WAP Help and User Guide – Add-On for Sage 200
Table of Contents
2.1. Sage Admin Features
8.1. Sicon v21
8.2. Sicon v20.1
8.3. Sicon v20
8.4. Sicon v19.2
8.5. Sicon v19.1
8.6. Sicon v19
8.7. Sicon v18
Help and User Guide maintained for WAP Add-on version v201x.210.0.0 and upwards
The WAP Addon Help and User Guide will take you through the features and settings for this module. The WAP Addon provides an additional set of features for Sage 200 to provide some additional analysis and processing functionality for invoices and month end routines in Sage 200, when used in conjunction Sicon WAP.
This Help and User Guide is split out as follows:
- Overview and important information about the WAP Addon
- How to Configure the WAP Addon
- Using the WAP Addon features with WAP Invoices
- Other features of the WAP Addon
1. Overview and Important Information
The WAP Addon must be installed if a site is to be using WAP.
The WAP Addon also allows for extra functionality when processing invoices; for example, to add additional notes or select a specific approver or to specify that some nominal codes do not require approval. A self-reversing journal and additional reports can also be found within this module.
1.1. WAP Add-on Functionality
Once the WAP Addon has been installed, it will be mandatory when recording a purchase invoice against a PO to enter a reference number and a goods value. If an invoice is entered without either of these the user will see a warning preventing them from proceeding.
2. Configuring the WAP Add-on
Although some functionality is automatically included as soon as the WAP Addon is installed, there is also some set-up required which these next sections will explain.
2.1. Sage Admin Features
Although some functionality is automatically included as soon as the WAP Addon is installed, there is also some set-up required which these next sections will explain. If the company is not linked with WAP so no functionality within the Addon is required, WAP integration can be disabled.
2.2. WAP Add-on Settings - General Settings - Connection String
Upon opening the Settings screen, the connection string should be entered automatically which will then enable the WAP Addon features such as recording notes on an invoice and the ability to see pending invoices on a Purchase Ledger Supplier enquiry.
The Test button can be used to ensure the string is in the correct format for WAP to connect to. If a connection string has not been entered, users may see a warning banner appear in Sage advising certain functionality may not be possible until this string has been entered.
The ability to see pending invoices is only available if invoices are input into WAP rather than Sage (i.e. if Sage Commercials has not been installed):
2.3. WAP Add-on Settings - General Settings -Purchase Invoice Settings
There are a number of configuration options within the main WAP Addon Settings. These settings are unique per Sage Company so make sure configuration is copied across applicable companies.
Allow Requires Authorisation check box to be overridden: Allows the ‘Requires Authorisation’ checkbox to be ticked / unticked. Refer to the Features section of this Help and User Guide for a more detailed explanation.
Invoices imported using the standard Sage transaction import do not require authorisation: If PL Invoices imported should not be authorised in WAP, tick this setting.
Select WAP approver and record additional notes after invoice/credit note entry: Produces a pop-up at the end of processing a PL or POP Invoice with further options available. Refer to the Features section of this Help and User Guide for a more detailed explanation.
Check the Authorised Nominal Accounts on Invoice/Credit note entry (if not its only checked by WAP): This setting will work in conjunction with the ‘Authorised Nominal Accounts’. When ticked, if an invoice is entered for a nominal code on the list, the invoice will not be flagged as unauthorised and will not appear in WAP for approval. If unticked, the invoice will come into WAP before it will then be marked as authorised. Refer to the Features section of this Help and User Guide for a more detailed explanation.
Use Extended POP Invoice Narrative (Adds Nominal Analysis Items and Narrative from POP Order Lines): This setting will be on by default so when recording an invoice against a PO, the text from the POP line will be added to the invoice narrative. If Sicon Projects is installed, this setting is greyed out as Sicon Projects will do this automatically. Refer to the Features section of this Help and User Guide for a more detailed explanation.
Show POP Invoice Variance Form when there is no variance (to confirm variance checks performed): If this setting is on, a confirmation message popup will show even if an invoice is put on which fully matches the PO value and quantity goods received. Refer to the Features section of this Help and User Guide for a more detailed explanation.
Stop Supplier Transactions being approved when not approved in WAP: This setting will be on by default and will prevent invoices being authorised directly in Sage if the invoice is awaiting approval in WAP.
Reset Warnings: This will re-enable any warning notifications users have dismissed.
2.4. WAP Invoice Module - Approving Suggested Payments
With the WAP Invoice module an additional feature is to approve Suggested Payments from the Sage routine within WAP.
Once the WAP Addon has been installed configure which payment groups will require authorisation in WAP. Within Purchase Ledger – Utilities – Ledger Set Up – Ledger Settings – Payment Groups, tick the groups that require approval. For example, some companies will not require direct debit payments to need authorisation in WAP.
3. Features (Using the WAP Add-on)
Once the settings have been configured, or to help with deciding what to configure, the next few sections walk through the WAP Addon features available in more detail.
3.1. Allow Requires Authorisation check box to be overidden
This setting refers to the Purchase Ledger setting ‘Use Authorisation’ which will in turn enable a ‘Requires Authorisation’ box on invoice entry within Sage. By standard, it is advised to set the value as below. This setting will be off by default; once switched on, any invoices entered with a value greater than the amount entered here will have the require authorisation box ticked and it cannot be unticked.
However, the WAP Addon setting may be configured to allow for Purchase Ledger clerks to determine which invoices should be entered into WAP for approval.
If the value is set to a higher amount, the user will be able to untick the invoice to require authorisation so long as the amount of the invoice does not exceed the amount in the settings – if higher, the box is ticked and cannot be unticked.
If the setting is on in the Addon to allow the ‘Requires Authorisation’ box to be overridden, when entering an invoice, the box will not be ticked but can be ticked.
Why use this setting?
It may be that a company is rolling out invoice approval per department so not all invoices should be ticked as requiring authorisation. Once the company is fully live, the WAP Addon setting should be switched off so all invoices are set to require authorisation and get pulled through to WAP for approval correctly.
3.2. Invoices imported using the standard Sage transaction import do not require authorisation
Ticking this setting will mean that any invoices imported using the standard Sage supplier transaction import (Sage – Purchase Ledger – Utilities – Import – Import Transactions) will not be marked as Unauthorised and therefore will not be pulled through to WAP for approval.
The invoice will be visible in WAP (it will be Completed) and it will show as being approved in Sage.
If the setting is not ticked, invoices imported will be marked as Unauthorised and then be pulled into WAP for approval.
Why use this setting?
Some companies will approve these invoices outside of WAP or Sage before importing and therefore should not require authorisation again. However other sites will require imported invoices to be authorised in WAP. Invoices imported through other methods outside of the standard Sage supplier transaction import will not be affected by this setting and therefore will require authorisation in WAP.
3.3. Select WAP approver and record additional notes after invoice/credit note entry
Why use this setting?
This setting can be used for multiple reasons from over. It will be on by default and when an invoice is saved (either a PL or POP invoice), a pop-up will appear showing the below extra options (additional explanations provided further down) –
- Override Approval Route
- Business Unit
If none of these options will be relevant, this setting can be switched off.
Please note, this is not compatible with the Rapid or Batched Transactions invoice entry screens in Sage and only apply to individual invoices and credit notes.
Override Approval Route
By default, WAP will pick up the standard invoice approval route configured when the invoice is saved. If this is what should happen, this part of the pop up can be ignored. Alternatively, at this stage, it is possible instead to pick a different set of approvers which would override the standard route:
Only users who have permission to approve invoices will be able to be selected from the drop-down list.
The invoice will come through to WAP marked with a Custom route and all steps will be marked as Mandatory approvers in WAP. This means that that all approvers will need to approve an invoice before it can post to the relevant nominal accounts in Sage. As usual throughout WAP, the final approver must have enough approval value to approve the invoice.
This functionality is not compatible with the Rapid or Batched Transactions invoice entry screens in Sage, and only applies to individual invoices and credit notes.
If a Business Unit is selected the invoice will then be able to be viewed in WAP by all users in that business unit, rather than just the approver or users with permission to view all invoices. Appropriate User Type permissions must be configured in WAP to allow for users to view business unit invoices.
If the user inputting the invoice marks this as urgent, it will be pulled through to WAP with the urgent flag and will send an email to approvers immediately informing there is an invoice awaiting their approval.
The notification will be highlighted and will use the Urgent Email Thread to promptly send an email to the approver.
Any notes added when inputting the invoice will show through to the approver in WAP.
These will be visible to the approver in WAP either by hovering over the post-it that shows on the invoice for approval:
Or within the approve invoice screen navigate to the Notes tab:
These notes stay within WAP and will not post back to Sage with the invoice.
3.4. Check the Authorised Nominal Accounts on Invoice/Credit note entry (if not its only checked by WAP)
This setting will work in conjunction with the ‘Authorised Nominal Accounts’ – see the end of this sub-section for how to configure Authorised Nominal Accounts.
When ticked, if an invoice is entered for a nominal code on the list, the invoice will not be flagged as unauthorised and will not appear in WAP for approval. In the example below, the nominal code 89200-ADM-ADM does not require authorisation.
When the invoice is saved, it will automatically be marked as authorised without going through WAP or showing in the Unauthorised Nominal account. The invoice cannot then be viewed in WAP in the Completed tab.
If the setting is not ticked, the invoice will still be authorised automatically but by WAP; this means the invoice will temporarily sit in the Unauthorised Nominal account until WAP has fully processed the invoice.
How to configure Authorised Nominal Accounts
As above, when invoices entered against certain nominal codes do not require approval in WAP, these nominal codes can be added under Authorised Nominal Accounts from within the WAP Addon menu:
Add in any nominal codes that do not require authorisation and then process invoices as standard in Sage. Depending on the setting configuration, invoices will either post straight to the nominal or be flagged as Unauthorised and then automatically approved in WAP.
If an invoice is input with multiple lines and some of the nominal codes are marked as Authorised, all lines will be pulled into WAP and will require approval.
Within WAP, the approval history of the invoice will show that it has been approved due to the nominal account not requiring authorisation.
If Authorised Nominal Accounts are to be configured, all users inputting invoices onto Sage will need the WAP Addon – Authorised Nominal Accounts feature enabled on their Sage role.
3.5. Use Extended POP Invoice Narrative (Adds Nominal Analysis Items and Narrative from POP Order Lines)
This setting will be on by default so when recording an invoice against a PO, the text from the POP line will be added to the invoice narrative. Changes can still be made to the narrative if required. If Sicon Projects is installed this setting will be greyed out as Sicon Projects will automatically add the PO line information to the narrative.
3.6. WAP Add-on Functionality - Invoice Variance Checks
If using the WAP Invoice module, it is possible to automatically approve invoices that are linked to Purchase Orders, and configure certain tolerances so that only variances are picked up for approval. It is the WAP Addon that controls the variance checking.
The setting in WAP will be used in conjunction with the variance checking options beneath.
Check for variance when auto approving invoices (Requires WAP Addon configured in Sage): Using the WAP Addon in Sage, this setting will check for any variance in conjunction with the other settings configured on this screen.
Acceptable variance percentage with purchase order line: This setting will check the value of the invoiced line(s) against the total of the matched PO lines with the figure here.
Acceptable variance value with purchase order line (WAP base currency): This setting will check the value of the invoiced line against the total value of the matched PO lines with the figure here. If the invoice falls outside of this acceptable monetary value it will require additional comments to explain the discrepancy (if it is within the variance, comments are not mandatory), and will then be sent for approval.
If the invoice falls within this variance, the invoice will be automatically approved in WAP.
Note; these top two settings work together so if there is any variance outside of either acceptable value or percentage, the invoice will require approval in WAP.
Check the invoiced quantity matches the Goods Received quantity: this setting will check the invoice quantity against the total goods received quantity. It requires three-way matching to be turned on in Sage Purchase Order Settings.
If the order is part-received and invoiced, this will not be counted as a variance that requires approval, but an additional comment will be displayed for the user keying the invoice to explain that the Invoiced Quantity doesn’t match so this can be queried prior to approval. If there is no GRN at all, a warning will be displayed to the user to explain that “Order X has been invoiced for X items but no items have been delivered.” The user will then need to enter a reason for this variance (or close the screen if this is a mistake and query with the user who raised the requisition).
Further information with examples of all these variance settings follow at the end of this section.
Automatically approve if invoice line is less than purchase order line: this option can be configured if company policy is to approve automatically an invoice that is received less than the purchase order.
If an invoice falls outside of the acceptable variance in Sage it will require additional comments from the person inputting the invoice to explain the variance, and will then be sent for approval in WAP.
What checks are made?
Below is an illustration of all the checks that are being made by the WAP Addon in Sage depending on the settings above configured in WAP:
Examples of WAP Invoice Variances
Purchase Order Invoice approval settings in WAP –
Example 1 (Invoice entered that matches PO and GRN)
If an invoice for £250 is entered against a PO for 1 x £250 where one has been goods received, the user will see the below variance checking message.
As the invoice matches the PO, no comments are required although they can be added before this popup is saved.
The WAP Addon can be configured so if the invoice variance matches, this message box does not show POP Invoice Variance Form when there is no variance (see the next section of this User Guide).
Example 2 (Invoice entered that does not match PO value).
If an invoice is entered for £300 against a PO for 1 x £250 where 1 item has been goods received, the user will see the below variance checking message.
It is mandatory for comments to be entered as the invoice value does not match the PO value; these comments will then show in WAP to the invoice approver both on the yellow post-it note and the Notes tab.
Example 3 (Invoice entered but Goods have not been received)
If an invoice with a quantity of 2 is entered against a PO of 2 x £75 where no items have been goods received, the user will see the below variance checking message.
It is mandatory for comments to be entered as the invoiced quantity does not match the amount goods received; these comments will then show in WAP to the invoice approver both on the yellow post-it note and the Notes tab.
Example 4 (Goods received after requested delivery date)
If an order has been goods received later than the requested delivery date, a warning will show when the invoice is recorded to flag this. No additional approval would be required due to this, it is simply highlighting this to the user entering the invoice.
Example 5 – Mixed Variances
In this example we’ll amend the variance settings and allow the invoice to be automatically approved if the value is less than the purchase order line value. The WAP settings are:
The Order has been entered, approved and part received in WAP and has posted to Sage:
For this example we’ll look at some lines independently before the invoice as a whole, to illustrate the impact different variances will have.
Line 1 = no changes. 5 have been ordered, 2 have been received, 2 have been invoiced, and the prices all match. This means that there is no variance and comments are optional (the invoice will be automatically approved and will not be seen by an approver in WAP):
Line 2, Scenario 1
Price changed (lower). 5 have been ordered at 22.89, 2 have been received, 2 have been invoiced but at 19.55:
Although there is a variance that is outside the tolerances, because it is less than the value of the line, this is acceptable and comments are not mandatory. The invoice will be automatically approved and will not be seen by an approver in WAP:
Line 2, Scenario 2
Price changed (increased, outside of % but within monetary value). 5 have been ordered at 22.89, 2 have been received, 2 have been invoiced but at 26.00:
In this example, because the price is higher and outside the acceptable variance, it cannot be posted until comments have been provided for the approver in WAP to check. The invoice will not be automatically approved and will require approval in WAP:
Line 2, Scenario 3
Price increased and invoice goods value varies.
5 have been ordered at 22.89, 2 have been received, 2 have been invoiced at a higher price of 25.50, and the invoice goods value reflects 5 items at a higher price of 26 each (130.00):
In this example, there are a few areas that trigger the variance. The price of the PO line has been increased, and the Invoice Goods Value differs from those on the line. Because the unit price and goods value is higher and outside the acceptable variance, it cannot be posted until comments have been provided for the approver in WAP to check. The invoice will not be automatically approved and will require approval in WAP:
This particular scenario could be because of user error, in which case this screen gives the user the opportunity to close the screen and correct the invoice before processing to WAP for approval.
Line 3 = over-invoiced. 5 have been ordered at 6.47, 2 have been received, 3 have been invoiced but at the correct price of the original PO:
In this example, the invoiced quantity on the Receipt line remains to reflect the amount that was received. Because the invoiced quantity is higher and GRN and Invoiced quantity is being checked, it cannot be posted until comments have been provided for the approver in WAP to check:
Line 4 = invoiced but not received. 5 have been ordered at 94.68, 0 have been received, 4 have been invoiced at price of the original PO:
In this example, because the item has been invoiced but there is no GRN, it cannot be posted until comments have been provided for the approver in WAP to check:
The user can enter comments here for the approver not to approve the invoice until the order has been updated with the received quantity, or followed up with the supplier if necessary. Alternatively, some sites may prefer not to enter the invoice, close the screen and wait for the goods to be received before processing.
Finally, let’s look at the invoice as a whole:
Line 1 = no changes. 5 have been ordered, 2 have been received, 2 have been invoiced, and the prices all match the original PO.
Line 2 = price changed (lower). 5 have been ordered at 22.89, 2 have been received, 2 have been invoiced but at 19.55.
Line 3 = over-invoiced. 5 have been ordered at 6.47, 2 have been received, 3 have been invoiced at the same prices as the PO.
Line 4 = invoiced but not received. 5 have been ordered at 94.68, 0 have been received, 4 have been invoiced and the prices all match the original PO.
At the point of Save, if there are unmatched receipts, a warning is shown to explain how Sage will handle the unmatched invoiced quantities:
Finally, the user can add any attachments or second reference on the Purchase Invoice screen (values should not be changed on this screen):
Once saved, the approver will be able to see the notes and comments added when they receive the invoice for approval:
Additional Notes on Invoice Variances
If there is a discrepancy between the goods value of the invoice and the goods value of the lines on the Purchase Invoice Screen, for example if the invoice total includes delivery that the original order did not, then an additional variance line will be applied on the Purchase Invoice screen:
If the nominal has not been defaulted (e.g. if Sicon Projects has not been configured), the user will need to enter the nominal. This can either be the nominal of the last line, or another nominal depending on the business requirements. If using Sicon Projects, further information is available in the Projects Help and User Guide.
When matching an invoice to a purchase order, ensure all the variance values are entered on the Record Purchase Invoice matching screen (e.g. price and goods value). Changing the values on the second Enter Purchase Invoice screen can prevent WAP recognising the discrepancies.
3.7. Show POP Invoice Variance Form when there is no variance (to confirm variance checks performed)
If this setting is on, the message popup will show if an invoice is put on which fully matches the PO value and quantity goods received. The popup can be saved without entering any comments. If the users do not want to see a message that the invoice matches, they only require a warning if there is a variance, ensure this setting is switched off.
With the setting turned off, the popup will only appear when a variance applies. See the last section for examples of when the variance pop-up would appear.
3.8. Stop Supplier Transactions being approved when not approved in WAP
This setting will be on by default and will prevent invoices being authorised directly in Sage if the invoice is awaiting approval in WAP.
With the WAP Invoice module enabled, it is recommended that invoices should always be authorised in WAP so that a full approval history is available within WAP.
Invoices approved in WAP will show that WAP authorised the transaction:
If invoices should be able to be authorised directly in Sage even if the invoice is awaiting approval in WAP, switch this setting off.
Why might a user authorise the invoice in Sage?
On rare occasions, some sites may wish to adopt an internal process to approve certain invoices directly in Sage, such as Utilities.
Perhaps the nominal account used for Utilities is also used for other invoices that do require approval in WAP, and therefore cannot be included as a pre-authorised nominal using the WAP Addon. The value of these invoices is usually too high to be able to de-select the ‘Requires Authorisation’ query flag in Sage.
The impact of approving invoices in Sage that are awaiting approval in WAP
This invoice was entered in Sage and has a query flag of U:
The query flag means the invoice is awaiting approval and cannot be paid until approved. The invoice can be found in WAP by searching for the URN, Supplier, Reference etc. in Existing Invoices, and will show as Submitted and awaiting approval:
If authorised in Sage, in WAP the invoice will be taken out of the Submitted tab and found in the Completed tab instead. The approval history will show that the invoice was approved directly in Sage:
In the Sage Transaction enquiry, the narrative will show the Sage user who has authorised the transaction.
If an invoice is then authorised in Sage, it will move to Completed in WAP and the approval history will show it has been approved in Sage.
With the WAP Invoice module enabled, it is recommended that invoices should always be authorised in WAP so that a full approval history is available within WAP.
3.9. WAP Add-on Functionality - Pending WAP Invoices Tab
If using WAP with a site that has no Sage Commercials so invoices are entered directly into WAP, these can show in Sage under this tab.
3.10. WAP Add-on Functionality - Paste Nominals
With this feature, it is possible to copy nominal information from a manually created invoice template and paste this into the Purchase Invoice screen. This can be helpful for sites who have one invoice with multiple lines that need to be spread across different nominals.
This feature is only supported for sites not using a costing module. It is not currently compatible with Sicon Projects or Sage Project Accounting.
To use this feature, first the user will need to create a manual template with the columns as follows:
The rows beneath this can then be populated with the required information.
In the example here, the user has received an invoice for 13,922.15, which needs to be split across multiple lines and nominals.
They enter the reference and goods value as normal:
The user has populated the rows from their template, and copies Row 2 to 8, and columns A to G (the title row does not need to be copied):
In the Purchase Invoice screen, the user then clicks Paste Nominals:
This then populates the Purchase Invoice screen with the information from the user’s template:
If there are any validation errors (e.g. tax value not matching the tax rate), these will need to be corrected by the user first. Once all fields are correct, the invoice can be saved and processed as normal.
3.11. WAP Add-on Functionality - Valid Nominal Code Check
The WAP Addon will check the nominal accounts selected on invoice entry are valid nominal codes; the invoice cannot be saved if lines contain an invalid nominal code.
4. Other WAP Add-on Features
The last few sections of this Help and User Guide focus on the other features within the WAP Addon:
4.1. Self-Reversing Journal - for Unauthorised Invoices
When using Sicon WAP for invoice approval, the Purchase Ledger setting for invoices to require approval will have been switched on and these invoices will be posted to the Unauthorised Nominal account until fully approved, regardless of the nominal coding entered.
This is done so that amendments to the nominal codes, or additional nominal code splitting can be carried out during the invoice approval process. At month end this can leave a significant value on the balance sheet that typically needs to be moved to the profit and loss or balance sheet accounts that the invoice was originally coded to.
The self-reversing journal routine picks up all unauthorised invoices up to a specified date and allows them to be posted to the nominal code they were originally coded to. A self-reversing journal is automatically created for the following period to enable the authorisation process to clear the invoices automatically.
The self-reversing journal created is put on hold by default so that it can be amended by the Finance team before posting to the nominal ledger.
Our expectation is that the self-reversing journal is run only once a month as the last thing that is done before the month is closed; it can be back dated (e.g. journal date would be 31/07/2020 and reversal date as 01/08/2020 but the journal would be processed on 16/07/2020).
Example of Self-Reversing Journal process
The next example demonstrates how the WAP Addon self-reversing journal works and impacts the nominal ledger. The reversing journal uses the same logic as the standard Sage option to post a reversing journal entry. For any queries around posting journals and period end processes, speak with your Sage Business Partner in the first instance.
In this example the current period is period 3:
Enter the relevant journal date and reversing date, and select whether the invoice should be on hold:
From here they can post and add an attachment to the journal, or close to return to the last screen. In this example, we’ll close and instead use Process Reverse Journal Entry as a separate step:
This example is on hold because this was not unticked.
From Nominal Ledger – Enter Transactions – Held Journals, the journal can be found:
Highlight and process to view the journal, amendments can be made if required:
Once reviewed, either Post or Post and attach if a document should be added to the journal. Once processed, the journal reference is provided:
Within Nominal Ledger, if a transaction enquiry is run against the Unauthorised Purchases Account, the journal entry can be viewed as a credit:
And looking at one of the pending nominals shows the corresponding debits:
As the month end hasn’t been completed yet, the reversal transactions are currently showing in the Deferred Waiting Postings List:
Once the period is closed down:
The transactions will either show in the Current Waiting Postings List:
Or if Update Waiting Postings has been run, then these journal entries will show on the nominal transaction enquiry screen against the relevant period:
For all queries around nominal postings and period end routines, it is recommended to speak with your Sage Business Partner.
4.2. POP Staged Nominal Accrual Settings
This functionality will automatically generate nominal journal accruals for outstanding purchase orders.
The staged accrual process is enabled or disabled as required and an outstanding purchase accrual nominal account selected. Nominal accrual journals will be written to this account to the value of the purchase orders which have not yet been invoiced (or even goods received, if configured as such).
It is possible to enable postings to a separate accrual nominal account for GRNI (goods received, not invoiced) purchase order values. When this is enabled, the system will generate nominal accrual journals between the outstanding purchases accrual account and the GRNI accrual account when goods are received.
If Job Costing is installed, nominal accruals and reversals will be linked to jobs selected for each purchase order line. The Job Costing Enquiry screen will show all accrued purchase order values as ‘actual’ – not ‘committed’.
When an order has been created in WAP, the journal is created. If the order is subsequently cancelled, the journal will be reversed.
Generate Missing Accruals: this can be run when you first install to update any existing orders to make sure accrual journals have posted.
Generate Missing Nominal/Job Links: this can be run similar as above, if Job Costing has been installed.
Example 1 (without a separate GRNI accrual account configured)
Following purchase order entry, ‘stock’ (e.g. 13103-ADM-ADM) is debited and the configured ‘outstanding’ purchases accrual account (99910) is credited.
Once the invoice has been recorded against the PO, ‘stock’ is credited and the configured ‘outstanding’ purchases accrual account is debited.
Example 2 (with a separate GRNI accrual account configured)
As per example 1 above, following purchase order entry, ‘stock’ (e.g. 13103-BIR-ADM) is debited and the configured ‘outstanding’ purchases accrual account (99910) is credited.
Once goods have been received, the ‘outstanding’ purchases accrual account is debited and the configured ‘GRNI’ accrual account (99920) is credited. Stock account postings are shown for information only.
Once the invoice has been recorded against the PO and the GRN, the ‘stock’ is credited and the configured ‘GRNI’ accrual account is debited.
When the process is complete, zero balances will exist on all configured accrual nominal accounts.
There are four additional reports to allow the accruals to be analysed and grouped by Nominal Code or Purchases Order. Two reports cover disputed invoices and two cover standard purchase order accruals.
- POP Order Return Accrual – Disputes (by Order)
- POP Order Return Accrual – Disputes (by Nominal)
- POP Order Return Accrual (by Nominal)
- POP Order Return Accrual (by Order)
An example of the Purchase Order Accrual by Nominal is shown below.