Accounts Payable Q&A: Tabs3 Cost Entries in APS

May 2019    Tags: Accounts Payable, Costs, General Ledger, Tabs3 Billing, Version 19

Occasionally, we write checks to pay for business expenses that we cannot bill to a client; however, the Tabs3 Cost Entry window is still shown when we save these invoices. Is there a way to suppress this window when I’m paying for something that will not be reimbursed?

In Version 19, integration between APS, GLS, and Tabs3 Billing was updated in order to better control how costs are handled and to include new reporting options. Included in these changes is the ability to specify accounts in GLS that will be used for advanced client costs and, when integration is turned on, APS can be set up to only show the Tabs3 Cost Entry window when posting to these types of accounts.

To specify a GLS account as an Advanced Client Costs Account

1. From the GLS File menu, point to Open and select Chart of Accounts.
2. Double-click on an Asset account where advances will be posted.
3. On the Account tab, in the Account Options section, select the Advanced Client Costs Account check box.
4. Click Save.
5. Repeat steps 1-4 for any additional Asset account where advances will be posted.

To only display the Tabs3 Cost Entry window for Advanced Client Costs

1. From the APS Utilities menu, select Customization.
2. On the Tabs3 tab, select the Only Display Tabs3 Cost Entry for Advanced Client Costs check box.
3. Press Ctrl+S.

The Tabs3 Cost Entry window will now only be shown when you enter an Invoice that creates journal entries to an account in GLS that is configured as an Advanced Client Costs Account. For all other invoices, the Tabs3 Cost Entry window will not be shown.

For more information on Advanced Client Costs, including the new Version 19 Advanced Client Costs Report, see Knowledge Base Article R11757, “Using and Troubleshooting Advanced Client Costs Integration.”