(Transfer – AP Voucher Transfer)
Screen Details
Upper Panel
Ready to Transfer
Select this option to display all AP vouchers that have been created in DBA since the last transfer.
Transferred AP Vouchers
Select this option to display previously transferred AP vouchers. To the right of this field you will see From Date and Thru Date fields become visible, which are set by default to display the past 365 days. You can expand or contract this date range, if you wish.
Display
Credit memos in DBA are invoices with negative total amounts. If your outside system’s import utility can import negative and positive invoice amounts, select the ‘All’ option. If your import utility has separate imports for invoices and credit memos (which is the case with QuickBooks®), select either the ‘Invoices’ or ‘Credit Memos’ option, which limits your transfer file or report to invoices only or to credit memos only.
NOTE: When you select the ‘Credit Memos’ option, the Total Amt column values are displayed as positive amounts, which is how they would normally be imported in most outside systems, even though technically these are negative amounts in DBA.
Grid – Ready to Transfer
When the Ready to Transfer option is selected in the upper panel, all vouchers that have not yet been transferred are listed in this grid.
Required Fields*
Invoice Date*
This is the invoice date.
Invoice No*
This is the invoice number.
Supplier*
This is the supplier ID.
▪We recommend that you set up your Suppliers in advance of your AR Vouchers
▪Supplier setup can either by manual or via data import
X-Ref Code
This field is used to identify the supplier in outside systems where a short code is used instead of the full supplier name as in DBA. This is the X-Ref Code from the Suppliers screen.
Total Amt*
This is the total amount of the invoice, including tax and shipping in your home currency. If you have activated multi-currency, you should use the FX Total field instead.
▪You must not apply or itemize tax for this total. Tax detail must remain exclusively in DBA.
Due Date*
This is the date the invoice is due for payment, based on the supplier’s payment terms.
GL Account
This is the AP Voucher Transfer account from the DBA chart of accounts (GL>General Ledger Setup>Account Assignments>Transfer Tab).
X-Ref Account*
This is the X-Ref Account associated with the AP Voucher Transfer account and is its matching account in your outside chart of accounts.
▪You will enter your supplier invoice in your financial accounting system using this clearing account as your expense account
Terms
This is the terms code from the Supplier Terms table. If you import this field, make sure that the code is identical to the terms code in your outside accounting system.
Address 1-3, Country, State, Postal Code
These fields are derived from the supplier master table.
Phone, Fax, Email
This contact information is derived from the customer master table.
Required only if Multi Currency activated in your financial accounting system
FX Total
This is the invoice total amount of the AP voucher with tax included.
▪You must not apply or itemize tax against this total
▪The TX Total value works for both home and foreign currency suppliers
Currency
This displays the currency associated with this supplier.
Exchange Rate
This is the currency exchange rate that was in effect at the time this purchase order was created.
Inv Exch Rate
The Exchange Rate in DBA is a multiplier. If your accounting system uses a divisor instead, the exchange rate is translated into an inverse amount in this field.
Grid – Transferred Vouchers
When the Transferred AP Vouchers option is selected in the upper grid, all previously transferred vouchers within the date range specified in the upper panel are displayed in the grid.
Output Button
Click this button to launch the Output Grid tool, which is used to format and generate an output file for supplier bill creation your accounting system.
Link:
Export to Excel, CSV
These are the first icons displayed in the Output Grid tool bar. Click the desired format to to generate an export file. You are presented with the standard Windows ‘Save as’ screen. Your transfer file is given the name ‘APVouchers_ReadyToTransfer’ or ‘APCreditMemos_ReadyToTransfer’ and is saved to the default Output File Location specified in the Financial Transfer Defaults screen.
Create a custom grid format if needed
If the import utility in your accounting system requires specific fields to be imported in a certain order, you can use the Output Grid tool to create a custom grid format that conforms to those requirements.
Link:
Transfer Confirmation
After your Transfer file has been created, you are asked:
Do you wish to flag these AP Vouchers as Transferred?
If you click Yes, the invoices will be flagged as ‘transferred’ in the database and will not be listed for transfer again.
Create supplier bills immediately
Once your output file is created, immediately enter or import supplier bills into your accounting system. If you delay the transfer, there is always a chance that it can be overlooked or your transfer file gets overwritten by mistake. So always make transfer file generation and supplier bill creation a single process.
Supplier Bill Creation:
