Accounts Payable

Enter an Invoice/Bill
Related Video Content: Step by Step: 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 example, if the...
Pay a Vendor Invoice/Bill
Step by Step: When you’re ready to pay outstanding invoices, you will go to Pay Bills under  Administration>Accounting>Accounts Payable>Pay Bills.  Step 1: Open the Pay Bills screen By default Evosus will display all invoices due on or before seven days from the current date. You can adjust what vendor invoices to view by using t...
Write a Check
There are times when you need to hand write or print a check to a payee instead of going through the normal Pay Bills process.  Perhaps the payee doesn’t supply you with an invoice or you’re writing a check as a pre-payment on an invoice you have not yet received.  Manually written checks will credit your checking account balance and debit the ...
Print/Reprint a Check
Step by Step: 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 ...
Void a Check
Details: 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 Ledge...
Add a Vendor Class
Related Video Content: This video covers both store classes and vendor classes. Step by Step: 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...
Open/Close an Accounting Period
Related Video Content: Details: 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 - basica...
Customer Types - Overview
Related Video Content: Details: 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 ...
Create a Credit Memo Reason
Related Video Content: 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. Step by Step: Step 1: Open the CR Memo Reason tab on the Accounting Setup screen (Administration > Accounting &g...
Account for Exchange Rates When Purchasing US Goods (for Canadian Businesses)
Issue: 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 or...
Receive Vendor Check from Open Debit Memo
Issue: 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: Step 1: Go to Vendor Profile>Debit Memos Step 2: Highli...
Create Your First Accounts Payable Credit Card Reconciliation
Details: 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 ...
Apply Trade-In Credit to an Invoice
Issue: 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 c...
Modify a Check
Details: 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, r...
Search AP Checks
Details: Use Search Checks to view all Accounts Payable checks created, printed or voided during a selected time frame (Administration > Accounting > Banking > Search Checks). 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, yo...
Accounts Payable Aging Report
Details: 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. Accounts Payable Aging Report Filters: Vendor Class Filter Vendor classes group vendors by type for reporting purposes. For example, i...
Create new Debit Memo
Step by Step: Create a debit memo to record a credit that was received from a vendor. For 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. Step 1:...
Create a Vendor
Step by Step: 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...
Vendor Screen - Field Definitions
Details: Use the Vendor screen to view/update vendor information (Administration > Accounting > Accounts Payable > Search vendors > Open a vendor). 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...
Posting A Prepay Credit Card
Details: The step by step process will give you an example/provide details from a storytelling perspective. Step by Step: Step 1: Created PO for $473.00 and received items Step 2: Add Credit Card Charge $473 to Ford’s Gourmet Foods 2/1/2019 to GL Acct Payable 2000 and clicked ‘Add Charge’.  - This landed in Unreconciled Charges for C...
Credit Card Payables - Posting Expenses and Paying Merchant Card
Details: There are several steps involved with Credit Card Payable transactions depending on how your Company Credit Card is used: Step by Step: These steps show how to post the individual expenses portion required Step 1: For credit card charges that only have a receipt and no invoice or inventory is involved, you will want to post t...