📄️ AP Menu
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📄️ AP Transaction Add
AP > Transaction Maintenance > Add
📄️ AP Posting
AP > Post Transactions
📄️ AR Posting by Branch
Each terminal requiring a separate AP posting will be defined as their own branch. Once this option is enabled in AP Variables, the AP posting will allow you to select only your branch.
📄️ Importing AP Transactions
You can import AP transactional data contained in a spreadsheet by using the AP Transaction Import Utility.
📄️ Entering an AP Invoice
Start by clicking on *AP > Transaction Processing > Add > Invoice > OK.
📄️ Adding Documents to AP Transactions
You can add documents, such as receipts or invoices, to an Invoice, Adjustment, Quick Pay, or Check transaction. Attached documents can also be viewed from AP Current and AP History.
📄️ AP Month End
When an AP month is closed, no further AP transactions or posting can be made in the closed period. This prevents anyone from posting into a closed period as doing so affects balancing both AP and the General Ledger.
📄️ Check Series
System Maintenance
📄️ Printing Checks
Checks can be printed one at a time directly from AP Transaction Maintenance for individual or manual checks or through the check run process for printing a batch of checks.
📄️ Paying Invoices by Credit Card
There are two main ways of handling credit card transactions. Some companies key each receipt into AP and some companies prefer to put a spreadsheet together once a month of all the receipts and key one single entry into AP. The spreadsheet is a lot easier so I will describe putting every receipt through AP. If you have multiple credit cards, we recommend multiple liability accounts to track what is owed to each credit card company.
📄️ AP - GL Distribution
Invoices are not always straightforward, there are commonly multiple GL accounts involved with multiple distributions. You have an unlimited number of distributions you can do in EPASS.
📄️ Electronic Funds Transfer
Once you have signed up for the service from your bank, it is just a matter of transmitting the file to the bank. We currently support two formats; the HSBC 1364 character layout and the BMO 80 character layout. These seem to be the two primary formats supported by the Canadian banks, but more formats can be added in the future as necessary.
📄️ Positive Pay
Positive Pay is a service offered by most banks to combat check fraud. The basic routine is after each batch of checks are produced you send a file to the bank for the checks you are issuing. The bank validates both the payee and the amount. If somebody tries to cash a check that they do not have on file, it is stopped. Companies that generate multiple batches of checks per day and mail them out all at once can transmit multiple batches together.
📄️ Applying an AP Credit Memo to an AR Invoice
In some transactions with suppliers, such as product returns, they may send you a credit memo as payment.
📄️ Adding or Viewing Suppliers
In EPASS, a supplier is anyone you will be receiving invoices from or anyone you might need to write a check to. To Add or view a Supplier, go to AP > Supplier > Maintenance or Purchasing > Supplier to open the Supplier Maintenance Screen.
📄️ Supplier Discounts
Discounts can be used for multiple purposes. Discounts only relate to serial inventory. Some buying groups offer trailing or end of month discounts; sometimes you will receive truckload discounts, instant rebates, volume rebates etc. All of these should be tracked to give you a true picture of your gross margin. Discounts can also be used to track expenses such as exchange or duties. Without recognizing these discounts up front, you will not be able to keep track of what the original cost of this serial number was before any adjustments and you will never know your true gross margin, nor will you be able to track if the discounts have been received or not.
📄️ Supplier Sending a Check for a Credit Memo
In some situations, a supplier will decide to send you a check in place of some credit memos you have with them. In this case, when you receive the check, you need to show it as part of today’s bank deposit plus offset the credit memos in AP.
📄️ Setup for Prepaid Parts Inventory Paid by Credit Card
Scenario:
📄️ Change Due Dates
AP > Change Due Dates
📄️ Hold From Payment
AP > Hold From Payment
📄️ Check Reconciliation
AP > Check Reconciliation
📄️ Drop Paid Invoices
AP > Drop Paid Invoices
🗃️ Accounts Payable - Reports
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