1 Microsoft ® Business Solutions–Axapta ® Axapta Training – Accounts Payable Phase 1

2 Vendor master Vendors are used to create, maintain and inquire about vendors. The base data is automatically displayed as the default for all activities involving the vendor. Before using the vendor table, make sure that you have specified a group for each vendor. Accounts payable > Vendors

3 Exercise We are going to purchase something from a new vendor. Create new vendor with the following details: Vendor name : PT Surya Global Vendor group : DOM Currency : EUR Terms of payment : M15 Methods of payment : cheque EUR Address : Jl. Raya Serang Indonesia No Sales tax

4 Invoice journal You can create invoice without purchase order. The invoices are by default approved by the user who is logged in and who enters the journal lines. Validate and post the lines after entering the necessary information. Now the invoices are ready for payment Accounts payable > Journals > Invoices > Invoice journal

5 Exercise You have just received an invoice from PT Surya Global. Invoice number is SG-001, dated 1/1/2005. Terms of payment = M15. Invoice amount = EUR 250. Transaction text = Pembelian baju seragam. Offset (Office supplies expense) Check the journal voucher created and vendor balance and vendor open-transaction editing

6 Invoice register The purpose of the invoice register journal is to pre- register invoices when they arrive to the company. In this journal, an employee registers the vendor account, the invoice number, the amount, and the person who is going to approve the invoice. The same employee validates and posts the journal to the accounts specified. Accounts payable > Journals > Invoices > Invoice register

7 Exercise You have just received a net of tax invoice from PT Surya Global which requires approval from AJE (your finance and accounting manager). Invoice number is SG-002, dated 1/1/2005. Terms of payment = M15. Invoice amount = EUR Transaction text = Pembelian supplies kantor. Register and post the Check the voucher in the Inquiries > Vouchers window

8 Invoice approval journal The lines posted in the invoice register are transferred to the invoice pool and the physical invoices are given to the person who must approve them. The person approves – with a signature or a stamp – and returns the invoices to the accounting department. When they return, the accountants register the approvals in the invoice approval journal and post them. After that, the invoices is ready to be paid, and the amounts are posted to the real cost accounts Accounts payable > Journals > Invoices > Invoice approval journal

9 Exercise Create invoice register for invoice SG-003 from PT Surya Global on 1/1/2005. It is for purchase of Office stationaries. The invoice amount EUR 1,000. Net of tax. Approver = AJE. Create invoice approval journal for invoice SG-003 from PT Surya Global. It is for purchase of Office stationaries. Debit EUR 1,000 to (Office supplies expense) to the journal after your fetch the invoice voucher Post the journal and check the created voucher

10 Invoice register excluding posting The invoice register excluding posting is another type of journal available in the accounts payable module. Using this represents another procedure for handling incoming invoices, although it is similar to the invoice register with posting. The difference is that you cannot post the lines – they go directly into the invoice pool. In order to post the lines, create a new invoice journal, and click Functions. From here, select Invoice pool and accept the individual invoices in the pool after approving them Accounts payable > Journals > Invoices > Invoice pool excl. posting Accounts payable > Journals > Invoices > Invoice journal > Functions > Invoice pool

11 Exercise Create invoice pool excl. posting journal for invoice SG- 004 from PT Surya Global on 1/1/2005. It is for purchase of Office stationaries. The invoice amount EUR 1,500. Net of tax. It is for purchase of office supplies (60630). Approved by AJE. Payment due date 2/16/2005 Create and post Invoice journal for invoice SG-004 from PT Surya Global by fetching the invoice pool.

12 Working with Payments Make vendor payments in the Payment journal in Accounts payable module. The advantage of using the Payment journal in Accounts payable is that this journal only contains the fields important for entering the payment. You can pay in other currency You can pay not in full and outstanding invoice will automatically calculated Accounts payable > Journals > Payment > Payment journal

13 Exercise Create and post a payment journal for PT Surya Global on 15, February And check vendor balance and voucher created. Check also vendor closed-transaction for editing

14 Exercise Make a partial payment to vendor Select one of the outstanding invoices and pay half in amount and then post

15 Exercise Make payment journal to vendor 3000 without selecting any open invoices, payment amount EUR Settle in the Vendor open-transaction editing

16 Payment by check In the payment journal window, click Functions > Generate payment. Select the check number that you will use. This will ask you to print the check. Accounts payable > Journals > Payments > Payment journal > Functions > Generate payments

17 Exercise Pay one of the open invoices using check for PT Surya Global using bank account BCA-EUR

18 Terms of payment Define all the terms of payment used by your company accounts and by vendors. A term of payment is used for calculation of due date based on the date of the invoice. Accounts payable > Setup > Payment > Terms of payment

19 Exercise §Create the following terms of payment code with the following rules and try it by posting the invoice journal. Invoice date is 1/1/2005 for all of the journal transaction below (offset 60630), journal amount EUR 1000: TOP10dWe pay after 10 days of invoice date TOPMWe always pay at the end of each month from invoice date §Create invoice journal using terms of payment = Cash. See whether accounts payable is recorded or not

20 Payment schedule Set up payment schedules to let your company pay their invoices in installments. To set up a payment schedule, define the following Number of installments Amount of each installments Due date of each installments Accounts payable > Setup > Payments > Payment Schedules

21 Exercise Create payment schedule for 5 times of installments. Payment schedule code 5Times (using fixed quantity in the payment schedule setup). Attach this payment schedule to customer = 4000 Create and post invoice new sales order for customer = 4000, item = Botol, Warehouse= GW. Price each = 1,000, quantity = 1 pcs. Post invoice on 1/1/2005 Observe your open invoices on customer -> functions -> open transaction editing

22 Customer payment You can create customer payment in the same way as you create vendor payment. Accounts receivable > Journals > Payments > Payment journal

23 Exercise Create customer payment journal on one of the invoices that you have just posted from customer = 4000 using EUR currency

24 Vendor/Customer Exchange Adjustment Make exchange adjustment on open vendor/customer transactions  Exchange adjustment method: Standard, makes an adjustment whenever there is profit/loss Maximum, makes an adjustment if there is a loss, and no adjustment if there is a profit (Used in AP) Minimum, makes an adjustment if there is a loss, and no adjustment if there is a profit (Used in AR) Invoice date, cancels all previously made exchange adjustments and creates an exchange adjustment with the same exchange rate as the original posting  Date of rate Enter the date for the exchange rate conversion  Posting date Enter the date for posting in the General ledger  Dimension Select the dimensions to use for posting. Select between: None : no dimensions are used Table : dimensions are taken from the customer/vendor Posting : dimensions are taken from the customer/vendor transaction

25 Vendor/Customer Exchange Adjustment  Use posting profile from Select whether the posting profile is taken from the customer/vendor account or from the selected posting profile field below  Posting profile select posting profile to use for the exchange adjustment if Use posting profile from = Select The exchange rate adjustments made from running the job from Accounts receivable / Periodic / Exchange adjustments or Accounts payable / periodic / Exchange adjustments are unrealized exchange adjustments. When settling an invoice with a payment the exact exchange adjustment is known and therefore posted as a realized exchange adjustment.

26 Exercise 1.Setup new currency MYR with the following exchange rate (General ledger > Setup > Exchange rates) 2.Create and post invoice journal for vendor account = 3000 with invoice amount = MYR 100.on 1/1/2005 Offset = Run vendor exchange adjustment using standard method, posting date = 1/2/2005, date of rate = 1/2/2005. (Accounts payable > Periodic > Exchange adjustment) 4.Paid the vendor on 1/3/2005 using payment journal (Accounts payable > Journals > Payment journal) DateExchange rate (100 MYR = ? EUR) 1/1/ /2/ /3/200513

27 Exercise 1.Create and post invoice a new sales order for customer account = 4003 and item = Botol. Quantity = 1 pcs, Price each = MYR 100. Invoice date = 1/1/ Run customer exchange adjustment, posting date = 1/2/2005, date of rate = 1/2/2005, Exchange adjustment method = minimum. (Accounts receivable > Periodic > Exchange adjustment). Do you see any adjustments in the Chart of accounts? 3.Run the exchange adjustment again on 1/2/2005 with the same setting but method = standard 4.Receive customer payment on 1/3/2005 using payment journal (Accounts receivable > Journals > Payment journal)

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