Venture

• Fixed client problem where user wasn’t given the option to “Assign Stock” to orders in “P” status even though those could have backordered items on them.
• Fixed code on server side to look at both “B” and “P” status orders when relieving backorders
• Fixed client to automatically prefill tax jurisdiction based on shipping zip code

• Added previous/next to notes dialog.
• Accounting dept can now print check details for any payment type.

• In order lookup, “Output Invoice” is now “Output Order”, and the only order status that has that disabled is cancelled orders (Z).  Orders in “I” and “A” status output an invoice, everything else outputs an order overview.

• Bugfix: missing DTD entity on inventory reports caused yellow screen of death for that page

• Fixed printing from output process dialog
• You can now update freight tracking number on sales order header from D/S P/O confirmation dialog

• 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.