Accounts Payable

For the Accounts Payable year end processing, there are a few differences between the procedures for Version 5.1 and those for Versions 6.1 and later versions.  Below are explanations of each:

Version 5.1:

1.   The user must set the Zero YTD Sales field on Reference File category P21 to Y.

2.   Year-to-date history fields are reset when the Vendor History Post (AP410P) is requested from the Accounts Payable Menu.  This must be done after processing for the last period of the old year (period 12 or 13, depending on your system) has been completed.

3.   With the Vendor History Post, the year-to-date history fields on the Vendor History files are rolled into the last year-end.  Year-to-date fields are then reset to zero for the new year's processing.  Current period amounts are then posted to the year-to-date field.

4.   After the Vendor History Post Program has been run, the user must reset the Zero YTD History field to N.

Version 6.1 and later versions:

1.   The user must set the Rollover YTD Fiscal amounts and/or the Rollover YTD 1099 Amounts Flags on Category 204 to yes.  If Y is selected for the 1099 Amounts flag, the 1099 vendor history YTD amounts are transferred to the year you are ending, the year that is in the Current Year for 1099 field on the Reference File category 204.  If Y is selected for the YTD Fiscal Amounts, the fiscal vendor history amounts are transferred to the prior year.

2.   Year-to-date history fields and/or the year-to-date 1099 fields (depending on your category 204) are transferred when the Post YTD Vendor History (AP610E) is requested from the Accounts Payable Menu.  This must be done after processing for the last period of the old year (12 or 13 depending on your system) has been completed.

3.   Year-to-date history fields on the Vendor History files are rolled into the last year-end using this post program.  Year-to-date fields are then reset to zero, and the current period amounts are posted to the current year's year-to-date field.

4.   After the Vendor History Post Program has been run, the program will automatically reset the YTD 1099 and/or fiscal field on category 204 to N if it was Y.  These amounts can only be rolled over once each calendar or fiscal year, and the program will not allow the rollover for either to be done twice per year.

5.   After year end data has processed for the 1099, the Current Year for 1099 field on Category 204 must be changed to reflect the new 1099 calendar year.

6.   If suspension VAT is being used, the YTD suspended amount should be reset to 0 on cat 229.