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Accounts Payable Manual - Information Management Services

1. iz E Mail 3 ar Dk Quit Help Total Distribution 0 00 Template This is the field for the name of the activity template you want to use for this record Press F3 for a list of templates once your cursor is in the Template field or type in the code if you know it When adding an activity record from a template the project number in each distribution record is set to the project number of the template if it exists 81 To specify if the activity is a Disbursement Requisition or Purchase Order you would click on the column to the left specifying Type on the General Tab In Browsing Recurring Activity you can see the different types highlighted with corresponding colors When a requisition is entered the requisition will be tagged with the identity of the user who entered it and the user who must approve it If the E Mail option is enabled a button labeled E Mail will appear just above the OK Button When it is pressed a window will open with the information filled in according to how the system is configured If the use Description for Subject option is turned off and the default subject is blank the subject field will be filled in with Requisition XX XX where XXXX is the reference number You may change any field desired before the Send button is pressed When the send button is pressed if any required fields are empty the cursor will move to that field and wait for a value to be e
2. Activity Record Will Be Added New pp General Misc Template rT Date 4703 01 Reference 6807 Date Ordered 9 Flequisition Vendor Purch Order Buyer 23 a e E Amount 000 Project ShpDae Print Pay m 000 DueDae ShpMehd y Descipion CSS id CITY OF Hotville 4 Invoices Invoice Number Amount Total Invoices EX Total Distribution f EI nee Quit Help When you first see this screen the cursor is flashing in the Template field That means that 1f you press a letter or number on your keyboard it will appear in this field However if you click within the other portion of the screen the control moves there Then when you press a letter the program takes you to the first occurrence of that letter in the list You can tell where the control is on a particular screen by looking for the flashing cursor in a field an outlined word on a button or an outlined record in a list To move to a screen tab simply click on it That screen will be brought to the front Mouse vs Keyboard Throughout the manual the mouse commands are given for procedures e g Click on OK If you prefer to use keyboard commands you ll want to pay attention to the underlined letters in options throughout the program 11 For example to pull down the File menu you may click on File o
3. non transferred transactions are deleted New transactions are then computed from scratch 124 The computed ones are compared to the transferred ones and not added if already transferred If a new transaction has the same account number and type as a transferred one but differs in amount the amount of the new transaction is adjusted for the transferred one The end result is the minimum number of transactions within the context of the required and transferred transactions Recompute Transactions for Selected Activity PII Fi By Date y Reference By Purchase Order By Vendor a ee eS 4 18 01 6765 1143 JOB X00163 E 8 07 00 6761 3143 WATER SERVICE i 511 02 8 07 00 6752 3143 WATER SERVICE 1 981 20 8 07 00 6766 1496 495 INVENTORY MATERIAL 1 061 16 8 07 00 6768 3983 inv 1023 933 38 8 07 00 6769 76 AUGUST PREMIUM July deducts 229 62 8 07 00 6770 206 AUGUST PREMIUM July deducts 220 10 8 07 00 6771 3332 JULY PREMIUM June deducts 957 52 8 07 00 6772 305 500 CONTRACTOR REGISTRATION CAR 35 35 8 07 00 6773 3840 OFFICE SUPPLIES 78 92 8 07 00 6774 338 COPIER RENTAL JULY 2000 260 00 8 07 00 6775 338 COPIER RENTAL JULY 2000 333 00 8 07 00 6776 1501 1168 SUPPLIES 813 81 8 07 00 1504 212 REPAIR PUMP FOR PROSPECT LIFT STA 1 008 00 8 07 00 6778 3251 REFUND FOR AFLAC INS DEDUCT IN JUI 10 78 8 07 00 6779 207 SUPPLIES 63 70 a Find Date 27 Compute SE Close Help
4. Consolidate Distribution Go to Utility Consolidate Distribution If you choose Current Activity then it runs consolidation automatically If a single activity highlight it and press Select or press Edit to edit if before running the consolidation utility Combine Distribution by Account for Selected Activity By Date y Reference By Purchase Order By Vendor ee ae CEST 103 00 ELEL SERVICE 8 03 00 ELECTRIC SERVICE 8 02 00 WINDOW RESTORATION AT POLICE DE 8 02 00 6712 3853 ADDITIONAL NIGHT FOR CARLSON 8 02 00 6713 505 SALES TAX COLLECTION FOR JULY 123 03 8 02 00 6714 381 ELECTRIC SERVICE 131 73 8 02 00 6715 381 ELECTRIC SERVICE 926 08 8 02 00 6716 3978 REFUND OVERPAYMENT ON CIVIC CEN 4 90 8 01 00 6664 669 8 1 UNION DEDUCTS 192 66 8 01 00 6665 3201 STATE CHILD SUPPORTS FOR HIGHLA 1 459 04 8 01 00 6666 117 RETIREMENT CONTRIBUTIONS FROM 1 255 87 8 01 00 3334 18 1 UNION DEDUCTS 97 50 8 01 00 6668 251 PAYROLL DEDUCTS FOR 8 1 2 053 79 8 01 00 6669 1335 EMPLOYEE PAYROLL DEDUCTS FROM amp 1 405 28 8 01 00 6670 3332 97 602 SCOTTY BOY 60 00 7 31 00 6630 3088 BIKE POSTER COLORING BOOK 639 96 Find Date 2 sea aen coe 125 Browse the Cost File Go to Utility Browse Cost File Highlight the file to edit To look at a different period of activity press the E Period Period Button amp Browse the Cost File x August 200
5. Disbursements When entered no transactions will be generated When paid the payment amount will be debited to the expense account s and credited to cash 170 IMS Technote 3 Copyright 1999 Information Management Services Inc April 2 2001 Partial Payment Cost Distribution In the great majority of instances an activity entered in Accounts Payable is charged to a single cost account number In such cases distribution is self evident and this discussion does not apply The user may instead specify that the cost be distributed among a list of accounts in any proportions desired If the entire cost is paid at one time the cost distribution is again self evident and this document does not apply If however only part of the total cost is paid at a time how is the cost distributed among the specified cost accounts That is the question this document will answer The Basics An activity is defined here as a record of a purchase This activity documents a purchase through all steps from intent to purchase until the goods or service has been received and paid for When an activity is created it is assigned a unique number called a reference number which stays with it until the end The activity defines what is to be purchased whom it will be purchased from and how it will be paid for among other things It may begin as a requisition which is a non binding intent to purchase a purchase order which is an obliga
6. 12 EXPENSE BEGIN SUBTOTAL EXPENSE Subtotal Begin 13 ASSETS CLEAR SUBTOTAL ASSET Subtotal Clear 14 LIABILITY CLEAR SUBTOTAL LABILITY Subtotal Clear 15 REVENUE CLEAR SUBTOTAL REVENUE Subtotal Clear 16 EXPENSE CLEAR SUBTOTAL EXPENSE Subtotal Clear 17 ASSET END SUBTOTAL ASSET Subtotal End 18 LIABILITY END SUBTOTAL LIABILITY Subtotal End 19 REVENUE END SUBTOTAL REVENUE Subtotal End 20 EXPENSE END SUBTOTAL EXPENSE Subtotal End 180 Account Types List Run 10 01 2001 3 05PM Page 1 Account Types List Type Post 1 ASSET Debit 2 LIABILITY Credit 3 REVENUE Credit 4 EXPENSE Debit Print Preview Screen amp Report Preview HP LaserJet 5N on LPT1 H poo ta Ah 1 ers Run 7 31 01 pile City of Hotville Florida Page 1 Check Register Check Dates 2 10 01 thru 4 09 01 All Cash Accounts Excluding Yoided and Reconciled Checks Number Date Amount Vendor Payee 2 4 07 2001 3 540 00 495 SUNSRise METER AND SUPPLY INC 56266 4 09 2001 2 000 00 495 SUNSRise METER AND SUPPLY INC 55267 4 09 2001 36 42 44 BBking Fords Total Printed 3 Checks 5 576 42 181 Vendor List iis pre City of Hotville Florida Page 1 Vendor List Vendor 2 All invoices 2 Pretty LAWN SERVICE INC Vendor Address Payment Address Shipping Address Pretty Lawn Pretty Lawn Pretty Lawn P O Box 000 P O Box 000 BOX 000 Flower Park FL 33333 Flower Park FL 33333 Flower Park FL 33333 Phone Contact Miss Pretty Last Activ
7. The number assignment process is rigorous If there are reserved numbers for the user the next available one will be used If there are no numbers reserved by the user the next number that has not been used or reserved by another user is assigned The assignment is conditional Previously the next reserved number was used as soon as the add activity window was opened If the activity was not completed the reserved number was still deleted from the reserved list and was never used again The number will remain reserved if the add activity process is abandoned The criteria for validating a purchase order number when the user overrides the system assigned number and types in a new number is as follows A test is made to see if the number entered is reserved by another user If so it will allow it if the user 1s listed as the approver for the owner of the reserved number Otherwise a warning message will be displayed informing the user who the number belongs to and allowing using it anyhow 136 You may reserve your own block of numbers The beginning and ending number to reserve will be set initially to the next available number The range may be edited to whatever 1s desired If the selected range includes numbers already used they will be skipped when numbers are assigned Purchase orders may be reserved for any user for which the current user is an approver When entering Utility Reserve Purchase Order Numbers a list of users will
8. Total Amount 34 881 45 Add Check Gi Edi Close Help The activity must be selected for payment before you can create an offline check When you have the activity highlighted press the Add Check Button Check Will Be Added Check Mumber NNI Check Date 4 05 2001 Enter the Check Number and the correct Check Date Press OK Note that the continuous Reconcile Checks marking functions Go to File Check Reconcile Checks The check toggle as does individual M marine any reconciliation procedure supports block marking accounts already marked will be unmarked 108 To mark a block of checks for reconciliation hold down the Shift Key and use the up or down Arrow Key to mark each account in succession The marking process is not instantaneous and some checks may be missed if you mark too quickly by holding down the Arrow Key and letting it repeat This 1s particularly prevalent when the check register file 1s very large and also at the top or bottom of the browse box because of the extra time required for scrolling You can go back and mark any missed checks individually with the Space Bar or Shift Arrow Key combination Reconcile Date 4 07 2001 Account Humber 001 115 200 Bank Balance 000 Account Balance 000 De gut P Enter Reconcile Date Account Number Bank Balance and Account Balance Pr
9. Items Distribution Notes Attributes Class Class Misses WEEKLY CHECK RUN ipi ok Clone Activity Template Go to Setup Activity Templates Clone Activity Template Select the class which the template belongs to Then enter the template that you want to copy and the name you will give to the new template Click OK when finished Clone Activity Template FII Template ta COKER FUEL BILL Mew Name A gut See Adding a new template to fill out the information fields Print Activity Template List Go to Setup Activity Templates Print Activity Template List See Lists for details Adding a Template Group Go to Setup Activity Templates Browse Template Group On the General Tab enter the template Group code and Name Adding a Template Group Ei General Classes Templates Group NM ame Bo nega On the Classes Tab press the Insert Button and fill in the Class ID Class Will Be Added to Group x Class E ck On the Templates Tab you may view the template in this group Print Template Group List Go to Setup Activity Templates Print Template Group List See Lists for details Browse Template Class Go to Setup Activity Templates Browse Template Classes The class to which this template belongs A template class defines the function of a template Each activity template relate
10. Activity Invoices Humber Mame Johnnys BE GOOD SERVICES License Contact Ki 7 Phone 123 456 7890 E Type B Discount 2 Last Day Days Net Due 4 Days Purchase Limit quit Help Number The vendor number is an eight character alphanumeric field that 1s unique to this vendor It is used to locate all records for the vendor in the activity invoice and check register files Name You may locate the vendor by this field as well as the vendor number The vendor name may be up to 40 characters long License If the IMS Occupational Licenses Manager is installed this field will reference the license number assigned by the Occupational Licenses Manager You may view the data for this vendor in that program by pressing the F3 Key or right clicking while in this field Contact This is the name of a contact person at the vendor This in option field for user reference that is not used by the system 66 The vendor phone number is not required by the system It may be in any format Type Vendor type is a user defined field It is not used by the system Valid values are from 0 to 99 Discount This 1s the default discount percent that will be taken when paying an invoice within the discount allowed date If left blank no discount will be taken This discount can be overridden on individual activity items Last Day This is the last day
11. But this does not fulfill the prime objective of this option of guaranteeing that each expense transfer will include the check number that paid it There would be nothing to prevent selecting a number of items for payment then making a transfer before the actual payment is made Which option is correct for your system It depends on how you run your payables operation The advantage of the standard method is that it avoids understating expenses When an activity is added as a disbursement it should be assumed that it will in fact be disbursed and thus the expense should be realized as soon as possible If disbursements are entered a month early and may or may not be paid they should probably be entered as purchase orders rather than disbursements This provides for encumbering the amounts which is important to prevent budget reports from overstating the remaining budget but doesn t count the full amount as expended The new alternate method has a risk of understating expenditures since the expense accounts are not hit until a payment is made If the new method is used activity would be best entered as purchase orders so the costs will be encumbered Otherwise disbursements entered will not get to General Ledger until paid and could cause overstatement of remaining expense 168 budgets in the interim The main advantage of the new method is that it assures that each expense transaction can be traced to the check that paid it
12. Old and New Cash Account Numbers Select the actual cash account The procedure will be shown on a progress meter Change template cash account Old Cash Account Number thi New Cash Account Number 001 101 1000 Ak gut Hep Search Activity for Text Go to Utility Search Activity for Text This utility allows you to search the activity database for specified text The text may be a word partial word or group of words The activity description will be searched first then the activity notes then the description for each item of the activity After the search is complete a list of the matches found is displayed and any selected activity may be viewed This utility is intended to aid in answering questions like where did we buy whatever or when was the last time we bought whatever 135 Search Activity for Text FII Text to Locate JOHN cea Reserve Purchase Order Numbers Go to Utility Reserve Purchase Order Numbers A list of reserved numbers is copied into memory when Accounts Payable is started to speed up the number assignment process An hourglass cursor will be displayed while the list 1s being built and will return to a pointer cursor when complete Depending on how many numbers are reserved and the speed of the workstation and network the process can take anywhere from a few seconds to a minute or more Fewer reserved numbers means a shorter delay at startup
13. Selected activity can be viewed or edited through File Activity File Maintenance Open Activity Selected for Payment When purchase orders are selected for payment the distribution status 1s changed from encumbered to spent for the amount to be paid A check will not be printed if the amount is zero 99 Date MEANT Cancel If you accept the payments due then press the Accept Button You may individually view the accounts if necessary Enter the payment changes if there are any and press OK Payment due by April 5 2001 vate Reference Vendor Description Pay Amount EE 4 05 01 6807 11711 July Premium 100 00 8 07 00 6765 1429 1143 JOB lt 00163 8 07 00 6766 1496 495 _ INVENTORY MATERIAL 8 07 00 6776 1501 1168 SUPPLIES zizi Q View E Accept Close Help Total Amount to Pay 85 270 36 amp Payment Amount Will Be Changed Reference Purch Order 1439 Description INVENTORY MATERIAL Due Date 8 30 2000 Amount 354000 Paid So Far COD Pay This Time EE i ok nes 2 Processing Hecords Selecting For payment 0 Completed 100 For partial payments on purchase orders the activity type will be changed to disbursement but the unpaid distribution will remain encumbered If necessary a distribution amount will be split into part spent and part encumbered When a check is printed only the spent
14. reference the correct check number in a disbursements report because the same method previously used for the report is used to convert the data If you want to print in reference number order with a specific range of payment date use the smallest possible reference number range to minimize the time required to generate the report 152 Click on OK when done See a sample of this report The important thing to remember is that there are two different dates involved depending on the printing order selected Each activity record has a date field which is usually the date entered When the disbursements report is printed in vendor or project order the secondary order is the check date The disbursements report has an option of printing the notes field contents on the report When the report is printed in account number order the report will print in secondary order of payment date The landscape version of the report prevents the description line from overwriting the check number field When the activity is paid the check register will contain a date field which 1s the date the check was printed There may be several checks associated with a single activity such as in the case of partial payments and there may be several activity records associated with a single check number such as paying several invoices for the same vendor When printing in entry date order if a payment has been made the check shown in the report w
15. 0 will match any account with an object of 101 0000 in any fund 10 521 will match any account number with a fund number beginning with 10 any department and any object beginning with 521 If there are no wild card characters in the account number entered the program will function as before If the account matches an existing account it will be accepted Ifit does not match a list of all accounts in the chart of accounts will be shown See also Adding New Activity Adding an Account Number Mel Ei Account Number Account Mame Account Code 0 Project Required Asset Disable Cancel P Help 3 Enter the Account Number Name and Code Check the following boxes Project Required If checked this account must have a project code when used Asset Purchases against this account will be marked as asset that sets the asset flag on the activity whenever this account is specified as a cost distribution account If the cost distribution 15 to more than one account the asset flag will be set if any account has the asset attribute This feature works in conjunction with the minimum asset field in Setup System Data General System Data Minimum Asset If a distribution account has the asset attribute set the activity will be flagged as an asset even if below the minimum asset cost Likewise if none of the distribution accounts have the asset attribute the activity will be flagged as an asset if the
16. 52 8 07 00 6772 305 500 CONTRACTOR REGISTRATION CAR 35 35 8 07 00 8 07 00 8 07 00 8 07 00 8 07 00 6773 6774 6775 6777 6778 OFFICE SUPPLIES COPIER RENTAL JULY 2000 COPIER RENTAL JULY 2000 REPAIR PUMP FOR PROSPECT LIFT STA REFUND FOR AFLAC INS DEDUCT IN JUI Total Amount 78 92 260 00 333 00 1 008 00 10 78 d 34 881 46 B Delete Close Help See Add New Activity for all of the fields that are covered when adding a new activity record The only difference will be that there is now a Transaction Tab The amount of a disbursement may be changed in an activity record by users with System Update access or higher This in turn allows distribution accounts to be added Distribution accounts may be added as long as the total number does not exceed 16 to fit on check form and the total amount distributed is less than the amount of the disbursement However when a distribution record is deleted or its amount is changed the amount of the disbursement is automatically adjusted to match the distribution total and defaults to the remaining amount of the activity to be distributed This made it impossible to add new distribution accounts to an existing activity record 76 When a new distribution account 15 added to a paid activity not recommended the check identity for the distribution record is copied from the payment record Changing the cost distribution not the
17. 6556 7029000 6557 029000 Jahnmys GOOD SERVICES 702700 6387 BBKing Fards 0200 REPAIR TO UNIT 22 INV CASSI 001 021 521 101355 TOT 6585 a200 SLUDGE HAULING Aged Payables Report Run 4 09 01 City of Hotville Florida 5 20PM Aged Payables Report Activity Entered 2 02 98 to 4 02 01 Payable as of 4 09 01 Date Reference Purch Order Vendor Description 8 07 00 6761 SEBRING WATER DEPARTMENT WATER SERVICE Added 4 09 01 by amp ccounts Payable D01 0015 511 4300 Added 4 09 01 by amp ccounts Payable 001 0041 541 4300 Added 4 09 01 by Accounts Payable 001 0042 541 4303 Added 4 09 01 by Accounts Payable 001 0043 541 4300 Added 4 09 01 by Accounts Payable 001 0073 572 4300 Added 4 09 01 by Accounts Payable 401 0025 533 4300 Added 4 09 01 by Accounts Payable 401 0027 533 4300 Added 4 09 01 by Accounts Payable 401 0028 533 4300 8 07 00 6762 SEBRING WATER DEPARTMENT WATER SERVICE Added 4 09 01 by amp ccounts Payable 001 0021 521 4300 Added 4 09 01 by amp ccounts Payable 001 0022 522 4300 Added 4 09 01 by amp ccounts Payable 001 0041 541 4300 Added 4 09 01 by amp ccounts Payable 001 0042 541 4302 Added 4 09 01 by Accounts Payable 001 0042 541 4303 Added 4 09 01 by Accounts Payable 001 0043 541 4300 Added 4 09 01 by Accounts Payable 001 0072 572 4300 Added 4 09 01 by Accounts Payable 001 0090 590 4300 Added 4 09 01 by Accounts Payable 401 0026 533 4300 Added 4 09 01 by Accounts Payable 401 0027 533 4300 Added 4 09 01 by Accou
18. Check Item Add Offline Check Item Print Checks Item Reconcile Checks Item File Maintenance Menu Void Checks Item single Check Item Group of Checks Item Invoice Menu Vendor Item File Maintenance Item Clear YTD Totals Item Project Item Print Setup Item Exit Menu Edit Item Cut Item Copy Item Paste Menu Print Menu Forms Item Checks Item Purchase Orders Item E Mail Purchase Orders Item Requisition Page Access Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor Supervisor 1 Project List Ff UI ZUU I 12 05PM Page 1 Code Chart of Accounts Run 4 09 2001 3 26PM Page 1 Account Number 001 100 0000 001 101 0010 001 101 1000 001 102 1000 001 102 2000 001 104 5000 001 109 9000 001 115 2000 001 125 1000 001 129 9000 001 131 1010 001 131 4010 001 131 4011 001 131 9000 001 151 1000 001 151 2000 001 151 9000 mma mai mamm 175 City of Hotville Florida Project C
19. IMS system this term is still used The confusion arises from the fact that the disbursement is in the system before actual disbursement Some organizations enter disbursements well before payment and may select only certain ones to be paid It can be argued that technically it is not a disbursement until paid but from an accounting point of view the funds are obligated and as good as spent even if still in the bank To allow users to tailor Accounts Payable to their method of operation a configuration option was added that allows changing the way expense transactions are generated Setup System Data Configuration Options Delay Expenses until Paid This configuration option should not be changed without a complete understanding of its effects The operational characteristics of each mode will be discussed in enough detail here to allow making an informed decision as to which option to use 165 The reason for this option is to provide a way to delay transfer of expenses to General Ledger until after a check has been printed Typically the expense accounts are debited when a disbursement is entered If a transfer is made before a check is printed there will be no check number associated with the expense in the General Ledger When the check is printed the subsequent transfer will contain only a debit to Accounts Payable and a credit to cash which are typically batched together anyhow The original system is not a problem if
20. In Stack In Categorii WIDEO TH M ameB adges Name Badges for General Assembly EXTRA HalationialHiepart Creating the Enrollment Report by U Fw TUTORS TA Report Spaces Bp Cemetery CLREPORT TA Report Arraved fields test FRHEADER TA StudentPhoneLis Student Phone List sorted by Studd Aw TUTOR TA StudentFhoneLis Student Phone List sorted by Mama Hw TUTOR TA V Preview Report Print Report Close us Help Print PDF Reports 156 Go to Print Reports PDF Reports The option to create PDF files of reports was added This option 15 available only if the PDF module is installed To set it up go to Setup System Data Configuration Options See the location for PDF information PDF Reports under Purchase Orders has additional information If the PDF module is installed two new checkboxes Create PDF Report Files and Disable Hard Copy Reports will appear They work in conjunction with the Disable Print Preview checkbox Each of the three controls functions individually Any combination of the three is allowable except the one that disables all print output Disable print Preview checked Create PDF Report Files unchecked and Disable Hard Copy Reports checked You can for example set the system up to create PDF files for all reports without showing a preview or printing a hard copy If print preview is enabled hard copy must also be enabled if you want the option to pri
21. Print Checks Ea Check Date Cash Account Number Beginning Check Number 1 Beginning vendor Sparks Electric Company Ending Vendor Sparks Electric Company Rk gut Heb The keeper part of the laser check forms prints negative amounts when credit amounts are entered as invoices If there are too many invoices the check amount will be correct and all invoices will be marked as paid but the excess ones will not be printed on the check nor will an additional check be generated If there are too many distribution accounts for a single check the invoices paid by the distribution on the first check will be printed on the first check 141 Add Offline Checks Go to File Check Either Print Checks or Add Offline Checks will allow the disbursement to then become a paid activity and move to the Check File which allows you to print a group of checks for selected activity These will print in alphabetic vendor order not the order the activity 1s entered This option will allow you to specify the beginning check number and will then subsequently number the remaining activity 1n alphabetic vendor order Enter Offline Check for Selected Activity By Date By Reference By Purchase Order By Vendor S Date Reference Vendor 7 31 00 5647 326 RE CRA CDBG 166 00 7231200 6660 407 MAILING CHARGES TO WATERS RISKM 44 60 7 27 00 6567 44 REPAIR
22. Setup Security Users Browse Users This is a list of all authorized users You are only allowed to update your own user record unless you have Supervisor access Select Insert to add new users amp Browse the User File E Once you start entering information in the Template Group field another screen will pop up and will take you to the Browsing Template Groups to select one You will need to add information about which template group the user belongs to A template group subdivides activity templates into groups Each user is assigned a template group Only templates belonging to their assigned group are available to a user 33 Adding a User Record g General User Mame Elizabeth Password something Security Supervisor Template Group 1 none Chart ID 1 MASTER Buyer Approval Email Address importantmindspring com Cancel P Help If there are none created yet then select Insert and create one See Template Groups for more details Back at the Adding a User Record Screen fill in the Chart ID field which uniquely identifies a chart of accounts It is a numeric integer field with allowable values up to 65 535 This field 1s used to separate accounts in the chart of account by chart ID A Buyer field allows relating the user to a specific buyer code When activity 15 added the default buyer will be set from this added field It should be left blank if users do not
23. Supervisor access will have no option other than to disallow the amount If an existing activity record is edited File Activity File Maintenance and an unpaid distribution amount is changed it will be checked again for exceeding budget Filter Open Activity by User When checked all users with access below Supervisor will see only the activity in the payment selection lists and the open activity reports entered or approved by the current userunless the user has Supervisor access The purpose of the option is to allow multiple pay cycles to work with individual pay selection lists and open activity reports If the current user has Supervisor access the filter will be disabled and all activity will be shown It is an option that can be disabled This filter applies to to all open activity windows and reports See Setup Configuration Options 30 Users that have used this feature are cautioned to check this option after version 3 080 is installed if they want to continue working as in the past If this filter option is enabled the check print process will print only checks for activity entered by the user or users for which the current user is the approver if the user has access lower than Supervisor Auto Inventory Update Accounts Payable transfers direct purchases for Vehicle Maintenance as well as Inventory Work Order These transfers may take place automatically each time Accounts Payable is started 1f so configured here or may be
24. an override amount manually entered Encumber If checked the full amount will be encumbered initially The distribution specified must be for the full amount If not checked nothing will be encumbered and the distribution should be for the payment amount Pay Schedule Payment schedule how often payments are to be made on this activity daily weekly monthly etc First Pay Date This is the date the first payment is due It is used along with frequency as the basis for determining when successive payments are due Payment Amt This is the amount that will be paid each specified interval The hourglass cursor will be displayed in the window requesting the payment amount if there 1s none selected After the amount is entered the distribution status is updated to reflect it Notes This field can be used for miscellaneous notes The capacity of the field 1s 20 lines of 50 characters each Automatic word wrap 15 active while entering notes If the Print Button is visible you may print the Notes section Select for Purchase Go to File Activity Select for Purchase Highlight the activity you want Use the No Button to mark items you do not want paid Use the Yes Button for items you want to include for purchase Press the Accept Button when finished w Yes EE amp E Mail i Accept When in the manual pay selection procedure when the All Button is pressed activity that has a zero payment am
25. and then another set entered for a different due date you would want to Select for Payment by a specific due date thus leaving activity due for a later date as Open Activity If you enter disbursements with the same due date or prefer to pick and choose which Open Activity will be Selected for Payment use the Manual Selection option The Selection screen will show Open Activity Disbursements in your file When selecting for payment either manually or by due date if the user has less than Supervisor access the activity records shown will be limited to those entered by the user NOTE Users should be aware that selecting a purchase order for payment immediately converts it toa disbursement 97 Click on the Include Purchase Orders to see Purchase Orders and Disbursements that are in the Open Activity file Under the Manual Selection option use either the Button or the Yes Button to select your activity for payment If Include Purchase Orders is not checked the Button will select only disbursements The activity will highlight in red when it has been selected If coded as a purchase order and not a credit memo and selected for payment and the payment amount will pay the remaining balance the purchase order will be converted to a disbursement If a purchase order is entered with a zero payment amount the full distribution will be coded as encumbered amp Payment Amount Will Be Changed Ei Reference
26. and you can enter the check date and check number This becomes a paid activity and 15 seen in File Check File Maintenance with a red checkmark under the O column Check Will Be Added Check Number Check Date 4 09 2001 Eo fon 9 ww These checks whether printed as a group or entered as offline checks can be viewed through File Check File Maintenance The paid activity can be viewed through File Activity File Maintenance Paid Activity You can also print a Check Register through Print Reports Standard Reports Check Register The final report you may wish to print is the Disbursements Report under the Print Reports Standard Reports Disbursements This report will show what activity is paid and what check number was assigned to that activity There are several options in printing order and again select those which best suits your needs Print Purchase Order Go to Print Forms Purchase Orders Ifthe cost distribution is printed on a purchase order it includes the project number for each distribution amount if it was assigned to a project signature from an image file may be printed on purchase orders The signature must be an image file in either the BMP PCX GIF JPG or WMF format The size and location of the signature on the form may be set by the user The name of the signature image file must be entered first It also prints the vendor code to the left of the vendor name to aid in ident
27. be printed in box 7 6 On the 1099 form the box in which amount is printed 7 On the 1099 form the box in which amount is printed Tax ID If this vendor 15 an individual this 1s their social security number needed if the vendor 15 to receive a 1099 form at the year s end Otherwise it 15 the federal tax number for the company Do Not Combine If this box is checked separate checks will be printed for each activity item for this vendor If left blank the default check printing method will be used combine all activity for vendor into a single check if space permits Spell Paid invoices are displayed as gray on the activity add view and update windows Unpaid or partially paid invoices display normally 69 On the Notes Tab you may create a long list of Notes about each vendor Vendor Will Be Changed Ic gt General Addresses Misc Mates Checks Activity Invoices Notes neo 9 Spell checking is available for users that have Microsoft Word installed on their computer If a Spell Button appears on the window it means Word is present If the button does not appear either Word 15 not present or is an incompatible version On the Checks Activity and Invoices Tabs you are only able to view checks activity and invoices once they have been entered When they are you may highlight it and select the View Button Vendor Will Be Changed LX General Mis
28. bring up the Chart of Accounts and then you can scroll through the chart to find the correct account number Of course if you know the distribution account number you can add it by typing it in Adding Distribution x Account Amount 32000 Project Status Encumbered Cancel Help 89 See Account Setup for additional information on distribution account numbers Enter the Account Amount Project and Status Requisitioned Encumbered Expended Disbursed Deleted This is distribution that is no longer active and has been deleted Requisitioned This is a request to purchase something without the authority to obligate the city for the amount It does not transfer to General Ledger Think of it as This is how I will pay for the item if allowed to purchase it Encumbered This is the first step of obligating the city for an expenditure It usually indicates an order has been placed for something but delivery has not been taken and an invoice has not yet been rendered The purchase could be cancelled or amended later but at this point it is a commitment to purchase something The purpose of encumbrance accounting is to prevent spending the same money twice Without some system of measuring what is in the pipeline it is easy for an organization with many purchasing authorities to overspend the budget In the IMS system a purchase order will encumber all cost distribution accounts for
29. checks in the check register if Accounts Payable is configured to keep voided checks the recommended method a check cannot be deleted from the check register unless it has been voided Keep Reconciled This is to keep reconciled checks in the check register Default Due These are the default days after entry for due date 22 Form This 18 the type of form you want printed Report This is the format for the report you want printed Min 1099 This is the minimum amount you want to print on a 1099 form Inventory Groups If the inventory groups option is enabled see IMS license options a default inventory group may be set using here All purchased inventory that is not already in the inventory file will be initially assigned to this group when transferred to inventory The standard hot keys will display a list of available inventory groups This setting is stored locally so that each workstation may have a different default inventory group If the Inventory Work Order database is not available this option will not be available Fixed Asset Defaults Select the Asset Type Class and Group This section is only functional if you have selected a data file path for Fixed Assets Email Accounts Payable now includes an extra cost option to send e mail to users when requisitions are entered and when they are approved or rejected To set up the e mail capability first go to Setup System Data General System Data If the e
30. distribution will be changed to paid When a second partial payment is made on an activity which contains encumbrances only the amount of the current payment is coded as spent All remaining unpaid distribution will be left as encumbered When an activity is selected for payment the amount to be paid cannot exceed the remaining unpaid cost distribution Partial payments on purchase orders that have cost distribution to more than one expense account will be distributed to all accounts according to their portion of the total expense as it is for disbursements For example if a payment of 100 is made on a 200 purchase order with distribution of 150 to one account and 50 to another the payment distribution would be 75 to the first account and 25 to the other If repeated partial payments are made on a purchase order the current payment will always be distributed according to the original distribution before any payments were made Note that this option functions whether configured to delay expenses Setup System Data Configuration Options Delay Expenses until Paid or not When expenses are not delayed partial payments become expended when selected for payment When expenses are delayed partial payments become expended and immediately paid when the check is printed Normally whenever an open activity record is edited when something has been changed the system will check that the status of each cost distribution account is app
31. done explicitly using Utility Update Inventory The basis for transfer 1s whether or not an item has been received regardless of whether it has been paid This allows partial shipments to transfer to inventory in a more timely manner To support using the old method of transfer all items that have not been marked as received will be so marked when the activity is paid Users that do not use Accounts Payable for inventory purchases or do not choose to use the new receiving system need not change their procedures To support this new transfer protocol for receiving inventory and direct work order purchases see also File Activity Open Inventory Items Auto Asset Update Transfers assets automatically Create PDF Report Files and Disable Hard Copy Reports If the PDF module is installed two new checkboxes will appear This option will create PDF files from reports This option is available only if the PDF module is installed See PDF Reports for more information on this topic Security Setup Only users with budget access of System Update or higher may create accounts amp account members Those with Supervisor access may create groups and access all budget groups 31 Security Profiles Go to Setup Security Security Profiles Create the different profiles Security features individual procedure level access for an unlimited number of users Each user may be assigned to any one of an unlimited number of security profi
32. email will be sent to the requisition originator Print Security Profile List Go to Setup Security Print Security Profile List This report lists all security profiles and the access for each menu item This report requires Supervisor access to print See a sample of the Profile List The chart of account defines what accounts are available to the user based on the Chart ID assigned to the user All available accounts are in this file each coded with a particular Chart ID The accounts available to a user are limited to those with the chart ID assigned to the user All accounts in this file must exist in the master account file If the IMS General Ledger is installed this file will be in the General Ledger folder EE Eharts 35 Otherwise this file will be a local file in the Accounts Payable folder Go to Setup Chart of Accounts Browse Master Account File Press the Select Button to select from the different accounts to browse through PI Select Chart of Accounts ID Mame CURRIER T I 2 MASTER 2 4 Sample Insert Fi d E dii 1 Delete Close T Help Browse Master Account File Account lnactive Account DBR EDGE E POSTABLE ASSET CASH GEN REV FUND PETTY CASH PS amp PE POSTABLE ASSET PETTY CASH ADMINISTRATION POSTABLE ASSET CASH PAYROLL FIDELITY BANK POSTABLE ASSET MISC ACCOUNTS RECEIVABLE POSTABLE A
33. enter their own purchase orders If Accounts Payable is left at the user login window for one minute the program will be terminated This is to prevent blocking logins by other users Once security information has been entered the system will require login the next time it is started Accounts Payable Login ME User Il Password Cancel Account Setup 34 Requisition Approval Each user may be assigned a person who must approve their purchase requisitions Using Setup Security Users Browse Users Change Button fill in the two fields The Approval field is the login name of the user who must approve all requisitions entered by this user If the field is left blank the system will function as before User must have access equal to or higher than the level specified in Setup System Data General System Data Purchase Approval The E Mail field in the User record 1s the e mail address of the user This is available only if the E Mail option is installed The requisition approval process may also be done in tiers If a person that is an approver for one or more users may in turn have an approver In such cases when an intermediate approver approves a requisition the email will be sent to the next approver and the requisition will be updated to reflect who must approve it next This can continue for any number of levels When finally approved by the highest authority a user that has no approver the
34. in the transaction item distibution quate bid asset payment and d 9 Invoice files will also be deleted If reconciled and voided checks are retained you should also purge the check register thru the same cutoff date Are You sure you want to continue If you choose to permanently delete all activity for the date you chose and earlier press the Yes Button The check processing printing and voiding operations use transaction framing to prevent partial file updates in the event of an error If an error occurs during processing all file changes will be reverted The same will be done if the user aborts before all checks have been printed This assures that all data files are either updated completely or none are updated If the process is manually aborted or 15 terminated because of an error all files will be restored to as existed before starting processing The check number is assigned automatically It can be up to 8 digits Dollar amounts for invoices and checks can be as high as 999 999 999 99 but the form has space only for 99 999 999 99 in the advice stub dollar columns New Checks Go to File Check File Maintenance To insert new check information press the Insert Button Press the Payment Tab to view payment information Press Insert to add new information Select the Cash Account from which the payment is made The check form has room for only seven reference numbers As long as the reference number is less t
35. is checked the message text will be the contents of the notes field of the requisition If it is not checked the contents of the Default Body field will be used as the message text The Default Copy field is for an e mail address that will receive a copy of all messages sent The Server Name field is the outgoing mail SMTP server This must be filled in If you are using Outlook Express you can find it by going to Tools Accounts Mail Tab Properties Servers Tab Outgoing Mail SMTP The format of the server name field may be either the name mail somewhere com or the equivalent IP address 123 210 42 104 The Port Number field also must be filled in The value is usually 25 You can also find this in Outlook Express by going to Tools Accounts Mail Tab Properties Advanced Tab Server Port Numbers Outgoing Mail SMTP The next part of setting up for e mail is adding e mail addresses for all users Go to Setup Security Users Browse Users For each user press the Change Button and enter that employee s e mail address When requisitions are forwarded for approval vis e mail the approver s e mail address 1s filled in automatically for requisitions from templates The standard hot key may be used to select from the list of available users See also Requisition Approval Once the above steps are completed you are ready to start sending e mail An e mail may be sent when a requisition is entered or when selecting for appro
36. is printed depends on how your system is configured Additionally distribution of a partial payment may be adjusted manually if the system is not configured to delay expenses until paid This may be done in File Activity File Maintenance Open Activity It may be done before or after 172 the pay selection process If done after the activity is selected you will see the distribution computed by the system Offline Checks If a partial payment is made by offline check payment distribution for purchase orders will be prorated among all cost accounts as described above Partial payments on disbursements will be distributed in account sequence The payment is applied to the first distribution account until it is exhausted and continues to the next account until the payment is fully distributed 173 Parent Child Relationship Rules June 2001 All of the IMS program databases have parent child relationships It is generally bad practice to allow a database to accumulate orphans which are child records whose parent has been deleted Parent deletions can be done in one of two ways depending on the individual situation either you delete all children when the parent is deleted cascade or deny if the parent has any children The relationships and dependencies are shown as in the excerpt from the data dictionary summary below WTask FILE DRIVER TOPSPEED RECLAIM NAME wt aname PRE WTA BINDABLE Work order task By Task KEY WTA
37. it is selected for payment This means the only way the expense and check number will be transferred together is if the entire amount is paid before a transfer is made If a partial payment is made the check number will not appear in the General Ledger because only Accounts Payable and cash accounts are affected when checks are printed The new option effectively delays transfer of expense debits until a check is printed and then the payment amount is debited to the expense account s and credited to cash The step of debiting expenses and crediting Accounts Payable is bypassed If purchase orders are entered the full amount is encumbered The encumbrance is not relieved until a payment is made and then only for the amount of the payment At that time the payment amount is debited to the distribution accounts and the payment amount credited to cash Again the Accounts Payable step is skipped The benefit of this method is that the expense transactions sent to General Ledger will always have an associated check number making auditors happy It also allows disbursements entered in one month and paid in another to not transfer the cost until paid 167 It be argued that a better compromise might be to accept the expenses at the time an activity is selected for payment and only for the amount selected A disbursement entered with no payment amount would have no expense transactions created until payment amount was specified
38. mail option is installed a tab labeled E Mail will appear There are 3 sections On the General Tab fill out the Email server name and Port Number usually 25 23 Updating System Data OE x General Data File Paths Addresses Options E Mail Server Name Part Mumber 0 Hk ga The second tab is the Requisitions Tab At the top of the window are five check boxes The first E Mail Request should be checked if you want the capability to send e mail when a requisition is added See also Utility Send Email Updating System Data OE x General Data File Paths Addresses Options E Mail Default From Default Copy Default Subject Default Body Eo Gon 9 The second box E Mail Approve should be checked if you want the capability to send e mail when a requisition is either approved or rejected At least one of these two check boxes must be checked before anything else may be set up The User Sender box controls whether the sender s e mail address is that of the user adding the case or a system wide default address If it is checked the address of the logged in user will be used If it is not checked the address below labeled Default From will be used 24 If Desc Subject is checked the description field of the requisition will be used as the subject in the e mail If it is unchecked the contents of the field below labeled Default Subject will be used If Notes Body
39. release all reserved purchase order numbers for the current user You will be asked to confirm the release If the user has System Update or higher access any reserved number may be deleted thereby releasing it for use by others 2 Release all ar your reserved purchase order numbers Send E Mail Go to Utility Send E Mail If you have selected this option under Setup System Data Email Tab then you will be able to send emails When e mail attachments are added using the Windows file dialog box button they are appended to any files that may have already been selected The concatenation character is the vertical bar Send E Mail Iof x server mindsprina com Port 25 25 From MS mindspringcom ss sss s SsSS To Subject Latest account figures 2002 budget revision Attach 88 08 m See the attached file for details on this subject Just had a meeting on it and think we should submit the new figures at the next meeting M Smith iz Send x Close Press F3 to find a list of files to attach send x Close Press the Send Button to send the email Press the Close Button to close after finishing If you have incorrect port settings or other items stup incorrectly you will see a notification box which tells you of the error HetT alk Object Error A network commu
40. still be present but will be labeled Print and will print a hard copy purchase order instead This option is also available in File Activity File Maintenance Open Activity If the activity being edited is a purchase order and the vendor is coded to receive e mail purchase orders a button in the Purchase Order region on the Misc Tab will generate and e mail the purchase order Purchase orders may also be generated and e mailed as a process for a range of purchase order numbers using Print Forms E Mail Purchase Orders 145 Note that the process of generating a PDF purchase order and e mailing it is considerably slower than for printing purchase orders on paper In tests during development the process took about 10 seconds per purchase order The process will skip any purchase orders for vendors not set up for e mail purchase orders The standard purchase order printing process Print Forms Purchase Orders should be used for these vendors PDF purchase orders generated will be named POXXXXXXUUUUUUUUU PDF where XXXXXX 1s the purchase order number UUUUUUUUU is the login name of the current user and will be saved in the location specified as the document path When the user is logged in at the Supervisor level the list includes reports created by all users Print Requisition Forms Go to Print Forms Requisition Highlight the form to print You may view the requisition information by pressing the View Button Press t
41. the payment automatically overriding the manual distribution This can be done before or after the activity has been selected for payment If done after selected you will see the distribution breakdown computed by the system When selecting activity for payment if the total of unpaid invoices against the activity 1s less than the amount being paid the invoices 1f any will be displayed and invoices may be added at this point If there is no payment amount set for the activity at the time it 1s selected for payment the invoice display will appear after the OK Button is pressed in the set payment amount window Numeric vendor numbers although not recommended are supported When numeric vendor numbers are used they are automatically right justified so they will collate properly in browses and reports 102 The processing during payment selection is uniform for all avenues of selection The selection process follows these steps 1 If the payment amount is zero it asks for payment amount skip if none entered 2 Flag activity as selected 3 Set distribution status according to activity type and payment amount splitting 1f necessary for partial payment 4 If paying entire amount of purchase order convert to a disbursement 5 Consolidate distribution by account number and status 6 Reverse all transferred transactions delete all others 7 Recompute all transactions based on distribution O xj Genera
42. the various users under the supervisor Select Configuration Options which will govern how your program functions Then select Form Options to choose the forms to be printed You may then have to select printing options for the forms 15 Getting Organized General System Data 15 System Date 25 Security Setup 30 Account Setup 34 Form Setup 47 Activity Template 53 Project Setup 62 Buyers Setup 63 Vendors Setup 64 Shipping Method 70 Address Setup 7l General Go to Setup System Data General System Data Fill in the fields under the General Tab System Data Updating System Data CO x General Data File Paths Addresses Options E Mail Data File Version 3210 System Date 5 24 2002 Current Manth 5 Current Year 2002 x Organization M ame Federal T as ID Purchase Approval H Minimum Asset Default Cash Acct neos P Data File Version This 1s a system maintained field that indicates the version of the data files It is used by file conversion 16 programs that are shipped with some updates to determine the current data file version This field should never be changed by the user because it could make file conversion utilities fail Date This 1s the date of record for all activity Note that the date does not have to be in the current accounting period Current Month This is the month of record for all activity This is the calendar month not th
43. total amount of a paid activity is sometimes necessary when the check is not available and the purchase was charged to the wrong account number If the change involved adding a new distribution account rather than changing the account number of the original distribution the added distribution record was not marked as paid by the check that paid the activity There are limitations to this fix It is reliable only if the activity was paid in full by a single check If multiple payments have been made the added distribution record could be applied to the wrong check When an activity record is deleted any related checks are not deleted if the system is configured to either keep voided checks or keep reconciled checks If neither of these options are enabled the check will be deleted provided no other activity was paid on the check As before an activity may not be deleted if the check that paid it has not been voided If the total activity amount is changed so that it no longer matches the distribution a message is displayed informing the user of the problem and offering to change the activity amount to agree with the distribution Activity Amount Discrepancy c The total activity amount of 85 00 does not agree with the total 9 distribution amount af 76 92 Adjust total activity amount Tf If the user declines the offer to change the activity amount a second option will be offered if the distribution is to a single accoun
44. using Utility Update Fixed Assets For an asset to be transferred the activity must be marked as paid It also must have the Asset box checked on the activity and or at least one item must have the Asset or Component box checked The item list may include items that are not to be part of the asset but those that are to become components of the asset must have the Asset or Component box checked If the asset box is checked on one or more items in an activity that does not have the asset attribute each checked item will become an asset rather than a component If the asset or component box is checked on an item an Info Button will be available that displays a window where you may enter information that will be needed for the Fixed Assets Manager database after the activity is paid The information includes manufacturer model number and serial number 160 When the information is transferred to Fixed Assets Manager the activity description will become the asset description and the components will be all items of the activity with the asset attribute Each component will have the appropriate manufacturer model and serial information Items that have no asset record or have all blank fields will not be transferred It is very important to remember that if you want multiple items on the same activity to be components of the same asset you must check the asset box for the activity Otherwise each item will be added as a separa
45. 0 Account Number Actual Encumbered 007 101 0010 222 089 52 0 00 gl DU 1 31 1030 O1 131 1050 D 131 4010 001 202 0000 001 2189 1200 001 2189 1500 001 218 1520 001 218 1550 001 218 1550 001 2189 1600 001 218 1610 001 218 1650 001 2189 1640 Clear Vendor YTD Totals Go to Utility Clear Vendor YTD Totals Press the Yes Button if you want to proceed Please Confirm update the previous vd totals This should be done only at the end af the year you select fiscal or calendar Are you sure you fou are about to reset vendor year to date totals to zero and want to continue Select which year Calendar or Fiscal Press Ok 126 Update Yendor YTD Options x Which rear ta Update C Fiscal Ak gut Clearing Calendar Y TD Totals p Completed Recompute Vendor YTD Totals Go to Utility Recompute Vendor YTD Totals The current fiscal year should be recomputed just prior to updating vendor Y TD totals This utility can be used to correct situations where you neglected to clear vendor YTD totals at the end of a fiscal or calendar year or for both calendar and fiscal years The year computed will be based on the current period as set in the system file The vendor field updated will be the Fiscal or Calendar Year to Date The utility can also be used to recompute the prior YTD totals by using the following sequence of operations 1 Using Setup S
46. 00 Due From amp nother Fund 000 0000 H k Quit Help Number This 1s the fund number a three digit number from 000 to 999 The special case of 000 is used to indicate that this is the default set of account numbers to use if there is no record in the fund file for the specific fund If you use the same accounts for all funds then you need only one record in this file Name This 1s the name of the fund It can be up to 48 characters long 42 Accounts Payable This 1s the account number that will be used by the system for Accounts Payable when an activity item 1s selected for payment If no account is entered here Accounts Payable amounts will be written instead to the cash account Encumbrances Payable When purchase orders are entered into the activity file the cost distribution is encumbered for each account of the distribution Balancing credits are written to the encumbrances payable account for the fund to which the corresponding expense account belongs Amounts in this account are later reversed when the activity 1s selected for payment At this time the encumbered amounts are moved into actual expenses and the balancing credits moved to the Accounts Payable account If there 15 no value in this field then purchase orders cannot have costs distributed to this fund Cash This 1s the account that will be credited for the amount of expense in the same fund when checks are printed There must be a valid acco
47. 1 151 2000 001 161 9000 001 162 9210 001 162 9220 001 162 9230 001 164 9310 BEVEUND PETTY CASH 4PS amp PE PETTY CASH ADMINISTRATION CASH PAYROLLSFIDELITY BANK MISC ACCOUNTS RECEIVABLE INTEREST RECEIVABLE DUE FROM PARE SPECIAL FUND DUE FROM ENTERPRISE FUND DUE FROM ENT FUND LOAN 5 B A MGT FLINDTBTUB2 5 B A MGT FUND 161055 LAND amp IMPROVEMENTS SECURITY COMPLE ADMINISTRATION BUILDING MAINTENANCE FACILITY PERIMETER FENCE EH Close P Help Print the Account Code List Go to Setup Chart of Accounts Account Codes Print Account Code List See a sample of this list Account Types Go to Setup Chart of Accounts Account Types Browse Account Types ASSET Debit 2 LIABILITY Credit 3 REVENUE Credit 4 EXPEMSE Eh Insert aE T Delete Close T Help Form Setup 47 Press the Insert Button to add new type information Press the Edit or Delete Button to make changes Enter the Type the Name and the Posting choice of Debit or Credit Changing al ype ASSET Bosing Print the Account Type List Go to Setup Chart of Accounts Account Types Print Account Type List See a sample of this list Purchase Order Go to Setup Form Setup Purchase Order There is an option of printing the cost distribution on purchase orders and requisitions amp Purchase Order Form Will Be Change
48. 1096 the first line will print under Filer s name lines two and three will print under Street Address and line four will print under City state and ZIP code If a second address line is not needed it may be left blank When print preview is disabled the user will be prompted to place the summary form in the printer When print preview is enabled the summary page will be appended to the 1099 form previews Two suggestions are offered for changing the form when using print preview The print preview header will display the number of pages to print Labels 147 You can then load the printer with one less 1099 forms and one 1096 form Another method is to print a range of pages first to next to last and last in either order See a sample of the 1099 form Add a Labels Record Go to Print Labels Label Formats Press Insert and design your labels according to the specifications on the label package See a sample of labels Changing a Labels Record BBE General Label Type Page wide 800 Page Height i200 Label width 700 LabelHeight 200 Top Margin Lett Margin 000 Fant Size 2 Bo kao Print Vendor Labels Go to Print Print Vendor Labels Select a Beginning and Ending Vendor name Address and Status F3 provides a pop up list when your cursor is in the Vendor field Click OK when finished amp Print Vendor Label Optio
49. 2 541 5203 922 92 3 23 00 3922 Pretty LAAN SERVICE INC 10811 4905 00 001 0042 541 5207 1 458 33 3 23 00 3922 Pretty LAAN SERVICE INC 10811 4 05 00 401 0026 533 3400 669 59 3 23 00 3922 Pretty LAAN SERVICE INC 10811 4 05 00 401 0028 533 3400 253 33 10 27 99 469 Pretty LAAN SERVICE INC 5431011 03 89 401 0028 533 3400 253 33 10 27 99 469 Pretty LAAN SERVICE INC 5431011 03 99 001 0042 541 5203 922 92 10 27 99 469 Pretty LAAN SERVICE INC 5431011 0399 001 0042 541 5207 1 458 33 10 29 99 548 Pretty LAWN SERVICE INC 5431111 03 99 001 0042 541 5204 5 355 00 11 23 99 1178 Pretty LAAN SERVICE INC 5484412 08 89 401 0026 533 3400 42517 4 3 00 4485 Pretty LAAN SERVICE INC 11052 4498 00 001 0042 541 5204 5355 00 11 23 88 1178 Pretty LAAN SERVICE INC 54844120699 401 0027 533 3400 244 42 14400 2326 Pretty LAAN SERVICE INC 55368 149 00 001 0042 541 5200 5 355 00 11 23 99 1178 Pretty LAAN SERVICE INC 54844120699 401 0028 533 3400 253 33 Check Register Report City of Hotville Florida Page 1 Check Register Check Dates 2 10 01 thru 4 09 01 All Cash Accounts Excluding Voided and Reconciled Checks Number Date Amount Vendor Payee 2 4 07 2001 3 540 00 495 SUNSRise METER AND SUPPLY INC 56266 4 09 2001 2 000 00 495 SUNSRise METER AND SUPPLY INC 56267 4 09 2001 36 42 44 BBKing Fords Total Printed Checks 5 576 42 City of Hotville Florida 185 Missing checks by Number Um City of Hotville Florida i Missing Checks by Number All Cash Acc
50. 6530 Purch Order 1439 Description INVENTORY MATERIAL Due Date 8 30 2000 Amount 354000 Paid So Far o Pay This Time 0 E Bk seo If a payment amount is specified and the amount will not fully pay the activity off then a portion of the distribution equal to the payment amount will be coded as spent and the balance will be coded as encumbered If a purchase order is entered and the payment amount is the full amount the full distribution will be coded as spent but the activity will remain a purchase order In such cases the only significance of the activity remaining a purchase order is that a purchase order can be printed and it can be filtered out in the select for payment browse windows You will be prompted to select or create an invoice for the reference number you chose 98 A Invoices for reference 6530 E3 Date Invoice Amount Eh Insert WI Close P Help Press the Insert Button to add an Invoice Add the Invoice Number Date and Amount Number Invoice Date 4 05 2001 Invoice Amount 354000 E ok 2 Subsequently deselecting it will not convert it Under the Due Date option you would use the Accept to a purchase order thus Wdinelnda purchase Button to select each item for payment and these orders checkbox would again would highlight in red when selected The have no effect at that point
51. CONTRACT TIRES GAS OIL DIESEL STATE CONTRACT TI MOTOR PARTS A VEHICLE PARTS PARTS AND SUPPLIES FOR CITY VEHICL VECHI TUBBS PAY LESS AUTO PARTS A AUTO PARTS amp SUPPLIES MISC AUTO PARTS WEEK A DAFFYDUCK MONTHLY EXPENSE A MONTHLY EXPENSE CHECK WEEK WILLIAMS CHILD SUPPORT PAYA A ROBERTS CHILD SUPPORT WEEK AFLAC A MONTHLY PREMIUM WEEK AFSCME UNION PAYROLL DEDUCT A MONTHLY PREMIUM WEEK ANCHOR BENEFIT CONSULTING CL A CLAIMS WEEK ANCHOR BENEFIT CONSULTING MC A MONTHLY PREMIUM WEEK CLERK OF COURT HILARIOUS COUN A CHILD SUPPORTS WEEK CLERK OF COURT PERFUME COUNT A JIM BOB 11 111111111 DS WEEK COLONIAL INSURANCE A MONTHLY INSURANCE DEDUCTIONS WEEK DEPARTMENT OF REVENUE MONTI A SALES TAX COLLECTED WEEK FARMERS HOME ADMIN BIG BOY F A MONTLY HOUSE PAYMENT FOR MR BIGBOY WEEK FIRE DEPT UNION PAYROLL DEDU A PAYROLL DEDUCTIONS WEEK FIREMEN PENSION FUND A RETIREMENT CONTRIBUTIONS FROM PAYROLL Activity Template Group List Run 4 09 01 3 32PM City of Hotville Florida Page 1 Template Group List CITY CITYWIDE Classes INS INSURANCE COMPANIES MAINT WELDING AND REPAIRS MISMAT PARTS OFFICE SUPPLIES ELECTRICAL PARTS PAY PAYROLL DEDUCTIONS ROADMT CONCRETE AND ASPHALT FOR STREETS SIDEWALK SVC PROFESSIONAL SVCS ATTY ACCT CONTRACTS UTIL FPL SPRINT AIRTOUCH GTE COKER WATER SEVVER VECHMT VEHICLE MAINTENANCE hines weekly check run Classes WEEK WEEKLY CHECK RUN Activity Template Cl
52. DN Cr CA yj IID SV OD Cn Go Go i 8 8 BRAR en cn fcn IN EN NO A I EN oO EN O2 oO m bx lt Labels Standard Reports Custom Reports PDF Reports Print Preview Appendix A The AP IW FA GL Connection Delaying Expenses Until Paid Partial Payment Cost Distribution Parent Child Relationship Rules Appendix B Larger Screens Glossary Index D J Un Un oo EN QN EN N QO EN Un O EN EN J J O2 R I EY Welcome System Requirements Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows 95 98 NT Internet Users Windows Skills You ll Need INO 00 ON Nr This manual is best viewed at 100 for some of the smaller screens Welcome to Accounts Payable Accounts Payable is designed for fund accounting systems but works equally well in a corporate accounting system More than just a program to print checks this system handles the reporting and record keeping needs of local government and nonprofit organizations and covers the entire payables process beginning with printing requisitions purchase orders checks and even 1099 forms at year end The system automatically encumbers funds when purchase orders are created and also allows
53. Date By Reference Number Date Invoice Number Amount Vendor Reference Description 10 06 99 048487 203 5 75 VEHICLE SUPPLIES AND PART 048554 SHOP SUPPLIES 048583 SUPPLIES 048830 PARTS 048871 5 048920 SUPPLIES 048952 PARTS 048997 892 SUPPLIES 3 10 00 058937 3689 PARTS 4 12 00 058974 4472 SUPPLIES 4 26 00 059002 4750 PARTS 3 16 00 059132 3800 PARTS 4 07 00 059610 4327 SUPPLIES lst Activit E Insert GA Edit Delete H Close cn cn ocn on o on on on on oc Invoice numbers may be up to 16 characters long but the check form has barely enough room for 10 characters The invoice numbers will be truncated at 10 characters Dollar amounts for invoices and checks can be as high as 999 999 999 99 but the form has space only for 99 999 999 99 in the advice stub dollar columns Press Insert to add an invoice Fill out the Vendor Number Invoice Number Reference number Invoice Date and Amount Date and Amount Paid and the Check Number Press OK 113 Invoice Will Be Added Purge Orphan Invoices Go to Utility Purge Data Files Purge Orphan Records Purge Orphan Invoices Check the box if you want confirmation of this action Click on OK 5 Purge Invoice __ Confirmation will show you individual records ask if you want to purge them Press Yes to continue 114 Go to Setup Buyers Press Insert to
54. Disbursements to Purchase Orders of xi Date Reference Vendor Description Amount 07 00 6766 1496 495 INVENTORY MATERIAL MRG 8 07 00 6777 1504 212 REPAIR PUMP FOR PROSPECT LIFT STA 8 07 00 6783 1494 3241 TAPES DEALING WITH DIFFICULT CUST 212 90 8 07 00 6784 1396 159 OFFICE SUPPLIES 34 27 8 07 00 6785 1499 461 SUPPLIES FOR ALL DEPTS 571 85 8 07 00 6787 1485 3503 amp METSAL TEC 1400 304 00 8 07 00 6789 1498 878 TRUCK LOAD OF SHELL ROCK 229 94 8 07 00 6801 1500 3749 SUPPLIES 307 95 8 07 00 6804 1397 207 ELECTRICAL SUPPLIES 6 84 8 07 00 6805 1397 207 ELECTRICAL SUPPLIES 45 71 8 07 00 6806 1397 207 ELECTRICAL SUPPLIES 1 76 8 04 00 6731 1514 189 INV 93563 483 46 8 04 00 6732 1515 330 INV 707934 708217 76 14 8 04 00 6733 1527 289 0128 155954 5 07 8 04 00 6734 1476 158 FERTILIZER FOR CEMETERY 1 443 60 sf oBee Q view Bk Hep Update Inventory Go to Utility Update Inventory If you have the data file path in Setup System Data General System Data filled on for Inventory Work Order on the Data File Paths Tab then this procedure will function You may disable this function by unchecking it in Setup System Data Configuration Options A progress bar will show you progress as it rapidly computes the inventory Inventory displays by stock number or description order Update Fixed Assets Go to Utility Update F
55. IMS INFORMATION MANAGEMENT SERVICES INC Accounts Payable User s Manual 2001 Information Management Services Inc rights reserved Reproduction adaptation or translation without prior written permission is prohibited except as allowed under the copyright laws First Edition July 2001 Version 3 225 Warranty The information contained in this document is subject to change without notice Information Management Services makes no warranty of any kind with regard to this material including but not limited to the implied warranties of merchantability and fitness for a particular purpose Information Management Services shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing performance or use of this material Information Management Services Inc P O Box 3720 Ormond Beach FL 32175 386 677 5073 Table of Contents Getting Started Welcome System Requirements Installation of Updates Windows Basics for 95 98 NT Users Windows for 95 98 NT Internet Users Windows Skills You ll Need Getting Organized General System Data System Date Security Setup Account Setup Form Setup Activity Template Project Setup Buyers Setup Vendors Setup Shipping Methods Address Setup Day to Day Use Activity File Add New Activity Checks Invoices Buyers Vendors Projects Miscellaneous Utilities Lists Forms OO Os
56. IMS Web Site You may automatically link to the IMS web site if you are connected to the Internet by clicking within the Building Permits Manager program under Help IMS Web Site You may view the User Manual in this section also About Contents Search for Help View User Manual IMS IMS Web Site How to Use Help windows Help OF xi oo Hide Back Forward Options Web Help To find a Help topic Index Search 1 In Help click one of the following Type in the keyword to find f doc files see documents gif files using as wallpaper jcm files files txt files 1394 devices ports 16 bit DLC protocol 16 color display 2000 calendar settings 256 color display 32 bit DLC protocol 32 bit PC Card support disabling B Display tabs e To browse through topics by category click the Contents tab e To see a list of index entries click the Index tab and then either type a word or scroll through the list To search for words or phrases that may be contained in a Help topic click the Search tab 2 Inthe left frame of the Help window click the topic index entry or phrase to display the corresponding topic in the right frame Note e Click Web Help on the Help toolbar to get technical support answers to frequently asked questions and late breaking tips a 14 Windows has its own section for assistance wit
57. MS INC 1334 A amp D WATER SYSTEMS INC 1514 1 PEST CONTROL 1514 1 PEST CONTROL 852 YOUNG S SEPTIC TANK SERVICE 852 AA YOUNG S SEPTIC TANK SERVICE 46 STONE COMPANY INC 746 STONE COMPANY INC 442 INDUSTRIES INC 442 INDUSTRIES INC 310 AA ELECTRIC S E INC 310 AAELECTRIC S E INC 170 ABC SUPPLY COMPANY INC 170 ABC SUPPLY COMPANY INC isl E Select Activity View Select Activity Help On either side press the View Button to view vendor information Press the Activity Button to view the activity on the vendor Confirm Merger Ex All activity invoices and checks belonging to the right side 2 vendor will be assigned to the left side vendor and the right side vendor will be deleted Are you sure this i what you want to do Justify Vendor Numbers Go to Utility Justify Vendor Numbers Press Yes to continue This will right justify all numeric vendor numbers Please Confirm x 9 This utility will right justify all numeric vendor numbers you sure You want to continue 129 Press Yes to continue Processing Hecords Justifying Vendor Numbers a 6 Completed Restore Transferred Transactions Go to Utility Restore Transferred Transactions This will restore all transactions for the current month and allows restoring transactions that were added and transferred on the current system date This is a com
58. Pedod 401 202 1000 4209 01 91 100000 P c 1 202 1000 4 03 01 8 2 1 296 401 0026 533 5250 4 09 01 8 2000 L 1 000 00 401 0026 533 5250 4 09 01 8 2000 L 1 236 00 J a rent 08 Box 2 Click on File Activity Add New Activity The Amount must match the Distribution Amount and the Description line must be filled in If nothing is entered in the Amount field either items or distribution accounts and amounts may be entered immediately As each is entered the total activity amount will be updated automatically Ifa value is entered into the Amount field first the procedure will function as follows Distribution may be entered until the total distribution matches the activity amount The Description line is the line that will transfer to General Ledger with the transaction This amount and Pay Amount can be different in the case of a partial purchase order There are only two tabs here since you haven t made any transactions When adding a purchase order the date ordered is initialized at the current system date If the activity Description field is blank the description of the first item entered will be copied to the activity description Remember The period and date on the bottom right side of the program shows the period and date the activity will be entered for Make sure activity is entered for the month period you want the transa
59. SSET INTEREST RECEIVABLE POSTABLE ASSET DUE FROM PARK SPECIAL FUND POSTABLE ASSET DUE FROM ENTERPRISE FUND POSTABLE ASSET DUE FROM ENT FUND LOAN POSTABLE ASSET S B A MGT FUND 161082 POSTABLE ASSET 5 MGT FUND 161085 POSTABLE ASSET LAND amp IMPROVEMENTS POSTABLE ASSET SECURITY COMPLEX POSTABLE ASSET rr x inset B delete Close Help Charts Find The Charts Button will take you to the list of the Chart of Accounts of which the highlighted account is a members where you can insert a new one or delete an existing one 36 To enter new accounts press the Insert Button and add the new information You may not add an invalid account if the account is not properly formatted truncated contains blanks or other prohibited characters If transactions are being computed in a process rather than a single activity such as printing or voiding a group of checks or selecting a group for payment the user is given the option to abort or skip the current activity When entering distribution account numbers either an asterisk or a pound sign 77 may be used as a wild card for any part of an account number When the list of accounts is displayed it will include only those that qualify according to the mask entered If a segment of the account number fund department or object 1s represented by a single wild character it will be interpreted matching any value of the segment Examples 101
60. T Shipping VEHICLE MAINT Shipping WATER DEPARTMENT Shipping zn I elete amp Changing a Address Record Ea General Name tin Type Billing Shipping Line 1 cry OF CITY HALL Line 2 123 Main Street Line 3 Hatville FLORIDA 12345 Bo BE os 9 Hep Enter the Name of the Address select from Billing or Shipping Enter the address in Lines 1 4 Activity File 72 Day to Day Use Activity File 72 Add New Activity 79 Checks 105 Invoices 112 Buyers 114 Vendors 114 Projects 117 Miscellaneous Utilities 118 Lists 138 Forms 140 Labels 147 Standard Reports 148 Custom Reports 155 PDF Reports 156 Print Preview 158 The activity file initiates a requisition purchase order or disbursement It contains very little information on its own but serves to connect the supplemental files containing detail information together via the reference number Each record in the activity file has a unique reference number that is used as a link between this file and the item distribution invoice transaction and check register When viewing or updating an activity scrollbars will appear on the distribution items invoices or payments browses when there are more instances than will display in the window Partially paid activity displays in red 13 Add New Activity is the only portal for adding records to the activity file You may edit in File Maintenance Data entry begins at the tem
61. TO UNIT 22 INV C90553 1 018 65 7 27 00 SLUDGE HAULING 1 896 50 4 lt lt lt lt 7 26 00 7 26 00 CUSTOMER SERVICE CUSTOMER SERVICE 7 26 00 CUSTOMER SERVICE 7 25 00 LABOR AND MATERIAL 7 25 00 6525 1490 509 INVENTORY MATERIAL 2165 130 405 00 21 00 CUSTOMER SERVICE 6 29 00 6 07 00 5549 4 73 00 4483 INV 287565 AND 287569 CREDIT 4955397 INV 9396768 INVENTORY MATERIAL 91 241 46 Close Total amp mount Find Date Add Check I Edit A test for a check number already used is made in the options dialog the window that asks for cash account beginning check number beginning vendor etc If the user enters an incorrect number here the default will always be the next check number it can be corrected without re entering everything else An unlimited number of distribution accounts for one activity is also supported There is also no limit to the number of invoices that can be attached to an activity but users are cautioned to not enter more invoices than will fit on the check If there are more accounts than will fit on the check form additional checks will be printed To add activity that has been paid through other check writing means i e by hand or typewriter you would select the Offline Check option 142 This will bring up the selected activity screen and one by one highlight the activity and click on the Add Check Button
62. Task DUP NOCASE OPT ITask Key By Order KEY WTA WorkOrder DUP NOCASE OPT IWork Order Key WTA By Task lt lt gt TAS By Task Update CASCADE Delete RESTRICT WTA By_ Order lt lt gt ORD By ID Update CASCADE Delete RESTRICT The double arrow is on the side of the many file in a many to one relationship So the single arrow points to the parent key and the double arrow to the child The Update and Delete indicate what happens when a parent is updated and deleted A blank means it is allowed and no action is taken Restrict means it is not allowed the user will get a warning message Cascade means all children will be deleted In the case of an update action if a key value in a parent is changed cascade means all children will be changed likewise 174 APPENDIX Larger Screens Security Profile List Run 2 08 03 1 18PM ID Accounts Payable Security Profiles Profile Name Menu Item Supervisor Menu File Menu Activity Item Add Mew Activity Item Select For Purchase Menu Select for Payment Item By Due Date Item Manual Selection Item Open Inventory Items Item Add Offline Check Menu Void Checks Item Single Check Item Group of Checks Menu Recurring Activity Item Browse Recurring Activity Item Process Recurring Activity Menu File Maintenance Menu Open Activity Item All Open Activity Item Requisitions Item Purchase Orders Item Selected for Payment Item Paid Activity Item All Activity Menu
63. This can also be achieved with the standard method but it requires management of the entry payment transfer cycle When this option is disabled unchecked everything will function exactly as before this release Purchase Orders When entered with no payment amount the full amount of distribution is encumbered When entered with a partial payment amount the payment amount is coded as expended and credited to Accounts Payable and the balance encumbered When a partial payment amount is selected for payment the payment amount is debited to expense and credited to Accounts Payable When a check is printed the payment amount will be debited to Accounts Payable and credited to cash Disbursements When entered the cost distribution will be a debit to the expense account s and a credit to the Accounts Payable account When paid the payment amount will be debited to Accounts Payable and credited to cash 169 When the Delay Expenses option is enabled checked everything will function as described below Purchase Orders When entered with no payment amount the full amount of distribution is encumbered When entered with a partial payment amount full amount of distribution is encumbered When a partial payment amount is selected for payment nothing is changed When a check is printed the payment amount will be unencumbered debited to the actual expense account s and credited to cash
64. You must also delete restored assets and their components from Fixed Assets before transferring again or the assets will be in the database twice When assets are added to the Fixed Assets database the asset number is generated from the current system date in YYMMDD format followed by a sequence number from 0001 to 9999 The asset type class and group will be the default values in the system file The fund and department of the asset will be taken from the cost distribution account If the cost was distributed to multiple funds or departments the first will be used The default value of asset number type class and group for transferred assets may be changed in Fixed Assets Manager It is recommended that you use a special value for the group number so transferred assets may be easily located for filling in additional information not available from Accounts Payable Disable Posting not allowed if checked Create a Chart of Accounts Go to Setup Chart of Accounts Create Chart of Account or to Setup Chart of Accounts Browse Chart of Accounts The chart in Accounts Payable is shared with the General Ledger so you should have a data file path set for the General Ledger program under Setup System Data General System Data Data File Paths Tab Make sure you have it also set to Cash on the Configuration Tab If you are using the program without the General Ledger then you can have it create a chart as you enter activity and giv
65. a transfer to General Ledger is not made between the time the activity is entered and paid But some cities enter in one month and pay in the next causing the expense transactions to go over before the check number is known The original system also works fine if activity is entered as purchase orders with a partial or no payment amount The entire amount will be encumbered and can be transferred immediately The payment amount is coded as expended when the activity is selected for payment If no transfer is made until a check is printed the transferred transactions will accurately indicate the expense and check number on which it was disbursed This process can be repeated as many times as needed during the year such as for a blanket purchase order Each time it is selected for payment the payment amount will be reversed from the encumbrance and coded as expended The key to making this system work consistently is to always transfer after each check is printed but not between payment selection and payment The check number associated with the transferred expense will always be the last check 166 printed If more than one check is printed between transfers both expense transactions will be associated with the second check With disbursement activity the situation is different If a new activity is coded as a disbursement the full amount will be debited to the expense account s regardless of the payment amount and whether or not
66. a user with Supervisor access regardless of whether the report is private or not When this release is installed all existing PDF reports will be treated as public Users may change the titles of PDF reports Before a report 1s generated a window will display the default title The user may accept or change it The maximum length of the title is 32 characters The file name displayed in Reports PDF Reports includes only the basic name assigned by the user In Setup System Data General System Data Data File Paths a new field name Document Path should be set to the directory where the PDF documents are to be saved If left blank they will be saved in the program directory A new menu item at Print Reports PDF Reports will display all saved PDF documents and allow viewing and printing You may view the selected document by pressing the View button or double clicking on the document The viewing and printing option requires that a PDF viewer be installed on the computer and registered as the handler of files with the pdf extension The Adobe Reader is distributed at no cost and is available at http www adobe com The listing of documents may be shown in order of file name date created or creator user login Print Preview 158 Dates are in descending sequence last first Only the documents created by the logged in user will be shown unless the user has Supervisor access in which case all documents are shown For those cu
67. add a new buyer name and ID number You may edit at a later date by highlighting the buyer and pressing the Edit Button or delete the buyer altogether by highlighting the buyer and pressing the Delete Button The only information stored about the Buyer is the name and ID number Browse the Buyer File n ALME SERVICES ABL Jane Doe E Insert Delete Close qu Help amp Changing a Buyer Record ID Mame ACME SERVICES Bo B aut Help Press OK when finished Vendors When adding or updating a vendor name the vendor name is copied into the first line of the mail address field if that field was empty This occurs in both the vendor file maintenance procedure and when adding vendors as a part of adding an activity record Vendors added while adding an activity record are coded as active by default 115 Check the inactive box if the vendor 15 to be temporary Access level Update 15 required to add or change a vendor both when adding a new activity and editing an existing activity whether using the hot key or not If the user has a lower access level they may select an existing vendor only An attempt to delete a vendor that has activity related records in the activity file will be denied for all users with less than Supervisor access Users with Supervisor access may delete a vendor with activity but will be warned of the consequences Browse
68. although any reference to a purged vendor will be removed If the first box 1s checked and the second i1s not all inactive vendors will be purged but all related records such as activity and invoices will be retained as orphan records If neither box 15 checked the purge process will function as in previous releases only inactive vendors with no activity will be purged These added options are available only to users with Supervisor access Any remaining invoices from the vendor will also be purged Check the vendor options you want and click OK Purge Vendor Options I Purge vendors with activity A gut P You will be asked to confirm your selection Press Yes to continue If there are any vendors to be purged you will be shown a screen with them listed If these are correct press the Yes Button to continue or Abort Button to abort the process and start over 117 Confirm Process This process will permanently delete all vendors that are coded as Inactive All related records actrvity distribution items T payments invoices For purged vendors Files will remain as orphans Are uou sure you want to continue Vendors to be Purged oR 18T CHOICE AUTO PAINT amp SUPPLY 24 3M TRAFFIC CONTROL MATERIALS DIW E w X Abort P Help Proj ects Project Activit Go to File Project and view the activity on each project in the Browse the Project file Highl
69. and then a welcome screen It will ask you which directory you want to install the files into Make sure it is exactly where it needs to be as the data for the program is located in the same directory as the program files see above on how to locate your directory Select Destination Directory x Accounts Payable will be installed into the following directory IF you would like to install it inta a different directomdrive use the browse list below Destination Directory mssetup t Acrobats acroread adobeapp fj ati aw azerty Cae Windows 95 98 NT Internet Users 8 In Windows 95 98 NT the default is C Program Files AP You may not want this directory so TYPE IN the location to the directory you found the program in using the directions above Click OK when you ve entered the desired location It will ask you if you want to make backup copies and will backup the program files that the update replaces into the same directory into a new folder called BACKUP After this simply follow the instructions and it installs the update for you Copying file CAMS WAP ESE After it is complete you will be given the opportunity to view the release documentation This is a document containing information and explanation about what is new to this version of the Accounts Payable including last minute changes since the manual was printed The release documentation for ne
70. ass List Run Page Department List Run 4 09 2001 Page 4 09 01 3 32PM 1 3 33PM 1 INS LEASE MAINT 178 City of Hotville Florida Activity Templates by Class INSURANCE COMPANIES EQUIPMENT LEASE amp RENTAL WELDING AND REPAIRS MISMAT PARTS OFFICE SUPPLIES ELECTRICAL PARTS Number 0513 0521 0522 0536 0539 0571 0572 0580 0581 City of Hotville Florida Department List Name ADMINISTRATIVE PUBLIC SAFETY FIRE RESCUE WATER SEWER DEPT PHYSICAL ENVIRONMENT LIBRARY PARKS SPECIAL REVENUE NON OPERATING TRANSFERS OUT 179 Fund List Run 4 09 2001 3 34PM City of Hotville Florida Page 1 Fund List Fund Name Payable Encumb Cash Discount Due To Due From 001 GENERAL FUND 202 1000 000 0000 101 1000 000 0000 207 0000 131 0000 101 PARK SPECIAL FUND 202 1000 000 0000 101 1000 000 0000 207 0000 131 0000 401 WATER amp SEWER OPERATING 202 1000 000 0000 101 1000 000 0000 207 0000 131 1000 Account Codes List Run 10 01 2001 3 01PM Page 1 Account Code List Code Type Function 1 POSTABLE ASSET ASSET Postable 2 POSTABLE LIABILITY LIABILITY Postable POSTABLE REVENUE REVENUE Postable 4 POSTABLE EXPENSE EXPENSE Postable 5 ASSETS ASSET Title 6 LIABILITIES LIABILITY Title 7 REVENUES REVENUE Title 8 EXPENSES EXPENSE Title 9 ASSETS BEGIN SUBTOTAL ASSET Subtotal Begin 10 LIABILITY BEGIN SUBTOTAL LABILITY Subtotal Begin 11 REVENUES BEGIN SUBTOTAL REVENUE Subtotal Begin
71. be components of the same asset you must check the Asset box for the activity Otherwise each item will be added as a separate asset If for example a vehicle is purchased and options such as engine transmission etc are listed in separate items each option will become a separate asset if the Asset box is not checked for the activity 20 Custom Report Path Path where custom reports for Accounts Payable are stored If left blank Accounts Payable will look in the current directory for custom reports txr Document Path The directory where the PDF documents are to be saved On the Addresses Tab fill in the Default Billing Shipping and 1099 Form Address Updating System Data Updating System Data Note The combine options refer to how an account number is used not the type of account 21 Line Items Check this if you want to combine line items transactions on transfers Accounts Payable Check this if you want to combine accounts payable transactions Encumbrances Payable Check this if you want to combine encumbrances on transfer Cash Check this if you want to combine cash transactions Discounts Check this if you want to combine discount transactions Due To Check this if you want to combine Due To transactions Due From Check this if you want to combine Due From transactions Pooled Cash If checked cash is charged to each fund according to expenses Keep Voided This is to keep voided
72. be shown The list will include the current user and all other users for which this user is an approver The display will be in order of user name and may be moved to each user by entering one or more characters of the user name desired The purchase order numbers will be reserved in the name of the selected user The system will prevent large numbers of reserved purchase orders from slowing down normal processing operations All purchase orders will be converted automatically to go along with this function The same purchase order number can not be reserved by more than one user Because multiple users might have accidentally reserved overlapping purchase order numbers a test at the time a reserved number is used to be sure it hasn t already been used Purchase Order Number Range 5 Beginning Purchase Order Number Ending Purchase Order Number 1 Browse Reserved Purchase Order Numbers Go to Utility Browse Reserved Purchase Order Numbers You may view the remaining reserved numbers at any time See Reserve Purchase Order Numbers 137 Heserved Purchase Order Numbers IDE x Humber Mark for Deletion Debee Hates 10 Ghose Window 2 1 tp cO CD CT Fs P2 3 30 2002 Space bar toggles selection Release Reserved Purchase Order Numbers Go to Utility Release Reserved Purchase Order Numbers This will
73. ble starts or it may be done explicitly using Utility Update Assets The automatic transfer may be enabled or disabled using Setup System Data Configuration Options Auto Asset Update For an asset to be transferred the activity must be marked as paid It also must have the Asset box checked on the activity and or at least one item must have the asset or Component box checked The item list may include items that are not to be part of the asset but those that are to become components of the asset must have the Asset or Component box checked If the Asset box is checked on one or more items in an activity that does not have the asset attribute each checked item will become an asset rather than a component If the Asset or Component box is checked on an item an Info Button will be available that displays a window where you may enter information that will be needed for the Fixed Assets database after the activity is paid The information includes manufacturer model number and serial number When the information is transferred to Fixed Assets the activity description will become the asset description and the components will be all items of the activity with the asset attribute Each component will have the appropriate manufacturer model and serial information Items that have no asset record or have all blank fields will not be transferred It is very important to remember that if you want multiple items on the same activity to
74. c Notes Checks Activity Invoices 2908 3 20 35 108670 1423 96 114577 3 12 35 117281 3 27 35 118035 3 29 35 1183 4 12 355 5 5 16 96 120566 b T7 4968 75 6 13 96 12182 205296 4 90 7225 96 12392 6 16 96 124735 5 30 358 80 g 15 35 125287 3 27 4968 46 3 17 35 125313 3 27 4968 20 ok DE o P 70 In File Vendor File Maintenance Edit Button Checks Tab View Button the check displayed 15 the one that was selected in the list of checks on the previous window Print Vendors List Go to Setup Vendors Print Vendor List See Lists for details Shipping Go to Setup Shipping Methods Press the Insert Button to add new shipping information and Edit to Methods change existing shipping information Browse the Shipping Method File Ea E Insert T Delete Close P Help Method is the form of shipping like UPS Fedex Courier or whatever form you ship in Adding a 5hipMethod Record Lx Method p Ema 9 71 Address to Setup Addresses An unlimited number of billing and shipping addresses are allowed Press the Setup Insert Button to add new addresses Browse the Address File x Addr Type CITY OF Hatsille FIRE DEFT Shipping GOLF COURSE Gps Insert PLAYGROUND Shipping POLICE DEPT Shipping ROAD DEPT Shipping JA Edit SANITATION DEP
75. change the report so it uses the full available page width This button allows you to change the report so it uses the full available page height This box shows you what current percentage of full size the report is displayed in You may enter a new percentage to change the size or click on the down arrow to choose 25 50 75 or 100 percent This button takes you to the first page of the report This button takes you to the previous page of the report This button takes you to the next page of the report This button takes you to the last page of the report This prints the current page only All Chart of Accounts Check Register Cloning Color Codes Disbursement Cost File 189 This box allows you to move to any page of the report You may enter the desired page number or use the up and down arrows to change the page number the current page number is displayed This box allows you to choose which pages to print You may choose All or enter ranges of pages such as 4 5 8 10 12 15 This button sends the report as is to the printer This box allows you to print any number of copies you wish You may enter the desired number or use the up and down arrows to change the number of copies This closes the report preview window without printing The chart of account defines what accounts are available to the user based on the Chart ID assigned to the user The check register file contains all che
76. ck the Include Vendor Detail and Include Invoices boxes See a sample of this report 140 Forms Checks Go to File Check or to Print Forms Checks The print checks option window allows the user to print an alignment check before printing checks This control will appear only if the system is configured for impact checks form type 1 The invoice display and update form displays the check number for paid invoices This is a read only field Users should be aware that this check number may not be the check that paid the invoice under certain conditions This is because the relationship between invoice and check is indirect A single invoice may be related to multiple checks in the case of a partial payment and a single check may be related to multiple invoices in the case of a check that pays more than one activity or an activity with multiple invoices When an activity is paid in full with a single check the check number displayed will always be correct There are 5 check forms the first two are for general use the other three are for specific customers See Form Setup for more details When printing checks only invoices being paid by the check being printed are listed on the advice stub Ifa partial payment had previously been made on an invoice the invoice amount shown on the stub will be the additional amount being paid this time rather than the total invoice amount The selection list includes disbursements only amp
77. cks generated by the Accounts Payable system including offline checks Checks are indexed so they can be quickly located by cash account check number vendor number or reference number Making a duplicate of by copying one account then renaming it and editing it later Certain items in the Activity files will be color coded according to their status Aqua Requisition Green Purchase Order White Disbursement The cost file accumulates transaction file activity by accounting period for convenience in generating reports Cost Distribution Default Cash Deformat Parm Number Disbursement Discounts Encumbrances Payable Fiscal Year File General Ledger Group Class Join File Minimum Asset Occupational Licenses 190 Each distribution record specifies a General Ledger account and an amount See description Enter with Fmt parm True if you want the account number formatted as displayed such as 401 131 2050 or False if you want it formatted as a key for file lookup In this format the above could be 40100001312050 The term disbursement is used to describe an obligation to pay entered into the system The actual disbursement has not occurred at the time it is entered into the system but it is one or two steps away The disbursement is in the system before actual disbursement Some organizations enter disbursements well before payment and may select only certain ones to be paid Technically it i
78. ctions to transfer to your General Ledger 80 If the item total is greater than the distribution total the payment amount will be set to the sum of the distribution with a status of expended Previously it was set to the total unpaid distribution Another change If the activity is a disbursement and no distribution has been entered so far the payment amount will be set to the activity amount which in turn is set to the total item amount Since the item description field 15 larger than the activity description the item description will be truncated if necessary This feature which is intended to reduce keystrokes when entering activity may be disabled by entering the activity description before adding any items On the General Tab the following terms are defined Fill in these fields Activity Record Will Be Added New Ioj x General Misc Template Date 4 21 02 Reference 2 DateOrdeed 7 Requisition Ven Bania i5 ad Amount 0 00 Project 0 ShipDate Print b PayAmt 0 00 DueDae ShipMethod FEDEX ej Description Ship ddr z Items Biladd song Quantity yg Invoices Invoice Number Amount 4 PB CHE Foy faiai amp Insert Le See et e D Bi m Distribution AccountNumber Amount Status a Cash Account Total Invoices 001 101 1000 eren Insert
79. d 48 On the Header Tab fill out Text you want listed on the purchase order header Select the Typeface the Point Size Color Style and whether or not to Center the attribute The Font Button will reveal a detailed listing of all the fonts you have available for your use On the Title Tab fill out any Text you want on the Title Fill out the same fields as on the Header Tab Purchase Order Form Will Be Changed 368 5 Commercial Avenue Hotville FL 33333 111 555 555598 On the Note 1 and 2 Tabs enter any Text you want in the first Note section on the purchase order Purchase Order Form Will Be Changed STATE TAX EXEMPT NUMBER 33 33 333333 33C 49 Fill out the same fields as the previous two tabs check the Box if you want this section of text in a box on the purchase order On Note 3 Tab you are only allowed to fill in Text for the third Note section on the purchase order amp Purchase Order Form Will Be Changed Signature Footer Mise On the Signature Tab you are asked to insert the file path for the Signature image bmp format Title is the title you want to appear under the signature For Example Jane Doe Purchasing Agent The signature line will not print unless you have a title amp Purchase Order Form Will Be Changed PURCHASING AGENT On the Footer Tab insert any text you want as a footer on the bottom of the purchase order 50 Purchase O
80. d The information includes manufacturer model number and serial number When the information is transferred to Fixed Assets the activity description will become the asset description and the components will be all items of the activity with the asset attribute Each component will have the appropriate manufacturer model and serial information Items that have no asset record or have all blank fields will not be transferred It is very important to remember that if you want multiple items on the same activity to be components of the same asset you must check the asset box for the activity Otherwise each item will be added as a separate asset If for example a vehicle is purchased and options such as engine transmission etc are listed in separate items each option will become a separate asset if the asset box is not checked for the activity A utility is available in the event that items were incorrectly transferred as assets rather than components Utility Restore Transferred Assets It will restore all assets transferred during the current accounting period It is highly recommended that this menu item and similar ones that should only be used in extraordinary situations be given the highest security level to prevent casual use After the asset items are restored they can then be corrected and transferred once again Be aware that restoring an asset as untransferred does not remove it from the Fixed Assets database 39
81. d This has the effect of leaving what has been transferred as 1s in General Ledger although the drill down capability will be lost because the source document activity record will no longer exist Purge Inactive Vendors Go to Utility Purge Data Files Purge Inactive Vendors For details see this subject under Vendors Purge Open Purchase Orders Go to Utility Purge Data Files Purge Open Purchase Orders The purpose of this procedure is to clear out remaining encumbrances resulting from purchase orders that were never or partially used Only purchase orders that were entered within the specified date range will be processed Because this process can make major changes to the database it can be dangerous if used incorrectly Therefore it should be made accessible only to users with Supervisor access The process works differently depending on the status of the cost distribution accounts in each activity If a purchase order has only encumbered distribution has no partial payments and has no related invoices it will be considered never used and will be deleted Before the activity 1s deleted all related transactions will be deleted if they have not been transferred to General Ledger and transactions that have been transferred will be reversed All related records in the item bid quote and asset files will also be deleted If the purchase order has expended or paid distribution or has related invoices or payments it will not be del
82. d this box will be automatically checked It is used to allow printing purchase orders in batch mode If a purchase order must be reprinted this box may be unchecked allowing the form to be printed again Credit If this box is checked this activity is an open credit which will be applied to future invoices from this vendor This box will not be set if the activity has a net debit amount An activity coded as a credit may have an invoice number added You may enter multiple invoices for a credit memo and only the first one will be printed on the check If no invoice is added to a credit memo it will still show up on the check stub labeled as Credit Memo This applies to the laser forms only forms 2 and 4 and prints on both the advice and keeper stub The credit will be applied to the next activity for this vendor If the amount of the credit is greater than the amount to be paid a portion of the credit equal to the amount that would have been paid will be used and the amount of this open credit reduced by that amount Once the full amount of this open credit has been applied the paid flag will be set on this activity item canceling future activity You may partially apply credit memos 93 You may also print a check for the amount of remaining credit Discounts are not applied to credit memos When checks are printed credit memos applied will be listed on the check advice stub where invoices are listed Note Credit memo amo
83. d using Setup System Data Set System Date If the Auto System Date Maintenance option is enabled the accounting period will be set automatically at startup to the current month and year based on the internal computer clock The accounting period may still be changed using Setup System Data Set Current Period If Auto Accounting Period option is enabled setting the current system date using Setup System Data Set System Date will also set the accounting period The Temporary checkbox applies to both the system date and the accounting period If checked the system date and accounting period change will apply only to the user making the change and revert to the previous values when the user next starts Accounts Payable If it is anticipated that some users may need to work in different accounting periods it is recommended that the Auto Accounting Period option be turned off Unexpected changes in the accounting period for users when another user logs in could occur otherwise Separate Checks for Each Fund This option sets the default for new activity and templates but may still be set individually whether or not to print a single check The default is to print separate checks for each fund Hide Disabled Menu Items Hides menu items that are not available to the user Delay Expenses until Paid This is a way to delay transfer of expenses to General Ledger until after a check has been printed Typically the expense accounts are deb
84. de to an item in a work order Note that the Inventory Work Order transaction file is not the file that receives the transfers from Accounts Payable Accounts Payable directly updates the inventory and purchases file for inventory and the work order materials used file for direct purchases As in all IMS applications Inventory Work Order cannot transfer this information to General Ledger General Ledger must initiate the transfer from all interactive applications General Ledger Accounts Payable Transfer from Accounts Payable is initiated using File Transactions Transactions Accounts Payable v3 Transfer is from the Accounts Payable transaction file to the General Ledger transfer file Inventory Work Order Transfer from Inventory Work Order is initiated using File Transactions Transactions Inventory Work Order Transfer is from the Inventory Work Order transaction file to the General Ledger transaction file 164 IMS Technote 2 Copyright 1999 Information Management Services Inc January 15 2001 Delaying Expenses until Paid There is a point of possible confusion about the terms used in the IMS Accounts Payable system Dating back to the first IMS Accounts Payable application nearly 20 years ago the term disbursement was used to describe an obligation to pay entered into the system The actual disbursement has not occurred at the time itis entered into the system but it is one or two steps away In the current
85. e The signature must be an image file in either the BMP PCX GIF JPG or WMF format The size and location of the signature on the check form may be set by the user The name of the signature image file must be entered first 1 signature Once you give it a name you may specify width height horizontal offset and vertical offset The numbers shown are in units of 1 1000 inch a setting of 1000 1 inch The width and height spin boxes allow adjusting the size of the signature on the check For best results the aspect ratio of the image file should be the same as the ratio between the specified width and height usually about 3 1 This option is available only on the laser check forms form 2 and 4 To avoid distortion of the signature the aspect ratio ratio of the width to the height of the Signature image should be roughly equal to that as set in the check form For example if you have the form set for 3 x I signature Width 3000 Height 1000 the width and height of the signature image should have approximately the same ratio If they differ greatly the signature image could be distorted either Squashed or stretched depending on the deviation Activity Template 53 2 signatures If setting up for a two signature check a single image should be used for both signatures The ratio of width to height would be smaller because of the height of the signature pair The vertical distance between the signatures in the image ne
86. e SUNNY STAFFING ACE AUTOMOTIVE 1234 N StreetP O Box 000 P O BOX 3333 P O BOX 884 Anywhere FLAFlower Park FL 33333 Lotsoflakes FLORILLotsoflakes FL 33333 SHIPSHAPE TRACTOR SERVICE SEEING EQUIPMENT SERVICES PRETTYNICE TECHNOLOGY INC P O BOX 1462 1926 GARDENIA TERR P O BOX 50000 Lotsoflakes FL 33333 Sily FL 33333 Allover GA 33333 Open Activity Report 183 Run 702101 City of Hotvilk Florida 4x1PM Open Activity Report Page 1 Dae Reference Purch Order Vendar Due Dae Descripian 41200 953 SUNSRise METER AND SUPPLY INC 90100 INVENTORY MATERIAL 401 002 SN 5200 9992 401 1412000 2082002 S549 FISHER SCIENTIFIC 7494 002 amp l amp O0 CREDIT 4855297 IHY 8296708 401 0027 5 32 5200 12495 200 3925 NATIONAL FIRE AND RESCUE TANOD IHW 287555 AN D 207389 001 021 521 4920 649 55 702100 401 002 532 4100 amp 2 96 401 002 52 4100 11 001 001S 511 4100 2672 001 0024 524 4100 2832 001 0029 524 4100 2878 T0 68 1410 BBKing Fards anand PARTS 001 021 521 Haz 702100 1410 BBKing Fards IHY 9998 001 0041 541 T2300 6501 BBKing Fards LABOR AND MATERIAL 001 021 521 12926 T2300 1490 HUGHES SUPPLY LOK INVENTORY MATERIAL 2165 190 a0t 1412000 405 00 702900 6529 198 SUNSRise METER OND SUPPLY INC AINO INVENTORY MATERIAL 401 141 2000 200000 401 1412000 155300 029000 6530 14209 SUNSRise METER AHD SUPPLY INC AINO INVENTORY MATERIAL TELEPHONE 401 05 536 4100 234000 TX
87. e desired options must be set If the User Sender box is checked the sender will be the e mail address of the logged in user 144 Otherwise it will be the text in the Default From field If the Desc Subject box is checked the subject of the e mail will be the description field of the purchase order If not it will be the contents of the Default Subject field If the Notes Body box is checked the body of the e mail will be the contents of the Notes field of the purchase order Otherwise it will be the contents of the Default Body field The settings of these fields are independent of those for e mailing requisitions for approval The next thing that must be set up is the e mail address of each vendor that is to receive purchase orders by e mail using File Vendor File Maintenance Edit Addresses E mail Address The box in File Vendor File Maintenance Edit Misc E mail Purchase Orders must be checked Purchase orders may be generated and e mailed individually in File Activity Add New Activity If the system 15 set for e mail purchase orders and the activity being added 15 a purchase order and the user 15 authorized to approve purchase orders and the vendor is coded to receive e mail purchase orders a button labeled E Mail will be present When the button is pressed when the purchase order is saved a PDF purchase order will be generated and e mailed to the vendor as an attachment If this option is not available the button will
88. e it account numbers A box will pop up at some point and say this 1s not a valid account how do you want to handle it Then you can click on Create Account and it should start doing so The View Button allows you to view the following two tabs of information about the account 40 a To insert information press the Insert Button You may add a new account number Account Will Be Added D Press OK when finished Print Chart of Accounts List Go to Setup Chart of Accounts Print Chart of Accounts List See Lists for details Press to see a pop up list of revenue liability or asset accounts for these fields 41 Funds Go to Setup Chart of Accounts Funds Browse Funds The fund file contains the account numbers needed for balancing transactions by Accounts Payable If the same account number is used for all funds a single set of accounts may be entered under fund 000 This form displays a list of candidate accounts from each of the accounts used for the fund Cash Accounts Payable etc The account display is limited to the fund being edited and the account type appropriate for the account 1 e assets for cash account Press Insert for new information or highlight the fund or Edit to change existing funds Adding a Fund Record x Number i Mame Accounts Payable 000 0000 Encumbrances Payable 000 0000 Cash 000 0000 Discounts 000 0000 Due Ta Another Fund 000 00
89. e list will be limited to the items in the group specified in Setup System Data General System Data Options Inventory Group If this field is blank all groups will be available If the inventory item is selected via the hot key all available information for the new purchase will be filled in If the item has been purchased before the price quantity and catalog number from the most recent purchase will be used If the item has not been purchased before the average price from the inventory file will be used and a quantity of one will be assumed Any ofthe filled in fields may be changed before the window is closed If there is a valid account number for the item in the inventory file a distribution record for the purchase amount using this account number will be added automatically In turn the total activity amount will be updated from the distribution If any needed information is missing such as the amount or account number the distribution will not be added The same applies for direct purchases for work orders If going to Inventory Work Order the account number needed is the Work In Process account from the work order Accounts Payable will distribute the cost to this account and to the work order project number If going to Vehicle Maintenance the Debit Account from the work order will be used if available A distribution record will be added automatically for a direct purchase only if all information 1s available If it does n
90. e month sequence in the fiscal year Calendar to fiscal year transaction is done by the accounting transfer procedure in General Ledger Current Year This is the year of record for all activity This is the calendar year not the fiscal year Calendar to fiscal year transaction is done by the accounting transfer procedure in General Ledger Organization Name This is the organization name that will be printed in report headers and on purchase order forms Federal Tax ID This field 1s required for the federal 1099 form printed for certain vendors at the year s end Purchase Approval This is the minimum access level required to approve a purchase This is minimum security level required to process anything beyond the requisition level Users with access below that required for purchase approval now may not change an activity record using a file maintenance procedure They also may not select for payment or print checks When an activity is added by a user without purchase approval access the activity 1s restricted to requisition The initial type is set to requisition You may select from the following 17 Data Entry Update System Update Supervisor Minimum Asset This is the amount of an item cost that will set the asset attribute on an item If there is a value in the Minumum Asset field the asset flag on a new activity will be set if the activity amount is equal to or greater than the minimum asset amount Likewise if the asse
91. ect file will be used To add a new project press the Insert Button Project Will Be Added Project Cade Project M ame Date Opened 1 10 2001 Date Closed Bo Bk os Help Project Code The project code is a numeric value up to 9 digits long which identifies a specific project This number 15 used to locate project expenses for generating project cost reports Project Name This 1s the descriptive name assigned to the project This name will be shown to the user when selecting a project Buyers Setup 63 Date Opened This is the date the project was opened If there is a date in this field the project will not be allowed as a selection when assigning an activity record to a project if the current system date 1s earlier than the project opened date Date Closed This is the date the project was closed If is a date in this field the project will not be allowed as a selection when assigning an activity record to a project if the current system date 1s later than the project closed date Print Project List Go to Setup Projects Print Project List See Lists for details This area stores buyer names Buyers are identified in activity records by a three character alphabetic code usually the buyer s initials along with the buyer s full name Go to Setup Buyers Select Insert to add new buyers To edit the buyer at a later date simply select the buyer to edit and press the Edit B
92. ed by the original program When installing TYPE in the directory ex C AP or D IMS AP or GAAP you want the program to go otherwise it tends to default to a directory that it creates below the main directory CAP Accounts Payable This means the program will not be installed into the original Accounts Payable directory and consequently not work You also do not want it installed into C Program Files Accounts Payable the Microsoft Windows default directory if that is not the original Accounts Payable directory This will not allow the update to work in the right directory either Start Windows if you ve not already done so Insert the Update disk into drive A or drive B You first need to find where your Accounts Payable program is installed Find the icon on your main screen Program Manager and highlight the Accounts Payable icon and right click with your mouse on the icon Select File Properties and click on the Shortcut Tab The line you want to look for will be labeled as Target There you will be able to view the directory you need to place the update into Once you have determined which directory to install into you are ready to start the installation process Left click on Start Select Run from the File menu and then Browse selecting the exe file on the diskette in Drive A and double click on the exe file to begin the installation The program will start installing and you will see a blue screen
93. ed to be the same as between the lines on the check after adjusting for the ratio of the height set in the check form and the height of the image Assume the lines on the check form are 1 2 apart vertically 0 500 Print out the image and measure the vertical distance between the signatures Say it s 1 inch 1 000 The overall height of the image as printed is 1 1 2 inches 1 500 To have the same vertical spacing between the signatures set the height on the check form to 3 4 inch 0 750 Results 0 500 1 000 X 1 500 Check Setup Will Be Changed x Signature Image File Name checkt bmp 7 width M Height usos Horizontal Offset Vertical Offset 05004 Values are in 171000 inch units 1000 1 inch Cancel T Help This file defines the initial state of all fields of an activity record and how the cost of a disbursement is distributed The total cost of an activity record is distributed among all child records of the distribution header record If the distribution type is actual the cost distributed to each account is specified in each child record If the distribution type is percent the cost is distributed according to the percent of the total in each child record 54 Add a new template Go to Setup Activity Templates Browse Templates All Templates Alternately for additional templates you may clone an activity template On the Fields Tab fill out the following information Vendo
94. ers the option of purging only untransferred transactions or all transactions Go to Utility Purge Data Files Purge Orphan Records Purge Orphan Transactions To purge transferred transactions check the box Click OK Transactions will be purged amp Purge Transaction Options Ak gut P Hep 122 Purge Orphan Items Go to Utility Purge Data Files Purge Orphan Records Purge Orphan Items For confirmation on specific files 1t will show you the files in a pop up window check the box Click OK when finished Items will be purged amp Purge Items Options Ak gut P Hep Purge Orphan Distribution Go to Utility Purge Data Files Purge Orphan Records Purge Orphan Distribution For confirmation on specific files it will show you the files in a pop up window check the box Click OK when finished amp Purge Distribution Options RE gut Hep Purge Orphan Payments Go to Utility Purge Data Files Purge Orphan Records Purge Orphan Payments For confirmation on specific files 1t will show you the files in a pop up window check the box Click OK amp Purge Payment Options E DE gut P 123 Recompute Transactions Go to Utility Recompute Transactions Select Single Group of Selected or All Current Activity This utility allows selecting any activity in the database regardless of the period in which it was entered or paid This procedure will recreate all transact
95. ess OK Account 001 101 1000 PIE EI Check Number Order NN a X Difference 3 540 00 H Done Ej Later Quit Help 109 big red X means the account is not in balance A big green checkmark means the account balances If you want to continue with the check reconciliation press the Done Button If you want to reconcile later press the Later Button Void checks Go to File Check Void Checks or alternately File Activity Void Checks A user will not be allowed to delete activity for which a payment has been made The check must be voided first Activity records which have voided checks attached may be deleted If the system is configured to not keep voided checks in the register it will be deleted anyhow Also the check could be deleted from the register later using the file maintenance procedure This is meant to prevent casual deletion of paid activity by users that may not be aware of the consequences Single Check When checks are voided either singly or as a group the invoice file 1s searched for all invoice dates Select which cash account the checks are in To void a single check fill out all the information about it such as the Check Date Number Amount and Payee Press the Void Button Fill in the Check Date Number Amount Payee Press the Void Button The View Button takes you to view the Activity File associated with this check Void a Check FE EF C
96. eted Instead its remaining encumbrances will be reversed and the total amount adjusted accordingly Select the latest to purge and confirm the process as described below 120 Confirm Process This process will affect all activity whose ENTRY date is the specified date or earlier that has encumbered amounts remaining It would typically be used at the end of a fiscal year to clear remaining encumbrances from blanket purchase orders or purchase orders that were cancelled ar otherwise unconsummated Purchase orders that were never used INVOICES Payments amounts expended will be deleted For 2 deleted purchase orders all related transactions will be reversed and all related records in the item distribution quote bid and asset files will also be deleted Purchase orders with partial payments will not be deleted The remaining encumbrances will be reversed aut and the total amount adjusted to the actual amount disbursed sure want bo continue Note that this 1s different from the purge activity procedure Utility Purge Data Files Purge Activity By Date See purge differences explained For unused purchase orders the purge open purchase orders procedure reverses transferred transactions such that the net effect on General Ledger is as if the purchase order had never been entered The transactions from when the purchase order was entered and the reversing transactions from when it was
97. f each overall activity record not a distribution amount In the simplest situation where the entire amount of an activity was distributed to a single account number the relationship could be inferred But because distribution to multiple accounts is allowed the amount to be paid to a particular account cannot be determined if the payment amount differs from the total activity amount All open activity reports print a status code for each distribution account whenever the option to show distribution is selected of the open activity reports support only activity selected for payment that includes purchase orders The only time this 15 an issue is when a partial payment is to be made since it would become a disbursement if full payment were to be made Note that if selected only activity 1s requested along with all activity types requisitions will not be included For users that enter purchase orders that are to be partially paid during the year the following procedure is suggested set the Delay Expense checkbox Setup System Data Configuration Options Delay 150 Expenses until Paid if you want to bypass writing to the Accounts Payable account when activity is selected for payment Enter activity as purchase orders with a zero payment amount When ready to select what 15 to be paid print an open activity report by date or by vendor for all open activity The reason for printing the report by date or vendor 1s that those repo
98. file Setup exe and double click on it See the above installation instructions for Windows updates Insert Disk 2 and 3 when prompted In all of these installations you may choose to read the release notes which are essentially the latest update information and changes to the program Because the Accounts Payable runs under Windows it is necessary for you to have certain Windows skills to be able to use it most effectively What follows is a very brief explanation of some of the skills that would be most useful in using your Accounts Payable This is not intended to replace your Windows manual any of these is not a skill you re comfortable with you ll want to refer to your Windows manual for a complete explanation Entering information on a screen When you are entering information into many fields on a screen such as when adding a license use the Tab Key to move to the next field and Shift Tab to move to the previous field DO NOT use the Enter Key The Enter Key is the same as clicking on OK and means you ve completed your entries and are ready to move on to something else 10 Control If you don t have a good understanding of this concept you ll spend way too much time trying to get the program to do what you want it to When you go into a window such as Activity Add New Activity there are two areas of the window one where the general information is and another where the Miscellaneous information 15
99. for which a discount can be taken The date 1s measured as the number of days from the date of the earliest invoice being paid Net Due This is the default number of days after the invoice data that the net amount of the invoice 1s due Purchase Limit If there is a value in this field a warning message will be shown when attempting to enter an activity for this vendor that exceeds this amount If the field 1s left blank there will be no check on the purchase limit On the Addresses Tab fill out the fields for each of the little tabs that hang from the bottom of the larger tab you are working on Mail Pay and Ship If you don t want to keep typing in the same information just press the Copy From Button and it will copy from the little tab you select and place it on that page Mail Addr 1 2 3 4 These are the first second third and fourth lines of the nominal vendor address Vendors may not be saved with a blank address or blank pay address 67 Pay Addr 1 2 3 4 These are the first second third and fourth lines of the vendor address printed on checks The fourth may be left blank 1f not needed Ship Addr 1 2 3 4 These are the first second third and fourth lines of the vendor shipping address These address lines are for reference only and are not used by any procedures They are intended as the shipping address lines for returned merchandise On the Misc Tab fill out the following fields amp Vendor W
100. ge Icons w 1 Activity Record Will Be Added Mew Quick Tip Keys F1 brings up a Help menu for quick and easy explanation of terms If you are in a date field press F3 which is invaluable in IMS programs and will bring up a calendar in a date field or pop up list in many other fields Always try it if you need to select from a list to see if it is available this way Press the Escape Key to release it Right clicking on the Mouse Button will also display selections if available Tul Ae ss Using the Clipboard This menu contains the standard Windows editing functions using the clipboard It is active only when a document window is open Cut X Move the currently highlighted text to the Windows Clipboard Copy C Copy the currently highlighted text to the Windows Clipboard Paste V Copy the contents of the Windows Clipboard to the field where the cursor is currently located 13 Reference Help Contents Your program has assistance under Help press F1 at any time to take you to this section or Contents Contents has a better overview of the entire section It is filled with explanations of almost every function and key in the program You may want to familiarize yourself with some of the different items in there before beginning This makes using the program much simpler You may print the information you have entered at any time by selecting the appropriate item from the Print menu
101. ger A graphic file which contains the signature of a person signing the checks It is printed on the checks so that the issuer does not have to sign each check individually The system file is a one record control file used to store static system information A template class defines the function of a template Each activity template relates to a single template class Defines the account number and amount of this cost distribution component A form which allows you to assemble template classes together for a single purpose payments etc Vendor that you don t need to stay in the system on a permanent basis The transaction file is the link between Accounts Payable and General Ledger 192 Index Account Codes Account Numbers Accounts Accounts Setup Accounts Payable Account Types Activity Template Add New Activity Addresses AP IW FA GL Connection Appendix A Appendix B Buyers Check Register Checks Cloning a Template Configuration Options Consolidate Distribution Cost Distribution Default Cash Deformat Parm NUmber Delaying Expenses Until Paid Departments Disbursement Discounts Email Encumbrances Payable 193 Fiscal Year File Fixed Assets Forms Fund General Ledger Group Class Join File Glossary Install Updates Invoices Labels Lists Login Purge Check Register Void Check Windows Internet Users
102. group for transferred assets may be changed in Fixed Assets Manager It is recommended that you use a special value for the group number so transferred assets may be easily located for filling in additional information not available from Accounts Payable Inventory When items are coded as inventory and the inventory information filled in it will be added to the Inventory Work Order database when the activity is fully paid The transfer takes place each time Accounts Payable is started if configured for automatic transfer Setup System Data Configuration Options Auto Inventory Update Otherwise it may be done explicitly using Utility Update Inventory Work Order Direct Purchases When items are coded as for a work order and the work order specified it will be added to the Inventory Work Order database when the activity is fully paid The transfer takes place each time Accounts Payable is started if configured for automatic transfer Setup System Data Configuration Options Auto Inventory Update Otherwise it may be done explicitly using Utility Update Inventory 162 Items coded to a particular work order will appear in list of materials for the specified work order after transfer to Inventory Work Order The description appearing in the work order materials list will be the item description When purchasing for a work order the cost distribution account should be the standard expense account for such purchases The Invento
103. h questions about Windows topics How to Use Help which is found within the program Use it by looking through the Contents the Index alphabetically or by using the Search for Help On capability to find the topic or keyword you need help with User s Manual The manual is set up so that each main category 1s to the left side each function of the program to the right is Bolded and Underlined Fields of information and the path 1 e File Setup are typically bolded so that you may recognize them easily The steps are directly below it The manual attempts to follow the natural progression of steps the user would normally take when running the program If in doubt always look to the Index for the topic and hyperlink jump from one point of the document to another from the page number of the item you seek Use the Go Back Button to return to where you were last You may view the User Manual from within the Accounts Payable program under Help View User Manual if you have Adobe Acrobat First Steps When first starting the program you will want to insert general information data into their particular files before adding businesses In the next section we will go into detail for an explanation of each of these items From the Accounts Payable main menu select Setup System Data Secondly set the Security and Security Profiles for the program typically with one supervisor having access to everything and then customizing a profile for
104. han 10 million the entire number will be printed 106 Browse the Check File Lx By Check Date Check Number By Cash amp ccount Check Number By Vendor Number Date Vendor Amount Reference 1 4 05 01 495 A 8 03 00 99 00 ADDITIONAL NIGHT FOR CARLS 8 03 00 123 03 SALES TAx COLLECTION FOR JL 12834 8 03 00 381 1 057 81 6714 ELECTRIC SERVICE 12835 8 03 00 381 18 555 02 6722 ELECTRIC SERVICE 12835 8 03 00 381 10 003 44 6723 ELECTRIC SERVICE 12837 8 03 00 3378 43 6716 REFUND OVERPAYMENT ON CI 12729 8 02 00 257 1 896 50 6585 SLUDGE HAULING 12730 8 02 00 442 92 50 6325 773550 03 8 CHART 12731 8 02 00 5 259 35 631 PARTS 12732 8 02 00 1484 102 13 6369 SUPPLIES 12733 8 02 00 669 192 66 6664 8 1 UNION DEDUCTS 12734 8 02 00 534 146 86 6448 PARTS sisi Insert Delete Check Date Close 9 Help To view all activity paid by a check press the change or View Button and then select the Payment Tab Reference Bn Cash Account 001 101 0010 Date Paid 8403 0 Amount Paid 99 00 Check Number 12882 Bo Hep Add an Offline Check Go to File Check Add Offline Check See alternately File Activity Add Offline Check for details This option requires that enough distribution coded as spent be available to accept an off line check Additionally instead of prorating a partial pa
105. he Print Button to print Browse Requisitions x Date Reference Amount E mis Gy view amp Pit Hk close Print 1099 Forms Go to Print Forms 1099 Forms Users may select what line of the selected vendor address if any 1s to be printed on each name address line of the form The form uses the billing address stored in the system 146 file for the payor The city address used should be four line address The fourth line of this address should contain the phone number when 1099 forms are printed Included is the option of using either the current calendar year to date total or the previous calendar year to date total This adds flexibility in choosing when to print the forms If printed at the end of the year the current total should be used If printed at the beginning of the following year the previous year total should be used assuming the current total was cleared at the end of the calendar year using Utility Clear Vendor YTD Totals Calendar Print 1099 Form Options PIS Beginning vendor L Johnnys BE GOOD SERVICES Ending endor WOCH 5 VC 5 Which YTO to Use curet Vendor Address Mailing Form 1 Form 2 Liez Farm 3 None m Form Street 1 lines Form Street 2 None Form City nes m Number af Copies 1 9 It also prints the form 1096 summary page On summary form
106. he database design to support separate disbursements for the same purchase order number such as for blanket purchase orders and recurring payments Technically this 1s not necessary because the system fully supports partial payments on purchase orders but some users find it more convenient to use a separate activity for each disbursement When requisitions are approved the purchase order number is assigned from the reserved pool for the approver rather than the requisitioner If the requisition must be approved by several approvers the number will not be assigned until approval by the final approver and will be assigned from the final approver s reserved number pool If all situations above 1f there are no reserved numbers the number assigned will be the next available number Vendor This is the vendor to whom payment against this activity record will be paid It is the vendor number that is displayed in the account window 83 Project The project number field is an optional field for tracking the cost of projects If a number is entered here it will be copied to the corresponding field in each transaction record related to this activity Reports can be printed either from the Accounts Payable database or General Ledger after transactions have been transferred If there are no records in the project file it is assumed that project codes are not used The project field will be skipped when advancing in tab order and a value of zero w
107. heck Date 4 07 2007 Humber 2 Amount 3 540 00 Payee 435 SUMNSRite METER AND SUPPET NC BoSO INVENTORY MATERIAL view void Ak gut Heb Group of Checks To void by group select the Cash Account group from the following screen You are given the option to select the check numbers Press the Void Button When voiding a group of checks one option is to reselect all voided activity for payment This is intended for situations where checks must be reprinted because of a printer problem example a printer jam during a check run amp Select Cash Account x CASH GEN REY FLND FIBELIT Y 928540 imm 001 102 1000 001 102 2000 001 104 3000 001 115 2000 001 1 25 1000 001 151 1010 001 151 4010 001 151 4011 001 151 1000 001 151 2000 001 161 9000 001 162 9210 001 162 9220 001 162 9230 001 164 9510 001 164 9520 m FETTY CASH PS amp PE PETTY CASH ADMINISTRATION LASH FATR LL FIDELIT BANE MISC ACCOUNTS RECEIVABLE INTEREST RECEMABLE DUE FROM PARK SPECIAL FUND DUE FROM ENTERPRISE FUND DUE FROM ENT FUND LOAN 5 56 4 FUNDH 61082 5 56 4 FUND 161085 LAND amp IMPROVEMENTS SECURITY COMPLE ADMINISTRATION BUILDING MAINTENANCE FACILITY PERIMETER FENCE POWER LINE MODIFICATION Sy Select Select the Beginning and Ending Number to Void You may also have them marked for repayment 111 Account 001 101 1000 x Beginning Check Number to Vaid E
108. his field might be Hardware In this example if this field 1s left blank it will become Nuts by default Cash Acct Specifies fund and account providing cash for this disbursement unless the system is configured for pooled cash Total Amount This 1s the amount that will be paid on the next check run The default value 1s the unpaid amount of the current distribution If the user elects to pay a partial amount less that the distribution total the payment will be applied toward the distribution in the order displayed and will be applied to the oldest invoices first Pay Amount Amount to be paid this time Discount This is the default percent that will be taken when paying an invoice within the discount allowed date If left blank no discount will be taken When an activity record 15 added this will be set to the default discount in the vendor record There are two additional spaces The first space is for the discount percent The second space 1s for the number of days after a discount The third 15 for the number of days after invoice that the netis due Fill in the Shipping and Billing addresses as well The Items Tab contains the descriptions of the goods and services purchased by the parent activity record Each item record contains a description quantity unit and total price The total cost of all units of an activity record becomes the default amount to be distributed when adding an activity record 56 Otherwi
109. if there are at least that many distribution accounts If there are too many distribution accounts for a single check the invoices paid by the distribution on the first check will be printed on the first check Likewise invoices paid by distribution on the second check will be printed on the second check etc Format 1 1s for dot matrix checks which 15 a form that is designed to be used with an impact printer and usually has copies so that the check can be sent to the vendor and the copy can be kept in your files Format 2 is for laser checks and prints on paper that is perforated in thirds The top 2 3 go to the vendor and the bottom 1 3 1s ripped off and left in your files The bottom 1 3 contains all the data as to who the check went to acct numbers etc and usually gets attached to the invoice and filed Format 3 1s an impact form designed to fit an existing continuous check form It expects a plain ASCII impact printer and was tested using the Windows Generic Text Only printer driver This is a specific check format for a customer 52 Format 4 1s an alternate laser check form that was added for a specific customer This check form is number four It fits NEBS form 9039 It prints the same information as the standard laser checks form two with differences in print location and the addition of column headers for the advice portion Form 5 is a custom dot matrix form An option of printing a signature on checks is availabl
110. ifying different vendors with similar names or addresses 143 Once the file name has been specified you may then enter the width height horizontal offset and vertical offset The numbers shown are in units of 1 1000 inch a setting of 1000 1 inch The width and height spin boxes allow adjusting the size of the signature on the form For best results the aspect ratio of the image file should be the same as the ratio between the specified width and height usually about 3 1 Select the beginning and ending purchase order numbers to print Click OK See a sample of the purchase order amp Purchase Order Number Range EI Beginning Number to Print Sw Ending P O Number to Print 0 Bk gut 2 Printing PDF Reports Instead of printing purchase orders on paper they may instead be generated as files in the Adobe Portable Document Format PDF and e mailed to the vendor To accomplish this several new features must be set up First of all the extra cost e mail and PDF modules must be installed In Setup System Data General System Data Data File Paths a new field name Document Path should be set to the directory where the PDF documents are to be saved If left blank they will be saved in the program directory In Setup System Data General System Data E Mail General the SMTP server name IP address and port number must be filled in In Setup System Data General System Data E Mail Purchase Orders th
111. ight the project to view and press the Activity Button This will show the activity for the current project See Browse Projects for details Miscellaneous Utilities 118 By Code lites this ore ec 2 Project Undery rape gt 8 Insert 1 Delete Close Help Print Project List Go to Setup Projects Print Project List Project codes need to be defined before this can be printed The project list will identify the project code name the date opened and the date closed The city name will be listed at the top of the report See a full view sample of this report On the Purge utilities you will be asked to confirm your choice as purging is a permanent decision and cannot be reversed Confirm Process Ez This process will permanently delete all checks dated the specified date or earlier All related records in the payment file will also be deleted should also purge the activity file for the same cutoff date Are you sure you want to continue Purge 3heck Register by Date Go to Utility Purge Data Files Purge Check Register by Date For details see this subject under Checks 119 Purge Activity by Date Go to Utility Purge Data Files Purge Activity by Date For details see this subject under Activity The purge activity procedure deletes all qualifying activity paid or otherwise and deletes all related transactions whether or not transferre
112. ill be displayed as a blank If there are project records the field will not be skipped and a zero value will be displayed A project number is not required for each distribution account of an activity template PayAmt This 1s the total amount to be paid this time When adding an activity this field will be set to the same value as the Amount field only if the activity 1s coded as a disbursement For requisitions and purchase orders the payment amount field will be left at zero Amount This 1s the full amount of the activity The default value 15 the unpaid amount of the current distribution If the user elects to pay a partial amount less that the distribution total the payment will be applied toward the distribution in the order displayed and will be applied to the oldest invoices first Due Date If the user does not enter a due date and there are no system days due and there are no net due days the due date will remain blank Activity with no due date does not appear in the select by due date list Once you fill in a Due Date that date will appear on each subsequent activity until the session is ended If you selected a Purchase Order as your Type then following fields about the Date Ordered Buyer Ship Address Method and Date and Billing Address will pop up on the window 84 When a billing or shipping address is needed the window title now indicates which address 15 needed these in When adding a purchase orde
113. ill Be Added Lxx General Addresses Misc Hates Checks Activity Invoices Fiscal rear To Date Previous Fiscal rear 0 00 Calendar Year To Date 0 00 Previous Calendar Year 0 00 Last Activity Date Inactive Print 1099 1099 a Tax ID Do Not Combine H Quit Fiscal Year to Date This field holds the fiscal year to date purchases in dollars Previous Fiscal Yr This field 1s the corresponding field to the calendar YTD purchases except for the previous calendar year It is used as a basis for purging inactive vendors Calendar YTD This field contains the total value of checks printed to this vendor for the calendar year to date period It is used for printing federal 1099 forms 68 Previous Calendar Year Total purchases in prior year Last Activity Date Date of most recent check printed for this vendor Inactive If this box 1s checked the vendor 1s assumed inactive and purchases cannot be entered for the vendor Print 1099 If this box is checked a 1099 form may be printed for this vendor at the year s end The amount printed on the form will be value in the calendar year to date purchases field Box 1099 This field is valid only if the Print 1099 box is checked The allowable values are 6 or 7 If set to 6 the calendar year to date amount will be printed in box 6 of the 1099 form Medical and Health care If set to 7 the amount will
114. ill again transfer to Fired Assets The transferred assets must be deleted from Fised Assets before transferring again Are you sure want to continue 132 Renumber Checks Go to Utility Renumber Checks This utility is intended to assist in dealing with check printing problems wrong starting check number printer jams double sheet feed etc that result in the check number in the check register does not agree with the preprinted check number on the check form A continuous block of check numbers may be renumbered to whatever desired as long as they do not conflict with other checks You will be asked whether you want to renumber a block of checks consecutively Confirm Request E renumbered must be numbered consecutively Are you sure you This process will renumber a block of checks The black being want to continue amp RHenumber Checks E Cash Account Number Beginning Check Number ta Renumber 0 Ending Check Number to Henumber 0 Beginning Check Number 0 BE gut P Hep Revert Disbursements Go to Utility Revert Disbursements This utility is intended to assist in dealing with purchase orders that were selected for payment by error disbursements with a purchase order are shown and the user may elect to restore any to purchase orders To view activity press the Activity Button o Peai Check the items to be reverted with the Revert Button 133 Revert
115. ill be the first active not voided check printed regardless of how many payments have been made When printing in any other order a payment date range 1s available When a payment date range is specified fields not left blank the check shown in the report will be the first active check that is within the date range the activity date not the check date If there are other checks within the date range they will not be shown This applies to both the landscape and portrait version of the report The other point to remember is that the time required to generate the report 15 largely a function of how wide the range from the beginning to the ending value of the printing order Enter one of the following Adding changing or deleting checks in the check register requires a System Update access level Users with lower access may still view the check register but cannot make changes 153 Date Paid Reference Number 0 Number Account Number Vendor Project Check Number amp Disbursements Report Options Report Printing Order Beginning Payment D ate Ending Payment D ate Subtotal Report Format Portrait Tor 9 Heo Click OK when finished See a sample of this report Print Check Register Go to Print Reports Standard Reports Print Check Register The Check Register Report includes an option to print reconciled checks only provided the system is set to retain reconciled check and
116. ilter activity by user A user will see all activity entered by users for which they are an approver 74 A user with Purchase Approval or higher access will see all activity without a specified approver If the system is not configured to filter activity by user A user with Purchase Approval or higher access will see all activity Direct Purchases Direct purchases for a work order are indicated by a W in the leftmost column if for Inventory Work work orders or a V if for Vehicle Maintenance work orders When Accounts Payable purchases direct materials for Inventory Work Order it will collect the work in process account and the project number from the work order It will distribute the cost to the work in process account and to the project and then transfer the material to the work order when received When Accounts Payable purchases direct materials for Vehicle Maintenance it will collect the debit account from the work order It will distribute the cost to this account with no project number since Vehicle Maintenance does not support project numbers Neither Inventory Work Order or Vehicle Maintenance will create any transactions for direct purchases because the information will be sent directly from Accounts Payable when the purchase is paid This applies only to direct purchases for a work order Inventory purchases are handled as follows Accounts Payable will distribute the cost to the account specified in the inven
117. ions resulting from activity added in the current month Activity to be recomputed may be selected using the space bar and a consecutive group may be selected using the Shift and Up or Down Arrow keys If the Close Button is pressed before computing the selection 15 discarded and no changes will be made to data When the Compute Button 1s pressed all highlighted activity will be recomputed If transactions are being computed in a process rather than a single activity the user will be given the option to abort or skip the current activity There is a Recompute Button that has a picture of a file folder on it which is present on some of the screens where you will use the Recompute function transactions will be recomputed in the current period set regardless of when they were originally computed This is a powerful utility that has the potential of widespread undesired changes if not used properly Users should fully understand the consequences before proceeding The procedure requires Supervisor access to function regardless of the level assigned by the user s security profile If the profile grants access to the utility it will display activity but not recompute Typical uses for the utility include 1 Moving activity entered in the wrong accounting period to another period 2 Retroactively changing accounting method from Due To From to pooled Cash 3 Retroactively changing account numbers for a fund such as Due To Cash
118. ited when a disbursement is entered If a transfer is made before a check is printed there will be no check number associated with This procedure effect ively delays transfer of expense debits until a check is printed and then the payment amount is debited to the expense account s and credited to cash 28 the expense in the General Ledger When the check is printed the subsequent transfer will contain only a debit to Accounts Payable and a credit to cash which are typically batched together anyhow The key to making this system work consistently is to always transfer after each check is printed but not between payment selection and payment If a new activity is coded as a disbursement the full amount will be debited to the expense account s regardless of the payment amount and whether or not it is selected for payment This means the only way the expense and check number will be transferred together is if the entire amount is paid before a transfer is made If a partial payment 15 made the check number will not appear in the General Ledger because only Accounts Payable and cash accounts are affected when checks are printed See details on disbursements Check for Over Budget Expense Cost distribution amounts will be checked for exceeding the budget and recomputed for any changes to an existing activity It functions only if Accounts Payable shares data with General Ledger If the General Ledger is in the same period as Acco
119. ity 5 02 2000 O inactive Limit Discount Net YTD Purchases 60 614 19 Last Year 15 267 51 C Print 1099 Tax ID LAAN SERV Invoice Number Date Amount Date Paid Check Reference CS0004 4 27 2000 3 304 17 5 03 2000 11350 4765 CS0005 6 01 2000 3 304 17 6 07 2000 11873 5446 CS0006 6 30 2000 3 304 17 7 19 2000 12518 5945 270100 PMT 2 1 14 2000 5 355 00 1 19 2000 55358 2326 270200 2 11 2000 5 355 00 2 16 2000 3035 271099 PMT 1 10 29 1999 5 355 00 11 03 1998 54311 548 27 A00 4 13 2000 5 355 00 4 19 2000 11052 4486 27500 5 12 2000 5 355 00 5 17 2000 11506 5124 27600 6 16 2000 5 355 00 6 21 2000 12230 5802 275000 7 18 2000 5 355 00 7 19 2000 12528 6274 50001 1 25 2000 3 304 17 2 02 2000 55594 2533 ew a4 AT 4 DAAA Purchase Order City of Hotville Florida PURCHASE ORDER 368 S Commercial AvenueU DHotville FL 3333300 Date 6 28 2000 Number 1383 Ship Via Delivery Date Terms Bwer To SUNSTATE METER AND SUPPLY INC 14001 HIGHWAY 26 EAST NEVVBERRY FL 32669 Bill To CITY OF Hotville WATER DEPARTMENT 422 PARK STREET Hotville FLORIDA 12345 Ship To CITY OF Hotville WATER DEPARTMENT 422 PARK STREET Hotville FLORIDA 12345 C 388800 Cost Distribution 401 141 2000 2 000 00 401 141 2000 1 688 00 182 1099 CITY OF Hotville GOLF COURSE 3129 GOLFVIEW DRIVE Hotville FL 12345 59 00000000 123 45 5789 Jane Doe 2 261 16 Labels 4715 K MARTPretty Lawn Jane Do
120. ixed Assets If you have the data file path in Setup System Data General system Data filled on for Fixed Assets on the Data File Paths Tab then this procedure will function A progress bar will show you progress as it rapidly computes the inventory See Restored Assets Restore Distribution Links Go to Utility Restore Distribution Links This utility creates any missing links between distribution accounts and checks If more than one offline check for an activity was created only the first non voided one will be linked Selecting this will restore the distribution link including those for an activity that has partial payments but will ignore all unpaid distribution Press the Yes Button if you want to restore the links If no missing links are found you will be informed by a pop up screen 134 Confirm Request Ex This process will restare any missing links for offline checks generated while version 3 070 through 3 081 was installed f 2 multiple checks were written For a single activity only the first check will be linked This i the way it functioned before version 3 07 Are you sure you want to continue The distribution record is linked to the check record so that the check that actually paid the distribution amount can be determined Change Template Cash Account Go to Utility Change Template Cash Account This utility will allow mass changing of the default cash account number for activity templates Select the
121. l Misc Transactions Activity Type Disbursement AccountNumber Amount Status Date Reference 4483 401 0026 533 5200 98 92 Expended Purch Order 958 Cash Account 001 101 0010 Total Amount 2 160 94 This Payment 2 160 94 Total Distribution 2 160 94 Due Date 3 01 2000 Balance 2 150 94 m Invoices Invoice Amount Vendor 495 SUNSRise METER AND SUPPLY INC Project Description INVENTORY MATERIAL Totalnvoces Items Payments Unit Price Total Price Date Check Amount 1 REPAIR CLAMP 10 157 17001 157 17 1 REPAIR CLAMP 4 PLUG CI MJ 8X 2 VALVE COVER 6 1 100 Total Items 2 160 94 Total Payments os Open Inventory Items This supports the inventory transfer for receiving inventory and direct work order purchases It will display all inventory and work order items that have not been received If the quantity received is the same as ordered the Receive Button will mark the item as received making it available for the next transfer to inventory 103 The Edit Button may be used in exceptional situations such as when the stock number or quantity must be changed Ifthe quantity 1s changed an option will appear allowing you to select whether the new quantity completes the order or is a partial shipment If it is a
122. ld transfer See a sample of the report 151 Aged Payables Report Go to Print Reports Standard Reports Aged Payables Report An aged payables report lists activity entered within a specified date range that was outstanding as of a specified date The aged payables report accounts for discounts taken when payments are made It includes purchase orders and disbursements not requisitions In the case of partial payments the balance shown is the amount that was unpaid as of the specified payable date It also recognizes the Filter Open Activity by User configuration option When this option is set the report will include only activity entered by the current user unless the user has Supervisor access If the option to print distribution breakdown is selected only the distribution that was not paid as of the payable date will be printed You may choose Single or accounts out the required fields amp Aged Payables Heport Options Ea Cash Account Beginning Entry D ate Ending Entry Date T ally Date Show Distribution Breakdown Dk gut Heb Disbursement Report Go to Print Reports Standard Reports Disbursement Report There are seven printing options Date Paid Reference Number P O Number Account Number Vendor Project Check Number There are also Beginning and Ending Date selection fields Remember data that existed at the time this release v 3 070 is installed may still not
123. le folder To add a department Select the Insert Button and add your information amp Department Will Be Added x General Humber Mame FO Cancel T Help Print Department List Go to Setup Chart of Accounts Departments Print Department List See Lists for details 45 Account Codes Go to Setup Chart of Accounts Account Codes Browse the Account Code File By Code ae ET ME 1 POUSTABLE ASSET Pos table a 2 POSTABLE LIABILITY Postable 3 POSTABLE REVENUE Postable 4 POSTABLE EXPENSE Postable Title b LIABILITIES Title REVENUES Title B EXPENSES Title J 45SETS BEGIN SUBTOTA ASSET Begin Sub 10 LISBILITY BEGIN SUBTOVLIABILITY Begin Sub 11 REVENLIES BEGIN SUBTIREYENUE Begin Sub 12 EXPEMSE BEGIN SUBTO EXPENSE Begin Sub 1 55 5 CLEAR SUBTOTAASSET Clear Subt 2L Insert IERM F Delete G Accounts Close Help To change a code press the Edit or Delete Button to enter new information press the Insert Button Enter the Code number the Name and the Type Code Will Be Changed P EI General Code 1 M ame POSTABLE ASSET Type 1 ASSET ok D aut 9 Help Pressing the Accounts Button will give you a pop up list of the Postable Assets POSTABLE ASSET 001 101 1000 001 1021000 001 102 2000 001 104 3000 001 115 2000 001 125 1000 001 131 1010 001 131 4010 001 131 4011 001 151 1000 00
124. les Before you can edit a security profile someone must log in using that profile because the profile is not initialized until first used Each security profile assigns one of the following access levels to each function on the menu Supervisor Create and select budgets from any group and edit previous budget changes System Update Create and change budgets in their group edit transactions change chart of accounts and similar activities You can access all functions with the exception of those that control access of other users Update View or add an activity change to any existing budget in their group Data Entry Users with Data Entry access may add new vendors while adding requisitions to the file but may not do file maintenance operations on activity check invoices or vendor records View Only View or print any activity vendor invoice and check records No Access Menu items set to No Access for a user cannot be used They will either display as gray or will not show at all depending on a program configuration setting All security profiles should be reviewed after each release 15 installed because of system setup changes 32 Adding a Security Record Ea Name Tile Tej Access IGE Menu Manual Selection Item E d Offline Check Item Void Checks Menu _ Single Check Item _ Group of Checks ltem _ Recurring Activity Menu zi B P Browse Users Go to
125. lose Help 104 You will notice that in this window you will see the various activities highlighted different colors according to their status in the Accounts Payable system Requisitioned This is a request to purchase something without the authority to obligate the city for the amount It does not transfer to General Ledger Think of it as This 1s how I will pay for the item if allowed to purchase it Purchase Order This is the official form that 15 submitted for payment It includes a list of goods and services that are being purchased Disbursed Paid This 1s the final state of an expenditure The funds have been disbursed and the obligation is not a part of Accounts Payable In the IMS system this transition occurs when a check is printed If the check is a partial payment only the part paid 1s considered disbursed The balance may be encumbered or expended depending on how it was handled Process Recurring Activity Go to Activity Recurring Activity Process Recurring Activity Enter the date of the next payment due for the activity in the box Date ER I coe Purge Activity by Date Go to Utility Purge Data Files Purge Activity by Date You are asked to choose a latest date to purge which will delete all activity whose entry date is that date or earlier Checks 105 This process will permanently delete all activity whose ENTRY date iz the specified date earlier All related records
126. nding Check Number to 0 Reselect for payment DE gut Hep Press OK when finished Purge Check Register Go to Utility Purge Data Files Purge Check Register This process uses transaction framing so that if any errors occur the entire process is reverted Select the latest date to purge Choose Yes on the next screen if you want to permanently delete all checks prior to the date you just selected Date I co Press to continue Press Yes to finish this utility Confirm Process This process will permanently delete all checks dated the specified date or earlier All related records in the payment file will also be deleted reu should also purge the activity File For the same cutoff date Are uou sure uou want bo continue Print Checks Go to Print Forms Checks for details You may also use File Checks Print Checks 112 Invoices This window appears when adding an invoice to an activity record The invoice added is automatically associated with the reference of the activity record and the vendor Go to File Invoice Select the invoice by number date or reference number You may also select the vendor by pressing the Select Vendor Key Press the Edit Key to edit information about an existing invoice or press the Activity Key to see the activity listed under each invoice amp Browsing Invoices by ACE AUTOMOTIVE By Invoice Number By Invoice
127. nge Only ok Dr ous Help Configuration Options Go to Setup System Data Configuration Options Check which options you want the program to configure for you Program Configuration Options Create PDF Report Files Iv Disable Hard Copy Reports E Disable Print Preview v Auto System Date Maintenance v Auto Accounting Period IY Separate Checks for Each Fund Iv Hide Disabled Menu Items v Delay Expenses until Paid v Check for Over Budget Expense v Filter Open Activity by User v Auto Inventory Update Auto Asset Update Configuration will be Changed Cancel Help Pragram Configuration Options Auto Recurring Payment Options If checked recurring payment amounts are updated on Startup Disable Print Preview If checked you will not be able to preview reports on the screen Auto System Date Maintenance If checked system date will be set to the computer date When Accounts Payable starts the system date will be requested unless configured for automatic system date maintenance or the user has read only access Note that this option is available only if the pooled cash option is disabled since the two are mutually exclusive 27 Auto Accounting Period This option will set the accounting month and year from the system date was added If this option is set the accounting period will be set from the system date when Accounts Payable starts or when the system date 1s change
128. nication erar has occured Error Error opening attached file scitufiqures s bee y 1087 zip for sending via Email SMTF r1 Error 3 Path Mat Found The error number was 35 which means amp n error occured while tring ta access a Error occured in function MetEmailS end 5 end ail Lists Print Chart of Accounts Go to Setup Chart of Accounts Print Chart of Accounts See a sample of this report 139 Print Chart of Accounts List Go to Setup Chart of Accounts Print Chart of Accounts List See a full view sample of this report Print Master Account List Go to Setup Chart of Accounts Master Accounts File Print Master Account List See a sample of this report Print Activity Template List Go to Setup Activity Template Print Activity Template List See a sample of this report Print Activity Template Group List Go to Setup Activity Template Print Activity Template Group List See a sample of this report Print Activity Template Class List Go to Setup Activity Template Print Activity Template Class List See a sample of this report Print Department List Go to Setup Chart of Accounts Departments Print Department List See a sample of this report Print Fund List Go to Setup Chart of Accounts Funds Print Fund List See a sample of this report Print Vendor List Go to Print Reports Standard Reports Vendor List You have the option to Print 1099 vendors only For more detail che
129. ns Lx Beginning vendor EE Ending endor EE Address eins e Status ut vendors EET NER Standard Reports 148 You will be able to preview your labels depending on the style you selected Print Open Activity Report Go to Print Reports Standard Reports Open Activity Report The Activity Report can be run at any time in the process of adding activity but 15 usually done either prior to selecting for payment This shows what disbursements have been entered for payment and then used to determine which transactions or disbursements will be paid or can be done after the selection for payment process showing what items will be paid this check run One option to the open activity report is present that allows printing only disbursements selected for payment This option is available only if the activity type option is set to Disbursements Users have the option of printing each activity on a separate page This option is available only if the Show Distribution option is selected since it would make no sense otherwise When the report is printed in vendor order the option becomes each vendor on a separate page and a subtotal by vendor is included The Open Activity Report options will also determine what is printed on the reports open activity will show disbursement purchase orders and requisitions on the same report or you can specify just one of those activity types either disbursements purchase order
130. nt or not print hard copy after viewing the preview The printer button will still appear in the preview header but pressing it will not print a hard copy if it has been disabled in Configuration Options These options affect all built in reports but do not affect forms such as purchase orders and checks A separate PDF purchase order option is described above All PDF report files will saved in the document path and named in the format XXXXXYYMMDDHHMMUUUUU PDF where XXXXX 1s the title of the report may be up to 20 characters long YYMMDD is the date the document was created HHMM is the time it was created 24 hour time and UUUUU is the login name of the creator 157 Security rules allow system wide access to reports while restricting delete rights PDF documents are available to all users unless the creator specifies that it is a private report Before a report is created the user will be given the option of flagging it as a public or private report in the same dialog that requests the name to assign to the file The setting of the private flag is sticky That is it will retain whatever setting was selected for the previous report It is also saved locally so that each workstation may have a different default setting If a report is flagged as private it will be available only to the creator and to users with Supervisor access Otherwise it will be available to all users A report may be deleted only by the creator or
131. ntered Once all required fields are filled the send button will send the e mail A message box will appear if the send was successful To review requisitions awaiting approval use File Activity Select for Purchase Remember If a user has a name in Setup Security Users Browse Users Change Approval then that user may enter only requisitions If the Approval field is blank that user may enter only requisitions of their access level 15 below that specified in Setup System Data General System Data Purchase Approval Date Date this activity record was added Reference Reference number is an automatically assigned unique number that links this file with several related files 82 PurchOrder Purchase order number is a unique number that will appear on purchase orders It is used primarily to allow locating activity records from vendor invoices It is not necessary if a purchase order will not be printed If this field is empty when purchase orders are printed the next available number will be automatically assigned When adding or changing an activity If the purchase order number entered has been used before a message will be displayed advising when and for what it was used before The user may elect to use the number since duplicate purchase orders are allowed or not If the user declines to use the number the original number will be restored Concerning the issue of duplicate purchase order numbers They are allowed in t
132. nts Payable 401 0028 533 4300 8 07 00 6765 1429 FERGUSON UNDERGROUND JOB X00163 x MMM Balance Pay This Time 2 16094 2450 34 12495 12495 649 55 64955 000 000 3642 99 12326 405 00 anon 153370 200000 000 254070 000 000 000 101385 101355 18x30 18 50 1 Balance 3 611 02 126 10 112 58 30 87 47 38 3 008 54 128 11 40 03 114 41 1 981 20 138 94 50 19 96 34 723 43 30 87 10 18 433 73 14 26 267 64 91 03 124 59 2 295 00 1864 Disbursements Report Run 7 31 01 _ 1 4 47PM Disbursements Report By Vendor Number Vendor Number 1 thru WOCX 5 Date Reference Project Vendor Check Paid Account Humber Amount 10 25 99 416 Johnnys BE GOOD SERVICES 430911 03 99 001 0015 511 5200 16 57 10 27 99 469 Pretty LAAN SERVICE INC 5431011 03 89 401 0026 533 3400 42517 10 27 88 468 Pretty LAAN SERVICE INC 5431011 03 89 401 0027 533 3400 244 42 12 27 88 1867 Pretty LAAN SERVICE INC 55233 1404 00 401 0026 533 3400 42517 12 27 88 1857 Pretty LAAN SERVICE INC 55233 1 04 00 401 0027 533 3400 244 42 12 27 88 1867 Pretty LAAN SERVICE INC 55233 1404 00 401 0028 533 3400 253 33 12 27 88 1867 Pretty LAAN SERVICE INC 55233 104900 001 0042 541 5203 922 92 12 27 99 1867 Pretty LAWN SERVICE INC 55233 1 04 00 001 0042 541 5207 1 458 33 3 17 00 3845 Pretty LAAN SERVICE INC 10580 3 22 00 001 0042 541 5204 5 355 00 3 23 00 3922 Pretty LAAN SERVICE INC 10811 4905 00 001 004
133. ode List Name testing this project 2 Project UnderWraps MASTER Account Name GENERAL FUND ASSETS Added 4 09 01 by Accounts Payable CASH GEN REY FUND FIDELITY 928540 PETTY CASH PS amp PE PETTY CASH ADMINISTRATION CASH PAYROLL FIDELITY BANK TOTAL CASH ON HAND MISC ACCOUNTS RECEIVABLE INTEREST RECEIVABLE TOTAL RECEIVABLES DUE FROM PARK SPECIAL FUND DUE FROM ENTERPRISE FUND DUE FROM ENT FUND LOAN TOTAL DUE FROM OTHER FUNDS 5 6 4 MGT FUND 161082 S B A MGT FUND 161085 TOTAL INVESTMENT arim 1mm ee ee ie Opened 2 08 2001 7 09 2000 Account Type ASSETS POSTABLE ASSET POSTABLE ASSET POSTABLE ASSET POSTABLE ASSET POSTABLE ASSET ASSETS CLEAR SUBTOTAL POSTABLE ASSET POSTABLE ASSET ASSETS CLEAR SUBTOTAL POSTABLE ASSET POSTABLE ASSET POSTABLE ASSET ASSETS CLEAR SUBTOTAL POSTABLE ASSET POSTABLE ASSET ASSETS CLEAR SUBTOTAL eee Closed 5 13 2001 7 09 2001 Active INK bx bd Bd bx bd PX bd bd DX bd Dd 176 Chart of Accounts List Run 4 09 2001 3 28PM City of Hotville Florida Page 1 Charts of Accounts List ID Name 1 MASTER Master Account List Run 4 09 2001 3 30PM City of Hotville Florida Page Master Account List Account Number Account Name Account Type Active 001 100 0000 GENERAL FUND ASSETS ASSETS x 001 101 0010 Added 4 09 01 by Accounts Payable POSTABLE ASSET 001 101 1000 CASH GEN REY FUND FIDELITY 928540 POSTABLE ASSET
134. omponent box checked The item list may include items that are not to be part of the asset but those that are to become components of the asset must have the Asset or Component box checked If the Asset box 15 checked on one or more items in an activity that does not have the asset attribute each checked item will become an asset rather than a component If the Asset or Component box is checked on an item an Info Button will be available that displays a window where you may enter information that will be needed for the fixed assets database after the activity is paid The information includes manufacturer model number and serial number When the information is transferred to Fixed Assets Manager the activity description will become the asset description and the components will be all items of the activity with the asset attribute Each component will have the appropriate manufacturer model and serial information Items that have no asset record or have all blank fields will not be transferred It is very important to remember that if you want multiple items on the same activity to be components of the same asset you must check the asset box for the activity Otherwise each item will be added as a separate asset If for example a vehicle is purchased and options such as engine transmission etc are listed in separate items each option will become a separate asset 1f the asset box 15 not checked for the activity 131 This utili
135. or all corresponding funds Due From Another Fund If this field and the Due to field have valid account numbers due from amounts will be updated when an activity contains distribution to more than one fund The account number used will be literal or computed depending on the value in this field If this field is an integer that is the number has all zeros after the decimal point the due from number will be calculated from the fund number of the corresponding fund the fund from which the amount is owed The account number generated will be the integer portion of the account in this field with the number of the corresponding fund left justified in the fractional part of the account number For example if this field contains 131 000 and the debtor fund 15 001 and the creditor fund 1s 401 the account used would be 401 131 001 If there is a fractional value in this field the account will be used as is for all corresponding funds Print Fund List Go to Setup Chart of Accounts Funds Print Fund List See Lists for details 44 Departments Go to Setup Chart of Accounts Departments Browse Department Names This file associates names with the department numbers used by accounts in the chart of accounts amp Browse Departments x j Insert iy Change Delete If the IMS General Ledger is installed this file will be in the General Ledger folder Otherwise this file will be a local file in the Accounts Payab
136. ot add the distribution it means something needed was missing usually the account number which is taken from the work order Press the Info Button to record details such as the Manufacturer Model Number Serial Number and Location of the item you are adding Pressing the Quote Button will give you an area to enter quote information Quote Will Be Added Pressing the Bids Button allows you to select a vendor who is submitting a bid on an item Press the Select Button to add details on the bid amp Adding a Bid Record Fill in the Date Vendor name Contact person Phone number and Amount of the bid Click OK until you get back to your main screen 88 Invoices You may add edit or kill invoices by pressing the corresponding button To add an invoice press the Add Key Fill out the Invoice Number Date and the Amount Number Invoice D ate 4 05 2001 Invoice Amount 120 00 Bo D auc 9 Help CashAcct Specifies fund and account providing cash for this disbursement unless system is configured for pooled cash Press F3 for a pop up list Distribution This section can have as many as 16 different account numbers used for distribution Cost distribution for an activity is automatically combined by account when an activity record is added or changed When you click on the Insert Button the account number can be obtained from the General Ledger using the F3 Key on your keyboard This will
137. ount will be presented for specifying the amount of payment 95 amp Select for Purchase oix Date Reference Vendor Description Amount 2 zi Space bar toggles selection Total Approved 0 00 v Yes Vue v All None Accent Close Help Select current activity for payment Don t pay this activity Selection all requisitions for purchase Deselecting all requisitions for purchase Email Button This button will send an email message from the current window to the requisition originator Accept the choices save these selections and exit this worksheet Select for Payment Go to File Activity Select for Payment This can be done either Manually or by Due Date Either purchase orders or disbursements may be selected for payment including those with no payment amount If there is no payment amount a window will be displayed allowing setting the payment amount The window offers a selection of browse orders date reference purchase order number and vendor with an incremental locator for each This is intended for entering blanket purchase orders If the activity is a purchase order it will remain a purchase order as long as encumbered distribution remains Also if a zero payment amount is entered at the query for payment amo
138. ounts Check Numbers O to 3000 0 3 4 5 5 8 9 10 11 12 14 15 16 17 18 20 21 22 23 24 26 27 28 29 30 32 33 34 35 36 38 39 40 41 42 44 45 45 47 48 50 51 52 53 54 56 57 58 59 50 52 63 64 65 66 58 69 70 71 72 74 75 7b 77 78 80 81 82 83 84 86 87 88 89 9n 92 93 94 95 96 98 99 100 101 102 104 105 106 107 108 110 111 112 113 114 115 117 118 119 120 122 123 124 125 126 128 129 130 131 132 Page 1 1099 Account Code Account Type Activity File Activity Template General Buttons Li Accept gt Activity Add Check M AI a Edit 186 Glossary Federal form that shows payments made to certain vendors at the year s end This defines the function of the account Postable Title Subtotal etc and if not a postable account the way the account is printed on reports line skip font etc This defines the type of account Asset Liability Etc The activity file initiates a requisition purchase order or disbursement It contains very little information on its own but serves to connect the ancillary files containing detail information together via the reference number This file defines the initial state of all fields of an activity record and how the cost of a disbursement is distributed Accept Button Accept this activity for purchase Activity Button Browse the Activity File Add Check Button Add Offline check for selected activity All Button Selecting all activity in wind
139. ow for payment or purchase Edit Button Edit Selected Activity 187 E Mal Email Button This button will send an email message from the current window 1 Help Help Button Help on this window Insert Insert Button Add information No Button Don t pay this activity None None Button Make sure that no activity is selected OK Button Save vendor and close window Period Period Button Select a different period Print Button This is available on a few screens to print the notes section Quit Button Abandon vendor add and close window PERE EERE Recompute Button No graphic available looks like a yellow file folder with rays of light coming from it See File Activity File Maintenance All Activity Edit Button Transactions Tab Allows you to recomputed transactions for a specific activity Sl Select Select Button Select current account Send Send Button This button will send the current email out PA Spell 9 w Yes Print Preview Buttons H Zoom Pet 4 BP 188 Spell Button Spell checking is available for users that have Microsoft Word installed on their computer Ifa Spell Button appears on the window it means Word is present If the button does not appear either Word is not present or is an incompatible version View Button View current activity record Yes Button Select current activity for payment This button allows you to
140. panion to the current month procedure Both of these procedures should be given the highest access level because they have the potential for creating discrepancies between the Accounts Payable and General Ledger databases Because the main menu was changed all security profiles should be checked after this release is installed to the untransferred state so they may be transferred again Note that it 1s important that the batch or batches containing the transactions must also be deleted from the General Ledger If they have been posted they must first be unposted Failure to heed this will result in doubly transferred transactions Confirm Request Ex This pracess will restore all transferred transactionis For the current month sa they will again transfer to General Ledger The 2 General Ledger batches into which they were initially transferred should be deleted before transferring again Are sure you want to continue Restore Transferred Assets Go to Utility Restore Transferred Assets 130 The asset transfer may be done automatically each time Accounts Payable starts or it may be done explicitly using Utility Update Assets The automatic transfer may be enabled or disabled using Setup System Data Configuration Options Auto Asset Update For an asset to be transferred the activity must be marked as paid It also must have the Asset box checked on the activity and or at least one item must have the asset or C
141. partial shipment the total price will be adjusted accordingly the received quantity will be marked as received and ready for transfer to inventory and a new item will be added for the remaining quantity If it is a completed item but the quantity 1s different it will be marked as received at the new quantity If the change in quantity also affects the amount to be paid the activity must be edited using File Activity File Maintenance Open Activity to change the cost distribution and total amount to agree Add Offline Checks Go to File Activity Add Offline Checks or alternately File Check Add Offline Checks Void Checks Go to File Activity Void Checks or see File Checks Void Checks for more details under the Checks section You can void by individual check or by group Select the Cash Account it 1s from Browse Recurring Activity Go to File Activity Recurring Activity Browse Recurring Activity amp Browse the Activity File OF xi By Date By Reference By Purchase Order By Vendor 5 Date Reference Vendor Description mount Find Date Total amp mount 0 00 Requisition PSSO Ditucenen 2 C
142. plate entry field A hot key at this field will display a list of templates from which you can select If this is the first activity of the session you will initially be shown a list of template classes in your template group Once you select a class you will get the list of templates in that class Once you select a template all information from the selected template will be filled in for you You have only to add or change the information as needed and save the activity record If you do not select a template you may enter all information manually Each user may reserve their own block of numbers When a purchase order is added using File Activity Add New Activity the default purchase order number will be the lowest of the reserved numbers for that user or the next available number if there are no reserved numbers for that user See Utility Reserve Purchase Order Numbers The same purchase order number can not be reserved by more than one user Because multiple users might have accidentally reserved overlapping purchase order numbers a test at the time a reserved number is used to be sure it hasn t already been used File Maintenance You may browse activity by Open Paid or All activity Go to File Activity File Maintenance When viewing an activity record the received items will display in gray Users with Supervisor access will see all activity Users will see all activity they have entered Ifthe system is configured to f
143. purged will appear in General Ledger unless no transfer has been made since the purchase order was entered and there will be no drill down for the same reason as the purged activity For purchase orders with partial payments the purge open purchase orders procedure simply reverses out any unused encumbrances leaving the disbursed amounts intact and drill down capability unimpaired Purge PDF Files Go to Utility Purge Data Files Purge PDF Reports A procedure was added to the utility menu for purging archived PDF reports Whenever a date 1s entered for the oldest report to retain the list of candidates for purge older than the date specified 1s updated Caution If you elect to purge transferred transactions that were subsequently posted the Accounts Payable transaction file will not agree with General Ledger 121 Pressing the Delete Button will delete the list This utility functions similarly to the PDF view and Print procedure in that only the documents created by the logged in user will be shown unless the user has Supervisor access in which case all documents are shown If there are no PDf documents to be found a screen will tell you so Ho Reports AN Ho POF Documents Found Purge Orphan Invoices Go to Utility Purge Data Files Purge Orphan Invoices For details see this subject under Invoices Purge Orphan Transactions You may check all transactions to be sure they are not orphans It off
144. px 001 102 1000 PETTY CASH PS amp PE POSTABLE ASSET 001 102 2000 PETTY CASH ADMINISTRATION POSTABLE ASSET 001 104 3000 CASH PAYROLL FIDELITY BANK POSTABLE ASSET 001 109 9000 TOTAL CASH ON HAND ASSETS CLEAR SUBTOTAL D4 001 115 2000 MISC ACCOUNTS RECEIVABLE POSTABLE ASSET x 001 125 1000 INTEREST RECEIVABLE POSTABLE ASSET 001 129 9000 TOTAL RECEIVABLES ASSETS CLEAR SUBTOTAL XJ 001 131 1010 DUE FROM PARK SPECIAL FUND POSTABLE ASSET J 001 131 4010 DUE FROM ENTERPRISE FUND POSTABLE ASSET 001 131 4011 DUE FROM ENT FUND LOAN POSTABLE ASSET 001 131 9000 TOTAL DUE FROM OTHER FUNDS ASSETS CLEAR SUBTOTAL D4 001 151 1000 S B A MGT FUND 161082 POSTABLE ASSET 001 151 2000 S B A MGT FUND 161085 POSTABLE ASSET XJ 001 151 9000 TOTAL INVESTMENT ASSETS CLEAR SUBTOTAL D4 177 Activity Template List Run 7 30 01 6 27PM City of Hotville Florida Page 1 Activity Template List by Class Class Template Name Type Description Notes PAY FIREMEN S PENSION A FIREMEN S PENSION FUND SVC FALCON SERVICE ANSWERING SERVICE UITILITY ANSWERING SERVICE SvC FLOWERS LAWN SERVICE MONTHLY LAWN SERVICE MONTHLY MOWING SERVICE SVC JOHN DEERE CREDIT 3132 A MONTHLY JD MOWR G TN TC3235A050534 JD MOWR G T N MONTHLY PMT UTIL AIRTOUCH PAGING FT MYERS A PAGERS UTIL anything A PAGERS UTIL COKER FUEL BILL A FUEL BILL PROPANE PROPANE UTIL GTE WIRELESS CELLULAR PHONES CELLULAR PHONES VECHNJONES OIL A GAS OIL DIESEL TIRES STATE
145. r This 1s the vendor to which payment against this activity record will be paid Project The project number field is an optional field for tracking the cost of projects If a number is entered here it will be copied to the corresponding field in each transaction record related to this activity Reports can be printed either from the Accounts Payable database or General Ledger after transactions have been transferred Description This field is the description of what is being purchased by the activity record It will print on reports of activity and will transfer to General Ledger and become the description for the G L if individual transaction transfer is enabled If the activity will consist of only a single item this field can be left blank and the first line of the first activity item will be copied to this field Changing a Template Record PIEI Fi DEPARTMENT OF REVENUE MONTHLY SALES TAX Fields Items Distribution Mates Attributes Class Vendor 505 FLORIDA DEPARTMENT OF REVENUE Project Description SALES TAX COLLECTED O O00 Cash Acct 001 101 0010 Total Amount Pay Amount nob Discount Met Bill Addr Bo 59 If the activity is to consist of several items this field should contain an overall description of what is being purchased For example if item 1 description is Nuts and item 2 is Bolts the description entered in t
146. r if a buyer is selected using the hot key instead of the drop list the selected buyer is displayed in the drop list Description This field is the description of what is being purchased by the activity record It will print on reports of activity and will transfer to General Ledger and become the description for the General Ledger transaction 1f individual transaction transfer 15 enabled If the activity will consist of only a single item this field can be left blank and the first line of the first activity item will be copied to this field If the activity 15 to consist of several items this field should contain an overall description of what is being purchased For example if item 1 description 1s Nuts and item 2 1s Bolts the description entered in this field might be Hardware In this example if this field 1s left blank it will become Nuts by default Items You can add invoices to each activity or you can leave this blank Any invoice numbers alpha or numeric entered will print on the top portion of the check The Items section can be used to specify exactly how many items at what price per item 1s purchased This area can be left blank also If the number has been incorrectly entered the program will bring up the Select an Account screen and again scroll through this to the correct account number and then select that number The Cash Account field should be the paying cash account where the check is wri
147. r you may press Alt F Then when the menu is pulled down you may click on your choice or press the letter that is underlined in your choice Any time there is some information that could be looked up on a calendar or in the business codes for example you ll click on your right mouse button to see it But you can also press F3 Using the scroll bars Scroll bars are found at the right edge and bottom edge of the screen when the information for the screen won t all fit on at once You may click on the up and down arrow keys to move incrementally through the display or drag the box up or down to move more quickly Moving a window There are times when you may need to move a window to another location on your desktop To do this click on the title bar of the window and drag it to the new location Then release the Mouse Button Resizing a window Occasionally you may want to resize a window so you can see more of its contents To do this click on the window Then point to a corner or border of the window the cursor will become a double headed arrow Drag the mouse until the window is the desired size and then release Window Setup Go to File Activity or any other main screen Then go over to Windows from the main list and open that at the same time This allows you to customize your viewing capabilities On a drop list press the first character of your selection to go directly to it 12 Tile Cascade Arran
148. rder Form Will Be Changed On the Misc Tab check the box if you want to Print Cost Distribution on the Purchase Order Purchase Order Form Will Be Changed Requisition Go to Setup Forms Setup Requisition This form has just the bare minimum of choices to fill out Enter text for a Header Title Notes 1 3 Footer and a File Path for the signature on the corresponding tabs The Misc Tab has one box to check if you want to Print cost Distribution on Requisition forms 51 Checks Go to Setup Forms Setup Check Use either Format 1 or 2 If an activity contains more invoices than there is room available to print on the advice stub printing will stop when room is exhausted The number of invoices allowed on an activity is unlimited for impact checks as it is for laser checks Those that cannot be printed will still be marked as paid Invoices paid will be omitted from the check when the number of invoices paid by the distribution accounts on any check are greater than will fit on the check There is also no limit to the number of invoices that can be attached to an activity but users are cautioned to not enter more invoices than will fit on the check If there are too many invoices the check amount will be correct and all invoices will be marked as paid but the excess ones will not be printed on the check nor will an additional check be generated More invoices may be entered than will fit on one check and all still be printed
149. rious enough to notice details the creation time shown in the document list will differ slightly from the time as embedded in the file name That is because the file name is assigned at the time the process of generating the PDF is started whereas the time shown in the Time column is the creation time from the file directory which 1s the time the file is saved The difference is the time it took to generate and save the PDF If there are no PDf documents to be found a screen will tell you so The Accounts Payable program has a feature which allows you to see your reports on the screen before they print This is useful when you only want to see the information on the screen but it also gives you the opportunity to fine tune the appearance of reports you will be sending to the printer See a sample of the Print Preview Screen See each of the Print Preview Buttons in the Glossary to explain how they ll affect your report 159 APPENDIX A IMS Technote 1 Copyright 1999 Information Management Services Inc The AP IW FA GL Connection January 15 2001 Accounts Payable Assets When items are coded as assets and the asset information filled in it will be added to the Fixed Assets database when the activity is fully paid The transfer takes place each time Accounts Payable is started if configured for automatic transfer Setup System Data Configuration Options Auto Asset Update Otherwise it may be done explicitly
150. ropriate for the activity type and payment amount and correct any discrepancies found This however could frustrate user efforts to modify the distribution of payment amounts from the default This is something that is not recommended because of the high probability of error 101 Nevertheless the rules were relaxed somewhat to allow editing distribution amounts under certain circumstances This change is relevant only when the system is not configured to delay expenses Setup System Data Configuration Options Delay Expenses until Paid Here is an example of a situation where the rule change would apply A purchase order is entered for an amount that 15 to be paid over several installments When a partial payment is about to be made the desired cost distribution of the amount to be paid this time 1s different from the default that will be applied when the activity 15 selected for payment The user may use the activity file maintenance procedure File Activity File Maintenance Open Activity to edit the distribution accounts The split between encumbered and expended amounts may be adjusted as desired Now for the important part If at the time the OK button is pressed the distribution total agrees with the activity total amount and the total amount of distribution with a status of expended matches the payment amount the system will accept the distribution as edited If there is a discrepancy it will revert to distributing
151. roval 3 The E mail server name 15 not blank 4 The current user has an approver 5 The current activity 1s a requisition On the Misc Tab fill out the following fields Activity Record Will Be Added New ayy General Misc Template SSS Status Discount Selected Separate T Lr Line Deor Discount Percent Fund Check Asset DaysforDiscount void Paid v Recurring Net Amount Due raoa Foe Discount Amount r Recurring Notes Encumber Pay Schedule First Pay Date Payment Amt 0 00 Dk aui Help Please note that other IMS applications that allow viewing an activity record will display voided checks the same as active checks until they are brought up to date with release 3 053 91 Selected When checked this activity item will be processed according to the information in the activity record and the related distribution records This flag must be rechecked each time through the pay cycle Separate If this is checked a separate check will be printed for this activity when printing checks by vendor If not checked checks will be printed in the usual procedure combining all activity for each vendor into a single check where space permits OffLine Check If checked this will be paid via off line check The Browse Window displays the payment amount in the amount column Offline checks may not be entered d
152. rts have a column for the amount to be paid this time Depending on your pay selection procedures you may want to use this report to check off what items are to be paid and how much Using the marked up open activity report select the items to be paid File Activity Select For Payment Manual Selection The selection window will show at the bottom the total amount to be paid When you select an activity that has no payment amount specified you will get a window showing you the total amount what has been paid so far and asking for the amount to be paid this time If the payment amount had already been specified you will not get this window You can simply select it and the amount specified will be paid The default payment amount will be the amount remaining You can then enter the amount to be paid this time You can enter a zero or press the Skip Button and nothing will be paid Once the selection process is completed print another open activity report by date or vendor with the Show Selected Activity Only option checked By Date or Vendor will print the remaining balance Verify that the amounts to be paid are correct You are now ready to print checks If you have configured your system to delay expenses you can transfer to General Ledger as often as you like without the possibility of transferring an expense with no check number If you were to make a transfer after payment selection but before checks are printed nothing wou
153. ry General Ledger data files will be used When Accounts Payable starts a message will display if there was an invalid path for General Ledger This appears if the application has been moved to a different drive or directory Occupational Licenses The Occupational Licenses Manager Master file is used by Accounts Payable to look up and retrieve vendor information If there is no path set for Occupational Licenses Manager the lookup of license numbers will be disabled Inventory Work Order If a path to Inventory Work Order data 15 specified Setup System Data General System Data Data File Paths the item record will have a checkbox labeled Inventory Note that the Asset or Component check boxes cannot be checked at the same time as the Inventory checkbox They are mutually exclusive An item may be an asset or inventory not both When Inventory is checked the Info Button will open a window allowing the user to enter the stock number and catalog number of the item You can also use the standard hot key to look up the stock number in the Inventory Work Order inventory file Vehicle Maintenance Note that transfer of inventory or direct purchases for Vehicle Maintenance requires that Inventory Work Order be available Accounts Payable will not transfer inventory to Vehicle Maintenance if Vehicle Maintenance 15 using its local inventory database 19 Fixed Assets The asset transfer may be done automatically each time Accounts Paya
154. ry Work Order program will reverse the expense and move it to the work order asset account There are certain restrictions that must be observed for successful operation An activity item may be either material for inventory or direct materials for a specific work order not both A single cost distribution account should be used for the activity This account number will be sent to Inventory Work Order for direct purchases Different project numbers may be assigned to each cost distribution account of an activity No project number should be specified for inventory or direct purchases If one is entered it will be erased The same account number may be used more than once in distributing cost of an activity and will not be consolidated if project numbers differ Inventory Work Order When in the Asset configuration Inventory Work Order will transfer closed capital work orders to the Fixed Assets Manager database when the Transfer Button is pressed File Work order Transfer When in the Project configuration work order information needed by General Ledger is saved in a transaction file This information consists of the account number amount work order project month and year for each item of a work order Each item of a work order employee contracted inventory direct purchases will generate one debit and one credit transaction These transactions are created whenever an item is added to a work order or a 163 change is ma
155. s In fact manually editing transactions 1s strongly discouraged because of the potential for errors The name displayed at the bottom of the list of cost distribution accounts 15 the name of the currently selected distribution account Press Insert to add a distribution Highlight an existing amount and press the Edit Button to edit it Make sure that you select an Amount or Percent Changing a Template Record Name DEPARTMENT OF REVENUE MONTHLY SALES TAs Fields Items Distribution Notes Attributes Class Total Distribution 0 00 Eo Hep Press the Insert Button to add distribution to this record Adding Distribution Lx Account Amount 0 00 Froject Bo Heb 56 Fill out the Account number for this distribution amount the Amount of the distribution and the Project number Click on OK when finished The Notes Tab can be used for miscellaneous notes The capacity of the field is 20 lines of 50 characters each Automatic word wrap is active while entering notes 4 Adding a Template Record On the Attributes Tab check the appropriate boxes and add information Adding a Template Record On the Class Tab enter the Template Class in the box marked Class Right clicking or pressing F3 will give you a pop up list Click OK when finished 59 Changing a Template Record FI M ame DEPARTMENT OF REVENUE MONTHLY SALES TAs Fields
156. s or requisitions Remember when specifying disbursements partial purchase orders and their payments will not show on this report When the selected only option is enabled selected purchase orders will be included When the option to print activity selected for payment only and the option to print the distribution breakdown are both selected the only distribution printed will be that with a status of expended The status code and the legend at the bottom of the page will not be printed because only expended distribution is printed 149 The report order can print either by DATE VENDOR or FUND IMS recommends running each of the reports to see which works best for your needs Each comes with a set of user printing options The open activity by date or by vendor are best used in the pay selection process because they show the amount to be paid and the total amount of cash to be used The open activity by fund 15 best when you want to see the impact on individual departments It cannot show the amount to be paid by account because there is no relationship between the distribution amount and the amount to be paid when there is distribution to more than one account Another variation of the open activity report 1s that it prints in distribution account number order A subtotal is printed for each department and for each fund Note that this report does not print the amount to be paid as do the others This is because this 15 a function o
157. s not a disbursement until paid but from an accounting point of view the funds are obligated and as good as spent even if still in the bank See description See description This is the file used by General Ledger to store account balances by month for the fiscal year It is used by the check reconciliation procedure to determine the balance in a cash account at the date of reconciliation This is a joint file that allows the same template class to be a member of multiple template groups See description The Occupational Licenses Manager Master file 15 used by Accounts Payable to look up and retrieve vendor information Offline Check Orphan Invoice Orphan Transaction Parse Account Number Reversing Transaction Signatures System Data File Template Class Template Distribution Account Template Group Temporary Vendor Transaction File 191 A check written outside the normal check writing procedure An orphan invoice is defined as one with no parent activity or no parent vendor An orphan transaction 15 one for which no activity record exists Enter with Fmt parm True if you want the account number formatted as displayed such as 401 131 2050 or False if you want it formatted as a key for file lookup In this format the above could be 40100001312050 When the distribution or status of an activity record is modified or deleted and the transaction has been transferred to General Led
158. s to a single template class To add information about a class press the Insert Button and you are brought to a screen where you can add information 61 amp Adding a Template Class Ea General Templates Class M ame Qe gut Hep On the General Tab fill in the Class code and the Class Name On the Templates Tab you may view the vendors associated with that class name and code Changing a Template Class ET General Templates MOTOR PARTS TUBBS PAy LESS AUTO PARTS Bor Be ot Print Template Class List Go to Setup Activity Templates Print Template Class List See Lists for details Change Template Cash Account Go to Setup Activity Templates Change Template Cash Account Enter the Old Cash Account Number you may press F3 for a list and the New Cash Account Number Click OK when finished Project Setup 62 Change template cash account x Old Cash Account Number 001 218 2800 New Cash Account Number Ak gut Hep Select the cash account which it belongs to and it will be processed Browse Projects Go to Setup Projects Browse Projects The project file identifies projects by name thus allowing users to select projects by name when entering a project number This file will be local if the IMS General Ledger is not installed If there is a value in the General Ledger path field of the system file the General Ledger proj
159. se there is no relationship other than coincidental between records of the distribution and item file for the same activity record To add an item press the Insert Button Fill in the Quantity Price Total and Description of the item Check the Inventory box if you want your inventory flagged Click on OK when finished Changing a Template Record PIE FI Mame DEPARTMENT OF REVENUE MONTHLY SALES TAX Fields lterns Distribution Notes Attributes Class Al Quantity Price Total Description 1 33 00 33 00 Biling Farms Total Items 33 00 Insert Gifs Edi 9 Delete ipi ok Changing an Item z Quantity 1 Price 33 00 Total 33 00 Description Bling forms Asset v Inventor Eo n cen 9 The Distribution Tab define the account number and amount of this cost distribution component It is a child of the template file Each record specifies a General Ledger account and an amount The amount field may be the dollar amount or the percentage of the total depending on the type field of the parent record of Throughout Accounts Payable any change in distribution causes a complete reversal or deletion of all transactions for the activity and a recompute based on the current distribution This method avoids the errors of incremental transaction computation This process is generally automatic and does not require that the user edit the transaction
160. splitting expenses among line items in different funds and can automatically create needed due to and due from entries The Accounts Payable system can also handle pooled cash systems When used with the IMS General Ledger all detail is sent directly to General Ledger leaving you free to do other things Many built in reports are also included You may also use Accounts Payable as a standalone program Hard disk with 10 MB free disk space Microsoft Windows version 3 1 or higher Windows 95 or Windows NT 3 5 or higher VGA graphics and monitor Any pointing device supported by Windows Installation of Updates Windows Basics for 95 98 NT Users 6 General Ledger v 4 270 or higher for use with Chart of Accounts and Drill Down capability Occupational License version 4 400 Inventory Work Order version 2 150 Fixed Assets version 3 020 Vehicle Maintenance version 2 060 The new IMS demo and option control system works for existing users who have a license file containing installed options If there is no license file then certain options will not be installed on all systems The Demo program expires 30 days after it 1s first used This 1s where it all begins The original program will be installed by your Customer Support Representative CSR You will need to periodically install updates as new information is added to the program As long as your update is saved and installed into the correct directory it will be us
161. t flag on an activity 1s not set and the value of an item 15 equal to or greater than the minimum asset value the asset box on the item will be checked automatically After the box 1s initially checked the flag will not be changed by the system 1f the user is updating and existing activity or item If a new activity or item is added the asset box will be initially set based on the value but the system will not interfere if the user elects to uncheck the box Default Cash Account This is the default cash account number used in all procedures that ask for a cash account number Updating System Data OE x General Data File Paths Addresses Options E Mail General Ledger Occupational Licenses 1 Inventor Work Order Vehicle Maintenance Fixed Assets Custom Report Path 4 Document Path neos On the Data File Paths Tab fill in the location that the following are located in on your computer When Accounts Payable starts up it attempts to open each file and does not allow access to them if the files do not exist or are otherwise unavailable 18 To prevent creating duplicate files in case a valid but incorrect path is specified the external files must be created by their parent application before they can be accessed by Accounts Payable General Ledger This is the path to the General Ledger data files if that program is installed If this field 1s blank local replacements for the necessa
162. t number This option will change the distribution amount to match the activity amount If the activity cost is distributed to more than one account number this option will not be offered and the program will function as before This change is intended to handle situations where a purchase order was entered for a specific amount and the invoice rendered is for a different amount When the activity amount is changed to match the invoice amount the discrepancy condition will exist If the first option is taken change activity to match distribution the amount paid will be the original activity amount If the second option is taken change distribution to match activity the amount paid will be the new activity amount Account Humber 001 0028 524 5200 Account Type LineltemEspense Prablem Notin your chart of accounts Options C Select another account Add this account meate another account Invalid Account Humber ES The Account 001 0029 524 5200 ts not valid account Activity skipped If one of the account numbers is invalid a screen will pop up and tell you so It will skip the activity on that account When a list of account numbers is displayed after a hot key is pressed the list will scroll directly to any valid account entered 78 On the Transaction Tab press the Insert Button to add transactions Fill out the following fields of Date Account number Amount Type Project number At
163. te asset If for example a vehicle is purchased and options such as engine transmission etc are listed in separate items each option will become a separate asset if the Asset box is not checked for the activity A utility is available in the event that items were incorrectly transferred as assets rather than components Utility Restore Transferred Assets It will restore all assets transferred during the current accounting period It is highly recommended that this menu item and similar ones that should only be used in extraordinary situations be given the highest security level to prevent casual use After the asset items are restored they can then be corrected and transferred once again Be aware that restoring an asset as untransferred does not remove it from the Fixed Assets Manager database You must also delete restored assets and their components from Fixed Assets Manager before transferring again or the assets will be in the database twice 161 When assets are added to the Fixed Assets Manager database the asset number is generated from the current system date in YYMMDD format followed by a sequence number from 0001 to 9999 The asset type class and group will be the default values in the system file The fund and department of the asset will be taken from the cost distribution account If the cost was distributed to multiple funds or departments the first will be used The default asset number type class and
164. tempts to edit a transaction do not require that a project code be entered since projects are optional The accounting month and year may be edited for untransferred transactions ystem Update or higher access 1s required to edit a transaction Adding a Transaction Re 8 X m 12 Date 2 08 2003 Month 2 Year 2003 Account Amount 0 00 Type Line tern Project Encumbrance Combine when Transfer Bo Dk aui P Help When entering the Type choose from the following Discount Payable Due To Due From Cash You may check the Encumbrance box and the Combine when Transfer box On the Transaction Tab of the activity file maintenance forms is a Recompute Button available to users with System Update access or better This button should be used if transactions appear to be incorrect or there are redundant in out transactions Add New Activity 19 It will reverse or delete all transactions for the activity and recompute them from scratch This button looks like a little folder with a rays of light coming from it in the bottom left hand corner Highlight the transaction and hit the button to recompute When all is filled in click on OK To end the session click on Quit This Activity can be viewed and edited through File Activity File Maintenance Open Activity All Open Activity General Misc Transactions Account Number
165. the Yendor File By Number ley Mame BE GOOG SERVILE S Pretty Law SERVICE INC Jane Doe SUNNY STAFFING ACE AUTOMOTIVE XM P Jane Doe SUNNY STAFFING ACE AUTOMOTIVE SHIPSHAPE TRACTOR SERVICE SEEING EQUIPMENT SERVICES PRECISION CONTROL TECHNOLOG BLUEBERRY MEDIC MASTER AERU PRODUCTS SHIPSHAPE TRACTOR SERVI SEEING EQUIPMENT SERVICE PRECISION CONTROL TECHN JI BLUEBERRY MEDIC MASTER AERU PROD AFLAC JAMES WHITESILLY DONALD HOw DOODEY HE j Insert IERM Delete Close Help AFLAC JAMES WHITE SILLY DONALD HOW DOODEY G Activity Browse Vendors Go to Setup Vendor Highlight the vendor and press the Activity Button This shows all activity for that vendor Press the Insert Button to add a vendor Press the View Button to view the details on each activity Activity for 4715 K MART x Date Reterence Puch Dice Amount 0 25 99 P e View Close 116 Purge Inactive Vendors Go to Utility Purge Data Files Purge Inactive Vendors This utility will purge all vendors marked as inactive whether they have related activity or not You may also Purge Vendors with Activity If Purge Vendor Activity is checked all activity for each purged vendor will be deleted This includes activity distribution invoices items transactions and payments and any children of these files The check register will not be purged
166. the appropriate amount Encumbered amounts are transferred to the General Ledger and appear on budget reports Encumbered funds should be considered as unavailable Expended Spent This is the next level of obligation for an expenditure In physical terms this represents the point at which the goods or services have been delivered and an invoice has been rendered by the vendor and the cost becomes part of Accounts Payable HE E Mail 90 If you do not use encumbrance accounting this is where expenditures first enter the system In the IMS system this is where a purchase order 1s selected for payment or a disbursement is entered In the case of a purchase order the encumbrance of the amount that is to be paid will be replaced with an actual expense and credited to the Accounts Payable account The funds are still obligated as when encumbered but more so and payment is imminent Disbursed Paid This is the final state of an expenditure The funds have been disbursed and the obligation is not a part of Accounts Payable In the IMS system this transition occurs when a check 15 printed If the check is a partial payment only the part paid is considered disbursed The balance may be encumbered or expended depending on how it was handled Email Button This button will send an email message from the current window The E Mail button will appear if 1 The E Mail option is installed 2 The system 1s configured for E Mail app
167. the option to filter by any combination of outstanding reconciled and voided checks It prints the line with the check number shaded when the Include Detail option is checked This is to improve readability when the detail is included The shading is disabled when detail is not printed The options window remains visible after a check register has been printed This allows changing any option and printing another report with fewer keystrokes When no more reports are needed the Quit Button will close the window 154 Print Check Register Check Dates All Cash Accounts Include Woided Include Reconciled Include Outstanding lw Include Detail E Ae gut P Hep Click on OK to process See a sample of this report Missing Check Numbers Go to Print Standard Reports Missing Check Numbers When checks are missing from the printout on the Check Register Report enter the Beginning and Ending Check Numbers If you do not want to include all cash accounts then type in the specific account number associated with this checking account amp Print Missing Checks Beginning Check Mumber 0 Ending Check Mumber 0 All Cash Accounts Cash Account Number or 9 Open Inventory Items Go to Print Reports Standard Reports This report will print a list of all inventory purchases that have not been received See a sample of this report 155 Vendor List Go to Print Repor
168. tion to purchase or a disbursement at which point the payment is imminent Once paid the purchase process is complete Where the process begins is optional 171 An activity may begin and end as a disbursement We will focus on purchase orders and disbursements and how costs are distributed when only part of the total cost is paid at a time Disbursements When an activity is coded as a disbursement it means that all costs will be debited to the specified accounts and credited to an accounts payable account Depending on how Accounts Payable is configured the debits to the cost accounts will be made either when the activity is added as a disbursement or when paid In either case the method of distributing partial payment costs is the same When a partial payment is made the cost will be prorated among all specified distribution accounts For example if the cost of a 200 disbursement is distributed as 150 to one account and 50 to another a 100 partial payment will be distributed as 75 to the first account and 25 to the other account If another 100 payment is later made it will be distributed likewise Purchase Orders When a purchase order is created all costs are encumbered according to the amounts specified in the cost distribution list When a partial payment is made the amount to be paid is distributed by the same rules as for disbursements Whether this is done in the payment selection process or when the check
169. tory file with no project code If purchasing inventory for a new stock number the account number must be entered manually When Inventory Work Order uses inventory for a work order transactions will be created to debit the work in process account for the work order and the project code and credit the inventory account When you are under the References Tab and have your cursor on one of the items in the activity file you can type in any reference number and the cursor will go to it automatically 15 When Vehicle Maintenance uses inventory it will do similarly It will debit the debit account for the material which defaults to the debit account for the work order and credit the credit account for the material which defaults to the inventory account When browsing the activity file by reference or purchase order number the browse box 1s selected immediately after clicking on the Order Tab The number to be located may be typed in immediately 5 Browse the Activity File By Date Reference By Purchase Order By Vendor 5 Date Reference P O Vendor Description Amount 100 00 3 611 02 1 981 20 Una 5 July Premium WATER SERVICE WATER SERVICE v 4 05 01 6807 8 07 00 8 07 00 8 07 00 inv 1023 933 38 8 07 00 6769 76 AUGUST PREMIUM July deducts 229 62 8 07 00 6770 206 AUGUST PREMIUM July deducts 220 10 8 07 00 6771 3332 JULY PREMIUM June deducts 357
170. total amount is equal to or greater than the minimum asset amount Note that an activity flagged as an asset cannot be transferred to Fixed Assets if there is not at least one item with the asset information filled in via the Info button When the activity is flagged as an asset the Component box must be checked on the item window before the Info button will function The following text excerpted from the version 3 090 release notes may be helpful The asset transfer may be done automatically each time Accounts Payable starts or 1t may be done explicitly using Utility Update Assets The automatic transfer may be enabled or disabled using Setup System Data Configuration Options Auto Asset Update For an asset to be transferred the activity must be marked as paid It also must have the Asset box checked on the activity and or at least one item must have the asset or Component box checked 38 The item list may include items that are not to be part of the asset but those that are to become components of the asset must have the Asset or Component box checked If the asset box 1s checked on one or more items in an activity that does not have the asset attribute each checked item will become an asset rather than a component If the asset or component box 1s checked on an item an info button will be available that displays a window where you may enter information that will be needed for the fixed assets database after the activity is pai
171. ts Standard Reports Vendor List The vendor list report includes an option to print in either vendor number or vendor name order and an option to print only vendors coded for form 1099 Choose the Beginning and Ending Vendor Numbers and check the Detail and Invoice boxes if you want details and invoices Click OK when finished See a sample of this report Print Vendor List Options Report Printing Order Vendor Number Beginning Vendor Number 1 4715 K MART Ending Vendor Number 13 DONALD HOWZE Print 1099 vendors Include Vendor Detail Include Invoices Invoices to Include All Invoice Dates All Print Invoice Totals gut Custom Go to Print Reports Custom Reports Custom Reports reports in all IMS programs are designed to work with the Clarion Report Writer an additional program that can be purchased to enable customers to write their own reports using the data fields included in the programs It works with all IMS Windows programs Browse Custom Heports By Name Description By File Name File Name Diploma Example of using images on a detail EXTRA THA D iplamal Example of using images on a page EX TAA TA Enroll Census Census of Students Enrolled A TUTOR TA Ll M ailingLabels Labels for Seminar Announcement Aw TUTOR TA MemberLabels Mailing Labels for Members VIDEU TXH MembershipCard Membership Cards VIDEO MovieList List of Movies
172. tten out of and should default into the Cash Account field from Setup System Data File Paths Tab Press the Insert Button to add an Item Spell 9 Infa 85 Adding an ltem Mi Quantity Price Total Cost NEED Asset Description Component Inventory Work Order E Bo Eos w Spell Spell checking is available for users that have Microsoft Word installed on their computer If a Spell Button appears on the window it means Word is present If the button does not appear either Word 15 not present or is an incompatible version If an activity amount has been entered first the shortcut will be disabled This feature also requires that the Inventory Work Order database be available If an inventory purchase is being entered the item may be entered before the amount or any distribution accounts Once the Inventory box on the item window has been checked the Info button will appear Press the Info button to open a window with the stock number and catalog number fields empty Inventory Purchase Information IDE XC Stack Mumber Catalog Humber Bo Gk out You can enter values in these fields but there 1s a better way if purchasing inventory that is in the Inventory Work Order database Press the hot key while the cursor is in the stock number field and you will get a list of all inventory n Infa 86 If the inventory group option is active th
173. ty will restore all assets transferred during the current accounting period It is highly recommended that this menu item and similar ones that should only be used in extraordinary situations be given the highest security level to prevent casual use After the asset items are restored they can then be corrected and transferred once again Be aware that restoring an asset as untransferred does not remove it from the Fixed Assets Manager database You must also delete restored assets and their components from Fixed Assets Manager before transferring again or the assets will be in the database twice When assets are added to the Fixed Assets Manager database the asset number is generated from the current system date in Y YMMDD format followed by a sequence number from 0001 to 9999 The asset type class and group will be the default values in the system file The fund and department of the asset will be taken from the cost distribution account If the cost was distributed to multiple funds or departments the first will be used The default value of asset number type class and group for transferred assets may be changed in Fixed Assets Manager It is recommended that you use a special value for the group number so transferred assets may be easily located for filling in additional information not available from Accounts Payable Confirm Request E This process will restore all transferred assets tor the current month sa they w
174. unt the activity will not be selected for payment 96 When all encumbrances have been converted to expenditures status Spent it will be converted to a disbursement Select for Payment v Include Purchase Orders Date Reference Vendor Description rmm osi 4483 ii 4 13 00 958 495 INVENTORY MATERIAL 0 00 7 21 00 CUSTOMER SERVICE 7 21 00 PARTS 7 21 00 INV 8998 7 25 00 INVENTORY MATERIAL 2165 130 7 26 00 INVENTORY MATERIAL 7 26 00 INVENTORY MATERIAL 7 26 00 CUSTOMER SERVICE 7 26 00 CUSTOMER SERVICE 7 26 00 CUSTOMER SERVICE 7 31 00 JD SPRING PINAJD SPLING CO 2346 Space bar toggles selection Total Selected 78 120 02 No amp ves T None The distribution status of an activity record is updated when the payment amount is changed The selection process unless it involves changing the payment amount merely updates the selected status flag in the activity record When entering purchase orders the purchase order number is automatically assigned Multiple activity records may be entered with the same purchase order number This is intended to accommodate systems where a single blanket purchase order is used for annual purchases from a vendor that may include many individual purchases If you have many invoices activities disbursements hereinafter referred to as disbursements entered for one specific due date
175. unt in this field because the system cannot function without an account to balance expenses Discounts If discounts are taken there must be a valid account number in this field When a discount 1s taken the total expense amount distributed is not changed The amount of the discount 1s reversed from either Accounts Payable or cash depending on the state of the activity and credited to this account If this field is left blank and a discount is 1n order the discount amount will be reversed from the expense distribution of the first account in the distribution 43 Due To Another Fund If this field and the Due from field have valid account numbers due to amounts will be updated when an activity contains distribution to more than one fund The account number used will be literal or computed depending on the value in this field If this field is an integer that is the number has all zeros after the decimal point the due to number will be calculated from the fund number of the corresponding fund the fund to which the amount is owed The account number generated will be the integer portion of the account in this field with the number of the corresponding fund left justified in the fractional part of the account number For example if this field contains 207 000 and the debtor fund is 001 and the creditor fund 1s 401 the account used would be 001 207 401 If there 15 a fractional value in this field the account will be used as is f
176. unts Payable that will be used as the latest period for the purposes of checking budget If General Ledger is behind Accounts Payable then the current General Ledger period will be used The test for remaining budget involves the following steps 1 The budget amount as of the current period is read 2 The current actual and encumbered amounts are read 3 Any unposted General Ledger transactions are added 4 Any untransferred Accounts Payable transactions are added 29 The budget check is made at different points in the process depending on what procedures are selected If an activity is added directly the test is made as each distribution amount is entered If an activity 15 added from a template it is checked immediately after selecting the template if the template distribution amounts are expressed in dollars If template distribution 15 expressed in percent budget for each distribution account 1s checked as the distribution amount is converted to dollars This occurs when the OK Button on the Add Activity window is pressed Whenever an over budget condition is detected a window will be displayed describing the problem The problem will be either that there 1s no budget for the account the budget has already been used or the distribution amount will push the account over budget If the user has Supervisor access the option to override the problem and allow the amount to exceed budget will be offered Users with less than
177. unts and distribution must be negative Simply checking the credit box on the activity form will not reverse the amounts Also there is an outstanding bug when voiding checks to which a credit memo was applied Distribution on one of the activity records will not be reversed for the amount of the credit memo The distribution should be checked on all voided activity involving credit memos and corrected accordingly When adding or viewing an activity record a button 1s available that will print a hard copy of the Notes field The button is disabled if the Notes field 1s empty Debit If true this 1s not a check but a debit transaction The amount credited to the cash account number which would usually be a liability account should later be cleared by a credit to an asset account Discount Percent This is the default percent that will be taken when paying an invoice within the discount allowed date If left blank no discount will be taken When an activity record is added the default discount is set in the vendor record Days for Discount This 18 the last day for which a discount can be taken The date 1s measured as the number of days from the date of the earliest invoice being paid Net Amount Due This is the default number of days after the invoice date that the net amount of the invoice 1s due Print 94 Discount Amount This is the actual amount of discount taken It may be computed from the percent and date or
178. uring the process of adding a new activity however You must enter under Checks Add Offline Check or Activity Add an Offline Check Fund Check If this box is checked a separate check will be printed for each fund if the distribution 1s to more than one fund It will be ignored if distribution 15 to a single fund or if the system 1s configured for pooled cash Asset When checked this purchase will become an asset Void When this box is checked the activity item has been voided A check may or may not have been printed If a check was printed it has been voided Any activity with this box checked will not be included in any lists of open items When viewing an activity record voided checks display as gray and the amount of the voided check is not included in the total below All of this applies only if the system is configured to keep voided checks 92 Paid This flag 1s set when the status code of all distribution records for this activity are set to paid indicating that this activity is fully paid When this flag 1s set the activity will not appear in the processing list for pay selection or in reports of open items Recurring When checked in the recurring box on the activity template the activity will repeat at the specified frequency until the full amount has been paid You will also see more fields to fill in Check Encumber if you want to encumber the full amount initially PO Printed When a purchase order is printe
179. utton amp Browse the Buyer File x H Eh Insert Bes F Delete Close Help 64 Fill out the Buyer ID numbers or letters and the Buyer Name Click OK when finished Adding a Buyer Record ID 201 M ame John Does Imports Bo B as Help Vendor Go to Setup Vendors Browse Vendors To add a Setup new vendor press the Insert Button To edit an existing vendor press the Edit Button The Activity Button will disclose all the activity under each vendor name The vendor file is the second hub file after the activity file It is related on a one to many basis to the activity invoice and check register files You may add a temporary vendor at a later date by the same method or by going to File Vendor File Maintenance Select the Insert Button and check the Inactive box on the Miscellaneous Tab If you select the Edit Button Checks Tab View Button the check displayed is the one that was selected in the list of checks on the previous window Browse the Vendor File Lx By Number Number Name License Address 1 1 Sparks Electric Company 1234 Main St Hotville Florida a Activity X Insert Saen B Delete Close Help 65 After pressing Insert go to the General Tab where you will find the following information to fill out Yendor Will Be Changed Bi General Addresses Misc Notes Checks
180. val File Activity Select For Purchase On the Purchase Order Tab if the User Sender box is checked the sender will be the e mail address of the logged in user Otherwise it will be the text in the Default From field If the Desc Subject box is 25 checked the subject of the e mail will be the description field of the purchase order If not it will be the contents of the Default Subject field If the Notes Body box is checked the body of the e mail will be the contents of the Notes field of the purchase order Otherwise it will be the contents of the Default Body field The settings of these fields are independent of those for e mailing requisitions for approval Updating System Data OE x General Data File Paths Addresses Options E Mail Default From Default Copy Default Subject Default Body General Requisitions Purchase Orders neos System Set System Date Go to Setup System Data Set System Date You Date have the option to make this a Temporary Change Only amp Date Will be Changed x System Date aad Temporar Change Only ok Dr ous 9 Help Set Current Period Go to Setup System Data Set Current Period The default on the accounting period is temporary for consistency with General Ledger Check the box if you want it to be temporary 26 amp Penod Will be Changed Current Month i a Current Year 0000 Temporary Cha
181. w release can always be viewed at the IMS website http www ims florida com The site will always have the latest release information The release notes can also be viewed once the program is installed under Help Contents Release Notes Or you can connect under Help IMS Web Site within the program Updating from email Your CSR will send you updates in the email if you request this method of updating When you receive the emailed files for example ap3091 exe w02 w03 save them immediately into the directory that your program is running in See the Windows update installation instructions above to see how this is done The examples show c drive but most users will have their program located on d g f or some other drive If you skip this step now you may view the documentation later in the program itself Windows Skills You ll Need 9 Once you have saved all of the files you receive in the email from IMS then you may go into My Computer by right clicking on it and choosing Explore From there you simply locate the exe file and double click on it to run the installation following the instructions on the screen Remember to TYPE in which Drive and Directory you want the program to install into such as D AP Updating from a disk Insert the Update disk 1 into drive A or drive B In Win 95 98 NT right click on My Computer select explore Highlight the drive A or B that the disk 1s in Find the
182. yment over all distribution it pays each distribution account sequentially until the payment amount is consumed splitting the last distribution account if necessary The distribution record is linked to the check record so that the check that actually paid the distribution amount can be determined e check number is assigned automatically It can be up to 8 digits 107 When printing checks activity coded for an offline check will not print Offline checks were already excluded from the list of checks to be printed that displays prior to initiation of the print process but a check would be printed for any selected activity using the selected cash account AddCtheck Highlight the activity and press the Add Check Button Select the Check Number and Check Date Enter Offline Check for Selected Activity BE xi By Date Reference By Purchase Order By Vendor S Date Reference Vendor Description v 31 00 6660 407 MAILING CHARGES TO WATERS RISKM 44 60 v 27 00 6567 44 REPAIR TO UNIT 22 INY C90553 101865 v 7 27 00 6585 257 SLUDGE HAULING 1 886 50 v v 7 26 00 INVENTORY MATERIAL 354000 7 26 00 B CUSTOMER SERVICE 0 00 7 26 00 6557 CUSTOMER SERVICE 0 00 7 26 00 CUSTOMER SERVICE 7225200 LABOR AND MATERIAL 7 21 00 CUSTOMER SERVICE 6 23 00 INV 287565 AND 287563 6 07 00 5543 CREDIT 4855387 INY 8336768 4 13 00 4463 959 INVENTORY MATERIAL Find Date
183. ystem Data Set Current Period set the current period to a month in the prior year 2 Use Utility Recompute Vendor YTD Totals 3 Use Utility Clear Vendor YTD Totals 4 Using Setup System Data Set Current Period set the current period to a month in the current year 5 Use Utility Recompute Vendor YTD Totals 127 The recompute utility will first set the vendor YTD total to that for the prior year The clear utility will copy the YTD totals to the prior year and clear the YTD total The second use of the recompute utility will set the vendor Y TD totals to that for the current year Press the Yes Button if you want to proceed Please Confirm Select which year Calendar or Fiscal Press OK to proceed amp Update Vendor YTD Options Processing Records 128 Merge Duplicate Vendors Go to Utility Merge Duplicate Vendors Highlight the vendor you want to retain as the surviving vendor Highlight the vendor you want to merge with the surviving vendor Press the Merge Button You may also view the activity on each vendor before selecting Merge Yendors Ex Surviving Vendor Merging Vendor 4715 K MART 4715 K MART 574 621 500 574 621 50D 811 A amp LLOCK amp SAFE COMPANY 811 A amp LLOCK amp SAFE COMPANY 345 4 amp M SUPPLY 345 4 amp M SUPPLY amp M UNION SERVICE STATION A amp M 4 amp MUNION SERVICE STATION 359 A PAULINE WHITE 359 A PAULINE WHITE 1934 A amp D WATER SYSTE

Accounts Payable Manual - Information Management Services

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