Index

1Objective
2Mental Map
3Main Fields
4Automatic Execution
5Related Contents

Objective

Accounts payable are commitments represented by the purchase of goods, services, salaries, taxes, leasing, loans, contributions, machinery, inputs for production, and more.
The Accounts Payable routine of the Microsiga Protheus system controls all documents, also called bills, that the company pays and which can be: trade notes, checks, promissory notes, prepayments, advance payments, invoices, etc. The data registered contribute to decision making on all company commitments that involve the disbursement of resources, being also attributed to the following criteria:

Cash Flow preparation.
To make sure the term of payment is met, considering the possibility of getting discounts and, mainly, to avoid penalties leading to the payment of fines and interest.
To prioritize payments in the hypothesis of financial difficulties.
To identify situations contracted but not paid.
To ensure reconciliation with accounting balances.

Note

The types of bills identify the amount pertaining to a determined income or expense. You must define them in table 05 (Bill Types) of the Configurator module or in the Bill Types routine.

You can add a bill to the portfolio payable manually (by personally typing bills) or automatically (from incoming invoices, provided that the Purchases and/or Stock and Costs modules are integrated with the Financial module).

Note

To automatically generate the bill, the Purchases and/or Stock and Costs modules must be deployed and integrated, because the process depends on the receipt of incoming documents and purchase orders.
The Accounts Payable register is prepared as follows:

Incoming invoice created in the Stock and Costs module	Bills generated in Accounts Payable
101010 (R$ 6,000) in 6 installments of 1,000	101010 A - 1,000 101010 B - 1,000 101010 C - 1,000 101010 D - 1,000 101010 E - 1,000 101010 F - 1,000

To configure installments alphabetically, set the content of parameter MV_1DUP to the letter A. Yet, to divide installments numerically, select option 1.

Grouping the bills by nature generates results in a structured and organized manner (reports), which is a powerful management tool.

Use the breakdown option to generate multiple bills from a single bill, all with the same value (installment) or the value divided by the number of installments (total).

Invoicing, when integrated, generates bills payable through the Commission Update routine. These bills are displayed by default with option COM. Set parameter MV_3DUPREF to define their prefix.

The system tracks the suppliers history details like maximum balance, average and maximum arrears and control of balances payable as value due, overdue and others.

When paying bills, the system offers company X bank features, such as automatic payments and printing checks. You can post bills payable either manually or automatically, by unit or by batches received from banks.

You can control bills regarded for cash flow purposes, because when you add accounts payable, the system updates this flow and makes accounting entries through parameter settings and standardized entries.

Mental Map

Study the chart below to become acquainted with the features of this routine:

Before you start the addition process, press key [F12\] to set routine parameters, following these criteria:

Field:	Description
Display Acctg. Entry?	Select Yes or No to indicate whether to display accounting entry when booking online. Example: Yes.
Book Prov. Bills?	Select Yes or No to indicate whether to book provisional bills. Example: No.
Ent. accts in apportionment?	Select Yes or No whether to display fields for entry of debit and credit accounts in bill apportionment. Example: Yes.
Online Booking?	Select Yes or No to indicate whether to book transactions online; that is, one at a time (adding a bill, posting, generating a check, deleting, etc.) or offline, with all entries not made online are booked in one batch process. Example: No.
Gen. check f/ Adv.?	Select Yes or No to indicate whether to generate check for advance payment bills. Thus, the system enables field Check when you add the advance payment and when you enter its number, the bank transaction occurs. Example: Yes.
Apportion value?	Enter value for accounts payable apportionment. It offers options Gross (bill value plus taxes) and Net (value without taxes). Example: Gross.
Group Accounting Entry?	Select Yes or No to indicate whether to group accounting entries of apportionment in a single line, if accounts, cost center, item and value class are the same in the entries. Example: No.
Display apportionment deletion?	Select Yes or No to display apportionment screen when deleting the bill. Example: Yes.
Bank Trans. w/out check?	Enter whether to generate bank transaction when field Gen. Check f/ Adv. is filled out with option No. It offers these options: Yes: cash advance (with transaction). No: advance without bank transaction for submission of CNAB (DOC/TED). Example: No.
Gen. apportionment?	For situations involving multiple natures, enter whether to generate apportionment as nature/cost center. For tax values, it is applied only if value apportionment option is filled out as net. It offers options Bill and Bill/Taxes. Example: Bill.
Add Apportionment of a bill from a module other than Financials.	Select the bill and go to option Edit, access tab Accounting and find the field Apportionment (E2_RATEIO). When you select Yes or No, the apportionment screen is displayed. Example: No. Note: The bill cannot be booked for this situation.

In the main page of the routine, the following options are available:

You can add information from documents/bills to be paid by the company.
Upon selecting this option, choose the Branch desired and click Ok.
Follow the instructions in Main Fields to fill out the data.
See also the features available in Other Actions.

Main Fields

Field:	Description
Prefix:	To identify a set of bills that belong to the same group or branch. Once you enter the prefix, it becomes an integral part of the access key to the bill. Note To configure installments alphabetically, set the content of parameter MV_1DUP to the letter A. Yet, to divide installments numerically, select option 1.
Bill No.:	Enter bill number. Example: FIN000024
Installment:	Enter bill installment. The system allows you to control the breakdowns of a bill. Example: 1
Type:	Classify the bill by its purpose. The types are registered in table 05 (Bill Types) of module Configurator or in routine Bill Types. If needed, you can use the Standard Query feature to select the bill and fill out the field. Example: TX (this acronym refers to fees bill). Note Special Types Provisional Bills Provide revenues that occur for budget/cash flow purposes. When you deploy the bill, specify type PR or enter its status in field Bill Types. To confirm it, use the Replace option, entering the code/store of customer/supplier. Advances Identify a bill paid in advance (PA); that is, paid fully or in part before the invoice is issued. Bank balance is updated online as there is inflow/outflow of money in the Bank. When you deploy the bill, enter type RA or PA or advance receipt/payment in field Bill Types. Then, enter the data related to the advance: Bank, branch, account and check (only for payments). Set parameter MV_PABRUTO to generate the advance payment, as follows: Gross Value: when taxes are not deducted from advance payment. Net Value: when taxes are deducted from advance payment. System default is to add a PA calculating tax value on gross amount, generating a bill related to the net value and the bills for each withheld tax. You can also withhold INSS in the advance payment by generating a bill of type INA to pay the tax. To do this, set field Calculate INSS to Yes. The full package involves some routines: Addition of bills in accounts payable routine. Payments bordereau. Manual and automatic posting. Clearing of accounts payable. Payments bordereau with taxes. Credit Notes Used to indicate the existence of credit/debit notes in Customers or Suppliers. In these cases, the bank balance is not updated. When you deploy a credit note, specify type NCC or NDF, or enter Credit Note/Debit Note in field Bill Types. Deductions Use this to enter values to be deducted from the bill. It is always linked to a main bill. To deploy a deduction bill, enter type AB or the type indicated as Deduction in field Bill Types. Enter the prefix, number and installment of the main bill, or place the cursor on the main bill and enter the type related to the deduction. Note If the system finds bills with keys similar to the key of the deduction you are adding, a screen is displayed with the bills for you to select the correct bill to be deducted. Example:
Nature:	Identify the origin of the nature of the bill and use this item for consolidation, as well as to control the budget. If needed, you can use the Standard Query feature to select the nature of the bill and fill out the field. Example: ISS Warning This field will not be available for editing when the bill payable is booked or posted.
Supplier:	Enter supplier code. If needed, you can use the Standard Query feature to select the registered supplier and fill out the field. Example: FIN061
Store:	Enter the code of the supplier's store. Example: 01
Supplier Name	Display the name of the supplier. This is automatically filled out in accordance with the content of field Supplier. Example: LE Supplier
Issue Dt.:	Date of bill issue. Example: 12/17/2015
Due Date:	Enter the nominal due date of bill also taking any possible postponements into account. Example: Bill number FIN000024 is due on 12/17/2015, but due to business matters with the supplier, its payment is postponed 10 days. Thus, fill out this field with the date 12/27/2015. Note The system does not allow a due date set before the issue date of the bill.
Actual Due Date:	Actual due date of bill automatically calculated from the date entered in field Due Date. Example: 12/17/2015 Note The system takes only business days into account; that is, it checks whether the due date is on a Saturday, Sunday or holiday, disregarding these days. There is also the checking of the days of withholding suggested by the Bank, which includes the transfer of bills from the Bank to the portfolio and, consequently, adjusts the content of the field.
Bill Value:	Original value of the bill in currency. Example: 1,835.62
History:	Use this field to add a short note about the bill.
Balance:	In this field, the system keeps the updated balance of the bill value after each transaction you make. Example: 1,835.62
Currency:	Code of the currency used in the bill. Currency 1 = default domestic currency and currencies 2 to 5 in accordance with criteria set in parameters MV_MOEDA2, MV_MOEDA3, MV_MOEDA4 and MV_MOEDA5 through the Configurator module. Example: 1
BRL Vl.:	Value of bill stated in currency. Example: 1,835.62
Currency Rate:	If you enter a rate, it is used as conversion base at the time of posting; otherwise, the rate contracted or the currency date on day of posting is used.
Approv. Code:	Approver code of bill following simple approval rules or fixed fund competence. If needed, you can use the Standard Query feature to select the approver of the bill and fill out the field.

Automatic Execution

Execution of automatic operations

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Field	Description
Taxa Perman.:	In this field, enter the value to be added to the bill for each day of payment arrears. For calculation purposes, the system takes consecutive days into account and this field has priority on field Interest Perc. at bill posting. Note If needed, you can change the priority depending on the settings of parameter MV_FINJRTP which follows some criteria when bills have both fields filled out: 1 - Apply only the Delinquency Fee (default content). 2 - Apply only Interest. 3 - Apply the Delinquency Fee and Interest. Example: Considering a bill with the following characteristics: Prefix: 001. Number: 000014. Type: DP. Issue date: 4/10/15. Due date: 4/11/15. Actual due date: 4/11/15. Original value: 1,000.00. Delinquency Fee: 1.00. At bill posting, the system displays the following data: Date of bill posting: 4/16/15. Delinquency fee value: 5.00 (for 5 days in arrears). Bill value received: 1,005.00.
Porc. Juros:	In this field, enter the interest percentage to be levied per day on the original bill value for payment arrears. For calculation purposes, the system uses consecutive days. For the system to use the interest percentage, do not fill out the field Delinquency Fee, otherwise it is given priority. Note If needed, you can change the priority depending on the settings of parameter MV_FINJRTP which follows some criteria when bills have both fields filled out: Apply only the Delinquency Fee (default content). Apply only Interest. Applies Delinquency Fee and Interest. Example: Consider a bill due on 4/11/2015 (Saturday). In this case, its actual due date is on 4/13/2015; however, if the payment is made on 4/16/2015, the system considers 5 days of arrears and the scenario becomes as follows: Prefix: 001. Number: 000015. Type: DP. Issue date: 4/09/15. Due date: 4/11/15. Actual due date: 4/13/15. Original value: 1,000.00. Delinquency fee: not entered. Interest perc.: 1.00 (1% on the original bill value). Posting date: 4/16/15. Value received: 1,050.00.
Addition:	Added value applied to bill. It is added at the time of posting, even if the bill is paid until the due date, with a fixed addition value known at the time of deployment.
	In this field, define whether the bill must be considered in cash flow; that is, in the control of the financial transaction pertaining the inflows and outflows of financial resources. The options available for its completion are: S – Yes. N - No.
Breakdown:	This field allows you to generate several bills with different due dates, from a single addition. Use this resource for expenses with fixed due dates (such as rental payments). The breakdown of a bill can be by accounting apportionment (standard entry 511) or by multiple natures (standard Entry 510). The percentages entered in the apportionment are copied to all breakdown installments. The system does not treat taxes in this situation. If you use a breakdown without apportionment, the standard accounting entry is 577. You cannot perform a breakdown by apportionment and by multiple natures in a single operation. To calculate taxes, the following conditions are required in case of bill breakdown: Use the process of Financial Tracing: this offers a way to view negotiations made with the financial bills that compose the initial document. In routines Supplier and Nature, the field Breakdown must be filled out with the option Yes. The tax bills, configured for withholding when issuing bills payable, are generated in accordance with the calculation rule of each tax. For taxes that involve the calculation on a given period or value (such as PIS, COFINS and CSLL withheld at issue), there is no recalculation or adjustment in the following situations: The withholding bill of the taxes is outside the breakdown. After cancellation, when the default procedure of cumulativeness for withholding taxes is not followed. Note You can delete bills with breakdowns in the Accounts Receivable routine.
Approver:	Approver required for bill payment. You can use it in the workflow process.
Reduction:	This field defines a reduction value applied to the bill. When entered in the posting payable (regardless of posting date), the system reduces the value entered in this field from the value of the bill.
Mult. Natures:	Use this field to define whether to classify bills in multiple natures. To enable this field while adding a bill payable, set parameter MV_MULNATP to T. When you distribute the value of the bill among multiple natures, you may apportion the value of each nature among various cost centers, considering some criteria for the standard entries: 508 - Apportionment by cost center of distribution in multiple natures. 509 - Cancellation of apportionment by cost center of distribution in multiple natures. These standard entries are available for online (508, 509) or offline (508) accounting and must be used together with standard entry 510 (addition of accounts payable bills). Distributions of values by multiple natures that do not use apportionment by cost center are booked as additions (standard entry 510). Distributions that use apportionment by cost center are booked by the aforementioned entries (however, standard entry 508 is not executed if standard entry 510 does not exist). You must book bills payable using the same standard entry for bill addition/deletion. Simply enter the value to be booked in the Standard Entry register. If you do not follow this procedure, the value booked may become duplicated. Note When you add bills payable with apportionment via automatic routine, set parameter MV_RATAUTO to .T. to display the multi-nature apportionment screen.
Indexation Rate Currency:	Field that contains the last rate used in indexation calculation for bills with currency other than 1.
Has Docs:	Define whether the bill has linked documents that aim to block bills payable that do not present required documents.

Field:	Description
Bearer:	Code of bearer used for identifying the collection agent in charge of collecting the bill.
Payment mod.:	Expected payment modality. Example: 1 – TED.
Sched. date:	Date scheduled for bill clearing.
Typ. Field:	Data related to the typable field of bill.
Sup. branch:	Bank branch of supplier payment of bill payable.
DV branch:	Verification digit of bank branch of supplier payment of bill payable.
Sup. account:	Bank account of supplier payment of bill payable.
DV account:	Verification digit of bank account of supplier payment of bill payable.
Sup. bank:	Bank of supplier payment of bill payable.
Paymt method:	Enter the preferred payment method for supplier.

Field:	Description
Apportionment:	Enter whether the bill value must be apportioned in various cost centers by selecting one of the options S - Yes and N - No. Entries of bills payable can be apportioned among accounting entities (ledger account, cost center, accounting item and value class). This way, the standard entries must be registered: 511 - Enter the accounts payable bill with apportionment (standard entry). 512 - Deletion of accounts payable bill with apportionment. You must check the configuration of fields activated by pressing [F12], as they determine the value used in the apportionment (gross or net), grouping of entries, ledger account data, etc. Note Apportionments entered for the accounts payable process have an internal control as a single entry key through field Seq. It. (not displayed onscreen), in which the apportionment rows are automatically and sequentially numbered as items. Set parameter MV_INTPMS to apportion accounts payable by project.
Ledger acct:	Define the ledger account in which to manually create the ledger entry in budget plans related to accounts payable.
Journal seq.:	Sequential code of journal for accounting.
Journal code:	Code of journal to be used for transaction.
Cost c.:	Cost Center used in the accounts payable process.

Field:	Description
Proj. Apport.:	Indicator of apportionment of Projects (linked to PMS - Project Management). Select option 1 - Yes or 2 - No to fill out the content of this field.
Budg. Code:	Represents the code of budget plan and the request is validated in this plan in relation to budgeted and executed. The system always uses the content of this plan with the default plan set in parameter MV_PLAPAD; however, you can also enter the desired plan to make the purchase and, consequently, the reserve of the values preset in this plan.
Contract No.:	Code of contract.
Cont. ver.:	Code of contract revision.
Spreadsh. No.:	Code of contract spreadsheet.
Sched. No.:	Code of financial schedule of contract.
Installment No.:	Installment of financial schedule.
RDA Code:	Code of service network related to routine Service Networks of module Health Care Plan.
Contr. Bonus:	Value of contract bonuses deducted in financial bill.
Contr. Withh.:	Value of contract withholding deducted in financial bill.
Contr. Fine:	Value of contract fines deducted in financial bill.
Contr. Discount:	Value of contract discounts deducted in financial bill.
Ref. proc.:	Number of referenced process related to bill. This information is used when generating SPED, PIS and COFINS.
Process tp.:	Define the type of process related to bill. This information is used when generating SPED, PIS and COFINS.
Carrier code:	Code of freight carrier responsible for generating the bill.
Carrier name:	Name of freight carrier responsible for generating the bill.
Serv. tp.:	Type of service rendered.
FAMAD Vl.:	Value of tax FAMAD (Timber Development Fund).
FUMIPEQ Vl.:	Value of FUMIPEQ (Municipal Stimulus Fund for Micro and Small Businesses).
FAMAD Inst.:	Installment of FAMAD (Timber Development Fund).
FUMIPEQ Inst.:	Installment of FUMIPEQ (Municipal Stimulus Fund for Micro and Small Businesses).
INSS Withh.:	Refers to the INSS value withheld when bills are generated by the Transportation Management module through field INSS Withheld in routine Trip Complement when the vehicle fleet refers to a third party or associated; however, when owned the field is not enabled. Values entered in field INSS Withheld refer to transport services rendered by the driver in other carriers. This value is added to the INSS value calculated in relation with the freight to be received in the teamster contract, considering the settings of parameter MV_LIMINSS.
CNO Code:	Enter the code related to national works register.
CNPJ (EIN):	CNPJ (EIN) of INSS (Brazilian Social Security) withholder.
F100 Disc.:	Classify the Deduction value as Conditional or Unconditional when sending data in block F100 of SPED PIS/COFINS. If the bill is classified as F100 Discount = I (unconditional) the deduction value is subtracted from the base value to calculate verifications and the record related to discount value is not sent in block F100 of SPED PIS/COFINS.

Páginas filhas

Accounts Payable - FINA050 - Financials - P12

Index

Objective

Mental Map

Main Fields

Automatic Execution

Related Contents