Kinetic Accounts

Payable User Guide

Version 2023.2
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Table of Contents

Accounts Payable 11

Creating Bank Fees 12

Entering a Bank Fee Code 12
Maintaining GL Control 13
Assigning Bank/Branch Codes 15

Creating Amortization Codes 16

Entering Amortization Details 16
Adding an Amortization Code GL Control 18
Creating Memo Categories 20
Entering a Memo Category 20
Creating Purchase Types 22
Adding a New Purchase Type 22
Linking a GL Control to the Purchase Type 23
Defining Miscellaneous Charges or Credits that Apply to Purchase Orders 24
Entering a Charge or Credit that Apply to Purchase Orders 24
Entering GL Controls for Purchasing Misc Charge/Credits 26
Selecting Supplier Options for Purchasing Misc Charge/Credits 27
Viewing Expense Type Details for Purchasing Misc Charge/Credits 28
Viewing Unit Details for Purchasing Misc Charge/Credits 29
Defining Purchasing Terms for Suppliers 30
Entering the Purchasing Terms Details 30
Calculating a Discount for Purchasing Terms 31
Adjusting Payment Schedules for Purchasing Terms 33
Entering Open AP Invoices From a Legacy System 34
Entering Invoice Details 34
Linking GL Controls to AP Open Invoices 36
Calculating the Total Cost of Open Invoices 37
Posting Invoices 37
Entering Cents Override Codes 39

Setting Up Aging Formats 41

Setting Up a Message ID Counter for SEPA 43

Setting Up AP Allocations and Assigning GL Accounts 44

Entering General Information for an Allocation 44

3 December, 2023
 Assigning GL Accounts and Units 45
Setting Up Recurring Cycles 47

Setting Up Tax Box Report Formats 50

Specifying the Tax Box Report Configuration Details 50
Adding Configuration Lines 51
Modifying the Configuration Line Details in Excel 52
Updating Global Records 54

Writing Off Payment Instruments 56

Processing Bank Payment Confirmations 58

Processing a Bank Payment Confirmation 58
Printing of Imported Statement Report 60
Transferring Bank Funds 62

Approving and Voiding Posted Logged Invoices 66

Approving Posted Logged Invoices 66
Voiding Posted Logged Invoices 67
Retrieving GL Transactions 68
Creating AP Adjustments 69

Working with Bank Statement Processing 72

Understanding Bank Statement Processing 73

Setting Up Bank Statement Processing 77

Setting Up an Electronic Interface 77
Setting Up a Bank Account 79
Configuring Reconciliation Settings in Bank Account Maintenance 80
Configuring Company Settings 80
Importing Bank Statements 82

Understanding Unmatched Transactions 85

Bank Account Maintenance Settings 85
Set Transaction Type Filter Settings 85
Retrieve Options Panel Settings 87
Using Statement Workbench 89
Reviewing Details of an Imported Statement 89
Matching a Transaction Statement to a Statement Line 91
Unmatching Transactions 91
Quick Matching 93

4 December, 2023
Performing Automatic Matching of Statements 95
Performing Automatic Matching 95
Understanding the Logic of the Automatic Reconciliation Algorithm 95
Creating Bank Statements 102
Entering a Bank Statement 102
Adding Statement Lines 105
Manually Creating a Statement Line 105
Creating a Statement Line from an Existing Transaction 107
Locking a Statement 108
Creating New Transactions 109
Creating Transactions Automatically 109
Creating Transactions Manually 111
Editing a New Transaction 113
Using Cross-References and Quick Search 114
Creating a Cross-Reference 114
Performing Quick Search 115
Creating Reverse Transactions 117

Unlocking Bank Statements 121

Printing the Bank Statement Processing Edit List 122

Posting Bank Statements 124

Printing the GL Recap Report 126

Setting Up Bank Statement Parsing Parameters 127

Adding a Parameter Code 128
Creating Parsing Parameters 128
Adding a Regular Expression 129
Selecting Exchange Rates for a Bank During Bank Reconciliation 133

Entering and Updating Intrastat Transactions 137

Editing Invoice Intrastat Maintenance 141

Creating Intrastat Reports 143

Exporting an Intrastat Report to a File 146
147
Calculating Taxes in AP Invoice Entry 148
Calculating Taxes 148
Entering Invoice Taxes 149

5 December, 2023
 Accessing Tax Connect Options 149
Creating Manual GRNI Clearing Documents 151

Defining the Recurring Parameters for AP Invoices 153

Managing Legal Numbers for AP Invoices 154

Assigning Legal Numbers 154
Voiding Legal Numbers 154
Entering AP Invoices 156
Creating New Groups 156
Specifying Invoice Details 157
Creating Lines 160
Adding Miscellaneous Lines 160
Specifying Late Landed Costs from Third Party Suppliers 163
Managing General Ledger Functions 167
Allocating Lines to Multiple General Ledger Accounts 167
Setting GL Controls 168
Adding Deferred Expense Amortization Details 169
Adding Amortization Lines 169
Making Deferred Expense Amortization Schedules 170
Locking/Unlocking a Group 171
Posting Invoices to AP Accounts 172
Reviewing Supplier Part Cross Reference 175
Selecting Supplier Part Cross Reference for Review 175
Verifying Supplier Part Cross Reference in AP Invoice Entry 175
Verifying Supplier Part Cross Reference in Receipt Entry 176
Matching Material Receipt Lines 178
Matching Unreceived Invoices Receipts 178
Posting Matched Invoices 179
Viewing Error Log 180
Using Posted Invoice Update 181
Selecting an Invoice to Review 181
Placing an Invoice On Hold 184
Stopping All Payments Against the Invoice 185
Changing the Invoice Due Date 186
Applying Debit Memos/Prepayments 187

Entering a Letter of Credit for a Supplier 189

Entering the Letter of Credit Details 189

6 December, 2023
 Entering Optional Receiving Information for a Supplier Letter of Credit 191
Entering Payments 192
Adding a Payment Group 192
Entering the Payment Details 194
Adding an Invoice Payment 197
Setting Up Additional Payment Details 199
Using the Payment Group Options 201
Locking Group 202
Entering Miscellaneous Payments and Prepayments in AP Payment Entry 204
Adding a Misc Payment 204
Adding Taxes to the Misc Payment/Prepayment 205
Selecting Invoices for an AP Payment Group 207

Processing Payments 212

Resetting Payments Processing 215

Posting Payments 217

Printing the Remittance Advice Report 218

Generating the Edit List Report for a Payment Group 220

Editing and Creating Payment Batches 222

Editing an Existing Payment Batch 222
Creating a New Payment Batch 223
Entering AP Payment Instruments 227
Creating Entry Groups 228
Adding Payment Instruments 229
Selecting Invoices for Payment 231
Allocating Amounts to Invoices 232
Entering Bank Fees 232
Reviewing PI Endorsements 233
Using Payment Instrument Options 234
Printing the AP Payment Instruments Report 235

Printing Edit List for AP Payment Instruments 236

Assigning and Voiding Legal Numbers for AP PIs 237

Assigning Legal Numbers 237
Voiding Legal Numbers 237
Creating a Payment Instrument Type 239

7 December, 2023
Defining Payment Instrument Statuses 241
Defining Payment Instrument Statuses 241
Linking Statuses to GL Control 242
Using Payment Instruments Status Change 244

Defining Custom Tax Algorithms 247

Setting Up Tax Authorities 250

Adding Tax Jurisdiction Codes 251

Adding Tax Report Category Records 252

Creating a Product Tax Category 253

Entering a Product Tax Category 253
Entering Tax Rates for a Product Tax Category 254
Entering Tax Liabilities 256
Entering a Tax Liability 256
Assigning Tax Types to Liability Codes 258
Creating Tax Boxes 260

Creating Tax Types 263

Adding a New Tax Type 263
Setting Up Tax Rates 267
Assigning Tax Boxes to Tax Rates 270
Validating VAT Numbers 273
Enabling Tax ID Verification 273
Validating Tax ID of Suppliers and Customers 274
Running the Tax ID Validation Status Report 275
Mass Validating Tax IDs 275
Mass Validating Tax IDs 276

Canceling Unreconciled Payments in Void Payment Entry 278

Voiding a Legal Number from a Void Payment 280

Posting Accounts Payable Invoices 282

Posting AP Payment Instrument Status Change 283

Voiding AP Payment Instruments 285

Posting Bank Adjustments 286

Running the Bank Funds Transfer Process 287

8 December, 2023
Running the Close Letters of Credit Process 289

Running the Recalculate Bank Balances Process 290

Posting the Intrastat Report 292

Posting the Logged AP Invoices 293

Running the Positive Pay Process 294

Running the 1099 Processing (US) 296

Generating Recurring AP Invoices 297

Running the Use Tax Calculation Process 299

Generating the Aged Payables Report 300

Generating the Advance Payment Balance Report 301

Generating the AP Aged Payables Report 303

Generating the Bank Payment Confirmation Import Report 306

Printing the AP Invoice Debit Memo 307

Generating the AP Expense Distribution Report 308

Generating the AP Invoice Balance Report 310

Generating the Accounts Payable Invoice Print Group Edit List Report 312

Generating the AP Letter of Credit Report 314

Generating the Received But Not Invoiced Report 316

Generating the Discount Analysis Report 318

Printing the Bank Adjustment Group Edit List 320

Generating the Check Register Report 321

Generating the Deferred Expense Amortization Forecast Report 323

Running the Discount Analysis Report 325

Printing the Logged Invoice Entry Edit List 328

Generating the Logged Invoice Suspense Balance Report 329

Generating the Supplier Payment Report 331

Generating Process Payments 333

Generating the Purchase List Report 335

Generating the Purchase Register Report (India) 337

9 December, 2023
Printing the Remittance Advice Report 339

Generating the Supplier Statements Report 340

Generating the Use Tax Report 341

Generating the Withholding Tax Payment Data Report 343

Generating the Withholding Tax Certificate Report 345

Generating the Withholding Tax Payment Report 347

Generating a WHT Payment Report 347
Exporting the Withholding Tax Payment Report 350
Setting Up a WHT Payment Export 350
Exporting a WHT Payment Report 351
Tracking AP Invoices 354
Viewing Summary Details 354
Displaying General Ledger Transactions 355
Viewing Supplier Payment Information 356
Viewing Payment Instruments 356
Reviewing AP Invoice Activities 357
Tracking Logged AP Invoices 361
Reviewing Tax Information 362
Reviewing GL Control Details 362
Reviewing GL Transactions 363
Tracking Payment Batches 364

Tracking Payments 365

Tracking Letters of Credit 370

Tracking AP Payment Instruments 373

10 December, 2023
Accounts Payable
Use the Accounts Payable (AP) module to enter supplier invoices for purchases that you make and
then create checks for the invoices you want to pay. Kinetic can generate payments for all invoices due,
those for a particular supplier, or only for specific invoices. If a supplier calls you to discuss an invoice,
you have complete information at your fingertips and that history can be kept indefinitely.

You use the 'Accounts Payable' module to update both purchase orders and actual job costs.
Adjustments are created if the purchase price does not match the invoiced price, so you know how
much you owe and when it is due.

Key Concepts of Accounts Payable Processing

l In an interfaced environment, Accounts Payable (AP) and expense-related General Ledger (GL)
accounts are defined using GL control codes and GL control types.

l An AP Clearing account is required, as it acts as the Accrued (Unvouchered Receipts) account.

l Invoice and payment transactions are posted to the GL using a group methodology.

Typical Process Flow

l Enter a purchase order (Purchase Order Entry).

l Receive goods and services against that purchase order (Receipt Entry).

l Recognize liability for goods received (AP Invoice Entry).

l Process cash disbursements for outstanding invoices (AP Payment Entry).

l Record supplier returns when necessary (AP Invoice Entry - Debit Memo).

11 December, 2023
Creating Bank Fees
Create bank fee codes to describe and categorize the fees deducted from a bank account in Bank Fee
Maintenance. For example, you can create a code for a bank fee charged when processing a foreign
cash receipt, or for a transfer, or a monthly service.

Bank fee codes help you anticipate the types of fees the bank may charge you. Since each code can
generate taxes, you can also define a tax associated with a bank fee. Once you establish a bank fee, the
system automatically calculates and records the fee.

The system charges bank fees to a bank fee account you define in the GL control and assign to the
selected bank in Bank Account Maintenance. The system applies the fee when the bank account
balance is affected. Sometimes, a company knows about a fee when they create the cash receipt and
payment documents, and other times, they do not see until they receive the bank statement.

Use the landing page of the application to view existing bank fee codes or to enter a new one.

In this article, we will cover

l Entering a Bank Fee Code

l Maintaining GL Control

Entering a Bank Fee Code

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Bank Fee.

2. Select New to add a new bank fee code.

3. Enter a unique code for the fee in the Bank Fee field.

4. Enter additional information about the fee code in the Description field.

5. Select a tax rate for bank fees that generate taxes from the Tax Code drop-down. You can only
select tax codes with single and dual invoicing and self-assessment.

12 December, 2023
 6. Select a rate for the tax associated with a bank fee from the Rate Code drop-down.

This field is mandatory when you select a tax code. You can choose from the rate
codes related to the tax code you selected.

7. Select Save.

Maintaining GL Control
You can associate one or more GL controls with a record. Each control you associate with a record must
belong to a different control type. The association allows the use of control values when the record
applies to a posted transaction.

1. Select the record to which you want to apply the control.

2. Select New to add a new GL control.

3. Enter the identifier of the type to which the control belongs in the Type field.

4. Enter the identifier of the control in the Control field.

13 December, 2023
5. Select Save.

14 December, 2023
Assigning Bank/Branch Codes
Assign codes to specific bank branch offices using Bank/Branch Code Maintenance. Later, you can
associate bank branch codes with accounts in Bank Account Maintenance, grouping them under a
specific branch.

Use the landing page of the application to view existing bank/branch codes or to enter a new one.

In this article, we will cover defining bank/branch codes.

1. From the main menu, go to Financial Management > Accounts Payable > Setup >
Bank/Branch Code.

2. Select to add a new bank/branch code. The Details page displays.

3. In the Code field, enter an identifier for the bank and branch.

4. In the Name field, enter the name of the code.

5. In the Bank Name field, enter the name of the parent bank to which the branch office belongs.

6. Select Save.

15 December, 2023
Creating Amortization Codes
Create an amortization code to define the duration of amortization, frequency of amortization periods,
and the recognition amount for each period.

In this article, we will cover:

l Entering the amortization details

l Adding an Amortization Code GL Control

Entering Amortization Details

1. Open the Amortization Code app.

The Landing page displays. The landing page displays a list of the existing records. To select an
existing amortization code, select a code link inside the grid.

The records in the screen shot are just an example.

2. To add a new amortization code, select New.

The Details card displays.

3. Enter a code in the RA Code field.

4. Enter a description in the Description field.

16 December, 2023
5. Select the scope of amortization code from the Scope drop-down.

l AP - Use this scope for deferred expenses in AP. When this option is on, you can select
appropriate GL controls on the GL Control card.
l AR - Use this scope for deferred revenues. When this option is on, the Use Contract Expire
Date check box is available. This option is available if you have the Deferred Revenue
license.
l GL - Use this scope for deferred expenses in GL. When this option is on, you can select
appropriate GL controls on the GL Control card.
l GL and AP - Use this scope for deferred expenses in both GL and AP. When this option is
on, you can select appropriate GL controls on the GL Control card.
6. Select the fiscal calendar you want to use for the selected amortization code from the Fiscal
Calendar field.

7. Enter the number of fiscal periods in the Duration field.

8. Select how the system recognizes revenue or expenses from the Calculation Method field.

17 December, 2023
 l Equal Amounts - Kinetic recognizes the same amount during each period.

l Last Period - Kinetic recognizes revenue or expense only in the last period.

l Actual Days - Kinetic recognizes the revenue or expense amount based on the number of
days within a period.

9. If you want the end date to ignore the duration of the DRA code and instead use the default
contract expiry date, select the Use Contract Expire Date check box.

If this check box is clear, the end date is blank to allow the DRA code duration to calculate
correctly.

This check box is active when you select AR in the Scope field.

10. Select Save.

Adding an Amortization Code GL Control

A 'GL control' defines the accounts and journal codes available when posting the selected record. You
can apply multiple controls to each record maintained in the program. If you use multiple controls,
each control must be based on a different GL control type.

1. To add a GL control, select New on the GL Control card.

2. In the GL Control Type field, search for and select a GL Control Type.

18 December, 2023
 The record in the screen shot is just an example.

3. In the GL Control Code field, search for and select a GL Control Code.

The record in the screen shot is just an example.

4. Select Save.

19 December, 2023
Creating Memo Categories
Create memo categories to organize the memos people enter in several different system areas,
including on AP invoices and customer records, in Memo Category Maintenance. After you create the
categories, others can assign them to memos. For example, you can create a Site Visit memo category
to organize notes for customer site visits or a Contact Notes memo category for customer contacts.

Assigning categories to memos simplifies the review process, as you can choose to view only the
memos you entered for a particular purpose.

Use the landing page of the application to view existing memo categories or to enter a new one.

In this article, we will cover entering a memo category.

Entering a Memo Category

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Memo
Category.

2. Select New to add a new memo category.

3. Select a file type for the new category from the Type drop-down. The file type you select
determines where the memo category will be available for use.

4. Enter an identifier for the new memo category in the Category field.

20 December, 2023
5. Enter additional information to identify the memo category in the Description field.

6. Select Save.

21 December, 2023
Creating Purchase Types
In Purchase Type Maintenance, define purchase types and to select the GL controls that define the
accounts associated with the types.

Use the landing page of the application to view existing purchase types or create a new one.

In this article, we will cover:

l Adding a new purchase type

l Linking GL Control to the purchase type

Adding a New Purchase Type

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Purchase
Type.

2. Select New to add a new purchase type.

3. Enter an eight-character code that uniquely identifies the purchase type and a further description
of the purchase type code.

4. Select the Expense check box to indicate that purchases bearing this purchase type code are
expense purchases.

5. Select Save.

22 December, 2023
Linking a GL Control to the Purchase Type
The general ledger (GL) control or controls selected on this GL Control card determine the accounts
and journal codes used to post transactions to which the record applies.

You can associate one or more GL controls with a record in this application. Each control associated
with a record must belong to a different control type. The association allows the use of control values
when the record applies to a posted transaction.

Example: The AR Account and AP Account GL control types reference the company entity. You define
GL controls based on both types and apply them to Company A in Company Configuration. A
transaction that belongs to Company A then posts using the account hierarchy set up for this specific
transaction for the Company A business entity. Posting rules use the controls' account references to
create the accounts for the company's journals.

You cannot associate GL controls with applications where users select posting accounts when they
enter transactions. Examples of this type of applications include AP Adjustment and Cash Receipts. The
Master Chart of Accounts (COA) defines the accounts available in these applications.

To add GL controls:

1. On the GL Control card, select New .

2. Select the GL control Type that contains the account contexts you need.

3. Next use the Control field to enter a GL control contained by the selected GL control type.

4. Continue to add the GL control types you need for the current company. When you finish, save
the changes.

23 December, 2023
Defining Miscellaneous Charges or Credits that
Apply to Purchase Orders
You can define charges or credits that apply to purchase orders, such as freight charges or expediting
fees. Do this in Purchasing Miscellaneous Charge/Credit Maintenance. Note that these charges are
paid to suppliers and are not the same as the charges you set up in Order Management or Accounts
Receivable that your customers pay.

In this article, we will cover:

l Entering Charges or Credits that Apply to Purchase Orders

l Entering GL Controls for Purchasing Misc Charge/Credits
l Selecting Supplier Options for Purchasing Misc Charge/Credits
l Viewing Expense Type Details for Purchasing Misc Charge/Credits
l Viewing Unit Details for Purchasing Misc Charge/Credits

Entering a Charge or Credit that Apply to Purchase Orders

1. From the main menu, go to Financial Management > Accounts Payable > Setup >
Miscellaneous Charge/Credit.

2. Select New to add a new miscellaneous charge/credit.

3. In the Charge ID field, enter an identifier for the misc charge/credit.

4. In the Description field, enter additional information about the misc/charge credit.

5. Enter the tax category for the miscellaneous charge. Categories determine whether or not the
charge is subject to sales tax. It is also used for sales tax reporting in Accounts Receivable.

6. If you have the Intrastat functionality, use the Intrastat field to define how header charges are
included in the statistical value in intrastate transactions. You can exclude the header charges,
include them, or set the field to Percentage to use the Percent at Border for the country as
determined in the Intrastat parameters in Company Configuration.

7. Set the Type field to Amount or Percentage to specify how the miscellaneous charge is
calculated. It can be a flat amount, or as a percentage of the extended price.

24 December, 2023
 8. The Take Discount check box determines whether a miscellaneous charge is included in the
Payment Discount calculation in AP Invoice Entry and AP Payment Entry. Select the box to
include this miscellaneous charge in the Payment Discount calculation. Clear the check box to
exclude it.

9. The next fields relate to landed costs. Select the Landed Cost check box to review landed costs
in your base company currency. Clear the check box to review landed costs in the currency of the
receipt transaction. The Landed Cost Method specifies a method for calculating landed cost.
Choose from Value, Quantity, Weight, or Volume.

10. The Percentage field defines the percentage of the extended amount that will be applied as the
miscellaneous charge.

11. The Cost Amount specifies the standard cost for this miscellaneous charge. This is the default
amount that will be applied to orders and invoices. If the amount for this charge varies, do not
enter an amount here. Instead, enter it directly on the order or invoice.

Example:Your standard fee for expediting an order is 100.00. Set up a miscellaneous charge
called EXP and enter its amount as 100. When you create an expedited order, select the EXP
charge; the Amount field will automatically be 100. Your fee for freight always changes. Set up a
miscellaneous charge called FRT and do not assign it an amount. When you add the freight
charge to an order, enter the charge’s amount directly into the order.

25 December, 2023
 12. If you have the Currency Management module, in the Currency field, select the currency to use
for this miscellaneous charge or credit record.

13. If the miscellaneous charge is for employee expenses, check the Expense check box.

14. Select Save.

Entering GL Controls for Purchasing Misc Charge/Credits

On the GL Control card, select the general ledger (GL) control or controls that determine the accounts
and journal codes used to post transactions for miscellaneous charges and credits.

You can associate one or more GL controls with a record in this setup program. Each control associated
with a record must belong to a different control type. The association allows the use of control values
when the record applies to a posted transaction.

To enter GL controls:

1. On the GL Control card, select to add a new line to the grid.

2. In the Type field, enter or select a GL Control Type.

3. In the Control field, enter a GL Control.

26 December, 2023
 4. Select Save.

Selecting Supplier Options for Purchasing Misc Charge/Credits

Use the Supplier card to select supplier options, such as a Landed Cost method to associate with a
miscellaneous charge or credit. To add a new supplier:

1. On the Supplier card, select to add a supplier landed cost.

2. In the Supplier field, enter or select a supplier.

3. Select the Landed Cost Method you want to use for calculating landed cost for this supplier.
Select from: Value, Quantity, Weight, and Volume.

4. In the Type field, select a miscellaneous charge calculation method, either Amount or
Percentage.

5. In the Percentage field, enter the percentage of the extended amount that will be applied as the
miscellaneous charge.

27 December, 2023
 6. If there is a standard cost for the charge, enter this in the Cost Amount field. This is the default
amount that will be applied to orders and invoices. If the amount for this charge varies, do not
enter an amount here. Instead, enter it directly on the order or invoice.

7. If you use Currency Management, you can select the currency needed for this miscellaneous
charge or credit.

8. Select Save.

Viewing Expense Type Details for Purchasing Misc

Charge/Credits
Use the Expense Type Detail card to view expense details connected to a supplier.

l Unit Based - Miscellaneous charge is unit based when this check box is selected.
l Chargeable - Miscellaneous expense is chargeable when this check box is selected.
l Tax Liability - Tax liability associated with an expense charge such as All Taxes, Exempt, or Line
Recoverable.
l Pay Method - Payment method associated with the expense charge such as Cash, Credit, or
Company Paid Travel.
l Project - Miscellaneous charge code is to be selected for entry of project expenses.
l Indirect - Miscellaneous charge code is to be selected for entry of indirect (non-project)
expenses.
l Comments - Comment is required for the miscellaneous charge or credit type, if the check box is
selected.
l Comment Instructions - Instructions associated with the miscellaneous charge or credit type.
This field is mandatory when the Required check box is selected.

28 December, 2023
Viewing Unit Details for Purchasing Misc Charge/Credits
Use the Unit Based List card to add unit details.

l From Effective Date – Beginning date of the unit based record.

l To Effective Date – Rnding date of the unit based record.
l Unit Description – Description of the selected unit.
l Inactive – Inactive unit based record when this check box is selected.
l Claim Unit Maximum – Maximum number of units the employee can enter in a single expense
transaction. If the number of units entered exceeds the maximum, the system will display the
maximum allowed value.
l Claim Unit Amount – Amount per unit in the base currency. This is the amount used to calculate
the total expense transaction amount.
l Claim Currency Code – Currency for the claim.
l Override –Employee can override the claim amount during expense entry.
l Multicurrency – Currency of the transaction.

29 December, 2023
Defining Purchasing Terms for Suppliers
Purchasing terms govern the frequency, number of payments, and discounts that apply to supplier
invoices. You can define payment terms in Purchasing Terms Maintenance. You can also specify the
best discount for specific terms or adjust payment schedules here.

In this article, we will cover:

l Entering the purchasing terms details

l Specifying a discount for purchasing terms
l Adjusting payment schedules for purchasing terms

Entering the Purchasing Terms Details

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Purchasing
Terms.

2. Select New to add a new purchasing terms code.

3. In the Code field, enter an identifier for the terms code. For example, 1/10.

4. In the Description field, enter a description for the terms code. For example, 1/10 Net 30.

5. In the Number of Payments field, enter the number of payments that can be made against an
invoice during a payment cycle. If this number is more than one, any invoice assigned these
terms is paid through multiple payments. Multiple payments appear on the Payment Schedule
card.

6. In the Terms Type field, select the billing schedule associated with the term. Schedule options
include Days, Day of Month, and End of X Month(s) plus Y day(s).

7. If the purchasing term requires a letter of credit, select the Require Letter of Credit check box. If
you create a purchase order or AP invoice using a term that requires a letter of credit, you must
select a letter of credit on the order or invoice.

8. If these terms should be the default used on new supplier records, select the System Default
check box.

9. What you chose in the Terms Type field determines which fields are available in the Due area.
Complete the fields that are active for the terms type you indicated:

30 December, 2023
 l Number of Days – this value defines a schedule based on periodic payments. The
application adds the number of days entered in this field to the invoice date to obtain the
due date.
l Due on Day and Minimum Days – These values define a schedule based on monthly
payments. The application uses the Minimum Days value to move a billing to the next
month when the invoice date occurs close to the Due on Day value and the Day value
identifies the day of the month for which the payment is due.
l Number of Months and Due on Day – These values define a schedule based on payments
after he specified number of days (Due on Day). When a payment passes this date
threshold, the application considers it late.
10. In the Discount Type field, select the discount schedule associated with the term. Discounts can
be applied based on a number of days, a day of the month, or both (End of X Month(s) plus Y day
(s)).

11. Select the Apply Discount When Paid in Full check box to calculate discounts only against
invoices that are fully paid.

12. Select Save.

Calculating a Discount for Purchasing Terms

1. To add a discount term, select New on the Discounts card.

2. Complete the fields that open for data entry. These are dependent on the setting of the Terms
Type field.

31 December, 2023
 Specify the following:

l Number of Months – Indicates how many months past the Invoice Date are used for the
overall terms period. The field is available if you selected the End of X Month(s) on Y Day(s)
terms type. Enter the number of months you need in this field.
l Number of Days – Indicates how many days past the invoice date are used for the overall
terms period. The field is available if you select the Days terms type. Enter the number of
days you need in this field.
l Due on Day – Defines how many days into the last month are included in the overall terms
period. This field is available if you select either the End of X Month(s) On Y Day(s) or Days
of Month terms type. Enter the day number in this field. For example, if you enter 20, the
final discount date for invoices that use this terms code is January 20th, February 20th,
March 20th, and so on throughout the year.
l Minimum Days – Determines the last day of the month used for the overall terms period. If
an invoice is entered which has an Invoice Date on the day after this value, its discount
schedule is moved into the next month. This field is available if you select the Days of the
Month terms type. Enter the number of days from the beginning of each month you wish to
include in this date range. For example, you create a Net 25 terms code that uses the Days
of the Month terms type. You indicate in the Due on Day field that the final discounting
date is the 25th of each month. You then enter 15 within the Minimum Days field. In order
to receive a discount, any invoices with dates on or before the 15th of each month must be
paid before the 25th of that same month. Any invoices with dates 16 or later must be paid
before the 25th of the next month in order to receive the discount.
l Discount Percent - Specifies the discount percentage given for prompt payment of an
invoice. Invoice printing uses this value to calculate a prompt payment discount amount.
For example, you assign a terms code a discount percent of 10.00. You then create an A/P
invoice for $200.00 with these terms. If you pay this invoice within the number of discount
days specified for this payment terms, you will receive a $20.00 discount ($200 * 10%).

3. Select Save.

32 December, 2023
Adjusting Payment Schedules for Purchasing Terms
Use the Payment Schedule card to add or adjust the payment schedule. This schedule defines the
number of days and percentage for each payment sequence within the selected purchasing term.
Purchasing employees use the payment schedule template for purchasing terms in AP Invoices, that can
be modified according to payment conditions agreed with their supplier.

When you specify the terms details and save them, the application automatically creates a payment
schedule based on these details, namely, number of payments and due dates. If you adjust the number
of payments afterwards, the application updates the payment schedule based on these adjustments.

You can add new sequences to the schedule on the Payment Schedule card. Note that the sum of all
payment’s percentages should be equal to 100.

1. To add a payment schedule, select New on the Payment Schedule card.

2. In the grid, the Payment field shows the payment sequence number. This is automatically
generated and cannot be edited.

3. In the Days field, specify the number of days for the payment sequence to be paid. This value is
used to calculate the payment due date in the Invoice Payment Schedule.

4. In the Percentage field, specify the percentage of the total payment to be covered by this
payment sequence. This value is used to calculate the amount to be paid per payment in
Purchase Order Entry and Invoice Payment Schedule.

The Percentage field displays six decimal points. If there are variance decimals to
sum up to 100 percent, the variance decimals appear in the last payment row.

5. Select Save.

33 December, 2023
Entering Open AP Invoices From a Legacy System
In AP Open Invoice Load, enter AP Invoices that were created outside the application, for example, in a
previous legacy system.

These invoices do not have detail lines; they only contain the final amount of the invoice. They do not
initially affect General Ledger, nor do they affect any supplier AP information. Once you post them,
however, these invoices are included in your overall financial records. You can post these open invoices
within this program as well.

This application is helpful when you first install the Accounts Payable module. It lets you quickly add
current invoices into the database.

In AP Open Invoice Load, you can also check the total cost of open invoices for a specific supplier. For
that, use the Total option from the Overflow menu to calculate an audit total of these invoices.

Use the landing page of the application to view existing invoices or to enter a new one.

In this article, we will cover:

l Entering Invoice Details

l Linking GL Controls to AP Open Invoices
l Calculating the Total Cost of Open Invoices
l Posting Invoices

Entering Invoice Details

1. From the main menu, go to Financial Management > Accounts Payable > Setup > AP Invoice
Load.

2. Select New.

3. In the Supplier field, either enter the supplier’s ID or search for and select one. The supplier’s
information displays.

4. In the Invoice field, enter the invoice number from your legacy system.

34 December, 2023
5. In the Site field, select the site you want the invoice belong to.

This field is only visible if you select the Use 'Multi-site Processing' check box in the
Company Configuration app and you install the Multi-site license.

6. If you need to, select a Tax Liability for the invoice. The values for Tax Types and Tax Rates are
available depending on your selection. You can also make entries in the Taxable Value and Tax
Value fields for up to four tax types.

7. If you need to add another open invoice from this supplier, select the Next Invoice button.

8. To enter invoices from another supplier, select Next Supplier and repeat these steps.

35 December, 2023
 9. Select Save.

Linking GL Controls to AP Open Invoices

On the GL Control card, select the general ledger (GL) control or controls that determine the accounts
and journal codes used to post these invoices to the general ledger.

The general ledger (GL) control or controls selected on this GL Control card determine the accounts and
journal codes used to post transactions to which the record applies.

You can associate one or more GL controls with a record in this setup program. Each control associated
with a record must belong to a different control type. The association allows the use of control values
when the record applies to a posted transaction.

The general ledger (GL) control or controls selected on this GL Control card determine the accounts and
journal codes used to post transactions to which the record applies.

Example: The AR Account and AP Account GL control types reference the company entity. You define
GL controls based on both types and apply them to Company A in Company Configuration. A
transaction that belongs to Company A then posts using the account hierarchy set up for this specific
transaction for the Company A business entity. Posting rules use the controls' account references to
create the accounts for the company's journals.

36 December, 2023
You cannot associate GL controls with programs where users select posting accounts when they enter
transactions. Examples of this type of program include AP Adjustment and Cash Receipts. The Master
Chart of Accounts (COA) defines the accounts available in these programs.

To add GL controls:

1. On the GL Control card, select New.

2. Select the GL control Type that contains the account contexts you need.

3. Next use the Control field to enter a GL control contained by the selected GL control type.

4. Continue to add the GL control types you need for the current company. When you finish, save
the changes.

Calculating the Total Cost of Open Invoices

From the Overflow menu , select Total to add together all the open invoices for the current supplier.
A dialog box appears, showing you the total amount for this supplier’s invoices. This is the total of the
balance fields for all the un-posted transactions entered for this supplier.

Once entries are posted, they are no longer listed on the landing page. You can also no longer change
or delete them. If you posted an invoice in error, you must create an offsetting transaction to remove it.

Posting Invoices
Use the Post Invoices command from the Overflow menu to post all the transactions displayed in
the landing page for the selected supplier. Once you post the invoices, you can no longer edit or delete
them. If you post an invoice in error, you must enter an offsetting transaction. When a group's invoices
are in the process of being posted or in the review journal, no new invoices can be added to the group.

37 December, 2023
To post all the open invoices from a supplier at the same time, follow these steps. They are then
recorded in your General Ledger.

To post an invoice:

1. On the landing page, use the Post Invoices command in the Overflow menu to post all the
transactions displayed in the grid for the selected customer.

2. Select Process.

The invoices will no longer appear within this program. They are added to your company's AP records.

Once you post the invoices, you can no longer edit or delete them. If you post an invoice
in error, you must enter an offsetting transaction. When a group's invoices are in the
process of being posted or in the review journal, no new invoices can be added to the
group.

38 December, 2023
Entering Cents Override Codes
In Cents Override, create cents override codes you can use to change the normal rounding values that
define the tax required on the decimal portion of an amount. These definitions use the number of
decimals you set up for the base currency of the company. Cents overrides apply to the effective rates
you define in Tax Type Maintenance.

Use the landing page of the application to view existing cents override codes or to enter a new one.

In this article, we will cover entering a cents override code.

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup > Cents
Override..

2. Select New to add a new code.

3. Enter a code identifier for the cents override record and its description.

4. Select Save.

5. Now, you can enter cents override values for different ranges and the tax amount to apply.
Expand the Cents Override Detail List card.

6. Select New to add a new cents override line.

7. Enter the monetary range in the Cents From and Cents To fields.

39 December, 2023
 8. Enter the tax amount that you want to apply to the range.

9. Repeat these steps for as many lines as you need.

10. Select Save.

40 December, 2023
Setting Up Aging Formats
Set up aging formats for the Accounts Receivable (AR) and Accounts Payable (AP) modules in Aging
Report Format Maintenance. Each module has multiple aging formats available to select on various
records. Although you can use different aging method formats on the AR and AP reports, they can't run
until you set up a default AP and AR format in this application.

You use these aging methods in the AR and AP reports when you view open invoices and credits for
customers or suppliers. The discounts or past due fees for the items display according to an aging
method. When aging reports generate, the system uses the format defined in Company Configuration
for each module as the default one. However, if necessary, you can select an alternate format before
you generate the report.

You can define up to six columns (buckets) on an aging report. The first column always represents
future invoices, and the second column represents current invoices; no days are associated with these
columns. Each column after that includes the number of days defined on its heading (for example,
Future, Current, 30, 60, 90, 120, and so on).

When you run an aging report by due date, the Future column contains posted invoices
that are not due as of the Aged As of Datevalue selected on the report. When you run the
report by invoice date, no entries display in the Future column unless an invoice is posted
with a date that is the same as the Aged As of Date value selected on the report.

Use the landing page of the application to view the default system methods for AP and AR or to create a
new one.

In this article, we will cover adding a report aging format.

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Aging
Report Format.

2. Select New to create an aging format. The Details page opens.

3. Enter the format's Code.

4. Add a brief description for the new format. The description should reflect the buckets you set up.

41 December, 2023
5. If necessary, select the A/P Aging Default or A/R Aging Default check box to make this format
the default one for AP or AR aging reports.

6. Enter the required details in the Aging Columns Headings section.

This section specifies the column headings and number of days for each bucket within the aging
method. Six columns, or buckets, are available. The first column always represents current
entries, so there are no days associated with this bucket. Each column after the first includes the
number of days associated with this bucket.

7. In the Aging Days fields that accompany the columns (buckets), enter how many days can elapse
before the system places this item within this aging bucket.

For example, you enter Over 30 in the column header and Over 60 in the next
header. If a customer invoice is 30-59 days overdue, the system will place it within
this Over 30 bucket.

8. Select Save.

42 December, 2023
Setting Up a Message ID Counter for SEPA
Set up a counter for Single Euro Payments Area (SEPA) message ID generation in Payment Message ID
Counter Maintenance. You need this setting to be able to generate message IDs when using the SEPA
payment method in AP Payment Entry.

Use the landing page of the application to view existing records and to add a new one.

In this article, we will cover creating a message ID counter.

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Payment
Message ID Counter.

2. Select New to create a payment message ID counter.

3. On the Details card, enter the payment message counter identifier and its description.

4. Specify the counter's sequence.

5. Select Save .

43 December, 2023
Setting Up AP Allocations and Assigning GL
Accounts
Set up allocations in AP Allocation Maintenance. Accounts payable allocations automatically distribute
expense amounts across several general ledger (GL) accounts. The system distributes the amounts
based on the definitions set on the selected GL accounts.

You select AP allocations on specific AP invoice lines. You can assign AP allocations to the Receipt
Billing, Miscellaneous Invoice, Advanced Billing, and Unreceived Billing lines if the Inventory interface
option in Company Configuration is off. If the Inventory interface option is on, you can only apply
allocations to the Miscellaneous Invoice lines.

You define these allocations through a basis (for example, square feet, percentage, or number of
employees). After you create general information for the AP allocation, you need to assign GL accounts
to link to this allocation and assign Allocation Units to each GL account you select.

If you have two or more GL accounts which you want to equally allocate expenses for, enter EQ for
Basis. Assign identical Allocation Units to each selected GL account. For example, if you have three GL
accounts, you can assign 250 allocation units on each account. Then, the AP allocation will have 750
total units.

Use the landing page of the application to view allocations or enter a new one.

In this article, we will cover:

l Entering General Information for an Allocation

l Assigning GL Accounts and Units

Entering General Information for an Allocation

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Allocation.

2. Select New to add an allocation.

3. Enter an identifier for the allocation.

4. Enter additional information to describe the allocation in the Description field.

44 December, 2023
 5. Enter the Basis value. This is the unit you use to define the allocation. This value can be a unit of
measure or any other condition you use to allocate the AP amounts. For example, Square Feet or
EQ.

6. Select Save.

Now you need to assign the GL accounts and units using the Lines card. Once you do this, the
total allocation units assigned to the allocation appear in the Total Units field. You can't edit this
value.

Assigning GL Accounts and Units

After you create general information for the AP allocation, assign the GL accounts to link to this
allocation and assign Allocation Units to each selected GL account. As you add AP allocation lines, the
Percent Allocated column automatically updates.

1. Expand the Lines card.

2. Select New to add an account to the grid.

3. Add the GL account which you will allocate an amount to in the first field in the GL Account
column. You can also enter the division, department, GL reference type, customer, and employee
details in the respective fields in the column, if necessary.

45 December, 2023
4. Enter the units allocated to the selected account in the Allocation Units column. The amount
you enter reflects the Basis value you used for the allocation. The system adds this amount to
the Allocation Units amounts entered on any other allocation lines. You can see the sum of this
calculation in the Total Units field.

You allocate metal costs across three departments; the expense is based on pounds. Typically,
the first department uses 1,000 pounds, the second 2,000 pounds, and the third 4,500 pounds.
You enter each department’s pound usage as the Allocation Units.

Through the AP allocation, the application distributes the metal costs based on the percentage of
the Total Units that the department uses. It distributes the amounts like this: Department 1 is
charged with 13.33% of the metal amount, while Department 2 is charged with 26.66% and
Department 3 is charged with 60%.

5. If necessary, add more accounts.

6. Select Save.

46 December, 2023
Setting Up Recurring Cycles
A recurring cycle code controls how Kinetic generates a recurring invoice (those generated at regular
intervals) and what its billing cycle will be. A recurring cycle code is a collection of different settings,
including how often and how long the invoice will occur.

In this article, we will cover defining a new recurring cycle code.

1. Open the Recurring Cycle Maintenance app.

The Landing page displays. The page displays a list of existing cycle codes.

2. To select an existing cycle code, select the Cycle Code link inside the grid.

3. To add a new record, select New.

The Details card displays.

4. Enter a new Cycle Code.

5. Enter a description for the cycle code you are entering.

6. Specifies a module for which the recurring cycle will be available.

47 December, 2023
7. Select the following check boxes as necessary.

l Inactive - Indicates that the recurring cycle is inactive and is not available for selection on
invoices when this check box is selected.
l Hold Invoice - Select if you want Kinetic to place the recurring invoices that are generated
using this cycle on hold when they are created.
l Copy Latest Invoice - Indicates that recurring invoices will have their details copied from
the latest posted recurring invoice posted from the recurring series when this check box is
selected. If the check box is clear, recurring invoice details will be copied from the
recurring source invoice.
8. Define the Billing Cycle values.

l The Interval and Modifier frelds, specify the length of time after which the next recurring
invoice will be used. For example, every six weeks or every two months.

l Modifier - Specifies how often the interval will be applied to create recurring invoices.

l Billing Date - Specifies the day of the week or month on which the recurring invoices will
be generated.

48 December, 2023
 l Duration - Specify how many times you want to create the recurring invoice using this
cycle. The value includes the recurring source invoice. Once the duration is reached, the
source will be deactivated.

l Maximum Value - Select this check box if you want to set a maximum value to be invoiced
through the recurring series instead of within a set time period. The recurring series will be
inactivated when the total value of all recurrences reaches the maximum value. This value
is defined optionally for each recurring source invoice. If this check box is selected, the
'Duration' field becomes unavailable.

9. Select Save .

You must keep in mind that once you select a recurring cycle code on a recurring
source invoice, you cannot modify the settings in the billing cycle or delete it.

49 December, 2023
Setting Up Tax Box Report Formats
Manually set up and customize tax box report formats in Tax Box Report Configuration.

After you create a report form configuration, you need to link it to a report layout in the Report Style
application. The system will link the configuration to the Standard Configurable - SSRS report style
which you can use while printing a tax box report in the VAT Tax Report application.

After you create a configuration, you need to link it to a report style in Report Style
Maintenance.

Use the landing page of the application to view existing tax box report formats or to enter a new one.

In this article, we will cover:

l Specifying the tax box report configuration details

l Adding configuration lines
l Modifying the configuration line details in Excel

Specifying the Tax Box Report Configuration Details

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup > Tax
Box Report Configuration.

2. Select New to add a configuration.

3. Enter the configuration ID and its description.

50 December, 2023
 4. In the Effective From field, select the date which the configuration is active from.

5. If you want the configuration to be active, select the Active check box.

6. Select Save.

Adding Configuration Lines

1. Go to the Lines card and select New .

2. In the Line Number Caption and Line Caption fields, enter the appropriate values.

If working in the full-page format is more convenient for you, select 1 that appears in the Line
Number field.

Alternatively, select the Line Details node in the navigation tree.

3. Enter the formula to base the current configuration line on.

51 December, 2023
 Here is my content. I will add some bullets now:

l Bullet One
l Bullet Two
l Bullet Three
4. If you do not want this line to print in the report, select the Hidden check box.

5. If you want to zero negative values in this line, select the Suppress Negative Values check box.

6. If you want blank values to print in this line instead of zero values, select the Suppress Zero
Value check box.

7. Select what to do with the manual tax boxes from the Manual Tax Boxes drop-down:

l Included
l Excluded
l Manual Only

8. Select Save.

Modifying the Configuration Line Details in Excel

Edit the details of a configuration line using Excel.

1. In the Lines card, highlight the line you want to edit and select Export to Excel from the card's
Overflow menu.

2. Specify the file name and the path where to store it and select Save.

3. Navigate to the exported file, open it and edit as you need. When done, select the line and copy
the details to the clipboard.

52 December, 2023
4. Go back to Tax Box Report Configuration. Right-click in the line you are editing and select
Paste Update.

The values in the line change to the edited ones.

5. Select Save.

53 December, 2023
Updating Global Records
Specify which fields update when global records transfer into a subsidiary company via the multi-
company process in Global Table Maintenance. When the application updates global record in the
parent company, the selected fields update in the subsidiary(s) through the multi-company process.

Several master tables can share data between multiple companies. Available shared tables include
CUSTOMER, SUPPLIER (VENDOR), PART, and CURRENCY.

In Global Table Maintenance, you can select to only send certain fields via the multi-company process.
This way, only the selected fields update in the subsidiary company(s) which receive the global records.
For example, with the Global COA functionality, if you don't select a field for update, you can still
manually update that field in the subsidiary company, even if you select the Global Lock check box.

You must indicate which tables can share data for global records in all companies which use the multi-
company functionality. You need to define global tables for all of the multi-site processes.

l Global Customer Credit

l Inter-Company Trading
l Central AP Invoice Payment
l Consolidated Purchasing
l Multi-Company Journals
l AP Allocations
l Consolidations
l Multi-Company Dashboards
Use the landing page of the application to view global records or to update one.

In this article, we will cover updating a global record.

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Global
Table.

2. Select the global system you need from the System drop-down.

3. Select the company which data you want to integrate. The default value is All Companies.

In the Company field, you can select All Companies or a specific company, then
select the tables and fields that will update. Specific company settings override the
All Companies settings. For example, you select all fields for the COA table under
All Companies, but exclude the Description field under the Epic06 company. When

54 December, 2023
 you update the COA Description field in Chart of Account Structure Maintenance,
the application doesn't update the Epic06 company.

4. Select the table you want to update.

5. The system shows the global table’s fields in the Available Choices list. Add a specific field or all
fields to the list.

6. As the fields you select appear in the Selected Choices list, you can either select a specific field,
or use the Clear All option to remove the field(s) from the list.

7. Repeat these steps for other global tables you want to update.

8. Select Save.

The next time you integrate, the application updates selected fields with the global information.

55 December, 2023
Writing Off Payment Instruments
Write off the entire value of a payment instrument (PI) to the general ledger (GL) in AP Payment
Instrument Write Off.

This program is only available if the Payment Instrument module is licensed.

A payment instrument you want to write off must be in the Portfolio status. Once written off, the
payment instrument is settled and all associated invoices are fully paid.

In this article, we will cover writing off a PI.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> PI Write Off.

2. Select the payment instrument ID you want to write off.

3. Select a settled or closed status from the PI Status drop-down.

4. Enter GL description and comment, if necessary.

56 December, 2023
5. Select Save.

57 December, 2023
Processing Bank Payment Confirmations
In Bank Payment Confirmation Import, process the bank file a supplier bank sends back after it
processes an electronic payment proposal.

Use Payment Entry to export a payment file and set up a payment proposal to a supplier's bank. The
file sent back from the bank can be imported into Bank Payment Confirmation Import for processing.

Using either the Automated Banking Operation (ABO) application or another method, the system
converts the file into a generic bank receipts file, formats to match the selected electronic interface file
Format. During the import process, the system matches incoming transactions to the payments
proposed by Kinetic. Then, it displays system displays the results on the screen in a workbench style,
and you can verify them before agreeing to process the results. You can manually unmatch the
matching results in the workbench. Also, you can manually match payments that are not automatically
matched. You can post the imported details and create a payment group (not posted) for each of the
valid lines within the import file. If necessary, you can also generate an Imported Statement Report
listing all records included in a bank file imported and matched in Bank Payment Confirmation
Import.

Use the landing page of the application to view existing bank payment confirmation groups or to enter
a new one.

In this article, we will cover:

l Processing a Bank Payment Confirmation

l Printing of Imported Statement Report

Processing a Bank Payment Confirmation

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Bank Payment Confirmation Import.

2. Select New to add a new group.

3. Enter the name in the Group field.

4. Select a transaction date in the Apply Date field.

5. Select the payment method you set up for AP payment confirmations from the Payment Method
drop-down.

58 December, 2023
6. Select the bank where you made payments from the Bank Account drop-down

7. From the Overflow menu, select Import File.

Convert the electronic bank statement file originally received from the bank into a
generic bank receipts file format matching the selected Electronic Interface File
Format.

59 December, 2023
 8. Select Match Payments from the Overflow menu to automatically match payments. The
application will logically try to match imported payments with the non-posted payments from
the proposed payment groups.

For manual match, enter Record Number from the Import Detail card into the
Record field of each payment in the Unmatched Payments line that you want to
match. The matched payments will move to the Matched Payments line.

9. Clear the Matched check box in Imported Payments line to unmatch a payment in the Matched
Payments line and move to the Unmatched Payments line.

10. Select Process Group from the Overflow menu to create the payment group with the same
Group ID as the group being processed in Bank Payment Confirmation Import and move the
matched proposed payments into this new payment group.

11. Select Save.

You can post the new payment group in Payment Entry.

Printing of Imported Statement Report

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Bank Payment Confirmation Import.

2. From the Overflow menu , select Imported Statement Report.

60 December, 2023
3. Select report parameters on the Selection card.
4. Print the report.

61 December, 2023
Transferring Bank Funds
Transfer bank funds between bank accounts in Bank Funds Transfer. If the bank accounts use different
currencies, the system uses the Exchange Rate for that currency to calculate the transferred amount.

There are three calculation options for handling currency exchange differences during bank funds
transfers. You can determine the calculation option by selecting one from the Currency Exchange
Difference drop-down on the Modules > All Modules > Currency sheet in Company Configuration.

The following examples describe the three options available. In the examples, three currencies are used:
USD (Base), EUR (Rpt1), and MXP (Rpt2) with the following exchange rates: USD:EUR = 0.9, USD:MXP =
8.0.

l Option 1: Always use default rates

In this method, you use the default exchange rates, and an exchange difference is posted to the
gain/loss account.

Source Bank Tran Record Target Bank Tran Record Difference

Doc 900 EUR 8800 MXP
Base 1000 USD = 900 EUR / 0.9 1100 USD = 8800 MXP / 8.0 100 USD
(USD) (gain)
1000 USD = 900 EUR / 0.9 Default Default USD:MXP rate is applied.
USD:EUR rate is applied.
Rpt1 900 EUR 990 EUR = 8800 MXP / 8.0 * 0.9 90 EUR (gain)
(EUR)
Conversion chain: MXP > USD > EUR
with default rates is applied.
Rpt2 8000 MXP = 900 EUR / 0.9 * 8.0 8800 MXP 800 MXP
(MXP) (gain)
Conversion chain: EUR > USD > MXP
with default rates is applied.

l Option 2: Use explicit transfer amount, or use default rates

Source Bank Tran Record Target Bank Tran Record Difference
Doc 900 EUR 8800 MXP
Base 1000 USD = 900 EUR / 0.9 1100 USD = 8800 MXP / 8.0 100 USD
(USD) (gain)
Transfer Amount is not explicit: Base Transfer Amount is not explicit: Base
(USD) does not match to source (EUR) (USD) does not match to source (EUR)
or target (MXP) currencies. or target (MXP) currencies.

62 December, 2023
 Source Bank Tran Record Target Bank Tran Record Difference
Default USD:EUR rate is applied. Default USD:MXP rate is applied.
Rpt1 900 EUR
(EUR)
Transfer Amount is explicit: Rpt1
(EUR) matches source currency.

Source amount is used.

Rpt2 8000 MXP
(MXP)
Transfer Amount is explicit: Rpt2
(MXP) matches to target currency.

Target amount is used.

l Option 3: Use explicit transfer amount, or use source amount

In this method, bank transfers do not create currency gain/loss postings, so the movement
defines the rate.

Target Bank Tran

Source Bank Tran Record Difference
Record
Doc 900 EUR 8800 MXP
Base 1000 USD = 900 EUR / 0.9
(USD)
Base (USD) does not match source (EUR) or target
(MXP) currencies.

Default USD:EUR rate is applied.

Rpt1 900 EUR
(EUR)
Rpt1 (EUR) matches source currency

Source amount is used.

Rpt2 8000 MXP
(MXP)
Rpt2 (MXP) matches to target currency.

Target amount is used.

To transfer funds, you must set up both bank accounts in your database.

63 December, 2023
In this article, we will cover transferring bank funds.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Bank Funds Transfer.

2. In the Apply Date field, enter the date on which you process the transfer. It defaults with the
current date.

3. From the Document Type drop-down, select a transaction document type for the banks fund
transfer. It links the transaction document type to the legal number format.

For a transaction document type to appear as the default value in this field, the System
Transaction value must be Bank Funds Transfer and the Default for System Transaction
check box must be selected for the document type in Transaction Document Type
Maintenance.

To generate legal numbers for a bank funds transfer record, you first define at least one Bank
Funds Transfer transaction document type in Transaction Document Type Maintenance. Then,
you create a legal number format for the Bank Funds Transfer number type in Legal Number
Maintenance and select at least one Bank Funds Transfer transaction document type to use the
legal number format. When the legal number generates for the record, it uses the generation and
format information defined for the selected transaction document type.

The system generates legal numbers automatically or manually based on the selected document
type.

l If Generation Type is Automatic, the system generates the legal number automatically
when you select Save or Transfer.
l If Generation Type is Manual, a legal number prompt appears when you select Save or
Transfer. You manually enter the legal number and select OK.
4. In the Transfer From section, select a bank and enter the amount to transfer.

5. In the Transfer To section, from the drop-down, select the bank that will receive the funds.

If you transfer the funds between two banks that use different currency, the value in
the Transfer To section’s Amount field automatically displays the amount using
the receiving bank’s currency. For more information, refer to the Currency
Management topics of the Application Help.

If the two banks use a different currency, from the Rate Type drop-down, select the currency
exchange rate type used to determine the deposit amount .

64 December, 2023
6. Review other fields, if necessary.

l Fiscal Year, Suffix, Fiscal Period - Specify the fiscal period details of the apply date.
l Current Balance - Specifies the amount of funds available in the selected bank. The funds'
currency displays next to this field.
l New Balance - Specifies the value of funds that will appear in the bank account after the
transfer. The system calculates it by adding the Amountvalue to Current Balance.
l Description - Displays the bank transfer reference code. You can enter the transaction
description manually. Otherwise, the system creates system text in the following format:
prefix + a combination of the attributes that are specified in the corresponding posting rule
in GL Transaction Type, and uses it as this transaction's description. The application
assigns the description you enter (or the description the system creates) with a specific
prefix that depends on the transaction. The prefix might look like this:
Transaction Prefix
Bank Funds Transfer Bank Funds
All prefixes are followed by : (colon). You can review the transaction description in Review
Journal. For more details, refer to the Review Journal topics of the Application Help.

7. Select Transfer. The system moves the amount to the bank selected in the Transfer To section.
Now, if you want to create one more transfer, select New .

65 December, 2023
Approving and Voiding Posted Logged Invoices
Approve or void posted logged invoices or logged debit memos using Logged Invoice Approve and
Void Entry.

Once the application approves a logged invoice, you can match it to an AP invoice in AP Invoice Entry
which automatically debits the appropriate expense account and credits to one or more of the logged
invoice suspense accounts (Payables Suspense, Expense Suspense, or Tax Suspense). The status of the
invoice changes from a logged invoice to a matched AP invoice authorized for payment after it posts.
Use Company Configuration to define the logged invoice accounting option which determines how the
application affects GL by logged invoice transactions.

l If you select the Authorization Tracking option, the AP Invoice posts as usual.
l If you select the Account for Taxes option, the application automatically debits an appropriate
expense account and credits the Payables Suspense account.
l If you select the Book All to a Suspense Account option, the application credits an appropriate
payables account and debits appropriate tax and expense accounts. Also, it debits the Payables
Suspense account and credits the Suspense Expense and Tax Suspense accounts.

After you void a logged invoice, the system clears it from AP, GL, and AP tax tables.

Use the landing page of the application to select a logged invoice to approve or void it.

In this article, we will cover:

l Approving Posted Logged Invoices

l Voiding Posted Logged Invoices
l Retrieving GL Transactions

Approving Posted Logged Invoices

You need to create a posted logged invoice using Logged AP Invoice Entry before approving it.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Logged Invoice Approve and Void Entry.

2. Select a logged posted invoice on the landing page.

3. Review the invoice details, if necessary.

4. Select the Approved check box.

66 December, 2023
 If you approve an invoice for an inactive supplier, a warning message displays.
Select Yes to continue the transaction or No to cancel the approval and clear the
supplier selection.

5. Your name displays in the Approved By field along with the current date in the Approve Date
field.

6. Select Save.

Voiding Posted Logged Invoices

You need to create a posted logged invoice using Logged AP Invoice Entry before voiding it.

1. Select a logged posted invoice on the landing page.

2. Enter an explanation in the Reason field and select Void.

If the logged invoice is Approved, you must first clear the Approved check box and
select Save before voiding the invoice.

67 December, 2023
 3. Click Save.

If the application voids a logged invoice, it clears from AP, GL, and AP tax tables.

Retrieving GL Transactions
Retrieve and display general ledger transactions against a book for a selected logged invoice using the
GL Transactions card.

You need to create a posted logged invoice using Logged AP Invoice Entry before retrieving GL
transactions.

1. Select a logged posted invoice on the landing page.

2. Select a book on the GL Transactions card.

3. Select Retrieve. The list updates with GL transactions for the book and logged invoice you
selected.

68 December, 2023
Creating AP Adjustments
Create adjustments to change amounts for any open invoice or debit memo in AP Adjustment Entry.
You can increase or decrease the invoice balance on the invoice or debit memo you select. When you
adjust an AP invoice, you must also select the book and GL account to which you want the adjustment
to post. You can add as many adjustments as you need against each invoice.

l You cannot increase an invoice balance above its original invoice amount. If an additional
amount is necessary, you can use a correction invoice to make up for the difference.
l If you adjust an invoice balance down to $0.00, that invoice closes. You cannot adjust a closed
invoice.
l Use discretion when you adjust an invoice amount. The original invoice could be linked to a
purchase order, which could make reconciliation difficult due to fluctuating invoice totals.
l You can create taxable adjustments for invoices with payment timing taxes, withholding taxes,
and non-deductible taxes.
In this article, we will cover adjusting an open AP invoice or debit memo.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Adjustment.

2. Search for a supplier that you want to adjust an invoice for and search for the invoice.

3. Select the date you make the adjustment on in the Apply Date field.

4. If necessary, change the currency in the drop-down on the Details card header.

5. Enter the amount of the adjustment in the Adjustment field. This amount is the value by which
you will increase or decrease the selected invoice so you can enter both positive and negative
values. For example, if the current invoice balance is $100 and you want to decrease it balance to
$80, enter -20.000 in this field.

Typically you will enter a negative amount; this will decrease the invoice balance. If you enter a
positive amount, it increases the Invoice Balance.

You cannot increase an invoice balance over the original invoice amount. If you need to increase
an invoice balance over its original amount, create a new invoice for the additional amount. You
should also overstate this new invoice’s amount and then adjust it down to the current amount
that you need. This gives you the option of adjusting this invoice amount up again later.

6. Select a document type for this transaction.

69 December, 2023
7. If necessary, enter a comment for this adjustment and its description. You can display the
comment through a business activity query (BAQ) and you can review the transaction description
in Review Journal

You can enter the transaction description manually. Otherwise, the application creates system
text in the following format: prefix + a combination of the attributes that are specified in the
corresponding posting rule in GL Transaction Type, and uses it as this transaction's description.
You can review the transaction description in Review Journal.

70 December, 2023
 After you post an invoice, the application assigns the description you enter (or the description the
system creates) with a specific prefix that depends on the transaction. For an AP adjustment, the
prefix is AP Inv Adj followed by : (colon). For example:

l If you enter description for an AP adjustment invoice, then the transaction description is:
AP Inv Adj: XXX, where XXX is the description you enter.
l If you don't enter the description: AP Inv Adj: InvNum (DM) SupName, where InvNum is
an invoice number, DM is added if this is a debit memo adjustment, and SupName is a
supplier name.
8. Select the book and GL account against which you place this adjustment.

9. Select the check boxes as you need to:

l Red Storno - Mark the transaction as red storno.

l Taxable Adjustment - Apply a prorated taxable adjustment to all taxes as part of your
adjustment. You can't create taxable adjustments for invoices with payment timing taxes,
withholding taxes, and non-deductible taxes.
l Copy Rate - Use the original invoice exchange rate. This allows you to write off an invoice
with a zero gain/loss adjustment.
10. Review the Locked check box. If it is on, the currency rate is locked for this invoice and the
application will use the invoice rate for the adjustment transaction.

11. Review the records in the Transactions Applied to This Invoice card, if any.

12. Select Save.

If you're adjusting an invoice or a debit memo currently in the payment process,

you will get an error message. There are two ways to correct this error. You can
delete the payment through Payment Entry and then make your adjustment or
you can wait until the system processes the payment and then enter your
adjustment.

71 December, 2023
Working with Bank Statement Processing
In Bank Statement Processing, you can create new bank statements either via import of electronic
statement files from the bank into the Kinetic system or via manual entry of new bank statements and
statement lines. This application is complex and highly functional. You can use this article as reference
on where to find the details on a process that interests you.

Every time you open Bank Statement Processing, its landing page is blank and you can't
choose a records to work with until you select a bank account.

l Understanding Bank Statement Processing

l Setting Up Bank Statement Processing
l Importing Bank Statements
l Understanding Unmatched Transactions
l Using Statement Workbench
l Quick Matching
l Performing Automatic Matching of Statements
l Creating Bank Statements
l Creating New Transactions (both manually and automatically)
l Using Cross-Reference and Quick Search
l Creating Reverse Transactions
l Unlocking Bank Statements
l Printing the Bank Statement Processing Edit List
l Posting Bank Statements
l Printing the GL Recap Report
l Selecting Exchange Rates for a Bank During Bank Reconciliation

72 December, 2023
Understanding Bank Statement Processing
Bank Statement Processing is a powerful functionality which helps you take full advantage of Kinetic
potential during bank reconciliation.

In the Bank Statement Processing application, you can create new bank statements either via import
of electronic statement files from the bank into the Kinetic system or via manual entry of new bank
statements and statement lines. Here you can also review the bank statement details, search for
transactions available for matching and create new transactions. It is possible to perform bank
reconciliation in automatic (using reconciliation algorithm) and manual (matching the transactions to
statement lines) modes.

In Bank Statement Processing, you can:

l Import an electronic bank statement or manually create a new one.

l Automatically match statement lines to unmatched transactions. Line status helps you quickly
review the results of automatic matching.
l Manually match statement lines to unmatched transactions.
l Perform quick manual matching of existing transactions to the statement lines.
l Automatically create new transactions.
l Manually create new transactions.
l Post new transactions to a current bank account and general ledger (GL) accounts specified in
the GL controls that are attached to the bank account.
To learn more on how to work with the application (and what you can do there), refer to the Working
with Bank Statement Processing article.

The bank statement lists the activity in the bank account as well as the balance in the bank account.
The bank usually mails a bank statement to the company. The company then does a bank
reconciliation - it verifies the amounts on the bank statement are consistent with the amounts in the
company's account and vice versa. In most cases, you handle statements imported from the bank.
However, sometimes you may want to create a new statement. For more details on this process, refer
to the Creating Bank Statements article.

Every time you open Bank Statement Processing, you can't select anything on its landing
page until you select a bank account.

Expand the sections below to learn more on different features and details of the application.

73 December, 2023
When the application imports a bank statement, it determines the line type and assigns this type to the
line. The application can assign the following types to the statement lines during import:

l ARRcpt - Cash receipt (for in-payments)

l APPay - AP payment (for out-payments).
l BankAdj - Bank adjustment. This type can be assigned if the line contains a transaction code and
you have already set up this code as Bank Fee in Bank Statement Transaction Codes
Maintenance.
l RevARRcpt - Reverse cash receipt. This type can be assigned if the application recognized a
statement line as a reverse during import (depends on each import file format).
l RevAPPay - Voided AP payment. This type can be assigned if the application recognized a
statement line as a reverse during import (depends on each import file format).
l PRPay - Payroll cheque. This type can be assigned for out-payments if the Payroll Checking
Account check box is selected for the bank account (on the Bank Reconciliation card in Bank
Account Maintenance). It means that the account is mostly used for payroll payments.
l Transfer - Bank transfer. This type can be assigned if the line contains a transaction code and
you previously set up this code as Bank Transfer in Bank Statement Transaction Codes
Maintenance.
When you create a statement line manually, you can select any of the line types described above and
assign it to a new line. Additionally you can select the following line types:

l Undefined - You have not defined the line type yet

l Ignored - The application ignores this line during reconciliation
The following list displays types used for the new transactions creation (for example, AR invoice cash
receipt, AR miscellaneous cash receipt, voided AP payment). You cannot create new transactions from
the PRPay, ARPIPay and APPIPay line types.

l APPay - For an AP invoice payment. When you are using AP Payment Entry to create a
transaction for matching, the application automatically selects the Manual and Enter Payment
Total check boxes on the header detaild. You cannot modify these settings.

In the Payment field, you must enter the number of the payment corresponding to this
transaction. The application populates the Payment Total and Bank Total fields with the data it
takes from the statement line. You can modify it if necessary. If the variance is not equal to zero,
you are not able to close the program window.

l ARPIPay - AR payment instrument

74 December, 2023
 Discounted payment instruments can be processed in two different ways depending
on their stage.

l If you settle a discounted payment instrument via AR Payment Instrument Write Off and
move it to the Settled stage, it appears in the list of documents available for matching
with the statement lines. In this case, the application marks the statement line as Matched
and no additional posting happens.
l If a discounted payment instrument is in the Apply to Bank stage, Bank Statement
processing works as a special kind of a PI settlement, where a PI is settled with a reduced
total. A part of the total is posted separately as a discounted amount. In this case the
additional discounted amount is posted along with the reduced PI total.
l When working with discounted payment instruments, the system uses discounted amount
to match the PI to the statement line.
l APPIPay - AP payment instrument.

l ARRcpt - For an AR invoice payment.

l BankAdj - For a bank adjustment.

You can select this type regardless of the amount sign on the statement line.

l DepRcpt - For an allocated customer deposit.

l MiscRcpt - For a miscellaneous cash receipt.

l RevAPPay - For a voided AP payment.

l RevARRcpt - For a reverse cash receipt.

l RevARPI - For a reverse AR payment instrument.

When working with discounted payment instruments, the discounted amount is

used to match the PI to a Statement line.

l Transfer - For a bank transfer.

If a bank statement includes both straight and reversal cash movement (for example, a cheque batch is
processed but one cheque is returned after for the reason that it is unsigned), you can use one of the
following approaches to handle such statement.

75 December, 2023
l Approach 1

1. Manually work out what the statement closing balance would be without the reversal item,
and over-ride the imported closing balance with new balance.
2. Flag the reversal line as Ignored, and ignore the warning message that ignored lines do
not total zero when posting.
3. Enter a new manual statement with the real closing balance, create a statement line for
the reversal, and post it.
l Approach 2

1. Manually update batch, and remove the reversed item from it.
2. Match the statement line to the reduced batch amount, ignore any threshold warnings and
post showing a variance equal to the reversed item.
3. Flag the reversal line as matched without matching it to anything, ignore any threshold
warnings, and post with a variance opposite to that above.
4. Outside the routine reverse the unreconciled item.
l Approach 3

1. Manually change the reversal statement line type to Bank Adjustment.

2. Create a new bank adjustment transaction.
3. Post the statement.
4. Enter a dummy bank statement whose end balance is equal to the opening balance and
date is equal to the closing date of the original statement.
5. Enter a reverse statement line and match it to the cleared original transaction.
6. Enter a bank adjustment line (with the same value but the opposite sign) and create a new
bank adjustment transaction.
7. Post the statement.

76 December, 2023
Setting Up Bank Statement Processing
To make sure the bank reconciliation process is done accurately, you must perform settings in some of
the apps. These recommendations describe basic steps you need to take when using this functionality
and point out important information specific to those steps.

Basically, you need to do the following:

1. Configure an electronic interface if you use bank statement import.

2. Configure bank statement parsing parameters if you use auto-recognition of invoices (in
imported bank statement). Refer to the Bank Statement Parsing Parameters Maintenance
description.
3. Configure bank statement transaction codes if required. Refer to the Bank Statement
Transaction Codes Maintenance description.
4. Set up a bank account and bank reconciliation parameters.
5. Make company settings of default payment instrument statuses if you work with payment
instruments.
In this article, we will cover setting up the Kinetic application to correctly work with Bank Statement
Processing:

l Setting Up an Electronic Interface

l Setting Up a Bank Account
l Configuring Reconciliation Settings in Bank Account Maintenance
l Configuring Company Settings

Setting Up an Electronic Interface

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup >
Electronic Interface.

2. Select New to add a new electronic interface.

3. Enter the name of the electronic interface.

4. In the Type drop-down, select Bank Statement.

5. Select Program to search for and select an *.cs source file from the list. The program contains
information related to configuring EI files of various formats. You need to open the .cs file of the

77 December, 2023
required format and read the instructions provided in this file.

To access the EI file folders, use the following directory: …\Deployment\Server\ERP\EI. You can
select the following .cs source files for configuring electronic interfaces depending on your needs:

l StatementImportCSV_Example.cs and StatementImportCSV_Template.cs - For the CSV

electronic interface.

You must pre-configure the .csv file to conform to the bank electronic statement file
format. The template file contains the descriptions of all fields that you can use during this
process. The example file allows you to review the configuration examples and better
understand how to configure the interface. We recommend you to configure the
StatementImportCSV_Template.cs file and keep another file for reference purposes.

l StatementImportMT940.cs - For the MT940 electronic interface.

l StatementImportCamt053.cs - For the Camt.053 electronic interface.

l StatementImportWellsFargo_CSV.cs - For the Wells Fargo CSV electronic interface.

78 December, 2023
 The StatementImportWellsFargo_CSV.cs file is pre-configured to conform to the Wells
Fargo bank CSV electronic statement file format. There also examples in this file.

l StatementImportBTRS.cs - to import bank statements in the BTRS (Balance and

Transaction Reporting Standard) format.

6. Enter the interface description.

7. Select Save .

To learn more about electronic interfaces, refer to the Setting Up Electronic Interfaces article.

Setting Up a Bank Account

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup > Bank
Account.

2. Select a bank account you want to configure.

3. Select the electronic interface you created for bank reconciliation.

4. If you want to enable automatic matching statement lines to transactions, on the Bank
Reconciliation card, select the Auto-match Statement Details check box.

Automatic matching allows you to apply unmatched transactions to the statement lines
repeatedly during reconciliation. This may be useful, for example, after you have adjusted some
data in the lines after the initial run.

If you want to display automatically all transactions that potentially can be matched to a
selected statement line, use the Retrieve unmatched transactions automatically check box.

This check box indicates that after importing a statement, the application automatically displays
all transactions that potentially can be matched to a selected statement line.

5. Specify other settings as necessary.

For more details, refer to the Setting Up Bank Accounts article.

6. Select Save.

79 December, 2023
Configuring Reconciliation Settings in Bank Account
Maintenance
In Bank Account Maintenance, for the bank you set up for reconciliation, use the check boxes on the
Bank Reconciliation card to:

l Enable automatic matching which uses an algorithm of automatic reconciliation and AR/AP
automated recognition settings
l Specify parsing parameters to extract the invoice numbers from statement lines (you must pre-
configure these parameters in Bank Statement Parsing Parameters Maintenance)
l Automatically display transactions that potentially can be matched to a selected statement line
(suggested transactions)
l Filter by transaction types the unmatched transactions retrieved for each line type
l Define whether the application will search for the transactions that do not contain information
about the reference number, partner name and partner bank account not only among bank
adjustment transactions but also among cash receipts and AP checks
l Set up the application to create automatically different types of transactions for matching
l Specify which rate is considered as exchange rate when clearing - original payment/receipt
exchange rate or clear date bank currency exchange rate
For more details, refer to the Bank Reconciliation field help in Bank Account Maintenance.

Configuring Company Settings

In Company Configuration, configure company settings for processing payment instruments. Note that
if you do not make these settings, you will not be able to work with payment instruments in Bank
Statement Processing.

1. From the main menu, go to System Setup > Company/Site Maintenance and open the
Company Configuration.

2. On Modules > Finance > Payment Instruments, in the Default Statuses section, select default
statuses for the following fields:

l Apply to Bank
l Settled Status
l Cancelled Status

3. Select Save.

80 December, 2023
81 December, 2023
Importing Bank Statements
In Bank Statement Processing, use the Import Statement option of the Overflow menu to import a
bank statement for reconciliation.

It is a common situation when banks provide you with a single file containing a single statement.
However, you can also receive a file containing statements for multiple bank accounts or statements
with multiple sheets for a single bank account. In both cases, the system allows you to import and
process statements.

In case you need to import a multi-bank file, note that:

l Importing a multi-bank file from Bank Statement Processing - When you import a multi-bank
file with multiple statements, the system analysis all the statements and combines them into a
single statement, for the currently selected bank.
l Importing a multi-bank file from Bank Statement Import - When you import a file with
statements for multiple accounts, the system filters statements in the multi-bank import file by
bank account and combines them into separate statements. When the import completes, review
the combined statement. If you successively select multiple bank accounts, you will receive a
combined statement for each account.
The system pulls the number of the last imported statement sheet and assigns it to the whole
statement. If the number consists of two parts (statement number and sheet number), only the first
part is used as a statement number.

You create system bank accounts for a specific company. The company you work in must have all
required bank accounts for processing bank statements.

In this article, we will cover importing bank statements.

1. Open Bank Statement Processing.

2. On the landing page, select a bank that you set up for bank reconciliation from the Bank
Account ID drop-down.

82 December, 2023
 You need to select a bank account to work with every time you open Bank Statement
Processing.

You set up banks in Bank Account Maintenance. For more details, refer to the
Understanding Bank Statement Processing article.

3. From the Overflow menu , select Import Statement.

4. In the Import Statement card, select Search to browse to the folder where the statement file
is and select it. You can browse to the bank statements located either on the server or in your
local folder. In the latter, the system automatically transfers the statement file to the server and
imports it from the server location. The type of the imported statement must correspond to the
electronic interface you specified in the bank account settings.

5. Select Import to import the bank statement.

83 December, 2023
 In the Statements grid on the landing page, from the grid Overflow menu , select Refresh. The
new statement appears in the grid. Open it and go to the Statement Header, Statement
Workbench or Quick Matching pages to review information about the imported statement.

6. On the Statement Header card, review the Apply Date field: it is the date the statement applies
for. It defaults to the current date, but you can select a different date, if you need. Then, review
the Statement and Description fields to verify the correct details display.

7. Select a Document Type for the statement, if necessary. Normally you need to select the
document type to assign legal numbers to the statements.

8. Review the bank balance fields.

On the Statement Header card, three useful fields with bank balance are available for you in the
Current Bank Balances section:

l Ongoing Balance
l Reconciled Balance
l Non Reconciled
If the statement's closing date matches the period end date, the system displays the balance per
statement closing date. Otherwise, it shows the current (latest available) balance.

9. In the Opening Date and Closing Date fields, enter the period included in the statement and the
bank balances on the two dates. The balances help you track how entries in the program affect
the line total and variance.

10. Once finished adjusting the imported statement details, select Save.

84 December, 2023
Understanding Unmatched Transactions
In Bank Statement Processing, use the Unmatched Transactions card on the Statement Workbench
page to sort and retrieve the transactions according to certain criteria. This approach allows you to
review the list of transactions that you can potentially match to a bank statement line. The application
retrieves unmatched transactions so that you can review them and select transactions to match to the
lines.

You use the Unmatched Transactions card for regular and quick matching of transactions to statement
lines.

In this article, we will cover:

l Bank Account Maintenance Settings

l Set Transaction Type Filter Settings
l Retrieve Options Panel Settings

Bank Account Maintenance Settings

When you configure a bank account for reconciliation in Bank Account Maintenance, you can specify the
parameters related to retrieving the unmatched transactions using the Bank Reconciliation card. You
must do it before you import/create a statement. These are the Bank Reconciliation details that relate
to retrieving transactions for a specific bank account:

l Retrieve unmatched transactions automatically - If you select this check box, after importing a
statement the application automatically displays all transactions that potentially can be matched
to a selected statement line.
l Filter unmatched transactions by statement line type - If you select this check box, the system
enables the filtering you specify using the Set Transaction Type Filter settings by default for the
bank account. When you work with a statement, you can disable or enable them in the Retrieve
Options panel (available form the Overflow menu of the Unmatched Transactions card).
For more details on the application setup you need to perform before you run the Bank Statement
Processing routines, review the Setting Up Bank Statement Processing article.

Set Transaction Type Filter Settings

In Bank Statement Processing, the Set Transactions Type Filter option of the Overflow menu helps
you define the default types of unmatched transactions that the system will retrieve. Once you set up
the filter, the application keeps your settings and applies them every time the unmatched transactions
are retrieved.

85 December, 2023
When you use this option, the application lets you define which transactions to display for a particular
statement line type. In this example, you will specify the filter options for miscellaneous receipt
statement lines.

1. In Bank Statement Processing, select Set Transactions Type Filter from the Overflow menu
of a statement you want to work with.

2. Select the MiscRcpt statement line type.

If the line type is RevAPPay, the application displays blank Unmatched

Transactions details.

3. On the right, select check boxes for all applicable transactions that you want the system to
retrieve for this line type. Alternatively, you can use the check boxes on the left to automatically
select check boxes next to either all transaction types or only the receipt/payment ones.

86 December, 2023
 4. Select OK.

Retrieve Options Panel Settings

To see the list of unmatched transactions on the Unmatched Transactions card, you need to first
retrieve them. To do that, go to the Statement Workbench page and on the Unmatched Transaction
card, select Retrieve.

There, on the Retrieve Options panel, you can specify (or leave blank) the following settings:

87 December, 2023
l From Date, To Date - Date range for the transactions retrieval. By default, the system takes the
'From Date' value from the statement's opening date considering the 'Number of periods to
Retrieve before Opening Date' parameter you set up on the 'Bank Reconciliation' card in Bank
Account Maintenance. The 'To Date' is the closing date of a statement.
l Filter by Partner - If you select this check box, the system will filter the transactions it retrieves
by a partner.
l Include PI with due date beyond the statement period - Select it if you want to retrieve all PI
within and beyond the statement period.
l Filter unmatched transactions by statement line type - If you select this check box, the system
automatically applies the filter settings you specify using the 'Set Transaction Type Filter'
settings. By default, the system takes this value from the same-name check box in 'Bank Account
Maintenance'.

If the statement is empty, the application retrieves all unmatched transactions without
considering the filter settings.

88 December, 2023
Using Statement Workbench
On the Statement Workbench page in Bank Statement Processing, review transactions and imported
bank statements, create new statements and lines, create new documents, and match transactions to
the lines during reconciliation.

This page contains two cards: Statement Lines and Unmatched Transactions. You can expand each of
them to view all the required information on one screen making the reconciliation process more
effective.

In this article, we will cover:

l Reviewing an imported statement details

l Matching a transaction statement to a statement line
l Un-matching transactions

Reviewing Details of an Imported Statement

After you import or create a bank statement:

1. Expand the Statement Lines card.

2. Scroll right to review all the information on the line.

89 December, 2023
 l Status - Statement line's matching status
l Type - Type (transaction) of the statement line
l Partner Name, Partner ID - Name and ID of the partner in the statement line. The bank
uses the ID to specify the partner in the statement line
l Date - Transaction date
l Bank Amount - Statement line amount in the bank currency
l Debit/Credit- Debit/credit amount for this statement line. You may use either Debit/Credit
or Bank Amount fields when reviewing the line details.
l Variance - Difference between the total line amount in the bank currency and the sum of
all matched documents in the bank currency
l Amount - Statement line amount in the line currency
l Currency - Currency code for the line amount
l Unallocated Amount - Part of statement line amount that is not matched to an existing
document
l Reference - Number of the business document related to the line which is known to the
bank
l New Doc - Indicates the line is a new documented created using the Create New
Document option
l Description - The description of the new document
3. For unmatched transactions, expand the Unmatched Transactions card. Here you can retrieve
and review unmatched transactions.

4. For matched transactions, on the Unmatched Transactions card, select the View Matched check
box and review the details of the transaction matched to the statement line.

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 5. You can also adjust the statement details, if necessary. If you do this, once done, select Save.

On the Statement Lines card, you can also create a transaction to match using the
Create New Document option of the grid Overflow menu .

Matching a Transaction Statement to a Statement Line

After you import or create a bank statement:

1. On the Statement Workbench page, on the Statement Lines card, highlight an unmatched
transaction that you want to match.

2. Then, on the Unmatched Transaction card, select Retrieve.

3. Specify the retrieve options, if necessary.

1. In the From Date and To Date field, enter the date range of the unmatched transactions
2. Select the check boxes as applicable.
4. Select Retrieve. Review the list of retrieved unmatched transactions on the Unmatched
Transactions card.

To learn more about unmatched transactions, review the Understanding Unmatched

Transactions article.

5. Select the check box next to a transaction that you want to match to the highlighted statement's
line, and select the Match button. The application performs matching and removes the matched
transaction from this card. You can now see this transaction on the Matched Documents card.

6. Select Save.

You can also use quick matching to quickly match transactions to statement lines.

Unmatching Transactions
If you want to un-match the documents from the statement line:

91 December, 2023
1. Highlight the statement you want to unmatch the document for on the Statement Lines card.

2. On the Unmatched Documents card, select the View Unmatched check box and then select the
document you want to unmatch and select the Unmatch button.

If you want to unmatch all documents, select the Unmatch All button.

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Quick Matching
On the Quick Matching page in Bank Statement Processing, match existing transactions to statement
lines in quick matching mode. You can view both statement lines and unmatched transactions on one
page in separate cards, select a statement line, search for transactions you can match to lines, and
select transactions for matching.

In this article, we will cover quick-matching a transaction to a statement line.

1. In Bank Statement Processing, go to the Quick Matching page.

2. Expand the Statements Lines card and select an unmatched line.

3. Expand the Unmatched Transactions card and select the check box next to a transaction or
transactions you want to match to this line. You might need to retrieve the unmatched
transactions first.

To learn more about unmatched transactions, review the Understanding Unmatched

Transactions article.

93 December, 2023
 1. Select the Retrieve button on the Unmatched Transactions card.

2. If necessary, specify the retrieve options.

3. Select Retrieve.

When you select a statement line, the Unallocated Amount field on the Unmatched Transaction
card fills in with the respective unallocated amount. If the amount of the line and of the
unmatched transaction is the same, once you select the check box next to the transaction, the
application immediately matches them and both lines disappear from the Statement Lines and
Unmatched Transactions cards.

If the line's unallocated amount isn't the same as the unmatched transaction's one, as soon as
you start selecting transactions, the value in the line's Unallocated Amount field goes down by
each selected transaction's amount. When total selected amount becomes equal to the line's
amount, the system considers the line as matched and the selected transactions disappear from
the list.

You can view all matched transactions when you select the View Matched check box on the
Unmatched Transactions card in Statement Workbench. You can also unmatch transactions
there, if necessary.

4. If the Unallocated Amount isn't zero during quick matching but you still want to match the
selected transactions to the line anyway, select the Matchbutton. The system considers the
statement line as matched and the selected transactions disappear from the list. The application
calculates the variance.

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Performing Automatic Matching of Statements
In Bank Statement Processing, you can use the Automatic Matching option of the Overflow menu to
automatically match statements to unmatched transactions. When you use this option, the application
applies specific logic to review the imported bank statement and analyze its records. Using this
information, it then attempts to match each of the statement lines to the existing transactions. If the
attempt is successful, the application reconciles a statement record with the transaction it finds.

This command allows you to apply unmatched transactions to the statement lines repeatedly during
reconciliation. This may be useful, for example, after you have adjusted some data in the lines.

In this article, we will cover:

l Performing Automatic Matching

l Understanding the Logic of the Automatic Reconciliation Algorithm

Performing Automatic Matching

1. In Bank Statement Processing, select the Automatic Matching option from the Overflow menu.

2. Review the warning message and select Yes if you want to proceed.

3. If necessary, review the statement lines and matched documents on the respective cards on the
Statement Workbench page.

Understanding the Logic of the Automatic Reconciliation

Algorithm
Expand the sections below to learn more on the automatic reconciliation algorithm.

The functionality searches for the following key values in the imported statement and analyzes them
(not all of them may be present in a statement line):

l Payment reference number (check number, electronic payment ID, payment legal number, SEPA
credit transfer message ID, and so on).
l Invoice reference number (invoice number, invoice legal number, reminder letter number
(number of the reminder letter that includes a list of invoices), and banking reference number,
which is applicable only for the countries where it is used).

95 December, 2023
 l A company's name or identifier used by a specific bank. Each company (partner) registered in the
system may appear in the statement under various names associated with it. In terms of the
system, these are partner names (search IDs).
l A specific bank account number associated with the company (actually a partner may have
several bank accounts).
l If the application unambiguously finds a customer or a supplier by partner cross-reference,
partner bank account or combination of partner cross-reference and bank account, it fills in the
Partner field of a bank statement line with this customer/supplier name. For a bank transfer, the
system may recognize another bank account partner as a partner by its cross-reference, bank
account and/or bank code. For payroll checks, it may recognize an employee as a partner by its
cross-reference.
l If the system doesn't recognize a partner, the Partner field remains blank and you can manually
fill it in later.
For each automatically recognized or manually set line type, the application defines a list of so-called
"default document types". It searches for the transactions using the following ones:

l ARRcpt - All cash receipts (on invoice, deposits, and miscellaneous) and AR PIs. The application
searches for AR cash receipt batches first.
l DepRcpt - Only customer deposits.
l MiscRcpt - Only miscellaneous cash receipts.
l ARPIPay - Only AR PIs.
l APPIPay - Only AP PIs.
l APPay - AP Payments (at that AP payment batches first), AP PIs, payroll checks.
l PRPay - Only payroll cheques.
l BankAdj - Bank adjustments (entered either as a separate document or during cash receipt or AP
check entry).
l Transfer - Bank fund transfers.
l RevARRcpt - Reverse cash receipts.
For all line types except for BankAdj and Transfer the application checks whether the line contains a
reference number.

If the application finds the reference number:

1. The application searches for the transactions of the default document type that have this
reference number.

96 December, 2023
 2. If it finds one transaction, it validates it using the Reliable Match criteria (refer to the Reliable
Match Criteria section). Depending on the validation results, it assigns a Matched, Partially
Matched or Suggested Match status to the line.
3. If it does not find any transactions, it analyzes the partner. If the partner is not blank, it searches
for transactions applying the filter of default document type, partner, transaction date, and
amount in transactional currency. Depending on the validation results, it either applies the
Reliable Match criteria (if it found one transaction) or assigns a Suggested Match (multiple
transactions) or Not Matched (no transactions) status to the line. If it didn't find the partner, it
checks the Recognize unknown transactions parameter and behaves accordingly (see the
Recognize Unknown Transactions section). After this validation, it either assigns Suggested
(multiple transactions) or Not Matched (no transactions) status to the line or applies the Reliable
Match criteria (if it found one transaction).
4. If it finds multiple transactions, the application analyzes the partner and, if the partner is not
blank, searches for the transaction applying the filter of default document type, partner,
transaction date and amount in transactional currency. Depending on the validation results, it
assigns a status to the line in the same way as described above. If it didn't find the partner, the
application assigns the Suggested status to the line.
If the application doesn't find the reference number:

l If the line type is ARRcpt and the statement line contains recognized invoice reference numbers
(invoice numbers, legal numbers, banking reference numbers, or reminder letter numbers), the
application verifies whether cash receipts exist for these invoices. Depending on search results
and reliable AR parameters, the application proposes transactions to be matched and sets the
line status.
l If the line type is APPay and the statement line contains recognized payment reference numbers
(invoice numbers, legal numbers, or banking reference numbers), the application verifies whether
payments exist for these invoices. Depending on search results and reliable AP parameters, the
application proposes transactions to be matched and sets the line status.
l For other types and in case if the invoices were not found, the application analyzes the partner
and, if the partner is not blank, searches for transactions applying the filter of default document
type, partner, transaction date and amount in transactional currency. Depending on the
validation results it assigns a certain status to the line in the same way as described above.
l If the partner was not found, the application checks the Recognize Unknown Transactions
parameter and behaves accordingly (refer to the Recognize Unknown Transactions section).
The application checks whether the recognized statement's line meets certain criteria. You can specify
separately for AP and AR transactions which criteria the application takes into consideration during this
validation in Bank Account Maintenance - reference number, customer/supplier, transaction date. If
the transaction passes this validation, the application assigns the Matched status. Otherwise, it assigns
the Partially Matched status.

97 December, 2023
This parameter defines among which document types the application searches for the transactions with
no information about reference number, partner name and partner bank account. Depending on its
value, the application behaves in different ways. If this parameter is switched off, the application
considers Bank Adjustment only as a default bank type and searches for the transactions applying the
filter of this default document type, transaction date, amount and currency.

If this parameter is switched on, the application considers Bank Adjustment as a default bank type
along with the type selected with reference to the amount sign (refer to the How the Application
Performs Automatic Matching section, point 1). It searches for the transactions applying the filter of
default document types, transaction date, amount and currency. This parameter is useful if the bank
statement is imported in the CSV format. This format mostly does not include information about a
reference number and a partner whereas the transaction date and amount information are only
available.

You can perform automatic matching repeatedly. When the application analyzes a bank statement
during automatic matching, it uses the following workflow:

l The application checks all collapsed batches first. If it finds a batch meeting the criteria, the
application handles this batch as a normal payment or cash receipt.
l After checking batches, the application checks other payments or cash receipt.
l If it finds a payment or cash receipt meeting the criteria and it is included in an already
validated batch, the application ignores this payment or cash receipt.
l If it finds a payment or cash receipt meeting the criteria and it is included in a non-
validated batch, the application assigns the Suggested status to the batch and expands it.
l If it finds a batch meeting the criteria and a payment or cash receipt from this batch is
already matched to a statement line, the application ignores this batch.
The application searches bank adjustments by transaction date, amount in bank currency and bank fee
code (if it was assigned to the BankAdj statement line during its type recognition). Depending of the
search results, the application assigns a status (Not matched, Partially Matched, Matched,
Suggested) to the lines.

The application searches bank fund transfers transaction date, amount in bank currency and
recognized bank account partner. A bank account should be considered recognized if any of the
following is true:

l A statement line contains a bank account code that matches the IBAN account code of one of the
registered bank accounts.
l A statement line contains a combination of bank code and bank account code that matches the
Bank Identifier and Checking Account fields of one of the registered bank accounts.
Depending on the search results, the application assigns a status (Not matched, Partially Matched,
Matched, Suggested) to the lines.

98 December, 2023
The application uses standard algorithm described in this section - first, it verifies the reference
number. If the reference number was not found, the application analyzes the partner and, if the partner
is not blank, searches for transactions applying the filter of partner, transaction date and amount in
transactional currency.

The check boxes on the Bank Reconciliation card in Bank Account Maintenance that are described in
this section enable the application to create cash receipts automatically.

l Automatic creation of cash receipts is enabled only when you select the Auto creation of Invoice
Cash Receipts check box. The application applies the invoices whose references are displayed on
the Statement Lines card on the Statement Workbench page. These invoices must have the
same details as the statement line and the invoice date must be not later that the line date. If the
invoices amount is equal to the line amount, the application generates a cash receipt and the line
status changes to Matched.
l If all invoices are applied but some amount on the line still remains, the application checks
whether the Auto creation of On account Cash Receipts check box is selected. If it is selected,
the application puts unapplied amount on account and generates a cash receipt for the allocated
amount. The line status changes to Matched. If the Auto creation of On account Cash Receipts
check box is not selected, unallocated amount is left on the line and the line status changes to
Partially Matched.
l If there are no invoices on the Statement Lines card on the Statement Workbench page, the
application checks whether the Auto creation of Cash Receipts Based on Customer Balance
check box is selected. If it is, the application attempts to apply all invoices and credit memos
(where the details are the same as on the statement line and the invoice date is not later that the
line date) to the line. It applies them one by one until unallocated amount becomes zero. If it is
not possible to find invoices and credit memos with total amount equal to the line amount, the
application attempts to find an invoice which amount matches the line amount. If the invoice
amount matches the line amount, the application generates a cash receipt and the line status
changes to Matched.
l If it is not possible to match the line by customer balance or invoice balance as explained, the
application checks whether the Apply All check box is selected. If it is selected, the application
searches for the invoices with the same details as on the statement line but with various
amounts. It attempts to apply them one by one until unallocated amount becomes zero. The
application generates a cash receipt and the line status changes to Matched.
l If some unapplied amount remains, the application puts it on account if the Auto creation of On
account Cash Receipts check box is selected.
The following schema illustrates an algorithm of auto creation of cash receipts by customer balance.

99 December, 2023
For example, you have the following unmatched transactions:

100 December, 2023

 Number Date Amount Discount

1 1/20/14 $180 5% discount by February, 1. It is inapplicable on

February, 5.

2 1/25/14 $ -20 (it is a credit no discount

memo)
3 1/27/14 $100 5% discount by February, 8
4 2/02/14 $220 5% discount by February, 11

If the statement date is 2/05/14 and the line amount is $255, the application checks available invoices
and performs calculations:

1. 0 + 180 (no discount allowed) = 180

2. 180 - 20 = 160
3. 160+ (100 - 5) = 255
4. Result: transactions 1, 2, and 3 are matched to the statement line.
If the statement date is 2/05/14 and the line amount is $209, the application checks available invoices
and performs calculations:

1. 0 + 180 (no discount allowed) = 180

2. 180 - 20 = 160
3. 160+ (100 - 5) = 255
4. This amount is greater than the line amount, therefore the application checks the amount of the
transaction 4 and matches it to the line since the amounts are equal. Result: transaction 4 is
matched to the statement line.

The application only helps you to reconcile the statement but you always have the final
say. After reviewing the automatic matching results you may need to complete the
reconciliation manually.

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Creating Bank Statements
If you want to manually create a bank statement and its lines (instead of importing it), you can do it
using the Bank Statement Processing app. However, it is only possible if there are no unposted
statements for the current bank - otherwise the application will open an unposted statement and you
will need to continue working with it.

After you successfully create a statement, you can start matching business documents to this statement
as you normally do for an imported statement.

Use the landing page of the application to view existing bank statements or to enter a new one.

In this article, we will cover:

l Entering a bank statement

l Adding statement lines
l Locking a Statement

Entering a Bank Statement

1. Open the Bank Statement Processing app.

The Landing page displays.

2. On the landing page, select the bank that you set up for bank reconciliation from the Bank
Account ID drop-down.

You set up the bank in Bank Account Maintenance. For more details, refer to the
Understanding and Setting Up Bank Statement Processing articles.

Once you select a bank account ID, an existing statement of statements display in the grid. In this
example, we select the 'Main Checking Account'.

102 December, 2023

 The statements include the opening and closing balance and dates, indicate
whether a statement(s) is/are posted, and if it is used and who by. This is the 'In
Use By' column field, which displays a user that has the statement opened meaning
that this record is locked and no other user have access to the statement. .

3. To select an exiting statement, select the statement link on the Landing page.

The Statement Header card displays.

4. To add a new statement, select New.

The Statement Header card displays.

5. Enter a statement description in the Description field.

You can enter the transaction description manually. Otherwise, the application creates system
text in the following format: prefix + a combination of the attributes that are specified in the
corresponding posting rule in GL Transaction Type, and uses it as this transaction's description.
You can review the transaction description in Review Journal.

103 December, 2023

 Kinetic assigns the description you enter (or the description the system creates) with a specific
prefix that depends on the transaction. For the bank statements, the prefix is Bank Rec followed
by : (colon).

6. If you need, change the opening and closing statement dates. By default, the system sets the
opening and closing statement dates as the closing date of the previous statement plus one day.

7. By default, the Opening Balance field is read-only. However, you can change it if you need using
the Modify Opening Balance option of the Overflow menu.

1. Select Save to save the changes.

2. From the Overflow menu , select Modify Opening Balance.

3. Enter the required opening balance and select Modify.

8. Enter the closing balance manually.

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 9. Select Save.

Adding Statement Lines

In Statement Workbench you can create new statement lines and, if necessary, also create statement
lines using an existing transactions.

In this section we will cover:

l Manually creating a statement line manually

l Creating a statement line from an existing transaction

Manually Creating a Statement Line

1. Go to the Statement Workbench page and expand the Statement Lines card.

2. Select New to add a statement line.

3. Select the line type.

The following line types are available:

l ARRcpt - Cash receipt invoice

l APPay - AP payment

105 December, 2023

 l MiscRcpt - Miscellaneous Receipt
l ARPIPay - AR payment instrument. You can't create this type automatically.
l APPIPay - AR payment instrument. You can't create this type automatically.
l BankAdj - Bank Adjustment
l Transfer - Bank Transfer
l DepRcpt - Deposit Receipt
l RevARRcpt - Reverse cash receipt
l RevAPPay - Voided AP payment
l PRPay - Payroll cheque
l Undefined - The application can't determine the line's type automatically
l Ignored - The application ignores this line type during reconciliation

If you create a document for a cash receipt or a miscellaneous cash receipt through
Bank Statement Processing, write off functionality is not available and all write off
fields are disabled.

Also, if you create a document for miscellaneous cash receipts, invoice payments or
deposit payments through the Create New Document option of the line's Overflow
menu , you can assign legal numbers for the documents using the Legal
Numbers > Assign Legal Number option of the page Overflow menu.

4. Scroll right on the statement line and specify one of the following fields: Bank Amount, Debit, or
Credit.

The amount in the Bank Amount field may be positive (debit amount) or negative (credit
amount). The Debit and Credit columns always display positive amounts. Normally you can
select which columns you use - Bank Amount or Debit/Credit, and set up the layout accordingly.
You must enter the values in these fields considering the line's type you specified. For example,
the amount must be negative for the APPay or APPIPay types. Otherwise, you can enter it in the
Credit column as a positive value.

106 December, 2023

 5. If necessary, enter a partner name using Customer/Supplier Searches and Quick Searches.

6. Select Save.

Creating a Statement Line from an Existing Transaction

Apart from manually creating a statement line in a newly created statement, you can create it from an
existing transaction.

1. On the Statement Workbench page, expand the Unmatched Transactions card.

2. Select the Retrieve button to retrieve unmatched transactions. Specify the parameters as you
need and select Retrieve.

3. From the grid, select a check box next to an unmatched transaction (or several of them) to use as
base for a new line.

For more details on unmatched transactions, refer to the Understanding Unmatched

Transactions article.

4. Select the Create Lines button. The transaction(s) you selected disappears from the list of
unmatched transactions and appears in the grid on the Statement Lines card, it gets the
Matched status. The line contains all available information from the selected transaction (type,
partner ID, amount, etc). In the Amount field, you can review the document amount in the
document currency, and in the Bank Amount field - in the bank currency. The statement line
date is now equal to the Clear Date one.

5. Select Save.

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Locking a Statement
1. In the Nav tree, select the Statement Header node.

The Statement Header card displays.

2. To lock a statement, select the Lock Statement button.

The button changes to 'Unlock Statement'. No other user can now modify the locked statement
unless you unlock it.

3. Select Save.

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Creating New Transactions
If there are no existing transactions that you can use for reconciliation in Bank Statement Processing,
you can set up the application to create transactions automatically or create them manually by
yourself.

In this article, we will cover:

l Creating transactions automatically

l Creating transactions manually
l Editing a new transaction

Creating Transactions Automatically

If there are no suitable transactions for matching, you can set up the application to automatically
create transactions during statement import and repeat this operation using the Generate New Cash
Movements option if the Overflow menu.

The application allows you to automatically create transactions of different types during bank
reconciliation. For this, you need to specify the setting applicable for your case using the Bank
Reconciliation card in Bank Account Maintenance. The check boxes you select there determine the
transaction types that Bank Statement Processing will be able to create automatically. The Generate
New Cash Movements functionality also follows these settings.

The sections below describe the settings for automatic creation of the respective transactions. Expand
each section to learn more.

The application automatically searches for the posted invoices that meet definite criteria, generates
new cash receipts and where possible applies the found invoices to cash receipts. You can review the
principles on how these documents are created in the Understanding the Logic of the Automatic
Reconciliation Algorithm section in the Performing Automatic Matching of Statements article.

The application can only recognize partners if you specify all required cross-references for
these partners. Refer to the Using Cross-References and Quick Search article for details.

On the Bank Reconciliation card in Bank Account Maintenance, select the following check boxes:

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l Auto create Invoice Cash Receipts

You can generate a cash receipt with an allocated invoice. This option is applicable to the
statement lines with recognized customer, status Not matched or Partially matched and
existing invoice references on the Statement Workbench > Statement Lines card in Bank
Statement Processing. The application searches for the posted invoices with details similar to
the statement line details. If it finds such an invoice, it generates an invoice cash receipt,
automatically allocates this invoice to the cash receipt and matches the cash receipt to the line.

If the imported file contains invoice reference numbers (invoice numbers, legal numbers,
reminder letter numbers, or banking reference numbers, which are applicable only for the
countries where they are used) and invoice amounts. You can save this information in a bank
statement line during import. You can then use this information during auto creation of cash
receipts. As the application creates a new cash receipt, if the invoice is found by its reference
number (its invoice number, legal number, banking reference number, or reminder letter
number) and the invoice amount is greater than zero, it will add the invoice to cash receipts with
this amount. To save the invoice numbers and amounts, in the electronic interface:

1. Collect invoice numbers and amounts in the following line:

[{"Amount":100.0,"Number":"invoiceNumber1"},
{"Amount":200.13,"Number":"invoiceNumber2"}] (a list of InvoiceInfo objects
saved in the JSON format).
2. Add the resulting line to the RemitData field of the StatementLine object, adding the
<InvcList> tag at the beginning and the ` separator. For example, <InvcList>`
[{"Amount":100.0,"Number":"invoiceNumber1"},
{"Amount":200.13,"Number":"invoiceNumber2"}]
After the import, the saved details will be available on the Remittance Info page in Statement
Workbench. The application will add the invoice reference numbers (invoice numbers, invoice
legal numbers, banking reference numbers, reminder letter numbers) from the saved list the
Invoice References field on the Detail card of the Statement Line page. You can open the page
from the navigation tree on the left:

You can view a file example in the StatementImportBTRS.cs file of the StatementImportBTRS
electronic interface.

110 December, 2023

 l Auto create On Account Cash Receipts - You can enable the application to create an on account
cash receipt for the statement's line when the application can't find appropriate invoices. This
functionality is applicable to the statement lines with a recognized customer, status Not
matched or Partially matched and blank invoice references on the Statement Workbench >
Statement Lines card in Bank Statement Processing. To perform this operation, you also need
to select the Auto create Invoice Cash Receipts check box.

l Auto create Cash Receipts Based on Customer Balance - You can generate a cash receipt with
the details taken from the statement line. The application searches for the invoices and credit
notes with details similar to the statement line details, creates a cash receipt with the amount
equal to the unallocated amount and attempts to apply the found invoices to the cash receipt
until the unallocated amount becomes zero. To perform this operation, you also need to select
the Auto create Invoice Cash Receipts check box.

If you want the application to search for the posted invoices with different amounts and
apply them one by one until the unallocated amount becomes zero or until it applies all
appropriate existing invoices, additionally select the Apply All check box.

If the application identifies the statement line as bank transfer, it attempts to define the corresponding
bank participating in this transfer. If it successfully finds this bank, it creates a bank transfer document
for this statement line.

On the Bank Reconciliation card in Bank Account Maintenance, select the following check boxes:

l Auto create Bank Transfers - same currency - If the same currency is set for another bank, the
application creates a same currency bank transfer transaction.
l Auto create Bank Transfers - cross currency - If a cross currency is set for another bank, the
application creates a cross currency bank transfer transaction.
The application automatically creates bank adjustment transactions during the automatic bank
reconciliation.

Creating Transactions Manually

If there are no suitable transactions, you can create a new one manually.

You can't create a new document from the PRPay, ARPIPay and APPIPay line types.

111 December, 2023

1. Select or add a line in the grid on the Statement Lines card on the Statement Workbench page.

2. Review the line details and select a type from the Type depending on which transaction you want
to create. A pop-up application that will open for you to create a new transaction depends on this
type.

l APPay - AP invoice payment. When you use AP Payment Entry to create a transaction for
matching, the application automatically selects the Manual and Enter Payment Total
check boxes on the Payment Details card in AP Payment Entry. You can't change these
settings. Then, you need to enter the number of the payment corresponding to this
transaction in the Payment field. The application populates the Payment Total and Bank
Total fields with the data it takes from the statement line. You can modify it if necessary. If
the variance is not equal to zero, you are not able to close the program window.
l ARRcpt - AR invoice payment.
l BankAdj - Bank adjustment. You can select this type regardless of the amount sign on the
statement line. Note that only the Adjustment page is available in the trimmed-down
Bank Adjustment application when it starts (see step 3).
l DepRcpt - Allocated customer deposit.
l MiscRcpt - Miscellaneous cash receipt
l RevAPPay - Voided AP payment. Refer to the Creating Voided AP Payment Transactions
section of the Creating Reverse Transactions article for details.
l RevARRcpt - Reverse cash receipt. Refer to the Creating a Reverse Cash Receipt
Transaction section of the Creating Reverse Transactions article for details.
l RevARPI - Reverse AR payment instrument. Refer to the Creating a Reverse AR PI
Transaction section of the Creating Reverse Transactions article for details.
l Transfer - Bank Transfer.

3. From the Overflow menu , select Create New Document.

The pop-up application based on the statement line type launches.

4. Review the information on the sheets and adjust it if required.

112 December, 2023

 If you're creating a document for a cash receipt or a miscellaneous cash receipt, the
write off functionality is not available and all write off fields are disabled.

If you're creating a document for miscellaneous cash receipts, invoice payments or

deposit payments, you can assign legal numbers for the documents by selecting
Legal Number > Assign Legal Numbers option of the Overflow menu.

5. Select Save.

Editing a New Transaction

After you create a new transaction, either automatically or manually, the application displays it on the
Unmatched Documents card after you select the View Matched check box on the Statement
Workbench page. You can edit this transaction, if you need to. It can be due to some reasons, for
example, if you find it reasonable to link an invoice to an on account cash receipt.

For each newly created transaction, the system selects the New Doc check box one the both cards. To
edit this transaction:

1. Expand theUnmatched Documents card and select the View Matched check box Highlight the
transaction you want to adjust and select Modify Created Document from the Overflow menu.

This opens the respective pop-up application.

2. Change the transaction as you need and select Save.

113 December, 2023

Using Cross-References and Quick Search
In Bank Statement Processing, you can create cross-references and perform quick search for partners
during reconciliation.

Cross-references help you specify which partner IDs mentioned in bank statements correspond to the
partner names registered in Kinetic. This functionality makes reconciliation easier since the application
suggests the partner name for the statement line using pre-defined pairs (partner names - partner IDs).
You can also use this functionality to specify a partner when you enter a new statement line.

You want to specify partner IDs Antar, Ant, Ant22 for the partner with the name Antares. When the
application analyses the statement line where it finds either of these IDs, it will consider Antares as a
suggested partner for this line and populate the Partner Name field with Antares.

l You need to create a number of pairs of partner IDs and partner names that the application will
use during reconciliation.
l When the application analyzes a statement line, it attempts to suggest the name of Epicor-
registered partner based on the partner ID pulled from the line.
l You can perform quick search manually and find the partner name which the application then
adds to this statement line. You can:
l Perform quick search of partner IDs (cross-references), select an applicable partner ID, and
store a combination of the partner ID from the line and the selected partner. The system
will store this pair for future reconciliations. Refer to the Performing Quick Search section
for details.
l Perform partner (supplier, customer, employee, or bank account) search, select a partner
name and store the partner ID against the selected partner. This specified pair will be
stored for future reconciliations. Refer to the Creating a Cross-Reference section for
details.
In this article, we will cover:

l Creating a cross-reference
l Performing quick search

Creating a Cross-Reference
A cross-reference helps you use a pair of partner ID - partner name during reconciliation so that the
application can suggest a partner for the line. The application attempts to suggest an Epicor-registered
partner based on the partner identifier it takes from the line. If there were no suggestions, the line's
Partner Name field remains blank. However, you may search for the partner manually and store the

114 December, 2023

identifier against the partner which was found. From then on, the application considers this pair
(Partner - Partner identifier) as a perfect match.

1. In Bank Statement Processing, select a line in the grid on the Statement Lines card on the
Statement Workbench page.

2. Review the partner ID (if any). From the card's Overflow menu , select one of the following
options: Supplier Search, Customer Search, Employee Search or Bank Account Search.

3. In the Search panel, search for and select the partner you need. The application stores the
identifier on the line against this partner and populates the Partner Name field.

Alternatively, you can you can create partner identifiers in:

l Supplier Maintenance > Supplier > Detail > Search Cross-References

l Customer Maintenance > Customer > Detail > Search Cross-References
l Payroll Employee Maintenance > Employee -> Search Cross-References
l Bank Account Maintenance > Search Cross-References

4. Select Save.

Performing Quick Search

You can perform quick search of the partners during reconciliation, but before completing these steps,
you need to:

l Enter cross-references for the partners (suppliers, customers, employees and bank accounts)
l Import a bank statement or create a new statement with a line or lines

115 December, 2023

To perform a quick search:

1. In Bank Statement Processing, select a line in the grid on the Statement Lines card on the
Statement Workbench page.

2. From the card's Overflow menu , select one of the following options: Supplier Search,
Customer Search, Employee Search or Bank Account Search. For the presentation purposes, in
the steps that follow, we will use Supplier Search.

3. In the Search panel, select the Quick search type. Then, from the Search Id drop-down select
Supplier Xref Quick Search.

4. Enter the partner ID you need to find suggested partners for in the Search Xref field and select
Search. The application displays search results with partner names using this ID as a cross-
reference.

You can also leave the field blank and select Search - this way the system will pull all supplier
cross-referencies.

5. Select the check box next to the cross-reference you need and select OK.

The line's Partner Name field populates with the cross-reference supplier name.

6. Select Save.

116 December, 2023

Creating Reverse Transactions
In Bank Statement Processing, you can also create reverse transactions. You can automatically create
reverse transactions if you selected the Auto reverse check box on the Bank Reconciliation card in
Bank Account Maintenance before you start importing the statement. Alternatively you can use the
Generate New Cash Movements option of the Overflow menu in Bank Statement Processing.

The application searches for all cash receipt or cleared payment transactions with the same partner
(customer/supplier), reference number and transactional amount and creates reverse transactions
based on the search result. The date of the document must not be later than the date of the statement
line.

The application creates a reverse transaction regardless of the number of periods you set in Bank
Account Maintenance (the Number of periods to Retrieve before Opening Date parameter on the
Bank Reconciliation card).

If the RevARRcpt and RevAPPay lines does not contain partner or reference information, you can
match them only manually using the Create New Document option of Overflow menu. The Create
Lines and Match options are also available for these lines.

In this article, we will cover examples on creating reverse transaction. Expand each section below to
learn about each of the processes.

To fully go through the examples, you will need to use several applications apart from
Bank Statement Processing. For the details on the applications and routines, refer to the
respective help articles.

Use this section to learn how and why you create a reverse AR payment transaction. You will use the
following example:

The bank processes cash receipts as a batch. After sending a cash receipt batch to the bank, you found
out one of checks was incorrectly entered into the system, (it was applied to the wrong customer). You
want to correct the issue so you need to reverse the incorrect cash receipt and enter a new one. The
bank processed the whole batch and the received bank statement includes the line with total batch
amount.

1. Create a batch of invoice cash receipts with the customer, amount and check number from the
table below and post it.

Customer Amount Check number

Customer 1 500 111

117 December, 2023

 Customer Amount Check number

Customer 2 400 222

Customer 3 100 333

Assume that customer 3 in check 333 is incorrect and you must use customer 4 instead.

2. In Reverse Cash Receipt, search for the check 333 and reverse it.

3. Go to Bank Statement Processing. Then:

l If you imported the bank statement, on the Statement Workbench page, select a
statement line for the processed batch on the Statement Lines card (the ARRcpt line with
amount 1000). Then, select the batch from step 1 among unmatched transactions, and
match it.
l If you created the statement manually, you may either match this batch to the created
ARRcpt line or create a line from the selected unmatched batch.
4. Post the statement. The system reconciles all cash receipts included into the batch. However, to
reconcile reversed and replenishment cash receipts, you need to create a dummy bank statement
with zero turnover (in which closing and opening balances are the same). Use the following steps
for directions on the process.

5. Create a statement with two lines:

Line Type Amount Customer

RevARRcpt - 100 Customer 2

ARRcpt 100 Customer 4

6. Find the reverse transaction you created in the step 2 and match it to the RevARRcpt line.

7. Create a new cash receipt transaction or match an already created replenishment cash receipt to
the ARRcpt line.

8. Post the statement and select Save.

When a reverse cash receipt line is present in a bank statement (especially in an imported bank
statement) you may also create a new reverse transaction from bank statement. You can use the
Statement Line > Create New Document command from the Actions menu.

The following example explains how and why you create a voided AP payment transaction. In this
example, you correct an error before you send the batch to the bank. You have a batch of posted
payments with allocated AP invoices. You find out that the supplier in one of them is incorrect before

118 December, 2023

the batch is sent to the bank. You need to reverse the incorrect payment.

1. In AP Payment Entry, create a batch of invoice payments with the supplier, amount and check
number from the table below and post it.

Supplier Amount Check number

Supplier 1 - 500 111

Supplier 2 - 400 222

Supplier 3 - 100 333

2. Void a check with an incorrect supplier in Void Payment Entry.

3. In AP Payment Entry, create a replenishment payment with supplier, amount and check number
from the following table and post it.

Supplier Amount Check number

Supplier 4 - 100 333

4. Then, in AP Payment Batch Maintenance, include the replenishment check to the batch. The
system set the updated batch to the bank and the bank processes it. Now you need to reconcile
an updated batch in bank statement.

5. Go to the Statement Workbench page in Bank Statement Processing. Select the batch of
payments you updated in step 6 on the Unmatched Transactions card.

6. Match the batch to the statement line and post the statement.

The following example explains how and why you create a voided AP payment transaction. In this
example, you correct an error after you send the batch to the bank. You have a batch of posted
payments with allocated AP invoices which you need to reconcile. The bank processed a batch but then
reversed one check. You need to void the incorrect payment in bank statement.

1. In AP Payment Entry, create a batch of invoice payments with the supplier, amount and
check number from the table below and post it.

Supplier Amount Check number

Supplier 1 - 500 111

Supplier 2 - 400 222

Supplier 3 - 100 333

2. In Bank Statement Processing, import or create a statement.

119 December, 2023

 If you do it manually, create a statement with two lines:

Line Type Supplier Amount

APPay - 1000

RevAPPay Supplier 3 100

The same lines are preset in the imported statement.

3. Go to the Unmatched Transactions card on the Statement Workbench page and select
the batch of payments you posted in the step 1.

4. Match the batch to the line and post the statement. Now you need to void the AP check
reversed in the bank statement, so select the RevAPPay line.

5. Select the Create New Document option from the Overflow menu on the Statement
Lines card.

6. Void an AP check in Void AP Payment and them post the statement.

The application creates a reverse transaction regardless of the number of periods set in
Bank Account Maintenance (the Number of periods to Retrieve before Opening Date
parameter on the Bank Reconciliation card).

1. Make sure you have configured company settings required for payment instruments. Refer to
Setting Up Bank Statement Processing article for details.

2. In Bank Statement Processing, select the statement line on the Statement Lines card on the
Statement Workbench page and make sure it is of the RevARPI line type.

3. Expand the Unmatched Transactions card. The application displays payment instruments with
the following parameters:

l Posted on the same bank account where the statement was imported
l In the Settled status
l The status change (to Settlled) date must not be later than the line date
l The same currency as on the statement line
4. Select the AR payment instrument you want to match to this line and match it. The application
creates a new reverse AR payment instrument transaction matched to the selected statement line
and changes the line status to Matched. Later you can un-match the document, if necessary.

120 December, 2023

Unlocking Bank Statements
Run the Unlock Bank Statement process for the current company to unlock bank statements that are
locked.

In this article, we will cover unlocking bank statements.

1. From the main menu, go to System Management > Rebuild Process > Finance > Unlock Bank
Statement.

2. Select the bank account that you need to unlock statements for from the Bank Account drop-
down.

3. In the Log File Name field, change the log file name if you want, or use the default one.

4. Expand the Advanced card. In the Schedule field, specify the schedule settings. The available
options include Now, Startup Task Schedule, and any other user-defined schedules.

5. Select Process.

121 December, 2023

Printing the Bank Statement Processing Edit List
In Bank Statement Processing, print all transactions for the current bank statement by using the Print
Edit List icon.

All open checks display in the Outstanding section of the edit list, even if the check's date
is after the statement's closing date.

In this article, we will cover running the Edit List report.

1. In Bank Statement Processing, in the Statements grid, select the statement you want to run
the report for.

2. Select the Print Edit List icon.

3. On the Options card, select the applicable check boxes to view:

l Show Outstanding Items - Outstanding items.

l Show Documents - Matched documents.
4. If necessary, filter for the book(s) you want to run the report for on the Filter card.

5. Specify the report parameters on the Advanced card.

l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.
l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.
After the Archive Period passes, the report is purged from the system. When a report is
exactly purged is determined by a combination of the date/time the report generates, the
number of days set in the report's Archive Period, and the Report Purge Frequency setting.
The Report Purge Frequency is defined in the System Agent within its Task Agent Purge
Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

122 December, 2023

 l User Description - Describes a specific report run. The entered description displays in the
System Monitor.

6. Select Print Preview or Client Printer .

Starting from Kinetic 11.2.400, the report header also displays the statement’s Running
Balance, Variance, and Opening Balance values. Additionally, the Gain/Loss value for a
transaction displays only when it does not equal 0.

123 December, 2023

Posting Bank Statements
In Bank Statement Processing, run the Post Statement process to reconcile current statement
transactions with the selected bank account. This option is available from the Overflow menu if all
statement lines are fully matched or some of them have the Ignored type and the statement variance
amount is zero.

Posting the statement is available when variance is equal to zero (you can review it in the Variance field
on the Statement Header page) and you have matched transactions to all lines of the bank statement.

Print the Edit List before posting to make sure the transaction is correct. You cannot edit
the transaction after you post it. If you detect an error in the posted transaction, enter an
offsetting entry to correct it.

During the process, the application automatically creates General Ledger (GL) transactions and places
them in the fiscal period selected on the statement.

Use the posting process to create GL transactions for:

l Variance statement line amounts, if these amounts are not zero. GL transactions post to the Cash
and Variance accounts from the GL controls for the bank account.
l New transactions created from the bank statement lines, for example, AR Payment, Bank Funds
Transfer, and Bank Adjustments). When you post new transactions, corresponding GL transaction
types are called and run.
l If you selected the Reconciled AR Balance, or Reconciled AP Balance, or Reconciled Other
Balances check boxes on the bank record, the posting process creates GL transactions that move
cleared amounts from the Pending Cash accounts (where they were posted when the original
transaction was posted, for example, AR cash receipt, AP payment) to the Cash account you
specify in the bank's GL controls.

In this article, we will cover posting a bank statement.

1. In Bank Statement Processing, in the Statements grid, select the statement you want to post.

2. In the Statement Header, select the Post Statement icon. If a warning message appears, select
Yes.

124 December, 2023

3. Select Process.
4. The Posted status appears on the Statement Header page next to the statement's number and
description.

The statement's transactions are now posted to your General Ledger.

125 December, 2023

Printing the GL Recap Report
In Bank Statement Processing, run the GL Recap Report by using the Print GL Account Recapoption
of the Overflow menu. You can use this report to review the GL cash transactions to occur after the
posting process runs. You can only print the report if the selected statement has transactions available
to post.

You can review and print the report even if you do not have user permissions to enter and
edit bank statements.

In this article, we will cover generating/printing the GL Recap Report.

1. In Bank Statement Processing, in the Statements grid, select the statement you want to run
the report for.

2. From the Overflow menu , select Print GL Account Recap.

3. Specify the report parameters.

l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.
l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.
After the Archive Period passes, the report is purged from the system. When a report is
exactly purged is determined by a combination of the date/time the report generates, the
number of days set in the report's Archive Period, and the Report Purge Frequency setting.
The Report Purge Frequency is defined in the System Agent within its Task Agent Purge
Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.
l User Description - Describes a specific report run. The entered description displays in the
System Monitor.

4. Select Print Preview or Client Printer .

126 December, 2023

Setting Up Bank Statement Parsing Parameters
Set up a parsing parameter in Bank Statement Parsing Parameters and apply it during bank
reconciliation to retrieve the information about invoice references.

Bank statements you import usually have similar symbol sequences where the invoices are listed.
Namely, invoice references are preceded by the symbols NR and are followed by the symbols //. You can
create a parsing parameter that enables the application to retrieve the invoice references information
from a statement using this pattern. The application then searches for these invoices, verifies their
details, automatically creates a cash receipt, and allocates invoices to this cash receipt.

The application uses for parsing the information from bank statements that are identified as being
invoice/remittance information by the particular electronic interface (EI) program used to import the
statement, if any. You are able to see the source string provided by importing a statement, and review
the Source string for invoice references parsing field value shown on the Statement Workbench - Raw
Data card.

Examples for the following EI routines:

l for the StatementImportMT940 EI routine (based on the German banking standard): the :86: field
(tags ?20-?29 and ?60-?63) of the MT940 statements. Note that the leading '?nn' tags themselves
are removed from the string by the EI program prior to passing the data into this text parsing
routine.
l for the StatementImportCSV_Generic EI routine: the Remittance Information field.
In this program, you can create parsing parameters codes which are then used in Customer
Maintenance and Bank Account Maintenance. The application uses the following logic:

l it attempts to perform parsing using the parameter set up in Customer Maintenance

l in case the parameter is not specified, the application applies parsing parameters set up in Bank
Account Maintenance
Generally, you create a parameter code and assign a rule or rules for extracting invoice references from
the statement's line to this parameter. The application allows you to analyze imported lines. The
following options are available:

l user-defined parsing parameters

l user-defined regular expressions
If you set up a parameter code which uses both user-defined parsing parameters and regular
expressions, the application applies these options sequentially and concatenates parsing results.

Use the landing page of the application to view existing parsing parameters or to enter a new one.

127 December, 2023

In this article, we will cover:

l Adding a parameter code

l Creating parsing parameters
l Adding a regular expression

Adding a Parameter Code

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup > Bank
Statement Parsing Parameters.

2. Select New to add a new a new parameter code.

3. Specify the parameters code and description.

4. Select Save.

Creating Parsing Parameters

This section explains how to create a parsing parameter and use it for extracting invoice numbers from
the bank statement.

Let us assume you have a bank statement with the following string:

:86:002?00SUMMED CHEQUE?1097271?20NR?21 10243,10244,10245//?32ADDISON

In this example, we create a parameter that will parse this string and find existing invoice numbers
using the following information:

l Starting characters in the sequence are NR.

l Ending characters in the sequence are //.
l Separator is a comma.

128 December, 2023

To create a parsing parameter:

1. In the Parsing Parameters card, select New to add a new a new parameter.

2. In the Start token field, select Keyword.

3. Select in the Keyword card.

4. In the blank line that displays in the Keyword grid, enter NR.

5. In the End token field, select Keyword.

6. Select in the Keyword card.

7. In the blank line that displays in the Keyword grid, enter //.

8. In the Separate by field, select Separator.

9. Select in the Separator card.

10. In the blank line that displays in the Keyword grid, enter a comma (,).

11. Select Save.

Adding a Regular Expression

In the Regular Expressions card, to enter a pattern of text. This regular expression describes strings to
be matched when searching text.

129 December, 2023

The application uses this option along with parsing parameters to extract invoice numbers from the
statement's line. The standard Microsoft .net syntax for regular expressions is applied. Refer to the
following URL for more information on regular expression syntax -
https://msdn.microsoft.com/library/ae5bf541.aspx

This syntax allows for alphabetic backreferences. The application identifies the particular element
within the recognized string that are to be considered as invoice numbers. This is done by storing that
element as a backreference called <invoice>. Examples are shown in the How to Create a Regular
Expression section.

The Test Area pane allows you to test created regular expressions using some sample text.

The following section provides examples of using regular expressions to extract invoice numbers from
the statement.

Example 1. Let us assume you have a bank statement with the following string:

Invoices:2015-AR-123456,2014-AR-624912/ up to 15 June

In our example we create a regular expression that will parse this string and find invoice numbers. Let
us build a regular expression that will help us to find invoice numbers in the analyzed string.

Regular expression: Invoices:((?<invoice>\d{4}-[A-Z]{2}-\d{6}),{0,1})+/.*

Description of the expression components:

1. The string starts with the sequence Invoices:.

2. (?<invoice>...) - the obligatory keyword; the text matching the template provided inside the
brackets will be considered as invoice number
3. \d{4} - matches four digit characters
4. [A-Z]{2} - matches two uppercase word characters
5. \d{6} - matches six digit characters
6. ,{0,1} - invoice numbers can either be separated by a comma or not
7. + - matches the preceding subexpression for the invoice templates one or more times since there
can be several invoice numbers in the statement
8. .* - matches any single character zero or more times since there can be any number of any
characters in the statement that are preceded by the invoice number.

This subexpression will find invoice numbers 2015-AR-123456 and 2014-AR-624912.

Example 2: Now you have a bank statement with the following string:

130 December, 2023

INV 1999-AB-78945688, 7777:AB:78978978, 1234567890

Regular expression:

((INV )|(NR.))(\s*(?:(?<invoice>\d{4}(?<dlm>.{1})[A-Z]{2,3}\k<dlm>\d{8})|(?<invoice>\d+)),{0,1} )+

Description of the expression components:

1. ((INV )|(NR.)) - identifies a string that starts with either INV or NR.
2. \s* - matches any white space character before this character (zero or more times)
3. + - matches the preceding subexpression for the invoice templates one or more times since there
can be several invoice numbers
4. | - this character separates two possible invoice templates:
l (?<invoice>\d{4}(?<dlm>.{1})[A-Z]{2,3}\k<dlm>\d{8}) and
l (?<invoice>\d+)
5. ,{0,1} - invoice numbers can either be separated by a comma or not
6. (?<invoice>\d{4}(?<dlm>.{1})[A-Z]{2,3}\k<dlm>\d{8}) - the first template:
l (?<invoice>...) - the obligatory keyword; the text matching the template provided inside
the brackets will be considered as invoice number
l \d{4} - matches four digit characters
l (?<dlm>.{1}) - one character preceded by four digits is now a value of the variable dlm. We
need to perform this step since we do not know exactly which character is used a
separator in the template. it can be a dash or a colon. As this value is now stored, we can
use it in the expression.
l [A-Z]{2,3} - matches two or three uppercase word characters
l \k<dlm> - matches the character whose value is stored in the variable dlm.
l \d{8} - matches eight digit characters
Note: This subexpression will find the invoice numbers 1999-AB-78945688 and
7777:AB:78978978.

7. (?<invoice>\d+) - the second template.

l (?<invoice>...) - the obligatory keyword; the text matching the template provided inside the
brackets will be considered as invoice number
l \d+ - matches digit characters (one or more times)
Note: This subexpression will find the invoice number 1234567890.

To create a parameter with the expression:

131 December, 2023

1. In the Parsing Parameters card, select New .

2. In the Expression field, enter the regular expression.

3. In the Sample Text field, enter the string from the statement where this expression will be
applied.

4. In the Test Results field, view the testing results.

5. Select Save.

132 December, 2023

Selecting Exchange Rates for a Bank During Bank
Reconciliation
Select which exchange rate the system will consider during bank reconciliation if a foreign currency is
applied using the Bank Reconciliation card in Bank Account Maintenance. There you need to select
the Bank Exchange Rate When Clearing parameter.

In this article, we will cover three cases of using the Bank Exchange Rate When Clearing parameter.
Expand the sections below to learn about each of the cases.

Let us assume the system uses following exchange rates:

Receipt Date Clear Date Notes

USD 1 1 Base currency (Book 1) and bank currency

EUR 1.2 1.25 Reporting currency (Book 2)

RUB 1.4 1.45 Payment currency

1. Enter Receipt1 on receipt date (bank account in USD):

l 100 RUB - payment amount

l 100 * 1.4 = 140.00 USD - bank amount
l 140 USD - base amount
l 140.00 / 1.2 = 116.67 EUR - amount in reporting currency EUR
2. Create a line from Receipt 1 in Bank Statement Processing:

l Statement line date = Clear date

l Line currency = RUB
l Amount = 100 RUB
l Bank amount = 140.00 USD
3. Post the statement.

l Use the original payment/receipt exchange rate (the parameter's value is Use original
payment/receipt exchange rate):

DB/CR Account Book 1 (USD) Book 2 (EUR) Doc Currency

DB Cash 140.00 116.67 140.00 USD

133 December, 2023

 DB/CR Account Book 1 (USD) Book 2 (EUR) Doc Currency

CR Pending Cash 140.00 116.67 140.00 USD

l Use the clear date bank currency exchange rate (the parameter's value is Use clear date
bank currency exchange rate):

The actual bank amount of the original receipt in base/reporting currency on clear date:
140.00 USD; 60.87 * 2.2 /1.25 = 112.00 EUR. Gains/Losses: 140.00 - 140.00 = 0 USD;
112.00 - 116.67 = -4.67 EUR

DB/CR Account Book 1 (USD) Book 2 (EUR) Doc Currency

DB Cash 140.00 116.67 140.00 USD

CR Pending Cash 140.00 116.67 140.00 USD

CR Cash 0 4.67

DB Gains/Losses 0 4.67

1. Enter Receipt 2 on receipt date (Bank account in NOK):

Exchange rate to USD:

Receipt Date Clear Date Notes

USD 1 1 Base currency (Book 1) and bank currency

EUR 1.2 1.25 Reporting currency (Book 2)

RUB 1.4 1.45 Payment currency

NOK 2.3 2.2 Bank currency

l 100 RUB - payment amount

l 100 * 1,4 / 2,3 = 60.87 NOK - bank amount
l 60.87 => 60.87 * 2,3 = 140 USD - base amount
l 60.87 * 2.3 / 1.2 = 116.67 EUR - amount in reporting currency EUR
2. Create a line from Receipt 2 in Bank Statement Processing:

l Statement line date = Clear date

l Line currency = RUB
l Amount = 100 RUB
l Bank amount = 69.87 NOK

134 December, 2023

3. Post the statement.

l Use the original payment/receipt exchange rate (the parameter's value is Use original
payment/receipt exchange rate):

DB/CR Account Book 1 (USD) Book 2 (EUR) Doc Currency

DB Cash 140.00 116.67 60.87 NOK

CR Pending Cash 140.00 116.67 60.87 NOK

Gains/Losses (6.09 USD; 9.54 EUR) will be posted when the Bank Account Revaluation
procedure is run.

l Use the clear date bank currency exchange rate (the parameter's value is Use clear date
bank currency exchange rate):

The actual bank amount of the original receipt in base/reporting currency on clear date:
60.87 * 2.2 = 133.91 USD ; 60.87 * 2.2 /1.25 = 107.13 EUR. Gains/Losses: 133.91 - 140.00
= -6.09 USD; 107.13 - 116.67 = -9.54 EUR

DB/CR Account Book 1 (USD) Book 2 (EUR) Doc Currency

DB Cash 140.00 116.67 60.87 NOK

CR Pending Cash 140.00 116.67 60.87 NOK

CR Cash 6.09 9.54

DB Gains/Losses 6.09 9.54

1. Enter new statement line with the following values in Bank Statement Processing and and
match the receipt to it.

l Statement line date = Clear date

l Line currency = RUB
l Amount = 100 RUB
l Bank amount = 100 * 1.45 / 2.2 = 65.91 NOK (payment amount 100 RUB is converted into
bank amount on clear date)
After matching the statement line: Variance = 65.91 - 60.87 = 5.04 NOK => 5.04 * 2,2 = 11.09
USD ; 5.04 * 2,2 / 1.25 = 8.87 EUR

2. Post the statement.

135 December, 2023

l Use the original payment/receipt exchange rate (the parameter's value is Use original
payment/receipt exchange rate):

DB/CR Account Book 1 (USD) Book 2 (EUR) Doc Currency

DB Cash 140.00 116.67 60.87 NOK

CR Pending Cash 140.00 116.67 60.87 NOK

Gains/Losses (6.09 USD; 9.54 EUR) will be posted when the Bank Account Revaluation
procedure is run.

l Use the clear date bank currency exchange rate (the parameter's value is Use clear date
bank currency exchange rate):

The actual bank amount of the original receipt in base/reporting currency on clear date:
60.87 * 2.2 = 133.91 USD ; 60.87 * 2.2 / 1.25 = 107.13 EUR. Gains/Losses: 133.91 -
140.00 = -6.09 USD; 107.13 - 116.67 = -9.54 EUR

DB/CR Account Book 1 (USD) Book 2 (EUR) Doc Currency

DB Cash 140.00 116.67 60.87 NOK

CR Pending Cash 140.00 116.67 60.87 NOK

CR Cash 6.09 9.54

DB Gains/Losses 6.09 9.54

DB Cash 11.09 9.66 5.04 NOK

CR Variance 11.09 9.66

136 December, 2023

Entering and Updating Intrastat Transactions
Use Intrastat Entry / Update to change details in Intrastat records. The program supports company
reporting on trade in goods among European Union (EU) countries.

Posting of AR and AP invoices that involve intra-EU trade generates records displayed in this program.
Each record reflects a combination of an invoices and the parts on it. For example, an invoice for three
parts generates three records. The generated information is based on the invoice values of goods.

The system provides you with the basis to assist you in completing your Intrastat submissions. An
output file is produced (without heading data) that can then be adjusted and processed as required (for
example, by using an Excel spreadsheet).

The information provided is based on the invoice values of goods and is prepared as a result of AR and
AP invoice processing and posting.

Prior to running reports or exports, you can add or delete records, and adjust values or transaction
codes, to ensure the accuracy of the report. Examples of potential adjustments include:

l Reversal of adjustments made in previous periods

l Dispatched goods that are not invoiced
l Received goods that are not invoiced
l Goods whose value differs from their corresponding invoice value
l Goods movements not tracked by the application - such as items moved for repair and return
l Any goods not moved with an invoice - such as samples
l Timing differences
l Distance sales
l Services or triangulated goods
Prior to your Intrastat submission, examine and adjust your returns to ensure compliance with local
requirements and the level of detail required for your situation and threshold.

Use the landing page of the application to view and update existing transactions or to enter a new one.

In this article, we will cover entering a manual Intrastat transaction.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Intrastat Entry / Update.

2. Select New to add a new Intrastat transaction.

137 December, 2023

3. Select Next Reference Number to assign a number to the new transaction. The number is taken
from the counter that you specified in Company Configuration in the Starting Intrastat Ref
field.

4. On the Details card, specify the required options.

l Module - Displays the name of the module where the Intrastat transaction was created or
specifies if the transaction is created manually. Possible values: AP - Accounts Payable
module; AR - Accounts Receivable module; MNL - Manually created transaction.
l Invoice / Ref. The invoice number if the source is AR or AP (see the Module field value). If
the Module field value is set to Manual, enter the reference number here.
l Cust ID/Supp ID - The ID of either the customer or supplier on the invoice.
l Part - The code of the part.
l Transaction Date - Specifies the date of the transaction.
l Flow - The country-specific code that indicates whether this transaction is for a receipt
(Arrival) or shipment (Despatch) of goods. This value defaults from the information you
specified in the Internationalization Configuration for your company (see
Internationalization Options).
l Transaction Type - The type of transaction this invoice represents, for example, change of
ownership or shipping goods for a subcontract job. This value defaults from the

138 December, 2023

 information you specified in the Internationalization Configuration for your company (see
Internationalization Options).
l Period - The current fiscal period.
l HS Commodity - Specifies the Harmonized System goods classification code.
l Comment - Specifies free form comment text to describe the transaction.
l Country - The Intrastat code that you entered for the country in the country master file.
This is the destination or country of consignment. This value defaults from the Intrastat
code you entered in the country master file.
l Country of Origin Specifies the code of the country that originally manufactured the
goods. This code is required in some countries, and may need to be reported to Intrastat
authorities when the parts arrive. This code is exported to the output file, and is printed on
the transaction report.
l Delivery Terms Specifies the terms of delivery. This field is only used by certain countries
for Intrastat reporting. In the UK, you can enter one of the following delivery terms: EXW:
Ex works, FOB: Free on Board at the port of departure, CIF: Cost, insurance, and freight to
the port of arrival, DDU or DDP: Delivered domicile XXX: Other Any value in this field
defaults from the FOB field in vendor, customer, order, or purchase order.
l Entry Point The area or city where goods cross the border. The default for this field is the
Border Crossing value in Country Maintenance.
l Excluded - Select this check box if this transaction should not be reported.
l HS Commodity Description - The description of the HS Commodity code.
l Intrastat Commodity - The Intrastat Commodity Code shows the official Intrastat
commodity code that will be included in the export files. This is taken from the Intrastat
Commodity Code that is stored against the HS Commodity chosen above. Occasionally,
you may need to record a movement against an Intrastat commodity code that has not
previously had a corresponding HS Commodity Code entry in the HS Commodity Code
table. In order to do that, you enter the Intrastat Code into the HS Commodity Code field.
This will then warn you that the record is not on file, but if you proceed, it will allow you to
continue and duplicate the code into the Intrastat Commodity Code field also, ready for
export.
l Invoice Value - The amount on the invoice.
l Legal Number The legal number for AR/AP transactions.
l Line - The line number on the invoice that has this part.
l Mode of Transport - The Intrastat code for the method of shipment. This value defaults
from the code you entered in Ship Via Maintenance.
l Net Weight - The weight of the goods you are invoicing. Important: You may not be able to
post an invoice unless you specify a weight, if you selected the Weight Required check box

139 December, 2023

 for the commodity. See Intrastat Commodity Maintenance for details about the Weight
Required field for a commodity code.
l Region - Specifies the region where the invoice was entered.
l Report ID - Specifies the ID of the report.
l Spec - Designates the country-specific code that describes the purpose of the flow of
goods. For example, in The Netherlands, a flow spec of "00" means a normal
import/export, "01" means an export of good without doing anything to the goods, "03"
means an import/export with the intention to ship the goods back to their origin, and so
on. This value defaults from the information you specified in the Internationalization
Configuration for your company (see Internationalization Options). You can enter up to five
characters in the Spec field.
l Statistical Value- The value of the goods you are invoicing, including miscellaneous
charges. This value does not include taxes.
l Supp Units - A secondary quantity of the commodity, generally associated with a different
unit of measure. Important: If you selected the UM Required check box when you defined
the commodity, you will not be able to post the invoice unless you specify a secondary
quantity (that is, a supplementary unit). Select the UM Required box to indicate which
quantity should be used for the commodity. For example, you define two commodity
codes for wine; the first commodity code uses bottles as its unit of measure, and the
second commodity code uses a unit of measure of liters. See Intrastat Group Maintenance
for details about the UM Required field for a commodity code.
l Tax ID - Specifies the ID number of the state tax for the customer or supplier.
l Document Currency - Specifies the currency of the document.
l Statistical Value in Doc Currency - Specifies the statistical value in document currency.
l Invoice Value in Doc Currency - Specifies the amount in the invoice in document
currency.
l Taric Code - Specifies the TARIC Code (Integrated Tariff of the European Communities) of
goods.
l EU Preference - The Community Preference Code is used in customs declaration to
indicate whether goods meet the conditions to qualify for preferential treatment with
respect to tariffs.
5. Select the Posted check box if this transaction is ready to be posted.

6. Select Save.

140 December, 2023

Editing Invoice Intrastat Maintenance
Edit or review the Intrastat information for the current invoice line in Invoice Intrastat Maintenance if
you buy products from suppliers in other European countries. This information includes the Intrastat
Commodity, Border Crossing, and Mode of Transport codes.

To set up the Intrastat feature and learn more about the Intrastat processing, go to the
Working with Intrastat article first.

Use the landing page to view existing AP or to edit one.

In this article, we will cover using the AP invoice Intrastat process.

1. From the main menu, navigate to Financial Management > Accounts Payable > General
Operations > AP Invoice Entry.

2. Go to the line of the AR Invoice and select the Line > Intrastat from the Overflow menu . The
Invoice Intrastat Maintenance panel displays.

3. If the Intrastat values for this invoice are final, select the Manual check box. If you do not select
this check box, the Intrastat information is automatically refreshed from its various sources when
you post the invoice.

4. Edit the following parameters as required:

l Flow - A country specific code that indicates whether this transaction is for a receipt
(arrival) or a shipment (dispatch). For example, A or D.
l Transaction Type - The kind of transaction associated with this invoice. Some examples of
transaction types are change of ownership and shipping goods for a subcontract job.
l Entry Point - The area or city where the goods cross the border. This value defaults from
the Border Crossing field from the country master file.
l Generate 2nd Line- Select the check box to record an additional transaction in the
Intrastat report file for credit memos. This activates the additional fields for the credit
memo transaction.

141 December, 2023

 The Country of Origin value is picked up hierarchically: at first from Shipment
Entry, then, if not found there, from Part maintenance.

5. Select Close to exit the panel.

142 December, 2023

Creating Intrastat Reports
Create and generate Intrastat reports in the Intrastat Report application.

Intrastat reporting is a monthly obligation for companies who move goods across borders in the
European Union. It enables these governments and the EU to track trade between countries. You can
generate and export three types (generic, Iris, and IDEP) using Intrastat Reports. Exported Intrastat files
use an electronic interface defined in Electronic Interface Maintenance.

There are three types of the Intrastat report available:

l Iris - This Intrastat report is specific to the Netherlands.

l Generic - This Intrastat report is not specific to any country. Many countries have revenue
services whose third-party software accepts the generic format and localizes it to the specific
needs of their own country. This version includes the information on an Iris report, plus:
l Invoice Line Value – Individual line value (after deducting any line discount).
l Statistical Value – Invoice line value together with a prorated portion of any additional
charges on the invoice, such as freight or insurance.
l IDEP (Intrastat Date Entry Platform) – This Intrastat report uses file structures that can be
imported using the IDEP platform. IDEP has been used to import and submit Intrastat records in
Austria, Denmark, Belgium, Luxembourg, Sweden, the Netherlands, France, Portugal, and Spain
since late 2014. In IDEP, you can enter data either by using a standalone application or a Web
application (IDEP.WEB). You generate an IDEP report every month and submit it to tax authorities
through an IDEP package or a Web application.
For a complete sales kit shipment, if the Must Ship Kit Completesetting is on and the Price Type field
includes the Parent Pricing option, the Intrastat Report only displays the parent price. Component
lines do not display values.

The Must Ship Kit Complete and Parent Pricing settings are taken from a sales order and can be
different from the values defined in Part Maintenance for the kit. In Sales Order Entry, select the
Sales Kit Parameters option and define the settings that are by default selected or cleared based on
the Part Maintenance settings.

The system takes the sales kit weight from a shipment. If the weight is not set up on the shipment and
in Part Maintenance, the system calculates it as a summary weight of all sales kit components.

Use the landing page of the application to view existing Intrastat reports or to create a new one.

In this article, we will cover creating and generating an Intrastat report. Once you enter the report
details, you can generate the report using any of the options in the Overflow menu .

143 December, 2023

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Intrastat
Report.

2. Select New to add a new report.

3. Enter an identifier for your report in the Report ID field.

4. Enter more information to describe the report in the Description field.

5. Choose whether you want to create the report for a date range or for a specific period in the Date
Selection drop-down.

l Date - Select it to create the report for a date range. Enter the range in the From and To
fields.
l Period - Select it to create the report for a specific fiscal period. Enter the year and period
in the Year and Period fields.

6. Now, select the modules from which the application takes the accounts in the Account Selection
field. Very few countries require this parameter. You might use it for running a temporary internal
validation report and normally would be deleted. Available options are:

144 December, 2023

 l All
l Accounts Payable
l Accounts Receivable
l Manual (for manually created transactions)
7. Verify that the country-specific code that indicates whether this transaction is a receipt (arrival)
or shipment (despatch) of goods is entered in the Flow field. This value defaults from the
information in Company Configuration. Typically, you need to provide separate reports to the
government for arrivals and despatches. The options include:

l All - Both arrivals and despatches (uncommon)

l Arrivals - Only arrivals (AP receipts and AR returns)
l Despatches - Only despatches (AR shipments and AP returns)
The applications takes the AP and AR flow values from Company Configuration.

The application takes the AP and AR flow values from the default Company Configuration
parameters from the Arrival and Despatch fields in Modules > All Modules > Localization >
Intrastat > Detail.

If you select Arrivals or Despatches, the report only displays values for the current
value in Company Configuration. It is not expected that these Arrival and Despatch
values will be changed. But if the value was changed, data for the old value does
not display. In such a case, select All to view data for all values, old and current.

8. Now, set up your backdating options.

l Backdated Items are Included - The report will include transactions with the transaction
date within the selected period, together with any previously unreported (non-posted)
items prior to the start of the period. This would be the normal use if only a single report is
provided each month, and backdated items do not need to be reported separately.
l Backdated Items are Excluded - The report will include transactions with the transaction
date within the selected period, but it won't include any unreported (non-posted) items
prior to the start of the period. You would use this option if you have to report new back-
dated items to the government separately.
l Only Backdated Items are Included - The report will include only previously unreported
(non-posted) items prior to the start of the period. You would use this option if you need to
report backdated items separately to the government.

145 December, 2023

 9. If necessary, select your rounding options. If you want to round the amounts on the report to the
nearest integer, select Round Amounts. If you want to round the weights on the reports to the
nearest integer, select Round Weights.

10. Select Save.

11. Use one of the options on the Overflow menu to generate or export the report in the format
you want. Depending on what report you are creating, you can use the following option to print
reports:

l Generic Report
l Iris Report
l IDEP Report
You can also export any Intrastat report to a file.

Exporting an Intrastat Report to a File

Export Intrastat reports using the Export to File option of the Overflow menu. The exported report
uses formatting set for the interface in Electronic Interface Maintenance. The system provides
interfaces for exporting Intrastat reports.

IDEP report is exported into Excel files. Depending on the electronic interface setup,
arrivals and despatches can be exported into two different Excel files or to the same work
sheet in one Excel file.

Before exporting Intrastat reports, make sure you have created a respective electronic interface in
Electronic Interface Maintenance using the appropriate program:

146 December, 2023

l Generic format: Server\Erp\EI\IntraStatExport_GENERIC\IntraStatExport_GENERIC.cs
l Iris format: Server\Erp\EI\IntraStatExport_IRIS\IntraStatExport_IRIS.cs
l IDEP format: Server\Erp\EI\IntraStatExport_IDEP\IntraStatExport_IDEP.cs

147 December, 2023

Calculating Taxes in AP Invoice Entry
The AP Invoice Entry provides multiple functions to calculate, review, and enter taxes for the invoice.

In this article, we will cover:

l Calculating Taxes

l Entering Invoice Taxes

l Accessing Tax Connect Options

Calculating Taxes
Two calculating options are available in the Overflow Menu :

l Select Group > Calculate All Taxes to automatically calculate the invoice taxes for all the current
group's items. Run this process after all relevant information has been entered for all invoices.

l Select the Invoice > Calculate Tax command to automatically calculate the invoice taxes for the
current invoice.

148 December, 2023

 l Select Group > Set All Ready to Calculate when you are ready to calculate invoice details. Tax
calculations will take place when you save items tied to the invoice that could affect taxes. These
items include the Header Detail, Line Detail, and Miscellaneous Charges cards. During processing,
taxes are calculated against this AP invoice.

Entering Invoice Taxes

Expand the Tax > Invoice Line Taxes card to enter or view taxes applied to an invoice line.

1. Select New to add a new tax.

2. Select the tax type, rate code, percentage, and taxable amount.

3. Select Save.

Accessing Tax Connect Options

Tax Connect option of the Overflow Menu helps you access the Tax Connect options for the
accounts payable invoices.

Use the Tax Connect Enabled option to check whether Tax Connect is enabled or disabled.

l If Tax Connect is active, a check displays next to this command. This indicates that Tax Connect
is active for the current invoice. If invoices are set up to automatically calculate taxes and/or
validate addresses, tax information for this invoice is automatically passed along to the AvaTax®
service.

149 December, 2023

 l If Tax Connect is disabled, no check displays next to this command. Deactivate Tax Connect to
run setup and testing tasks in order to verify that this functionality is working correctly. When it
is, you can then activate Tax Connect from Company Configuration.

Use the View Tax Connect Results to display the results. If the Tax Connect functionality fails to
calculate taxes, the error message displays.

150 December, 2023

Creating Manual GRNI Clearing Documents
This option is enabled when the Allow Multiple Invoicing of Receipts check box is selected and the
check boxes for Manual GRNI Clearing section are selected in Company Configuration . You use this
feature when you need to show you have closed receipts in the system for their reconciliation. You can
create a Manual GRNI (Goods Received Not Invoiced) Clearing document type in Transaction Document
Type Maintenance which uses the Manual GRNI Clearing system transaction. Setting up and creating
this type of document helps to reconcile the AP clearing accounts.

When you create a manual GRNI clearing AP document, it can be posted and viewed in AP
Invoice Tracker. However, an AP Invoice transaction is not created or posted to the GL.

In this article, we will cover creating manual GRNI clearing documents.

1. In AP Invoice Entry, select New Manual GRNI Clearing from the Overflow menu.

2. Select a Ref PO.

3. Select an Invoice Date and GRNI Clearing document type.

The GRNI Clearing label displays.

151 December, 2023

4. Select Save.

5. From the Overflow menu, select New Receipt Line in the Invoice Lines card.

6. Select line(s) from the AP Invoice Uninvoiced Receipt Lines grid. The line(s) move to the AP
Invoice Selected Receipts grid.

7. Select Create Lines. The selected receipt lines are added to the current AP invoice.

8. Verify the Final Invoice check box is selected.

9. Select Save.

152 December, 2023

Defining the Recurring Parameters for AP Invoices
Expand the Recurring Invoices card of the AP Invoice Entry to define the recurring parameters for an
AP invoice.

You must first set up recurring cycles that define how recurring invoices will be generated
in Recurring Cycle Maintenance.

In this article, we will cover defining.

1. Select the Recurred check box to indicate whether the invoice is a recurring source invoice.

2. Select the required cycle code from the drop-down list.

3. Select the Override End Date if you want to specify a certain end date instead of using the
duration.

The Duration field will be disabled and the End Date field will become available.

4. Select Save.

5. To finalize the process select Get > Get Recurring Invoices from the Overflow menu.

You can find more information about this process in the Generating Recurring AP Invoices
article.

153 December, 2023

Managing Legal Numbers for AP Invoices
In this article, we will cover:

l Assigning Legal Numbers

l Voiding Legal Numbers

Assigning Legal Numbers

Use the Legal Numbers > Assign Legal Number command to assign a legal number to an accounts
receivable (AP) invoice or debit memo.

If you have set the generation type to Manual in the Legal Number Maintenance program, you will be
required to manually assign a legal number to your AP invoice or credit memo.

You cannot assign a new legal number to the document if an existing legal number is
assigned to it.

To assign a legal number:

1. Within the AP Invoice Entry program, select a group from the Group card.

2. Select an invoice from the Invoices card.

3. From the Overflow menu, highlight the Legal Numbers sub-menu and select the Assign Legal
Numbers command.

4. Enter the required legal number element information in the legal number prompt and select OK.

The format of the legal number is based on the legal number format configuration defined for the
document type in Legal Number Maintenance.

The legal number is assigned to the invoice.

5. Select Save.

Voiding Legal Numbers

Use the Legal Numbers > Void Legal Numbers command to void a legal number that has been
assigned to a document. You will be required to specify a reason for voiding the number.

154 December, 2023

After the legal number is voided, you can assign a new legal number. It will either be automatically
generated (for Automatic generation type) or must be entered (for Manual generation type).

If you set voiding for the legal number format to Automatic Voiding in Legal Number
Maintenance, the legal number voids automatically when the AP invoice is deleted.

To void a legal number:

1. Within the AP Invoice Entry program, select a group from the Group card.

2. Select an invoice from the Invoices card.

3. From the Overflow menu, highlight the Legal Numbers sub-menu and select the Void Legal
Numbers command.

4. Enter a reason in the Void Reason field of the Void Legal Number screen and select OK.

The legal number is voided from the invoice.

5. Select Save.

155 December, 2023

Entering AP Invoices
Entering AP invoices is very important process in closing the financial deals of your company. You buy
things and you need to pay for them, you have to meet your terms with the suppliers, get discounts and
keep close track of all these transactions. To record payments to your suppliers use the AP Invoice
Entry app. The invoices you enter here update open purchase orders, shipping receipts, and General
Ledger accounts.

You create and post AP invoices through AP invoice groups. You can use this app to create both regular
invoices and debit memos. Within regular invoices, each line must be assigned a specific type.

Use the landing page of the 'AP Invoice Entry' app to view existing groups and invoices, or to enter new
ones. You can switch between the groups by selecting the 'Groups' button and select the invoices
within those groups for your convenience.

In this article, we will cover:

l Creating New Groups

l Specifying Invoice Details
l Creating Lines
l Managing General Ledger Functions
l Adding Deferred Expense Amortization Details
l Locking/Unlocking Group
l Posting Invoices to AP Accounts

Creating New Groups

Start with creating a new group. A group is a batch of invoices that you collect and post to the 'General
Ledger'. Once you create the group, you then enter or generate invoices to process through this group.

156 December, 2023

To create a group:

1. Open the AP Invoice Entry app.

2. To add a new group, select New Group.

The Group field is now ready for entry.

3. Enter a name for the group.

4. Select the Apply Date drop-down list to define the default fiscal period to which group
transactions post.

The company’s default fiscal calendar determines the values that display in the Fiscal Year and
Period fields.

5. Select Save.

If you select Clear and open a group (from the landing page, Search, or the Groups
panel), or create a new group, it will be automatically unlocked.

Specifying Invoice Details

Enter invoice header information. Here you add or edit miscellaneous charges placed against the
current invoice, enter sales tax information, and define an invoice as a recurring source invoice.

1. Locate the Invoices card.

2. Select New Invoice.

The Invoice Detail card displays.

157 December, 2023

3. Enter the Supplier, Invoice, Invoice Date, and the Amount.

4. Use the Payment Method field to select the default method for remitting payment to this
supplier.

5. Select the Hold Invoice check box to block posting of the invoice. Select this check box when the
invoice is disputed or when you need supervisor approval.

158 December, 2023

6. If the Site field is visible, select a site.

This field is only available/visible if you select the 'Use Multi-Site Processing' check
box located on the 'General' card of the 'Company Configuration' app. You must
also select the 'Site Segment' check box for a segment using the 'Chart of Accounts
Structure Maintenance' app.

After you create an invoice line, you will see an entry on the 'GL Analysis' card. The
account assigned to this record has the site segment replaced with the site segment
for the site you selected in the 'Site' field. For example, a assume a scenario where
you are entering an invoice in the 'Main' site but you select the 'Evanston' site in
this field. If the default account would have been 2000-00-00, and the site segment
value for 'Evanston' is 01, then the account you would see instead is 2000-01-00.

7. Select Save.

After you save the invoice the payment schedule is generated based on the
purchasing terms. Use the Payment Schedule card to edit, and review the schedule
through which you will pay the amount on an AP invoice.

159 December, 2023

Creating Lines
After the invoice header information is complete, add detail lines to it. These detail lines can be
different line types – depending on the reason for the payment.

The available line types include:

l Receipt Line – Add this type for lines linked to receipts. These receipts are created through the
Shipping/Receiving module.
l Miscellaneous Line – Use this type for miscellaneous expenses or as a recurring source invoice to
use as a template for other recurring invoices; this line type is not linked to purchase orders or
job records.

l Job Miscellaneous Line– Use this type to record miscellaneous charges for materials used on
specific jobs.
l Advanced Billing Line – Use this type when you make an advance payment against a purchase
order line before you receive a shipment from the supplier.

l Unreceived Billing Line – Use this type when you make a payment against a shipment that is
sent out, but is not yet received by your company.

l Asset Line - Use this line type to specify relevant information after the purchase of an asset.
In this section, we will cover:

l Adding Miscellaneous Lines

l Specifying Late Landed Costs from Third Party Suppliers

Adding Miscellaneous Lines

This example shows you how to enter a Miscellaneous Line type. Typically, you create miscellaneous
line invoices to account for miscellaneous expenses that are not linked to any purchase order or job
records. You can also define a miscellaneous line invoice as a recurring source invoice to use as a
template for other recurring invoices.

The Recurring check box must be selected and a Cycle Code set on the Header card or an
invoice with a miscellaneous line to be designated as a recurring source invoice.

To add a miscellaneous line:

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1. Select Misc Lines to add a new miscellaneous line in the Invoice Lines card.

2. Once you created a line you can enter the details in the grid or navigate to the invoice line's
Details card by selecting the line.

3. Select the Part field for that line.

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4. Select the Purchase Pointfield to find and select a specific purchase point for this miscellaneous
line on the Invoice Line Details card.

5. Enter the Supplier Quantity, and Unit Cost fields.

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 6. Select Save.

If necessary, you can add miscellaneous charges or miscellaneous charge taxes for this line using the
Line Miscellaneous Charges and Misc Charge Taxes cards.

Specifying Late Landed Costs from Third Party Suppliers

Select Details node in the navigation tree. Expand the 3rd Party Late Cost card to specify late landed
costs from third-party suppliers and allocate them to received goods.

Landed costs are any additional, unallocated expenses you must include with the cost of purchased
materials. Commonly, the total cost of a landed shipment includes the purchase price, freight,
insurance, and other costs up to the port of destination that cannot be handled through labor or
burden calculations. In some instances, it may also include the customs duties and other taxes levied
on the shipment.

In some countries, it is common for simple domestic receipts to have freight charges added from a
third-party supplier. Since all costing has to be done on the basis of actual received invoice documents
and not by adding an estimated charge, this means that many receipts need to use this feature to add a
freight charge at a later time.

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For example, you can enter an invoice from a third party supplier, Dane Transportation Company,
related to an inventory purchase order (PO) receipt without using Landed Costs and having Late Costs
update the average or FIFO cost layer for the parts received on the PO receipt.

To specify late landed costs from 3rd party suppliers and allocate them to received goods:

1. Select New Late Cost in the Late Cost Lines card.

You can also automatically add Late Costs related to container shipments or
purchase receipts to the AP Invoice.

Show me how to automatically transfer Late Costs related to container shipments and
purchase receipts

All late costs related to a container shipment or purchase receipt can be automatically added to
the AP Invoice using the Get Late Costs function. You can select one, many or all late costs for
multiple containers or receipts related to the supplier on the invoice.

1. From the Overflow menu , select Get > Get Late Costs.
2. The AP Invoice Add Late Costs sliding panel displays.

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3. On the Receipts/Containers card, review the list of purchase orders with uninvoiced
receipts and containers for the supplier and select the one for which you want to get late
costs.

4. The Late Cost lines that have not been invoiced display on the Late Cost Lines card.
5. Select the line(s) you want to invoice or use the Select All button.

6. Once selected, the Late Cost lines move down to the Selected Late Costs card.
7. To generate the Late Cost lines, select the Generate Late Costs button at the bottom
right-hand corner of the sliding panel.

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 8. Select OK to the Late Costs have been created message.
9. The lines pulled in from the selected PO now display in the Late Cost Lines card.
2. Select a Charge Code.

3. Specify the Type.

4. Select the Supplier field to search for and select a supplier.

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 5. Select Add to Allocation Grid. The grid displays only received lines available for allocation.

6. Select the lines for allocation using the Selected check box in the grid. All received receipt lines
are added to the Allocated Lines grid.

7. Select the Allocate Cost button in the Lines To be Allocated card.

Allocations are recalculated. Cost is allocated between the selected lines (unselected lines are
ignored) in proportion to the line value according to the disburse method. The application shows
the Allocated Amount.

Managing General Ledger Functions

In this section, we will cover:

l Allocating Lines to Multiple General Ledger Accounts

l Setting GL Controls

Allocating Lines to Multiple General Ledger Accounts

Distribute the current line amounts to specific General Ledger accounts. This functionality enables you
to update the GL distribution amount, and allocate to multiple GL accounts. This distribution creates
the expense offset to Accounts Payable for each invoice line.

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You can also distribute these amounts across multi-company accounts and select the external company
and GL account that will receive the AP allocations. After you post the AP invoice, the subsidiary (child)
company will receive the allocations through a GL Journal Entry.

To allocate the allocate expense amounts to more than one GL account:

1. Open Invoice Lines > Detail > GL Analysis and specify the GL account for distribution in the GL
Account field on the G/L Distribution card .

2. Enter the amount you want to apply to this account in the Amount field.

3. Select Save.

Setting GL Controls
The general ledger (GL) control or controls selected on this GL Control card determine the accounts and
journal codes used to post transactions to which the record applies.

You can associate one or more GL controls with a record in this setup program. Each control associated
with a record must belong to a different control type. The association allows the use of control values
when the record applies to a posted transaction.

Example: The AR Account and AP Account GL control types reference the company entity. You define
GL controls based on both types and apply them to Company A in Company Configuration. A
transaction that belongs to Company A then posts using the account hierarchy set up for this specific
transaction for the Company A business entity. Posting rules use the controls' account references to
create the accounts for the company's journals.

You cannot associate GL controls with programs where users select posting accounts when they enter
transactions. Examples of this type of program include AP Adjustment and Cash Receipts. The Master
Chart of Accounts (COA) defines the accounts available in these programs.

To add GL controls:

1. On the GL Control card, select New.

2. Select the GL Control Type that contains the account contexts you need.

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 3. Next use the Control field to enter a GL control contained by the selected GL control type.

4. Continue to add the GL control types you need for the current company. When you finish, select
Save.

Adding Deferred Expense Amortization Details

In this section, we will cover:

l Adding Amortization Lines

l Making Deferred Expense Amortization Schedules

Adding Amortization Lines

Expand the Invoice Lines > Detail >Amortization card to view line-specific deferred expense
information and totals.

You can create, delete and auto-complete amortization schedules for invoice lines.

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To add a new amortization line:

1. Select Deferred Expense check box.

2. Specify the Amortization code field.

3. Specify the Deferred Expense GL Account.

4. Select Create.

5. Select Save.

Making Deferred Expense Amortization Schedules

You can also use Deferred Expense of the Overflow menu to perform actions with deferred expense
amortization schedules for all invoices in the selected invoice group.

You can choose from the following actions:

l Generate Amortization Schedule - Generate a schedule for all invoices in the selected invoice
group.

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 l Restore Amortization Schedule - Overwrite a manually entered schedule line and restore the
originally generated schedule.

l Delete Amortization Schedule - Delete amortization schedules for all invoices in the group.

Locking/Unlocking a Group
You can manually lock/unlock a group to make it available for other users. For example, a user need to
review/print the 'Group Edit List' for a particular group. If you attempt to open a group that is locked by
a certain user, Kinetic displays a message informing you the group is locked by a specific User ID.

1. If you are creating a new group, the In Use By field displays the user ID that created the group.

In this case, the group was created by the 'MANAGER' user. However, this is just an example.

2. Select Unlock Group.

The group is now unlocked.

3. If you want to lock/unlock a specific group, select the Groups button.

The Group panel opens.

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 4. Inside the panel, highlight the group in the grid, and select the Unlock/Lock button.

Posting Invoices to AP Accounts

To finish the AP Invoice Entry process, you must post the invoices to the AP accounts within the
General Ledger. When an entry group is posted, transactions update the AP information for each
supplier referenced within the group.

Once you post the invoices, you can no longer edit or delete them. You can place a posted
invoice on hold. If you post an invoice in error, you can enter offsetting transactions. You
can also use Invoice Adjustment to write it off, or create and apply debit memo to close
the invoice. If you need to adjust the amount of the invoices, you can create a correction
invoice.

Use the AP Invoice Entry app to modify the invoice number of any recurring invoice prior to posting:

1. Open the AP Invoice Entry app.

2. Select a group of recurring invoices.
3. Select any recurring invoice that hasn't been posted yet.

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 4. Select the Change Invoice Number button in the top right corner of the Invoice Detail card.

5. On the Change Invoice Number panel enter your custom invoice number in the New Invoice
Number field.

6. Select OK.
You can see your new invoice number in the Invoice field on the Invoice Detail card.

To post an entry group:

1. Select Group Post. The 'AP Invoice Post Process' panel displays.

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2. Select Post to post the group. The application displays an error message if the group
contains invalid entries.

If posting errors occur, select the Group > Posting Log card to review an error log.
Use this log to locate the errors. You can re-post the group after correcting them.

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Reviewing Supplier Part Cross Reference
Review the supplier and qualified manufacturer's part cross references associated with the invoiced
internal part you receive for the specified purchase order line in Supplier Part Cross Reference.

Let’s suppose you purchased a widget from Widget Design, Inc. Within your company’s database, the
part number is WIDG123. This supplier, however, tracks this part as abc1-WDGT. You enter WIDG123 in
the Part field and abc1-WDGT in the Supplier Part field.

You create supplier part cross-references in the Qualified Manufacturer, Approved Supplier
Maintenance, and Supplier Price List Maintenance programs.

The purpose of Supplier Part Cross-Reference is to validate purchase order accuracy and fitness of
use. No quantities display on this page because amounts are recorded directly in the Receipt and
Inspection Processing programs against your base internal part number only. It merely allows you to
verify that the supplier or manufacturer part numbers you are ordering, invoicing, or receiving are valid
for your internal part number.

In this article, we will cover:

l Selecting Supplier Part Cross Reference for Review

l Verifying Supplier Part Cross Reference in AP Invoice Entry

l Verifying Supplier Part Cross Reference in Receipt Entry

Selecting Supplier Part Cross Reference for Review

1. Select a receipt you need for from the grid on the landing page.

2. Go to the Line Detail page in the navigation tree.

3. Select Search in the Suppler Part field.

4. Review the information you need in Supplier Part Cross Reference.

Verifying Supplier Part Cross Reference in AP Invoice Entry

Review the supplier and qualified manufacturer's part cross-references associated with the internal part
being invoiced for the specified purchase order line.

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 1. Select the Invoice check box to determine the specific manufacturer or supplier part numbers
you received. This allows you to verify supplier or manufacturer part numbers for which you are
processing AP invoices. Select the check box for the lines in the Supplier Part Cross Reference
that display the specific supplier or manufacturer part numbers being invoiced.

l Invoice - Indicates which specific supplier and manufacturer part numbers were referenced when
the you inspected purchase order line using the Inspection Processing program.
l Inspect - Designates the specific manufacturer or supplier part numbers you inspected. This
allows you to verify exactly which supplier or manufacturer part numbers you are currently
inspecting. For example, if you are inspecting Motorola and Texas Instruments manufacturer part
numbers, you would select the check box for the appropriate lines displayed in Supplier Part
Cross Reference. If you are only inspecting Texas Instruments items, you would only select that
particular check box.
l Receipt - Indicates which specific supplier and manufacturer part numbers were referenced
when the you received purchase order line received in the application.
l PO Ref - Indicates which specific supplier and manufacturer part numbers were referenced on
the purchase order line when you entered on Purchase Order Entry - Lines Detail card.
2. Select OK.

Verifying Supplier Part Cross Reference in Receipt Entry

Review the supplier and qualified manufacturer's part cross-references associated with the internal part
you are receiving for the specified purchase order line.

1. Select the Receipt check box to determine the specific manufacturer or supplier part numbers
being received. This allows you to verify supplier or manufacturer part numbers you are currently
receiving. Select the check box for the lines in the Supplier Part Cross Reference that display the
specific supplier or manufacturer part numbers being received.

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l Receipt - Designates the specific manufacturer or supplier part numbers being received. This
allows you to verify exactly which supplier or manufacturer part numbers you are currently
receiving. For example, if you are receiving Motorola and Texas Instruments manufacturer part
numbers, you would select the check box for the appropriate lines displayed in Supplier Part
Cross Reference. If you are only receiving Texas Instruments items, you would only select that
particular check box.
2. Select OK.

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Matching Material Receipt Lines
Match unreceived billing invoice lines with material receipt lines in Invoice Receipt Match
Maintenance. After you both enter a material receipt and post an unreceived billing invoice from the
same supplier, these records appear in the Invoice Receipt Match Maintenance. You then link, or
match, a selected invoice line with a selected receipt line.

To match these records, both the receipt and the invoice must share the same Supplier ID.

Use the landing page to view existing material receipt lines or to post one.

In this article, we will cover:

l Matching Unreceived Invoices Receipts

l Posting Matched Invoices
l Viewing Error Log

Matching Unreceived Invoices Receipts

To link an unreceived invoice line to a receipt line:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Invoice Receipt/Match .

2. On the Unreceived Invoice Line card, select the receipt you want to match with the invoice. The
Matching Details and Unmatched Receipt Lines cards display.

On the Matching Detail card, review all the receipts created for the invoice’s supplier.

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 3. On the Unmatched Receipt Lines card, select the Match icon.

Only one receipt line can be matched to the invoice line.

The invoice is now linked or matched, to the selected receipt.

To unmatch the linked receipt, select the Unmatch icon.

Posting Matched Invoices

After you match an invoice with a receipt, you next post these records to the General Ledger. This
causes several GL entries to be created, including Invoice and Receipt Variance amounts.

To post invoices:

1. From the Overflow menu , select the Post command.

2. Make sure all entries are correct and select Yes to confirm posting.

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Viewing Error Log
If any errors occur after the posting process, a message appears invites you to review these errors on
the Posting Log.

This table details the possible error messages and what they mean:

Message Meaning
Invalid Balance Either this invoice has a negative balance, or this debit memo is 0 or
has a positive balance. Review all detail lines.
Invalid Line Balance Either the invoice line has a negative balance, or a debit memo line is 0
or has a positive balance. Review this debit memo detail line.
Receipt Information A Receipt Billing line references an invalid receipt. Review the specific
NOT available detail line.
Job Material NOT Avail- A receipt billing line that references a job material has an invalid job
able sequence. Review the specific detail line.
Job Operation NOT A receipt billing line that references a job operation has an invalid job
Available sequence. Review the specific detail line.
Invalid AP Account ID The AP invoice header is linked to an invalid AP account. Review either
the AP invoice header or the AP Account record.
Review the errors and then use AP Invoice Entry or the appropriate maintenance program to correct
the error. When the invoices or GL account numbers are correct, run the Post command again.

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Using Posted Invoice Update
Posted Invoice Update gives you limited control over posted AP invoices. You can use this program to
place a posted invoice or its payments on hold, add a memo, link a 1099 code, and on most invoices,
you can also change the Due Date.

In Posted Invoice Update, you can:

l Review posted AP invoices.

l View the final invoice status for GRNI (Goods Received Not Invoiced)
l Clearing documents. A highlighted GRNI Clearing indicator displays next to the invoice number
and you can see the setting of the Final Invoice check box.
l Modify certain recurring settings on a posted AP invoice, remove the recurring invoice settings, or
make its status inactive.

Note that you cannot edit a posted invoice. If you post an invoice in error, you must enter
an offsetting transaction.

Use the landing pageof the application to select a posted invoice to view.

In this article, we will cover:

l Selecting an invoice to review

l Placing an invoice on hold
l Stopping all payments against the current invoice
l Changing the invoice due date

Selecting an Invoice to Review

To review detailed information about a posted AP invoice:

1. Go to Financial Management > Accounts Payable > General Operations > Posted Invoice
Update.

2. Use the search to find and select the invoice you wish to examine.

3. Review the data for the invoice. Use the Details card to place either a posted invoice or its
payments on hold. You can add memos here too. For most invoices, you can also change the Due
Date.

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4. Use the Invoice Lines card to view the line details.

5. Use the Tax card to review the taxes that are placed against the current invoice.

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6. Use the GL Control card to display the Type and Control of the Posted Invoice Maintenance. The
Type and Control that appear are pulled in from the existing files.

7. Use the Recurring card to define certain recurring parameters for a posted AP invoice. The fields
on this card default from the Recurring Cycle Code selected from the invoice header. These fields
can be modified per invoice. You can remove the Recurring Source setting for a recurring source
invoice from which no recurring invoices were generated. You can select the Inactive check box
for any invoice at any time and no additional recurring invoices will be created for the selected
invoice.

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 8. Use the Payment Schedule card to edit and review the payment schedule for the posted invoice.
The payment schedule is based on the purchasing terms defined for the invoice. You can only
update the payment terms if the invoice has no payments or partial payments.

9. When you are finished, save the changes and close the application.

Placing an Invoice On Hold

To place an invoice on hold:

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 1. Navigate to Posted Invoice Update.

2. Use the search to find and select the invoice you wish to place on hold.

3. On the Detail card, select the Hold Invoice check box.

4. Save the changes.

Stopping All Payments Against the Invoice

To stop all payments against an invoice:

1. Navigate to Posted Invoice Update.

2. Use the search to find and select the invoice you wish to stop payments against.

3. On the Detail card, select the Hold Payments check box.

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4. Save the changes.

Changing the Invoice Due Date

To change the invoice due date:

1. Navigate to Posted Invoice Update.

2. Use the search to find and select the invoice you wish to change.

3. On the Detail card, change the date in the Due Date field.

4. Save the changes.

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Applying Debit Memos/Prepayments
Apply, or record, debit memos against the total amount due on selected AP invoices in Apply Debit
Memo/Prepayment.The system then subtracts the amount you apply from the total amount due on
each AP invoice you define through this program.

Prepayments are payments you make to a supplier in advance of receiving goods or services. You can
enter prepayments within AP Payment Entry. Then, you can select the prepayment within Apply Debit
Memo/Prepayment to add the amount you are applying against the prepayment as a debit memo on
the invoice. After you create a debit memo against a prepayment, you can then add other invoices to
the debit memo and enter additional amounts to apply. When you enter all of the amount values you
want on the debit memo, you then apply them against the selected invoices.

In this article, we will cover updating and applying a prepayment.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Apply Debit Memo / Prepayment.

2. From the grid, select the record you want to use.

3. In the Detail card, verify/change the total amount of the prepayment amount in the Amount to
Apply field.

4. Select a Transaction Apply Date.

5. Select Save.

6. Optionally, add additional invoices to this prepayment. In the Applied Invoices card, select New
to select an invoice to apply.

7. Enter a valid invoice number in the Balance field.

8. Specify other details as required.

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 9. Select Save.

10. Select Apply Debit Memo/Prepayment.

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Entering a Letter of Credit for a Supplier
If you have a letter of credit for a supplier, you can enter and track that letter in AP Letter of Credit
Entry. First, complete the information in the Detail card. Then, use the Additional Data card to enter
more information about the letter of credit.

Use the landing page of the application to view existing letters of credit or to enter a new one.

In this article, we will cover:

l Entering the Letter of Credit Details

l Entering Optional Receiving Information for a Supplier Letter of Credit

Entering the Letter of Credit Details

1. Go to Financial Management > Accounts Payable > General Operations > AP Letter of Credit
Entry.

2. Select New to add a new letter of credit.

3. In the LC Reference field, enter the reference number for the letter of credit.

4. In the Description field, enter some description of the letter of credit. This will print on reports
and display on screen in multiple places.

5. In the Supplier field, enter or search for and select the supplier with whom you have set up the
letter of credit.

6. From the Bank drop-down list, select the bank with which you have established the letter of
credit.

7. Select Ship Complete to indicate the goods or services received via this letter of credit must be
shipped complete.

8. In the Value field, enter the amount of credit available with this letter.

9. The Currency, Lock, Exchange Rate, and Bank Value fields indicate the amount of credit
available using the currency exchange rate at the selected bank. These values only display for
your information.

10. The Terms fields displays the AP payment terms selected for this specific letter of credit.

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11. The Issue Date, Valid From Date, and Valid To Date fields define the time period during which
this letter of credit is active. If you need, you can change these date values.

12. You use the Additional Data card to enter optional receiving information like Free On Board,
Place of Loading, and so on.

13. Save the record.

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Entering Optional Receiving Information for a Supplier Letter of
Credit
1. In the AP Letter of Credit form, expand the Additional Information card.

2. Enter the FOB related to the letter of credit.

3. In the Issuance Type field, enter the type of letter of credit.

4. In the Packing List Copies field, enter the number of packing list copies that should be
generated for orders associated with this letter of credit.

5. In the Place of Loading field, enter the location where the loading occurs.

6. Save the record.

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Entering Payments
Create payments to pay AP invoices through check or electronic payments in the AP Payment Entry
app. After you enter the payments and process the checks, you then record these transactions in your
'General Ledger'. You do this by posting the payments using the 'Overflow' menu. You can make
payments against invoices created to pay suppliers. You can also pay miscellaneous expenses that do
not have an invoice, enter manual checks for extra expenses, process debit memos, and make
payments to one-time suppliers.

You start the process by creating a group for the payments. You can then create payment records that
satisfy both invoices and miscellaneous payments. After you enter the payments and process the
checks, you can post the payments.

In this article, we will cover:

l Adding a payment group

l Entering the payment details
l Selecting invoices and entering payments for them
l Adding an invoice payment
l Setting up additional payment details
l Using the payment group options
l Locking Group

Adding a Payment Group

You begin the Payment Entry process by creating a payment group. You can use the groups for batch
processing of payments.

1. Open the Payment Entry app.

2. In the Group field, search for and select an existing payment group record.

3. To create a new group, select New Group.

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4. Enter the group ID.

5. Select the bank account you withdraw the payments from. If necessary, you can change the
account before a payment run or define a different account for a manual payment.

If you plan on entering an 'Electronic File Transfer (EFT)' payment, select a bank
account with an 'EFT' payment method.

6. Review the Default Currency field.

The field displays the currency you use for the selected bank account. Depending on the payment
method, you can or can't change the currency used for the group.

7. From the Payment Method drop-down, select the payment method Kinetic will use as the output
format for the payment run.

If you select the manual payment method, you can then directly enter checks.

8. Enter the date when Kinetic runs the payments through this group.

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 The active exchange rate used to convert bank account amounts to other currencies depends on
the date you enter.

9. If you need, select the currency rate type that applies to these group payments from the Rate
Type drop-down.

Rate types define the conversion rules Kinetic uses to update amounts from the original (source)
currency to a new (target) currency.

10. Select Save.

If you select Clear and open a group (from the landing page, Search, or the Groups
panel), or create a new group, it will be automatically unlocked.

Entering the Payment Details

1. In the Current Payments in Process card, select New Payment.

The Payment Details card displays.

Here you can create payments for specific invoices, miscellaneous payments, electronic
payments, and manual checks.

2. Search for the supplier or enter their ID directly in the field and press Tab.

Kinetic automatically displays the supplier name and address, as well other information linked to
them.

3. If the group uses a manual payment method, select the Manual check box.

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 For the manual payments, the 'Manual' check box is selected (and you can't clear it) and some of
the fields in the Manual Payment section are available.

Manual checks are created outside of the application. You must pay all payments you make for
this group through manual checks. Usually you write these paper checks for COD payments or
unforeseen expenses.

For manual payments, you can:

1. Select the Enter Payment Total check box to enable entering a check amount in the
Payment Total field. If the check box is clear, the 'Payment Total' field displays a total
amount that you can't change.

The 'Enter Payment Total' check box becomes available if this is a manual payment and if
the bank currency is different from the company’s base currency.

2. Enter the check number in the Payment field and the check date in the Date field.

4. If this payment uses EFT, the Electronic Payment check box is on.

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 You send such payments electronically to a bank linked to a supplier. If you select an EFT
payment method for the group, you must pay all payments in this group electronically.

You create payment methods using the 'Payment Method Maintenance' app. There you specify
the file to use for the electronic payments on this method record. You must also add a bank that
can receive electronic deposits on the supplier record. If there is no bank for the supplier record,
the application throws an error message.

When you use the Process Payments option of the Overflow menu, you can:

l Print - Assigns payment numbers, generates electronic file, and prints remittance advice,
all at once.
l Generate Only - Assigns payment numbers and generates an electronic file.
l Preview - Previews remittance advice, once either the Print or Generate Only process is
complete.
5. Select the Force Discount check box if you want Kinetic to calculate the payment using the best
possible discount terms offered by the supplier.

When the check box is clear, Kinetic calculates the discount based on the effective discount rate
defined by the supplier’s purchasing terms.

6. If you need, in the Exchange Rate field, enter the exchange rate type to change the default one
you selected for the group. This field is available when the bank currency is different from your
company’s base currency.

7. If necessary, enter the GL description for this payment.

You can enter the transaction description manually. Otherwise, Kinetic creates system text in the
following format: prefix + a combination of the attributes that are specified in the corresponding
posting rule in 'GL Transaction Type', and uses it as this transaction's description. You can review
the transaction description in the 'Review Journal' app.

After you process a payment, Kinetic assigns the description you enter (or the description the
Kinetic creates) with a specific prefix that depends on the transaction. For the AP payment, the
prefix is AP Paym followed by : (colon). For example:

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 l If you enter description for an ordinary AP payment, then the transaction description is: AP
Paym: XXX, where XXX is the description you enter.
l If you don't enter the description: AP Paym: PayNum SupName, where PayNum is a
payment number, and SupName is a supplier name.

8. Select Save.

Adding an Invoice Payment

On the Invoice Payments card, enter and edit payments made against a specific invoice. You apply
these payments against open invoices created for the supplier you selected on the 'Payment Details'
card.

1. Expand the Invoice Payments card and select New Invoice Payment.
2. Enter the number of the invoice against which the payment applies or search for it.

In the Invoice field, right-click to open the context menu and select Search:

Then, select Search in the panel that opens, choose the invoice you need from the grid, and
select OK.

3. After you add an invoice, its details fill in automatically. However, you can change them, if
necessary.

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4. Enter the Gross Amount value of the payment, excluding discounts, in the currency of the
supplier’s invoice.

5. Change the Discount amount, if necessary. Kinetic uses the discount terms set on the supplier
record to calculate the amount. The app subtracts the discount amount from the gross amount
to calculate the amount in the 'Net Payment' field. The company pays this amount. Then, after
you save the invoice, the 'Invoice New Balance' amount displays the difference between the
amount of the supplier’s invoice and the Net Payment, if any.

6. Enter information about the payment in the Description field. If this payment is made by check,
the system prints this text on the check stub.

7. Specify the invoice legal number and taxes details, if you need. To do that, open the Invoice
Payment card using the Nev tree.

1. From the Overflow menu, select Legal Numbers > Assign Legal Number.

2. Select Save.

1. Expand the Tax card.

2. Select the required tax liability (the tax region for the current payment) from the drop-
down. If the liability has multiple taxes, the app calculates and populates them in the Tax
Lines grid.

3. Select a Tax ID. The app calculates the tax amounts based on the payment amount and
the tax percentage set for the selected ID.

198 December, 2023

 4. If necessary, edit the tax line details.

5. Select Save.

8. Select Save.

Tip: You can also add miscellaneous payments and prepayments.

Setting Up Additional Payment Details

After you add the general payment details and invoices/misc payments/prepayments, you can also set
up/adjust the bank/remit to, bank fee and ACH payment details. To learn more about each of them,
expand the sections above.

On the Bank/Remit To card, select a bank account or remit to address for the current payment. The
system takes the bank/remit to from the AP invoice by default, but you can select an alternative if the
supplier has multiple bank/remit to records.

1. Expand the Bank/Remit To card and select the required supplier bank account or remit to record
from the drop-down. It defaults from the invoice, if specified.

If you're entering an Electronic File Transfer (EFT) payment, select the bank account
with the payment method.

2. The bank details fill in automatically. Select Save once done.

On the Bank Fee card, enter bank charges that apply to the payment.

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 1. Expand the Bank Fee card and select New to enter a bank fee.

2. Search for the fee you want to place against the payments and select it.

3. Enter the Bank Fee Amount value (in the currency selected for the payment).

4. In the GL Account section, select the Get Default option to get default GL account number. This
number consists of four segments that represent the number (Division, Chart, Deposit, and GL
Definition). If you don't want to use the default settings, you can search enter the elements
manually.

5. Add a bank fee tax by selecting New .

6. Select the required tax ID from the drop-down.

7. Select Save.

On the ACH Payments card, specify the the default settings for electronic payments made through the
Automated Clearing House (ACH) Network. The fields on this card are active only if the payment method
for the selected payment group is of the EFT type.

You must specify the Routing, ID, and Check Digits values for the bank accounts you use
in the ACH payments processing.

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 1. Expand the ACH Payments card.

2. From the Entry Class Code drop-down, select the class code. It specifies the type of a payment
(credit or debit), account nature (consumer or corporate), and any other information specific to
the format. This value defaults from the option that you set for the selected supplier in the
'Supplier Maintenance' app. However, you can change the defaults to one of the following
options:

l CCD - Corporate credit or debit used to disburse or consolidate funds

l CTX - Corporate trade exchange
l WEB - Internet-initiated entries
3. Select the required Transaction Code. This is a two-digit code that identifies the type of account
to be debited or credited and indicates whether the item is a prenote or dollar transaction. You
set this code for each individual entry detail record. The options include:

l 22 - Checking account credit (default)

l 23 - Checking account credit prenote
l 32 - Savings account credit
l 33 - Savings account credit prenote

4. Select Save.

Using the Payment Group Options

After your payment is ready, use the Overflow menu to:

l Process Payments
l Reset Process Payments

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To post the group, generate/review/print the 'Remittance Advice Report', and to generate/review/print
the 'Group Edit List Report', review the following articles.

l Print Remittance Advice

l Generating the Edit List Report for a Payment Group
l Post

Locking Group
You can lock a group to prevent other users modifying and posting it. A group can be only unlocked by
the user that locked it.

To lock a group:

1. If you create a new group and define payment details, click the AP Payment Entry link.

The Group card displays.

202 December, 2023

2. Next, select the Lock Group button.

The button changes to 'Unlock Group'.

3. Select Save.

203 December, 2023

Entering Miscellaneous Payments and Prepayments
in AP Payment Entry
Add miscellaneous payments and prepayments on the Miscellaneous Payments card in the 'AP
Payment Entry' app. You need misc payments for miscellaneous expenses (like un-invoiced payments
for products or services used in the company’s operation). As for prepayments, you typically generate
them for a contract agreement when AP invoices are not available. Here, you can also enter taxes that
apply to the (pre)payments.

The routine that follows assumes that you already have a payment group and payment
details. Please refer to the Entering Payments article for more details.

In this article, we will cover:

l Adding a misc payment/prepayment

l Adding taxes to the misc payment/prepayment

Adding a Misc Payment

1. In the 'AP Payment Entry' app, select your group and click on a Payment Number link.

The Payment Details card displays.

2. Scroll down to locate the Miscellaneous Payments card and expand it.

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 3. On the card, select New Miscellaneous Payment.

4. Enter the payment amount in the Gross Amount field and, if necessary, add the description of
the misc payment/prepayment in the Description field.

5. If this is a prepayment, select the Pre-Payment check box. This indicates the amount you enter is
a pre-payment that you will send to the supplier.

If you are creating a prepayment, you can also specify the following:

l Contract/Reference - Contract or reference number.

l Ref PO - Reference purchase order number for the prepayment. You can search for it using
the context menu in the field.

6. Select Save.

Adding Taxes to the Misc Payment/Prepayment

1. To add a tax to the misc payment/prepayment, select the Miscellaneous Payment > Tax node in
the Nav tree.

205 December, 2023

2. Select the required tax liability (the tax region for the current payment) from the drop-down.

If the liability has multiple taxes, the app calculates and populates them in the Tax Lines grid. If
it doesn't and you add/change the tax lines manually, the Manual Tax Update check box
appears. It is on by default.

You can manually clear this check box. The app then re-calculates the taxes
according to the Tax Liability you selected and you lose all manual updates after
you save the changes.

3. Select a tax ID.

The app calculates the tax amounts based on the payment amount and the tax percentage set
for the selected ID.

4. Select Save.

206 December, 2023

Selecting Invoices for an AP Payment Group
Quickly select invoices for an AP payment group and generate payments them using the Select
Invoices option of the landing page Overflow menu in AP Payment Entry. The application
searches for all the open invoices and selects the records that match the criteria you set up. Various
check boxes help you limit or expand the search.

If you want to add invoice payments individually, refer to the Adding an Invoice Payment
section of the Entering Payments article.

1. After you add the payment details, from the Details page, go back to the landing page of the
application. To easily do that, select AP Payment Entry in the crumb bar in the top left corner of
the page:

2. On the landing page, highlight the group you want to select the invoices for. From the landing
page Overflow menu , select Select Invoices.

3. Now, select the invoices manually in the Invoice Payment Selection card or filter the search.

By default, the system displays the invoices based on the payment method of the payment
group. The payment method of each invoice displays in the grid, as well as their Bank/Remit To
ID and Bank/Remit To Name.

l If the Bank/Remit To ID is set on the invoice, a payment is created with this bank
regardless if this bank is primary or not for the supplier.
l If the Bank/Remit To ID is not set on the invoice and the supplier has a primary bank
defined, a payment is created with this primary bank.
l If the Bank/Remit To ID is not set on the invoice and the supplier has no primary bank
defined, the application creates a payment with the first selected supplier's bank that has
the same payment method as on the group. If such a bank does not exist, it creates a
payment with the first selected supplier's bank regardless of its payment method.
l If the Bank/Remit To ID is not set on the invoice and the supplier does not have any bank
defined, the applications creates no payment and you get an error message.

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Tip: You can select/clear all invoices by using the check box in the upper left corner:

1. In the Invoice Payment Selection panel, select Filters.

2. If you want to filter all the invoices for a specific due date, enter it. The application returns
all invoices due on or before this date. By default, the field displays the group’s Payment
Date.

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3. Select the applicable check boxes to:

l Consider Discount Dates - Limit the results to invoices with discount dates on or
after the specified due date, select the check box. If you select it. also specify the
Discount Horizon date. The system will include the invoices which discount dates
are before or on the Discount Horizon date you specify.
l Exclude Invoices with Zero Discount - Exclude invoices with zero discount
amounts or with an AP invoice discount date earlier than the payment date.
l Include Invoices without Payment Method - Include invoices without a payment
method
l Include Invoices with Letter of Credit - Include invoices linked to letters of credit
l Include Future Due Debit Memos - Include debit memos with future due dates.
4. If necessary, select specific payment methods, supplier groups, invoice currencies, or
suppliers to include in the search.

209 December, 2023

 5. Select OK.

You return to the Invoice Payment Selection panel, the grid fills with the records that you
filtered for. There you can select some or all of them.

Debit Memos are always selected for payment, and you can't filter them
through the criteria you define. If this creates a negative check, you need to
delete the records that cause this amount before you process the payments.

4. To enter payment amounts against the invoices you selected, in each invoice's Gross Payment
field (scroll right to find it), enter the required amount.

5. If a discount is available for this payment, it appears in the Disc. Taken field. If you need, change
this amount. If you do this, the Net Payment amount changes respectively.

6. When done, select OK. The new entry appears in the grid on the Current Payments In Process
card. If necessary, you can open it's Details page and adjust/review the invoice payments that
you added. They will be available on the Invoice Payments card. There you can also go into
details for each invoice, specify their legal numbers and taxes, if necessary. To learn more about
the process, refer to the next sections of this article.

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 Only a specific number of invoices can be printed on a single check stub. If you
select more invoices than a check can handle, the application creates two or more
checks when it processes these payments. This can result in a negative check,
which you can't print or post. If this happens, rearrange your payments so that you
create a positive check amount.

Tip: You can not only mass add, but also mass delete the payments. To do that, in the Current
Payments In Process grid, highlight the check group that you want to delete and select Mass Delete
from the Overflow menu. This removes all the payments in this check group. Note that you can't delete
a payment that you have already posted to your GL accounts. If you post a payment in error, you will
need to create an offsetting entry to correct it.

Enter overview information here. Content should be conversational and contain program name.

Use the of the application to view existing (Replace) or to enter a new one.

In this article, we will cover creating (Replace).

1. From the main menu, navigate to Module> Update navigation path.

2. Select New to add a new (Replace).

3. Add additional steps here.

4. Select Save.

211 December, 2023

Processing Payments
When you finish entering your payments, process them using the Process Payment command of the
Overflow menu in the AP Payment Entry app. Use this option to print checks or create electronic
payments files for all payments within the current group. For 'Electronic File Transfer' payments, this
process creates an electronic bank export payment file. The options available in the application depend
on the 'Payment Method' you select for the payment group.

If the payment method is for electronic payments, you must also select the Bank Export File you use to
receive the payment information. Each payment automatically has a Remittance Advice Number printed
on it. For the electronic payment processing, the following options are available:

l Print - Assigns payment numbers, generates electronic file, and prints remittance advice, all at
once.
l Generate Only - Assigns payment numbers and generates an electronic file.
l Print Preview - Previews remittance advice, once either the Print or Generate Only process is
complete.

If the payment method is for manual checks, the app prints the checks in alphabetical order by supplier
name. If there is no room to print out all the invoices being paid to a supplier, the application splits the
payment and automatically generates a second check.

You can't change check records after they are printed. If there is an error, you need to
delete the check.

In this article, we will cover processing a payment.

1. In the AP Payment Entry, from the Overflow menu , select Process Payments.

The Process Payments panel opens.

212 December, 2023

2. Specify the required parameters of the process.

l Payment number currently loaded - Number of the payment to include in the checks or
payment file. If you want to use a different payment, select the Override Payment check
box and enter the number you want to load.
l Override Payment - Select this check box and enter the first payment number in the run
in the Payment number currently loaded field. Kinetic will give a sequential number that
begins with this value to every check or EFT (electronic file) in the run.
l Payment Date - Date the application will print on the checks and displayed on the
electronic payments. By default, the group’s payment date displays in this field. If you
need, you can change this value to any date - as long as it is within an open period.
l Fiscal Year - Fiscal year assigned to these payments.
l Fiscal Year Suffix - Fiscal year suffix assigned to these payments.
l Period - Fiscal period assigned to these payments.
l Form - Form to generate through this payment process. It can be Check, Remittance, or
Both. The payment method determines the available options.
l Bank Account -Bank account where the systems will pull the payment amounts. When you
post these payments, the Cash account selected within the bank account record is used to
record the payment transactions. The default file originates from the payment method.
l Bank Export File - File used to send all electronic payments in the current group. This field
is available for electronic payments only.

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3. Select Print.

It assigns payment numbers, generates electronic file, and prints remittance advice. You can also
select Generate Only using the panel's Overflow menu to assign payment numbers and
generate an electronic file without printing. Or, you can select Print Preview to view once the
'Print' or 'Generate Only' processing is complete.

If you made a mistake or the information is populated incorrectly, you can reset the
payment processing.

214 December, 2023

Resetting Payments Processing
Reset the payments processing for the current payment group when information is not populated
correctly using the Reset Process Payments option of the Overflow menu in the 'AP Payment
Entry' app.

For electronic payments, this process is only valid after you run Process Payments but
before you post them. You cannot change payments that are posted. If you need, use the
Void Payment Entry program to cancel an incorrect check amount.

In this article, we will cover resetting payments processing and rerunning it.

1. In the AP Payment Entry app, if applicable, make any necessary changes to the payments in the
group to correct the errors.

2. When done, from the Overflow menu , select Reset Process Payments.

3. Select Yes to the warning message that displays.

4. To rerun the processing, from the Overflow menu , select Process Payments.

5. In the Last Good Payment number printed field, enter the final remittance advice number that
printed correctly.

If you need to reprint all the remittance advice numbers, enter 0 in this field.

You print a group of payments numbered '1550' to '1600'. After payment number '1570' is
printed, your printer runs out of ink. You need to reprint the payments '1571' through '1600'.
After you replace the cartridge, you select Restart Process Payments and enter 1570 as Last
Good Payment Number printed.

6. Then, in the Payment number currently loaded field, enter the number from which you want
the remittance advice numbers to start.

The application calculates this value by finding the highest payment number on file within the
bank account and then adding a 1 to it. If this number is not what you want to use for the first
reprinted payment, enter a different number. When you restart printing, the application prints all
payments that have numbers higher than the Last Good Payment Number printed value. It also
assigns new payment numbers, starting with the Payment Number Currently Loaded value.

215 December, 2023

7. If necessary, select the Bank Export File option to find and select a different export file. You use
this file to process electronic payments.

8. Specify the report options, if necessary.

l Output Format - Format for the output.

l Report Style - Report style option you want to use.
l Schedule - Schedule you use to print the report. If you select something other than Now,
the Recurring check box is available.
l Recurring - Select this check box if you want the report to run on a repeating basis. The
check box is only available if you select a schedule other than Now.
l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.
After the Archive Period passes, the system purges the report. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number
of days set in the report's Archive Period, and the Report Purge Frequency setting. The
Report Purge Frequency is defined in the System Agent within its Task Agent Purge
Settings.

l User Description - Description of a specific report run. It displays in the System Monitor.

216 December, 2023

Posting Payments
Post the AP payment transactions within the general ledger (GL) using the Post option of the Overflow
menu in the AP Payment Entry app. Run the posting after you process the payments and verify
that all checks print correctly.

Kinetic pulls the GL Account numbers used for the payment transactions from your 'AP
Account' and 'Bank Account' files. If you entered a manual check payment and selected a
different GL account distribution, the post process will record the transaction within the
account you manually selected.

The following rules and conditions apply:

l You can't edit the posted payments. If you need to edit the posted payment, use Void Payment
Entry to cancel the incorrect amount.
l You should only run the process after you have both printed and verified that your check
payments are correct.
l If an error occurs during posting and the payment did not post, review the generated posting log
that stores information related to the process.
l You can add multiple payments to the payment group.
In this article, we will cover posting the payment group.

1. In the AP Payment Entry app, select Post.

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Printing the Remittance Advice Report
Print the Remittance Advice for all or some payments in a check group using the Print Remittance
Advice option of the Overflow menu in AP Payment Entry. You can print the form for all the
payment types if you assign a check number to each payment within a group.

The remit to (address) details print on the remittance advice, including the Bank/Remit To ID. Printing
of remittance advice for manual payments is optional. You can still post a group without printing a
remittance advice.

You can post a Payment Entry group without printing the Remittance Advice form.

In this article, we will cover printing the Remittance Advice report.

1. In the 'AP Payment Entry' app, select Print Remittance Advice.

2. Specify the report parameters.

l Filter - Informs you whether you used filters or not. After you select a specific filter option,
the fields located in this pane display values depending on whether you filtered (Some
Selected) or you did not (All Selected).
l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.
l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.
After the Archive Period passes, the report is purged from the system. When a report is
exactly purged is determined by a combination of the date/time the report generates, the
number of days set in the report's Archive Period, and the Report Purge Frequency setting.
The Report Purge Frequency is defined in the System Agent within its Task Agent Purge
Settings.

l Recurring - Select this check box if you want the report to run on a repeating basis. The
check box is only available if you select a schedule other than Now.

218 December, 2023

 l User Description - Describes a specific report run. The entered description displays in the
System Monitor.

3. Select Print Preview or Client Print.

219 December, 2023

Generating the Edit List Report for a Payment
Group
We recommend you to print out/preview the Group Edit List report before you process the payments
to verify that the payments are correct.

Before you print the report, define your selection parameters or select a specific Book ID that you want
to display on the report. You can select a different set of options for each report, depending on the data
you want to display.

1. In the AP Payment Entry app, search for the group with the payment(s).

2. Select Print Group Edit List.

The Payment Entry Group - Edit List Report panel opens.

3. Search for and select the book that you want to include in the report.

4. Expand the Advanced card to specify the report parameters.

220 December, 2023

 l Report Style - Report style you want to use to run this report.
l Output Format - Format for the output.
l Schedule - Schedules when you want to print the report. If you select something other
than Now, the Recurring check box becomes available.
l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.
After the Archive Period passes, the report is purged from the system. When a report is
exactly purged is determined by a combination of the date/time the report generates, the
number of days set in the report's Archive Period, and the Report Purge Frequency setting.
The Report Purge Frequency is defined in the System Agent within its Task Agent Purge
Settings.

l User Description - Description of a specific report run. The entered description displays in
the System Monitor.
l Recurring - Select this check box if you want the report to run on a repeating basis. The
check box is only available if you select a schedule other than Now.
5. Select Print Preview or Client Print.

221 December, 2023

Editing and Creating Payment Batches
Edit existing payment batches, create new batches and move payments from one batch to another in
Payment Batch Maintenance.

This application is also available from Bank Statement Processing. There, expand the
Unmatched Transactions card, select a batch or a payment from it, and select the Batch
option from the Overflow menu.

If a payment batch you are working with is locked, you can unlock it in the Unlock Batch application.

Use the landing page of the application to view and select existing batch IDs or to enter a new one.

In this article, we will cover:

l Editing an existing payment batch

l Creating a new payment batch

Editing an Existing Payment Batch

In a batch, you can adjust the batch date, move payment to another batch, and also add and delete
payments.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Payment Batch Maintenance.

2. In the grid, select a batch that you want to edit.

3. Adjust Batch Date, if necessary.

4. If you need to move a payment from this batch to another one, expand the Payments card,
select the payment in the grid, and select Move Payments from the grid Overflow menu .
Then, in the Search panel that opens, search for and select the batch where you want to move
the payment and select OK.

5. If you want to add a payment to the batch, select New and add as many payments as you
need. The application adds the payments to the batch and you can see them in the grid.

1. Select the payment you want to delete in the grid.

2. From the grid Overflow menu , select Delete. To the confirmation message, select Yes.

222 December, 2023

 If you delete all payments from the batch, they all become individual.

6. Once done editing the batch, select Save.

Creating a New Payment Batch

1. On the landing page of Payment Batch Maintenance, select New to add a new batch.

2. In the panel that opens, enter the Batch Reference number and select OK. You can also select
Next Reference - then the system will automatically generate the next consecutive reference
number.

3. Select the bank account where the data is reconciled.

4. If necessary, adjust the batch date.

You can review the following fields on this card:

l Bank Currency - Batch bank currency.

l Reconciled Date - Date of reconciliation.

223 December, 2023

 l Statement - Number of the bank statement this batch is matched to.

l Total Cash - Total amount of the batch.

l Interface-Generated - Indicates whether this batch was generated by an electronic

interface.

l Status - Batch status. The following options are available:

Status Description

Preliminary You haven't posted at least one of the payments in the batch

Ready for reconciliation You have posted all payments in the batch

Reconciled Pending The batch is matched to the statement

Reconciled The statement to which you matched the batch is posted

5. Select Save .

6. Expand the Payments card to add the required payments to the batch. Once you select New
, the panel opens and displays all payments which you can potentially add to this batch. If
necessary, you can filter the records for easier selection. All payments in the list meet the
following requirements:

l The payment and the batch have the same bank account.
l The payment is individual (not a batch already).
l The payment is not matched, voided or reconciled.

224 December, 2023

1. On the Select Payments panel, on the Selection card, select Filter.

Alternatively, you can use the Funnel icon .

2. Specify the period of the payments in the From and To fields.

3. If necessary, enter what the check reference must start with.

4. On the Filter card, select Supplier to search for the suppliers you want to include in the
filter.

225 December, 2023

 5. Select OK.

Select OK after you select all the payments you want to add.

7. If necessary, review the payments in the grid on the Payments card.

8. Select Save .

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Entering AP Payment Instruments
Enter instruments applied to supplier invoices at a later date in Payment Instrument Payable Entry.
This allows you to track and control promissory notes, post-dated checks, and other future-dated
payment instruments (PIs).

You often need to enter a PI when you receive a promissory note with an Accounts Payable (AP) invoice.
Payable instruments result in the withdrawal of funds you need to pay the debt. You can also use
Payment Instrument Payable Entry to endorse AR payment instruments as a payment of supplier's
invoices.

Payment instruments are financial transaction methods used in different localities. Examples of
payment instruments include promissory notes and post-dated checks. You run the Payment
Instrument functionality to track each instrument, from initial generation or receipt to clearance or
settlement.

Use this application to:

l Track resulting movements and value changes for audit and credit control purposes.
l Void instruments (which re-opens the invoice(s) to which the payment instrument was applied).
l Change how you use payment instruments. For example, the company pays one of the invoices
covered by a promissory note in cash. You can use this application to allocate the note payments
to a different payable.
l Reflect on tax consequences. This can include journal generation to reflect the payment of taxes
due on a final settlement or cash movement.
The system allows you to configure the process to reflect the laws governing these instruments. Some
countries require that the cash account for your company always reflect the value that is truly in the
bank. Other countries place the check amount into a holding account, which is reduced when the bank
reconciles the statement.

In addition, you can:

l Generate immediate payment for AP invoices paid by promissory notes.

l Negotiate of one payment instrument to other suppliers as payment for other invoices.
l Use of a check, credit card, purchase card, debit card, or Electronic Funds Transfer (EFT) to send
payments to a supplier.
For example, a company receives three supplier invoices for $1,500, $500, and $2,000, and a promissory
note for $4,000. The company enters and posts the invoices in AP Invoice Entry and the promissory
note in Payment Instrument Payable Entry.

227 December, 2023

The promissory note specifies the bank accounts used for withdrawal and deposit, defines the payment
schedule, and lists the invoices to which the promissory note applies. As a result, the system does the
following:

l Marks the invoices as paid when the promissory note is posted. General ledger movement does
not reflect bank fees resulting from note entry.
l Treats the promissory note the same as any other payable.
l Reflects any bank fees owed in connection with the note.
l Displays the note on the Aged Payables Report because it represents future-period payments.
l Displays withdrawals connected with the note as debits to the company bank account.
l Closes the note when the debt is paid. You cannot change a note once it is closed.

If you want to process invoices in Payment Instrument, their number must be no longer
than 46 characters.

The Kinetic version of Payment Instrument Payable Entry is only available for the
customers in the Kinetic Preview Program. For other customers, it will be available in the
upcoming releases. If you would like to participate in the program, please contact your
Customer Account Manager.

Use the landing page of the application to review groups and AP payment instruments related to them
or to enter a new one.

In this article, we will cover:

l Creating Entry Groups

l Adding Payment Instruments
l Selecting Invoices for Payment
l Allocating Amounts to Invoices
l Entering Bank Fees
l Reviewing PI Endorsements
l Using Payment Instrument Options

Creating Entry Groups

Create or select any existing entry group for batch processing of instruments, and review unposted PIs
for a group using the Groups card.

228 December, 2023

 1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> AP Payment Instrument.

2. Select New in the Groups card to create a new group.

3. Enter the identifier for the payment instrument group.

4. Specify a bank account for the company.

5. Select the currency of the bank account.

6. Set the default transaction date for instruments that belong to the group in Prom. Note Date.

7. Select the rate the application applies when the instrument uses a currency that differs from the
currency of the bank account using the Rate Type field.

8. Select Save.

Adding Payment Instruments

Add instruments applied to supplier invoices at a later date using the Payment Instruments card. This
allows tracking and credit control for promissory notes, post-dated checks, and other future-dated
payment instruments.

1. In the Groups card, highlight a group that you want to create a payment instrument for and
select New in the Payment Instruments card.

2. Specify the supplier.

229 December, 2023

3. Select a PI type and PI status.

4. Select the default document type or a new one.

5. Enter the Payment Instrument ID and Description fields to identify the instrument.

6. Specify the transaction date for the instrument. This sets the apply date for the instrument. The
application uses this date and the terms associated with the selected supplier to determine the
payment schedule.

7. Select the bank in the Supplier's Bank/Remit To Information section. By default, the field
displays the bank associated with the selected supplier. This is the bank where the application
deposits payments from.

8. Review the bank account fields in the Company's Bank/Remit To Information section. This is
the bank the application withdraws payments to.

9. Edit a supplier or company address specific to the instrument using the Info card.

The default information on this card originates from Supplier Maintenance and Company
Maintenance.

230 December, 2023

 10. Select Save.

Selecting Invoices for Payment

Select invoices for payment using Select Invoices from the Overflow menu. You can select invoices
for payment in the Invoice Payment Selection panel.

The application unites only PIs for invoices with the same supplier name and the same
bank/remit to ID. Invoices with no bank/remit to details are combined with items that
have the supplier's primary bank/remit to ID.

1. Select Invoices from the Overflow menu.

2. Select supplier groups and payment methods you want to select for payment.
3. Select Apply.
You can also link several payment instruments to a selected AP invoice using the Select Invoice to
Apply to a Group option from the Overflow menu.

231 December, 2023

Mass delete all invoices for a group at the same time using Mass Delete PIs from the Overflow menu.

The application does not delete invoices that have errors.

Allocating Amounts to Invoices

Delete invoices selected on the Invoice Selection card and adjust amounts allocated to them using
Allocated Invoices.

1. Select a payment instrument in the Payment Instruments card.

2. Select New to create a new invoice payment.

3. Enter the invoice number.
4. Specify the gross value.

5. Select Save.

Entering Bank Fees

Enter bank fees that apply to the instrument using the Bank Fee card.

1. Expand the Bank Fee card and select New in the Bank Fee card to create a new bank fee.

2. Search for the bank fee that applies to the instrument.

3. Enter the bank fee amount in the currency of the instrument.

232 December, 2023

 4. Select the default GL account or search for another one.

5. Select Save.

Reviewing PI Endorsements
Review endorsed AR payment instruments details using the Endorsed PI Receivable card.

1. Select a payment instrument in the Payment Instruments card.

2. Select New in the Endorsed PI Receivable card to create a new PI endorsement.

3. If you want to change a status, select it from the New Status drop-down.

The New Status drop-down contains only PI statuses with the Endorsed to
Supplier stage.

4. Select a document type for endorsed AR PI movement.

5. Return to the Header card and change the payment instrument ID and its description if you want.

6. Select a supplier and a payment instrument type for the payment instrument.

The Type drop-down contains only PI types with the Endorsed initiation.

7. Select a payment instrument status.

The Status drop-down contains only PI statuses with the Endorsed from Customer

233 December, 2023

 stage.

8. Select Save.

Using Payment Instrument Options

After you created an AP PI, you can also:

l Print PIs
l Post PIs
l Print Edit List
l Assign Legal Numbers
l Void Legal Numbers

234 December, 2023

Printing the AP Payment Instruments Report
Print the selected payment instrument in a format you define using the Print Payment Instrument
option from the Overflow menu in Payment Instrument Payable Entry. The Payment Instrument
Report application that displays allows you to restrict the information you print.

You can select the Assign Legal Number check box to generate a legal number using the information
defined in the legal number definition according to the document type of the payment instrument.

The payment instrument printout includes the Remit To/Bank information, so you can send it to the
correct pay to address.

In this article, we will cover printing the AP PI report.

1. On the landing page of Payment Instrument Payable Entry, select a payment instrument you
want to print a report for and select Print Payment Instrument from the Overflow menu.

2. Specify the report parameters on the Advanced card.

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.

After the Archive Period passes, the report is purged from the system. When a report is
exactly purged is determined by a combination of the date/time the report generates, the
number of days set in the report's Archive Period, and the Report Purge Frequency setting.
The Report Purge Frequency is defined in the System Agent within its Task Agent Purge
Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the
System Monitor.

3. Select Print.

235 December, 2023

Printing Edit List for AP Payment Instruments
Print the Edit List form from the Overflow menu in Payment Instrument Payable Entry to review
and print a list of all the payment instruments placed within the current entry group.

In this article, we will cover printing Edit List for AP payment instruments.

1. In Payment Instrument Payable Entry, select a group you want to print an edit list for on the
landing page and select Edit List from the Overflow menu.

2. Specify the report parameters on the Advanced card.

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than
Now, the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The
default is 0 Days, meaning that the report will be deleted from the monitor shortly after
being printed.

After the Archive Period passes, the report is purged from the system. When a report is
exactly purged is determined by a combination of the date/time the report generates, the
number of days set in the report's Archive Period, and the Report Purge Frequency setting.
The Report Purge Frequency is defined in the System Agent within its Task Agent Purge
Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the
System Monitor.

3. Select Print.

236 December, 2023

Assigning and Voiding Legal Numbers for AP PIs
Assign and void legal numbers to an AP payment instrument using the respective options of the
Overflow menu in Payment Instrument Payable Entry.

In this article, we will cover:

l Assigning Legal Numbers

l Voiding Legal Numbers

Assigning Legal Numbers

If you set the generation type for the document type to Manual in Legal Number Maintenance, you
will need to manually assign a legal number sequence to your payment instrument payable. If you set
the generation type to Automatic, the system automatically assigns a legal number sequence based on
your settings.

You cannot assign a new legal number to the document if an existing legal number is
assigned to it.

1. Select a payment instrument in the Payment Instruments card on the landing page. The
application shows all invoices for this payment instrument.

2. Select an invoice from the Invoices grid in the Invoice Selection card.

3. Select Assign Legal Number from the Overflow menu.

4. Specify the required legal number element information and select OK.

The format of the legal number is based on the legal number format configuration
defined for the document type in Legal Number Maintenance.

Voiding Legal Numbers

You can also void a legal number assigned to a document using Void Legal Number from the Overflow
menu. You will need to specify a reason for voiding the number.

After the application voids a legal number, you can assign a new legal number.

237 December, 2023

 If you set voiding for the legal number format as Automatic Voiding in Legal Number
Maintenance, the legal number voids automatically when you delete the payment
instrument payable.

1. Select a payment instrument in the Payment Instruments card in the landing page. The
application shows all invoices for this payment instrument.

2. Select an invoice from the Invoices grid in the Invoice Selection card.

3. Select Void Legal Number from the Overflow menu.

4. Enter a reason in the Void Reason field and select OK.

The application voids a legal number from the invoice and changes the status to Not Printed.

238 December, 2023

Creating a Payment Instrument Type
A payment instrument is an electronic or paper-based method used to transfer funds, like a promissory
note or a future-dated check. Create different types of payment instruments that you use in Payment
Instrument Type Maintenance.

This program is only available if you have the Payment Instruments module license.

Use the landing page of the application to view existing payment instrument types or to enter a new
one.

In this article, we will cover creating a payment instrument type.

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Payment
Instrument Type.

2. Select New to add a new payment instrument type.

3. In the Type field, enter an ID for the payment instrument type.

4. In the Description field, enter the type's description.

5. From the Use In drop-down, select in which modules you want to use this payment instrument
type: AR or AP. Your selection here determines the availability of the Accounts Receivable or
Accounts Payable fields on this page.

l Accounts Receivable – Use the fields in this section to indicate whether a customer bank
record is required. Then enter Company Bank ID, Electronic Type Code, and select an
option for First GL Update Stage.
l Accounts Payable – Use the fields in this section to indicate whether a supplier bank
record is required. Then select options for First GL Update Stage and Status Codes.
Select either Check or Other from the Type drop-down.
6. Now set the Initiation field to Generation, Received, or Endorsed. When you enter a payment
instrument, the setting in this field determines which fields in the entry application are enabled.

l Generation – When you print an invoice which has a payment method for generated
payment instruments, you can generate a payment instrument within the invoice entry
aplication.
l Received – When you enter a payment instrument for a document you have received from
a customer or supplier, you enter the payment instrument via Payment Instrument Entry.

239 December, 2023

 You cannot enter a payment instrument in the invoice entry application if the invoice has a
payment method for received payment instruments.
l Endorsed – When you use an AR payment instrument as an endorsed payment of a
supplier's invoice in an AP payment instrument. This initiation is available only for an AP
payment instrument type.

7. Select the Default check box to make this payment instrument type the default one.

8. Select Save.

240 December, 2023

Defining Payment Instrument Statuses
Payment instruments are financial transaction methods used in different localities. Examples of
payment instruments include Promissory Notes and Post-Dated Checks. As a payment instrument (PI)
moves through your business flow, it goes through a number of stages that indicate its progress. Each
stage can contain multiple levels, or statuses, required for your financial processes. For example, in the
AR Portfolio stage, you can have a Portfolio Signed status and Portfolio Posted status.

Run Payment Instrument Status Maintenance to define the statuses available for each of the
payment instrument pre-defined stages.

Use the landing page of the application to view existing statuses or to enter a new one.

In this article, we will cover:

l Defining Payment Instrument Statuses

l Linking Statuses to GL Control

Defining Payment Instrument Statuses

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Payment
Instrument Status.

2. Select New to add a new status.

3. Enter the status and its description.

The status is a unique identifer, for example, 001. The description must indicate the
purpose for the status, for example, AP Portfolio.

4. From the Use In drop-down list, select whether this status is used for either AP or AR.

5. In the Stage field, select the pre-defined stage available for accounts payable. Available AP stages
are:

l Portfolio - Used when a signed document has been received (Signed status), or an AP
invoice has been reduced by the allocation from the Payment Instrument (Posted status).
l Settled - Used when the cash is defined as paid.
l Cancelled - Used when you return or cancel Payment Instrument, and all accounting
movements are reversed.

241 December, 2023

 6. Optionally, enter the Electronic Bank Code this status uses. Enter this value using the electronic
remittance format required for the bank code applied for your payment instruments.

7. Select Save.

Linking Statuses to GL Control

Expand the GL Control card to link the GL control type and GL controls you need to associate with this
payment instrument status.

The general ledger (GL) control or controls selected on this GL Control card determine the accounts and
journal codes used to post transactions to which the record applies.

You can associate one or more GL controls with a record in this setup program. Each control associated
with a record must belong to a different control type. The association allows the use of control values
when the record applies to a posted transaction.

The general ledger (GL) control or controls selected on this GL Control card determine the accounts and
journal codes used to post transactions to which the record applies.

Example: The AR Account and AP Account GL control types reference the company entity. You define
GL controls based on both types and apply them to Company A in Company Configuration. A
transaction that belongs to Company A then posts using the account hierarchy set up for this specific

242 December, 2023

transaction for the Company A business entity. Posting rules use the controls' account references to
create the accounts for the company's journals.

You cannot associate GL controls with programs where users select posting accounts when they enter
transactions. Examples of this type of program include AP Adjustment and Cash Receipts. The Master
Chart of Accounts (COA) defines the accounts available in these programs.

1. On the GL Control card, select New.

2. Select the GL control Type that contains the account contexts you need.

3. Next use the Control field to enter a GL control contained by the selected GL control type.

4. Continue to add the GL control types you need for the current company. When you finish, save
the changes.

243 December, 2023

Using Payment Instruments Status Change
Change the status of a selected payment instrument using Payment Instrument Payable Status
Change. Select a payment instrument in this application to view all of its details. Most of the
information cannot be changed here, but you can modify the due date information and description
fields in the header.

You may also need to enter a general ledger journal entry to move the payment instrument balance if
one of its associated stages has a posted status and the old and new posting codes are different.
Because of this, you may also be required to create a new legal number for the status change.

Use the landing page of the application to select from existing payment instruments.

In this article, we will cover changing the status of a payment instrument.

1. From the main menu, navigate to Financial Management > Accounts Payable > General
Operations > PI Status Change.

2. Select a payment instrument in the ID column. The Header page displays.

3. If necessary, change the description of the payment instrument in the Description field and the
due date.

4. To change the status, from the Overflow menu, select Status Change. The Status Change
window displays.

5. Select the PI Status drop-down list and select the status you need.

6. You can also change the payment instrument type by going to the document type drop-down list
and selecting the new type.

244 December, 2023

 7. Select OK to close the Status Change window.

To review other information:

l Expand the Allocate card to view a list of invoices associated with an instrument.

l Use the Invoice Detail card to view details of an invoice selected from the Allocate card Invoices
grid.

l Go to the Info card to view a customer or supplier address specific to an instrument.

245 December, 2023

l Use the Bank Fee card to review bank fees and bank fee taxes that apply to the instrument.

246 December, 2023

Defining Custom Tax Algorithms
Set up various types of algorithms for tax calculating using Custom Tax Algorithm Maintenance.

The standard tax algorithm multiplies the net amount after a discount by the applicable tax rate. In
some cases you may need other algorithms, like when one tax is based on the net value plus another
tax (piggyback taxes). When setting custom algorithms, you can define how the taxes are calculated and
the base value used for the calculation.

The app you also helps you associate custom algorithms with tax types.

Use the landing page of the application to view existing algorithms or to enter a new one.

In this article, we will cover defining a tax algorithm.

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Custom Tax
Algorithm.

2. Select New to add a new algorithm.

3. On the Header Detail card, enter the algorithm identifier and its description.

4. On the Сustomer Tax Algorithm Lines card, select New .

5. In the Line column, select the line. The Line Detail card displays.
6. Select the first operand you need from the Operand 1 drop-down list.

Available options are:

l NV – Net value (price after discount excluding taxes).

l GV – Gross value (all calculated taxes are included).
l SV – Sales value (before discount, excluding taxes).
l TE – Tax amount after exemptions, tax type is defined in operand 3.

247 December, 2023

 l Lxx – Result of expression in line xx.
l PT – Payment total amount.
l PI – Payment proportional amount. The paid amount is proportionally split to the
underlying invoice lines. The tax is calculated based on those tax categories.
l n – Numeric constant.
7. From the Operator drop-down list, define the Operator you want to use to calculate this detail
line.

Available options are:

l + - Add operand 1 and operand 2.

l * - Multiply operand 1 with operand 2.
l / - Divide operand 1 with operand 2.
l - - Subtract operand 2 from operand 1.
l % - Calculate operand 2 as a percentage value of operand 1.
l > - Logical expression: If operand 1 is greater than operand 2, the line value is defined by
operand 3, else by operand 4. This operator is disabled if operand 1 or 2 is TA or TE.
l < - Logical expression: If operand 1 is less than operand 2, the line value is defined by
operand 3, else by operand 4. This operator is disabled if operand 1 or 2 is TA or TE.
l = - The expression result is equal to operand 1.
l TR - Calculate tax rate as defined by tax liability and product tax category.
8. Select the second operand you need from the Operand 2 drop-down list. These options are the
same as those on the Operand 1 drop-down list.

Available options are:

l If the value of Operand 1 is not TE or TA and the Operator value is > or <, the Operand 3
drop-down list is available. These options are the same as those on the Operand 1 drop-
down list.
l If the Operator value is > or <, the Operand 4 drop-down list is available. These options are
the same as those on the Operand 1 drop-down list.
l If the Operand 1 value is TE or TA, you can select a sales tax code from the Operand 3 Tax
drop-down list.
l If the Operand 2 value is TE or TA, you can select a sales tax code from the Operand 4 Tax
drop-down list.

248 December, 2023

 9. Select the Base Line check box to indicate that this algorithm will be used as the taxable base
amount; if you select Tax Line check box, it indicates this algorithm will be used as the tax
amount.

10. Select Save.

249 December, 2023

Setting Up Tax Authorities
You set up tax authorities if different counties report taxes to separate county authorities, based on
where the customer or supplier is located. For example, India uses the Goods and Services Tax (GST) to
charge the supply of goods and services, while Canada applies the PST tax when a taxable good or
service is purchased, acquired or brought into B.C. To charge taxes for these country-specific
transactions, you must create a tax authority code in Tax Authority Maintenance. You then use
Customer Maintenance or Supplier Maintenance to assign tax authority codes to a customer or supplier.

To create tax authority codes:

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Tax
Authority.

2. Select the New icon.

3. Enter the tax authority code and description.

4. From the Overflow menu , select Save.

If you want to deactivate the record, select the Inactive check box.

To learn more about the deactivating function, refer to Deactivating a Record.

250 December, 2023

Adding Tax Jurisdiction Codes
Add special tax codes that define jurisdictions (authorities) in which you report taxes in Tax
Jurisdiction Maintenance. Tax jurisdictions are the governance or authority that grants the power to
tax a particular tax type, based on where the customer or supplier is located. Associate each jurisdiction
you specify with at least one tax type in Tax Type Maintenance.

Use the landing page to view existing tax jurisdiction codes or to enter a new one.

In this article, we will cover creating tax jurisdiction codes.

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Tax
Jurisdiction.

2. Select the New icon to create a new tax jurisdiction code.

3. Enter the code identifier for the tax jurisdiction and its description. It must be an AFIP (public
revenue federal agency code) of a province. Refer to the Province Entry section for details.

4. Specify the tax linked to the jurisdiction.

5. Select Save.

251 December, 2023

Adding Tax Report Category Records
Use Tax Report Category to enter tax report category records. These categories are a simple table with
a code and a description. They are assigned to tax types and used as selection criteria when printing tax
reports.

To create a tax report category record:

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Tax Report
Category.

2. Select the New icon in the upper right corner of the page.

3. Enter Report Category and its Description.

4. Select Save.

252 December, 2023

Creating a Product Tax Category
You can define categories to create exemptions for a tax rate in Product Tax Category. Use the
category records to apply exemptions throughout the application. Product tax categories and tax
liabilities together determine the taxes and tax rates that are applied to company transactions.

Categories can also set a default tax rate for a type of product or service. This setting overrides the
default rate set for the tax type that contains the rate. You create rate codes in Tax Type Maintenance,
but you can override these values in this app.

Use the landing page of the application to view existing product tax categories or to enter a new one.

In this article, we will cover:

l Entering a product tax category

l Entering tax rates for a production tax category

Entering a Product Tax Category

1. From the main menu, go to Financial Management > Accounts Payable > Setup > Product Tax
Category.

2. Select New to add a new tax category.

3. Enter a unique identifier for the tax category in the Category field.

4. In the Description field, enter additional information to identify the category plan.

5. Select the Default check box if you want to identify this product tax category as the default
option. This option then automatically displays on all Product Tax Category drop-down lists
throughout the application.

6. Select the Internal Usage Taxable check box to indicate parts that use this tax category are
subject to use tax.

This type of tax is levied in the United States. This internal corporate tax is self-assessed when a
product is purchased by a resident of the state that issues the tax. It does not affect the invoice
total, but it does affect the general ledger. Use tax strictly accounts for storage and consumption
of goods used internally by the company in a specific state (not for resale).

You can automatically generate use tax amounts through the Avalara® Tax Connect)
functionality. Use tax automatically generates whenever sales taxes are calculated

253 December, 2023

 through Avalara. After you define the use taxes that apply for your company,
Avalara automatically generates the use tax amounts.

7. If you want to prevent this product tax from generating Intrastat transactions, select the Exclude
from Intrastat check box. For example, you select this check box to indicate this product tax is
used for services. Intrastat transactions are then not generated for this tax.

8. Select Save.

Entering Tax Rates for a Product Tax Category

1. In the Tax Rate card, select New to add tax rates.

2. Use the Tax Type field to indicate the tax type record you want to link to the product tax
category if you need to over-ride the default tax rate defined on the tax type. You create tax types
in Tax Type Maintenance; review this previous section for more information.

3. Select the Rate Code you want to link to the tax type. The rate codes available for the selected
tax type display on this drop-down list; this code defines the rate used for the selected product
category instead of the default tax type rate.

254 December, 2023

4. Continue to add the tax rates you need. When you finish, save the tax category.

255 December, 2023

Entering Tax Liabilities
Enter tax liability records in Tax Liability Maintenance. A tax liability represents taxes a company
handles when they trade with customers and suppliers. These can be taxes liable due to both your
company’s tax status or the tax status of the customer or supplier.

Once you create liability codes, assign tax types to them. A tax type can contain rules that control the
level which the application calculates the tax on (line or total) and can apply exemptions available for
the tax.

To use this functionality, you need to first choose what location controls a liability. Then, you will use
Customer Maintenance or Supplier Maintenance to attach a default tax liability code to the customer
or supplier bill to and ship to addresses. The tax liability and the product tax category (which represents
what has been sold or purchased) combination determines the final taxes and rates for the transaction.

Tax liability is optional. If used, you can associate records in Customer Maintenance with
the appropriate tax region.

Use the landing page of the application to view existing tax liabilities or to enter a new one.

In this article, we will cover:

l Entering a tax liability

l Assigning tax types to liability codes

Entering a Tax Liability

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup > Tax
Liability.

2. Select New to add a new tax liability.

3. Enter a new code in the Tax Liability field and add its Description.

256 December, 2023

4. Select the applicable check box(es) to indicate that:

l Inside EU - You use the liability for sales or purchases inside the European Union.

l EU Third Party Trade - You need to report the sales related to this tax liability as the
third-party sales in the Sales List report.

l Tax Inclusive Pricing - You use the tax liability in tax inclusive pricing. Tax Inclusive
Pricing is a pricing method that adds tax costs to the Unit Price and Discount Amount
Values.

You can add withholding taxes to an AP invoice and purchase order when the tax liability is
marked as tax Inclusive. You can add the withholding tax for the AP invoice or purchase
order header only. This is common business for many countries.

When the tax liability is marked as Tax Inclusive Pricing, you can't add the Withholding
tax type for the tax liability marked as Used in AR. It is valid only for Used in AP. The
application calculates the withholding tax included in the tax liability on the AP
invoice/purchase order header level.

l Non-Taxable - You add no tax to the invoice.

l Use in AP, Use in AR - You use this tax liability in AP and/or AR.

l Tax Connect Calculation - You use the Tax Connect functionality for calculation.

For those who have purchased Tax Connect Use Tax (UT), you can use Tax Liability
Maintenance to create Use Tax calculation-capable tax liability codes to assign to your
suppliers. This automatically enables Use Tax calculations for AP invoices. Tax Liability

257 December, 2023

 codes are optional for Tax Connect Sales Tax (ST), which calculates sales taxes for your
customers' sales orders and for their AR invoices and credit memos.

Although you don't need tax liability codes for Tax Connect ST to calculate
sales taxes for customer transactions, you can use them to prevent
communicating non-US and non-Canadian transactions to AvaTax®.

l Recalculate IC AP Invoice Tax - You recalculate the taxes as the receiving company and
ignore the transferred taxes. This is especially useful when the AR invoice is zero-rated, or
when you need to apply tax exempt and the AP Invoice self-assessment taxes.

5. Select Save.

Assigning Tax Types to Liability Codes

After you enter a tax type, you need to enter the sales taxes to use with the liability. A tax type can
contain rules that control which level to calculate the tax (line or total) and can apply exemptions
available for the tax.

You can enter multiple tax types. Use the Move Up and Move Down icons to change the
sequence of the tax types you list. The application will use this sequence to take out the taxes.

To add a tax type to a liability:

1. Expand the Tax Types card.

2. Select New to add a new tax type to the liability.

3. Enter the tax ID for the sales tax you want to add.

258 December, 2023

4. From the Tax Method drop-down, select the tax method of this tax. The options are Document
Level and Line Level.

5. If you want to mark the tax as global and be able to send it out to other companies, select the
GlobalTaxRgnSalesTax check box.
6. If you want to disable this record from receiving global updates, select the GlobalLock check
box.

7. If necessary, select the type of exemption for the tax liability. The Percent field shows the
percentage of the tax that is exempt.

l No Exemption - No exemption defined.

l Reduced Base -The exemption is defined as a percentage that will reduce the taxable base
amount.
l Reduced Rate - The exemption is defined as a percentage that will reduce the derived tax
rate.

8. Select Save.

259 December, 2023

Creating Tax Boxes
Create tax boxes for tax returns in Tax Box Maintenance. Tax boxes hold the reporting values on the
returns and are usually referenced with a number.

You can use tax boxes with VAT tax statements, Australian BAS statements, and tax documents sent to
employees in the United States. Each tax box defines the default values you associate with rate codes in
Tax Type Maintenance. You can also enter the XML element that contains tax box data that is
transmitted electronically to the tax authorities.

The system uses the values you enter in Tax Box Maintenance as defaults for the tax boxes you select on
a rate code. However, you can override these values for a specific rate code or add multiple records to a
single rate code.

Use the landing page of the application to view existing tax boxes or to add a new one.

In this article, we will cover creating a tax box.

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup > Tax
Box.

2. Select New to add a new tax box.

3. Enter a value for the tax box in the Tax Box field. This value identifies the tax box in the
application processing. When you link a tax box to a rate code, the system uses the values
defined in the tax box record with the rate code. Then, add a description for the tax box in the
Description field.

4. Enter the .xml element that contains tax box data in the XML Tag field. This setting applies when
the statement on which the tax box appears is transmitted to authorities electronically. For
example, the Sales Tax Report and Sales List Report can use electronic interfaces for tax
reporting.

5. Enter any additional information for the tax box in the Comment field. Typically, this field
contains a longer description of how the system applies and reports the code.

260 December, 2023

6. Now, select a source from the Source Module drop-down. This defines the record type the
application uses for the origin of the tax box information.

7. Select the acquisition sequence for the tax box from the Line drop-down:

l Primary/Standard - The system creates this type of lines if typical charges apply to the tax
box.
l Secondary/Reversing - The system creates this type of lines if EU acquisition or reverse
charges apply to the tax box.
8. Specify the type of amount to use with this tax box in the Amount Type drop-down:

l Taxable Amount - Select it to use the tax box to hold the taxable amount on the
transaction. This value is the total amount on the transaction that can be taxed, excluding
tax.
l Tax Amount - Select it to use the tax box to hold just the tax amount on the transaction.
This value is the total tax levied against the transaction.
9. In the Box Sign field, select what value - positive (+) or negative (-) - you want to use on the tax
box.

261 December, 2023

 Tip: You can also redefine defaults for this tax box in Tax Type Maintenance.

10. Select Save.

262 December, 2023

Creating Tax Types
Create tax types to specify different tax types and tax rate codes your company needs to support sales
and purchase processes in Tax Type Maintenance. These taxes are then multiplied against taxable line
items to determine sales tax amounts. On each invoice, these sales tax amounts are then added
together to calculate the final sales tax amount.

You set up each tax type with different attributes such as a calculation algorithm, collection method,
time of recognition, tax rates, and other accounting information.

l The tax type can have multiple rates, but only one is a default rate. This rate is used unless a
different rate is specified elsewhere.
l You assign tax type to individual tax liabilities. Tax liabilities define geographic areas, and each
tax code selected identifies individual taxes collected within that area. Each customer record can
have a tax liability assigned, which defines the taxes calculated against the orders and invoices
for that customer.
l You can exempt specific products from certain tax types by using product tax categories which
divide taxes into groups that apply to different products. To do this, use the Exempt card on the
tax type's Rate page.

In this article, we will cover:

l Adding a new tax type

l Setting up tax rates
l Assigning tax boxes to tax rates

Adding a New Tax Type

1. Open the Tax Type app.

The Landing page displays by default. The page displays all the existing tax type records. To
select a record, on the Landing page, click on the link using the Tax ID grid line.

263 December, 2023

 The values in the screen shots are just an example.

2. To add a new tax type, select New.

3. In the Tax ID and Description fields, enter a tax type identifier and description.

4. Next, select one of the collection methods.

The Global Tax Engine supports four methods for collecting/charging taxes:

l Invoicing (default) - The tax amount is added to the amount shown on the invoice and is
collected by the supplier, as part of the total invoice value. The supplier is responsible for
collecting and paying the taxes to the authorities. The tax amount is in normal case
separately specified on the face of the invoice but can under different circumstances be
included in the amount charged for the item, with or without further explanation of the
amount of tax included therein.
l Withholding - The purchaser is required to withhold a portion of the amount invoiced and
pay this over to the authorities. These types of taxes are collected and paid by the
purchaser on behalf of his supplier's tax liability.
When calculating Withholding Tax for AP Invoices and Payments, the system uses Product
Tax Category rates and exemptions. For tax codes that have payment timing set up, the
system calculates withholding tax at the time of invoicing and saves cumulative tax
information. Taxes can still be recalculated depending on the setting of the Tax Rate for
Withhold tax based on field in Company Configuration and if the new effective rates are
available.

l Self-Assessment - The taxpayer must calculate tax amount due on relevant transactions
(sometimes called reversed charge). This can apply on purchases, such as the VAT on intra

264 December, 2023

 EU purchases where the purchaser is liable to determine and report VAT to the tax
authorities.
It can also apply on sales, such as income taxes (Argentina), where the supplier is
authorized to retain the income tax due on the settlements they receive from their
customer.

l Self-Assessment, Dual Entry - Creating both input and out tax transactions as for EU
purchases.
Important: You can apply the Payment Discount Reduces Tax discount to the Self-Assessment
and Self-Assessment, dual entry collection methods in the AP module only. In the AR module the
application ignores the Payment Discount Reduces Tax discount option and behaves as if the
Discount Does Not Affect Tax option is selected. Refer to the Self-Assessment Taxes in AP
Payments section for details.

5. In the Default Tax Timing field, specify the default value for when a tax is recognized as liable.

The tax can be liable upon an invoice entry, or when the invoice is partially or
fully paid. Tax Timing and Collection Method controls together when and how
taxes are accounted for and are posted as committed tax transactions.

6. To specify when tax on deposit and advanced billing invoices is recognized as liable, select one of
the Deposit/Adv. Billing Tax Timing options.

Deposit/Adv. Billing Tax Timing and Collection Method controls together when and how taxes on
deposit and advanced billing invoices are accounted for and are posted as committed tax
transactions.

7. Use the Custom Algorithm field to specify the custom algorithm to be used for calculating the tax.
If no custom algorithm is set up for the company, the standard algorithm is used. The standard
algorithm is multiplying the taxable amount (net sales value after discount) to the derived tax
percentage.

8. In the Payment Discount Treatment field, select the method that defines how the tax is treated
when an early payment discount is given.

265 December, 2023

The Global Tax Engine supports four methods for collecting/charging taxes:

l Discount Does Not Affect Tax (default).

l Payment Discount Reduces Tax - Tax is adjusted when payment discount is taken.

You can apply this method to any applicable AP invoice for which you have
specified either the Self-Assessment, Self-Assessment, Dual Entry, or
Withholding collection methods. This discount reduces both the total taxable
amount and the total tax amount.

l Term Discount Reduces Tax - Tax and tax base are adjusted already when invoice is
created, assuming full payment discount will be taken according to the terms.
l Payment Discount Before Tax - Payment discount is calculated on the invoice total
before tax.
The following examples demonstrate the behavior of the four discount treatments. The
examples are based on an AR invoice with the following details:

• Invoice line extended price - 100.00

• Tax % - 10.00

• Terms Discount % - 2.00

Discount Does Payment Term Discount Payment

Not Affect Tax Discount Reduces Reduces Tax Discount Before
Tax Tax

Invoice Ext. Price 100.00 100.00 100.00 100.00

Tax Amount 10.00 10.00 9.80 10.00

Invoice Total 110.00 110.00 109.80 110.00

Cash Receipt Full 107.80 107.80 107.80 108.00

Payment Amount

266 December, 2023

 Cash Receipt 2.20 2.20 2.00 2.00
Discount
Calculation

Tax Adjustment 0.00 -0.20 0.00 0.00

from Cash Receipt

9. In the Tax Jurisdiction field, specify the tax jurisdiction identifier for the tax.

Tax jurisdictions may be the governance or authority that grants the power to tax a particular tax
type. This information can be used as selection criterion when printing tax reports.

Example: If your company deals with both VAT and Withholding taxes, you may have to report
the VAT to one authority, and Withholding tax to another body. You could create separate tax
jurisdictions for the two forms of tax, which enables you to generate reports filtered by a
particular jurisdiction.

Other tax jurisdiction examples include:

l Counties
l Districts
l Cities

10. Select Save.

Setting Up Tax Rates

You can set up one or more tax rates for a tax type. For example, domestic VAT may have a Standard
rate, but also a Reduced rate. You can set up both rates under the same tax type.

You can also select tax categories that don’t pay taxes on this sales tax. In other words, they are
exempt. Sales tax categories divide taxes into groups that apply to different products and
miscellaneous charges.

For example, you have a sales tax category called Services. This category is taxable in California, but not
in Minnesota.

To add an effective rate to your tax type:

1. Scroll down to locate the Rates card.

2. On the card, select New.

267 December, 2023

3. In the Nav tree, select the Rate node.

The Detail card displays.

4. Define Rate Code and Description.

5. Select Legal Text, if required.

6. Select Save.

7. In the Nav tree, select Effective Rate node.

Te Detail card displays.

268 December, 2023

 8. To add a new effective tax rate, select New.

9. In the Effective From field, specify a date from which this rate is used for calculating taxes.

10. In the Rate Type field, select the Percentage, Fixed Value, or Graduated Rates option.

You can calculate your taxes based on the entered percentages or fixed value. However, you can
also use the graduated rates that follow slightly different logic. Calculations for the graduated
rate are:

From Amount To Amount Fixed Amount Percent

0 10 0 10.0

10 20 1 13.5

20 40 2.350 17.0

40 100 5.750 20.50

100 And above 18.050 24.0

If the taxable amount is '14' then the tax will be calculated as follows:

269 December, 2023

 ((14 – 10) * 13.5 / 100) + 1 = 1.540

11. In the Percentage field, specify the tax percentage. This percentage is multiplied against taxable
line items to calculate tax amounts.

12. The same logic applies to the Fixed Value field. You can only enter a value if you select the Fixed
Value option in the Rate Type field.

13. In the AP Deductible % field, specify the deductible part of the tax.

This is used in countries where taxes on purchases are fully or partially disallowed. The non-
deductible amount is treated as a cost.

14. Specify the Minimum and Maximum Tax Amounts.

15. Select Save.

Assigning Tax Boxes to Tax Rates

Some countries require additional functionality for VAT reporting. To help you handle these
requirements, you can use the Tax Box functionality. Tax boxes let you record both taxable amounts
and tax amount totals, using an addition or subtraction value that is defined on each tax box.

You use tax boxes in your tax reports and define them in Tax Box Maintenance. You use tax boxes with
VAT tax statements or tax documents sent to US workers. You can include the defaults for each tax box,
such as the application module involved, whether to use the tax amount or the taxable amount, and the
applicable sign (+ or -).

Once you define a tax box record, you assign it to your rates or effective rates. If you assign a tax box to
your effective rate, then this tax box is used (takes priority). If not, the tax box for the rate level is used
instead.

The Tax Box functionality is optional. Whether your company will require them depends, above all, on
the complexity of your country's tax returns. For example, Belgium has relatively complex tax returns,
which make the use of Tax Boxes necessary. On the other hand, countries with simpler tax returns, for
example, UK (9 tax boxes, including sum boxes), may be able to achieve their report requirements
without Tax Boxes, simply by using Tax Report Categories.

You can add as many tax boxes as you need to satisfy the requirements of the taxing
authority.

You activate this functionality in Company Configuration by selecting the Use Tax Box check box
located on the Taxes sheet.

270 December, 2023

To assign a tax box to your effective rate:

1. In the Nav tree, select the Tax Box node.

The Detail card displays.

2. Select New.

3. In the Bar Code field, search for and select the required tax box record.

4. Select a source module using the Source Module field.

Specifies the record type that will be used as the origin of the tax box information. This is a
required field. The available options include:

l A/R Invoice

l A/P Invoice

l A/R Credit Memo

l A/P Debit Memo

5. Select the Amount Type for which this tax box will be used.

The options include:

l Taxable Amount - Used to hold the entire taxable amount on the transaction. This is the
total amount on the transaction that can be taxed.

l Tax Amount - Used to hold just the tax amount on the transaction. This is the total tax
levied against the transaction.

271 December, 2023

6. Specifies the positive or negative value of the tax box using the Box Sign field.

This is a required field. Select either the positive (+) or negative (-) operator from this list.

7. Select Save.

272 December, 2023

Validating VAT Numbers
Quite often you need to be sure that your business partner has valid VAT ID number. For instance, if you
have EU customers and suppliers, the European Union requires you to validate the VAT number to
prevent tax fraud and tax evasion.

In this article, you will learn how you can easy check and validate VAT Identification number of your
business partner.

In particular, we will cover:

l Enabling Tax ID verification

l Validating Tax ID of suppliers and customers
l Running the Tax ID Validation Status report
l Mass Validating Tax IDs

Enabling Tax ID Verification

The first thing you need to do is to enable the VAT number verification in Company Configuration.

Select the Modules button and go to Taxes > Tax ID Validation.

There are two options available on the Tax ID Validation tab:

l VEIS Validation - Verify the VAT number of your business partners in EU through VIES on-the-
web. This request will be sent, through a secure connection, to the relevant national database to
check if the given number is recorded there.

l HMRC Validation - Verify the VAT number of your partners in the UK through HMRC web- service.
This request will be sent through a secure connection to the UK national database to check if the
given number is recorded there.

273 December, 2023

 Since the UK is no longer a part of the EU, the VAT IDs of UK businesses cannot be
validated using EU wide VAT ID check system VIES effective from January 2021. If
you deal with a UK VAT-registered business, you can use this service to check if a
UK VAT registration number is valid.

Validating Tax ID of Suppliers and Customers

Once you enable the VAT verification with automatic validation, the app checks the VAT ID every time
you specify the tax identifier for the ship to/ bill to location in the Tax ID field in Customer Entry or
Supplier Entry.

If automatic validation is not activated, you can use the Validate Tax ID option from the Overflow
menu to check Tax ID of a particular customer/supplier.

Validation Principles

l If you have selected only the Allow Tax ID Validation check box in VIES Validation group box,
then the VIES validation applies.
l If you have selected only the Allow Tax ID Validation check box in HMRC Validation group box,
then the HMRC validation applies.
l If you have selected both Allow Tax ID Validation check boxes in the VIES Validation and in
HMRC Validation group boxes, then the application does the following:

274 December, 2023

 l If the country of the customer/ship to address is in the European Union (the EU Member
check box is selected in Country Maintenance), then the VIES validation applies.
l If the country of the customer/ship to address is the UK (country ISO code is set to GB in
Country Maintenance), then the HMRC validation applies.

If Tax ID is has the XI prefix (Northern Ireland), then:

l the VIES validation applies to Tax ID if it is enabled.

l the HMRC validation applies to Tax ID if it is enabled and the VIES
validation is not enabled.
l the VIES validation applies if both VIES and HMRC validations are
enabled.

Tip: If you use HMRC to validate Tax IDs, select HMRC Tax ID Validation Log from the
Overflow menu to review HMRC response.

When you auto invoice sales orders, the application validates the Tax ID of the customer on creating a
customer shipment (after you select the Shipped check box in Customer Shipment Entry). Depending on
the Action If Invalid Tax ID setting in Company Configuration (All Modules > Taxes > Tax ID Validation),
the system blocks posting of AR Invoices or shows a warning message if Tax ID is missing or invalid.

Running the Tax ID Validation Status Report

To review validation of supplier and customer Tax ID statuses, use the Tax ID Validation Status report.

Mass Validating Tax IDs

In the Tax ID Mass Validation app, you can check tax IDs of all customers and suppliers.

275 December, 2023

Mass Validating Tax IDs
Validate tax IDs of all customers and suppliers in Tax ID Mass Validation. You can see the validation
results as an attachment in the .csv file format.

In System Monitor, you can see the results for all selected customers and suppliers tax IDs
including those that were rejected to be sent to a validation service by the system (for
example, due to empty tax ID). The attached output file includes only the results of
customers and suppliers tax IDs validation using the VIES or HMRC services.

The following is an example of the attachment layout.

In this article, we will cover setting up tax ID mass validation.

1. From the main menu, navigate to Financial Management > Accounts Payable > Setup > Tax ID
Mass Validation.

2. Select New to add a new tax validation code.

3. Enter the tax ID validation code and the tax ID validation code description.

4. From the Validation drop-down, select one of the following validations:

l VIES Validation - Verify the VAT number of your business partners in EU through VIES on-
the-web. This request will be sent, through a secure connection, to the relevant national
database to check if the given number is recorded there.

l HMRC Validation - Verify the VAT number of your business partners in UK through HMRC
web-service. This request will be sent, through a secure connection, to the UK national
database to check if the given number is recorded there.

276 December, 2023

 Since the UK is no longer a part of the EU, the VAT IDs of UK businesses
cannot be validated using EU wide VAT ID check system VIES effective
January 2021. If you deal with a UK VAT-registered business, you can use this
service to check if a UK VAT registration number is valid.

5. Select a relevant electronic interface type for VIES Validation from the Electronic Interface drop-
down list.

This field is only available if you select VIES Validation in the Validation field.

6. Select the Customers or Suppliers check boxes if you want to mass validate their tax IDs.

7. Select the Not Validated, Invalid and/or Valid check box(es) if you want to include these
statuses into mass validation.

8. In the Filters card, search for and select the list of particular customers and/or suppliers to mass
validate. For example, you can select all customers for a particular country.

9. Select Validate.

10. Use System Monitor to check which Tax IDs were rejected to be sent to validation by the system.

277 December, 2023

Canceling Unreconciled Payments in Void Payment
Entry
You can cancel unreconciled payments for your suppliers using Void Payment Entry. This works for
both regular suppliers (those with a supplier record in the system) and one-time suppliers. You can also
use this application to void prepayments and reverse the prepayment transactions. You can only void
posted payments. Also, note that you cannot void petty cash payments here. A voided transaction
affects the original GL account numbers for the payment; however, the amount is reversed.

If the original payment is for an invoice, AP is credited, and the invoice begins aging again as of the
original invoice date. If the invoice should never be paid, you can use AP Adjustment Entry to write it
off or create an offsetting debit memo in AP Invoice Entry. It is important to note that you don’t use a
group to void payments; the general ledger updates once you select the Void option. Before you void,
carefully consider the void date. This date determines the period to which the transaction posts. The
void date should be equal to or later than the date of the original transaction.

In this article, we will cover voiding a payment.

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Void Payment Entry.

2. Search for and select a payment or prepayment to void. The Details page displays, showing the
details of the payment you selected.

3. Enter the date one which you want to cancel payment on the check or void the prepayment in
the Apply Date field.

4. Enter the reason for voiding the payment in the Reason field.

5. Enter the description that should appear in the general ledger for this transaction in the GL
Description field.

You can enter the transaction description manually. Otherwise, the application creates system
text in the following format: prefix + a combination of the attributes that are specified in the
corresponding posting rule in GL Transaction Type, and uses it as this transaction's description.

After you process the payment, the application assigns the description you enter (or the
description the system creates) with a specific prefix that depends on the transaction. You can
use the following table as a reference for an example of how the prefix might look like:

All prefixes are followed by : (colon).

278 December, 2023

 For example, if you enter description for a payment voiding process, then the transaction
description is: AP Paym Void: XXX, where XXX is the description you enter.

If you don't enter the description: AP Paym Void: PayNum SupName, where PayNum is a payment
number, and SupName is a supplier name.

6. Select Void. The payment is canceled, and the general ledger is updated.

7. Select Save.

279 December, 2023

Voiding a Legal Number from a Void Payment
Use the Void Legal Number command to void a legal number that has been assigned to a document.
You will need to specify a reason for voiding the number.

After the legal number is voided, you can assign a new legal number to the document. A new legal
number will be assigned (for Automatic generation type) or must be entered (for Manual generation
type).

This menu option is disabled if there are no existing legal numbers assigned to the void
payment.

In this article, we will cover voiding a legal number from a void payment

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Void Payment Entry.

2. Select the Apply Date.

3. Select a payment number in the payment number column or select the search icon to find and
select the payment. The Void Selected icon activates.

4. Enter the apply date for the void payment.

5. Enter a reason in the Void Reason field of the Void Legal Number screen .

280 December, 2023

6. Select Void.

281 December, 2023

Posting Accounts Payable Invoices
Run the AP Invoice Entry Post process to post the AP group’s invoices to AP accounts within the
General Ledger. When you post the group, all the transactions will update each supplier’s AP
information.

General Ledger transactions can also be created during the posting process. The account
numbers for these transactions are pulled from your AP accounts and GL distribution
records.

The following rules and conditions apply:

l Your account numbers in the AP Configuration and AP Accounts must be valid before you post.
l When you post the invoice(s), you cannot update any receipt that relates to the posted invoice.
l When you post the invoice(s), you can no longer edit or delete them.
l If you post an invoice in error, you must enter an offsetting transaction.
l A posted invoice can only be placed on hold.
l Posted invoices display within various program and reports.
l You can post more than one AP invoice against a receipt line.
l Invoices that include errors won't post. If this happens, review the posting log for errors details.
l You cannot post invoices that are on hold until you clear the Hold Invoice check box on the
invoice header.
To post the group with invoice(s):

1. From the Overflow menu , select Post.

2. In the AP Invoice Post Process window that displays, select Process.

282 December, 2023

Posting AP Payment Instrument Status Change
Use the Status Change command to change the status of a selected payment instrument.

The Selection parameters include:

l Document Type - Specifies the transaction document type for the PI movement AP transaction.
The document type links the transaction document type to the legal number format. When the
legal number generates, this value is used to determine what legal number configuration is used
to generate the number.
To generate legal numbers for a PI movement AP record, you first define at least one PI
Movement AP transaction document type in Transaction Document Type Maintenance. You
then create a legal number format for the PI Movement AP number type in Legal Number
Maintenance and select at least one PI Movement AP transaction document type to use the legal
number format. When the legal number generates for the record, it uses the generation and
format information defined for the selected Document Type.

To generate legal numbers for this record, a legal number format must exist for the PI Movement
AP number type and at least one PI Movement AP transaction document type must be selected
to use the format.

l Legal Number - Displays the legal number for the payment instrument payable. Some countries
require that companies use unique identifiers for transactions. Legal numbers have controls to
prevent gaps in sequence and provide an additional tracking method.
The legal number generates automatically or manually based on the Generation Type setting in
Legal Number Maintenance:

l If the Generation Type is Automatic, the legal number generates automatically when you
change the status of the payment instrument payable in Actions > Status Change and
click OK.
l If the Generation Type is Manual, a Legal Number prompt appears when you manually
assign the legal number in Actions > Status Change. If you do not manually assign the
legal number, it generates when you click OK after changing the payment instrument
status.
You define legal number formats and generation methods for transaction document types in
Legal Number Maintenance.

l PI Status - The target payment instrument status for the payable.

To post AP Payment Instrument Status Change:

283 December, 2023

 1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> PI Status change.
2. Use the ID button to search for and select and existing record.

3. From the Overflow menu , select Status Change.

4. Define the Document Type.
5. Select the PI Status
6. If you need to assign legal numbers, select the Assign Legal Number button and enter a legal
number.
7. Select OK.
8. Select OK again.
9. In the AP PI Payment Post Process window that displays accept the Group and Document
defaults.

10. Select Process.

284 December, 2023

Voiding AP Payment Instruments
Select the AP Canceled PI Status to void the payment instrument you select. Voiding an instrument re-
opens the invoices against which it was originally applied.

To void a payment instrument:

1. From the main menu, go to Financial Management> Accounts Payable> General Operations>
PI Status Change.

2. Use the ID button to search for and select and existing record.

3. From the Overflow menu , select Status Change.

4. For the PI Status, select AP Canceled.

5. Click OK.

6. Enter number and click OK again.

7. In the AP PI Voiding Post Process window that displays accept the Group and Document
defaults.

8. Select Process.

285 December, 2023

Posting Bank Adjustments
Run the Bank Adjustment Post Process to commit the group’s adjustments to specific bank accounts.
The adjustment transactions post to the Cash and Bank Fee accounts assigned to GL controls.

You first make bank adjustments by creating an adjustment group and selecting a specific bank within
the group. The bank holds the Fiscal Year and Fiscal Period values. Within the defined group, you can
create as many adjustments for the bank as necessary.

You can only post adjustments to valid accounts.

You can no longer edit or delete adjustments after posting. If the posted adjustments
include errors, you must enter offsetting transactions.

To post adjustments:

1. In the Bank Adjustment Entry app, select a group and then select Post in the top right
corner of the Details tab.

2. Select Process on the Bank Adjustment Post Process panel.

286 December, 2023

Running the Bank Funds Transfer Process
Run the Bank Funds Transfer Process to move amounts between bank accounts. If the bank accounts
use different currencies, the application uses the Exchange Rate for that currency to calculate the
transferred amount.

You can determine the calculation method used for different currencies by selecting a method from the
Currency Exchange Difference field located in Company Configuration. The options include:

l Always use default rates

l Use explicit transfer amount or use default rates
l Use explicit transfer amount or use source amount
As part of the process, General Ledger (GL) account entries are automatically created. The process
creates the following GL transactions:

l Credit the Transfer From Cash account for the bank

l Debit the Transfer From Transfer (clearing) account for the bank
l Credit the Transfer To Transfer (clearing) account for the bank
l Debit the Transfer To Cash account for the bank
The first two GL transactions generate as a result of the process using the Journal Code tied to the
Transfer From GL controls for the bank. The last two transactions use the Journal Code tied to the
Transfer To GL controls for the bank. This ensures that both journals balance.

To transfer funds, you must set up both bank accounts in your database.

The Selection Parameters include:

l Apply Date - The date on which the transfer occurs. This value and the company’s default fiscal
calendar determine the values that display in the Fiscal Year and Period fields.
l Bank (Tansfer From) - The bank from which the funds are withdrawn. The balance details for
the account update.
l Amount (Transfer From) - The amount to transfer, in the currency of the account.
l New Balance - Displays what the bank balance will be after the transfer.
l Bank (Transfer To) - The bank that receives the funds deposit.
l Amount (Transfer To) - Optionally, use this field to further adjust the converted amount.
l Rate Type - If two accounts use different currencies, use this field to select which currency rate

287 December, 2023

 type the exchange rate comes from.
l Reference - Creates a default reference that uses the short names of the two accounts.
To run the process:

1. From the main menu, go to Financial Management > Cash Management > General Operations
> Bank Funds Transfer.
2. Define the bank transfer parameters.
3. Select Transfer.

4. Select Process.

288 December, 2023

Running the Close Letters of Credit Process
Run the AP Close Letters of Credit Process to close open AP Letters of Credit that no longer have open
orders or invoices against them.

For the process to be available, you must install the Payment Instruments license.

The Selection parameters include:

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).
l Schedule - Indicates when you want to run the process. If you select something other than Now,
the Recurring check box is available.
l Recurring - Select this check box if you want the process to run on a repeating basis. This check
box is only available if you select the schedule other than Now.
To run the process:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Letter of Credit Closing Process.
2. Select the process parameters.

3. Select Process.

289 December, 2023

Running the Recalculate Bank Balances Process
Run the Recalculate Bank Balances process to recalculate bank balances based on the transactions
that update them.

Run the process when Bank Balances are out of sync with Bank Transactions, Cash Receipts, and
Payments. This reconciles balances on migrated bank accounts.

To prevent possible database contention, run the process when there are no other
activities that can affect bank transactions and balances. Before you run the process,
makes sure that other users are logged out of the current company.

The Selection parameters include:

l Balance Type - Select a balance type you want the process to consider. You can select Ongoing,
Reconciled or All.
l Fiscal Year - Enter the fiscal year from which you want to start the process run. The fiscal year (+
suffix) / fiscal period combination provides the starting point for the conversion. All subsequent
years and periods are also affected.
l Fiscal Period - Enter the fiscal period as the starting point from which you want to start the
process run. The fiscal year (+ suffix) / fiscal period combination provides the starting point for
the conversion. All subsequent years and periods are also affected.
l Revalue when Bank Balance is changed - Select for each period where the bank balance was
changed.
l Revaluation Journal - Select the journal type you want the process to use. This field only
activates if you select the Revalue when Bank Balance is changed check box.
l Filter Summary - Informs you whether you used filters or not. After you select a specific filter
option, the fields located in this pane display values depending on whether you filtered (Some
Selected) or you did not (All Selected).
l File Name - Enter a file name for the trace log, if applicable. Once you enter a filename, you can
select the Enable check box.
l Enable - Select to enable the creation of a trace log. This check box is only available if you specify
a file name for the log.
l Include initial Bank Account(s) status - Select to include more detailed bank account
information in the trace log (if the log is enabled).
To run the process:

1. From the main menu, go to Financial Management > Accounts Payable > Operation Programs
> Recalculate Bank Balances.

290 December, 2023

2. Select the required options.

3. Select Process.

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Posting the Intrastat Report
Use the Post command located in the Intrastat Report > Actions menu to post the current report.
After you post the report it automatically closes and you can no longer update it. You can however view
and print the report.

Before you post the report verify that all the transactions that display in the report are
correct.

To post the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Intrastat
Report.
2. Select the required report ID.
3. From the Actions menu, select Post.

4. Select Process.

292 December, 2023

Posting the Logged AP Invoices
Use the Post option to post logged invoices to a suspense account until they are approved and you are
ready to pay them.

You cannot edit posted invoices.

To post the invoices:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Logged Invoice Entry.

2. From the Overflow menu , select Post.

3. Select Process.

293 December, 2023

Running the Positive Pay Process
Run the Positive Pay Process to match checks presented for payment against a list of checks
previously authorized and issued by a company.

Positive Pay is an automated fraud detection service that matches the account number, check number
and amount of each check presented for payment against a list of checks previously authorized and
issued by the company. All check components must exactly match, otherwise the payment will not
complete.

The company sends a file of issued checks with specific data and format to the bank. When those issued
checks are presented for payment at the bank, they are compared against the file sent by the company.
All the components of each check must exactly match with one of the checks in the file in order for it to
be paid.

The following Bank Styles are available:

l Bank of America
l Bank of Boston
l Bank of California
l Chase
l Fleet
l Wells Fargo
l Generic
The Selection parameters include:

l Bank Account - A unique identifier for the bank account

l Electronic Interface - The electronic interface for this bank account.
l Remote ID - The Remote ID for Positive Pay files. You need to populate this field in case your
bank requires this information.
l l If you specified the Remote ID for your bank account in the Default Positive Pay Remote ID
field located in Bank Account Maintenance, it displays by default and you can adjust it.
l If you did not specify the Remote ID for your bank account in the Default Positive Pay
Remote ID field, you need to enter it manually in this field.
l Batch ID - The Batch ID for Positive Pay files. You need to populate this field in case your bank
requires this information.
l If you specified the Batch ID for your bank account in the Default Positive Pay Batch ID
field located in Bank Account Maintenance, it displays by default and you can adjust it.

294 December, 2023

 l If you did not specify the Batch ID for your bank account in the Default Positive Pay Batch
ID field, you need to enter it manually in this field.
l Begin Date - The begin date for the range of checks.
l End Date - The end date for the range of checks.
l From Check -The starting number of checks retrieve. Only checks with a number (physically
printed checks) are retrieved.
l To Check - Specify the number as the ending number of checks to retrieve. Only checks with a
number (physically printed checks) are retrieved.
l Output File - Displays the output file name. The PositivePay.txt displays by default. You can
change it to another name, if required. When the output file is created, Kinetic appends the date
and time stamp to its name to ensure that none of the created files overwrites the previous one.
To run the process:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Positive Pay.
2. Define the process parameters.

3. Select Process.

295 December, 2023

Running the 1099 Processing (US)
Run the 1099 Processing process to review detailed 1099 information for current and previous years to
generate 1099 forms, print 1099 reports, and generate an electronic file.

For suppliers set for 1099 Foreign Account Tax Compliance Act (FATCA) reporting, FATCA
results will be reflected during 1099 processing.

To run the process:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations>
1099 Processing US.
2. Select the Tax Year for the process run. The default tax year is taken from the Company
Configuration.
3. Select the 1099 Form Type. The field specifies the 1099 form type to be processed. For example,
Miscellaneous or 1099-MISC.
4. Use Filter to select suppliers you want the process to consider. You can select a single or
multiple suppliers.

5. Select Process.

296 December, 2023

Generating Recurring AP Invoices
Run the Generate Recurring AP Invoices process to create recurring Accounts Payable (AP) invoices on
a scheduled basis.

This process is useful if you have a huge amount of recurring invoices, as you can run this process
submitted to the server instead of directly through the application.

The Selection parameters include:

l Schedule - Indicates when you want to run the process. If you select something other than Now,
the Recurring check box is available.
l Recurring - Select this check box if you want the process to run on a repeating basis.
l As of Date - Enter the cutoff date for the latest invoices.
l Group ID - Specifies the identifier of the invoice group that will be created with the recurring
invoices. This group must not exist as an open group in the respective Invoice Entry programs,
otherwise you get an error.
l Cycle Codes - Indicates the selected cycles. Use the Filter sheet to select different types of cycle
records to include in the data generation process.
l Suppliers - Specifies the selected suppliers. Use the Filter sheet to select different types of
supplier records to include in the data generation process.

If you are generating recurring invoices for one or more inactive suppliers, a warning
message displays. If you continue, invoices are only created for the active suppliers.

To run the process:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Generate Recurring Invoices.
2. Select the cutoff date.
3. Define the process options.
4. Filter by cycle codes or suppliers, if necessary.

5. Select Process.
6. Navigate to AP Invoice Entry to search for the group that was created. This group will contain all
the recurring invoices that were generated. You can modify and post them directly from the
group.
Use the AP Invoice Entry app to modify the invoice number of any recurring invoice prior to posting:

297 December, 2023

 1. Open the AP Invoice Entry app.
2. Select a group of recurring invoices.
3. Select any recurring invoice that hasn't been posted yet.

4. Select the Change Invoice Number button in the top right corner of the Invoice Detail card.

5. On the Change Invoice Number panel enter your custom invoice number in the New Invoice
Number field.

6. Select OK.
You can see your new invoice number in the Invoice field on the Invoice Detail card.

298 December, 2023

Running the Use Tax Calculation Process
Run the Use Tax Calculation process to send posted Accounts Payable invoices that may need use
taxes to Tax Connect.

You only run this process if you have your business in a country that requires use taxes. The process
catches any additional use taxes after an AP invoice was posted to your general ledger.

Since use taxes do not affect invoice totals, they often need to be recorded separately within your
general ledger data.

The Selection parameters include:

l Supplier - Enter the supplier name if you want to select posted invoices only linked to a specific
supplier.
l From and To invoice dates - Define the invoice date range for the process. The process picks all
invoices posted on and between these dates. The dates for the current fiscal period display by
default.
l Tax Category - Select the tax category code for which you are reporting use taxes, or leave the
field blank for all tax category codes. These codes classify different products and services based
on taxes.
l Invoices, Invoice Lines - You can filter the records by invoices and invoice lines. If you do not
use these filters, the process considers all the records. The Filter Summary fields display
whether you applied any filters (Some Selected) or you did not (None Selected).
l Log File Name - Select the log file to store tax calculations or use the default one.
To run the process:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Use Tax Calculation.
2. Select the supplier, if necessary.
3. Define the date range and options to use for the process.
4. Filter by invoice and invoice line, if necessary.
5. Select the log file to record your tax calculations.

6. Select Process.

299 December, 2023

Generating the Aged Payables Report
Generate the Aged Payables Report to review all the open invoices for each supplier.

The invoices display in order by the number of days in which they are past due. You can select the
invoices by Apply Date or Invoice Date. You can then age the invoices in the report by Due Date or
Invoice Date after selecting the Age As of Date. If you have selected the Hold Payment option for an
invoice in AP Invoice Entry, the invoice displays on the report with an asterisk to the left of the invoice
number.

Invoice open payment schedule amounts display and are grouped by their due date. Once
a payment is made, the payment no longer displays in the report.

300 December, 2023

Generating the Advance Payment Balance Report
Generate the Advance Payment Balance Report to review and print the balance of the advanced
billing amounts paid against current purchase orders. An advanced payment is an amount paid on a
shipment that is not yet sent out by the supplier.

You enter advance payments through AP Invoice Entry. Within an AP invoice, you define a
detail line as an advanced payment. You can then link this line to an open purchase order.

The report sorts the information by supplier. It first displays the supplier and part information. It then
displays the advanced payment amount that is paid and the part quantities that this amount covers.
The report also displays if the linked AP invoice is still open.

To see how much of an advance bill is paid, run the AP Aging report.

The Selection parameters include:

l Apply Date - Select to sort the records in the report by apply date.

l Invoice Date - Select to sort the records in the reports by invoice date.

l Balance As Of - The date on which you will review the advanced payment balance. The report
will display all the advanced payments that have been made so far against invoices as of this
specific date.

l Target Currency - The target currency code of invoices.

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Report Style - Select the report style option you want to use to run this report.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of

301 December, 2023

 days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Advance
Payment Balance.
2. Select the report parameters.

3. Select Print Preview.

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Generating the AP Aged Payables Report
Generate the Aged Payables report to review all the open invoices for each supplier.

Get Accurate AP View

You can use the report to get an accurate view of the AP invoices on any date.

Only payables that either are or were open on the Aged As Of date display in the report. Because of
this, you don't need to generate the report on a specific monthly or daily schedule to capture your
payment activities. Select the date you need, and the report will accurately reflect your current AP
situation.

If you select the Hold Payment option for an invoice in AP Invoice Entry, the invoice displays in the
report with an asterisk to the left of the invoice number.

Invoice open payment schedule amounts display and are grouped by their Due Date. Once a payment is
made, the payment no longer displays in the report.

If an invoice is dated and posted inside one fiscal period, but is included in a group for a different
period, the Invoice Date determines whether or not the amount is placed within the report. The invoice
group, however, determines where the amount is placed within the General Ledger (GL) balance. For
example, an invoice is dated and posted before May 31st, but is entered through a June invoice group.
The invoice amount is included in the May 31st report, but the amount is placed within the GL balance
for June.

Display Differences
The same invoice can display in different columns, depending on whether you age the invoices by Due
Date or Invoice Date.

If you run the report by Invoice Date, the invoices listed under the Current column have not reached
their Due Dates. If you run the report by Due Date, the invoices that have not reached their Due Dates
display under the Future column.

For example, an invoice dated 4/1/19 holds payment terms of Net 30 days. It is due on 5/1/19. You
generate the report on April 15th. Using the Due Date version of the report, the invoice displays under
the Future column, because it is not due yet. Using the Invoice Date version, the invoice displays under
the Current column.

Selection Parameters
The Selection parameters include:

303 December, 2023

l Selected By - Indicates how you want the report to select AP invoices. Available options include:

l Apply Date – Invoices display based on their apply dates.

l Invoice Date - Invoices display based on their invoice dates - either on or before the Aged
As Of date.
l Aged By - Defines the date from which the aging is based. Available options include:

l Due Date - Compares the payment Due Date with the Aged As Of date to determine into
which aging column the invoice is placed. This value is the default.
l Invoice Date - Compares the Invoice Date with the Aged As Of date to determine into
which aging column the invoice is placed.
l Aged As Of - The date used to calculate the aging. The current date displays by default, but if you
need, you can change this date. When you generate this report, its aging columns calculate in
increments based on both the selected aging method and this date.

l Summary Only - Select to display the totals per customer.

l Pre-Payments Only - Select if you want the report to include only pre-payment invoices.

l Target Currency - Select the currency you want the report to use.

l Include Logged Invoices - Select to include logged invoices in the report.

l Include Payment Instrument - Select to include payment instruments in the report.

l Include Pre-Payments - Select to include pre-payment invoices in the report.

l Filter - The GL Controls and Customers fields inform you whether you used filters or not. After
you select a specific filter option, the fields located in this pane display values depending on
whether you filtered (Some Selected) or you did not (All Selected).

l Source Company - If you pay AP invoices through central payments, use the field to filter the AP
invoices by the company that originally created them. The sub-total on the report will total all
the invoices created within the source company.

l Aging - Defines the aging method used for this report. The method selected within Company
Configuration displays by default, but if you need, you can change it.

l Sort By - Select how you want to organize the report.

l Report Style - Select the report style you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

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 l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Aged
Payables.
2. Select the report parameters.

3. Select Print Preview.

305 December, 2023

Generating the Bank Payment Confirmation Import
Report
Generate the Bank Payment Confirmation Import Report to review payments from a supplier bank
after the bank processed a payment proposal.

During the import process, incoming transactions are matched to the Kinetic proposed payments.

The Selection parameters include:

l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.
l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.
After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.
l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Bank Payment Confirmation Import.
2. Create a new group or select an existing record.

3. From the Overflow menu , select Imported Statement Report.

4. Select the report parameters.

5. Select Print Preview.

306 December, 2023

Printing the AP Invoice Debit Memo
Generate the AP Invoice Debit Memo Form to review and print a document for a single debit memo.

The Selection parameters include:

l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.
l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.
l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.
After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.
To print a Debit Memo:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Invoice Entry.
2. Create a new group or select an existing one.

3. From the Overflow menu , select Print Debit Memo.

4. Select the Debit Memo parameters.

5. Select Print Preview.

307 December, 2023

Generating the AP Expense Distribution Report
Generate the AP Expense Distribution Report to display and print the General Ledger (GL) purchase
journal transactions that occurred during a selected Fiscal Period or Date Range. The transactions
display in the following order:

l Account
l Supplier
l Invoice Date
The Selection parameters include:

l By Fiscal Period - Select to choose transactions for the report by fiscal period. If selected, you
can define the Fiscal Year and Period values. The report displays all purchase journal
transactions that occurred during the selected period.
l By Date Range - Select to choose transactions for the report by date range. If selected, you can
define the Start and End dates. The report displays all purchases journal transactions that
occurred on or between these dates.
l Book -An unique identifier of the GL book.
l Fiscal Year - The year during which you want to view the purchase journal transactions. Available
if you select the By Fiscal Period radio button.
l Suffix - The fiscal year suffix. For example, Q1.
l Period - Specific period during which you want to view the purchase journal transactions.
Available if you select the By Fiscal Period radio button.
l Start - The date when the report begins. Available if you select the By Date Range radio button.
All transactions created on or after this date will display in the report.
l End - The end date for the report. Available if you select the By Date Range radio button. All
transactions created on or before this date will display in the report.
l Include Deferred Expenses - Select to include deferred expense accounts, used during deferred
expense recognition.
l Report Style - Select the report style option you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.
l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.
After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of

308 December, 2023

 days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.
l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Expense
Distribution.
2. Select the report parameters.

3. Select Print Preview.

309 December, 2023

Generating the AP Invoice Balance Report
Use the AP Invoice Balance Report to display supplier invoice balance information in a report
format.
The Selection parameters include:

l Range By - Select you want to determine the report range. The options include:
l Fiscal Period
l Apply Date
l Open invoices at the End Date
l Invoice Date
l Dates - Specifies the invoice start and end dates for the report.
l PI Option - The payment instrument report options where you can how you want the report to
handle the payment instruments.
l Book - The Book ID used for the report.
l Summary Data Only - Select to only include summary data in your report.
l Sort By - Select how you want to organize the report. The Available box includes the option you
can select. Once you select one, click the right pointed arrow to move it to the Selected box. You
can select multiple options.
l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).
l Report Style - Select the report style you want to use to run this report.
l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.
l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.
After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.
To generate the report:

310 December, 2023

 1. From the main menu, go to Financial Management > Accounts Payable > Reports > AP Invoice
Balance.
2. Define the Report and Invoice options.
3. Decide whether you want to include debit memos, pre-payments, or GL account information in
the report by selecting respective check boxes.
4. Using the Sort By field, define how you want to sort the report.
5. Select the Report Style for the report run.
6. If you want to generate the report immediately, verify the Schedule field displays the Now
option.
7. Enter how long you would like this report to remain available after it generates by selecting an
option from the Archive Period drop-down list. As long as the application clock has not passed
this time, the report is available on the server to preview and print.
8. Enter text in the User Description field.
9. Select the Recurring check box if needed.

10. Select Print Preview.

311 December, 2023

Generating the Accounts Payable Invoice Print
Group Edit List Report
Run the Accounts Payable Invoice Print Group Edit List Report to display all the invoices within the
current group that needs posting. You should print out the edit list before you process the invoices to
verify the correct amounts.

When you print the report for invoices with deferred expenses, the Group Edit List
includes a deferred expense amortization code and the Expense Account section that lists
all the expense accounts where deferred expenses are posted.

For partial invoicing, you can view an additional line in the report. The line displays the
original receipt details and it only generates if the invoice line type holds the Receipt
status and the purchase price variance is generated for the line. Purchase price variances
that display are for informative purposes only and will not be posted unless you run the
Capture COS/WIP Activity process.

The Selection parameters include:

l Filter (Books) - Informs you whether you used filters or not. After you select a specific filter
option, the fields located in this pane display values depending on whether you filtered (Some
Selected) or you did not (All Selected).

l Report Style - Select the report style you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

312 December, 2023

 l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Invoice Entry.

2. From the Overflow menu , select Print Group Edit List.

3. Select the parameters depending on what you want the edit list to display.

4. Select Print Preview.

313 December, 2023

Generating the AP Letter of Credit Report
Generate the AP Letter of Credit Report to review existing AP letter of credit data.

The Selection parameters include:

l Status - Specifies the Letter of Credit status for the report. The options include Open,Closed, or
Both.

l Expiry From - The Expiry From date for the report.

l Expiry To - The Expiry To date for the report.

l Select Currency - Select the currency you want to base your report on. The options include:

l Letter of Credit Currency

l Bank Account Currency
l Base or Reporting Currency
l Select Exchange Rate - Select the exchange rate you want to base your report on. The options
include:

l Original Letter of Credit Rate

l Current Rate
l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

314 December, 2023

 l Print Report Parameters - Indicates that the report selection criteria is printed as an appendix
to the report.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Letter of
Credit.
2. Select the parameters depending on what you want the report to display.

3. Select Print Preview.

315 December, 2023

Generating the Received But Not Invoiced Report
Generate the Received But Not Invoiced Report to display purchase orders whose parts were shipped
to your company, but don't include invoices.

The report displays the Expense GL accounts associated with the purchase orders. You can include
purchase orders that are supplier or customer managed.

In the report, for receipt lines that are partially invoiced the following fields display:

l Received Qty
l Invoice
l Legal Number
l Matched Qty
The Selection parameters include:

l Book - The unique identifier of the book that you want to include in the report.

l From (Receipt Date) - The beginning receipt date for the report. All shipments that arrived on
this date through the To date display on the report. The shipments are not yet invoiced. The
default is the first date of the current year. You can also set up thisreport to print following a
regular schedule. To do this, select the Dynamic check box.

l To (Receipt Date) - The ending receipt date for the report. All shipments that arrived on this date
back to the From date display on this report. The shipments are not yet invoiced.The default is
the last date of the current year. You can also set up thisreport to print following a regular
schedule. To do this, select the Dynamic check box.

l Dynamic - Select this check box to run the report by a dynamic option rather than by a specific
date. After you select this check box, the From/To field displays a list of dynamic options instead
of the calendar. If you select this check box, you should also select a schedule in the Schedule
field that works with the option you chose in the From and/or To field, and then select the
Recurring check box next to the Schedule field.

l Sort By - Select how you would like to organize the report. The list items represent the sorting
hierarchy options.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

316 December, 2023

 l Report Style - Select the report style option you want to use to run this report.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Received
Not Invoiced.
2. Select the report parameters.

3. Select Print Preview.

317 December, 2023

Generating the Discount Analysis Report
Generate the Discount Analysis Report to display and print the discount amounts customers receive if
they pay invoices by a specific date. The report calculates and displays the best date on which
customers should pay each invoice.

The Selection parameters include.

l Invoice Date (Start) - The first date from which invoices are pulled for into the report. By default,
the first date of the current month displays, but you can change it. Any invoices with an invoice
date created on or after this date down to the Finish date are included in the report.

l Invoice Date (Finish) - The last date from which invoices are pulled into the report. By default,
the last date of the current month displays, but you can change it. Any invoices with an invoice
date created on or before this date up to the Start date are included in the report.

l Discounts (Earned) - Determines how the discount amounts are calculated on the report, using
the Cash Receipts date.

l Discounts (Not Earned) - Determines how the discount amounts are calculated on the report,
without using the Cash Receipts date. The discount results display the amounts based on the
Terms Codes assigned to the invoices selected for the report.

l Payment Date - The date by which the invoices should be paid.

l Exclude Invoices with Zero Discount - Select to indicate that invoices with zero discount
amounts or with an AP invoice Discount Date earlier than the Payment Date don't display in the
report.

l Summary - Select to indicate that you want to generate the summary version of the report.
Otherwise the Detailed report version generates.

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Sort By - Select how you to organize the report. The list items represent the sorting hierarchy
options.

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

318 December, 2023

 l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Discount
Analysis.
2. Select the report parameters.

3. Select Print Preview.

319 December, 2023

Printing the Bank Adjustment Group Edit List
Print the Group Edit List to print out all the adjustment transactions within the current group.

The Selection parameters include:

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

l Recurring - Select this check box if you want the report to run on a repeating basis. This check
box is only available if you select a schedule other than Now.

To print the group edit list:

1. Open the Bank Adjustment Entry app.

2. Create a new record or select an existing one.

3. Select Print Group Edit List in the top right corner.

4. Select the report parameters using the Bank Adjustment - Edit List panel.

5. Select Client Print.

320 December, 2023

Generating the Check Register Report
Generate the Check Register Report to display and print all the checks created during the selected
period. This report includes all regular checks, manual checks, voided checks, and electronic payments.

Although the report displays voided checks, their amounts are not included in the report’s
final Check Total value.

The Selection parameters include:

l Begin Date - The date from which you will start the report. The report displays all checks created
on or after this date. If you want to print the report through a regular schedule, select the
Dynamic check box. If selected, the Begin Date field displays a list of dynamic options instead of
the calendar. If yBegin Date field, and then select the Recurring check.

l End Date - The date on which you will end the report. The report displays all checks created on
or before this date. If you want to print the report through a regular schedule, select the Dynamic
check box. If selected, the End Date field displays a list of dynamic options instead of the
calendar. If you select the Dynamic check box, you should also select a schedule in the Schedule
field that works with the option you select in the End Date field, and then select the Recurring
check.

l Sort By - Select how you want to sort the report. The options include:

l Payment Date
l Payment Number
l Supplier Name
l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Print Report Parameters - Select to print the report selection criteria as an appendix to the
report. This setting enables you to re-create the contents of a printed report by selecting the
same parameters and report options, which were used to create the original report, if the report
data has not been updated in Kinetic since the original report was printed.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of

321 December, 2023

 days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Check
Register.
2. Select the report parameters.

3. Select Print Preview.

322 December, 2023

Generating the Deferred Expense Amortization
Forecast Report
Generate the Deferred Expense Amortization Forecast Report to display and print out a forecast of
deferred expense recognition for AP invoice miscellaneous lines.

The report contains four columns or buckets (for example, 12/31/2018, 01/31/2019,
02/29/2019, and 03/31/2019) and a column that displays amounts not included in the first
four buckets and relates to future periods. You can view the to be recognized amount for
each of the four columns and the Later amount that reflects the total deferred expense to
be recognized in future periods. At the end of the report, you can view the Expense
Distribution section printed on a separate page. The distribution of expenses is printed in
Base currency. The distribution of expenses section displays a GL account and
Description, prior unposted amount, bucket 1 date, bucket 2 date, bucket 3 date, bucket 4
date, a later amount, and a period total.

The Selection parameters include:

l As of Date - This is the report date.

l Report Periods - The periods that display on the report

l Display Details - Select if the supplier and invoice details should display in the report.

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Report Style - Select the report style option you want to use to run this report.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

323 December, 2023

 l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Deferred
Expense Forecast.
2. Select the report parameters.

3. Select Print Preview.

324 December, 2023

Running the Discount Analysis Report
Run the Discount Analysis Report to display and print the discount amounts customers receive if
they pay invoices by a specific date. The report calculates the best date on which customers should
pay each invoice.
The Selection parameters include:

l Start - The first date from which invoices are pulled. By default, the first date of the current
month displays. Any invoices with an invoice date created on or after this date down to the End
Date are included on the current run of the report.

l Finish - The end invoice date.

l Payment Date - The date when the payment is due.

l Earned Discount - Determines how the discount amounts calculate. The discount amounts
generate using the cash receipts date. The discount results assume the date is when the payment
is received.

l Not Earned Discount - Determines how the discount amounts calculate. The discount amounts
generate without using the cash receipts date. The discount results display the amounts based
on the terms codes assigned to the selected invoices.

l Exclude Invoices with Zero Discount - Select to exclude invoices with zero discount amounts or
with an AP invoice discount date that is earlier than the Payment Date from the report.

l Summary - Select if you want to generate a summary version of the report.

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Sort By - Gives you the option to sort out the report by Invoice Number, Supplier ID, or Invoice
Date.

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

325 December, 2023

 After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

l Recurring - Select this check box if you want the report to run on a repeating basis. This check
box is only available if you select a schedule other than Now.

To generate the report:

1. Define the dates.

2. Select what you want to include in the report.

3. Define how you want to sort out the report.

4. Select the Report Style for the report run.

5. If you want to generate the report immediately, verify the Schedule field displays the Now
option.

6. Enter how long you would like this report to remain available after it generates by selecting an
option from the Archive Period drop-down list. As long as the application clock has not passed
this time, the report is available on the server to preview and print.

7. Enter text in the User Description field.

8. Select the Recurring check box if needed.

326 December, 2023

9. Select Print Preview.

327 December, 2023

Printing the Logged Invoice Entry Edit List
Print the Edit List to review a list of all logged invoices in a group. You can use the Edit List to check
invoices before posting.

The Selection parameters include:

l Filter - Use Filter to select Book records for the report.

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To print the edit list:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations>
Logged Invoice Entry.
2. Create a new group or select an existing one.

3. From the Overflow menu , select Print Group Edit List.

4. Select the Edit List parameters.

5. Select Print Preview.

328 December, 2023

Generating the Logged Invoice Suspense Balance
Report
Generate the Logged Invoice Suspense Balance Report to list all the logged invoices and to reconcile
the logged invoice suspense account.

The report displays the balance of the logged invoice suspense accounts and lists the logged invoices
charged to the suspense account. Voided logged invoices will not display on the report.

The Selection parameters include:

l Selected By - There are two ways logged invoices can be selected in this report. They are:

l Cutoff Date – Invoices are selected based on the date selected in the Cutoff Date field.
l Fiscal Period – Invoices are selected based on the fiscal year and period you define.
l Cutoff Date - Identifies the ending invoice date for the invoices that display on the report.

l Fiscal Year - Identifies the period of time for a fiscal year. This is usually a calendar year. Fiscal
years are used for financial statements and reporting.

l Fiscal Period - Identifies the fiscal period for the fiscal year.

l Currency - Defines the currency used to generate the amounts displayed on the report. All the
currencies available for the company display in the drop-down list.

l Summary - Select to produce a summarized list of logged invoices charged to the suspense
account.

l Filter Summary - Informs you whether you used filters or not. After you select a specific filter
option, the fields located in this pane display values depending on whether you filtered (Some
Selected) or you did not (All Selected).

l Sort By - Select how you want the report to be organized. The list items represent the sorting
hierarchy options.

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

329 December, 2023

 After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

l Print Report Parameters - Indicates that the report selection criteria is printed as an appendix
to the report.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Logged
Invoice Suspense Balance.
2. Select the parameters depending on what you want the report to display.

3. Select Print Preview.

330 December, 2023

Generating the Supplier Payment Report
Generate the Supplier Payment Report to display and print out payments to suppliers who are
required to report payments to a tax collection agency. The report presents the required information for
a designated year or time period that can be presented to the tax collection agency.

The report only includes suppliers with the Payment Reporting check box selected in
Supplier Maintenance (Supplier > Detail).

The Selection parameters include:

l By Calendar Year - Specifies that the report will be created for the year entered in the Calendar
Year field.

l By Date Range - Specifies that the report will be created by the date range selected in the Start
and End fields.

l Calendar Year - The calendar year for which you run the report.

l Start - The start date for the report, if you use the By Date Range option. This field is inactive if
you use the By Calendar Year option.

l End - The end date for the report, if you use the By Date Range option. This field is inactive if
you use the By Calendar Year option.

l Minimum Amount - The lowest total amount allowed for a payment to be included in the report.
If the sum of all payments for a specific supplier is greater than this value, the amount will be
included in the report for that supplier.

l Include Payment Instruments - Select if you want to include payment instruments in the report,
if any.

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Report Style - Select the report style option you want to use to run this report.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

331 December, 2023

 After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Supplier
Payment.
2. Select the report parameters.

3. Select Print Preview.

332 December, 2023

Generating Process Payments
Generate the Process Payments Report to print checks or create an electronic payment file for all
payments within the current group. You can print checks or generate a bank export file. The options
available depend on the Payment Method selected on the Group sheet.

If the payment method is for electronic payments, you must select the Bank Export File used to receive
the payment information. Each payment automatically has a Remittance Advice Number printed on it.
For electronic payment processing the following options are available:

l Print - Assigns payment numbers, generates electronic file, and prints remittance advice, all at
once.
l Generate Only - Assigns payment numbers and generates an electronic file.
l Print Preview - Previews remittance advice, once either the Print or Generate Only process is
complete.
If the payment method is for manual checks, the checks are printed in alphabetical order by Supplier
Name. If there is no room to print out all the invoices being paid to a supplier, the payment is split and
a second check is automatically generated.

You cannot change check records after they are printed. If there is an error, you need to
delete the check.

The Selection parameters include:

l Payment number currently loaded - Displays the number of the payment to include in the
checks or payment file. If you want to use a different payment, select the Override Payment
check box and enter the number you want to load.
l Payment Date - Specifies the date that will be printed on the checks and displayed on the
electronic payments. By default, the group’s payment date displays in this field. If you need, you
can change this value to any date - as long as it is within an open period.
l Fiscal Year - Displays the fiscal year assigned to these payments.
l Fiscal Year Suffix - Displays the fiscal year suffix assigned to these payments.
l Period - Displays the fiscal period assigned to these payments.
l Form - Specify the type of form that to generate through this payment process.
l Bank Account - Select the bank account from where the payment amounts will be pulled. When
you post these payments, the Cash account selected within the bank account record is used to
record the payment transactions.
l Bank Export File - Specifies the file used to send all electronic payments in the current group.
l Check Print Order - Select the criteria for payment processing and printing. You can select Order

333 December, 2023

l Output Format - Select the format for the output.
l Report Style - Select the report style option you want to use.
 l User Description - Describes a specific report run. The entered description displays in the System
Monitor.
l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To run the program:

1. From the main menu, go to Financial Management> Accounts Payable> General Operations>
Payment Entry.
2. Create or select a group from the Group sheet. All the payments within this group display.
3. Create your payments.

4. From the Overflow menu , select Process Payments.

5. Define the required parameters.
6. Click Print. Alternatively, for electronic payments, select Generate Only from the Overflow Menu
. You can also select Print Preview to preview the remittance advice, once either the
Print or Generate Only process is complete.

334 December, 2023

Generating the Purchase List Report
Generate the Purchase List Report to display AP invoice transactions and taxable bank adjustments
with bank fees for selected tax reports and tax codes. You typically use this report to review VAT
information for a specific tax code or a range of tax codes.

The Selection parameters include:

l Fiscal Year - The fiscal year for the transaction in the report.

l Suffix - The fiscal year suffix, if any exists.

l Period - The period of the fiscal year of the transactions in the report.

l From - The report start date. If you want to print the report through a regular schedule, select the
Dynamic check box. If selected, the From field displays a list of dynamic options instead of the
calendar. If you select the Dynamic check box, you should also select a schedule in the Schedule
field that works with the option you select in the From field, and then select the Recurring check.

l To - The report end date. If you want to print the report through a regular schedule, select the
Dynamic check box. If selected, the To field displays a list of dynamic options instead of the
calendar. If you select the Dynamic check box, you should also select a schedule in the Schedule
field that works with the option you select in the To field, and then select the Recurring check.

l Report Date - The date of the report. If you want to print the report through a regular schedule,
select the Dynamic check box. If selected, the Report Date field displays a list of dynamic
options instead of the calendar. If you select the Dynamic check box, you should also select a
schedule in the Schedule field that works with the option you select in the Report Date field, and
then select the Recurring check.

l Round Amounts - Select to round amounts in the report.

l Summary - Select to print the report in the aggregated format. If cleared, the report will print in
the Detail format.

l Filter - Filter the report using the Tax Liabilities, Tax Types, or VAT Tax Reports records.

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

335 December, 2023

 l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Purchase
List Report.
2. Select the report parameters.

3. Select Print Preview.

336 December, 2023

Generating the Purchase Register Report (India)
Run the Purchase Register Report to display purchases done for a specific site and business category
within a given period.

This report gives the tax details split per indirect tax type (CGST, SGST, IGST, Customs Duty, and Cess)
and is made available to auditors for verification.

The Selection parameters include:

l Site - Specifies a site. A site (plant) is a physical location containing inventory and production
lines. A company can have multiple sites (plants). Each company is a legal financial entity with its
own unique GST ID.

l Business Category - Specifies supplier business category. Options include:

l All

l Registered

l Unregistered

l Composition Taxable Person

l Imports

l Begin Date - Specifies the report start date.

l End Date - Specifies the report end date.

l Output Format - Define the format used to render and display the report.

l Routing - If the report style generates an SSRS report, it may have a routing rule; the routing rule
determines how the report output generates, prints, and distributes. If the style has a rule, the
Routing check box is selected. To shut off this rule, clear the Routing check box.

l Schedule - Indicate when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

l Report Style - Select the report style option you want to use to run this report.

337 December, 2023

 l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describe a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Purchase
Register Report IN.
2. Define the report parameters.

3. Select Print Preview.

338 December, 2023

Printing the Remittance Advice Report
Print the Remittance Advice form to report selected items. You can print the Remittance Advice form
for all the payment types, if you assign a check number to each payment within a group.

You can post a Payment Entry group without printing the Remittance Advice form.

The Selection parameters include:

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> Payment Entry.
2. Create a new group or select an existing one.

3. From the Overflow menu , select Print Remittance Advice.

4. Select the report parameters.

5. Select Print Preview.

339 December, 2023

Generating the Supplier Statements Report
Generate the Supplier Statements Report to review invoice transactions and balances up to a specific
cut-off date for a supplier. You can then send the Statement of Account to suppliers for confirmation
and agreement.

The Selection parameters include:

l Invoice Date Cut-Off - The date the report will consider. The default value is the end of the
previous fiscal period.

l Message - Enter free text, which will display at the end of the report.

l Filter Summary - Informs you whether you used filters or not. After you select a specific filter
option, the fields located in this pane display values depending on whether you filtered (Some
Selected) or you did not (All Selected).

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports > Supplier
Statement.
2. Select the parameters depending on what you want the report to display.

3. Select Print Preview.

340 December, 2023

Generating the Use Tax Report
Run the Use Tax Report to compare and reconcile data processed by the Avalara® Tax Connect
functionality generated on the AvaTax® site.

Even though the Avalara service offers a set of reporting options you can leverage it to
track the amount of use tax assessed. You only run this report if you do business in a
location that requires the Use Tax.

The Selection parameters include:

l From and To Dates - If you selected the By Date Range option, use the Start and End fields to
enter the start date and the end date for the report.

l Target Currency - The target currency being used to generate the converted amount. The
conversion rule converts the amount from the source currency to an equivalent amount for the
target currency.

l Summary Only - Select if you want to print the report in the summary format. In this format,
only the selected taxing jurisdiction totals are printed.

l Filter - Informs you whether you used filters or not. After you select a specific filter option, the
fields located in this pane display values depending on whether you filtered (Some Selected) or
you did not (All Selected).

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

l Recurring - Select this check box if you want the report to run on a repeating basis. This check
box is only available if you select a schedule other than Now.

To generate the report:

341 December, 2023

1. Define the From and To dates.
2. Define the target currency.
3. Select if you want the report to print in the Summary format.
4. Select the Report Style for the report run.
5. If you want to generate the report immediately, verify the Schedule field displays the Now
option.
6. Enter how long you would like this report to remain available after it generates by selecting an
option from the Archive Period drop-down list. As long as the application clock has not passed
this time, the report is available on the server to preview and print.
7. Enter text in the User Description field.
8. Select the Recurring check box if needed.

9. Select Print Preview.

342 December, 2023

Generating the Withholding Tax Payment Data
Report
Generate the Withholding Tax Payment Export Report to review and print withheld tax payment
information in different formats and for the selected period.

The Selection parameters include:

l Fiscal Calendar - The fiscal calendar used on the report.

l Date Range Options - The date range option of the report.

l Fiscal Year - The fiscal year used on the report.

l Suffix - The fiscal year suffix

l Period - The period when payments were submitted.

l Quarter - The quarter when payments were submitted.

l From - The start date of the report period.

l To - The end date of the report period

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l Recurring - Select if you want the report to run on a repeating basis. The check box is only
available if you select a schedule other than Now.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

To generate the report:

343 December, 2023

1. From the main menu, go to Financial Management > Account Payable > Reports >
Withholding Tax Payment Export.
2. Create a new record or select an existing one.
3. If you create a new record, define the Date Range Option, a valid Fiscal Year, Fiscal Period, and
select the AR or AP option.

4. From the Overflow menu , select Print to display the Withholding Tax Payment Data
Report.
5. Select the report parameters.

6. Select Print Preview.

344 December, 2023

Generating the Withholding Tax Certificate Report
Generate the Withholding Tax Certificate Report to create a tax certificate to inform suppliers of taxes
withheld on behalf of their tax liability. A certificate can be printed periodically or after each invoice or
payment, depending on your requirements.

You can also set up legal numbers for certificate numbers to be numbered automatically, as required in
some countries, by using the Legal Numbers Maintenance program.

The Selection parameters include:

l Report Options - Select the Report Options you wish to use for this report run. You typically
define a date range to determine what records to include in the report. Each report may have
other options specific to the data that displays on it.

l Filter Summary - Informs you whether you used filters or not. After you select a specific filter
option, the fields located in this pane display values depending on whether you filtered (Some
Selected) or you did not (All Selected).

l Report Style - Select the report style option you want to use to run this report.

l Schedule - Indicates when you want to print the report. If you select something other than Now,
the Recurring check box is available.

l Archive Period - Time period you want to keep the report in the System Monitor. The default is 0
Days, meaning that the report will be deleted from the monitor shortly after being printed.

After the Archive Period passes, the report is purged from the system. When a report is exactly
purged is determined by a combination of the date/time the report generates, the number of
days set in the report's Archive Period, and the Report Purge Frequency setting. The Report Purge
Frequency is defined in the System Agent within its Task Agent Purge Settings.

l User Description - Describes a specific report run. The entered description displays in the System
Monitor.

l Recurring - Select this check box if you want the report to run on a repeating basis. The check
box is only available if you select a schedule other than Now.

To generate the report:

1. From the main menu, go to Financial Management > Accounts Payable > Reports >
Withholding Tax Certificate.
2. Select the parameters depending on what you want the report to display.

3. Select Print Preview.

345 December, 2023

346 December, 2023
Generating the Withholding Tax Payment Report
In Withholding Tax Payment Report, generate a WHT payment report to determine how much you will
pay for corporate and non-corporate tax types, and to mark all the withholding taxes paid for invoices
selected in the previous periods as paid.

Once you enter the header data, you need to select relevant tax types as filters. Then, you need to
retrieve withholding tax entries for the selected records. After you make sure the list is correct, you can
mark the tax record items as Paid. When data entry is complete, you select the Ready check box to
indicate that the report is ready for submitting in the quarterly reports.

Use the landing page of the application to view existing WHT payment reports or to enter a new one.

In this article, we will cover generating a WHT payment report.

Generating a WHT Payment Report

1. From the main menu, navigate to Financial Management > Accounts Payable > Reports >
Withholding Tax Payment Report.

2. Select New to add a new WHT payment report.

3. Enter the required details in the Header section:

l Report ID - WHT report identifier. In the blank field next to it, you can also enter the report
description.
l From, To - Period for which you run the report.
l
Tax Type ID - Tax type code. Select Search to search for the tax type you need.
l AR, AP - Module where the payment is applied.
l Report Date - Date of the report.

347 December, 2023

4. In the Detail section, select the appropriate bank account.

5. Enter the bank receipt number and date. Then, enter the bank transaction reference number
(BSR code) and date, and cheque number and date.

6. Expand the Notes card and enter your comments for this report, if necessary.

7. If you want to limit the report to specific records, expand the Filter card and select the
customers/suppliers/tax liabilities you want to include in the report.

8. Select Save.

348 December, 2023

 9. To retrieve the tax records, select the Get Tax Records option from the Overflow menu . The
Tax Records card fills in with the data pulled from the application.

If necessary, you can select the following actions for your tax record(s): Remove unpaid rows,
Set all "Paid" (the application will select the Paid check box for all the lines in the grid),
Remove selected rows. You can also review the following tax record details:

l Paid - If on, the tax line is paid.

l Document Date - Invoice or payment date.
l Party ID - Customer's or supplier's ID.
l Party Name - Customer's or supplier's name.
l Legal Number - Legal number of the transaction (invoice, debit memo, credit memo,
correction invoice, or payment).
l BoE Number - Invoice prepayment cheque number.
l Tax Point - Transaction tax point date.
l Percent - Transaction tax rate percent.
You can select a tax record in the grid and expand the Tax Detail card for its details, if necessary.

10. Once done with entering the report details, go back to the Report card and select the Ready
check box in the Status section. Now you can print the report.

After you select the Ready check boxes, Submitted and Closed become available. Select them
after you:

l Submitted - Submit your report.

l Closed - Finalize the report. This check box indicates that the report is closed for changes.
You can also view who and when worked on the report in the History section.

349 December, 2023

Exporting the Withholding Tax Payment Report
Export withholding tax payment reports in different formats in Withholding Tax Payment Export.

To generate a data file, select an electronic interface for a required format. The application generates a
data file to the specified path and attaches it to the report entry.

You can create an electronic interface for Withholding Tax Payment Export using the following
settings (the program file is stored in the Erp\EI\WHTPayment on your server):

l Interface Name: WHT Payments Export

l Type: Withholding Tax Payment Export
l Program Category: Default
l Program: WHTPayment.cs
l Description: Withholding Tax Payment Export EI
Refer to the Electronic Interfaces chapter for instructions on creating electronic interfaces for EFT
processing.

Use the landing page of the application to view the existing WHT payment reports or create one.

In this article, we will cover:

l Setting Up a WHT Payment Export

l Exporting a WHT Payment Report

Setting Up a WHT Payment Export

1. From the main menu, go to Financial Management > Accounts Payable > Reports >
Withholding Tax Payment Export.

2. Enter the report ID and its description.

3. Select the date range option for this report.

4. Enter the relevant values for this report in Report Date, Fiscal Year, and Fiscal Period.

5. Specify the module where you make the payments by selecting the AP or AR radio buttons.

6. Select the tax report category.

7. If necessary, enter notes for this report run.

350 December, 2023

 8. Select Save.

Exporting a WHT Payment Report

1. Go to the Export card to select export settings for the report.

2. Select the Test check box if you want to run report export is in the test mode.

If you select this check box, the system generates an export file without increasing the report
sequence number and it doesn't attach any files to the Report entry. If this check box is clear, the
application generates an export file with a unique report sequence number and attaches the files
to the Report entry.

3. Select an electronic interface you created previously for the withholding tax payment report.

4. In the Export File field, enter a path on your computer where the you want to export the report.

351 December, 2023

5. Review other report information in the Interface Properties grid.

6. Go to the Tax Payments card and select Get Tax Payments from the Overflow menu to pull
withholding tax payment reports to the grid.

The Tax Payment parameters include:

l Bank - The unique bank account ID.

l From - The start date of the report period.
l Late Payment Charge - The charge paid for late filing of the tax returns.
l Module - The module where you make the payments: AP or AR.
l Paid Amount - The amount of withholding tax you pay to the government.
l Penalty - The penalty amount.
l Receipt Date - The bank receipt date.
l Receipt Number - The bank receipt number.
l Report ID - The report ID.
l Tax Type ID - The tax type ID.
l To - The end date of the report period.
l Total Payment Amt - The total payment amount (the sum of Amount Paid, Late
Payment Charge, and Penalty).

7. Select the following options from the Overflow menu to:

l Generate File - Generate the export file for the report in the .txt format and sends it to the
output file path you selected

352 December, 2023

 l Submit - Submit the report (it will be marked as Submitted)
l Reset - Reset the Submitted status for the report
l Post - Post the report
8. You can also view who and when worked on the report in the History section.

9. Select Print from the Overflow menu to view the report on your screen.

353 December, 2023

Tracking AP Invoices
Invoice billing is one of the main steps in the sales cycle. Suppose you buy a product from a supplier,
and you agree to pay within a specified period. While the supplier waits for you to pay the bill, you
consider the unpaid invoices as Accounts Payable.

With the AP Invoice Tracker, you know how much you owe and when it is due. If a supplier calls you to
discuss an invoice, you have the complete information at your fingertips. You can track invoices and
general payment activity, General Ledger transactions, and the supplier details.

You can find more information about the tracker interface in the Trackers article.

In this article, we will cover:

l Viewing Summary Details

l Displaying General Ledger Transactions
l Viewing Payment Information
l Reviewing Payment Instruments
l Reviewing AP Invoice Activities

To learn more about general cards and fields, refer to the AP Invoice Entry section in the
Application Help.

Viewing Summary Details

Let us assume you buy construction materials from your supplier. In the purchase order, you agree to
pay for the materials within 30 days after their shipment. When you purchase goods on credit that you
need to pay back within the agreed period, it is known as Accounts Payable.

If you want to track the funds, you owe to your supplier, use the Summary card. Here you can find the
necessary details of the invoice, the name of the suppliers, shipment details, and the amount of the
debt.

To view the AP invoice summary:

1. From the main menu, go to Financial Management> Accounts Payable > General Operations >
Invoice Tracker.

2. In the Invoice column, select the invoice. For an advanced search, in the Invoice field, select the
search button.

354 December, 2023

Here is more information about the following fields in this card:

l Rounding - Rounding parameter. Rounding is occurred if the multiplier or rule for total amount
differs from the multiplier or rule for total line amount. The difference is included in the Amount
to Pay and it is booked to the rounding account specified in the company setup when the invoice
is posted.
l Line Amounts - Total amount from all the current invoice’s lines.
l Less Pre-Payment - Pre-payment amount in base currency.
l Group - Invoice group identifier.
l Variance - Difference between the Total Line Amounts value and the Amount value.

Displaying General Ledger Transactions

In the General Ledger (GL), you process and post all accounting transactions created throughout the
system, as well as entries made directly within the ledger.

On the Activity > GL Transactions card, you can track accounting journals and information on the
credits. It lets you review all the journal entry transactions placed against the current invoice that you
select.

Here is more information about the following fields in this card:

355 December, 2023

 l Statistical UOM Code - Statistical unit of measure.
l Statistical - Indicates if statistical information may be entered for the natural account. Accounts
can be used for monetary amounts (0), monetary and statistical amounts (1), or only for
statistical amounts (2).
l Allocation Stamp - Previous allocation stamp to which the allocation is to be applied.
l Allocation Target Number - Next number sequence used to keep the records unique.

Viewing Supplier Payment Information

When you need information about payments that you made to the supplier, you can find it on the
Activity > Payments card. You can see all the payment activities, which includes the invoice payment
schedule and credit card data.

Viewing Payment Instruments

The Activity > Payment Instruments card gives you quick access to payments that are applied to
supplier invoices at a later date. Here you can track promissory notes, post-dated checks, and other
future-dated payment instruments.

Here is more information about the following fields in this card:

l PI Status Description - Status of the payment instrument.

l Fiscal Calendar ID - Identifier of the fiscal calendar associated with the transaction.
l Revaluation Balance - Balance of the payment instrument at the time when the revaluation
record was created.

356 December, 2023

 l Revaluation Date - Date when the gain or loss revaluation record was generated.
l Reverse Gain/Loss - Specifies if the adjustment is a reverse gain or loss adjustment.

Reviewing AP Invoice Activities

Using the Activity page in the AP Invoice Tracker app you can review information relevant to your
invoice.

You cannot modify information on the Activity page.

You can review information about:

l POs - Displays purchase order information for any POs that are on this invoice, if any.
l Receipts - Displays pack slip information for any packing slips that are on this invoice, if any.
l GL Transactions - Displays all the journal entry transactions that have been placed against the
current invoice.
l Payment Summary - Displays the payment summary information, if any. If the payment has
been made against the invoice, this card shows you the values related to the received payment.
l Payments - Displays review all the payments that have been placed against the current invoice, if
any.
l Payment Instrument Summary - Displays the payment instrument summary information, if any.
If the payment instrument has been made against the invoice, this card shows you the values
related to the PI.
l Payment Instruments - Displays information about the payment instrument associated with the
invoice, if any. Payment instruments (PI) are applied to supplier invoices at a later date. You often
need to enter a PI when you receive a promissory note with an accounts payable invoice.
l Recurring - Displays recurring related information for the invoice, if any. A recurring invoice is
created, approved and paid on a regular basis, such as monthly invoice for rent or leasing of
equipment.
l Recurring Invoices - Displays AP recurring invoice details, if any.

357 December, 2023

 l Intrastat - Displays the intrastat related information for the invoice. Intrastat facilitate business
transactions that take place in Europe, or other locations where Intrastat considerations are
necessary. Intrastat facilitates financial transactions with countries that require it.
1. Select the Activity page.

2. Expand the card you need and review its information.

Open the Explorer tab to see a graphical representation of relationships between related purchase
orders, receipts, AP invoices, and payments – providing a detailed overview of the procurement cycle:

358 December, 2023

 The record you are in is always outlined with black borders.

This relationship “map” consists of four card groups:

1. Purchase Order
2. Receipt
3. AP Invoice
4. Payment
Each card contains a basic overview and an underlined link (the PO/Packslip/Invoice/Payment
Number field), which opens a panel with detailed information:

359 December, 2023

 More details can be added to the grid using the Personalize Columns option in the
panel’s Overflow menu. You can also select the record to access it.

When there are four or more cards in a group, a collapsed version of the cards displays:

You can select the underlined link of on the collapsed cards to view a panel with all the records listed:

360 December, 2023

Tracking Logged AP Invoices
Logged invoices are a category of AP invoices you create to both record and post to a suspense
account. The invoices remain in this account until you approve and pay them. To track these invoices,
use the Logged AP Invoice Tracker. The tracker helps you review the taxes, General Ledger (GL)
control types, and GL transactions, applied to a particular invoice.

You can find more information about the tracker interface in the Trackers article.

To use the tracker:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations >
Logged Invoice Tracker.

2. In the Invoice column, select the invoice. For an advanced search, select the search button.

3. On the Details card, review the information for the logged AP invoices.

In this article, we will cover:

l Reviewing Tax Information

l Reviewing GL Control Details

361 December, 2023

 l Reviewing GL Transactions

Reviewing Tax Information

If you require the tax information for the current invoice, refer to the Tax card. Here you can find the tax
rates, tax rate dates, invoice taxes, and taxable amounts posted for the specific invoice.

Here is more information about the following fields in this card:

l Tax Liability - Tax region code for the invoice.

l Tax Point - Tax point date when the tax is recorded. This date is also used in the calculation of
the Tax Rate if no Tax Rate Date is specified.
l Reportable Amount - Amount of tax that must be reported to the taxing locality. If you are
manually entering the tax amount, this field automatically recalculates its value. If you need,
however, you can change this amount.
l Rpt Tax Amt Variance - Difference between tax calculated in document rate, less the tax
calculated in the tax rate.

Reviewing GL Control Details

GL Controls serve as a simple, flexible way to determine GL Accounts and Journals used in business
transactions. To view the basic information on the assigned GL controls, its types, go to the GL Control
card.

Here is more information about the following fields in this card:

362 December, 2023

 l GlobalLock - When selected, this check box disables this record from receiving global updates.
l GlobalEntityGLC - Indicates whether the EntityGLC is global and whether you can send it to
other companies.
l Is External Company - Indicates whether the account in this record is for an external company.

Reviewing GL Transactions
On the GL Transactions card, you can track journal entry transactions placed against the current
invoice that you select. This card also lets you review all the accounting journals and information on the
credits. You can retrieve the complete information for the transactions according to the accounting
book you choose.

Here is more information about the following fields in this card:

l Statistical UOM Code - Statistical unit of measure.

l Statistical - Indicates if statistical information may be entered for the natural account. Accounts
can be used for monetary amounts (0), monetary and statistical amounts (1), or only for
statistical amounts (2).
l Post Date - Date and time when the transaction was posted to the GL.

363 December, 2023

Tracking Payment Batches
The Payment Batch Tracker provides insight into the Accounts Payable (AP) payment batches. If you
are an accountant, the tracker can be useful for you when you transfer the payment checks in batches
to the banks. Track all the payments in batches you make, review whether the transaction is valid or
voided, trace the check dates, bank amounts, currencies, and so on.

You can find more information about the tracker interface in the Trackers article.

To use the tracker:

1. From the main menu, go to Financial Management > Cash Management > General Operations
> Payment Batch Tracker.
2. In the Bank Batch ID column, select the batch. For advanced search, select the search button.

3. Review the batch details on the Details card.

4. To check the payments, expand the Payments card.

To create the payment batches, use Payment Batch Maintenance.

364 December, 2023

Tracking Payments
If you buy a product from a supplier, you need to keep track of all the payments you make. The
Payment Tracker is a perfect tool for reviewing all the necessary payment information: bank accounts,
invoices and bank details. You can use the search criteria to limit the data you see.

You can find more general information about tracker interfaces in the Understanding
Trackers article.

To use the tracker:

1. Open the Payment Tracker app.

2. The landing page displays payments in a grid, starting with the most recent.
3. You can click on a record in the Payment Number field.
4. The Payment Details card displays the general information about the payment.

5. The Invoice Payments card displays the individual invoices paid.

365 December, 2023

 6. On the Miscellaneous Payments card you can see any related miscellaneous expenses (e.g.
uninvoiced payments for products or services used in the company's operation).

7. You can also review the Bank/Remit To, Bank Fee, and ACH Payments information.

Select the Print Remittance Advice icon, in the top right corner of a payment's Details
tab, to re-print the remittance advice for a posted payment from the Payment Tracker.

8. The Activity tab contains the POs, Receipts, Invoice Lines, and GL Transactions cards

Open the Explorer tab to see a graphical representationof relationships between related purchase
orders, receipts, AP invoices, and payments – providing a detailed overview of the procurement cycle:

366 December, 2023

 The record you are in is always outlined with black borders.

This relationship “map” consists of four card groups:

1. Purchase Order
2. Receipt
3. AP Invoice
4. Payment
Each card contains a basic overview and an underlined link (the PO/Packslip/Invoice/Payment
Number field), which opens a panel with detailed information:

More details can be added to the grid using the Personalize Columns option in
the panel’s Overflow menu. You can also select the record to access it.

367 December, 2023

When there are four or more cards in a group, a collapsed version of the cards displays:

You can select the underlined link on the collapsed cards to view a panel with all the records listed:

9. Additionally, from the Payment Tracker landing page, you can select the Search icon to open the
slide in panel.

368 December, 2023

10. You can filter the data by various criteria, such as Check Apply Date, Check Amt, Fiscal Period,
Supplier, Bank Account, and so on.

369 December, 2023

Tracking Letters of Credit
A letter of credit is a letter or document from a bank guaranteeing that a buyer's payment to a seller
will be received on time and for the correct amount. In the event that the buyer is unable to make a
payment on the purchase, the bank will be required to cover the full or remaining amount of the
purchase.

The buyer makes an agreement with a bank that the bank will be liable to pay for some specific goods
up to a certain value on the basis of some condition - usually some sort of confirmed receipt such as a
bill of lading. The seller can then be satisfied that they will be paid, and raises the invoice against the
bank. The seller must raise orders, deliver and raise invoices specifically against that letter; and when
done so, it effectively becomes its own independent credit pool.

One variant of this is where the bank does not become the payer, but merely a guarantor in the event
the buyer fails to pay. Local governments rather than banks also offer this service but usually to the
supplier for a price under an Export Credit Guarantee (ECG) scheme - but in the same way you must
ensure not to exceed the value of such a guarantee. Invoices and payment processing then continues
against the normal customer and the purpose of tracking is pure visibility against the particular
guarantee and also to ensure that the guarantee limit is not exceeded.

Use the AP Letter of Credit Tracker to review details of records where you want to use precaution in
offering credit facilities to a customer who may be a credit risk.

You can find more information about the tracker interface in the Trackers article.

To learn more about general cards and fields, refer to AP Letter of Credit Entry section in
the Application Help.

To use this tracker:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> AP Letter of Credit Tracker.

2. On the landing page, select the LCID number from the LCID column. For advanced search, select
the search option in the LC Reference field.

3. In the Activity section, you can view the AP invoice and purchase order details.

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4. Expand the Invoices panel card to track invoices connected to a letter of credit and view details.

5. To track purchase orders connected to a letter of credit and view details, expand the Purchase
Orders card.

6. Use the Details section to select a letter of credit and to review detailed information.

7. Expand the Detail card and select a letter of credit in the LC Reference field. Review details
about the supplier, exchange rate, dates, and values.

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Tracking AP Payment Instruments
Payment Instrument is a generic term to cover different types of negotiable instrument used for
payment. Any document that is an instruction to a bank to make a payment is a payment instrument.
Track the different types of payment instruments such as Promissory Notes and post-dated checks and
their corresponding status, from initial generation or receipt through to clearance/ settlement in the
A/P Payment Instrument Tracker. By using this functionality, you can be assured that complex,
settlement-related taxes are correctly handled when payment is made via payment instruments.

To use the tracker:

1. From the main menu, go to Financial Management > Accounts Payable > General Operations
> AP Payment Instrument Tracker.

2. On the landing page, select the payment instrument.

3. On the Header card, review the detailed information for the selected PI.

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4. Use the Info card to view a company or supplier address, specific to an instrument. The default
information on the sheet originates from the Company Maintenance and Supplier Maintenance
programs.

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5. To view the invoices linked to a payment instrument, expand the Allocation card.

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6. When you select an invoice from the Invoice grid, the details display in the Invoice Detail card.

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7. Use the Bank Fees card to view bank fees and bank fee taxes that apply to the instrument.

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8. On the Endorsed PI Receivable card to review endorsed AR payment instruments details.

You can find more information about the tracker interface in the Trackers article.

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