Ao60g Ua Guide

8/2/2019 Ao60g Ua Guide

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SYSTRONICS

AR-AP SettlementsTM 6.0G

User & Administrator Guide

Settle A/R Transactions With A/P Transactions!


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AR-AP Settlements User & Administrator Guide 6.0G

SYSTRONICS 2005-2011 1 October 14, 2011

SYSTRONICS llc 2005-2011. All rights reserved.

No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or

otherwise duplicated on any medium without the written consent of SYSTRONICS.

Use of the software programs described herein and this documentation is subject to the SYSTRONICS

End User License Agreement enclosed in the software package.

SYSTRONICS, the SYSTRONICS logo, AR-AP Settlements for Sage ERP Accpac, BACCPAC for Sage ERP

Accpac, Cashflow Forecasting for Sage ERP Accpac, CashWorks for Sage ERP Accpac, Field Extender

for Sage ERP Accpac, Gulf Utilities for Payroll for Sage ERP Accpac, I/C Item Converter for Sage ERPAccpac, I/C Multi-Location Cost Averaging for Sage ERP Accpac, Intercompany Utilities for Sage ERP

Accpac, MyHelp for Sage ERP Accpac, Revenue and Expense Deferrals for Sage ERP Accpac, Royalty

Payments for Sage ERP Accpac, SYSTRONICS iPortal, ToolPac for Sage ERP Accpac, Trade Finance for

Sage ERP Accpac, Trade Job Costing for Sage ERP Accpac, Transportation & Distribution Manager for

Sage ERP Accpac, Database Manager for Sage ERP Accpac, I/C Stock Aging Report for Sage ERP

Accpac are trademarks of SYSTRONICS llc.

Sage Software, the Sage Software logos, and the Sage Software product and service names

mentioned herein are registered trademarks or trademarks of Sage Software, Inc., or its affiliated

entities. Used by permission. All other trademarks are property of their respective owners.


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Table of Contents

TABLE OF CONTENTS ..................................................................................................................................... 2

1 OVERVIEW............................................................................................................................................... 10

1.1 SETTLING CUSTOMER DOCUMENTS AGAINST VENDOR DOCUMENTS OR VICE VERSA. ........................ 10

1.2 ONE SIDED SETTLEMENTS ................................................................................................................... 10

1.3 CUSTOMIZATIONS ................................................................................................................................ 10

1.4 AR-APSETTLEMENT PROCESSING ...................................................................................................... 11

2 WHATS NEW IN A/O 6.0G .......................................................... .......................................................... 12

2.1 PRINT SETTLEMENT ............................................................................................................................. 12

2.2 SETTLEMENT OF ALL DOCUMENT TYPES ............................................................................................. 12

2.3 POSTING DATE..................................................................................................................................... 12

2.4 OPTIONALLY PROHIBIT SETTLING JOB RELATED DOCUMENTS........................................................ .... 122.5 CREATE CUSTOMERS AND VENDORS FROM A SETTLEMENT GROUP .................................................... 12

2.6 KEEP HISTORY..................................................................................................................................... 12

3 INSTALLATION, ACTIVATION AND REGISTRATION ................................................................. 14

3.1 INSTALLATION ..................................................................................................................................... 14

3.2 ACTIVATION SCREEN ........................................................................................................................... 14

3.3 UPGRADE FROM PREVIOUS VERSIONS ................................................................................................. 16

3.4 REGISTRATION..................................................................................................................................... 16

4 SETTING UP AR-AP SETTLEMENTS ................................................................................................. 18

4.1 DEFINING OPTIONS .............................................................................................................................. 19

4.1.1 General Tab ............................................................... ................................................................. .... 19

4.1.2 Settlements Tab .......................................................... ................................................................. .... 20

4.1.3 Numbering Tab .......................................................... ................................................................. .... 22

4.1.4 Integration Tab .......................................................... ................................................................. .... 23

4.2 CREATING SETTLEMENT GROUPS ........................................................................................................ 25

4.3 DEFINING OPTIONAL FIELDS................................................................................................................ 27

4.4 SETUP REPORTS ................................................................................................................................... 29

4.4.1 Options Report ........................................................... ................................................................. .... 294.4.2 Settlement Groups Report ........................................................................................................... .... 30

4.4.3 Optional Fields Report ............................................................................... .................................... 31

5 SETTLING DOCUMENTS .................................................................................................................. .... 33

5.1 SETTLEMENT BATCH LIST.................................................................................................................... 35

5.2 SETTLEMENT ENTRY............................................................................................................................ 36

5.2.1 Transaction Tab ................................................................... ........................................................... 39

5.2.2 Receivables Tab ................................................................... ........................................................... 40

5.2.3 Payables Tab .................................................................................................................................. 43

5.2.4 Optional Fields Tab ........................................................................................................ ................ 46


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5.2.5 Totals Tab .......................................................................................................................... ............. 47

5.2.6 Jobs ................................................................ ................................................................. ................ 48

5.3 POST BATCHES .................................................................................................................................... 53

6 A/R AND A/P TRANSACTIONS ............................................................. ................................................ 55

6.1 A/RTRANSACTIONS ............................................................................................................................ 556.2 A/PTRANSACTIONS............................................................................................................................. 56

7 TRANSACTION REPORTS .......................................................... .......................................................... 58

7.1 BATCH LISTING.................................................................................................................................... 58

7.2 BATCH STATUS .................................................................................................................................... 59

7.3 POSTING JOURNAL ............................................................................................................................... 62

7.4 POSTING ERRORS ................................................................................................................................. 64

7.5 SETTLEMENT FORM ............................................................................................................................. 64

8 HOW TO SETTLE DOCUMENTS MANUALLY................................................................................. 67

9 HOW TO SETTLE DOCUMENTS USING AUTO APPLY ............................................................. .... 68

10 HOW TO SETTLE DOCUMENTS USING AUTOMATIC SETTLEMENTS ................................... 69

11 HOW TO INQUIRE ABOUT SETTLEMENT GROUP BALANCES AND DOCUMENTS ............ 71

11.1 SETTLEMENT GROUP STATEMENT REPORT.......................................................................................... 71

11.2 AR-APINQUIRY .................................................................................................................................. 73

11.2.1 Customer Documents ................................................................................................................. 74

11.2.2 Vendor Documents ..................................................................................................... ................ 76

12 HOW TO CLEAR HISTORY .................................................................. ................................................ 78

13 SECURITY ................................................................................................................................................ 7914 INTEGRITY CHECK .......................................................... ................................................................. .... 81

15 INTEGRATION WITH OTHER MODULES ............................................................... ......................... 83

16 ACCOUNTING IMPLICATIONS .......................................................................................................... 84

17 GLOSSARY ............................................................................................................................................... 86

18 INDEX ........................................................................................................................................................ 87

19 ADDITIONAL DOCUMENTATION .................................................................. .................................... 88


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SYSTRONICS END USER LICENSE AGREEMENT AND LIMITED PRODUCT WARRANTY

READ CAREFULLY BEFORE YOU INSTALL OR USE THIS SOFTWARE: This End User License Agreement

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c. Multi-User. If the Software is licensed with multi-user or networked license terms, You mayuse the Software on one server computer, or a greater number as specified in the

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Documentation will contain the same proprietary notices that appear on and in the Softwareand Documentation.


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defect has resulted from accident, abuse, or misapplication. Any replacement media will be

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whatsoever) arising out of or in any way related to the use or inability to use the software, or

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object code components, screen shots and displays, graphical user interfaces, algorithms, formulae,

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confidentiality of such Confidential Information, and not use or disclose such information except as

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Nothing contained herein shall be deemed to prevent You from disclosing or disseminating Your

data, in any format or any report, to whomever You so choose.


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13. Miscellaneous. This EULA is exclusively governed by the laws of the United Arab Emirates,

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conditions, or if You would like to contact SYSTRONICS for any other reason, please call +971-4-

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PO Box 50183, Dubai, UAE. You may also find us on the Web at http://www.systronics.com or email

to [email protected]

YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AND, BY OPENING THE SOFTWARE

PACKAGE, INDICATED YOUR ACCEPTANCE OF ITS TERMS AND CONDITIONS. YOU ALSO AGREE

THAT, UNLESS SPECIFICALLY COVERED BY ANOTHER WRITTEN LICENSE AGREEMENT WITH

SYSTRONICS, THIS LICENSE IS THE COMPLETE AGREEMENT BETWEEN US AND THAT IT SUPERSEDES

ANY INFORMATION YOU RECEIVED RELATING TO THE SUBJECT MATTER OF THIS AGREEMENT.


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1 Overview1.1 Settling Customer Documents against Vendor Documents or Vice

Versa.AR-AP Settlements for Sage ERP Accpac (A/O) allows the settlement of open Receivable documents

with open Payable documents, or vice versa. This is useful when the same company is defined as an

A/R Customer as well as an A/P Vendor in Sage ERP Accpac.

AR-AP Settlements handles the functionality mentioned above, based on user-defined Settlement

Groups. A/O allows you to settle open customer and vendor documents within a group easily. As a

result, you may pay or receive only the balance amount after the settlement. Multiple companies

from both A/R and A/P modules, having different currencies, can be included in the same Settlement

Group.

You can settle open Receivable and Payable documents in AR-AP Settlements using one of the

following options:

Manually: you must choose the documents you want to settle for both Receivables andPayables. For more information on how to settle the documents manually, see the How to

Settle Documents Manually section.

Auto Apply: you can choose the documents you want to settle either for Receivables orPayables, and the application will settle the other side automatically based on the Unallocated

Amount. For more information on how to use Auto Apply, see the How to Settle Documents

Using Auto Apply section.

Automatic Settlements: the application selects the documents for both Receivables and Payablesautomatically and settles documents on one side completely against the selected documents on

the other side. For more information on how to use Automatic Settlements, see the How to

Settle Documents Using Automatic Settlements section.

When a Settlement is posted, it creates Adjustment Entries in Accounts Receivable and Accounts

Payable modules, reducing the balance of the documents by the amount you want to settle, i.e. the

Knock-off Amount.

1.2 One Sided SettlementsAR-AP Settlements for Sage ERP Accpac optionally allows One Sided Settlements when you settle

open documents in Receivables against each other or open documents in Payables against each

other.

You can use this feature to settle a customer (vendor) invoice with a credit note from the same or

another customer (vendor) in the same group. You can also use this feature to apply an A/R Credit

Note against Invoices from multiple customers or an A/P Credit Note against Invoices from multiple

vendors.

1.3 CustomizationsFor more convenience, AR-AP Settlements includes customized versions of A/P Payment and A/R

Receipt transaction screens.

While making a Vendor Payment using the respective customization, AR-AP Settlements shows the

outstanding balance of all customers in the same Settlement Group which the vendor belongs to.

You can either view the current outstanding balance or the balance due on the date of the Receipt,

depending on your settings in A/O Options.


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Similarly, while making a Customer Receipt using the respective customization, AR-AP Settlements

shows the outstanding balance of all vendors in the same Settlement Group which the customer

belongs to. You can either view the current outstanding balance or the balance due on the date of

the Payment, depending on your settings in A/O Options.

1.4

AR-AP Settlement ProcessingThe flowchart below is an overview of A/O processing and features. Individual processes and

features are explained later in this document.

Figure 1-1 AR-AP Settlements Processing Flowchart

Setup Options

Define Settlement Groups

Setup Optional Fields

Print Setup Reports

No

Create Settlement Batches and enter

transactions.

Do you want toprint reports?

Yes

Print Batch Listing report

Print Settlement form

Post batches.

Periodic processing:

Run Clear History process

Run Integrity Check process

Analyze overdue balances:

AR-AP Inquiry

Print Settlement Group Statement

report

Print Transaction Reports.

Analyze overdue balances:

AR-AP Inquiry

Print Settlement Group Statement

report

Enter Receipt and Payment transactions

through customized A/R Batch List, A/R

Receipt Entry, A/P Batch List and A/P

Payment Entry screens.


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2 Whats New in A/O 6.0G2.1 Print SettlementA new Settlement form has been added in AR-AP Settlements. You can use it to obtain an approvalfrom your management before posting the Settlement Entry. You can also print it after posting and

use it to inform your customers/vendors about the settlement details.

Note that the Settlement forms printed before posting are marked as Draft.

The Settlement form can be printed directly from the Settlement Entry screen or from the

Settlement screen in the A/O Transaction Reports folder.

2.2 Settlement of all Document TypesIn addition to settling Invoices, Debit Notes, Credit Notes and Interest Invoices, you can also settle

Prepayments, Unapplied Cash and Receipts transactions.

2.3 Posting DateYou can now specify not only the Transaction Date for the Settlement Entry but also the Posting

Date. This date is later sent to the Sage ERP Accpac Adjustment transactions as the Adjustment

Posting Date.

According to your preference, you can specify the Default Posting Date in AR-AP Settlements

Options, on the Settlement Options tab. The available options are: Batch Date, Session Date and

Transaction Date.

2.4 Optionally Prohibit Settling Job Related DocumentsYou can choose how you want to handle the settlement of Job Related Documents:

To allow the settlement To allow the settlement but with warning Not to allow the settlementYou can specify this option in AR-AP Settlements Options, on the Settlement Options tab.

Since A/O settles documents via Sage ERP Accpac Adjustments, settling Job Related Documents may

affect the Revenue, Cost and Profit in PJC Module.

2.5 Create Customers and Vendors from a Settlement GroupYou can now create Customers and Vendors directly from a Settlement Group.When you create a customer from the Settlement Group screen, the A/R Customers screen opens.

You can add a new customer using this screen. After you close the A/R Customers screen, the newly

created customer is automatically added to the Settlement Group.

Similarly, when you create a vendor from the Settlement Group screen, the A/P Vendors screen

opens. You can add a new vendor using this screen. After you close the A/P Vendors screen, the

newly created Vendor is automatically added to the Settlement Group.

2.6 Keep HistoryKeeping transaction history is no longer optional; the transaction history will always be maintained

by AR-AP Settlements. However, if you want to delete the transaction history, you can do it usingthe Clear History screen from Periodic Processing. Clear History will remove all posted and deleted


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batches up to a selected Batch Number or Posting Sequence and older than the Number of Years

specified in the A/O Options.


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3 Installation, Activation and RegistrationBefore you can begin using AR-AP Settlements 6.0G you must install and activate the application.

The paragraphs below explain the installation and activation of A/O in detail.

3.1 InstallationFollow the steps described below to install the application:

1. Download AO60G.msi, Setup.ini, and Setup.exe files to the same folder. The files may beavailable individually on the SYSTRONICS web site, or as part of a ZIP file. In the latter case,

extract the contents of the ZIP file into an empty folder.

2. Log in to your computer as an administrator.3. If your operating system is Windows Vista or Windows 7, then right-click on Setup.exe and select

"Run as Administrator".

4. If your operating system is Windows XP or earlier, start the AO6.0G installation by doubleclicking the Setup.exe file.

Programs for AR-AP Settlements add-on are installed in the following folder: Y:\Program

Files\Sage\Sage Accpac\AO60G, where Y:\Program Files\Sage\Sage Accpac is the directory where

your Sage ERP Accpac programs are located.

AR-AP Settlements reports for Sage ERP Accpac are installed in the following folder: Y:\Program

Files\Sage\Sage Accpac\AO60G\ENG, where Y:\Program Files\Sage\Sage Accpac is the directory

where your Sage ERP Accpac programs are located.

3.2 Activation ScreenTo activate AR-AP Settlements, launch Data Activation from Administrative Services. The following

screen will appear.


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Figure 3-1 Data Activation Screen Step 1

Select the check box for AR-AP Settlements 6.0G from the application list. Accounts Receivable and

Accounts Payable are required modules for AR-AP Settlements. These will be selected automatically

if they are not active. Once you have finished selecting applications, click the Next button. The

following screen will appear.


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Figure 3-2 Data Activation Screen Step 2

Click the Activate button to complete the process. Activation will add a new program group called

AR-AP Settlements to the Sage ERP Accpac desktop. All the features of the application are accessible

through icons in that folder.

3.3 Upgrade from Previous VersionsThe current version supports upgrades only from versions A/O 5.6C and A/O 6.0C. To upgrade from

an earlier version, you have to upgrade first to A/O 5.6 or A/O 6.0C, and then upgrade to A/O 6.0G.

3.4 RegistrationWhen you open AR-AP Settlements for the first time, it asks for registration as shown in the figurebelow.


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Figure 3-3 AR-AP Settlements Registration Screen

Selecting the I need an activation code option opens the Request Activation Code screen with a

link to the SYSTRONICS website where you can submit an activation code request.

When you get the activation code, open any A/O screen and select the I have an activation code

option from the registration screen that pops up automatically. This, in turn, opens the Activate

Application screen asking you to enter Company, Name, Serial Number, and Activation Code

information.

Selecting the Use the application in trial mode option allows you to use the application for up to

30 days for evaluation purposes. Once the evaluation period is over, you need to activate the

application to be able to continue using it.


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4 Setting up AR-AP Settlements

Figure 4-1 Setting up AR-AP Settlements

No

Yes

Install and Activate AR-AP Settlement

Define Setup Options, specifying the information

on the following tabs:

General

Settlements

Numbering

Integration

Create Settlement Groups

Do you want to add

any Optional fields?

Define Optional Fields

Print Setup Reports and verify the

Setup information

Are the Settings

correct?

You can now proceed to settle

documents

Modify the Settings

No

Yes


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4.1 Defining OptionsUse the Options screen to configure the general behavior of AR-AP Settlements, as well as its

integration with other Sage ERP Accpac modules. There are four tabs on the Options screen:

General, Settlements, Numbering, and Integration. Each of these tabs is described in the following

sections.

4.1.1 General TabThe following figure shows an example of the General tab on the A/O Options screen.

Figure 4-2 A/O Options General Tab

The following fields are available on the General tab.

Field Description

Clearing Account The A/O Settlement Entry transaction in AR-AP Settlements generates

adjustment transactions in the A/R and A/P modules. These adjustment

transactions require a G/L account to post the adjustment amounts. The

account you specify in this field is used for this purpose.

Allow Overriding in

Transactions

If this option is selected, users can override the Clearing Account while

entering Settlement Entries. By default, overriding Clearing Account in

entries is not allowed.


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Field Description

Force Listing of

Batches

If this option is selected, Batch Listing report must be printed for each batch,

before the batch can be posted.

Allow Changes AfterBatch Listing Printed

If this option is selected, Settlement Entries can be modified even afterprinting the Batch Listing report. However, transactions cannot be modified

after the corresponding batch is posted.

Keep History Years Specify for how many years you want to keep history.

When clearing history, transactions related to the minimum number of years

of history specified here are retained, even if you select to clear all

transactions in the Clear History screen.

4.1.2 Settlements TabThe following figure shows an example of the Settlement tab on the A/O Options screen.

Figure 4-3 A/O Options Settlements Tab

You can use the Settlement tab to tune AR-AP Settlements as per your requirements. The following

fields are available on the Settlements tab.


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Field Description

If Unallocated

Amount in One

Entry Exceeds

amount Show

Specify the threshold of Unallocated Amount, which you do not want to be

exceeded when creating a settlement transaction in functional currency.

Three actions can be taken if the amount exceeds the specified threshold: None: select this option if you do not want the system to perform any

action in case the Unallocated Amount exceeds the specified threshold.

Warning: the system generates a warning that the Unallocated Amountexceeds the amount specified in A/O Options but allows you to proceed.

Error: the system prevents you from saving transactions whereUnallocated Amount exceeds the specified threshold.

The default option is None.

Allow Many-to-

Many Settlements

Select this option if you want to allow multiple customer related documents

to be settled against multiple vendor related documents. If you do not select

this option, you can settle one vendor related document against multiple

customer related documents, or one customer related document against

multiple vendor related documents.

By default, the option is not selected.

Allow One-Sided

Settlements

Select this option if you want to allow one sided settlements, i.e. customer

documents to be settled against the documents of the same or another

customer, or vendor documents to be settled against the documents of the

same or another vendor.

By default, the option is not selected.

Limit Each

Customer/ Vendor

to One Settlement

Group

Select this option if the customer / vendor must belong to one Settlement

Group only. If you do not select this option, the customer / vendor can

belong to several Settlement Groups.

By default, this option is selected.

If this option is deselected, A/R and A/P Customizations

would not show any information regarding Settlement Group,

or Vendor / Customer Balances.

Default Posting Date Choose your preference for the Default Posting Date, the available options

are Transaction Date, Batch Date and Session Date. If you do not specify

your preference, the Transaction Date will be used as the Posting Date in the

Settlement transactions. If required, you can edit the Posting Date while

entering a transaction.

Order by Select the default option for Order by in transactions.

The default option is None.

Settlement of Job

Related Document

Select whether you want to allow the settlement of Job Related Documents.

You have the following options to choose from:

Allowed Allowed with Warning


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Field Description

Not AllowedIf you do not allow the settlement of Job Related Documents they will be

ignored during Auto Apply and Automatic Settlement processes as well.

If you choose to allow the settlement of Job Related

Documents, this may affect the Revenue/Cost and Profit in

PJC Module.

The default option is Not Allowed.

Show in Customized

Transactions

Overall/Due balance

Select whether you want to show the linked vendors (customers) overall

balance or the balance due on the Receipt (Payment) date while entering A/R

Receipt (A/P Payment).

The default option is Overall.

4.1.3 Numbering TabThe following figure shows an example of the Numbering tab on the A/O Options screen.

Figure 4-4 A/O Options - Numbering Tab


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You can use the Numbering tab to specify the next numbers for transactions, batches and posting

sequences. The following fields are available on the Numbering tab.

Field Description

Settlement Entry Specify the length, prefix and the next number for the Settlement EntryTransaction number. These values will be used the next time a transaction

number is generated.

You can change these values at any time, but care must be

taken to make sure that there are no conflicts between the

new numbers and those already in the database. If the

number of a newly created transaction is the same as a

transaction number already existing in the database, you will

not be able to save the new transaction.

Settlement Batch Shows the next number to be used by A/O as the Settlement Batch number.

This value is read-only and is displayed for your reference only. It always

starts with 1 and is automatically incremented.

Settlement Posting

Sequence

Shows the next number to be used by A/O as the Settlement Posting

Sequence number. This value is read-only and is displayed for your reference

only. It always starts with 1 and is automatically incremented.

4.1.4 Integration TabYou can use the Integration tab on the A/O Options screen to specify how AR-AP Settlements

integrates with other Sage ERP Accpac modules. The following figure shows an example of the

Integration tab.


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Figure 4-5 A/O Options

Integration Tab

The following fields are available on the Integration tab.

Field Description

Automatic Posting in

Subledgers

You can select whether to post the adjustment transactions automatically in

A/R, in A/P, or both.

If you choose not to post transactions automatically in

Subledgers, you must post A/R and (or) A/P Adjustments

created by A/O manually in the corresponding Subledger tofinalize the transaction.

Fields to Send You can choose the value of the following three fields, in Sage ERP Accpac

Adjustments, to be sent from A/O Settlement Entry:

Entry Description Adjustment Reference Adjustment DescriptionFor each of the above three fields, you can choose any of the following values

available from AR-AP Settlements:

Entry Number Entry Description


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Field Description

Transaction Number Settlement Group Reference Description Detail Reference Detail DescriptionFor example, if you choose Transaction Number for Entry Description, then

both A/R and A/P Adjustments generated by A/O Settlement will have A/O

Transaction Number as Entry Description.

4.2 Creating Settlement GroupsSettlement Groups define combined groups of customers and vendors whose accounts you want to

settle against each other. Depending on the settings specified in A/O Options, the same company

(customer or vendor) may be limited to only one Settlement Group, or belong to several SettlementGroups. Customer documents and/or vendor documents can be settled against each other only if

the related customers and/or vendors belong to the same Settlement Group.

You must create at least one Settlement Group before you can enter Settlement Entries.

The following figure is an example of the A/O Settlement Groups screen.

Figure 4-6 A/O Settlement Groups


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The following fields are available on the A/O Settlement Groups screen.

Field Description

Settlement Group

Code

Displays the Settlement Group code.

Description Displays the description of the Settlement Group.

Customers in This

Group

Displays the list of customers in this Settlement Group.

Order Defines the order of customers. This information is used:

When manually settling documents in Select Mode When settling documents using Auto apply option During Automatic Settlement process

The customer with a lower order number has a higher priority.

For example documents of a customer with order 1 will be applied before the

documents of a customer with order 2. Several customers can have the

same order.

Customer Number Displays the Customer number.

Customer Name Displays the Customer name.

Currency Displays the Customers currency.

Account Set Displays the Customers account set.

Short Name Displays the Customers short name.

Group Code Displays the Customers group code.

Vendors in This

Group

Displays the list of vendors in this Settlements Group.

Order Defines the order of vendors. This information is used:

When manually settling documents in Select Mode When settling documents using Auto apply option During Automatic Settlement process

The vendor with a lower order number has a higher priority.

For example documents of a vendor with order 1 will be applied before the

documents of a vendor with order 2. Several vendors can have the same


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Field Description

order.

Vendor Number Displays the Vendor number.

Vendor Name Displays the Vendor name.

Currency Displays the Vendors currency.

Account Set Displays the Vendors account set.

Short Name Displays the Vendors short name.

Group Code Displays the Vendors group code.

The following buttons are available at the bottom of the screen.

Button Description

Click this button if you want to create a new customer in Accounts

Receivable. Clicking this button opens the Accounts Receivable Customers

screen, where you can create a Customer. When you close the Customersscreen, the newly created Customer will be added to the Settlement Group.

Click this button if you want to create a new vendor in Accounts Payable.

Clicking this button opens the Accounts Payable Vendors screen, where you

can create a Vendor. When you close the Vendors screen, the newly created

Vendor will be added to the Settlement Group.

4.3 Defining Optional FieldsOptional fields in AR-AP Settlements work the same way as Optional Fields in Sage ERP Accpac 6.0.

The figure below shows an example of A/O Optional Fields definition.


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Figure 4-7 A/O Optional Fields

You can define Optional Fields for Settlement Entry and Settlement Details. Settlement Detail

Optional Fields can be sent to A/R and A/P adjustments. When transferred to adjustments, Optional

Fields appear on entry level. Click the Settings button to specify which field(s) should be

transferred to A/R and A/P modules. The following screen will appear.

Figure 4-8 Optional Field Settings


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Select A/R Adjustment option to send the field to A/R Adjustment Entry, and select A/P

Adjustment to send the field to A/P Adjustment Entry. These settings can be specified for each

Optional Field separately.

4.4 Setup ReportsThis section describes the reports you can print to inquire about the current configurations: A/OSetup Options, Optional Fields and Settlement Groups.

4.4.1 Options ReportThe A/O Options report prints the configuration options you have entered using the Options screen.

You can print the A/O Options report using the File -> Print menu command on the A/O Options

screen or it can be printed from the A/O Setup Reports folder.

The following figure illustrates the A/O Options report selection screen.

Figure 4-9: A/O Options Report Selection Screen

The figure bellow shows an example of the A/O Options report layout.


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Figure 4-10: A/O Options Report Layout

4.4.2 Settlement Groups ReportThe A/O Settlement Groups report lists the Settlement Groups configured using the A/O Settlement

Groups screen. You can print the A/O Settlement Groups report using the File -> Print menu

command on the A/O Settlement Groups screen or it can be printed from the A/O Setup Reports

folder.

The following figure illustrates the selection screen of the A/O Settlement Groups report.

Figure 4-11: A/O Settlement Groups Report Selection Screen


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You can limit the list of printed Settlement Groups by specifying the starting and the ending

Settlement Group codes in the From and To fields respectively. Only Settlement Groups within the

specified range are printed.

The figure below is an example of the A/O Settlement Groups report layout.

Figure 4-12: A/O Settlement Groups Report Layout

4.4.3 Optional Fields ReportThe A/O Optional Fields report prints the configuration of Optional Fields, which is entered using the

A/O Optional Fields screen. You can print the A/O Optional Fields report using the File -> Print menu

command on the A/O Optional Fields screen or it can be printed from the A/O Setup Reports folder.

The following figure illustrates the A/O Optional Fields report selection screen.

Figure 4-13: Optional Fields Report Selection Screen


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Choose the Show Settings option to include the settings of each Optional Field on the report.

The figure below is an example of the Optional Fields report layout.

Figure 4-14: A/O Optional Fields Report Layout


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5 Settling DocumentsDocuments are settled using the Settlement Entry screen. Settlement Entry is a batch based

transaction that allows you to settle customer documents against vendor documents or vice versa.

Settlement Batches can be saved, printed, verified and posted.

The flowchart below outlines the steps involved in settling documents.


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Figure 5-1 Settling Documents - Overview

Create a Settlement Batch

Print the Settlement form (Optional)

Print the Batch Listing report (Optional,

depends on setup)

Set the batch status as Ready to Post

Post the batch

Are there any

errors in the batch?Correct the errors

Add Settlement Entries

No

Yes

Are there any errors

found during posting?

An Error Batch is created

Yes

No

A/R Adjustment transactions are created for

settled Receivables

A/P Adjustment transactions are created for

settled Payables

Print the Posting Journal report.

Print the Settlement form (optional)

Print the Batch Listing report (optional)

Post A/R and A/P AdjustmentsAre A/R and A/P

Adjustments posted?

No

Yes


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5.1 Settlement Batch ListThe following figure shows a screenshot of the Settlement Batch List screen.

Figure 5-2 Settlement Batch List

The fields on the Settlement Batch List screen are described below.

Field Description

Batch Number Select the batch number which you want to see as the first batch in the list.

Batch Date Displays the batch date.

Description Displays the description of the batch.

No. of Entries Displays the number of entries in the batch.

Total Receivables Displays the total Knock-off Amount for Receivables for all the entries

entered in the batch, in functional currency.

Total Payables Displays the total Knock-off Amount for Payables for all the entries entered in

the batch, in functional currency.

Ready to Post Displays whether the batch is ready to post or not. You can double-click the

field to change its value. Note that you cannot modify batches which are

ready to post.

Type Displays the batch type as:

Entered, indicates that the user has manually created the batch


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Field Description

Imported, indicates that the batch has been imported from an externalsource, for example from an Excel file

Generated, indicates that the batch has been generated by the system,for example an error batch

Status Displays the status of the batch as:

Open, indicates that the batch is not posted yet and it can still bemodified

Ready to Post, indicates that the batch is not posted yet, but it cannot bemodified

Deleted, indicates that the batch has been deleted before posting.Deleted batches cannot be modified

Posted, indicates that the batch has been posted to the Subledgers.Posted batches cannot be modified

Post in Progress, indicates that the posting of the batch was interruptedPrinted Displays Yes or No, which indicates whether the Batch Listing report has

been printed for this batch. Depending on your settings in A/O Options, you

may be allowed to post batches only after printing them.

Posting Sequence If the batch has been posted, this field displays the posting sequence of the

batch. The Posting Sequence is generated automatically by A/O and it

cannot be modified.

No. of Errors If errors occur during posting, a new batch is created and the erroneous

entries are copied to the newly created batch. The No. Of Errors field showsthe number of erroneous entries in the posted batch that were not posted

successfully.

Last Edited Displays the date when the batch was last modified. You cannot edit this

field.

5.2 Settlement EntrySettlement Entry screen is used to create Settlement transactions for settling Customer and /or

Vendor documents against each other.

Settlement transaction is based on Settlement Groups. A Settlement Group defines a group of

customers and vendors whose documents can be settled against each other (for more information,

see Creating Settlement Groups). To create a settlement transaction, first you need to select a

Settlement Group, and then move to Receivables or Payables tab to settle customer or vendor

related documents respectively. To settle the documents, you need to select each document and

specify the amount you want to settle, i.e. the Knock-off Amount. The difference between the total

Receivables Knock-off and total Payables Knock-off Amounts is called Unallocated Amount.

You should try to make the Unallocated Amount equal to zero; however, note

that it is possible to leave some amount unallocated if allowed in A/O options. In

the latter case the Unallocated Amount remains in the Clearing Account and

should be handled outside AR-AP Settlements. Optionally, AR-AP Settlementsdisplays a warning message if the Unallocated Amount is larger than the


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threshold specified in the A/O Options (for more information, seeDefining

Options).

The flowchart below outlines the steps involved in the Settling Entry.

Create a new Settlement Batch

Enter the batch description

Enter the batch creation date

Enter the following on the Transaction tab:

Transaction Date

Posting Date

Settlement Group

Reference and description for the

transaction (optional)

Change the Clearing Account (optional, if

allowed

Create a new entry

Enter the entry description

Do you want to do

automatic settlement?

Press the Automatic

Settlement buttonSettle customer (or vendor) documents on

the Receivables (or Payables) tab manually:

Enter or select documents to be settled Enter any reference and description for the

settled document (optional)

Enter source Knock-off Amount

Update the rate information

Check the functional Knock-off Amount

No

Yes

AB


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Figure 5-3 Creating Settlement Transactions

Automatically settle the

amount on vendor

(customer) documents?

Settle vendor (customer) documents on

the Payables (Receivables) tab manually:

Enter or select the documents to be settled

Enter any reference information (optional) Enter a description (optional)

Enter source Knock-off Amount

Update the rate information

Check the Functional Knock-off Amount

Enter optional fields for the settlement

transactions on the Optional Fields tab(optional)

Check the total amounts settled for

Receivables and Payables on the Totals tab

Click the Add button to save the

transaction

Click the Statement button to print the

draft Statement Form (optional)

Click the Print button on the Batch List to

print Batch Listing Report (optional)

Settle vendor (customer) documents

on the Payables (Receivables) tab

automatically:

Set the Auto Apply tick

Set the order of the documents

Press the Go button

No

Yes

A B


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The Settlement Entry screen has five tabs. The fields on these tabs are described in the following

sections.

5.2.1 Transaction TabUse the Transaction tab of the Settlement Entry screen to specify the transaction details such as

dates, Settlement Group, Description, etc.

The following figure and table describe the fields available on the batch level and on the Transaction

tab of the A/O Settlement Entry screen.

Figure 5-4 A/O Settlement Entry Transaction Tab

The following fields are available on the batch level and on the Transaction tab.

Field Description

Batch Number Displays the batch number. The Batch Number is automatically generated

when you press the New button on the Batch List screen or the New

button next to the Batch Number field on the Settlement Entry screen. If you

want to navigate to another batch, you can type the batch number here, or

navigate through the Open and Ready to Post batches using First, Previous,

Next and Last arrows.

Description (Batch) Enter a description for the batch.

Batch Date The batch date; defaults to Session Date, but can be overridden.


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Field Description

Batch Status Displays the batch status, indicates whether the batch is Open, Ready to

Post, or Posted. You can modify a batch only when the status is Open.

Entry Number Displays the entry number. The Entry Number is automatically generatedwhen you press the New Button next to the Entry Number field. If you want

to navigate to another entry, you can type the entry number here, or

navigate through the entries in the batch using the First, Previous, Next and

Last arrows.

Description (Entry) Enter the description of the entry.

Transaction Number Once the entry is saved, this number is automatically generated by the

application based on the settings defined in the A/O Options.

Transaction Date Enter the date of the transaction. Defaults to the batch date, but can beoverridden in each entry. This date will be used as the Document Date for

A/R and A/P Adjustments.

Posting Date Accept the default Posting Date or change it, if required. This date will be

used as the Posting Date for A/R and A/P Adjustments.

Year/Period Displays the year and the period of the Posting Date. You cannot edit this

field.

Settlement Group Select the Settlement Group for which you want to settle documents. Only

the documents belonging to the customers and vendors in the selected

group can be settled in the transaction.

Reference Enter reference information for the transaction.

Description

(Transaction)

Enter an appropriate transaction description.

Clearing Account This account is used as the Adjustment Account when creating A/R and A/P

Adjustments. By default the Clearing Account, defined in A/O Options isautomatically selected here. It can be changed, only, if Allow Overriding in

Transaction option is selected in the Settlements Clearing Account section

of the A/O Options.

5.2.2 Receivables TabUse the Receivables tab to settle the customer documents. This can be done in Select or Direct

mode. If the Select mode is chosen, all open documents of the customers, belonging to the selected

Settlement Group are listed in the grid. The user can select the document to settle by simply

selecting Yes in the Apply column. If the Direct mode is selected, documents must be entered in

the grid manually, similar to the A/R Receipt transaction.

The following figure and table describe the Receivables tab of the Settlement Entry screen.


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Figure 5-5 A/O Settlement Entry Receivables Tab

The following fields are available on the Receivables tab.

Field Description

Mode This can be set to either Selector Direct.

Auto Apply Select this option if you want A/O to settle the customer documents

automatically. For more details about auto apply, see How to Settle

Documents Using Auto Apply.

Order by Choose how you want to order customer documents:

While manually settling documents in the Select Mode While settling documents using Auto apply option During Automatic Settlement processYou can select one of the following options:

None By Due Date By Document Date By Document Number


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Field Description

The Settlement Group screen allows you to define an order for

the customers in the group. Documents are sorted by the

Customer Order before being sorted by the order defined in this

field.

Unallocated Amount Displays the sum of all Knock-off Amounts on the Payables tab minus the

sum of Knock-off Amounts on the Receivables tab.

Apply This field appears only when the Mode is set to Select. Double-click this

field to toggle between Yes and No. If you set this field to Yes, AR-AP

Settlements tries to settle the document selected in the grid with the

remaining Unallocated Amount. If the Unallocated Amount is not enough to

settle the document completely, it settles the document partially.

Since customers with different currencies can be listed in the grid at the

same time, first, A/O calculates the Knock-off Amounts for the selected

document in the functional currency, and then converts the Functional

Knock-off Amount to the customers currency. You can adjust the Knock-off

Amounts at any time.

Customer Number If the Mode is Select, then this field is read-only; otherwise, you must

select a customer before you can select a document. Note that only a

customer belonging to the selected Settlement Group can be selected.

Customer Name Displays the customer name.

Reference Enter appropriate reference information.

Description Enter appropriate description.

Document Type The document type is shown automatically and cannot be changed.

Document Number If the Mode is Select then this field is read-only; otherwise you must select

a document, after selecting the customer.

Payment Number This field shows the payment number of the selected document. If the Mode

is Select, then this field is read-only; otherwise, you must specify a

payment number. If the same document has multiple payments, they mustbe specified in separate lines of the grid.

Job Related Available only if the Project and Job Costing module is activated. Displays

whether the selected document is job related or not.

Customer Currency Displays the currency of the customer and cannot be modified.

Document Date Displays the date of the document and cannot be modified.

Payment Balance Displays the balance due for the selected payment in the customers

currency.


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Field Description

Due Date Displays the due date of the document.

Source Knock-off

Amount

Enter the amount you want to settle against the document in the customers

currency. To settle a document with a positive balance, such as an Invoice ora Debit Note, you must specify a positive Knock-off Amount. Similarly, to

settle a document with a negative balance, such as a Credit Note or a

Prepayment, you must specify a negative Knock-off Amount.

Rate Type, Rate

Date, Exchange Rate

If the customers currency is different from the functional currency, you can

change any of these fields and the Functional Knock-off Amount field will be

recalculated accordingly.

Functional Knock-off

Amount

This is the Knock-off Amount in the functional currency. If you edit the

amount in this field, the rate is adjusted accordingly.

Optional Fields Displays whether there are Optional Fields defined for the selected line. Click

the Up button on this column to enter values of the Optional Fields for

each line in the grid.

The following buttons are available on this tab.

Button Description

While in Select Mode press the Go button to order the customer documents or

to Auto Apply the Unallocated Amount.

This button is available only if the Project and Job Costing module is activated. It

opens the Project and Job Costing Details screen (see Project and Job Costing

Details for Customer Documents).

5.2.3 Payables TabUse the Payables tab to settle the vendor documents. This can be done in Select or Direct mode. If

the Select mode is chosen, all open documents of the vendors belonging to the selected Settlement

Group are listed in the grid. The user can select the document to settle by simply selecting Yes in

the Apply column. If the Direct mode is selected, documents must be entered in the grid manually,similar to the A/P Payment transaction.

The following figure and table describe the Payables tab of the Settlement Entry screen.


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Figure 5-6 A/O Settlement Entry Payables Tab

The following fields are available on the Payables tab.

Field Description

Mode This can be set to either Select or Direct.

Auto Apply Select this option if you want A/O to settle the vendor documents

automatically. For more details about Auto Apply, see How to Settle

Documents Using Auto Apply.

Order by Choose how you want to order vendor documents:

While settling documents manually in the Select Mode While settling documents using Auto apply option During Automatic Settlement processYou can select one of the following options:

None By Due Date By Document Date By Document Number


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Field Description

The Settlement Group screen allows you to define an order for

the vendors in the group. Documents are sorted by the Vendor

Order before being sorted by the order defined in this field.

Unallocated Amount Displays the sum of all Knock-off Amounts on the Receivables tab minus the

sum of Knock-off Amounts on the Payables tab.

Apply This field appears only when the Mode is set to Select. Double-click this

field to toggle between Yes and No. If you set this field to Yes, AR-AP

Settlements tries to settle the document selected in the grid with the

remaining Unallocated Amount. If the Unallocated Amount is not enough to

settle the document completely, it settles the document partially.

Since vendors with different currenciescan be listed in the grid at the same

time, first, A/O calculates the Knock-off Amounts for the selected document

in the functional currency, and then converts the Functional Knock-off

Amount to the vendors currency. You can manually adjust the Knock-off

Amounts at any time.

Vendor Number If the Mode is Select, then this field is read-only; otherwise, you must

select a vendor before you can select a document. Note that only a vendor

belonging to the selected Settlement Group can be selected.

Vendor Name Displays the vendor name.

Reference Enter appropriate reference information.

Description Enter appropriate description.

Document Type The document type is shown automatically and cannot be changed.

Document Number If the Mode is Select, then this field is read-only; otherwise you must select

a document, after selecting the vendor.

Payment Number This field shows the payment number of the selected document. If the Mode

is Select, then this field is read-only; otherwise, you must specify a

payment number. If the same document has multiple payments, they must

be specified in separate lines of the grid.

Job Related Available only if the Project and Job Costing module is activated. Displays

whether the selected document is job related or not.

Vendor Currency Displays the currency of the vendor and cannot be modified.

Document Date Displays the date of the document and cannot be modified.

Payment Balance Displays the balance due for the selected payment in the vendors currency.

Due Date Displays the due date of the selected document.


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Field Description

Source Knock-off

Amount

Enter the amount you want to settle for the selected document in the

vendors currency. To settle a document with a positive balance, such as an

Invoice or a Debit Note, you must specify a positive Knock-off Amount.

Similarly, to settle a document with a negative balance, such as a Credit Noteor a Prepayment, you must specify a negative Knock-off Amount.

Rate Type, Rate

Date, Exchange Rate

If the vendors currency is different from the functional currency, you can

chang

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