Accounts Payable 6.4 User Manual

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APUM 03/12 CONFIDENTIAL PROPERTY OF CELERANT TECHNOLOGY Page 2

Accounts Payable

Introduction

Purpose

In this manual you will learn all about the ins and outs of Accounts Payable in Command Retail. Correspondingly, this manual will provide detailed information on each Accounts Payable application and guide you through all the different processes and functions associated with those applications. This encompasses creating, viewing, editing and matching payables and invoices, keeping track of payments, as well the principles and functions associated with Check Writing, Check Register and Customer Reimbursement Checks.

Accounts Payable Overview

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Enter Payable

Navigational Path

Accounts Payable > Enter Payable

Enter Payable Screen

Screen Details

The Enter Payable Screen is where you can enter Expense Payables into the system, such as

for an electric bill, phone bill, misc. expense, etc. This screen typically isn’t used for entering

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Buttons

 Save – This button will save the payable in the system.

 View Merch – If you click this button when you’re viewing a payable that was created

from a PO that was received, this will bring up the Payable Merchandise Screen which will allow you to view and edit the merchandise on that payable.

 Phone Book – If you click this button, this will bring up the Contact List Screen which will

allow you to search for, create and edit contacts in the system that you want to add to the payable.

 Recurring – If you click this button when you are editing a payable that’s already saved

in the system, this will bring up the Payable Recurring Detail Screen which will allow you to setup the recurring payable and save it in the system.

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General Info

The General Info section is where you select and enter the general information associated with the payable.

 Date – If you receive on a PO and a payable is generated, the date will be defaulted to

the date the payable was received. If you’re entering a new payable, the date will be

defaulted to whatever the current date is. A lot of clients prefer to change the date to the date the vendor stated on the invoice so the due date is calculated based off that date instead of the date the payable was received or entered into the system.

 Date Due – The Date Due is automatically set to the date the payable is entered into the

system. In order to change the Date Due to a later date, you have to enter a Net # of days in the second Net field under the Remit To section and the Date Due will be calculated based off of that number. In other words, if the date is 1/1/12 and you enter 30 for the Net days, then the system will automatically change the Date Due to 1/30/12.

 Discount Date Due – The Discount Date Due is the cutoff date for the Terms discount

that will be applied to the payable and is based upon the value you enter in the first Net field under the Remit To section.

 Invoice Due Date – The Invoice Due Date is pulled from the Invoice List if and when the

Invoice is matched to the Payable.

 Trade Date – The Trade Date is an informational date that the user can reference when

writing checks. The Trade Date does not affect how the payables are selected during the check writing process, but does display if the user views the invoices.

 Invoice # – Enter the Invoice # that the payable is associated with. The Invoice # is the

number on the invoice associated with the vendor that you’re going to be paying.

 Alt Inv # – The Alternate Invoice # applies to clients that order merchandise from a vendor that’s part of a Buyer’s Group. If you place an order to a vendor, the vendor will issue an invoice to the Buyer’s Group and the Buyer’s Group will issue an invoice to you. Correspondingly, the vendor will have an invoice # and the Buyer’s Group will have an invoice # which may not be the same. Therefore, since the Buyer’s Group is the one who issued the invoice to you, the Buyer’s Group invoice # will be Invoice # since that is who you’ll be paying and the vendor’s invoice # with Alt Inv. #.

 Brand – If you receive on a PO that has a brand defined on the entire order and a Payable is generated, that brand will automatically be selected when you view that PO. If you manually enter a Payable that’s associated with a PO, you can select the brand that’s defined on the entire order.

 Store – Enter the store # of the store where the payable is created.

 Approved – Flagging this select box will approve the payable, which will in turn allow it

to be paid.

 Exported – If you flag this select box, this will indicate to the system and the user that

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 Category – Select a Payable Category which defines what the Payable is for, such as

rent, phone, utilities, etc.

 Exception Reason – The Exception Reasons are predefined under Misc. Categories >

Accounts Payable > Pay Exceptions. These are just reasons that the user can select to

mark a Payable a certain way.

 Vendor PO# – The Vendor PO # is automatically brought over from the actual PO when

a receiving is done. If that Payable is a direct expense, the user will not be able to manually enter a PO #.

Remit To

The Remit To section is where you populate the name, account and contact information of who you are paying and any discounts associated with that vendor.

 Company, Account #, Phone & Fax – These fields are un-editable and will only get populated when you click on the “Select Remit To” button and select a vendor from the Contact Pick List Screen.

 Select Remit To – If you click this button this will bring up the Contact Pick List Screen,

which will allow you to select the company that you are paying if that company is saved in the system. Once you select the company and click “OK”, that company along with its Account #, Phone and Fax information will get added to the Remit To.

 View Remit To – If you click this button this will bring up the Contact Detail Screen, which will allow you to view the Remit To company’s contact information.

 % – This regular % discount is referred to as the Terms Discount and is the percentage

that will be discounted off the total amount of the Payable if it is paid within the Net amount of days.

 Net (first) – This is the amount of days you have to pay off the Payable to receive the

Net discount. Therefore, if the % is 10 and the Net is 30, then the 10% discount will be applied to the total amount of the Payable if it is paid within 30 days.

 Net (second) – This is the total amount of days that you have to pay off the Payable until it’s past due.

 Discount % – The Discount %, referred to as the Trade Discount, is a discount with no

time frame that the vendor may give to you for doing business with them. If there is a Net Terms Discount and Discount %, both discounts will get applied to the total amount owed of the Payable. For example: If the total amount due is $1000, the Net Terms Discount is 10% and the Discount % is 5, $150 will be discounted off the $1000 making the total amount due $850 (10% of 1000 = 100 and 5% of 100 = 50).

 EOM – This stands for End of Month and changes the % Net/Net options to % EOM.

 No Freight Charges – If this is flagged, freight charges will not be charged to the Payable.

 Take Discount Always – If this is flagged, the terms discount issued by the vendor will

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Totals

The Totals section is the where the amounts, discounts, charges and taxes are entered and displayed associated with the Payable. Correspondingly, Direct Expense Payables will not break out GL entries for any freight, discounts, additional amounts, and/or taxes that are entered here. [For example: If a Direct Expense Payable is entered and the user needs to separate the $ amount for freight, they can enter the $ amount here but will need to use the Split tab and define the $ amount using a Freight Payable Category, as well as the $ amount with the appropriate Payable Category they are using for the rest of the payable. As a result, the appropriate $ amounts will hit the desired GL Accounts that are linked to the Payable Categories.]

 Amount – This is the initial total cost of the merchandise on the Payable prior to any

additional discounts, charges or taxes being applied.

 Add’l Amount – This is an amount you can enter in for any additional fees.

 Discount – This is a grayed out field that can’t be edited, because it’s based off the Terms and/or Discount % that will get applied to the total amount owed.

 Add’l Discount – This allows you to enter a dollar amount as an additional discount that

will be deducted from the total amount owed.

 Discounted Amount - This is a grayed out field that can’t be edited, which displays the

updated amount after the Discounts and Additional Discounts are applied. For example: If the Amount is $1000 and there’s a 10% Terms Discount and $5 Additional Discount, the Discounted Amount would be $895 (10% of 1000 = 100 and 900 – 5 = 895).

 Freight – This allows you to enter any additional freight charges that will be applied to

the amount. Based off the “Ask to Disperse Freight over items” Store Setting located

under the Payables/Receivables tab, the user with the security rights to approve payables does have the option to disperse the freight amount across the merchandise on a PO during the receiving when the payable is approved. This will affect the average cost calculation based off the percentage of the total cost of the PO.

For example: If a user receives on a PO with 3 items; 1 with a cost of $40 and 2 with a cost of $5 each, the total cost on the PO would be $50. If the user enters $25 for the freight charge, the system will disperse the freight to all three items based off the percentage of the total cost of the PO and calculate the average cost accordingly. Correspondingly, the average cost for each item will be based off the following calculation: ((Item Cost / Total PO Cost) * Freight Amount) + Item Cost)). Therefore, the average cost of Item 1 would be $60 ((40 / 50) * 25) + 40)), and the average cost of Items 2 & 3 would be $7.50 ((5 / 50) * 25) + 5)).

 Tax – If the vendor issues an invoice they have the option of charging a tax % for Tax 1

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 Set Tax – Normally, if Set Tax is disabled, the user would enter the tax % that will get

applied to the Discounted Amount. If this is enabled, the user will be able to manually type the exact $ amount being charged for tax. Set Tax is used to override the tax % if

the tax % that’s applied doesn’t equal what the vendor is charging. Here are two

primary examples where Set Tax would be applicable:

o Example A: If the vendor’s invoice is $100, of which $65 of merchandise is

taxable and $35 is non-taxable, you wouldn’t want to set a tax % since it will get applied to the entire $100 instead of the $65 of merchandise that’s taxable. Correspondingly, this will allow you to enter the correct tax amount that should be applied. Therefore, if the tax % is 7% and $65 of merchandise is taxable, you would enter 4.55 (65 X 7% = 4.55).

o Example B: This also is applicable if there is a rounding issue between the vendor’s software and Celerant. If you tax 7% on $99.89, the vendor may calculate that out to the exact amount of 6.99 where Celerant will round it up to 7.00. Therefore, this will allow you to enter the exact amount of 6.99 to equal what the vendor is charging.

 Total – This is the total amount due for the payable after any discounts, charges or taxes have been added.

 Paid – This is the amount that has been paid towards the total amount of the Payable.

 Owed – This is the amount that is owed, which is calculated based on the total minus

what’s been paid. Payments

The Payments tab is where you can add or void a payment towards a payable.

 Add – If you click this button, this will bring up the Payable Lines Detail Screen. In the

Payable Lines Detail Screen, you have to select a date that the payment will be made towards the payable, the payment amount, and the account that the payment will be applied to which will automatically generate the next available check number. Once you click ‘Save’, the payment will be added and get applied towards the payable once the payable is saved in the system.

 Void – If you click this button when a payment is selected, this will void that payment from the payable.

Comment/Miscellaneous

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Split

The Split tab allows you apply a payable to multiple accounts for direct expense payables. Correspondingly, this allows you to itemize expenses and/or expense out specific amounts to

different stores and/or categories for

accounting/reporting/tracking purposes. As a result of splitting expenses, you will be able to run an income statement on a store level and see how profitable each store is for a time period. Conversely, if you didn’t split expenses, you could have a store that’s losing money and have no idea.

 Add – If you click this button, this will bring up the Payable Splits Detail Screen. The

Payable Splits Detail Screen is where you can select the stores and/or Payable Categories that you want to expense out specific amounts to. Payable Categories are setup for all the vendors that have a specific GL Account under General Ledger >

Account Maintenance > Payable Categories. Common Payable Categories include

Electric, Rent, Phone, Utilities, etc. In the Payable Splits Detail Screen, you will select the Payable Category, the store that this expense will get applied to, and the specific amount that you want expensed to that store. Once that information is filled in and you click “Save”, that separate expense will be added to the payable.

 Edit – If you click this button when a split expense is selected, this will bring up the Payable Splits Detail Screen which will allow you to edit the details of that expense.

 Remove – If you click this button when a split expense is selected, this will remove that

split expense from the payable.

Here are two prime examples of where splitting expenses would apply:

o Example A: If you have one corporate office and are issued a bill from the phone company for 3 stores, you may want to expense out specific amounts to each store. Correspondingly, if the total bill is $600, you may enter just one invoice and split the $600 into individual expenses for each store. Therefore, you would create and add a separate Phone Expense for each store. In other words, store 1 might have an expense of $200, store 2 might have an expense of $300, and store 3 might have an expense $100.

o Example B: If you have a credit card that is used for multiple types of purchases, this can allow you to itemize those expenses that appear on the statement that you receive from the credit card company. Therefore, if the total amount of the credit card statement is $400 with $300 for travel and lodging expenses for salespeople and $100 for office supplies, this will allow you to split and categorize those expenses accordingly.

Receiving Log

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Payable Terms

The Payable Terms tab is where you can add an amount or percentage that you want to pay towards the payable on a date you select. Unlike the Payments tab that allows you to make a payment towards the payable, this will just create a payable term that will appear separately from the payable itself in the Check Writing Screen that you can pay for separately. Payable Terms are typically used for clients that have large $ invoices. Instead of manually keeping track or having multiple payables, this allows you to create terms to pay either a certain percentage or amount towards the overall balance of the payable by a specific date.

 Add – If you click this button, this will bring up the Payable Terms Screen which will allow you to enter an amount or percentage that you want to pay towards the payable on the date you select. Once you click “Save”, the Payable Term will be added to the payable and appear separately in the Check Writing Screen.

 Edit – If you click this button when a Payable Term is selected, this will bring up the Payable Terms Screen which will allow you to edit the details of that Payable Term and resave it in the system.

 Remove – If you click this button when a Payable Term is selected, this will remove that

Payable Term from the payable.

Here is an example where Payable Terms would apply:

o Example: A vendor issues a $6000 invoice and tells you that you only have to pay $2000 within 30 days and the remaining $4000 within 60 days (if you pay the $2000 within 30 days) or you can just pay the $6000 within 60 days. In this case, you can add a Payable Term of $2000 and select the due by date based on the 30 day time period and save it in the system. Once the Payable Term is added and you save that payable in the system, the Payable Term would be listed in the Check Writing Screen if you search by the Due By date of that Payable Term. Correspondingly, if you make the $2000 payment within the 30 days, then that will be deducted from the overall balance of the payable. As a result, if you search by the Due By date of the payable, the remaining amount to pay on that payable would be $4000. Conversely, if you searched by the Due By date of the payable without making any payments towards it, the payable would be listed with the full amount of $6000 due.

Prepay

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View Payables

Accounts Payable > View Payables

View Payables Screen

Screen Details

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Buttons

 Search – This button will search for and simultaneously display and list in the grid the

Payables that are saved in the system.

 Reset – If you click this button, this will reset anything you currently have displayed in the

grid. Therefore, this will reset the screen to a blank screen, but it won’t actually delete any existing records.

 New – If you click this button, this will bring up the Enter Payable Screen which will allow

you to create a new Payable and save it in the system.

 Edit – If you click this button when a payable is selected in the grid, this will bring up the

Enter Payable Screen which will allow you to edit that payable and save that edited payable in the system.

 Combine Payable – If you click this button when a Payable is selected in the grid will

bring up the Payable Combine Detail Screen, which will allow you to combine that Payable with another Payable or Payables. Combining Payables mainly applies to if you do multiple receivings on one PO instead of receiving all the merchandise at one time. In other words, if you receive all the merchandise on a PO at one time the system will create one payable containing all the merchandise. If you don’t receive on all the merchandise at one time and instead receive the merchandise on separate occasions, each time you receive the system will create a payable for each piece of merchandise you received on. Therefore, Combining Payables allows you to combine each of those payables from the same PO that were created separately into one payable. One important thing to keep in mind is once you Combine Payables there is no way to un-combine them, so make sure you don’t accidentally un-combine a payable that you didn’t want combined because you won’t be able to undo it.

 Manual Match – If you click this button when a payable is selected in the grid, this will

bring up the Manual Match pop-up window which will allow you to enter an invoice # to match that payable to an invoice.

 Unmatch – If you click this button when a matched payable is selected in the grid, this

will allow you to unmatch that payable from the invoice it was matched with.

 Delete – If you click this button when a payable is selected in the grid, this will delete that

payable from the system.

 Print List – If you click this button, this will print a list of whatever payables are displayed

in the grid.

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‘Setup in Action’: Viewing & Editing Merchandise

Note: Viewing and editing merchandise typically comes into place when the cost and/or price of merchandise on a PO is incorrect and differs from the cost and/or price on the invoice. This could be as a result of the vendor marking up the cost of the merchandise at some point prior to or when the PO was placed. Therefore, this allows you to correct the total of the merchandise on the payable so it matches the total on the invoice that you received from the vendor.

1. In the View Payables Screen, you can do a specific search by brand, invoice #, PO (Ref #), or Company PO # or you can do a general search for all payables.

Once you input the payable search criteria, click “Search” (1) which will search for and display any payables in the system based on that search criteria.

After you click “Search”, select a payable in the grid and click “Edit” (2). Clicking “Edit” will bring up the Enter Payable Screen.

2. In the Enter Payable Screen, click on the “View Merch” button which will bring the Payable Merchandise Screen.

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3. The Payable Merchandise Screen will show the cost, price, total, quantity, style, brand, etc. of the merchandise on the payable. Click “Edit” which will bring up the Edit Receiving Screen.

4. The Edit Receiving Screen is where you can edit the cost, price and/or quantity of each style on the payable. If you want to change the cost of all the SKU’s of a style instead of changing each one individually, double click in the cost cell of that style and enter the new cost (A).

If you want to make a cost, price, and/or quantity change to an individual SKU under a style, click on a style in the grid that you want to edit which will bring up a second grid below. The second grid has 3 fields showing the current cost, current price and current quantity, and 3 fields next to that for the new cost, new price and new quantity.

Double click in the New QTY, New Cost, or New Price cell(s) you want to edit and enter in the new value(s) (B). Click “Save” once you make the updates.

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5. Once you click “Save”, that new quantity, cost and/or price will be updated on the payable. If you entered a new cost, the system will generate a Crystal Report of your cost variance.

In addition, the system will unreceive the merchandise at the old cost and/or price and re-receive it at the new cost and/or price, which will produce an audit trail/tracking history of the changes.

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‘Setup in Action’: Combining Payables

1. In the View Payables Screen, you can do a specific search by brand, invoice #, PO (Ref #), or Company PO # or you can do a general search for all payables.

Once you input the payable search criteria, click “Search” (1) which will search for and display any payables in the system based on that search criteria.

After you click “Search”, select a payable in the grid and click “Combine Payables” (2) which will bring up the Payable Combine Detail Screen.

2. In the Payable Combine Detail Screen, you can either click “Only Same PO” which will bring up any payables that are from the same PO, or you can click “All Possible Matches” which will bring up all open payables associated with that vendor.

Click “Only Same PO” (1) to bring up the payables from the same PO. Flag the select boxes of those payables that you want to combine into one payable (2) and click “OK” (3).

3. After you click “OK” a warning pop-up window will appear asking you “Are you sure? Save/Cancel” click “Save”. Once you click “Save” the payables that you selected will be combined into one payable.

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Invoice List

Accounts Payable > Invoice List

Invoice List Screen

Screen Details

The Invoice List Screen is where you can search for, create, edit, match and unmatch invoices in the system. Once a payable or payables are generated in the system for a PO, if you’re using Command Retail for your invoices as well, the Invoice List Screen is where you will go to enter, maintain, and keep track of the invoices in the system. After an invoice is entered into the system, you will then be able to match that invoice to the PO that it’s associated with. The Invoice Matching process is a tool that allows you to keep track of what PO’s you have received from the vendor and match them up accordingly with the invoice the vendor provided. As mentioned previously, when you a user receives on a PO and a payable is automatically generated, that payable can either be approved or unapproved based on the employee security settings of the user receiving the PO. Invoice Matching provides an

alternative way of flagging and setting a payable as approved as opposed to a payable’s

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Buttons

 Search – This button will search for and simultaneously display and list in the grid any

invoices are saved in the system.

grid. Therefore, this will reset the screen to a blank screen, but it won’t actually delete

any existing records.

 New – If you click this button, this will bring up the Enter Invoice Screen which will allow

you to create a new invoice and save it in the system.

 Edit – If you click this button when an invoice is selected in the grid, this will bring up the

Enter Invoice Screen which will allow you to edit that invoice and resave it in the system.

 Invoice Match – If you click this button when an invoice is selected in the grid, this will

bring up the List Matched Candidates Screen which will allow you to match the invoice to payables.

 Unmatch – If you click this button when a matched invoice is selected in the grid, this will

allow you to unmatch that invoice from the payable(s) it was matched with.

 Print List – If you click this button, this will print a list of whatever invoices are displayed

in the grid.

 Discrepancy Detail – If you click this button when a Matched invoice is selected in the

grid, this will bring up the Discrepancy Detail Screen. In the Discrepancy Detail Screen there are 4 fields, which include: Invoice #, PO Number, Vendor, and Amount. Below those fields is a grid which lists the UPCs and the Received Quantity and Cost of each UPC that was received from the payables that were matched to that invoice. Correspondingly, this allows you to compare the amount of the invoice to the total Received Cost of the merchandise that was received to see if there is a discrepancy.

 Delete – If you click this button when an invoice is selected in the grid, this will delete

that invoice from the system.

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Enter Invoice Screen

Screen Details

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Remit To

The Remit To section is where you enter the name, account and contact information of the vendor that the invoice is associated with.

 Company – Enter the name of the company that the invoice is from.

 Account # – Enter the Account # of the company that the invoice is from.

 Phone – Enter the phone # of the company that the invoice is from.

 Fax – Enter the Fax # of the company that the invoice is from.

 Select Remit To – If you click this button this will bring up the Contact Pick List Screen,

which will allow you to select the company that the invoice is from if that company is saved in the system. Once you select the company and click “OK”, that company along with its Account #, Phone and Fax information will get added to the Remit To.

 View Remit To – If you click this button this will bring up the Contact Detail Screen, which will allow you to view the Remit To company’s contact information.

Invoice

This is where you enter in the invoice information, including: the Invoice #, Amount on Invoice, Date Owed and Units Received.

 Invoice # – Enter the Invoice # that is on the invoice received from the vendor.

 Amount on Invoice – Enter the total amount that is owed on the invoice.

 Date Owed – Enter the date that the amount on the invoice is due.

 Units Received – Enter the total amount of units of merchandise that were received on

the invoice. PO

This is where you enter in the information of the PO associated with the invoice, including: the Company PO #, PO Reference # and Freight Amount.

 Company PO # – Enter the Company PO # of the Purchase Order that is associated

with the invoice.

 PO Reference # - Enter the PO Reference # of the Purchase Order that is associated

with the invoice.

 Freight Amount – Enter the Freight Amount if there are any freight charges included in

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 Find PO – If you click this button, this will bring up the Invoice PO List Screen which will

allow you to search for and add the PO that’s associated with the invoice.

 Populate Merchandise – If you click this button after you’ve selected and added a PO

to the invoice, this will populate the merchandise from that PO into the invoice.

 Store – Select the store that the invoice is for.

The grid will display each piece of merchandise on the invoice that were populated from the PO or manually added.

 Merch Amount – This is an un-editable field that will display total $ amount of the merchandise on the invoice.

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‘Setup in Action’: Invoice Matching

1. In the Invoice List Screen, change the Invoice Status to “Not Matched Invoice” (1) and change the Date to “None” (2) and click “Search” (3), which will search for all invoices in the system that haven’t been matched with any payables.

Select the invoice that you want to match and click the “Invoice Match” button (4), which will bring up the List Matched Candidates Screen.

2. The List Matched Candidates Screen will list all unmatched payables associated with the vendor on the invoice. You can narrow the search down by flagging “Only Same PO#” and/or “Only Same Store”. “Only Same PO#” will only list the payables associated with the PO # on the invoice, and “Only Same Store” will only list the payables from the same store as the invoice.

Logically speaking, any payables that you match to the invoice should be part of the same PO with the same PO #, and the amount due of the payables should equal the amount due on the invoice. The only reason why you wouldn’t want to flag “Only Same PO#” would be if a payable associated with the PO didn’t have a PO # when it was created and received, or if the person who entered the invoice into the system accidentally entered the wrong PO # on the invoice.

Flag the select box of the payable(s) that you want to match to the invoice (1). Correspondingly, you can click “View Merchandise” to view and edit the merchandise under that payable. After you flag the payables you want to match, make sure the “Pre-Set Match as Approved” select box is flagged (2) to approve those payables and click “Match” (3). Once you click “Match”, the payable(s) will automatically be matched to that invoice.

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Payment Schedule

Accounts Payable > Payment Schedule

Payment Schedule Screen

Screen Details

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Payment Listing

Accounts Payable > Payment Listing

Payment List Screen

Screen Details

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Buttons

payments that are saved in the system based on the search criteria you selected.

grid. Therefore, this will reset the screen to a blank screen, but it won’t actually delete

any existing records.

 View Payable – If you click this button when a payment is selected in the grid, this will

bring up the Enter Payable Screen which will allow you to view the details of that payable that’s associated with that payment.

 Print List – If you click this button, this will print out a list of whatever payments are displayed in the grid.

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Receiving Detail

Accounts Payable > Receiving Detail

Receiving Detail Screen

Screen Details

The Receiving Detail Screen is identical to the Receiving Logs Screen, which is located under

Purchase Orders > Receiving Logs. This screen is where you can search for, edit and

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Buttons

receiving logs that are saved in the system based on the search criteria that you select.

 New – If you click this button, this will bring up the Receiving Log Detail Screen which

will allow you to create a new receiving log which you can link to a PO and save in the system.

 Edit – If you click this button when a receiving log is selected in the grid, this will bring up

the Receiving Log Detail Screen which will allow you to edit that receiving log and resave it in the system.

 Commit Pre-Receive – If you click this button when a pre-received PO is selected in the

grid, this will commit that pre-received PO, update the quantities in inventory and automatically create a payable.

 Undo Pre-Rcv – If you click this button when an uncommitted pre-received PO is

selected in the grid, this will undo the pre-receiving on that PO.

 View Order – If you click this button when a receiving log is selected in the grid, this will

bring up the Purchase Order Detail Screen which will allow you to view the general info, styles and number of units ordered for that order.

 View Invoice – If you click this button when a receiving log is selected in the grid, this

will bring up the Enter Payable Screen which will display the payable that was created from the received PO.

 Rcvd Cases – If you click this button, this will bring up the PO Rcvd Cases Screen which

will allow you to edit and/or print out the case information of the solid packs and pre-packed cases that were received.

 Undo Receiving – If you click this button when a receiving log is selected in the grid, this

will undo the receiving on it. As a result of Undo Receiving, the payable that was created when the PO was received will still remain, but the amount of the payable will be changed to $0 until you reopen and re-receive on that PO.

 Print Statement – If you click this button, this will bring up a Crystal Report of the Receiving Statement that you can print out, which will display the price and quantities of each style that was received.

 Print List – If you click this button, this will print out a list of whatever Receiving Logs are

displayed in the grid.

 Print Linear Statement – If you click this button, this will bring up a Crystal Report of the

Receiving Statement in linear format that you can print out.

 Delete Receiving – If you click this button when an invoice is selected in the grid, this

will delete that entry from the system.

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Sample Receiving Statement

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Sample Linear Receiving Statement

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Check Writing

Accounts Payable > Check Writing

Check Writing Screen

Screen Details

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Buttons

 Search – This button will search for and simultaneously display and list in the grid all open invoices that are due for payment for each vendor based on the due by date.

 Write 1 Check – If you click this button when an individual entry is selected in the grid,

this will bring up the Select window which will allow you to cut a check for the total balance that’s due to be paid to that vendor. Correspondingly, you will have to select a check date and the account you want to pay from, and once you click “OK” a check will be cut and the open balance that was due will then be closed.

 Write All Checks – If you click this button, this will bring up the Select window which will

allow you to cut a check for the total combined balance that’s due to be paid to all vendors.

 Remove Remit To – If you click this button when an entry is selected in the grid, this will

remove that entry from the list just for that moment in time, but if you click “Search” on that due by date it will reappear. If you want to “Write All Checks” this will allow you to remove the entries that you don’t want to cut a check for at that time.

 Cash Requirements – If you click this button, this will generate a Cash Requirements

report in a PDF File detailing how much money you will need to cover the checks that you will be writing.

 View Invoices – If you click this button when an entry is selected in the grid, this will allow you to view the invoices that make up the balance that needs to be paid for that entry.

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‘Setup in Action’: Write 1 Check

1. In the Check Writing Screen, select the Due By date (1) from the dropdown menu and click “Search”

(2) which will search for and simultaneously display all the entries in the system alphabetically by the

‘Remit To’ that are due to be paid by that date.

Once all the entries appear in the grid, select an entry (3) that you want to write a check for to pay off fully and click “Write 1 Check” (4). In this example we selected an entry for ‘All About Shoes’ with an Amount to Pay of $3,000.00.

2. Clicking the “Write 1 Check” button will prompt the Select pop-up window to appear on screen. In the Select pop-up window, select the Check Date (1) and the Account (2) you are going to be paying from which will automatically generate the first available Check #. After you select the Check Date and Account, click “OK” (3).

3. Once you click “OK”, a check will automatically be written for the Amount that was due for that entry. In addition, the Check Printing Results Screen will pop-up showing the check that was created for that entry. In the Check Printing Results Screen, click “OK” to continue with Check Printing.

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(Continued From Previous Page)

4. As a result, the system will automatically generate a Crystal Report (A) and a Check Summary Worksheet (B) which you can view and print out.

4A. The Crystal Report will show the Vendor (the check was written for), the Date (the check was written), the Amount Due and the Amount Paid for that entry. The illustration of the Crystal Report below shows that for check #27 a check was written on 1/30/2012 in the amount of $3,000.00 to ‘All About Shoes’ to pay off the amount that was due for that entry.

4B. The Check Summary Worksheet is a condensed version of the report that shows the check #, the amount of the check, and the vendor that the check was written out to on one line.

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‘Setup in Action’: Write All Checks

1. In the Check Writing Screen, select the Due By date from the dropdown menu (1) and click “Search”

‘Remit To’ that are due to be paid by that date.

Once the entries are displayed in the grid, if there are any entries that you don’t want to be included when you ‘Write All Checks’, select the entry and click “Remove Remit To” which will remove that entry from the list. In this example, there are 36 entries in the grid for a total amount due of $36,624,80.

2. Clicking the “Write All Checks” button will prompt the Select pop-up window to appear on screen. In the Select pop-up window, select the Check Date (1) and the Account (2) you are going to be paying from which will automatically generate the first available Check #. After you select the Check Date and Account, click “OK” (3).

3. Once you click “OK”, the system will automatically write a check for each entry that was in the grid starting with the first available check # and amount due for the first entry, and continuing with the next check and available check # for each subsequent entry and amount due.

In addition, the Check Printing Results Screen will pop-up showing the checks that were created for each entry. In the Check Printing Results Screen, click “OK” to continue with Check Printing.

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4. As a result, the system will generate a Crystal Report (A) and a Check Summary Worksheet (B) which you can view and print out

4A. In the Crystal Report, on the left side of the screen you can click on the check # for each check that was written to view and print out the individual report showing the Vendor (the check was written for), the Date (the check was written), the Amount Due and the Amount Paid for each entry.

In this example, there were 36 entries making up a total amount due of $36,624.80 and 36 checks were written for each entry starting at check #1504 and ending at check #1539. The illustration below of the Crystal Report shows that for check #1504 a check was written on 1/30/2012 in the amount of $1,235.00 to ‘Accessorize Yourself’ to pay off the amount that was due for that entry.

4B. The illustration below of the Check Summary Worksheet shows: check #1504, a check was written in the amount of $1,235.00 for ‘Accessorize Yourself’; check #1505, a check was written in the amount of $1,350.00 for ‘Be Hot Fashion Inc.’; check #1506, a check was written in the amount of $1,640.00 for ‘Be Hot Fashion Inc.’, etc.

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‘Setup in Action’: Viewing & Paying Invoices

Note: The View Invoices button allows you to view the invoices that make up the total balance that’s due for an entry. Correspondingly, this allows you to select individual invoices and enter a partial amount that you want to make a payment towards and/or select one or more invoices that you want to pay off completely.

1. In the Check Writing Screen, select the Due By date from the dropdown menu (1) and click “Search”

‘Remit To’ that are due to be paid by that date. Select an entry that you want to view and click “View Invoices” (3).

2. Clicking “View Invoices” will bring up the Check Writing Detail Screen. The Check Writing Detail Screen will list all the invoices that make up the total balance that’s due for that entry. Correspondingly, you have the option to pay all the invoices, or you can select each invoice individually in the grid and make a full payment, partial payment or no payment at all.

The illustration below shows that there are 8 invoices that make up the total balance due of $20,448.91. The top invoice of $19,588.79 owed makes up the majority of the total balance $20,448.91 owed for that entry.

This example will show you how to make a partial payment on one invoice, make a full payment on other invoices and leave the rest of the invoices unpaid. Correspondingly, we are going to make a $5000 payment towards the $19,588.79 that’s owed for the first invoice (A), pay the 4th

, 5th, 6th and 7th off fully (B) and leave the 2nd, 3rd, and 8th invoices unpaid (C).

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2A. To make a partial payment on an invoice, under the Pay Now column double click in the cell of the invoice that you want to make a partial payment towards and enter the amount you want to pay. The illustration shows that we entered $5000 that we want to pay now towards the $19,588.79 owed for the first invoice.

2B. For each invoice you want to make a full payment towards, select the invoice in the grid and click “Pay This One” which will tell the system that you want to fully pay off that invoice. In this example we are going to individually select invoices 4, 5, 6, and 7 and click “Pay This One” for each one.

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2C. For each invoice that you don’t want to make a payment towards at this time, select the invoice and click “Don’t Pay This One”. In this example we are going to individually select invoices 2, 3, and 8 and click “Don’t Pay This One” (1) for each one.

Clicking “Don’t Pay This One” will change the amount to Pay Now for those invoices to $0, since we won’t be paying anything towards those invoices at this time. Correspondingly, we will now setup a partial payment of $5000 to be made towards the $19,588.79 due for the first invoice.

In addition, full payments of $10.80, $27.00, $48.05, and $67.50 to be made towards the 4th, 5th, 6th, and 7th invoices, and no payments to be made towards the 2nd, 3rd, and 8th invoices. Overall, we will be making a payment of $5,153.35 towards the total balance of $20,448.91 that’s due.

Click “Close” to close the Check Writing Detail Screen.

3. Clicking “Close” will bring you back to the Check Writing Screen. In the Check Writing Screen you will see that the Amount to Pay for that entry at this time will now be updated accordingly. In the illustration below, you can see that the Amount to Pay for that entry will now be $5,153.35 instead of the total balance of $20,448.91. Select that entry (1) and click “Write 1 Check” (2) which will prompt the Select pop-up window to appear on screen.

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4. In the Select pop-up window, select the Check Date (1) and the Account (2) you are going to be paying from which will automatically generate the first available Check #. After you select the Check Date and Account, click “OK” (3).

5. Once you click “OK”, the system will automatically cut a check in the amount of $5,153.35 towards the total balance due of $20,448.91 that was due for that entry. Correspondingly, a Crystal Report will be generated showing the amount that was due and the amount that was paid for each invoice associated with that entry.

6. As a result of that amount being paid, the system will automatically deduct that from the total balance that was due and update it accordingly. In this example, after paying $5,153.35 towards the $20,448.91 total balance, you will see that the updated total balance due is now $15,295.56.

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Check Register

Accounts Payable > Check Register

Check Register Screen

Screen Details

The Check Register Screen is where you can search for, view and manage your credit and debit records for each of your bank accounts. Moreover, this is where you can reconcile, unreconcile and void checks, as well as make a deposit or charge to a bank account. Correspondingly, this gives you the ability to track and balance your bank accounts in the system.

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Buttons

 Search – This button will search for and simultaneously display in the grid the debit and

credit records corresponding to the bank account and date you select.

 Unreconcile – If you click this button when an open or Reconciled record is selected in

the grid, this will Unreconcile that record. Unreconciling a record tells the system that the check or deposit has not been cleared yet by the bank.

 Reconcile – If you click this button, this will bring up the Check Reconciliation Screen which will allow you to reconcile any the checks or deposits that have been cleared and accounted for by the bank.

 Authorize/Export – If you click this button when any check register records of a bank

account are displayed in the grid, this will bring up the Check Export Screen which will allow you to authorize and export any Unreconciled checks or deposits of that bank account in the system

 Void – If you click this button when a check is selected in the grid, this will void that check which will in turn reverse the payment and change the payable associated to that check as not being paid. This would be used if you write or create a check that you don’t actually want sent to the vendor at that time, which you can pay later when you are ready.

 Deposit – If you click this button, this will bring up the Deposit Check Screen which will

allow you to select the bank account, deposit date, and amount that you’re going to be depositing into that account.

 Charge – If you click this button, this will bring up the Charge Check Screen which will

allow you to enter the bank account, charge date, and amount that you’re going to be charging to that account. This would primarily be used for any bank fees/charges incurred from direct withdraws, transfer of funds, etc.

 Print List – If you click this button, this will print out a list of any records that are displayed in the grid.

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‘Setup in Action’: Depositing

Note: When you make an actual deposit into your bank account, the Check Register Screen is where you go to enter the same amount that you deposited into your bank account so your balance and records in Command Retail accurately reflect your bank account’s balance and records.

1. In the Check Register Screen, click the “Deposit” button which will bring up the Deposit Check Screen.

2. In the Deposit Check Screen, select the Bank Account that you’re depositing into (1), the Date of Deposit (2) and the Deposit Amount (3). The Deposit From field is optional if you want to enter the store the deposit was entered from. After the deposit information is filled in, click “Save” (4). In this example we deposited $1000 into the Citibank Bank Account.

3. Once the deposit is made and saved in the system, in the Check Register Screen select the same Bank Account (1), select the date and click “Search” (2) which will search for and simultaneously display the deposit and charge records of that Bank Account based on the date.

In this example, the records show that $1000 was deposited on 2/8/2012 to Citibank increasing the Bank Account balance from $563,168 prior to the deposit to $564,168 after the deposit.

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‘Setup in Action’: Charging

Note: When you make an actual charge to your bank account, the Check Register Screen is where you go to enter the same amount that you charged to your bank account so your balance and records in Command Retail accurately reflect your bank account’s balance and records.

1. In the Check Register Screen, click the “Charge” button which will bring up the Charge Check Screen.

2. In the Charge Check Screen, select the Bank Account that you’re charging (1), the Date of Charge

(2) and the Charge Amount (3). The Charge From field is optional if you want to enter the store the

charge was entered from. After the charge information is filled in, click “Save” (4). In this example we charged` $5000 into the Citibank Bank Account.

3. Once the charge is made and saved in the system, in the Check Register Screen select the same Bank Account (1), select the date and click “Search” (2) which will search for and simultaneously display the deposit and charge records of that Bank Account based on the date.

In this example, the records show that $5000 was deposited on 2/10/2012 to Citibank decreasing the Bank Account balance from $564,168 prior to the charge to $559,168 after the charge.

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Customer Reimburse Checks

Accounts Payable > Customer Reimburse Checks

Customer Reimburse Checks Screen

Screen Details

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Buttons

customer reimbursed checks that were created at the POS.

 Write 1 Check – If you click this button when an individual entry is selected in the grid,

this will bring up the Select window which will allow you to cut a check for the check that was reimbursed to the customer at the POS. Correspondingly, you will have to select a check date and the account you want to pay from, and once you click “OK” the check will be processed and recorded under the Check Register Screen.

 Write All Checks – If you click this button, this will bring up the Select window which will

allow you to cut a check for each check that was reimbursed to a customer at the POS. Correspondingly, you will have to select a check date and the account you want to pay from, and once you click “OK” a check will be processed and recorded for each check under the Check Register Screen.

 Manually Enter – If you click this button when an entry is selected in the grid, this will

permanently remove that entry from the list.

 Print List – If you click this button, this will print out a list of any Customer Reimbursed

Checks that are displayed in the grid.

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‘Setup in Action’: Customer Reimburse Checks

Note: This example will walk you through the Customer Reimbursement Check process. First, we will cover how a reimbursement check is entered into the system at the POS for a customer returning merchandise. Then, we will show you how you process that check in the Customer Reimburse Checks Screen. Lastly, we will show how to reconcile that check in the Check Register Screen.

1. In the New POS Screen, click the “Returns” button which will bring up the Return Screen.

2. In the Return Screen, place the cursor in the Reciept Number field, type in the receipt number (1) and press “Enter” on the keyboard which will add the item(s) from that receipt into the grid.

After the items are added, under the Returning column click the select box (2) of the item(s) being returned and then click “OK” (3) which will add the item(s) to the POS.

3. Once the item(s) being returned are added to the POS, click on the Reimburse button at the bottom of the POS Screen which will bring up the Pay Screen.

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4. In the Pay Screen, select ‘Check’ as the tender (1), enter the amount that you are reimbursing back to the customer (2), click “Pay” (3) and then click “Finish” (4).

After you click “Finish”, the merchandise that was returned will be updated accordingly and the customer reimbursed check will be processed in the system.

5. Once the merchandise is returned and the customer reimbursed check is entered into the system, the next step will be to go to the Customer Reimburse Checks Screen to write a check for that customer reimbursed check.

In the Customer Reimburse Checks Screen, select the store # (1) location where the Customer Reimbursed Check was entered and click “Search” (2), which will search for and display any Customer Reimbursed Checks that were entered from that store. Select the entry and click “Write 1 Check” (3) which will bring up the Select pop-up window.

6. In the Select pop-up window, select the Check Date (1) and the Account (2) you are going to be paying from which will automatically generate the first available Check #.

After you select the Check Date and Account, click “OK” (3). Once you click “OK”, the check will be processed and a record of that will automatically be recorded in the Check Register Screen. Now that a check has been cut, processed and recorded, the final thing you’ll need to do is reconcile that check in the Check Register Screen once it’s been cleared and accounted for by the bank.

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7. In the Check Register Screen, select the bank account (1) that was used for the Customer Reimbursed Check and click “Search” (2) which will search for and display the debit and credit records of that bank account. Click “Reconcile” (3), which will bring up the Check Reconciliation Screen.

8. In the Check Reconciliation Screen under the Pick column, click the select box (1) of the Customer Reimbursed Check record to flag it and then click “Save” (2). Once you click “Save”, that check will automatically be reconciled in the system.

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Recurring Payables

Accounts Payable > Recurring Payables

Recurring Payables Screen

Screen Details

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Buttons

 Search – This button will search for and simultaneously display in the grid any Recurring

Payables that are saved in the system.

 New – If you click this button, this will bring up the Enter Payable Screen which will allow

you to setup a Recurring Payable and save it in the system.

 Edit – If you click this button when a Recurring Payable is selected in the grid, this will

allow you to edit that payable and resave it in the system.

 Delete – If you click this button when a Recurring Payable is selected in the grid, this will

delete that payable from the system.

 Process – If you click this button when a Recurring Payable is selected in the grid, this

will process that payable so it will start to recur on the next due date.

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‘Setup in Action’: Recurring Payables

1. In the Recurring Payable Screen, click on “New” which will bring up the Enter Payables Screen.

2. In the Enter Payable Screen, fill out the General Info section (including the Store and Category) (1), the Remit To section (2), and enter the Amount of the payable under the Totals section (3). After the payable is filled out, click the “Recurring” button (4).

3. Once you click the “Recurring” button, this will prompt the ‘Payable must be saved” pop-up window to appear on screen, which asks you “Would you like to save this payable? Yes/No”. Click “Yes”, which will bring up the Payable Recurring Detail Screen.

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Accounts Payable 6.4 User Manual