New Accounts Payable
Contents
1. diff 13 20 16 Rebuild Corp Invoice File If an invoice is missing or a product was substituted but not changed on the Purchase Order before receiving a transmission rebuild the Corporate Invoice file before running menu 13 20 12 Print Corp Invoices Use alpha product maintenance to cross reference the Corporate C16 part number used by Corp for billed non catalog items to the non stock number on the purchase order before running this program This program rebuilds one invoice at a time a Enter Corporate invoice number to rebuild file b Enter date of invoice c Enter company number Database Business Systems Rev 699 1 Wrd2. Accounts Payable p IMPORTANT The complete number is input when adjusting the per each price from the Corp Invoice The final AP number will be rounded when A P Voucher is updated 13 20 3 Auto Post Corp Invoices Automatically post Corporate invoices to Accounts Payable This is another method of voucher entry for automatic posting of Corporate invoices WARNING When using menu 13 20 3 Discrepancies will NOT be posted to L General Ledger Average Costs will NOT be adjusted Inventory will NOT be in Balance Step 1 Create your batch Step 2 Post the invoices Step 3 ao gpp Th Enter company number or Enter for all Enter beginning invoice date MM DD YY Enter ending invoice date The number of invoices selected displays Type the inventory account Enter for the default Add the freight amount Enter fiscal period YYMM The system processes through the invoices and lists the batch numbers and vouchers Type c to continue At the Batch Control screen verify batch balances and make any necessary adjustments The gross total now includes the corp line charges Run Menu 13 20 5 for a Sequential Voucher listing Follow the steps on Page 10 13 20 4 Open Batch Listing Displays all open voucher batches that are started either in Menu 13 20 1 Menu 13 20 2 or Menu 13 20 3 We recommend balancing and closing these batches on a daily basis a b Database Business Systems Enter to
3. basis Type the number of vouchers The number of vouchers and the gross amounts are the control totals which must be entered and match the applied totals before a completed batch will updated Enter gross dollar amount of voucher Enter fiscal period or Enter for default to the oldest Accounts Payable period not yet closed Enter a default due date for all vouchers in this batch or Enter for default the system calculates the due date on each voucher separately For a batch of hand checks type paid For vendor terms press Enter Enter a bank number To delete the batch type d or Enter for Voucher Input screen Record batch number and Enter to continue Rev 699 1 Wrd User Manual Accounts Payable H ACCOUNTS PAYABLE VOUCHER INPUT Co 01 Voucher NEW Fiscal Period 1 Vendor 433 A O SMITH CORPORATION 2 Trans code I 531 N 4TH ST 3 Invoice 111 BOX 688 4 Inv date 01 12 00 TIPP CITY OH 5 Due date 02 11 00 45371 6 Gross amt 100 00 NET 100 00 7 Merchamt 100 00 8 Non disc 0 00 9 Discount 17 Terms 03 T 30 DAYS 10 Discount 11 Pay status P 12 Bank 001 13 Single chk N 14 Misc desc 15 G L Code 16 Dist Amt 01 1400 00 INVENTORY 100 00 01 5020 00 FREIGHT IN Enter line Backout DELETE Edit FP Fiscal Period 0 to Accept Figure 13 40 A P Voucher Input m In the Voucher Input screen type vendor number The system will o prompt Is this vendor correct type N the Vendor
4. Master al Maintenance Menu 12 4 1 2 displays as well as the Vendor Detail Maintenance Menu 12 4 1 3 displays n To change the vendor address use Vendor Master Maintenance Menu 12 4 1 2 o To change the vendor use Vendor Detail Maintenance Menu 12 4 1 3 Add or change the transaction code Enter invoice number r Enter date of invoice s Type due date of invoice or Enter for default t Enter gross dollar amount u Enter merchant amount or Enter for default same as gross amount v Adda discount amount if any w Enter or change the pay status x Enter or change the bank number y Choose to print this voucher on a separate check Enter a description for this voucher Database Business Systems Rev 699 1 Wrd User Manual Accounts Payable aa For Field 15 G L Code the A P Maintenance G L Distribution screen displays A P Maintenance G L Distribution Screen 1 Vendor Number 001 JOHNSTONE SUPPLY INC Gross Amt 100 00 Total Dist Amt 100 00 Remaining 0 00 G L Distribution Distribution Amount 1 01 1400 00 INVENTORY 19 100 00 2 01 5020 00 FREIGHT IN 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 Enter Line Backout DELETE Edit 0 to Accept More Figure 13 41 A P Maintenance G L Distribution bb Edit or delete G L number or amount cc Type 0 to accept and return to previous screen which is now filled in ACCOUNTS PAYABLE VOUCHER INPUT Co 01
5. UPS NXT DYes 09 18 97 393978 023292 B O Yes 09 18 97 393979 023294 B O Yes 09 18 97 394180 023441 CORP Yes 09 18 97 394181 023441 CORP Yes 09 11 97 391655 506767 B O Yes 09 11 97 391656 506767 B O Yes Enter line s separated by range ie 50 65 lt Enter gt to continue P rint or END Figure 13 47 Print Corp Invoices 13 20 13 Build Corp Invoice Receipt File If you do not receive Corporate s invoice transmission before your end of day completes run this menu to build the files for display in Menu 13 20 11 and Menu 13 20 12 above Enter to process file 13 20 14 Match Receiving to Corp Invoice Creates an accurate reconciliation of Menu 13 20 15 Database Business Systems Rev 699 1 Wrd User Manual Accounts Payable Enter an invoice number b Enter corresponding receiver number The program informs you if the invoice has already been matched and if so to which receiver invoice may have multiple receiver matches c Enter y to accept a multiple match 13 20 15 Receiving Invoice Reconciliation Report After receiving Corporate s purchase orders run this reconciliation report to show the difference between Corporate s transmitted invoices and your receipts report Consider using this information to update your Receiving to match the invoices Print to D isplay or P rinter b Enter receiver number to compare or Enter for all c For full detailed report press Enter for report of differences type
6. Voucher NEW Fiscal Period 9801 1 Vendor 001 JOHNSTONE SUPPLY INC 2 Trans code I PO BOX 3010 3 Invoice 111 123 NE 3RD SUITE 400 4 Inv date 01 01 98 PORTLAND OR 5 Due date 01 01 98 97208 6 Gross amt 100 00 NET 100 00 7 Merchamt 100 00 8 Non disc 0 00 9 Discount net days 10 Discount 11 Pay status P 12 Bank 001 13 Single chk N 14 Misc desc XYZ CO 15 G L Code 16 Dist Amt 01 1400 00 INVENTORY 100 00 Enter Line Backout DELETE Edit 0 to Accept Figure 13 42 Voucher Input filled Voucher Input screen fields Database Business Systems Rev 699 1 Wrd User Manual Accounts Payable o 1 Vendor Vendor number Enter one of three choices 1 use L ookup to enter an existing vendor by name 2 for a temporary vendor enter a unique vendor number and the program prompts you through the setup of Vendor Master and Detail files or 3 Enter to default to the vendor number from the previous voucher 2 Trans Code Transaction code Your choices are I nvoice C redit Memo D ebit Memo or OA On Account Credits automatically change the due date to equal the invoice date and eliminate any discounts 3 Invoice Enter a unique invoice number for this vendor A message displays if the invoice number already exists on another voucher 4 Inv Date Invoice date Press Enter for today s date Use any of the following formats 1 2 98 1 2 98 01 02 98 or 1 2 which assumes the current year 5 Due Dat
7. 0 00 0 00 100 00 01 1400 00 80 00 01 1100 00 10 00 01 1200 00 10 00 TOTAL 100 00 BATCH 000106 TOTAL Figure 13 45 Sequential Voucher Listing Database Business Systems Rev 699 1 Wrd User Manual Accounts Payable 13 20 6 Daily Hand check Register Run this menu for any hand checks entered in Menu 13 20 1 Accounts Payable Voucher Input a Enter to sort the hand check register and then spool it b Ifthe report printed satisfactorily type y and the file is updated and then erased Type m to start over if incorrect 13 20 7 Purchase Order Receipts Not Invoiced Prints a report of all receivers not yet invoiced after posting Accounts Payable directly from your Purchase Order receipts This report demonstrates the importance of detail needed for the monthly inventory and Accounts Payable accrual Consider adding this report to your Month End job stream to post a journal entry to account for the receiving not yet vouchered a Enter to continue b Select printer destination c Enter last date to include in receiving MM DD YY 13 20 11 Print Corp Packing List Prints packing lists transmitted from Johnstone Corporate Any unprinted packing lists can be printed automatically during end of day a Choose to print to S creen or P rinter b Enter company number or Enter for all c Select a packing list from the last 90 days Print Corp Pick Tickets Line Ship Date Invoice Printed 04 07 98 438248 050
8. 24620 TRUCK 10 09 97 397816 023494 B O Yes 10 09 97 397817 023506 B O Yes 10 09 97 397818 023506 B O Yes 10 09 97 399028 506973 CORP Yes 10 09 97 399030 023569 CORP Yes 0 09 97 399129 023309 B O Yes 10 09 97 399130 023441 B O Yes 10 07 97 398221 023553 UPS NXT DYes 09 18 97 393978 023292 B O Yes 09 18 97 393979 023294 B O Yes 09 18 97 394180 023441 CORP Yes 09 18 97 394181 023441 CORP Yes 09 11 97 391655 506767 B O Yes 09 11 97 391656 506767 B O Yes Enter line s separated by range ie 50 65 lt Enter gt to continue or END Figure 13 46 Print Corp Pick Tickets Database Business Systems Rev 699 1 Wrd User Manual Accounts Payable 13 20 12 Print Corp Invoices Prints Corporate invoices Any Corporate invoices not yet printed can be automatically printed during end of day a Select print option 1 DISPLAY ON SCREEN 2 PRINT SELECTED INVOICES 3 PRINT ALL UNPRINTED INVOICES b Enter a company number or Enter for all c Invoices for the last 90 days display for your selection To view select an invoice or range of invoices by line number s To print type p to print the invoice or range of invoices you viewed Print Corp Invoices 04 07 98 438248 05024620 TRUCK No 10 09 97 397816 023494 B O Yes 10 09 97 397817 023506 B O Yes 10 09 97 397818 023506 B O Yes 10 09 97 399028 506973 CORP Yes 10 09 97 399030 023569 CORP Yes 0 09 97 399129 023309 B O Yes 10 09 97 399130 023441 B O Yes 10 07 97 398221 023553
9. Database Business system User Manual New Accounts Payable Menu 13 20 User Manual MENU 13 20 06 05 40 12 Jul 1998 NEW ACCOUNTS PAYABLE Accounts Payable 1 JSS TEST dbs Input Maintenance Deletion 1 Accounts Payable Voucher Input 2 Purchase Order Receipts Update to A P 3 Auto Post Corp Invoices Listings Registers Reports 4 Open Batch Listing 5 Sequential Voucher Register 6 Daily Hand check Register 7 Purchase Order Receipts not Invoiced Corporate Invoices 11 Print Corp Packing List 12 Print Corp Invoices 13 Build Corp Invoice Receipt File 14 Match Receiving to Corp Invoice 15 Receiving to Invoice Reconciliation Report 16 Rebuild Corp Invoice File Figure 13 38 New Accounts Payable menu 13 20 1 Accounts Payable Voucher Input This new program combines most of the functions of the old voucher input maintenance and deletion Menus 13 1 1 through 13 1 4 into one program After a voucher is completed and updated in this menu you can maintain or delete it using this same menu option Use this menu to enter any and all hand checks and vouchers Menu 13 20 1 is primarily used for Non Inventory Payables Use menu 13 20 2 to enter vouchers for the receiving that was done through Purchase Order Receiving and to enter invoices directly from Corporate SSSSESHESH SS 23 12 58 02 Mar 1999 Operator code Company number Voucher number Batch number of vouchers Gross amou
10. Enter y for this voucher to print on a separate check Otherwise all vouchers entered for a vendor combine onto one check 14 Misc Desc Miscellaneous description The default for this field is the Vendor Customer number stored in Vendor Detail Menu 12 4 1 3 Field 13 This field is limited to 30 characters which print on the check 15 G L Code General Ledger code displays the G L Distribution screen see Fig 13 46 Enter a four digit account number that converts to the full G L format CO ACCT 00 For a list of G L numbers enter at the account number prompt Database Business Systems Rev 699 1 Wrd User Manual Accounts Payable 16 Dist Amt Distribution amount displays the same screen as G L Code Field 15 If the total gross amount of the voucher does not agree with the total distribution amount a message notifies you about the remaining balance 17 Terms Vendor terms code type for a list of codes dd When finished type 0 to accept To change an entry type a line number or e dit to change every line one at a time ee Record the batch number and voucher number and Enter to continue ff Enter next vendor number or end to exit 13 20 2 Purchase Order Receipts Update to A P Automatically updates Accounts Payable from Purchase Order receipts Use the menu to balance your General Ledger inventory on a monthly basis and to print an accurate report of purchase order receipts not yet invoiced at Month End
11. Step 1 If a discrepancy exists on Corp transmitted Invoices only it is recommended that the next two steps be completed before running menu path 13 20 2 1 Match the Receivers and Invoices together then use Menu 13 20 14 to input the invoice and receiver numbers When you are finished type end to exit the program 2 Print out the Receiving to Invoice Reconciliation report Menu 13 20 15 and review any discrepancies Step 2 You are ready to proceed with Menu 13 20 2 and enter invoices reconcile prices quantities and freight amounts The first time you use this program select this menu item and enter the password POR to create the cross reference file for collecting the Receiving Activate this before starting a new month Once the cross reference file is created it is updated daily from the Purchase Order Receipts Posting Menu 7 3 and Bar Code Receiving Menu 34 2 programs The receivers post either to the vendor used on the Purchase Order or to Vendor 001 Johnstone Corporate if the vendor Bill To is Corporate P a The same Voucher screen as in Figure 13 39 Menu 13 20 1 appears with the same prompts Follow the steps on Page 3 b Type a vendor number and then Enter to confirm entry The screen displays all open receivers for the particular company and vendor c Enter invoice number Database Business Systems Rev 699 1 Wrd User Manual Accounts Payable d Enter freight amount e Once the first i
12. continue Select output option 1 CRT 2 PRINTER Rev 699 1 Wrd User Manual Accounts Payable c Enter fiscal period to report YYMM or Enter for all 14 Jul 1998 OPEN VOUCHER BATCHES LISTING PAGE 1 NOTE FOR ANY BATCH THE BATCH TOTALS SHOULD EQUAL THE VOUCHER TOTALS BATCH SOURCE PERIOD VOU GROSS AMT 000105 BATCH TOTALS 9801 RK 000106 BATCH TOTALS 000106 1 VOUCHER TOTALS RK 000107 BATCH TOTALS RK 000108 BATCH TOTALS oR Figure 13 44 Open Voucher Batches Listing 13 20 5 Sequential Voucher Register Prints a list of open vouchers by batch number and updates the Voucher file with this information Enter company number or Enter for all b Enter batch number or Enter for all The report prints immediately c Ifyou are satisfied with the printed report type y to update and close the batch If not type n to start over Any batches out of balance will result in none of the batches updating the Voucher file SEQUENTIAL VOUCHER LISTING DATE 07 14 98 PAGE 1 CO 01 JOHNSTONE SUPPLY TIME 22 34 51 BATCH 000106 PERIOD 9801 VOUCH VEND NO VENDOR NAME _ INVOICENO INV DATE DUE DATE GROSS AMT DISCOUNT NET AMOUNT JOB BANK REF 003607 391 GEM PRODUCTS INC DKDK 02 20 98 03 22 98 100 00 0 00 100 00 01 1400 00 100 00 TOTAL 100 00 003608 391 GEM PRODUCTS INC KDKD 02 20 98 03 22 98 100 00 0 00 100 00 01 1400 00 100 00 TOTAL 100 00 003609 391 GEM PRODUCTS INC djdjd 02 20 98 03 22 98 10
13. e The due date is based on the vendor terms in Field 9 next to the discount and is calculated from the invoice date Press Enter for the system calculated due date or type another date in the format described above 6 Gross Amt Gross amount is the total amount due from the voucher The net amount displays to the right showing the gross amount less any discounts 7 Merch Amt Merchant amount is the amount from the voucher that is discountable For purchasing vendors this amount automatically posts to the inventory account 8 Non Disc Non discount amount is subtracted from the gross amount to calculate the merchandise amount and discount For purchasing vendors this amount automatically posts to the freight account 9 Discount This discount amount is deducted from the invoice if paid by the discount due date Entering 0 changes the due date to the invoice due date Field 5 10 Discount Enter an alternate discount percentage from the one in Vendor Terms This percentage calculates the discount of the merchandise amount 11 Pay Status Choose one of three options P ay H old PAID or EFT Electronic Fund Transfers Pay is the default and indicates that you will pay this voucher Hold indicates a payable that is not disbursed automatically PAID is for creating hand checks enter a hand check number and hand check date followed by a date 12 Bank Number of bank that will pay this voucher 13 Single Chk Single check
14. nt Fiscal period Due date Bank number NEW ACCOUNTS PAYABLE VOUCHER ENTRY DATABASE 01 06438787 Control Applied 1 2 000 00 9812 01 12 99 001 2 000 00 Enter Line D elete batch END exit or lt enter gt for voucher input S SSSSSSSSSS 1 JSS TEST dbs Figure 13 39 New Accounts Payable Voucher Entry Database Business Systems Rev 699 1 Wrd User Manual Database Business Systems Accounts Payable Enter your operator code Enter company number Enter voucher number or Enter for new number If you enter a voucher that is not currently in an open batch a new batch will be created for this voucher However if the voucher is in an existing open batch the voucher will remain in the same batch In either case the Voucher screen displays Open vouchers can be deleted or maintained Use the L ookup option to find a voucher number by vendor The option PARAM is also available with authorization to maintain required fields stops and defaults for the voucher input items If you enter an existing voucher number edit a line d elete a batch Enter for a new voucher or end If you enter a new voucher number enter a batch number or Enter to start a new batch You may also use Z ookup to choose from a list of open A P batches select a number without the leading zeroes Use CTRL X to stop the listing of multiple screens of open batches It is recommended that batches be closed on a daily
15. nvoice is updated record the system generated batch number and the date the batch was entered Auto Update Accounts Payable from Purchase Order Receipts Company 01 JOHNSTONE SUPPLY Vendor 001 JOHNSTONE SUPPLY INC PO BOX 3010 123 NE 3RD SUITE 400 PORTLAND OR 97208 AMT RECEIVED RCVR DATE NOT INVOICED PURCHASE ORDER NUMBERS 001075 04 23 98 5 270 100230 001061 04 16 98 276 150 100213 001081 05 11 98 0 000 100256 001082 05 11 98 86 220 100256 001083 05 11 98 0 000 100256 001084 05 13 98 0 000 100258 001085 05 13 98 97 450 100258 Enter Line Revr lt Enter gt next P revious U pdate or END Figure 13 43 Auto Update A P from PO Receipts f At Auto Update screen choose from the following prompts Line Select a line number of the receiver to voucher Revr Enter the 6 digit receiver number to voucher instead of selecting a line number Enter View next screen if any p Option to return to previous screen of receivers u Once you select all receiver and purchase orders for vouching type u to update the A P Voucher Input screen with the total selected through Voucher Input screen end Exit without changes g Select a line number to input new invoice number h Select from the following d to display line detail c to clear 0 to accept i Run Menu 13 20 5 for a Sequential Voucher listing Follow the steps on Page 10 Database Business Systems Rev 699 1 Wrd User Manual
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