A/P Export

The ACCOUNTS PAYABLE EXPORT screen is used to allow users to export received purchasing and return order totals for their accounting package.

 

Menu Path: Closeouts, A/P Export, ACCOUNTS PAYABLE EXPORT screen

 

 

Overview: Accounting Exports - 2 pages

 

AR Balancing Worksheet - 1 page

 

Accounts Receivable Training Packet - 1 page

AP Export Setups

Supplier

Click the 'Supplier' button to search for a supplier, or enter a supplier in the field. Filters the grid by supplier.

 

Invoice Number

Select the vendor's invoice or return authorization number to be applied to the grid filter.

 

Invoice Date

Select the date the vendor's invoice was received to be applied to the grid filter.

 

Start Date

Filters the grid by the date the purchase order was opened.

 

End Date

Filters the grid by the date the purchase order was closed.

 

PO Number

Filters the grid by the purchase order number.

 

Status

Drop-down that determines what rows appear in the gird.

 

Options are:

 

  • 'ALL' - Displays all rows whether approved or not.
  • 'APPROVED' - Displays all rows with the 'Approved' field set to 'APPROVED'.
  • 'ERROR' - Displays only the rows the user has selected to approve for export, but either the supplier's 'Invoice Date' and/or 'Invoice Number' is blank.
  • 'ALL CHECKED' - Displays all rows with the checkbox checked.

AP Export Grid

[Checkbox]

Checkbox used to select multiple rows to approve or delete.

 

Check the box for a row and it is editable simultaneously with other rows.

 

Uncheck the box for a row, it is not editable simultaneously with other rows.

 

Approved

Displays 'APPROVED' if the PO has been approved, remains blank if not approved, or 'ERROR' if it has been attempted to approve but left the 'Invoice Date', 'Invoice Number', or both fields blank.

 

Vendor

Displays the supplier code.

 

PO Number

Displays the purchase order number, return order number, or manifest number.

 

Invoice Date

Displays a user-entered value that represents the date the vendor's invoice was received.

 

Invoice Number
Displays a user-entered value that represents the vendor's invoice or return authorization number.


Cost
Displays a system-entered value from the purchase order. User-editable value that represents the cost from the PO when it was received (in to or out of stock) or closed.


Discount
Displays the user-entered value that represents the total amount of any discounts allowed from the vendor.


Freight
Displays a system-entered value if added from the PO INFO screen, or if calculated at Purchase Order Receive time based on 'FREIGHT COST AMOUNT/OR %' settings in the SUPPLIER ORDER SPECIFICS screen, or a user-entered value that represents the total amount of freight, shipping and handling leveled on the payable.

 

Extended
Displays the total of 'Cost', 'Discount', and 'Freight' fields.


Times Posted
Displays the number of times the purchase order was posted into stock.


Create Date
Displays the date the purchase order, return order, or manifest was created.


Last Posted Date
Displays the most recent date the purchase order, return order, or manifest was posted.


Vendor Name
Displays the supplier name.


Source
Displays whether or not the row item is a purchase order, return order, or manifest.

AP Export Grid: Right-Click Menu

Right-click a row in the grid to display the right-click menu.

 

  


Approve
Marks the selected row as approved for export the same way clicking the 'Approve' button does.

Unapprove
Unmarks the selected row so that it is not approved and will not be included in the export (only available from the right-click on a row in 'Approved' or 'Error' state).

Delete
Prompts "Are you sure you want to delete the current payable?" and if 'Yes' is clicked, the application permanently deletes the row. If 'No' is clicked, the application aborts deleting the row.

Go To PATI
Opens the PATI REPORTS screen with the detail from the selected row populated in the 'Report Criteria' selections. Select 'PREVIEW', 'PRINT', or 'DISPLAY' to output the report. Close the PATI REPORTS screen to return to the ACCOUNTS PAYABLE EXPORT screen without resetting it.

AP Export Totals

Last Export

Displays the date of the last time a file was exported. The date is not updated if a file is re-exported. For information only.


View previous Exports
Opens a window that allows for the selection of one export to be re-exported (of the last ten exports).

 


Approved POs
Displays the total amount of "buy" purchase orders in 'APPROVED' status.

Filtered POs
Displays the total extended amount of all "buy" purchase orders depending on the selected filters (all purchase orders presently viewable in the grid).


Total POs
Displays the total of all purchase orders regardless whether or not filtered or approved.


Approved Credits
Displays the total amount of all approved return orders (including manifests) in 'APPROVED' status.


Filtered Credits
Displays the total extended amount of all return orders (including manifests) depending on the selected filters (all return orders presently viewable in the grid).


Total Credits
Displays the total of all return orders (including manifests) regardless whether or not filtered or approved.

AP Export Action Buttons

Delete

Click the 'Delete' button to delete any checked rows. The application prompts "Are you sure you want to delete the current payable?" Click 'Yes' to permanently delete the row. Click 'No' and the application aborts deleting the row.


Preview
Click the 'Preview' button to output a preview of the 'Accounts Payable Export Report'.


Print
Click the 'Print' button to output a preview of the 'Accounts Payable Export Report'.


Approve
Enter a value in the 'Invoice Date' and 'Invoice Number' field and click 'Approve' to move the information into a row to be included in the next export, marking these rows as ready for export.


Note: User-editable fields continue to be available for approved rows.


Export
Click the 'Export' button to initiate the export. The button will only be available if at least one row is 'Approved' for export, regardless of the filters. If no rows are approved, the system will prompt "No payables are approved for export."

Accounts Payable Export Report

The report can be output at any time from the ACCOUNTS PAYABLE EXPORT screen and from the 'Export' window for all approved rows.

 

The 'Accounts Payable Export Report' consists of two sections:

 

'Accounts Payable Export Report - Payables'

'Accounts Payable Export Report - Credits'

 

The 'Accounts Payable Export Report - Payables' section outputs all purchase orders and the 'Accounts Payable Export Report - Credits' section outputs all return orders and manifests.

 

The report is output by vendor.

 

The following is an example of the 'Accounts Payable Export Report':

 

 

 
PURCHASE ORDER #
Outputs the purchase order number.

CREATE DATE
Outputs the date the PO was created.

POSTED DATE
Outputs the date the PO was received.

INVOICE DATE
Outputs the user-entered date the vendor invoice was received.

INVOICE # CREDIT #
Outputs the user-entered vendor invoice number or vendor return authorization number.

COST $
Outputs the total cost from the PO or user-edited cost.

DISCOUNT $
Outputs the user-entered total discount against the PO.

FREIGHT $
Outputs the system or user-entered total freight amount for the PO.

EXTENDED COST $
Outputs the total 'COST $', 'DISCOUNT $', and 'FREIGHT $' for the PO.ding text here

Accounts Payable Export Process

 How To: AP Export - 11 minutesHow To: AP Export - 11 minutes 

 

  1. Click the 'Approve' button for a purchase order, return order, or manifest on the ACCOUNTS PAYABLE EXPORT screen, and the system will mark the row as ready for export and will add "APPROVED" in the 'Approved' column.

  2. Any rows with 'APPROVED' in the 'Approved' column, depending on the filters used, are included with the next export.

  3. Any rows that are blank in the 'Approved' column are not included in the export regardless whether they display because of filters or not.

  4. The 'Invoice Date', 'Invoice Number', 'Cost', 'Discount', and 'Freight' fields can still be edited for items with 'APPROVED' in the 'Approved' column and can still be deleted. 

  5. Click the 'EXPORT' button and a window opens to:

    • Display the total payables and total return orders named 'CREDIT MEMOS' in the window.

    • Warn "All payables in this batch will now be exported and will no longer be available for edit. Are you sure?" Click the 'OK' button to continue or 'CANCEL' to abort the export.

  6. Click 'OK' and the system takes all approved purchase orders, return orders, and manifests depending on the filters, creates the file, exports the file, and saves the file to the designated directory.

  7. To ensure the file is successfully exported, the screen remains open and is unable to be closed until the export is finished. The standard progress indicator displays to show the progress if the export is taking more than a second or two.

  8. Once the export process is successfully completed, the system prompts "Export Complete." Click 'OK' to close the prompt and continue working.

  9. Purchase orders from the successful export file are permanently removed and no longer available from the ACCOUNTS PAYABLE EXPORT screen.

  10. Should the system fail to save the files, the system prompts that the export failed and the export can be retried until it is successful. The system prompts "The export has not completed successfully. Click OK to try again". The prompt continues to open until the file has been successfully saved.

  11. The export file will include:

    • 'A/P ACCOUNT' (exactly as entered from SUPPLIER ENTRY screen)

    • 'Vendor Invoice Number'/'Vendor Return Authorization Number'

    • 'Vendor Invoice Date'

    • 'Cost'

    • 'Discount'

    • 'Freight'

    • 'Extended Cost'

    • 'Class' - 'COMPANY CODE' from STORE GENERAL SETUP screen or blank

    • 'Terms' - Vendor terms from the SUPPLIER ENTRY screen

    • 'Due Date' - Date the invoice is due. The system adds the Terms value (20, 30, 60, 90, 120) to the 'Invoice Date' to get the 'Due Date' in the export file.

 

 
The following is an example of the fields exported into an accounts payable .csv file:



The following is an example of the fields exported into an accounts payable .iif file:

Re-Export Process

  1. The last ten exports are available for re-export. Click the 'View previous Exports' button,  and the following window opens:

  2. Click 'Close' to close the window without initiating a re-export.

  3. Click 'Export' to initiate a re-export of the highlighted row.

  4. Click 'OK', and the system prompts warning, "This action will recreate the export file. It is your responsibility to ensure that the entries are not double entered in your accounting software. Are you sure?".

  5. If exported, when successfully completed, the system prompts, "Export Complete. Data saved as <file name and location>".

  6. Click 'OK' to close the prompt and return to the ACCOUNTS PAYABLE EXPORT screen.