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Accounts Payable Invoicing

Invoice details for exporting to the Account Payable module of the accounting software are created when Purchase Order items are received into ProfitSystem®.

When receiving a PO item, ProfitSystem® will display the Invoice detail screen automatically and complete most of the data fields itself. The data which must entered is the total merchandise amount for the entire invoice (not just the one item that is being received) and the non-discount amount (if any, i.e.: freight charges). ProfitSystem® will automatically calculate discount amounts and due dates based on the vendor terms and discount percentage previously entered for each vendor.

If you need to edit an existing, UN-EXPORTED invoice, you may do so through the Invoice form (INVOICE form), located at Main->Housekeeping->Accounting Integration->Invoices.

Invoice exporting procedures

  1. Before exporting your invoices, you may wish to edit them, if necessary. As mentioned above, you may edit an existing invoice, provided you have not already exported it. You may do this on the Invoice form (INVOICE.)
  2. The Invoice form allows changes to an existing invoice or add an invoice from scratch by clicking the Add button. Invoice details may be printed using the Invoice report (RP_INV) located at Main->Housekeeping->Accounting Integration->Invoices Export Report. This report may be run for the received date period you specify. You may specify to print only those invoices from a specific vendor, and you may also choose to print only those invoices that have or have not been exported.
  3. If the invoice displayed on the screen has already been exported the export date will appear on the form. Remember: Exported invoices may not be edited.
  4. Once you are satisfied with the entered invoices, you are ready to EXPORT the invoices to your accounting program. First, go to the Export Accounting Transactions form, located at Main->Housekeeping->Accounting Integration->Export AP/GL. This form will first display the total dollar amount of ALL the invoices and all the general ledger transactions it will be exporting. Many shops will reconcile this total to an audit trail before proceeding with the export.
  5. If satisfied check the checkbox next to the invoices total to proceed. The exact details for each accounting program are shown below.
  6. Start the accounting program and import the file created by ProfitSystem.

QuickBooks 2001

Next, the system will inform you if an export file already exists from a previous export (Note: This will not appear during your very first export). Make sure you have already imported the previous export file into you accounting program and answer “Yes” to overwrite the old file. This will create an ASCII export file. The file name will be PURCHASE.CSV and will be created in the folder specified in the Accounting set-up form.

QuickBooks Pro 2005 and later

ProfitSystem will export one invoice for the merchandise total, and a separate invoice for the non-merchandise. These invoices will be added directory to the company file for QuickBooks. No other import step is required.

Peachtree

Next, the system will inform you if an export file already exists from a previous export (Note: This will not appear during your very first export). Make sure you have already imported the previous export file into you accounting program and answer “Yes” to overwrite the old file. This will create an ASCII export file. For Peachtree Accounting the file name will be PURCHASE.CSV and will be created in the folder specified in the Accounting set-up form.

The PURCHASE.CSV file (for Peachtree) will have the following information from left to right:

  • Vendor Code
  • Invoice Number
  • Date Received/Entered
  • Invoice Due Date
  • Discount Date
  • Discount Amount
  • Accounts Payable GL number
  • Invoice Total (non-merchandise +merchandise amount)
  • Number of Distributions for this invoice
  • PO Number (The number BPS generated for this purchase order
  • Purchase GL for the category of the item received
  • Discountable Amount
  • GL period (always 20)
  • If a non-discount amount exists for an invoice, ProfitSystem® will create a second distribution entry so the proper accounting will take place.
  • NOTE: This PURCHASE.CSV file may be viewed or edited with any standard text editing program, such as the MS-DOS / Windows program “EDIT”.
  • Below is a short example of what a PURCHASE.CSV file might look like:

13,88888,06/01/97,07/01/97,07/01/97,0.00,1000,95.00,2,10,300,85.00,20 13,88888,06/01/97,07/01/97,07/01/97,0.00,1000,75.00,2,10,1100,10.00,20 10,1234,06/16/97,06/16/97,06/16/97,0.00,1000,11.00,2,,300,10.00,20 10,1234,06/16/97,06/16/97,06/16/97,0.00,1000,9.00,2,,1100,1.00,20

Peachtree Accounting for Windows requires an Account Payable IMPORT Template to be created. This template should have the following fields selected IN THIS ORDER: * Vendor ID * Invoice # * Date * Date Due * Discount Date * Discount Amount * Accounts Payable Account * Accounts Payable Amount * Number of Distributions * Description * G/L Account * Amount * Transaction Period

AccPac

Next, the system will inform you if an export file already exists from a previous export (Note: This will not appear during your very first export). Make sure you have already imported the previous export file into you accounting program and answer “Yes” to overwrite the old file. This will create an ASCII export file. The file name will be APIBATCH.DAT and will be created in the folder specified in the Accounting set-up form, which should be \ASP\DATA (remember, this directory must already exist). The APIBATCH.DAT file (for AccPac) will contain 3 lines for each invoice entry and will have the following information from left to right: Line 1: * “H” * Vendor number * Invoice number * “IN” * Date received * Terms * Null placeholder * Due date * Due date minus 1 day * Discount percentage * Invoice amount * Purchase order number * Null placeholder * Null placeholder * “0.00”

Line 2: * “D” * Null placeholder * Accounts payable GL number * Department number (if applicable) * “0” * “0.00” * Invoice amount * Null placeholder

Line 3: * “D” * Null placeholder * Shipping GL account number * Department number (if applicable) * “0” * “0.00” * Non-discount amount * Null placeholder

NOTE: This APIBATCH.DAT file may be viewed or edited with any standard text editing program, such as the MS-DOS / Windows 95 program “EDIT”. Below is a short example of what an APIBATCH.DAT file might look like:

'H','14','12345','IN','','970220','','',' 00000','4902315',0.00,1.00,'PO:12345','','',0.00
'D','','','',0,0.00,1.00,''
'D','',1235,'',0,0.00,1.00,''

AccPac accounting requires a similar setup for importing the APIBATCH.DAT file. Consult the AccPac manual for details.