details of documents, which are considered for Write-off processing.


Complete Processing Click this button to post the Round-off entries to the Round-off account. When the Write-off processing is successful, a message is displayed as shown below.

View Write-off Details Click this button to view the write-off process details. The process details are displayed as shown below.


FOREX Adjustment Processing Foreign exchange arises if there is a difference of amount between the payment/receipt and invoice during base currency conversion, even though the transaction currency is same. During the matching process, the FOREX is calculated. The actual entry generation for FOREX is done using the FOREX Adjustment Processing or during month closing of accounts. This process takes the amount calculated by the matching process and creates the entry for FOREX generation.

Fig. 44 – FOREX Adjustment Processing

The Company Code and Company names are displayed when you open this screen.

As on Date Alphanumeric - 12

Select the date until which the documents are considered for FOREX Adjustment Processing. The accounting period is displayed in the adjacent fields. Click Save to create the FOREX entries.


Inter Unit Transfer A company can have more than one business unit to ease its business operations. The system allows transacting between different units of the same company. For example, payment for miscellaneous expenses such as electric charges and travel allowances are made in one business unit and the entry for the same passed to another unit of the same company. Inter Unit transaction is done to process these debit or credit entries that take place at different units. The unit, which makes payment on behalf of another unit, is termed as Source, and the unit for which the payment is done is Target. In the Inter Unit Transaction setup, define accounts involved at the Source and Target units for Inter Unit transactions. Inter Unit transactions generate vouchers at the source as well as the target unit affecting the required accounts.

Inter Unit Transfer Setup A company can have more than one business unit to ease its business operations. The system facilitates transactions between different units of a same company. For example, payment for miscellaneous expenses, such as electric charges and travel allowances, are made in one business unit and the entry for the same is passed to some other unit of the same company. This Inter Unit transaction is done to process the debit or credit entries that take place at different units. The unit that makes payment on behalf of another unit is termed as Source, and the unit for which the payment is done is Target. In Inter Unit Transaction Setup, you define accounts involved at Source and Target Units for Inter Unit Transactions.

Fig. 45 – Inter Unit Transfer Setup


Source Divn Code Alphanumeric –12

In the Source Division Code field, enter or select the code pertaining to the division of the unit used to view transactions of other units and pay on their behalf.

Source Dept Code Alphanumeric –12

In the Source Department Code field, enter or select the code pertaining to the department used to view transactions of other departments (involving the specified account codes) and pay on their behalf.

NOTE: In the intermingling of payments, a source division or department is the target for a different source division or department. For example, A is the source for B and a target for C.

Target Divn Code In the Target Division Code field, enter or select the code pertaining to the division whose transactions, involving account codes, is viewed by the specified source divisions. Payment is settled by the source(s).

Alphanumeric –12

Target Dept Code Alphanumeric –12

In the Target Department Code, enter or select the code pertaining to the department whose specific transactions, involving account codes, is viewed by the specified source departments. Payment is settled by the source(s).

NOTE: In the intermingling of payments, a target division or department is the source for a different target division or department. For example, X is the target for Y and the source for Z.

Transaction Code Alphanumeric –3

In the Transaction Code field, enter or select the transaction code by which the Inter Unit entry made at the target division or department is recorded through a journal entry. The following fields are displayed:

• Source Division Name – The name of the division corresponding the attached source division code is displayed here

• Source Department Name – The system displays the department’s name corresponding the attached source department code

• Target Division Name – The application RION displays the division’s name corresponding the attached source division code

• Target Department Name – The application displays the department’s name corresponding the attached source department code

• Transaction Name – The application displays the transaction name corresponding the attached (target) transaction code


Account Details Inter Unit Account in Source Division or Department You define the debited account in the source division or department. The bank account through which the payment is executed is credited.

Accnt Details (Button) Click the Account details button to open the VLAC block to enter the accounts and the division, department, analysis, and activity codes affected by the Inter Unit transaction. Alternatively, if only the main account entry is required, attach the account directly at the Main Account field.

Main A/c In the Main Account field, enter or select the main account code in the source division or department that records the Inter Unit entry pertaining to the payment made for the target division or department. The name of Main Account is displayed in the adjacent field.


Sub A/c In the Sub Account field, enter or select the sub account code in the source division or department that records the Inter Unit entry pertaining to the payment made for the target division or department. View the name of Sub Account in the adjacent field.


Division In the Division field, enter or select the source division that records the Inter Unit entry pertaining to the payment made for the target division. View the division name in the adjacent field.


Department In the Department field, enter or select the source department that records the Inter Unit entry pertaining to the payment made for the target department. View the department name in the adjacent field.


Anly cd-1 In the Analysis Code 1 field, enter or select the analysis code 1 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the analysis name in the adjacent field.



Anly cd-2 In the Analysis Code 2 field, enter or select the analysis code 2 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the analysis name in the adjacent field.

Activity-1 In the Activity-1 field, enter or select the activity code 1 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the activity name in the adjacent field.

Activity-2 In the Activity-2 field, enter or select the activity code 2 that records the Inter Unit entry pertaining to the payment made for the target department. This code is of the source. View the activity name in the adjacent field.





Inter Unit Account in Target Division or Department You define the credited account in the target division or department. The creditor account for which the payment is executed at the source is debited.

Account Details (Button) Click the Account details button to open the VLAC block to enter the accounts and the division, department, analysis, and activity codes affected by the Inter Unit transaction. Alternatively, if only the main account entry is required, attach the account directly at the Main Account field.

Main A/c In the Main Account field, enter or select the main account code in the target division or department that records the Inter Unit entry pertaining to its payments made by the source division or department. View the name of the main account in the adjacent field.


Sub A/c In the Sub Account field, enter or select the sub account code in the target division or department that records the Inter Unit entry pertaining to the payment made by the source division or department. View the name of the sub account in the adjacent field.


Division In the Division field, enter or select the target division that records the Inter Unit entry pertaining to the payment made by the source division. The division name is displayed in the adjacent field.


Department In the Department field, enter or select the target department that records the Inter Unit entry pertaining to the payment made by the source department.


The application displays the department name in the adjacent field.

Analysis Code 1 and 2 In the Analysis Code 1 and Analysis Code 2 fields, enter or select the analysis code 1 that records the Inter Unit entry pertaining to the payment made by the source department. This code is of the target. View the analysis name in the adjacent field.



Activity 1 and 2 In the Activity 1 and Activity 2 fields, enter or select the activity code 1 that records the Inter Unit entry pertaining to the payment made by the source department. This code is of the source.



Inter Unit Transaction Inter Unit Transactions generates vouchers at the source as well as the target unit affecting the required accounts.

Fig. 46 – Inter Unit Transaction

Document Date In the Document Date field, enter the date on which the transaction is recorded.

Source Division Code In the Source Division Code field, enter or select the code pertaining to the division of the unit that makes payment for transactions of an other unit.

Source Department Code In the Source Department Code field, enter or select the code pertaining to the department of the unit that makes payment of for transactions of an other unit.

Target Division Code

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12

Alphanumeric - 12


In the Target Division Code field, enter or select the code pertaining to the division whose specified transactions are viewed and payment settled by the source.

Target Department Code Alphanumeric - 12

In the Target department Code field, enter or select the code pertaining to the department whose specified transactions are viewed and payment settled by the source.

Voucher Details Click the Voucher Details tab to view pending transactions in units for which debit or credit entries are to be passed in accounts and voucher generated.

Fig. 47 – Inter Unit Transaction – Voucher Details

Company Code In the Company Code field, view the company code pertaining to the business units involved in the transaction.

Tran Code In the Transaction Code field, view the transaction code pertaining to the payment made.

Document Number In the Document Number field, view the document number against the transaction code pertaining to the payment made.

Document Date

Alphanumeric –12

Alphanumeric –3

Number

Date In the Document Date field, view the document date against the document number pertaining to the payment made.


Main A/c In the Main Account field, view the main account code pertaining to the payment.

Division In the Division field, view the division code pertaining to the payment.

Department In the Department field, view the department code pertaining to the payment.

FC Amount

Alphanumeric –12

Alphanumeric –12

Alphanumeric –12

Numeric In the FC Amount field, view the amount for payment pertaining to the unit in Foreign Currency.

Dr / Cr In the Debit/Credit field, view the debit or credit status pertaining to the listed payment. By default, it is credit as long as money is pending for payment to an other unit.

Select Choose the Select check box against the listed approved amounts for which you create entries and generate a voucher.

Reject Select the Reject check box if you do not generate voucher for a transaction of the target unit. The transaction is then cancelled from the list of Inter Unit transactions and is not kept pending. The following fields are also displayed:

• Company Name – Displays the company name pertaining to the company code against the transaction in focus

• Main Account Name – Displays the main account name pertaining to the main account code against the transaction in focus

• Sub Account Name – Displays the sub account name pertaining to the sub account code against the transaction in focus

• Division – Displays the division name pertaining to the division code against the transaction in focus

• Department – Displays the department name pertaining to the department code against the transaction that is in focus

• Document Reference – Displays the reference of the document (from the transaction entry) against the payment that is the base for the amount in focus


• Other Reference – Displays he other references (from the transaction entry) against the payment that is the base for the amount in focus

• Analysis Codes 1 and 2 – Displays the analysis name pertaining to the analysis code 1 (if captured at the transaction) against the amount that is in focus

• Activity Code 1 and 2 – Displays the activity name pertaining to the activity code 1 (if captured at the transaction) against the amount that is in focus

Details Click the Details button to view and enter Debit Account Details for each transaction.

NOTE: The Inter Unit Transaction entry is made only when the bank account and the creditor account belong to different units.

Vouchers Click the Vouchers button to view vouchers generated at the source as well as the target units.

The following details are displayed for each voucher generated:

• Transaction Code (Tran Code) – Displays the transaction code pertaining to the generated vouchers at the source as well as the transacting units

• Document Number (Doc No) – Displays the document number against the transaction code pertaining to the generated vouchers at the source as well as the transacting units

• Document Date (Doc Date) – Displays the document date against the document number pertaining to the generated vouchers at the source as well as the transacting units

Generate Click the Generate button to approve entries towards the selected amounts in the detail part. This generates vouchers, and to confirm and complete the process, clicks the OK button at the prompt.


Queries The Queries enable you to obtain on-line information regarding the balances and the transaction details of the accounts and the sub accounts. Pertaining to the AP module you can use this facility to view the unmatched debits and credits on individual vendor accounts (sub account). The PDCs issued are also displayed to help you match these against pending credits. An age wise break up (pending days) is also displayed.

Open Entry Status Query The Open Entry Status query is used to check the current status of any of the Open Entry Accounts, and display the outstanding transactions; account balances and any PDCs issued affecting such accounts. The Open Entry Status Query screen is displayed below.

Fig. 48 – Open Entry Status Query

Main Account Code Enter or select the open entry account's control account code. The applicable accounts are either Accrual A/C or Creditor A/C (Category CR and open entry box clicked at Main Account Master at GL).

Sub Account Code

Alphanumeric –12

Alphanumeric –12 Enter or select the sub account code corresponding to the control account. The sub account code selected is the Vendor A/C.


As of Date Date

Enter or select a date till which you can view the outstanding details of the sub account.

Credit Limit The credit limit allowed to us by the vendor is displayed here. This data is specified in the Supplier Master at Purchases module.

Aging Slots Based on the reference document dates, the outstanding are displayed in the appropriate ageing slots. The outstanding days are calculated through As of Date minus the Document Date.

Transaction Code The transaction code of the selected transaction type is displayed here and this is a unique value that pertains to each transaction.

Document Number The document number of the pending transaction is displayed.

Document Date The document date of the selected transaction is displayed here.

Reference The document reference if any is displayed here.

Original Amount The original amount as on the reference document is displayed here.

O/S DR The outstanding debit amount, for the unpaid document, is displayed.

O/S CR The outstanding credit amount of the unpaid document is displayed here .Any receipts not allocated (kept on account) are shown as unadjusted credit.


PDC Matched The PDC that is matched against the transaction specified is displayed here.


Gross The gross amount on the reference document is displayed here.

Total The totals of debits and credits are displayed.

PDC Number The PDCs that were issued to the particular sub account are displayed here. The PDC no pertains to the post-dated cheque number.

Due date The date on which the PDC may be submitted is displayed here.

Drawn on Bank The bank on which the PDC was drawn is displayed here.

Amount The amount that can be drawn through the PDC is displayed here.

Reference The reference that pertains to the PDC if present is displayed here.

Recd Date (Receipt date) Not applicable to AP.

Net The running totals for outstanding debits and credits are displayed.

Total The total amount of debits and credits is displayed.

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