Accounts Payable Data Conversion

Below is a summary of the steps needed to convert your Accounts Payable business records to Spectrum.

Important: Complete these steps in the order presented here.

Part I - Installation

  1. Complete the Accounts Payable Installation screen.

  2. Complete the Accounts Payable portion of the Processing Date Change screen.

  3. Set the processing dates for the new period using Processing Date Change.

Part II - Maintenance

  1. Enter all vendors and subcontractors in the About Vendors screen. When you are setting up vendors, be sure to include material suppliers, subcontractors, utility companies, insurance companies, financial institutions and other tax entities.

  2. Print a listing of the vendors and check for accuracy.

  3. Enter all subcontract information using Subcontracts.

  4. Print a list of subcontracts and check for accuracy.

  5. Enter file information for use tax using Use Tax Code Maintenance.

  6. Print a listing of use tax codes and check for accuracy.

  7. Enter document tracking information using Document Tracking Item Maintenance and Vendor/Subcon Document Tracking.

  8. Print a document tracking listing and check for accuracy.

  9. Enter invoice approval routing information using Invoice Approval Routing Maintenance.

  10. Print an Invoice Approval Routing Listing and check for accuracy.

Part III - Data Entry

  1. Enter all non-subcontract vendors' current invoice balances as-of the conversion date using Vendor Invoice Entry.

  2. Enter all current invoice balances for job subcontracts using A/P Vendor Invoice Entry or Subcontract Billing Entry and update.

  3. Enter a lump-sum amount per contract for all prior invoices on the job subcontracts using A/P Vendor Invoice Entry or Subcontract Billing Entry and update.

Part IV - Final Steps

  1. On the General Ledger Installation screen, clear the A/P invoices and A/P checks checkboxes so that these conversion figures will not post to the General Ledger (they will be entered manually).

  2. Clear the Post invoices to Job Cost checkbox in Accounts Payable Installation - Properties tab.

  3. Print the A/P Transaction Register and check the balance information for accuracy.

  4. Enter the manual checks for invoices entered in Step 15 using Manual Check Entry.

  5. Print the Manual Check Register and check for accuracy, then update.

  6. Print an Aged Payables Report.

  7. On the General Ledger Installation screen, select the A/P invoices and A/P checks checkboxes so that these figures will post to the General Ledger.

  8. Select the Post invoices to Job Cost checkbox in Accounts Payable Installation – Properties tab.