Venture

• Added inventory report for items missing images

• Added Open P/O report to A/P reports

• Added UPS freight report

• Added P21 fixed-width fields item export report

• We now allow a payable to be reconciled to more than one P/O # for the cases where items were received under the wrong P/O.

• Fixed bug where editing a category didn’t work.

• Bugfix: approving a count sheet had a bug related to changing to the new SOAP client.  Wouldn’t show the count sheet report.

• Bugfix: In category maintenance, you couldn’t change the sort order on the items in the category

• Notes on P/O’s now show up during material reconciliation in A/P

• The payables due report no longer takes date arguments, and those fields have been removed from the client.  The report now shows all payables due regardless of due or discount date.

• A/P payables lookup dialog now shows prepaid invoices
• Fixed bug where regular invoices with prepayments that the payment was voided incorrectly rolled back the payment on the prepaid invoice
• Added payment_id to ap_payment_batch for voiding checks, it now saves the payment ID so the G/L entries for the void batch show up in the payment register report
• Fixed payables due dialog, was entering incorrect default G/L accounts for regular invoices with prepayments
• Fixed payables due report to show prepaid invoices that either need to be paid or have credit available for regular invoice “when the stuff gets here”

• When entering a credit in payables, the discount is now calculated.
• Users can now receive to (D)irect-ship P/O’s, but item warehouse is not adjusted.

There are currently 2 reports for A/P that can be generated, the Expense Journal and the Check Register report. You can run these reports by selecting Reports->On-Demand Reports->A/P from the main menu in the Accounting module.

Here is the page you will be presented:

This is the Expense Journal report form, and you can click on the “Check Register” tab to run the Check Register report. The Check Register form looks like this:

On the Check Register report form,  start and end cash accounts are branch - account #, the company is assumed to be the current working company.

Reports are saved in tab-delimited format in your user reports which are shown in the bottom window of the page. You can click the “Download” button to download them to your computer, and open them in OpenOffice, Excel or any other spreadsheet for viewing and printing.

Note that reports you generate and get saved on the server only stay there for 6 months before the system deletes them. If you want to keep reports around longer you’ll need to download them to your local computer.

Reports you no longer need can be deleted by clicking “Delete”, and note they are deleted permanently and cannot be recovered.

When payment batches are committed, besides payment being applied to the invoice, entries are created in the payment register.

You can open the payment register by opening the A/P batch selector by selecting A/P -> A/P Batch from the main menu in the accounting module.

Click the “Open Payment Register” button to open the payment register. When opening the payment register you will by default be shown all the payments that haven’t been marked as paid. Here is an example:

Here a payment has been selected, and in the window on the top right, you can see what invoices were paid, and the amount. Clicking on one of those invoices will fill in the invoice detail below the window.  This way you can see easily what payments paid how much on what invoices.

You can narrow down the payments seen by filling in values in the search filter, and clicking “Filter Results”.

You can set a payment as reconciled by right clicking on the payment, and then selecting “Reconcile Payment”. This will set the payment reconciled, and also set its status to paid. In the future when Venture writes checks, the payment for check type payments won’t get set to paid until the check is printed. At the moment, the “Print Checks” button is just a placeholder. If you make an error and set a payment to reconciled that shouldn’t have been, you can “unreconcile” the payment.

The second step in the Venture A/P work flow after creating invoices, creating payables. Payables are created in a batch just like creating invoice batches. In order to create a new payables batch select A/P -> A/P Batch from the main menu in the Accounting module and click the button “Create New Payment Batch”.

You will be prompted for 3 pieces of information, a unique batch ID, an account that the payment will be made from which is a menu of accounts that have been entered into Venture and a branch for that cash account. Once you enter these pieces of information and click “OK” or press “Enter” on your keyboard, you will be taken to a new payables batch.

Like the invoice batch you can press “N” on your keyboard or right click the window to add a new payable. You will be presented with the following dialog:

The vendor code “WOOD” has been entered, and tabbed off of populating the invoices window. Notice the last invoice is the one entered in the previous section, and has been selected. In the bottom window you can see the G/L disbursement entered along with the invoice.

To create a payable, select an invoice in the middle window, and press the “Enter” key on your keyboard. Pay Towards Invoice and Discount Amount will now be active:

Here is where you tell the system how much you want to pay towards the invoice and how much of a discount you are taking. Note that the Pay Towards Invoice is the gross amount, the Discount Amount will be subtracted from it to arrive at a net amount for the check.

Clicking on the “Add Transaction” button will add the payable to the batch, and will fill in the G/L entries for the payable in the top window, which in our case looks like this:

At this point you can add/edit/delete entries in the payable G/L distribution, and those changes will be saved if you close the transaction dialog, or if you select another invoice in the middle window and press “Return” to begin the process of adding another payable.

Note that each invoice you pay will create a new entry in the payables batch, but when entries are created in the check register, payables will be aggregated by vendor so there will just be one check created per vendor.

There is a second way to create entries in a payables batch, and that’s through clicking the “Open Payables Due” button on the top. This will open a dialog to find invoices you want to pay:

Here you can select what expected pay type, days until invoice is due, start & end vendor, and whether you want to see credits and invoices that have a pending due of 0.00.

In the above example we’re looking for all invoices that are less than 30-days out, are going to be paid from the 5-Points account and are between WOD and WOOD in the vendor code. One invoice was found. If more than one is found you can multi-select the invoices you wish to pay, and then click “Create Batch Entries” to create the entries in your payables batch. Note that if the invoices were entered with a discount amount, and the discount date less than or equal to the current date, the discount will be taken. You can see in the list of invoices what the discount amount is, and whether the system will take the discount if converted to the batch.

If we select the invoice and click “Create Batch Entries” the batch now looks like this including the previous entry:

Note that like the invoice batch, as you create entries in the batch, they are stored to the server. So you can leave a batch at any time and all the lines you have saved to the batch will be there when you return. You can continue to edit a batch until you commit it.

Once you’re happy with the batch, you can commit it from the batch selector reached by clicking A/P -> A/P Batch from the main menu. When you select a payment batch from the batch selector and click “Commit Payment Batch” you will be shown an Anticipated Cash Disbursement Journal, which looks like this:

You have the option of printing the journal by clicking “Print”, and if you’re happy, click “OK” or press “Return” on your keyboard to commit the batch. If you need to make changes, click “Cancel” or press “ESC” on your keyboard to abort the commit.

When you commit the payment batch, payment will be applied to the invoice, and entries will be created in the check register, which is outlined in the next section.

The latest release of Venture 3.6.9 has accounts payable functionality, including G/L reporting, but not G/L proper. This document intends to be a short introduction to A/P in Venture.

A/P: Gimme Three Steps

The logical workflow for A/P goes thusly:

1) Enter payable invoices in “Invoice” batches. When an invoice batch is committed, the invoice is created in Venture, and a payable can be applied to that invoice. Reconciling invoices against material receipt happens at this stage for regular invoices — prepaid invoices are reconciled after-the-fact from A/P invoice lookup.

2) Enter paybles in “Payment” batches. This is where you select invoices for payment, can pay invoices through a “Payables Due” lookup, and when the batch is committed, records are created in the “Payment Register”. It’s called a “Payment Register” and not a “Check Register” because all payments, even those not paid by check reside there. When you go to commit a payment batch, you will be presented with an Anticipated Cash Disbursement Journal report that you can elect to accept or dimiss, depending on if you’re happy with the batch.

3) Reconcile payments in the “Payment Register”. At time of writing, Venture doesn’t write checks, but fakes check #’s for check-type payments. Payments can be reconciled, but checks can’t be printed at the moment. In the future, this is where checks will be selected for batch printing.

All of the above are accessed from the main menu in the accounting module through the A/P -> A/P Batch menu as seen below:

Invoice batches

When starting a new batch, you will be asked for a “Batch ID” and a default branch # which is the branch that the A/P G/L entries will be created. The batch ID must be unique, and not used before.

Once entering shown a screen that shows all the transactions in the batch. Here is the screen, and note that the batch ID and default branch are shown:

To enter a new invoice, you can press the “N” key, or right click to start. If pressing “N” doesn’t work, click on the area where the transactions are shown and then press the key. That area must have focus to recognize the key press. Entering a new invoice will present you with this dialog:

The “Expected Pay Type” is how you expect to pay the invoice, and will determine which cash account the invoice is paid from. Please note that when creating payment batches, you can pay invoices who’s expected pay type differs from the batch — Venture will prompt you for confirmation that you really want to do that. The expected pay type on the invoice won’t change, it’s left alone for historical purposes.

Here’s the same dialog with a bit of information filled out, and ready to reconcile:

Notice there is only the first 2 digits of the P/=O # entered, you don’t have to enter the full PO #, you will be presented with all the material receipts that match what you enter for vendor code and PO #, and once you select a receipt to be reconciled, the choices will be limited to just that vendor/PO for reconciling the receipt so users don’t accidentally reconcile across multiple PO #’s.

Here is what you are presented with when entering material receipt reconciliation:

You are shown all the material receipts that match the vendor code/PO, and the next step is to select a receipt for reconciliation. Notice that that there are totals at the bottom, which are:

• A/P Freight Total: The freight-in for the invoice, as entered on this screen. (It’s zero right now, we’ll correct in a moment)
• A/P Reconciled Total: The total amount of freight + material reconciled in this dialog.
• Invoice Amount: The gross invoice amount entered in the previous screen.
• Discrepancy Amount: The difference between the gross invoice amount entered on the previous screen and the total amount reconciled on this dialog including freight-in.

Selecting the second line in the list of material receipts will present you with this screen:

You can now see all the lines that were received on the PO, the quantity already reconciled (Qty Recon), the expected cost, the invoice cost which is the corrected cost, and the same as the expected cost when the material receipt is created. Below you have a few choices:

• Accept Receipt: Accept full material receipt shown as-is with no changes.
• Accept Selection: Clicking the “Accept Selection” button will accept all the lines selected in the material receipt as-is. You can select a subset of the material receipt by just selecting the lines to reconcile. To select a range of lines click a line and then hold down the “Shift” key and select the end of the range to select. To select one-at-a-time, hold down the “Ctrl” key as you click lines to add to the selection.
• Select All: Select all lines of the material receipt.
• Clear Selection: Clear selection.

You also have the option to add lines to the invoice reconciliation, adjusting cost/quantity. Select all the lines you want to edit, then press the “Return” key on your keyboard. You will open a dialog that shows you the lines you selected one-by-one and you can correct the information in the material receipt, and as you “Tab” off the last input field, the next line in your selection will be shown for editing until there are no more lines to adjust.

Let’s assume the material receipt matches the invoice, and we just clicked “Accept Receipt”. You’re brought back to the first tab and it looks like this:

The lower window shows you all the lines you have reconciled, and 5.00 was entered in freight-in to show that you can enter it anytime during process before you click “Accept Reconciliation”.

If you make a mistake, you can select lines in the lower window, and then right-click and select the menu option to remove them from the reconciliation. You can then go through the process of selecting the material receipt, selecting the lines, and adding them again.

Once you are happy with the reconciliation, you can click “Accept Reconciliation” and you will be returned to invoice entry. If you want to cancel the reconcilation you can click the “Cancel” button, or press the “ESC” key on your keyboard.

Now let’s look at invoice entry post-reconcilation:

The gross, net an freight amounts of the reconciliation now show up, the PO # has been filled out, the “Effect Cost” checkbox is checked since it was checked on the reconcilation dialog, and the branch # has been set to 16 since the reconciled receipt was received to warehouse 16.

The remaining fields to be entered should be somewhat self-explanatory, and note that the discount date and due date will automatically prefill if “Discount Days” and “Due Days” are set on the vendor master, otherwise they just default to the same as the invoice date and can be modified by the user.

When you tab down the form, once focus lands on the bottom G/L window, the system creates default entries:

You can add new G/L entries, and with the exception of the accounts payable entry, the other entries can be deleted or edited. Right click on an entry to get a menu option to delete it, or double click on it to edit it, and click the “Add G/L Entry” button to update the entry. Be aware that when you double click the G/L entry to edit it, you won’t be able to add a new entry until you clicked the “Add G/L Entry” button to confirm your change.

Once you’re happy with everything, click the big “Add A/P Invoice Transaction” button on the bottom of the dialog, and the entry will be created in the batch, the form will be reset, and focus will return to the “Vendor Code” textbox so you can continue entering more invoices, or you can click “Done” or hit the “ESC” key on your keyboard when your’re done.

Here’s what the batch looks like after entering our invoice:

If you need to make changes to an entry, you can press “Enter” while it’s highlighted, or right click and select “Edit Transaction”. You can also delete lines from the invoice batch by right clicking on them and selecting “Delete Transaction”.

When a entry is added to the batch, it’s also saved on the server, so you can leave the batch and return to it without losing your work.

Next in the work flow is “Payment” batches, which is covered in the next section.