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Accounts Payable User Manual

1. Vendor Totals gt Vendor 00000010 Miscellaneous Supplier 221 New lobby plants Northwest Interiors 89071001 CUSTOMER REFUNDS Master Sellers Company DEP6 89 convention room Westin Hotel 19980 Office landscaping Evergreen Landscaping P09844 Yellow page ad Neighborhood Directory Vendor Totals gt 230 Accounts Payable User Manual Reports and Inquiry _5 Option 3 Processed Invoices Report Use this function to print a report of invoices that have been posted for each vendor The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Processed Invoices information this step provides you with a default sequencing of data records by Vendor No and Apply To giving additional sort order choice by Invoice Date with the option to change modifiable parameters at run time Selec tion of data records is provided by Vendor No Apply To and Invoice Date with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard Accounts Payable reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Processed Invoices Report this step formats the Processed Invoices information The following data items are shown Invoice Date Apply To Description Original Invoice Amount Amount Paid Date P
2. The pay status of the invoice is displayed If you want to change this field enter a valid pay status code form the Descriptions file The system then displays the corresponding descrip tion so you may verify your entry Valid codes and standard descriptions are N Normal Use the payment terms as defined in the terms file T Take Discount Take the discount regardless of the payment terms H Hold Place payment on Hold until released by changing to N or T D Disputed Same as Hold status by payment is in dispute Invoice Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The amount to be debited or credited for this invoice is shown For invoices that have adjust 260 Accounts Payable User Manual Check Processing 6 ing or apply to transactions this field only reflects the amount of the original invoice If you Parameters file is set up with a discount method of E Earned this is the gross amount of the invoice If you Parameters file is set up with a discount method of L Lost this is the gross amount of the invoice less the discount amount Invoice Date The system displays a date YMD The invoice date from the original invoice posting is shown Dr Liability Enter a number with up to 7 digits to the left of the decimal and w digits to the right of the decimal The amount to be paid f
3. A sample output is shown below Expert Computing Inc 11 08 94 10 22 LGG Page 1 Adjustments GL Distributions Account Account Name i Credits Net Change Post Month Year 08 89 2010001001 Accounts Payable Sales 2030001001 Retention Payable Sales 4110000001MA Travel amp Entertainment Sales Post Month Year 08 89 Totals gt Grand Totals gt Step 17 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Subsidiary Type Subsidiary Code and Account with the option to change modifiable parameters at run time Selection of data record is provided by Subsidiary Type Subsidiary Code and Account Component with the option to enter user specified comparisons at run time Step 18 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 19 In order to print the Accounts Payable Detail Subsidiary Distributions this step formats the MTD Postings information The following data items are shown Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description and Amount As appropriate group headings appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsid iary Type When totals are specified the fo
4. Enter an alphanumeric field up to 30 characters in length This field is required Describe this invoice This description prints on the stub of machine checks as well as on various reports throughout Accounts Payable Transaction Type Enter a positive number with 1 digit In ADD mode this field will automatically be saved from one record to the next The system defaults the transaction type of accounts payable invoice but you may override the display Valid choices are 1 AP Invoice 2 Debit Credit Memo Vendor PO No 20 Enter an upper case alphanumeric field up to 8 characters in length Only number are accept able You can use Scan to search for an appropriate entry Supply the number of the vendor responsible for this invoice The system displays the vendor name so that you can verify your entry If you enter a miscellaneous vendor number in stan dard Invoices Entry additional name and address fields appear on the screen after you have completed the invoice information Enter an upper case alphanumeric field up to 8 characters in length You can use Scan to search for an appropriate entry If applicable furnish the purchase order number If you have the purchase Orders application and this is a valid PO number you must enter the invoice through the Purchase Orders appli cation If this invoice includes a prepayment identify the PO number entered on the Hand Check Posted for the prepayment This is necessary
5. N No The initial default value is N This field is required Indicate Y or N to tell the system whether or not to allow information to be transferred to either the General Ledger application the Inventory Control application or both Prepaid Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Provide the general ledger account to which prepayments are posted Prepayment entries are optionally made during invoice and hand check entry If General Ledger is part of your sys tem this account number must be on file in the General Ledger Chart of Accounts file The system displays the account description so you may verify your entry Retention Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Designate the account to be credited for the amount of the liability being retained If General Ledger is part of your system this account number must be on file in the General Ledger Chart of Accounts file The system displays the account description so you may verify your entry Discount Account 192 Enter an upper case alphanumeric field up to 12 characters in length this field is required You can use Scan to search for an appropriate entry Supply the account to which discount amounts are posted These disco
6. The Maximum Check Amount is displayed from the Parameters file you may override the default No check exceeding this amount is created during the Checks Creation process or extended for payment on the Cash Requirements Report Accounts Payable User Manual 265 6 Check Processing Check Date Enter a date YMD This field is required Enter the date of this check run The Check Date entered for the last Cash Requirements Report printed is displayed for the Checks Creation function Following Check Printing Date Enter a date YMD This field is required Enter the date of the next check printing session The system uses this date in determining which invoices need to be paid during the current check run and which can wait to be printed during the next check processing cycle The Following Check Printing Date entered for the last Cash Requirements Report printed is displayed for the Checks Creation function Starting Check Control No Enter a positive number with up to 9 digits Enter the first number that you want the system to print on the check stock The system incre ments this number by 1 for each succeeding check If your parameter selection for Check Control Same as Stock No is Y this number should be the check stock number of the first printed check If you parameter option is N the Check Control Number need not match the Check Stock Number In this case you may use any number you wish to track the check
7. The screen shown below presents information about Vendor Terms Use this file to maintain codes percentages and number of days to be used when calculating discount and invoice due dates for Vendor invoices Accounts Payable User Manual 175 4 File Maintenance Figure 40 The Accounts Payable Terms Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Terms Code Enter a positive number with up to 3 digits By using Scan you may use this as an access key for selecting records Supply a code to identify this Terms record Description Enter an alphanumeric field up to 16 characters in length This field
8. field This entry is optional Vendor Hash Total Enter a positive number with up to 12 digits Enter the sum of all vendor numbers to be entered in this control group The system will keep a running total of vendor numbers and balance it against this entry This entry is optional 90 Accounts Payable User Manual Transaction Processing 2 Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or N No The initial default value is N The system displays indicates whether or not this group has been verified the journal printed and no errors are present and is correct Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and messages M that may result are shown below E This Control Group Has Already Been Used For Invoice Posting E This Operator s Data May Not Be Edited Posting Was Started E You May Not Chang
9. wN Description Disc Code Description Day of Mo Code Description Day of Mo 2 10 Net 30 5 Invoice Date Invoice Date Net EOM Invoice Date End of Month 3 15th Net 25th Specific Days Specific Days 25 Cash Invoice Date Net 30 A Invoice Date Invoice Date 2 10 25 N 25 10 Specific Days Specific Days 25 Option 10 Recurring Payments List This function prints a list of the Recurring Payments file The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Recurring Payments information this step provides you with a default sequencing of data records by Payment and Vendor with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Payment and Date Changed with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information 210 Accounts Payable User Manual File Maintenance 4 Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Recurring Payments List this step formats the Recurring Payments and Recurring Entries Line Items information The following data items are shown Payment Description Terms Code Amount 13 Month Basis Vendor Name To Date Amount Generation Months Liability Account Limit Start Month Start Year Retenti
10. Deposit Totals gt Cash Account Totals gt Cash Account 1010001001 Cash Sales Outlets Deposits 08906051 DEPOSIT 06 05 89 k 10587 08906122 DEPOSIT 06 12 89 22033 08906213 DEPOSIT 06 21 89 z x 26305 08906304 DEPOSIT 06 30 89 40133 08907156 DEPOSIT 07 15 89 14705 08907317 DEPOSIT 07 31 89 9 6 42133 08908118 DEPOSIT 08 11 89 17772 Check Deposit Totals gt R s A 173670 Checks 00000303 00000010 Rainbow Signs Inc 08 13 89 00000306 00000020 Pool and Associates 08 10 89 00000311 00000010 Edward J Wallace 08 07 89 00000312 00000040 Albert Materials Inc 08 11 89 00000700 00000060 Travel Planners 06 12 89 00000701 00000010 Western Paper amp Supply Inc 06 15 89 00000702 00000010 Westin Hotel 06 20 89 00000703 00000020 Pool and Associates 06 22 89 00000704 00000010 All World Travel 06 20 89 00000996 00000050 Hardware Services Inc 04 10 89 00001101 00000050 Hardware Services Inc 04 25 89 00001105 00000030 Mountain Air Conditioning 04 25 89 00001200 00000030 Mountain Air Conditioning 05 10 89 00001201 00000040 Albert Materials Inc 05 10 89 00001202 00000050 Hardware Services Inc 05 10 89 00001203 00000070 Insurances Unlimited 05 10 89 00003699 00000060 Travel Planners 05 17 89 00003700 00000010 Northwest Office Machines 05 28 89 00005100 00000040 Albert Materials Inc 06 01 89 00005101 00000050 Hardware Services Inc 06 01 89 00005102 00000070 Insurances Unlim
11. Inventory Control is Not Part of the System Cannot Post to IC Mot a m Press ENTER to display system supplied information and then press ENTER again to continue to the next screen The screen below presents additional information about Parameters Figure 45 The Accounts Payable Parameters Screen Part 2 of 2 Accounts Payable User Manual 193 4 File Maintenance Data items for the preceding screen are described below Check Reconciliation Required Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the Check Reconciliation Report to be required before end of month processing can proceed Check Reconciliation Printed Enter Y Yes or N No The initial default value is N This indicates whether or not the Check Reconciliation Report has been printed for the cur rent month Invoices Control Number The system displays a positive number with up to 4 digits The system maintains a running control number for the Invoices file Purchase GL Dis Required Enter Y Yes or N No The initial default value is N This field is required Enter a Y is you want printing of the Purchases GL Distributions Report to be required before end of month processing can proceed Purchases GL Distributions Printed Enter Y Yes or N No The initial default value is N This indicated wh
12. Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 6 This step processes the information for Invoices Control Groups Invoices and Invoices Line Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Invoices Control Groups Invoices Invoices Line Items and Transaction Control files will occur Generalized routines are performed to do Prorata Set Up in Accounts Payable do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger Convert Calendar To Fiscal In General Ledger Compute Prorata Line Amount in Accounts Payable and Calculate Estimated Freight in Accounts Payable Step 7 This step processes the information for Invoices Control Groups Invoices and Invoices Line Items Under certain conditions records in the Transaction Control and Miscellaneous Vendor Name Ad dress files will be added Updates to certain fields in the Parameters Invoices Control Groups Mis cellaneous Vendor Name Address and Transaction Control files will occur Generalized routines are performed to do Prorata Set Up in Accounts Payable Post AP Transactions in Accounts Payable Compute Prorata Line Amount in Accounts Payable Calculate Estimated Freight in Accounts Payable Post Inventory Costs in Inventory Control do Month to Date Postings in Accounts Payable Post GL Transactions in General Le
13. Subsidiary Code GL Distributions Required Enter Y Yes or N No The initial default value is N This field is required Enter a Y if you want the Subsidiary Code GL Distributions report to be required before end of month processing can proceed Subsidiary Code GL Distributions Printed Enter Y Yes or N No The initial default value is N This indicates whether or not the Subsidiary Code GL Distributions Report has been printed for the current month Transaction Control Report Required Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the Transaction Control Report to be required before end of month processing can proceed Accounts Payable User Manual 195 4 File Maintenance Transaction Control Report Printed Enter Y Yes or N No The initial default value is N This indicates whether or not Transaction Control Report has been printed for the current month Ageing Report Periods Enter a number with up to 3 digits In ADD mode this field will automatically be saved from one record to the next Define the ageing report periods You may specify up to 4 ageing entries which define 5 actual ageing periods For example ageing entries of 30 0 60 and 90 would define periods of 30 and before 29 to 0 1 to 60 61 to 90 and 91 and above These values may be changed pri
14. This job prints the Purchase Disbursements Adjustments and Subsidiary Code GL Distributions re ports The following processing steps accomplish this job Step 1 This disposition type is used for all standard Accounts Payable reports Step 2 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account and Account Component with the option to enter user specified comparisons at run time Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account Account component or Post Month When totals are specified the following items are accumulated Debit Am
15. Vendor Type Zip Code Pay Status Hold Checks Terms Code and Date Changed with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all lists of master file information Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Payable User Manual 207 4 File Maintenance Step 5 In order to print the Vendors List Short this step formats the Vendors information The following data items are shown Name Vendor Contact Phone Telefax Number Terms Code and Description A sample output is shown below Expert Computing Inc 11 07 94 14 32 LGG Page 1 Vendors List Short Vendor Contact Albert Materials Inc 00000040 Milton Albert 555 1256 555 9874 2 10 25 N 25 10 Insurances Unlimited 00000070 Scott Hansen 555 9988 555 6000 Cash Carpenter s Union 101 00000150 Fritz Holden 441 2367 2 10 Net 30 Electrician s Union 238 00000160 Cal Worthington 431 8909 2 10 Net 30 Internal Revenue Service 00000110 Henry Worthmeyer 456 7890 Cash Sam Jones 00000080 568 9652 Si Net EOM Miscellaneous Supplier 00000010 Net EOM Mountain Air Conditioning 00000030 Herman Hill 555 9872 555 9871 3 15th Net 25th George Peters 00000090 987 5515 987 2274 Net EOM Pool and Associates 00000020 Susan White 555 4778 555 4777 Net EOM State Industrial Insurance 00000130 Joel Bomburg 352 9821 Cash State With
16. s Data May Not Be Edited Posting Was Started E You May Not Change Data Entered By the Original Operator Press ENTER to continue to the next screen Select Next Record to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments Control Groups file This screen may optionally be used to display information about Adjustments Control Groups You will only see this screen if you entered N to use Transaction Control in your Parameters file 48 Accounts Payable User Manual Transaction Processing 2 Figure 14 The Accounts Payable Adjustments Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions
17. 168 1215 55148 47 LGG Page 1 Credits Net Change 53303 55 00 1500 00 344 92 00 00 00 00 55148 47 Monthly Processing _3 Option 4 Adjustments GL Distributions Report This job prints two reports one detailed and one summary of the General Ledger distributions result ing from the current month s adjustment postings The following processing steps accomplish this job Step 1 This function is used select the summary only option for the Adjustments GL Distributions Report On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print the detail and summary reports or the summary report only Figure 33 The Accounts Payable Adjustments GL Distributions Screen Date items for the preceding screen are described below Print Summary Enter Y Yes or N No The initial default value is N This field is required Enter Y to print only the summary report Enter N to include the detail Press ENTER to save the information on this screen Accounts Payable User Manual 127 3___ Monthly Processing Step 2 In preparation for performing a sort selection process on the MTD Postings Information this step pro vides you with a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account Component with the option to
18. 490 00 p j 500 00 10 00 T Accounts Payable User Manual 303 Appendix A __ Examples of Transaction Postings Notes Payable Below is an example of how to process the initial liability invoices and payments for a Note Payable Loan or any other pre existing or lump sum liability that is paid in regular increments over time Assume that you are receiving 10 000 00 in cash for which you are signing a note You agree to repay the note in monthly installments of 100 0 Part of each monthly payment applies toward the principal of the note and part is an interest payment For this example assume the first monthly install ment pays 10 00 of the note principal and 90 00 of interest Posting of the Note in General Ledger DR Notes Payable CR DR Cash CR 10000 00 10000 00 Invoice Post DR Accounts Payable CR DR Interest Expense CR DR Notes Payable CR 100 00 90 00 10 00 Disbursement Post DR Accounts Payable CR DR Cash CR 100 00 100 00 304 Accounts Payable User Manual Examples of Transaction Postings Appendix A Accounts Payable Adjustments Below are examples of Accounts Payable adjustments Example 1 Assume that a mistake was made when an invoice was entered and posted The invoice amount for Office Supplies was understated by 175 00 An adjustment entry of 175 00 would create the following General Ledger entries Accounts Payable Office Supplies a 175 00 7 175 00 Example 2 Assume that you returned damag
19. 7 7 7 Current Month Totals gt 61 19195 69 Beginning GL Balance gt 133548 69 Account Total gt 152744 30 Accounts Payable User Manual 147 3__ Monthly Processing Step 8 In order to print the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 10 21 LGG Page 1 Purchases GL Distributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1030002000WH Accts Rec Canadian Corp Whls 1000 00 00 2010001001 Accounts Payable Sales 00 61 4010000000MA Cost of Goods Sold Corp Mfg 4655 00 00 4090000000MA Repairs and Maintenance Mfg 1058 69 00 4090000001WH Repairs and Maintnc Wholesale 1821 39 00 4100000001WH Promotion Advertising Wholesl 2660 00 00 4110000000 Travel and Entertainment 1125 60 00 4110000001MA Travel amp Entertainment Sales 6874 93 00 Post Month Year 08 89 Totals gt 19195 61 19195 61 Grand Totals gt Step 9 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you wi
20. A description of this transaction type is displayed Listed below are standard descriptions for each transaction type 1 AP Invoice 2 Debit Credit Memo 3 AP Adjustment 4 Payment 5 PO Invoice 6 Prepayment 7 Retention Invoice 8 Direct Payment Transaction Type Abbreviation Enter an upper case alphanumeric field up to 3 characters in length Each transaction type has a corresponding abbreviation Standard transaction type abbrevia tions are 1 IN 2 MEM 3 ADJ 4 PAY 5 POI 6 PRE 7 RTI 8 DIR Apply To Type Description Enter a description of how payments are to be applied to invoices Listed below are descrip tions for each apply type You may use these descriptions or enter your own Accounts Payable User Manual 203 4 File Maintenance 1 Not Used 2 Prepayment 3 Apply to Invoice 4 Apply to Retention Pay Status Code Enter an alphanumeric field 1 character in length These are the descriptions for the pay status codes Each status has a code previously defined by the system You may either use these descriptions or enter your own Standard values are N Normal T Take Discount H Hold D Disputed Invoice Type Description Enter an alphanumeric field up to 18 characters in length This field is required Describe this invoice type Listed below are descriptions of each type You may use these descriptions or enter your own 1 Invoice The invoice
21. Active Check Total 0 Post Mo Yr 08 89 Totals gt 9288 58 P y 9323 21 Check Total 9323 21 Active Check Total 0 Control Group Totals gt 9288 58 n 00 9323 21 Check Total 9323 21 Entered Calculated Difference Control Group SRR 0011 Aug void checks Control Totals 9323 31 9323 21 10 Exclusive N Hash Totals Post Now N Error The Entered and Calculated Control Totals are Not Equal Warning This Control Group Contains Errors and Cannot Be Posted DR Liab Discount i Items Tot Active Check Total 0 Grand Totals gt 9288 58 34 63 9323 21 Check Total 9323 21 Number of Errors in This Journal Number of Warnings 58 Accounts Payable User Manual Transaction Processing 2 Step 5 In order to print the Accounts Payable Journal Summary this step formats the Summarized Distribu tions information The following data items are shown Post Year Post Month GL Account Descrip tion Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 09 53 LGG Page 1 Accounts Payable Journal Summary Account Account Name Trx Date i Credits 1010001001 Cash Sales Outlets 08 13 89 9323 21 2010001001 Accounts Payable Sales 08 13 89 9119 68 4070000000WH Discounts Lost Wholesale 08 13 89 34 63 4090000001WH Repairs and Maintnc Wholesale APCD 08 13 89 Grand Totals gt 9323 21 Option 6 Adjus
22. Check Check Cancel Trx Vendor Cntrl No Stock No Delete Description Control Group TMG 12 this is atest Checks Created 00000040 Albert Materials Inc 00000080 Sam Jones 1216 00000010 Northwest Interiors New lobby plants 305 00000010 Master Sellers Company CUSTOMER REFUNDS 100 00000010 Evergreen Landscaping Office landscaping 620 00000010 Neighborhood Directory Yellow page ad 250 00000090 George Peters 1198 00000020 Pool and Associates 910 00000060 Travel Planners 4528 00000100 Kris Williams 1156 00000050 Hardware Services Inc 743 Control No Subtotals gt 11035 04 Grand Totals gt 11035 04 Option 5 Checks Printing This job prints the previously generated check records This function will incorporate any changes made during the Checks Revision Approval process Also use this function for printing checks des ignated as Reprint in the checks Approval Revision process Checks to reprint should be a contigu ous range of check records The following processing steps accomplish this job Step 1 This function is used to enter the Checks Printing Operator ID and Control Number to identify the group of checks to be printed On the following pages the screen displayed by this function is shown The screen shown below allows you to select the control group of checks to print 270 Accounts Payable User Manual Check Processing 6 Figure 62 The Accounts Payable Checks Printing Screen
23. Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length This field is required You can use Scan to search for an appropriate entry In ADD mode this field will automati cally be saved from one record to the next The system displays the operator ID entered at logon To create the checks using a different operator Id or to print another operator s group of checks change this field Control No Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry A sequential number is supplied to identify this group of checks This number is printed on the journal tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail For check printing supply the number of the control group you want to print The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Accounts Payable User Manual 271 6 Check Processing E Checks Already Printed for this Control Group E This Control Group Contains Hand Checks Press ENTER to display system supplied information and then press ENTER
24. Generalized routines are performed to Post AP Transactions in Accounts Payable Records in the Disbursements line Items Disbursements and Dis bursements Control Groups files will then be deleted Step 13 In preparation for performing a sort selection process on the Adjustments Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 14 This step prevents Cancel from canceling the current job Step 15 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 16 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Ad justments Control Groups Transaction Control and Adjustments files will occur Generalized routines are performed to do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 17 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Pa rameters Adjustment
25. No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of invoices Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of checks This description will appear on the Transaction Control report and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry is balanced against the running total kept by the system as entries are made Enter the adding machine total of all check amounts to be entered The system will display the run ning total of amounts entered in the Current field and the balance remaining is shown in the Remaining field Vendor Hash Total Enter a positive number with up to 12 digits Enter the sum of all vendor numbers to be entered in this control group The system will keep a running total of vendor numbers as they are entered and balance it against this entry Print Journal Enter Y Yes or N No The default value is Y This field is required Y is displayed to indicated that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or N No The initial
26. No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used For Invoice Posting E This Control Group Must Be Edited In Its Original Application E This Operator s Data May Not Be Edited Posting Was Started E You May Not Change Data Entered By the Original Operator Press ENTER to continue to the next screen Select Next Record to go to the next Invoices Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices Control Groups file This screen may optionally be used to display information about Invoices Control Groups You will only see this screen if you entered N to use Transaction Control in your Parameters file Accounts Payable User Manual 17 2__ Transaction Processing Figure 4 The Accounts Payable Invoice Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the a
27. Operator Exclusive Control Total Hash Total Number of Trx Number of Errors Number of Warnings Last Trx Posted and Amount Posted 250 Accounts Payable User Manual Reports and Inquiry _5 A sample output is shown below FOI IO IOI III 390 Transaction Control ie ied dede dede iede de I OK Appl File Control Group Date Time Description TAP ADJUSTMENTS SRR 0001 06 14 90 09 13 Aug adjustments thru 8 15 Control Total Hash Total Number of Transactions Number of Errors Number of Warnings Last Transaction Posted Total Amount Posted Option 16 Paid Invoice by Check Number Inquiry Use this function to determine the invoices paid by a given check number Paid invoices are displayed one per screen In order to print the Paid Invoice by Check Number this step formats the Processed Invoices informa tion The following data items are shown Check Number Date Paid Vendor No Name Apply To Original Invoice Amount Amount Paid and Description A sample output is shown below kkkkkkkkkkkkkkkkkkkk k Paid Invoice by Check Number 3 dedede dede ideie deie dek iok ikk k Check Number 106 Check Date 03 25 89 Vendor 00000020 Pool and Associates Invoice Number BROCH Invoice Date 03 25 89 Original Invoice Amt 4000 00 Amount Paid 4000 00 Description Product brochures Accounts Payable User Manual 251 5___ Reports and Inquiry Option 17 Transaction History Inquiry Use this function to vie
28. Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 13 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 14 In order to print the Accounts Payable Adjustments Journal this step formats the Adjustments informa tion The following data items are shown Transaction No Vendor Name PO No Apply To Adjust Date Description Amount Offset Account Post Month Year Invoice Type Invoice Type Descrip tion Liability Account Item Code Warehouse Number Subsidiary Type and Subsidiary Code As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Adjustment Total Control total Current Total Con trol total Remaining Hash Total Current Hash Total and Hash Total Remaining Grand totals print at the end showing Journal Errors and Journal Warnings Accounts Payable User Manual 83 Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 10 58 LGG Page 1 Accounts Payable Adjustments Journal Trx Vendor Offset Account Liability Account Mo Yr Item Control Group SRR 0002 Aug adjustments Post Month Year 08 89 0001 00000020 Pool and Associates 4100000001WH Promotion Advertisin
29. SRR 00000030 5506 08 16 89 July maintenance SRR 00000090 5507 08 16 89 travel expenses through 7 8 SRR 00000090 5507 08 16 89 July travel expenses SRR 00000020 5508 08 16 89 catalog layout SRR 00000020 5508 08 16 89 Summer promotion SRR 00000020 5508 08 16 89 Press release SRR 00000020 5508 08 16 89 Advertising Retainer SRR 00000060 5509 08 16 89 Jones to Detroit SRR 00000060 5509 08 16 89 Williams to Montreal SRR 00000060 5509 08 16 89 Williams to Boston SRR 00000060 5509 08 16 89 Jones to Atlanta SRR 00000060 5509 08 16 89 tickets SRR 00000100 5510 08 16 89 July travel expenses SRR 00000100 5510 08 16 89 travel expenses through 7 5 Account Total gt 160 Accounts Payable User Manual Monthly Processing _3 Option 12 Monthly Status Inquiry This inquiry displays the current calendar month year the status of EOM reports and whether recur ring payments have been generated for the month In order to print the Monthly Status Inquiry this step formats the Parameters information The follow ing data items are shown Current Calendar Month Current Calendar Year check Reconciliation Re quired Check Reconciliation Printed Purchases GL Dist Required Purchases GL Dist Printed Disburs GL Dist Required Disburs GL Dist Printed Adjustments GL Dist Required Adjust ments GL Dist Printed and Recurring Payments Generated A sample output is shown below FESS kkk Monthly Status 00H GSO GSO SI Ik Ca
30. Step 6 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 7 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 8 In order to print the report requested this step formats the Disbursements and Disbursements Line Items information The following data items are shown Trx No Vendor Name Check Amount Check No Check Date Post Month Year Hand Check Status Cash Account Description Check Line No Apply To Apply Type PO No Dr Liability Discount Amount Cr Retention Direct Amount Account Subsidiary Type and Code Retention Account Liability Total CR Discount Total CR Retention Total Direct Total and Line Items Total As appropriate group headings appear when ever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Active Check Totals Liability Total CR Discount Total CR Retention Total Direct Total Line Items Total Check Total Control Total Current Control
31. The Accounts Payable Ageing Screen Data items for the preceding screen are described below Ageing Date Enter a date YMD You can specify the date from which the printed transactions are aged By default the system displays today s date You can enter a new date to override the display Date to Age Enter a positive number with 1 digit 226 Accounts Payable User Manual Reports and Inquiry _5 Indicate which date you would like to use for ageing the transactions The Ageing Type is displayed from the Parameters file but may be changed Valid options are 1 Transaction Date 2 Due Date Ageing Periods Enter a number with up to 3 digits The system displays the Transaction Register Periods that were entered in the Parameters file You can override any ageing period Each ageing period refers to either the invoice date or the due date depending on the entry in the Date To Age field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date For example ageing entries of 0 and 30 would define the following three periods 0 and before 1 to 30 31 and above Period Ending Dates The system displays a date YMD This date shows you the actual ending date for each ageing period to be printed This date is determined by subtracting the number of days in the corresponding Ageing Period from the Ageing Date For examp
32. The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Vendor The system displays an upper case alphanumeric field up to 8 characters in length Only Accounts Payable User Manual 259 6___ Check Processing numbers are acceptable Supply the number to identify the vendor record to edit The system displays the vendor s name so you may verify your entry Apply To The system displays an upper case alphanumeric field up to 8 characters in length Provide the number of the invoice credit memo or debit memo affected by this transaction The Apply To is generally the invoice number For debit or credit memos the Apply To may refer to the original invoice number which was adjusted by the memo entry Invoice Type The system displays an upper case alphanumeric field 1 character in length Only number are acceptable Valid entries are 1 and 2 Identify the type of the invoice Valid types are 1 Invoice 2 Retention Invoice Description Enter an alphanumeric field up to 30 characters in length The description of the invoice is given Pay Status Enter an upper case alphanumeric field 1 character in length Valid entries are N T H and D The initial default value is N
33. When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line Item Number Enter a positive number with up to 4 digits Supply the line item number You may enter line items in any sequence The system auto matically starts with 1 and sorts them into numerical order when you complete the screen entry Description Enter an alphanumeric field up to 30 characters in length Describe this line item This description will print on various reports throughout Accounts Payable Offset Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the offset expense account to debit for this line item The offset account for the ven dor is displayed from the Vendors file if one was entered You may either accept this default or enter another offset account If General Ledger is part of your system this account num ber must be on file in the General Ledger Chart of Accounts file The system displays the corresponding account description so that you may verify your entr
34. date check number and amount 36 Accounts Payable User Manual Transaction Processing 2 Figure 10 The Accounts Payable Hand Checks Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each detail record This number is printed on the journal and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The transaction number is printed on many reports and inquiries throughout Accounts Payable Vendor Enter an upper case alphanumeric field up to 8 characters in length Only number are accept able You can use Scan to search for an appropriate entry Provide a valid vendor number from the Vendors file The system displays the vendor name so that you can verify your entry If you enter a miscellaneous vendor number the system displays an additional name field on the next screen
35. pertain to those records in the Invoices file The screen shown below presents information about Invoices Line Items This file identifies and describes the invoice line items Accounts Payable User Manual 27 2__ Transaction Processing Figure 7 The Accounts Payable Invoice Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Line Item No Enter a positive number with up to 4 digits The system automatically numbers line items in sequence beginning with 1 You may change this number Quantity Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter the number of units being purchased If units don t apply here enter 1 For a credit memo enter a negative quantity Price Enter a positive number with up to 6 digits to the left of the decimal and 3 digits to the right of the decimal Enter the price per purchasing unit If price per unit doesn t apply here enter the line item amount 28 Accounts Payable User Manual Transaction Processing 2 Amount En
36. the following amounts are accumulated Invoice Prepaid Retention Subtotal Discount Freight Tax and Other Grand totals print at the end showing Journal Errors and Warnings 70 Accounts Payable User Manual Transaction Processing APPX Demonstration Company 11 30 94 16 29 SRR Page 1 Accounts Payable Invoices Journal Trx Vendor Pay Status Inv Date Dsc Date Due Date Description Mo Yr Liab Account Trx Type Wh Retention Account Invoice Apply To Invc Amt Prepayment Retention Subtotal Discount Disc Basis Freight Control Group SRR 0009 aug invoices thru 8 20 Post Month Year 08 89 0001 00000060 Travel Planners 08 18 89 09 17 89 Williams to Toronto 2010001001 Accounts Payable Sales AP Invoice 11985 0 11985 0 681 20 00 681 20 00 681 20 00 Line Account Item Code Wh Price Quantity Prorate Prorata 0001 4110000001MA Travel amp Entertainment Sales 681 000 1 00 Y 00 Williams to Toronto GL WILLIAMS 0002 1010001000 Cash Corporate 0 200 1 00 k d 00 Line Item Totals gt 00 0002 00000060 Travel Planners 08 19 89 09 18 89 Peters to Baltimore 2010001001 Accounts Payable Sales AP Invoice 11994 1 11994 1 870 50 7 00 870 50 00 870 50 00 Line Account Item Code Wh Price Quantity Prorate Prorata 0001 4110000001MA Travel amp Entertainment Sales 870 500 1 00 Y 00 Peters to Baltimore GL PETERS Line Item Totals gt Accounts Payable User Manual 7 2__ Transaction Processing
37. you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below 50 Accounts Payable User Manual Transaction Processing 2 Transaction No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each detail record This number is printed on the journal and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail the transaction number is printed on many reports and inquiries throughout Accounts Payable Vendor Enter an upper case alphanumeric field up to 8 characters in length Only number are accept able You can use Scan to search for an appropriate entry Provide a valid vendor number form the Vendors file The system displays the vendor name so that you can verify your entry If you enter a miscellaneous vendor number the system doesn t display additional name and address fields Since you are applying the adjustment to a posted invoice the system uses the miscellaneous vendor information entered for that in voice Apply T
38. 08 15 89 correct invoice amount 00 SRR 1 0002 00000040 Albert Materials Inc 34576 08 15 89 write off retention 36 00 SRR 1 0003 00000040 Albert Materials Inc 84700 08 15 89 write off retention 88 00 Current Month Totals gt 124 00 24 00 Beginning GL Balance gt 133548 69 Account Total gt 133524 69 Account 2030001001 Retention Payable Sales SRR 1 0002 00000040 Albert Materials Inc 08 15 89 write off retention SRR 1 0003 00000040 Albert Materials Inc 08 15 89 write off retention Current Month Totals gt 124 00 Beginning GL Balance gt 1458 00 Account Total gt 1582 00 Account 4110000001MA Travel amp Entertainment Sales SRR 1 0001 00000090 George Peters ER1012 08 15 89 correct invoice amount Current Month Totals gt Beginning GL Balance gt Account Total gt Post Month Year 08 89 Totals Grand Totals Accounts Payable User Manual 129 3__ Monthly Processing Step 6 In order to print the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end A sample output is shown below Expert Computi
39. 115 Seattle WA 98521 State Industrial Insurance State Department Olympia WA 98456 State Withholding Agency State Department Olympia WA 98456 State Unemployment Insurance State Department Olympia WA 98456 Travel Planners Room 458 Rainier Building 12450 Alder Street Bellevue WA 98125 218 Accounts Payable User Manual File Maintenance 4 Option 16 Vendor Rolodex Cards Use this function to print rolodex cards from the Vendor file The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Vendors information this step provides you with a default sequencing of data records by Vendor Alpha and Vendor giving additional sort order choice by Vendor Type and Zip Code with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Alpha Vendor Vendor Type Zip Code and Miscellaneous Vendor with the option to enter user specified comparisons at run time Step 2 This disposition function is used to print vendor rolodex cards Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Vendor Rolodex Cards this step formats the Vendors information The following data items are shown Vendor Phone Telefax Number Name Address Line 1 Address Line 2 City State Zip Code Country and Contact Accounts Pa
40. 18 for Prod Warehouse Mmmm m a a a mma ma m m mM Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Previous Image to go back to the Invoice screen Select Next Record to go to the next Invoices Line Items record Select End to go to the next Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices Line Items file Accounts Payable User Manual 31 2__ Transaction Processing Option 2 Hand Checks Entry Use this function to enter and modify hand checks This function also allows access to check records entered through Void Checks entry Each group of hand checks includes a control group record and a series of one or more checks each with any number of line items The normal process of posting hand checks includes 1 entering the hand checks 2 printing the Hand Checks Journal and 3 posting the hand checks If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted On the following pages the five screens displayed by this function are shown The screen shown below presents information about Disbursements Control Groups When you enter checks you see only one of the two possible screens for Hand Check or Void Check Control Groups Which screen you see depends on how you answered two questions on your Param ete
41. 5 T 100 00 Beginning GL Balance gt 24530 41 Account Total gt Post Month Year 08 89 Totals Grand Totals Step 13 In order to print the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end Accounts Payable User Manual 141 3__ Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 10 19 LGG Page 1 Adjustments GL Distributions Account Account Name i Credits Net Change Post Month Year 08 89 2010001001 Accounts Payable Sales 2030001001 Retention Payable Sales 4110000001MA Travel amp Entertainment Sales Post Month Year 08 89 Totals gt Grand Totals gt Step 14 In preparation or performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Subsidiary Type Subsidiary Code and Account with the option to change modifiable parameters at run time Selection of data records is provided by Subsidiary Type Subsidiary Code and Account Component with the option to enter user specified comparisons at run time Step 15 According
42. 85 2__ Transaction Processing Step 21 This step processes the information for Invoices Control Groups Invoices and Invoices Line Items Under certain conditions records in the Transaction Control and Miscellaneous Vendor Name Ad dress files will be added Updates to certain fields in the parameters Invoices Control Groups Miscel laneous Vendor Name Address and Transaction Control files will occur Generalized routines are performed to do Prorata Set Up in Accounts Payable Post AP Transactions in Accounts Payable Compute Prorata Line Amount in Accounts Payable Calculate Estimated Freight in Accounts Payable Post Inventory Costs in Inventory Control do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger and Convert Calendar To Fiscal In General Ledger Records in the Invoices Line Items Invoices and Invoices Control Groups files will then be deleted Step 22 In preparation for performing a sort selection process on the Disbursements Control Groups informa tion this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 23 This step prevents CANCEL from canceling the current job Step 24 According to previously specified criteria this step actually performs the desired selection and or sort
43. Cancelled Checks Entry Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Accounts Payable User Manual 101 2__ Transaction Processing Data items for the preceding screen are described below Cash Account The system displays an upper case alphanumeric field up to 12 characters in length Supply the number of the cash account from which the check was paid The cash account defined in the Parameters file is supplied but you may change this default If General Ledger is part of your system this account must be on file in the General Ledger Chart of Accounts file The system displays the account description so that you may verify your entry Check No The system displays a positive number with up to 9 digits Furnish the check number If while using the Canceled Checks Entry function you inadvertently cancel the wrong check you can change the Canceled status of the check via the Outstanding Checks File Mainte nance function Check Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the check The entered da
44. Control Remaining Vendor Hash Total Current Hash and Hash Remaining Grand totals print at the end showing Journal Errors and Journal Warnings 72 Accounts Payable User Manual Transaction Processing APPX Demonstration Company 11 30 94 09 59 Hand Checks Journal Trx Vendor Control Group SRR 0011 Aug void checks Post Month Year 08 89 0001 00000010 Rainbow Signs Inc Rainbow Signs cancel payment Item Apply To Apl Type 168 90 00000303 08 13 89 08 89 Void 1010001001 PO No DR_Liab Discount CR_Retn Dir Amt Account 0001 675 SS Apply To Inv 168 90 00 4090000001WH sign cancel payment Line Item Totals gt LGG Page 1 Check Amt Check No Chk Date Mo Yr Status Cash Account Cash Sales Outlets Repairs and Maintnc Wholesale 0002 00000030 Mountain Air Conditioning Mountain AC void lost check Item Apply To Apl Type 9154 31 00005105 06 01 89 08 89 Void 1010001001 PO No DR Liab Discount CR Retn Dir Amt Account 2010001001 2030001001 2010001001 2030001001 2010001001 2030001001 102 8000 00 Mountain 109 Mountain 88071000 Mountain Apply To Inv 97979798 Air Conditioning Apply To Inv Air Conditioning Apply To Inv Air Conditioning 634 68 485 00 Line Item Totals gt 9119 68 9154 31 Cash Sales Outlets Sales Sales Sales Sales Sales Sales Accounts Payable Retention Payable Accounts Payable Retention Payable Accounts Payable Retentio
45. Diego SRR 00000060 11598 1 INV 08 05 89 Jones to Columbus SRR 00000060 11600 0 INV 08 09 89 Peters to Memphis SRR 00000060 11651 1 INV 08 09 89 VP to New York SRR 00000040 1006 INV 08 06 89 materials SRR 00000100 ER1009 INV 08 12 89 Aug expenses thru 8 10 SRR 00000090 ER1012 INV 08 12 89 Aug expenses thru 8 10 SRR 00000080 ER1005 INV 08 12 89 Aug expenses thru 8 10 SRR 00000010 L9980 INV 08 14 89 Office landscaping SRR 00000010 221 INV 08 14 90 New lobby plants SRR 00000060 11102 1 INV 08 14 89 Williams to Sacramento SRR 00000040 96215 INV 08 14 89 Materials SRR 00000010 P09844 INV 08 14 89 Yellow page ad SRR 00000090 ER1012 08 15 89 correct invoice amount SRR 00000040 34576 08 15 89 write off retention SRR 00000040 84700 08 15 89 write off retention MRC 00000080 12345678 08 12 94 Invoice Description SRR 00000040 5500 08 16 89 materials SRR 00000040 5500 08 16 89 stock SRR 00000040 5500 08 16 89 stock SRR 00000040 5500 08 16 89 Materials SRR 00000050 5501 08 16 89 belt repair SRR 00000050 5501 08 16 89 Drive repair SRR 00000050 5501 08 16 89 new hardware installation SRR 00000050 5501 08 16 89 New hardware installation SRR 00000070 5502 08 16 89 Monthly Policy Payment SRR 00000080 5503 08 16 89 travel expenses through 7 5 SRR 00000080 5503 08 16 89 July travel expenses SRR 00000010 5504 08 16 89 binders SRR 00000010 5505 08 16 89 convention room SRR 00000030 5506 08 16 89 misc materials SRR 00000030 5506 08 16 89 AC repair
46. During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Invalid Transaction Type PO Invoices Must Be Entered In PO W Miscellaneous Vendor Use Standard Entry to Enter Address W Processed Invoice Already on File Vendor Invoice Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Previous Image to go back to the Invoices Control Groups screen Select Next Record to go to the next Invoices record Select End to go to the next Invoices Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices file The screen shown below presents information about Invoices Line Items This file identifies and describes the invoice line items 96 Accounts Payable User Manual Transaction Processing 2 Figure 22 The Accounts Payable Invoice Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described b
47. Finally run the Close Month process to close Accounts Payable for the current month and prepare for the next month s processing Reports can be printed and inquiries used to supply information at any time during the month Purpose This manual provides instructions for using the Live Operations phase of the Accounts Payable ap plication Use this manual as a guide for performing day to day and monthly procedures The features described in this manual are included in the standard APPX Accounts Payable application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Contents In addition to an overview explaining the functions of the application this manual includes e Sample screen displays e Data field characteristics e Instructions and explanations for valid entries e Pertinent examples e Default sort sequences e Selection criteria for all outputs e Sample reports lists and inquiries 4 Accounts Payable User Manual General Information _1 Other Manuals The APPX User Manual provides general information about starting up your system making entries printing and using other features common to all APPX applications It also includes overviews of the operational and accounting concepts that characterize the design of all APPX accounting software Since the information contained in the APPX User Manual is not repeated in this or other APPX manu als
48. GL Distributions reports as well as the Transaction Control Report The following processing steps accomplish this job Step 1 This disposition type is used for all standard Accounts Payable reports Step 2 In preparation for performing a sort selection process on the Outstanding Checks information this step provides you with a default sequencing of data records by Cash Account Check Deposit and Check No with the option to change modifiable parameters at run time Selection of data records is provided by Cash Account Check Deposit Check No and Vendor with the option to enter user specified com parisons at run time Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Check Reconciliation report this step formats the Outstanding Checks informa tion The following data items are shown Check No Vendor Vendor Name Check Date Canceled Amount Outstanding Amount Void Check Amount and Deposit Amount As appropriate group headings appear whenever a change occurs in Cash Account or Check Deposit 144 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 10 20 LGG Page 1 Check Reconciliation Report Vendor No Vendor Name Chk Date Cancelled Outstanding Void Checks Deposit Cash Account 1010001000 Cash Corporate Deposits 00080910 DEPOSIT 08 09 94 Check
49. If the earned discount method is used the liability account is credited at the invoice amount Discounts are credited only if the liability is paid within the discount period Accounts Payable User Manual File Maintenance 4 L If the lost discount method is used the liability is automatically credited at the invoice amount less discount If the discount isn t taken the discount account is debited as a lost discount at the time the full invoice amount is paid See Appendix A of this manual for further information about discount methods Check Cntrl Same As Stock No The system displays Y Yes or N No The initial default value is N Indicate whether the system assigned check control number is required to be the same as the actual imprinted number on the preprinted check stock This field determines whether you want the numbers to match during the Check Creation procedure In either case when the checks are processed the stock number is assigned as the check number to use in identifying the check throughout Accounts Payable Correcting problems you may encounter during Checks Processing is often easier if the check control number is not required to be the same as the stock number Enter either Y Yes the check control number is the same as the stock number N No the check control number need not be the same Check Stub Rows Enter a positive number with up to 2 digits Indicate the number of rows a
50. If you are operating Accounts Payable without General Ledger you should supply the appropriate fiscal year during Initial Setup Current Calendar Month The system displays a positive number with up to 2 digits 188 Accounts Payable User Manual File Maintenance 4 During Initial Setup specify the first calendar month of live operation of your Accounts payable system In Live Operations the system displays the current calendar month If you are using 13 period accounting this field is blank Current Calendar Year The system displays a positive number with up to 2 digits During Initial Setup you will specify the first calendar year of live operation of your Ac counts Payable system In Live Operations the system displays the current calendar year If you are using 13 period accounting this field is blank Number of Accounting Periods The system displays a positive number with up to 2 digits Indicate the number of months in your fiscal year An entry of 12 means you operate on a calendar month basis and Start Fiscal Month determines the first month of your fiscal year An entry of 13 means you operate on a 13 period basis If General Ledger is part of your system the number of periods is supplied for you and you cannot change it Start Month of Fiscal Year The system displays a positive number with up to 2 digits Identify the first month of your fiscal year For example if your fiscal year runs
51. May Not Change Data Entered By the Original Operator E You May Not Edit Machine Generated Checks Press ENTER to continue to the next screen Select Next Record to go to the next Disbursements Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Disbursements Control Groups file This screen may optionally be used to display information about Hand Check Control Groups You will only see this screen if you entered N to use Transaction Control in your Parameters file Figure 9 The Accounts Payable Hand Check Operator ID Screen Accounts Payable User Manual 35 2__ Transaction Processing When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for ano
52. SRR 0007 06 13 90 15 41 Aug invoices thru 8 10 TAP INVOICES SRR 0008 06 13 90 15 41 Aug invoices 8 10 8 15 Accounts Payable User Manual 155 3___ Monthly Processing Option 9 1099 Forms This job prints the IRS form 1099 MISC The following processing steps accomplish this job Step 1 Use this function to enter the year and Federal ID number for the 1099 forms On the following pages the screen displayed by this function is shown Figure 35 The Accounts Payable 1099 Forms Screen Data items for the preceding are described below Federal ID Number Enter an alphanumeric field up to 20 characters in length This field is required Supply the Federal ID Number to use for printing 1099 forms Reporting Year Enter a positive number with up to 2 digits Specify the year for which 1099 forms are to be printed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 156 Accounts Payable User Manual Monthly Processing _3 E Must Enter Reporting Year Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Vendors information this step provides you with a default sequencing of data records by Vendor Alpha and Vendor giving additional sort order choice by Vendor Type with the option t
53. Step 24 In order to print the Accounts Payable Transaction Control Report this step formats the Transaction Control information The following data items are shown Application File Posted Operator ID Control No Amount Posted Last Trx Posted Date Time Journal Code Description Operator Exclu sive Control Total Hash Total Number of Trx Number of Errors and Number of Warnings 154 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 10 23 LGG Page 1 Accounts Payable Transaction Control Report Appl File Control Group Amt Posted Last Tx Date Time Description Op Exc Ctrl Total Hash Total Trx Errors Warnings TAP ADJUSTMENTS SRR 0001 06 14 90 09 13 Aug adjustments thru 8 15 TAP DISBURSEMENTS SRR 0001 03 28 90 11 00 June checks TAP DISBURSEMENTS SRR 0002 03 28 90 16 00 June check run TAP DISBURSEMENTS SRR 0004 04 02 90 09 50 July check run TAP DISBURSEMENTS SRR 0007 06 13 90 16 30 Aug checks thru 8 15 TAP DISBURSEMENTS SRR 0008 08 09 94 16 49 Aug 1st check run TAP INVOICES MRC 0015 08 09 94 16 43 Invoice entry TAP INVOICES SRR 0001 03 28 90 10 17 June invoices TAP INVOICES SRR 0002 03 28 90 16 16 RECURRING PAYMENTS TAP INVOICES SRR 0003 03 30 90 14 26 July invoices through 7 15 89 TAP INVOICES SRR 0004 03 30 90 14 27 July invoices through EOM TAP INVOICES SRR 0006 03 30 90 14 27 RECURRING PAYMENTS TAP INVOICES
54. Step 7 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account Account Component or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Account Total Amount and Amount Total Grand totals print at the end 146 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 10 21 LGG Page 1 Purchases GL Distributions Op Ctrl Trx Vendor Inve Chk Trx Date Description Credits Net Change Post Month Year 08 89 Account 1030002000WH Accts Rec Canadian Corp Whls MRC 15 0001 00000080 Sam Jones 12345678 INV 08 12 94 This is a test 1000 00 Current Month Totals gt 1000 00 1000 00 Beginning GL Balance gt 117433 40 Account Total gt 118433 40 Account 2010001001 Accounts Payable Sales MRC 1 SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 0001 00000080 Sam Jones 12345678 INV 08 12 94 Invoice Description x 00 0001 00000020 Pool
55. Sub Code Totals gt 00000060 Travel Planners 08 01 89 Jones to DC 00000060 Travel Planners 08 05 89 Jones to Columbus 00000080 Sam Jones ER1005 08 12 89 Aug expenses thru 8 10 Sub Code Totals gt PETERS 0009 00000060 Travel Planners 08 09 89 Peters to Memphis 0002 00000090 George Peters ER1012 08 12 89 Aug expenses thru 8 10 0001 00000090 George Peters ER1012 08 15 89 correct invoice amount de WILLIAMS 0007 00000060 Travel Planners 11562 0 08 04 89 Williams to San Diego 0001 00000100 Kris Williams ER1009 08 12 89 Aug expenses thru 8 10 1156 33 0006 00000060 Travel Planners 11102 1 08 14 89 Williams to Sacramento 386 10 Sub Code Totals gt Sub Type GL Totals gt Grand Totals gt 132 Accounts Payable User Manual Monthly Processing _3 Step 6 In order to print the Accounts Payable Summary Subsidiary Distributions this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsidiary Type When totals are specified the following items are accumulated Debit Amount To tal Credit Amount Total and Net Change Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 10 15 LGG Page Accounts Payable Summary Subsidiary Distributions Sub Code i Credits Net Change Sub Ty
56. The operator ID of the operator who entered the control group is displayed Control No The system displays a positive number with up to 4 digits Supply the control number of the record you want to edit File The system displays an upper case alphanumeric field up to 4 characters in length The originating file is identified The valid values and their meanings are ADJ Adjustments INVC Invoices CHCK Hand Void Machine Checks 66 Accounts Payable User Manual Transaction Processing 2 Description The system displays an alphanumeric field up to 30 characters in length The description of this group is displayed Print Journal Enter Y Yes or N No The initial default value is Y This field is required Enter N if you want to delay printing the journal for any reason Post Now Enter Y Yes or N No The initial default value is Y This field is required Enter N if you want to delay posting for any reason Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y if the journal has been printed and has no errors otherwise an N is displayed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Control Group Can Only Be
57. This function is used to enter information about the status of a Control Group of checks allowing you to approve delete renumber reprint cancel or void and cancel one or more checks in the Control Group 272 Accounts Payable User Manual Check Processing 6 Under normal conditions you would use this function only once during each check cycle to approve the entire range of printed checks However sometimes you may encounter situations where revisions are necessary For example you may have created check records for vendors that you really did not want to pay at this time or the check stock may have jammed in the printer midway during the physical printing of the checks This function allows you to make changes during the check cycle and provides a printed audit list of all changes To make change to check records that HAVE NOT been printed your options are e Delete a range of check records e Renumber a range of check records e Delete and renumber check records To make changes to check records that HAVE been printed your options are e Approve the printed checks or a range of checks e Renumber a range of checks e Reprint a range of checks which require approval after reprinting e Cancel or Void and Cancel a range of checks You can review on line documentation for any field at any time by positioning the cursor at that field and selecting the Help option On the following pages the two screens displayed by this functio
58. a date and time YMDHMSH This field is required In ADD mode this field will automatically be saved from one record to the next Provide the approximate date and time when this check was posted The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Application Type E Invalid Check Number E Vendor Number Not on File Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Next Record to go to the next Outstanding Checks record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Outstanding Checks file Accounts Payable User Manual 201 4 File Maintenance Option 7 Descriptions Use this function to edit the standard descriptions used throughout the Accounts Payable application When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the three screens displayed by this function are shown The screen
59. again to save the infor mation on this screen Step 2 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Transaction Number with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No and check Status with no option to enter selection criteria at run time Step 3 This disposition function is used when printing checks Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step prevents CANCEL from canceling the current job Step 6 In order to print the report requested this step formats the Disbursements and Disbursements Line Items information The following data items are shown Vendor Check Date Check Control Number Apply to Invoice Date Description Dr Liability Checks Adjustment Amount and Checks Payment Amount Option 6 Checks Approval Revision Use this function to approve printed checks or make changes to either printed or unprinted checks The checks selected for approval and revision are not actually updated until the system verifies the selec tions and prints a Checks Revision List If the function is canceled any time prior to printing this list the selections will not be incorporated See Appendix B for more details The following processing steps accomplish this job Step 1
60. appear on the screen after you have completed the invoice information Enter an upper case alphanumeric field up to 8 characters in length You can use Scan to search for an appropriate entry If applicable furnish the purchase order number If you have the Purchase Orders applica tion and this is a valid PO number you must enter the invoice through the Purchase Orders application If this invoice includes a prepayment identify the PO number entered on the Hand Check posted for the prepayment This is necessary to ensure that the prepayment is tracked prop erly Invoice Number 94 Enter an upper case alphanumeric field up to 8 characters in length This field is required Supply the number of the invoice debit memo or credit memo Accounts Payable User Manual Transaction Processing 2 Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this invoice This description prints on the stub of machine checks as well as on various reports throughout Accounts Payable Invoice Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the invoice The Invoice Amount is calculated as follows Amount Subtotal Prepayment Freight Tax Other For a credit memo enter a negative amount Invoice Date Enter a date YMD This field is required Supply the date of the invoice This date is
61. continue to the next screen Select Next Record to go to the next Invoices Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoice Control Groups file The screen shown below presents information about Invoices This file contains information that applies to the entire invoice such as vendor invoice amount in voice date and due date Figure 5 The Accounts Payable Invoices Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system displays a positive number with up to 4 digits Accounts Payable User Manual 19 2__ Transaction Processing A sequential transaction number is supplied for each detail record This number is printed on the journal and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The transaction number is printed on many reports and inquiries throughout Accounts Payable Description
62. current Approval Revision selections Warnings are issued if a check is designated as both Approve and Reprint check is designated as both Cancel and Reprint check is designated as both Approve and Cancel check is printed but has no approval or revision designation check has a Check Stock number not matching the Check Control number printed check has been renumbered but is not designated for reprinting check number has previously been used Accounts Payable User Manual 285 6 Check Processing Step 4 This step conditionally allows a job to branch forward or backward to any sequence number in the list of functions in the job Step 5 This function sorts the Check records by Operator ID Control Number and Transaction Number Step 6 This disposition type is used for all standard Accounts Payable reports Step 7 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 8 This step prevents CANCEL from canceling the current job Step 9 In order to print the Checks Approval Revision List this step formats the Current Check Run informa tion The following data items are shown Transaction Number Vendor Check Control No Check Stock No Check Amount Original check Control No Original Check No and whether the check is Void and Canceled The check control number is shown under the appropriate designation heading fo
63. default value is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct Accounts Payable User Manual 105 2__ Transaction Processing Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used For Checks Posting E This Control Group May Not Be Edited Posting Was Started E You May Not Change Data Entered By the Original Operator E You May Not Edit Machine Generated Checks Press ENTER to continue to the next screen Select Next Record to go to the next Disbursements Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Disbursements Control Groups file This screen may optionally be used to display information about Disbursement Control Groups You will only see this screen if you entered N to use Transaction Control in your Parameters file Figure 26 The Accounts Payable Void Check Operator ID Scree
64. for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journal tracked on the Transaction control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Accounts Payable User Manual 49 2__ Transaction Processing The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments Control Groups file The screen shown below presents information about Adjustments This file contains adjustments to an invoice balance The GL distribution is always to the liability account in the amount of the adjustment with an offsetting distribution to the account entered Figure 15 The Accounts Payable Adjustments Screen When the key value for a particular record is requested
65. for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the two screens displayed by this function are shown The screen shown below presents information about Parameters Accounts Payable User Manual 187 4 File Maintenance Figure 44 The Accounts Payable Parameters Screen Part 1 of 2 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Current Fiscal Month The system displays a positive number with up to 2 digits If General Ledger is a part of your system the fiscal month is supplied for you and you cannot change it If you are operating Accounts Payable without General Ledger you should supply the appropriate fiscal month during Initial Setup Current Fiscal Year The system displays a positive number with up to 2 digits If General Ledger is a part of your system the fiscal year is supplied for you and you cannot change it
66. formats the Disbursements and Disbursements line Items information The following data items are shown Trx No Vendor Name Check Amount Check No Check Date Post Month Year Hand Check Status Cash Account Description Check Line No Apply To Apply Type PO No Dr Liability Discount Amount Cr Retention Direct Amount Account Subsidiary Type and Code Retention Account Liability Total CR Discount Total CR Retention Total Direct Total and Line Items Total As appropriate group headings appear when ever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Active Check Totals Liability Total CR Discount Total CR Retention Total Direct Total Line Items Total Check Total Control Total Current Control Control Remaining Vendor Hash Total Current Hash and Hash Remaining Grand totals print at the end showing Journal Errors and Journal Warnings Step 9 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 10 According to previously speci
67. function displays a warning to the operator if any errors were encountered during posting or pro cessing 64 Accounts Payable User Manual Transaction Processing 2 Option 10 Consolidated Processing The following menu appears when you select the Consolidated Processing option from the Transaction Processing menu and allows you to select from four different options Figure 16 The Accounts Payable Consolidated Processing Menu Edit Unposted Control Groups You can use this function to edit the Print Journal and Post Now questions on all control group records of outstanding transactions On the following pages the screen displayed by this function is shown The screen shown below presents information about Control Groups Accounts Payable User Manual 65 2__ Transaction Processing Figure 17 The Accounts Payable Unposted Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable
68. had their journal printed without error Hand Checks and Void Checks must also have been selected to Post Now in the control group record The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Disbursements Control Groups informa tion this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all posting functions Step 3 This step prevents CANCEL from canceling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process 290 Accounts Payable User Manual Check Processing 6 Step 5 This step processes the information for Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Disbursements Control Groups Disbursements Disbursements Line Items and Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 6 This step processes the information fo
69. is a standard Accounts Payable invoice 2 Retention The invoice reflects the retention payable portion of an invoice Press ENTER to continue to the next screen The screen below presents additional information about Descriptions 204 Accounts Payable User Manual File Maintenance 4 Figure 48 The Accounts Payable Descriptions Screen Part 2 of 3 Data items for the preceding screen are described below Value The numbers displayed in this field represent the standard monetary amounts which you need to define for the system Description Enter a description for each dollar value e g In English the value 30 would have THIRTY as its description Currency Description Describe the basic currency unit e g In the U S the Currency Description is DOLLAR Fractional Divisor Enter the standard number by which the unit is divisible e g The Divisor for the U S is 100 Press ENTER to continue to the next screen The screen below presents additional information about Descriptions Accounts Payable User Manual 205 4 File Maintenance Figure 49 The Accounts Payable Descriptions Screen Part 3 of 3 Data items for the preceding screen are described below FIPS State Abbreviation Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able This field is required Supply the FIPS Federal Information Processing Standard state abbreviation
70. number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter the amount of the check For normal hand checks the amount is positive for void checks enter a negative amount Description Enter an alphanumeric field up to 30 characters in length Describe this particular hand or void check For Void Checks the system displays the vendor s name You may change this default Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Designate the cash account which the check was written against The cash account defined in the Parameters file is defaulted but may be changed This account is credited by the amount of the check The check amount for a Void check is normally negative and thus a debit to the Cash Account If the General Ledger application is part of your system the account number must be on file in the Chart of Accounts file The system displays the account description so you may verify your entry Accounts Payable User Manual 109 2__ Transaction Processing Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify
71. process Step 7 This step processes the information for Transactions Under certain conditions records in the Trans action History file will be added Records in the Unpaid Invoices and Transactions files will then be deleted Step 8 This step processes the information for Parameters Updates to certain fields in the Parameters file will occur Step 9 This step processes the information for Processed Invoices Records in the Processed Invoices and Miscellaneous Vendor Name Address files will then be deleted Step 10 This step processes the information for Outstanding Checks Records in the Outstanding Checks file will then be deleted Step 11 This step processes the information for Vendor History and Vendor History by Month Records in the Vendor History by Month and Vendor History files will then be deleted Step 12 This step processes the information for Vendors Updates to certain fields in the Vendors file will occur Step 13 In preparation for performing a sort selection process on the Transactions History information this step provides sequencing of data records by Customer Apply To and Invoice Due Date with no op tion to change the sequence at run time 162 Accounts Payable User Manual Monthly Processing _3 Step 14 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 15 This step processes the information for Transactions History Record
72. shown below presents information about Descriptions The Accounts Payable application uses transaction types invoice types pay status currency values and state abbreviations to define transactions Each of these types has an associated description which is displayed on various entry screens and reports The description can be changed however the mean ings associated with each type cannot be changed For example the first transaction type on the screen is designated as an Accounts Payable invoice transaction You can enter any description you like in this first field but when you assign a transaction type of 1 to an entry the system assumes it to be an invoice that was entered through the Accounts Payable application Figure 47 The Accounts Payable Descriptions Screen Part 1 of 3 Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN 202 Accounts Payable User Manual File Maintenance 4 key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data items for the preceding screen are described below Transaction Type Description Enter an alphanumeric field up to 21 characters in length
73. step formats the Summarized Distribu tions information The following data items are shown Post Year Post Month GL Account Descrip tion Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 59 LGG Page Accounts Payable Journal Summary Account Account Name Trx Date i Credits 2010001001 Accounts Payable Sales 08 20 89 2030001001 Retention Payable Sales 08 20 89 4100000001WH Promotion Advertising Wholesl APAJ 08 20 89 Grand Totals gt Option 7 Invoices Post Use this function to post Invoices groups that have had their journals print without error and which have been selected to Post Now within the control group header record The following processing steps accomplish this job Step 1 This function identifies the application that created the invoice control group Step 2 In preparation for performing a sort selection process on the Invoices Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all posting functions Step 4 This step prevents CANCEL from canceling the current job Accounts Payable User Manual 61 2__ Transaction Processing
74. the Check Control number is displayed in the Approve column Reprint If the printed check record is designated as Reprint the Check Control number is displayed in the Reprint column Cancel Void If the printed check record is designated as Cancel Void the Check Control number is displayed in the Cancel Void column The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Approve Reprint or Void Checks that are Not Printed E Delete and Forget Option for Unprinted Checks Only E Inquire Mode only Allowed on Check Line Items E Option Not Allowed Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Previous Image to go back to the Disbursements Control Groups screen Select Cancel to cancel all entries and changes to these checks and return to the Check Processing menu At this screen the use of the MODE keys INQ pertain to those records in the Check Detail file On the following pages the six screens displayed by this function are shown If you select the Delete and Forget option the screen shown below allows you to delete and forget check records before they are printed For example assume that you have mistakenly created check records for vendors
75. the checks can be posted If a printed check is not approved it should be designated as Canceled Void or Reprint 280 Accounts Payable User Manual Check Processing 6 Figure 67 The Accounts Payable Approve Option Screen Data items for the preceding screen are described below Approve Start Enter a positive number with up to 4 digits Under normal conditions you need only to approve your entire range of checks and move on to printing the Checks Journal For example if all checks records 1 149 are processed and printed correctly approve range through 149 Under other unusual conditions it may be necessary to approve a portion of the checks and renumber reprint or cancel the remainder After you determine the range of check records you want to approve enter the transaction number of the first check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number Approve End Enter a positive number with up to 4 digits After you determine the range of check records you want to approve enter the transaction number of the last check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below
76. the invoice usually contains information about any discount the vendor may offer as an incentive to pay the invoice in a timely fashion and when the total amount of the invoice is due the terms of the invoice the products or services purchased and the amount of freight or tax attributed to the purchase The debt or liability is recorded into Accounts Payable when you enter the invoice Normally when you post an invoice the system credits or increases the balance in a liability account Examples of liability accounts are Interest Payable Income Tax Payable Mortgages Payable and Accounts Pay able The corresponding debit amount usually increases the balance in some type of expense inven tory or work in process account If General Ledger is part of your system Accounts Payable Postings also update the General Ledger balances providing you with up to date financial information The following T charts show the effect of the posting of a 180 00 invoice for a telephone bill DR Telephone Expense CR DR Accounts Payable CR 180 00 180 00 Sometime after the invoice has been received and entered but before the due date of the invoice you should pay the vendor for the purchase Using Accounts Payable you can pay the vendor by one of two different methods The first method is called a manual or hand check A hand check is either typed or hand written sent to the vendor and then recorded into the Accounts Payable application thro
77. the month to which these transaction are to be posted The current month defined in the Parameters file is supplied If you want to post to a prior or future month you may change it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Your options are 1 13 Calendar month or fiscal period if you are using 13 period accounting EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Enter the year to which these transactions are to be posted If you are using 12 month ac counting this is the calendar year if you are using 13 period accounting this is the fiscal year The year defined in the Parameters file is supplied if you want to post to a prior or future period you may change it The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below mmm ma ma m Cannot Post to a Heading Account Cannot Post to a Summary Account Cannot Post to the 13th Month in a 12 Month Fiscal Year Check No Must Be Entered Invalid Application Type Option Not Allowed W Check Amount Has Not Been Entered W Check Number Not on File in Outstanding Checks File W Outstanding check Not on File W Post Month Is Pr
78. the screen displayed by this function is shown The screen shown below allows you to edit the pay status of all invoices for the given vendor Figure 60 The Accounts Payable Edit Pay Status Vendor Screen Data items for the preceding screen are described below Vendor Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Supply a number to identify the vendor record to edit The system displays the vendor s name so that you can verify your entry Pay Status Enter an upper case alphanumeric field 1 character in length Valid entries are N T H and D This field is required Enter a 1 character pay status code form the Descriptions file This entry does not change the pay status established for the vendor in the Vendors file The status code will apply to all invoices which are due for this particular vendor The system displays the corresponding pay status description next to the code Valid codes and standard descriptions are N Normal Use the payment terms as defined in the terms file T Take Discount Take the discount regardless of the payment terms H Hold Place payment on Hold until released by changing to N or T D Disputed Same as Hold status by payment is in dispute Accounts Payable User Manual 263 6 Check Processing Pay Date Enter a date YMD Enter a pay date that appl
79. to previously specified criteria this step actually performs the desired selection and or sort ing process Step 16 In order to print the Accounts Payable Detail Subsidiary Distributions this step formats the MTD Postings information The following data items are shown Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description and Amount As appropriate group headings appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsid iary Type When totals are specified the following items are accumulated Amount Total Grand totals print at the end 142 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 LGG Page Accounts Payable Detail Subsidiary Distributions Vendor Inve Chk 00000050 Hardware Services Inc 08 05 89 equipment repair 625 88 00000050 Hardware Services Inc 08 07 89 belt repair 432 81 00000060 Travel Planners 08 09 89 VP to NY 1125 60 00000010 Miscellaneous Supplier 08 07 89 1215 60 Sub Code Totals gt 00000060 Travel Planners 11596 1 08 01 89 Jones to DC 985 60 00000060 Travel Planners 11598 1 08 05 89 Jones to Columbus 742 50 00000080 Sam Jones ER1005 08 12 89 Aug expenses thru 8 10 1216 90 Sub Code Totals gt PETERS 0009 00000060 Travel Planners 11600 0 08 09 89 Peters to Memphi
80. to view information about the last invoice last payment and outstanding balance for a vendor In order to print the Vendor Activity Inquiry this step formats the Vendors information The follow ing data items are shown Vendor Name Phone Telefax Number Contact Balance Last Purchase Credit Limit Last Invoice Number Retention Last Invoice Amount Last Payment Date Last Check Number Last Check Amount and Comment A sample output is shown below ESOS OO Goong Vendor Activity Inquiry pH dr O ro re Vendor 00000020 Pool and Associates Phone 206 555 4778 FAX 206 555 4777 Contact Susan White Balance 910 00 Last Invoice Date 08 02 89 Credit Limit 100000 Last Invoice Number 9852 6 Retention 00 Last Invoice Amount 2410 00 Last Payment Date 08 16 89 Last Check Number 5508 Last Check Amount 4514 91 Comment Advertising agency for media advertising Option 15 Transaction Control Inquiry Use this function to view Transaction Control information The following processing steps accomplish this job Step 1 This function checks to see whether the end user has chosen to use the Transaction Control option before executing any function that requires the file Step 2 In order to print the Accounts Payable Transaction Control Inquiry this step formats the Transaction Control information The following data items are shown Application File Posted Operator ID Control No Date Time Journal Code Description
81. transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Accounts Payable User Manual 33 2__ Transaction Processing Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of invoices Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of checks This description will appear on the Transaction Control report and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry is balanced against the running total kept by the system as entries are made Enter the adding machine total of all check amounts to be entered The system will display the run ning total of amounts entered in the Current field and the balance remaining is sh
82. used to determine the due date of the invoice Prepayment Freight Tax Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If applicable enter the amount that was prepaid on this invoice If a prepayment amount is entered a purchase order number must also be entered This amount is credited to the pre paid account identified in the Parameters file See Appendix A for further information about prepayments Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter any freight charges associated with the invoice Any amount entered in this field is prorated over all the line items whose Prorate field is set to Y Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of any tax applicable to the invoice Any amount entered in this field is prorated over all the line items whose Prorate field is set to Y Accounts Payable User Manual 95 2__ Transaction Processing Other Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If there are any miscellaneous charges that you want to be distributed over the line items enter the amount in this field Any amount entered here is prorated over all the line items whose Prorate field is set to Y The entered data is validated
83. when you select the Special Processing option from the Transaction Pro cessing menu and allows you to select from four different options Figure 18 The Accounts Payable Special Processing Menu Invoices Rapid Entry You can use this function to enter an edit vendor invoices with a minimal amount of data entry In voices entered using rapid entry can also be edited through standard invoice entry The following pro cessing steps accomplish this job Step 1 This function identifies the application that created the invoice control group Step 2 Unlike the standard Invoices Entry most data is defaulted in rapid entry and you are required to enter only key items Thus invoices can be entered more quickly Rapid Entry however does not permit entry of miscellaneous vendor name and address information sub type and sub code data or purchases of inventory items Each group of invoices includes a control group record and a series of one or more invoices each with any number of line items Journalize and post these invoices in the same way as invoices entered through normal entry On the following pages the four screens displayed by this function are shown 88 Accounts Payable User Manual Transaction Processing 2 The screen shown below presents information about Invoices Control Groups When you enter invoices you see only one of the two possible screens for Invoice Control Groups Which screen you see depends on how you answ
84. x 07 10 89 05 19 89 108 advertising 5 06 22 89 04 15 89 112 brochure development r 06 01 89 06 25 89 18547 catalog layout f i 08 16 89 07 12 89 19066 Summer promotion x A 08 16 89 07 29 89 19101 Press release i 5 08 16 89 05 19 89 202 ads 4 06 01 89 04 02 89 203 brochures i 06 01 89 06 15 89 40512 Summer magazine ad 07 10 89 06 10 89 89061000 Advertising Retainer 3 07 10 89 07 10 89 89071000 Advertising Retainer r 08 16 89 08 02 89 9852 6 brochure 04 10 89 98566 mailers 3 06 01 89 08 10 89 9877DEP deposit on mailer production 04 01 89 AD576 0 Ad development s 04 25 89 04 08 89 AT998 ad printing A F 04 08 89 03 10 89 BROCH Product brochures F 3 03 25 89 04 06 89 LOGO Logo brochures development 04 25 89 Vendor 00000030 Mountain Air Conditioning 05 07 89 102 new unit 5 06 01 89 07 30 89 10256 misc materials x y 08 16 89 04 20 89 109 repairs gt 06 01 89 07 30 89 2215AC AC repair 3 x 08 16 89 04 25 89 56 Repair 5 05 10 89 06 12 89 6621 repair 07 10 89 05 15 89 88070100 unit installation 05 10 89 88071000 unit installation x 06 01 89 07 01 89 89070100 Quarterly AC Maintenance 07 10 89 03 08 89 AT8899 equipment test 5 03 08 89 03 08 89 AT9977 equipment check g 03 08 89 05 06 89 PL345 Repair HVAC 07 10 89 06 27 89 PM0689 maintenance a 3 07 10 89 07 28 89 PM0789 July maintenance 7 08 16 89 232 Accounts Payable User Manual Reports and Inquiry _5 Option 4 Transaction Histo
85. your installation as well as the specific way in which the applications inter act will be determined by the specialized needs of your company Information contained in the master files of one application may be accessed modified updated or ever entered from another application This eliminates the need for duplication in entering and storing information thereby saving valuable computer storage space and increasing accuracy Accounts Payable may be installed as a stand alone application or as part of a system that includes General Ledger Budget Analysis General Subsidiary Accounts Receivable Inventory Control Pur chase Orders Order Entry Commission Accounting Fixed Assets and Sales Analysis In a multi application system data can be exchanged between applications Depending on system configuration Accounts Payable receives postings from the following applica tions Accounts Receivable e Customer Refunds Commission Accounting e Commission Transfers Purchase Orders e Prepayments e Invoices Accounts Payable User Manual 11 1 General Information Although Accounts Payable receives customer refund information from Accounts Receivable and commission data from Commission Accounting its presence is not required for operation of those ap plications Operation of Purchase Orders on the other hand does require Accounts Payable Informa tion from Accounts Payable is sent to General Ledger and Inventory Control However
86. 00 987 66 2296 Kris Williams 1212 Newport Way Chicago IL 65411 Grand Totals gt Option 11 GL Distributions Inquiry This inquiry shows the monthly Accounts Payable postings integrated with General Ledger The GL Distributions records are maintained in the MTD postings file When you close the accounting period that is equal to the post month and post year of the distributions record the record is deleted The following processing steps accomplish this job Step 1 This function cancels the GL Distributions Inquiry if GL does not exist Step 2 In order to print the General Ledger Distributions Inquiry this step formats the Chart of Accounts and MTD Postings information The following data items are shown Account Number Description Op Accounts Payable User Manual 159 3__ Monthly Processing erator ID Vendor No Invoice Check No Transaction Type Abbreviation Transaction Date Amount and Amount Total A sample output is shown below kkkkkkkkkkkkkkkkkkkk k x GL Distributions Inquiry 5 rrr re Account 2010001001 Accounts Payable Sales OpID Vendor Invc Chck Trx Date Description SRR 00000020 9852 6 INV 08 02 89 brochure SRR 00000030 10256 INV 07 30 89 misc materials SRR 00000050 03056 INV 08 05 89 equipment repair SRR 00000050 05981 INV 08 07 89 belt repair SRR 00000030 2215AC INV 07 30 89 AC repair SRR 00000060 11596 1 INV 08 01 89 Jones to DC SRR 00000060 11562 0 INV 08 04 89 Williams to San
87. 00 Accounts Payable User Manual Examples of Transaction Postings Appendix A DR Inventory Costs CR DR Estimated Freight CR 2 00 2 00 Discounts You can use two different discount methods in Accounts Payable Discounts Earned and Discounts Lost The method you choose affects how both invoices and checks post in your system The discount is expensed separately under the Lost method while the discount is expensed with the purchase under the Earned method Using Discounts Earned you never see any discount amounts unless payment is made BEFORE the discount due date On the other hand if you use Discounts Lost you never see discount amounts unless payment is made AFTER the discount due date Discounts Earned The Discounts Earned method assumes that you take discount if you are able but recognizes that you cannot say with certainty that you ALWAYS qualify for any discount Therefore when you qualify for a discount it is earned As a result using the Discounts Earned method invoices in your Accounts Payable post the total amount of the invoice ignoring the calculated discount amount The discount amount if any is posted during the checks post Assume an invoice of 500 00 for maintenance sup plies with the following details Invoice Amount 500 00 Discount 2 Subtotal 500 00 Disc Amt 10 00 Disc Basis 500 00 Disc Due 02 08 90 Invoice Post DR Accounts Payable CR DR Maintenance Exp CR 500 00 500 00 Accou
88. 0000090 George Peters ER1012 ADJ 08 15 89 correct invoice amount SRR 1 0002 00000040 Albert Materials Inc 34576 ADJ 08 15 89 write off retention SRR 1 0003 00000040 Albert Materials Inc 84700 ADJ 08 15 89 write off retention Current Month Totals gt r A 24 00 Beginning GL Balance gt 133548 69 Account Total gt 133524 69 Account 2030001001 Retention Payable Sales SRR 1 0002 00000040 Albert Materials Inc 08 15 89 write off retention SRR 1 0003 00000040 Albert Materials Inc 08 15 89 write off retention Current Month Totals gt 124 00 Beginning GL Balance gt 1458 00 Account Total gt Account 4110000001MA Travel amp Entertainment Sales SRR 1 0001 00000090 George Peters ER1012 ADJ 08 15 89 correct invoice Current Month Totals gt 100 00 Beginning GL Balance gt 24530 41 Account Total gt 24630 41 Post Month Year 08 89 Totals Grand Totals Step 16 In order to print the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end Accounts Payable User Manual 151 3__ Monthly Processing
89. 030 Mountain Air Conditioning 00005210 04 02 90 09 50 55 45 07 10 89 00000090 George Peters 00005211 04 02 90 09 50 56 00 07 10 89 00000020 Pool and Associates 00005212 04 02 90 09 50 57 14 07 10 89 00000100 Kris Williams 08906051 08 09 94 16 49 13 59 08 16 89 00000040 DEPOSIT 08906051 08 09 94 16 49 14 05 08 16 89 00000050 DEPOSIT 08906051 08 09 94 16 49 14 09 08 16 89 00000070 DEPOSIT 08906051 08 09 94 16 49 14 11 08 16 89 00000080 DEPOSIT 08906051 08 09 94 16 49 14 14 08 16 89 00000010 DEPOSIT 08906051 08 09 94 16 49 14 16 08 16 89 00000010 DEPOSIT 08906051 08 09 94 16 49 14 18 08 16 89 00000030 DEPOSIT 08906051 08 09 94 16 49 14 21 08 16 89 00000090 DEPOSIT 08906051 08 09 94 16 49 14 24 08 16 89 00000020 DEPOSIT AAaAaAaAAAANAAAAANAAAANAAAANAAAAAAANAAAAAAAAAAAAAAANAAAAANAAAAA ZZZZZZZZZZZZZZZZZZZKZZZZZZZZZZZZZZZZZZZZZZZZZZZZ ZZZZZZZZZKKKZZKKZKZKZZKKZKKKKKKKKKKKZKKZKKKKZZKK Ct a t a a a a oo oo a oo oo ol a Accounts Payable User Manual 215 4 File Maintenance Option 14 Descriptions List This function prints the contents of the Description file The following processing steps accomplish this job Step 1 This disposition type is used for all lists of master file information Step 2 In order to print the Descriptions List this step formats the Descriptions information The following data items are shown Transaction Type Transaction Type Abbreviation Apply Type Description Pay Status Code Pay Status Description Inv
90. 06 20 89 541 30 856 PMT SRR 704 06 20 89 06 20 89 541 37 856 SRR 704 06 20 89 06 20 89 541 37 89121000 INV SRR 89121000 04 28 89 04 28 89 600 00 89121000 PMT SRR 5206 07 10 89 07 10 89 600 00 90011000 INV SRR 90011000 05 08 89 05 08 89 200 12 90011000 PMT SRR 5207 07 10 89 07 10 89 200 12 987987 INV SRR 987987 05 10 89 05 30 89 1500 00 987987 PMT SRR 5104 06 01 89 06 01 89 1500 00 HO 88 INV SRR HO 88 05 03 89 06 03 89 156 50 HO 88 PMT SRR 5208 07 10 89 07 10 89 156 Vendor Totals gt 252 Accounts Payable User Manual Chapter 6 Check Processing 6 Check Processing This menu contains the functions for preparing creating and printing computer generated checks Refer to Appendix B of this manual for a graphic representation of the Check Processing Cycle Figure 56 The Accounts Payable Check Processing Menu Option 1 Cash Requirements Report Use this function to print the Cash Requirements Report It provides a list of invoices due based on the date of the current check run the date of the next check run and the pay status It lists all unpaid invoices and extends all invoices eligible for payment This report may be reprinted to reflect any pay status changes Warnings are issued to avoid duplicate payments The following processing steps accomplish this job Step 1 This function is used to enter the Cash Requirements Report maximum check amount check date and following check printing date The function uses th
91. 16 89 Hardware Services Inc 0003 00000010 Miscellaneous Supplier 08 07 89 expenses for interview 2 60 0003 00000070 Insurances Unlimited 08 16 89 Insurances Unlimited 0004 00000040 Albert Materials Inc 08 11 89 packing materials x 55 0004 00000080 Sam Jones 08 16 89 Sam Jones 0005 00000010 Miscellaneous Supplier 08 16 89 binders 22 0006 00000010 Miscellaneous Supplier 08 16 89 convention room 0007 00000030 Mountain Air Conditionin 08 16 89 Mountain Air Condition x 00 0008 00000090 George Peters 08 16 89 George Peters 0009 00000020 Pool and Associates 08 16 89 Pool and Associates 91 0010 00000060 Travel Planners 08 16 89 Travel Planners 0011 00000100 Kris Williams 08 16 89 Kris Williams A 68 owon uoo Current Month Totals gt 4 55 53303 55 Beginning GL Balance gt 2148193 22 Account Total gt 2094889 67 Accounts Payable User Manual 139 3___ Monthly Processing Step 9 In order to print the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 10 19 LGG Page 1 Disbursements GL D
92. 2 digits to the right of the decimal Designate the amount of discount earned or lost The discount method is set up in your Pa rameters file If you are using the Discount earned E method enter the amount to be credited to the dis counts earned income account if any Accounts Payable User Manual Transaction Processing 2 If you are using the Discount Lost L method enter the amount to be debited to the dis counts lost expense account if any Cr Retention PO No Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If applicable enter the amount to be credited to the retention account Enter an upper case alphanumeric field up to 8 characters in length Provide the purchase order number which applies to the invoice being paid If the disburse ment is a prepayment this PO number must also be identified on the invoice to which the prepayment applies in order to track the prepayment properly Description Enter an alphanumeric field up to 30 characters in length Describe this payment For payments of invoices previously entered into Accounts Payable the system supplies the invoice description you may change it This description appears on all General Ledger posting detail and related reports Liability Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode t
93. 3 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved form one record to the next Identify the month to which these transactions are to be posted The current month defined in the Parameters file is supplied If you want to post to a prior or future month you may change it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Your options are 1 13 Calendar month or fiscal period if you are using 13 period accounting EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Enter the year to which these transactions are to be posted If you are using 12 month ac counting this is the calendar year if you are using 13 period accounting this is the fiscal year The year defined in the Parameters file is supplied if you want to post to a prior or future period you may change it Liability Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The liability account for this vendor is provided from the Vendors file You may change this account number If the General Ledger application is part of your system the account num ber must be on file in Chart of Accounts file The system di
94. 4 10 11 LGG Page 1 Purchases GL Distributions Account Account Name i Credits Net Change Post Month Year 08 89 1030002000WH Accts Rec Canadian Corp Whls i 1000 00 2010001001 Accounts Payable Sales 19195 61 4010000000MA Cost of Goods Sold Corp Mfg 4655 g 4655 00 4090000000MA Repairs and Maintenance Mfg 1058 1058 69 4090000001WH Repairs and Maintnc Wholesale 1821 A 1821 39 4100000001WH Promotion Advertising Wholesl 2660 A 2660 00 4110000000 Travel and Entertainment 1125 1125 4110000001MA Travel amp Entertainment Sales 6874 Post Month Year 08 89 Totals gt 19195 61 Grand Totals gt Option 3 Disbursements GL Distributions Report This job prints two reports one detailed and one summary of the General Ledger distributions result ing from the current month s check postings The following processing steps accomplish this job Step 1 This function is used to select the summary only option for the Disbursements GL Distributions Report On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print the detail and summary reports or the summary report only Accounts Payable User Manual 123 3___ Monthly Processing Figure 32 The Accounts Payable Disbursements GL Distributions Screen Data items for the preceding screen are described below Print Summary Enter Y Yes or N No The initial defaul
95. 8 10 89 2491 70 311 SRR 5500 08 16 89 08 16 89 2491 70 311 SRR 5500 08 16 89 76 25 34576 SRR 34576 08 15 89 08 15 89 36 00 34576 SRR 5100 06 01 89 36 00 4043 SRR 312 08 11 89 08 11 89 427 55 4043 SRR 312 08 11 89 08 11 89 427 55 5521 SRR 5201 07 10 89 26 82 8090 SRR 5201 07 10 89 222 31 84700 SRR 5100 06 01 89 88 00 84700 SRR 84700 08 15 89 08 15 89 88 00 96215 SRR 96215 08 14 89 09 10 89 00 96215 SRR 5500 08 16 89 08 16 89 00 96215 SRR 5500 08 16 89 00 Vendor Totals gt Option 13 Processed Invoices Inquiry Use this function to view invoices that have been posted for a vendor In order to print the Processed Invoices Inquiry this step formats the Vendors and Processed Invoices information The following data items are shown Vendor name Invoice Date Apply To Descrip tion Original Invoice Amount Amount Paid and Date Paid A sample output is shown below Jon rS ne raradrre Processed Invoices Inquiry 000 HH Or OOOH SOE a a rik Vendor 00000070 Insurances Unlimited Original Total Amt Last Inv Date Apply To Description Inv Amt Disbursed Pymt Date 05 01 89 45645 semi annual premium 6500 00 6500 00 06 01 89 06 10 89 89061000 Monthly Policy Payment 254 80 254 80 07 10 89 07 10 89 89071000 Monthly Policy Payment 254 80 254 80 08 16 89 03 06 89 T549 Travel policy 306 20 306 20 03 10 89 Accounts Payable User Manual 249 5___ Reports and Inquiry Option 14 Vendor Activity Inquiry Use this function
96. 89 60 00 60 06 01 89 00 00 00 07 10 89 00 00 00 07 10 89 00 00 00 06 01 89 42 00 42 08 16 89 17 00 17 08 16 89 25 00 25 08 15 89 08 15 89 00 00 01 01 0 00 06 01 89 00 00 00 07 10 89 82 00 82 07 10 89 31 00 31 08 14 89 09 10 89 00 00 08 25 89 00 08 16 89 00 00 63 00 Vendor Totals gt 1768 07 Vendor 00000080 Sam Jones 12345678 08 12 94 08 31 94 00 00 1000 00 ER1005 08 12 89 08 31 89 90 00 1216 90 Vendor Totals gt 2216 90 Vendor 00000010 Miscellaneous Supplier 221 08 14 90 08 31 90 305 00 Northwest Interiors 89071001 08 31 89 08 31 89 100 00 Py 08 31 89 Master Sellers Company DEP6 89 06 20 89 06 20 89 1200 00 Westin Hotel 19980 08 14 89 08 31 89 620 Evergreen Landscaping P09844 08 14 89 08 31 89 250 Neighborhood Directory Vendor Totals gt Accounts Payable User Manual 257 6 Check Processing Option 2 Pay Status Edit Use this function to change the pay status pay date or other information before creating the checks For example you may want to place a contested invoice on Hold by changing the pay status to R or delay payment of a particular invoice by editing the pay date A check will not be eligible for pay ment if it has a blank pay date The following processing steps accomplish this job Step 1 This function is used to enter the Edit Pay Status option of editing by vendors or invoices On the following pages th
97. 9 11 46 58 17 05 10 89 00000050 Hardware Services Inc 00001203 11 20 89 11 46 59 05 05 10 89 00000070 Insurances Unlimited 00003699 11 20 89 10 09 42 06 05 17 89 00000060 Travel Planners 00003700 11 20 89 10 09 42 58 05 28 89 00000010 Northwest Office Machines 00005100 03 28 90 16 00 57 96 06 01 89 00000040 Albert Materials Inc 00005101 03 28 90 16 01 00 27 06 01 89 00000050 Hardware Services Inc 00005102 03 28 90 16 01 01 33 06 01 89 00000070 Insurances Unlimited 00005103 03 28 90 16 01 01 86 06 01 89 00000010 North Seattle Office Supply 00005104 03 28 90 16 01 02 37 06 01 89 00000010 Perfect Painting 00005105 03 28 90 16 01 02 85 06 01 89 00000030 Mountain Air Conditioning 00005106 03 28 90 16 01 03 85 06 01 89 00000020 Pool and Associates 00005107 03 28 90 16 01 05 14 06 01 89 00000060 Travel Planners 00005200 04 02 90 09 50 44 97 07 10 89 00000060 Travel Planners 00005201 04 02 90 09 50 47 46 07 10 89 00000040 Albert Materials Inc 00005202 04 02 90 09 50 50 11 07 10 89 00000050 Hardware Services Inc 00005203 04 02 90 09 50 50 44 07 10 89 00000070 Insurances Unlimited 00005204 04 02 90 09 50 51 04 07 10 89 00000080 Sam Jones 00005205 04 02 90 09 50 51 58 07 10 89 00000010 MacPlumbing 00005206 04 02 90 09 50 52 21 07 10 89 00000010 Alexander s Inc 00005207 04 02 90 09 50 52 78 07 10 89 00000010 Master Sellers Company 00005208 04 02 90 09 50 53 34 07 10 89 00000010 Marvin s Office Machines 00005209 04 02 90 09 50 53 92 07 10 89 00000
98. Accounts Payable User Manual Confidential Information This document contains proprietary and valuable confidential trade secret information of APPX Soft ware Inc Richmond Virginia Notice of Authorship This publication and the computer software it relates to were authored by APPX Software Inc 1995 by APPX Software Inc 1100 Boulders Parkway Richmond Virginia 23225 APPX is a registered copyright of APPX Software Inc All rights reserved No part of this publication may be reproduced or used in any form or by any means electronic or mechanical including photocopy ing and recording or by any information storage and retrieval system without permission in writing from APPX Software Inc Table _of Contents Chapter 1 General Information e ssoesssesssessseossoossoosssossssesssoessoossoossssssssesssoese 1 Introductionis 222 be Solace Ee E AE te Sores E etal A re E AE EEEE 2 Purpose anei a A e E Lovie wee ads tees wath pasate anh ica E AEE AAE 4 COMLENIS molen e e E estat bie aie il E a S E E 4 Other Manuals crisan iini tie sas bene E ETE EE ra E E EE AT eae 5 Phase Stee ere ot engene h ra ea ne A E E EE ested AE E EEEE E A CEEE 5 Initial Setpa e es ara ea saves hs Seve ee ieee a aaea E each 5 Live Operations ae settee ker Ae ei ee E ec eet 5 Recovery Processing mosirar ein iener oe eth eneed a Se ae sche a E ieee 6 Accounting Audit Tiras 2 cslekevace iehadbes aieessbe e duce auto gutedieacl
99. Accounts Payable User Manual 281 6 Check Processing E Blank Entry Not Allowed E Check Record Currently Not on File E Deleted Checks Cannot be Approved Cancel and Respecify E Start Check Control No Cannot Be Greater Than End Check Control Press ENTER to continue to the next screen If you select the Approve option the screen below issued to assign the beginning check stock number to printed check records The screen only appears if your check control number is not required to equal the check stock Figure 68 The Accounts Payable Assign Check Stock Number Screen Data items for the preceding screen are described below Starting Check Stock Number Enter a positive number with up to 8 digits Supply the number of the first preprinted check stock number used in the check run For example if the system printed a check control number of 300 on a check preprinted with a stock number of 500 you would enter 500 in this field This entry is only required if your parameters selection for Checks Stock Number Check Control Number is N The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 282 Accounts Payable User Manual Check Processing 6 E Starting Check Stock Number Cannot be Blank Press ENTER to continue to the next screen If you select th
100. Edited by the Original Operator Press ENTER to save the information on this screen Select Next Record to go to the next Control Groups record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Control Groups file Print Unposted Control Groups This function lists any unposted control groups in the Invoices Adjustments and Checks files The number of transactions will also be included The following processing steps accomplish this job Step 1 This disposition type is used for all standard Accounts Payable reports Accounts Payable User Manual 67 2__ Transaction Processing Step 2 In order to print the Accounts Payable Unposted Transactions Invoices this step formats the Invoices Control Groups information The following data items are shown Operator ID Control Number Description Line Number Operator Exclusive Print Journal Journal OK Post Now Post Started Control Total and Vendor Hash Total A sample output is shown below APPX Demonstration Company 11 30 94 09 55 Unposted Transactions Invoices Prnt Jour Description Commissions Transfer Commissions Transfer Cash Net 30 Cash Test Invoice test aug invoices thru 8 20 RECURRING PAYMENTS August 1994 68 Accounts Payable User Manual LGG Page 1 Post Strt Cntrl Total Hash Total 8755 06 754 80 Transaction Processing 2 Step 3 In order to print the Accounts Payable Unposted Transact
101. Errors E Warnings W and Messages M that may result are shown below 98 Accounts Payable User Manual Transaction Processing 2 E Account Requires Sub Code Use Normal Invoices Entry E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Application Type E Quantity Times Price Exceeds Maximum Amount Press ENTER to save the information on this screen Select Previous Image to go back to the Invoices screen Select Next Record to go to the next Invoices Line Items record Select End to go to the next Invoices record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices Line Items file Generate Recurring Payments Use this function to create the recurring payment invoices defined in the Recurring Payments file After generation the invoices may be modified using the Invoices Entry function and must be journal ized and posted as with any other invoice The following processing steps accomplish this job Step 1 This function is used to enter the Recurring Payments generation month year to generate invoices On the following pages the screen displayed by this function is shown The screen shown below allows you to specify the month for generating Recurring Payment invoices Figure 23 The Accounts Payable Generate Recurring Payments Screen Accounts Payable User Manual 99 2__ Transaction Processing Data items for the preceding screen
102. For a direct disbursement only supply a subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed the transaction will flow through to General Subsidiary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsidiary type is not blank you must enter a subsidiary code The transactions posted with the various subsidiary types and codes can be viewed on the Subsidiary Code GL Distributions report on the Monthly Processing menu Direct Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply the number of the offset expense account that is to be debited by the Direct Amount field If the General Ledger application is part of the system the account number must be on file in the Chart of Accounts file The system displays the corresponding description so that you can verify your entry Accounts Payable User Manual 115 2__ Transaction Processing The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Apply To must be blank for ON ACCOUNT Disbursements A GL Account Must Be Entered Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading A
103. If this field is blank the invoice will not be paid and will be marked hold on the Cash Requirements Report If a partial payment is made to an unpaid invoice the system will set the pay date to blank Any subsequent payment against the invoice requires a pay date to be entered Balance Due The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The amount due on the invoice net of all adjustments and payments applied to this invoice is displayed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages m that may result are shown below W Checks Already in Process for this Invoice and Vendor Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Next Record to go to the next Unpaid Invoices record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Unpaid Invoices file Step 3 This step conditionally allows a job to branch forward or backward to any sequence number in the list of functions in the job Step 4 This function is used to enter the Edit Pay Status by vendor number The pay status is changed for each invoice for the chosen vendor 262 Accounts Payable User Manual Check Processing 6 On the following pages
104. Items information The following data items are shown Trx No Vendor Name Pay Status Invoice Date Discount and Invoice Due Date Description PO No Post Month Year Transaction Type Warehouse No Retention and Liability Account Invoice No Apply To Invoice Amt Prepay ment Retention Subtotal Discount Freight Tax Other Line No Offset Account Item Warehouse No Price Quantity Prorate Amount Prorated to Line Item Amount Subsidiary Type and Code Prorata and Line Items Total As appropriate group headings appear whenever a change occurs in Post Month or Control No When totals are specified the following amounts are accumulated In voice Prepaid Retention Subtotal Discount Freight Tax and Other Grand totals print at the end Showing Journal Errors and Warnings Step 6 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Accounts Payable User Manual 81 2__ Transaction Processing Step 7 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 8 In order to print the report requested this step
105. MA Cost of Goods Sold Corp Mfg 00000070 AAAA Insurances Unlimited 990 Airport Way Suite 7 Seattle WA 98511 USA Phone 206 555 9988 Contact Scott Hansen Vendor Type 40 Agent Terms 040 Cash Liab Acct Hold Checks Pay Status Tax ID No Bank Acct No Correct 1099 FAX 206 555 9874 N Misc Vendor N File Maintenance 4 LGG Page 1768 07 1000000 2112 07 08 14 89 96215 2058 00 08 16 89 5500 11110 46 In Process Y Balance Credit Limit Retention 3 Last Invoice Last Invoice No Last Invoice Amt Last Pymt Date Last Check No Last Check Amt Check GT Max N Balance 00 Normal 1236 521 N 206 555 6000 Credit Limit Retention 0 Last Invoice Date Last Invoice No Last Invoice Amt Last Pymt Date Last Check No Last Check Amt Check GT Max N 25000 00 07 10 89 89071000 254 80 08 16 89 5502 254 80 In Process N 2010001001 Accounts Payable Sales 4130000000 Insurance Expense Libaility insurance provider Offset Acct Comment 00000150 AAAA Carpenter s Union 101 Union Hall Seattle WA 98101 USA Phone 206 441 2367 Contact Fritz Holden Vendor Type 40 Agent Terms 010 2 10 Net 30 Liab Acct Offset Acct Comment Hold Checks Pay Status Tax ID No Bank Acct No Correct 1099 FAX 2050600000 Carpenter s Union 101 00000160 AAAA Electrician s Union 238 Electrician s Hall Seattle WA 98111 USA Ph
106. MTD Postings information As appropriate group headings appear whenever a change occurs in Subsidiary Code or Subsidiary Type When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end Accounts Payable User Manual 153 3___ Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 10 23 LGG Page Accounts Payable Summary Subsidiary Distributions Credits Net Change Sub Type GL 3399 89 i 3399 89 2945 00 4 2945 00 PETERS 2000 50 2000 50 WILLIAMS 2029 43 2029 43 Sub Type GL Totals gt 10374 82 a 10374 82 Grand Totals gt 10374 82 Ff 10374 82 Step 21 This function checks to see whether the end user has chosen to use the Transaction Control option before executing a function that requires the file Step 22 In preparation for performing a sort selection process on the Transaction Control information this step provides you with a default sequencing of data records by Application File Posted Operator ID and Control No with the option to change modifiable parameters at run time Selection of data records is provided by Application File Posted Operator ID Control No and Journal Code with the option to enter user specified comparisons at run time Step 23 According to previously specified criteria this step actually performs the desired selection and or sort ing process
107. The disbursement applies to an outstanding invoice 4 Apply To Retention The disbursement applies to an outstanding retention invoice Apply To Enter an upper case alphanumeric field up to 8 characters in length By using Scan you may use this as an access key for selecting records Supply the number of the invoice that is being paid by this check If the disbursement is a prepayment Apply Type 2 leave this field blank and enter the Apply To in the PO Number field This PO number must also be identified on the invoice to which the prepayment ap plies in order to track the prepayment properly The Apply To should be used for both pay ments of existing liabilities and direct payments If possible this field is supplied for a void check entry Direct payments entered with an Apply To create a record of the disbursement and the pur chase in various Accounts Payable history files Thus supplying an Apply To allows easier tracking and voiding of hand checks Dr Liability Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If the hand check is written for an invoice which has been or will be entered through Invoice entry enter the amount to be debited to the liability account Otherwise leave this field blank and enter a Direct Amount instead This amount should be negative for void checks Discount 42 Enter a number with up to 7 digits to the left of the decimal and
108. Vendor Name Check Amount Check Deposit Canceled Void and Automatic Hand Check As appropriate group headings appear whenever a change occurs in Cash Account 214 Accounts Payable User Manual File Maintenance 4 A sample output is shown below Expert Computing Inc 11 07 94 15 04 LGG Page 1 Accounts Payable Outstanding Checks List Check Auto Check No Post Date Time Check Date Vendor Dep Cancel Void Hand Account 1010001001 Cash Sales Outlets 00000303 06 13 90 16 30 14 35 08 13 89 00000010 Rainbow Signs Inc 00000306 06 13 90 16 30 17 46 08 10 89 00000020 Pool and Associates 00000311 06 13 90 16 30 19 15 08 07 89 00000010 Edward J Wallace 00000312 06 13 90 16 30 20 60 08 11 89 00000040 Albert Materials Inc 00000700 03 28 90 11 00 16 79 06 12 89 00000060 Travel Planners 00000701 03 28 90 11 00 17 65 06 15 89 00000010 Western Paper amp Supply Inc 00000702 03 28 90 11 00 18 35 06 20 89 00000010 Westin Hotel 00000703 03 28 90 11 00 18 90 06 22 89 00000020 Pool and Associates 00000704 03 28 90 11 00 19 42 06 20 89 00000010 All World Travel 00000996 06 10 89 09 10 05 02 04 10 89 00000050 Hardware Services Inc 00001101 11 16 89 13 13 50 87 04 25 89 00000050 Hardware Services Inc 00001105 11 16 89 13 13 54 66 04 25 89 00000030 Mountain Air Conditioning 00001200 11 20 89 11 46 55 81 05 10 89 00000030 Mountain Air Conditioning 00001201 11 20 89 11 46 57 06 05 10 89 00000040 Albert Materials Inc 00001202 11 20 8
109. __ Reports and Inquiry Option 7 Unpaid Invoices Report Use this function to print a report of Unpaid Invoices for each vendor The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Unpaid Invoices information this step provides you with a default sequencing of data records by Vendor Apply To and Invoice Type with the option to change modifiable parameters at run time Selection of data records is provided by Ven dor Apply To Invoice Type Invoice Due Date Pay Status and Balance Due with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Unpaid Invoices Report this step formats the Unpaid Invoices information The following data items are shown Invoice Amount Calculated Discount Payment Pay Status Descrip tion Invoice date Take Discount Pay date Invoice Due Date Discount Due Date Dr Liability PO Number Take Retention Balance Due Liability Account and Description As appropriate group headings appear whenever a change occurs in Vendor Apply To or Invoice Type 242 Accounts Payable User Manual Reports and Inquiry A sample output is shown below 11 08 94 10 00 00000010 Expert Computing Inc U
110. a items are shown Operator ID Control Number De scription Check Status Description Transaction Number Vendor Name Check No Check Stub Number and Check Amount A sample output is shown below FXG OO GOOG Vendor History Inquiry 5 ededed iiie dekek k Vendor 00000010 Miscellaneous Supplier Fisc Year 90 Purchases Disbursements Discounts 8595 67 5488 55 00 2212 25 1344 52 00 2559 50 9237 97 00 13367 42 16071 04 00 296 Accounts Payable User Manual Appendix A Examples of Transaction Postings Appendix A __ Examples of Transaction Postings Introduction This Appendix is intended to shown the account impact of transactions entered and posted in Accounts Payable The T charts show the debits DR and credits CR to General Ledger accounts for a number of typical transactions The values of pertinent fields are also shown for each example Prorating Freight Tax and Other Freight Tax and Other amounts may be entered for each invoice These amounts are summed and prorated over each line item of the invoice that has a Y value for the Pro rate flag The formula to determine the amount of proration for each line item is Proration Amount line item amount freight tax other invoice subtotal This proration amount is then added to the line item amount to determine the line item total Thus Line Item Total line item amount proration amount This example assumes the receipt of an invoice f
111. action Processing Figure 25 The Accounts Payable Void Check Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail 104 Accounts Payable User Manual Transaction Processing 2 Operator Exclusive Enter Y Yes or N
112. aeeeenaeceeaeeeesees 249 Option 14 Vendor Activity Inquiry ccceccccesseceseseceeececeeeeeeaeceeaeeceeneecsaeeeeaaeceeaeeeeaees 250 Option 15 Transaction Control Inquiry 20 0 0 eee cecsseceenceceeeeeeeaeceeaceceeneeceaeeeeaaeceeaeeeeaees 250 Option 16 Paid Invoice by Check Number Inquiry 000 0 cc eeccccesseeceseeeeeeeeeeneeceeeeeeeaees 251 Option 17 Transaction History Inquiry cccceesceceeeceeseeceesaeceeaeeceeeeeeaeceeaaeceeaeeeeaees 252 Chapter 6 Check Processing ccsscccsssccsssccsssscccsscccssscccsssscsssssscesssseesees 253 Option 1 Cash Requirements Report cee eeceesecsecseecseecnseceseceaeceseesseesseeeseeeseeseneeeaee 254 Option 2 Pay S tatus Bdit s s tsccshehs ccbvsseeseleceateisladeelelsiestelscacescedacenusestacdebtsclestelseacebertetoes 258 Option 3 Checks Creation iesire eneee ea saves aea e adeet wei deste 264 Option 4 Preview Checks Lists scien a ea See ee ee ae 269 Option S Checks Printings css miniis isi ri ai iN a rais 270 Option 6 Checks Approval Revision sssesseseesessssestssresresresressesrrssesrisstestssreeresressesees 272 Option 7 ChecksJo rnal momir ieai e a e EE ieee tee 287 Option 8 Checks Register Report sssseesseseeseseesersiestssrssresresresestessesrtssrentssresesrrssesees 289 Option 9 Checks Post sas sesnniin ociera e iii a aeiio ones 290 Option 10 Clear All Checks and Restart cece eseessecseceseceseceseceseceseeeseeeseeeseeee
113. agete ces eeediasegeshoteledbesteeaite 6 Transaction Entry oanien e E se tases loaves cadet tata ve NEE EE AE A 6 Journal Primtin 92 2 sop e TE a e E A ET E E T EE T idles 6 Transaction Posting oier rideo iaire a a al Lawes E whee ened eee 6 MOdificatiOn E o7 AEE AEAT E EE 7 Major FUNCHONS ssa sssscies Sees sects se cent ea r a ga lads a a ae eiaa e aa eaa Re 7 Application Feature Sosin iire ea CE Gat ei a ee ee ee 8 Vendor Types nicypeia a eet e e a a a Het Me an ae ee neg 8 Pransaction Control ermee e e e ea E ae E ea aae E E E R 8 Check Processih girai ora T eE EE E A N ae bit T E net 9 Cash BlOW nnne a E EE N E A E E E a E EE anes ies 10 Historical Data 12s s ania a aie a n a i e ena ceil 10 1099 Informatonts iccsies tectsbalavetissetesopiscaedebsseneetasslacetesselgeosistaneesesesectel lasctesdtlasebioteads 10 Freight Options oorner en d aeeai sad ect eben coded seh sees r riaa PEON eae 10 Application Interfaces sss sea dana eee en ee ee aa Te aea EE a Ti 11 Accourits Payable ses c lt select eels ded ei eaea teed o ae aa Te cents 12 Chapter 2 Transaction Processing sscsssscccsssccsssscscssscscssssccessessessesseseees 13 Option TS Invoices Mtr yrs so seeks aoe eGe so ee wine cesta Ee EE E E A AERA a our ree aes 14 Option 2 Hand Checks Eniry sissoc ssccesesievesetasveleecviesetensceetssuessesuetdaccteed EE 32 Option 3 Adjustments Entry xeneran ap e E E E E E Ri 45 Option 4 Invoices Journal 0 eee eesecesecesecs
114. aid and Check Number As appropriate group headings appear whenever a change occurs in Vendor No Accounts Payable User Manual 231 5___ Reports and Inquiry A sample output is shown below Expert Computing Inc 11 08 94 09 52 LGG Page 1 Processed Invoices Report Original Total Amt Inv Date Apply To Description Inv Amt Disbursed Vendor 00000010 Miscellaneous Supplier 06 15 89 14566 brochure paper A 621 06 15 89 Northwest Data Supply 06 30 89 20100 binders x 5641 08 16 89 Northwest Interiors 08 14 90 221 New lobby plants MacPlumbing 06 30 89 254 Plumbing repairs 4 387 07 10 89 North Seattle Office Supply 05 01 89 418 6 supplies 222 06 01 89 08 13 89 675 SS sign x 168 08 13 89 06 20 89 854 special tickets 862 06 20 89 06 20 89 855 special tickets A 541 06 20 89 06 20 89 856 special tickets 541 06 20 89 Master Sellers Company 08 31 89 89071001 CUSTOMER REFUNDS Alexander s Inc 04 28 89 89121000 tables h 600 07 10 89 Master Sellers Company 05 08 89 90011000 file cabinets 200 07 10 89 Perfect Painting 05 10 89 987987 office painting k 1500 06 01 89 Westin Hotel 06 20 89 DEP6 89 deposit on convention room 2 2212 08 16 89 Marvin s Office Machines 05 03 89 HO 88 Calculators A 156 07 10 89 08 07 89 INTRVIEW expenses for interviewee A 1215 08 07 89 Evergreen Landscaping 08 14 89 19980 Office landscaping Neighborhood Directory 08 14 89 P09844 Yellow page ad Vendor 00000020 Pool and Associates 05 07 89 101 brochures
115. ailable data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next Accounts Payable User Manual 15 2__ Transaction Processing The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of invoices Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in leng
116. al As appropriate group headings appear whenever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following amounts are accumulated Invoice Prepaid Retention Subtotal Discount Freight Tax and Other Grand totals print at the end showing Journal Errors and Warnings Accounts Payable User Manual 55 Transaction Processing A sample output is shown below APPX Demonstration Company 11 30 94 09 46 LGG Page 1 Accounts Payable Invoices Journal Trx Vendor Liab Account Apply To Invoice Invc Amt Prepayment Control Group SRR 0011 RECURRING PAYMENTS Post Month Year 08 89 00000020 Pool and Associates 2010001001 Accounts Payable Sales 89081000 89081000 500 00 0001 Account Pay Status Retention 00 500 00 00 Item Code Wh Inv Date Dsc Date Due Date Description PO No Mo Yr Trx Type Wh Retention Account Subtotal Discount Disc Basis Freight Tax Other 08 10 89 AP Invoice 08 31 89 Advertising Retainer 500 00 00 Prorata Price Quantity Prorate 4100000001WH Promotion Advertising Wholesl Monthly retainer 500 000 1 00 X 00 Line Item Totals gt 00000070 Insurances Unlimited 2010001001 Accounts Payable Sales 89081000 89081000 254 80 Line Account 00 254 80 00 Item Code Wh 08 10 89 AP Invoice 08 31 89 Monthly Policy Payment 254 80 00 Prorata Pri
117. ally performs the desired selection and or sort ing process Step 4 In order to print the Checks Register Report this step formats the Disbursements information The following data items are shown Check No Check Stub Number Vendor Name Check Date De scription Check Amount and Check Type As appropriate group headings appear whenever a change occurs in Control No or Cash Account If requested totals appear whenever a change occurs in Cash Accounts Payable User Manual 289 6 Check Processing Account or Control No When totals are specified the following items are accumulated Total Check Amount and Active Check Totals A sample output is shown below APPX Demonstration Company 11 30 94 16 35 Checks Register Report Check Check Stock No Cntrl No Vendor Chk Date Description Check Type Control Group SRR 9 Aug checks thru 8 20 Account 1010001001 Cash Sales Outlets 00000505 00000010 Data Connectors Inc 08 18 89 cables for seminar 125 65 Hand Check 00000506 00000030 Mountain Air Conditioning 08 18 89 deposit on equipment order 1200 00 Hand Check 00000507 00000100 Kris Williams 08 18 89 pay expense report early 1156 33 Hand Check Account Number Totals 2481 98 Account Number Active Check Totals 2481 98 Control Group Totals Control Group Active Check Totals Number of Errors in This Report Option 9 Checks Post Use this function to post Hand Check Void Check and Machine Check groups that have
118. amounts entered in the Current field and the balance remain ing is shown in the Remaining field Hash Total Enter a positive number with up to 12 digits Accounts Payable User Manual 47 2__ Transaction Processing Enter the sum of all vendor numbers to be entered in this control group The system will keep a running total of vendor numbers and balance it against this entry Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or N No The initial default is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct Post Now Enter Y Yes or N No The initial default value is Y This filed is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This control Group Has Already Been Used For Adjustments Posting E This Operator
119. an to Search for an appropriate entry Supply the number of the offset expense account that is to be debited by the Direct Amount field If the General Ledger application is part of the system the account number must be on file in the Chart of Accounts file The system displays the corresponding description so that you can verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 44 Accounts Payable User Manual Transaction Processing 2 Apply To must be blank for ON ACCOUNT Disbursements A GL Account Must Be Entered Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account GL Account Has Not Been Entered for Direct Amount GL Account Has Not Been Entered for Liability Amount Invalid Application Type Liability and Direct Amounts Cannot Both Be Entered Only One GL Account May Be Entered PO Number is Required for Prepayment Apply Type Subsidiary Code Not on Subsidiary Codes by Account File Subsidiary Code Valid Only With Direct Cash Disbursements Subsidiary Codes by Account File Does Not Exist A Payment Has Already Been Made For This Invoice Current Disbursement Already Exists for this Invoice Vendor No Liability or Direct Amount Has Been Entered Processed Invoice No
120. and Associates 9852 6 INV 08 02 89 brochure i 00 0001 00000100 Kris Williams ER1009 INV 08 12 89 Aug expenses thru 8 1 i 33 0002 00000030 Mountain Air Conditionin 10256 INV 07 30 89 misc materials 4 60 0002 00000090 George Peters ER1012 INV 08 12 89 Aug expenses thru 8 1 50 0003 00000050 Hardware Services Inc 03056 INV 08 05 89 equipment repair F 88 0003 00000080 Sam Jones ER1005 INV 08 12 89 Aug expenses thru 8 1 i 90 0004 00000050 Hardware Services Inc 05981 INV 08 07 89 belt repair y 81 0004 00000010 Evergreen Landscaping 19980 INV 08 14 89 Office landscaping x 00 0005 00000030 Mountain Air Conditionin 2215AC INV 07 30 89 AC repair 79 0005 00000010 Northwest Interiors 221 INV 08 14 90 New lobby plants 00 0006 00000060 Travel Planners 11596 1 INV 08 01 89 Jones to DC j 60 0006 00000060 Travel Planners 11102 1 INV 08 14 89 Williams to Sacramento y 10 0007 00000060 Travel Planners 11562 0 INV 08 04 89 Williams to San Diego 00 0007 00000040 Albert Materials Inc 96215 INV 08 14 89 Materials P 00 0008 00000060 Travel Planners 11598 1 INV 08 05 89 Jones to Columbus y 50 0008 00000010 Neighborhood Directory P09844 INV 08 14 89 Yellow page ad x 00 0009 00000060 Travel Planners 11600 0 INV 08 09 89 Peters to Memphis A 00 0010 00000060 Travel Planners 11651 1 INV 08 09 89 VP to New York i 60 0011 00000040 Albert Materials Inc 1006 08 06 89 materials 00 5 7 8 7 8 7 8 7 8 7 8 7 8 7 8 7 8
121. and are used by the system to warn of duplicate entries The names and addresses of miscellaneous vendor invoices are also deleted during Close Month processing when processed invoices are deleted Months of Transaction History Enter a positive number with up to 2 digits Supply the number of months of transaction history you wish to keep Transactions older than the number of months specified here are deleted during Close Month processing Hold Transactions Enter Y Yes or N No The initial default value is N This field is required Indicate y or N to tell the system whether to hold zero balance invoices beyond the current calendar month rather than deleting them at month end closing Since transactions may be entered with a posting date for a future month the system needs to know how long to keep invoices with a balance of zero on file Enter either Y Hold zero balance invoices until the Accounts Payable current month reaches the transac tion month N Delete zero balance invoices during month end closing regardless of their transaction dates Discount Method 190 The system displays an upper case alphanumeric field 1 character in length Valid entries are E and L The initial default value is E Indicate whether the liabilities are to be initially recorded at the full invoice amount E earned method or reduced by the allowable discount L ost method Enter either E
122. and before 1 to 30 31 and above Period Ending Dates The system displays a date YMD This date shows you the actual ending date for each ageing period to be printed This date is determined by subtracting the number of days in the corresponding Ageing Period from the Ageing Date For example if the Ageing Date is 6 30 90 and the ageing periods are 0 30 60 and 90 the Period Ending Dates are 6 30 90 5 31 90 5 1 90 and 4 1 90 Print Description Enter Y Yes or N No The initial default value is N This field is required You can choose to print the transaction description on the Transaction Register Printing this information requires an extra line By default the system displays N The display can be changed Y Print the transaction descriptions N Do not print the transaction descriptions on the register The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be in Ascending Order Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a default sequencing of data records by Liability Account Vendor Alpha Vendor Apply To Invoice Type and Date Time Stamp giving additional sort order cho
123. ange occurs in Post Month 140 Accounts Payable User Manual Monthly Processing _3 Account or Account Component If requested totals appear whenever a change occurs in Account Account Component or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 10 19 LGG Page 1 Adjustments GL Distributions Op Ctrl Trx Vendor Inve Chk Trx Date Description i Credits Change Post Month Year 08 89 Account 2010001001 Accounts Payable Sales SRR 1 0001 00000090 George Peters ER1012 08 15 89 correct invoice amount 00 SRR 1 0002 00000040 Albert Materials Inc 34576 08 15 89 write off retention 00 SRR 1 0003 00000040 Albert Materials Inc 84700 08 15 89 write off retention 00 Current Month Totals gt 00 24 Beginning GL Balance gt 133548 Account Total gt 133524 Account 2030001001 Retention Payable Sales SRR 1 0002 00000040 Albert Materials Inc 08 15 89 write off retention SRR 1 0003 00000040 Albert Materials Inc 08 15 89 write off retention Current Month Totals gt Beginning GL Balance gt Account Total gt Account 4110000001MA Travel amp Entertainment Sales SRR 1 0001 00000090 George Peters ER1012 08 15 89 correct invoice amount 100 Current Month Totals gt
124. anual 299 Appendix A __ Examples of Transaction Postings Estimated Freight The Estimated Freight feature can be used only if Inventory Control is part of your accounting system To use Estimated Freight for an inventory item the Estimated Freight percentage must be entered in the Product By Warehouse record for the item An account number for the Estimated Freight account must also be entered in the corresponding Product Class record The example below assumes the pur chase of an inventory item with the code CHAIR for 200 00 In the Product By Warehouse file CHAIR has an estimated freight of 10 percent Invoice Amount 200 00 Subtotal 200 00 Invoice Post The invoice which does not include the actual freight amount posts to the following accounts Accounts Payable Estimated Freight CR Inventory Costs a 200 00 20 00 ll 220 00 aol When freight invoice arrives showing the true freight amount it also has to be entered In this case assume the actual freight amount is 18 00 This invoice posts as follows Accounts Payable Estimated Freight CR a 18 00 18 00 all Since the estimated freight amount is greater than the actual freight amount inventory costs are over stated with the original invoice posting Therefore at the end of the month or at year end an adjust ment has to be made to correct the inventory cost for the difference between the estimated and the ac tual freight charge This adjustment posts as follows 3
125. are described below Generate Payments Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 and 13 This field is required Specify the month for which you want to generate recurring payments If your system is based on 12 accounting periods this is the calendar month if you are using 13 period ac counting enter the fiscal period This month is used as the post month for all the generated invoices You options are 1 13 Calendar month or fiscal period if you are using 13 period accounting Generate Payments Year Enter a positive number with up to 2 digits Specify the year for which you want to generate recurring payments If you are using 12 month accounting enter the calendar year if you are using 13 period accounting enter the fiscal year This year is used as the post year for all the generated invoices The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Cannot Generate Recurring Payments for End of Year E Cannot Post to the 13th Month in a 12 Month Fiscal Year W Recurring Payments Already Generated During Current Month W Year Has Not Been Entered A Blank Year is Processed as 00 Press ENTER to display system supplied i
126. as well as various reports and inquiries Press ENTER to continue to the next screen Select Previous Image to go back to the Disbursements Control Groups screen Select Next Record to go to the next disbursements record Select End to go to the next Disbursements Control Groups record Accounts Payable User Manual 111 2__ Transaction Processing At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Disbursements file The screen shown below presents information about Disbursements Line Items If enough information was available for the Void Checks function to create the check line items you will be in change mode and may review each line item that was generated Otherwise you will be in add mode and must enter the check line items This file contains cash disbursements line item information Figure 29 The Accounts Payable Void Check Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Check Line No Enter a positive number with up to 4 digits The system automatically number line items in
127. ater Than End Check Control 278 Accounts Payable User Manual Check Processing 6 Press ENTER to continue to the next screen If you select the Renumber option this screen may be used to renumber check records either before or after they are printed For example if you delete one or more ranges of check records and your parameter selection requires the Check Control Number to be equal to the Check Stock Number then you need to renumber the check records in order to keep the numbers in a continuous sequence If your Check Control Number and Check Stock Number do not have to be equal the renumber may not be necessary since the Check Stock number is assigned sequentially to the check records during the Checks Approval process Figure 66 The Accounts Payable Renumber Option Screen Data items for the preceding screen are described below Renumber Start Enter a positive number with up to 4 digits Assume you have already deleted checks records 80 81 and 82 before they were printed Also assume that check records 1 79 and 83 100 are to be processed If your check control number must equal your check stock number you need to resequence the remaining check records before they are printed In this example you would renumber records 83 through 100 starting with 80 The result would be check records 1 97 After you determine the range of check records you want to renumber enter the transaction number of the first check record in
128. aterials Inc 1006 INV 08 06 89 materials 2597 00 5 7 8 7 8 7 8 7 8 7 8 7 8 7 8 7 8 7 7 7 Current Month Totals gt P 19195 61 19195 61 Beginning GL Balance gt 133548 69 Account Total gt 152744 30 Account 4010000000MA Cost of Goods Sold Corp Mfg SRR 8 0007 00000040 Albert Materials Inc 96215 08 14 89 materials 2058 00 SRR 7 0011 00000040 Albert Materials Inc 1006 08 06 89 materials 2597 00 Current Month Totals gt 4655 00 x 4655 00 Beginning GL Balance gt 38709 39 Account Total gt 43364 39 Account 4090000000MA Repairs and Maintenance SRR 7 0003 00000050 Hardware Services Inc 08 05 89 equipment repair 625 88 SRR 7 0004 00000050 Hardware Services Inc 08 07 89 belt repair 432 81 Current Month Totals gt 1058 69 1058 69 Beginning GL Balance gt 42903 89 Account Total gt 43962 58 122 Accounts Payable User Manual Monthly Processing _3 Step 6 In order to print the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 9
129. aterials Inc 1892 07 1892 07 Account Totals gt 1892 07 1892 07 100 0 Account 4010000001WH Cost of Goods Sold Sales Whls 00000040 Albert Materials Inc Account Totals gt Grand Totals 1892 07 r P 1000 00 15 2 Step 6 In order to print the Ageing Report Detail this step formats the Transactions information As appro priate group headings appear whenever a change occurs in Post Month Liability Account or Vendor If requested totals appear whenever a change occurs in Apply To Vendor Liability Account or Post Month When totals are specified the following items are accumulated Total Balance Amount Total and Ageing Period Percent Grand totals print at the end Accounts Payable User Manual 229 5___ Reports and Inquiry A sample output is shown below Expert Computing Inc 11 08 94 09 52 Ageing Report Aged as of 11 08 94 Using Due Date Apply To Description Balance 0 amp Under 1 To 30 Account 1061001000 Prepaids amp Deposits Vendor 00000010 Miscellaneous Supplier LGG Page 1 Vendor Totals gt Vendor 00000020 Pool and Associates 9877DEP deposit on mailer production 1500 00 1500 00 Vendor Totals gt 1500 00 1500 00 100 0 Account Totals gt 1500 00 Account 2010001001 Accounts Payable Sales Vendor 00000040 Albert Materials Inc 34576 write off retention 84700 write off retention 1500 00 100 0
130. ats the Summarized Distribu tions information The following data items are shown Post Year Post Month GL Account Descrip tion Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 09 53 LGG Page 1 Accounts Payable Journal Summary Account Account Name Trx Date Debits Credits 1010001001 Cash Sales Outlets 08 13 89 9323 21 2010001001 Accounts Payable Sales 08 13 89 9119 68 4070000000WH Discounts Lost Wholesale 08 13 89 34 63 4090000001WH Repairs and Maintnc Wholesale APCD 08 13 89 168 90 Grand Totals gt 9323 21 9323 21 Option 8 Checks Register Report This function prints the Checks Register report for all checks in current runs that have been printed approved and had the journal printed The Checks Register must be printed before the checks are posted The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Operator ID Control No Cash Account and Check No with no option to change the sequence at run time Selection of data records is provided by Operator ID and Control No with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard Accounts Payable reports Step 3 According to previously specified criteria this step actu
131. ayable User Manual 5 1 General Information Recovery Processing There is a certain day to day risk of losing data due to sudden power surges or outages and other sys tem problems Recovery Processing is used to manually restore information to system maintained files which are normally not accessible during Live Operations Accounting Audit Trails During Live Operations the Transaction Processing Checks Processing File Maintenance and Re ports and Inquiry menus provide functions used during day to day operation of the system To process transactions a three step procedure is followed 1 transaction entry 2 journal printing and 3 transaction posting where records are integrated with permanent master files Transaction Entry Entry of data occurs in groups or batches called Control Groups which you should review prior to posting them to your master files These groups are identified by user ID and control number which allows each operator to process transactions separately from other operators The system performs validation checks on all transactions entered Accounts Payable may also receive customer refund in formation from Accounts Receivable employee costs from Payroll purchasing data from Purchase Orders and compensation figures from Commission Accounting Journal Printing After transaction entry each control group must be printed on a journal before it can be posted The journals should be reviewed
132. ble Sales 08 20 89 2030001001 Retention Payable Sales 08 20 89 4100000001WH Promotion Advertising Wholesl 08 20 89 Grand Totals gt Step 16 This function identifies the application that created the invoice control group Step 17 In preparation for performing a sort selection process on the Invoices Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 18 This step prevents CANCEL from canceling the current job Step 19 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 20 This step processes the information for Invoices Control Groups Invoices and Invoices Line Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Invoices Control Groups Invoices Invoices Line Items and Transaction Control files will occur Generalized routines are performed to do Prorata Set Up in Accounts Payable do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger Convert Calendar To Fiscal in General Ledger Compute Prorata Line Amount in Accounts Payable and Calculate Estimated Freight in Accounts Payable Accounts Payable User Manual
133. c complish this job Step 1 In preparation for performing a sort selection process on the Vendors information this step provides you with a default sequencing of data records by Vendor Alpha and Vendor giving additional sort order choice by Vendor Type and Zip Code with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Alpha Vendor Vendor Type Zip Code and Miscellaneous Vendor with the option to enter user specified comparisons at run time Step 2 This disposition function is used to print vendor labels Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Vendor Labels this step formats the Vendors information The following data items are shown Name Address Line 1 Address Line 2 City State and Zip Code Accounts Payable User Manual 217 4 File Maintenance A sample output is shown below Albert Materials Inc 10112 West Smith Seattle Insurances Unlimited 990 Airport Way Suite 7 Seattle Carpenter s Union 101 Union Hall Seattle Electrician s Union 238 Electrician s Hall Seattle Internal Revenue Service Federal Building Seattle Sam Jones 4201 Oak Lane Boston Mountain Air Conditioning P O Box 9009 Bellevue WA 98561 George Peters 845 Missouri Blvd Denver CO 71454 Pool and Associates 985 E University Way Suite
134. cal records are the Vendor History Processed Invoices and Transac tion History files Modification Logs In all APPX applications optional Modification Logs may be enabled to provide an additional degree of audit control over who makes changes to master files and when such changes are made When a modification log name is supplied to a file maintenance function a record of all additions deletions and changes to that file is supplied to a print file When additions to a file are made all new field contents are shown when deletions are done the key value and all field contents are recorded when changes are made old field contents and new field contents are shown In all cases the user ID of the individual who performed the maintenance is printed along with the date and time of the change Examples of master files in Accounts Payable are Vendors Terms Vendor Types Descriptions and Recurring Payments Modification Logs are not enabled for transaction files such as Invoices Adjust ments or Cash Disbursements Major Functions APPX Accounts Payable is designed to manage the liabilities of your company Accounts Payable programs control the maintenance of vendor invoice and hand check data as well as the processing of debit or credit memos payables adjustments and checks This data is used to generate sophisticated transactional analyses and payables reports and inquiries Major functions include e Transaction Processing e C
135. calculate the Discount Due Date during Invoice Entry Discount Specific Days Enter a positive number with up to 2 digits Provide the day of the moth from which the payment days are to be counted You may enter up to two dates for discount and two dates for net payment This field is used if you entered a code of 3 in the Payment Code field The system uses this date to calculate the Discount Due Date during Invoice Entry Net Payment Code Enter a positive number with 1 digit The initial default value is 1 This field is required Supply a code that indicates the date from which the payment days are counted for full pay ment of the invoice If payments are due upon receipt or are cash only enter a 1 in this field and a 0 in the Within Days Net field Valid codes are Accounts Payable User Manual 177 4 File Maintenance 1 From the invoice date 2 Form the last day of the month 3 From a specific date or dates of the month For example the 15th or 25th of the month The system uses this code to calculate the Due Date during Invoice Entry Net Within Days Enter a positive number with up to 3 digits Enter the number of days within which invoices must be paid in order to avoid service charges If payments are due upon receipt or are net cash only enter a 0 in this field The system uses this number of days to calculate the Due Date during Invoice Entry Net Specific Days Ente
136. ccount Cannot Post to a Summary Account GL Account Has Not Been entered for Direct Amount GL Account Has Not Been Entered for Liability Amount Invalid Application Type Liability and Direct Amounts Cannot Both Be Entered Only One GL Account May Be Entered Subsidiary Code Not on Subsidiary Codes by Account File Subsidiary Code Valid Only With Direct Cash Disbursements Subsidiary Codes by Account File Does Not Exist A Payment has Already Been Made For This Invoice Current Disbursement Already Exists for this Invoice Vendor Line Items Created Do Not Equal the Check Amount Please Review No Liability or Direct Amount Has Been Entered Processed Invoice Not on File Use PO Number for Apply To if Apply Type is Prepayment Liability Account Set to Prepaid Account for Prepayments One or More Line Item Records have been Created Please Review Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Previous Image to go back to the Disbursements screen Select Next Record to go to the next Disbursements Line Items record Select End to go to the next Disbursements record At this screen the use of the MODE keys AD DEL CHG or INQ pertain to those records in the Disbursements Line Items file 116 Accounts Payable User Manual Chapter 3 Monthly Processing 3___ Monthly Processing This menu contains all monthly and yearly reports to be printed prior to cl
137. ce Quantity Prorate 0001 4130000000 Insurance Expense Monthly payment 254 800 1 00 Y 00 Line Item Totals gt Post Mo Yr 08 89 Totals gt Control Group Totals gt 754 80 Control Group SRR 0011 RECURRING PAYMENTS Exclusive N Post Now Y Inve Amt Prepayment Retention 754 80 5 00 00 00 Entered Calculated Difference Control Totals 754 80 754 80 Hash Totals 90 90 Subtotal Discount Freight Grand Totals gt 754 80 00 Number of Errors in This Journal 0 00 754 80 00 00 Number of Warnings 0 56 Accounts Payable User Manual Transaction Processing 2 Step 6 In order to print the Accounts Payable Journal Summary this step formats the summarized Distribu tions information The following data items are shown Post Year Post Month GL Account De scription Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 09 47 LGG Page Accounts Payable Journal Summary Account Account Name Trx Date i Credits 2010001001 Accounts Payable Sales 08 10 89 4100000001WH Promotion Advertising Wholesl 08 10 89 4130000000 Insurance Expense 08 10 89 Grand Totals gt Option 5 Hand Checks Journal This job prints a journal of checks entered through Hand Checks Entry and Void Checks entry The following processing steps accomplish this job Step 1 In preparation for perfo
138. cess on the Unpaid Invoices information this step provides sequencing of data records by Vendor Apply To and Invoice Type with no option to change the sequence at run time Selection of data records is provided by Vendor Vendor Alpha and Vendor Type with the option to enter user specified comparisons at run time Step 3 In preparation for performing a sort selection process on the Unpaid Invoices information this step provides sequencing of data records by Vendor Alpha Vendor Apply To and Invoice Type with no option to change the sequence at run time Selection of data records is provided by Vendor Vendor Alpha and Vendor Type with the option to enter user specified comparisons at run time Step 4 This disposition type is used for all posting functions 268 Accounts Payable User Manual Check Processing 6 Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 6 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 7 This step processes the information for Unpaid Invoices Updates to certain fields in the Unpaid In voices and Vendors files will occur Step 8 This step processes the information for Unpaid Invoices Under certain conditions records in the Disbursements Control Groups Vendors Disbursements and Disbursements Line items files will be added Updates to certain fiel
139. cessing A sample output is shown below APPX Demonstration Company 11 30 94 16 31 Accounts Payable Adjustments Journal Trx Vendor Apply To Adj Date Description Adj Amount Offset Account Mo Yr Invoice Type Liability Account Item Wh Sub Type Code Control Group SRR 0002 Aug adjustments Post Month Year 08 89 0001 00000020 Pool and Associates 08 20 89 correct invoice amount 4100000001WH Promotion Advertising Wholesl 1 Invoice 2010001001 Accounts Payable Sales 0 0002 00000040 Albert Materials Inc 08 20 89 Write off retention 2030001001 Retention Payable Sales 2 Retention Invoice 2010001001 Accounts Payable Sales 0 0003 00000060 Travel Planners 08 20 89 correct vendor 2010001001 Accounts Payable 1 Invoice 2010001001 Accounts Payable 0 0004 00000080 Sam Jones 08 20 89 correct vendor 2010001001 Accounts Payable 1 Invoice 2010001001 Accounts Payable 0 Post Month Year 08 89 Total gt Control Group Total gt 77 69 Entered Calculated Difference Control Group SRR 0002 Aug adjustments Control Totals 77 69 Exclusive N Hash Totals 200 Post Now N Adj Amount Grand Total gt 77 69 Number of Errors in This Journal 0 Accounts Payable User Manual 77 2__ Transaction Processing Step 15 In order to print the Accounts Payable Journal Summary this step formats the summarized Distribu tions information The following data items are shown Post Year Post Month GL Account Descrip tion J
140. ch these transactions are to be posted If you are using 12 month ac counting this is the calendar year if you are using 13 period accounting this is the fiscal year The year defined in the Parameters file is supplied if you want to post to a prior or future period you may change it The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below mmm ma ma om Cannot Post to a Heading Account Cannot Post to a Summary Account Cannot Post to the 13th Month in a 12 Month Fiscal Year Check No must be Entered Invalid Application Type Status Must Be Either 4 Hand or 8 Void W Check Amount Has Not Been Entered W Hand Check Number Already on File in Outstanding Checks File W Machine Check Number Already on File in Outstanding Checks File W Post Month Is Previous to Parameters Calendar Month W Post Year of Zero Will Post as the Year 2000 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Accounts Payable User Manual 39 2__ Transaction Processing Select Previous Image to go back to the Disbursements Control Groups screen Select Next Record to go to the next Disbursements record Select End to go to the next Disbursements Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ perta
141. change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account and Account Component with the option t enter user specified comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account Account Component or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end 128 Accounts Payable User Manual Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 10 13 LGG Page 1 Adjustments GL Distributions Op Ctrl Trx Vendor Inve Chk Trx Date Description Credits Net Change Post Month Year 08 89 Account 2010001001 Accounts Payable Sales SRR 1 0001 00000090 George Peters ER1012
142. cord s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the screen displayed by this function is shown The screen shown below presents information about Vendor Types Figure 43 The Accounts Payable Vendor Types Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable 186 Accounts Payable User Manual File Maintenance 4 Data items for the preceding screen are described below Vendor Type Enter an alphanumeric field up to 4 characters in length This field is required By using Scan you may use this as an access key for selecting records Ide
143. count with the option to change modifiable parameters at run time Selection of data records is provided by Subsidiary Type Subsidiary Code and Account Component with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Payable User Manual 131 3___ Monthly Processing Step 5 In order to print the Accounts Payable Detail Subsidiary Distributions this step formats the MTD Postings information The following data items are shown Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description and Amount As appropriate group headings appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsid iary Type When totals are specified the following items are accumulated Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 LGG Page Accounts Payable Detail Subsidiary Distributions Vendor Inve Chk Trx Description 00000050 Hardware Services Inc 08 05 89 equipment repair 00000050 Hardware Services Inc 08 07 89 belt repair 00000060 Travel Planners 08 09 89 VP to NY 00000010 Miscellaneous Supplier 08 07 89
144. count Total CR Retention Total Direct Total Line Items Total Check Total Control Total Current Control Remaining Vendor Hash Total Current Hash and Hash Remaining Grand totals print at the end showing Journal Errors and Journal Warn ings APPX Demonstration Company 11 30 94 09 53 LGG Page 1 Hand Checks Journal Trx Vendor Check Amt Check No Chk Date Mo Yr Status Cash Account Control Group SRR 0011 Aug void checks Post Month Year 08 89 0001 00000010 Rainbow Signs Inc 168 90 00000303 08 13 89 08 89 Void 1010001001 Cash Sales Outlets Rainbow Signs cancel payment Item Apply To Apl Type PO No DR_Liab Discount CR_Retn Dir Amt Account 0001 675 SS Apply To Inv A 4090000001WH Repairs and Maintnc Wholesale sign cancel payment Line Item Totals gt 0002 00000030 Mountain Air Conditioning 9154 31 00005105 06 01 89 08 89 Void 1010001001 Cash Sales Outlets Mountain AC void lost check Item Apply To Apl Type PO No DR Liab Discount CR Retn Dir Amt Account 0001 102 Apply To Inv 97979798 8000 00 00 2010001001 Accounts Payable Sales Mountain Air Conditioning 2030001001 Retention Payable Sales 0002 109 Apply To Inv 634 68 2010001001 Accounts Payable Sales Mountain Air Conditioning 2030001001 Retention Payable Sales 0003 88071000 Apply To Inv 485 00 2010001001 Accounts Payable Sales Mountain Air Conditioning 2030001001 Retention Payable Sales Line Item Totals gt 9119 68 j A 9154 31
145. csssccssssccsssssscsssssssseseesees 117 Option 1 Check Reconciliation Report 0 cee eeecseesecseecesecesecesecsseesseeeeeesseeeseeeeeeeeaes 118 Option 2 Purchases GL Distributions Report 0 0 0 0 cece csseceseceseceseceeceseceeeeeseeeeneeeaee 120 Option 3 Disbursements GL Distributions Report 0 cece eeseceseceseceeeceseeeeeeeeeeeeeeeenes 123 Option 4 Adjustments GL Distributions Report 20 0 eee ceeeceseceseceseceseceseeeseeeseeeeneeenes 127 Option 5 Subsidiary Code GL Distributions 20 0 eeseeeseceseceseceeceeceseeeseeeseeeeneeeaes 130 Option 6 Transaction Control Report cece eeseeseeeseecseecssecesecesecsseceseeeeeeeseeeseeseneeeaes 134 Option 7 Print All GL Distributions 2 0 0 0 ee eee eeeeneeeneecneecseceseceseceseeeseeeeeeseeesneeeneeeaes 136 Option Print All REpOrts ciseceioetiticdesedneee Riese eesciaee a Petes ata eee 144 Option 9 1 099 Form Sasse e eE Biase a EE E ees Sena waseeloa staan E 156 Option 10 1099 Audit Report sssseeessseeseseseesseseessersrsstssrssresrrsressestrssesressresresressesressesees 157 Option 11 GL Distributions Inquiry sseesseeeeeeeeeeseesesessesresresrtsserrrsserrtssrestesresesressesees 159 Option 12 Monthly Status Inquiry seseeeeseeeeeseeeseseesresessrrsressesressesresserressrestesresesressesees 161 Option 13 Clos M nth enini eet ieee e ee ee te 161 Chapter 4 File Maintenance ss sc sscsccisscstsseesssssecassctesssdessesenvesdencnsvctansenncdserenst
146. d Keep the invoice on hold until the disputed problem is resolved Similar to Hold status Tax ID Number Enter an upper case alphanumeric field up to 11 characters in length 172 Accounts Payable User Manual File Maintenance 4 Give the social security number if this vendor will be the recipient of income reported to the IRS on the 1099 MISC form Use this field only if you plan on generating a 1099 form for this vendor If you have an entry in the field the system automatically calculates reportable income for this vendor during 1099 form printing and all yearly disbursements for this ven dor are included on the 1099 MISC form Bank Account Number Enter an upper case alphanumeric field up to 20 characters in length For vendors expected to receive a 1099 form an account number identifying the vendor is required When creating 1099 forms on magnetic media it is necessary to be able to distin guish various accounts in this way This entry may be a checking or savings account number or any other unique combination of characters using a vendor s Social Security Number is NOT recommended Credit Limit Enter a positive number with up to 7 digits Supply the amount of your credit limit with this particular vendor If you leave a blank or zero 0 entry in this field the system assumes a limit of zero not an unlimited line of credit An unlimited amount of credit is represented by 999999999 However the Credit Li
147. d or sort ing process Step 5 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor name In voice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account Account Component or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end Accounts Payable User Manual 121 3__ Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 10 10 LGG Page 1 Purchases GL Distributions Op Ctrl Trx Vendor Inve Chk Trx Date Description Credits Net Change Post Month Year 08 89 Account 1030002000WH Accts Rec Canadian Corp Whls MRC 15 0001 00000080 Sam Jones 12345678 INV 08 12 94 This is a test 1000 00 Current Month Totals gt 1000 00 a 1000 00 Beginning GL Balance gt 117433 40 Account Total gt 118433 40 Account 2010001001 Accounts Payable Sales MRC 1 SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 0001 00000080 Sam Jones 12345678 INV 08 12 94 Invoice Descr
148. ded by Post Year Post Month Account and Account Component with the option to enter user specified comparisons at run time Step 7 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 8 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account Account component or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 10 18 LGG Page 1 Disbursements GL Distributions Chk T Post Month Year 08 89 Account 1010001001 Cash Sales Outlets SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 0001 00000010 Miscellaneous Supplier 08 13 89 sign 0001 00000040 Albert Materials Inc 08 16 89 Albert Materials Inc 0002 00000020 Pool and Associates 08 10 89 deposit on mailer prod x 00 0002 00000050 Hardware Services Inc 08
149. dger and Convert Calendar to Fiscal in General Ledger Records in the Invoices Line Items Invoices and invoices Control Groups files will then be deleted Step 8 This function displays a warning to the operator if any errors were encountered during posting or pro cessing Option 8 Checks Post Use this function to post Hand Check Void Check and Machine Check groups that have had their journal printed without error Hand Checks and Void Checks must also have been selected to Post Now in the control group record The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Disbursements Control Groups informa tion this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time 62 Accounts Payable User Manual Transaction Processing 2 Step 2 This disposition type is used for all posting functions Step 3 This step prevents CANCEL from canceling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Cont
150. ds in the Disbursements Control Groups and Vendors files will occur Option 4 Preview Checks List Use this list to preview check records for accuracy before they are physically printed Use the Checks Approval Revision function to modify the current check records or the Clear All Checks and Restart function to clear all checks in the current check run The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Operator ID and Control No with no option to change the se quence at run time Selection of data records is provided by Operator ID and Control No with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Preview Checks List this step formats the Disbursements information The fol lowing data items are shown Transaction Number Vendor Name Check No Check Stub Number Description and Check Amount As appropriate group headings appear whenever a change occurs in Control No Accounts Payable User Manual 269 6 Check Processing A sample output is shown below Expert Computing Inc 11 07 94 14 27 LGG Page 1 Preview Checks List
151. e Reprint Checks option this screen is used to designate a range of check records to reprint during the current check processing cycle All checks in the cycle may not have to be reprinted However each range of checks to be reprinted should be a contiguous range Some checks may be ready for Approval or some may be Canceled For example the first 50 of 100 checks are printed The printer jams Checks 51 100 may need to be reprinted Note that renumbering may be required prior to reprinting if some of the check stock was destroyed Reprinted checks must be subsequently printed and approved before continuing the check cycle Figure 69 The Accounts Payable Reprint Checks Option Screen Data items for the preceding screen are described below Reprint Start Enter a positive number with up to 4 digits If some checks are printed out of alignment or are jammed in the printer it may be necessary to reprint these check records The records to be reprinted must be a contiguous range of records For example you could reprint check records 100 149 in one cycle but to reprint checks 80 98 and 100 149 requires two separate reprinting cycles After you determine the range of check records you want to reprint enter the transaction number of the first check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number Accounts Payable User Manual 283 6 Check Processing Repri
152. e 165 Option l Vendors ansia Ste e ee ees a anr E matics 166 Option 2 Terg ece e iE Ae tu sade AE ect tale AE OA NE E 175 Option 3 Recurring PayMents 0 eee ee eeeeeeseeeseeeeecseecsaecsaecaecaecsseeeseeeeeeseeeseeseneeeaes 179 Option4 Vendor Types sss tieen estes debit tise eben a E E E I seeds 186 Options Parameters inen y eee aoe aes ee eave tend eevee ened ates 187 Option 6 Outstanding Checks eerie eeeecceeeeeeneeeeeeseeeseecaecsaeceaeceseceaeesseeeseeeseeseeeeeneeeaes 198 Option 7 Descriptions x sie actives ects an ee ele reso tats babtew seri ee a ea meee ates 202 Option s Vendors List wissen ies eee Ae ee 206 Option 9 Terms List 2 scijecite ces cates eth sede ete a es 210 Option 10 Recurring Payments List eee eeceeeceseceeeeeseeeeseeeaeecaeecaecnaecsaecsseeeseeees 210 Option 11 Vendor Types Tasteri neinei ab gete dies te aE 212 Option 12 Parameters List soe irna eere E ek ese eeepc ese me E TEE E EA 212 Option 13 Outstanding Checks List 0 cece ceeeeseceeeceseeeeeeeeeeeeseeeseeeseecaaecsaecsaecnseenseeees 214 iv Accounts Receivable User Manual Table _of Contents Option 14 Descriptions List 0 0 0 cece eeeeeeseeeneeeeeeseeeseecsaecsaecaeceaeesseesseeeeeeeeeeseeeeneeeaee 216 Option 15 Vendor kabels rarene sehen onde e dt duce do e E E ed ete teewelh E RE 217 Option 16 Vendor Rolodex Cards 00 0 ce eeceeseeseeeneeeseecsceceaeceaecesecnseesseeeseesseesseeseneeeaee 219 Chapter 5 Report
153. e Data Entered By the Original Operator Press ENTER to continue to the next screen Select Next Record to go to the next Invoices Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices Control Groups file This screen may optionally be used to display information about Invoices Control Groups You will only see this screen if you entered N to Use Transaction Control in your Parameters file Accounts Payable User Manual 91 2__ Transaction Processing Figure 20 The Accounts Payable Invoice Operator ID Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only number and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control Numbe
154. e option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard Accounts Payable reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Vendor History Report this step formats the Vendor History by Month informa tion The following data items are shown Month Purchases Disbursements and Discounts As ap propriate group headings appear whenever a change occurs in Liability Account Vendor or Year 240 Accounts Payable User Manual Reports and Inquiry _5 A sample output is shown below Expert Computing Inc 11 08 94 09 59 LGG Page Vendor History Report Mo Purchases Disbursements Discounts Account 2010001001 Accounts Payable Sales Vendor 00000040 Albert Materials Inc Fisc Year 90 Jun Jul Aug Year Subtotals gt Fisc Year 89 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Year Subtotals gt Vendor 00000070 Insurances Unlimited Fisc Year 90 Jun Jul Aug Year Subtotals gt Fisc Year 89 Sep Dec Apr Year Subtotals gt Vendor 00000080 Sam Jones Fisc Year 90 Jun Jul Aug Year Subtotals gt Vendor 00000010 Miscellaneous Supplier Fisc Year 90 Jun Jul Aug Year Subtotals gt Fisc Year 89 Feb Apr May Year Subtotals gt Accounts Payable User Manual 241 5_
155. e screen displayed by this function is shown The screen shown below allows you to choose to edit the pay status by vendor or invoice Figure 58 The Accounts Payable Edit Pay Status Screen Data items for the preceding screen are described below Edit Pay Status Enter an upper case alphanumeric field 1 character in length Valid entries are V I and You may edit invoices by vendor or invoice Select either lt Return to the Checks Processing menu V Edit all invoices for a particular vendor I Edit each invoice individually 258 Accounts Payable User Manual Check Processing 6 Press ENTER to save the information on this screen Step 2 This function is used to edit the pay status information by invoice in the Unpaid Invoices records On the following pages the screen displayed by this function is shown The screen below presents information about Unpaid Invoices This file contains a record for each vendor invoice Transaction postings either create a record or update a record in this file All unpaid invoice records are considered for payment and approval during the check processing cycle Through the Edit Pay Status function unpaid invoices are selected for check processing payment or held for future payment Figure 59 The Accounts Payable Edit Pay Status Invoice Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option
156. eceding screen are described below Projection Date Enter a date YMD The system defaults today s date as the date upon which you want the cash requirements pro jection to be based You may change this entry 236 Accounts Payable User Manual Reports and Inquiry _5 Due Date to Project Enter a positive number with 1 digit Indicate which due date to use when projecting the cash required for the unpaid invoices Valid options are 1 Transaction Due Date 2 Discount Due Date If the Transaction Due Date is used to determine the projection period the gross amount of the invoice is added to the column representing the number of days from the date entered as the Projection Date until the invoice is due If the Discount Due Date is used the net amount of the invoice gross amount less any appli cable discount is added into the projection period representing the number of days until the discount due date If no discount due date is present for an invoice the transaction due date is used to determine the correct projection period Projection Periods Enter a number with up to 3 digits Weekly periods are defaulted for the projection periods If you wish the projection to be based on different periods enter the number of days for each period Period Ending Dates The system displays a date YMD This date shows you the actual ending date for each projection period to be printed This date is determined by adding the number o
157. eck This field should only be used if there is no Dr Liability entry The amount should be negative for a void check Subsidiary Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able If you are entering a direct disbursement the system displays the subsidiary type for the ac count as defined in General Ledger This reflects the subsidiary to which this line item will be posted If General Ledger is not part of your system you may enter any value in this field The trans actions posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Subsidiary Code Enter an upper case alphanumeric field up to 16 characters in length You can use Scan to search for an appropriate entry For a direct disbursement only supply a subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed the transaction will flow through to General Subsidiary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsidiary type is not blank you must enter a subsidiary code The transactions posted with the various subsidiary types and codes can be viewed on the Subsidiary Code GL Distributions report on the Monthly Processing menu Direct Account Enter an upper case alphanumeric field up to 12 characters in length You can use Sc
158. econd line of the vendor s address and the shipping address in the first line Enter an alphanumeric field up to 20 characters in length Supply the city in the vendor s address Be sure to enter a comma after the city if you want a comma to print between the city and state on the vendor s check Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Provide the standard 2 letter state abbreviation This entry should be in the State abbreviation table Accounts Payable User Manual File Maintenance 4 Zip Enter an upper case alphanumeric field up to 10 characters in length Supply the postal zip code Country Enter an upper case alphanumeric field up to 20 characters in length Furnish the country name where the vendor is located Contact Name Enter an alphanumeric field up to 20 characters in length State the name of the person to be contacted when communicating with this vendor Telephone Enter an upper case alphanumeric field up to 14 characters in length Furnish the vendor s phone number Facsimile Enter an upper case alphanumeric field up to 14 characters in length Supply the Vendor s FAX number Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry Provide the code from the Terms file to represent the payment terms for this vendor The description of the terms is printed next
159. ed for a check cycle restart The system displays the description of the control group so you may verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 292 Accounts Payable User Manual Check Processing 6 E Hand Check Records Must be Changed through Hand Checks Entry M Use VOID CHECK STOCK function to Acknowledge use of Check Stock Press ENTER to display system supplied information and then press ENTER again to continue to the next screen The screen below asks you to verify that you wish to clear and restart the check cycle Figure 72 The Accounts Payable Clear All Checks and Restart Screen 2 of 2 Data items for the preceding screen are described below Clear All Checks and Restart Enter Y Yes or N No The initial default value is Y This field is required Enter Y to clear all check records and prepare for the check cycle to be restarted Enter N to discontinue this process The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below W All Check Records in this Control Group Will be Deleted Press ENTER to save the information on this screen Accou
160. ed goods a computer cable to your vendor valued at 150 00 An adjustment entry of 150 00 would create the following General Ledger entries DR Accounts Payable CR DR Computer CR Supplies 150 00 150 00 Prepayment Processing The processing of prepayments impacts two areas of Transaction Processing Invoices and Cash Dis bursements Invoices Entry A prepayment is recorded by entering a Prepayment amount and a nonblank Purchase Order PO number The PO number is used as the Apply To to record the prepayment This number must be different from the invoice number to create a unique record of the prepayment invoice and payment that is separate from the remainder of the invoice It also allows you to record the cash disbursement or Hand Check for the prepayment before receiving and recording the invoice Accounts Payable User Manual 305 Appendix A __ Examples of Transaction Postings Cash Disbursements The payment of the prepayment amount can be recorded by entering a hand check before or after the invoice is entered or through system generated checks only after the invoice is recorded If a hand check entry is made for a prepayment the Apply Type entered should be 2 for Prepayment and the PO number should be entered as the Apply To The end result invoice with the prepayment amount and PO number and the cash disbursement with Apply To as the PO number is An unpaid invoices rec
161. ed on the report Press ENTER to save the information on this screen Step 3 In preparation for performing a sort selection process on the Transaction History information this step provides you with a default sequencing of data records by Liability Account Vendor and Apply To giving additional sort order choice by Post Month and Post Year with the option to change modifiable parameters at run time Selection of data records is provided by Liability Account Vendor Apply To Operator ID Post Month and Post Year with the option to enter user specified comparisons at run time Step 4 This disposition type is used for all standard Accounts Payable reports Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 6 In order to print the Transaction History Report this step formats the Transaction History information The following data items are shown Operator ID Control Number Transaction No Post Month Post Year Apply To Invoice Check Number Transaction Type Abbreviation PO No Transaction Date Transaction Desc Discount Amount Retention Amount and Amount As appropriate group headings appear whenever a change occurs in Post Month Liability Account or Vendor If requested totals appear whenever a change occurs in Vendor Liability Account or Post Month When totals are speci fied the following items are accumulated Discount Amount Retention Amount Am
162. elow Line Item No Enter a positive number with up to 4 digits The system automatically numbers line items in sequence beginning with 1 You may change this number Description Enter an alphanumeric field up to 30 characters in length Describe the product If an Item Code was entered for a valid inventory item the item de scription from the Products file is displayed You may override the display If your system does not include Inventory Control you should provide a description of the purchase Prorate Enter Y Yes or N No The initial default value is Y This field is required Accounts Payable User Manual 97 2__ Transaction Processing Indicate whether or not freight tax and other amounts should be prorated to this line item If this field is set to N no amount is prorated to the line item nor is the line item amount in cluded in determining the amount of proration for other line items For example if you wish to enter freight as a line item but do not want any tax or other amounts prorated to the freight set this field to N If an amount is entered in any of the freight tax or other fields on the invoices screen at least one line item must accept the proration amount If no freight tax or other amounts are entered this field is ignored If you are using the Discounts Lost method discount amounts are also prorated according to the above guidelines See Appendix A for a m
163. en Select Next Record to go to the next Vendors record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Vendors file The screen below presents additional information about Vendors Accounts Payable User Manual 171 4 File Maintenance Figure 39 The Accounts Payable Vendors Part 2 of 2 Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Payment Status Enter an upper case alphanumeric field 1 character in length Valid entries are N T H and D The initial default value is N Define the manner in which you want to pay this particular vendor This code is defaulted for all invoices for this vendor The payment status can be overridden during invoice entry or change through the Edit Pay Status function The valid Pay Status codes and standard de scriptions are N Normal Use the payment terms as defined in the Terms file T Take Discount Take the discount regardless of the payment terms H Hold Place all invoices on hold until they are released during Edit Pay Status D Dispute
164. en at least one line item must accept the proration amount If no freight tax or other amounts are entered this field is ignored Accounts Payable User Manual Transaction Processing 2 If you are using the Discounts Lost method discount amounts are also prorated according to the above guidelines See Appendix A for a more detailed discussion of prorating The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below All product Invoices Must Be Entered In Purchase Order Control Amount Must Have The Same Numeric Sign As Quantity Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Invalid Application Type Inventory Parameter Record Not on File Offset Account Must Be Entered Product Class Not on File E Product Vendor Not on File Use Option 17 to Create a Record Product Warehouse Not on File Use Option 18 to Create a Record Products File Does Not Exist Products by Vendor File Does Not Exist Products by Warehouse File Does Not Exist Purchase Order Line Number Not on File Quantity Times Price Exceeds Maximum Amount Subsidiary Code Not on Subsidiary Codes by Account File Subsidiary Codes by Account File Does Not Exist M Use Option 17 to Create Prod Vendor Records Option
165. en you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the two screens displayed by this function are shown The screen shown below presents information about Recurring Payments Use this file to maintain the Recurring Payments to be generated Figure 41 The Accounts Payable Recurring Payments Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Accounts Payable User Manual 179 4 File Maintenance Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Data i
166. eps accomplish this job Step 1 This function is used to select the summary only option option for the Purchase GL Distributions Report On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print the detail and summary reports or the summary report only Figure 31 The Accounts Payable Purchases GL Distributions Screen Data items for the preceding screen are described below Print Summary Enter Y Yes or N No The initial default value is N This field is required Enter Y to print only the summary report Enter N to include the detail Press ENTER to save the information on this screen 120 Accounts Payable User Manual Monthly Processing _3 Step 2 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account and Account Component with option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection an
167. er the line items of the invoice The proration is optional on each line item but at least one line item must accept the freight amount Secondly the freight amount can be entered as a separate line item on the invoice and will be posted to the expense account entered on that line item The third freight option Estimated Freight requires Inventory Control as part of your accounting sys tem In this case each inventory item that is purchased can be given an estimated freight percentage 10 Accounts Payable User Manual General Information _1 Before inventory cost records are updated the percentage is applied to each invoice line item contain ing the inventory item or product The added cost is posted to the estimated freight account identified on the inventory item s Product Class record Inventory costs will also reflect he estimated freight amount Additionally a separate freight invoice can be entered Application Interfaces The combination of Accounts Payable and other APPX accounting applications such as Accounts Receivable General Ledger Purchase Orders and Commission Accounting provides a fully inte grated system for effective management and control of your business There are many separate appli cations that can be installed in whatever configuration best suits your requirements Components of each application contribute to the overall effectiveness of the system The particular combination which is most effective for
168. ered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the screen below and can enter control and hash totals for your invoices In addition a record is written to the Transaction Control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID Figure 19 The Accounts Payable Invoice Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Accounts Payable User Manual 89 2__ Transaction Processing Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and au tomatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed i
169. eriod in which the check was posted has been closed the amount of information supplied varies depending upon the number of month of historical data being kept for Transactions and Outstanding Checks In this case you may have to supply information for the void check and you must enter line item information Each group of void checks includes a control group record and a series of one or more checks each with any number of line items On the following pages the five screens displayed by this function are shown The screen shown below presents information about Disbursements Control Groups When you enter checks you see only one of the tow possible screens for Hand Check or Void Check Control Groups Which screen you see depends on how you answered two questions on your Param eters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the screen below and can enter control and hash totals for your checks In addition a record is written to the Transaction control file for each control groups posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the Operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the operator ID Accounts Payable User Manual 103 2__ Trans
170. escription On the following pages the screen displayed by this function is shown The screen shown below allows you to enter information required to print the Transaction Register 222 Accounts Payable User Manual Reports and Inquiry _5 Figure 52 The Accounts Payable Transaction Register Screen Data items for the preceding screen are described below Ageing Date Enter a date YMD This field is required You can specify the date from which the printed transactions are aged By default the system displays today s date You can enter a new date to override the display Date to Age Enter a positive number with 1 digit Indicate which date you would like to use for ageing the transactions The Ageing Type is displayed from the Parameters file but may be changed Valid options are 1 Transaction Date 2 Due Date Ageing Periods Enter a number with up to 3 digits The system displays the Transaction Register Periods that were entered in the Parameters file You can override any ageing period Each ageing period refers to either the invoice date or the due date depending on the entry in the Date To Age field A positive entry indicates the number of days after the invoice or due date A negative entry indicates the number of days before the invoice or due date Accounts Payable User Manual 223 5 Reports and Inquiry For example ageing entries of 0 and 30 would define the following three periods 0
171. ess Step 5 In order to print the Ageing Report Summary this step formats the Transactions information As appropriate group headings appear whenever a change occurs in Post Month Liability Account or Vendor If requested totals appear whenever a change occurs in Apply To Vendor Liability Account or Post Month When totals are specified the following items are accumulated Total Balance Amount Total and Ageing Period Percent Grand totals print at the end 228 Accounts Payable User Manual Reports and Inquiry _5 A sample output is shown below Expert Computing Inc 11 08 94 09 51 LGG Page 1 Ageing Report Aged as of 11 08 94 Using Due Date 11 08 94 10 09 94 09 09 94 08 10 94 Vendor Balance 0 amp Under 60 61 To 90 Account 1061001000 Prepaids amp Deposits 00000010 Miscellaneous Supplier 00 P P P 00000020 Pool and Associates 1500 00 x x x x 1500 00 Account Totals gt 1500 00 2 b 1500 00 Account 2010001001 Accounts Payable Sales 00000040 Albert Materials Inc 124 00000070 Insurances Unlimited 00000080 Sam Jones 2216 00000010 Miscellaneous Supplier 75 00000030 Mountain Air Conditionin 00000090 George Peters 00000020 Pool and Associates 00000060 Travel Planners 00000100 Kris Williams 00000050 Hardware Services Inc oy ooooooo0oo0oo00 Account Totals gt 12087 41 2 P 1000 00 11087 41 91 7 Account 2030001001 Retention Payable Sales 00000040 Albert M
172. estart the cycle after checks are printed or any other time before the checks are posted The Checks Journal provides a detailed audit trail of the checks printed during this cycle and is re quired before posting The Checks Register report lists the checks that were printed by check number and shows the vendor receiving the check as well as the check amount and date The final step in the check processing cycle is to post the checks which updates your master files Canceled checks are entered from your bank statements and then listed on a Check Reconciliation re port If Accounts Receivable is part of your system the Checks Reconciliation report lists your cash Accounts Payable User Manual 9 1 General Information deposits in addition to canceled and outstanding checks This report is extremely useful when reconcil ing your bank accounts Cash Flow For Cash Flow forecasting purposes Accounts Payable provides a Cash Requirements Projection re port This report projects payment amounts based on either the invoice due date or the discount due date for time intervals you designate Besides total dollar amounts required the total number of in voices is provided for each time period as well as the total number of vendors to which the invoices are owed Historical Data Accounts Payable allows you to determine the number of months of history to keep for several types of data Vendor History shows the total purchases disbursemen
173. ether or not the Purchases GL Distributions report has been printed for the current month Adjustments Control No The system displays a positive number with up to 4 digits The system maintains a running control number for the Adjustments file Disburs GL Distributions Required Enter Y Yes or N No The initial default value is N This field is required Enter a Y if you want printing of the Disbursements GL Distributions Report to be required before end of month processing can proceed 194 Accounts Payable User Manual File Maintenance 4 Disburs GL Distributions Printed Enter Y Yes or N No The initial default value is N This indicates whether or not the Disbursements GL Distributions Report has been printed for the current month Disbursements Control No The system displays a positive number with up to 4 digits The system maintains a running control number for the Disbursements file Adjustments GL Distributions Required Enter Y Yes or N No The initial default value is N This field is required Enter Y if you want printing of the Adjustments GL Distributions Report to be required before end of month processing can proceed Adjustments GL Distributions Printed Enter Y Yes or N No The initial default value is N This indicates whether the Adjustments GL Distributions report has been printed for the cur rent month
174. evelopment 00 06 89 112 5106 PMT 06 01 89 Pool and Associates 00 05 89 202 202 INV 05 19 89 ads 00 06 89 202 5106 PMT 06 01 89 Pool and Associates 00 04 89 203 203 INV 04 02 89 brochures 00 06 89 203 5106 PMT 06 01 89 Pool and Associates 00 06 89 40512 40512 INV 06 15 89 Summer magazine ad 00 07 89 40512 5211 PMT 07 10 89 Pool and Associates 00 06 89 89061000 89061000 INV 06 10 89 Advertising Retainer 00 07 89 89061000 5211 PMT 07 10 89 Pool and Associates 00 04 89 98566 98566 INV 04 10 89 mailers 00 06 89 98566 5106 PMT 06 01 89 Pool and Associates 00 n H m EHNENONONOBRNNO BR IBN Vendor Total gt Accounts Payable User Manual 235 5__ Reports and Inquiry Option 5 Cash Requirements Projection Use this function to project the amount of cash needed to pay invoices for a given period The time periods for projection can be varied and can be based either on the invoice due date or the discount due date The following processing steps accomplish this job Step 1 You can use this function to enter a projection date choose which date to use when projecting cash required and choose the lengths of the projection periods On the following pages the screen displayed by this function is shown The screen shown below allows you to enter information required to print the Cash Requirements Pro jection Figure 55 The Accounts Payable Cash Requirements Projection Screen Data items for the pr
175. evious to Parameters Calendar Month W Post Year of Zero Will Post as the Year 2000 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Previous Image to go back to the Disbursements Control Groups screen Select Next Record to go to the next Disbursements record Select End to go to the next Disbursements Control Groups record 110 Accounts Payable User Manual Transaction Processing 2 At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Disbursements file The screen below presents additional information about Disbursements Figure 28 The Accounts Payable Miscellaneous Vendor Name Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Miscellaneous Vendor Name Enter an alphanumeric field up to 30 characters in length If you enter a miscellaneous vendor number the system displays an additional name filed after you complete the Hand Check or void Check information Enter the miscellaneous ven dor name which prints on the checks journal
176. f days in the corresponding Projection Period to the Projection Date For example if the projection date is 7 01 90 and the projection periods are 7 14 21 and 28 days the Period Ending Dates are 7 08 90 7 15 90 7 22 90 and 7 29 90 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Projection Periods Must Be in Ascending Order Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a default sequencing of data records by Vendor Alpha Vendor Apply To Invoice Type and Date Time Stamp giving additional sort order choice by Liability Account Post Year and Post Accounts Payable User Manual 237 5___ Reports and Inquiry Month with the option to change modifiable parameters at run time Selection of data records is pro vided by Liability Account Vendor Post Month and Post Year with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Cash Requirements Projection this step formats the Transaction
177. f the General Ledger application is part of your system the account number must be in the Chart of Accounts file The system displays the description of this account so you may verify your entry Misc Vendor Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not the vendor is a miscellaneous vendor Miscellaneous vendor records are normally used for one time vendors Note that Vendor History data is not recorded for individual miscellaneous vendors To differentiate between miscellaneous vendors you need to enter a name and address during invoice entry rather than have the system use a fixed name and address from the Vendors file You can establish more than one miscellaneous vendor Hold Check 170 Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you want to prevent this vendor s checks from being created ate checks for this vendor regardless of pay status or unpaid invoice setting If you print a Cash Requirements report all invoices for this vendor will have a hold status N Do not place this vendor s checks on a hold status Process as usual Accounts Payable User Manual File Maintenance 4 Correct 1099 The system displays Y Yes or N No The initial default value is N This field is required The system defaults N which assumes that the creati
178. fied criteria this step actually performs the desired selection and or sort ing process Step 11 In order to print the report requested this step formats the Disbursements and Disbursements Line Items information The following data items are shown Trx No Vendor Name Check Amount Check No Check Date Post Month Year Hand Check Status Cash Account Description Check Line No Apply To Apply type PO No Dr Liability Discount Amount Cr Retention Direct Amount Account Subsidiary Type and Code Retention Account Liability appropriate group head ings appear whenever a change occurs in Control No or Post Month If requested totals appear when ever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Active Check Totals Liability Total CR Discount Total CR Retention Total Direct Total Line Items Total Check Total Control Total Current Control Control Remaining Vendor Hash Total Current Hash and Hash Remaining Grand totals print a the end showing Journal Errors and Journal Warnings 82 Accounts Payable User Manual Transaction Processing 2 Step 12 In preparation for performing a sort selection process on the Adjustments information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number
179. from Octo ber 1 through September 30 enter 10 If General Ledger is part of your system the start month is supplied for you and you cannot change it Calendar History The system displays Y Yes or N No The initial default value is Y The system will keep Vendor history by either fiscal or calendar period If you prefer to keep vendor history by fiscal period enter N Months of Vendor History Enter a positive number with up to 3 digits Designate the number of months of vendor history to keep on file During Close Month pro cessing historical records older than the number of months entered here are deleted Months to Keep Cancelled Checks Enter a positive number with up to 2 digits Accounts Payable User Manual 189 4 File Maintenance Enter the number of months you want to keep canceled checks During close month process ing records older than the number of months specified in this field are deleted Canceled check records are aged from the check date not the month in which they are canceled to determine if they should be deleted The Paid Invoice by Check Number inquiry uses the Outstanding Checks file which in cludes canceled check history to supply the paid invoice information Months to Hold Processed Invoices Enter a positive number with up to 3 digits Designate the number of months to keep posted invoice numbers on file These invoice num bers are arranged by vendor
180. g Wholesl 2010001001 Accounts Payable Sales 0002 00000040 Albert Materials Inc 2030001001 Retention Payable Sales 2010001001 Accounts Payable Sales 0003 00000060 Travel Planners 2010001001 Accounts 2010001001 Accounts Payable Payable 0004 00000080 Sam Jones 2010001001 Accounts 2010001001 Accounts Payable Payable Control Group SRR 0002 Aug adjustments Exclusive N Post Now N Number of Errors in This Journal 0 Apply To Adj Date Description Invoice Type Wh Sub Type Code Adj Amount 08 20 89 correct invoice amount 1 Invoice 0 08 20 89 Write off retention 2 Retention Invoice 0 08 20 89 1 Invoice 0 correct vendor 08 20 89 1 Invoice 0 Post Month Year 08 89 Total gt correct vendor Control Group Total gt 69 Calculated 77 69 200 Entered Difference Control Totals Hash Totals Adj Amount Grand Total gt 77 69 84 Accounts Payable User Manual Transaction Processing 2 Step 15 In order to print the Accounts Payable Journal Summary this step formats the Summarized Distribu tions information The following data items are shown Post Year Post Month GL Account Descrip tion Journal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 59 LGG Page Accounts Payable Journal Summary Account Account Name Trx Date Debits Credits 2010001001 Accounts Paya
181. ge of records The following options allow you to approve or revise the check records Option 17 Delete a range of unprinted check records Note that you may need to Renumber the records following the deletion Option 18 Renumber a range of unprinted or printed check records This may be necessary if the check control number must equal the check stock number Option 19 Approve a range of printed checks This designation means that the checks have been printed successfully Option 20 Reprint a range of check records All check records do not have to be reprinted Some may already be approved or canceled Option 21 Cancel and or void a range of printed checks If a canceled check is designated as VOID a voided outstanding check record will be created Figure 64 The Accounts Payable Checks Approval Check Detail Screen Accounts Payable User Manual 275 6___ Check Processing When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Trx Transaction Number The system displays a positive number with up to 4 digits The transaction number is suppl
182. h Year 08 89 Account 1010001001 Cash Sales Outlets SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 0001 00000010 Miscellaneous Supplier 303 08 13 89 sign A 90 0001 00000040 Albert Materials Inc 5500 08 16 89 Albert Materials Inc 0002 00000020 Pool and Associates 306 08 10 89 deposit on mailer prod 7 00 0002 00000050 Hardware Services Inc 5501 08 16 89 Hardware Services Inc 0003 00000010 Miscellaneous Supplier 311 08 07 89 expenses for interview K 60 0003 00000070 Insurances Unlimited 5502 08 16 89 Insurances Unlimited 0004 00000040 Albert Materials Inc 312 08 11 89 packing materials 55 0004 00000080 Sam Jones 5503 08 16 89 Sam Jones 0005 00000010 Miscellaneous Supplier 5504 08 16 89 binders x 22 0006 00000010 Miscellaneous Supplier 5505 08 16 89 convention room 0007 00000030 Mountain Air Conditionin 5506 08 16 89 Mountain Air Condition 00 0008 00000090 George Peters 5507 08 16 89 George Peters 0009 00000020 Pool and Associates 5508 08 16 89 Pool and Associates i 91 0010 00000060 Travel Planners 5509 08 16 89 Travel Planners 0011 00000100 Kris Williams 5510 08 16 89 Kris Williams x 68 7 8 7 8 7 8 7 8 8 8 8 8 8 8 8 Current Month Totals gt 55 53303 55 Beginning GL Balance gt 2148193 22 Account Total gt 2094889 67 Account 1061001000 Prepaids amp Deposits SRR 7 0002 00000020 Pool and Associates 08 10 89 mailer production 1500 Cur
183. h characters The field would appear JM M J S N Day To Invoice Enter a positive number with up to 2 digits 180 Accounts Payable User Manual File Maintenance 4 Specify the day to be used as the invoice date Depending on the entry in the 13 Month Basis field the Day to Invoice specifies either the day of the period or the day of the month If 13 Month Basis is Y this day pertains to a 28 day accounting period For example suppose you entered a 2 in this field you are currently in the second accounting period of the year Assuming that your fiscal year begins January 1 the 2 would represent January 30th since this date is the second day in the accounting period If 13 Month Basis is N this day pertains to a calendar month For example suppose you entered a 2 in this field and you are currently in February The 2 would represent Febru ary 2nd since this date is the second day in the calendar month 13 Month Basis Enter Y Yes or N No The initial default value is N This field is required Indicate how you want the system to base the invoice date This field works in conjunction with the Day to Invoice field on this screen If your system is on a 12 month fiscal year see Parameters file this field is automatically set to N and cannot be changed If your system is on a 13 period fiscal year enter either Y The recurring payment generation is based on a 13
184. hanumeric field up to 8 characters in length Only numbers are ac ceptable By using Scan you may use this field as an access key for selecting records This unique number will be used throughout the system to identify the vendor Accounts Payable User Manual 167 4 File Maintenance Vendor Name Enter an alphanumeric field up to 30 characters in length This field is required Furnish the vendor s name This name will generally appear next to the vendor number field whenever it is displayed on other screens and reports If this is a miscellaneous vendor it may be helpful to enter Miscellaneous Vendor for the name During invoice and hand check entry for miscellaneous vendors you can specify the actual name Alpha Code Enter an alphanumeric field up to 8 characters in length This field is required By using Scan you may use this as an access key for selecting records Determine a code to use when sorting data during report and check processing You may want to use a portion of the vendor name as a alphabetical sort Address Line 1 Enter an alphanumeric field up to 30 characters in length Give the first line of the vendor s address You may want to enter the shipping address in this line and the mailing address in the second line see next field Address Line 2 City State 168 Enter an alphanumeric field up to 30 characters in length You may want to enter the mailing address on the s
185. hat may result are shown below E Must Enter Reporting Year Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Vendors information this step provides you with a default sequencing of data records by Vendor Alpha and Vendor giving additional sort order choice by Vendor Type with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Alpha Vendor Vendor Type and Tax Identifying Number with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports 158 Accounts Payable User Manual Monthly Processing _3 Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the 1099 Audit Report this step formats the Vendors information The following data items are shown Vendor Tax Identifying Number Name Disbursements Address City State and Zip Code A sample output is shown below Expert Computing Inc 11 08 94 10 24 LGG Page 1099 Audit Report For The Year Ending Vendor Soc Sec No Disbursements 00000080 417 98 8556 Sam Jones 4201 Oak Lane Boston MA 42156 00000090 518 97 9784 George Peters 845 Missouri Blvd Denver CO 71454 00000020 448 96325 Pool and Associates 985 E University Way Suite 115 Seattle WA 98521 000001
186. he Disbursements file The screen shown below presents information about Hand Check Line Items This file contains cash disbursements line item information Figure 12 The Accounts Payable Hand Check Line Items Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Check Line No Enter a positive number with up to 4 digits The system automatically numbers line items in sequence beginning with 1 For machine checks this number indicates the order in which the invoices will appear on the check stub You may change this number Accounts Payable User Manual 41 2__ Transaction Processing Apply Type Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable The initial default value is 3 This field is required In ADD mode this field will automati cally be saved from one record to the next Identify the manner in which this payment is to be applied The system displays the descrip tion so you may verify your entry Valid codes are 2 Prepayment The disbursement is a prepayment 3 Apply To Invoice
187. he Cash Requirements report lists all unpaid invoices by vendor and extends only those that are due before the next check cycle or those that must be paid in the current check run to earn available discounts Invoices with due dates or discount dates after the next check processing cycle date are listed but excluded from the cash required extension If the proposed disbursements require changes before the checks are actually created use the Edit Pay Status function to change the disbursements Disbursements may be edited by vendor or by invoice Pay status options include Normal take discount if paid within the discount period Take Discount even if payment does not fall within the discount period and Hold or Dispute the invoice After the checks are created the Preview Checks List shows each check that will be printed Once checks are created if some records are incorrect you can use the Checks Approval Revision function to delete or renumber ranges of check records prior to printing the checks The entire check cycle can be cleared and restarted using the Clear All Checks and Restart function and then rerunning Checks Creation After checks are printed the Checks Approval Revision function allows you to approve delete renumber or void and cancel one or more checks This can be done on multiple ranges of checks any number of times during a processing cycle The Clear All Checks and Restart function can also be used to r
188. he option to enter user specified comparisons at run time Step 28 This step prevents CANCEL from canceling the current job Step 29 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 30 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Ad justments Control Groups Transaction Control and Adjustments files will occur Generalized routines are performed to do Month to Date Postings in Accounts Payable Post GL Transaction sin General Ledger and Convert Calendar To Fiscal in General Ledger Step 31 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Pa rameters Adjustments Control Groups and Transaction Control files will occur Generalized routines are performed to Post AP Transactions in Accounts Payable and Post Inventory Costs in Inventory Control Records in the Adjustments and Adjustments Control Groups files will then be deleted Step 32 This function displays a warning to the operator if any errors were encountered during posting or pro cessing Accounts Payable User Manual 87 2__ Transaction Processing Option 11 Special Processing The following menu appears
189. hecks Processing e File Maintenance e Reports and Inquiry e Monthly Processing The features described in this manual are included in the APPX turnkey Accounts Payable application Any modification to the software or documentation is the responsibility of the software consultant who makes the modification Accounts Payable User Manual 7 1 General Information Application Features Accounts Payable provides the accounting information required for analysis and control of your company s disbursements Invoices Adjustments and Checks which are entered through an on line user workstation and detail or summary transactions generated form other applications provide the input to Accounts Payable All transactions entering the system are controlled and process against individual accounts Account validation and other validation such as vendor number and item code occurs at entry time and does not allow invalid or out of balance data to post to master files Accounts Payable can transfer information to the General Ledger and or Inventory Control applications Accounts Payable can support either twelve or thirteen financial periods per fiscal year The fiscal year may be synchronized with or independent of the calendar year Other applications may coincide with the Accounts Payable accounting period or may be ahead of or behind that used by Accounts Payable Transaction entry functions allow the user to specify the month and year to which a tran
190. his field will automatically be saved from one record to the next For normal hand checks the liability account for the vendor from the unpaid invoices record is displayed For void checks the original liability account is displayed if available You may change this default If the General Ledger application is part of your system this num ber must be on file in the Chart of Accounts file The system displays the corresponding ac count description so you may verify your entry If you have entered a direct amount erase the Liability Account field and supply a direct ac count below Retention Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply the number of the Retention Liability account to be credited by the Cr Retention amount The Retention account entered in the Parameters file is defaulted but may be changed If the General Ledger application is part of your system this number must be on file in the Chart of accounts file The system displays the corresponding account description so you may verify your entry Accounts Payable User Manual 43 2__ Transaction Processing Direct Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If this transaction is to be directly expensed no liability is to be recorded indicate the amount of cash to be applied as a direct disbursement or hand ch
191. holding Agency 00000120 Janice Sdmith 352 1456 Cash State Unemployment Insurance 00000140 352 0764 Cash Travel Planners 00000060 Jill Peterson 555 4112 555 1212 Net 30 Kris Williams 00000100 987 6541 Net EOM Hardware Services Inc 00000050 George Johnson 555 0079 555 1008 2 10 Net 30 Step 6 In order to print the standard Vendors List this step formats the Vendors information The following data items are shown Vendor Vendor Alpha Name Hold Checks Miscellaneous Vendor Bal ance Address Line 1 Pay Status Description Credit Limit Address Line 2 Tax Identifying Num ber Retention Retention City State Zip Code Bank Account No Last Purchase Country Needs Corrected 1099 Last Invoice Number Phone Telefax Number Last Invoice Amount Contact Terms Code Description Last Payment Date Vendor Type Last Check Number Liability Account Last Check Amount Offset Account and Comment 208 Accounts Payable User Manual A sample output is shown below 11 07 94 14 31 00000040 AAAA Albert Materials Inc 10112 West Smith Seattle WA 98112 USA Phone 206 555 1256 Contact Milton Albert Vendor Type 10 Supplier Terms 060 2 10 25 N 25 10 Liab Acct Offset Acct Comment Prompt Supplier Expert Computing Vendors List Hold Checks N Pay Status Tax ID No Bank Acct No Inc Misc Vendor N Normal 205698 Correct 1099 N FAX 2010001001 Accounts Payable Sales 4010000000
192. ic field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Designate the cash account which the check was written against The cash account defined in the Parameters file is defaulted but may be changed This account is credited by the amount of the check The check amount for a Void check is normally negative and thus a debit to the Cash Account 38 Accounts Payable User Manual Transaction Processing 2 If the General Ledger application is part of your system the account number must be on file in the Chart of Accounts file The system displays the account description so you may verify your entry Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify the month to which these transaction are to be posted The current month defined in the Parameters file is supplied If you want to post to a prior or future month you may change it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Enter the year to whi
193. ice by Post Year and Post Month with the option to change modifiable parameters at run time Selection of data records is provided by Liability Account Vendor Apply To Invoice Type Post Month and Post Year with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports 224 Accounts Payable User Manual Reports and Inquiry _5 Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the transaction Register Report this step formats the Transactions information The following data items are shown Apply To Transaction Type Abbreviation Operator ID Control Number Transaction No Invoice Check Number PO No Transaction Date Invoice Due Date Amount Transaction Desc Pay Status Description Retention Amount Discount Due Date and Dis count Amount As appropriate group headings appear whenever a change occurs in Post Month Li ability Account Vendor or Apply To If requested totals appear whenever a change occurs in Apply To Vendor Liability Account or Post Month When totals are specified the following items are ac cumulated Total balance Amount Total Credit Limit Credit Available and Ageing Period Percent Grand totals print at the end A sample output is shown below 01 12 95 10 18 Apply To Typ ID Ctrl Trx Description Inv Chck PO N
194. idation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Invalid Application Type Subsidiary Code Not on Subsidiary Codes by Account File Subsidiary Codes by Account File Does Not Exist Amami m ma Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select the Previous Image option to go back to the Recurring Payments screen Select the Next Record option to go to the next Recurring Entries Line Items record Select the End option to go the next Recurring Payments record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Entries Line Items file Accounts Payable User Manual 185 4 File Maintenance Option 4 Vendor Types You can use this function to enter or edit vendor types The Vendor Type is useful in classifying your vendors For example you may want to differentiate between several classifications of vendors based on the volume of business such as High Med and Low When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted re
195. ied for each check record It provides a unique identifier for each record Vendor The system displays an upper case alphanumeric field up to 8 characters in length Only numbers are acceptable The system displays the vendor number that corresponds to the check record Check Control The system displays a positive number with up to 8 digits The check control number is assigned to each check record during the Checks Creation func tion This control number is printed on the check form during the Print Checks function Check Stock The system displays a positive number with up to 8 digits If your system requires the Check Stock number to equal the Check Control number the sys tem displays the Check Stock number If not the system displays a blank until you assign Check Stock numbers to each check record in the Approve option The Checks Approval and Revision process is simpler if the Check Control Number and Check Stock Number are not required to be equal Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system displays the check amount as determined during the Checks Creation function Delete If the unprinted check record is designated as Deleted the Check Control number is displayed in the Delete column 276 Accounts Payable User Manual Check Processing 6 Approve If the printed check record is designated as Approved
196. ield up to 30 characters in length Describe this group of checks This description will appear on the Transaction Control report and inquiry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Hand Check Records Must be Revised through Hand Checks Entry Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Next Record to go the next Disbursements Control Groups record At this screen the use of the MODE keys INQ pertain to those records in the Disbursements Control Groups file 274 Accounts Payable User Manual Check Processing 6 The screen shown below presents information about Check Detail The first ten check records are displayed Press Enter to view the next ten check records Press the Inquire option to view a spe cific check record Press End to end the edit process After you End your selections are verified for consistency If there are errors go back and modify your selections Otherwise a disposition screen is provided to print the Check Approval Revision List Press Cancel to cancel all changes If checks are printed each check record must be designated as approved or revised Each option works like a toggle in selecting and deselecting a ran
197. ies to all invoices for this vendor You may enter this date only if the Pay Status field is either N or T If you leave this field blank the invoice pay date is not changed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Pay Date Only Set For Status N and T W Checks Already in Process for this Vendor Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 5 This function changes the defined pay status and pay date in the unpaid Invoice records for the vendor specified Step 6 This step conditionally allows a job to branch forward or backward to any sequence number in the list of functions in the job Option 3 Checks Creation Use this function to create the check records for the current check cycle The check records can be reviewed prior to printing the checks Ranges of check records can be deleted and or renumbered if necessary The entire check cycle can be cleared and restarted if necessary using the Clear All Checks and Restart function See Appendix B for more information The following processing steps accomplish this job Step 1 This function is used to enter the Cash Disbursements cash account number maximum check amount check date following check printing da
198. ilable data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Accounts Payable User Manual 93 2__ Transaction Processing Transaction No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each detail record This number is printed on the journal and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The transaction number is printed on may reports and inquiries throughout Accounts Payable Transaction Type Enter a positive number with 1 digit In ADD mode this field will automatically be saved from one record to the next The system defaults the transaction type of accounts payable invoice but you may override the display Valid choices are 1 AP Invoice 2 Debit Credit Memo Vendor PO No Enter an upper case alphanumeric field up to 8 characters in length Only number are accept able You can use Scan to search for an appropriate entry Supply the number of the vendor responsible for this invoice The system displays the vendor name so that you can verify your entry If you enter a miscellaneous vendor number in stan dard Invoices Entry additional name and address fields
199. in to those records in the Disbursements file The screen below allows you to enter the miscellaneous vendor s name This screen appears only if you enter a miscellaneous vendor number on the check record Figure 11 The Accounts Payable Miscellaneous Vendor Name Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Miscellaneous Vendor Name Enter an alphanumeric field up to 30 characters in length If you enter a miscellaneous vendor number the system displays an additional name field after you complete the Hand Check or void Check information Enter the miscellaneous ven dor name which prints on the checks journal as well as various reports and inquiries Press ENTER to continue to the next screen 40 Accounts Payable User Manual Transaction Processing 2 Select Previous Image to go back to the Disbursements Control Groups screen Select Next Record to go to the next Disbursements record Select End to go to the next Disbursements Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in t
200. ing process Step 25 This step processes the information for Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Disbursements Control Groups Disbursements Disbursements Line Items and Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 26 This step processes the information for Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Control and Outstanding Checks files will be added Updates to certain fields in the Parameters Disbursements Control Groups Vendors and Transaction Control files will occur Generalized routines are performed to Post AP Transactions in Accounts Payable Records in The Disbursements Line Items Disbursements and Disbursements Control Groups files will then be deleted Step 27 In preparation for performing a sort selection process on the Adjustments Control Groups information this step provides sequencing of data records by key with no option to change the sequence at run time 86 Accounts Payable User Manual Transaction Processing 2 Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with t
201. ion Year Month Purchase Disbursements Discounts Inquiry Total Purchases Total Disburse ments and Total Discounts A sample output is shown below JOO GEdOEe Vendor History Inquiry HO dakie aire Vendor 00000010 Miscellaneous Supplier Fisc Year 90 Purchases Disbursements Discounts 8595 67 5488 55 00 2212 25 1344 52 00 2559 50 9237 97 00 13367 42 16071 04 00 Option 12 Transactions Inquiry Use this function to view current transactions for a vendor In order to print the Transactions Inquiry this step formats the Vendors and Transactions information The following data items are shown Vendor Name Apply To Transaction type Abbreviation Opera tor ID Invoice Check Number PO No Transaction Date Invoice Due Date Amount Balance and Vendor Balance 248 Accounts Payable User Manual Reports and Inquiry _5 A sample output is shown below kkkkkkkkkkkkkkkkkkkk x Current Transactions Inquiry 00 UHH OO OHO Oe Vendor 00000040 Albert Materials Inc Apply To OpID Inv Chck PO No Trx Date Due Date Trx Amount Balance 1006 SRR 1006 08 06 89 08 25 89 2597 00 1006 SRR 5500 08 16 89 08 16 89 2597 00 1006 SRR 5500 08 16 89 79 50 103 SRR 5201 07 10 89 441 60 104 SRR 5100 06 01 89 352 00 105 SRR 5201 07 10 89 200 00 106 SRR 5201 07 10 89 80 00 204 SRR 5100 06 01 89 100 42 308 SRR 308 07 26 89 08 25 89 4128 15 308 SRR 5500 08 16 89 08 16 89 4128 15 308 SRR 5500 08 16 89 126 17 311 SRR 311 07 18 89 0
202. ions Checks this step formats the Disburse ments Control Groups information the following data items are shown Operator ID Control Num ber Description Auto Hand Flag Line Number Operator Exclusive Print Journal Journal OK Post Now Post Started Control Total and Vendor Hash Total A sample output is shown below APPX Demonstration Company 11 30 94 09 55 LGG Page 1 Unposted Transactions Checks No Prnt Jour Post Post Op Cntrl Description Hand Auto Trx Jour OK Now Strt Cntrl Total Hash Total SRR 0009 Aug checks thru 8 20 2481 98 SRR 0011 Aug void checks 9323 31 TMG 0012 this is atest Step 4 In order to print the Accounts Payable Unposted Transactions Adjustments this step formats the Adjustments Control Groups information The following data items are shown Operator ID Control Number Description Line Number Operator Exclusive Print Journal Journal OK Post Now Post Started Control Total and Hash Total A sample output is shown below APPX Demonstration Company 11 30 94 09 56 LGG Page 1 Unposted Transactions Adjustments Op Prnt Description Ex Jour Cntrl Total Hash Total SRR 0002 Aug adjustments Accounts Payable User Manual 69 2__ Transaction Processing Print All Journals This job prints the Invoices Hand Checks Checks and Adjustments journals The following process ing steps accomplish this job Step 1 This disposition type is used for all transaction fi
203. iption X 1000 00 0001 00000020 Pool and Associates 9852 6 INV 08 02 89 brochure 2410 00 0001 00000100 Kris Williams ER1009 INV 08 12 89 Aug expenses thru 8 1 x 1156 33 0002 00000030 Mountain Air Conditionin 10256 INV 07 30 89 misc materials 7 291 60 0002 00000090 George Peters ER1012 INV 08 12 89 Aug expenses thru 8 1 A 1098 50 0003 00000050 Hardware Services Inc 03056 INV 08 05 89 equipment repair 625 88 0003 00000080 Sam Jones ER1005 INV 08 12 89 Aug expenses thru 8 1 3 1216 90 0004 00000050 Hardware Services Inc 05981 INV 08 07 89 belt repair 7 432 81 0004 00000010 Evergreen Landscaping 19980 INV 08 14 89 Office landscaping 620 00 0005 00000030 Mountain Air Conditionin 2215AC INV 07 30 89 AC repair s 604 79 0005 00000010 Northwest Interiors 221 INV 08 14 90 New lobby plants 305 00 0006 00000060 Travel Planners 11596 1 INV 08 01 89 Jones to DC 985 60 0006 00000060 Travel Planners 11102 1 INV 08 14 89 Williams to Sacramento 386 10 0007 00000060 Travel Planners 11562 0 INV 08 04 89 Williams to San Diego 487 00 0007 00000040 Albert Materials Inc 96215 INV 08 14 89 Materials X 2058 00 0008 00000060 Travel Planners 11598 1 INV 08 05 89 Jones to Columbus x 742 50 0008 00000010 Neighborhood Directory P09844 INV 08 14 89 Yellow page ad 250 00 0009 00000060 Travel Planners 11600 0 INV 08 09 89 Peters to Memphis 802 00 0010 00000060 Travel Planners 11651 1 INV 08 09 89 VP to New York x 1125 60 0011 00000040 Albert M
204. irements Report printed is displayed for the Checks Creation function Following Check Printing Date Enter a date YMD This field is required Enter the date of the next check printing session The system uses this date in determining which invoices need to be paid during the current check run and which can wait to be printed during the next check processing cycle The Following Check Printing Date entered for the last Cash Requirements Report printed is displayed for the Checks Creation function Accounts Payable User Manual 255 6 Check Processing The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Next Check Printing Date Should Be Greater Than This Check Date W Other control Groups Currently Have Checks in Process Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Unpaid Invoices information this step provides you with a default sequencing of data records by Vendor Alpha Vendor Apply To and In voice Type giving additional sort order choice by Vendor Type with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Vendor Alpha and Vendor Type with the option to enter user specified comparisons at run time Step 3 This disposition type is
205. is field is required This field identifies the invoice to which this transaction applies The system displays the invoice number in this field but you may override the display In most cases the invoice number and the Apply To are the same If this is a debit memo or credit memo however the Apply To may refer to the invoice number of the original invoice that is being adjusted Prepayment Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Accounts Payable User Manual 21 2__ Transaction Processing If applicable enter the amount that was prepaid on this invoice If a prepayment amount is entered a purchase order number must also be entered This amount is credited to the pre paid account identified in the Parameters file See Appendix A for further information about prepayments Invoice Due Date Enter a date YMD This field is required The due date based on the invoice date and terms for this vendor is displayed You may change this field Discount Basis Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The amount used to calculate the invoice discount is supplied Normally this amount will be equal to the invoice subtotal If however the invoice has a line item not applicable to the discount for example a freight charge change this amount to reflect the total of the line items to which the discount does a
206. is input as constraints in determining which unpaid invoices are eligible for payment An invoice is eligible if the discount due date or invoice due date falls before the next check date or if the discount due date falls before the current check date In ad dition the invoice must have a pay status of N Normal or T Take discount a non blank pay date and the current Vendor s pay status is not Hold Otherwise the invoice will not be eligible for pay ment The system will not create a check for a vendor that already has a check in process in the check process ing cycle On the following pages the screen displayed by this function is shown 254 Accounts Payable User Manual Check Processing 6 The screen shown below allows you to enter information required to print the Cash requirements Report Figure 57 The Accounts Payable Cash Requirements Report Screen Data items for the preceding screen are described below Maximum Check Amount Enter a positive number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The Maximum Check Amount is displayed from the Parameters file you may override the default No check exceeding this amount is created during the Checks creation process or extended for payment on the Cash Requirements Report Check Date Enter a date YMD This field is required Enter the date of this check run The Check Date entered for the last Cash Requ
207. is number need not be exactly sequential the number itself is important as a part of your audit trail For check printing supply the number of the control group you want to print Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required Identify the month to which these checks are to be posted The current month defined in the Parameters file is supplied If you want to post to a prior or future month you can change it If you system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Your options are 1 13 Calendar month or fiscal period if you are using 13 period accounting EY End of year Post Year Enter a positive number with up to 2 digits Enter the year to which these checks are to be posted If you are using 12 month accounting this is the calendar year if you are using 13 period accounting this is the fiscal year The year defined in the Parameters file is supplied if you want to post to a prior or future period you can change it Retention Account Number Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Accounts Payable User Manual 267 6 Check Processing The system displays the retention account nu
208. is required Describe this terms code The description will generally appear next to the terms code field so that you can verify your entry For example 2 10 net 30 176 Accounts Payable User Manual File Maintenance 4 Discount Enter a positive number with up to 2 digits to the left of the decimal and 3 digits to the right of the decimal Give the percent discount for this Terms record For example enter 2 and 1 2 percent as 2 5 If no discount is offered by a vendor enter 0 The system uses this percentage to calculate the Discount Amount during Invoice Entry Discount Payment Code Enter a positive number with 1 digit The initial default value is 1 This field is required Supply a code that indicates the date from which the payment days are counted for a discount to apply to an invoice If no discount applies enter a 1 in this field and a 0 in the Within Days Discount field Valid codes are 1 From the invoice date 2 From the last day of the month 3 From a specific date or dates of the month For example the 15th or 25th of the month The system uses this code to calculate the Discount Due Date during Invoice Entry Discount Within Days Enter a positive number with up to 3 digits Enter the number of days within which invoices must be paid in order to qualify for the dis count If no discount applies enter a 0 in this field The system uses this number of days to
209. istributions Account Account Name Debits Credits Net Change Post Month Year 08 89 1010001001 Cash Sales Outlets 1061001000 Prepaids amp Deposits 2010001001 Accounts Payable Sales 2030001001 Retention Payable Sales 4010000001WH Cost of Goods Sold Sales Whls 4070000000WH Discounts Lost Wholesale 4090000001WH Repairs and Maintnc Wholesale 4110000000 Travel and Entertainment Post Month Year 08 89 Totals gt Grand Totals gt Step 10 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account and Account Component with the option to enter user specified comparisons at run time Step 11 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 12 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a ch
210. ited 06 01 89 00005103 00000010 North Seattle Office Supply 06 01 89 08906051 00000030 DEPOSIT 08 16 89 1457 08906051 00000040 DEPOSIT 08 16 89 s 11110 08906051 00000050 DEPOSIT 08 16 89 gt 2028 08906051 00000060 DEPOSIT 08 16 89 A 10134 08906051 00000070 DEPOSIT 08 16 89 254 08906051 00000080 DEPOSIT 08 16 89 4253 08906051 00000090 DEPOSIT 08 16 89 4034 08906051 00000100 DEPOSIT 08 16 89 4350 ao Oo CeCCODC OOO HKDFDONDOCOUNOCO Wowwnoo BOWFRDASG H a ooooooo0oo0oo0oo0oo00000000000000000000 ooooooo0oo0oo0oo0oo0o0000000000000000000 D Check Deposit Totals gt 66823 60 90184 73 1532 87 Cash Account Totals gt 66823 60 90184 73 1532 87 173670 39 Grand Totals gt 188345 39 Accounts Payable User Manual 145 3___ Monthly Processing Step 5 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account and Account Component with the option to enter user specified comparisons at run time Step 6 According to previously specified criteria this step actually performs the desired selection and or sort ing process
211. ity Account Enter an upper case alphanumeric field up to 12 characters in length This field is required 52 Accounts Payable User Manual Transaction Processing 2 You can use Scan to search for an appropriate entry The system automatically displays the liability account for the vendor you identified in the Vendor field you may change this account If the General Ledger application is part of your system the account number must be on file in the Chart of Accounts file The system dis plays the description of this account so you may verify your entry If the adjustment amount is positive the liability account is credited If the amount is nega tive this account is debited See Appendix A for examples of the impact adjustment postings on General Ledger accounts Description PO No Enter an alphanumeric field up to 30 characters in length Describe this adjustment This description will be printed on various reports throughout Accounts Payable Enter an upper case alphanumeric field up to 8 characters in length Designate the number of the purchase order for the adjustment This field is for your infor mation only it has no affect on prepayments Wh Number Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry If this adjustment is to affect inventory supply the number of the warehouse where the af fected item was delivered If this adjustment is to affect inventory s
212. le if the Ageing Date is 6 30 90 and the ageing periods are 0 30 60 and 90 the Period Ending Dates are 6 30 90 5 31 90 5 1 90 and 4 1 90 Print Summary Enter Y Yes or N No The initial default value is N This field is required Enter Y to print only the summary report Enter N to include the detail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be in Ascending Order Press ENTER to save the information on this screen Accounts Payable User Manual 227 5 Reports and Inquiry Step 2 In preparation for performing a sort selection process on the Transactions information this step pro vides you with a default sequencing of data records by Liability Account Vendor Alpha Vendor Apply To Invoice Type and Date Time Stamp giving additional sort order choice by Post Year and Post Month with the option to change modifiable parameters at run time Selection of data records is provided by Liability Account Vendor Post Month and Post Year with the option to enter user speci fied comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing proc
213. le journals Step 2 This function identifies the application that created the invoice control group Step 3 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified compari sons at run time Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Accounts Payable Invoices Journal this step formats the Invoices and Invoices Line Items information The following data items are shown Trx No Vendor Name Pay Status Invoice Date Discount and Invoice Due Date Description PO No Post Month Year Transaction Type Warehouse No Retention and Liability Account Invoice No Apply To Invoice Amt Prepay ment Retention Subtotal Discount Freight Tax Other Line No Offset Account Item Warehouse No Price Quantity Prorate Amount Prorated to Line Item Amount Subsidiary type and Code Prorata and Line Items Total As appropriate group headings appear whenever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified
214. lendar Month Year 08 89 EOM Reports Required Printed Check Reconciliation Purchases GL Distributions Disbursements GL Distributions Adjustments GL Distributions Recurring Payments Generated Option 13 Close Month This function performs end of month processing for Accounts Payable It purges monthly detail records and transaction control records as well as deleting obsolete historical data and incrementing the current month The EOM report print status is checked prior to running the closing process The following processing steps accomplish this job Step 1 This function verifies the EOM report status before proceeding with the Close Month process In ad dition the Recurring Entries are checked and a warning message is used if recurring payments have not been generated Step 2 This disposition type is used for all posting functions Step 3 This step prevents CANCEL from canceling the current job Accounts Payable User Manual 161 3___ Monthly Processing Step 4 This step processes the information for MTD Postings Records in the MTD Postings file will then be deleted Step 5 In preparation for performing a sort selection process on the Transactions information this step pro vides sequencing of data records by Vendor Invoice Type and Apply To with no option to change the sequence at run time Step 6 According to previously specified criteria this step actually performs the desired selection and or sort ing
215. llowing items are accumulated Amount Total Grand totals print at the end 152 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 LGG Page Accounts Payable Detail Subsidiary Distributions Vendor Inve Chk 00000050 Hardware Services Inc 08 05 89 equipment repair 625 88 00000050 Hardware Services Inc 08 07 89 belt repair 432 81 00000060 Travel Planners 08 09 89 VP to NY 1125 60 00000010 Miscellaneous Supplier 08 07 89 1215 60 Sub Code Totals gt 3399 89 00000060 Travel Planners 11596 1 08 01 89 Jones to DC 00000060 Travel Planners 11598 1 08 05 89 Jones to Columbus 00000080 Sam Jones ER1005 08 12 89 Aug expenses thru 8 10 1216 90 Sub Code Totals gt 2945 00 PETERS 0009 00000060 Travel Planners 11600 0 08 09 89 Peters to Memphis 0002 00000090 George Peters ER1012 08 12 89 Aug expenses thru 8 10 1098 50 0001 00000090 George Peters ER1012 08 15 89 correct invoice amount 100 00 Sub Code Totals gt WILLIAMS 0007 00000060 Travel Planners 11562 0 08 04 89 Williams to San Diego 0001 00000100 Kris Williams ER1009 08 12 89 Aug expenses thru 8 10 1156 33 0006 00000060 Travel Planners 11102 1 08 14 89 Williams to Sacramento 386 10 Sub Code Totals gt Sub Type GL Totals gt 10374 82 Grand Totals gt 10374 82 Step 20 In order to print the Accounts Payable Summary Subsidiary Distributions this step formats the
216. mation The following date items are shown Vendor Vendor Name Contact Phone Telefax Number Credit Limit Bal ance Retention and Credit Available A sample output is shown below Expert Computing Inc 11 08 94 LGG Page 1 Vendor Credit Report Available Vendor Contact imi Balance Retention Credit 00000040 Albert Materials Inc Milton Albert 555 9874 1000000 1768 07 213207 996120 00000150 Carpenter s Union 101 Fritz Holden 5000 00 00 5000 00000160 Electrician s Union 238 Cal Worthington 7 4000 00 00 4000 00000090 George Peters 987 2274 10000 50 00 8802 00000050 Hardware Services Inc George Johnson 555 1008 50000 88 00 49374 00000070 Insurances Unlimited Scott Hansen 555 6000 25000 00 00 25000 00000110 Internal Revenue Service Henry Worthmeyer 1000 00 00 1000 00000100 Kris Williams 10000 33 00 8844 00000010 Miscellaneous Supplier 50000 00 00 49925 00000030 Mountain Air Conditionin Herman Hill 555 9871 10000 00 00 10000 00000020 Pool and Associates Susan White 555 4777 100000 00 00 99090 00000080 Sam Jones 10000 90 r 7783 Accounts Payable User Manual 247 5___ Reports and Inquiry Option 11 Vendor History Inquiry Use this function to view purchase and disbursement information for each vendor In order to print the Vendor History Inquiry this step formats the Vendor History and Vendor History by Month information The following data items are shown Vendor Name Fiscal Calendar Descrip t
217. mber established in the Parameters file You may change this entry If the invoice includes retention the amount retained upon payment of the invoice will be credited to this account If no retention is recognized this entry is ig nored If the General Ledger application is part of your system the account number must be on file in the Chart of Accounts file The system displays the account description so you may verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Cannot Post to the 13th Month in a 12 Month Fiscal Year Control Group Containing Unposted Hand Checks Already Exists Control Group Containing Unposted Machine Checks Already Exists Next Check Printing Date Should Be Greater than this Check Date This Control Group Has Already Been Used For Checks Posting This Control Group Is Being Posted W Check Number Already Used See Machine and or Hand Checks W Check Number Already Used See Outstanding Checks W Other Control Groups Currently Have Checks in Process W Post Month Is Previous to Parameters Calendar Month W Post Year of Zero Will Post as the Year 2000 mmm ma ma mH Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 In preparation for performing a sort selection pro
218. mit field does not preclude entry of purchases over the limit For informational purposes only the Vendor Credit Limit appears on the Vendor Activity Inquiry and the Vendor Credit Report Retention Percent Enter a positive number with up to 3 digits Supply the non decimal percentage to use for computing the retention amount of invoices from this vendor For example if you want to retain 10 of the total invoice amount on all invoices enter 10 Balance The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal During Initial Setup enter the outstanding balance owed to the vendor In Live Operations this balance is maintained by the system based on the invoices payments and adjustments posted to the Vendor s account For informational purposes only the Vendor Balance ap pears on the Vendor Activity Inquiry and the Vendor Credit Report Accounts Payable User Manual 173 4 File Maintenance Retention Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Provide the retention balance owed to this vendor During Live Operations this field is sys tem maintained and display only Last Invoice Date The system displays a date YMD The date of the most recent invoice processed for this vendor is shown Last Payment Date The system displays a date YMD The check date of the last payme
219. month s invoice will exceed the limit a prorated invoice and line items are generated For example if the limit is 10 000 the To Date Amount is 9 600 and the Amount is 600 the last invoice generated will be 400 Liability Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry The system displays the liability account for the vendor from the Vendors file If the General Ledger application is part of the system this number must be on file in the Chart of Accounts file The system displays the corresponding description so that you can verify your entry Terms Code Enter a positive number with up to 3 digits You can use Scan to search for an appropriate entry The terms code for this vendor is defaulted from the Vendor file You may change this code The system displays the terms code description so that you can verify your entry Retention Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The retention amount is calculated from the Retention defined in the Vendors file You may change this amount Paid To Date 182 The system displays a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal During Live Operations the system accumulates the total of recurring entries generated for this particular definition Inv
220. mount will be credited to the account entered in the Retention Account field Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If there are any miscellaneous charges that you want to be distributed over the line items enter the amount in this field Any amount entered here is prorated over all the line items whose Prorate field is set to Y Tax Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of any tax applicable to the invoice Any amount entered in this field is prorated over all the line items whose Prorate field is set to Y Warehouse Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Furnish the number of the warehouse to which the purchases were delivered This number appears as the default when entering line items Subtotal The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The total of all the line items to be entered is calculated and displayed The invoice subtotal is defined as Subtotal Invoice Amount Prepayment Freight Tax Other Accounts Payable User Manual 23 2__ Transaction Processing Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 0
221. n 106 Accounts Payable User Manual Transaction Processing 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be dis
222. n Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Check No Enter a positive number with up to 8 digits Furnish the check number If while using the Canceled Checks Entry function you inadvertently cancel the wrong check you can change the Canceled status of the check via the Outstanding Checks File Mainte nance function Accounts Payable User Manual 199 4 File Maintenance Check Date Enter a date YMD This field is required The date the check was issued is shown Check Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the check Cash Account Vendor Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry In ADD mode this field will automati cally be saved from one record to the next Supply the number of the cash account from which the check was paid The cash account defined in the Parameters file is supplied but you may change this default If General Ledger is part of your system this account must be on file in the General Ledger Chart of Accounts file The system displays the account description so that you may ve
223. n Payable Post Mo Yr 08 89 Totals gt 9288 58 9323 21 Control Group Totals gt 9288 58 9323 21 Entered 9323 31 40 Control Group SRR 0011 Aug void checks Control Totals Exclusive N Hash Totals Post Now N Error The Entered and Calculated Control Totals are Not Equal Warning This Control Group Contains Errors and Cannot Be Posted DR Liab Discount CR Retn Items Tot Grand Totals gt 9288 58 34 63 00 9323 21 Number of Errors in This Journal 1 Number of Warnings 1 Accounts Payable User Manual Active Check Total 0 Check Total 9323 21 Active Check Total oO Check Total 9323 21 Difference 10 Calculated 9323 21 40 Active Check Total 0 Check Total 9323 21 7 2__ Transaction Processing Step 9 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 10 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 11 In order to print the report requested this step formats the Disbursements and Disbursement
224. n are shown The screen shown below presents information about Disbursements Control Groups Figure 63 The Accounts Payable Checks Approval Control Group Screen Accounts Payable User Manual 273 6___ Check Processing When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID The system displays an upper case alphanumeric field up to 3 characters in length Only numbers and letters are acceptable The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control Number The system displays a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Description The system displays an alphanumeric f
225. n order to edit transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of invoices Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of invoices This description will appear on the Transaction Control re port and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry is balanced against the running total kept by the system as entries are made For invoices enter the adding machine total of all invoice amounts to be entered The system will display the running total of amounts entered in the Current field and the balance re maining will be shown in the Remaining
226. nd N No for Use Transaction Control the system will assign the Operator ID and Control Number for each group of transactions but the Control Number can be changed Additionally any operator is allowed to edit another operator s transactions No control or hash totals are kept and no data is posted to the Transaction Control file 8 Accounts Payable User Manual General Information _1 If you enter Y Yes to Ask for Operator ID and Y Yes to Use Transaction Control the system will assign the Operator ID and Control number to each group of transactions but the Control Number can be changed In addition control and hash totals can be entered and are balanced against the sum of the transactions Each control group can have a unique description An Operator Exclu sive option allows any operator to restrict access to his or her transactions One record is written to the Transaction Control file for each group of transactions posted detailing the Operator ID Control Number Description Number of Transactions and Last Transaction Posted Total Amount Posted Number of Errors and Number of Warnings This information can be printed on reports and viewed through an inquiry Check Processing Each check processing cycle begins with a Cash Requirements report For this report you enter the check date for the current cycle the date of the next check cycle and the maximum check amount to be printed T
227. nd need not be entered Do NOT use this function to void posted checks Posted checks should be voided using the Void Check entry function on the Transaction Processing menu The following processing steps accomplish this job Step 1 This function allows you to void check stock that was needed to load the printer but not used or to void stock used during a check run that was aborted and restarted via the Clear Checks and Restart function An Outstanding Check record is created for the appropriate checks with a Void and Canceled status On the following pages the screen displayed by this function is shown 294 Accounts Payable User Manual Check Processing 6 The screen shown below allows you to void a range of check stock numbers Figure 73 The Accounts Payable Void Check Stock Screen Data items for the preceding screen are described below Starting Check Stock Number Enter a positive number with up to 8 digits Enter the starting check stock number of the range of check stock to designate as VOID in the Outstanding Checks file Ending Check Stock Number Enter a positive number with up to 8 digits Enter the ending check stock number of the range of check stock to designate as VOID in the Outstanding Checks file Description Enter an alphanumeric field up to 30 characters in length This field is required This description will accompany the voided check on the Outstanding Checks record For example
228. nd Disbursements Line Items information The following data items are shown Trx No Vendor Name Check Amount Check No Check Date Post Month Year Hand Check Status Cash Account Description Check Line No Apply to Apply Type PO No Dr Liability Discount Amount Cr Retention Direct Amount Account Subsidiary Type and Code Retention Account Liability Total CR Discount Total CR Retention Total Direct Total and Line Items Total As appropriate group headings appear when ever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Active Check Totals Liability Total CR Discount Total CR Retention Total Direct Total Line Items Total Check Total Control Total Current Control Control Remaining Vendor hash Total Current Hash and Hash Remaining Grand totals print at the end showing Journal Errors and Journal Warnings Accounts Payable User Manual 287 Check Processing APPX Demonstration Company 11 30 94 09 53 LGG Page 1 Checks Journal Trx Vendor Check Amt Check No Chk Date Mo Yr Status Cash Account Control Group SRR 0008 Aug 1st check Post Month Year 08 89 0001 00000040 Albert Materials Inc 11110 46 00005500 08 16 89 08 89 Check 1010001001 Cash Sales Outlets Item PO No DR_Liab Discount CR_Retn Dir Amt Account Apply To Apl Type 1006 materials 308 stock 311 st
229. neeeaes 291 Option 11 Void Check Stock sciet rores oez eee sh sie pieces ene ei in 294 Option 12 Check Status Inquiry ecs a a e a a 296 Accounts Receivable User Manual v Table of Contents Appendix A Examples of Transaction Postings ssscossssssssssssessseossees 297 TintrOGUCtlON KAEA EAE sade telat ottbaclaaoeasbclactede tatu vans 298 Estimated Freis htec e eeraa aieea e E E ea a aa ee eteen aaa eaaa 300 D ISCOUMUS are raet aa aaa a eae Gate a aa eaae aE A eaa deere 301 Discounts Barn ed ceina E ea tes E E E he ee eae 301 Discounts Losta naa el eines 302 Notes Paya blennde eea TEA E toca AO E AOA E E OEE tote ale iieeebe tp 304 Accounts Payable Adjustments 0 0 0 eee eseesceeseecssecseceseceseceseceeeeseeesneesaeeeaeeeneeeaaecnaees 305 Prepayment Processing smisao ei ssh sng sleet bates a EEE EN dhheseea 305 Invoices Entry 93 1602 see teiaews weed ae eet een dite vide Soe tea dees 305 Gash Disbursements lt 24 tscecu 2 nieten eneee ae Eea aE Ee EEA EREE EAER 306 vi Accounts Receivable User Manual Chapter 1 General Information 1 General Information Introduction What Is Accounts Payable Accounts Payable is a means by which you can monitor the disbursement of money from you company Simply put Accounts Payable records and pays a company s bills or liabilities When a liability or debt is incurred the vendor to whom the money is owed issues an invoice Be sides the total amount of money owed
230. neither of these applications are necessary for the functioning of Accounts Payable If General Ledger is not installed account verification will not be performed within Accounts Payable Accounts Payable This is the primary Accounts Payable application menu It allows you to access specific Accounts Payable submenus Figure 1 The Accounts Payable Application Main Menu 12 Accounts Payable User Manual Chapter 2 Transaction Processing 2__ Transaction Processing This menu contains the transaction data entry journal and post functions Recurring payments gen eration and canceled checks entry are also included on this menu Figure 2 The Accounts Payable Transaction Processing Menu Option 1 Invoices Entry Use this function to enter and edit vendor invoices If the Purchase Orders and Inventory applications are part of your system invoices entry in Accounts Payable can only be used for non inventoried pur chases Invoices entered through Invoices Rapid Entry may also be modified using this function The following processing steps accomplish this job Step 1 This function identifies the application that created the invoice control group Step 2 Each group of invoices includes a control group record and a series of one or more invoices each with any number of line items The normal process of posting invoices includes 1 entering the invoices 2 printing the Invoices Jour nal and 3 posting the invoices If the jo
231. neral Subsidiary You cannot enter a subsidiary code if the subsidiary code if the subsidiary type is blank con versely if the subsidiary type is not blank you must enter a subsidiary code The transactions posted with the various subsidiary types and codes can be viewed on the Subsidiary Code GL Distributions report on the Monthly Processing menu PO Line No Enter a positive number with up to 5 digits Supply the purchase order line number for this line item This field only applies if you are using the Purchase Orders application Whse Warehouse Enter a positive number with up to 2 digits You can use Scan to search for an appropriate entry Designate the number of the warehouse to which the purchases on this line item were deliv ered The warehouse entered on the previous invoice screen is defaulted but may be changed Prorate 30 Enter Y Yes or N No The initial default value is Y This field is required Indicate whether or not freight tax and other amounts should be prorated to this line item If this field is set to N no amount is prorated to the line item nor is the line item amount in cluded in determining the amount of proration for other line items For example if you wish to enter freight as a line item but do not want any tax or other amounts prorated to the freight set this field to N If an amount is entered in any of the freight tax or other fields on the invoices scre
232. nformation and then press ENTER again to save the infor mation on this screen Step 2 In preparation for performing a sort selection process on the Recurring Payments information this step provides sequencing of data records by Vendor Day To Invoice and Payment with no option to change the sequence at run time Step 3 This disposition type is used for all standard processing functions within Accounts Payable Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process 100 Accounts Payable User Manual Transaction Processing 2 Step 5 This step processes the information for Recurring Payments and Recurring Entries Line Items Under certain conditions records in the Invoices Control Groups Vendors Invoices and Invoices Line Items files will be added Updates to certain fields in the Parameters Recurring Payments and Invoices files will occur Generalized routines are performed to Figure Specific Dates in Accounts Payable Cancelled Checks Entry You can use this function to enter data from your bank statement to identify canceled checks Checks erroneously canceled using this function can be changed back to a non canceled status by using the Outstanding Check file maintenance function On the following pages the screen displayed by this function is shown The screen shown below presents information about Outstanding Checks Figure 24 The Accounts Payable
233. ng Inc 11 08 94 10 14 LGG Page 1 Adjustments GL Distributions Account Account Name i Change Post Month Year 08 89 2010001001 Accounts Payable Sales 2030001001 Retention Payable Sales 4110000001MA Travel amp Entertainment Sales Post Month Year 08 89 Totals gt Grand Totals gt Option 5 Subsidiary Code GL Distributions Use this function to print the General Ledger distributions that were posted to General Subsidiary The following processing steps accomplish this job Step 1 This function is used to select the summary only option for the Subsidiary Code GL Distributions Report On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print the detail and summary reports or the summary report only 130 Accounts Payable User Manual Monthly Processing _3 Figure 34 The Accounts Payable Subsidiary Code Report Screen Data items for the preceding screen are described below Print Summary Enter Y Yes or N No The initial default value is N This field is required Enter Y to print only the summary report Enter N to include the detail Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Subsidiary Type Subsidiary Code and Ac
234. ning Hash Total Current Hash Total and Hash Total Remaining Grand totals print at the end showing Journal Errors and Journal Warnings A sample output is shown below APPX Demonstration Company 11 30 94 10 58 LGG Page 1 Accounts Payable Adjustments Journal Vendor Apply To Adj Date Description Offset Account Mo Yr Invoice Type Liability Account Adj Amount Sub Type Code Control Group SRR 0002 Aug adjustments Post Month Year 08 89 0001 00000020 Pool and Associates 08 20 89 correct invoice amount 4100000001WH Promotion Advertising Wholesl 2010001001 Accounts Payable Sales 0002 00000040 Albert Materials Inc 2030001001 Retention Payable Sales 2010001001 Accounts Payable Sales 0003 00000060 Travel Planners 0004 2010001001 Accounts Payable 2010001001 Accounts Payable 00000080 Sam Jones 2010001001 Accounts Payable 2010001001 Accounts Payable Control Group SRR 0002 Aug adjustments Exclusive N Post Now N 60 Number of Warnings Accounts Payable User Manual 1 Invoice 0 08 20 89 Write off retention 2 Retention Invoice 0 08 20 89 correct vendor 1 Invoice 0 08 20 89 correct vendor 1 Invoice 0 Post Month Year 08 89 Total gt Control Group Total gt 77 69 Entered Calculated Difference Control Totals Hash Totals Adj Amount Grand Total 77 69 Transaction Processing 2 Step 5 In order to print the Accounts Payable Journal Summary this
235. npaid Invoices Report Miscellaneous Supplier Apply To 221 Invoice Invoice Amount Invoice Date Invoice Due Date PO Number Account Apply To 89071001 Invoice Invoice Amount Invoice Date Invoice Due Date PO Number Account Apply To DEP6 89 Invoice Invoice Amount Invoice Date Invoice Due Date PO Number Account Apply To L9980 Invoice Invoice Amount Invoice Date Invoice Due Date PO Number Account Apply To P09844 Invoice Invoice Amount Invoice Date Invoice Due Date PO Number New lobby plants Northwest Interiors 305 00 08 14 90 08 31 90 Calculated Discount Take Discount Discount Due Date Take Retention 2010001001 Accounts Payable Sales CUSTOMER REFUNDS Master Sellers Company 100 00 08 31 89 08 31 89 Calculated Discount 00 Take Discount 00 Discount Due Date 08 31 89 Take Retention 2010001001 Accounts Payable Sales deposit on convention room Westin Hotel 1012 25 06 20 89 06 20 89 DEP6 89 Calculated Discount Take Discount Discount Due Date Take Retention 1061001000 Prepaids amp Deposits Office landscaping Evergreen Landscaping 620 00 08 14 89 08 31 89 Calculated Discount Take Discount Discount Due Date Take Retention 2010001001 Accounts Payable Sales Yellow page ad Neighborhood Directory 250 00 08 14 89 08 31 89 Calculated Discount Take Discount Discount Due Date Take Retention Accounts Payable User Manual 243 Payme
236. nt End Enter a positive number with up to 4 digits After you determine the range of check records you want to reprint enter the transaction number of the last check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Entry Not Allowed E Check Record Currently Not on File E Start Check Control No Cannot Be Greater Than End Check Control Press ENTER to continue to the next screen If you select the Cancel Void option this screen is used to cancel and void check records that have been printed For example after printing checks you determine that you do not want to issue one or more of these checks You may designate these checks as Canceled The canceled checks are not included on the Checks Journal nor will they be posted They appear on the Checks Register as Canceled If you designate the canceled checks as Void they are recorded as VOID on the Checks Register and Checks Reconciliation report Figure 70 The Accounts Payable Cancel Void Option Screen 284 Accounts Payable User Manual Check Processing 6 Data items for the preceding screen are described below Cancel Check Records Enter a positive number with
237. nt Posted Last Trx Posted Date Time Journal Code Description Operator Exclu sive Control Total Hash Total Number of Trx Number of Errors and Number of Warnings 134 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 10 16 LGG Page 1 Accounts Payable Transaction Control Report Appl File Control Group Amt Posted Last Tx Date Time Description Op Exc Ctrl Total Hash Total Trx Errors Warnings TAP ADJUSTMENTS SRR 0001 06 14 90 09 13 Aug adjustments thru 8 15 TAP DISBURSEMENTS SRR 0001 03 28 90 11 00 June checks TAP DISBURSEMENTS SRR 0002 03 28 90 16 00 June check run TAP DISBURSEMENTS SRR 0004 04 02 90 09 50 July check run TAP DISBURSEMENTS SRR 0007 06 13 90 16 30 Aug checks thru 8 15 TAP DISBURSEMENTS SRR 0008 08 09 94 16 49 Aug 1st check run TAP INVOICES MRC 0015 08 09 94 16 43 Invoice entry TAP INVOICES SRR 0001 03 28 90 10 17 June invoices TAP INVOICES SRR 0002 03 28 90 16 16 RECURRING PAYMENTS TAP INVOICES SRR 0003 03 30 90 14 26 July invoices through 7 15 89 TAP INVOICES SRR 0004 03 30 90 14 27 July invoices through EOM TAP INVOICES SRR 0006 03 30 90 14 27 RECURRING PAYMENTS TAP INVOICES SRR 0007 06 13 90 15 41 Aug invoices thru 8 10 TAP INVOICES SRR 0008 06 13 90 15 41 Aug invoices 8 10 8 15 Accounts Payable User Manual 135 3___ Monthly Processing Option 7 Print All GL Distributions
238. nt Status Pay Date Dr Liability Balance Payment Status Pay Date Dr Liability Payment Status Pay Date Dr Liability Balance Payment Status Pay Date Dr Liability Balance Payment Status Pay Date Dr Liability Balance LGG Page N Normal 08 31 90 305 00 305 00 N Normal 08 31 89 100 00 N Normal 06 20 89 1200 00 1200 00 N Normal 08 31 89 620 00 N Normal 08 31 89 250 00 250 00 5___ Reports and Inquiry Option 8 Inactive Vendor Report Use this function to obtain a list of Inactive Vendors Vendors are determined as inactive based on either their last purchase date or last payment date The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Vendors information this step provides you with a default sequencing of data records by Vendor and name giving additional sort order choice by Vendor Type Last Purchase and Last Payment Date with the option to change modifiable param eters at run time Selection of data records is provided by Vendor Name Vendor Type Last Purchase and Last Payment Date with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard Accounts Payable reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Inactive Vendor Report this ste
239. nt made to this vendor is shown During Initial Setup you may enter this date Last Invoice Number The system displays an upper case alphanumeric field up to 8 characters in length The number of the last invoice processed for this vendor is shown During Initial Setup you may enter the number of the last invoice received from this vendor Last Check Number The system displays a positive number with up to 9 digits The check number of the last check processed for this vendor is displayed During Initial Setup you may supply the number of the last check issued to this vendor Last Invoice Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The amount of the last invoice posted for this vendor is displayed During Initial Setup you may provide the amount of the invoice you entered in the Last Invoice Number field Last Check Amount The system displays a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal This is the amount of the last check processed for this vendor During Initial Setup you may provide the amount of the check you entered in the Last Check Number field 174 Accounts Payable User Manual File Maintenance 4 Comments Enter a text field up to 237 characters in length You can use the options to split join and redisplay text the End Paragraph option and the fixed space character
240. nt to which this line item is to be posted For invoices and debit memos this account is debited for credit memos it is credited If Inventory Control is part of your system and a valid item code was entered the inventory account from the Products Class record is defaulted Otherwise the offset account entered in the Vendors file for this vendor is defaulted In either case you may override the display If the General Ledger application is part of your system the account number must be on file in the Chart of accounts file the system displays the description of this account so you may verify your entry Accounts Payable User Manual 29 2__ Transaction Processing Subsidiary Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the account as defined in General Ledger This reflects the subsidiary to which this line item will post If General Ledger is not part of your system you may enter any value in this field The trans actions posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Subsidiary Code Enter an upper case alphanumeric field up to 16 characters in length Supply a subsidiary code if this line item is to be posted to a subsidiary costing application If the sub type is GL it is assumed the transaction will flow through to Ge
241. nter an alphanumeric field up to 30 characters in length Enter the miscellaneous vendor s name This name is stored for printing on checks reports and inquiries Address Line 1 Enter an alphanumeric field up to 30 characters in length This line is commonly used for the shipping address of the vendor Address Line 2 Enter an alphanumeric field up to 30 characters in length This line is commonly used for the vendor s mailing address 26 Accounts Payable User Manual Transaction Processing 2 City Enter an alphanumeric field up to 20 characters in length Provide the city in the miscellaneous vendor s address If you want a comma to print after the city name be sure to enter it here State Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Furnish the two letter abbreviation for the state in the miscellaneous vendor s address Zip Enter an upper case alphanumeric field up to 10 characters in length Enter the miscellaneous vendor s zip code Country Enter an alphanumeric field up to 20 characters in length Designate the miscellaneous vendor s country Press ENTER to continue to the next screen Select Previous Image to go back to the Invoices Control Group screen Select Next Record to go to the next Invoices record Select End to go to the next Invoices Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ
242. ntify this Vendor type Vendor types may be used t group vendors by classification in order to sort and select records for reports lists and printed checks Examples of a vendor type might be GEN for a general distributor SPEC for a specialist or FOR for a vendor located in a foreign country Another example of classifying vendors might be based on the volume of business or the expected level of damaged goods Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this vendor type Press ENTER to save the information on this screen Select Next Record to go to the next Vendor Types record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Vendor Types file Option 5 Parameters You can use this function to maintain the Parameters file specifying the fundamental information de fining how the Accounts Payable application operates and interfaces with other applications This al lows you to customize your Accounts Payable system Only one record is required for the Accounts Payable Parameters file During Initial Setup Parameter information must be entered During Live Operations however much of the Parameters information is display only and changes must be made through Recovery Processing When you use this function a record of all entries will be printed For additions all new field contents are printed
243. ntion Liability account to be credited by the Cr Retention amount The Retention account entered in the Parameters file is defaulted but may be Accounts Payable User Manual Transaction Processing 2 changed If the General Ledger application is part of your system this number must be on file in the Chart of Accounts file The system displays the corresponding account description so you may verify your entry Direct Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If this transaction is to be directly expensed no liability is to be recorded indicated the amount of cash to be applied as a direct disbursement or hand check This filed should only be used if there is no Dr Liability entry The amount should be negative for a void check Subsidiary Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able If you are entering a direct disbursement the system displays the subsidiary type for the ac count as defined in General Ledger This reflects the subsidiary to which this line item will be posted If General Ledger is not part of your system you may enter any value in this field The trans actions posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Subsidiary Code Enter an upper alphanumeric field up to 16 characters in length
244. nts Payable User Manual 293 6___ Check Processing Step 2 In preparation for performing a sort selection process on the Disbursements Control Groups informa tion this step provides sequencing of data records by Operator ID with no option to change the se quence at run time Selection of data records is provided by Control Number with no option to enter selection criteria at run time Step 3 This disposition type is used for all standard processing functions within Accounts Payable Step 4 This step prevents CANCEL from canceling the current job Step 5 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 6 This step processes the information for Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Outstanding Checks file will be added Updates to certain fields in the Disbursements Control Groups Vendors and Unpaid Invoices files will occur Records in the Disbursements Line Items Disbursements and Disbursements Control Groups files will then be deleted Step 7 This function displays a warning to the operator if any errors were encountered during posting or pro cessing Option 11 Void Check Stock Use this function as a quick means to record check stock as VOID Check records designated as Cancel and Void during the Checks Approval Revision process are already recorded as VOID a
245. nts Payable User Manual 301 Appendix A Examples of Transaction Postings Disbursement Post If the payment for this invoice is made on or before the discount due date the discount is taken the check posts are Accounts Payable Cash Discounts Earned Bia 500 00 490 00 im is 10 00 If however payment is made after the discount due date the discount is not taken the check posting is as follows Accounts Payable Cash E 500 T a 500 00 Discounts Lost The Discounts Lost method assumes that available discounts are ALWAYS taken and that the system only acknowledges a discount that is not taken Therefore the discount is taken when the invoice is posted As a result posting invoices records the amount NET of the calculated discount amount Again assume an invoice of 500 00 for maintenance supplies with the following details Invoice Amount 500 00 Discount 2 Subtotal 500 00 Disc Amt 10 00 Disc Basis 500 00 Disc Due 02 08 90 302 Accounts Payable User Manual Examples of Transaction Postings Appendix A Invoice Post Accounts Payable Maintenance Exp a li 490 00 490 00 F Disbursement Post If the payment for this invoice is made on or before the discount due date the discount is taken the check posts as follows Accounts Payable Cash 490 00 F i 490 00 If however payment is made after the discount due date the discount is lost the check posting is Accounts Payable Cash Discounts Lost
246. nvention room 07 31 89 Westin Hotel 19980 Office landscaping 08 31 89 Evergreen Landscaping P09844 Yellow page ad 08 31 89 Neighborhood Directory Vendor Totals gt Vendor 00000020 Pool and Associates 9852 6 brochure 08 31 89 2410 00 2410 00 9877DEP deposit on mailer production 08 10 89 1500 00 1500 00 Vendor Totals gt 910 00 910 00 Vendor 00000060 Travel Planners 11102 1 Williams to Sacramento 09 13 89 386 386 11562 0 Williams to San Diego 09 03 89 487 487 11596 1 Jones to DC 08 31 89 985 985 11598 1 Jones to Columbus 09 04 89 742 742 11600 0 Peters to Memphis 09 08 89 802 802 11651 1 VP to New York 09 08 89 1125 1125 Vendor Totals gt 4528 80 4528 80 Accounts Payable User Manual 239 5___ Reports and Inquiry Option 6 Vendor History Report Use this function to print a monthly history of the amount of purchases made from payments made to and discounts received from each vendor The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Vendor History by Month information this step provides you with a default sequencing of data records by Liability Account Vendor Alpha Vendor Year and Month giving additional sort order choice by Vendor Type with the option to change modifiable parameters at run time Selection of data records is provided by Liability Account Vendor Vendor Type Year and Month with th
247. o Enter an upper case alphanumeric field up to 8 characters in length Supply the number of the invoice or the Apply To if it is different than the invoice number affected by this adjustment Invoice Type Enter an upper case alphanumeric field 1 character in length Only numbers are acceptable Valid entries are 1 and 2 The initial default value is 1 This field is required Identify the type of invoice using one of the following codes 1 Invoice 2 Retention Invoice Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter the amount of the adjustment This entry can be either negative or positive A positive amount increases the liability and a negative amount decreases the liability Accounts Payable User Manual 51 2__ Transaction Processing Adjust Date Enter a date YMD This field is required In ADD mode this field will automatically be saved from one record to the next Today s date is provided automatically You may change this date Post Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Identify the month to which these transactions are to be posted The current month defined in the Parame
248. o Pay Status Account 1061001000 Prepaids amp Deposits Vendor 00000010 Miscellaneous Supplier Misc Vendor Westin Hotel DEP6 89 PRE SRR 1 0003 702 DEP6 89 deposit on convention room Normal DEP6 89 INV SRR 3 0004 11255 DEP6 89 convention room Credit Limit Available 50000 Vendor 00000020 Pool and Associates 9877DEP PRE SRR 7 0002 306 deposit on mailer production 9877DEP Normal Credit Limit Available 100000 101500 Expert Computing Inc LGG Page Transaction Register Report Aged as of 01 12 95 Using Due Date 01 12 95 12 13 94 Balance amp Under 30 06 20 89 06 20 89 1200 00 07 14 89 07 31 89 1200 00 Vendor Totals gt 206 555 4778 08 10 89 08 10 89 1500 00 1500 00 Vendor Totals gt 1500 00 Account Totals gt Accounts Payable User Manual 225 5__ Reports and Inquiry Option 2 Ageing Report Use this function to print vendor balances broken down by ageing category Detail on transactions can also be printed if you choose The following processing steps accomplish this job Step 1 You can use this function to enter the ageing date choose which date to use when ageing transactions define the ageing periods and choose whether or not to print the transaction detail On the following pages the screen displayed by this function is shown The screen shown below allows you to enter information required to print the Ageing report Figure 53
249. o change modifiable parameters at run time Selection of data records is provided by Vendor Alpha Vendor Vendor Type and Tax Identifying Number with the option to enter user specified comparisons at run time Step 3 This disposition function is used when printing 1099 forms Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the 1099 Forms Report this step formats the Vendors information The following data items are shown Company Name Address Federal ID Number Tax Identifying Number Name Address Disbursements City State and Zip Code Option 10 1099 Audit Report This job produces a report of information that appears on the 1099 forms The following processing steps accomplish this job Step 1 Use this function to enter the year to be used in the 1099 Audit report On the following pages the screen displayed by this function is shown Accounts Payable User Manual 157 3___ Monthly Processing Figure 36 The Accounts Payable 1099 Audit Report Screen Data items for the preceding screen are described below Reporting Year Enter a positive number with up to 2 digits Specify the year for which 1099 forms are to be printed The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M t
250. ock 96215 materials Apply To Apply To Apply To Apply To Line Item Totals gt 2010001001 2030001001 2010001001 2030001001 2010001001 2030001001 2010001001 2030001001 11110 46 Sales Sales Sales Sales Sales Sales Sales Sales Accounts Payable Retention Payable Accounts Payable Retention Payable Accounts Payable Retention Payable Accounts Payable Retention Payable 00000050 Hardware Services Apply To Apl Type PO No Inc 2028 31 00005501 DR Liab 08 16 89 08 89 Check 1010001001 Discount CR_Retn Dir Amt Account 05981 Apply To Inv belt repair 98700 Apply To Inv Drive repair NEW963 1 Apply To Inv new hardware installation NEW963 9 Apply To Inv new hardware installation Line Item Totals gt 432 81 626 87 2200 00 1500 00 2010001001 2010001001 2010001001 2010001001 1759 68 2028 31 Cash Sales Outlets Accounts Payable Accounts Payable Accounts Payable Accounts Payable 00000070 Insurances Unlimited PO No Apply To Apl Type 254 80 DR Liab 00005502 08 16 89 08 89 Check 1010001001 Discount CR_Retn Dir Amt Account 89071000 Apply To Inv Monthly Policy Payment Line Item Totals gt 2010001001 Cash Sales Outlets Accounts Payable Sales 288 Accounts Payable User Manual Check Processing 6 Step 5 In order to print the Accounts Payable Journal Summary this step form
251. oice Type Description Check Descriptions Table and FIPS State Abbreviation A sample output is shown below Expert Computing Inc 11 07 94 15 04 LGG Page Descriptions List Description Abbreviation Apply Types Description Pay Status Code Description AP Invoice INV Normal Debit Credit Memo AP Adjustment Payment PO Invoice Prepayment Retention Invoice Direct Payment MEM ADJ PMT POI PRE RTI DIR Description ONE TWO THREE FOUR FIVE SIX SEVEN EIGHT NINE TEN 2 3 4 Invoice Types 1 2 Check Table Value Descripti Apply On Account Prepayment Apply To Invoice Apply To Retention Description Invoice Retention Invoice on Value Description Take Discount Hold Disputed 11 12 13 14 15 16 17 18 19 20 ELEVEN TWELVE THIRTEEN FOURTEEN FIFTEEN SIXTEEN SEVENTEEN EIGHTEEN NINETEEN TWENTY 30 40 50 60 70 80 90 100 1000 1000000 THIRTY FORTY FIFTY SIXTY SEVENTY EIGHTY NINETY HUNDRED THOUSAND MILLION Currency Description DOLLARS Fractional Divisor 100 FIPS State Abbreviations AL AK AZ AR CA CO CT DE DC FL GA HI ID IL IN IA KS KY LA ME MD MA MI MN MS MO NV NH NJ NM NY NC ND OH OK OR PA RI SC SD TN TX UT VT VA WA WV WI WY AS GU MP 216 Accounts Payable User Manual File Maintenance 4 Option 15 Vendor Labels Use this information to print mailing labels from the Vendor file The following processing steps a
252. oices will be generated for this recurring payment until the To Date Amount reaches the amount in the Limit field During Initial Setup you may enter the amount that has already been paid for this recurring payment Accounts Payable User Manual File Maintenance 4 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E 13 Month Basis Must Be Y to Generate for 13th Month E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Application Type E Limit Cannot Be Less Than Amount W Misc Vendor Name and Address must be Added in Invoices Entry W Start Year Has Not Been Entered Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Next Record to go to the next Recurring Payments record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Recurring Payments file The screen shown below presents information about Recurring Payment Line Items This file defines invoice line items to be automatically generated within the invoice transaction file every month when recurring payments are generated Figure 42 The Accounts Payable Recurring Payment Line Items Screen Accounts Payable User Manual 183 4 File Maintenance
253. omplete Purchase Order Discount Basis is Not Equal to Invoice Subtotal Invoice Date Comes After Discount Date Post Month is Previous to Parameters Calendar Month Post Year of Zero Will Post as the Year 2000 Processed Invoice Already on File Vendor Invoice Processed Invoice Not on File Apply To mmama m m m 22 5 Press ENTER to display system supplied information and then press ENTER again to continue to the next screen Select Previous Image to go back to the Invoices Control Groups screen Select Next Record to go to the next Invoices record Select End to go to the next Invoices Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices file The screen below presents additional information about Invoices It only appears if the entered vendor number represents a miscellaneous vendor Accounts Payable User Manual 25 2__ Transaction Processing Figure 6 The Accounts Payable Invoice Miscellaneous Vendor Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Name E
254. on Day To Invoice Line Item Number Offset Ac count Subsidiary Type and Subsidiary Code A sample output is shown below Expert Computing Inc 11 07 94 14 33 LGG Page Recurring Payments List Payment Amount 13 Month Basis Paid To Date Generate Months nti i 0001 Advertising Retainer 020 Net EOM 500 00 00000020 Pool and Associates 4500 00 JFMAMJJASOND 2010001001 Accounts Payable Sales 00 00 10 Line Account Sub Type Code Description 0001 4100000001WH Promotion Advertising Wholesl Monthly retainer 0002 Quarterly AC Maintenance 030 3 15th Net 25th 00000030 Mountain Air Conditioning 2010001001 Accounts Payable Sales 00 06 88 Line Account Sub Type Code Description 0001 4090000000MA Repairs and Maintenance Mfg GL GENERAL Maintenance 0003 Monthly Policy Payment 020 Net EOM N 00000070 Insurances Unlimited JFMAMJJASOND 2010001001 Accounts Payable Sales 3057 60 06 89 P 10 Line Account Sub Type Code Description 0001 4130000000 Insurance Expense Monthly payment Accounts Payable User Manual 211 4 File Maintenance Option 11 Vendor Types List This function lists the vendor types and their descriptions The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Vendor Types information this step pro vides you with a default sequencing of data records by Vendor Type giving additional sort order choice by Descri
255. on Processing Step 12 In preparation for performing a sort selection process on the Adjustments information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 13 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 14 In order to print the Accounts Payable Adjustments Journal this step formats the Adjustments informa tion The following data items are shown Transaction No Vendor Name PO No Apply To Adjust Date Description Amount Offset Account Post Month Year Invoice Type Invoice Type Descrip tion Liability Account Item Code Warehouse Number Subsidiary Type and Subsidiary Code As appropriate group headings appear whenever a change occurs in Control Number or Post Month If requested totals appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Adjustment Total Control Total Current Total Con trol Total Remaining Hash Total Current Hash Total and Hash Total Remaining Grand totals print at the end showing Journal Errors and Journal Warnings 76 Accounts Payable User Manual Transaction Pro
256. on about Vendors This file contains name address and other data specific to each vendor 166 Accounts Payable User Manual File Maintenance 4 Figure 38 The Accounts Payable Vendors Screen Part 1 of 2 When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Note that the Audit Info option is available at the bottom of this screen When this option is invoked the Audit Information overlay appears and displays the date the record was created and who created it as well as the date the record was last modified and who modified it Press the END key or the RETURN key to clear the overlay from your screen The information displayed in the Audit Information overlay is system supplied and non modifiable Another option available on the Vendors Screen is the Research option which provides a drill down approach to obtaining information about the currently selected vendor When invoked the Research option displays system wide information about the vendor Press the END key or the RETURN key to clear the overlay from your screen Data items for the preceding screen are described below Vendor Number Enter an upper case alp
257. on of 1099 forms has or will run smoothly If it is necessary to create a correction tape for some vendors enter Y and modify the sort range to create a tape containing only corrections Check GT Max The system displays Y Yes or N No The initial default value is N The system displays either Y or N to indicate whether a check to be created will exceed the user specified maximum check amount This field is used in the Cash Requirements Report to indicate this condition for all checks to be created In Process The system displays Y Yes or N No The initial default value is N gt The system displays either Y or N to indicate whether checks have been created for this vendor but are not yet posted This field is used during the checks processing cycle to pre vent the creation of multiple checks for the same invoice The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted E Cannot Post to a Heading Account E Cannot Post to a Summary Account E Invalid Application Type E Must Be Blank for Miscellaneous Vendor W State Abbreviation Not Found in Descriptions Record Press ENTER to display system supplied information and then press ENTER again to continue to the next scre
258. one 206 431 8909 Contact Cal Worthington Vendor Type 40 Terms 010 Liab Acct Offset Acct Comment Agent 2 10 Net 30 Hold Checks Pay Status Tax ID No Bank Acct No Correct 1099 FAX 2050700000 Electrician s Union 238 N Misc Vendor N Normal N N Misc Vendor N Normal N Balance Credit Limit Retention 0 Last Invoice Last Invoice No Last Invoice Amt 00 Last Pymt Date Last Check No 0 Last Check Amt 00 Check GT Max N In Process N Balance Credit Limit Retention 0 Last Invoice Date Last Invoice No Last Invoice Amt 00 Last Pymt Date Last Check No Last Check Amt Check GT Max N 0 00 In Process N Accounts Payable User Manual 209 4 File Maintenance Option 9 Terms List This function prints a list of the Terms records The following processing steps accomplish this job Step 1 This disposition type is used for all lists of master file information Step 2 In order to print the Terms List this step formats the Vendor Terms information The following data items are shown Terms Code Description Discount Within Days Discount Payment Code Discount Discount Net Code Description Specific Days of the Month Disc Within Days Net Payment Code Net and Specific Days of the Month Net A sample output is shown below Expert Computing Inc 11 07 94 14 32 LGG Page Terms List Disc i Discount Net Code
259. or 200 00 of Office Supplies and 800 00 of Office Equipment Sales Tax totaling 70 00 and Freight for 30 00 are also on the invoice Invoice Amount 1100 00 Freight 30 00 Subtotal 1000 00 Tax 70 00 Other 00 00 Invoice Post If the Prorate flag is Y for both invoice line items the transaction posts as follows DR Accounts Payable CR DR Office Supplies CR DR Office Equip Exp CR 1100 00 220 00 880 00 If no freight or tax is prorated to the Office Equipment Expense line item change the Prorate flag to N during line item entry Then the invoice posts with the total of the freight and tax amounts added to the Office Supplies amount as follows 298 Accounts Payable User Manual Examples of Transaction Postings Appendix A Accounts Payable Office Supplies Office Equip Exp 1100 00 300 00 800 00 p If Freight Tax and Other charges are not prorated over at least one of the invoice line items they may be directly expensed by identifying them as separate line items Thus the Freight and Tax are not included fin the cost of the Office Supplies and Office Equipment but are attributed to their own ex pense accounts Invoice Amount 1100 00 Subtotal 1100 00 Invoice Post DR Accounts Payable CR 1100 00 Freight 00 00 Tax 00 00 Other 00 00 DR Office Supplies CR DR Office Equip Exp CR 200 00 800 00 DR Freight Expense CR DR Sales Tax Expense CR 30 00 70 00 Accounts Payable User M
260. or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 10 12 LGG Page 1 Disbursements GL Distributions Post Month Year 08 89 Account 1010001001 Cash Sales Outlets SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 0001 00000010 Miscellaneous Supplier 303 08 13 89 sign 0001 00000040 Albert Materials Inc 5500 08 16 89 Albert Materials Inc 0002 00000020 Pool and Associates 306 08 10 89 deposit on mailer prod 0002 00000050 Hardware Services Inc 5501 08 16 89 Hardware Services Inc 0003 00000010 Miscellaneous Supplier 311 08 07 89 expenses for interview 0003 00000070 Insurances Unlimited 5502 08 16 89 Insurances Unlimited 0004 00000040 Albert Materials Inc 312 08 11 89 packing materials 0004 00000080 Sam Jones 5503 08 16 89 Sam Jones 0005 00000010 Miscellaneous Supplier 5504 08 16 89 binders 0006 00000010 Miscellaneous Supplier 5505 08 16 89 convention room 0007 00000030 Mountain Air Conditionin 5506 08 16 89 Mountain Air Condition 0008 00000090 George Peters 5507 08 16 89 George Peters 0009 00000020 Pool and Associates 5508 08 16 89 Pool and Associates 0010 00000060 Travel Planners 5509 08 16 89 Travel Planners 0011 00000100 Kris Williams 5510 08 16 89 Kris Williams DDD MMDMOMMIMRIMDIM C
261. or edited by the operator or someone else in the department who can verify the entered data Save the journals they are an important part of your audit trail During journal printing the system performs validation checks such as verifying in balance amounts and checking referenced master files on the data to ensure that the entered data can be posted cor rectly Errors and warnings may be printed on the journal and summarized at the end of the journal A control group that prints with errors will not be allowed to post until the errors are corrected and the journal is reprinted without errors Journal printing also produces a journal summary which details the total dollar amount to be posted to each General Ledger account This process ensures that data is verified twice prior to being posted to permanent master files and gives added assurance that erroneously entered data will not be posted Transaction Posting Once transactions have been entered and the journal has been printed without error the control group is ready to be posted to your master files This process usually involves adding records to one or more system maintained detail files and summarizing the detail for historical records Each transaction is deleted after it has been posted 6 Accounts Payable User Manual General Information _1 In Accounts Payable the detail files are Month to Date Postings Outstanding Checks Transactions and Unpaid Invoices the histori
262. or this invoice is shown The Dr Liability is originally set to the amount of the invoice If the invoice has been partially paid this is the amount remaining If a partial payment is made to an invoice the system automatically assigns the unpaid portion of the invoice a Hold status You must change the hold status to N Normal for the unpaid portion to be processed during the check processing cycle Invoice Due Date The system displays a date YMD Give the date that the invoice is due Take Discount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The amount of discount to be taken upon payment of the invoice is displayed Discount Due Date The system displays a date YMD The date of the last day of the discount period is shown If the pay status for an invoice is T for Take Discount the discount will be taken regardless of the Discount Due Date Take Retention Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Accounts Payable User Manual 261 6 Check Processing If the invoice includes retention this is the amount to be retained upon payment of the in voice Pay Date Enter a date YMD The date to pay the invoice is shown This date is initially set to the Discount Due Date if applicable or to the Invoice Due Date You may change this date to delay payment or to pay early
263. or to report printing Check Date Enter a date YMD The system stores the Check Date entered in the Cash Requirements Report to use as a de fault for the Checks Creation function Transaction Register Periods Enter a number with up to 3 digits In ADD mode this field will automatically be saved from one record to the next Define the transaction register periods You may specify up to 2 transaction ageing entries which define 3 periods For example ageing entries of 30 and 0 would define periods of 30 and before 29 to 0 and and above These values may be changed prior to report printing Next Check Date Enter a date YMD The system stores the Following Check Printing Date entered in the Cash Requirements Report to use as a default for the Checks Creation function Ageing Type 196 Enter a positive number with 1 digit During Initial Setup enter 1 or 2 to specify the default ageing basis that will be used for the Ageing and Transaction Register reports in Live Operations Accounts Payable User Manual File Maintenance 4 1 Invoice date 2 Due date During Live Operations the system displays a 1 or a 2 each report printing The default can be changed for Check Sequence Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N and A This field is required Enter the means of sequencing system gene
264. ord for the prepayment that has a balance of zero An unpaid invoices record for the remainder of the invoice amount Liability Amount Prepayment Amount The General Ledger postings for a 1 000 00 purchase of office supplies with a 200 00 prepayment would be as follows Invoices Post Accounts Payable Prepayments DR Office Supplies CR a tia 800 00 1 200 00 1000 00 Cash Disbursements Post for prepayment only Cash Prepayments 200 00 200 00 j 306 Accounts Payable User Manual Examples of Transaction Postings Appendix A THIS PAGE LEFT INTENTIONALLY BLANK Accounts Payable User Manual 307 Y a a APPX Software Inc Accounts Payable User Manual Published 5 95
265. ore detailed discussion of prorating Quantity Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter the number of units being purchased If units don t apply here enter 1 For a credit memo enter a negative quantity Price Enter a positive number with up to 6 digits to the left of the decimal and 3 digits to the right of the decimal Enter the price per purchasing unit If price per unit doesn t apply here enter the line item amount Offset Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the offset account to which this line item is to be posted For invoices and debit memos this account is debited for credit memos it is credited If Inventory Control is part of your system and a valid item code was entered the inventory account from the Products Class record is defaulted Otherwise the offset account entered in the Vendors file for this vendor is defaulted In either case you may override the display If the General Ledger application is part of your system the account number must be on file in the Chart of Accounts file The system displays the description of this account so you may verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed
266. osing as well as the GL Distributions Inquiry Monthly Status Inquiry and Close Month functions Figure 30 The Accounts Payable Monthly Processing Menu Option 1 Check Reconciliation Report Use this function to print a listing of outstanding and canceled checks sorted by GL cash account num ber If Accounts Receivable is part of your accounting system this report also incudes cash deposits made to each account The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Outstanding Checks information this step provides you with a default sequencing of data records by Cash Account Check Deposit and Check No with the option to change modifiable parameters at run time Selection of data records is provided by Cash Account Check Deposit Check No and Vendor with the option to enter user specified com parisons at run time Step 2 This disposition type is used for all standard Accounts Payable reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process 118 Accounts Payable User Manual Monthly Processing _3 Step 4 In order to print the Check Reconciliation Report this step formats the Outstanding Checks informa tion The following data items are shown Check No Vendor Vendor Name Check Date Canceled Amount Outstanding Amount Void Check Amount and Deposit Amount As appropriate grou
267. ount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end 136 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 10 16 LGG Page 1 Purchases GL Distributions Op Ctrl Trx Vendor Inve Chk Trx Date Description Credits Net Change Post Month Year 08 89 Account 2010001001 Accounts Payable Sales MRC 1 SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 0001 00000080 Sam Jones 12345678 INV 08 12 94 Invoice Description 0001 00000020 Pool and Associates 9852 6 INV 08 02 89 brochure i 00 0001 00000100 Kris Williams ER1009 INV 08 12 89 Aug expenses thru 8 1 0002 00000030 Mountain Air Conditionin 10256 INV 07 30 89 misc materials x 60 0002 00000090 George Peters ER1012 INV 08 12 89 Aug expenses thru 8 1 0003 00000050 Hardware Services Inc 03056 INV 08 05 89 equipment repair i 88 0003 00000080 Sam Jones ER1005 INV 08 12 89 Aug expenses thru 8 1 0004 00000050 Hardware Services Inc 05981 INV 08 07 89 belt repair s 81 0004 00000010 Evergreen Landscaping 19980 INV 08 14 89 Office landscaping 0005 00000030 Mountain Air Conditionin 2215AC INV 07 30 89 AC repair i 79 0005 00000010 Northwest Interiors 221 INV 08 14 90 New lobby plants 0006 00000060 Travel Planners 11596 1 INV 08 01 89 Jones to DC x 60 0006 00000060 Travel Planners 11102 1 INV 08 14 89 Williams to Sacramen
268. ount and Total Balance Grand totals print at the end 234 Accounts Payable User Manual Reports and Inquiry _5 A sample output is shown below Expert Computing Inc 11 08 94 09 58 LGG Page 1 Transaction History Report Op Cntrl Trx Post Inve Trx Discount Retention ID No No Mo Yr Apply To Chck No Typ Description Amount Amount Amount Account 2010001001 Accounts Payable Sales Vendor 00000010 Miscellaneous Supplier SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 1 06 89 254 254 06 30 89 Plumbing repairs 00 07 89 254 5205 07 10 89 Plumbing repairs 00 05 89 418 6 418 6 05 01 89 supplies 00 06 89 418 6 5103 06 01 89 supplies 00 04 89 89121000 89121000 04 28 89 tables 00 07 89 89121000 5206 07 10 89 tables 00 05 89 90011000 90011000 05 08 89 file cabinets 00 07 89 90011000 5207 07 10 89 file cabinets 00 05 89 987987 987987 05 10 89 office painting 00 06 89 987987 5104 06 01 89 office painting 00 05 89 HO 88 HO 88 05 03 89 Calculators 00 07 89 HO 88 5208 07 10 89 Calculators 00 RONOROHONO AH OFRUBWOANIP RUDY Vendor Total gt Vendor 00000020 Pool and Associates 206 555 4778 FAX 206 555 4777 SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR SRR 05 89 101 101 INV 05 07 89 brochures 00 07 89 101 5211 PMT 07 10 89 Pool and Associates 00 05 89 108 108 INV 05 19 89 advertising 00 06 89 108 703 PMT 06 22 89 payment 00 04 89 112 112 INV 04 15 89 brochure d
269. ournal Code Operator ID Transaction Date Debits and Credits A sample output is shown below APPX Demonstration Company 11 30 94 10 00 LGG Page 1 Accounts Payable Journal Summary Account Account Name Trx Date i Credits 1010001001 Cash Sales Outlets 08 13 89 9323 21 2010001001 Accounts Payable Sales 08 13 89 9119 68 4070000000WH Discounts Lost Wholesale 08 13 89 34 63 4090000001WH Repairs and Maintnc Wholesale APCD 08 13 89 Grand Totals gt 9323 21 Post All Transactions This job post invoices checks and adjustments The following processing steps accomplish this job Step 1 This disposition type is used for all posting functions Step 2 This function identifies the application that created the invoice control group Step 3 In preparation for performing a sort selection process on the Invoices Control groups information this step provides sequencing of data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 4 This step prevents CANCEL from canceling the current job Step 5 Accounting to previously specified criteria this step actually performs the desired selection and or sorting process 78 Accounts Payable User Manual Transaction Processing 2 Step 6 This step process the information for Invoices Control Gro
270. own in the Remaining field Vendor Hash Total Enter a positive number with up to 12 digits Enter the sum of all vendor numbers to be entered in this control group The system will keep a running total of vendor numbers as they are entered and balance it against this entry Print Journal Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for journal printing If you want to delay journal printing for any reason enter N Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct 34 Accounts Payable User Manual Transaction Processing 2 Post Now Enter Y Yes or N No The initial default value is Y This field is required Y is displayed to indicate that this group is ready for posting If you want to delay posting for any reason enter N The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This Control Group Has Already Been Used For Checks Posting E This Control Group May Not Be Edited Posting Was Started E You
271. p headings appear whenever a change occurs in Cash Account or Check Deposit A sample output is shown below Expert Computing Inc 11 08 94 09 51 LGG Page 1 Ageing Report Aged as of 11 08 94 Using Due Date 11 08 94 10 09 94 09 09 94 08 10 94 Vendor Balance 0 amp Under 31 To 60 61 To 90 Account 1061001000 Prepaids amp Deposits 00000010 Miscellaneous Supplier 00 i 00 00000020 Pool and Associates 1500 00 A i y 1500 00 Account Totals gt 1500 00 P 4 P P 1500 00 Account 2010001001 Accounts Payable Sales 00000040 Albert Materials Inc 124 00000070 Insurances Unlimited 00000080 Sam Jones 2216 00000010 Miscellaneous Supplier 75 00000030 Mountain Air Conditionin 00000090 George Peters 00000020 Pool and Associates 00000060 Travel Planners 00000100 Kris Williams 00000050 Hardware Services Inc oO ooooooo0oo0oo00 Account Totals gt 12087 41 2 1000 00 11087 41 8 3 91 7 Account 2030001001 Retention Payable Sales 00000040 Albert Materials Inc 1892 07 1892 07 Account Totals gt 1892 07 1892 07 100 0 Grand Totals gt 1892 07 x 1000 00 15 2 Accounts Payable User Manual 119 3___ Monthly Processing Option 2 Purchases GL Distributions Report This function prints two reports one detailed and one summary of the General Ledger distributions resulting from the current month s invoice postings The following processing st
272. p formats the Vendors information The following data items are shown Vendor Name Phone Telefax Number Contact Last Purchase and Last Payment Date A sample output is shown below Expert Computing Inc 11 08 94 10 00 LGG Page Inactive Vendor Report Last Vendor Contact Invoice Date 00000010 Miscellaneous Supplier 08 16 89 00000020 Pool and Associates 555 4778 555 4777 Susan White 08 16 89 00000030 Mountain Air Conditioning 555 9872 555 9871 Herman Hill 08 16 89 00000040 Albert Materials Inc 555 1256 555 9874 Milton Albert 08 16 89 00000050 Hardware Services Inc 555 0079 555 1008 George Johnson 08 16 89 00000060 Travel Planners 555 4112 555 1212 Jill Peterson 08 16 89 00000070 Insurances Unlimited 555 9988 555 6000 Scott Hansen 08 16 89 00000080 Sam Jones 568 9652 08 16 89 00000090 George Peters 987 5515 987 2274 08 16 89 00000100 Kris Williams 987 6541 08 16 89 00000110 Internal Revenue Service 456 7890 Henry Worthmeyer 00000120 State Withholding Agency 352 1456 Janice Sdmith 00000130 State Industrial Insurance 352 9821 Joel Bomburg 00000140 State Unemployment Insurance 352 0764 00000150 Carpenter s Union 101 441 2367 Fritz Holden 00000160 Electrician s Union 238 431 8909 Cal Worthington 244 Accounts Payable User Manual Reports and Inquiry _5 Option 9 Miscellaneous Vendors Report Use this function to print a report of miscellaneous vendors detailing names and addresses The fol lowing processing
273. pe GL 3399 89 x 3399 89 2945 00 s 2945 00 2000 50 7 2000 50 WILLIAMS 2029 43 e 2029 43 Sub Type GL Totals gt 10374 82 10374 82 Grand Totals gt 10374 82 x 10374 82 Accounts Payable User Manual 133 3__ Monthly Processing Option 6 Transaction Control Report This function prints a report of the Transaction Control information The following processing steps accomplish this job Step 1 This function checks to see whether the end user has chosen to use the Transaction Control option before executing any function that requires the file Step 2 In preparation for performing a sort selection process on the Transaction Control information this step provides you with a default sequencing of data records by Application File Posted Operator ID and Control with the option to change modifiable parameters at run time Selection of data records is pro vided by Application File Posted Operator ID Control No and Journal Code with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all Standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Accounts Payable Transaction Control Report this step formats the Transaction Control information The following data items are shown Application File Posted Operator ID Control No Amou
274. pends on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the screen below and can enter control and hash totals for your adjustments In addition a record is written to the Transaction Control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control you see the sec ond screen which displays only the operator ID and the Control Number If you answered N to both questions you see the second screen but you are not allowed to edit the Operator ID Figure 13 The Accounts Payable Adjustments Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below 46 Accounts Payable User Manual Transaction Processing 2 Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one
275. perator ID and Transaction No giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account and Account Component with the option to enter user specified comparisons at run time Step 14 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 15 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account Account Component or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end 150 Accounts Payable User Manual Monthly Processing 3 A sample output is shown below Expert Computing Inc 11 08 94 10 22 LGG Page 1 Adjustments GL Distributions Op Ctrl Trx Vendor Inve Chk Trx Date Description Credits Net Change Post Month Year 08 89 Account 2010001001 Accounts Payable Sales SRR 1 0001 0
276. period fiscal year if set to Y the Day to Invoice field corresponds to a day in the 28 day accounting period N The recurring payment generation is based on a 12 month fiscal year If set to N the Day to Invoice field corresponds to a day in the calendar month Start Month Enter an upper case alphanumeric field up to 2 characters in length Only numbers and let ters are acceptable Valid entries are 01 02 03 04 05 06 07 08 09 10 11 12 13 and EY This field is required In ADD mode this field will automatically be saved from one record to the next Specify the calendar month of the first month that you want to generate this recurring entry Start Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Specify the calendar year of the first time you want to generate this recurring entry Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter the amount of the payment Accounts Payable User Manual 181 4 File Maintenance Limit Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal Specify the maximum amount to be generated by this recurring payment A payment will not be generated once the Paid to Date field reaches this limit If left blank this recurring pay ment is unlimited If the generation of a given
277. played Errors E Warnings W and Messages M that may result are shown below E Option Not Allowed E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Disbursements Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Disbursements Control Group file The screen shown below presents information about Disbursements Enter the number of the check you are voiding and press RETURN The system then displays as much information as possible about the void check Accounts Payable User Manual 107 2__ Transaction Processing This file contains information that applies to the entire cash disbursement such as vendor date check number and amount Figure 27 The Accounts Payable Void Checks Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Transaction No The system displays a positive number with up to 4 digits A sequential transaction number is supplied for each detail record This numbe
278. pply Discount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The discount amount is calculated and displayed based on the Discount and Discount Basis fields You may however change this amount The Discount Amount is defined as Discount Amount Discount Basis x Discount 100 Discount Due Enter a date YMD The date of the last day of the discount period is calculated and displayed based on the in voice date and terms for this vendor You may change this field Discount 22 Enter a positive number with up to 2 digits to the left of the decimal and 3 digits to the right of the decimal The discount percentage is provided according to the terms set up for this vendor However you may change this value Accounts Payable User Manual Transaction Processing 2 Freight Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter any freight charges associated with the invoice Any amount entered in this field is prorated over all the line items whose Prorate field is set to Y Retention Other Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The retention amount is calculated and displayed based on the Retention from the Vendor master file and the Invoice Amount field from this entry You may change this amount The retention a
279. prints a journal of transactions entered through both standard and rapid invoices entry The following processing steps accomplish this job Step 1 This function identifies the application that created the invoice control group Step 2 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified compari sons at run time Step 3 This disposition type is used for all transaction file journals Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Accounts Payable Invoices Journal this step formats the Invoices and Invoices Line Items information The following data items are shown Trx No Vendor Name Pay Status Invoice Date Discount and Invoice Due Date Description PO No post Month Year Transaction Type Warehouse No Retention and Liability Account Invoice No Apply To Invoice Amt Prepay ment Retention Subtotal Discount Freight Tax Other Line No Offset Account Item Warehouse No Price Quantity Prorate Amount Prorated to Line Item Amount Subsidiary Type and Code Prorata and Line Items Tot
280. ption with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Type Description and Changed On with the option to enter user speci fied comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Vendor Types List this step formats the Vendor Types information The follow ing data items are shown Vendor Type and Description A sample output is shown below Expert Computing Inc 11 07 94 14 33 LGG Page Vendor Types List Vendor Changed Description Date Added Added By On Changed By Supplier 11 14 89 11 14 89 SRR Subcontractor 11 14 89 11 14 89 SRR Employee 03 26 90 03 26 90 SRR Agent 03 26 90 03 26 90 SRR Option 12 Parameters List This function prints the contents of the Parameters file The following processing steps accomplish this job Step 1 This disposition type is used for all lists of master file information 212 Accounts Payable User Manual File Maintenance 4 Step 2 In order to print the Accounts Payable Parameters List this step formats the Parameters information The following data items are shown Fiscal Month Year Current Calendar Month Year Number of Accounting Periods Start Month of Fiscal Year type and number of months of history to keep
281. r Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may 92 Accounts Payable User Manual Transaction Processing 2 result are shown below E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Invoices Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Invoices Control Groups file The screen below presents information about Invoices This file contains information that applies to the entire invoice such as vendor invoice amount in voice date and due date Figure 21 The Accounts Payable Invoices Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the ava
282. r each check record A sample output is shown below APPX Demonstration Company 11 30 94 09 53 LGG Page Checks Revision List Orig Chk Orig Chk Cancel Cntrl No Stock No Delete Approve Reprint Cancel Operator ID Control No LGG Ist check run Printed Checks 00000040 00000050 00000070 00000080 00000010 00000010 00000030 00000090 00000020 00000060 00000100 286 Accounts Payable User Manual Check Processing 6 Option 7 Checks Journal This function prints a journal of machine checks that were created through Checks Creation and printed but not canceled or voided The Checks Journal must be printed successfully before printing the Checks Register and posting checks The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Disbursements information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all transaction file journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the report requested this step formats the Disbursements a
283. r Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Control and Outstanding Checks files will be added Updated to certain fields in the Parameters Disbursements Control Groups Vendors and transaction Control files will occur Generalized routines are performed to Post AP Transactions in Accounts Payable Records in the Disbursements Line Items Disbursements and Disbursements Control Groups files will then be deleted Step 7 This function displays a warning to the operator if any errors were encountered during posting or pro cessing Option 10 Clear All Checks and Restart This function allows you to cancel and delete all unposted check records for a specified control group and prepares the system for restarting the cycle If you encounter problems or situations during the check processing cycle which require numerous revisions you may want to restart the cycle to elimi nate further potential problems The following processing steps accomplish this job Step 1 Use this function to enter the Operator ID and Control Number of the check processing records to be cleared in order to restart the check processing cycle This capability allows the operator to go back to the beginning of the check printing cycle All non posted records and selections will be cleared and prepared for the start of a new non posted records and selections will be cleared and prepared for the s
284. r a positive number with up to 2 digits Supply the day of the month from which the payment days are to be countered You may enter up to two dates for net payment This field is used if you entered a code of 3 in the Payment Code field The system uses this date to calculate the Due Date during Invoice Entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E If Discount Is Specific Day Then Net Must Be Specific Day Also E If Only One Period Is Defined It Must Be the First Period E Specific Days Must Be Entered for Payment Code 3 Press ENTER to save the information on this screen Select Next Record to go to the next Vendor Terms record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Vendor Terms file 178 Accounts Payable User Manual File Maintenance 4 Option 3 Recurring Payments You can use this function to perform file maintenance on Recurring Payment records If your company makes regular payments for products or services such as rent maintenance fees or monthly retainers you can automatically generate these payments When recurring payments are gen erated the system creates an invoice entry record for each recurring payment transaction eliminating the need to manually enter an invoice Wh
285. r is printed on the journal and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The transaction number is printed on many reports and inquiries throughout Accounts Payable Vendor Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Provide a valid vendor number form the Vendors file The system displays the vendor name so that you can verify your entry 108 Accounts Payable User Manual Transaction Processing 2 If you enter a miscellaneous vendor number the system displays an additional name field on the next screen where you should enter the miscellaneous vendor s name The miscellaneous vendor name will appear on the check journal as well as various reports and inquiries Check Date Enter a date YMD This field is required In ADD mode this field will automatically be saved form one record to the next Supply the date of the check Check No Enter a positive number with up to 8 digits By using Scan you may use this as an access key for selecting records Furnish the check number If you are entering a void Check the system uses the Check No to supply the values for Vendor No Check Amount and Description Check Amount Enter a
286. rated checks N checks are created in Vendor Number order Y checks are created in Vendor Alpha order Recurring Payments Generated Enter Y Yes or N No The initial default value is N Indicate whether recurring payments have been generated for the current month Set this field to N in Initial Setup During Live Operations the system automatically maintains this field Ask for Operator ID Enter Y Yes or N No The initial default value is Y This field is required The system assumes that you prefer to ask for the operator s ID during transaction entry This allows you to edit other operators transactions An entry of N means each operator can only enter to edit his or her own transactions It also means the system will not track Transaction Control information for you Use Transaction Control Enter Y Yes or N No The initial default value is Y This field is required The system assumes you want to use the Transaction Control feature This includes the abil ity to track and report on the Transaction Control file which is an additional audit trail and to enter control and hash totals for your transactions If you do not choose to use this feature enter N If you want to use this feature and also want to ensure that an operator has exclusive control of his or her own transactions enter Y in this field and change the default value of Opera
287. rder number which applies to the invoice being paid If the disburse ment is a prepayment this PO number must also be identified on the invoice to which the prepayment applies in order to track the prepayment properly Description Enter an alphanumeric field up to 30 characters in length Describe this payment For payments of invoices previously entered into Accounts Payable the system supplies the invoice description you may change it This description appears on all General Ledger posting detail and related reports Liability Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry In ADD mode this field will automatically be saved from one record to the next For normal hand checks the liability account for the vendor from the unpaid invoices record is displayed For void checks the original liability account is displayed if available You may change this default If the General Ledger application is part of your system this num ber must be on file in the Chart of Accounts file The system displays the corresponding ac count description so you may verify your entry If you have entered a direct amount erase the Liability Account field and supply a direct ac count below Retention Account 114 Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Supply the number of the Rete
288. record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of adjustments This number is printed on the journal tracked on the Transaction control file and if General Ledger is part of your system it is posted to General Ledger for detailed accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail Operator Exclusive Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you are reserving exclusive rights to this group of adjustments Y Yes access is restricted to the original operator N No access is not restricted Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this group of adjustments This description will appear on the Transaction Control report and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry is balanced against the running total kept by the system as adjustment entries are made Enter the adding machine total of all adjustment amounts to be entered The system displays the running total of
289. rect payments entered with an Apply To create a record of the disbursement and the pur chase in various Accounts Payable history files Thus supplying an Apply To allows easier tracking and voiding of hand checks Dr Liability Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If the hand check is written for an invoice which has been or will be entered through Invoice entry enter the amount to be debited to the liability account Otherwise leave this field blank and enter a Direct Amount instead This amount should be negative for void checks Discount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Designate the amount of discount earned or lost The discount method is set up in you Param eters file If you are using the Discounts Earned E method enter the amount to be credited to the discounts earned income account if any Accounts Payable User Manual 113 2__ Transaction Processing If you are using the Discounts Lost L method enter the amount to be debited to the dis counts lost expense account if any Cr Retention PO No Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal If applicable enter the amount to be credited to the retention account Enter an upper case alphanumeric field up to 8 characters in length Provide the purchase o
290. rent Month Totals gt 1500 00 1500 00 Beginning GL Balance gt 5640 00 Account Total gt 7140 00 Step 12 In order to print the report requested this step formats the MTD Postings information As appropriate group heading appear whenever a change occurs in Post Month or Account If requested totals appear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end Accounts Payable User Manual 149 3__ Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 10 22 LGG Page 1 Disbursements GL Distributions Account Account Name i i Net Change Post Month Year 08 89 1010001001 Cash Sales Outlets 53303 55 1061001000 Prepaids amp Deposits 00 2010001001 Accounts Payable Sales 51344 1500 00 2030001001 Retention Payable Sales 3 344 92 4010000001WH Cost of Goods Sold Sales Whls 427 00 4070000000WH Discounts Lost Wholesale 492 00 4090000001WH Repairs and Maintnc Wholesale 168 00 4110000000 Travel and Entertainment 1215 00 Post Month Year 08 89 Totals gt 55148 47 55148 47 Grand Totals gt Step 13 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Post Year Post Month Account O
291. rify your entry Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable The vendor paid by this check is displayed Check Deposit Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are C and D The initial default value is C This field is required This field indicates whether this record represents a check C or deposit D type of trans action If the Accounts Receivable application is part of your system cash deposits will be transferred to this file to aid you in reconciling your bank accounts Auto Hand 200 Enter an upper case alphanumeric field 1 character in length Valid entries are A and H This field is required In ADD mode this field will automatically saved from one record to the next This field indicates whether the check was created through Hand Checks Entry or by the Checks Processing function Accounts Payable User Manual File Maintenance 4 H Hand Check A Automatic or Machine Check Cancelled Enter Y Yes or N No The initial default value is N This field is required This field indicates whether or not this check has been cancelled or cleared by your bank Void Enter Y Yes or N No The initial default value is N This field is required This field indicates whether or not this check has been voided Posted Date Time Enter
292. rint the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end A sample output is shown below 11 08 94 10 17 Account Post Month Year 08 89 1030002000WH 2010001001 4010000000MA 4090000000MA 4090000001WH 4100000001WH 4110000000 4110000001MA Expert Computing Inc Purchases GL Distributions Account Name i Credits Accts Rec Canadian Corp Whls Accounts Payable Sales Cost of Goods Sold Corp Mfg Repairs and Maintenance Mfg Repairs and Maintnc Wholesale Promotion Advertising Wholesl Travel and Entertainment Travel amp Entertainment Sales Post Month Year 08 89 Totals gt Grand Totals gt LGG Page 1 Net Change 138 Accounts Payable User Manual Monthly Processing _3 Step 6 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of data records is provi
293. rming a sort selection process on the Disbursements information this step pro vides sequencing of data records by Post Now Operator ID Control No Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control No Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all transaction file journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the report requested this step formats the Disbursements and Disbursements Line Items information The following data items are shown Trx No Vendor Name Check Amount Accounts Payable User Manual 57 2__ Transaction Processing Check No Check Date Post Month Year Hand Check Status Cash Account Description Check Line No Apply To Apply Type PO No Dr Liability Discount Amount Cr Retention Direct Amount Account Subsidiary Type and Code Retention Account Liability Total CR Discount Total CR Retention Total Direct Total and Line Items Total As appropriate group headings appear when ever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Active Check Totals Liability Total CR Dis
294. rol Transaction Control Report N Check Date 01 01 89 Next Chk Date 12 31 89 Check Sequence A Ageing Report Periods Transaction Register Periods Ageing Type Recurring Payments Generated Ask for Operator ID Use Transaction Control Months of Transaction Control OK Applications Accounts Payable User Manual 213 4 File Maintenance Option 13 Outstanding Checks List This job prints a listing of checks contained in the Outstanding Checks file sorted by cash account and check number The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Outstanding Checks information this step provides you with a default sequencing of data records by Cash Account Check No and Date Time Stamp with the option to change modifiable parameters at run time Selection of data records is pro vided by Cash Account Check No Check Deposit Automatic Hand Check Void Check Date Ven dor and Canceled with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard Accounts Payable reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Accounts Payable Outstanding Checks List this step formats the Outstanding Checks information The following data items are shown Check No Posted Date Time Check Date Vendor
295. rol file will be added Updates to certain fields in the Disbursements Control Groups Disbursements Disbursements Line Items and Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger and Convert Calendar to Fiscal in General Ledger Step 6 This step processes the information for Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Control and Outstanding Checks files will be added Updates to certain fields in the Parameters Disbursements Control Groups Vendors and Transaction Control files will occur Generalized routines are performed to Post AP Transactions in Accounts Payable Records in the Disbursements Line Items Disbursements and Disbursements Control Groups files will then be deleted Step 7 This function displays a warning to the operator if any errors were encountered during posting or pro cessing Option 9 Adjustments Post This job posts those Adjustment groups that have had their journal print without error and which have been selected to Post Now in the control group record The following processing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Adjustments Control Groups information this step provides sequencing of data records by key with no option to change the se quence at run
296. rs file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the screen below and can enter control and hash totals for your checks In addition a record is written to the Transaction control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control the screen dis plays only the Operator ID and the Control Number If you answered N to both questions you are not allowed to edit the Operator ID 32 Accounts Payable User Manual Transaction Processing 2 Figure 8 The Accounts Payable Hand Check Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the available data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit
297. ry Report Use this function to print transaction history information for your vendors You also have the option to include current transactions on this report If you have selected to include the current transactions but no historical transactions exist for a vendor no transactions are printed for the vendor The following processing steps accomplish this job Step 1 This function checks to see whether the end user has chosen to keep Transaction History before ex ecuting any function that requires the file Step 2 This function allows you to choose to include current transactions in addition to historical information on the Transaction History Report On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to include current transactions information from the Transaction file on the report Figure 54 The Accounts Payable Transaction History Report Screen Data items for the preceding screen are described below Include Current Transactions Enter Y Yes or N No The initial default value is N This field is required Accounts Payable User Manual 233 5___ Reports and Inquiry Indicate whether or not to include the current transactions in this report Y Provided that Transaction History records exist for the vendor include both Transaction History and Current Transactions data on the report N Only Transaction History information is includ
298. s 0002 00000090 George Peters ER1012 08 12 89 Aug expenses thru 8 10 1098 50 0001 00000090 George Peters ER1012 08 15 89 correct invoice amount 100 00 Sub Code Totals gt 2000 50 WILLIAMS 0007 00000060 Travel Planners 11562 0 08 04 89 Williams to San Diego 0001 00000100 Kris Williams ER1009 08 12 89 Aug expenses thru 8 10 1156 33 0006 00000060 Travel Planners 11102 1 08 14 89 Williams to Sacramento 386 10 Sub Code Totals gt 2029 43 Sub Type GL Totals gt Grand Totals gt Step 17 In order to print the Accounts Payable Summary Subsidiary Distributions this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Subsidiary Type or Subsidiary Code If requested totals appear whenever a change occurs in Subsidiary Code or Subsidiary Type When totals are specified the following items are accumulated Debit Amount To tal Credit Amount Total and Net Change Amount Total Grand totals print at the end Accounts Payable User Manual 143 3___ Monthly Processing A sample output is shown below Expert Computing Inc 11 08 94 10 20 LGG Page Accounts Payable Summary Subsidiary Distributions Credits Net Change Sub Type GL WILLIAMS Sub Type GL Totals gt Grand Totals gt Option 8 Print All Reports This job prints the Check reconciliation report and the Purchases Disbursements Adjustments and Subsidiary Code
299. s through the processing cycle In general Check Processing is simpler if the Check Control Number and the Check Stock Number are not required to be equal Description Enter an alphanumeric field up to 30 characters in length Describe this group of entries Check Printing Sequence 266 Enter an upper case alphanumeric field 1 character in length Only letters are acceptable Valid entries are N and A This field is required Choose the order in which you want the checks created and printed You can create the checks in the following orders N Vendor Number Using this option a check for Vendor Number 5090 would print before a check for Vendor Number 5091 A Vendor Alpha Using this option a check for Vendor Alpha JOHNS would print before a check for Vendor Alpha JONES Accounts Payable User Manual Check Processing 6 Operator ID Enter an upper case alphanumeric field up to 3 characters in length This field is required The system displays the operator ID entered at logon To create the checks using a different operator ID or to print another operator s group of checks change this field Control No Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of checks This number is printed on the journal tracked on the Transaction Control file and if General Ledger is part of your system it is posted to General Ledger for detail accounts Although th
300. s Blvd Los Alamos Bldg 3 308 00000010 89121000 Alexander s Inc 4011 Alder Ave Billings 00000010 90011000 Master Sellers Company 401 Texas Blvd Los Alamos Bldg 3 308 00000010 987987 Perfect Painting 101 N 101st Tacoma 00000010 DEP6 89 Westin Hotel 990 4th Avenue Seattle 00000010 HO 88 Marvin s Office Machines P O Box 1229 Omaha 00000010 19980 Evergreen Landscaping 424 N 1st Federal Way 00000010 P09844 Neighborhood Directory 4223 E Smith Kent 246 Accounts Payable User Manual Reports and Inquiry _5 Option 10 Vendor Credit Report Use this function to print credit information for each vendor The following processing steps accom plish this job Step 1 In preparation for performing a sort selection process on the Vendors information this step provides you with a default sequencing of data records by Name Vendor and Credit Limit giving additional sort order choice by Balance and Vendor Type with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Name Vendor Type Credit Limit and Bal ance with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all standard Accounts Payable reports Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Vendor Credit Report this step formats the Vendors infor
301. s Control Groups and Transaction Control files will occur Generalized routines are performed to Post AP Transactions in Accounts Payable and Post Inventory Costs in Inventory Control Records in the Adjustments and Adjustments Control Groups files will then be deleted Step 18 This function displays a warning to the operator if any errors were encountered during posting or pro cessing 80 Accounts Payable User Manual Transaction Processing 2 Print Post All Transactions This job prints the Invoices Adjustments and Checks journals and then posts the transactions The following processing steps accomplish this job Step 1 This disposition type is used for all transaction file journals Step 2 This function identifies the application that created the invoice control group Step 3 In preparation for performing a sort selection process on the Invoices information this step provides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified compari sons at run time Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 In order to print the Accounts Payable Invoices Journal this step formats the Invoices and Invoices Line
302. s Line Items information The following data items are shown Trx No Vendor Name check Amount Check No Check Date Post Month Year Hand Check Status Cash Account Description Check Line No Apply To Apply Type PO No Dr Liability Discount Amount Cr Retention Direct Amount Account Subsidiary Type and Code Retention Account Liability Total CR Discount Total CR Retention Total Direct Total and Line Items Total As appropriate group headings appear when ever a change occurs in Control No or Post Month If requested totals appear whenever a change occurs in Post Month or Control No When totals are specified the following items are accumulated Active Check Totals Liability total CR Discount Total CR Retention Total Direct Total Line Items Total Check Total Control Total Current Control Control Remaining Vendor Hash Total Current Hash and Hash Remaining Grand totals print at the end showing Journal Errors and Journal Warnings 74 Accounts Payable User Manual Transaction Processing APPX Demonstration Company 11 30 94 09 53 LGG Page Checks Journal Trx Vendor Check Amt Check No Chk Date Mo Yr Status Cash Account Control Group SRR 0008 Aug 1st check Post Month Year 08 89 0001 00000040 Albert Materials Inc 11110 46 00005500 08 16 89 08 89 Check 1010001001 Cash Sales Outlets Item Apply To Apl Type PO No DR Liab Discount CR_Retn Dir Amt Account 1006 materials 308 stock 311
303. s and Inquiry ccccccccssccscssccscsccccccccscesseseccsssccssesesees 221 Option 1 Transaction Register Report ccceeccceesceceeeceeseeceesaeceeaeeceeeeeenaeceeaaeceeaeeeeaees 222 Option 2 Ageing Reports 2 aneo i eai dacs E cance EEE ENEE EE A E R decades 226 Option 3 Processed Invoices Report 0 eeccceessecessceceeeeeeeeeeeaeceeaeeceeeeeeaeceeaaeceeaeeenaees 231 Option 4 Transaction History Report 0 ecceesscceesceceseceeseceeaaeceeaeeceeeeeesaeeeeaeceeaeeesaees 233 Option 5 Cash Requirements Projection cccceescecesceeseeceeseeceeaeeceeeeeesaeceeaaeceeaeeeeaees 236 Option 6 Vendor History Report cceccccesscecsseceesseceeaceceeceeeaeceeaaeceeneecsaeeeeaeceeaeeeeaees 240 Option 7 Unpaid Invoices Report 0 ceccceescecsseceeseceeaeeceeceeeaeceeaaeceeneecaeeeeaeceeaeeeeaees 242 Option 8 Inactive Vendor Report ce cccceesceesseceesseceeeeeceeeeeaeceeaeeceeneeceaeeeeaaeceeaeeeeaees 244 Option 9 Miscellaneous Vendors Report ceeececssecesnceceseeeesaeceeaeeceeeeecaeeeeaeceeaeeeeaees 245 Option 10 Vendor Credit Report ceccccceescecsseceeseceeaceceeeeeeaeceeaeeceeneeeaeeeeaeceeaeeeeaees 247 Option 11 Vendor History Inquiry 0 ccceccceceeecesseeceeaceceeeeeeaeceeaeeceeneeceaeeeeaaeceeaeeeeaees 248 Option 12 Transactions Inquiry reisseri eeii keeseen tinia iinan 248 Option 13 Processed Invoices Inquiry ccceeeccessseceeeeeceeeeeeeseceeaeeceeeeecs
304. s for all 50 states the District of Columbia American Samoa Guam the Mariana Islands Puerto Rico and the Virgin Islands Press ENTER to save the information on this screen Option 8 Vendors List This job prints either the standard Vendors List or a shortened form of the Vendors List which prints only one line per vendor The following processing steps accomplish this job Step 1 This function allows you to choose which vendors list to print either the standard or shortened version On the following pages the screen displayed by this function is shown The screen shown below allows you to choose to print the sort Vendor list 206 Accounts Payable User Manual File Maintenance 4 Figure 50 The Accounts Payable Vendors List Screen Data items for the preceding screen are described below Print Short List Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not you wish to print the shortened Vendors List Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the Vendors information this step provides you with a default sequencing of data records by Vendor Alpha and Vendor giving additional sort order choice by Vendor Type Liability Account Zip Code and Terms Code with the option to change modifiable parameters at run time Selection of data records is provided by Vendor Vendor Alpha
305. s in the Transactions History file will then be deleted Step 16 This step processes the information for Transaction Control Records in the Transaction Control file will then be deleted Step 17 This function displays a warning to the operator if any errors were encountered during posting or pro cessing Accounts Payable User Manual 163 3__ Monthly Processing 164 Accounts Payable User Manual Chapter 4 File Maintenance 4 File Maintenance This menu provides you with file maintenance and list functions for master files Printing of vendor labels and rolodex cards is also included in the Other Utilities option on this menu Figure 37 The Accounts Payable File Maintenance Menu Option 1 Vendors You can use this function to perform file maintenance on Vendor records This vendor information is defaulted throughout the Accounts Payable application for vendor specific functions The system also maintains information about the last purchase made from each vendor as well as the last payment made to the vendor When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the screen displayed by this function is shown The screen shown below presents informati
306. s information As appropriate group headings appear whenever a change occurs in Post Month Liability Account or Vendor If requested totals appear whenever a change occurs in Apply To Vendor Liability Account or Post Month When totals are specified the following items are accumulated Total Balance and Amount Total Grand totals print at the end showing Total Balance Amount Total Total Number of Invoices and Total Number of Vendors 238 Accounts Payable User Manual Reports and Inquiry _5 A sample output is shown below Expert Computing Inc 11 08 94 09 59 LGG Page 1 Cash Requirements Projection Projected as of 11 08 94 Using Trx Due Date 11 15 94 11 22 94 11 29 94 12 06 94 Apply To Description Trx Due Date Balance 7 amp Under 8 To 14 15 To 21 22 To 28 Over 28 Vendor 00000040 Albert Materials Inc 1006 materials 08 25 89 103 Albert Materials 104 Albert Materials 105 Albert Materials 106 Albert Materials 204 Albert Materials 308 stock 08 25 89 311 stock 08 10 89 5521 Albert Materials 8090 Albert Materials 96215 Materials 09 10 89 Vendor Totals gt Vendor 00000080 Sam Jones 12345678 Invoice Description 08 31 94 1000 00 1000 00 ER1005 Aug expenses thru 8 10 08 31 89 1216 90 1216 90 Vendor Totals gt 2216 90 2216 90 Vendor 00000010 Miscellaneous Supplier 221 New lobby plants 08 31 90 Northwest Interiors 89071001 CUSTOMER REFUNDS 08 31 89 Master Sellers Company DEP6 89 co
307. sac tion is posted The Close Month function within Accounts Payable deletes historical data older than the number of months of history you decide to keep and prepares the files for the next accounting month Vendor Type Vendors can be categorized using Vendor Types Many of the Accounts Payable reports and updating functions can be sorted and selected by using this Vendor Type For example vendors who are com pany employees that receive reimbursement for travel expenses could be given a Vendor Type of EMP Then sometime during the month expense checks could be printed during a check run for only vendors with type EMP Transaction Control On the Accounts Payable Parameters file there are two entries which allow you to define the level of transaction control detail that is appropriate for your business These fields are labeled Ask for Op erator ID and Use Transaction Control Every transaction file is keyed by Operator ID and a sequential Control Number that is a part of your audit trail If you enter N No for Ask for Operator ID the system will automatically assign the Operator ID and Control Number for each group of transactions but the control number can be changed The system will not allow any operator to edit another operator s transactions No control or hash totals are kept and no data is posted to the Transaction Control file If you enter Y Yes to Ask for Operator ID a
308. seeeseeesneesaeeeseecaaecsaecsaecaecsseesseeseeeeseeesneesaes 55 Option 5 Hand Checks Journal iiser cc ceeccceccccceseceeseeceeaeeceeceeesaeceeaaeceeaeeceeeeeaeceeaeeceeeeees 57 Option 6 Adjustments Journal 0 0 eee ceeceseceseeeeeeeeneeeseecaeecsaeceaecsaecsaeesseeeeeeeeeeeneesaes 59 Option 7 Invoices Postane sie wat ee ee Aa ETES 61 Option 8 Checks Post s 2 5 sehisses o i iiet eiae beatebesd ee e cdot aa casted 62 Option O sAdj ustments POSt gern aa i e a at a a e aa aa 63 Option 10 Consolidated Processing seeeeeseeseeseesesseeeesstesrsresesresserrtssesstesrentesresresressese 65 Edit Unposted Control Groups serina pne eei e a E 65 Print Unposted Control Groups ssseeesseeeeesessessessessrestssresrrstessestssesreestenrssresesressestes 67 Accounts Receivable User Manual iii Table of Contents Pint All Jounalis enan a E E das E E RE A stab iE 70 Post All Transacttons nesnenin ai i i a se i ii 78 Print Post AN Transactions eae nainn neeaaea ngaen nee eeek e neesan eeir 81 Option 11 Special Processing saioei anne ee a aa ei teat wali eK E ia 88 Invoices Rapid Batty orep ei e E a el ee ee a eet 88 Generate Recurring Payments 0 se eeceecesecseeeeeeeeeseeeseeeseecsaeceaecaecsaeenseeeseeeseeesneeenes 99 Cancelled Checks Enty oreen ued eivs cute e stances tacaeh se a Ge iadt hese 101 Void Checks ironman e ERES AEA evs cose teehee es Meee te A 103 Chapter 3 Monthly Processing sccssscccssscccssscc
309. selection process on the Disbursements Control Groups informa tion this step provides sequencing of Data records by key with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Step 9 This step prevents CANCEL from canceling the current job Step 10 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 11 This step processes the information for disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Disbursements Control Groups Disbursements Disbursements Line Items and Transaction Control files will occur Generalized routines are performed to do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Accounts Payable User Manual 79 2__ Transaction Processing Step 12 This step processes the information for Disbursements Control Groups Disbursements and Disburse ments Line Items Under certain conditions records in the Transaction Control and Outstanding Checks files will be added Updates to certain fields in the Parameters Disbursements Control groups Vendors and Transaction Control files will occur
310. sequence beginning with 1 For machine checks this number indicates the order in which the invoices will appear on the check stub You may change this number 112 Accounts Payable User Manual Transaction Processing 2 Apply Type Enter an upper case alphanumeric field q character in length Only numbers are acceptable The initial default value is 3 This field is required In ADD mode this field will automati cally be saved from one record to the next Identify the manner in which this payment is to be applied The system displays the descrip tion so you may verify your entry Valid codes are 2 Prepayment The disbursement is prepayment 3 Apply To Invoice The disbursement applies to an outstanding invoice 4 Apply To Retention The disbursement applies to an outstanding retention invoice Apply To Enter an upper case alphanumeric filed up to 8 characters in length By using Scan you may use this as an access key for selecting records Supply the number of the invoice that is being paid by this check If the disbursement is pre payment Apply Type 2 leave this field blank and enter the Apply To in the PO Number field This PO number must also be identified on the invoice to which the prepayment ap plies in order to track the prepayment properly The Apply To should be used for both pay ments of existing liabilities and direct payments If possible this field is supplied for a void check entry Di
311. splays the account description so that you may verify your entry Retention Account Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry The Retention Account from the Parameters file is provided You may change the account number If the General Ledger application is part of your system the new account number must be on file in the Chart of Accounts file The system displays the description of this account so that you may verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 24 Accounts Payable User Manual Transaction Processing 2 Cannot Post to a Heading Account Cannot Post to a Summary Account Cannot Post to the 13th Month in a 12 Month Fiscal Year Discount Date Must Be Entered When Discount Amount Is Entered Invalid Application Type Invalid Transaction Type Non PO Invoices Must Be Entered In AP Invalid Transaction Type PO Invoices Must Be Entered In PO PO Number Must be Entered with a Prepayment Amount Purchase Invoices Must Be Entered In Purchase Order Application E Purchase Order Detail File Does Not Exist E Purchase Order Header File Does Not Exist E Purchase Order Not on File E Vendor Number Does Not Match Vendor Number of Original PO Use Option 17 to Invoice a C
312. steps accomplish this job Step 1 In preparation for performing a sort selection process on the Miscellaneous Vendor Name Addr infor mation this step provides you with a default sequencing of data records by Vendor and Apply To with the option to change modifiable parameters at run time Selection of data records is provided by Ven dor with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all lists of master file information Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 4 In order to print the Miscellaneous Vendors Name and Address Report this step formats the Miscella neous Vendor Name and Address information The following data items are shown Vendor Apply To Name Address Line 1 Address Line 2 City State Zip Code and Country Accounts Payable User Manual 245 Reports and Inquiry A sample output is shown below Expert Computing Inc 11 08 94 10 01 LGG Page 1 Miscellaneous Vendors Name and Address Report Vendor Apply To Vendor Name Address City State Zip Country 00000010 20100 Northwest Data Supply 408 1st Ave South Seattle WA 00000010 221 Northwest Interiors 230 W Andover Tukwila WA 00000010 254 MacPlumbing 421 SW 121st St Seattle WA 00000010 418 6 North Seattle Office Supply 8120 9th Avenue North Seattle 00000010 89071001 Master Sellers Company 401 Texa
313. stock 96215 materials Apply To Apply To Apply To Apply To Line Item Totals gt 2597 00 4128 15 2491 70 2058 00 2010001001 2030001001 2010001001 2030001001 2010001001 2030001001 2010001001 2030001001 11110 46 Sales Sales Sales Sales Sales Sales Sales Sales Accounts Payable Retention Payable Accounts Payable Retention Payable Accounts Payable Retention Payable Accounts Payable Retention Payable 1 00000050 Hardware Services Apply To Apl Type PO No Inc 2028 31 00005501 DR Liab Discount 08 16 89 CR_Retn 08 89 Dir Amt Check 1010001001 Account 05981 Apply To Inv belt repair 98700 Apply To Inv Drive repair NEW963 1 Apply To Inv new hardware installation NEW963 9 Apply To Inv new hardware installation Line Item Totals gt 432 81 626 87 2200 00 1500 00 2010001001 2010001001 2010001001 2010001001 1759 68 2028 31 Cash Sales Outlets Accounts Payable Accounts Payable Accounts Payable Accounts Payable 00000070 Insurances Unlimited PO No Apply To Apl Type 254 80 DR Liab 00005502 Discount 08 16 89 08 89 CR_Retn Check Dir Amt 1010001001 Account 89071000 Apply To Inv Monthly Policy Payment Line Item Totals gt 2010001001 Cash Sales Outlets Accounts Payable Sales Accounts Payable User Manual 75 2__ Transacti
314. t disbursements are entered into the system using the Hand Checks entry function The following T charts show an example of a direct payment for 50 00 of maintenance supplies purchased with a hand check Supplies Cash 50 00 50 00 Adjustments can be entered to make changes to invoices that you have already posted You can adjust the amount of an invoice or change the expense account to which the invoice was posted The follow ing T charts show a typical example of an adjustment to change the amount of an invoice The in voice was originally entered for 220 00 but actually should have been 200 00 Expense Accounts Payable 20 00 20 00 Accounts Payable User Manual 3 Payable User Manual 3 1 General Information For additional information and examples regarding postings to General Ledger form Accounts Pay able refer to Appendix A of this manual The Accounts Payable Cycle Accounts Payable is normally operated on a monthly accounting cycle During the month you enter and post invoices as they are received enter and post adjustments as necessary and enter and post hand checks as they are issued Then perhaps weekly bi weekly or even daily depending on the volume of invoices you receive you use the checks processing cycle to create print and post machine check payments to your vendors At the end of the month print the monthly reports and balance the Accounts Payable subsidiary ledger to your General Ledger
315. t on File Use PO Number for Apply To if Apply Type is Prepayment Liability Account Set to Prepaid Account for Prepayments Press Enter to display system supplied information and then press ENTER again to save the informa tion on this screen Select Previous Image to go back to the Disbursements screen Select Next Record to go to the next Disbursements Line Items record Select End to go to the next Disbursements record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Disbursements Line Items file Option 3 Adjustments Entry Use this function to enter and edit Accounts Payable Adjustments Adjustments are entered to modify a previously posted invoice Each group of adjustments includes a control group record and a series of one or more adjustments The normal process of posting adjustments includes 1 entering the adjustments 2 printing the Ad justments Journal and 3 posting the adjustments If the journal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted Accounts Payable User Manual 45 2__ Transaction Processing The screen shown below presents information about Adjustments Control Groups When you enter adjustments you see only one of the two possible screens for Adjustments Control Groups Which screen you see de
316. t value is N This field is required Enter Y to print only the summary report Enter N to include the detail Press ENTER to save the information on this screen Step 2 In preparation for performing a sort selection process on the MTD Postings information this step pro vides you with a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of date records is provided by Post Year Post Month Account and Account Component with the option to enter user specified comparisons at run time Step 3 This disposition type is used for all standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process 124 Accounts Payable User Manual Monthly Processing _3 Step 5 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account Account Component
317. ta is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Record Not on File W This Check Has Already Been Canceled Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Next Record to go to the next Outstanding Checks record At this screen the use of the MODE keys CHG or INQ pertain to those records in the Outstanding Checks file 102 Accounts Payable User Manual Transaction Processing 2 Void Checks Use this function to enter checks that have been posted and now need to be voided The Void Checks function attempts to reverse the original cash disbursement Journalize and post these checks using the Hand Checks journal and post functions The system attempts to supply all relevant information to reverse out Void the original cash disburse ment Check The amount of information the system is able to default depends on the amount of time that has elapsed since the original check was posted and the amount of transaction history kept by your system If a check is posted and voided during the same accounting period no Close Month has been run since the check was posted you need only to enter the check number and the system supplies all the information for the void check and the line items If the accounting p
318. tart of a new cycle If problems are encountered during a check cycle that are unreconcilable by nor mal means this process should be run This function can be used for both control groups with unprinted and printed checks If this function is used for printed checks you may wish to use the Void Check Stock utility to designate your used check stock as VOID When this function is complete your next step would be to either reprint the Cash requirements report or to go straight to Checks Creation On the following pages the two screens displayed by this function are shown Accounts Payable User Manual 291 6___ Check Processing The screen shown below allows you to select the control group of checks to clear and restart This can be done anytime prior to posting the checks Figure 71 The Accounts Payable Clear All Checks and Restart Screen 1 of 2 Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only numbers and let ters are acceptable This field is required You can use Scan to search for an appropriate entry Enter the Operator ID of the control group of check records that are to be cleared and pre pared for a check cycle restart Control Number Enter a positive number with up to 4 digits You can use Scan to search for an appropriate entry Enter the Control Number of the control group of check records to be cleared and prepar
319. te starting check control number operator ID and post month and year prior to creating a control group of checks A check is created for each vendor that has one or more invoices with an appropriate pay status and due date A separate check is created for each miscellaneous vendor apply to combination On the following pages the screen displayed by this function is shown 264 Accounts Payable User Manual Check Processing 6 The screen shown below allows you to enter information required to determine which checks are created Figure 61 The Accounts Payable Checks Creation Screen Data items for the preceding screen are described below Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the number of the cash account from which the checks are to be paid The cash account identified in the Parameters file is displayed but may be changed If General Ledger is part of your system the account number must be on file in the Chart of Accounts file The system displays the account description so you may verify your entry If any of the invoices are to be paid from a different cash account isolate these payments on a separate check run by editing the pay status of the vendor or individual invoices Maximum Check Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal
320. tems for the preceding screen are described below Payment Enter a positive number with up to 4 digits By using Scan you may use this as an access key for selecting records The system automatically displays the next available number beginning with 1 to identify the recurring payment You may enter your own unique number or accept the default Vendor Enter an upper case alphanumeric field up to 8 characters in length Only numbers are ac ceptable You can use Scan to search for an appropriate entry Supply a valid vendor number from the Vendors file The system displays the vendor s name so that you can verify your entry Description Enter an alphanumeric field up to 30 characters in length This field is required Describe this recurring entry Generation Months Enter an alphanumeric field up to 13 characters in length Only letters are acceptable The initial default value is JFMAMJJASONDt Each of these letters represents the name of a month If you want an invoice generated every month do not change the default value If you are using a 13 month fiscal year a t appears after the last month to identify the thirteenth month If you want an invoice generated every month do not change the default value Delete the characters of all months during which you do not want to generate a recurring payment For example if you want to generate a recurring payment every odd month remove the even mont
321. ter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The system calculates and displays the line item amount based on the quantity and price as suming that the two items are entered This number is rounded to 2 decimal positions Since the Amount Quantity and Price are interrelated if you change the Quantity or Price the amount is recomputed If you change the Amount field the Price recomputed Item Code Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Identify the Item associated with this line item If you have the Inventory Control application this code must be a valid item in the Products file This field is not required If the item purchased is not inventoried in your Inventory Control application leave this entry blank and enter the item code or item description in the Description field Description Enter an alphanumeric field up to 30 characters in length Describe the product If an Item Code was entered for a valid inventory item the item de scription from the Products file is displayed You may override the display If your system does not include Inventory Control you should provide a description of the purchase Offset Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the offset accou
322. ters file is supplied If you want to post to a prior or future month you may change it If your system is based on 12 accounting periods enter the calendar month if you are using 13 period accounting enter the fiscal period Your options are 1 13 Calendar month or fiscal period if you are using 13 period accounting EY End of Year Post Year Enter a positive number with up to 2 digits In ADD mode this field will automatically be saved from one record to the next Enter the year to which these transactions are to be posted If you are using 12 month ac counting this is the calendar year if you are using 13 period accounting this is the fiscal year The year defined in the Parameters file is supplied if you want to post to a prior or future period you may change it Offset Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the offset account to which you want this adjustment posted If the General Ledger application is part of the system this account must be on file in the Chart of Accounts file This system displays the description of this account so you may verify your entry If the amount entered is positive the offset account is debited If the adjustment amount is negative the offset account is credited See Appendix A for examples of the impact of adjust ment postings on General Ledger accounts Liabil
323. th This field is required Describe this group of invoices This description will appear on the Transaction Control re port and inquiry Control Total Enter a number with up to 9 digits to the left of the decimal and 2 digits to the right of the decimal This entry is balanced against the running total kept by the system as entries are made For invoices enter the adding machine total of all invoice amounts to be entered The system will display the running total of amounts entered in the Current field and the balance remaining will be shown in the Remaining field This entry is optional Vendor Hash Total Enter a positive number with up to 12 digits Enter the sum of all vendor numbers to be entered in this control group The system will keep a running total of vendor numbers and balance it against this entry This entry is optional Print Journal Enter Y Yes or N No The initial default value is N 16 Accounts Payable User Manual Transaction Processing 2 The system displays indicates whether or not this group has been verified the journal printed and no errors are present and is correct Journal OK The system displays Y Yes or N No The initial default value is N The system displays Y or N to indicate whether or not this group has been verified the journal printed and no errors are present and is correct Post Now Enter Y Yes or N
324. th a default sequencing of data records by Post Year Post Month Account Operator ID and Transaction No giving additional sort order choice by Account Component with the option to change modifiable parameters at run time Selection of data records is provided by Post Year Post Month Account and Account Component with the option to enter user specified comparisons at run time Step 10 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 11 In order to print the report requested this step formats the MTD Postings information The following data items are shown Operator ID Control Number Transaction No Vendor No Vendor Name Invoice Check No Transaction Type Abbreviation Transaction Date Description Debit Amount and Credit Amount As appropriate group headings appear whenever a change occurs in Post Month Account or Account Component If requested totals appear whenever a change occurs in Account 148 Accounts Payable User Manual Monthly Processing _3 Account component or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total Net Change Amount Total Amount and Amount Total Grand totals print at the end A sample output is shown below Expert Computing Inc 11 08 94 10 21 LGG Page 1 Disbursements GL Distributions Op Ctrl Trx Vendor Inve Chk Trx Date Description Credits Post Mont
325. that you want to pay at this time Enter the range of unprinted check records that you wish to delete Note that you may also wish to renumber the check records after one or more is deleted Accounts Payable User Manual 277 6___ Check Processing Figure 65 The Accounts Payable Delete and Forget Option Screen Data items for the preceding screen are described below Delete and Forget Start Enter a positive number with up to 4 digits After you determine the range of check records you want to delete enter the transaction num ber of the first check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number For example if you wish to delete check records 80 81 and 82 enter 80 in this field Delete and Forget End Enter a positive number with up to 4 digits After you determine the range of check records you want to delete enter the transaction num ber of the last check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number For example if you wish to delete check records 80 81 and 82 enter 82 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Not Permitted E Check Record Not on File E Start Check Control No Cannot Be Gre
326. the range Be sure to enter the TRANSACTION number not the check control number or check stock number Accounts Payable User Manual 279 6 Check Processing Renumber End Enter a positive number with up to 4 digits After you determine the range of check records you want to renumber enter the transaction number of the last check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number Starting Check Control Number Enter a positive number with up to 8 digits Enter the new check control number of the first renumbered check For example if you are renumbering check control numbers 500 through 550 to 555 through 605 then enter 555 The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Entry Not Allowed E Check Record Currently Not on File E Start Check Stub Cannot Be Greater Than End Check Stub Press ENTER to continue to the next screen If you select the Approve option this screen is used to approve ranges of printed check records The approval designation means that the checks within the range have been printed or reprinted suc cessfully If all checks have been given a designation of either Approved Deleted or Canceled Void the Checks Journal can be printed and
327. ther operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E This operator s Data May Not Be Edited Posting Was Started Press ENTER to continue to the next screen Select Next Record to go to the next Disbursements Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Disbursements Control Groups file The screen shown below presents information about Hand Checks Based on the Apply Type and Apply To entries the system defaults entries from the corresponding unpaid invoices record The entries that may be defaulted include Dr Liability Discount Cr Reten tion PO No Description and Liability Account This file contains information that applies to the entire cash disbursement such as vendor
328. time Selection of data records is provided by Operator ID Control Number Journal OK and Post Now with the option to enter user specified comparisons at run time Accounts Payable User Manual 63 2__ Transaction Processing Step 2 This disposition type is used for al posting functions Step 3 This step prevents CANCEL from canceling the current job Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Ad justments Control Groups Transaction Control and Adjustments files will occur Generalized routines are performed to do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Step 6 This step processes the information for Adjustments Control Groups and Adjustments Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Pa rameters Adjustments Control Groups and Transaction Control files will occur Generalized routines are performed to Post AP Transactions in Accounts Payable and Post Inventory Costs in Inventory Control Records in the Adjustments and Adjustments Control Groups files will then be deleted Step 7 This
329. tments Journal This function prints a journal of transactions entered through Adjustments Entry The following pro cessing steps accomplish this job Step 1 In preparation for performing a sort selection process on the Adjustments information this step pro vides sequencing of data records by Post Now Operator ID Control Number Post Year and Post Month with no option to change the sequence at run time Selection of data records is provided by Operator ID Control Number Print Journal and Journal OK with the option to enter user specified comparisons at run time Step 2 This disposition type is used for all transaction file journals Step 3 According to previously specified criteria this step actually performs the desired selection and or sort ing process Accounts Payable User Manual 59 2__ Transaction Processing Step 4 In order to print the Accounts Payable Adjustments Journal this step formats the Adjustments informa tion The following data items are shown Transaction No Vendor Name PO No Apply To Adjust Date Description Amount Offset Account Post Month Year Invoice Type Invoice Type Descrip tion Liability Account Item Code Warehouse Number Subsidiary Type and Subsidiary Code As appropriate group headings appear whenever a change occurs in Post Month or Control Number When totals are specified the following items are accumulated Adjustment Total Control Total Current Total Control Total Remai
330. to hold spaces in this field Use this field to store a comment or any other pertinent information relating to this vendor This text is displayed on several inquiries and reports Press ENTER to save the information on this screen Select Next Record to go to the next Vendors record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Vendors file Option 2 Terms You can use this function to perform file maintenance on the Terms file During invoice entry the system computes and enters the discount amount discount due date and invoice due date for each in voice based on the terms code assigned to the vendor By specifying discount days and net days you can set limits on when an invoice must be paid in order to receive a discount and when the net invoice amount is actually due The due date for discount and net invoice payment is defined by a payment code The payment code is used to calculate the due dates based on the invoice date the end of the month or up to two specific dates during the month When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the screen displayed by this function is shown
331. to 0007 00000060 Travel Planners 11562 0 INV 08 04 89 Williams to San Diego r 00 0007 00000040 Albert Materials Inc 96215 INV 08 14 89 Materials 0008 00000060 Travel Planners 11598 1 INV 08 05 89 Jones to Columbus A 50 0008 00000010 Neighborhood Directory P09844 INV 08 14 89 Yellow page ad 0009 00000060 Travel Planners 11600 0 INV 08 09 89 Peters to Memphis 00 0010 00000060 Travel Planners 11651 1 INV 08 09 89 VP to New York 0011 00000040 Albert Materials Inc 1006 INV 08 06 89 materials 00 YUN MYMPYMYM IYMIYM IYM IYM IU Current Month Totals gt i 61 19195 61 Beginning GL Balance gt 133548 69 Account Total gt 152744 30 Account 4010000000MA Cost of Goods Sold Corp Mfg SRR 8 0007 00000040 Albert Materials Inc 96215 08 14 89 materials 2058 00 SRR 7 0011 00000040 Albert Materials Inc 1006 08 06 89 materials 2597 00 Current Month Totals gt 4655 gt 4655 00 Beginning GL Balance gt 38709 39 Account Total gt 43364 39 Account 4090000000MA Repairs and Maintenance Mfg SRR 7 0003 00000050 Hardware Services Inc 03056 08 05 89 equipment repair 625 88 SRR 7 0004 00000050 Hardware Services Inc 05981 08 07 89 belt repair 432 81 Current Month Totals gt 1058 69 1058 69 Beginning GL Balance gt 42903 89 Account Total gt 43962 58 Account Total Accounts Payable User Manual 137 3___ Monthly Processing Step 5 In order to p
332. to ensure that the prepayment is tracked prop erly Accounts Payable User Manual Transaction Processing 2 Pay Status Enter an upper case alphanumeric field 1 character in length Valid entries are N T H and D The initial default value is N This field is required The vendor s pay status is defaulted form the Vendors file You may change this field if you wish to handle this invoice differently Valid codes and Standard descriptions are N Normal Use the payment terms as defined in the terms file T Take Discount Take the discount regardless of the payment terms H Hold Place payment on Hold until released by changing to N or T D Disputed Same as Hold status but payment is in dispute Invoice Number Enter an upper case alphanumeric field up to 8 characters in length This field is required Supply the number of the invoice debit memo or credit memo Invoice Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount of the invoice The Invoice Amount is calculated as follows Amount Subtotal Prepayment Freight Tax Other For a credit memo enter a negative amount Invoice Date Enter a date YMD This field is required Supply the date of the invoice This date is used to determine the due date of the invoice Apply To Enter an upper case alphanumeric field up to 8 characters in length Th
333. to the code so that you can verify your entry The terms code will be used to calculate the invoice due date if applicable during invoice entry Vendor Type Enter an alphanumeric field up to 4 characters in length You can use Scan to search for an appropriate entry The vendor type is another method that can be used to categorize vendors Many reports and updating functions can be sorted and selected using the vendor type Accounts Payable User Manual 169 4 File Maintenance Liability Acct Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the liability account to use as a default on invoices adjustments and checks for this vendor If the General Ledger application is part of your system this account number must be in the chart of Accounts file The system displays the description of this account so you may verify your entry Offset Acct Enter an upper case alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry Provide an offset account to use as a default on invoices entry for this vendor For example if you always purchase office supplies from this particular vendor enter the expense account number for office supplies You may change the default during transaction entry If no Off set Account is specified no default is made by the system during transaction entry I
334. tor Exclusive field on each Control Group record in Transaction Processing to Y NOTE If you enter Y to this questions the system assumes that Ask for Operator ID is also Y Accounts Payable User Manual 197 4 File Maintenance Months of Transaction Control Enter a positive number with up to 2 digits Enter the number of months of Transaction Control information you want to keep During close month processing records older than the number of months specified in this field are deleted OK Application Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Valid entries are AP AR FA GL IC PA PO and OE Supply the application types from the list below that will be allowed for account numbers used in accounts payable transactions If there are not restrictions leave this field blank If there are to be any restrictions all valid applications must be specified Be sure to include a blank type if postings are made to accounts without application types During transaction entry this table is checked to ensure that the application type of the account is valid Your options are Blank Application type IC Inventory Control AP Accounts Payable PA Payroll AR Accounts Receivable PO Purchase Orders FA Fixed Assets OE Order Entry GL General Ledger The entered data is validated During validation including access to other files conditions ma
335. trans action control information Discount Method Check Processing information Recognize Retention at Invoicing Post to GL and IC Prepaid Account Retention Account Discount Account Cash Ac count required monthly reports and their print status system control numbers Ageing report and Transaction Register Periods Ageing Type Recurring Payments Generated and OK Applications A sample output is shown below Expert Computing Inc 11 07 94 15 00 LGG Page Accounts Payable Parameters List Current Fiscal Month Year Current Calendar Month Year Number of Accounting Periods Start Month of Fiscal Year Calendar History Months of Vendor History Months to Keep Cancelled Chks Months to Hold Processed Invoices Months of Transaction History Hold Transactions Y Discount Method L Check Control Same As Stock No N Check Stub Rows 14 Recognize Retention At Invoicing N Maximum Check Amount 9999999 99 Post to Other Applications GL Y IC Y Prepaid Account 1061001000 Prepaids amp Deposits Retention Account 2030001001 Retention Payable Sales Discount Account 4070000000WH Discounts Lost Wholesale Cash Account 1010001001 Cash Sales Outlets EOM Reports Required Printed System Control Numbers Invoices 27 Adjustments 4 Check Reconciliation Report Purchases GL Distributions N N Disbursements GL Distributions N Disbursements 13 N N Adjustments GL Distributions Subsidiary Code GL Distributions Check Processing Cont
336. ts and discounts for each vendor by month You may choose to keep Vendor History in either calendar or fiscal year format Processed Invoices history retains information such as date apply to amount and amount paid for each invoice processed This information is used to prevent duplicate payments for a single invoice Transaction History saves invoice payment and adjustment information for each vendor Transaction Control his tory records Operator ID Journal Code Number of Transactions Total Amount Posted and other information about each transaction control group posted The advantage of saving data for an extended period of time is that it allows you on line access to more information The disadvantage of saving historical data is that it requires more disk space and may possibly have a negative impact on system performance 1099 Information Payments reportable to the Internal Revenue Service on form 1099 MISC non employee compensa tion are tracked by Accounts Payable for all vendors with a non blank Tax Identifying number This information can be printed on standard 1099 MISC forms and can also be transferred to magnetic media for filing with the IRS if required A detailed 1099 Audit Report is also provided Freight Options The freight charges attributed to a purchase can be entered in four different ways in Accounts Payable First freight can be entered on the Invoice screen during invoice entry and then be optionally prorated ov
337. ugh a data entry process The second method of payment is an automatic or machine check A machine check is created printed and posted through the Check Processing function in the Account Payable application Checks are created for invoices that have been entered into the system and for which payment will be due prior to the next check processing cycle The check processing cycle is normally performed multiple times during an accounting period and pro duces numerous checks each time When posted both invoice payment methods debit decrease the liability account Accounts Payable and credit decrease the balance in the Cash account on which the 2 Accounts Payable User Manual General Information _1 check was drawn Below is a T chart example of a machine check or hand check payment for the same 180 00 telephone bill Cash Accounts Payable 180 00 180 00 Hand checks can also be used for payments of purchases which you have NOT previously recorded in Accounts Payable through entry of an invoice This type of payment is called a direct disbursement or direct expense With a direct disbursement the only record of the purchase or expense is the check itself and no liability is incurred Consequently entry of a direct disbursement debits increases the balance of the expense account instead of decreasing the liability As with all checks the offsetting credit amount decreases the balance in the Cash account Direc
338. unts can be either earned or lost If the discount lost method is used this account will likely be an expense account and maintain a debit balance For the discounts earned method either a revenue ac count or an expense account may be used In this case however the expense account will have a credit balance If General Ledger is part of your system this account number must be on file in the General Ledger Chart of Accounts file The system displays the account de scription so you may verify your entry Accounts Payable User Manual File Maintenance 4 Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Supply the cash account number to use as a default during Hand Checks entry Checks Cre ation and Canceled Checks entry If General Ledger is part of your system this account number must be on file in the General Ledger Chart of Accounts file The system displays the account description so you may verify your entry The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 13 Period Account Must Keep History on a Fiscal Basis Cannot Post to a heading Account Cannot Post to a Summary Account General Ledger is Not On System Cannot Post to GL Invalid Application Type
339. up to 4 digits If after printing checks you discover that checks 90 91 should not have been printed you can Cancel the records Also if check records 100 149 did not print because of a printer jam you could either cancel or reprint these records After you determine the range of check records you want to reprint enter the transaction number of the last check record in the range Be sure to enter the TRANSACTION number not the check control number or check stock number Record Cancelled Check Records as Void Enter Y Yes or N No The initial default value is N This field is required If you wish to record the canceled check records as VOID enter Y Otherwise enter N and the canceled check records will not show up as VOID on the Checks Register and Check Reconciliation Report The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Entry Not Allowed E Check Record Currently Not on File E Start Check Stub Cannot Be Greater Than End Check Stub Press ENTER to save the information on this screen Step 3 This function tests for errors or inconsistencies with the selections made during the Checks Approval Revision process If problems are discovered you are given the option to cancel the current process or to go back and revise your
340. upply the number of the warehouse where the af fected item was delivered Item Code Enter an alphanumeric field up to 12 characters in length You can use Scan to search for an appropriate entry If this adjustment is to affect inventory enter the code of the item whose cost are to be ad justed If the Inventory Control application is part of your system this code must be a valid item in the Products file Subsidiary Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able Accounts Payable User Manual 53 2__ Transaction Processing The System displays the subsidiary type for the account as defined General Ledger This reflects the subsidiary to which this adjustment post If General Ledger is not part of your system you may enter any value in this field The trans actions posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Subsidiary Code Enter an upper case alphanumeric field up to 16 characters in length Supply a subsidiary code if this adjustment is to be posted to a subsidiary costing application If the sub type is GL it is assumed the transaction will flow through to General Subsidiary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsid lary type is not blank you must enter a subsidiary code The transactions posted with the vario
341. ups Invoices and Invoices Line Items Under certain conditions records in the Transaction Control file will be added Updates to certain fields in the Invoices Control Groups Invoices Invoices Line Items and Transaction Control files will occur Generalized routines are performed to do Prorata Set Up in Account Payable do Month to Date Postings in Accounts Payable Post GL Transactions in General Ledger Convert Calendar To Fiscal in General Ledger Compute Prorata Line Amount in Accounts Payable and Calculate Estimated Freight in Accounts Payable Step 7 This step processes the information for Invoices Control Groups Invoices and Invoices Line Items Under certain conditions records in the Transaction Control and Miscellaneous Vendor Name Ad dress files will be added Updates to certain fields in the Parameters Invoices Control Groups Mis cellaneous Vendor Name Address and Transaction Control files will occur Generalized routines are performed to do Prorata Set Up in Accounts Payable Post AP Transactions in Accounts Payable Compute Prorata Line Amount in Accounts Payable Calculate Estimated Freight in Account Payable Post Inventory Costs in Inventory Control do Month to Date Postings in accounts Payable Post GL Transactions in General Ledger and Convert Calendar To Fiscal in General Ledger Records in the Invoices Line Items Invoices and Invoices Control Groups files will then be deleted Step 8 In preparation for performing a sort
342. urnal shows any errors the errors must be corrected and the journal reprinted If the journal has been printed and some of the data is modified the journal must be reprinted before the data can be posted On the following pages the five screens displayed by this function are shown The screen below presents information about Invoices Control Groups 14 Accounts Payable User Manual Transaction Processing 2 When you enter invoices you see only one of the two possible screens for Invoice Control Groups Which screen you see depends on how you answered two questions on your Parameters file These are the Ask Operator ID question and the Use Transaction Control question If you answered Y to both questions you see the screen below and can enter control and hash totals for your invoices In addition a record is written to the Transaction Control file for each control group posted If you answered Y to Ask Operator ID and N to Use Transaction Control the screen dis plays only the Operator ID and the Control Number If you answered N to both questions you are not allowed to edit the Operator ID Figure 3 The Accounts Payable Invoice Control Groups Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on an Access screen and you will be al lowed to scan the av
343. urrent Month Totals gt r 53303 55 Beginning GL Balance gt 2148193 22 Account Total gt 2094889 67 Account 1061001000 Prepaids amp Deposits SRR 7 0002 00000020 Pool and Associates 08 10 89 mailer production 1500 00 Current Month Totals gt 1500 00 1500 00 Beginning GL Balance gt 5640 00 Account Total gt 7140 00 Accounts Payable User Manual 125 3__ Monthly Processing Step 6 In order to print the report requested this step formats the MTD Postings information As appropriate group headings appear whenever a change occurs in Post Month or Account If requested totals ap pear whenever a change occurs in Account or Post Month When totals are specified the following items are accumulated Debit Amount Total Credit Amount Total and Net Change Amount Total Grand totals print at the end A sample output is shown below 11 08 94 10 12 Account Post Month Year 08 89 1010001001 1061001000 2010001001 2030001001 4010000001WH 4070000000WH 4090000001WH 4110000000 Expert Computing Inc Disbursements GL Distributions Account Name Cash Sales Outlets Prepaids amp Deposits Accounts Payable Sales Retention Payable Sales Cost of Goods Sold Sales Whls Discounts Lost Wholesale Repairs and Maintnc Wholesale Travel and Entertainment Post Month Year 08 89 Totals gt Grand Totals gt 126 Accounts Payable User Manual 51344 427 492
344. us subsidiary types and codes can be viewed on the Subsidiary Code GL Distributions report on the Monthly Processing menu The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below Cannot Have Sub Code With Blank Sub Type Cannot Have Sub Type With Blank Sub Code Cannot Post to a Heading Account Cannot Post to a Summary Account Cannot Post to the 13th Month in a 12 Month Fiscal Year Invalid Application Type Inventory Product Warehouse Record Not on File Subsidiary Code Not on Subsidiary Codes by Account File Subsidiary Codes by Account File Does Not Exist W Adjustment Amount Has Not Been Entered W Post Month Is Previous to Parameters Calendar Month W Post Year of Zero Will post as the Year 2000 W Processed Invoice Not On File Mmmm m m m mM Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Select Previous Image to go back to the Adjustments Control Groups screen Select Next Record to go to the next Adjustments record Select End to go to the next Adjustments Control Groups record At this screen the use of the MODE keys ADD DEL CHG or INQ pertain to those records in the Adjustments file 54 Accounts Payable User Manual Transaction Processing 2 Option 4 Invoices Journal This function
345. used for all standard Accounts Payable reports Step 4 According to previously specified criteria this step actually performs the desired selection and or sort ing process Step 5 This step processes the information for Unpaid Invoices Updates to certain fields in the Unpaid In voices and Vendors files will occur Step 6 In order to print the Cash Requirements Report this step formats the Unpaid Invoices information The following data items are shown Apply To Invoice Date Invoice Due Date Balance Due Take Discount Discount Due Date Net Due amount Name Pay Date Dr Liability Calculated Discount Take Retention Cash Required and Pay Status Description As appropriate group headings appear whenever a change occurs in Vendor If requested totals appear whenever a change occurs in Vendor When totals are specified the following items are accumulated Total Net Due Total Dr Liability Total Take Discount Total Take Retention and Total Cash Required Grand totals print at the end 256 Accounts Payable User Manual Check Processing 6 A sample output is shown below Expert Computing Inc 11 07 94 14 26 LGG Page 1 Cash Requirements Report Check Date 01 01 89 Next Checks To Be Printed On 12 31 89 Maximum Check Amount 1000000 00 Orig Edit Apply To Inv Date Date Due Amount Due Take Dscnt If Pd By Net Due Pay Date Dr Liab Discount Retention Cash Req d Vendor 00000040 Albert Materials Inc 08 16 89 50 00 50 07 10
346. vailable data until you find the record you want Then position the cursor by that record and press ENTER the record will be displayed for editing Data items for the preceding screen are described below Operator ID Enter an upper case alphanumeric field up to 3 characters in length Only number and letters are acceptable This field is required In ADD mode this field will automatically be saved from one record to the next The operator ID you entered at log on is displayed The default may be changed in order to edit transactions for another operator All control groups are separated by operator Control Number Enter a positive number with up to 4 digits A sequential number is supplied to identify this group of invoices This number is printed on the journal tracked on the Transaction Control file and if General Ledger is a part of your system it is posted to General Ledger for detail accounts Although this number need not be exactly sequential the number itself is important as a part of your audit trail The entered data is validated During validation including access to other field conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below 18 Accounts Payable User Manual Transaction Processing 2 E This Control Group Must Be Edited In Its Original Application E This Operator s Data May Not Be Edited Posting Was Started Press ENTER to
347. vailable for printing on the check stub The standard Accounts Payable check stub has 14 rows Recognize Retention At Invoicing Enter Y Yes or N No The initial default value is N This field is required Indicate whether or not a retention amount is automatically recognized during invoice post ing Enter either Y during invoice posting a separate retention invoice record is created for the retention amount specified on the invoice This amount is credited to the retention account and the normal liability is reduced accordingly N During invoice posting retention invoice records are not created for the retention amount The retention amount is maintain on the invoice record The separate retention record is cre ated during check posting if appropriate Maximum Check Amount Enter a positive number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal The initial default value is 9999999 99 Accounts Payable User Manual 191 4 File Maintenance Designate the maximum amount allowed for any check If this field is blank the system as sumes an entry of 0 and doesn t allow checks to be created During checks processing any check with an amount greater than this maximum will not be created This amount defaults but can be overridden during Checks Creation and printing of the Cash Requirements Re port Post to Other Applications GL IC Enter Y Yes or
348. w the transaction history for a vendor Transaction for invoices with a zero balance that have been deleted from the Current Transactions file are stored in Transaction History These transactions are maintained for the number of months specified by the Months of Trx History field in your Parameters file The following processing steps accomplish this job Step 1 This function checks to see whether the end user has chosen to keep Transaction History before ex ecuting any function that requires the file Step 2 In order to print the Transactions History Inquiry this step formats the Vendors and Transaction His tory information The following data items are shown Vendor Name Apply To Transaction Type Abbreviation Operator ID Invoice Check Number PO No Transaction Date Invoice Due Date Amount Balance and Vendor Balance A sample output is shown below kkkkkkkkkkkkkkkkkkkk x x Transaction History Inquiry 00H H Hr iede Ore Vendor 00000010 Miscellaneous Supplier Apply To Typ OpID Inv Chk PO No Trx Date DueDate Trx Amount 14566 PMT SRR 701 06 15 89 06 15 89 621 35 14566 SRR 701 06 15 89 06 15 89 621 35 254 INV SRR 254 06 30 89 07 20 89 387 90 254 PMT SRR 5205 07 10 89 07 10 89 387 90 418 6 INV SRR 418 6 05 01 89 05 10 89 222 00 418 6 PMT SRR 5103 06 01 89 06 01 89 222 00 854 PMT SRR 704 06 20 89 06 20 89 862 53 854 SRR 704 06 20 89 06 20 89 862 53 855 PMT SRR 704 06 20 89 06 20 89 541 30 855 SRR 704 06 20 89
349. where you should enter the miscellaneous vendor s name The miscellaneous vendor name will appear on the check journal as well as various reports and inquiries Accounts Payable User Manual 37 2__ Transaction Processing Check Date Enter a date YMD This field is required In ADD mode this field will automatically be saved from one record to the next Supply the date of the check Check No Enter a positive number with up to 8 digits By using Scan you may use this as an access key for selecting records Furnish the check number If you are entering a Void Check the system uses the system uses the Check No to supply the values for Vendor No Check Amount and Description Check Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Enter the amount of the check For normal hand checks the amount is positive for void checks enter a negative amount Description Enter an alphanumeric field up to 30 characters in length Describe this particular hand or void check For Void Checks the system displays the vendor s name You may change this default Check Status Enter a positive number with 1 digit Identify the current status of the check The system defaults to 4 during hand check entry and 8 during void check entry Valid choices are 4 Hand check 8 Void check Cash Account Enter an upper case alphanumer
350. y Amount Enter a number with up to 7 digits to the left of the decimal and 2 digits to the right of the decimal Supply the amount to be debited or credited to the offset account for this recurring payment line item A credit entry requires a minus sign Subsidiary Type Enter an upper case alphanumeric field up to 2 characters in length Only letters are accept able The system displays the subsidiary type for the account as defined in General Ledger This reflects the subsidiary to which this line item will post 184 Accounts Payable User Manual File Maintenance 4 If General Ledger is not part of your system you may enter any value in this field The trans actions posted to various subsidiary types and codes can be printed on the Subsidiary Codes GL Distributions report on the Monthly Processing menu Subsidiary Code Enter an upper case alphanumeric field up to 16 characters in length Supply a subsidiary code if this line item is to post to a subsidiary costing application If the sub type is GL it is assumed the transaction will flow through to General Subsidiary You cannot enter a subsidiary code if the subsidiary type is blank conversely if the subsidiary type is not blank you must enter a subsidiary code The transactions posted with the various subsidiary types and codes can be viewed on the subsidiary Code GL Distributions report on the Monthly Processing Menu The entered data is validated During val
351. y be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Ageing Periods Must Be In Ascending Order Press ENTER to save the information on this screen Option 6 Outstanding Checks You can use this function to enter and modify outstanding checks For example if a check is errone ously canceled in Canceled Checks Entry you can change the Canceled status from Y to N using this function During Initial Setup all the data for this file must be entered During Live Operations File Mainte nance however information will default from the given Cash Account Number Posted Date Time and Check Number The other fields may then be edited 198 Accounts Payable User Manual File Maintenance 4 When you use this function a record of all entries will be printed For additions all new field contents are printed for deletions the deleted record s contents are shown for changes both old field contents and new field contents are shown and in all cases the User ID date and time are printed On the following pages the screen displayed by this function is shown The screen shown below presents information about Outstanding Checks Figure 46 The Accounts Payable Outstanding Checks Screen When the key value for a particular record is requested you can review all the records in the file by selecting the Scan option The records will be presented on a
352. yable User Manual 219 4 File Maintenance A sample output is shown below 00000040 206 555 1256 FAX 206 555 9874 Albert Materials Inc 10112 West Smith Seattle WA 98112 USA Contact Milton Albert 00000070 206 555 9988 FAX 206 555 6000 Insurances Unlimited 990 Airport Way Suite 7 Seattle WA 98511 USA Contact Scott Hansen 00000150 206 441 2367 FAX Carpenter s Union 101 Union Hall Seattle WA 98101 USA Contact Fritz Holden 00000160 206 431 8909 FAX Electrician s Union 238 Electrician s Hall Seattle WA 98111 USA Contact Cal Worthington 00000110 206 456 7890 FAX Internal Revenue Service Federal Building Seattle WA 98101 USA Contact Henry Worthmeyer 00000080 313 568 9652 FAX Sam Jones 4201 Oak Lane Boston MA 42156 Usa Contact 220 Accounts Payable User Manual Chapter 5 Reports and Inquiry 5 Reports and Inquiry This menu contains report and inquiry functions Figure 51 The Accounts Payable Reports and Inquiry Menu Option 1 Transaction Register Report Use this function to print a detail listing of vendor transactions printing the balance of each transaction in the appropriate ageing column The following processing steps accomplish this job Step 1 This function allows you to enter the ageing date choose which date to age from enter the ageing periods and choose whether or not to print the transaction d
353. you may want to note that the voided stock was used as Leader for 2 10 90 Check gt Run Accounts Payable User Manual 295 6 Check Processing Cash Account Enter an upper case alphanumeric field up to 12 characters in length This field is required You can use Scan to search for an appropriate entry Enter the Cash Account that will be included as a reference for the voided check stock No General Ledger posting will be made to this account during the Void Check process This is for your information only The entered data is validated During validation including access to other files conditions may be found which cause messages to be displayed Errors E Warnings W and Messages M that may result are shown below E Blank Entry Not Allowed E Start Check Stock Cannot Be Greater Than End Check Stock Number Press ENTER to display system supplied information and then press ENTER again to save the infor mation on this screen Step 2 This function Void the Check Stock by creating an Outstanding Checks Record for each Check Stock number in the range entered Option 12 Check Status Inquiry The check Status Inquiry can be used at any time to determine the current status of a group of checks The checks status indicates the last successfully complete step in the check cycle In order to print the Check Status Inquiry this step formats the Disbursements Control Groups and Disbursements information The following dat
354. you should read it carefully prior to working with the system The Accounts Payable System Administration manual describes the Initial Setup phase and the Recov ery Processing phase of the Accounts Payable application The APPX User Manual the Accounts Pay able System Administration manual and this manual complete the set of user manuals which are avail able for the APPX Accounts Payable application For questions about the computer hardware used at your installation please refer to the manuals pro vided by the hardware manufacturer Phases APPX Accounts Payable operates in three distinct phases Initial Setup Live Operations Recovery Processing Initial Setup During Initial Setup master files and system maintained files can be set up and transaction history can be entered Information entered during the Initial Setup phase provides the basis for Live Operations Live Operations Live Operations is used to perform daily transaction processing file maintenance report generation and monthly processing functions In Live Operations invoices hand checks and adjustments can be entered Machine checks can be created and printed Recurring Payments can also be generated After printing journals for the neces sary audit trail transactions can be posted Many different types of reports can be printed and infor mation can be viewed using a variety of inquiries File maintenance can be performed on system mas ter files Accounts P

Accounts Payable User Manual

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