It’s very practical…. Accounts Payable 

Using Accounts Payable to record expenses? It may not be necessary for everyone, but there are benefits to consider:

  1. Accuracy – Report expenses when they’re incurred rather than waiting until they are paid, which makes your books more accurate. 
  2. Simplicity – Record all expenses through a single account for audit and reconciliation tasks.
  3. Efficiency – Streamline accounting processes (printing cheques en masse rather than one by one), making cash flows more predictable.
  4. Security – Use Accounts Payable to segregate accounting duties, which reduces the chance of fraud.

What does it look like?

Essentially, we’re talking about cash reporting vs. accrual reporting. By using Accounts Payable, you can easily report your income and expenses with the accrual method of accounting if necessary. You can also use a special set of line types in your transaction entry window: CN+ and CN- (credit notes). You can see them in the transactions below.

Learn more about CN+ and CN- with Steve Tippe from the FCC Software Customer Care Team

In AgExpert Analyst, you can take some of the adjustment work out of the typical process. You can let the Income and Expense Report and the General Ledger Report be generated by either the accrual or cash method of accounting automatically. The accrual version includes expenses that are currently unpaid in Accounts Payable; the cash version ignores those outstanding items. You have the best of both worlds. Report expenses in a way that makes sense for your business management and still easily convert those reported expenses to the cash method for income tax reporting.

Practically Speaking

Let’s run through a full transaction cycle for a supplier.

  1. Put a deposit down on next year’s inputs. By using a credit note into Accounts Payable, you defer the expense to next year. Because no expense has been posted, no expense will be reported in 2017.
  2. In the new year, after picking up fertilizer from the supplier, you can enter the invoice as a Payable Charge. Note that at this point, no additional cash is changing hands. The accrual reports show the $10,000 expense in March, even though you haven’t paid yet.
  3. By applying the 2017 credit note entry against the outstanding $10,000 invoice, the cash report will now show a $5,000 expense. Important: the only way to use a balance entered as CN+ is to have an offsetting CN-. Amounts entered as credit notes do not count as charges.
  4. Sometimes you’ll return a purchased product to the vendor for credit. In those cases, enter the return as a negative Payable Charge instead of using CN+. This will record the proper credit to the expense account. In this same vein, you can enter overpayments as negative payable charges if you’d like to see the activity in your Aged or Charge Reconciliation reports.
  5. Finally, it’s time to pay the remaining outstanding balance on the account. When applying the payment, it’s important to apply it against both the return and the remaining balance from the original invoice.
  6. If you leave the balance unpaid past the end of the next reporting period, typically the fiscal year-end, make sure to update Accounts Payable to reflect that there’s only a remaining $4,000 balance from the original invoice. (Apply the return against the remaining invoice balance.) By doing this, you ensure that your Accounts Payable Aging and Charge Reconciliation reports are correct.

Best Practices


  • Set up cheque printing and then establish a cheque run schedule and stick to it as best you can. There will always be items that can’t wait until the 15th or the end of the month – sometimes not even until next Thursday. Just take care of those few items with a handwritten cheque and then make the transaction entry into the program when you’re next sitting down at the computer.
  • Post your invoices frequently. Not having a stack of papers with due invoices waiting for you on the desk is a wonderful feeling.
  • Periodically reconcile your busiest accounts to your vendor statements to make sure that nothing has been missed. The Accounts Payable Charge Reconciliation report is a favourite of ours for this because it matches the invoices entered with the payments that have been applied against them.
  • Top Tip – Review all outstanding items as part of your Year-End process. The Accounts Payable Aged report works great. Make sure that the outstanding items really are outstanding. For instance, you may have a credit note or a return credit outstanding that brings an account down to a $0.00 balance, but if the credit and the invoice it zeroes are both outstanding, the expenses related to those items will not report correctly. Clear them against each other using the method demonstrated in transaction #6.
  • Apply the same principles and practices to your income by using Accounts Receivable.



Happy Birthday to us!


Our Online Community turned 5 this summer

Thanks for making this community possible. You’re the reason we’ve been able to help thousands of software users get the answers they need.


Check out the changes over the years




You’re part of a growing community

You have access to a knowledge base that started at a modest 72 articles. Today, there are 638! That’s a lot of great info with answers to your questions. We average 6,000 visits per month by more than 4,000 software users like you.


Look for big things in the future

On Twitter? Keep an eye out for tweets from our new account coming soon. We’re also working on a new multimedia Tip of the Month. You’ll go beyond basic how-to instructions and dig into specific solutions to your issues.


Thanks again for being part of the FCC Software Online Community.



Demystifying year-end with AgExpert Analyst

Demystifying year-end with AgExpert Analyst

The CRA tax deadline is April 30 and like most people, you’re probably wrapping things up and submitting your books to the accountant. This is where AgExpert Analyst can really step up your game with a feature known as the Accountant’s Copy.

Create a seamless transition between you and your accountant.

Using the Accountant’s Copy allows two different users to make entries into two different years in a file at the same time. The accountant reviews and makes adjusting entries to the year being closed, while you continue into the new year, entering transactions so you don’t get behind. 

When your accountant is finished with their review and entries, they can send a specific file back to you. You can import the accountant’s changes into your file, updating closing balances for the fiscal year just past and the opening balances for the current year.

Here’s the step-by-step process on working with the Accountant’s Copy:

1. Start with your working copy of the AgExpert Analyst data (File type/extension “.agex”). You (Client user) have finished all entries and tasks for the current fiscal year and are ready to send the books to the accountant for review and income tax completion. Your accountant also uses AgExpert Analyst and typically enters any adjustments required to the file on your behalf.
2. You click on the File menu and choose Create Accountant’s Copy. Establish a dividing date that matches up to the end of the year you’re sending to your accountant for review. Then, click Save. You’ve just created two files on your computer:

a.  “.agex”  The Client user working copy for new year entries.
b.  ".agacctransfer” The AgExpert Accountant Transfer file to be sent to the accountant user. This      file can be moved to a memory stick and sent in or attached to an email.

After sending in the transfer file, you can continue working on the new year until you hear back from your accountant.
3. When your accountant receives the “.agacctransfer” file, they can import that file into AgExpert Analyst (Accountant menu > Import Clients Copy). This will create an “.agacc” file they can review and make changes to. 
4. When your accountant is finished, they can export their information back to you (Accountant menu > Export Clients Copy). This creates an “.agextransfer” file that can be emailed or sent to you.
5. When you receive the .agextransfer file, import that file into your books (File menu > Import Accountants Copy). This will insert the accountant’s changes as well as print out a summary of those changes for your review.

Once finished, you’ve completed the entire Accountant’s Copy process. Now you can carry on with your .agex file until next time you need to send the books in for review.

Questions? Get answers and share your comments with other software users on our Discussion Boards or search the Knowledge Base. Plus, our FCC Management Software support staff is always just a click away.


How to submit payroll files to CRA – the easy way

How to submit payroll files to CRA – the easy way.

It’s that time of year again…tax time. If you have employees, there are a few things you need to know about remitting payroll information from AgExpert Analyst to Canada Revenue Agency (CRA).

As you know, T4’s are due in employee’s hands by the last day of February each year. CRA also has the same deadline for submitting the T4’s and T4 summary reports to them. You can find instructions for generating and printing your T4’s in our Knowledge Base . 

As soon as you’ve entered your last paycheque and sent in the final remittance, AgExpert Analyst has your T4’s ready to go. From here, you have two options for submitting your payroll files to CRA – online or by mail.

Submitting payroll tax forms online

Mail is no longer the only option or even the best option. CRA and Revenu Québec allow employers to upload year-end payroll reports directly through their websites, which can speed up the process immensely.

If you wish to file your forms electronically, it couldn’t be easier. AgExpert Analyst will create an XML file that is accepted by both agencies. Simply check the box to create an XML file in the Report Console window. The program will allow you to preview your forms on the screen before creating and saving the file in the location of your choice.

To submit the file to CRA, you will need to obtain a web access code here . To submit to Revenu Québec, you will need to register with clicSÉQUR.  Note that the clicSÉQUR service is only available in French, but most web browsers can translate to your language of choice.

After you’ve gotten your credentials ready to go, sign in to the electronic submission service using the links below.

Submit T4’s to CRA 
Submit RL-1’s to Revenu Québec

Submitting payroll tax forms by mail

To submit your payroll by mail, print your reports and forms, sign and mail them to CRA at: 

               Ottawa Technology Centre
               875 Heron Road
               Ottawa, ON  K1A 1A2

If you are an employer in Quebec, you will also need to file the RL-1 and RL-1 Summary forms by the same deadline. You can find instructions for generating and printing your RL-1’s in our Knowledge Base.

If you live in Québec, print your reports and forms, sign and mail them to Revenu Québec at:

Revenu Québec
C.P. 6700, succursale Place-Desjardins
Montréal (Québec) G1A 1B6

 Note: If you are in Montréal, Laval, Laurentides, Lanaudière or Montérégie, mail your forms to:

Revenu Québec
3800, rue de Marly
C. P. 25666, succursale Terminus
Québec (Québec)  G1A 1B6


AgExpert Analyst 2017-01 is here!

AgExpert Analyst 2017-01 is here!

We’re excited to let you know the newest version of AgExpert Analyst is now available. And, to save you time, the software update will automatically install when you’re connected to the internet.  If you don’t have an internet connection, let us know and we’ll send you the manual update download link.


Some of the new features and enhancements, include:


  • We’ve updated the payroll tables from January 1, 2017 to June 30, 2017. 
    • Make sure to update your employees’ TD1 numbers as AgExpert Analyst does not update this information for you. 
    • The income tax calculation has changed for Quebec residents. Make sure to wait to install this update until after your December payroll has been processed to avoid any employee income tax miscalculations.
  • If you have GST, PST or payroll that is unremitted when you create a new fiscal year, a warning will open to let you know that it still has to be done. Click ‘Yes’ to continue creating the next fiscal year or ‘No’ to enter the remittances right away. Note that if you click ‘Yes’, you can still set your fiscal year back to the prior year and save those remittances.
  • The suppliers and customers that you add to transactions will now appear on the General Ledger Report. This will allow you to see your contacts even if you don’t enter contact names into your memos.
  • A column has been added to the Edit/Reverse Transaction screen to allow you to more easily access the images you’ve imported with a receipt from AgExpert Mobile.


To learn more about all the new features and enhancements click here