You use this program to contra customer and supplier invoices and post the contra transactions.
You typically use this within SYSPRO when your supplier is also your customer and, instead of paying your supplier, you would prefer to offset the supplier's debt against your debt.
| Field | Description |
|---|---|
| Options | |
| Preferences | Select this to configure options that determine which supplier and/or customer invoices are displayed within the program. |
| New | Select this to clear the currently displayed information and to enter a new customer or supplier code at the Contra field. |
| Contra by | This option enables you to select |
| Customer | Select this to perform the contra by customer. If you select this option, then you enter the customer code in the Contra field and the customer invoices are displayed together with a list of suppliers linked to the customer. |
| Supplier | Select this to perform the contra by supplier. If you select this option, then you enter a supplier code at the Contra field and the invoices for the supplier are displayed together with a list of customers linked to the supplier. |
| Contra | Depending on whether you selected to perform the contra by customer or supplier, you enter either the customer or supplier for whom you want to contra invoices. |
| Post | Select this to begin the contra process. This function is only enabled when the undistributed amount is zero (i.e. when the value of all supplier invoices select for the contra matches the value of all customer invoices selected). Refer to Posting for details on the contra posting process. |
This listview pane is displayed when you enter a customer code in the Contra field.
Details of invoices for the customer are displayed according to the A/R preferences you defined.
| Column | Description |
|---|---|
| Contra customer |
This indicates the code of the customer you entered at the Contra filed. The check box enables you to select the customer invoice you want to contra with the supplier invoices in the Supplier's Invoices listview. Once selected, you can maintain the amount to contra by typically using your left mouse button to double click on the invoice (see Manual Contra Adjustment). |
| Document | This indicates the customer document number. |
| Doc type |
This indicates the document type as follows:
|
| Due date | This indicates the due date of the document. This is calculated according to the invoice terms defined against the document and the current system due date. |
| Original amount | This indicates the original amount of the document. |
| Balance | This indicates the current balance of the document. |
| Gross | This indicates the gross amount of the document, including tax. |
| Discount | This indicates the discount amount applicable to the document. |
| Outstanding |
This indicates the value currently outstanding against the document. When you select the document for contra, this amount is reduced to zero. |
| Contra amount |
This indicates the amount of the document that you want to contra against one or more supplier documents. This is net of discounts applied to the document. This defaults to the outstanding document amount. This can be changed by typically using your left mouse button to double click on the document after you have selected it for inclusion in the contra (see Manual Contra Adjustment). |
| Reference | This indicates the reference entered at the time the document was processed. |
| Invoice date | This indicates the document date. |
This pane displays information for the customer and supplier currently selected.
| Field | Description |
|---|---|
| Undistributed amount |
This indicates the current undistributed amount for the entire contra. This is the difference between the value of the supplier and customer invoices you selected to include in the contra. You will be unable to select the Contra function to process the contra until this value is zero. |
| Supplier information |
|
| Customer information |
|
This listview displays the suppliers currently linked to the customer code you entered in the Contra field.
You use the AP Supplier to Customer Link or AR Customer to Supplier Link program to link customers and suppliers
| Column | Description |
|---|---|
| Contra supplier |
This indicates the supplier code for the linked customer. The checkbox enables you to select the supplier you want to include in the contra. When you select a supplier, the invoices for that supplier are displayed in the Supplier's Invoices listview. |
| Name | This indicates the name of the supplier. |
| Balance | This indicates the current balance on the supplier's account. |
This listview displays the invoices for the supplier currently selected in the Contra Suppliers listview.
The checkbox in the first column enables you to select the supplier invoice you want to contra with the customer invoices. Once selected, you can maintain the amount to contra by typically using your left mouse button to double click on the invoice (see Manual Contra Adjustment).
The information displayed in this listview is the same as the information displayed in the Supplier listview (see Supplier).
This listview pane is displayed when you enter a supplier code in the Contra field.
Details of invoices for the supplier are displayed according to the A/P preferences you defined.
The following information is included in this listview:
| Column | Description |
|---|---|
| Contra supplier |
This indicates the code of the supplier you entered at the Contra filed. The check box enables you to select the supplier document you want to contra with the customer documents in the Invoices listview. Once selected, you can maintain the amount to contra by typically using your left mouse button to double click on the invoice (see Manual Contra Adjustment). |
| Document | This indicates the supplier document number. |
| Doc type |
This indicates the document type as follows:
|
| Due date | This indicates the due date of the document. This is calculated according to the invoice terms defined against the document. |
| Original amount | This indicates the original amount of the document. |
| Balance | This indicates the current balance of the document. |
| Gross | This indicates the gross amount of the document, including tax. |
| Discount | This indicates the discount amount applicable to the invoice. |
| Outstanding |
This indicates the value currently outstanding against the invoice. When you select the invoice for contra, this amount is reduced to zero. |
| Contra amount |
This indicates the amount of the document that you want to contra against one or more customer documents. This is net of discounts applied to the document. This defaults to the outstanding document amount. This can be changed by typically using your left mouse button to double click on the document after you have selected it for inclusion in the contra (see Manual Contra Adjustment). |
| Reference | This indicates the supplier's reference for the document. |
| Invoice date | This indicates the date of the document. |
This listview displays the customers currently linked to the customer code you entered in the Contra field.
You use the AP Supplier to Customer Link or AR Customer to Supplier Link program to link customers and suppliers
| Column | Description |
|---|---|
| Contra customer |
This indicates the customer code for the linked supplier. The checkbox enables you to select the customer you want to include in the contra. When you select a customer, the invoices for that customer are displayed in the Customer's Invoices listview. |
| Name | This indicates the name of the customer. |
| Balance | This indicates the current balance on the customer's account. |
This listview displays the invoices for the customer currently selected in the Linked Customers listview.
The checkbox in the Customer column enables you to select the customer invoice you want to contra with the supplier invoices. Once selected, you can maintain the amount to contra by typically using your left mouse button to double click on the invoice (see Manual Contra Adjustment).
The information displayed in this listview is the same as the information displayed in the Customer listview (see Customer).
You can maintain the values for a supplier or customer document you selected to contra by typically using your left mouse button to double click on a invoice after you have selected it for inclusion in the contra.
| Field | Description |
|---|---|
| Gross | This indicates the gross amount you want to use for the
contra. When you change this value, the corresponding value in the Contra amount column is updated. |
| Discount | This indicates the discount amount to apply to the document contra value. |
| Contra amount | This indicates the contra amount you want to use for the invoice. This is displayed for information purposes and is updated each time you change the amounts in either the Gross or Discount columns |
You use the Preferences option from the Options menu to configure options that determine which supplier and/or customer invoices are displayed within the program.
| Field | Description | ||||||||
|---|---|---|---|---|---|---|---|---|---|
| AP Preferences | This option enables you to select the supplier invoices you want to include in the Supplier and Supplier Invoices listviews. | ||||||||
| Due/Past due | Select this to include invoices that are currently due or past due for payment. | ||||||||
| Discountable | Select this to include invoices subject to discount. | ||||||||
| Branch | This option enables you to display invoices in the
Supplier Invoices listview according to
the branch defined against the supplier
invoice.
|
||||||||
| AR Preferences | Indicate the customer invoices to include in the
Customer and customer
Invoices
listviews. Future invoices are those with an invoice date ahead of the current month, but which were posted in the current or a previous month. Current invoices are invoices due in the current month. Zero balance invoices are invoices that became zero in the current month. Retained invoices are zero value invoices which have been retained for more than one month. These are the customer's prior months' zero balance invoices. |
||||||||
| Branch | This option enables you to display invoices in the
Customer Invoices listview according to
the branch defined against the invoice.
|
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| Save Preferences | Save these preferences against your operator code and use them for future runs of the program until next you change them. | ||||||||
| Close | Save the preferences for the current run of the program only. |
When you have selected the customer and supplier invoices you want to contra and the undistributed amount is zero (i.e. the value of customer invoices selected is the same as the value of supplier invoices selected) you can select the Contra function to process the transactions.
This section describes how a contra is processed where no discount is involved.
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An adjustment, with reference AP-AR appended with a contra reference number, is posted against each customer invoice that was selected as part of the contra.
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The other side of these adjustment entries is posted to the account specified in the Contra suspense field in the General Ledger Integration program.
The journal notation on the AR Cash Journal contains a cross reference to the corresponding Accounts Payable journal number for the contra.
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An adjustment,with reference AP-AR appended with a contra reference number, is posted against each supplier invoice that was selected as part of the contra.
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The other side of these adjustment entries is posted to the account specified in the Contra suspense field in the General Ledger Integration program.
On the AP Invoice Journal, the journal notation contains a cross reference to the corresponding Accounts Receivable journal number for the contra.
This section describes how a contra is processed where discount is involved.
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For each customer invoice that includes a discount, two adjustment transactions are created:
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An adjustment for the contra amount excluding the discount value is posted against each customer invoice that was selected as part of the contra.
The other side of this adjustment is posted to the account specified in the Contra suspense field in the General Ledger Integration program.
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An adjustment for the settlement discount value is posted to the customer's account.
The other side of this adjustment is posted to the ledger code defined in the Discount field of the AR Payments Ledger Interface program according to the branch defined against the original invoice.
The reference for both adjustments is AP-AR.
The journal notation on the AR Cash Journal for both adjustment types contains a cross reference to the corresponding Accounts Payable journal number for the contra.
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For each supplier invoice that includes a discount, two adjustment transactions are created:
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An adjustment for the contra amount excluding the discount value is posted against each supplier invoice that was selected as part of the contra.
The other side of this adjustment is posted to the account specified in the Contra suspense field in the General Ledger Integration program.
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An adjustment for the settlement discount value is posted to the supplier's account.
The other side of this adjustment is posted to the ledger code defined in the AP discount taken ledger code of the AP Branches program according to the branch defined against the original invoice.
The reference for both adjustments is AP-AR.
On the AP Invoice Journal, the journal notation contains a cross reference to the corresponding Accounts Receivable journal number for the contra.
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This section describes how a contra is processed for foreign currency customers and suppliers.
A contra can only be processed for customers and suppliers with the same currency.
Currency exchange rates fluctuate, giving rise to currency exchange rate variances.
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For each customer invoice selected in the contra, the following transactions are created:
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An adjustment, with reference AP-AR appended with a contra reference number, is posted against each customer invoice that was selected as part of the contra. The adjustment value is calculated using the exchange rate used when the invoice was captured.
The other side of this adjustment is posted to the account specified in the Contra suspense field in the General Ledger Integration program.
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For each customer invoice adjusted, the difference between the value of the invoice at the currency rate at which it was captured and the current exchange rate against that invoice is calculated.
The other side of this adjustment is posted to the account specified in the Realized variance field of the AR Currency Variance GL Interface program according to the branch defined against the original invoice. If this is not defined, then the value is posted to the account specified in Exchange rate variance field in the General Ledger Integration program.
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For each supplier invoice selected in the contra, the following transactions are created:
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An adjustment, with reference AR-AP appended with a contra reference number, is posted against each supplier invoice that was selected as part of the contra. The adjustment value is calculated using the exchange rate used when the invoice was captured.
The other side of this adjustment is posted to the account specified in the Contra suspense field in the General Ledger Integration program.
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For each supplier invoice adjusted, the difference between the value of the invoice at the currency rate at which it was captured and the current exchange rate against that invoice is calculated.
The other side of this adjustment is posted to the account specified in Realized variance field of the AP Currency Variance GL Interface program according to the branch defined against the original invoice. If this is not defined, then the value is posted to the account specified in Exchange variance field of the Banks program.
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Your Accounts Payable and Accounts Receivable modules must be in the same period before you can contra customer and supplier invoices.
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The Contra suspense account defined on either the Accounts Payable or the Accounts Receivable tab of the General Ledger Integration program must not be a control account or be on hold (General Ledger Codes).
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Before using this program, you need to use either the AP Supplier to Customer Link or AR Customer to Supplier Link program to create a link between selected suppliers and customers.
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A contra reference number is appended to the relevant AP-AR and AR-AP notation, allowing you to match the contra transactions.
The contra number is automatically incremented, even if the transaction fails.
The next contra number the program will use is displayed in the Setup Options program (Information).
Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.
Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.
| eSignature Transaction | Description |
|---|---|
| AR AP Contra |
Controls access to the Customer-Supplier Contra program. |
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
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Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
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Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
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Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
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Select the Close icon in the right-hand corner of the application help pane.
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Confirm that you want to delete the pane.