We paid a vendor and then were notified that the check was not needed. I know how to void a check, but is there any way to remove the invoice record from APS?
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
- From the Checks menu, point to Void Checks and select Void Posted Checks/EFTs.
- Select the Vendor, Bank Account, Check #, and Void Date as normal.
- Select the Delete invoices paid by the check check box.
- Click OK.
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.
I have entered all of our invoices for the month and need to pay all of our vendors. I want to make sure I’ve got enough funds in my bank account to pay all of the outstanding invoices. Is there a report that can help me?
In Accounts Payable, there is the Cash Requirements Report. This report will display all of your outstanding invoices sorted by Due Date. The GLS bank account balance can optionally be included on this report to show a running bank account balance, allowing you to see how the balance will be affected by the payables on the report.
To specify a running bank account balance be included on the Cash Requirements Report
- From the Utilities menu, select Customization.
- On the General Ledger tab, select Print bank account balance on Cash Requirements Report.
- Press Ctrl+S.
To run a Cash Requirements Report
- From the Checks menu, point to Check Preparation and select Cash Requirements Report.
- On the Options tab, optionally select Bank Account Order to get separate reports, one for each bank account
- Click OK.
We have several recurring entries that we post each month. However, we are going to be skipping a single month for one of them. How can we keep one recurring entry from creating an invoice without deleting it?
Recurring entries in APS can easily be placed on hold when necessary, allowing you to skip a month or more while posting other recurring entries as needed.
To place a recurring entry on hold
- From the File menu, point to Open and select Miscellaneous.
- On the Recurring Entry tab, select the Record # you want to place on hold.
- Select the On Hold check box.
- Press Ctrl+S.
Invoices for this recurring entry will not be posted until the On Hold check box is cleared.
Did you know that you can change your view to see either more fields or fewer fields in certain files?
By clicking the 
(Detail/Rapid) button, or pressing Alt+I, you can specify whether you see all of the fields in a file or only key fields. This option is available in the Tabs3 Billing Fee, Cost, Payment, and Client Funds Entry windows, as well as the APS Invoice/Manual Check Entry window. Detail mode includes all of the fields, whereas Rapid mode simplifies the data entry process by only showing the most pertinent fields.
The following fields are not shown when in Rapid Mode:
Tabs3 Fee Entry – Hours to Bill, Rate, Amount, Category, Bill Code, Rate Code, Status, User ID, Date Entered, Sales Tax
Tabs3 Cost Entry – Timekeeper, Bill Code, Rate Code, Status, User ID, Date Entered, Sales Tax
Tabs3 Payment Entry – Status, User ID, Date Entered
Tabs3 Client Funds Entry – User ID, Date Entered
Accounts Payable Invoice/Manual Check Entry – Due Date, Voucher #, Amount to Pay, Discount Amount, Discount Date, Net Amount, Take Discount, Hold/Pay, User ID, Date Entered
Take a moment to look at these options and see if you can help streamline data entry for your office!
I need to print a check for someone, but I don’t want to add them as a vendor since it is unlikely that we will be paying this person in the future. Is there a way to enter an invoice and print a check if the payee is not a vendor in the software?
Yes, there is! A miscellaneous vendor can be set up for just this purpose. The Miscellaneous Vendor feature was designed to be used for “one-time” vendors so that you don’t have a multitude of vendors set up in your vendor file that you will never use again. You can enter a different name and address for each invoice or manual check that is entered for a miscellaneous vendor.
A miscellaneous vendor can be designated via the Vendor file (File | Open | Vendor) by selecting the desired vendor or creating a new vendor, and then selecting the Miscellaneous Vendor check box. Once the vendor has been set up, simply enter the desired address during Invoice/Manual Check Entry.
To enter an invoice for a miscellaneous vendor
- From the File menu, point to Open and select Invoice/Manual Checks.
- Select the desired miscellaneous Vendor.
- Click in the address block.
- In the Address Details window, enter the vendor’s name and address information.
- Click OK.
- Complete the remaining invoice/manual check fields as desired.
We have a file that contains information for multiple invoices. Is it possible to import this type of file into APS so we don’t have to enter them one at a time?
You can use the Import Invoices function in APS to import data from an ASCII file into the APS Invoice file, provided the file is in the appropriate format and named A3IMPORT.DTA.
To import invoices, open the Import Invoices program (Maintenance | Invoice | Import Invoices) and click OK. The Import Invoices window will display the number of records that are imported, and invalid invoices will be sent to an error list.
For more information on the Import Invoices program, including the required format of the A3IMPORT.DTA file, refer to Knowledge Base Article R11505, “Importing Data into APS.”
When I post my firm’s checks from Accounts Payable (APS) to General Ledger (GLS), there is no indication on the journal entries as to what vendor they belong to. Is there a way to automatically include the vendor on my journal entries?
You can change what information is included in the journal entry, as well as what order the information is in, via APS Customization.
To include vendor information in GLS journal entries for posted checks
- From the Utilities menu, select Customization.
- On the General Ledger tab, select the desired Journal Description (e.g., Vendor Name, Invoice Description followed by Vendor Name, or Vendor Name followed by Invoice Description).
- Press Ctrl+S.
We recently opened a new bank account. However, when adding new invoices, the bank account keeps defaulting to the previous one. Is there a way to automatically default to the new account?
The default bank account number used when entering invoices and manual checks is maintained in Customization.
To change the default Bank Account
- From the Utilities menu, select Customization.
- Select the desired Default Bank.
- Press Ctrl+S.
When entering new invoices, the bank account will now default to the selected Default Bank. Alternatively, you can set the default bank number to “0” (zero), which indicates that the next invoice or manual check will default to the bank account used for the last invoice or manual check issued for that vendor.
One of my vendors offers a 5% discount if paid within 10 days. Is there a way I can set it up so that if I pay within this period it automatically only pays the discounted amount?
Discount information can be set up in the Vendor file. Once set up, the discount will automatically be taken for any future invoices that meet the criteria.
To set up a discount for a vendor
- From the File menu, point to Open and select Vendor.
- Select the desired Vendor.
- In the Discount % field, enter “5.00”.
- In the Disc Days field, enter “10”.
- Press Ctrl+S.
Do you have multiple APS checks and/or GLS journal entries that need to be entered each month? Use recurring entries instead of manually entering them every time!
Accounts Payable Software (APS)
Recurring entries can be set up in APS 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 in APS
- From the File menu, point to Open and select Miscellaneous.
- From the Recurring Entry tab, press Ctrl+N.
- Enter the desired information for the recurring entry.
- Press Ctrl+S.
Once recurring entries have been added to APS, 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 APS
- From the Checks menu, point to Check Preparation and select Post Recurring Entries (Monthly).
- Click OK.
General Ledger Software (GLS)
Recurring entries can be set up in GLS and then added (posted) to the journal file monthly in a batch. Examples of recurring entries include depreciation, amortization, notes payable, fixed investment income, rent, monthly lease payments, etc.
To add a recurring entry in GLS
- From the File menu, point to Open and select Recurring Entries.
- Press Ctrl+N.
- Enter the desired information for the recurring entry.
- Press Ctrl+S.
Once recurring entries have been added to GLS, they can quickly be posted using the Post Recurring Entries. The Post Recurring Entries program adds a batch of journal entries to the journal entry data file based on the information in the recurring entry file.
To post recurring entries in GLS
- From the Maintenance menu, select Post Recurring Entries.
- Optionally remove the check from any items you do not want to post this month.
- Click OK.
Save time by posting all of your recurring entries at once instead of reentering the same information every month!
We had an invoice that was entered twice for a vendor. This resulted in a check being printed for double the invoice amount. Is there a way to avoid this in the software?
The Check for Duplicate Invoices setting can help prevent this from happening. When this setting is enabled, a warning will be shown if an invoice or manual check for the same vendor has the same invoice number, invoice date, and invoice amount. This preventative measure is performed when an invoice/manual check is added, or when an invoice is changed and saved.
To enable Check for Duplicate Invoices
- From the Utilities menu, select Customization.
- On the Main tab, select the Check for Duplicate Invoices check box.
- Press Ctrl+S.
The Tabs3 Accounts Payable Software (APS) makes paying bills easier. You can print checks, track vendors, generate 1099-MISC forms, run reports and check registers, and more!
APS lets you write checks to saved vendors as well as vendors that are not individually tracked in the software. For monthly payments, set up recurring entries to create multiple invoices in one step. Writing a check by hand? Enter a manual check that will show up in your check register.
Tracking vendors is a snap. In addition to name and address, you can save information for frequently used vendors such as the Federal ID number, 1099-MISC information, vendor discount information, and more! Month-to-date, year-to-date, and to date paid figures for each vendor are also tracked for easy reference.
APS integrates with Tabs3 Billing and Tabs3 General Ledger Software (GLS) to bring things together. Costs can integrate with Tabs3 when adding, changing, or deleting an invoice or manual check. When integrating with GLS, journal entries are automatically created when checks are posted, and voided checks will create reversing journal entries.
APS also offers many reports that can be run to determine activity in the software, including a Check Register, Pre-Check Register, Cash Requirements Report, Aged Unpaid Invoice Report, Vendor Analysis, and lists for vendors, bank accounts, recurring entries, and voided checks.
If you are not currently using APS, try it out! You can install APS Trial Software using the Tabs3 CD, or download a free trial. Contact your Tabs3 reseller or consultant, or our Sales Department at (402) 419-2200 for pricing and information.
Note: Tabs3 works exclusively with Nelco to provide you with checks guaranteed to work with Tabs3 software.
