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Realtime Accounts Payable User Manual

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1. AP08 CW REALTIME SOFTWARE CORP OPEN INVOICE REPORT 06 Oct 04 ENTER PROFILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER SORT METHOD C 1 BY VENDOR BY INVOICE 2 ENTER VENDOR SELECTION Doo NO ENTRY ALL NULL WITHOUT VENDOR Now enter invoice HOLD criteria to select upon AP08 CW REALTIME SOFTWARE CORP OPEN INVOICE REPORT 06 Oct 04 ENTER PROFILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER SORT METHOD cl BY VENDOR BY INVOICE 2 ENTER VENDOR SELECTION I 3 ENTER INVOICE CRITERIA ch 1 ALL OPEN INVOICES 2 OPEN INVOICES ON PAYMENT HOLD 3 OPEN INVOICES NOT ON HOLD Specify whether or not to print serial number data on the report AP08 CW REALTIME SOFTWARE CORP OPEN INVOICE REPORT 06 Oct 04 ENTER PROFILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER SORT METHOD C 1 BY VENDOR BY INVOICE 2 ENTER VENDOR SELECTION I 3 ENTER INVOICE CRITERIA cs OPEN INVOICES NOT ON HOLD 4 INCLUDE SERIAL NUMBERS ch Y INCLUDE SERIAL NUMBERS N OMIT SERIAL NUMBERS Change or Save your profile if needed then execute it to produce the report AP08 CW REALTIME SOFTWARE CORP OPEN INVOICE REPORT 06 Oct 04 ENTER PRO
2. APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF CONTACT X 123 WEST SOUTH STREET TITLE APARTMENT 7 8THS PHONE 111 222 3333 COON RAPIDS MN 12345 ACCT AT VENDOR 100001 TERMS DISCOUNT PERCENT 0X DAYS Y DAY MON Y DUE DAYS 10 DAY MON 1 INVOICE 185532 2 INVOICE DATE 09 30 04 3 AMOUNT DUE 384 45 4 TAX AMOUNT 5 DISCOUNTABLE AMT PRODUCT AMOUNT 384 45 6 TERMS DISC ENTER FUTURE DATES AND AMOUNTS PAGE NET AMOUNT 38 MM DD YY 7 DISCOUNT DATE 8 DUE DAYS DATE 10 10 04 BALANCE 9 TRANSACTION DATE 09 30 04 384 45 ENTER S ERIAL S T AX ANALYSIS F UTURE DATING VOID OR RIN TO CONT F Input the schedule of dates and amounts until the balance equals 0 00 ENTER to continue AP03A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF CONTACT X 123 WEST SOUTH STREET TITLE APARTMENT 7 8THS PHONE 111 222 3333 COON RAPIDS MN 12345 ACCT AT VENDOR 100001 TERMS DISCOUNT PERCENT 0X DAYS Y DAY MON Y DUE DAYS 10 DAY MON 1 INVOICE 185532 2 INVOICE DATE 09 30 04 3 AMOUNT DUE 384 45 4 TAX AMOUNT 5 DISCOUNTABLE AMT PRODUCT AMOUNT 384 45 6 TERMS DISC ENTER FUTURE DATES AND AMOUNTS PAGE NET AMOUNT 38 MM DD YY 10 10 04 100 00 7 DISCOUNT DATE 8 DUE DAYS DATE 10 10 04 BALANCE 9 TRANSACTION DATE 09 30 04 0
3. SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 22 May 03 1 CWW DS SA P ENTER SELECTION NUMBER 3 12 36 05 AS FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Vendor 2 Vendor Processing Payables 3 Invoice Processing 4 Daily Invoice Register 5 Invoice Adjustment amp Voids Processing Cash Management 6 Cash Requirement Reports 7 Payment Hold Reverse Hold 8 Open Invoice Reports Disbursements 9 Invoice Payment Processing 10 Daily Check Register 11 Voided Check Processing Period End 12 Accounts Payable Trial Balances 13 Period End Check Register 14 Check Reconciliation Processing Year End 15 Year End Processing History 16 Payment History Processing SCREEN CW REALTIME SOFTWARE CORP Invoice Processing 22 May 03 1 CWW DS SAP 03 ENTER SELECTION NUMBER 3 12 36 47 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Invoice Entry Without Purchase Order 2 Recurring Invoice Release 3 Recurring Invoice Maintenance 4 Recurring Invoice List Purchase Orders 5 Invoice Entry With Purchase Order 6 Invoice P O Variance Rpt Detail By Item T Invoice P O Variance Rpt Summary By Item 8 Invoice P O Variance Rpt Detail By Vendor 9 Invoice P O Variance Rpt Summary By Vendor 10 Invoice P O Variance File Purge 11 Invoice Entry With Inventory Receipt 12 Invoice Entry with Receipt Register 13 AP Invoice History Inquiry Realt
4. AP16G CW REALTIME SOFTWARE CORP VENDOR CHECK INQUIRY 07 Oct 04 LYR AMT PAID VENDE Test TEST VENDOR WITH LONG NAME YTD AMT PAID 107 378 00 SEQ CHECK CHECK DT CHECK AMOUNT BC MCF CLR DATE ONETIME VENDOR 1 555555 02 07 20 1 00 01 2 223344 11 29 31 111 00 01 M 3 222666 01 20 30 1 00 01 4 222559 10 05 29 1 00 01 M 5 222551 09 27 29 100 00 01 M 6 222334 02 22 29 100 00 01 8 990008 08 27 04 25 00 01 9 000K14 08 26 04 14 00 01 P SCOTTY TEST CUSTOMER 10 000K13 08 26 04 13 00 01 M WIZEGUYS 11 000K12 08 26 04 12 00 01 K K 12 000K11 08 26 04 11 00 01 M K K 13 000K10 08 26 04 10 00 01 K K 14 0000K8 08 24 04 8 00 01 M Bank Of Hawaii 15 0000K7 08 23 04 700 00 01 M ME OF COURSE ENTER P AGE PB PAGE BACK SEQ BK CHECK TO VOID Realtime Software Corporation Page 65 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual If a sequence is chosen the check information is displayed as normal In addition you may choose Q Onetime at this point and see the name and address of the onetime vendor payee the check was issued to This payee name also appears on the various check registers and reconciliation reports AP16G CW REALTIME SOFTWARE CORP V
5. APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 PURCHASE ORDER NO 135687 RECEIVING REPORT NO 151134 DATED 09 09 04 VENDOR NO 10208 FEDERAL SIGNAL CORP CONTACT TITLE 96631 COLLECTION CENTER DRIVE PHONE 708 534 3400 CHICAGO IL 60693 6631 ACCT AT VENDOR TERMS DISCOUNT PERCENT 0 000 DAYS 0 DAY MON DUE DAYS 30 DAY MON 1 INVOICE NO eee eee PRODUCT TOTAL 844 96 2 INVOICE DATE 13 DISCOUNT 3 INVOICE AMOUNT 14 FREIGHT 4 TAX AMOUNT 15 MISC 5 DISCOUNTABLE AMT 16 ORD TAX 6 TERMS DISC NET AMOUNT 0 00 RECEIPT TOTAL 844 96 7 DISCOUNT DATE 10 DESCRIPTION 8 DUE DAYS DATE 11 HOLD STATUS 9 TRANSACTION DATE 12 1099 INVOICE Notice how the invoice amount is a different amount than the product total to the right If you want to look at the items on the PO to see where the difference is type A to adjust items For an explanation of the S erial s and F uture dating options see the Invoice Entry Without PO section above Realtime Software Corporation Page 30 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual AP03E CW REALTIME SOFTWARE
6. AP03E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 PURCHASE ORDER NO 135687 RECEIVING REPORT NO 151134 VENDOR NO 10208 FEDERAL SIGNAL CORP CONTACT TITLE 96631 COLLECTION CENTER DRIVE PHONE 708 534 3400 CHICAGO IL 60693 6631 ACCT AT VENDOR TERMS DISCOUNT PERCENT 0 000 DAYS 0 DAY MON DUE DAYS 30 DAY MON 1 INVOICE NO 3589992 PRODUCT TOTAL 846 83 2 INVOICE DATE 05 15 03 13 DISCOUNT 3 INVOICE AMOUNT 857 83 14 FREIGHT 4 TAX AMOUNT 15 MISC 5 DISCOUNTABLE AMT 857 83 16 ORD TAX 6 TERMS DISC 0 00 NET AMOUNT 857 83 RECEIPT TOTAL 846 83 7 DISCOUNT DATE 05 15 03 10 DESCRIPTION 8 DUE DAYS DATE 06 14 03 11 HOLD STATUS 9 TRANSACTION DATE 05 01 03 12 1099 INVOICE Realtime Software Corporation Page 33 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual At the next screen you will be prompted for a GL account for the variance to go to The freight amount will go to the freight account for the department involved If you have multiple freight accounts be sure to use the correct
7. VM010 CW REALTIME SOFTWARE CORP AP RECEIPTS HISTORY INQUIRY 20 May 03 VENDOR 10194 EMERGENCY ONE INC REC DATE 05 06 03 INVOICE 10061698 P O 136715 RECEIVER 151969 SEQ QTY ITEM MISC ORD REMAIN RECEIVED PURCHASE EXTENSION ORD D DESCRIPTION UOM QTY DUE TO DATE PRICE 001 l EON 562055 EA 0 ab 4498 750 4498 75 REBUILT SWIVEL 002 de MIS 1 EA 0 I 2000 000 2000 00 ISC ITEM ENTER FOR NEXT INVOICE P TO PAGE DETAIL PB TO PAGE BACK T FOR TOTALS SEQ FOR DISPLAY RTN TO REDISPLAY HEADER ENTER twice to return to the invoice screen If a serialized apparatus is attached to an A P invoice type S to see the S O and what type of apparatus If it s paid type SP to see what serialized item has been paid AP15E CW REALTIME SOFTWARE CORP A P INVOICE INQ VENDOR NO 10194 EMERGENCY ONE INC C O SUN TRUST BANK TITL P O BOX 116135 PHON ATLANTA GA 30368 6135 ACCT AT VENDOR P O NUMBER INVOICE NO 10061410 RECEIVER NUMBER INVOICE DATE 04 29 03 INVOICE AMOUNT 121492 00 AMOUNT PAID TAX AMOUNT NET BALANCE DISCOUNTABLE AMT 121492 00 DISCOUNT TAKEN TERMS DISCOUNT 1214 92 DISCOUNT LOST NET AMOUNT 120 277 08 DISCOUNT BALANCE DISCOUNT DATE 05 15 03 PGM SOURCE APO3E DUE DATE 10 26 03 DESCRIPTION TRANSACTION DATE 04 30 03 HOLD STA
8. AP15E CW REALTIME SOFTWARE CORP A P INVOICE INQUIRY 07 Oct 04 VENDOR NO Test TEST VENDOR WITH LONG NAME ONETIME VENDOR HERE NUMBER 3455 THERE Bank Of Hawaii ANYWHERE TX 75234 ACCT AT VENDOR 1234567890 P O NUMBER INVOICE NO U00051 RECEIVER NUMBER INVOICE DATE 09 30 04 INVOICE AMOUNT 100000 00 AMOUNT PAID TAX AMOUNT NET BALANCE 100000 00 DISCOUNTABLE AMT DISCOUNT TAKEN TERMS DISCOUNT DISCOUNT LOST NET AMOUNT 100 000 00 DISCOUNT BALANCE 0 00 DISCOUNT DATE 09 30 04 PGM SOURCE APO9E DUE DATE 09 30 04 DESCRIPTION PPY 654321 TRANSACTION DATE HOLD STATUS ENTERED DATE 10 07 04 1099 INVOICE 10000000 LAST PAY DATE 09 30 04 ORIG VENDOR ORIG TRAN DATE ORIG INVOICE OPEN A P ENTER S ERIAL S SP SERIAL S PAID A CCT DIST O NETIME I TEMS F UTURE DATING PH PAYMENT HIST U SER HIST OR RIN FOR NEXT Realtime Software Corporation Page 67 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 6 DAILY CHECK REGISTER After checks have been accepted go to menu SA P choice 10 This program may also be run in your nightly batch SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 22 May 03 1 CWW DS SA P ENTER SELECTION NUMBER 10 11 42 29 AS FUNCTION NMBR DESCRIPTION 0 Select Printer
9. APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 WITHOUT INVOICES BANK REG CHECKING ACCOUNT VENDOR THE PRINT SHOPPE CHECK CHECK DATE 05 22 03 CHECK AMOUNT 35 00 REFERENCE NUMBER PO 1845 1099 FLAG G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 DEBITS CREDITS 1 5100001 25 00 2 5100002 10 00 PRINTER HSij acidees sats ces HOLD SUPPRESS COPIES 1 ENTER NEW PRINTER FOR DISPLAY OF ALL PRINTERS OR ENTERTO CONTINUE Realtime Software Corporation Page 59 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 4 PREPAYMENT CHECK Use of the Instant Print feature requires that a flag be set in the A P company control record To Instant Print a laser check or to record a manual check for a prepayment go to menu SAP09 choice SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 22 May 03 1 CWW DS SAP09 ENTER SELECTION NUMBER 11 40 35 FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Release Invoices For Payment 2 Payment Release Review Report 3 Check Writer 4 Manual Check Entry For Invoices On File 6 Un Release Invoices for Payment Fill in prompts as required If you are going to instant print a laser check make sure the check number agrees to the number of the check load
10. 1 ENTER REPORT SELECTION C 2 ALL OPEN CHECKS 2 ENTER BANK CODE Thee NO ENTRY ALL NULL WITHOUT BANK CODE From date should be left blank to pick up all preceding checks To date should be the last day of your accounting month for A P or bank statement date T AP14B CW REALTIME SOFTWARE CORP CHECK RECONCILIATION REPORTS 06 Oct 04 T ENTER PROFILE TO US NO TEMPLATE PROFILE IN USI E Gl 1 ENTER REPORT SELECTION C 2 ALL OPEN CHECKS ENTER BANK CODI I 01 3 ENTER CHECK ISSUE DATE FROM TO If dates are specified only checks issued within the specified date rang will be selected for the report N CJ ENTER D FOR SPECIFIED DATE O FOR AN OFFSET FROM CURRENT DATE S TO INPUT A SPECIAL DATE CODE C FOR CURRENT DATE OR NULL TO SKIP Leave these dates blank for this report see onscreen help Realtime Software Corporation Page 81 Accounts Payable Operations Manual v2 0 fi Pp 8 Realtime Software Corporation Accounts Payable Operations Manual AP14B CW REALTIME SOFTWARE CORP CHECK RECONCILIATION REPORTS 06 Oct 04
11. INVOICING CURRENT PRIOR TO AGED AS 05 30 03 05 29 03 OVER 1 DAYS 04 29 03 OVER 31 DAYS 03 30 03 OVER 61 DAYS INCLUDE INVOICES WITH DATE GREATER THAN AS OF DATE Y N Y Gl ENTER C TO CHANGE TO VOID OR RTN TO CONTINUI You can then see the summary aging based on due dates for this vendor If you want to see detail from here type D and ENTER AP12A CW REALTIME SOFTWARE CORP VENDOR TRIAL BALANCE DISPLAY 29 May 03 VENDOR 10071 BIOSYSTEMS OPEN INVOICES 8 458 75 PREPAYMENTS A P BALANCE 8 458 75 05 29 03 05 29 03 04 29 03 03 30 03 FUTURES CURRENT OVER 1 OVER 31 OVER 61 BALANCE 0 00 0 00 0 00 8 458 75 0 00 8 458 75 ENTER D FOR DETAIL TO EXIT RIN FOR NEXT VENDOR D Realtime Software Corporation Page 90 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual AP12A CW REALTIME SOFTWARE CORP VENDOR TRIAL BALANCE DISPLAY 29 May 03 VENDOR 10071 BIOSYSTEMS OPEN INVOICES 8 458 75 PREPAYMENTS A P BALANCE 8 458 75 DUE 05 29 03 05 29 03 04 29 03 03 30 03 DATE INVOICE FUTURE CURRENT OVER 1 OVER 31 OVER 61 05 21 03 32207630 7 363 32 05 23 03 32207842 1 095 43 EX TOTALS 0 00 8 458 75 0 00 0 00 0 00
12. APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF INVOICE 185532 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER A gsp insp eirp EEPE rE 0 00 DEBITS CREDITS 1 206000 A P REGULAR 384 45 2 5700003 INSURANCE HEALTH PART 246 48 3 5700004 INSURANCE HEALTH SHOP 137 97 T ENTER LINE T AX ANALYSIS H EAD R TO VOID P AGE OR TO POST When finished 4 to post The screen will be at a blank invoice screen with the same vendor to continue entering invoices for that vendor ENTER to return to vendor screen if you need to select a new vendor Realtime Software Corporation Page 23 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE C INVOICE ENTRY WITHOUT PO 2 SPECIAL COSTING LINKED TO SERIAL RECORDS When entering A P invoices there is an option available that allows expenses to be linked with apparatus which have serial numbers using the S OF or serial number assigned by the manufacturer It will also enable you to add value to the cost of the apparatus by using a different code The two code categories are EXP for expenses which will give historical tracking only and ADD which will add inventory value to a specific apparatus To use this option it requires the serial master record of the apparatus This consists of the prefix and
13. AP03E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 VENDOR 10208 FEDERAL SIGNAL CORP INVOICE 3589992 PURCHASE ORDER NO 135687 RECEIVING REPORT 151134 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER Ta E GME aan 11 00 DEBITS CREDITS 1 206000 A P REGULAR 857 83 2 249000 INVENTORY P O CLEAR 844 96 3 6700003 INVENTORY REVALUATION 1 87 Make sure the balance to distribute is zero Then A to post AP03E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 VENDOR 10208 FEDERAL SIGNAL CORP INVOICE 3589992 PURCHASE ORDER NO 135687 RECEIVING REPORT 151134 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE DEBITS CREDITS 1 206000 A P REGULAR 857 83 2 249000 INVENTORY P O CLEAR 844 96 3 6700003 INVENTORY REVALUATION 1 87 4 4300002 FREIGHT EQUIP 11 00 ENTER LINE H EADER T FOR TAX ANAL TO VOID P TO PAGE TO POST Realtime Software Corporation Page 34 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual When all invoices are entered process the Daily Invoice Register on menu SA P choice 4 SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 07 Oct 04 17 CWW DS SA P ENTER SELECTION NUMBER 4 18 41 25 AS FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Vendor 2 Vendor Processing Payables 3 Invoice Processing 4 Daily Invoice Regis
14. ENTER P TO PAGE T FOR TOTALS TO EXIT RTN FOR NEXT VENDOR Realtime Software Corporation Page 91 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE J REPORTS 2 AGED TRIAL BALANCE For a printed Aged Trial Balance select option 2 SCREEN CW REALTIME SOFTWARE CORP Accts Payable Trial Balances 29 May 03 11 CWW DS SAP12 ENTER SELECTION NUMBER 2 12 42 39 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Vendor Trial Balance Display Type to see profile choices and then select the one you want AP12B CW REALTIME SOFTWARE CORP ACCTS PAYABLE TRIAL BALANCE REPORT 29 May 03 0 ENTER PROFILE TO USE g PROFILE IS A RECORD THAT STORES YOUR INPUTS TO TH PORT IF YOU ARE UNSURE OF WHAT PROFILES EXIST E AT PROFILES ARE SAVED FOR THIS REPORT YOU DO NOT WISH TO USE A PROFILE EN JUST HIT ENTER AND ANSWER THE QUESTIONS PROMPTS IN THIS ER A TO LOOKUP zZ m 3 H y mH me YP AP12B CW REALTIME SOFTWARE CORP ACCTS PAYABLE TRIAL BALANCE REPORT 29 May 03 Display of the PROFILE HEADER table by Profile D SQ Pr
15. 1 NAME EMERGENCY ONE INC 2 ADDRESS 1 C O SUN TRUST BANK 3 ADDRESS 2 P O BOX 116135 A CITY ATLANTA 5 STATE COUNTY GA 6 ZIP POST 30368 6135 7 COUNTRY 8 PHONE 877 746 3663 9 FAX NUMBER 352 237 2999 10 CONTACT RJ JONES 11 TITLE CRS 12 SHIP VIA BEST WAY ENTER C REDIT SCREEN TO VOID D ELETE I NDEX N EXT MASTER COPY VENDOR 13 START DATE 14 LINE ITEM TAX CD 15 ACCT AT VENDOR 613198 16 DUE DAYS 30 OR DAY OF MONTH 17 VENDOR CLASS REG 18 G L ACCT 19 PRIMARY A AIL ADDRESS 20 ONETIME VENDOR P REV INF O OR RIN TO POST Realtime Software Corporation Page 3 Accounts Payable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Payable Operations Manual Option 2 Manual Entry Type the number that you wish to use for that vendor then ENTER This will bring up a blank screen to fill in the necessary information for that vendor VMO1 CW REALTIME SOFTWARE CORP ENDOR MASTER MAINTENANCE 20 May 03 VENDOR 20099 NAME Ad AS 13 START DATE 05 20 03 2 ADDRESS 1 14 LINE ITEM TAX CD 3 ADDRESS 2 15 ACCT
16. SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 22 May 03 1 CWW DS SsAPO9 ENTER SELECTION NUMBER 1118 33 AS FUNCTION NMBR DESCRIPTION Release Invoices For Payment B 0 Select Printer 1 2 Payment Release Review Report 4 Manual Check Entry For Invoices On File 5 Manual Check Entry Without Invoices 6 Un Release Invoices for Payment Answer the following prompts to print checks You can store a profile s for this program Verify the printer is correct and ENTER APO9C CW REALTIME SOFTWARE CORP A P CHECK WRITER 06 Oct 04 ENTER PROFILE TO USE RT D DESC DAILY BY VENDOR NAME I T E a BY VENDOR NAME x 01 X G Select S AVE DEL ETE PROFILE OR Y TO EXECUTE The beginning check number will appear Make sure it is the correct beginning check number If it is not type in the correct check number ENTER and then accept the default check date of current date or change to a different date ENTER CHECK DATE 09 30 04 Realtime Software Corporation Page 54 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual After checks have printed make sure they are correct and then type Y to accept the check run ES TR KKK or you cannot reprint them if needed If your printer jams
17. To pull up a vendor already on file or type the vendor number if known or and vendor name to search then bring up vendor you need to make changes to VMO1 CW REALTIME SOFTWARE CORP VENDOR MASTER MAINTENANCE 20 May 03 VENDOR 10020 1 NAME AKRON BRASS COMPANY 13 START DATE 2 ADDRESS 1 4566 PAYSPHERE CIRCLE 14 LINE ITEM TAX CD 3 ADDRESS 2 15 ACCT AT VENDOR 697301 Az CITY CHICAGO 16 DUE DAYS 30 5 STATE COUNTY IL OR DAY OF MONTH 6 ZIP POST 60674 4566 17 VENDOR CLASS REG 7 COUNTRY 18 G L ACCT 8 PHONE 800 228 1161 9 FAX NUMBER 800 531 7335 19 PRIMARY EMAIL ADDRESS 10 CONTACT CHERYL STEINER 11 TITLE CUSTOMER SREVICE REP 12 SHIP VIA BEST WAY 20 ONETIME VENDOR ENTER REDIT SCREEN TO VOID D ELETE I NDEX N EXT P REV INF O OR RIN TO POST g T O pre corresponding to field that needs to be changed make the changes then or Enter a nd update the changes Type C at the prompt if you want to go the credit screen Realtime Software Corporation Page 1 Accounts Payable Operations Manual v2 0 fi P g Realtime Software Corporation Accounts Payable Operations Manual VMO1 CW REALTIME SOF
18. Realtime Software Corporation Page 2 Accounts Payable Operations Manual v2 0 fi P g Realtime Software Corporation Accounts Payable Operations Manual Type y Type me new M ou wish to copy from and ENTER lookup is available you want to copy the information to and COPY CW REALTIME SOFTWARE MASTER COPY VENDOR Enter at COPY FROM to exit Enter at COPY TO to COPY FROM prompt to return THE DATA FIELDS BELOW ARE SPECIFIC TO EACH RECORD AND WILL NOT BE COPIED FROM THE ORIGINAL RECORD PLEASE REVIEW DATA FIELDS TO ENSURE THAT ALL NECESSARY INFORMATION EXISTS IN THE NEW RECORD DESCRIPTION DESCRIPTION DESCRIPTION Date Last Purchased Year to Date 1099 Amount Last Year Number of Days Year to Date Paid Amount Year to Date Discount Prepayment Amount Last Year Paid Amount Year to Date Discount Prepayment Check Detail Open Invoice Amount Year to Date Number of Purchase Order Amount Year to Date Number of Year to Date Purchase Last Year Discount Taken Last Year Purchase Order Last Year Discount Lost Ship From Suffix Last Year Number of Update any fields that need to be changed to post the new vendor record COPY CW REALTIME VENDOR 77777 SOFTWARE CORP
19. Notice how the new product total changes to the new amount of the two PO s together It also assigns a new receiver to the combined PO s Type M to go ahead with the merge or to void out and change nothing It s a good idea to write the new PO Receiver combination on the invoice and note merge When you type the Screen Jump APPO to enter the invoice you will type the original POH of 136614 and it will automatically pull up the new receiver of 152030 Go ahead with the entry as previously instructed APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 21 May 03 PURCHASE ORDER NO RECEIVING REPORT NO There is a report than can be run that lists all purchase orders with line items that have been received but do not have A P invoices posted to them yet This is run at the end of the month and used to balance the Inventory P O Clearing GL account but it can be run at any time if you are searching for something or need to review At any menu type Screen Jump POPENDING and then select the report profile EOM to print It is very important to monitor old Purchase Order Receipts that have not been matched to A P Invoices Any receivers that become old are usually the result of billing errors receiving errors or other data entry error Realtime Software Corporation Page 41 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation
20. When finished with entry to post APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 23 May 03 VENDOR 10237 FOX INTERNATIONAL INVOICE 385116 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 2 135010 200 00 200 00 DESCRIPTION INVENTORY APPARATUS COMMENT INBOUND FRT TRK FOR AFTON FIRE S N CODE ADD ADDED VALUE S N KEY DEBITS CREDITS 1 206000 A P REGULAR 200 00 ENTER LINE T AX ANALYSIS H EADER TO VOID P AGE OR TO POST To see information later on what serial records were used for an A P invoice go to Vendor Inquiry VI and A P Invoice History APH Select the invoice number then A for account distribution AP15E CW REALTIME SOFTWARE CORP A P INVOICE INQUIRY 23 May 03 VENDOR NO 10237 FOX INTERNATIONAL INVOICE NO 385116 P O NUMBER INVOICE DATE 05 23 03 AMOUNT PAID INVOICE AMOUNT 200 00 NET BALANCE 200 00 ACCOUNT NUMBER DESCRIPTION AMOUNT 206000 A P REGULAR 200 00 135010 INVENTORY APPARATUS 100 00 4042001 MEALS APPARATUS 100 00 ENTER FOR NEXT INVOICE P TO PAGE ACCOUNT NUMBERS S ERIAL S SP SERIAL S PAID RIN TO REDISPLAY HEADER Realtime Software Corporation Page 27 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corpora
21. Accounts Payable Operations Manual ACCOUNTS PAYABLE E INVOICE ADJUSTMENTS 1 ADJUSTING INVOICE DETAILS Type the Screen Jump APA at any menu to adjust existing A P invoices that have not been processed for payment You can change invoice dates due dates amounts descriptions and general ledger accounts The Daily Invoice Register must have been run in order to make changes Invoices can be deleted as well APOSA CW REALTIME SOFTWARE CORP INVOICE ADJUSTMENTS ENTRY 21 May 03 VENDOR NNNNN Type rm i or search with and name Then type the invoice number you want to change and then APOSA CW REALTIME SOFTWARE CORP INVOICE ADJUSTMENTS ENTRY 21 May 03 VENDOR 10641 VERRANDEAUX VISUAL COMMUNICATIONS CONTACT 1920 SOUTHWEST 12TH AVE TITLE PHONE OCALA FL 34474 ACCT AT VENDOR TERMS DISCOUNT PERCENT DAYS DAY MON DUE DAYS DAY MON INVOICE 11760 2 INVOICE DATE 3 AMOUNT DUE 4 TAX AMOUNT PRODUCT AMOUNT 5 DISCOUNTABLE AMT 6 TERMS DISC NET AMOUNT 7 DISCOUNT DATE 10 DESCRIPTION 8 DUE DATE 11 HOLD STATUS 9 TRANSACTION DATE 12 1099 INVOICE 13 CUST P O The information from the invoice will all pull up automatically Then select the line item you wish to change If the GL account is the only thing that needs changing ENTER to cont
22. 1099 INVOICE 7 MAXIMUM AMOUNT AMOUNT RELEASED OR NUMBER TIMES TO RELEASE 8 TIMES RELEASED TO DATE ENTER LINE TO CHANGE T FOR TAX ANALYSIS D TO DELETE TO VOID TO POST RIN TO CONTINUE To release Recurring Invoices select option A This is usually done at the very first of every month and all invoices for the month are released at that time SCREEN CW REALTIME SOFTWARE CORP Invoice Processing 22 May 03 1 CWW DS SAP03 ENTER SELECTION NUMBER 13 45 36 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Invoice Entry Without Purchase Order 2 Recurring Invoice Release 3 Recurring Invoice Maintenance 4 Recurring Invoice List Purchase Orders 5 Invoice Entry With Purchase Order 6 Invoice P O Variance Rpt Detail By Item 7 Invoice P O Variance Rpt Summary By Item 8 Invoice P O Variance Rpt Detail By Vendor 9 Invoice P O Variance Rpt Summary By Vendor 10 Invoice P O Variance File Purge 11 Invoice Entry With Inventory Receipt 12 Invoice Entry with Receipt Register 13 AP Invoice History Inquiry Realtime Software Corporation Page 71 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual The date of the release will default to current date The recurring invoice date must be less than this date in order to be released ENTER to continue APO3B CW REALTIME SOFTWARE CORP RECUR
23. ENTER PROFILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER REPORT SELECTION C 2 ALL OPEN CHECKS 2 ENTER BANK CODE I 01 3 ENTER CHECK ISSUE DATE R TOD 09 30 04 4 ENTER CHECK CLEARED DATE FROM TO Prompt 1 choice 1 ALL CLEARED CHECKS report If dates are specified only checks cleared as of or within the specified date range will be selected for the report ENTER D FOR SPECIFIED DATE O FOR AN OFFSET FROM CURRENT DATE S TO INPUT A SPECIAL DATE CODE C FOR CURRENT DATE OR NULL TO SKIP Type Y and ENTER at the change line to produce the report You will come back to the menu to select 1 to clear checks in the system that have cleared your bank according to your bank statement SCREEN CW REALTIME SOFTWARE CORP Check Reconciliation Process 22 May 03 1 CWW DS SAP14 ENTER SELECTION NUMBER 16 47 15 FUNCTION NMBR DESCRIPTION 0 Select Printer 2 Check Reconciliation Reports 3 Cleared Check Register 4 Purge A P Check Reconciliation History File Type bank code bank statement date check number and amount and ENTER Realtime Software Corporation Page 82 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual
24. ENTRY 22 May 03 ECKING ACCOUNT AP14A CW REALTIME SOFTWARE CORP CLEARED CHECK ENTER BANK CODE OI REG CH CLEARING DATE 04 30 03 CHECK NUMBER 047546 CHECK AMOUNT CLEARED 108 00NNN NN CHECKS RECONCILED NUMBER OF CHECKS CLEARED AMOUNT 0 00 VENDOR VENDOR NAME CHECK DATE 10012 AUTOMATIC DATA PROCESSING 03 26 03 You will see how many checks you have cleared the total amount cleared which will continue to add as you continue and the last vendor that you cleared AP14A CW R EALTIME SOF T TWARE CORP EN T T CLI CHI CHI NUMB RING DATI K NUMBI A R R BANK CODE Gl K AMOUNT CLEARE C ECKS R y ECONCILI R OF CH E ECKS CL EARED AMO VENDOR VENDOR NAM ay 10012 UTOMATIC DATA PROC UNT ESSING iD CL KAR ED CHECK ENTRY 22 May 03 01 REG C Ha 04 30 03 ECKING ACCOUNT CHECK DAT 03 26 03 E Continue entering the checks that have cleared the bank If you entered a check in error that has not cleared just type in the check number again and for amount type 0 00 and it will be taken off It will increment the number of checks though even if you removed one It counts that as another check but it removes the dollar amount from the total Realti
25. Parts and equipment will be on an internal sales order to add to the cost of the truck A P invoice entry with ADD code is used for misc types of costs that are to be added APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 23 May 03 VENDOR 10237 FOX INTERNATIONAL INVOICE 385116 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 2 135010 200 00 DESCRIPTION INVENTORY APPARATUS COMMENT INBOUND FRT TRK FOR AFTON FIRE S N CODE ADD ADDED VALUE S N GRENS aa a blo dus uals bce is 8 ede Sees DEBITS CREDITS 1 206000 A P REGULAR 200 00 ENTER LINE T AX ANALYSIS H EADER TO VOID P AGE OR TO POST Realtime Software Corporation Page 26 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual NOTE The g l account entered on an ADD entry will automatically be washed out by the system When using the ADD code the payables system will debit the g l account entered and credit the A P account The system will then automatically generate a second set of g l entries as it raises the on hand value of the serial numbered record This second entry debits the inventory account related to the S N key and credits the entered g l account The net accounting effect is zero to the g l account entered a debit to inventory and a credit to accounts payable
26. Period End 12 13 Period 14 Year End 15 History 16 DESCRI Select Print Company Proc Vendor Proce Invoice Proc Daily Invoic Invoice Adju nts Payable 29 May 03 DS ER 12 17 53 PTION er essing ssing essing e Register stment amp Voids Processing Cash Requirement Reports Payment Hold Invoice Paym Daily Check Voided Check Accounts Pay Fl Check Reconc Year End Pro Payment Hist Reverse Hold ent Processing Register Processing able Trial Balances nd Check Register iliation Processing cessing ory Processing This report uses report profiles so you can store your preferred settings The individual prompts are reviewed here First select how you would like the report sorted AP08 CW REALTIME SOFTWARE ENTER PROFILE TO US 1 ENTER SORT METHOD 1 BY VENDOR BY INVOICE 2 BY INVOICE BY VENDOR E CORP NO OPEN INVOICE R T PORT 06 Oct 04 TEMPLATE PROFIL ca IN US E Gl Now enter nothing NULL or one or more vendor numbers you want to appear on the report Realtime Software Corporation Page 87 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual
27. 10058144 02 21 03 02 21 03 03 23 03 0 00 64 647 00 561 750 92 ENTER P AGE PB PAGE BACK FOR NEXT VENDOR TO REDISPLAY VENDOR OR REF NUMBER FOR A P INQUIRY 10061698 Type the invoice number in bottom right of screen to display invoice detail AP15E CW REALTIME SOFTWARE CORP A P INVOICE INQUIRY 20 May 03 VENDOR NO 10194 EMERGENCY ONE INC CONTACT KIM GUTHRIE C O SUN TRUST BANK TITLE CRS P O BOX 116135 PHONE 352 861 3626 ATLANTA GA 30368 61 ACCT AT VENDOR P O NUMBER INVOICE NO 10061698 RECEIVER NUMBER 151969 INVOICE DATE 05 05 03 INVOICE AMOUNT 6548 20 AMOUNT PAID TAX AMOUNT NET BALANCE 6482 72 DISCOUNTABLE AMT 6548 20 DISCOUNT TAKEN TERMS DISCOUNT 65 48 DISCOUNT LOST NET AMOUNT 6 482 72 DISCOUNT BALANCE 65 48 DISCOUNT DATE 05 21 03 PGM SOURCE APO3E DUE DATE 05 21 03 DESCRIPTION TRANSACTION DATE 05 06 03 HOLD STATUS ENTERED DATE 05 06 03 1099 INVOICE LAST PAY DATE ORIG VENDOR ORIG TRAN DATE ORIG INVOICE OPEN A P ENTER S ERIAL S SP SERIAL S PAID A CCT DIST O NETIME I TEMS F UTURE DATING PH PAYMENT HIST U SER HIST OR RIN FOR NEXT I Realtime Software Corporation Page 9 Accounts Payable Operations Manual v2 0 fi P 8 Realtime Software Corporation Accounts Payable Operations Manual If there is a PO attached type I to see the Purchase Order then type D to see the detail lines of the parts ordered
28. A A D C HANGE P AGE B ACK I NDEX T OGGLE R ETURN TO VOID SEQ 2 Then type description if needed for each g l account line If not ENTER to continue APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF INVOICE 185532 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 2 5700003 384 45 DESCRIPTION INSURANCE HEALTH PARTS COMMENT guaets dic ta ka we S N CODE S N KEY DEBITS CREDITS 1 206000 A P REGULAR 384 45 ENTER LINE T AX ANALYSIS H EADER TO VOID P AGE OR TO POST Realtime Software Corporation Page 22 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual If you have G L account numbers with delimiting characters e g you can enter any portion of the account number and a list of accounts to choose from will be displayed Then select the line you want APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF INVOICE 185532 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 2 1000 384 45 SEQ ACCOUNT NUMBER ACCOUNT DESCRIPTION FLAG BB C D 1 1000 TEST A Y D 2 10000 1000 Sterling Bank A Y D ENTER P AGE PB PAGE BACK SEQ TO SELECT OR TO EXIT When done the system will take you to the change line
29. AT VENDOR 4 CITY 16 DUE DAYS 5 STATE COUNTY OR DAY OF MONTH 6 ZIP POST 17 VENDOR CLASS 7 COUNTRY 18 G L ACCT 8 PHONE 9 FAX NUMBER 19 PRIMARY EMAIL ADDRESS 10 CONTACT 11 TITLE 12 SHIP VIA 20 ONETIME VENDOR VMO1 CW REALTIME SOFTWARE CORP ENDOR MASTER MAINTENANCE 20 May 03 VENDOR 20099 1 NAME STANDARD MFG 13 START DATE 05 20 03 2 ADDRESS 1 5840 3RD ST 14 LINE ITEM TAX CD 3 ADDRESS 2 15 ACCT AT VENDOR 4 CITY DENVER 16 DUE DAYS 30 5 STATE COUNTY CO OR DAY OF MONTH 6 ZIP POST 80921 17 VENDOR CLASS REG 7 COUNTRY 18 G L ACCT 8 PHONE 303 555 6848 5100008 9 FAX NUMBER 303 555 6849 19 PRIMARY EMAIL ADDRESS 10 CONTACT TIM DAPPER 11 TITLE 12 SHIP VIA 20 ONETIME VENDOR ENTER REDIT SCREEN TO VOID D ELETE I NDEX N EXT P REV INF O OR RIN TO POST g Realtime Software Corporation Page 4 Accounts Payable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Payable Operations Manual Some important fields to note here Due Days or Day of Month used by the a p invoice programs to calculate the due date of invoices or the day of the next month that the invoice is due with override allowed during invoice entry Vendor Class used to separate vendors Several reporting and payment functions are definable by class Many users set up separate classes for trade floor plan prepayments etc This is a required field G L Acct this
30. BANK REG CHECKING ACCOUNT VENDOR THE PRINT SHOPPE CHECK CHECK DATE 05 22 03 CHECK AMOUNT 35 00 REFERENCE NUMBER PO 1845 1099 FLAG G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 DEBITS CREDITS 1 5100001 25 00 2 5100002 10 00 ENTER TO CHANG CJ I NSTANT PRINT O NETIME P AGE TO VOID X TO POST INSTANT PRINT If you want to instantly print a laser check type Land ENTER to continue APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 WITHOUT INVOICES BANK 01 REG CHECKING ACCOUNT VENDOR 10470 THE PRINT SHOPPE CHECK 048161 CHECK DATE 05 22 03 CHECK AMOUNT 35 00 REFERENCE NUMBER PO 1845 1099 FLAG G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 DEBITS CREDITS ENTER TO CHANGE I NSTANT PRINT O NETIME P AGE TO VOID TO POST Realtime Software Corporation Page 58 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual Verify Select the printer for laser checks and ENTER to continue This will print a laser check to the printer you designate Once printed if accepted the transaction will post including creating an a p invoice history record which will be flagged as paid by the check printed
31. CORP INVOICE ENTRY WITH P O 07 Oct 04 PURCHASE ORDER NO 135687 RECEIVING REPORT NO 151134 DATED 09 09 04 VENDOR NO 10208 FEDERAL SIGNAL CORP CONTACT TITLE 96631 COLLECTION CENTER DRIVE PHONE 708 534 3400 CHICAGO IL 60693 6631 ACCT AT VENDOR TERMS DISCOUNT PERCENT 0 000 DAYS 0 DAY MON DUE DAYS 30 DAY MON 1 INVOICE NO PRODUCT TOTAL 844 96 2 INVOICE DATE 13 DISCOUNT 3 INVOICE AMOUNT 857 83 14 FREIGHT 4 TAX AMOUNT 15 MISC 5 DISCOUNTABLE AMT 857 83 16 ORD TAX 6 TERMS DISC 0 00 NET AMOUNT 857 83 RECEIPT TOTAL 844 96 7 DISCOUNT DATE 05 15 03 10 DESCRIPTION 8 DUE DAYS DATE 06 14 03 11 HOLD STATUS 9 TRANSACTION DATE 05 01 03 12 1099 INVOICE LINE F UTURE DATING A DJUST ITEMS S ERIAL S VOID RIN TO CONT A Compare this next screen to your invoice If one of the lines is not on your invoice select that line number and do a shift underline on the LINE SEL right over the X to deselect the line This will leave that line item open on the PO waiting for another invoice to come in later If this happens you may need to check with your receiving department to see if they received something incorrectly or check with your vendor for billing errors APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O PURCHASE ORDER NO 1
32. D TO DELETE TO VOID TO POST RIN TO CONTINUI Gl Enter the GL account s and then amount s until balance to distribute is zero These accounts can be modified at the time of release in the case of principal and interest amounts change AP03C CW REALTIME SOFTWARE CORP RECURRING INVOICE MAINT 22 May 03 VENDOR 10109 CHASE AUTOMOTIVE FINANC P O NO 3588849 E G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 3 0 00 DEBITS CREDITS 1 206000 481 36 2 5140008 481 36 ENTER LINE TO CHANGE T FOR TAX ANALYSIS D TO DELETE TO VOID P TO PAGE TO POST Realtime Software Corporation Page 70 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Here is another example with a different class code AP03C CW REALTIME SOFTWARE CORP RECURRING INVOICE MAINT 22 May 03 VENDOR 16533 HUNTER REALTY CONTACT 1602 DAVIE AVENUE TITLE PHONE STATESVILLE NC 28677 PURCHASE ORDER 54003 ACCT AT VENDOR 1 INV CLASS CODE 2 RELEASE DATE 05 01 03 3 AMOUNT DUE 2800 00 4 TAX AMOUNT PRODUCT TOTAL 2 800 00 5 DESCRIPTION BUILDING RENT 6
33. DISC TAKE NET AMNT INVOICE AMT STATUS 10061749 05 06 03 05 22 03 4 77 0 00 477 10 10061699 05 05 03 136732 05 21 03 1 65 0 00 165 34 10061750 05 06 03 136755 05 22 03 0 66 0 00 66 42 10061701 05 05 03 136744 05 21 03 0 58 0 00 58 36 10061700 05 05 03 136729 05 21 03 0 19 0 00 18 88 10061698 05 05 03 136715 05 21 03 6 482 72 6 548 20 10061697 05 05 03 136494 05 21 03 1 94 0 00 194 20 10061696 05 05 03 136269 05 21 03 1 31 0 00 131 23 10061665 05 03 03 136733 05 19 03 1 67 0 00 167 36 10061664 05 03 03 136723 05 19 03 1 05 0 00 105 36 10061663 05 03 03 136708 05 19 03 0 89 0 00 88 59 10061662 05 03 03 136700 05 19 03 2 21 0 00 221 07 10061661 05 03 03 136605 05 19 03 0 43 0 00 42 66 1006148 04 30 03 05 16 03 0 20 0 00 20 21 ENTER P AGE PB PAGE BACK FOR NEXT VENDOR TO REDISPLAY VENDOR OR REF NUMBER FOR A P HISTORY INQUIRY 3 At each of these separate inquiry screens you can type in the check number invoice number PO number etc to see further detail On the PO screen if it says complete that means all items have been received on that purchase order Realtime Software Corporation Page 13 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 2 A P INVOICE HISTORY INQUIRY Type SAP03 at any menu and then select line 13 for a quick inquiry to find an A P invoice You can enter or search for the invoice numbe
34. EMERGENCY ONE INC START DATE ADDRESS 1 C O SUN TRUST BANK ACCT AT VENDOR 613198 ADDRESS 2 P O BOX 116135 DUE DAYS 30 CITY ATLANTA OR DAY OF MONTH STATE COUNTY GA VENDOR CLASS REG ZIP POST 30368 6135 LINE ITEM TAX CD COUNTRY ONETIME VENDOR PHONE 877 746 3663 FAX NUMBER 352 237 2999 CONTACT RJ JONES TITLE CRS SHIP VIA BEST WAY G L ACCT PO OPEN PO POH PO HIST CH CHECK HIST PH PMT HIST C REDIT U SER HIST TB TRIAL BAL AP OPEN AP APH AP HIST I NFO EF EMAIL FAX RIN p Choices for further inquires are listed on the bottom of the screen Type C to see the credit inquiry screen VM010 CW REALTIME SOFTWARE CORP VENDOR INQUIRY 06 Oct 04 VENDOR 10194 EMERGENCY ONE INC 877 746 3663 ACCT AT VENDOR 613198 LAST PURCH DATE 05 Oct 04 INACTIVE A P BALANCE 875 409 06 1099 ID PREPAYMENT AMT TERMS CODE 16 OPEN P O AMT 122 872 32 PAYMENT HOLD OPEN A P AMT 875 409 06 CHK ADD SUFFIX YTD 1099 AMT 0 00 YTD P O AMT 954 461 40 LYR P O AMT 2257311 TO YTD AMOUNT PAID 484 073 58 LYR AMOUNT PAID 152 965 29 YTD DISC TAKEN 76 308 70 LYR DISC TAKEN 59 082 82 YTD DISC LOST 9 446 49 LYR DISC LOST 6 043 58 YTD INV PAID 543 YTD DAYS TO PAY 9 452 YTD AVG DAYS TO PAY 17 LYR AVG DAYS TO PAY 15 CH CHECK HIST PH PMT HIST PO OPEN PO POH P O HIST RIN FOR MAIN SCREEN TB TRIAL BALANCE AP OPEN AP APH AP HIST I NFO EF EMAIL FAX Realtime Software Corporation Page 7 Accounts Payable Operations Manual v2 0 fi
35. N Sometimes a check clears the bank for a different amount than what the check really was Your cleared check register will show the difference and you will need to do a journal entry to adjust it for month end AP14A CW REALTIME SOFTWARE CORP CLEARED CHECK ENTRY 22 May 03 ENTER BANK CODE 01 REG CHECKING ACCOUNT CLEARING DATE 04 30 03 CHECK NUMBER 047571 CHECK AMOUNT CLEARED 254 33 CHECKS RECONCILED NUMBER OF CHECKS CLEARED AMOUNT VENDOR VENDOR NAME CHECK DATE 10217 FIRE COM 03 26 03 When finished entering cleared checks run the cleared check register Do not answer Y to accept until verification of the report is made for accuracy If changes need to be made type N and entry to correct Then run the cleared checks report again to verify that reconciliation is correct with bank statement Once it is correct type Y to accept the register and it will update DO NOT ACCEPT REGISTER UNTIL YOU HAVE THE REPORT IN HAND AND ARE SURE IT IS CORRECT Realtime Software Corporation Page 85 Accounts Payable Operations Manual v2 0 fi Pp 5 Realtime Software Corporation Accounts Payable Operations Manual SCREEN CW REALTIME SOFTWARE CORP Check Reconciliation Process 23 May 03 7 CWW DS SAP14 ENTER SELECTION NUMBER 3 09 42 49 AS FUNCTION NMBR DESCR
36. NEXT VENDOR TO REDISPLAY VENDOR OR REF NUMBER FOR INQUIRY ccoo Realtime Software Corporation Page 12 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual POO3H CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 OPEN PURCHASE ORDERS VENDOR 10194 EMERGENCY ONE INC P O ACK DATE REQ DATE PRODUCT TOTAL ORDER TOTAL 136830 05 08 03 46 00 46 00 PRINTED 136824 05 08 03 23 78 23 78 PRINTED 136799 05 07 03 33 80 33 80 PRINTED 136787 05 06 03 114 178 00 114 178 00 PRINTED 136786 05 06 03 0 00 0 00 COMPLETE 136774 05 06 03 0 00 0 00 COMPLETE 136772 05 06 03 12 26 12 26 PRINTED 136770 05 06 03 0 00 0 00 PRINTED 136755 05 05 03 0 00 0 00 COMPLETE 136748 05 05 03 0 00 0 00 COMPLETE 136744 05 02 03 0 00 0 00 COMPLETE 136733 05 02 03 0 00 0 00 COMPLETE 136732 05 02 03 0 00 0 00 COMPLETE 136729 05 02 03 0 00 0 00 COMPLETE ENTER P AGE PB PAGE BACK FOR NEXT VENDOR ORDER NUMBER FOR INQUIRY TO REDISPLAY VENDOR o VM01Q CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 A P HISTORY VENDOR 10194 EMERGENCY ONE INC INVOICE INV DATE P O DUE DATE
37. POST When finished run the Daily Invoice Register 4 from the Accounts Payable menu to update Realtime Software Corporation Page 73 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual SCREEN CW REALTIME SOFTWA 1 CWW SA P AS FUNCTION Company Vendor Payables Cash Management Disbursements Period End Year End History RE CORP Accounts Payable 22 May 03 DS ENTER SELECTION NUMBER 4 14 50 58 NMBR DESCRIPTION 0 Select Printer 1 Company Processing 2 Vendor Processing 3 Invoice Processing 4 Daily Invoice Register 5 Invoice Adjustment amp Voids Processing 6 Cash Requirement Reports 7 Payment Hold Reverse Hold 8 Open Invoice Reports 9 Invoice Payment Processing 10 Daily Check Register 11 Voided Check Processing 12 Accounts Payable Trial Balances 13 Period End Check Register 14 Check Reconciliation Processing 15 Year End Processing 16 Payment History Processing Once recurring invoices are released with the above process that just means you have created a real invoice They will show up on your cash requirements report based on due dates and still need to be released for payment in the same manner as any other A P invoice They can also be adjusted like any other A P invoice to change due dates amounts GL s etc Realtime Softwar
38. REG CHECKING ACCOUNT VENDOR PIGEON MOUNTAIN INDUSTRIES TERMS CODE 30 CHECK CHECK DATE 05 22 03 CHECK AMT 278 02 BALANCE TO DISTRIBUTE 0 00 INVOICE INV DATE INVOICE AMT DISC AMT NET AMT 1099 ENTER 1 130971 04 15 03 278 02 0 00 278 02 ENTER LINE TO CHANGE TO VOID P TO PAGE TO POST Realtime Software Corporation Page 56 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 3 MANUAL CHECK NO INVOICES ON FILE Use of the Instant Print feature requires that a flag be set in the A P company control record To Instant Print a laser check or to record a manual check written to pay invoices NOT on file go to menu SAP09 choice 5 SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 22 May 03 1 CWW DS SAP09 ENTER SELECTION NUMBER 11 40 35 FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Release Invoices For Payment 2 Payment Release Review Report 3 Check Writer 4 Manual Check Entry For Invoices On File 5 Manual Check Entry Without Invoices 6 Un Release Invoices for Payment This check does not have an invoice on file Fill in prompts as required If you are going to instant print a laser check make sure the check number agrees to the number of the check loaded into the printer The date defaults to the current date but can be changed Answer N
39. RESCUE YTD AMT PAID 100 00 SEQ CHECK CHECK DT CHECK AMOUNT BC MCF CLR DATE 1 047984 05 02 03 100 00 01 ENTER P AGE PB PAGE BACK SEQ BK CHECK TO VOID 1 UN AP16G CW REALTIME SOFTWARE CORP VENDOR CHECK INQUIRY 22 May 03 VEND 11265 RINGGOLD FIRE amp RESCUE CHECK 047984 CHK DT 05 02 03 A P BAL 0 00 BANK CODE 01 CHK AMT 100 00 INVOICE CHECK AMOUNT DISCOUNT INVOICE INVOICE TRANS VENDOR SQ NUMBER AMOUNT PAID USED AMOUNT DATE AMOUNT DATE PO NMB 1 042503 100 00 100 00 04 26 03 100 00 04 26 03 ENTER P AGE PB PAGE BACK SEQ INVOICE TO VOID 1 ia Realtime Software Corporation Page 77 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual AP15E CW REALTIME SOFTWARE CORP A P INVOICE INQUIRY 22 May 03 VENDOR NO 11265 RINGGOLD FIRE amp RESCUE CONTACT 335 OLD CABIN TRL TITLE PHONE RINGGOLD VA 24586 ACCT AT VENDOR P O NUMBER INVOICE NO 042503 RECEIVER NUMBER INVOICE DATE 04 26 03 INVOICE AMOUNT 100 00 AMOUNT PAID 100 00 TAX AMOUNT NET BALANCE 0 00 DISCOUNTABLE AMT DISCOUNT TAKEN 0 00 TERMS DISCOUNT DISCOUNT LOST NET AMOUNT 100 00 DISCOUNT BALANCE 0 00 DISCOUNT DAT
40. SKIP Option 1 Auto Release no further action is required to release invoices Option 2 This is the first invoice from the release Select C or S if you don t want to pay P to pay partial D to take discount or to release E will exit you completely and cancel the entire release from that point on APO9A CW REALTIME SOFTWARE CORP RELEASE INVOICES FOR PAYMENT 22 May 03 VENDOR 10020 AKRON BRASS COMPANY TERMS CODE 30 SHIP FROM DISC INVOICE INVOICE AMT DISCOUNT AMT NET AMOUNT DATE DUE DATE 3201274 114 21 0 00 114 21 04 15 03 05 15 03 oe coe eee Option 3 is manual You must select one vendor at a time and type one invoice at a time for release This is handy to pick up the few that may be missed from a due date selection or if you need to do a small check run for a very few invoices Realtime Software Corporation Page 51 Accounts Payable Operations Manual v2 0 fi Pp 8 Realtime Software Corporation Accounts Payable Operations Manual Type the vendor then the invoice and select from the options at the bottom of the screen APO9A CW REALTIME SOFTWARE CORP RELEASE INVOICES FOR PAYMENT 22 May 03 VENDOR 10457 PIGEON MOUNTAIN INDUSTRIES TERMS CODE 30 SHIP FROM DISC INVOICE INVOICE AMT DISCO
41. STUFF INVOICE 185532 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 7 AA 384 45 DESCRIPTION COMMENT S N CODE S N KEY DEBITS CREDITS 1 206000 A P REGULAR 384 45 ENTER LINE T AX ANALYSIS H EADER TO VOID P AGE OR TO POST Realtime Software Corporation Page 21 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Then select the line you want APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 Display of the CHART OF ACCOUNTS table by Account SQ Account Description Flag BB C D 1 5700002 INSURANCE HEALTH EQUIPMENT A D 2 5700003 INSURANCE HEALTH PARTS AD 3 5700004 INSURANCE HEALTH SHOP A D 4 5700006 INSURANCE HEALTH MOBILE1 A D 5 5700007 INSURANCE HEALTH MOBILE 2 A D 6 5700008 INSURANCE HEALTH A D 7 5700999 INSURANCE HEALTH N D 8 5720008 INSURANCE LIABILITY A D 9 5750008 INSURANCE LIFE A D 10 5770001 INS WORKERS COMP APPARATUS A D 11 5770002 INS WORKERS COMP EQUIPMENT A D 12 5770003 INS WORKERS COMP PARTS A D 13 5770004 INS WORKERS COMP SHOP A D 14 5770005 INS WORKERS COMP SERVICE NEW
42. for historical purposes to an apparatus being sold to a customer Type EXP for the S N Code then the serial master record The amount will fill in automatically Change amount if different The EXP code can be used even after an apparatus is billed to the customer APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 23 May 03 VENDOR 10035 AMERICAN EXPRESS INVOICE 15888835 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 2 Q 568 00 648 36 DESCRIPTION TRAVEL APPARATUS COMMENT JOHN AIRFARE CONWAY FIRE S N CODE S N KEY DEBITS CREDITS 1 206000 A P REGULAR 648 36 ENTER LINE T AX ANALYSIS H EADER TO VOID P AGE OR TO POST If more than one GL continue entering If there is a portion of the invoice that does not link to a serial number leave S N code blank and proceed to the amount Then 4 to post when finished APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 23 May 03 VENDOR 10035 AMERICAN EXPRESS INVOICE 15888835 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 3 4042001 80 36 80 36 DESCRIPTION MEALS APPARATUS COMMENT JOHN MEALS CONWAY PIRE S N CODE EXP EXPENSE S N KEY EON COMPUMP 127232 DEBITS CREDITS 1 206000 A P REGULAR 648 36 2 4041001 TRAVEL APPARATUS 568 00 ENTER LINE T AX
43. for a vendor range of vendors or all vendors Run menu SAP09 choice 6 to Un Release Invoices for Payment SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 22 May 03 1 CWW DS SsAPO9 ENTER SELECTION NUMBER 11 18 33 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Release Invoices For Payment 2 Payment Release Review Report 3 Check Writer 4 Manual Check Entry For Invoices On File 5 Manual Check Entry Without Invoices Type ALL or from to vendor numbers to un release invoices for and ENTER Then Y and ENTER to confirm un release APO9I CW REALTIME SOFTWARE CORP UN RELEASE INVOICES FOR PAYMENT 06 Oct 04 CHECKS FROM TO 1 VENDOR RANGE ALL ARE YOU SURE YOU WANT TO UN RELEASE THESE RECORDS NOTE OPEN A P INVOICE RECORDS WILL NOT BE DELETED PAYMENT RELEASE FLAGS WILL JUST BE REMOVED FOR A FUTURE RELEASE y ENTER LINE TO CHANGE TO VOID OR RTN TO CONTINU E You can now return to the beginning of this section to start the release process over Realtime Software Corporation Page 53 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual Run menu SAP09 choice 3 to for Check Writer
44. is a default g l account The a p invoice entry program without purchase order will default the debit entry to this account Typically used for items such as rent utilities or other recurring type payables You can always override this account to a different one if needed when entering the invoice Onetime Vendor designates this vendor to have sub vendors associated with it See the Onetime Vendor Section of this manual for further details Typically one vendor in the system is set up using this flag After filling in the information at the bottom of the screen type C for credit to enter information on the credit screen VMO1 VEND OB WN ER ENT CW REALTIME SOFTWARE CORP VENDOR MASTER MAINTENANCE 20 May 03 OR 20099 STANDARD MFG 303 555 6848 ACCT AT VENDOR LAST PURCH DATE INACTIVE Y NULL A P BALANCE 0 00 1099 ID PREPAYMENT AMT TERMS CODE 30 OPEN P O AMT PAYMENT HOLD OPEN A P AMT CHK ADD SUFFIX YTD 1099 AMT YTD P O AMT LYR P O AMT YTD AMOUNT PAID LYR AMOUNT PAID YTD DISC TAKEN LYR DISC TAKEN YTD DISC LOST LYR DISC LOST YTD INV PAID YTD AVG DAYS TO PAY 0 ER INF O TO POST OR RIN FOR MAIN Line 3 terms code This field has nothing to do with calculating the due dates of a p invoices entered just information related to quick pay discount days and quick pay discount percentages Type A and ENTER to post and u
45. that has been flagged as a onetime vendor you will see the following screen displayed for input of the name and address for the check You have several options here N input the name and address for a new payee f lookup a customer and use their name and address lookup a previous onetime payee void the process of entering a check to miscellaneous vendor You will have the opportunity to override the name and address fields If you select N the system will assign the payee a sequential onetime vendor number APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 07 Oct 04 WITHOUT INVOICES BANK 01 BANK CODE 01 VENDOR TEST TEST VENDOR WITH LONG NAME ENTER A N FOR A NEW ONETIME VENDOR TO ENTER LOOKUP A CUSTOMER OR A TO LOOKUP PREVIOUS ONETIME VENDORS PREVIOUS SCREEN Realtime Software Corporation Page 63 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Once a payee has been entered you will be returned to the check entry screen Fill in prompts as required If you are going to instant print a laser check make sure the check number agrees to the number of the check loaded into the printer Date defaults to current but can be changed You will then be asked if this is a prepayment chec
46. to the prepayment check prompt unless you are sending in a deposit or downpayment APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 WITHOUT INVOICES BANK 01 REG CHECKING ACCOUNT VENDOR THE PRINT SHOPPE CHECK ee CHECK DATE 05 22 03 CHECK AMOUNT 35 00 REFERENCE NUMBER PO 1845 1099 FLAG IS THIS CHECK FOR A PREPAYMENT Y N N You can distribute the check amount over multiple general ledger accounts Realtime Software Corporation Page 57 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 WITHOUT INVOICES BANK REG CHECKING ACCOUNT VENDOR THE PRINT SHOPPE CHECK CHECK DATE 05 22 03 CHECK AMOUNT 35 00 REFERENCE NUMBER PO 1845 1099 FLAG G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 DEBITS CREDITS 1 2 ENTER TO CHANGE I NSTANT PRINT O NETIME P AGE TO VOID TO POST If you are recording a manually written check type and ENTER to post APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 WITHOUT INVOICES
47. y TEXT to search for partial EXACT spelling of a name 24 NUMBER to search by phone number VEND to search SHIP FROM entries 2 VENDOR To See an Index By Vendor Number VENDOR NAME To See an Index By Vendor Name VM01Q CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 Seq Vendor Number Searching on EMERGENC 1 EASTERN EMERGENCY SERVICES SEM 10171 FAYETTEVILLE NC 3 EMERGENCY APPARATUS DESIGN IN 10195 KERNERSVILLE NC 4 MUNICIPAL EMERGENCY SERVICES 10367 PALATINE IL 5 NATIONAL EMERGENCY 10405 ANNANDALE VA 6 SANDHILLS EMERGENCY SER 10522 LUMBERTON NC 7 SOUTHEASTERN EMERGENCY EQUIPME 10548 WAKE FOREST NC 8 SOUTHEASTERN EMERGENCY 10551 WAKE FOREST NC 9 SUPERIOR EMERGENCY VEHICLES 10582 RED DEER ALBERTA 10 EMERGENCY VEHICLES OF TEXAS 21261 FORT WORTH TEXAS Enter Seq To Exit PB Page Back C Change Search or RTN to page 2 Realtime Software Corporation Page 6 Accounts Payable Operations Manual v2 0 fi P g Realtime Software Corporation Accounts Payable Operations Manual Type the sequence number located to the left of the selection you want you want and ENTER VM010 CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 VENDOR 10194 NAME
48. 00 ENTER S ERIAL S T AX ANALYSIS F UTURE DATING VOID OR RIN TO CONT E Realtime Software Corporation Page 20 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ENTER to continue to g l account entry The total amount of the invoice will load automatically against the first G L account line If the entire invoice amount is not going to just one account change the amount and then enter the next GL account and amount until the balance to distribute is zero APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF INVOICE 185532 BALANCE TO G L ACCOUNT AMOUNT DISTRIBUTE ENTER 2 5700003 384 45 DESCRIPTION INSURANCE HEALTH PARTS COMMENTS mea eins thd io ad ita acid S N CODE S N KEY DEBITS CREDITS 1 206000 A P REGULAR 384 45 ENTER LINE T AX ANALYSIS H EADER TO VOID P AGE OR TO POST If you already have a default GL account loaded in the vendor account it will pre load automatically If you know the G L account you can type it and ENTER If you need to search a GL you can type with as many starting digits as you know it starts with all expenses start with 5 in this case APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST
49. 01 6 047922 04 29 03 50 000 00 01 7 047921 04 29 03 106 552 71 01 8 047865 04 23 03 785 74 01 9 047787 04 16 03 Ia LS 01 10 047762 04 15 03 993 830 75 01 11 047760 04 11 03 113 388 00 01 12 047756 04 10 03 3 757 16 01 13 047711 04 10 03 0 00 01 14 047644 03 31 03 844 91 01 15 047565 03 26 03 1 350 67 01 ENTER P AGE PB PAGE BACK SEQ BK CHECK TO VOID o ooo AP16F CW REALTIME SOFTWARE CORP VENDOR PAYMENT INQUIRY 20 May 03 LYR AMT PAID VEND 10194 EMERGENCY ONE INC YTD AMT PAID 1 087 566 33 INVOICE INVOICE INVOICE CHECK CHECK BK CHECK DISCOUNT PAY DATE NUMBER AMOUNT NUMBER DATE CD AMOUNT TAKEN DAYS PF 05 06 03 10061750 66 42 048098 05 08 03 01 65 76 0 66 2 Y 05 06 03 10061750 66 42 048019 05 08 03 01 66 42 2 Y 05 06 03 10061749 477 10 048098 05 08 03 01 472 33 4 77 2 Y 05 06 03 10061749 477 10 048019 05 08 03 01 477 10 2 Y 05 05 03 10061701 58 36 048098 05 08 03 01 57 78 0 58 3 Y 05 05 03 10061701 58 36 048019 05 08 03 01 58 36 3 Y 05 05 03 10061700 18 88 048098 05 08 03 01 18 69 0 19 3 Y 05 05 03 10061700 18 88 048019 05 08 03 01 18 88 3 Y 05 05 03 10061699 165 34 048098 05 08 03 01 163 69 65 3 Y 05 05 03 10061699 165 34 048019 05 08 03 01 165 34 3 Y 05 05 03 10061697 194 20 048098 05 08 03 01 192 26 1 94 3 Y 05 05 03 10061697 194 20 048019 05 08 03 01 194 20 3 Y 05 05 03 10061696 131 23 048098 05 08 03 01 129 92 31 3 Y 05 05 03 10061696 131 23 048019 05 08 03 01 131 23 3 Y ENTER P AGE PB PAGE BACK FOR
50. 35687 RECEIVING REPORT NO 151134 INVOICE AMOUNT VENDOR NO 10208 FEDERAL SIGNAL CORP TOTAL P O INVOICE NO 3589992 INVOICE DATE 05 15 03 REMING TO BAL SEO LINE OTY QTY PURCHASE NO ITEM NO ITEM DESC SEL ORDERED RECEIVED PRICE 001 FED GS5 FLUSH MOUNT S X 6 6 49 68 002 FED SY12FS SENTRY ROTATO X 2 2 42 75 003 FED SPS 8 8 OUTLET POWE X 1 il 335 94 004 FED FHL2 FLASHER X 1 1 35 44 005 FED 601341 FEDERAL STROB X 6 6 15 00 ENTER LINE TO CHANGE TO VOID P TO PAGE RTN TO CONTINUE 07 Oct 04 857 83 844 96 12 87 PURCHAS AMOUNT Gl 298 08 85 50 335 94 35 44 90 00 Realtime Software Corporation Page 31 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual T APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 URCHASE ORDER NO 135687 P RECEIVING REPORT NO 151134 INVOICE AMOUNT 857 83 VENDOR NO 10208 FEDERAL SIGNAL CORP TOTAL P O 844 96 INVOICE NO 3589992 INVOICE DATE 05 15 03 REMING TO BAL 12 87 SEQ LINE QTY QTY PURCHASE PURCHASE NO ITEM NO ITEM DESC SEL ORDERED RECEIV
51. 4 Payment History Purge 5 Vendor Payment Display 6 A P Check Inquiry Type the bank code and ENTER lookup is available Type the check number and ENTER AP16H CW REALTIME SOFTWARE CORP A P CHECK INQUIRY 06 Oct 04 1 ENTER BANK CODE X 2 ENTER CHECK NUMBER X The regular check inquiry screen is displayed including the option to branch out to view the underlying a p invoices that were paid with the check AP16H CW REALTIME SOFTWARE CORP VENDOR CHECK INQUIRY 06 Oct 04 LYR AMT PAID VEND 2 VENDOR 2 YTD AMT PAID 64 331 32 CHECK CHECK DT CHECK AMOUNT BC MCF CLR DATE 222222 04 26 04 2 020 20 01 P ENTER I NVOICES O NETIME VENDOR INFO RIN TO EXIT Realtime Software Corporation Page 16 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE C INVOICE ENTRY WITHOUT PO 1 REGULAR A P INVOICE ENTRY Type the Screen Jump AP at any menu to enter A P invoices that do not have purchase orders APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR XXXXXX NNN Type followed by part of vendor name to search APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 ENDOR BEST NNN lt Then select the numb
52. 9 for Accounts Payable Select 6 for Cash Requirements and then 1 for report This is a good report to run for previewing what a check run would include based on due date parameters If an invoice has been entered with future payments only those payments that meet the criteria will be included From this report you can release invoices for payment and then delete or add to those invoices as needed 1 CWW SA P HS Daily Invoice Register SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 22 May 03 DS ENTER SELECTION NUMBER 6 10 26 48 FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Vendor 2 Vendor Processing Payables 3 Invoice Processing 4 5 Cash Management Disbursements Period End Year End History Invoice Adjustment Voids Processing 7 Payment Hold Reverse Hold 8 Open Invoice Reports 9 Invoice Payment Processing 10 Daily Check Register 11 Voided Check Processing 12 Accounts Payable Trial Balances 13 Period End Check Register 14 Check Reconciliation Processing 15 Year End Processing 16 Payment History Processing Select ALL vendors and insert due date FROM and TO If you want to pick up all previous due dates leave FROM blank ENTER to run the report Realtime Software Corporation Page 47 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operati
53. ANALYSIS H EADER TO VOID P AGE OR TO POST Realtime Software Corporation Page 25 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual To enter an A P invoice that adds value begin the same way as above until you reach the S N code Then type ADD for the code then the serial record APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 23 May 03 VENDOR 10237 FOX INTERNATIONAL CONTACT TITLE PHONE ACCT AT VENDOR TERMS DISCOUNT PERCENT 0 000 DAYS 0 DAY MON DUE DAYS 30 DAY MON 1 INVOICE 385116 2 INVOICE DATE 05 23 03 3 AMOUNT DUE 200 00 4 TAX AMOUNT 5 DISCOUNTABLE AMT 200 00 PRODUCT AMOUNT 200 00 6 TERMS DISC 0 00 NET AMOUNT 200 00 7 DISCOUNT DATE 05 23 03 10 DESCRIPTION APPARATUS FRT 8 DUE DAYS DATE 06 22 03 11 HOLD STATUS 9 TRANSACTION DATE 05 23 03 12 1099 INVOICE E 13 CUST P O ENTER S ERIAL S T AX ANALYSIS VOID OR RIN TO CONT If a serial record is entered that is already invoiced to the customer it will warn you with a message that the apparatus is not on hand The inventory must be in stock and not billed to the customer yet to enter an ADD type of cost that increases the cost value of the truck Be sure all costs of this type are entered before billing the truck to the customer
54. CORP A P INVOICE INQUIRY 20 May 03 VENDOR NO 10194 EMERGENCY ONE INC INVOICE NO 10061410 P O NUMBER 135840 INVOICE DATE 04 29 03 AMOUNT PAID 0 00 INVOICE AMOUNT 121492 00 NET BALANCE 120277 08 ACCOUNT NUMBER DESCRIPTION AMOUNT 206000 A P REGULAR 121 492 00 135010 INVENTORY APPARATUS 121 492 00 ENTER FOR NEXT INVOICE P TO PAGE ACCOUNT NUMBERS S ERIAL S SP SERIAL S PAID RIN TO REDISPLAY HEADER Other inquiries that you will use at the first vendor inquiry screen are CH for check history PH for payment history PO for purchase order display and APH for all A P invoices both paid and unpaid Listed below are the results of each one of these inquiries Realtime Software Corporation Page 11 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual AP16G CW REALTIME SOFTWARE CORP VENDOR CHECK INQUIRY 20 May 03 LYR AMT PAID VENDE 10194 EMERGENCY ONE INC YTD AMT PAID 1 087 566 33 SEQ CHECK CHECK DT CHECK AMOUNT BC MCF CLR DATE 1 048155 05 08 03 103 814 37 01 2 048098 05 08 03 2 075 71 01 3 048019 05 08 03 2 094 02 01 4 047990 05 02 03 8 077 80 01 5 047942 05 02 03 0 00
55. Company 1 Company Processing Vendor 2 Vendor Processing Payables 3 Invoice Processing 4 Daily Invoice Register 5 Invoice Adjustment amp Voids Processing Cash Management 6 Cash Requirement Reports 7 Payment Hold Reverse Hold 8 Open Invoice Reports Disbursements 9 Invoice Payment Processing 10 Daily Check Register 11 Voided Check Processing Period End 12 Accounts Payable Trial Balances 13 Period End Check Register 14 Check Reconciliation Processing Year End 15 Year End Processing History 16 Payment History Processing Type Y and ENTER to process Select a printer and ENTER Review the register and if acceptable type Y and ENTER AP10 CW REALTIME SOFTWARE CORP DAILY CHECK REGISTER 06 Oct 04 THIS IS THE DAILY CHECK REGISTER WHEN IT IS FINISHED YOU WILL BE ASKED IF IT IS ACCEPTABLE OR NOT Select DEL ETE PROFILE OR Y TO EXECUTE Review the register and if acceptable type Y and ENTER Realtime Software Corporation Page 68 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE G RECURRING INVOICES At Accounts Payable menu select 3 and then 3 again to set up recurring invoices These would be invoices that recur every month such as loan lease or rental payments
56. E CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF CONTACT X 123 WEST SOUTH STREET TITLE APARTMENT 7 8THS PHONE 111 222 3333 COON RAPIDS MN 12345 ACCT AT VENDOR 100001 TERMS DISCOUNT PERCENT DAYS DAY MON DUE DAYS 10 DAY MON 1 INVOICE 2 INVOICE DATE 3 AMOUNT DUE 384 45 4 TAX AMOUNT 5 DISCOUNTABLE AMT PRODUCT AMOUNT 384 45 6 TERMS DISC NET AMOUNT 384 45 7 DISCOUNT DATE 10 DESCRIPTION NEW STUFF FOR BLDG 8 DUE DAYS DATE 10 10 04 11 HOLD STATUS 9 TRANSACTION DATE 09 30 04 12 1099 INVOICE 13 CUST P O ENTER S ERIAL S T AX ANALYSIS F UTURE DATING VOID OR RIN TO CONT Realtime Software Corporation Page 18 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Notice that the due date fills in automatically based on the vendor being set up with 10 due days If prompt 8 is called up the user can enter either a number of days if invoice is do in 60 days you can enter 60 or the user can override the actual date Line 10 description is not required and generally is left blank if it is parts or purchase order related When you type into this field it will print on the check when paid If this invoice is for payment of serialized inventory received other than by PO and you want to link serial number records to this invoice you can do so here Type Sa Type the nd ENTER combinations and ENTER After you have entered the las
57. E PGM SOURCE APO3A DUE DATE 04 27 03 DESCRIPTION TRANSACTION DATE 04 26 03 HOLD STATUS ENTERED DATE 04 26 03 1099 INVOICE LAST PAY DATE 05 02 03 ORIG VENDOR ORIG TRAN DATE ORIG INVOICE HISTORY ENTER S ERIAL S SP SERIAL S PAID A CCOUNT DISTRIBUTION 1 TEMS PH PAYMENT HISTORY OR RTN FOR NEXT INVOICE A AP15E CW REALTIME SOFTWARE CORP A P INVOICE INQUIRY 22 May 03 VENDOR NO 11265 RINGGOLD FIRE amp RESCUE INVOICE NO 042503 P O NUMBER INVOICE DATE 04 26 03 AMOUNT PAID 100 00 INVOICE AMOUNT 100 00 NET BALANCE 0 00 ACCOUNT NUMBER DESCRIPTION AMOUNT 206000 A P REGULAR 100 00 5360008 DONATIONS 100 00 If there is more than one invoice you ll need the GL s for all of them Now back to the void check if you answered N to re enter invoice in payables AP11A CW REALTIME SOFTWARE CORP VOIDED CHECK ENTRY 22 May 03 BANK 01 REG CHECKING ACCOUNT 1099 CHECK 047984 VENDOR 11265 RINGGOLD FIRE amp RESCUE AMOUNT 100 00 CHECK DATE 05 02 03 DISC TAKEN 0 00 REASON CD WD VOIDED CHECK DISC LOST 0 00 DO YOU WANT TO PUT INVOICES BACK INTO OPEN A P Y N N G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER DEBITS CREDITS ENTER RC TO CHANGE REASON CODE LINE TO CHANGE P TO PAGE TO VOID C TO CANCEL TO POST Realtime Software Corporation Page 78 Accounts Payable Operations Manua
58. ED PRICE AMOUNT 004 FED FHL2 E 1 1 35 44 35 44 FLASHER 001 FED GS5 FLUSH MOUNT S X 6 6 49 68 298 08 002 FED SY12FS SENTRY ROTATO X 2 2 42 75 85 50 003 FED SPS 8 8 OUTLET POWE X 1 1 335 94 335 94 004 FED FHL2 FLASHER X 1 1 35 44 35 44 005 FED 601341 FEDERAL STROB X 6 6 15 00 90 00 ENTER LINE TO CHANGE TO VOID P TO PAGE RTN TO CONTINUE 4 AP03E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 PURCHASE ORDER NO 135687 RECEIVING REPORT NO 151134 INVOICE AMOUNT 857 83 VENDOR NO 10208 FEDERAL SIGNAL CORP TOTAL P O 809 52 INVOICE NO 3589992 INVOICE DATE 05 15 03 REMING TO BAL 48 31 SEQ LINE QTY OTY PURCHASE PURCHASE NO ITEM NO ITEM DESC SEL ORDERED RECEIVED PRICE AMOUNT 001 FED GS5 FLUSH MOUNT S X 6 6 49 68 298 08 002 FED SY12FS SENTRY ROTATO X 2 2 42 75 85 50 003 FED SPS 8 8 OUTLET POWE X 1 1 335 94 335 94 005 FED 601341 FEDERAL STROB X 6 6 15 00 90 00 ENTER LINE TO CHANGE TO VOID P TO PAGE RIN TO CONTINU E In this case there is also a difference in one of the part number prices We can adjust for this by again using the HN option and changing the purchase price to agree with the invoice cost The system will generate an automatic adjustment to correct the item s FIFO LIFO string if the item is still on hand AND you are using FIFO or LIFO costing methods or it will charge the Price Variance account The Price Variance account is designated in the product group table
59. ENDOR CHECK INQUIRY 07 Oct 04 VEND Test TEST VENDOR WITH LONG NAM ONETIME VENDOR NAME CHECK 323235 CHK DT 09 30 04 3455 Bank Of Hawaii BANK CODE 01 CHK AMT 100 000 00 A P BAL 9 893 512 31 INVOICE CHECK AMOUNT DISCOUNT INVOICE INVOICE TRANS VENDOR SQ NUMBER AMOUNT PAID USED AMOUNT DATE AMOUNT DATE PO NMBR 1 u00051 100 000 00 100 000 00 10 07 04 100 000 00 ENTER P AGE PB PAGE BACK SEQ INVOICE O NETIME TO VOID rer In addition this check was for a prepayment note the sequential U invoice number similar to unapplied cash deposits This check created a p invoice U00051 that is a prepayment and available for release when it needs to be applied to the actual invoice received AP16G CW REALTIME SOFTWARE CORP VENDOR CHECK INQUIRY 07 Oct 04 VEND Test TEST VENDOR WITH LONG NAM CHECK 323235 CHK DT 09 30 04 BANK CODE 01 CHK AMT 100 000 00 A P BAL 9 893 512 31 RIN TO CONTINUE o Note the display of the onetime vendor number and name in a p invoice inquiry from within vendor inquiry or from menu SAP03 13 Realtime Software Corporation Page 66 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual
60. FILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER SORT METHOD C 1 BY VENDOR BY INVOICE 2 ENTER VENDOR SELECTION I 3 ENTER INVOICE CRITERIA Cc 3 OPEN INVOICES NOT ON HOLD 4 INCLUDE SERIAL NUMBERS C Y INCLUDE SERIAL NUMBERS Select S AVE DEL ETE PROFILE E XPORT OR Y TO EXECUTE PROFILE EW SAVE PROFILE WITH S OPTION n zZ Realtime Software Corporation Page 88 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Option 12 of the Accounts Payable Menu SA P will either give you a report to the screen by individual vendor or a report to the printer of all your vendors based on your parameters SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 29 May 03 11 CWW DS SA P ENTER SELECTION NUMBER 12 12 25 44 HS FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Vendor 2 Vendor Processing Payables 3 Invoice Processing 4 Daily Invoice Register 5 Invoice Adjustment amp Voids Processing Cash Management 6 Cash Requirement Reports 7 Payment Hold Reverse Hold 8 Open Invoice Reports Disbursements 9 Invoice Payment Processing 10 Daily Check Register 11 Voided Check Processing Period End 13 Peri
61. IPTION B 0 Select Printer 1 Cleared Check Entry 2 Check Reconciliation Reports 4 Purge A P Check Reconciliation History File AP14C CW REALTIME SOFTWARE CORP CLEARED CHECK REGISTER 23 May 03 DO YOU WISH TO RUN THE REGISTER Y N S LEEP KEk REGISTER NOW BEING PROCESSED KER 404 7 items selected out of 413 items NOTE IF ACCEPTED UPDATES WILL TAKE PLACE AND REGISTER CAN NOT BE RERUN The final step to bank reconciliation is to run the report of open checks see the instructions at the beginning of this section for the month that have not cleared the bank Again the date will be the date of the Accounts Payable month end This will be the amount entered on your bank reconciliation for outstanding checks not clearing the bank yet Realtime Software Corporation Page 86 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE J REPORTS 1 OPEN INVOICE REPORT At the Accounts Payable Menu SA P select 8 for Open Invoice Reports Accou ELECTION NUMB SCREEN CW REALTIME SOFTWARE CORP 11 CWW SA P ENTER S HS FUNCTION NMBR 0 Company 1 Vendor 2 Payables 3 4 5 Cash Management 6 7 Disbursements 9 10 11
62. If it is an on hand serialized item the variance will be reflected as an added value adjustment to the serial master record Realtime Software Corporation Page 32 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 PURCHASE ORDER NO 135687 RECEIVING REPORT NO 151134 INVOICE AMOUNT 857 83 VENDOR NO 10208 FEDERAL SIGNAL CORP TOTAL P O 844 96 INVOICE NO 3589992 INVOICE DATE 05 15 03 REMING TO BAL 12 87 SEQ LINE QTY OTY PURCHASE PURCHASE NO ITEM NO ITEM DESC SEL ORDERED RECEIVED PRICE AMOUNT 003 FED SPS 8 X 1 1 337 81 335 94 8 OUTLET POWE 001 FED GS5 FLUSH MOUNT S X 6 6 49 68 298 08 002 FED SY12FS SENTRY ROTATO X 2 2 42 75 85 50 003 FED SPS 8 8 OUTLET POWE X 1 1 335 94 335 94 004 FED FHL2 FLASHER X 1 1 35 44 35 44 005 FED 601341 FEDERAL STROB X 6 6 15 00 90 00 ENTER LINE TO CHANGE TO VOID P TO PAGE RTN TO CONTINUE 3 This will leave us with an 11 00 variance representing freight charges You can leave it alone and accept the variance or select 14 and input the 11 00 to balance the header Here we will accept the variance
63. K AMOUNT 100 000 00 REFERENCE NUMBER PPY 123456 1099 FLAG G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 COMMENT DEBITS CREDITS 12000 2 100 000 00 ENTER TO CHANGE I NSTANT PRINT O NETIME P AGE TO VOID TO POST Realtime Software Corporation Page 61 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 5 ONETIME VENDOR A vendor may be specified as a Onetime Vendor during vendor maintenance by entering a Y in the field and posting the record VMO1 CW REALTIME SOFTWARE CORP VENDOR MASTER MAINTENANCE 07 Oct 04 VENDOR Test 1 NAME TEST VENDOR WITH LONG NAME 13 START DATE 04 30 01 2 ADDRESS 1 HERE 14 LINE ITEM TAX CD 81975 3 ADDRESS 2 THERE 15 ACCT AT VENDOR 1234567890 4 CITY ANYWHERE 16 DUE DAYS 30 5 STATE COUNTY TX OR DAY OF MONTH 6 ZIP POST 75234 17 VENDOR CLASS 001 7 COUNTRY USA 18 G L ACCT 8 PHONE 847 123 4567 10000000000000000001 9 FAX NUMBER 847 987 6543 19 PRIMARY EMAIL ADDRESS 10 CONTACT JOE BOB BRIGGANND SR JO YOMAMA COM 11 TITLE COLLECTIONS MANAGER 12 SHIP VIA 20 ONETIME VENDOR Y ENTER C REDIT SCREEN TO VOID D ELETE I NDEX N EXT P REV INF O A OR RIN TO POST You are
64. LTIME SOFTWARE CORP A P INVOICE INQUIRY 19 Jun 03 VENDOR NO 10115 CLASS 1 CONTACT SALES TITLE 5794 COLLECTION CENTER DR PHONE 800 553 3569 CHICAGO IL 60693 ACCT AT VENDOR P O NUMBER INVOICE NO RECEIVER NUMBER INVOICE DATE 05 08 03 INVOICE AMOUNT 940 36 AMOUNT PAID TAX AMOUNT NET BALANCE 940 36 DISCOUNTABLE AMT 940 36 DISCOUNT TAKEN TERMS DISCOUNT 0 00 DISCOUNT LOST NET AMOUNT 940 36 DISCOUNT BALANCE 0 00 DISCOUNT DATE 05 08 03 PGM SOURCE APO3A DUE DATE 06 07 03 DESCRIPTION TRANSACTION DATE 05 08 03 HOLD STATUS ENTERED DATE 05 08 03 1099 INVOICE LAST PAY DATE ORIG VENDOR ORIG TRAN DATE ORIG INVOICE OPEN A P ENTER S ERIAL S SP SERIAL S PAID A CCOUNT DISTRIBUTION 1 TEMS F UTURE DATING PH PAYMENT HIST U SER HIST OR RIN FOR NEXT Realtime Software Corporation Page 15 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 3 A P CHECK INQUIRY The A P check inquiry program SAP16 6 allows a user to lookup a p checks even if they don t know the vendor it was written to SCREEN CW REALTIME SOFTWARE CORP Payment History Processing 06 Oct 04 1 BCP TEST6 KAS SAP16 ENTER SELECTION NUMBER 6 19 55 08 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Vendor Invoice Payment Inquiry 2 Payment History Report For Checks 3 Payment History Report For Invoices
65. LUED R ENTER RANGE OF DATA You can select all vendors or range of vendors or individual vendors can be multiple APO9A CW REALTIME SOFTWARE CORP RELEASE INVOICES FOR PAYMENT 06 Oct 04 ENTER PROFILE TO USE DESC 1 ENTER SELECTION NUMBER Cc 3 MANUAL RELEASE 2 ENTER VENDOR CLASS A 3 ENTER VENDOR NUMBERS ENTER DATA TYPE FROM THE FOLLOWING LIST A SELECT ALL DATA I INDIVIDUAL DATA ENTRY MULTIVALUED N INDIVIDUAL DATA ENTRY NOT EQUAL TO MULTIVALUED R ENTER RANGE OF DATA Input the discount date range and ENTER Realtime Software Corporation Page 49 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual APO9A CW Ss 0 NP REALTIME T SOFTWARE ENTE ROFILE ENT ENT ENT ER ER ER EL EN EN V V TO ECTION N DOR CLASS DOR NUMBERS USE UMB ea EASE MANUAL INVOICES FOR PAYMENT T H RE EASE T 06 Oct 04 TO ENTER D FOR SPECIFIED DATE O FOR AN OFFSET FRO
66. M CURRENT DATE S TO INPUT A SPECIAL DATE CODE C FOR CURRENT DATE OR NULL TO SKIP Input the due date and ENTER APO9A CW REALTIME SOFTWARE CORP RELEASE INVOICES FOR PAYMENT 06 Oct 04 ENTER PROFILE TO USE DESC 1 ENTER SELECTION NUMBER Cc 3 MANUAL RELEASE 2 ENTER VENDOR CLASS A 3 ENTER VENDOR NUMBERS A 4 ENTER DISCOUNT DATE RD TOC 10 06 04 ER D FOR SP ro aH CIFI ED DATE TO INPUT A SE P ECIAL DAT a B O r FOR AN OFFS ney ET FROM FOR CURR ENT DATE CURRI OR ENT DATE NULL TO SKIP Input the as of discount date and ENTER Then Y and ENTER to release the invoices Realtime Software Corporation Page 50 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual APO9A CW REALTIME SOFTWARE CORP RELEASE INVOICES FOR PAYMENT 06 Oct 04 ENTER PROFILE TO USE DESC ELECTION NUMBI ENDOR CLASS ENDOR NUMBERS ISCOUNT DATE UE DATE 3 MANUAL RELEASE mi W D TO C 10 06 04 C 10 06 04 ae wn a ZZBZZZ HHHHH Dm dW VU lt lt 0 XDD Pad ENTER D FOR SPECIFIED DATE O FOR AN OFFSET FROM CURRENT DATE S TO INPUT A SPECIAL DATE CODE C FOR CURRENT DATE OR NULL TO
67. MAT S SUMMARY 3 ENTER VENDOR CLASS A Accounts Payable Operations Manual v2 0 Realtime Software Corporation Page 93 Realtime Software Corporation Accounts Payable Operations Manual Option 4 on this screen has many practical applications especially for those users who hold their accounts payable open after period end Y Yes Most users who close their accounts payable at period end use this option Since the application is being closed they want to include all invoices entered and reconcile this figure to their general ledger Also 1f this option is used at any time during the period 1t should acurately reflect all open a p invoices in the system N No This is often used on systems where accounts payable is left open but users want to see what their open accounts payable was at period end WARNING this will not give accurate results if payments have been processed see option R below R Regenerate This option is widely used on systems where the accounts payable module is left open past period end or whenever a historical trial balance needs to be reprinted This option takes into account whether or not the invoice entered has a transaction date less than or equal to the as of date regardless of which period it was entered into the system Furthermore it adds back invoices that were entered before the as of date but subsequently paid It also excludes invoices entered after the as of dat
68. P TEST6 KAS SAPO5 ENTER SELECTION NUMBER 13 20 40 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Invoice Adjustments Entry 2 Invoice Adjustments Register You will then be prompted for the vendor number and invoice number to change APO5C CW REALTIME SOFTWARE CORP CHANGE A P NUMBER 21 May 03 ENTER VENDOR NUMBER Gb e eeeddbnwe enue ENTER INVOICE NUMBER APO5C CW REALTIME SOFTWARE CORP CHANGE A P NUMBER 21 May 03 ENTER VENDOR NUMBER 10470 ENTER INVOICE NUMBER 17749 ENTER NEW VENDOR NUMBER 10470 ENTER NEW INVOICE NUMBER 17748 In this case the vendor number is correct but the invoice number needs to be changed APO5C CW REALTIME SOFTWARE ENTER VENDOR NUMBER ENTER INVOICE NUMBER ENTER NEW VENDOR NUMBE R ENTER NEW INVOICE NUMB ER ARE YOU SURE YOU WANT TO PROC T CORP 10470 17749 17749 T ED WITH THIS CHANGE CHANGE A P NUMBER 21 May 03 CJ aJ In this case the vendor number is changed but the invoice number is correct After ENTER you will be asked if the changes are correct Answer Y if correct N to to start over Realtime Software Corporation Page 45 Accounts Payable Operations Manual v2 0 fi Pp amp
69. P g Realtime Software Corporation Accounts Payable Operations Manual The credit screen has lots of handy data on both a current and historical basis open a p open p o YTD amount paid etc Notice that PREPAYMENT AMT is blank Prepayments are now stored as negative a p invoice records beginning with the letter U much the same as unapplied cash in the accounts receivable module These records can be selected for payment just like any other invoice eliminating the need to use the separate program to apply prepayments to invoices ENTER returns you to the main inquiry screen VM010 CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 VENDOR 10194 NAME EMERGENCY ONE INC START DATE ADDRESS 1 C O SUN TRUST BANK ACCT AT VENDOR 613198 ADDRESS 2 P O BOX 116135 DUE DAYS 30 CITY ATLANTA OR DAY OF MONTH STATE COUNTY GA VENDOR CLASS REG ZIP POST 30368 6135 LINE ITEM TAX CD COUNTRY ONETIME VENDOR PHONE 877 746 3663 FAX NUMBER 352 237 2999 CONTACT RJ JONES TITLE CRS SHIP VIA BEST WAY G L ACCT PO OPEN PO POH PO HIST CH CHECK HIST PH PMT HIST C REDIT U SER HIST TB TRIAL BAL AP OPEN AP APH AP HIST I NFO EF EMAIL FAX RTN Choices for further inquires are listed on the bottom of the screen to see open A P invoices that are unpaid Then ENTER atO for Oldest to Newest for Newest
70. RING INVOICE RELEASE 22 May 03 ENTER RECURRING INVOICE CLASS CODE TO BE RELEASED 25 ENTER RELEASE DATE 05 01 03 The invoice number is assigned automatically Releases ideally need to be done the first working day of the month The invoice date will default to that date Then the invoices will be ready to process for payment during the month based on the due date entered here AP03B CW REALTIME SOFTWARE CORP RECURRING INVOICE RELEASE 22 May 03 VENDOR 10107 CENTURA BANK CONTACT P O NO AL33568 TITLE P O BOX 1220 PHONE ROCKY MOUNT NC 27802 ACCT AT VENDOR TERMS DISCOUNT PERCENT 0 000 DAYS 0 DAY MON DUE DAYS 30 DAY MON INVOICE R100007 RELEASES AMOUNT 2 INVOICE DATE 05701703 MAXIMUM 8 3 AMOUNT DUE 525 00 ACTUAL TO DATE 4 TAX AMOUNT 5 DISCOUNTABLE AMT 525 00 PRODUCT AMOUNT 525 00 6 TERMS DISC 0 00 NET AMOUNT 525 00 7 DISCOUNT DATE 05 01 03 10 DESCRIPTION NOTE PYMT 8 DUE DATE 05 25 03 11 HOLD STATUS 9 TRANSACTION DATE 05 01 03 12 1099 INVOICE EN TER LINE TO CHANGE T FOR TAX ANALYSIS S TO SKIP E TO END TO POST RIN TO CONTINUE ENTER to continue if a GL account amount needs to be changed If not then to post Then the next invoice in the class C25 will appear Ma
71. Realtime Software Corporation Accounts Payable Operations Manual Ay VENDOR MAINTENANCE unicidad tada 1 INQUIRY PROGRAMS ssissoscicainndaicaeir read Aia 6 l VENDOR INQUIR Verona lies 6 2 A P INVOICE HISTORY INQUIRY enh aao o antee E a E E EEEE AE A AS E SE ERSE RERS 14 3 AIP CHECK INQUIRY aeiee a sae ok iii baa SE oan E SE 16 C INVOICE ENTRY WITHOUTP O cit ias 17 1 REGULAR A P INVOICE ENTRY sscessessscusstesigestet e pa stances cesetsnerbes osha tedsvessestavessgedvee toes SEDO easier 17 2 SPECIAL COSTING LINKED TO SERIAL RECORDS coooococccoccconocononnnconnnancnnnnnnnonnnconoco nono nooo nono ncnnnrnn cnn nrnnnnnncne ns 24 D INVOICE ENTRY WITH PO coa iaa 28 1 REGULAR INVOICE ENTRY WITH PO coenen trisiene o reas ches tees eenen era ioe reaS ciny Eto ESEE KoE o osre 28 2 CLEARING OFFSETTING RECEIVERS lionis sonona oiron ereot e eaS oE Ea Enea e Sp Te eoe E ER EE ESES 36 3 PREVIOUSLY ENTERED PAID WITHOUT PO casi iii 37 4 PO RECEIPTS MAINTENANCE cnn 38 E INVOICE ADJUSTMENTS utincaiinnn aio ai rio 42 1 ADJUSTING INVOICE DETAILS 000 cce rta r ee T E HAI ES ARE AT EE EE EERE ETE aR 42 2 CHANGING VENDOR OR INVOICE eee eceecceeeceseceecsseceecaeecseseseceaeeseesecesecaecsecnaecsuecsaecaaseneseaeeeeeseeeeeeee 45 PAYMENT PROCESSING nia a 47 1s CHECK WRITER CHECK RUNS jeee e resme eare ii cli 47 2 MANUAL CHECK INVOICES ON FILE syisscscccsscustcsssssscescsescetetssssoetepenesssssvesstessess jodaceavedsseeascesaenscenoso
72. Realtime Software Corporation Accounts Payable Operations Manual When all adjustments have been entered process the Invoice Adjustments Register on menu SAP05 choice 2 SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 07 Oct 04 17 CWW DS SAPO5 ENTER SELECTION NUMBER 13 26 30 HS FUNCTION NMBR DESCRIPTION 0 Select Printer l Invoice Adjustments Entry 3 Adjustments with Vendor Invoice Changes Type Y to execute This register must be run before processing any invoices for payment so it is usually run daily or after a large batch of invoices have been entered APO 5B CW R ENT EALTIME ER TO CHANG T SOFTWARE CORP INVOICE ADJUSTMENTS REGISTER E TO VOID OR ff TO EXECU TE 07 Oct 04 APO5B CW R EALTIME SOFTWARE CORP INVOICE ADJUSTMENTS REGISTER 07 Oct 04 NOTE IF ACCEPTED UPDATES WILL TAKE PLACE AND REGISTER CAN NOT BE RERUN IS THE REGISTER ACCEPTABLE Y N Realtime Software Corporation Page 46 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE PAYMENT PROCESSING 1 CHECK WRITER CHECK RUNS At the Business Control menu type
73. Reject Entry 5 Receipts Status Change Reject Report 6 Daily Purchase Order Receipts Register 7 Receipts Booked Distribution Report 8 P O Receipts Totals Maintenance 9 P O Receipts Totals Report 10 P O Receipts Pending Invoices Report 11 aterial Traveler Print 12 Partially Processed Receipts Status Report 13 P O Receipts Standard Cost Update 14 Open P O Receipts Rejection Inquiry 15 Purchase Order Receipts Reinstatement 16 Receiver Re Print Realtime Software Corporation Page 28 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual PO11B CW REALTIME SOFTWARE CORP PURCHASE ORDER RECEIPTS REPORT 07 Oct 04 0 ENTER PROFILE TO USE DAILY DESC DAILY BATCH 1 ENTER REPORT NUMBER OR ALL C 1 REPORT BY PURCHASE ORDER NUMBER ENTER S AVE PROFILE TO VOID OR TO EXECUTE E Then select 6 and type Y to execute SCREEN CW REALTIME SOFTWARE CORP Receipts Processing 07 Oct 04 17 CWW DS SPOLL ENTER SELECTION NUMBER 6 18 51 48 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Purchase Order Receipts Entry 2 Purchase Order Receipts Report 3 Status Analysis Report 4 Receipts Status Change Reject Entry 5 Receipts
74. Status Change Reject Report 7 Receipts Booked Distribution Report 8 P O Receipts Totals Maintenance 9 P O Receipts Totals Report 10 P O Receipts Pending Invoices Report 11 aterial Traveler Print 12 Partially Processed Receipts Status Report 13 P O Receipts Standard Cost Update 14 Open P O Receipts Rejection Inquiry 15 Purchase Order Receipts Reinstatement 16 Receiver Re Print PO11F CW REALTIME SOFTWARE CORP DAILY P O RECEIPTS REGISTER 07 Oct 04 ENTER TO CHANGE TO VOID OR Y TO EXECUTE p Realtime Software Corporation Page 29 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual When the PO pulls up correctly 1t will also show you the receiving report number which should match the number on your packing slip Sometimes there can be more than one receiving number for the same PO If more than one displays at this screen select the one you want or select all APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 07 Oct 04 PURCHASE ORDER NO 135687 RECEIVING REPORT NO 151134 Enter the information the same as A P invoices without PO s Be sure that the vendor tied to the PO is the correct one If you need to change the vendor to exit and follow the instructions in section D below to change a vendor for a PO receipt
75. TO VOID P TO PAGE TO POST 21 May 03 BALANCE DIST TO RIBUTE 0 00 CREDITS 325 00 To change a GL account typeA to enter a new line You cannot change the existing lines but you can do an opposite entry to the GL that is incorrect and then enter the correct one on yet another line Realtime Software Corporation Page 43 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual APOSA CW REALTIME SOFTWARE CORP VENDOR 10641 INVOICE 11760 1 206000 2 5100001 3 5100001 4 5100003 ENTER A TO ADD VERRAND G L ACCOUNT T FOR TAX A P ADV ANAL ENTER Da a REGULAR ADV ADV ERTISING APPA ERTISING APPA ERTISING PART TO VOID INVOICE ADJUSTMENTS ENTRY 21 May 03 EAUX VISUAL COMMUNICATIONS AMOUNT BALANCE TO DISTRIBUTE DEBITS CREDITS 325 00 325 00 RATUS 325 00 P TO PAGE TO POST Realtime Software Corporation Page 44 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 2 CHANGING VENDOR OR INVOICE To change vendor or invoice type SAPOS at any menu and select 3 SCREEN CW REALTIME SOFTWARE CORP Adjustments amp Voids Process 07 Oct 04 3 BC
76. TS CREDITS 1 105000 100 00 2 5360008 100 00 ENTER RC TO CHANGE REASON CODE LINE TO CHANGE P TO PAGE TO VOID C TO CANCEL TO POST E You will be taken back to the previous screen Select 2 to run the register then Y to execute SCREEN CW REALTIME SOFTWARE CORP Voided Check Processing 22 May 03 1 CWW DS SAP11 ENTER SELECTION NUMBER 16 36 25 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Voided Check Entry Realtime Software Corporation Page 79 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE I CHECK RECONCILIATION FOR BANK Select 14 from the Accounts Payable menu SA P to reconcile your checks with the bank SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 1 CWW SA P ENTER SELECTION NUMBER 14 FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Vendor 2 Vendor Processing Payables 3 Invoice Processing 4 Daily Invoice Register 5 Invoice Adjustment amp Voids Processing Cash Management 6 Cash Requirement Reports 7 Payment Hold Reverse Hold 8 Open Invoice Reports Disbursements 9 Invoice Payment Processing 10 Daily Check Register 11 Voided Check Processing Period End 12 Accounts Payable Trial Balances 13 Period End Check Register 14 Check Reconcilia
77. TUS ENTERED DATE 04 30 03 1099 INVOICE LAST PAY DATE 05 02 03 ORIG VENDOR ORIG TRAN DATE ORIG INVOICE ENTER S ERIAL S SP SERIAL S PAID A CCT DIST O N F UTURE DATING PH PAYMENT HIST U SER HIST OR CONTACT KIM GUTHRIE UIRY CRS Gl GI 135840 151854 OP 120277 20 May 03 352 861 3626 0 00 08 0 00 1214 92 ETIME RTN FOR Realtime Software Corporation Page 10 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual AP15E CW REALTIME SOFTWARE CORP A P INVOICE INQUIRY 20 May 03 VENDOR NO 10194 EMERGENCY ONE INC INVOICE NO 10061410 P O NUMBER 135840 INVOICE DATE 04 29 03 AMOUNT PAID 0 00 INVOICE AMOUNT 121492 00 NET BALANCE 120277 08 UNPAID SERIAL NUMBERS PART NUMBER DESCRIPTION SERIAL NUMBER EON COMPUMP COMM PUMPER 126497 ENTER FOR NEXT INVOICE P TO PAGE SERIAL NUMBERS A CCOUNT DISTRIBUTION RIN TO REDISPLAY HEADER To see GL account distribution type A at this screen or at the first screen of the invoice AP15E CW REALTIME SOFTWARE
78. TWARE CORP VENDOR MASTER MAINTENANCE 20 May 03 VENDOR 10020 AKRON BRASS COMPANY 800 228 1161 ACCT AT VENDOR LAST PURCH DATE 16 May 03 1 INACTIVE Y NULL A P BALANCE 15 305 16 2 1099 ID 35 1167154 PREPAYMENT AMT 3 TERMS CODE 30 OPEN P O AMT 11 126 86 4 PAYMENT HOLD OPEN A P AMT 15 305 16 5 CHK ADD SUFFIX YTD 1099 AMT 53 451 70 YTD P O AMT 5 oy 2552 27 LYR P O AMT YTD AMOUNT PAID 53 451 70 LYR AMOUNT PAID YTD DISC TAKEN 0 00 LYR DISC TAKEN YTD DISC LOST 0 00 LYR DISC LOST YTD INV PAID 56 YTD AVG DAYS TO PAY 32 ENTER INF O TO POST OR RIN FOR MAIN Either ENTER to return to first screen or to post To set up a new vendor type the Screen Jump VM At his point you have two options Use the COPY feature to copy vendor information from a similar existing vendor to a new vendor number Manually enter a new vendor number and vendor information Option 1 COPY function Type COPY and ENTER T VMO1 CW REALTIME SOFTWARE CORP VENDOR MASTER MAINTENANCE 20 May 03 VENDOR NNNNN NNN Enter COPY to copy from another vendor Enter VENDOR number or NAME to search for similar sounding names or 2 TEXT to search for partial EXACT spelling of a name NUMBER to search by phone number VEND to search SHIP FROM entries NDOR To See an Index By Vendor Number NDOR NAME To See an Index By Vendor Name Pee oe VG 2 V
79. UNT AMT NET AMOUNT DATE DUE DATE 131026 1 80 53 0 00 80 53 04 24 03 05 24 03 Run menu SAP09 choice 2 for Payment Release Report for final review SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 22 May 03 1 CWW DS SsAPO9 ENTER SELECTION NUMBER 11 18 33 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Release Invoices For Payment Check Writer Manual Check Entry For Invoices On File Manual Check Entry Without Invoices Un Release Invoices for Payment OO ws QU Run a previously stored profile or select a sort option and ENTER Then Y and ENTER to run APO9B CW REALTIME SOFTWARE CORP PAYMENT RELEASE REVIEW REPORT 06 Oct 04 ENTER PROFILE TO USE RTI DF DESC DEFAULT BY VENODR NAME _1 ENTER SORT OPTION C2 By Vendor Name 1 By Vendor Number 2 By Vendor Name By Vendor Number is the standard report selection Select S AVE DEL ETE PROFILE OR Y TO EXECUTE Realtime Software Corporation Page 52 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual If the release review report looks good proceed to Check Writer If the report has invoices you don t want to pay you can go back and manually release cancel invoices or you can Un release invoices
80. VENDOR OR FOLLOW Gl D BY START OF INVOICI ica Realtime Software Corporation Page 14 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Select the line number to the left to view the invoice AP03M CW REALTIME SOFTWARE CORP AP INVOICE INQUIRY 19 Jun 03 Display of the INVOICE AP XREF table by Invoice SQ Invoice Vendor P O Name Amount Date 1 1760 10115 cLASS1 940 36 05 08 03 2 17703 10470 THE PRINT SHOPPE 0 80 04 11 03 3 17748 10470 THE PRINT SHOPPE 10 75 04 28 03 4 17749 10470 THE PRINT SHOPPE 118 80 04 28 03 5 17963 10191 ELKHART BRASS MFG 241 79 03 19 03 6 18 10175 136332 EAGLE COMPRESSORS 73 91 04 16 03 7 180 10586 TAR RIVER KIWANIS 170 00 03 27 03 8 18019 10311 KEY PRINTING INC 171 14 04 30 03 9 18106 10191 ELKHART BRASS MFG 1 131 00 04 24 03 10 184172 10515 SOUTH PARK CORPORA 286 17 04 29 03 Ti 185532 10112 CIGNA HEALTH SOURC 12 186667 10576 136274 STRICKLAND EQUIPME 1 278 84 03 24 03 18 2 10194 135537 EMERGENCY ONE INC 0 00 03 17 03 C HANGE P AGE B ACK I NDEX T OGGLE R ETURN TO VOID SEQ 1 AP15E CW REA
81. e Realtime Software Corporation Page 94 Accounts Payable Operations Manual v2 0 fi Pp 8 Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE J REPORTS 3 HISTORY REPORTS Several historical reports are available on menu SAP13 These reports are strictly retrievals of historical data and no updating takes place when they are run They are designed to follow the same format as their original counterparts SCREEN CW REALTIME SOFTWARE CORP Period End Processing 07 Oct 04 4 BCP TEST6 KAS SAP13 ENTER SELECTION NUMBER 17 44 28 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Period End Check Register Realtime Software Corporation Page 95 Accounts Payable Operations Manual v2 0 fi Pp amp
82. e Corporation Page 74 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE H VOIDING CHECKS gt From the Accounts Payable menu select 11 for void check processing then 1 to enter void checks SCREEN CW REALTIME SOFTWARE CORP Accounts Payable 22 May 03 1 CWW DS SA P ENTER SELECTION NUMBER 11 15 02 44 AS FUNCTION NMBR DESCRIPTION 0 Select Printer Company 1 Company Processing Vendor 2 Vendor Processing Payables 3 Invoice Processing 4 Daily Invoice Register 5 Invoice Adjustment amp Voids Processing Cash Management 6 Cash Requirement Reports 7 Payment Hold Reverse Hold 8 Open Invoice Reports Disbursements 9 Invoice Payment Processing 10 Daily Check Register Period End 12 Accounts Payable Trial Balances 13 Period End Check Register 14 Check Reconciliation Processing Year End 15 Year End Processing History 16 Payment History Processing Enter the bank code check and reason for voiding check You will be asked if you want the A P invoice to be put back into open A P Answer Y if you do or N if it is not going to be reissued see below ENTER and the next screen will show the GL adjustment to the bank account and the payable account The invoice gets automatically put back on the vendor account exactly the way it was before it was paid Finish with Realti
83. e release or pay a partial amount But you have to look at every single invoice selected from your vendor and due date parameters Option 3 is manual You must select one vendor at a time and type one invoice at a time for release This is handy to pick up the few that may be missed from a due date selection or if you need to do a small check run for a very few invoices Realtime Software Corporation Page 48 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual APO9A CW REALTIME SOFTWARE CORP RELEASE INVOICES FOR PAYMENT 06 Oct 04 ENTER PROFILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER SELECTION NUMBER c 1 AUTO RELEASE AUTO RELEASE W OPERATOR ACTION 3 MANUAL RELEASE N ll You can select alll vendor classes or range of classes or individual classes can be multiple APO9A CW REALTIME SOFTWARE CORP RELEASE INVOICES FOR PAYMENT 06 Oct 04 ENTER PROFILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER SELECTION NUMBER C 3 ANUAL RELEASE ENTER DATA TYPE FROM TH FOLLOWING LIST E A SELECT ALL DATA I INDIVIDUAL DATA ENTRY MULTIVALUED N INDIVIDUAL DATA ENTRY NOT EQUAL TO MULTIVA
84. ed into the printer Date defaults to current but can be changed Answer Y to the prepayment check prompt APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 WITHOUT INVOICES BANK 01 REG CHECKING ACCOUNT VENDOR 10470 THE PRINT SHOPPE CHECK 048161 CHECK DATE 05 22 03 CHECK AMOUNT 100 000 00 REFERENCE NUMBER PPY 123456 1099 FLAG IS THIS CHECK FOR A PREPAYMENT Y N g The account distribution will be automatically filled in using the Accounts Payable G L account designated by the vendor class code You cannot change this line or add any additional lines You can either post the manual check or instant print the laser check as described in the previous section During posting a negative dollar a p invoice record beginning with the letter U will be created which can later be released for payment in order to apply it to the actual a p invoice that it is prepaying Realtime Software Corporation Page 60 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 WITHOUT INVOICES BANK 01 REG CHECKING ACCOUNT VENDOR 10470 THE PRINT SHOPPE CHECK 048161 CHECK DATE 05 22 03 CHEC
85. er to the left of the vendor name you want and ENTER APO3A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 Seq Vendor Number Searching on BEST i BEST STUFF 2 COON RAPIDS MN USA Enter Seq To Exit PB Page Back C Change Search or RIN to page A A blank invoice screen will come up and you fill in the correct information The system will not allow you to enter duplicate invoice numbers for the same vendor number Realtime Software Corporation Page 17 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual AP03A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF CONTACT X 123 WEST SOUTH STREET TITLE APARTMENT 7 8THS PHONE 111 222 3333 COON RAPIDS MN 12345 ACCT AT VENDOR 100001 TERMS DISCOUNT PERCENT DAYS DAY MON DUE DAYS 10 DAY MON 1 INVOICE o ooo 2 INVOICE DATE 3 AMOUNT DUE 4 TAX AMOUNT 5 DISCOUNTABLE AMT PRODUCT AMOUNT 6 TERMS DISC NET AMOUNT 7 DISCOUNT DATE 10 DESCRIPTION 8 DUE DAYS DATE 11 HOLD STATUS 9 TRANSACTION DATE 12 1099 INVOICE 13 CUST P O AP03A CW REALTIME SOFTWAR
86. estgouaseseeys 56 3 MANUAL CHECK NO INVOICES ON FILE 00 cocoooioiooccsitococo tion rests repo ene rer Eeri a PT Ine soevsgevsecteczsesasvonstesbsensedss 57 4 PREPAYMENT CHECK ise cc50 se sssssssestets e a EE a E E aa aa a EE T ap S EPER pOr oS E ERTS 60 3 ONETIME VENDOR EEEE T ET 62 6 DALY CHECK REGISTER a r a EEr a a EAEE E ANE a es ERS SEESE REEE S I ESSEET ESTRET REISER E S 68 G RECURRING INVOICES e 69 H VOIDING CHECKS 30 75 I CHECK RECONCILIATION FOR BANK cvicccsssecssesstvssssecedsvecsetscsovsassnsenstessssecedsuosensvosesssasinuessntouesesetoes 80 J REPORTS ii AA Seresta ross sonidos ciao 87 T OPEN INVOICE REPORT sio ii 87 2 AGEDTRIAL BALANCE out a 92 3 HISTORY REPORTS ei steadied ie A aah A a 95 Realtime Software Corporation Page A Accounts Payable Operations Manual Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE A VENDOR MAINTENANCE Type the Screen Jump VM at any menu to get to vendor maintenance T VMO1 CW REALTIME SOFTWARE CORP VENDOR MASTER MAINTENANCE 20 May 03 VENDOR NNNNN NNN nter VENDOR number or 2 NAME to search for similar sounding names or 1 2 TEXT to search for partial EXACT spelling of a name 24 NUMBER to search by phone number VEND to search SHIP FROM entries 2 VENDOR To See an Index By Vendor Number VENDOR NAME To See an Index By Vendor Name 8
87. he same purchase order that offset each other and net to zero One way this can happen is if a purchase order is received re instated and received again If the a p invoice entered is only matched to the final receipt the receivers for the initial receipt and re instatement remain pending The best way to clear these is by entering a 0 a p invoice with PO matched to the offsetting receivers You can use anything for an invoice number but it is a good idea to use some variation of the actual invoice number that was matched to the receipt There will be no accounts to enter on the distribution screen Since the invoice is for 0 and the receivers net to 0 00 the balance to distribute is already 0 00 0 invoices go directly to the history file There is no need to pay them with a 0 check to clear them from accounts payable Realtime Software Corporation Page 36 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE D INVOICE ENTRY WITH PO 3 PREVIOUSLY ENTERED PAID WITHOUT PO From time to time you may have invoices that were entered and possibly paid without purchase order that should have been entered with a purchase order When this occurs the receiver remains pending Unpaid If the invoice entered without PO is unpaid it should be deleted using the a p invoice adjustments program The invoice should then be re entered with PO matchi
88. ime Software Corporation Page 69 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Type in vendor Use the account for purchase order The class code is how recurring invoices are released not the vendor class code so you could use the same class for invoices that need to be paid at a certain time in the month For example you could use C10 for the 10 due date C25 for the 25 due date or something similar The is what will print on the check The number of can be used to follow a calendar year or you can set up payments for the life of the loan lease term etc Alternatively you can enter the the total amount of all payments to be made and the system will stop payments when that amount is reached APO3C CW REALTIME SOFTWARE CORP RECURRING INVOICE MAINT 22 May 03 VENDOR 10109 CHASE AUTOMOTIVE FINANCE CONTACT P O BOX 15594 TITLI Pa GI PHON WILMINGTON DE 19886 1304 T PURCHASE ORDE INV CLASS COD RELEASE DATE AMOUNT DU T D ACCT AT VENDOR fw Gl AX AMOUNT PRODUCT TOTAL 481 36 ESCRIPTION AUTO PAYMENT 1099 INVOIC AO BWNE E x D x H G AMOUNT AMOUNT RELEASED OR NUMBER TIMES TO RELEASE 8 TIMES RELEASED TO DAT E ENTER LINE TO CHANGE T FOR TAX ANALYSIS
89. ing manually written checks void the check entry process The onetime payee information is available through vendor inquiry of the vendor record that was flagged Type CH and ENTER Realtime Software Corporation Page 64 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual VM01Q CW REALTIME SOFTWARE CORP VENDOR INQUIRY 07 Oct 04 VENDOR TEST NAME TEST VENDOR WITH LONG NAME START DATE 04 30 01 ADDRESS 1 HERE ACCT AT VENDOR 1234567890 ADDRESS 2 THERE DUE DAYS 30 CITY ANYWHERE OR DAY OF MONTH STATE COUNTY TX VENDOR CLASS 001 ZIP POST 75234 LINE ITEM TAX CD 81975 COUNTRY USA ONETIME VENDOR Y PHONE 847 123 4567 FAX NUMBER 847 987 6543 CONTACT JOE BOB BRIGGANND SR TITLE COLLECTIONS MANAGER SHIP VIA G L ACCT 10000000000000000001 PO OPEN PO POH PO HIST CH CHECK HIST PH PMT HIST C REDIT U SER HIST TB TRIAL BAL AP OPEN AP APH AP HIST I NFO EF EMAIL FAX RTN The check history screen is displayed below Notice the Onetime Vendor column on the right side of the screen this only displays for vendors flagged as onetime vendors Onetime vendor checks are given an M flag similar to manual checks entered as they are not part of a check run Prepayment checks are given a P flag
90. inue to the second screen Realtime Software Corporation Page 42 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual APO5A CW REALTIME SOFTWARE CORP INVOICE ADJUSTMENTS ENTRY 21 May 03 VENDOR 10641 VERRANDEAUX VISUAL COMMUNICATIONS CONTACT SHIP FROM 1920 SOUTHWEST 12TH AVE TITLE PHONE OCALA FL 34474 ACCT AT VENDOR TERMS DISCOUNT PERCENT 0 000 DAYS 0 DAY MON DUE DAYS 30 DAY MON INVOICE 11760 2 INVOICE DATE 04 17 03 PAID TO DATE DISC TAKEN 3 AMOUNT DUE 325 00 4 TAX AMOUNT PRODUCT AMOUNT 325 00 5 DISCOUNTABLE AMT 325 00 6 TERMS DISC 0 00 NET AMOUNT 325 00 7 DISCOUNT DATE 04 17 03 10 DESCRIPTION 8 DUE DATE 05 17 03 11 HOLD STATUS 9 TRANSACTION DATE 05 01 03 12 1099 INVOICE 13 CUST P O ENTER S ERIAL S F UTURE T AX ANAL VOID DEL ETE POST RIN CONT If you want to delete the invoice type DEL to delete If you need to change a serial number type S APOSA CW REALTIME SOFTWARE CORP INVOICE ADJUSTMENTS ENTRY VENDOR 10641 VERRANDEAUX VISUAL COMMUNICATIONS INVOICE 11760 G L ACCOUNT AMOUNT ENTER DEBITS 1 206000 A P REGULAR 2 5100001 ADVERTISING APPA 325 00 ENTER A TO ADD T FOR TAX ANAL
91. k If you respond Y a negative dollar a p invoice record will be created which can later be released for payment in order to apply it to the actual a p invoice that it is prepaying If you respond N you will be prompted to enter g l account numbers and amounts sufficient to equal the check amount APO9E CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 07 Oct 04 WITHOUT INVOICES BANK 01 BANK CODE 01 ONETIME NAME VENDOR TEST TEST VENDOR WITH LONG NAME 3455 Bank Of Hawaii CHECK 323235 CHECK DATE 09 30 04 CHECK AMOUNT 100000 00 REFERENCE NUMBER PPY 654321 1099 FLAG G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 COMMENT DEBITS CREDITS 1 2000 100 000 00 ENTER TO CHANGE I NSTANT PRINT O Z ETIME P AGE TO VOID TO POST Once the Balance to Distribute is zero you can select one of the options at the bottom of the screen 1 Instant print this will print a laser check to the printer you designate Once printed if accepted the transaction will post including creating an a p invoice record which will be paid by the check printed O will re display onetime vendor information and allow you to change it if needed E page the display to view additional g l entry lines Post NOTHING will print this feature is handy for enter
92. ke necessary changes in the same way until all invoices are processed If you do not want to release an invoice then type S to skip If you re through with what you want with this invoice and don t want to scroll through the rest type E to end In this case the GL account amounts need to be changed because the principle and interest changes every month Realtime Software Corporation Page 72 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual AP0O3B CW REALTIME SOFTWARE CORP RECURRING INVOICE RELEASE 22 May 03 VENDOR 10107 CENTURA BANK INVOICE R100011 P O NO AL33568 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 DEBITS CREDITS 1 206000 525 00 2 216000 468 43 3 5800008 56 57 ENTER LINE TO CHANGE T FOR TAX ANAL S OR TO SKIP P TO PAGE TO POST 2 Select line 2 and change the principle amount Then select line 3 and change the interest amount AP0O3B CW REALTIME SOFTWARE CORP RECURRING INVOICE RELEASE 22 May 03 VENDOR 10107 CENTURA BANK INVOICE R100011 P O NO AL33568 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 DEBITS CREDITS 1 206000 525 00 N 216000 3 5800008 ENTER LINE TO CHANGE T FOR TAX ANAL S OR TO SKIP P TO PAGE TO
93. l v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Type the GL account s from the original invoice s and make sure balance to distribute is zero at completion The amount will be entered as a negative The bank GL account comes up automatically to put the money back in the bank AP11A CW REALTIME SOFTWARE CORP VOIDED CHECK ENTRY 22 May 03 BANK 01 REG CHECKING ACCOUNT 1099 CHECK 047984 VENDOR 11265 RINGGOLD FIRE RESCUE AMOUNT 100 00 CHECK DATE 05 02 03 DISC TAKEN 0 00 REASON CD VD VOIDED CHECK DISC LOST 0 00 DO YOU WANT TO PUT INVOICES BACK INTO OPEN A P Y N N G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER A hee de ad aS OA PRISE RED OG 100 00 DEBITS CREDITS 1 105000 100 00 ENTER RC TO CHANGE REASON CODE LINE TO CHANGE P TO PAGE TO VOID C TO CANCEL TO POST AP11A CW REALTIME SOFTWARE CORP VOIDED CHECK ENTRY 22 May 03 BANK 01 REG CHECKING ACCOUNT 1099 CHECK 047984 VENDOR 11265 RINGGOLD FIRE amp RESCUE AMOUNT 100 00 CHECK DATE 05 02 03 DISC TAKEN 0 00 REASON CD VD VOIDED CHECK DISC LOST 0 00 DO YOU WANT TO PUT INVOICES BACK INTO OPEN A P Y N N G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER 0 00 DEBI
94. les type N and ENTER A screen will come up prompting for the GL account s for the check you are voiding Make sure you ve gone to Vendor Inquiry to look up the GL account distribution in the invoice s that is on the check and make a print screen Then you can enter the information needed at the GL prompt to make sure it is backed out correctly Realtime Software Corporation Page 76 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual VM01Q CW REALTIME SOFTWARE CORP VENDOR INQUIRY 22 May 03 VENDOR 11265 NAME RINGGOLD FIRE amp RESCUE START DATE 04 26 03 ADDRESS 1 335 OLD CABIN TRL ACCT AT VENDOR ADDRESS 2 DUE DAYS 001 CITY RINGGOLD OR DAY OF MONTH STATE COUNTY VA VENDOR CLASS REG ZIP POST 24586 LINE ITEM TAX CD COUNTRY PHONE PRIMARY EMAIL ADDRESS FAX NUMBER CONTACT TITLE SHIP VIA G L ACCT 5360008 CH CHECK HIST PH PAYMENT HIST POH P O HIST RTN FOR VENDOR C REDIT PO PURCHASE ORDERS AP OPEN AP APH AP HIST I NFO EF EMAIL FAX CH AP16G CW REALTIME SOFTWARE CORP VENDOR CHECK INQUIRY 22 May 03 LYR AMT PAID VEND 11265 RINGGOLD FIRE amp
95. me Software Corporation Page 75 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual AP11A CW REALTIME SOFTWARE CORP VOIDED CHECK ENTRY 22 May 03 BANK REG CHECKING ACCOUNT 1099 CHECK VENDOR 10667 WEST EDGECOMBE FIRE DEPARTMEN AMOUNT 200 00 CHECK DATE 03 21 03 DISC TAKEN 0 00 REASON CD WD VOIDED CHECK DISC LOST 0 00 G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER DEBITS CREDITS ENTER RC TO CHANGE REASON CODE LINE TO CHANGE P TO PAGE TO VOID C TO CANCEL TO POST AP11A CW REALTIME SOFTWARE CORP VOIDED CHECK ENTRY 22 May 03 BANK 01 REG CHECKING ACCOUNT 1099 CHECK 047541 VENDOR 10667 WEST EDGECOMBE FIRE DEPARTMEN AMOUNT 200 00 CHECK DATE 03 21 03 DISC TAKEN 0 00 REASON CD VD VOIDED CHECK DISC LOST 0 00 DO YOU WANT TO PUT INVOICES BACK INTO OPEN A P Y N Y G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER DEBITS CREDITS 1 105000 200 00 2 206000 200 00 ENTER RC TO CHANGE REASON CODE LINE TO CHANGE P TO PAGE TO VOID C TO CANCEL TO POST A If you do not want the invoice re entered back into payab
96. me Software Corporation Page 83 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual AP14A CW R EALTIME SOFTWARE CORP T ENT R BANK COD El CLEARING DATE CHECK NUMBER T CHECK AMOUNT CLEAR CLEARED CHECK ENTRY 22 May 03 01 REG CHECKING ACCOUNT 04 30 03 047547 D 5177 94NN NN CHECKS RECONCILED NUMBER OF CHECKS 1 CLEARED AMOUNT 108 00 VENDOR VENDOR NAME CHECK DATE 10020 AKRON BRASS COMPANY 03 26 03 AP14A CW REALTIME SOFTWARE CORP CLEARED CHECK ENTRY 22 May 03 ENTER BANK CODE 01 REG CHECKING ACCOUNT CLEARING DATE 04 30 03 CHECK NUMBER gt aaaea CHECK AMOUNT CLEARED CHECKS RECONCILED NUMBER OF CHECKS g CLEARED AMOUNT 5 285 94 VENDOR VENDOR NAME CHECK DATE 10020 AKRON BRASS COMPANY 03 26 03 Realtime Software Corporation Page 84 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual If you enter an amount that is not the same as the actual amount of the check in the system you will get a message at the bottom of the screen It will also ask if you wish to accept your entry You can answer Y or
97. ng it with the pending receiver Paid If the invoice entered without PO has already been paid it will be necessary to look it up using either vendor inquiry and the APH option or the a p invoice inquiry program SAPO3 choice 13 Once displayed use the A ccount distribution option to determine where it was debited A 0 a p invoice should be entered with PO matched to the open receiver On the distribution page you will need to enter an offsetting credit You should enter the same g l account that was entered as a debit when the a p invoice was originally entered The net effect of these two separate transactions will then be a debit to inventory clearing and a credit to accounts payable Realtime Software Corporation Page 37 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE D INVOICE ENTRY WITH PO 4 PO RECEIPTS MAINTENANCE Type SPO11 then select 8 to change an incorrect vendor on a PO or merge more than one PO if both PO s are on the same invoice SCREEN CW REALTIME SOFTWARE CORP Receipts Processing 21 May 03 16 CWW DS SPOLL ENTER SELECTION NUMBER 8 13 20 34 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Purchase Order Receipts Entry 2 Purchase Order Receipts Report 3 Status Analysis Report 4 Receipts Status Change Reject Entry 5 Receipts Status Change Reject Report 6 Daily P
98. now able to record checks written to various miscellaneous payees and save their individual names and addresses as well as Instant Print a check To record checks to a onetime payee go to menu SAP09 choice 5 SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 07 Oct 04 4 BCP TEST6 KAS SsAPO9 ENTER SELECTION NUMBER 16 56 35 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Release Invoices For Payment 2 Payment Release Review Report 3 Check Writer 4 Manual Check Entry For Invoices On File 6 Un Release Invoices for Payment Realtime Software Corporation Page 62 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Once the input screen is displayed answer the prompts for the bank code and onetime vendor CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 07 Oct 04 WITHOUT INVOICES BANK BANK CODE 01 VENDOR eee TEST VENDOR WITH LONG NAME Cc R T D FU o oO El HECK CHECK DATE CHECK AMOUNT EFERENCE NUMBER 1099 FLAG G L ACCOUNT AMOUNT BALANCE TO DISTRIBUTE ENTER COMMENT DEBITS CREDITS ENTER TO CHANGE I NSTANT PRINT O NETIME P AGE TO VOID TO POST When you hit enter after entering a vendor number
99. od End Check Register 14 Check Reconciliation Processing Year End 15 Year End Processing History 16 Payment History Processing SCREEN CW REALTIME SOFTWARE CORP Accts Payable Trial Balances 29 May 03 11 CWW DS SAP12 ENTER SELECTION NUMBER 1 12 26 43 HS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Vendor Trial Balance Display 2 Accounts Payable Trial Balance Print Type the vendor or and name to search After the vendor information appears fill in the following information based on what you want to display AP12A CW REALTIME SOFTWARE CORP VENDOR TRIAL BALANCE DISPLAY 29 May 03 VENDOR 10071 Realtime Software Corporation Page 89 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual You can select detail or summary The date will default to the current date but can be changed You have a choice of aging based on invoice or due date T AP12A CW REALTIME SOFTWARE CORP VENDOR TRIAL BALANCE DISPLAY 29 May 03 VENDOR 10071 AP12A CW REALTIME SOFTWARE CORP VENDOR TRIAL BALANCE DISPLAY 29 May 03 VENDOR 10071 BIOSYSTEMS OPEN INVOICES 8 458 75 PREPAYMENTS A P BALANCE 8 458 75 ENTER D FOR DETAIL AND TOTALS T FOR TOTALS ONLY RTN FOR NEXT VENDOR T AS OF DATE USE INVOICE DATE OR DUE DATE FOR AGING I D D
100. ofile escription 1 EOMD END OF MONTH DETAIL A EOMS END OF MONTH SUMMARY C HANGE P AGE B ACK I NDEX T OGGLE R ETURN TO VOID SEQ 2 END OF SEARCH INDEX At this screen you can change any lines as needed or Y and ENTER to run the report At the next screen ENTER where prompted for the printer Realtime Software Corporation Page 92 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual AP12B CW REALTIME SOFTWARE CORP ACCTS PAYABLE TRIAL BALANCE REPORT 29 May 03 0 ENTER PROFILE TO USE EOMS DESC END OF MONTH SUMMARY 1 AS OF DATE FOR AGING S CPED 05 31 03 USE INVOICE DATE 2 ENTER REPORT FORMAT S SUMMARY 3 ENTER VENDOR CLASS 4 INCLUDE INVOICES gt AS OF DATE Y YES 5 ENTER VENDOR NUMBER 6 ENTER SORT AND BREAK OPTION 1 BY VEND ENTER S AVE PROFILE TO VOID OR Y TO EXECUTE F PROFILE DATA HAS CHANGED SAVE PROFILE WITH S OPTION AP12B CW REALTIME SOFTWARE CORP ACCTS PAYABLE TRIAL BALANCE REPOR 06 Oct 04 ENTER PROFILE TO USE RT ME S DESC MONTH END SUMMARY BY DUE DATE 1 AS OF DATE FOR AGING O S CPED 02 29 04 USE DUE DATE 2 ENTER REPORT FOR
101. ons Manual T APO6A CW REALTIME SOFTWARE CORP 1 SELECTION 2 SELECTION ENTER SELECT NDOR COUNT DAT DATE Y Pi a GH F 1 WwW INCLUDE INVO AS OF DATE F ENTER C TO CHANGE TO VOID CASH REQUIREMENTS REPORT 22 May 03 BY VENDOR NUMBER BY VENDOR CLASS ION NUMBER 1 FROM TO ICES ON HOLD Y N Y T OR DISCOUNTS TAKEN 05 22 03 OR RTN TO PRINT REPORT Goto menu SAP09 and select 1 to Release Invoices for Payment SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 22 May 03 1 CWW DS SAP09 ENTER SELECTION NUMBER 1 10 39 35 FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Release Invoices For Payment 2 Payment Release Review Report 3 Check Writer 4 Manual Check Entry For Invoices On File 5 Manual Check Entry Without Invoices 6 Un Release Invoices for Payment Option 1 is used if all the invoices on the cash requirements report are to be paid It will release everything you saw on that report if you use the same due date parameters You can unrelease 6 on the menu an individual vendor after releasing all but it will unrelease every invoice for that vendor Use Option 2 if you need to skip some of the invoices and not pay them This allows you to look at each invoice and accept or decline th
102. or checks need to be reprinted answer N and re run the Check Writer AP0O9C CW REALTIME SOFTWARE CORP CHECK WRITER 22 May 03 CHECK PROCESSING NOW COMPLETE HAVE CHECKS BEEN REMOVED YET Y N NOTE IF ACCEPTED ARE CHECKS ACCEPTABLE Y N amp Realtime Software Corporation Page 55 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual 2 MANUAL CHECK INVOICES ON FILE To record a manual check written to pay invoices on file go to menu SAP09 choice 4 SCREEN CW REALTIME SOFTWARE CORP Invoice Payment Processing 22 May 03 1 CWW DS SAP09 ENTER SELECTION NUMBER 11 40 35 FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Release Invoices For Payment 2 Payment Release Review Report 3 Check Writer 5 Manual Check Entry Without Invoices 6 Un Release Invoices for Payment This check has an invoice on file Fill in the prompts as required The date defaults to the current date but can be changed You can pay multiple invoices with one check Invoices can be partially paid from this menu as well APO9D CW REALTIME SOFTWARE CORP MANUAL CHECK ENTRY 22 May 03 INVOICES ON FILE BANK 01
103. part number an asterisk and the serial or S O number An example of a serial master record is EON COMPUMP 127232 If serial number 127232 only exists once in the system you can enter just the serial number 127232 All invoices and or receipts should be coded with the S O if they are to be linked through A P They should also note if it is EXP or ADD as well Type the Screen Jump AP at any menu The basic entry is the same as the previous section AP03A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 23 May 03 VENDOR 10035 AMERICAN EXPRESS CONTACT TITLE SUITE 0001 PHONE CHICAGO IL 60679 0001 ACCT AT VENDOR TERMS DISCOUNT PERCENT 0 000 DAYS O DAY MON DUE DAYS 30 DAY MON 1 INVOICE 15888835 2 INVOICE DATE 05 23 03 3 AMOUNT DUE 648 36 4 TAX AMOUNT 5 DISCOUNTABLE AMT 648 36 PRODUCT AMOUNT 648 36 6 TERMS DISC 0 00 NET AMOUNT 648 36 7 DISCOUNT DATE 05 23 03 10 DESCRIPTION TRAVEL EXP 8 DUE DAYS DATE 06 22 03 11 HOLD STATUS 9 TRANSACTION DATE 05 23 03 12 1099 INVOICE 13 CUST P O ENTER S ERIAL S T AX ANALYSIS VOID OR RIN TO CONT Realtime Software Corporation Page 24 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual Type the GL account the comment and the correct code In this case we want to track an expense
104. pdate Realtime Software Corporation Page 5 Accounts Payable Operations Manual v2 0 fi P g Realtime Software Corporation Accounts Payable Operations Manual INQUIRY PROGRAMS 1 VENDOR INQUIRY Type the Screen Jump VI at any menu to get to Vendor Inquiry VM01Q CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 VENDOR NNNNN NNN Enter VENDOR number or 2 NAME to search for similar sounding names or TEXT to search for partial EXACT spelling of a name NUMBER to search by phone number VEND to search SHIP FROM entries 2 VENDOR To See an Index By Vendor Number 2 VENDOR NAME To See an Index By Vendor Name You can also search a vendor by using any of the above listed search codes If you use C it will pull up every vendor starting with the letter C This method along with the Method for an exact spelling on any word with the name are the most common search methods Type in followed by part of vendor name to search VM01Q CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 VENDOR EMERGENC Enter VENDOR number or 2 NAME to search for similar sounding names or
105. r purchase order number or receiver report number This is easier than going through VI vendor inquiry if you know the entire or beginning digits of these numbers T SCREEN CW REALTIME SOFTWARE CORP Invoice Processing 19 Jun 03 13 CWW DS SAP03 ENTER SELECTION NUMBER 13 16 10 22 HS FUNCTION NMBR DESCRIPTION Select Printer Invoice Entry Without Purchase Order Recurring Invoice Release Recurring Invoice Maintenance Recurring Invoice List Invoice Entry With Purchase Order Invoice P O Variance Rpt Detail By Item Invoice P O Variance Rpt Summary By Item Invoice P O Variance Rpt Detail By Vendor Invoice P O Variance Rpt Summary By Vendor Invoice P O Variance File Purge Invoice Entry With Inventory Receipt Invoice Entry with Receipt Register Purchase Orders PRR NFP OWMANHDUBWNHEO Select 1 of the 3 choices then type the exact number or and the beginning numbers In the example below we will look up any payable invoice beginning with invoice number 176 or higher T APO3M CW REALTIME SOFTWARE CORP AP INVOICE INQUIRY 19 Jun 03 ENTER SELECTION NUMB eal Do 1E LOOKUP INVOICI LOOKUP INVOICI LOOKUP INVOIC BY INVOICE NUMBER WITHOUT THE VENDOR BY PURCHASE ORDER NUMBER BY RECEIVER NUMBE w NI w Fl E ENTER INVOICE WITHOUT
106. t one ENTER again If you make a mistake type the item serial combination again and ENTER then answer Y and ENTER when asked to delete Multiple serial number records can be linked to one payable invoice AP03A CW REALTIME SOFTWARE CORP A P INVOICE ENTRY 07 Oct 04 VENDOR 2 BEST STUFF CONTACT X 123 WEST SOUTH STREET TITLE APARTMENT 7 8THS PHONE 111 222 3333 COON RAPIDS MN 12345 ACCT AT VENDOR 100001 TERMS DISCOUNT PERCENT 0X DAYS Y DAY MON Y DUE DAYS 10 DAY MON 1 INVOICE 185532 2 INVOICE DATE 09 30 04 3 AMOUNT DUE 384 45 4 TAX AMOUNT 5 DISCOUNTABLE AMT PRODUCT AMOUNT 384 45 6 TERMS DISC NET AMOUNT 384 45 ee een P PAGE 7 DISCOUNT DATE 8 DUE DAYS DATE 10 10 04 9 TRANSACTION DATE 09 30 04 ENTER S ERIAL S T AX ANALYSIS F UTURE DATING VOID OR RIN TO CONT S If the vendor has offered you the option to make multiple payments on multiple dates against the invoice you can enter the payment information here using the F uture dating option Type F and Realtime Software Corporation Page 19 Accounts Payable Operations Manual v2 0 fi Pp g Realtime Software Corporation Accounts Payable Operations Manual
107. ter 5 Invoice Adjustment amp Voids Processing Cash Management 6 Cash Requirement Reports 7 Payment Hold Reverse Hold 8 Open Invoice Reports Disbursements 9 Invoice Payment Processing 10 Daily Check Register 11 Voided Check Processing Period End 12 Accounts Payable Trial Balances 13 Period End Check Register 14 Check Reconciliation Processing Year End 15 Year End Processing History 16 Payment History Processing Type Y to execute This register must be run before processing any invoices for payment so it is usually run daily or after a large batch of invoices have been entered Some users have the Batch Processing system run this register AP04 CW REALTIME SOFTWARE CORP DAILY INVOICE REGISTER 07 Oct 04 ENTER TO CHANGE TO VOID OR Y TO EXECUTE A APO4 CW REALTIME SOFTWARE CORP DAILY INVOICE REGISTER 07 Oct 04 NOTE IF ACCEPTED UPDATES WILL TAKE PLACE AND REGISTER CAN NOT BE RERUN IS THE REGISTER ACCEPTABLE Y N 4 Realtime Software Corporation Page 35 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual ACCOUNTS PAYABLE D INVOICE ENTRY WITH PO 2 CLEARING OFFSETTING RECEIVERS From time to time you may have 2 or more receivers for t
108. tion Accounts Payable Operations Manual ACCOUNTS PAYABLE D INVOICE ENTRY WITH PO 1 REGULAR INVOICE ENTRY WITH PO Type the Screen Jump APPO at any menu to enter A P invoices that have purchase orders The PO and RR receiver number should be on the packing list for your reference APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 20 May 03 PURCHASE ORDER NO 136900 If the PO does not pull up and you get the message stated below it could mean several things You typed the wrong PO the PO as not been received and completed or the PO has been recently received and has not been updated for A P invoices This update is typically run during the end of day batch but also can be run manually at any time If you run the updates and it still doesn t pull up it may be that the A P invoice has already been entered to that PO APO3E CW REALTIME SOFTWARE CORP INVOICE ENTRY WITH P O 20 May 03 PURCHASE ORDER NO _ At any menu type SPO11 and then select 2 and type the profile DAILY and Y to execute SCREEN CW REALTIME SOFTWARE CORP Receipts Processing 07 Oct 04 17 CWW DS SPOLL ENTER SELECTION NUMBER a 18 51 48 AS FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Purchase Order Receipts Entry 2 Purchase Order Receipts Report 3 Status Analysis Report 4 Receipts Status Change
109. tion Processing Year End 15 Year End Processing History 16 Payment History Processing 22 May 03 DS 16 44 08 Select 2 to run a Check Reconciliation Report to work from SCREEN CW REALTIME SOFTWARE CORP Check Reconciliation Process 22 May 03 1 CWW DS SAP14 ENTER SELECTION NUMBER 16 47 15 FUNCTION NMBR DESCRIPTION 0 Select Printer 1 Cleared Check Entry 3 Cleared Check Register 4 Purge A P Check Reconciliation History File Select 2 to run an Open Check Report to work from From date should be left blank to pick up all preceding checks To date should be the last day of your accounting month for A P ENTER to process Realtime Software Corporation Page 80 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual AP14B CW REALTIME SOFTWARE CORP CHECK RECONCILIATION REPORTS 06 Oct 04 ENTER PROFILE TO USE NO TEMPLATE PROFILE IN USE 1 ENTER REPORT SELECTION c2 1 ALL CLEARED CHECKS 3 ALL CHECKS ON FILE 4 ALL HISTORY CHECKS ON FILE Type bank code s and ENTER AP14B CW REALTIME SOFTWARE CORP CHECK RECONCILIATION REPORTS 06 Oct 04 ENTER PROFILE TO US NO TEMPLATE PROFILE IN USI E Gl
110. to Oldest Realtime Software Corporation Page 8 Accounts Payable Operations Manual v2 0 fi P amp Realtime Software Corporation Accounts Payable Operations Manual VM01Q CW REALTIME SOFTWARE CORP VENDOR INQUIRY 20 May 03 OPEN A P INVOICES VENDOR 10194 EMERGENCY ONE INC INVOICE INV DATE DISC DTE DUE DATE DISC AMNT NET AMNT TOTAL A P STATUS 10061814 05 07 03 05 23 03 05 23 03 0 78 77 30 77 30 10061813 05 07 03 05 23 03 05 23 03 0 40 39 76 117 06 10061812 05 07 03 05 23 03 05 23 03 0 58 57406 174 12 10061698 05 05 03 05 21 03 05 21 03 65 48 6 482 72 6 656 84 10061410 04 29 03 05 15 03 10 26 03 1 214 92 120 277 08 126 933 92 10059901 03 28 03 04 13 03 04 27 03 10 00 990 00 127 923 92 10059972 03 23 03 04 08 03 09 19 03 1 286 52 127 365 48 255 289 40 10059644 03 23 03 04 08 03 09 19 03 1 096 48 108 551 52 363 840 92 3 03 17 03 03 17 03 04 16 03 0 00 0 00 363 840 92 2 03 17 03 03 17 03 04 16 03 0 00 0 00 363 840 92 1 03 17 03 03 17 03 04 16 03 0 00 0 00 363 840 92 0 03 14 03 03 14 03 04 13 03 0 00 0 00 363 840 92 10058795 03 05 03 03 05 03 09 01 03 0 00 133 263 00 497 103 92
111. urchase Order Receipts Register 7 Receipts Booked Distribution Report 8 P O Receipts Totals Maintenance 9 P O Receipts Totals Report 10 P O Receipts Pending Invoices Report 11 aterial Traveler Print 12 Partially Processed Receipts Status Report 13 P O Receipts Standard Cost Update 14 Open P O Receipts Rejection Inquiry 15 Purchase Order Receipts Reinstatement Type the PO number and the Receiver Number and ENTER Type V to change vendor POLIH CW REALTIME SOFTWARE CORP P O RECEIPTS TOTALS 21 May 03 MAINTENANCE P O NO R R NO T Realtime Software Corporation Page 38 Accounts Payable Operations Manual v2 0 fi Pp 8 Realtime Software Corporation Accounts Payable Operations Manual PO11H CW REALTIME SOFTWARE CORP P O RECEIPTS TOTALS 21 May 03 MAINTENANCE P O NO 136614 VENDOR NO 10208 R R NO 152024 DATE REC D 05 08 03 CARRIER NAME PRODUCT TOTAL 258 75 1 TOTAL DISCOUNT 2 TOTAL FREIGHT 3 TOTAL MISCELLANEOUS 4 TOTAL TAX S S TAXABLE AMOUNT 258 75 RECEIVING REPORT TOTAL 258 75 ENTER LINE TO CHANGE VOID C CANCEL M MERGE V VENDOR TO POST V The prompt will take you to vendor to type the correct vendor and ENTER Then to post T PO11H CW REALTIME SOFTWARE CORP P O RECEIPTS TOTALS 21 Ma
112. y 03 MAINTENANCE P O NO 136614 VENDOR NO 10194 EMERGENCY ONE INC R R NO 152024 DATE REC D 05 08 03 CARRIER NAME PRODUCT TOTAL 25879 1 TOTAL DISCOUNT 2 TOTAL FREIGHT 3 TOTAL MISCELLANEOUS 4 TOTAL TAX TAXABLE AMOUNT 258 75 RECEIVING REPORT TOTAL 258 75 ENTER LINE TO CHANGE VOID C CANCEL M MERGE V VENDOR TO POST Type M to merge one PO and receiver with another PO and receiver if they are both on the same A P invoice that you are entering Realtime Software Corporation Page 39 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual T PO11H CW REALTIME SOFTWARE CORP P O NO 136614 VENDOR NO 10208 R R NO 152024 DATE REC D 05 08 03 PRODUCT TOTAL 1 TOTAL DISCOUNT 2 TOTAL FREIGHT 3 TOTAL MISCELLANEOUS 4 TOTAL TAX TAXABLE AMOUNT RECEIVING REPORT TOTAL ENTER LINE TO CHANGE VOID C CANCEL P O RECEIPTS TOTALS 21 May 03 AINTENANCE FEDERAL SIGNAL CORP CARRIER NAME 258 75 258 75 258 75 M MERGE V VENDOR TO POST M You will be asked which PO you want to merge with The screen will show the original PO but
113. you will type the new PO over it then type the receiver of the second PO PO11H CW REALTIME SOFTWARE CORP P O NO 136614 VENDOR NO 10208 R R NO 152024 DATE REC D 05 08 03 R R NO R R NO FOR COMBINED PRODUCT TOTAL 1 TOTAL DISCOUNT 2 TOTAL FREIGHT 3 TOTAL MISCELLANEOUS 4 TOTAL TAX S TAXABLE AMOUNT E RECEIVING REPORT TOTAL ENTER LINE TO CHANGE VOID C CANCEL P O RECEIPTS TOTALS 21 May 03 AINTENANCE FEDERAL SIGNAL CORP CARRIER NAME 258 75 258 75 258 75 M MERGE V VENDOR TO POST M Realtime Software Corporation Page 40 Accounts Payable Operations Manual v2 0 fi Pp amp Realtime Software Corporation Accounts Payable Operations Manual PO11H CW REALTIME SOFTWARE CORP P O RECEIPTS TOTALS 21 May 03 MAINTENANCE P O NO 136614 VENDOR NO 10208 FEDERAL SIGNAL CORP R R NO 152024 DATE REC D 05 08 03 CARRIER NAME MERGE WITH P O R R NO R R NO FOR COMBINED 152030 PRODUCT TOTAL UA TOTAL DISCOUNT 0 00 TOTAL FREIGHT 0 00 TOTAL MISCELLANEOUS 0 00 TOTAL TAX 0 00 TAXABL AMOUNT 1 431 75 RECEIVING REPORT TOTAL 1 431 75 ENTER TO VOID OR M TO MERGE M

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