SytelineMaster

1) Setup Tax Parameter, enter your own company’s Tax ID.

2) In your Tax System setup, make sure the Tax ID Prompt Location set to included Vendor (Vendor or Both).

3) In Accounts Payable Parameters, under 1099 tab, enter your company information. These are info will be print on your 1099 form.

4) Now, for each vendor that you need to send 1099, enter their Tax ID.

5) Part of your year end procedure, you should run the “Rebalance Vendor Payment History” utility.

This will update the Payment History tab on your Vendors form.

6) Now you are ready to print the 1099 form.

Sometimes a user will accidentally type in a wrong number in the starting check number in A/P check printing and posting. If that check number is higher than the last check number used, the system will prompt to void all the check numbers in between. If that prompt is answered "ok", this will result in a large number of voided checks in the Bank Reconciliation and the system will not allow those numbers to be used.

This problem can be fixed in one of two ways.

The first is to go into the bank reconciliation and delete those voided checks one by one until they get back to the correct starting check number.

The second way is to use SQL Query to programmatically delete those voided checks.

/* This script is used to delete a range of check numbers from the glbank table */

declare @commit int, @rows int, @check_num GlCheckNumType

——————————————————————-

/* INSTRUCTIONS: CHANGE THE @commit VARIABLE TO VIEW OR COMMIT CHANGES

AND ENTER A MAX CHECK NUMBER. */

SET @commit = 0 — 0=View; 1=Commit the update changes

SET @check_num = 1055 — Enter highest check number wanted in SL

——————————————————————-

— VIEW CHECK RECORDS THAT WILL BE DELETED

select * from glbank

where check_num > @check_num and type = ‘C’

set @rows=@@rowcount

if @commit=0

begin

if @rows > 0 select [Results]=’Viewing record(s) to be deleted.’

else select [Results]=’No matching records found.’

end

else

begin

— DELETE CHECK RECORDS

delete from glbank

where check_num > @check_num and type = ‘C’

select [Results]= dbo.cstr(@@rowcount) + ‘ Glbank record(s) deleted.’

end

Progress version

for each (database name).glbank where check-num > xxxxxxxxx and type = "C":

display glbank with 2 col.

Run the query. If the checks that display are the ones that need to be deleted, then run the following:

for each (database name).glbank where check-num > xxxxxxxx and type = "C":

delete glbank.

This will reset the starting check number back to the original check.

In Syteline 8, there is an utility program called Void AP Posted Payments Utility, which you can use to void an AP posted payment.  But if any of the following conditions exist, you can’t use this utility. 

1) Multi-site environment

2) You compress Journal transactions

3) You are trying to void a manual type check

4) The same check number has been used in multiple bank codes

You will need to void using a manual negative check when any of these conditions exist.

The steps to enter a negative manual check in SL7 and SL8 are as follows:

1. Open Bank Reconciliations Form
Filter for Bank Code
In lower grid, filter for type Manual
Identify a manual check number that has NOT been used

Note:  If  you are trying to void a standard check, you can use the check number on the standard check

2. Open A/P Payments Form
New
Enter Vendor Number
Payment Type = Manual
Check Number = Available Manual Check Number
Bank Code = Bank Code on original check
Payment = Enter negative check amount
Save

3. Distributions
Type = Voucher
Vch/Seq = Voucher Number that was paid on original check
Accounts Tab:
Amount Paid = Enter negative payment amount
Disc Taken = Enter negative amount if discount was taken on the original check
Save

NOTE: If more than one voucher was paid on the original check, follow step 3 for each voucher paid

4. Activities – A/P Check Printing/Posting
Verify Bank Code is correct
Click Final Register And Post
Process

General Concept:

• Customer amounts will be stored in the customer’s currency. This effects CO, Estimating, and AR.
• Vendor amounts will be stored in the vendor’s currency. This effects PO and AP.
• Cash accounts in Bank Reconciliation may be stated in non-domestic currencies. When receiving customer payments or making vendor payments we may specify the payment with either domestic currency or the customer/vendor currency.
• All journal. Ledger, inventory ( price & cost) and shop floor amounts are always stated in domestic currency.

NOTE: Therefore when amounts are posted into journals they are translated.

PO & AP:

• Gain/Loss – When exchange rates increase over time (foreign currency per one unit of domestic currency), we record a gain and when exchange rates decrease, we record a loss.
• Entry – PO header & line/release casts are entered and stored in the vendor’s currency. Whenever these amounts are defaulted from the Item master, they are converted using the current exchange rate.
• Receiving – At receiving time, we record the amount received, cost, and exchange rate. We post domestic amounts to the journal using this exchange rate.

Account Numbers Posted (PO Dist):

• Debit- Inventory account
• Credit- Vouchers Payable

Generating Voucher (PO) & Posting Vouchers (AP) – When we create the voucher record, we store any change in exchange rate from Receiving time to voucher generation time as a distribution. The voucher is stored in the Vendor’s currency. When the Voucher is Posted, domestic amounts are posted to the journal and vendor amounts are put on the Posted Transactions record along with the exchange rate that was used for posting.

Account Numbers Posted (AP Dist):

• Credit – Accounts Payable
• Debit- Vouchers payable

Payment – Payments may be entered in either Domestic Amount or Vendor’s amount based upon the currency code of the Bank Code you select for the payment. When the payment is posted, domestic amounts get posted to the journal, and vendor amounts are put on the Posted Transaction record. At payment posting time, we perform a mini-gain/loss for the voucher and any payments or adjustments to that voucher. All of the Posted transactions tied to the voucher will be “upgraded” to the new exchange rate
Account Numbers Posted (AP Dist):

• Credit – Cash account (Payment Amt @ new rate)
• Debit – Accounts Payable (Voucher Amt @ old rate)

Voucher’s Gain/Loss posted to either Loss (Debit) or Gain (Credit)

CO & AR:

• Gain/Loss- When exchange rates decrease over time ( foreign currency per one unit of domestic currency), we record a gain and when exchange rates increase, we record a loss.
• Entry- CO header and line prices are entered and stored in the customer’s currency. Whenever these
  amounts are defaulted from the item master, they re converted using the current exchange rate.
• Shipping- At shipping time, we record the amount shipped, price, and exchange rate. We post domestic amounts to the journal using this exchange rate.

Account Numbers Posted (CO Dist):

• Debit – Cost of Good Sold
• Credit – Inventory

Invoice Printing (CO) Posting (AR) – When we create the invoice record, we store any change in exchange rate from Shipping time to invoice printing time as a distribution. The invoice is stored in the Customer’s currency. When the Invoice is Posted, domestic amounts are posted to the journal and customer amounts are put on the Posted Transaction record along with the exchange rate that was used for posting.

Account Numbers Posted (AR Dist):

• Credit – Sales (Invoice @ Old rate)
• Debit – Accounts Receivable (Invoice @ new rate)

Payment – Payments may be entered in either Domestic Amount or Customer’s amount based upon the currency code of the Bank Code you select for the payment. When the payment is posted, domestic amounts get posted to the journal, and customer amounts are put on the Posted Transaction record. At payment time, we perform a mini-gain/loss for the invoice and any payments, debits or credits to that invoice. All of the Posted transactions tied to the invoice will be “upgraded: to the new exchange rate.

Account Number Posted (AR Dist):

• Debit – Cash (Payment Amt @ new rate)
• Credit _ Accounts Receivable ( Invoice Amt @ old rate)

Difference to currency Loss (Debit) or Gain Account (Credit)

Gain/Loss Utility

At various times, users may wish to recognize any outstanding Gains or Losses. They may run this utility and specify either AR,AP or both.

AR – We process all Posted A/R Transactions and upgrade them to the current exchange rate. For each invoice that has a gain or loss, we post the amount to Accounts Receivable and the Gain or Loss Account.
AP- We process all outstanding PO Receipts (received but not yet vouchered) and upgrade them to the current exchange rate. For each record that contains a gain or loss. We post the amount to Vouchers payable and the Gain or Loss Account.

We process all unposted vouchers and upgrade them to the current exchange rate. For each voucher that has a gain or loss, we post the amount to Vouchers Payable and the Gain or Loss Account.

Gain/Loss Accounts:

• Users establish account records for Gains and Losses.
• The Gain Account is always used to record gains due to exchange rate changes.
• The Loss Account is always used to record losses due to exchange rate changes.

Currency Master:
SyteLine contains a currency master file where all currencies are maintained. Users may enter an unlimited number of date & time stamped currency exchange rates. They may also back-date these rates by entering a past date. There are two exchange rates entered. The Buying rate is used exclusively in PO and AP. The selling rate is used exclusively in CO, Estimating, and AR.

Financial Statements:

Users are able to print Financial Statements in different currencies. Prior to SYMIX 4.0, they could only accomplish this when they were consolidating multiple divisions. The “final” Financial statement would be printed in the currency of the division running the report. The exchange rates used to convert the data were the ones stored in the division running the report. Now in V 4.0, users can choose which currency they wish to print their financial statements in. The exchange rates used to print the report are the rates stored in the database that contains the ledger records being processed. The translations are for display purposed only. No posting of any kind takes place & no gain or loss is calculated.
Translations are defined for each line of the financial statement. Users choose to use the Buying or Selling Exchange rate. They choose a translation method: None ( no translation), Spot ( historic rate for each transaction), Current ( current exchange rate), Average Period ( weighted average exchange rate in effect for the accounting period for each transaction), End of Period ( exchange rate in effect at the end of the accounting period for each transaction)

Basically, this is handled through a 3-Step Process. Cut the check to the vendor, designating it as an Open payment. Receive and voucher the purchase order. Reapply the open payment against the voucher generated. Below are the steps for handling this process.

The process for handling Deposits or Pre-Payments to Vendors is as follows:

1. In the A/P Payment form, add a new record for the vendor
On the Payment Distribution form, select type “Open”
If Purchase Order Number is known, you can link the PO to this Open Payment. When check is printed, it will update the Prepaid Amount field on the Purchase Order Header.
Note: The account that defaults for the Open Payment comes from the default “Deposit Acct” from the Accounts Payable Parameter. This account change be overridden if needed.
Print and Post the check as normal.

2. When purchase order is received, generate voucher as normal from the Generate A/P Transactions form
Perform Voucher Posting to post the voucher to vendors A/P Posted Transaction Details

3. Reapply the Open Payment to voucher generated from Purchasing.
Determine the original check number of the deposit or pre-payment. (This can be found on the A/P Posted Transaction Detail form).
Open A/P Payment form
Enter a new record for the vendor, flag the record as “Reapplication”
Enter the original check number in the check number field
System will automatically recognize this as a “Reapplication”. The original amount should default in the payment amount. Save.
Either through Quick or Distribution, select the voucher/vouchers where the deposit or pre-payment needs applied against. Save.
Go to the A/P Check Printing/Posting form and perform Final Register and Post
Journal entries will be created reversing the amount from the “Deposit” account and applying it against “Accounts Payable” account

NOTE: Open Payments should NEVER be applied to vouchers via the A/P Posted Transaction Details form. Journal entries are not created from this form.

A refund check has been received from a vendor and you need to enter it into SyteLine, the following are the steps that you should take to complete this process:

1) Go to Customer Maintenance and add a new customer record with the Vendor’s information.
2) In AP, you currently have a voucher and a payment on this vendor record. At this point, you need to decide whether or not you want this refund reflected in AP Posted Trans. If you’ll never repay this and don’t want the vendor’s balance due to increase, then you won’t enter any transactions on the AP side.
On the other hand, if you will eventually pay them back this amount, then you’ll want to adjust that payment amount, so that this refund is reflected on the voucher. In order to do that, you want to go to Vouchers and Adjustments and create an adjustment voucher against the voucher number, for the amount of the refund (should be a positive amount).
3) If you created an adjustment voucher in step (2), then you’ll need to process Voucher Posting to post that adjustment. If you didn’t, proceed to step (4).
4) In AR, create an invoice for the amount of the refund, using the new customer number that you created.
5) Perform Invoice Posting.
6) In Customer Payments, enter a payment for the new customer number, using the check # and the amount on the refund check.
7) Use Check Posting to post the payment.
Now AR has a zero balance.

Recurring Vouchers are designed to handle repetitive vouchers each month, where basically, only the Invoice Date, Distribution Date and Due Date change each month. The steps to set up a Recurring Voucher are as follows:

1. Open Recurring Vouchers form (in SL4, SL5 and SL6 go to Vendor – Recurring Vouchers) New (or add)
   Enter the Vendor Number
   Voucher (allow system to assign the next voucher number)
   Distribution Date (defaults to current date. This date will be designated at time of Recurring Voucher Generation for new vouchers)
   Invoice Date (this is the date of the month that will be used for subsequent vouchers generated)
   Due Date (automatically calculates based on terms of vendor and invoice date)
   Purchase Amount (the amount of the voucher that will be generated each month)
   NOTE: This amount may be updated after the recurring voucher has been generated if needed. If amount is updated, the distribution amount will also need to be updated
2. Voucher Distribution
   Add the necessary distributions to fully distribute the Purchase Amount of this voucher

With the steps above, you have created your template voucher. You can now generate this voucher for a new month as needed. The steps to generate the Recurring Voucher are as follows:

• Open A/P Recurring Voucher Generation (in SL4, SL5 and SL6 go under Vendor – A/P Activities – Recurring Voucher Generation)
• Select the range of vendors who have recurring vouchers created, or leave blank to generate for all vendors
• Enter new month of voucher (example, you created the recurring voucher in February, and want to create a voucher for March. The new month would be 03)
• Enter new voucher year (this will only occur when generating vouchers for January)
• Enter Distribution Date (this will be date the voucher will be posted in the GL)
  Process

NOTE: You can review and update these vouchers in A/P Vouchers and Adjustments prior to posting.

Landed costs may be added to purchase order lines in order to receive estimated costs for freight, duty, and brokerage into the inventory value of an item.  Each of the separate landed cost components may be paid to the purchase order vendor or to a different vendor.  Landed cost capitalization is available for both actual and standard costing.

Landed cost setup requires accrual accounts in the Purchasing Parameters file and a landed cost inventory adjustment account in the Product Code file for those inventory items for which landed cost is to be activated.

To set up Purchasing Parameters: File ->Parameters->Purchasing ->Purchasing Parameters ->Edit->Update

Enter accounts in the following fields – Freight Payable Acct, Duties Payable Acct, and Brokerage Payable Acct

To set up Product Code file account:  Modules ->Inventory ->Item Master ->View ->Files->Product Codes ->Product Code – Miscellaneous

In each product code record, enter an account in the Landed Cost Inv Adj Acct field

To use Landed Cost functionality, add Purchase Order and PO lines.  Assign estimated costs and vendors for freight, duty, and brokerage:

(From PO screen)  View -> Landed Cost ->Edit ->Update

Add a Freight Vendor and Frt Alloc Type.  Freight, duty, and brokerage may be calculated using either percentage of cost or a fixed amount.

These costs are then allocated over all lines on the PO by one of the following three methods:

• Cost:  The total cost for the PO and the proportion of each PO line’s cost to the total cost will be determined.  The estimated landed cost amount will then be allocated across all PO lines according to the same proportion.
• Unit:  The total number of units for the PO and the proportion of each PO line’s units to the total number of units will be determined.  The estimated landed cost amount will then be allocated across all PO lines according to the same proportion.
• Weight:  The total weight for the PO and the proportion of each PO line’s weight to the total weight will be determined.  The estimated landed cost amount will then be allocated across all PO lines according to the same proportion (weight field stored in the Item Master General screen).  The following points are important when using weight:
  • Zero weight items will have a zero landed cost assigned
  • Weight allocations will not be allowed if all PO lines have zero weight
  • Weight units of measure will not be considered, therefore, incorrect allocations could result when weight units of measure are mixed  (ie – lb and kg)

Enter estimated freight charge if the allocation type is Amount or add a percentage if type is Percent

Repeat for duty and brokerage charges

Perform allocation by selecting Activities, Allocate Landed Cost

These amounts will then be reflected in the Unit Cost field on each PO line.  When the PO is received, these amounts will be added to the cost of the item received into inventory if an actual cost item, or be considered in a variance calculation if a standard cost item.

The calculated landed costs may be overridden by the user from the PO line by selecting “Update Costs” in the Edit-Update mode, and entering a new value in the appropriate landed cost fields.  The “Overridden” box will be marked.  Any lines marked as overridden will be ignored on subsequent allocations and the costs for the overridden lines will be subtracted from the landed cost estimate for the PO.

Vouchering Landed Costs

At the time of purchase order receiving, two purchase order receipt records will be created, one for material costs and one for landed costs.  Once an invoice has been received from a vendor, generating vouchers for the landed cost receipts is done in the AP module.

Modules ->Vendor ->Vouchers and Adjustments ->Activities ->Generate Landed Cost Vouchers->Edit ->Update ->Header

Enter the vendor from which the invoice is received.  Enter the invoice number and actual amounts for duty, freight, and/or brokerage charges.

Receipts to be paid by this invoice may be selected by a combination of sorting criteria, including the Selection Method, Landed Cost Type, and Receipt dates

Choose a Selection Method as follows:

• S  to display landed cost receipts for only this vendor
• O  to display landed cost receipts that do not have a vendor assigned
• SO  to display both

Blank to display landed cost receipts for all vendors within the date range

Choose the Landed Cost Type as any combination of (D)uty, (F)reight, and/or (B)rokerage

Enter beginning and ending receipt dates to narrow down the selection

All landed cost receipts that match the selection criteria will be displayed.  Select the lines to be included in this voucher by utilizing the selection options under the edit menu.  Highlight each line to be chosen, and then Edit-Select/Select All/Deselect

Highlighted lines may be updated to indicate the actual amount to be paid to the vendor (Frn Trans Amt) and whether or not variances should be recognized at this time for the receipt (Final = Yes).  A landed cost variance is calculated when the estimated landed cost is different from the vouchered landed cost.  “No” should be selected in the “Final” field when less than the entire quantity is vouchered.  When the balance is vouchered on a later invoice, “Yes” should be selected in order to recognize the variances.  If the entire PO line has not been received and “Final = Yes” is indicated in this screen, an error message will prevent the user from posting this line as final.

After the selection process is complete, select Activity –  Generate Voucher.  Vouchers are posted to the Vouchers and Adjustments file.

In the Purchasing module, the Landed Cost Variance Report is available to assist in analyzing variances.

Modules ->Vendor ->PO Reports ->Landed Cost Variance

Open Payments in SyteLine AP are designed to record a payment as an asset and to later allow reapplication of the payment to an invoice at a later date.    The flow in a typical scenario is illustrated below:

A check is written to a vendor for a $5000 deposit (50%) on a capitol asset purchase.

An invoice from the vendor for $10000 is received and entered into AP.

The Open Payment is reapplied to the posted voucher.

Set Ups

To get the correct flow of data the following tables need to be set up as follows:

Accounts Payable Parameters, Misc Tab – Deposit Account needs to be an Asset , typically Prepaid Deposits.

Bank Reconciliations – Cash Account needs to be a cash account.

Processing

Creating the Payment

In the A/P Payments form enter a payment for the desired Vendor.  Type can be any valid Payment Type.  Save.  Go to Distributions.  Enter a distribution with a Type of Open, accept the default value for Vch/Seq, select the appropriate Site, enter a PO number if you wish this to be reflected on a PO, on the Accounts Tab enter the amount of the payment. Save. The distribution will be to the Prepaid Deposit Account.  Print and Post the check using A/P Check Printing/Posting.

Purchase Order

If a PO is entered in the Payment Distribution a cross reference is created.  The PO will now reference the payment and payment information will print on the PO.

AP Posted Transactions

The Open Payment will be visible in AP Posted Transactions and will have a Type of Open.

AP Aging Report

The Open Payment can be included or excluded from the AP Aging report by using the Print Open Payment check box on the selection criteria.  If the aging is being printed for use in reconciling the Ledger to the AP Aging exclude Open Payments.  Otherwise the balance will be off the amount of all Open Payments.

Voucher

When the invoice for the item(s) arrive voucher and post as usual following standard procedures for voucher entry. Enter the voucher for the entire purchase amount, ignoring the deposit amounts, i.e.  you are purchasing $10000 worth of product, made a $5000 deposit – enter the voucher  for $10000.

Reapplication of the Open Payment

To reapply the open payment you need 3 pieces of information; Vendor number, Check number, and Voucher number.  Go to AP Payments, enter the Vendor, check the Reapplication checkbox, enter the Check number of the Open Payment to be reapplied.  Save.  Go to either Quick or Distribution and select the Voucher the payment will be applied to. Save or Apply.  Post the check using AP Check Printing and Posting.  Do not print a check, only the Preliminary Check Register and Final Register and Post are required.

AP Posted Transactions

After reapplication the Open Payment now is reapplied to the Voucher and the posted balance of the Voucher and AP have been reduced by the amount of the Open Payment..

If you will be dealing with customers or vendors who use currencies other than your base (domestic) currency, use the following process to set up exchange rates and other multi-currency features.

1. Make sure the general ledger accounts specific to currency exchange are set up in the Chart of Accounts:

• Realized Gain
• Realized Loss
• Unrealized Gain
• Unrealized Loss
• A/R Unrealized Offset
• A/P Unrealized Offset
• V/P Unrealized Offset

If you are not using Unit Code 4 for anything else, you might want to set Unit Code 4 to Accessible for these accounts, and use it for reporting the foreign currency impact of the different currencies. If you do this, the currency codes must be entered for Unit Code 4. For information about setting up unit codes, see Account Unit Code (1-4).

1. Set up currency and exchange rate variance accounts for the domestic currency and the Euro on the Multi-Currency Parameters form, to help you track realized and unrealized gains and losses due to exchange rate changes. These accounts should match the ones you set up in step 1. During installation, you set up a Site Currency Code, which is the domestic currency code shown on this form.
2. Set up all other required currencies used by your vendors and customers in the Currency Codes form.For each currency code, the unrealized and realized G/L accounts specified on this form default to the accounts set up in the Multi-Currency Parameters form. You can also designate expenses by currency code if you use unit code 3 or 4.
3. Use the Currency Rates form to enter exchange rates between all currencies you set up in step 3 and the domestic currency.
4. Use the Bank Reconciliations form to set up bank codes and accounts to use with foreign currency customers and vendors. The bank reconciliation, attached to the bank code, maintains a record of all receipts and payments for each currency/bank code. If you will be recording A/R or A/P payments in foreign currencies, you should set up the foreign bank codes (with applicable currency codes) on the Bank Reconciliations form. Then you can include those foreign bank codes on customer and vendor records.
5. Use the Customers and Vendors forms to set up foreign currency customers and vendors.
6. If your system will share currency information between multiple sites, set up Replication Rules for the Shared Currency replication category.
7. Enter foreign currency customer orders and purchase orders. To see the amounts translated to your domestic currency, use the associated Domestic Currency forms.
8. Periodically, update the exchange rates and run the Currency Revaluation Utility. This utility uses the current exchange rate (from the Currency Rates form) to determine gains and losses due to currency fluctuations.

After Setup

1. Enter foreign currency customer orders and purchase orders. To see the amounts translated to your domestic currency, use the associated Domestic Currency forms.
2. Periodically, update the exchange rates and run the Currency Revaluation Utility. This utility uses the current exchange rate (from the Currency Rates form) to determine gains and losses due to currency fluctuations.