1. Accounts Payable Offset

1.1. Prerequisites for A/P Offset

Users MUST have full rights to the "AP Offsets and Debit Memos" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.
 
Only the items currently existing in the A/P Aging with a status other than "Editable" and "Deleted"  will appear.  AP Invoices MUST be released before they will be displayed in the AP Offset.  AP Invoice records that have a status of "Deleted" or "Editable" will NOT be brought forward into the AP Offset module. 
 
 
1.2. Introduction for A/P Offset

The Accounts Payable Offset section allows the user to apply an open debit memo and/or prepayments against an invoice, or to debit and credit several invoices to change the amounts due per invoice.
1.3. Fields & Definitions for A/P Offset

 

 
Supplier Supplier Name
Current Date Current Date
Transaction Date Date of Transaction

Depress this button to a note to an  AP Offset.  This note will be printed on the AP Offset Report.  Note:  This note will NOT appear on screen.
Invoice Date Date the Invoice was created.
Invoice Number Invoice Number
Invoice Amount Total Amount of Invoice
Balance Due Balance due on Invoice
Reference No Reference number assinged to Invoice
Type Type of Transaction

Group

 A Group letter will be defaulted in when creating an AP Offset
+Amount
 Offset amount that will be added to the Invoice balance due 
-Amount
 Offset amount that will be subtracted from the Invoice balance due
New Balance The New Balance after the offset amount adjustment
Totals
 The totals of the Balance Due and New Balances must equal and the totals of the -Amounts & +Amounts much match to save an AP offset.
1.4. How To .... for A/P Offset
1.4.1. Add an AP Offset

 

Enter Manex.exe  Accounting/Accounts Payable/AP/Offset  

The following screen will appear:

To add a new AP offset, depress the Add button.  Type in your password.  Then select the desired Supplier from the pull down.

NOTE:  Only the items currently existing in the A/P Aging with a status other than "Editable" and "Deleted"  will appear.  AP Invoices MUST be released before they will be displayed in the AP Offset.  AP Invoice records that have a status of "Deleted" or "Editable" will NOT be brought forward into the AP Offset module. 
 

To offset, select the applicable invoice.  Type in any amount you want subtracted to the invoice in the - Amount column.  Type an equal amount in the + Amount column that you want subtracted from a Debit Memo.  Continue this until the totals appearing at the bottom of the screen equal the same amounts for both the + and – Amounts columns, as illustrated below:

 
 
 
User can at this time add an Item Note and this note will only appear on the AP Offset Report.
 
 
Depress the Save action button.  The A/P Aging will adjust accordingly.  
 
 
1.5. Reports for the A/P Offset

Accounts Payable Offset Report

To obtain a printout, depress the Printer Button.  The following report will be available.
 
 

Highlight the report and depress the Options tab:
 
Select one of the radio buttons for the output you deisre;  Screen, Printer, XL File, TXT File, or PDF.

Type in the From and To dates.
 
Depress the OK button.

The following report is available: