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.
We have an invoice that we want to exclude from a vendor’s 1099 form this year. Is there any way to do this, or must we delete the invoice to keep it from being included?
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
- From the File menu, point to Open and select Invoice/Manual Checks.
- Select the desired Vendor.
- Select the desired Reference number.
- In the Payment Information section, select Exclude from 1099 Reporting check box.
- Press Ctrl+S.
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.
Our firm is moving next month and we want to notify our active vendors. Is there any way to print mailing labels for active vendors?
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
- From the Reports menu, point to Vendors and select Vendor Labels.
- In the Field Name column, double-click Inactive Vendor.
- Verify that both the Lower Limit and Upper Limit fields display “N” and click OK.
- Select the desired output format (i.e., One-across, Two-Across, Avery Laser, or Export as).
- Select any other options as needed.
- Click OK.
If you are new to Accounts Payable, or haven’t added a vendor in a while, it can be helpful to have a refresher on what options and fields are available.
The Adding a Vendor video walks you through adding a vendor that you will pay on a regular basis, shows you how to work with Miscellaneous vendors, and includes helpful tips for choosing the right 1099 options.
Watch this three-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.
We sometimes need to print a check for a business that we will likely not work with again. Do we always need to set up these types of businesses as Vendors in order to print a check?
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
- From the File menu, point to Open and select Vendor.
- In the Vendor field, enter an unused number.
- In the Name field, enter a name for your miscellaneous vendor (e.g., “Misc Vendor”).
- Select the Miscellaneous Vendor check box.
- Press Ctrl+S.
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.
While reviewing our Vendor List, we noticed a vendor that was accidentally entered twice. Is there a way for us to combine those two vendors into one?
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
- From the Maintenance menu, point to Invoice and select Transfer Invoices.
- In the Vendor section, select the desired vendors in the From and To fields.
- In the Invoice Type section, select Both.
- Select the Transfer Posted Check box.
- In the Invoice Range section, select the Beginning Ref # and Ending Ref #.
- Click OK.
We have decided to revamp the numbering conventions for our vendors as of the first of the year. Is there a way to update our existing vendors to our new numbering sequence, or will we have to delete them and recreate them one at a time?
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
- From the Maintenance menu, point to Renumber and select Vendors.
- In the Old Vendor Number field, select the vendor you want to change
- In the New Vendor Number field, enter the new number for the vendor.
- Click OK.
Your vendor will now have the new number and is ready for use.
Is there a report I can run in the Accounts Payable Software that shows what we have paid each vendor so far this year?
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
- From the Reports menu, point to Vendors and select Vendor Analysis Report.
- On the Vendor tab, select a range of vendors, or leave the Beginning Vendor Number and Ending Vendor Number blank to include all vendors.
- On the Options tab, select the desired Time Frame.
- Click OK.
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.
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.
