Accounting Interface: Using CounterPoint
Interfacing to Accounts Payable
Overview
The interface to Accounts Payable consists of four menu selections:
y Accounting / Accounts Payable / Voucher receivings
y Accounting / Accounts Payable / Reports / Unvouchered receivings report
y Accounting interface / Payables / Purge / Vouchered receivings y Accounting / Accounts Payable / Utilities / Update vendors
This document explains how to use these menu selections to interface with your Accounts Payable software. See Accounting Interface Notes for more information.
Vouchering receivings
Select Accounting / Accounts Payable / Voucher receivings.
This menu selection allows you to create Accounts Payable vouchers from received P.O.’s, and is available only if you specified in Setup / Purchasing / Control to keep received P.O. history.
P.O.#
Enter the P.O. number of the receiving to voucher.
Vendor: Terms:
These display-only fields show the vendor and terms for this P.O.
If a P.O. or vendor terms code does not exist for the selected purchase order,
CounterPoint displays the full 25-character P.O. terms description from the purchase order record.
Recvr-#’s
Enter up to four receiver numbers that were posted against this P.O. Press F1 to scan through the existing unvouchered receivings for this P.O. Leave <blank> after at least one receiver number has been entered, when you are through entering receiver numbers.
When an existing receiver is displayed, press F2 to view this receiver. (See the Viewing a
receiver section on page 5 for more information.)
The F9 LookUp for this field shows only unvouchered receivings. Received
This display-only field shows the receipt date for each specified receiver. Total-cost:
This display-only field shows a running total of the costs on all specified receivers. [Miscellaneous charges]
These two display-only fields appear only if the specified receiving(s) contain
miscellaneous charges. These fields show running totals of the miscellaneous charges on all specified receivers.
Vchr-total:
This display-only field appears only if the specified receiving(s) contain miscellaneous charges. This field shows a running total of the costs and charges on all specified receivers.
1. Dist date
The current system date displays as the default for the first voucher entered during this session. After the first voucher has been entered in this session, the last date entered displays as the default.
Enter the date to assign to all distributions for this voucher.
Press F1 to manually mark receivers as vouchered, without creating an Accounts Payable voucher. (See the Marking a receiver as vouchered without creating an A/P
voucher section on page 6 for more information.)
Press F2 to create the voucher for a vendor other than the vendor to whom the P.O. was sent. (See the Factoring a voucher section on page 6 for more information.)
2. Invoice #
Enter the vendor’s invoice number that contains the items for the specified receivers. A warning message appears if this invoice number has already been entered for this vendor.
3. Invoice date
The Dist date entered in field 1 displays as the default. Enter the date of the vendor’s invoice.
4. Invoice amt
Enter the amount of the vendor’s invoice.
Press F1 to use the Vchr-total (or Total cost, if no miscellaneous charges were added to these receivers) displayed at the top of the screen.
5. Non-disc amt
Enter the amount that is not eligible for a discount.
Press F1 for the total miscellaneous charges defined in Setup / Purchasing / Control as not included in inventory.
6. Reference
After the first voucher has been entered in this session, the last reference text entered displays as the default.
Enter any desired reference text.
7. Due days
Enter the number of days after the invoice date that determines the due date. Press F1 to use default values for the remaining fields on this screen.
If you press F1, the remaining fields are automatically completed based on information for this vendor in the Accounts Payable Vendor file.
8. Due date
The default date that displays is determined by the invoice date and the number of days entered in the preceding field.
Enter the due date of the invoice.
If you change the default date that displays, Due days is updated automatically.
9. Disc days
Enter the number of days after the invoice date that determines when any early payment discount expires.
Leave <blank> for None, if there is no early payment discount for this invoice.
If you change the value in this field using Field number to change ?, Disc date is updated automatically.
10. Disc date
If you entered None for Disc days, this field defaults to None and cannot be changed. Otherwise, the default date that displays is determined by the invoice date and the number of days entered in the preceding field.
Enter the last day on which any early payment discount is valid for this invoice. If you change the default date that displays, Disc days is updated automatically.
11. Disc pct
If you entered None for Disc days, this field defaults to .00 and cannot be changed. Enter the percent of the invoice total that can be deducted from the invoice balance if paid in full by the Disc date.
If you change the value in this field using Field number to change ?, Disc amt is updated automatically.
12. Disc amt
If you entered None for Disc days, this field defaults to .00 and cannot be changed. If you entered a Disc pct other than .00, this field is skipped, and is calculated automatically. You can change the amount in this field, however, by pressing Up Arrow during initial entry, or using Field number to change ? after all fields have been completed.
Enter the discount amount that can be deducted from the invoice balance if paid in full by the Disc date.
If you change the value in this field, Disc pct is updated automatically.
13. Disc acct
(Not applicable) displays if no discount percent or amount is specified in the preceding two fields.
Enter the discount account to which distributions for discounts taken are posted. Press F1 to use the default discount account specified in Setup / System / Accounting interface.
Distrib: Acct-#
This expense distribution field appears after you press Enter at Field number to change ? after completing fields 1-13.
Enter up to 20 account number(s) to use for the expense distributions. Press:
F1 For the first account number, to use the receivings accrual account specified in the account code for the first item in the receiving, and the profit center for the P.O.’s location
F2 Before entering any account numbers, to generate default distributions see the
Distributions section on page 6 for more information
Esc When the full amount of this voucher has been distributed, to voucher the receiver(s)
Enter profit center for misc. charge distribution
This field appears if you press F2 to automatically generate distributions for a drop-ship P.O. that contains miscellaneous charges.
Enter the profit center to use for the miscellaneous charge distributions.
Distrib-amt
Enter the amount of each distribution.
Press F1 for the full amount remaining on this voucher.
OK to voucher this receiver/these receivers ?
This question appears when you press Esc at Distrib: Acct-# when the total cost of all specified receivers has been fully distributed.
Specify whether to voucher the specified receiver(s) by selecting Yes or No. If you answer Yes, vouchers are created in your Accounts Payable software for the specified receiver(s). After the vouchers have been created, a message appears at the bottom of the screen that tells you the voucher number that was created.
Viewing a receiver
Press F2 at Right receiver ?, to view the receiver.
When the receiver is displayed, press:
Enter To view additional information for this receiver
Marking a receiver as vouchered without creating an A/P
voucher
Press F1 at Dist date, to mark the specified receiver(s) as vouchered without creating an A/P voucher.
Voucher number
This field appears when you press F1 at Dist date to manually mark the specified receiver(s) as vouchered.
Enter the voucher number that includes the specified receiver(s).
Factoring a voucher
“Factoring a voucher” means to create a voucher for a different vendor than the vendor from whom you received the merchandise.
Press F2 at Dist date, to factor this voucher.
NOTE: If you voucher to a different vendor, the Accounts Payable voucher contains only
that vendor, and the CounterPoint Received P.O. History file contains only the original vendor.
Vchr-to-vendor
This field appears when you press F2 at Dist date to factor this voucher. Enter the vendor number for whom to create the voucher.
Press Esc to voucher to the default vendor.
The vendor you enter here must exist in CounterPoint and in your accounting software.
Distributions
Vouchering doesn’t create distributions; however, the distribution information entered during vouchering is included in the A/P voucher that is created. For RTV’s, the debits and credits are reversed and the item’s RTV account is credited rather than the receivings accrual account.
If you select to generate automatic default distributions (by pressing F2 at Distrib: Acct-# before entering any account numbers), the distributions generated for the voucher are as follows:
Activity Debit
account Credit account Profit center determined by Amount Accounts Payable Accounting software Each non-drop-ship inventory item vouchered Receivings accrual for the item
Accounting software
Receipt amount (Trx-qty * unit-cost)
Activity Debit
account Credit account Profit center determined by Amount Accounts
Payable Accounting software Each drop-ship
inventory item vouchered
Drop ship clearing account for the item
Accounting software
Receipt amount ((Trx-qty * unit-cost) + (misc charges defined as included in inventory))
Accounts Payable
Accounting software Each misc charge
vouchered on a non-drop-ship
P.O. Misc charge
account Accounting software
Misc charge amount defined as excluded from inventory
Accounts Payable
Entered by user Each misc charge
vouchered on a drop-ship P.O.
Misc charge account
Entered by user
Entire misc charge amount
NOTE: If the receiver(s) includes miscellaneous inventory items, it may not be possible to
generate default distributions. If more than 20 distributions are required due to many different account codes, default distributions are not generated, and a message to that effect displays.
Printing the Unvouchered Receivings Report
Select Accounting / Accounts Payable / Reports / Unvouchered receivings report.This report provides a list of received P.O.’s that have not yet been vouchered to Accounts Payable.
1. Print in order by
Select:
Vendor/P.O.# To print the report in order by Vendor/P.O.#
P.O.# To print the report in order by P.O.#
7. Report format
Select:
Detail For a Detail report
Summary For a Summary report
Format Description
Detail For each receiver, includes:
Vendor number, vendor name, P.O.#, order date, receiver number, receipt date, miscellaneous charge amounts, total number of lines, total quantity ordered, total quantity received, total extended cost, and total cost
For each line item, includes:
Item number, description, location, quantity ordered, unit, quantity received, unit cost, extended cost, miscellaneous charges, and total cost
Summary For each receiver, includes:
Vendor number, vendor name, P.O.#, order date, receiver number, receipt date, total quantity ordered, total quantity received, total extended cost, miscellaneous charge amounts, and total cost NOTE: Costs appear on the report only if you are authorized to view costs.
NOTE: This report cannot be run to determine what was not vouchered as of a specific
Purging vouchered receivings
Select Accounting interface / Payables / Purge / Vouchered receivings.
Periodically, you may want to purge vouchered receivings from the Received P.O. History file in order to conserve disk space.
WARNING: Received P.O. history can be purged in two ways, using either Purchasing /
Purge / Received P.O. history or Accounting interface / Payables / Purge / Vouchered receivings. You should never use both of these selections, because both utilities purge the same history, but in slightly different ways. Select the one utility appropriate to your business, and use only that one.
In general, if you are using Accounting / Accounts Payable / Voucher receivings to create Accounts Payable vouchers from received P.O. history, you should use Accounting interface / Payables / Purge / Vouchered receivings to purge received P.O. history.
Are you sure you want to do this ?
This question appears after you press Enter at Field number to change ?.
Specify whether to purge the specified vouchered receivings from the Received P.O. History file by selecting Yes or No.
Updating vendors
Select Accounting / Accounts Payable / Utilities / Update vendors.
1. Function
Select:
Import To import vendors into CounterPoint from your Accounts Payable
Export To export vendors from CounterPoint into your Accounts Payable
Report
discrepancies To report any discrepancies between the vendor definitions in CounterPoint and the definitions in your Accounts Payable software If you select to import vendors into CounterPoint, only the following information is imported: y Name y Address y Contacts y Phones y Category
y Terms (imported as text) y Comments
NOTE: The following vendors will not be included in the import, export, or report:
y CounterPoint vendors that specify not to sync with A/P
Add or update ?
This field appears if you select to import or export vendors. Select:
Add To add any new vendors without updating existing vendors
Update To update existing vendors without adding any new vendors
Both To add any new vendors and update existing vendors
NOTE: If you select to update existing vendors (Update or Both), only those vendors that
have Synch with A/P ? set to Yes in Inventory / Vendors will be updated.
Print report ?
This field appears if you select to import or export vendors.
Specify whether to print a report of the vendor additions and/or updates by selecting Yes or No.
2. Category
To process only vendors with a particular category assignment, enter the category. Press F1 for All vendor categories.
3. Template vendor
(Not applicable) displays if you are importing or reporting discrepancies, or if you are only updating vendors for an export.
Enter the vendor in your Accounts Payable software to use as the template when new vendors are added to the Accounts Payable Vendor file during this export
Any fields that are not included in the CounterPoint Vendor file will be completed according to the values for this template vendor. The template vendor must exist in both the CounterPoint and Accounts Payable vendor files.
