In this task you will enter your open AP aging, which are all your unpaid supplier invoices.
Task Notes:
•Print a detailed AP aging report from your old system.
•In the Startup Wizard screen, click the Launch button to the right of this task to launch te AP Beginning Balances screen.
•Using the aging report as a guide, make an entry for each open invoice in the AP Beginning Balances screen.
AP Beginning Balances
Use this screen to enter unpaid supplier invoices as of system startup day.
NOTE1: Any entries made in this screen will not post to the General Ledger. The sole purpose of this screen is to get these entries into the open aging so that supplier payments associated with these invoices can be processed within DBA.
NOTE2: Be aware that the total of your AP beginning balances will be equal to the beginning balance that will be entered against your Accounts Payable account on system startup day.
Compare total with your Accounts Payable account
After all your open invoices have been entered, run the Supplier Detail Aging report. The report’s total value should be equal to the beginning balance entered on startup day for your Accounts Payable account.
List Tab
Previously created beginning balance supplier invoices are listed on this screen in descending invoice date order. You can view the detail behind any invoice by highlighting it and clicking the Detail tab.
New Button
Click this button to create a new beginning balance supplier invoice. You are taken to the Detail tab, which is cleared for new record entry.
Edit Button
Click this button to change an existing beginning balance invoice without having to delete it and re-enter it from scratch.
Reverse Button
Click this button to delete the highlighted beginning balance invoice.
Detail Tab
You can enter a new beginning balance supplier invoice on this screen (by clicking New while on the List tab) or you can view the details of an existing supplier invoice record.
NOTE: This screen is a special version of the Supplier Invoices screen that does not post to the General Ledger.
General Information
Supplier
Select the Supplier from the lookup.
Invoice No
Enter the supplier invoice number.
Invoice Date
Enter the supplier invoice date, which is the date used for aging and payment processing purposes.
GL Post Date
This date defaults to today’s date. No GL posting occurs, so leave this date as is.
Pay Ref
Leave this blank.
Net Amt
Enter the remaining invoice amount, which is the amount that has not yet been paid.
Tax Amt
In most cases, tax is not relevant to a beginning balance invoice, in which case you should clear this field.
NOTE: In some countries the tax portion of invoices is tracked separately. If this is the case, enter the remaining tax amount.
Invoice Total
This read-only field is the sum of the Net Amt and Tax Amt.
Tax Code
This setting is irrelevant to a beginning balance invoice and can be left as is.
Payment & Selection Amts
This panel has no relevance to a beginning balance invoice.
Payment Terms
Payment Terms
The default Supplier Terms code assigned to this supplier is selected by default. You can make an alternate selection, if you wish.
Due Date
The Due Date for invoice payment is automatically calculated according to the Days and From Month End values associated with the Supplier Terms code. You can manually override this date, if you wish.
Days, From End of Month, Discount %, Discount Days
These read-only fields display the details associated with the selected Supplier Terms code.
Distribution Grid
Only one line is entered with a beginning balance invoice. To make an entry, click the New button.
Net Amt
The program inserts the Net Amt from the upper panel into this field. Leave this as is.
Tax Amt
The program automatically inserts the Tax Amt from the upper panel into this field. Leave this as is.
Total Amt
This read-only field is the sum of the Net Amt and Tax Amt.
Pay Hold
If you do not wish for all or a portion of this invoice to be paid at this time (perhaps because of a dispute with the supplier), you can select this checkbox, which prevents this line’s amount from being selected and paid in the Payment Processing screen.
Reference
You can enter a short note against this line for reference purposes on this screen only.
Supplier Invoice Notes
You can enter freeform notes in this panel for reference on this screen only.
Payments Tab
This tab has no relevance to a beginning balance invoice.
