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webERP:
ManualDEAccountsPayable
Translated from German to English using babelfish
Accounts payable
Overview
A primary function of the system is it to supervise the amounts which the enterprise its supplier owes, both in the local currency and in the foreign currency of the supplier. The system indicates the accounts balances to calculation to be paid by and does not lose not the overview of from which the balances build themselves up - it is an open post system. If payments are seized to the suppliers and assigned to the invoice items, conversion discrepancies are computed and booked into the general ledger, that naturally only, if in the enterprise attitudes in register attitudes the integration of the accounts payable with the general ledger accounting is activated.
Characteristics of the accounts payable
Screened account payable report, which the terms of payment of the suppliers considered and a detailed evaluation makes possible for the maturity of the calculations
Complete screen evaluation over an account payable with diagram of each individual booked calculation and credit note. Evaluations to geleisten payments indicate like the payments too arranged are and the added conversion discrepancies to the calculations too each calculations in foreign currency.
Open posts - which complete statement of the open balances supported
Retroactive reallocations of payments and/or credit notes with new calculation of the conversion discrepancies and the appropriate general ledger reservations
Any number of contact contacts can be maintained to each supplier
Fully integrates with the inventory update, whereby incoming goods from orders for the collection can be selected by account payable calculations.
Full recording of the price discrepancies between the incoming goods to standard costs of the existence and computed actual costs to the respective exchange rate and reservation into the general ledger.
Account payable calculations and credit notes can directly on several general ledger accounts be seized and the amounts at the collection time be divided.
Calculations and credit notes can be seized as procurement costs and be summed at the costs of the stock
Positions of the incoming goods can be selected likewise for the computation like camp materials. The purchase price deviation is then booked on the general ledger account deposited in the order item.
Payment runs put on zahlungspositionen for all accounts payable with due amounts. It is possible to book contentious calculations of an admission into a payment run restrainable and nevertheless the expenditure into the general ledger.
Supplier (accounts payable) put on
From the main menue - registers accounts payable click you under data administration on "supplier put on". The again seized data are stored only into the data base, if the user clicks on the push button "INSERT new Supplier". If the user changes on another screen, without clicking this key, all inputs are lost.
Supplier number
This field is used as clear keys for the supplier (maximally 10 indications, letters and numbers). A faster search for a certain supplier than the full text search in the supplier's name, on the other hand permits thereby the data base is kept smaller that in all accounts payable postings, orders, transportation and supplier contacts in each case by this key one refers. The supplier number is noted likewise in the description of transaction of the goods received vouchers. The system converts entered letters automatically into capital letters. And (") quotation marks doubled the use of simple ('), + and & as soon as \ is not permitted.
Supplier's name
The name of the supplier is used to large extent by Suchfunktione[[n. The use of the full name and in tidy large and lower case is recommended. The name may be long up to 40 indications.
Address lines 1, 2, 3 and 4
This is the address, to which account statements and payment advice are sent. These fields can contain up to 40 indications and are optional.
Supplier since
The proposed value is the current date at the place of the Web server. It concerns a purely information field and can be evaluated in externally which can be developed reports with. Each valid format of date, which is defined as default DATE format in config.php, can be used here.
Bank details, banker's reference
These fields used with the expenditure of the payment file to a payment through the bank system - the payee receives these data as payment purchase on his bank excerpt. These fields can be long up to 12 indications.
Bank account number
This field is used for the expenditure of a payment file into a payment through the bank system. The bank account number is the account number, to which the amount is transferred, if the payment run is implemented. Bank account numbers can be long up to 16 indications.
Term of payment
The terms of payment are the conditions, under which the trade with the supplier takes place. The appropriate term of payment can be selected from a drop down list. If necessary, attitudes under debtor/accounts payable new terms of payment can be put on from the main menue in the register.
There are no restrictions to change the terms of payment for a supplier at any time. The system determines the due date of a calculation at the time of the calculation collection on the basis at this time the supplier assigned of the term of payment. The due date can be overwritten manually, if special agreements require that to a certain calculation.
Supplier currency
This is a mandatory field, which specifies the currency, in which the account payable calculations is received. All calculations and credit notes, which are seized for the account payable, use this currency and the exchange rates by the rates of exchange deposited in the currency table are given, which are worked on in the main menue attitudes under general.
Note: Note that the course in the voucher is updated, and not in the currency. If a supplier changes the currency, in which he executes the calculations, is possible it that payments in the new currency are ausgezuffert against invoice amounts in the old currency, which can lead to high conversion discrepancies. There is in addition no error check and if such a case arises, caution should be used, so that calculations in the same currency to become balanced, in which her was first in-booked. With the exchange rate between the new and the old currency the equivalent amount in the old currency is determined, for the reservation as for reconciliation.
Payment advice
If necessarily for the supplier the characteristic payment advice is set, the payment run provides an advice, by which the calculations and credit notes are shown, which are summarized during this payment.
This function is momentarily not yet furnished.
Tax bracket
The tax bracket determines the taxes those the supplier to the fiscal authority exhausts. It is this field in combination with the tax regulation, which determines the percentages of taxes, which are considered in the automatic tax computation with account payable calculations and credit notes. These can be overwritten during the calculation collection if required.
Supplier search
For most procedures, which refer to a certain supplier, this must be selected before. That concerns both all supplier evaluations as well as the collection of orders, purchase invoices and account payable credit notes. It is typical for webERP the fact that a customer, a material or a supplier must be selected before thereby within the respective range is worked. For this reason the menu at the upper edge of screen has Hotkeys to these functions.
In order to select a supplier - from each screen - you must press only the old key and the number 4. If you use the
InterNet Explorer, you must press afterwards still the enter key.
Generally goes - as also with the other search screens - which can enter insert mark directly to the supplier number where you particulars or consequences of indications from the supplier number. Have entered as you to know as much klichen you on the key "searches", thus all suppliers are selected, in whose supplier number () angegebene(n) the indication occur.
If only one supplier fits on the selection, this is selected automatically for the work thereby. If several suppliers with the same search word exist, first their data with full name, currency and address are indicated. Over selection button with the supplier number you select then the respective supplier for working on.
In place of the supplier number the same proceeding is possible also for the supplier's name, types you your data in addition in into the field "text in the field name".
Supplier contacts
Any number of supplier contacts for each supplier can be defined. This mechanism permits it that telephone numbers and email addresses of several salesmen can be held ready with the supplier. Orders can be passed on directly to one arbitrary of the defined contact email contacts.
As is the case for nearly all procedures, which have to do with a certain supplier, first the supplier number must be selected. If a supplier is selected, the menu indicates all the options available for the work with the supplier. Under account payable care you select contact contacts change/delete. The screen indicates the contact contacts in a list, already defined for the supplier. Each particular can be removed by clicking on the left deletion in the right column apart from the contact contacts. Existing data can be changed after clicking on the left working on. The data are transferred to the input fields and can be amended there. This screen permits the collection of:
Name - up to 30 indications
Position - up to 30 indications
Telephone - up to 30 indications
Fax - up to 30 indications
Mobile phone - up to 30 indications
Email - up to 55 indications
Supplier contacts are a suitable place, in order to deposit the partners with a supplier, so that others know the functions of the individual persons in the enterprise also with the supplier. The email addresses are also used, if you dispatch orders to the supplier with email, who knows used email address from the list of the customer contacts is selected.
At this time it is not yet necessary to enter any details in the screen of supplier contacts is however recommended.
Account payable calculations seize
The collection of purchase invoice requires that first the supplier is selected. If a supplier is selected, appears in the menu under procedures account payable calculation seize. The operational sequence described down applies in similar way also to account payable credit notes. In each case the collection requires of account payable calculations (and credit notes):
the invoice date
the calculation purchase
the exchange rate
Invoice date
That is the date, from which webERP the affiliation to the accounting period in the bookkeeping determines for this voucher - for the case that the bookkeeping interface is activated. That is also the day, from which - as a function of the Zahlungsbdingung of the supplier - who begins period up to the maturity. The due date again is used by the payment run, in order to summarize and list all due amounts. The system uses these data, in order to provide a list for the production of transfers or the pressure from cheques to.
Calculation purchase
That is the invoice number of the supplier or an appropriate alpha characteristic that the calculation for the supplier marks clearly webERP examines that the same invoice number was not already once entered, which was to avoid that you seize and possibly twice pay purchase invoices several times.
Exchange rate
This exchange rate will be used, in order seized invoice amounts in another supplier currency for the general ledger accounting into the local currency of the enterprise to convert. The exchange rate is stored in the calculation and serves for the time of the payment for the determination of the realized conversion discrepancies. Note that the conversion discrepancies are only determined, if the payments are assigned to the calculations. If the integration of the accounts payable with the general ledger accounting is active, for the conversion discrepancies also general ledger vouchers are produced.
Description of transaction
Descriptions of transaction are optional, them appear in the supplier evaluation for calculation.
Different kinds of invoice items
Dependent on the kind of the invoice items and the bought goods there are different possibilities, how the invoice amounts are seized.
Amounts for camp materials - these are booked against the incoming goods account
Amounts for other expenditures - these are booked against different expenses accounts
Amounts for additional delivery costs must be divided on all materials of the supply
Kreditorenrechungen can exhibit particulars or all of the aforementioned options.
Collection of the invoice amounts for existence
All camp materials must be seized as incoming goods for order. In the result a goods received voucher is put on. The received goods are proven in webERP both by the evaluation of the stock movements and by the goods received voucher. If the general ledger integration is active, a credit posting on the goods received clearance account is made, which is fixed in the enterprise attitudes, and which existence booked to standard costs in the target. The order evaluation indicates the received quantities in each case to the order items. The collection of a purchase invoice for stock material requires that the stock movement sets for each material are assigned to the invoice items. For the search for not computed incoming goods of a supplier a separate picture is available. This picture can be called directly by the collection of an account payable calculation.
The list of the not computed incoming goods is indicated together with the quantities already computed (of other calculations) and the ordering price. The actual price computed by the supplier as well as the quantity computed by the supplier must be seized to the Wareneigang. With will it possible assigning directly the computed amount to the incoming goods. Finally, if the calculation is booked, actual costs (converted to the calculation course into the local currency) are booked against the incoming goods. During the collection of the calculation for all incoming goods, which are to be assigned to the computed amount, the price variances are computed and booked into the general ledger (if the general ledger integration is active).
If the general ledger integration is active, the amounts are summed up to the incoming goods in the main picture of the calculation collection.
Collection of transportation calculations
Transportation calculations for freight, tariffs and transport costs must, so that these can be added to material costs, to which transportation are seized. The transportation summarize these costs first, before these are divided on the delivery positions and the appropriate price variances are computed.
If amounts for the stock material and amounts for the supply result, the sum of both is summarized as calculation sum.
Collection of other expenditure
The acquisition screen differs as a function of whether the general ledger integration of the accounts payable is active. If the general ledger integration is not active, there is only a field, into which you enter the calculation total amount. If the general ledger integration is active, a third key appears "general ledger posting indicates". The sum of the three input modes - general ledger account run gene, transportation and assigned incoming goods - is summarized as calculation total amount, it gives no opportunity to enter these again separately.
If you indicate "general ledger posting" on the key click, a further screen is opened, which makes the indication possible of the general ledger account, the booking amount for this account and a description of transaction. The general ledger account can be indicated either directly or selected from a list. It is also possible to enter negative amounts which are then booked in the credit, so that also refunding can be perhaps seized for returned pallets or replacement parts with the calculation. There is no delimitation in the number of invoice items.
Vat
The tax contained in an account payable calculation is computed normally automatically on the basis of the following rules:
The tax bracket of the supplier is determined from the supplier master record. This hands () the control code which can be considered to the system over.
The business premises of the user, who seizes the calculation, hands the information, which tax regulation is to be considered to the system over.
The system contains a table with the tax percentages for the tax regulation and the tax bracket the supplier in question comes.
The percentages from the rule specified above are applied to the calculation total amount. The sequence, in which taxes are determined on preceding taxes, from the tax bracket of the supplier are determined.
If the automatic computation does not function, the tax amount can be entered still manually for each relevant control code. In order to indicate the taxes manually, there is a selection field with the alternatives automatically and manually, into which you "manually" select and then "count tax again" press. The fields for the percentages disappear and fields for the tax amounts appear for each control code.
The account payable calculation book
If you book on "calculation" click, the calculation booked on the account payable, which becomes necessary general ledger positions provided, the goods received vouchers around the computed quantities and around the transportation fees is supplemented if necessary directly. Calculations with amounts of zero cannot that system seize, the system examines that at least invoice amounts are present. In addition it is examined that you enter an invoice number and a date. As with each posting acquisition in webERP is not necessary following treatment, because with the clicking of this key all information is completely taken over.
General ledger reservations to invoices
This section may be a little complex. Nevertheless the understanding is its that happens in the general ledger accounting straight regarding the positions of purchase invoices in the general ledger necessarily, in order to understand, how the different accounts are to be co-ordinated.
Each of the three kinds of positions in an account payable calculation are booked in the Haptbuch in different way:
The expenditure positions, in order to begin with the simplest one, be booked are the net amounts in the target on the selected general ledger account.
Transportation expenditure - these are booked in the target on the incoming goods clearing account deposited in the enterprise attitudes. The reason for it is that the transportation expenditures divide themselves to the delivery in the whole one to refer and to the different delivered materials. As such they lead together with the expenditures for the material to the total costs of the material compared with the standard costs odern the weighted average. If deliveries are locked, the system computes the total price deviations using the transport costs seized here and the entered invoice amounts for the goods.
The collection from calculations to the delivered existence webERP insists on the allocation from purchase invoices to goods received vouchers, which were put on at the time of the goods delivery for order. The reason is that it is guaranteed that the suppliers do not over+supply and calculations only in each case incoming goods can be seized, so that the enterprise does not pay for goods, which were never delivered. The treatment in the general ledger is slightly different of it whether the goods belong together with other goods to a delivery (transport), whose costs are separately seized and divided, or not.
If NO transport costs are concerned, the purchase price to the currency code indicated in the calculation and course are compared with the standard costs or the Duchschnittkosten of the article at the time of the incoming goods. When the goods were received, the system has the existence in the target to standard and/or average costs booked and the counter posting in the credit on the incoming goods clearing account deposited in the enterprise attitudes made. Therefore must become balanced during the collection of the purchase invoice of these posts in the ursprueglichen height. The difference between this value and the actual invoice amount converted to the current rate (or the entered exchange rate) is booked during an evaluation to standard costs in full height on the price deviation account deposited in the attitudes of the category of commodities OR during evaluation to average costs on - again over the category of commodities found - the inventory account. During an evaluation to the weighted average this is also the trip for it that the materials price is changed, as this difference is divided by the total stock of the article. If only less than the computed quantity of the camp present is, perhaps some before the collection of the calculation were resold, only the portion of the difference on the inventory account, referred to the stock quantity, are bebucht, the amount of difference on the price deviation account. It is nevertheless rather complex with the weighted average!
WITH consideration of transport costs the total amount in the target on the incoming goods clearing account is booked. Deviations are only computed if all transport costs from the delivery were seized and the user the delivery expressly "lock".
Accounts payable payments
The collection of accounts payable payments requires first the selection of a supplier. If a supplier is selected, the menu shows also the point "payment seizes". As number currency the currency of the supplier from the supplier master record is accepted. This currency is indicated in the picture.
In each case the collection of an accounts payable payment requires the input of:
the bank account, from which the payment takes place
the day of payment
a payment purchase
the exchange rate, to which the currency of the customer is bought,
the amount of number in the currency of the supplier.
to the payment discount amount one pulls in the currency of the supplier.
Selection of the bank account
The furnished bank accounts are not located in a selection small box ready for the selection webERP support bank accounts in several currencies, so that the exchange rate is always the buying rate of the foreign currency of the supplier in relation to the local currency of the enterprise. The selected bank account receives the reservation for the payment, and if the general ledger integration is active, the reservations are made also on the general ledger account to this bank account. Bank accounts are furnished to house bank accounts over main menue - > attitudes - > general - >.
Payment date
That is the date, over which webERP the accounting period determines for the reservation in the general ledger accounting - the general ledger integration should be activated. This date is indicated in the accounts payable analyses and the list of the bank postings.
Description of transaction
Each text up to a length of 50 indications
Exchange rate
This course is used, in order to buy the amount in the currency of the supplier. The course is updated in the payment and forms the basis for the computation of the conversion discrepancies in relation to the course at the time of the collection of the calculation. Note that the conversion discrepancies are only computed if the calculations with the payments become balanced.
Amount of number
That is the amount in the foreign currency, to which at the suppliers one pays. The general ledger positions (if the integration is active) are in the target the sum account for commitments and in the credit the bank account selected above.
Payment discount amount
The amount in the foreign currency, which the supplier permits as discount payment. If the general ledger integration is active, this amount is booked on the discount yield account deposited in the enterprise attitudes.