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Accounting in the Web with Sage 300

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Introduction

We are just rolling out Sage 300 2016 which includes Web versions of Common Services, Bank Services, Tax Services, General Ledger, Accounts Receivables and Accounts Payables. The focus of this release isn’t on a new flashy portal with flashy KPIs (although we do have those) or other new technology enabled functionality. The focus is on the core Financial Accounting functionality; on entering financial accounting documents into the system and providing the key reports that go along with these.

This is the first of a series of releases that will translate the Sage 300 product line to a new Web based technology platform. It will move all the functionality of Sage 300 to this platform and use this new platform to add newer technologies and functionality.

This article is meant to give a quick overview and flavor for what you will see in our new Web UIs.

Common Services

A lot of Common Services are screens that enable functionality through the rest of the product. For instance the Optional Fields setup UI is present and is used to configure Optional Fields that then appear in so many other places. There are the usual basic common setup UIs for Company Profile and Calendar Services.

cs2000

Bank Services is a part of Common Services and it provides a centralized place to manage your bank accounts. Reconcile bank statements and enter various bank related items like service charges. It also provides a common check printing UI for other applications to use when printing checks.

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Tax Services is another part of Common Services that lets you configure your sales taxes in a single place and then they are used everywhere that involves sales taxes. You will see the full tax services support though out many Web UIs.

tx1000

Sage Payment Solutions (SPS) is also configured from Common Services. We fully support Sage Payment Services for taking credit cards in A/R as part of this first release. We integrate to the Web versions of the SPS screens to take and process credit cards. As before no credit card information is stored in the Sage 300 database, its all handled by the SPS screens and saved in the SPS vault.

py1000

Although they aren’t supported by their own screens there is a lot of common functionality that goes across all the modules like Import/Export, Finders and processing custom Crystal reports. These are all present in the new Web UIs as well.

All these screens fully support multi-currency and fully honor Sage 300 security.

General Ledger

This module offers all the standard G/L screens. From here you can define your G/L Account structure, create and maintain your G/L Accounts and enter your G/L Journal Entries. Generally everything is G/L is based on fiscal year and period (which we provide a specialized control to enter) and allows you to follow GAAP rules exactly.

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Accounts Receivable

Here you have all the screens to setup and maintain you’re A/R sub-ledger. You have screens to enter and maintain Customers. There are the main document entry screens of Invoice Entry and Receipt Entry. There is integration to SPS for credit card transactions. There is retainage accounting, optional fields, sales tax calculations and all the rich functionality you are used to.

arreceipt

Accounts Payable

Here you have all the screens to setup and maintain you’re A/P sub-ledger. You have screens to enter and maintain Vendors. There are the main document entry screens of Invoice Entry and Payment Entry. You can track vendor account and transaction details on screen and on printed reports. Accounts Payable produces the reports you need to avoid late payment charges, secure vendor discounts, and match cash requirements to cash resources. There is tight integration to Bank for printing and tracking checks.

appayments

Summary

Hopefully you will try out our new Web technology for the Sage 300 UIs. This moves Sage 300 to a fully supported technology platform that continues to evolve quickly. This first release offers lots of functionality across all of Financial Accounting with new releases coming quickly to provide the rest.

If you remember our last UI transition from CA-Realizer to VB6, you will see that this one is happening at a much quicker pace.

Since the Business Logic is still the same as the existing product, you know that this is a very full featured and robust set of accounting functionality that has been in use at a great many companies for quite a few years now.

For more information check out the online help at: http://help.sage300.com.

 

 

Tables and Data Flow of the Accpac Accounts Payable Module

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This blog posting will be looking at the structure of some of the parts of the Accounts Payable module of the Sage ERP Accpac product. You can find the structure of the individual tables in the Accpac Application Object Model (AOM), which must be viewed in IE. However this doesn’t tell you how the tables are related or how data flows from one table to another as you post various transactions. There are 78 tables in A/P, so obviously we can’t describe each in a single blog post. So we’ll just look at a few interesting cases. Understanding these relationships can be especially important to people writing sophisticated custom reports or BI Views.

The main types of database tables in A/P can be categorized as:

  • Setup
  • Master Data
  • Data Entry
  • Data Processing
  • Periodic Processing

Accounts Payable controls and tracks paying all a company’s vendors. The Purchase Order module will feed documents into A/P when vendors need to be paid. A/P will then feed all monetary transactions into G/L for recording. A/P also interacts closely with Bank services for printing checks and handling the whole check printing/reconciliation cycle.

Setup

The Setup Tables are:

Options

A/P has 4 options tables. The reason is to separate out the functionality to reduce contention on these files. This way updating the various invoices and other document numbers doesn’t affect the other tables.

APP01 (AP0001): Company Options.

APP02 (AP0002): Invoicing and Numbering.

APP03 (AP0003): Payment and Aging.

APP04 (AP0004): Integration.

Other Setup Tables

APCLX (AP0007): 1099 Class Codes.

APCCS (AP0013): 1099/CPRS Amounts.

APRTA (AP0012): Terms.

APRTB  (AP0011): Terms Payment Schedules.

APSLH (AP0035): Payment Selection Codes. Selection Criteria Header.

APSLD (AP0036): Selection Code Details. Selection Criteria Details.

APSLHO (AP0411): Selection Criteria Header Optional Fields.

APRAS (AP0006): Account Sets.

APRDC (AP0005): Distribution Codes.

APDSH (AP0009): Distribution Sets Headers.

APDSD (AP0008): Distribution Set Details.

APPTP (AP0010): Payment Codes.

APMSG (AP0120): E-mail Messages.

APGLREF (AP0121): G/L Reference Integration.

APOFH (AP0501): Optional Field Locations

APOFD (AP0500): Optional Fields.

Master Data

The main master data file for A/P is the Vendors. Then secondarily we have Vendor Groups. I included the open documents under vendors since they are details, even though they are more a part of posting.

APVGR (AP0016): Vendor Groups.

APVGRO (AP0408): Vendor Group Optional Fields Values.

APVGS (AP0017): Vendor Group Statistics.

APVEN (AP0015):  Vendors.

APVENO (AP0407): Vendor Optional Field Values.

APVCM (AP0014): Vendor Comments.

APVSM (AP0019): Vendor Statistics.

APVNR (AP0018): Remit To Locations.

APVNRO (AP0409): Remit-To Location Optional Fields.

APOBL (AP0025): Open Documents (updated only by postings).

APOBS (AP0026): Open Payment Schedules.

APOBP (AP0027): Document Payments.

Data Entry

Generally data flows into A/P starting as an Invoice. Whether it is entered in A/P or fed in from another application like P/O. Then as the invoice is paid, payment batches record this and mark payments against the Invoices.

Invoice Entry

APIBC (AP0020): Invoice Batch Control.

APIBH (AP0021): Invoices Headers.

APIBD (AP0022): Invoice Details.

APIBT (AP0024): Invoice Detail Comments.

APIBDO (AP0401): Invoice Detail Optional Fields.

APIBS (AP0023): Invoice Payment Schedules.

APIBHO (AP0402): Invoice Optional Fields.

Payment and Adjustment Entry

Both adjustments and payments share the same set of database tables. In the APBTA Batch record the first field is PAYMTYPE which controls whether the batch is payment or adjustment. It is AD for Adjustment and PY for Payment.

APBTA (AP0030):  Payment and Adjustment Batches.

APTCR (AP0031): Payments/Adjustments

APTCP (AP0033): Applied Payments.

APTCU (AP0034): Adjustment G/L Distributions.

APTCN (AP0032): Miscellaneous Payments.

APTCRO (AP0406): Payment/Adjustment Optional Fields.

APPOOP (AP0048): Populates Payment List.

APCTRL (AP0057): Payment Control.

APSYGN (AP0056): Generate Payments Batch.

Data Processing

Posting SuperViews

Batches are posted entry by entry. All the audit files are added to while posting and all statistics are updated along with all the various posted document tables.

APIVPT (AP0039): Superview to Post invoices.

APPYPT (AP0040): Superview to Post payments/adjustments

APTRK (AP0037): Payment GL Transactions.

Posting Journal

APPJS (AP0512): Posting Journals.

APPJH (AP0511): Posting Journal Headers.

APPJHO (AP0514): Posting Journal Header Optional Fields.

APPJD (AP0510): Posting Journal Details.

APPJDO (AP0513): Posting Journal Detail Optional Fields.

APPTER (AP0038): Posting Errors Messages.

Periodic Processing

There are a large set of superviews that perform various periodic processing functions. These Views typically don’t have tables behind them and perform maintenance type operations. Some like year end or currency revaluation are quite major operations in their own right. Some of these include:

Clearing

APPREN (AP0049): Fully Paid Docs and Journals.

APPGCM (AP0050): Vendor comments.

APPGST (AP0051): Stats and 1099/CPRS amts.

APBCTU (AP0059): Deleted and posted batches.

APPGIA (AP0052): Delete inactive records.

Year End and Revaluation

APYREN (AP0044): Year End.

APUNGL (AP0041): Revaluation.

APRVL (AP0063): Revaluation Details.

APRVLO (AP0410): Revaluation Optional Fields.

Printing

The whole process of printing checks is fairly complicated. To print checks, A/P writes the check information into the BKCHK table in Bank Services. Then it invokes the BK5000 UI to actually drive the check printing. The process works like this so it can be shared by other check printing applications like U.S. and Canadian Payroll. BKCHK doesn’t contain all the check information, only the main header information then the A/P Check form joins back to the A/P tables to get the full set of information the check and advice forms.

APCHKS (AP0058): Print Checks.

APADV (AP0060): Payment/Check Advices.

APBPPU (AP0055): Update Print Status.

Statistics and Aging

APSTAT (AP0047): Update Statistics.

APAGE (AP0043): Age Documents.

Create G/L Batch

APGLTR (AP0042): Create GL batch.

Data Integrity

APINTCK (AP0045): Integrity Checker.

Activation

APINIT (AP0100): Activation.

Drill Down

APDLDN (AP0062): Drill Down. Called from G/L to allow G/L to drill down into A/P source documents.

Summary

Hopefully this blog posting provides a bit more insight into how A/P operates and hopefully helps when you use A/P, interface to A/P or are creating custom A/P reports.

 

Written by smist08

October 8, 2011 at 5:03 pm