Accounts Payable

Enter an Invoice/Bill
Use the Bill screen to enter vendor invoices/bills. Step 1: Input basic invoice information Use the Profile tab on the New Bill screen to enter basic information about the invoice - for example, invoice number, payment terms, and invoice total. You also use the Profile tab to monitor any cost variance that exists on the invoice - for exampl...
Pay a Vendor Invoice/Bill
Use the Pay Bills screen to pay outstanding vendor Invoices.  Pay outstanding vendor invoices Open the Pay Bills screen (Administration > Accounting > Accounts Payable > Pay Bills). Select the invoices to pay. If you select invoices for different vendors - If you select invoices from multiple vendors, the system will create a ...
Write a Check
Use the Write Checks(Administration > Accounting > Banking > Write Checks) option to write a check when you are not issued an invoice You can also this option to do the following: Prepay an invoice that you have not received yet Record a handwritten check, or a check that was written outside of Evosus Enterprise Write a check ...
Print/Reprint a Check
Use the Print Checks Queue screen to print checks that have been processed in Write Checks, or Pay Bills. Checks can be printed one at a time or as a group. If you have more than one bank account, the system will not allow you to print checks across multiple bank accounts at the same time. You must print those checks in separate printing sessio...
Void a Check
When a check is voided in Evosus it will be reflected in the Bank Register and may have an affect on the General Ledger, depending upon whether the check has already posted. If the check has posted to the General Ledger, the original postings is reversed to account for the voided check. If the check has not posted to the General Ledger, the ch...
Add a Vendor Class
Use vendor classes to group vendors for reporting purposes - for example, Inventory, Utilities, Subcontractors or General. Inventory Reports, such as the AP Aging, Cash Requirements Journal and Vendor Invoice Register, can also be grouped by vendor class. Video This video covers both store classes and vendor classes. Add a vendor class St...
Open/Close an Accounting Period
Accounting periods are created, closed, and reopened using the Periods tab on the Accounting Setup screen. You should establish accounting periods to assist with good internal control policies throughout your organization. Users are only allowed to enter data in accounting periods that are open - basically, transactions cannot be processed if t...
Customer Types - Overview
Use customer types to setup different customer classifications - for example, Commercial, Residential, or Wholesale. This allows you to automate some of your business processes, and streamline your reporting. All of the following can be defined on a customer type. Payment terms Finance Charge - A fee added to a customer’s outstanding bala...
Create a Credit Memo Reason
Add a credit memo reason to credit memo to determine which GL account is impacted. You will need to add a general ledger account before adding the Credit Memo Reason if the GL account does not exist. Create a credit memo reason Open the CR Memo Reason tab on the Accounting Setup screen (Administration > Accounting > General Setup >...
Account for Exchange Rates When Purchasing US Goods (for Canadian Businesses)
Problem: How do we purchase US goods but retain accurate margins using CAD? Resolution: In order to keep profit margins accurate and to utilize the margin maker tool, you should enter all item costs in Canadian dollars. By keeping the costs in Canadian dollars, this will show the true cost on your sales reports such as the Money Tree. In ord...
Receive Vendor Check from Open Debit Memo
Problem: Vendor sends check to replace a past credit that is open. Resolution: Currently, there is no way to refund a vendor debit memo to check or to associate them to close out the credit.  You will need to do the following: If the debit memo was NOT created from an RGA Receipt: Go to Vendor Profile>Debit Memos Highlight the Debit...
Create Your First Accounts Payable Credit Card Reconciliation
What if you don't have any credit card liability GL account activity prior to implementing the AP Credit Card Reconciliation feature in Evosus? You must transfer the balance of the existing account to a new account via journal entry prior to implementing the feature. Review the steps below for creating your first AP Credit Card Reconcilia...
Apply Trade-In Credit to an Invoice
Problem: A customer is trading in their old equipment for new equipment. I would prefer not to use discounts on the order.  Is there another way to offer a customer “Trade-In” credit towards the purchase of their new equipment? Resolution: Create a Credit Memo under the customer for the trade-in value and lock it to the sales order. You can...
Modify a Check
Vendor checks can be edited if they have not yet been printed or posted.  Once a check is printed or posted, you must void the check and recreate it to make changes.  For security and audit trail purposes, each check contains an Audit Log tab that indicates if the check was created manually or automatically, when it was printed, reprinted, remo...
Search AP Checks
Use Search Checks(Administration > Accounting > Banking > Search Checks) to view all Accounts Payable checks created, printed or voided during a selected time frame.  Using this screen, you can also update, void, and reprint checks. Use the Text Search field to sort the list by Payee, Pay Type or Employee For example, you can enter t...
Accounts Payable Aging Report
View all outstanding vendor invoices and the current aging status (Current, 1 – 30, 31 – 60, 61 – 90, 90+).  The Accounts Payable Aging report ties back to the General Ledger for easy reference. Vendor Class Filter Vendor classes group vendors by type for reporting purposes, for example, inventory, utility, subcontractors, or general vendors....
Create new Debit Memo
Create a debit memo to record a credit that was received from a vendor - fox example, credit for warranty work or damaged products. •Debit memos can be applied to vendor bills. •Debit memos can be associated with specific RGAs and vendor invoices so you can track why you received the credit and how you used it. Create a new debit memo O...
Create a Vendor
Create new vendors so you can create Purchase Orders, Return Goods Authorizations, Debit Memos, Vendor Invoices, Pay, Pay Bills and Write Checks.  Once a new vendor has been added with basic information such as name, address and contact information, other information is tracked within their Vendor Profile such as Credits, Invoices, RGAs and mor...
Vendor Screen - Field Definitions
Use the Vendor screen (Administration > Accounting > Accounts Payable > Search vendors > Open a vendor ) to view/update vendor information. Options tab Vendor Class - Select a vendor class. Add vendor classes to vendors so you can filter the vendors on reports by type - for example, Inventory, Utilities, Subcontractors or Gener...