Index

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:

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).

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 Related Features.

You can edit 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 adjust the data.
See also the features available in Related Features.


You cannot edit fields Nature (E2_NATUREZ), Due Date (E2_VENCTO), Actual Due Date (E2_VENCREA) and Value (E2_VALOR) if the financial bill has tax bill(s) posted, because these fields directly affect the data of tax bills.

You can delete a document/bill. To do so, select the item and click Related Features / Delete.
Check available data and click Confirm.
See also the features available in Related Features.

You can view information from documents/bills to be paid by the company.
See also the features available in Other Actions.

Use filters to search for information, ordering it in accordance with a given characteristic.
Example:

  • branch+prefix+bill no.+installment+type+supplier+store.
  • branch+paymt. order

Characteristically, you can add a provisional bill in the accounts payable routine without the company having the invoice or the official document. Thus, when the provisional bill is replaced by the original one, you can edit such data as values, nature, history, taxes, etc. You can also select bills of different currencies and generate them in the target currency following these criteria:

  • Do not convert: only bills of the currency selected are displayed for replacement.
  • Convert: all provisional bills from the supplier are displayed and the balances of the bills checked are converted to the currency selected.

When you activate option Replace, enter supplier number and bill store. If you prefer, use the standard query feature (press key F3).
A list of bills is displayed in accordance with selected supplier of type PR.
Select and confirm the bill. The system then offers the option to register the bill payable.

You can delete bills with breakdowns. When you activate this option, place the cursor on the bill that generates the breakdown you want to cancel and confirm the procedure.

This option allows viewing of apportionments generated while adding bills payable.

You can schedule the due date of the bill. Just enter the date desired and confirm it.

Run the default knowledge base routine of the system with generic information stored in files. This information can be pictures, texts, spreadsheets or any relevant file type.

Use this option to indicate the status of bills through colors and/or symbols.

To display processing log data on the bill selected, as well as to search its information ordered by filters in accordance with the characteristic desired, such as date+time or user+date+time.
Use option Details to view highlighted data on date, time, user, message, process and subprocess.

To locate and display accounting entries from the document that originated them.

To control documents when the bill is linked to them.

Use this option to query a contract (and its status) associated with a bill payable, as well as when the bill was generated from an incoming document composed of items from more than one purchase order with contract.

To edit bills payable in batches, through feature Facilitator (MATA984)


Main Fields 

General Data

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

Vl. BRL: 

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.

Appr. 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.

Taxes
The fields of this folder are automatically filled out in accordance with the instructions registered in routines Nature and Supplier (here tax withholding follows the business rule attributed to the supplier).
The field contents can also come from routines that involve integrated processes, such as the TIO and Product registers.
Note
You can adjust the values that are automatically filled out; however, they interfere in the calculation of the bill for payment.

Field:

Description

ISS:

The content of this field refers to service tax and is automatically calculated by the system following this priority:
The system checks whether the class registered allows ISS calculation defined in the Calculate ISS? field.
In the Suppliers register, it checks the collection of ISS through the content defined in field Collect ISS?
Thus, when the field is filled out with Yes, the system does not perform the calculation (because the supplier collects the ISS). If it is set to option No, the system calculates it in accordance with MV_ALIQISS parameter settings.
Note
The following parameters are also considered:
MV_MUNIC: Indicates the ISS provider. The system generates a new bill payable for the city government defined in this parameter, when the bill receivable is added.
MV_DIAISS: due date for paying the bill.
Example:

  • Rate of 5% in parameter MV_ALIQISS; that is, content equal to 5.
  • Registration of a nature that calculates ISS and of a supplier that does not collect this tax.

    With this scenario, the addition of a bill payable of BRL 1,000.00 will have field ISS automatically filled out with the value BRL 50.00.
    Note
    The system deducts the original ISS value from the bill; that is, in the aforementioned example, when you enter the value of 1,000.00 for the bill, it is converted to 950.00 (deducting 50.00 that refer to ISS).
    While adding, the system automatically creates a bill (Type ISS) for payment of ISS collected for the city government.

IRRF:

Field IRRF (Income Tax Withheld by Tax Authorities) is automatically calculated in accordance with the priorities set for Natural Person and Legal Entity.
Note
For both situations, the use of common parameters is worth considering; however, their settings meet each profile in their own way and occasion:

  • MV_VENCIRF: Indicate whether to generate the IR bill from the date of issue, due date or bill booking date.
  • MV_VLRETIR: Specify the minimum value for exemption from IRRF withholding. In this case, the bill with amount lower than this parameter is not generated and IR is zero.


    Natural Person Supplier
    The system considers the IRRF Table or it may use the Nature Rate.
    Nature Rate
    Some operations require the use of a rate different from the progressive table. In these situations, just fill out the following fields in the Nature Register:
    IRRF calculation (ED_CALCIRF) = Yes
    IRRF percentage (ED_PERCIRF) = 10
    Capital interest (ED_JURCAP) = Yes
    Examples of operations that use a rate different from progressive table:
    Own Capital Interest, Contract Termination, Prizes in Goods or Services, etc.

    Example: 
    If, when adding a bill payable, you consider a Natural Person supplier and set a percentage rate of 15% set in field IRRF Perc of the Nature Register, and also set field Calculate IRRF = Yes and field Cap Interest 1 = Yes.
    When you enter a value of BRL 10,000.00, the system displays the following information: field value is recalculated and displays the value of BRL 8,500.00, whereas in the taxes tab, the system displays in IRRF field the value of BRL 1,500.00 and in field IRRF Base the system displays the value of BRL 10,000.00.
    When you add the bill, the system generates a bill payable of type TX with the IRRF value calculated for the Federal Government.


    Progressive Table
    For natural person IRRF calculation using progressive table, fill out the following fields in the Nature Register:
    IRRF calculation (ED_CALCIRF) = Yes
    IRRF percentage (ED_PERCIRF) = 0
    Capital interest (ED_JURCAP) = No
    Example:
    You add a bill payable with a supplier that is a Legal Entity, setting a percentage of 3% in the IRRF Table and using a nature that calculates the IRRF with a percentage of 8%. If you enter a bill in the amount of BRL 1,000.00, the system automatically fills out the field IRRF with the value of 30.00 (considering the IRRF table, not the Natures register).
    The system deducts the IRRF value from the original value of the bill. Thus, when you enter the amount of 1,000.00 for the bill, the system converts it to 970.00 (after deducting 30.00 pertaining to IRRF).
    When you add the bill, the system generates a bill payable of type TX with the IRRF value calculated for the Federal Government.

    Besides the IRRF Table, you must also set some influential parameters:
  • MV_VCTIRPF: uniquely generates the IRRF by date when the bill payable is from a Natural Person supplier. You may set its content in accordance with the following options:

    E: to generate the bill related to the IRRF from the bill issue date.
    V: to generate it from the bill due date.
    C: to generate it from the bill booking date.
    Example:
    Issue of bill - E

Data of the main bill BRL 7,300.00 (BRL 10,000.00)

IRRF - BRL 2,700.00.

Bill issue date - 9/1/2015.

Bill due date - 10/12/2015.

Data of TX bill from generated IRRF

Main value of bill BRL 2,700.00.

Bill due date 10/10/2015.


Due Date - V

Data of the main bill BRL 7,300.00 (BRL 10,000.00)

IRRF - BRL 2,700.00.

Bill issue date - 9/1/2015.

Bill due date - 10/12/2015.

Data of TX bill from generated IRRF

Main value of bill BRL 2,700.00.

Bill due date 11/10/2015.


Booking - C

Data of the main bill BRL 7,300.00 (BRL 10,000.00)

IRRF - BRL 2,700.00.

Bill issue date - 9/1/2015.

Bill due date - 10/12/2015.

Booking date - 9/1/2015.

Data of TX bill from generated IRRF

Main value of bill BRL 2,700.00.

Bill due date 10/10/2015.

Note
If you do not create parameter MV_VCTIRPF, the system maintains the same process to generate the IRRF, in accordance with parameter MV_VENCIRF, for Natural Persons as well as for Legal Entities.