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STARK 5.1.35.X Accounts Payable New Features

This Help File Page was last Modified on 05/14/2017

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STARK 5.1.35.X Accounts Payable New Features

This Help File Page was last Modified on 05/14/2017

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STARK 5.1.35.X Accounts Payable New Features

This Help File Page was last Modified on 05/14/2017

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Welcome to the Summary Page which describes the major New Features added to the Accounts Payable System within the MKMS STARK Version 5.1.35.X Release.

HelpFilesStark

This New Features Table contains threecolumns of data relating to each of these New features:

1.Program Module(s) Affected - This column lists the specific modules that were improved.

2.Chapter Links - This column lists of the link(s) to the chapter(s) where the previous instructions, illustrations and explanations have been revised to reflect the program changes and/or enhancements.

3.Description of the Enhancement - A brief explanation of the new features, functions and enhancements that have been added in this release with links to all of the affected chapters and some related chapters, also.

 

Understanding the New features Chart:

All of the Program Module(s) that are Affected are listed.

The Chapter Links are provided for finding the instructions, illustrations, and details on the operation and usage of the new feature(s).

A brief Description of the Enhancement is shown, sometimes with additional Chapter Links.

 

Program Module(s) Affected

Chapter Links

Description of the Enhancement

Accounts Payable System

Themes

A new Themes capability has been added which allows the User to set their preferred coloration, screen accents (and special occasions) Theme in MKMS and MKMSCS.

Accounts Payable System

Vendors Form

This completely redesigned Vendors Form has a whole new "look" including new Ribbon Style Menu with special Edit View and Search Icons, History Options and Vendor Options Menus, plus options on the Navigation and Actions sections of its Ribbon Menu

The new Add or Remove Buttons option - accessed by selecting the Down-Arrow at the top of the Subscribers, Prospect, and Vendor Forms - will now allow the User to Customize the content of the Quick Access Tool Bar on these Forms.

A new Email option is now available on the Subscriber, Prospect, Employee Forms; and as part of the Printing an Invoice, and/or Printing a Proposal process.

a)Click the Email option to open a pre-populated Email Dialog (e.g., using Outlook©, or another Email protocol) to send an Email to the Email Address associated with that Form

b)When an Email of an Invoice, or Proposal is sent, the appropriate document is attached to that Email as a PDF file.A new Email option is now available on the Subscriber, Prospect, Vendor, Employee, Dealer Forms; and as part of the Printing an Invoice, printing Service Request Forms and/or Printing a Proposal process.

Accounts Payable System

Accounts Payable As Of

The Accounts Payable As Of report - with a user defined As Of Date - has been completely revised and is now presented as a Sortable, Filterable, and Configurable Grid with Print (Print Preview) and Export options.

Accounts Payable System

Edit View on the Vendors Form

All additions, modifications and deletions of Vendor data (i.e., Contact and billing address, sale tax status, and coding) is now performed within the Edit View on the Vendors Form which has three special sections:

i.Vendor - This is where General information about the Vendor is entered

ii.Sales Tax where your Company's sales tax requirement form the Vendor is identified

iii.Shipping Information fields are provided as needed

Accounts Payable System

Purchases Analysis Report

The revised Purchases Analysis Report now allows User to also limit the report to:

Division - Using the Drop-Down Selection List provided, you may now Choose a Division or Division Group code to restrict the report to Purchases entered within the Date Range specified above (and limited by any Specific Selection Options chosen above) to only those Purchases made from Vendors that were assigned to the selected Division or Division Group.\

Department - Using the Drop-Down Selection List provided, you may now Choose a Department Name to restrict the report to Purchases entered within the Date Range specified above (and limited by any Specific Selection Options chosen above) to only those Purchases made for a specific Department.

Accounts Payable System

Credit Cards

This new Credit Cards Form accessible on the Payables section of the General Maintenance Menu and is used to identify those Credit Cards which may be used to make Payments for Bills,

See the Credit Card Maintenance and Tracking chapter for detailed information about using this new feature.

Accounts Payable System

Credit Card Register

This new Credit Card Register dialog is accessible from the Register option on the Vendor Options Menu of a Vendors Form (if that Vendor represents a Credit Card Company that is being used to Pay Bills)

The Credit Card Register contains a Grid with a list of all the previously posted Payments made on Bills using the currently selected Credit Card (or Credit Card Company); and any Statements (entered as Bills to the Vendor) - whether or not Paid - from the currently selected Credit Card Company.

Accounts Payable System

Credit Card Pay

This new Credit Card Pay dialog is accessible from the Bills Form's Actions Menu (see the "Credit Card Pay" section in the Bills - Understanding the Bills Form chapter for more information) and provides a simple one-step process to pay a Bill using a predefined Credit Card.

Accounts Payable System

Purchase Orders

Several processes have been improved (and stabilized):

To better handle Back Orders, the Ordered Quantity may now be modified to match the Received Quantity when one or more Ordered Items will be unavailable from this Vendor for an extended period of time.

System Maintained fields

i.Amount Billed - The Amount that has been Billed to date for the Detail Line Items entered on this Purchase Order  

ii.Amount Left to Bill - The Amount that has not been Billed for the Detail Line Items entered on this Purchase Order

iii.Line Items Left to Bill/Receive - The number of Detail Line Items on this Purchase Order which have not been Billed and/or Received

Bills - Offers a Drop-Down List of Invoice Number(s) for any Bills previously created from Detail Line Items on this Purchase Order that were Received and Billed using the Bill It Icon.

A dedicated Ribbon Menu has been added to the Detail Line Items section of the Purchase Order Form.

After Checking In Inventory, the User is allowed to repeatedly use of the Bill It function until all Item(s) are Received, or until the Ordered Quantity is modified to match the Received Quantity, at which time the Bill It function may be used one final time if there are Items that were just Checked In which had not been Billed

When using the Bill It Icon on the Purchase Order Form to create a Bill for the Items that were Received, there is a new PO Line Items To Bill dialog displayed to allow the User to Choose the Quantity of the Received Detail Lines Items that are to be billed, and/or Choose whether a Detail Lines Item will, or will not be billed at all.

The recommended procedure for handing Back Orders is now:

1.Adjust - If none of an ordered item is going to be available in the near future from this Vendor:

a.Adjust the Quantity Ordered to match what if anything, has been Checked In (and therefore shown in the Received column )

b.HelpFilesNavigatorMenu-StandardSaveClick the Save Icon

c.Then, use the Bill It Icon to record the Bill for what was received,

d.This action will automatically Close the Purchase Order,

e.Attempt to order the back ordered Quantity of those items from another Vendor.

 

2.Wait - Leave the Purchase Order open while waiting for the back ordered items:

a.Use the Bill It Icon to record the Bill for what was Received so far

b.Then, when those back ordered Items are eventually received, Check In those additional items at that time

c.HelpFilesNavigatorMenu-StandardSaveClick the Save Icon to move the Quantity that was just Check In to the Received column

d.Use the Bill It Icon to record the Bill for what was finally received

e.This action will automatically Close the Purchase Order

 

3.Cancel - If none of an ordered item is going to be available in the near future from this Vendor, and no other items were ordered on this Purchase Order:

a.Delete the Purchase Order

b.Then attempt to order the item(s) from another Vendor

Accounts Payable System

General Ledger System

Bills

The Purchase Date entered on the Bills Form determines the Transaction Date that will be used in the General Ledger System.

Therefore, if a Bill is post-dated (a "future" date is entered), the Accounts Payable Account balance reported in the General Ledger will not reflect that Billed Amount until on or after that (post-dated) date arrives.

 

The Bills Form will no longer separate and post the Sales Taxes that are charged to special Locale and National Sales Tax Expense Accounts in the General Ledger.

Instead, these Sales Tax charges will be included in the Accounts Payable Liability Account, and the Expense Account associated with the Sale-Purchase Item (as well as posting that cost to the Profit Equity Account and the special YTD Profit Account).

 

Deleting an existing Division Code assigned to a Bill:

If a Division Code is assigned to the Bill Header (because the Vendor's default Division was inserted automatically) but you do not want any Division Code assigned:

a)Click within the Division field and Press your keyboard's Delete key to remove the Division Code from the Bill Header.

b)If one or more Detail Line Items have already been entered, the Division Code assigned to them (internally) will also be removed when the Bill Header Division Code is deleted.

However, once a Payment has been Allocated to a Bill, that Bill cannot be changed in any manner without first Unallocating the Payment.

Accounts Payable System

Payments

The revised Payments Form now shows - when appropriate - the Credit Card payment information (Payments on Bills made by Credit Card must be executed using the Credit Card Pay Icon on the Bills Form)

See the Credit Card Maintenance & Tracking chapter for more information about using a Credit Card to Pay a Bill.

Accounts Payable System

Cash Requirements Report

The revised Cash Requirements Report will now also report which (if any) Refund Checks will need to be printed.

Accounts Payable System

Check Register

Voiding a Payment (Check)

Voided Checks - The Check Register Report will now show any Voided Check(s) with the original date of the Check and its Amount in the Credit column; that same Voided Check Amount will also be listed as an additional entry in the Debit column.

Accounts Payable System

Disbursements

The substantially revised and enhanced Disbursements Form now lists of all outstanding Bills and allows the User to easily Choose:

It also offers four (4) Payment Options for how each Bill will be Paid (i.,e., Auto Check, E-Pay,Credit Card, and Hand Check).

A Default Check Type may be selected (Auto Check, Credit Card or E-Pay).  It may be overwritten for individual Bills.

If Credit Card is chosen as the Default Check Type, a Default Credit Card field will be displayed with a Drop-Down Selection List from which to Choose the appropriate default Credit Card. These Credit Card transactions will appear on the associated Credit Card Register.

Which Bills will be Paid,

The Amount that will be Paid on each

The Date on which the Payment is to be recorded.

All of these payment methods may be used during the same Disbursements process with Check # and Confirmation # fields which may be filled in when that information is available.

Accounts Payable System

Sale-Purchase Item

Purchase Categories

Canada Sales Tax

A new AR Taxable? field has been added to the Sale-Purchase Item Form - replacing the original Taxable? field.

A new AP Taxable? field has been added to the Sale-Purchase Item Form - thus allowing Purchases and Sales to be identified as Taxable (by default) independently.

 

Canada Sales Tax

Canada Tax - This new "CanadaTax" option in the Company Settings dialog is available from within the Company tab of the Users Options Form and "Turns On" the newly revised Canadian Sales Tax tracking system.

AP National Tax - This is a new field in the Vendor Form's Edit View and allows new control of managing Taxable Purchases made within Canada.

AP Local Tax - This is a new field in the Vendor Form's Edit View and allows new control of managing Taxable Purchases made within Canada.

We strongly recommend that you read the Canada Sales Tax chapter and the Sale-Purchase Item - Sales Tax Fields chapter for more details about Sales Tax Charging Options in the latest Help Files for more specific information!

Accounts Payable System

Recurring Purchases

The Fix Term Recurring Purchases process has been redesigned.

Accounts Payable System

Credit Card Balance Widget

The new Credit Card Balance Widget provides a summary list in the form of a Grid with all of the identified Credit Cards in use (and their associated Balances)

Accounts Payable System

General Ledger System

Credit Card

Credit Memo

You may now Process Credit Card Refunds using a Credit Memo

When a previous Payment for a Bill was made using a Credit Card and your Company is now eligible for (and getting) a Refund this process may now be recorded within MKMS as follows:

a)Create a Credit Note for the Bill that was Paid using a Credit Card

b)Use the Credit Card Pay option on that Credit Note Form to post a credit to that Credit Card Account's Register.

c)The appropriate General Ledger System Financial Transactions will be posted automatically.