We had two users enter the same invoice. This resulted in two checks being printed for the same invoice. Is there a way we can prevent this from happening in the future?
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
- From the Utilities menu, select Customization.
- On the Main tab, select the Check for Duplicate Invoices check box.
- Press Ctrl+S.
I was entering an invoice with a long description and ran out of room in the field. Is there any way to expand the field so I can include my entire description?
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
- Enter the first invoice record with the desired Invoice Amount, Amount to Pay, the first 60 characters of the Description, and Tabs3 General Ledger journal entry information (if applicable).
- Press Ctrl+S.
- Add another invoice record immediately after the previous invoice record being sure to use the same Vendor, Voucher #, Invoice #, Invoice Date, and Due Date.
- Change the Description to reflect the next 60 characters of description as desired.
- In the Invoice Amount and Amount to Pay fields, enter “0.00”.
- Press Ctrl+S.
- Add any additional invoices as required.
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.
Have you ever needed to look back at a copy of a receipt paid in Accounts Payable? Using the Invoice Attachment feature makes it easy to do just that!
Starting in Version 2020, Tabs3 Accounts Payable Software provides the ability to link an electronic copy of a statement or receipt to an invoice, manual check, or EFT transaction.
Watch this one-minute video here:
Training Videos can be accessed at Tabs3.com/videos. You can also access the videos while in the software by selecting Help | Training Videos.
In Version 2020, we added the ability to link an electronic copy of a statement or receipt to an invoice, manual check, or EFT transaction in Accounts Payable Software (APS)!
When attaching a file to an invoice, a copy of the file is saved to the APS Invoice folder in the Current Working Directory. Files can be viewed by clicking the link in the Invoice/Manual Check Entry window, or the attachment icon in the Unpaid Invoices List on the Dashboard.
To attach a file to an invoice
- From the Dashboard, in the Unpaid Invoices section, click the desired invoice.
- Click the Attach File button on the toolbar, or the Add Attachment link below the Description field.
- Select the desired file and click Open.
- Enter any other information for the invoice as needed.
- Press Ctrl+S.
This feature was added in Version 20.1.8.804.
We recently noticed that some invoices entered in APS had different values than the journal entries that were posted to GLS. Is there a way to prevent this from happening on future invoice postings?
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
- From the APS Utilities menu, select Customization.
- On the General Ledger tab, select the Force GLS amounts and invoice amount to balance check box.
- Press Ctrl+S.
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.
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!
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!
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.
