M9-AP-1043 Enhanced Expense Distribution Tables for AP

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Contents

Synopsis

This Extended Solution adds the ability to utilize a UDF to default expense distribution tables, by vendor, in Accounts Payable data entry.

’Enable Expense Distribution Tables’ in A/P Options must be selected.


The Custom Office module must be activated. Additional functionality is available if you have one (not both) of the following Extended Solutions installed and enabled:

  • AP-1046, Division Code by Distribution Line
  • AP-1027, Multiple Company Accounts Payable


Installation

Before installing any Extended Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 100 (MAS 90 MAS 200) platform.

Extended Solutions Control Center

Installing any Extended Solution will add an Extended Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Extended Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Extended Solution.

Setup

Upon completion of software installation, you will need to access Extended Solutions Setup from the Accounts Payable Setup menu. Select this part number, and the Setup screen for this Extended Solution will appear (Figure 1). Check the ‘Enable Extended Solution’ box to activate this Extended Solution.

AP-1043_Setup_Options
Figure 1


Answer the following prompts:

If AP-1027 is installed and enabled, and AP-1046 is NOT installed and enabled, you can answer this prompt:

ADD AP-1027 COMPANY CODE TO RATE TABLE: Check this box to add the AP-1027 Company Code to the Rate Table in Distribution Table Maintenance and Manual Check Entry.
A/P VENDOR MASTER UDF FOR TABLE CODE: Specify the 6-character uppercase type A/P Vendor Master UDF which will hold the Table Code. This field is required.
ENABLE TABLE CODE DEFAULT: After a valid Vendor Master UDF has been selected, this option will determine when table code defaulting will occur. Choose Invoice Entry, Manual Check Entry, Both, or None.

You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution.

Role Maintenance The following Task has been added to Accounts Payable, Setup Options:

  • Extended Solutions Setup

Users who are authorized to run any of the above should be granted permissions for the prospective tasks and security events. Please review your security setup in Role Maintenance and make appropriate changes.

Operation

A/P Vendor Maintenance
The Vendor Master UDF for Default Table Code can be added to Vendor Maintenance in order to hold a default Expense Distribution Table code (Figure 2). This code will be used to automatically populate the expense distribution in Invoice Entry and/or Manual Check Entry.

AP-1043 Vendor Maintenance
Figure 2


A/P Invoice Data Entry
If ‘Enable Table Code Default’ in Setup is set to Invoice Data Entry or Both, and the vendor has a default table code, the invoice amount will be automatically distributed when you access the Lines tab.

Manual Check Entry
If ‘Enable Table Code Default’ in Setup is set to Manual Check Entry or Both, and the vendor has a default table code, the invoice amount will be automatically distributed when creating an invoice on the fly.

With AP-1027
When the Setup option to ‘Add AP-1027 Company Code to Rate Table’ is enabled, in Distribution Table Maintenance there will be a new field for the entry of a subsidiary company code (Figure 5).

AP-1043 Distribution Table Maintenance


When you enter the Account Number to be used, the program will confirm that it exists in the subsidiary company code. Entry of a G/L Account Number that does not exist in the specified company code will not be allowed.

If you checked the option in AP-1027 to ‘Specify Valid Subsidiary Codes,’ only those company codes that were assigned Account Numbers during ‘G/L Account by C/O Maintenance’ will be allowed for entry at this window. The Companies assigned in the Distribution Table will print on the Distribution Table Listing.

During Invoice Entry, the new company code data in the Distribution Table will populate the AP-1027 line detail subsidiary company code field.

If the table contains a distribution account that does not have a corresponding Company Code, the AP-1027 Company Code referenced on the header of the A/P Invoice will be used. Before invoice distribution happens, the program will check if all companies are valid subsidiary companies. Distribution will not happen if any error is found.

Manual Check Entry with AP-1027
Any subsidiary company codes maintained in the distribution table will be defaulted into the AP-1027 distribution line company code field. If the table referenced contains a distribution line that does not have a corresponding Company Code, the AP-1027 Company Code referenced on the header of the Manual Check Entry will be used.

With AP-1046
If you have AP-1046 installed and enabled, you will have the ability to add a Division Number for each account in Distribution Table Maintenance (Figure 4). The Division Number field is not required.

AP-1043 Distribution Table Maintenance


The divisions assigned in the Distribution Table will print on the Distribution Table Listing. For more information on the functionality of AP-1046, refer to that product’s installation manual.

What’s New

With the 08-30-11 release:
Expense Distribution Tables were incorporated into standard Accounts Payable in version 4.40 PU6. Therefore:

  • Renamed to ‘Enhanced Expense Distribution Tables for A/P’.
  • Replaced Invoice UDFs with Vendor Master UDF.
  • Added option to default a table code during data entry.

With the 4-16-08 release:

  • Added integration with Extended Solution AP-1046.

With the 3-6-08 release:

  • Converted to the Business Framework.
  • Extended Solution AP-1046 is not supported with this release; will be added at a future date.
  • Dedicated fields for Table Code and Distribution Percentage are now Custom Office user defined fields.

Upgrades and Compatibility

The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.4

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