You can print duplicate stubs for all Vendors when printing checks on laser check forms. When this option is turned on, it will print a check stub, then the check, then the duplicate check stub for every vendor.
To enable duplicate check stubs
The next time you print checks with the selected printer, it will now print duplicate stubs.
Note: Do not select this option if you print checks on continuous check forms.
Recurring entries can be set up in AP and then added (posted) to the invoice file monthly in a batch. Rent, leases, parking, and mortgage payments are examples of recurring entries.
To add a recurring entry
Once recurring entries have been added, they can quickly be posted using the Post Recurring Entries program. All recurring entries are posted to the invoice file unless the recurring entry is on “hold”. The word “AUTO” (automatic) is posted to the Voucher field for each invoice created from a recurring entry.
To post recurring entries in AP
When sending money to a vendor via a direct deposit or electronic check, you can use the Electronic Funds Transfer (EFT) type in the Invoice/Manual Checks entry screen to record it.
To enter an EFT
AP can work in tandem with GL to treat the credit card as its own bank account for purposes of recording invoices paid by the card. You can enter the invoice into AP and set it to be paid by the credit card’s account.
To add a credit card account
For more information, refer to KB Article R11615, “How to Handle Credit Card Invoices in AP.”
There is a setting in Customization to check for duplicate invoices. When this setting is selected, a warning will be displayed if an invoice or manual check is entered for the same vendor, with the same invoice number, invoice date, and invoice amount as an existing unpaid invoice. This setting will check when a new invoice is entered as well as when an existing invoice is changed and saved.
To enable Check for Duplicate Invoices
The Description field allows a total of 60 characters, but an extended description invoice can be created to provide a longer description.
To create an extended invoice description
When printing the check for the invoices, the extended description will print following the previous description on the check stub. The date, invoice number, and amounts print once.
Note: In order to print an extended invoice description, the vendor must have the One Check per Invoice check box cleared in the Vendor file.
The Exclude from 1099 Reporting check box in Invoice/Manual Checks provides the ability to do just that. This check box can be selected or cleared at any point, even if the invoice has been posted to Tabs3 General Ledger.
To exclude an invoice from a Vendor’s 1099 form
Note: The Exclude from 1099 Reporting check box will not be available if the vendor does not have a Federal ID # or 1099 Info entered.
Both Tabs3 Accounts Payable and Tabs3 Trust Accounting provide a Positive Pay Export utility!
To set up Positive Pay for the first time
The file that has been exported can now be submitted to your bank.
To create subsequent exports
Note: Additional information on Positive Pay can be found in Knowledge Base Article R11833, “Exporting Checks Using Positive Pay.”
The default bank account number that is used when entering invoices, manual checks, and EFTs is defined in Customization.
To change the default Bank Account
The Federal ID field requires a value in order to specify 1099 information. However, you can enter a placeholder value for the Federal ID, and then come back later when you have the actual number.
We recommend adding a value of “REQUESTED” into the Federal ID field; however, any value will work. Once you have received the Federal ID from the vendor, you can return to the vendor record and update the Federal ID field. If you do not receive the Federal ID by the time you generate 1099s, you may want to remove the placeholder value, as duplicate Federal IDs will create inaccurate 1099 information.
You can print out Vendor Labels as one-across, two-across, or Avery Laser formats, or export the labels to be used in another application.
To print labels for active vendors
Unposted EFTs cannot be voided. Instead, the EFT invoice can simply be deleted. If the EFT was posted, you could then void it using the Void Posted Checks/EFTs utility.
To delete an unposted EFT
Note: If you need to have a paper trail, consider posting the EFT and then using the Void Posted Checks/EFTs utility.
The GLS amounts and APS invoice amounts can be forced to match by changing a setting in APS Customization.
To force GLS amounts and APS invoice amounts to match
Now anytime that GLS information is created for an invoice, the remaining amount must be zero or the invoice will not be able to be saved.
You do not have to enter a vendor for every business for which you want to print a check. A Miscellaneous Vendor can be set up and used to print checks for those entities for which you will only write one check. You will be allowed to enter a different name and address for each invoice or manual check that is entered for a Miscellaneous Vendor.
To create a Miscellaneous Vendor
When an invoice/manual check is entered for a Miscellaneous Vendor, the vendor name along with three address lines, city, state, and zip information is entered in the Address Details window of the Invoice/Manual Check file. This name and address information is saved along with the invoice or manual check entry; it is not saved in the vendor file.
This can be accomplished by using the Transfer Invoices function. This will allow you to move all of the invoices and checks from one vendor to the other, then you can delete the old vendor when you are finished.
To transfer all invoices and checks from one vendor to another
The Renumber Vendors program can be used to assign new numbers to existing vendors. All invoices, manual checks, EFTs, posted checks, voided checks, recurring entries, and vendor productivity amounts are renumbered as well.
To renumber a vendor
Your vendor will now have the new number and is ready for use.
Tabs3 has partnered with Nelco to provide the Tabs3 1099 E-file, which is a complete solution to filing your 1099-MISC and 1096 forms. Firms don’t need to deal with the forms, envelopes or postage, or configuring the printer at your office; instead, upload your data to the Tabs3 E-file portal. From here, they can be electronically filed, printed and mailed, or emailed on your behalf, saving you time and manpower every year.
To use Tabs3 1099 E-file
From here you will be prompted to enter your Nelco user name and password, or create a new account. Once logged in, you can select your desired services.
More information on Tabs3 E-file can be found in Knowledge Base Article R11788, “All About Tabs3 E-file.”
Note: Tabs3 E-file can also be started from Trust Accounting software, with similar options.
The Vendor Analysis Report provides month-to-date (MTD), year-to-date (YTD), and to-date (TD) totals for paid posted invoices and discounts taken for each vendor.
To run the Vendor Analysis Report
When voiding a check, you have the option to also delete the invoice that was paid by that check.
To delete an invoice paid by a check
Note: This option is also available in the Void/Reprint Unposted Checks utility (Checks | Void Checks | Void/Reprint Unposted Checks).
Note: Although the invoice is deleted, the check will still be shown in the voided check list.
The Check Register has the option to include GLS journal entries created for each individual check.
To include GLS journal entries on the Check Register
There are two reports in Accounts Payable that we would suggest: Aged Unpaid Invoice Report and Cash Requirement Report.
The Aged Unpaid Invoice Report provides a list of outstanding invoices by aging period, allowing you to see what is due for each period.
The Cash Requirements Report provides a list of unpaid invoices sorted by Due Date along with a running bank account balance. This allows you to see how much would be in your bank account if you paid each invoice.
To print the Aged Unpaid Invoice Report
Note: When running the Aged Unpaid Invoice report, invoices are included in aging periods by comparing the Due Date of the invoices with the Report Date. You may want to consider changing the Report Date if you want to project future budgets.
To print a Cash Requirements Report