Advanced Receiving: Passing Off A/P Adjustments

Follow this procedure to pass off accounting entries from Advanced Receiving to Accounts Payable. After the Receiving Documents Report (RRV), Option F, runs, the adjustments you made in the Modify Receiving Documents (MRV) window are ready to be passed off to Accounts Payable via Purchasing Passoff (APP). This procedure is only for users who have the Accounts Payable application and use APP. This topic also explains how accrued accounts payable is affected by making adjustments in MRV and finalizing those adjustments in RRV.

Passing Off A/P Adjustments

Once you have run Report RRV, Option F for a receiving document, do the following:

1. Display the Purchasing to A/P Passoff (APP) window.

   From the Eagle Browser, click Accounts Payable Menu, then click Purchasing to A/P Passoff (APP).
   Alternatively, you can type APP in the Launch bar, and press Enter.

2. Click Run to print the report.

When APP passes off new temporary or regular vouchers, it uses the current date as the voucher date. If an unposted voucher for a receiving document or Invoice Session already exists, then the Eagle will delete the existing voucher and create a new one to reflect the changes you made in Function MRV since the original voucher was created.

If you did NOT use the AP window for a particular receiving document or invoice session, then the system creates a temporary voucher (transaction type T) or credit voucher (transaction type T with a negative amount) in the New A/P Transactions (ATMU) window for that receiving document or invoice session.

How Accrued Accounts Payable Is Affected

If you accrue accounts payable (if the Accrue Temp A/P Trx's field in A/P Control Maintenance (ACON) is set to Y), then presumably you ran Purchasing Passoff (APP) to pass purchasing information to Accounts Payable, and then ran the Post A/P Transactions Report (RATJ) to post the temporary accrual. Later, once you received the vendor’s invoice, you used the Modify Receiving Documents (MRV) window to make adjustments, the AP Voucher window to enter invoice information, and finalized your work by running the Receiving Documents Report (RRV), Option F. Then, you ran APP again to update Accounts Payable with the adjustments you made in MRV. Lastly, you posted the information by running RATJ again. As a result (assuming you did NOT use Invoicing Sessions), then the full amount of the accrual voucher that was originally passed off to Accounts Payable is reversed. Click hereSay the original accrual voucher totaled $20.00, because the amount of merchandise received with the Receiving Report (RRP), Option F, totaled $20.00. But when you received the vendor’s invoice, you were billed for $25.00, so you used MRV to correct the invoice amount. When you run APP, and post with RATJ, the $20.00 accrual is completely reversed out of accrued A/P in the form of an adjustment voucher (transaction type A). for an example.

Invoicing Session Users:

Invoice sessions remove the original Temporary voucher and reverses from General Ledger the amount the invoice session, up to the amount of the original accrual. For example, if the original receipt is 500.00, and session 1 is 250.00, then 250.00 is reversed from Accrued AP and Accrued Inventory. If Session 2 is 250.00 or less, it is reversed from G/L as well, but if it is more, only 250.00 is reversed. Any amount remaining in the G/L Accrued AP and Accrued Inventory is reversed when the sessions are marked complete, finalized, and passed off.

Printing an Accounts Payable Edit List

To print an edit list of the entries created by Purchasing Passoff (APP), use the same procedure that you use when printing an edit list of entries that you enter in the New A/P Transactions (ATMU) window.

1. From the New A/P Transactions window, click Post, and select Print Transactions Edit List.    

2. At Exclude Temporary Vouchers? type N.

3. At Print List Order By, Select the order in which you want the transactions to print (voucher number order or user ID order).

4. Click Run to print the report.

After printing the edit list, you must change the Temporary voucher to a Regular voucher before posting.