An Accounts Payable Credit Memo (A/P Credit Memo) will be created whenever an advance is processed.  It will be used to credit the vendor for the advance being received; debits the Accounts Payable (A/P) for the driver and credits the Advance General Ledger (GL).

 

The A/P for this type of transaction is determined by the vendor values set at the time that the advance was created within Local or Long Distance Dispatch.

 

Figure 26: Vendor (driver) selected for A/P Credit Memo

 

All drivers that are to receive an advance must have a Vendor ID assigned to them.  Further, a Credit Memo cannot be generated without this information.  See the Driver Advances Setup and Administration section for more information on setting up a driver’s Vendor ID.

 

The other side of the transaction involves the Advance GL, which involves administrative setup within Advance Setup.

 

The following procedure illustrates how an administrator can define the Advance GL account involved in an A/P Credit Memo to a driver.

 

Defining the Advance General Ledger for an Advance A/P Credit Memo

1.   Access the MoversSuite Administration - web,

2.   Open the Advanced Setup from within the Accounting Setup > Advance Setup screen,

3.   Press the Edit button to allow the fields to be edited,

Choose to use either the Manual GL or the Account and Sub Account combination; leaving the unused fields blank for clarity.  Select the Manual GL option if the desire is to apply a single account to all advance A/P Credit Memo transactions, otherwise use the Account and Sub Account option to generate branch specific GL accounts.  In either case, the account used for the General Ledger is a “clearing account” for A/P Credit Memo and A/P Invoice transactions.

4.   Enter a Manual GL to be used as the General Ledger for the Advance in A/P Credit Memo transactions.  This must be a complete General Ledger account, such as 01-000-1161000000-00,

5.   Check the Use Manual GL flag to have the application use the General Ledger referenced within the Manual GL field.  If this field is not checked, then the application will use the Account and Sub Account settings instead,

Figure 27: Manual GL settings in Advance Setup

 

6.   Enter an Account and Sub Account to be used in conjunction with the settings derived from either the Branch, Company or Division (whichever is in use) to generate the transaction General Ledger account for the Advance side of the A/P Credit Memo.  To use this option the Use Manual GL flag must not be checked and allocations must be setup in Microsoft Dynamics GP

Figure 28: Account and Sub Account fields in Advance Setup

 

7.   Press Save to keep the changes.

 

The application will either use the GL entered within the Manual GL, when the Use Manual GL is set, or it will create a GL based on a combination of Account, Sub Account values along with other data derived from the user’s Branch, Company or Division.