This document explains how to print a report to make a manual journal entry each month to have the credit card vendors separate from the rest of your Accounts Payable in the G/L module.
If this procedure is done each month, when balancing the A/P Aged Trial Balance to the G/L, the A/P Trade and the A/P Credit Card G/L accounts will need to be added together to match the A/P Aged Trial Balance.
STEP 1
Go to:
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Accounts Payable (Module 3)
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System management (Task 32)
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Modify application tables (Sub-task 17)
- Vendor type definitions (1)
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Modify application tables (Sub-task 17)
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System management (Task 32)
This vendor type can be any alphanumeric, one character. Below is an example of the type C as the Credit card type.
“C” , “Credit Card”
“a” , “Architect”
“1” , “Contractor”
STEP 2
Go to:
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Accounts Payable (Module 3)
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Vendor master (Task 17)
- Change existing vendor record (Sub-task 2)
- Bring up your credit card vendors & change field 12 vendor type
- After the vendor type is (in this example C), set to the credit card type, any voucher posted after, will have this vendor type.
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Vendor master (Task 17)
STEP 3
Month end report, go to:
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Accounts Payable (Module 3)
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Voucher history (Task 19)
- Print selected Vch history records (Sub-task 4)
- Starting Batch #: Enter key for ALL
- Starting vendor #: Enter key for ALL
- Starting vendor type: C in this example
- Starting division #: Enter key for ALL
- Starting & ending date: use the month just closed
- Starting check #: Enter key for ALL
- Starting voucher #: Enter key for ALL
- This report will give you a total of all vouchers & payments for the month, to all of your credit card type vendors.
- Suppress detail records? YES or NO
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Voucher history (Task 19)
- REGULAR ENTRIES REGULAR TOTAL (NET CHANGE TO A/P): would be what was vouchered.
- PAID ENTRIES WITHIN DATE RANGE PAID TOTAL (NET CHANGE TO CASH): would be the total of what was paid.
- Using this report a manual journal entry can be made in the General Ledger (Module 4), Manual TRX entry & editing (Task 1).
- To setup a recurring journal entry for this see the document titled “Task 18 - Reversing & Recurring Journal Entries”.
- To add a new G/L account # see the document titled “Add a General Ledger Account” or contact us via email or fax 248-583-4110.
MANUAL JOURNAL ENTRY
- For this example we will say the Accounts Payable Trade General Ledger account is 301-00-01 A/P Trade, and the A/P Credit Cards is 302-00-01.
- For this example we will say the Voucher history report printed in step 3, showed REGULAR ENTRIES REGULAR TOTAL (NET CHANGE TO A/P): $5,000.00
- For this example we will say the Voucher history report printed in step 3, showed PAID ENTRIES WITHIN DATE RANGE PAID TOTAL (NET CHANGE TO CASH): $4,000.00
- The manual journal entry would be:
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Debit A/P Trade 301-00-01 $5,000.00
- Credit A/P Credit Card 302-00-01 $5,000.00
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Debit A/P Credit Card 302-00-01 $4,000.00
- Credit A/P Trade 301-00-01 $4,000.00