Tabs3 Accounts Payable (APS) Frequently Asked Questions

Last reviewed: 12/28/2009
Article ID: R11104

Questions & Answers

The information in this article applies to:

Summary

This article provides answers to frequently asked questions regarding the following subjects:

Frequently Asked Questions

The following is a categorized list of questions frequently asked by users regarding the Tabs3 Accounts Payable (APS) Software.

Introduction & Getting Started

I need to get APS up and running as soon as possible and I just don't have time to read the entire manual cover to cover at this time. What should I do first?
Read Chapter 1 and Chapter 2 of the APS manual. Step by step procedures to begin using APS are outlined in these chapters. Referrals to specific sections in the manual and Help are included for quick reference.
 
I'm using APS with Tabs3, GLS, and TAS. Should I put them all in the same directory?
Yes, this is required if you want the software to integrate. When integrating with other Tabs3 and PracticeMaster software applications, all of the applications' program files must reside in the same directory as the System Configuration program files for integration and integrated file locking to work.
 
Why is it necessary to run a Data File Integrity Check before making a backup?
Prior to making backups, you should run the APS Data File Integrity Check program to ensure that the data you are backing up has no errors (caused by power fluctuations, hardware malfunctions, etc.).
 
What method should I use to back up my data files, and how often should a backup be made?
Some of the methods available for backing up hard disks include the Backup program that comes with Windows, tape backup systems and various commercial software programs. It does not matter which program you use as long as it does the job successfully and you know how to use both functions: backing up and restoring.
 
To determine how often a backup should be made, you need to take into account any possible disaster that can occur. This includes potential problems with hardware, storage media, electrical problems, fire, flood, theft and human error. The best answer is, "Back up when you can't afford to lose the work done in APS since your last backup."
 
Your computer dealer can assist you with selecting the best backup method for your needs. A list of the APS files that need to be backed up can be found in Chapter 1 of the APS manual.
 
Although APS includes a Back Up Data Files program, this should be used as a temporary backup only and does not replace a well-planned back up system. The Back Up Data Files program maintains only one backup and does not give you the ability to back up onto a different drive. Therefore, if your hard drive crashes or your computer is stolen, you would have to restore from a different backup.

The Knowledge Base article R11213, "Backup Strategy," provides information regarding various backup strategies for Tabs3 and PracticeMaster software.
 
What is HotBackup, and how is it different from Back Up Data Files?
HotBackup is a Client Server Version software feature which allows you to back up your data files while other users continue to work in the software. This feature differs from Back Up Data Files, in that the Back Up Data Files feature is a slower, exclusive function with a 2GB file size limitation. Back Up Data Files is generally sufficient for firms who require a minimally-sized backup file. HotBackup is meant for firms who need to be able to create a fast backup that is virtually unlimited in size (limited only by the size of the backup drive). More information regarding HotBackup and how it compares to Back Up Data Files is provided in the Knowledge Base article R11193, "HotBackup Overview."
 
How do I know the backup was successful?
Periodically test your backup system by restoring the files to a different drive or computer and verifying the integrity of your data. A backup has no value if the data cannot be restored. Tape backup software and other third-party backup software typically have a "verify" or "compare" function that can be used for this purpose.

Using & Setting Up APS

Do we need to add the history for each vendor when we first add our vendors?
Not unless you need accurate information for the Vendor Analysis Report or this year's 1099 information. The Vendor Analysis Report retrieves its information from the MTD, YTD and TD Paid and Discount amounts stored in the vendor file. The 1099 programs retrieve their information from the invoice file. You can add history by either editing the vendor totals or entering the paid invoices. Refer to Chapter 2 of the APS manual for more information regarding entering historical balances.
 
Version 15.1 and Prior: The 1099 programs allow you to indicate whether you want the totals retrieved from the vendor file or from the invoice file. You can add history by either editing the vendor totals or entering the paid invoices.
 
After I enter all of my unpaid invoices, what report should I run to verify the accuracy of the information that I have entered?
Print the Invoice/Manual Check Verification List or an Invoice by Vendor List.
 
What are miscellaneous vendors and how should I use them?
Miscellaneous Vendors are vendors that will be paid one time only. When you want to enter an invoice or a manual check for a vendor that you don't want to add to the vendor file because this vendor will be used only once, then use a miscellaneous vendor. Miscellaneous vendors are vendors that have their Miscellaneous Vendor check box selected in the Vendor program. When adding an invoice or manual check for a miscellaneous vendor, you will be able to enter the vendor's name, address, city, state and zip. The name and address information is saved with the invoice or manual check record - not in the vendor file. The name and address information is printed on the Invoice/Manual Check Verification List. The name and address information can be optionally printed on the Pre-Check Register, the Check Register and the Detail Cash Requirements Report depending on how these options are set up on the Main tab of APS Customization.
 
Do not set up a vendor as a miscellaneous vendor if you need to accrue 1099 information for that vendor or if you want to retain individual productivity figures for that vendor. You cannot combine invoices for Miscellaneous Vendors, and recurring entries cannot be added for Miscellaneous Vendors.
 
What is the "Key Length" and how can it be changed?
The Key Length determines the vendor number format and is made up of two significant numbers. The first number specifies the overall length of the vendor number. The overall length consists of the number of digits to the left of the decimal, the decimal, and the number of digits to the right of the decimal. The second number indicates the number of digits to the right of the decimal. The default Key Length is 6.0. Once the Key Length has been configured, it can only be changed using the Change Key Length program.
 
Why would you want to use a decimal in your APS vendor number?
The Key Length does not have to be configured with a decimal. You may want to use the decimal for vendors who have the same vendor name but different accounts (such as American Express). Most firms who use APS do not use a decimal in their vendor numbers. (Hint: If you are just starting to use APS and do not have vendor numbers already set up, you can simply start with vendor number "1" and then let APS assign the next available vendor number by using the New button when adding new vendors.)
 
How can I change the colors used for APS?
The colors for APS are controlled by Windows. The colors in Windows can be changed via the Windows Control Panel.  For Windows XP, double-click the Display icon in the Control Panel and then select the Appearance tab. For Windows Vista, right-click the Windows Desktop and select Personalize. Select Windows Color and Appearance and click Open classic appearance properties for more color options. From this window you can select the appropriate theme to change the Item colors as desired.

Data Entry

Is it necessary to assign a voucher number to every invoice?
No. This field is optional and can be left blank if you are not using voucher numbers or purchase order numbers. (Hint: Some firms that don't use vouchers use the Voucher field to record the date the invoice was received or a client number.)
 
I have noticed a "U-Posted" in the Hold/Pay field for some invoices in the Invoices data entry program. What does this mean?
The "U-Posted" label indicates the invoice has been paid and posted.
 
I have entered recurring entries in APS. Why are they not appearing on the Invoice/Manual Check Verification List?
There are several possible causes: 1) Recurring entries will not be included on the verification list or reports unless they have been posted. Recurring entries are posted to the invoice file by using the Post Recurring Entries program. Recurring entries should be posted once a month. 2) All of your recurring entries have the On Hold check box selected. Recurring entries on hold will not be posted by the Post Recurring Entries program until the On Hold check box is cleared. 3) Make sure you are looking at the verification list of the user who posted the recurring entries. For example, if user "JOE" ran the Post Recurring Entries program, then the invoices created will be on the Invoice/Manual Check Verification List for user "JOE".
 
I need to edit an invoice that has already had a check printed for it, but APS won't let me. What should I do?
Before you can edit the invoice, you must first void the check using the appropriate voiding program - either the Void/Reprint Unposted Checks program or the Void Posted Checks program. Make sure you clear the Delete invoices paid by the check check box when voiding the check. There will be two invoice records for the same invoice - an invoice for the voided check and the original invoice record. Edit the original invoice record (the one with P-Pay in the Hold/Pay field) and then reprint the check using the Print Checks program.
 
I need to send a 1099-MISC Form to a vendor that was set up as a miscellaneous vendor. However, 1099 Forms cannot be printed for miscellaneous vendors. What can I do?
Add another vendor record for this vendor using the Vendor data entry program. When adding the new vendor record, enter the Federal ID # and select the appropriate 1099 box number for the 1099 Info option. After completing these steps, enter an Invoice/Manual Check entry for the year-to-date total paid to this vendor, dated for the Tax Year for which you are printing 1099 Forms. Run the Post Checks program with a cut-off date that includes the invoice for the new vendor. Once an invoice has been paid and posted for the vendor, you will be able to print a 1099 Form for the new vendor.
 
Version 15.1 and Prior: When adding the new vendor record, you can enter the year-to-date total paid to this vendor in the YTD Paid field, rather than adding and posting an Invoice/Manual Check entry. When printing 1099 Forms, make sure you select a Data Source of YTD Vendor Totals.
 
How should I handle electronic funds transfers?
Electronic fund transfers (EFTs) can be entered in APS using a separate check numbering scheme, as a manual check with a check number of 0, using a separate APS bank account as a manual check with a unique check numbering scheme, or in GLS only. Complete details regarding handling EFTs in APS can be found in KB Article R11031, "Handling Electronic Funds Transfers (EFTs) in APS."

Checks

We need to order checks for APS. Do we have to use your recommended check supplier?
APS checks were designed to be printed on check forms from Nelco Solutions. A brochure from Nelco is included with your APS manual. If you do not want to use our recommended check supplier, print a check test pattern to give to your supplier. You may want to provide a copy of the sample printed check from the Sample Reports section of the APS manual as well. However, it may be more costly for your supplier to develop a custom check form rather than ordering from Nelco.
 
Will APS print on duplicate laser check forms?
Yes. Nelco Solutions provides a multi-part laser check form. This form consists of a standard laser check form (8 1/2" x 11") followed by one or two additional file copies. To print on multi-part check forms in APS, you need to specify the number of copies on the Paper tab of the printer driver. This option is accessed from the printer properties. You may want to define a special Windows printer specifically for printing checks. (See Printers: Setting Up Additional Windows Printers in APS Help for details.)
 
We print our checks on a printer in another room. What is the easiest way to find out the last check number used besides looking at the printed checks?
Whenever checks are printed, the last check number used is saved in the bank account file. You can find the last check number used by retrieving the bank account record using the Bank Account program. The next time the Print Checks program is used, the default check number will be the last check number used plus one, which should match the next check form in your printer (provided they haven't been tampered with).
 
Is there a way to print the vendor's account number on the check stub?
The vendor's account number can be printed on the check stub. Select the Print Vendor # on Check Stub check box in the APS Check Printer Setup window.
 
Can I print a check through APS to pay only part of an invoice?
Yes. Enter the portion of the invoice that you want to pay in the invoice's Amount to Pay field. When a check is printed, two things occur: a new invoice record is created and the original invoice record will be changed. The new invoice record will reflect the partial amount that was paid and will include the Check # and Date Paid. The Invoice Amount on the original invoice record will be changed to reflect the remaining amount of the invoice. This remaining amount will be shown in both the Invoice Amount and Amount to Pay fields. The original invoice record will also include the Last Check # used to pay a portion of the invoice and the invoice's original amount.
 
I paid a partial amount of an invoice with a handwritten check. How should I enter this in APS?
There are two ways you can handle this situation. You can use the Invoice/Manual Check data entry program to change the Invoice Amount to the amount you paid and then enter the check number you used. Then you could use the Invoice program to add a new invoice for the remainder of the invoice.
 
Or, you can enter the amount you paid in the Amount to Pay field of the invoice and then use the Print Checks program to print a check on plain paper. Make sure you enter the correct check number. The original invoice will be changed to reflect the remaining amount of the invoice and a new paid invoice record will be created showing the amount that was paid. This method may provide a better audit trail because the original invoice record will also reflect the invoice's original amount and the check number used to pay the portion of the invoice.
 
We printed checks using checks for the wrong bank account. How can we correct this?
Use the Void/Reprint Unposted Checks program to reprint the range of checks on the correct check forms.
 
How should I handle a missing check?
A missing check should be entered as a manual check after you determine the vendor and the amount.
 
If an invoice includes a discount, will the check always include the discount?
The check will only include the discount if the Take Discount check box for the invoice is selected and the Check Date is on or before the invoice's Discount Date plus the number of Grace Period Days in the vendor file. Otherwise, the discount will not be included.
 
Is there a way to select more than one range of vendors when printing checks?
Yes. The Multiple button on the Vendor tab can be used to select multiple numeric ranges of vendors. After clicking the Multiple button, the Ranges window will be displayed. Enter beginning and ending vendor numbers as desired. Up to 10 vendor ranges can be specified. Ranges do not have to be in any order and can be "nested."
 
I need to reprint a check that was printed last month because it was lost in the mail. I want the check date to be the same date as the first check. Can I do this?
Yes. If the check has been posted, void it using the Void Posted Checks program. When voiding the check, be sure to clear the Delete invoices paid by the check check box so that the invoice is not deleted when the check is voided. Then, print the check again using the date you want to use. If the check has not been posted, simply reprint it using the Void/Reprint Unposted Checks program.
 
The check number APS prints on the check does not always agree with the check number on our preprinted check. This problem occurs when there are more invoices for the vendor than will fit on the check stub. How can I prevent this from happening?
This happens because the Check Numbers Preprinted on Check check box is cleared in the APS Check Printer Setup window and vendors are configured to print combined invoices on one check (i.e., the One Check per Invoice check box is cleared). The Check Numbers Preprinted on Check check box should only be cleared if your checks do not have preprinted numbers. To prevent this situation from occurring, select the Check Numbers Preprinted on Check check box in the APS Check Printer Setup window.
 
I need to keep track of every check number in sequential order. However, if I use a pre-numbered check for a test pattern before printing checks, how will APS know that this check number must be voided?
If you are using pre-numbered checks and the Check Numbers Preprinted on Check check box is selected in the APS Check Printer Setup window, APS will automatically void the checks used for printing test patterns. These automatically voided checks will be included on the Check Register and Voided Check List.
 
Is there a way to change an invoice to a manual check?
Yes. Retrieve the invoice entry using the Invoice/Manual Checks data entry program. Then, select the Manual Check check box and enter the check number and the date paid.
 
Where does the Post Recurring Entries program get the Invoice Date?
A Due Day (0-31) is assigned to each recurring entry when it is set up. When the Post Recurring Entries program is run, you are asked to enter a Posting Date. If the recurring entry being posted has a Due Day of "0", then the Posting Date is used for the Invoice Date. Otherwise, the month and year of the Posting Date is combined with the Due Day from the recurring entry record to create the Invoice Date.
 
When would I use a manual check instead of an invoice?
When you issue checks that are not printed by APS (e.g., when you write a check by hand, type a check on a typewriter, enter an EFT, or give a blank check to a staff member for unknown costs).
 
After posting unpaid invoices and reviewing the journal entries in the GLS Accounts Payable account, I found one invoice that I need to edit. Do I have to unpost all unpaid invoices, make corrections and then repost the invoices?
APS allows you to unpost a single unpaid invoice using the Unpost Single Unpaid Invoice program. You can then edit the invoice and run the Post Unpaid Invoices program so GLS will reflect the changes to the invoice.
 
I voided a check, re-entered the invoice and printed a new check. The new check is for double the amount it should be. What happened?
Voiding a check does not delete the original invoice unless you selected the Delete invoices paid by the check check box when the check was voided. It appears that you cleared this check box causing the new check that was printed to include the invoice for the voided check and the invoice you re-entered. In the future, make sure you delete the invoice if you want to re-key a new invoice. Easier yet, retain the invoice for the voided check by clearing the Delete invoices paid by the check check box but do not enter a new invoice. (Note: The One Check per Invoice check box in the vendor file must be cleared for both invoices to print on one check.)
 
I have accidentally entered several invoices using the wrong vendor number. A check has already been printed for one invoice. How should I correct this?
First, you need to void the check. Use the Void Posted Checks program if it was posted; otherwise use the Void/Reprint Unposted Check program if it wasn't posted. When voiding, clear the Delete invoices paid by the check check box. After you have voided the check, transfer the invoices from the incorrect vendor to the correct vendor using the Transfer Invoices program. Then, if desired, reprint the check for the correct vendor.
 
If I have an obligation of $10,000 and am paying $1,000 per month, is there a way I can set up the recurring entries to stop after the tenth payment is made?
Yes. You can put all other recurring entries on hold except the recurring entry for $1,000. You would then post this entry 10 times by running the Post Recurring Entries program ten times and changing the posting date each time the program is run. After posting, delete the $1,000 recurring entry and clear the On Hold check box for all of the other recurring entries. If you have quite a few recurring entries, it may be easier to enter 10 invoices all at once using the appropriate Due Date in the Invoice program.
 
What will happen if I void an April check in May? How will the vendor analysis totals be affected?
The vendor analysis totals are not affected unless you are voiding a posted check. When voiding a posted check, there is an option to select the vendor totals to update. If you select the MTD, YTD and TD option, then MTD, YTD and TD vendor totals will be adjusted. If you select the YTD and TD option, then the YTD and TD vendor totals will be adjusted. If you select the TD Only option, then only the TD vendor totals will be adjusted. If you are integrated with GLS when voiding a posted check, the reversing journal entries that are posted to GLS use the Void Date entered when the check was voided.
 
How can I move the payee information on a printed check to align inside our window envelope?
From the File menu, select the Print Setup option and then click the Page Setup button. You can edit the margins used by the selected printer in this window. Keep in mind that if you use this printer for reports, the changes made here will also affect your reports. You may want to consider setting up a special printer for checks. (See Printers: Setting Up Additional Windows Printers in APS Help for details).

Reports

Can we print mailing labels for vendors?
Yes. The Vendor Labels program is used to print mailing labels based on APS vendor information. The Vendor Labels window includes a list of vendor data field selections as well as other output options. These vendor data field selections can be used to select vendors and to select the order in which the labels will be printed by designating certain fields to be used for sorting purposes. The fields printed on the labels are automatically selected. The output options include One-across Labels, Avery Laser Labels, Comma Quote Delimited Export File, WordPerfect Mail Merge Export File, or MS Word Mail Merge Export File.
 
How can we get a list of all unpaid invoices on hold?
There are several reports that will give you this information. Both the Invoice by Vendor and Invoice by Voucher lists will give you this information. On the Options tab for these reports, select Unpaid in the Include box and Hold in the Unpaid Options box. You can also get this information from an Aged Unpaid Invoices Report. On the Options tab for this report, select Hold in the Include box and Detail in the Report Type box. The Invoice by Vendor and Invoice by Voucher lists give you more information than the Aged Unpaid Invoices Report such as Voucher #, Invoice Date, Due Date, Discount Amount, Discount Date and Take Discount. However, depending on your needs, you may prefer the format of the Aged Unpaid Invoices Report.
 
There are four checks that should be listed on our Check Register but aren't. These checks were printed and sent out last week. Why aren't they on the Check Register?
A check may not appear on the Check Register for any of the following reasons:
 
What does the Vendor Checksum figure at the bottom of the Invoice/Manual Check Verification List represent?
The Vendor Checksum figure is the sum of the vendor numbers for all invoices and manual checks that were added using the Invoice/Manual Checks program. The purpose of this number is to provide a cross total for batched entries. By manually totaling the vendor numbers from your input list of invoices/manual checks and comparing the total to the vendor checksum, you can ensure that all invoices/manual checks have been entered and assigned to the correct vendor. (Note: Separate verification lists are maintained for each user.)
 
The 1099 Report hasn't been printed yet because we aren't finished entering checks for the current year. Can we still print checks for next year before closing out this year?
Sure! You can even post checks for the next year. When running 1099 programs, the totals for the 1099 Report will be retrieved from the invoice file for the selected Tax Year.
 
Version 15.1 and Prior: When running 1099 programs, make sure you select a Data Source of Paid and Posted Invoices.
 
At what point will I lose the ability to print 1099 information for the previous year?
You can print 1099 information for any tax year at any time, provided you have not purged information.
 
Version 15.1 and Prior: You must be using a Data Source of Paid and Posted Invoices in order to print 1099 information for past tax years.
 
When creating a 1099 Disk File, what should I enter for the Payer Name Control and Transmitter Control Code?
Both the Payer Name Control and the Transmitter Control Code fields are assigned by the IRS. The Payer Name Control (a 4-digit code) can be obtained from the mailing label on the 1099 Package that is mailed to most payers on record each December. If you have not received a Package 1099 or you do not know your Payer Name Control, this field can be left blank. However, the Transmitter Control Code is required by the IRS and can be obtained by filing IRS Form 4419. This form is an application for permission to file IRS forms electronically.
 
Where does the 1099 Form get the firm's name and Federal ID #?
The firm's name and Federal ID # is retrieved from the Firm Information program in System Configuration.
 
What report will give me a list of voided checks?
There are two reports that will give you a list of checks that have been voided: the Check Register and the Voided Check List. The Check Register includes an option to include voided checks only. The Voided Check List contains only voided checks. Checks in the Voided Check List are purged during the Purge Checks program if the date on the voided entry is on or before the Purge Date.
 
We have seen the word "AUTO" in the Voucher # column on several APS reports. What does "AUTO" mean?
The "AUTO" terminology indicates the invoice was posted from a recurring entry (i.e., automatically posted).
 
We periodically evaluate our invoices to see what will be due for a specific time period. What reports give us this information?
A number of reports can give you this information. Reports that are specifically designed for that purpose are the Cash Requirements Report and the Detail Aged Unpaid Invoice Report. Other reports that can give you that information include the Pre-Check Register, Invoice by Vendor List and the Invoice by Voucher List.
 
I need to know the total amount of all the checks that will be printed to verify that enough funds are available. What report can I run?
You can either print the Cash Requirements Report or the Pre-Check Register. The Detail Cash Requirements Report allows you to print a list of unpaid invoices in Due Date order with daily cash requirement totals. The Summary Cash Requirements Report gives you daily totals and the Total Cash Requirements gives you grand totals only. If you are integrated with GLS, you have the option of configuring the report to include the GLS bank account balance with a running balance for each day. The Pre-Check Register prints a detail report of each invoice in vendor order.
 
What report will give me a list of the posted unpaid invoices?
The Invoice by Vendor List and Invoice by Voucher List can show you this information. On the Options tab, select Unpaid for the Include option. Then, in the Unpaid Options group box, select Posted.
 
After printing the Pre-Check Register, some of the invoices expected to be included were not shown. These invoices are listed on the Invoice by Vendor List. Why aren't they on the Pre-Check Register?
Chances are that these invoices are on hold. Invoices that have Hold in the Hold/Pay field are not included on the Pre-Check Register but can be included on the Invoice by Vendor List.
 
While editing invoices, I noticed that the reference numbers on the Verification List did not match the reference numbers in the Invoice program. What could cause this?
If you run the Purge Checks program, any invoice(s) that have previously been tagged to be purged will be physically removed from the system. When invoices are removed from the system, any subsequent invoices will be assigned new reference numbers. Current reference numbers can be found on any of the detail APS reports.
 
What report should I run to get a list of all checks sorted by vendor?
Print a Paid Invoices by Vendor Report. This report lists the paid invoices in vendor order. It allows you to select posted invoices, unposted invoices, or both posted and unposted invoices. The Invoice by Vendor List will also provide this information.
 
What is the easiest way to see how much has been paid to a particular vendor for the year?
The Vendor Analysis Report shows the cumulative paid amounts and discount amounts by vendor for Month-to-Date, Year-to-Date and To-Date totals. You have the ability to select a vendor range. (Note: Purged invoices are included in the totals.) If you want to see detailed information and haven't purged invoices since the beginning of the year, you can run a Paid Invoices by Vendor Report for that vendor only.
 
Some of the vendors aren't in alphabetical order when I run reports in alphabetical order. What could be causing this?
When you set up a vendor, there is a field called "Name Search". The Name Search field is used for alphabetic sorting. When the vendor is set up, the Name Search field defaults to the first sixteen characters of the vendor name. You have the option to change this default. You may need to change the Name Search field for the vendors who are not printing in alphabetical order. If the Name Search fields are correct, run the Data File Integrity Check program to ensure there is nothing wrong with the APS data files.

Month-End/Year-End

If I don't care about monthly totals, is there any reason I must clear productivity on a monthly basis or can I just clear YTD at year-end?
The purpose of the Clear Vendor Analysis Totals program is to reset the Month-to-Date and/or Year-to-Date accumulated paid figures for each vendor to zero. These figures are used for the Vendor Analysis Report. If you do not clear each month, the paid figures will be the same in both the Month-to-Date column and the Year-to-Date column. If you do not use the Vendor Analysis Report, then there is no need to even run the Clear Vendor Analysis Totals program.
 
Version 15.1 and Prior:  The Month-to-Date and/or Year-to-Date accumulated paid figures for each vendor are optionally used for 1099 information. You can use a Data Source of Paid and Posted Invoices when running 1099 information instead of the YTD Vendor Totals to avoid clearing vendor analysis totals.
 
What can we do if we forget to run the Clear Vendor Analysis Totals program at the end of the month?
You can still run the Clear Vendor Analysis Totals for last month without any problem if you haven't posted checks yet for the current month. The Clear Date that is entered when running this program does not affect which information is cleared; it is merely used as a reference for the next time vendor totals are cleared. However, if you have already posted any checks for the current month, those amounts will be included in the Month-to-Date figures along with last month's information and will also be cleared when you run the Clear Vendor Analysis Totals program.
 
What happens if I accidentally run the Clear Vendor Analysis Totals program? Can these totals be recovered?
The only thing that happens is that the MTD and/or YTD Vendor totals are changed to 0.00. If you clear the totals for MTD, then only MTD totals are cleared. If you clear the totals for YTD, then both YTD and MTD totals are cleared. Once the vendor totals have been cleared, the only way to recover the totals would be to manually enter the totals for each vendor using the Vendor program or to restore from a backup that was made prior to clearing.
 
We just ran the Data File Integrity Check program and 3 errors were found. What should we do now?
After the Data File Integrity Check is finished, you will be able to print an Error Report. You should print this report and then refer to "Error Messages" in Help for information on how to deal with the errors. If you need additional help, call Technical Support Department. Do not continue to use APS until the errors have been resolved.

Integration

What is the "Import Invoices" program and how is it used?
The Import Invoices program is designed to take an ASCII file of invoice information and create and post APS invoices from that file to the APS data files. The ASCII file has to be in the specified comma delimited format. See "A3IMPORT.DTA" in APS Help for information on the layout of the ASCII file.
 
I need to get a list of checks that were posted to GLS last month. What report should I run?
Print a GLS Journal for the checking account. Or, print an APS Check Register with GLS information.
 
The Cash Requirements Report includes the balance of my GLS cash account. Does this figure include checks that were printed today?
If you posted the checks after you printed them, they would be included in the cash account's balance. If you have not posted the checks, then they would not be included.
 
Where do we enter the GLS account numbers so APS can post journal entries to GLS?
The GLS Cash account and Accounts Payable account numbers are entered using the Bank Account program. These account numbers will be used for the journal entries when unpaid invoices are posted, when checks are posted and when checks are voided. When APS is integrated with GLS, an additional program tab (the General Ledger tab) will be displayed when an invoice or manual check is entered allowing you to specify GLS information. You will be allowed to enter unlimited GLS account numbers, GLS journal numbers and amounts for the debit entries for each invoice and manual check.
 
The "Accounting Method" can be set to Cash or Accrual on the General Ledger tab of APS Customization. What is this option used for?
This field is used when APS is integrated with GLS. How you answer this option is determined by whether your bookkeeping method is cash or accrual. When the Post Checks program is run, APS will post to different GLS accounts depending on whether you choose a cash or accrual method of accounting.
 
Do I need to enter a GLS Accounts Payable Account Number when setting up the Bank Account if we operate on a cash basis?
No. However, if you specify an Accounts Payable account, you will have the ability to post unpaid invoices to the General Ledger Software. Posting unpaid invoices to GLS allows you to print GLS financial statements based on an accrual method or modified accrual method of accounting.
 
When I printed an Invoice by Vendor List, I noticed that the GLS amount shown for an invoice was different from what I entered on the General Ledger tab for the invoice. Why did this happen?
The reason for the difference is that the invoice includes a discount. The amounts shown on the General Ledger tab for the invoice do not include the discount. However, the Invoice by Vendor List will include the discount if the Report Date is on or before the invoice's Discount Date plus the number of Grace Period Days in the vendor file. Otherwise, the discount will not be included.
 
We posted checks to GLS that should not have been posted. Is there a way to back them out of GLS?
Yes, you have two alternatives: 1) You can void each posted check individually. Reversing GLS journal entries are created when a posted check is voided or, 2) You can restore the backups of GLS and APS data files that were made prior to running the Post Checks program.
 
I printed a check in APS and then went into GLS to look at the journal entry that was made. I could not find the journal entry and it was not on the GLS Journal Entry Verification list. Why?
The check must be posted in order for the journal entries to be posted to GLS. If the Post Checks program was run, either the Posting Cut-Off Date specified was before the check date or the Posting Cut-Off Date was beyond the current GLS fiscal month (or it was prior to the first month of the second prior fiscal year).
 
When entering an invoice, how many Tabs3 clients can I distribute the cost transactions to? How will I know when the total invoice amount has been distributed to cost transactions?
You can distribute the cost transactions to as many clients as desired - there is no limit. As you are entering cost transactions for the invoice, a box will be displayed at the bottom of the Cost Entry window that keeps track of the invoice amount and the amount remaining to be applied. When the remaining amount is zero, the entire invoice amount has been applied in Tabs3.
 
Do we have to advance the month in GLS before we can print checks in APS for the following month?
No. Printing checks in APS can be performed at any time with no affect on GLS. However, you must advance the month in GLS before you will be allowed to post checks in APS for the following month.
 
I just deleted an unposted manual check. How does this affect GLS and billing integration?
Since the manual check was unposted, no information had been posted to GLS yet. However, the Tabs3 cost transaction(s) are still present. Any cost transactions associated with the manual check will also be deleted (provided the cost transactions have not been billed).
 
When entering invoices, can I prevent cost transactions entered in APS from going to Tabs3 until the check is printed and posted to GLS?
No. Cost transactions are made to Tabs3 at the time of invoice entry. However, the following explains some possible "work-arounds":
Note: The third option would require using the Tabs3 Cost Entry program to enter the cost transactions after checks have been printed.
 
When posting APS checks to GLS, is there a way to use the invoice description as the description for the journal entry?
Yes. Select Invoice Description from the Journal Description drop-down list on the General Ledger tab in APS Customization.
 
A manual check was entered and posted to GLS. The wrong bank account was entered for the manual check. How can I fix this?
Use the Void Posted Checks program to void the check. Clear the Delete invoices paid by the check check box. Then, use the Manual Checks program to change the Bank Account # and enter the Check # and the Date Paid. The next time the Post Checks program is run, the check will be posted to GLS and the vendor totals.
 
Can I postdate checks for a later month? What will happen in Tabs3 and GLS if I do this?
Yes, you can postdate checks. This is done by simply entering a postdated check date when running the Print Checks program or by entering the desired Date Paid when entering a manual check. When the invoice or manual check is entered, you will be given the opportunity to add cost transactions to Tabs3. When making these cost transactions, you can accept the default date or enter a different date. The cost transactions are posted to the Tabs3 data files immediately regardless of the date entered. When you run the Post Checks program in APS, you will be asked to enter a Posting Cut-Off Date. If the Date Paid (check date) is beyond this cut-off date, then the check will not be posted - it will be held until the Post Checks program is run with a Posting Cut-Off Date that is the same as, or later than, the Date Paid.
 
What will happen in GLS and Tabs3 when a manual check is entered and posted with a previous month's date?
The GLS journal entries for the manual check will not be posted to GLS until the Post Checks program is run. When the Post Checks program is run, if the check date is on or before the Posting Cut-Off Date selected, then GLS journal entries will be posted to the month of the check's date. Subsequent months that have been closed out in GLS (if there are any) will automatically be adjusted. When the manual check is entered, you will be given the opportunity to add cost transactions to Tabs3. When making these cost transactions, you can accept the default date or enter a different date. The cost transactions are posted to the Tabs3 data files immediately regardless of the date entered.
 
Many of our APS vendors and TAS payees are the same. Can we combine the 1099 information?
Yes. The integration between APS and TAS was designed so that paid vendor figures from APS can be combined with paid payee figures from TAS to create a single set of 1099 forms. In TAS, run the Create APS 1099 Merge File program. This program creates a file containing the 1099 information for trust accounts that are set up to use the firm as the payer. Once this program has been run, the APS 1099 Report, 1099 Forms and 1099 Disk File will include the information from TAS. The information for common entities (i.e., APS vendors with the same Federal ID # and 1099 option as a TAS payee) will be combined.

Maintenance & Utilities

How often should we purge?
Most firms will retain their APS data for as long as possible. Purging invoices may be done annually or even less often. Very few firms purge invoices on a monthly basis. Probably the most important factor used to determine if purging should be done is how long you want the ability to print a detail Check Register that includes the invoices you are considering purging.
 
What are the consequences of purging?
The consequences of purging are the loss of detail for the Check Register and the Paid Invoices by Vendor Report. Additionally, voided check entries are purged when the Purge Checks program is run if the date on the voided entry is on or before the Purge Date. Purging checks can also change the reference numbers of existing invoices.
 
What are the advantages of purging?
Smaller data files and quicker access times are the main advantages. However, these advantages are likely to be minimal depending on the amount of data being purged and the speed of your hardware.
 
What is the procedure to purge paid invoices?
First, you need to make sure the paid invoices are set to be purged by changing the Save/Purge field to Purge. This field can be changed in one of two ways. You can use the Invoice/Manual Check program to edit the Save/Purge field. Or, you can globally edit this field for a range of invoices by using the Select Invoices to Save/Purge program. After you have marked the appropriate invoices for purging, run the Purge Checks program. Enter a Purge Date that will not exclude any of the invoices you have marked. The Purge Date is compared to the invoice's (or manual check's) Date Paid. If the Date Paid is on or before the Purge Date and the invoice has Purge set in the Save/Purge field, the invoice will be purged. (Note: Checks are not purged unless they have been paid and posted.)
 
Do not purge checks if you want all paid invoices on your check register.

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