AP Period End

You use this program to maintain the integrity of the data in your Accounts Payable module, to close the current month and open up a new month for processing your accounts payable transactions and to delete accounts payable information that is no longer required in the system.

Menu and Toolbar

Field Description
Start processing

This begins processing according to your selections and displays the progress bar.
Print

This prints the information currently displayed in the listview, Report or output pane.

Save Form Values

This option is only enabled in Design mode (Automation Design).

Your selections are saved and applied when the program is run in automated mode.

Form values and defaults are applied at operator level (i.e. they are not saved at role or group level).

Information

Field Description
Control details  
Current month number This indicates the current month number of your Accounts Payable module.
Period end date This indicates the period end date for the current month (Accounts Payable Setup).
Last date balance was run

This indicates the date on which the Balance function was last run.
Processing options  
Function

Indicate the processing function to perform:

See also: Notes and warnings.

Option Description
Balance

Select this to verify the Accounts Payable company balance to ensure that all invoice and supplier balances are correct and to recalculate the next payment number for each invoice, based on any existing payments held on file for the invoice.
Month end only

Select this to open up a new month for paying invoices, reporting, and entering new invoices.

If you also want to delete records no longer required in the system then you can run the Month end and purge to perform the month end and purge at the same time. Alternatively, you can run the Purge function as a separate process to speed up the month end processing.

The final month end of the year is performed as part of the Year end routine.
Month end and purge

Select this to open up a new month for paying invoices, reporting, entering new invoices, and deleting information that is no longer required in the system.
Year end only

Select this to perform the final month end of the year and to start a new financial year in the Accounts Payable module.

If you also want to delete records no longer required in the system then you can run the Year end and purge to perform the year end and purge at the same time. Alternatively, you can run the Purge function as a separate process to speed up the year end processing.

This option is only displayed when your Accounts Payable module is in the final month of your financial year.
Year end and purge

Select this to perform the final month end of the year, start a new financial year in the Accounts Payable module, and delete information that is no longer required in the system.

This option is only displayed when your Accounts Payable module is in the final month of your financial year.
Purge only

Select this to delete information that is no longer required within the Accounts Payable module.

The cut-off date according to which information is deleted in the Accounts Payable module is determined by the length of time specified for information to be retained (Accounts Payable Setup).

The minimum number of months you can retain zero balance invoices and expense journals is one month (i.e. you cannot delete any information entered into these files until after at least one month end).

If you indicated that records are to be retained indefinitely (i.e. set to 99 for zero balance invoices, expense journals, expense distribution entries and disbursement distribution entries and 999 for checks issued) then they are ignored by the Purge function.

Balance check only

This lets you quickly validate the integrity of your Accounts Payable data and report any inconsistencies.

Balance checks and corrections are output to log files for future reference.
Set 1099 accumulated net payments to zero

Enable this to save the current accumulated net payments to the previous year before setting the current value to zero.

This function updates the previous years' accumulated gross payments with the value for the current year and sets the current year's value to zero. Accumulated gross payments relate to the payments made to your suppliers for goods and services as indicated by the AP 1099 Label Print program.

1099 labels are documents used to report miscellaneous income to the Internal Revenue Services (IRS). Each time you pay a supplier for goods or services, the payment value is accumulated. At the end of the year you print a 1099 label (indicating the total payments you have made to the supplier) which is sent to the IRS.

Similarly, the supplier submits documentation to the IRS indicating how much money he has been paid. The IRS tallies the 1099 label with the documentation submitted by the supplier in order to establish whether a supplier is declaring all the money that he has been paid.

This function is only available if the nationality code assigned to your SYSPRO installation is defined as USA (System Setup).
Include balance function

This lets you choose whether you want to run the Balance function when you run a Month end or Year end function (i.e. it does not apply when processing the Balance or Purge only functions).

This option is ticked automatically if the Last date balance was run field does not reflect today's date. This could have implications when using the Automation Design program where, for example, you don't want to run a Balance function before running another function.

See also: Notes and warnings.
Warning messages  
Suppress warning messages

When enabled, warning messages are ignored and do not cause the program to stop. When not enabled, processing stops and the warning messages are displayed in the Task Messages pane.

This option is only enabled in Design mode (see Automation Design) and only applies when running the program automatically (e.g. from the Task Scheduler).
After processing completed

These options are displayed within programs that can be automated. They let you indicate the action you want to perform once processing is complete.

Print the report

This generates a report after processing is complete.
Email the report

This emails the report to selected recipients after processing is complete.
Email recipients

This indicates the email addresses of recipients to whom you want to email the information displayed in the output pane.
Close this application

This exits the program once processing is complete.

Don't select this if you want to be able to view the information on screen when processing is complete, or you want to print or email the contents of the Report pane.
Purge details

These details relate only to the Purge function and are displayed for information purposes only.

Report

This pane displays the results of the processing function you selected once processing is complete (unless you selected the option to close the application from the After processing completed section).

Balance

The system performs the following routine for a Balance function:

  1. For each supplier invoice, the current balance is recalculated from the original invoice amount plus any payment transactions made against the invoice. If there is any change to the current balance, a line is printed for the invoice indicating that a balance correction has been made.

  2. For each supplier, the current balance is recalculated from the sum of the current balances of the invoices on file. If there is any change to the current supplier balance, a line is printed for the supplier indicating that a balance correction has been made.

  3. The current Accounts Payable balance is recalculated from the sum of the current balances of all suppliers on file. If there is any change to the current Accounts Payable balance, a line is printed indicating a balance correction has been made.

    The current balance of any foreign invoice is converted to local currency when recalculating the current Accounts Payable balance.

  4. If you select the Remove payment release information option, any invoices with a released status are reset to a normal status. In addition, the next payment number for each invoice is recalculated based on the number of payments held on file for the invoice.

Month End

The system performs the following routine for a Month end function:

  1. If you enabled the option: Permanent entries required (Accounts Payable Setup) then the indicator determining whether entries have been posted this month is reset to No for all permanent entries that are not temporary and have not expired.

    For this reason, it is important that you run the AP Permanent Entries Posting program before the month end, to ensure that all permanent entries for the month have been posted.

  2. The value held against invoices, suppliers, and the control record are balanced.

  3. Any zero balance consolidated invoice (i.e. where the invoice number begins with an asterisk *) is deleted from each supplier, if the invoice balance is zero for the current and two previous periods.

  4. If you enabled the option: Consolidate invoices by month due (Accounts Payable Setup) then all invoices for a given supplier are sorted into the month and year in which they are due. For each group of invoices, the original amount, original discount amount and invoice balance for the current and previous two periods are accumulated. All the original invoices and all associated payments, adjustment, debit notes, credit notes, multimedia and invoice notes are then deleted.

    A new single invoice is created for each due month and year with an asterisk (*) as the first character of the invoice number followed by a number, starting from 01 upwards. The invoice date is set as the first day of the due month and year. The due and discount dates are set to the last day of the due month and year. The accumulated invoice amount, discount amount and invoice balances are written to the new invoice.

    • Invoices for foreign currency suppliers are not consolidated, because each invoice can have its own fixed exchange rate.

    • Reports that print detailed information on invoices and the transactions processed against them (e.g. AP Trial Balance and AP Aged Analysis) will only print information on the consolidated invoices once the month end has been processed.

  5. The 12 months' purchase history for each supplier is rolled forward 1 month.

    The month-to-date merchandise, freight, and other charges are totaled to give the new first month's purchase history value.

  6. All month-to-date fields held against each supplier is set to zero.

  7. The number of months that any supplier has had a zero balance is incremented by 1.

  8. The Accounts Payable control record is updated as follows:

    • If you enabled the option: Close previous month automatically (Company Setup) then the current month is set to a status of closed. Otherwise the second previous month is set to closed.
    • The current system date is moved to the month end date for the current financial month.
    • The current financial month number is incremented by 1.
    • The current financial month is set to a status of open.
    • All month-to-date values on the control record are reset to zero.
    • The current balance is moved to the balance forward.

Year End

The system performs the following routine for a Year end function:

  1. All the steps outlined in the Month End routine are processed.

  2. For each supplier, the year-to-date fields are moved to the previous year-to-date fields, and all year-to-date fields are set to zero.

  3. The Accounts Payable control record is updated as follows:

    • The current financial month number is reset to 1.
    • The current financial year is incremented by 1.
    • The current year's next expense journal number and next payment register number, month end dates and open/closed flags are moved to the previous year.
    • The next expense journal number and payment register for the current year are set to 1.
    • The current year's month end dates are all set to zero.
    • The first month of the year (which is now the current month) is set to a status of open.

Purge

A purge can be run together with either a month end or year end, or as a separate process.

The system performs the following routine when doing a Purge function:

  1. If Accounts Payable is linked to General Ledger in detail or summary (General Ledger Integration) then expense journals and disbursement entries are deleted as follows:

    • Expense journals are deleted if they meet the following conditions:

      • the General Ledger journals for the expense journals have been created (AP Invoice GL Integration).

      • the General Ledger journals created for the expense journals have been posted (GL Post Multiple Normal Journals).
      • the journals have been retained for the required number of months specified in the Number of months to retain - Expense journals field (Accounts Payable Setup).

    • Disbursement entries are deleted if they meet the following conditions:

      • the General Ledger journals for all disbursement entries have been created (AP Payments GL Integration).
      • the General Ledger journals created for the disbursement entries have been posted (GL Post Multiple Normal Journals).
      • the journals have been retained for the number of periods specified in the Number of GL periods to retain - Disbursement distribution entries field (Accounts Payable Setup).

    If Accounts Payable is not linked to General Ledger, then all expense journals and disbursement entries are deleted.

  2. Temporary suppliers are deleted only if they match the following conditions:

    • The supplier balance is zero.
    • The number of months that the supplier's balance has been zero is equal to or greater than the entry in the Number of months before deleting zero balance supplier field defined against the supplier (Suppliers).
    • There are no invoices on file for the supplier.
    • There are no registered invoices on file for the supplier.
    • There are no purchase orders held on file for the supplier.

    • There are no active RFQs for the supplier.

    All custom form data, notes and addresses associated with the supplier are removed.

    This deletion of temporary suppliers is not recorded as a supplier amendment and is therefore not included in the Supplier Amendment Journal report.

  3. Permanent entries are deleted if they have been posted and they have either expired or are temporary (see Browse on AP Permanent Entries).

  4. Zero balance invoices are deleted if the year and month in which the invoice balance became zero is earlier than the Number of months to retain - Zero balance invoices entry (Accounts Payable Setup).

    If any of the following are associated with the deleted invoices, they are also removed:

    • Payments
    • Adjustments
    • Credit notes
    • Debit notes
    • Multimedia
    • Notes
    • Custom form data

  5. Withholding tax information is deleted according to the retention period defined for Payment cycle details (Accounts Payable Setup).

  6. Checks that have been issued are deleted according to the retention period defined for Payment cycle details (Accounts Payable Setup) and is based on the Payment month and Payment year in which the check was paid.

    A check is only deleted if the payment run in which it was issued is in a status of Complete.

    In addition, if Accounts Payable is linked to Cash Book (Accounts Payable Setup) then the check must be reconciled before it will be deleted.

  7. Group payments for suppliers are purged when the retention period for payment cycle details is reached (Setup Options > History > Financials > Accounts Payable).

    The records associated with the group payment are deleted from the following SQL tables:

    • ApCheckIss (applicable to Manual group payments)

    • ApGrpPayRunDet

    • ApGrpPayRunSup

    • ApPayRunHdr

    The following SQL tables are updated:

    • ApInvoice

    • ApCheckIss (applicable to Void group payments)

  8. A summary of processing details is displayed in the Reports listview:

    • the number of expense distribution entries deleted.
    • the number of disbursement distribution entries deleted.
    • the number of temporary suppliers deleted.
    • the number of expired permanent entries deleted.
    • the number of expense journals deleted.
    • the number of checks issued records deleted.
    • the number of zero balance invoices deleted.
    • the number of payment runs deleted (i.e. the number of System checks, Manual checks and EFT payment runs).

    • the number of void payment runs deleted (i.e. the number of Void checks payment runs).

    • the number of group payment runs deleted

    • the number of void group payment runs deleted

Notes and warnings

Prerequisites

  • It is strongly recommended that you take a backup of your data before processing a Month end, a Year end, a Purge or Set 1099 accumulated net payments to zeros.

Supplier deletion considerations

  • You can't delete a supplier if there are outstanding RFQs for that supplier.

Intercompany group payment considerations

  • When pay run data for intercompany group payments is deleted from the ApGrpPayRunDet table, all corresponding entries for the secondary company are removed from the ApInterCoChkReg table.

Data integrity considerations

  • To prevent data imbalances occurring, it is advisable to either process a Balance function immediately before processing any Month end or Year end function, or to enable the Include balance function option when processing any Month end or Year end function.

    The following warning message is displayed if the current date is not the same as the date displayed in the Last date balance was run field: Imbalances may occur if you continue as the 'Balance' function has not been run today. Do you wish to continue?

eSignature considerations

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
AP Month-end performed

Controls access to the Month-end processing function of the AP Period End program.
AP Year-end performed

Controls access to the Year-end function in the AP Period End program.
AP Purge performed

Controls access to the Purge processing function in the AP Period End program.
AP Balance function performed

Controls access to the Balance processing function in the AP Period End program.
AP 1099 zeroize performed

Controls access to the 1099 zeroize function of the AP Period End program.

 

 

we will minimize record-locking by splitting the ApControl record into separate tables.

AP Next Key – The table manages the AP keys 2.

AP Next Key Audit –This is just a Tracking/Audit table

 

The Audit table is used to

The Next Key table holds the journal/register numbers for current, previous and future, this table will only hold the latest values only

The audit table can have 100s of entries where the journal was updated

The Next Key table will only have 1 entry for each - Current, Previous and Future