With the standard ACCPAC Accounts Payable program, when you close the period, all transactions entered afterward are included in the active period. Once you begin printing checks and entering new period invoices, you are not able to enter any invoices into the prior period even though General Ledger (GL) is still open. Any entries in AP would be transferred to GL and manual entries in GL to back them out.

With this change, as long as GL is still open in the prior period, postings can still be linked to that period. Any time postings are released to GL, only the postings designated for the same period as GL will be released. If GL and AP are in the same period, there is no change in the programs and all postings will be released to the current period in GL.

Setup

After running the TOINST program the programs and databases will be updated. At this time the system will be in one period and will remain that way until Accounts Payable is closed. To provide an additional double check during entry to assure the correct period is entered, select change system setup. After saving the first screen the following two questions will come up regarding the date validation.

Current Fiscal Year: Enter the current fiscal year in Accounts Payable. When starting up the system the fiscal year will be the same in GL and AP. When two periods are open this year will apply to AP and may differ from GL. Each transaction affecting GL is marked with the fiscal year to make it easier to distinguish during reporting.

Enter First Month of Fiscal Year: Enter the month (ie October = 10) the fiscal year begins. This date is used in the validation below.

Validate Current & Last with Dates: If answered "Y" the date or invoices and other entries will be checked to see if being entered into the correct period.

Vendor Records: When invoices are posted to a prior period, they update the history file and the current balance for the vendor. Current period invoices will only effect the current period for the Vendor.

Period Closings

When the period is closed in Accounts Payable, it is then possible to post in both the period just closed, and the current AP period. Do not close Accounts Payable when in two periods without first closing GL. The normal closing procedures are not changed with respect to which invoices are in the history file and which are maintained in the current file. The change is on the linking with General Ledger. When General Ledger is closed, and both AP and GL are in the same period, it is only posible to post in the current period. In other words, the capability to post in the prior period only exists when the two programs are in different periods.

When GL is in period 12 or 13 and there are two periods open, AP will be assumed to be in period 1 of the following fiscal year.

Reports

The AP reports will function the same as always. The Selected AP Journal has been changed to allow selection by GL Period. Since dual period postings will be combined in the current and history file it is helpful to be able to distinguish between the two. The sample reports at the end of this guide show how the report is changed. Figure(1) shows the new option grid that is displayed when the Selected AP Journal is selected.

GL Period: (Enter or Blank for all): Determines which periods will be listed.

Sample (1) - Accounts Payable Distribution Report. A report of all the postings in the current file, consisting of both the last period and the current period. Note the third line of the heading that states: All Batches All GL Periods"

This shows that no selection was made on GL period. A new column has been added with the heading "PD", for period. This column indicates the period in GL the posting was posted to. Note in sample(1) that there are some postings to period 5 and some to period 6.

Sample (2) - Accounts Payable Distribution Report

A report of all the postings in the current file, consisting of only the current period. Note the third line of the heading that states: "All Batches GL Period 06".

This shows that a selection was made on GL period, and only period 6 was selected. Note in the period column of sample(2) that all the postings listed are for period 6.

Sample (3) - Accounts Payable Distribution Report

A report of all the postings in the current file, consisting of only the prior period (Period 5). Note the third line of the heading that states: "All Batches GL Period 05"

This shows that a selection was made on GL period, and only period 5 was selected. Note in the period column of sample(3) that all the postings listed are for period 5. The combined reports in sample(2) and sample (3) equal the total included in sample(1).

Sample (4) - Accounts Payable Master Distribution Journal Report

A report of the postings listed above when released to GL. Note that only the period 5 postings were released to GL. The remaining postings (period 6 postings as depicted in sample(2), are still awaiting release and will not be available until GL is in period 6.

Sample (5) - General Journal Report

A report of the postings listed above when updated in GL. Note that only the period 5 postings were updated in GL. The postings match the released postings shown in sample(4) in addition to one prior posting.

New Procedures

The normal procedure in AP with this enhancement is to close AP immediately at the end of each month in order to begin making postings in two periods. The closing automatically closes all current transactions. When two periods are open, you will be prompted for the period you wish to post to. You will be given a choice of the [C]urrent period, or the [L]ast, at times when it is necessary to make a selection. Figure (2) is a sample screen for entering a new payable. Note the question described above.

Note also in the header it shows the AP period and the GL period. The AP period is the current period and the GL period is the Last period. When not in two periods (GL and AP match) the two periods will be the same and no option is provided for last period.

The system setup provides the option to check the calendar date against the [C]urrent and [L]ast information to assure entered properly.

Chaging Period

It is possible to change the period which a posting was entered without voiding the invoice and reentering it. To change the period, select "Change or Void Payables" and modify the header information. The Current and Last selection will be displayed as shown in Figure(3). If changed, the note in Figure(3) will also be displayed.