1. Beginners and Cross Training
Accounting:
Beginners and Cross Training

2. Introduction General Overview Accounts Payable Accounts Receivable
General Ledger
Newer Features
GLH Tab
Registry Settings
Cash Receipts Enhancements
Apply Discount
Unapplied Deposits

3. Accounting Period Setup
Most users do NOT use the Unvouchered AP and the WO Other to GL features in the accounting period setup. A registry setting can be entered to make sure these are not accidentally selected
See next page for registry settings

4. Accounting Period – Registry settings to avoid Disaster! Option 1
Option 1 – Set the fields UnvoucheredAP and OtherToGL to = false. This will give an error stating that field is not allowed
When a user tries to check on one of those boxes in the accounting period, this message will appear

5. Accounting Period – Registry settings to avoid Disaster! Option 2
1. Disable the fields completely
3. This is how the check boxes will appear in the accounting period viewer
2. Use this setting to disable the field completely
disabledFieldsParent =
accntngprd.enble-unvchrd-ap,accntngprd.enble-wrkordrothrGLH

6. Accounting Period Setup
A newer feature of Sampro allows us to also set defaults for check boxes. Since we will want all of the boxes checked by default (besides the two highlighted) right-click on each one.
Yet another new feature in Sampro is the ability to copy and paste via right-click. However, for this example we want to stick with “Customize Field”
When the window opens, simply type a “Y” in the default value – this will tell the system “Yes, fill this check box out” when creating a new record

7. GL Reporting Period
GL Reporting periods must also be set up in order to run GL Financial Reports. Some things to note:
GL Reporting Periods should not have overlapping dates
After set up, GL Reporting periods will create calendar dates that can be used for a variety of reasons
It is highly recommended to have GL Reporting Periods of a year or further in the future at any given time
Users can set up GL Reporting periods ahead of time which will save the potential for future issues
Note that when a GL Accounting period is made, it is given a report title by the system. In order to have the title, this must be entered via Sampro and NOT an import script.

8. Accounts Payable AP Journal
Date to Pay = Date that we have decided to pay this invoice
Payment Due Date = Date that is the Vendor due date based off of the invoice date and the terms – this will show on AP Aging Reports
Both Date to Pay and Payment Due Date are initially derived from the AP Terms plus the invoice date
Close PO – this box should always be checked if the PO is completely received and we are paying for the last of the items – the system will not let you close if this is not the case.
The Date to Pay and Payment Due Dates are derived from the invoice date and the AP Terms
The Closed PO box should be checked if the PO is fully received and fully vouchered.

9. Payment Options Overview
Accounts Payable
Payment Options Overview
There are 2 areas we can go in order to review and manipulate what invoices we are paying. Cash Requirements lets us review what the system says we have due and Select Invoices for Payment

10. Cash Requirements Report
Accounts Payable
Amount Due
Amount to Pay
Cash Requirements should always be run with an end date
The amount due is the amount that is still due to the vendor
This will remain outstanding until it is either paid or credited
The Amount to Pay is the amount that we have selected to pay the vendor
This can be edited in the Select Invoices for Payment function
These invoices will automatically be set to zero if a check it printed but then voided. To enter payment back, use the Select Invoices for Payment function
Cash Requirements Report
Due Date
Date to Pay

11. Select Invoices for Payment Function
Accounts Payable
Select Invoices for Payment Function
Can use a variety of filters here – highly suggested to use something to filter
The Gross payment amount is $0 here which means it will not come up to be paid on our report, or when we cut checks
The pay date can be manipulated if needed for cash flow purposes
Check “Go” after changes are made
This function is probably most helpful when running by a specific vendor. If no filter criteria is entered then everything that is still open will appear and the list may be too large to effectively manage. Run the cash requirements report first to gauge was needs to be edited with this function.

12. Select Invoices for Payment Function
Accounts Payable
Select Invoices for Payment Function
There is a feature that can be enabled to allow all of the invoices to be set to a specific date to pay
Line 6 of the registry displays a way to set the sort order of Select Invoices for Payment
This function is probably most helpful when running by a specific vendor. If no filter criteria is entered then everything that is still open will appear and the list may be too large to effectively manage. Run the cash requirements report first to gauge was needs to be edited with this function.
The registry setting in line 5 must be enabled for the ID: sys-viewer-sapdtetopylst

13. Cash Requirements Filters vs. Print Check Filters
Accounts Payable
Cash Requirements Filters vs. Print Check Filters
We can run the Cash Requirements report so we know how much our check batch will be. There are several fields which are in this report and the print checks function:
Start Date and End Date
Vendor ID
Next Pay Date
Vendor Type ID
Use the same criteria on the Cash Requirements report to ensure the check batch prints the amount you expect

14. Accounts Payable EFT Payments
There are a couple options on how to handle EFT Payments
Entering the payment directly in the AP Journal Viewer
PROS - Convenient and Applied immediately
CONS – Date MUST equal that of the AP Journal Effective date; a change requires the entire transaction be deleted and re-entered.
Check date will be automatically changed to Effective Date upon adding the transaction
If the transaction ID is not entered before hitting “Add”, then it will be auto filled with the transaction ID of the AP Journal Entry.

15. You can limit the invoice(s) you are paying here.
Accounts Payable
EFT Payments
This option lets you use a different date (you can enter the AP invoice with an August effective date, but apply the payment in September)
Can also enter AP Transaction (leaving manual payment info empty) and apply a simulated EFT payment via Single write check.
Enter all of the information, including a “Check Number” which will really be a “dummy” check #. It should be something significantly lower than your real current check #
You can limit the invoice(s) you are paying here.

16. Accounts Payable EFT Payments
Navigating to the check viewer will show this was paid as a “check”, so it would be wise to keep track of the dummy check numbers you are using so you know that a certain range is actually EFT payments.

17. Accounts Receivable AR Sales Journal
Create Credit Memos using this button
GL and Job information by line is in the child table
Balance will be displayed here

18. Cash Receipts / Bank Deposit
Accounts Receivable
Cash Receipts / Bank Deposit
CASH RECEIPT - Once a payment has been received (and the appropriate Undeposited account is used) cash is ready to be deposited. In the Cash Receipts Journal, make sure that
The Total Received is the actual total of the check
The undeposited account is the correct one for this check (sticky field, may change with securities or branches) – change this in the GL Tab
Invoices paid on the check are selected from the invoices available
Can double click the list on the very bottom
Can use the “Enter Invoices” button on the top
A description can be entered but is not required. This could be used in a search to find a specific record
BANK DEPOSIT – Once all cash receipts have been entered for the day, a bank deposit can be made. This moves cash from the undeposited account to the bank account. A few notes
After a bank deposit is made, and there needs to be a change on the cash receipt, the entire bank receipt should be deleted (do not just un-deposit the cash receipt and then redeposit it)
A non-AR check can be entered using the OTHER tab on the bank deposit journal. The GL account and amount must be entered – a description should also be entered
A bank withdrawal can also be done using the bank deposit OTHER tab, just enter negative number in the credit amount field

19. Newer Features – Apply Discount button on Cash Receipts
Accounts Receivable
Newer Features – Apply Discount button on Cash Receipts
1. Select all invoices first, total appears here
2. Enter in the amount of the check and the discount in their respective fields here
3. Click the “Apply Discount” button
4. The discounts are automatically evenly distributed between the invoice line items here

20. Cash Receipts – Unapplied Cash
Accounts Receivable
Cash Receipts – Unapplied Cash
1. If a payment is received and there is not an invoice for the payment, the we have received Unapplied Cash. To apply in 8.2, click on the + on the line where invoices are applied

21. Cash Receipts – Unapplied Cash
Accounts Receivable
Cash Receipts – Unapplied Cash
2. After the line is expanded, there is a new button for “Unapplied Deposit”
3. Fill out all of the information possible. GL Account must be an AR account
3a. If the payment received is greater than what is on account for that client, this message will appear. Click Yes to Confirm

22. Cash Receipts – Unapplied Cash
Accounts Receivable
Cash Receipts – Unapplied Cash
4. After adding the record, the credit immediately appears on the bottom area of cash receipts
5. An aging report will also show this credit now appears on the customer’s account

23. Accounting in Other Viewers Newer Features – GLH Tab
In order to see the GL impact of a transaction, GL History can be reviewed by going to the GL History viewer and searching for the source journal and the transaction ID. Another way to do this is to run a GL History report using the same criteria. In the newest version of Sampro, a GLH tab has been added to several viewers so an immediate view of GL History once the transaction is saved. Here are some of the highly visible viewers this can be found:
AP Journal Viewer
AR Sales Journal Viewer
Work Order Viewer
Cash Receipts Viewer
Purchase Order Viewer
Labor Journal (Registry Enabled)
sys-viewer-vlbrjrnl
ShowGLH = true

24. Hidden Employee Earnings
Registry Settings
By default, Sampro will not show detail for employee earnings in several areas as to not expose employee rates. There are a few registry settings that can be “turned on” to expose this otherwise hidden detail:
Work Order Revenues Tab and PM Workbench– By default, the detail (employee info) is not listed on the revenues tab of the WO or the Cost Sources tab of PM WB however it can be added in sys-viewer-vwrkordr and sys-viewer-vjbpm, respectively, by adding:
Setting Key: ShowEmployeeNames  Setting Value: true
Job Cost Details Report – By default, the employee labor cost does not show on the detail section of this report. It can be revealed by adding the following registry setting in sys-report-RJBDTL
Setting Key: HideLaborCostDetail  Setting Value: false

25. GL End of Year
Balance sheet carries income and expenses from income statement. This is how it appears for Dec 13 and Jan 14. At the end of the year, the GL End of Year process must be run to move income (or loss) over to retained earnings and “reset” the balance sheet for the next year.
This process can be found in the “Functions” menu under “Start Create GL End of Year”

26. GL End of Year
Process should be run using retained earnings as GL account and a period that includes the last day of the year (period must be active)
After clicking “Go”, a message will appear about a GL Journal entry being created:

27. GL End of Year
Users can then navigate to that GL Journal Entry and review – here is the amount written to retained earnings
If it is determined that this transaction is wrong, users can delete it and the end of year transaction will be reversed.

28. Frequently Asked Questions
How do I apply an AP credit? When printing checks, include “Vendors with Net-Zero Balances” check box – this will make it so a $0 check will be printed that will apply credits to open invoices
NOTE – a check must be used (wasted) in order to print a $0 clearing check
Why do my Income Statement and Balance Sheet statements look strange? Make sure that you have no overlapping dates in your GL Reporting Periods or financials will appear to be “double reported”
Why don’t my cash receipts show in my bank deposit journal or my deposits/payments show on my reconciliation journal? There are a few things that could keep this from happening
The Bank Deposit effective date could be BEFORE the cash receipt
The Bank Reconciliation effective date could be BEFORE payment transaction
The Cash Receipt could have used a different Undeposited GL Account than what was selected on the Bank Deposit
The bank account used for a manual payment or check could be different than the GL Account being used on the Bank Reconciliation