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Accounts Payable

1. 4 1 ENTER SUPPLIER INVOICES ascii a nen Lor NEU FE PASE NP NIS UE FUP aaye 5 2 SUPPER NUMBER E EN 5 3 NUMDE uoi n Q au TR MS SUUS law 5 3 INVOICE DAS sia M H 5 3 Payment Date Eds acia 5 3 Total Invoice ATOHDL so oui e egeo reis SOLA S quoe idus 5 3 IB wai Me 5 4 Hold votas 5 4 PO CMCC c EET 5 4 S 5 4 Print Cheque Opin uidisse A E 5 4 SINGLE CHEQUE PROCESSING iu u u au u asa qasa qo viua tov ous ca Co rav e UR 5 5 SCISCE INVOICES ii ET 5 6 Print Cheque o do AM UD es ie S 5 12 Sio ete TN PERS 5 15 AUTOMATIC CHEQUE PROCESSING 5 19 Cheque Print Dat u l lasa uu de to u aa beds 5 20 REPOT TYPE ana 7 7 pp T 7 7 Supplier Selectlofi E A 7 7 MonthiV Yearly Back p sco k Qu nc aiii 7 8 CASH REQUIREMENTS sS qasa S u am Q EE E Po RR NO CURVE Rua eui o Ie do dede 7 12 GRO Date TNR 7 13 Held Z e turi tn bte Gebet tasse eitis tuo teo 7 13 NC E HE 7 13 SUPPE nica 7 13 CHEQUE RECONCILIATION sspe R u cade 7 14 CHEQUE REGIST
2. Creation date 5 Last update Typist r next previous first last The functions available are as follows Displays a list of available printers Allows you to setup a new printer record Allows you to modify an existing printer record D Delete an existing printer record Temporarily removes the menu box from the screen 0 The options function is not available at the present time Retrieve the next previous printer record Retrieve the first last printer record Move up or down through the menu functions Esc Exit this menu To add a printer record type and press Enter Enter the information as follows PRINTER NUMBER Each printer must be assigned a unique printer number Display all printers by using and then assign the next sequential printer number PRINTER NAME Type up to a 20 character name for the printer you are defining This field is useful if your printers are on a network Each printer on a network has a unique name Enter this name in this field DESCRIPTION This field is best used to give the location and type of printer The maximum number of characters that you can enter 15 35 8 20 MICR CHEQUE PRINTER SETUP MAINTENANCE AND INQUIRY MICR SETTINGS When you are first testing your cheques with the Visual Inspection template sometimes the horizontal and or vertical offset of the numbers are off slightly These fields allow you to adjust
3. 11 2 Short company 11 2 Convert report to Microsoft Word 12 4 Daily Processing Enter supplier invoices 5 2 Displaying a report 12 5 Editor Cancel processing u uyu a n eene 3 3 Rekey from a field 3 3 Rekey display line 3 3 Emailing a report eee 12 4 Export Utilities Open MS uuu Dar obo 8 22 Supplier master 8 22 F5 Lookup Feature 3 4 Features Polymathic Accounts Payable 1 1 General Data Entry Date fieldsouu uuu unu usa 3 2 Decimal points 3 2 In STU C lonis coni do c tee PIN Basa 3 1 Menus and submenus 3 1 Optional fields icio retain 3 2 The ENTER Key oor were 3 1 General Description 1 1 General Ledger Code Default GL code for supplier 8 13 GST Code Set up new GST code 8 26 Invoice Enty a u divi e EHE 5 2 Description PP 5 4 GL distribution 5 4 Hold InVolce k ins 5 4 INVOICE amount 5 3 INVOICE dale naaa 5 3 Payment due date 5 3 PO ni
4. If you entered a start date above enter the end date in this field using the format ddmmyyyy Supplier Sorted By Start Date End Date sample Cheque report follows 31 01 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED PAGE 1 Cheque List RMAPR28 1 00 From JAN 31 2003 JAN 31 2003 Invoice Invoice Process Cancel Issue Original Paid Discount Number Date Date Date Date Amount Amount Amount 4055 1642 SUPPLIER 5115 00 23456 31 01 2003 31 01 2003 31 01 2003 115 00 115 00 00 4056 755 SUPPLIER NAME 112 35 11041 30 12 2002 31 01 2003 31 01 2003 112 35 112 35 00 4057 940 SUPPLIER NAME 476 78 40 6654111 09 01 2003 31 01 2003 31 01 2003 200 33 200 33 00 40 9656011 06 01 2003 31 01 2003 31 01 2003 276 45 276 45 00 2058 1150 SUPPLIER NAME 2 600 00 31012003 31 01 2003 31 01 2003 31 01 2003 2600 00 2600 00 00 4059 1955 SUPPLIER NAME S135 23 1356946 31 12 2002 31 01 2003 31 01 2003 365 74 365 74 00 1359452 03 01 2003 31 01 2003 31 01 2003 500 97 500 97 00 4060 1960 SUPPLIER NAME S388 95 1272943 23 12 2002 31 01 2003 31 01 2003 378 25 378 25 00 1282454 07 01 2003 31 01 2003 31 01 2003 186 61 186 61 00 1283142 07 01 2003 31 01 2003 31 01 2003 197 31 197 31 00 GRAND TOTAL 3828 31 3828 31 00 Total cheques 6 7 20 CHEQUE REPORT REPORTS PURCHASE JOURNAL This program allows you to print the accounts payable transactions entered under Enter Supplier Invo
5. 7 54 REPRINT SUPPLIER OPEN ITEM CURRENT REPORTS Highlight Current and press to reprint the current supplier open items The RM Typist US Reprint A P Open Iten List 31 01 2003 Port 36 Last Month Closed JAN 2003 Last Year End FEB 29 2002 CUTOFF DATE 31 1 2003t JAN 31 2003 1 REPORT TYPE Narrow 1 following screen will appear AN Select 18 4 t i Modify m Exit Ex i pu 5 S a dirt Er ZU CE Accounts TLAPPAB E The following report options are available CUTOFF DATE The cutoff date defaults to the last month end date To change the cutoff date type M and press then enter the desired date in the format ddmmyyyy REPORT TYPE The default report type is Narrow To switch to Wide format type M and press then enter W sample from a reprinted Supplier open item report follows POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR48 1 14 DATE JAN 31 2003 A P DETAIL OPEN iTEM LIST REPRINT PAGE 1 CUTOFF DATE JAN 31 2003 INVOICE NO INV DATE POST DATE SOURCE DISC AMT ORIG DUE CURR DUE CHEQUE SUPPLIER NUMBER 163 PAYMENT TERMS 0 SUPPLIER NAME ADDRESS LINE i DISCOUNT gt 00 ADDRESS LINE 2 LAST CHEQUE NO 4041 ADDRESS LINE 3 CHEQUE AMT 47 75 ATTENTION CONTACT TOTAL 00 MONTHLY BACKUP Please refer to 7 30 for further details YEARLY BACKUP
6. Cancelled Cheque Matching Bank Statement Date 317 1 2003 JAN 3172003 Cheques 0 Cancelled Cheque No MN Amount Supplier Hame issue Date Cancel Date Cutoff Date CORA t Z Lookup Cheque File GRY End Enter igj Display Current Cancelled Cheques Enter the number of the cheque to be cancelled and the system will display the amount supplier name issue date and cut off date The system will ask you if you want to cancel this cheque Type Y to cancel or N if you do not want to cancel the cheque Repeat this process for all cheques to be cancelled To exit from the program type E and press with the cursor in the Cancelled Cheque No field ENTER CANCELLED CHEQUES m 5 23 CHAPTER 6 YEARLY PROCESSING RM Main Henu 3170172 Last month end 12 2002 Last year end 28 2 2002 Daily processing Yearly processing Reports Maintenance and inquiry Data file status Company information m C A yy at Exit E Enter selection This selection is NOT AVAILABLE SCS YEARLY PROCESSING u 6 1 CHAPTER 7 REPORTS Accounts Payable Last month end 12 2002 Last year end 28 2 2002 Daily processing Yearly processing Repor ts Haintenance and inquiry Data file status Conpany information m UO Z ay Exit E Enter selection To select Reports type 3 and press Enter pear as foll The
7. 11 2 Export director Y orco itis 11 2 GST Registration number 11 2 Holding company 11 2 Home directory acaso 11 2 Last month closed 11 2 Long company 11 2 Mailing address 11 2 Short company 11 2 Convert report to Microsoft Word 12 4 Daily Processing Enter supplier invoices 5 2 Displaying a report 12 5 Editor Cancel processing 3 3 Rekey from a 3 3 Rekey display line 3 3 Emailing a report 12 4 Export Utilities Open EIS EISE OO URS 8 22 Supplier master a icti toile 8 22 F5 Eookup Feature uu sa reps 3 4 Features Polymathic Accounts Payable 1 1 General Data Entry Date Delds is 3 2 Decimal POIS ias 3 2 InstructiOls usina 3 1 Menus and submenus 3 1 Optional fields 3 2 The ENTER key 3 1 General 1 1 General Ledger Code Default GL code for supplier 8 13 G
8. HOME GL CODE Enter the general ledger account code to which the debit entries for this particular supplier are normally posted to This must be a valid general ledger account number set up using the Polymathic General Ledger system can be used to list all general ledger codes and can be used to add a new GL code if required P O REQUIRED FOR INVOICE If a purchase order is required for an invoice type Y here otherwise type N Review the information entered and if no modifications are required type to accept and save the data SUPPLIER MASTER s 8 13 MAINTENANCE AND INQUIRY Once you have dad inform tion on the first screen The following screen will appear m a nim Qum is x Recounts Pay A 3 ES nup IS TI APPO 3 50 Supplier Master ga sawan 06 Port 96 Screen 2 Shou 15 46 38 Supplier Number 1230 LESLIE PRIOR 1 GST Registration H 2 QST Registration H 3 Alternate Phone H 4 Alternate Discount 0000 5 Hone Job Cost Code 6 Holdback Code 7 Temporary Flag 8 REHARKS Change Sequence IM Select un Hodify 81 1 t Zff Exit tZlj 0ptions I Z MEHO entr Previous screen t2 31 Next Previous Umm First Last Continue entering the information as follows GST REGISTRATION NUMBER Enter the supplier s Goods amp Services Tax registration number in this field Please note that a supplier mus
9. 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirenents Run 13 Fax telephone numbers A Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open item 9 Reprint cash disbursenents 10 Supplier open item S Systen status E bat Enter selection m 7 1 REPORTS AGED CASH REQUIREMENTS This program allows you to print a complete aged list of all invoices that have a due date before or including the specified cut off date ded RR I LC P L DEA Accounts Payable LAPP20 2 RH Reports 3170172003 x 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open item 8 Reprint cash disbursements 10 Supplier open item System status E Exit d Enter selection Type 1 and press to select Aged cash requirements as follows Reports 1 figed cash requirements 11 Supplier master
10. Accounts Payable RM Reports 31 01 2003 1 figed cash requirements 11 Supplier master 2 Aged trial balance 12 Supplier master updates 3 Cash requirenents Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QSD 7 Purchase journal 17 Cash disbursenents sumnary 8 Reprint purchase journal 18 Reprint supplier open item 9 Reprint cash disbursenents 10 Supplier open item S System status x E bat Enter selection Type 11 3 and press to select Fax telephone numbers The screen will appear as follows ficcounts Pay RH Fax Telephone Numbers PPP 31 01 2003 16 03 59 This program generates specially formatted SCII files 1 Select SI Start ED1 Ex lt it Type S and press to start processing the files 7 38 FAX TELEPHONE NUMBERS REPORTS This program generates specially formatted ASCII files Supplier number Records read ASCII file lt RMAPFOTH ASC gt 1 DELIMITED file RHAPFOTI CSU 1 DELIMITED file RHAPFOTM CSU 3 Records written Records written Records uritten 20 as PROCESSIHG COMPLETED Press to EXIT ASCII FILE The ASCII file generated by the system will place the supplier name on one line and the supplier fax number on the second line COMMA DELIMITED FILE The Comma Delimi
11. able TIHUTUTEPUR TL Haintenance and Inquiry 31 01 2003 Federal Tax Codes GST 1 Federal tax code 657 2 Descriptiun J rale 4 G L code vue Last updated Updated by LJ Select 1 00 TI HODIFY 183 0 cam exim CI DELETE I PRINT TMI LIST 8 26 m GST Codes MAINTENANCE AND INQUIRY To add a new GST code type and press Enter Enter the information as follows GST CODE Enter a two digit alpha numeric number to represent the GST code DESCRIPTION Enter a description for the GST code For example GST TAXABLE TAX RATE Enter the tax rate that is being charged For example 7 would be entered as 7 00 G L CODE Enter the G L code that you want to book the GST to can be used to list all valid GL codes and can be used to add a new GL code Once all the information has been entered and reviewed type to accept and save the GST code ee ee 1m A m a GST Codes m 8 27 MAINTENANCE AND INQUIRY PURGE CHEQUE INQUIRY This program allows you to perform a lookup on a cheque that has been purged by the Purge Cheque File program page 8 0 Accounts Payable 0 2 2 64 Maintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirenents 12 Purge supplier master 3 Purge accounts
12. From this menu the following functions are available S Generate cheque Cancel processing and re enter a new supplier The system will prompt you to make sure you want to cancel processing before it exits GENERATE CHEQUE Type or highlight Generate cheque then press Enter The system will automatically generate a cheque for the selected items The following screen will then appear xe pego qee att mem US de ER ts 1 e Hanual Cheque Processor 31 2003 Cheque type 6 Laser HICR Last Honth Closed DEC 2002 PRINTER Supplier 1542 POLYHATHIC DEVELOPMENT CORPORATION Total 115 00 Item Invoice Inv Date Due Date Invoiced Paynent Status 3 1 123455 31 JAN 2003 31 JAN 2003 115 00 115 00 HARTA CHEQUE 40541 CHEQUE PRINT DATE 31012003 JAN 31 2003 YEAR END FEB 28 2002 J Select J accept J BODIFV 11 Y ou can accept the date displayed by the system or enter a new date for the cheque The date entered must be before the year end date To enter a different date type M and press Enter Enter the date in the format ddmmyyyy and press Enter Once the correct date is displayed type and press Enter SINGLE CHEQUE PROCESSING m 5 9 DAILY PROCESSING The following screen will appear aS SS Account 1 Cheque Processor Cheque type 6 Laser HICR Last Month Closed DE
13. for all suppliers or 8 for a single supplier and press Emer PPIS 3 37 A P Open Item List 31 01 2003 Print All Supplier Select REPORT TYPE t f Mide 1 61 Type N for narrow paper 8 1 2 x 11 and press Enter 7 28 SUPPLIER OPEN ITEM REPORTS If you selected S for a single supplier the system will prompt you to enter the supplier s number here Many options are available You can get a list of suppliers by pressing 25 You can enter the supplier s name by pressing F3 You can lookup an invoice to get the suppliers name by pressing or you can lookup a cheque to get the supplier name by pressing F5 ar as fo I5 x A Ni 8 i Tod d llows b AU Accounts Je Open Item List 011 RHAPRTB PRT Page Print Mart row Supplier 8 Enter matching date DERE Enter MATCHING DATE oe to list all payables Enter the matching date and press Enter Type A and press to accept the matching date entered or R to rekey the date Once the correct matching date is entered and accepted the system will generate the report After the report has been generated the system will give you the option to Email this report to your Microsoft Outlook Email Profile Type E and press to email this report to yourself If you want to print this report go to the Print Reports main menu opti
14. 940 SUPPLIER 2 40 6654111 09 01 2003 17 01 2003 200 33 00 31 01 2003 31 01 2003 940 SUPPLIER 2 40 9656011 06 01 2003 17 01 2003 276 45 00 31 01 2003 31 01 2003 476 78 00 1150 SUPPLIER 3 31012003 31 01 2003 06 01 2003 2600 00 00 31 01 2003 31 01 2003 2600 00 00 1960 SUPPLIER 4 1272943 23 12 2002 17 01 2003 378 25 00 22 01 2003 22 01 2003 1960 SUPPLIER 4 1282454 07 01 2003 14 01 2003 186 61 00 31 01 2003 31 01 2003 1960 SUPPLIER 4 1283142 07 01 2003 17 01 2003 197 31 00 31 01 2003 31 01 2003 388 95 00 1955 SUPPLIER 5 1356946 31 12 2002 17 01 2003 365 74 00 30 01 2003 30 01 2003 1955 SUPPLIER 5 1359452 03 01 2003 17 01 2003 500 97 00 31 01 2003 31 01 2003 135 23 00 TOTAL 3713 31 00 TOTAL HELD 00 00 TOTAL DUE 3713 31 00 LESS DISCOUNT AMOUNT 00 CHEQUE AMOUNT 3713 31 END OF REPORT CASH REQUIREMENTS 7 13 REPORTS CHEQUE RECONCILIATION This program allows you to print a complete list of all outstanding cheques up to and including the cut off date entered under Enter Cancelled Cheques page 5 22 d You must enter cancelled cheques as outlined on page 5 22 prior to running this selection 4 31 01 2003 Reports 1 figed cash requirements 11 Supplier master 2 Aged trial balance 12 Supplier master updates 3 Cash requirenents flun 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 5 Chequ
15. DETAILED PAGE 2 INVOICE INVOICE CVER lt OUTSTANDING gt NUMBER DIV STATUS 0 30 DAYS 31 60 DAYS 61 90 DAYS 91 120 DAYS 120 DAYS AMOUNT DAYS SUMMARY PAGE DIVISION 10 3588 45 124 86 00 00 00 3713 31 TOTAL COMPANY 3588 45 124 86 00 00 00 3713 3 96 6382 3 362 000 0003 000 OPEN ITEMS as at Jan 31 2003 3713 31 END OF REPORT DATE JAN 31 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR192 2 39 AGING DATE January 31 2003 ACCOUNTS PAYABLE AGED DEBIT LIST PAGE 1 SUPPLIER CVER TOTAL NUMBER NAME 0 30 DAYS 31 60 DAYS 61 90 DAYS 91 120 DAYS 121 DAYS OUTSTANDING DAYS TOTALS FOR ALL SUPPLIERS 00 00 00 00 00 00 7 10 AGED TRIAL BALANCE REPORTS DATE JAN 31 2003 AGING DATE January 31 2003 SUPPLIER NUMBER NAME 1642 SUPPLIER NAME DATE JAN 31 2003 AGING DATE January 31 2003 SUPPLIER NUMBER NAME POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR193 2 39 ACCOUNTS PAYABLE FUTURE DATED CHEQUES PAGE 1 INVOICE INVOICE INVOICE CHEQUE CHEQUE NUMBER DATE AMOUNT NUMBER DATE 123456 31 JAN 2003 115 00 4054 31 2003 TOTAL 115 00 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR194 2 39 ACCOUNTS PAYABLE FUTURE PAID ITEMS PAGE 1 lt lt lt INVOICE DATE and CHEQUE DATE EXCEED AGING DATE gt gt gt INVOICE INVOICE INVOICE CHEQUE CHEQUE NUMBER DATE AMOUNT NUMBER DATE TOTAL DO AGED TRIAL BALANCE nm 7 11 REPORTS CASH REQUIREMENTS This program allows you to print a list of all
16. 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Bun 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 15 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary B Reprint purchase journal 18 Reprint supplier open iten 9 Reprint cash disbursenents 10 Supplier open item S Systen status E Exit SELECTIOM tandard Consolidated t 1 8 Y u saram Type 5 to generate the Aged Cash Requirements report for one company or to generate the Aged Cash Requirements report for a number of consolidated companies 7 2 AGED CASH REQUIREMENTS REPORTS Us J na STANDARD is as follo ents scre 5 i TLAPP 1 2 AZP Aged Cash Requirements 31 01 2003 Aging Date 247 1 2003 JAN 2472003 Include HELD items in totals Y J Select I B1 Start t fi Modify 1 The following report options are available Aging Date The aging date automatically defaults to the system date the first time it is run The default date them becomes the last aging date that was used To modify this date type
17. JANO32003 Sup 1 53434351 Sup 11041 Sup m eh eR due duh ap GAP w up dep ee 7 w o 9 M d eh dep mh den dim Au A UD UD ewe ee gt gt gt gt qa a gt eee ee s s s AAA o a 98 e ARI ee ee eee gt INVOICE TOTAL DATE AMOUNT 31 DEC 2002 47 75 plier Total 47 75 30 NOV 2002 123 05 plier Total 123 05 03 JAN 2003 625 00 plier Total 625 00 31 DEC 2002 67 15 plier Total 67 15 30 DEC 2002 112 35 plier Total 112 35 Grand Total 975 30 7 42 PURCHASES BY SUPPLIER 163 SUPPLIER GST R999999999 557 SUPPLIER GST R999999999 588 SUPPLIER GST 630 SUPPLIER GST 755 SUPPLIER GST R999999999 2 4 REPORTS 31 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED PURCHASES BY SUPPLIER SUMMARY REPORT From JAN 2003 To JAN 2003 RMAPR102 1 26 Page 1 ALL Divisions SUPPLIER TOTAL GST NET GST NUMBER NAME AMOUNT AMOUNT AMOUNT REGISTRATION 163 SUPPLIER 1 47 78 3 12 44 63 R1002363585 557 SUPPLIER 2 123 05 8 05 115 00 R101686913 588 SUPPLIER 3 625 00 00 625 00 630 SUPPLIER 4 67 15 28 07 39 08 755 SUPPLIER 5 112 35 7 35 105 00 R102171386 975 30
18. PAYMENT TERMS 30 SUPPLIER ADDRESS DISCOUNT 00 CITY PROVINCE LAST CHEQUE NO 4047 POSTAL CODE CHEQUE AMT 40 00 JAN2003 31 01 2003 31 01 2003 3 150 00 02 03 2003 10012003 10 01 2003 14 01 2003 3 40 00 10 01 2003 4047 13122002 13 12 2002 13 12 2002 3 19 39 13 12 2002 4022 30112002 30 11 2002 02 12 2002 3 85 39 30 11 2002 4009 311102002 31 10 2002 31 10 2002 3 85 00 31 10 2002 3982 DEC 31 02 31 12 2002 02 01 2003 3 91 28 31 12 2002 4034 NOV 14 02 14 11 2002 14 11 2002 3 50 00 14 11 2002 3996 OCT 15 02 15 10 2002 15 10 2002 3 94 97 15 10 2002 3970 TOTAL 150 00 7 32 SUPPLIER OPEN ITEM REPORTS SUPPLIER MASTER This program allows you to print a listing of the Supplier Master in alphabetical or numerical order TLAPP20 2 6 RH Repor ts 31 01 2003 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation fun 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 disbursements summary 8 Reprint purchase journal 18 Reprint supplier open item 9 Reprint cash disbursenents 10 Supplier open iten S System status E Exit Enter selection Type and press to select Supplier master The screen will appears as follows pir EIU d ES RI Hie Accounts Payable RH flepor ts 1 figed ca
19. Reports 31 01 2003 Cash Disbursenents Summary 1 by Supplier 2 by Supplier MONTHLY M Enter selection 2331 Exi t CASH DISBURSEMENTS SUMMARY 7 49 REPORTS SUPPLIER This program will detail each cheque for the months that you have selected Numerous reports will be generated Type Q and press a T Enter The fi lowing s add Ed Accounts Payable CASH DISBURSEMENTS SUMMARY l 31 2003 15 10 55 Last Year End FEB 28 2002 Processing Year 2003 Division Selection 8 fill Divisions File Selection S Single Supplier Selection fi All Suppliers Sort Sequence Cheque CASH DISBURSENENTS ANALYSIS FILES JAN 2002 JANZ2001 JAN 2000 FEB 2002 FEB 2001 FEB 2000 HAR 2002 MARZ2001 2000 APR 2002 APR 2001 APR 2000 MAY 2002 2001 HAY 2000 JUN 2002 dJUN 2001 JUN 2000 JUL 2002 JUL 2001 JUL 2000 AUG 2002 06 2001 AUG 2000 SEP 2002 SEP 2001 2000 0cT 2002 OCT 2001 0CT 2000 N0U 2002 N0U 2001 N0U 2000 DEC 2002 DEC 2001 DEC 2000 1 1 Af Unseiecis Y 843 The following report options are available CASH DISBURSEMENTS ANALYSIS FILES list of all cash disbursements analysis files is displayed The key can be used to select the files for the months that you want included in the report can be used to unselect files that were selected in error Once you have selected the files you want to extract the information from
20. SUPPLIER ADDRESS LINE 1 CITY PROVINCE STATE POSTAL CODE ZIP TELEPHONE 999 123 4567 FAX 1 999 891 1234 COST CODE HOLDBACK GST NORMAL TERMS DISCOUNT TEMPORARY SUPPLIER HOME G L CODE YTD PURCHASES P O REQUIRED LAST UPDATE LAST USED CHANGE NORMAL TERMS DISCOUNT TEMPORARY SUPPLIER HOME G L CODE YTD PURCHASES P O REQUIRED LAST UPDATE LAST USED CHANGE NO NO qmm exit JAN 31 2003 Page RMAPRO3 2 25 1 0 00 501010 523 23 27 JAN 2003 01 OCT 2002 ev 0 00 814610 00 02 JUN 1995 13 JUN 1986 9 SUPPLIER MASTER m 7 35 REPORTS SUPPLIER MASTER UPDATES This program allows you to print a list of updates which have been made to the Supplier Master Accounts Payable RH Reports 1 ged cash requirements 11 Supplier master 2 ged trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open item 9 fleprint cash disbursements 10 Supplier open iten S Systen status E Exit Enter selection 1 2 and press Z Enter 52204 Ei ficraunits Pa able 2 1 22 31 01 2003 AN Supplier Master Update Print
21. monthly data for a specific date range Type S and press to generate the report Once the report has been generated the following options are available E Email this report to your Microsoft Outlook email profile w Create this report in Microsoft Word format Esc Exit If you choose to exit without using one of the above options you can still print the report from the Print Reports main menu program A sample summary report follows JAN 31 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR150 1 14 Last Year End FEB 28 2002 MONTHLY PURCHASES BY SUPPLIER Page i All Divisions From DEC 2002 To JAN 2003 Run Date MAR 17 2003 SUPPLIER NOV 2002 DEC 2002 JAN 2003 FEB 2003 TOTAL 163 SUPPLIER 1 8 78 105 97 00 00 114 75 588 SUPPLIER 2 00 500 00 625 00 00 1125 00 557 SUPPLIER 3 115 00 00 00 00 115 00 630 SUPPLISR 4 00 46 08 00 00 46 08 337 SUPPLIER 5 00 319 50 00 00 319 50 755 SUPPLIER 6 92 00 105 00 00 00 197 00 940 SUPPLIER 910 19 3204 54 445 58 00 4560 31 1150 SUPPLIER 8 00 10200 00 5200 00 00 15400 00 1230 SUPPLIER 9 80 37 160 82 187 56 00 428 75 1625 SUPPLIER e e e e e 00 00 00 10000 00 1650 SUPPLIER 11 00 00 227 52 00 227 52 1642 SUPPLIER 12 00 00 730 00 00 730 00 1666 SUPPLIER 13 00 652 00 00 00 652 00 1830 SUPPLIER 14 00 111 57 101 58 00 213 15 1870 SUPPLIER 15 2869 81 1629 77 00 00 4499 58 1989 SUPPLIER 16 72 54 2407 84 00 00 2480 38 1960 SUPPLIER
22. page 7 12 The cheque preparation cycle consists of the following PAGE 1 Spool the cash requirements report with the desired cut off date 7 12 invoice with a due date before or on the cut off date will appear on the report Invoices that appear on the Cash Requirements report will have cheques processed for them during the automatic cheque run 2 Review the cash requirements report and modify due dates for 8 4 invoices you want to pay in this cheque run 3 Place invoices on hold for any items that you don t want to pay 8 4 during this cheque run 4 Spool the Cash Requirements report again and review any changes 7 12 you made 5 Perform Automatic cheque processing 5 19 6 Print the cheques and cheque register 12 1 7 Review the cheques against the Cash Requirements report Accounts Payahle RH Daily Processing 1 Enter supplier invoices Run 2 Single cheque processing Run 3 fiutonatic cheque processing Run 4 Enter cancelled cheques Run E Exit E Enter selection To select Automatic cheque processing type 3 and press t Enter AUTOMATIC CHEQUE PROCESSING m 5 19 DAILY PROCESSING EL screen will appear as duda fiutonatic Cheque Processor Cash Requirerents Cut Off Date 15 01 2003 JAN 15 2003 Last Cheque Run Date 317 1 2003 JAN 3172003 Last Month Closed Date DEC 2002 Current Year End Date 28 02 2003 FEB 2872003 CHEQUE PRINT DATE 15 01 2003 JAN 15
23. release the invoice for payment 2 6 Al 31 01 2003 Recounts Payable Maintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file fun 13 Supplier menos 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates 8 HICR cheque printer setup 9 PC link 10 GST codes E Exit Enter selection Type 2 and press to select Cash requirements The screen will appear as follows zu Accounts able RH Cash Requirenents CUT OFF DATE 31 1 2003 JAN 31 2003 Include HELD items in totals 7 83 Select tffi Start tf Modify t Zfo Exit Invoices will only be displayed if the due date is less than or equal to the cut off date Type S and press to start or M to modify the cut off date Enter the desired cutoff date in the format ddmmyyyy The system will automatically display items that are on hold To change this set Include Held items in totals to N No 8 4 CASH REQUIREMENTS MAINTENANCE AND INQUIRY ines screen will appear as s Accounts Payahle zm eno ET Cash Requirements 31 01 2003 14 50 03 CUT OFF DATE Include HELD items in totals 31 1 2003 JAN 31 20031 Y Supplier Hunber Supplier WE D
24. 20031 LJ Select IfI Start t Modify t Zfmi Exit CHEQUE PRINT DATE The cheque print date will determine whether or not an invoice is eligible for processing It will also determine whether or not a discount is allowed for the invoice The default cheque print date is the cash requirements cut off date which is updated when the cash requirements report is run If the cash requirements cut off date is not available the system will use the signon date The cheque print date can be modified You can use the cash requirements cut off date the system signon date F2 or enter your own date in the format ddmmyyyy the cheque print date is modified and the date is greater than the cash requirements cut off date the system will prompt you with a warning message indicating that the applicable discounts if any will be re calculated The system will then prompt you with another message asking you if you want to use the cheque print date or the cash requirements cut off date to determine which invoices should be paid If you select the cash requirements cut off date only those invoices on your cash requirements report will be processed If you use the cheque print date any invoice with a due date less than or equal to the cheque print date will be selected and processed Once the correct date has been entered type S to start processing the cheques The system will now begin to process the cheques and display the supplier numbers as
25. 70 3957 72 1505 60 00 31506 05 2053 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 2103 EN SUPPLIER COMPANY 2 00 00 00 00 DO 00 21000 EN SUPPLIZR COMPANY 2 00 00 00 00 00 00 21100 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 2228 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 3401 EN SUPPLIZR COMPANY 2 00 00 00 00 00 00 1751 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 22520 EN SUPPLIER COMPANY 2 260 01 00 28 89 00 00 288 90 2234 HC SUPPLIER COMPANY 1 00 00 00 00 00 00 550 HC SUPPLIER COMPANY 1 00 00 00 00 00 00 TOTALS FOR ALL SUPPLIERS 314322 29 820576 75 159334 33 64770 12 13005 33 1372008 82 TOTAL HELD AMCUNT 417729 73 COMPANIES SELECTED HC COMPANY 1 00 00 00 00 00 00 EN COMPANY 2 314322 29 820576 75 159334 33 64770 12 13005 33 1372009 82 END OF REPORT AGED CASH REQUIREMENTS m 7 5 REPORTS AGED TRIAL BALANCE This program allows you to print a complete aged list of unpaid invoices in vendor number figed cash requirements figed trial balance Cash requirements Cheque reconciliation Cheque register and cheques Cheque report Purchase journal Reprint purchase journal Reprint cash disbursenents Supplier open iten C C OF Y a QU ND lt E Exit Enter selection Aged cash requirements figed trial balance Cash requirenents Cheque reconciliation Cheque register and cheques Cheque report Purchase jour
26. A EM UE 8 13 Discount y uy u ED Ou esie ee add p IU acne 8 13 Home GI Codes A e d un wasa 8 13 Required Tor INVOICE ac us uu u s osa akiwa E 8 13 GST Registration NUDE ati 8 14 OST Registration uu aa Su naam am Wa laa 8 14 Alternate Phone N ImpDety dst ata 8 14 Alternate DISCO oot b o Er Ga S _ _ _____6_ 8 14 Home Job Cost C Ode uu u u su Su u Tasa see 8 14 Haoldback Code Q cM u ii 8 14 Temporary Suppliers u an 8 14 Remarks us TTE TETTE 8 14 Memo Field ci 8 15 SUPPLIER OPEN ITEM S m i l l 1 Sua 8 16 PURGE SUPPLIER MASTER UPDATES 8 18 MICR CHEQUE PRINTER SETUP 8 19 Printer NUIDBE cuya au Qutu h 8 20 Pi Inter NaMe yuy Sr A MO M Cs CIN nocere 8 20 Descrip aa 8 20 MIER SUR ia 8 21 Network Informaltl l irc io 8 21 ETI IG uu aa QS 8 22 Import WS ioi 8 23 EXPORT devi oto re u NL D iu M d Mu C Dreh 8 23 GSS FCO CS RITE Wi wawa qauykaqaesasqayauaaaikuwaapaypasiqawqku yapa sikawawssuqkuwpayaqkuaqqawawda 8 26 GS TC OUS tad tetas 8 27 qM SI P 8 27 PURGE CHEQUE INQUIRY
27. CLOSING MANUAL MONTHLY CLOSING MONTHLY CLOSING MANUAL The manual closing function allows you to close one option at a time CRT 6 Type M and press to select Manual Last month closed 02 2002 ACCOUNTS PAYABLE Purchases journal Dash disbursements jrnl AP open items list A P aged trial balance ACCOUNTS RECEIURBLE Cash receipts journal Sales journal AJA open itens list aged trial balance GENERAL LEDGER General journal Trial balance v oe e Financial statements G L report w The functions available are as follows Es Select option Unselect option Used to move through options Exit Closing function CFEB 2002 Tl Selects _ di O E31 End Today s date HAY 2 2002 Year end date FEB 28 2002 PAYROLL Payroll HTD register NOT Payroll update HDT Payroll journal NOT ACCOUNTING fipply time sheets HOT INSTALLD Apply cash receipts NOT INSTALLO Apply client billings NOT INSTALLD Apply client expenses NOT INSTALLD Apply VIP adjustments NOT INSTALLD Detailed client history NOT INSTALLO Indicate month closed Once you have selected an option the following options are available S Start closing Cancel closing Type 5 to start closing the option you select Once the option is closed the appropriate repo
28. CRT 4 B Year end date ACCOUNTS PAYABLE PAYROLL Purchases journal Payroll HID register NOT Cash disbursements jrnl Payroll MTD update NOT AZP open items list Payroll journal NOT INSTARLLD P aged trial balance ACCOUNTS RECEIURBLE TIME ACCOUNTING Cash receipts journal Apply time sheets NOY INSTALLO Sales journal Apply cash receipts NUT INSTRLLD fi R open itens list Apply client billings NOT INSTALLD f R aged trial balance Apply client expenses NOT INSTALLO Apply WIP adjustments NOT INSTALLD GENERAL LEDGER Detailed client history NOT INSTALLD General journal Trial balance Financial statenents GZL report Indicate month closed 1 Select I BI Start t Modify 11 111 1 The functions available are as follows S Start closing Modify option selections Select option Unselect option Used to move through options Esc Exit Modify function Select all options Cancel closing Once you have selected the options that you want closed type S and press to start the closing The closing of the journals will update the general ledger and the reports for the options you selected will be available for printing MONTHLY CLOSING MANUAL The manual closing function allows you to close one option at a time Type M and press to select Manual The screen will appear as follows 14 2 MONTHLY
29. Closed Closed Closed Closed Closed Closed Closed Unlocked Unlocked Last Honth Closed 12 2002 _ Select LI1 Modi fy DEC 2002 t Zi End DATA FILE STATUS urchase journal If you need to modify the last month closed type M and press then enter the last month closed in the format mmyyyy ACCOUNTS PAYABLE SYSTEM m 9 3 CHAPTER 10 COMPANY INFORMATION ACCOUNTS PAYABLE SYSTEM This program allows you to display and or modify any of the system information set up when the Accounts Payable System was first installed 4 2 b4 31 01 2003 Last year end 20 2 200 Last month end 12 2002 Daily processing Yearly processing Hepor ts Maintenance and inquiry Data file status information m CJ N Exit E Enter selection Type 6 and press to select Company information The Necuunts Payable Company Information 1 General company information E Exit _ Enter selection Enter Password Ese Exit To gain access to Company Information you must have the security password Type the password and press Enter ACCOUNTS PAYABLE SYSTEM m 10 1 COMPANY INFORMATION dis screen will appear a POLYMATHIC ACCOUHTS Pf Systen Information Thu MAR 27 2003 GENERAL COMPANY INFORMATION Company initials RH Short conpany P C P L Long conpan
30. Disc Amt Orig Due Curr Due Cheque 136574 31 01 2003 31 01 2003 3 257 50 02 03 2003 31 01 2003 JANZ2003 31 01 2003 31 01 2003 3 150 00 02 03 2003 10012003 10 01 2003 14 01 2003 3 40 00 10 01 2003 4047 13122002 13 12 2002 13 12 2002 3 79 39 13 12 2002 402 30112002 30 11 2002 02 12 2002 3 85 39 30 11 2002 4009 311102002 31 10 2002 31 10 2002 3 85 00 31 10 2002 3982 31 02 31 12 2002 02 01 2003 3 91 28 31 12 2002 4034 NOU 14 02 14 11 2002 14 11 2002 3 50 00 14 11 2002 3996 TOTAL 407 50 Cl B 1 Hext Previous Retrieve Clear Purge Enail Purge Inq The following options are available Display next or previous supplier R Retrieve a specific supplier by supplier number C Match manual cheques journal entries or debits against invoices E Purge all open items that s balance is zero for this specific supplier Email this screen to your Microsoft Outlook email profile Esc Exit supplier open item program SUPPLIER OPEN ITEM m 8 17 MAINTENANCE AND INQUIRY s cCH mTssamTV WEha a arwa r c rxurr PURGE SUPPLIER MASTER UPDATES This program allows you to purge the audit trail file for the supplier master updates The audit trail file lists all updates that have been made to supplier master records since your last purge To get a list of all changes print the Supplier Master bli da 7 36 SM T Ete Edt Maintenance and Inquiry 17017200
31. Em ve os PB 4 ii e 5 HS Systen Infornation Thu MAR 27 2003 GENERAL COMPANY INFORMATION Company initials Short company name 16 Long company nane TEST COMPANY ACCOUNTS PAYABLE BANK INFORMATION Bank account nunber Bank transit number Bank Bank address Bank address Bank address province Bank address postal code Enter D field IDEOI End 11 10 INITIALIZE ACCOUNTS PAYABLE SYSTEM COMPANY SETUP The data entered in this screen must be entered if you are using the Laser MICR cheque form type The information entered here will appear on your cheques Once you have entered the information verify that everything is correct then type A and press to accept and save the information Once all the static information has been entered the system will then ask what drive do you want to set up the A P files for this company Type the drive letter on which the company was set up and press press to set the company up on the default drive The Accounts Payable System is now ready for use Proceed according to the Accounts Payable Cycle outlined in the user s manual INITIALIZE ACCOUNTS PAYABLE SYSTEM 11 11 CHAPTER 12 PRINT REPORTS PRINTING SPOOLED REPORTS Polymathic application software generates reports by spooling to disk files This means that when you wish to produce a report such as the Chart
32. FILE SELECTION Type A and press to include all analysis files for the year selected above or type S and press to select the analysis files you want to include GST CODE You can have numerous GST codes set up through Maintenance amp Inquiry GST codes The system will prompt you for the GST code you want the report to detail can be used to list all valid GST codes and can be used to set up a new GST code DIVISION SELECTION You can generate this report for a single division S or all divisions If you select a single division E5 can be used to list all divisions and can be used to set up a new division PURCHASES BY SUPPLIER 7 41 REPORTS SUPPLIER SELECTION suppliers are included by default Type S and press to only include records associated with a single supplier Type the supplier number and press Enter F5 can be used to list all divisions Type S and press to generate the report Once the report has been generated the following options are available E wW Esc Email this report to your Microsoft Outlook email profile Create this report in Microsoft Word format Exit If you choose to exit without using one of the above options you can still print the report from the Print Reports main menu program Three reports are generated All purchases by supplier by G L Code Invoice and a Summary Samples of all three are below 31 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITE
33. GG s s PP TU s 31 01 2003 15 21 17 Supplier Invoice Number Number 163 79614 163 79891 163 80157 163 80389 630 4 44421702 705 237343 Total purged items Invoice Date 01 OCT 2002 08 2002 15 2002 22 OCT 2002 18 OCT 2002 09 OCT 2002 6 Posting Source Date 11 OCT 2002 11 OCT 2002 30 CCT 2002 0 0 2002 30 OCT 2002 10 OCT 2002 POLYMATHIC COMPUTER PRODUCTS LIMITED ACCOUNTS PAYABLE PURGE CUT OFF DATE OCT 31 2002 Discount Amount Original Due Date 01 OCT 2002 08 OCT 2002 15 OCT 2002 9 22 OCT 2002 18 OCT 2002 09 OCT 2002 Current Due Date PURGE ACCOUNTS PAYABLE FILE 8 9 Description DESCRIPTION DESCRIPTION DESCRIPTION DESCRIFTION DESCRIPTION DESCRIPTION RMAPR13 2 10 Page 1 MAINTENANCE AND INQUIRY PURGE CHEQUE FILE This program allows you to clear the file of all that have been En Accounts Payable Haintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 bash requirements 12 Purge supplier master 3 Purge accounts payable file 13 Supplier 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open item flun 7 Purge supplier master updates 8 HICR cheque printer setup 9 PE link 10 amp ST codes E Exit Enter selection Type 4 and press to select Purge cheque file The Screen will appear a
34. Haintenance and pee 3170172003 b s Y E 1 Cheques 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file 13 Supplier menos 4 Purge cheque file 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry Supplier open item f Purge supplier master updates 8 HICR cheque printer setup 9 PC link 10 GST codes E JglI QI I O IIII II I I IIIIITuZIII I I II I I III II IIII IZzIIIIII III sess utilities Export utilities t 4 Exit mas 8 22 m PC LINK MAINTENANCE AND INQUIRY IMPORT UTILITIES The import utilities program is not available at the pner time ficcounts Payable Maintenance and Inquiry 31 01 2003 1 Cheques 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file 13 Supplier memos 4 Purge cheque file 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 5 Supplier open iten 7 Purge supplier master updates 8 MICR cheque printer setup 9 PC link 10 GST codes E Exit 9E Enter selection lt lt lt The IMPORT utilities are NOT AVAILABLE gt gt gt EXPORT UTILITIES Highlight al utilities and the screen appear as a AE TLAPP20 2 64 31 01 2003 Maintenance and Inquiry 3 Cheques 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accoun
35. Next Previous First Last Eff Exit SUPPLIER MASTER m 8 11 MAINTENANCE AND INQUIRY The functions available are Addanew supplier M Modify an exiting suppliers information D Delete a supplier S Display a supplier by selecting the supplier code Zero out the year to date purchases field Find a supplier using the lookup feature Retrieve the next previous supplier record Retrieve the first last supplier record Exit menu To add new supplier type A and press Enter Enter the information as follows SUPPLIER CODE This area is coded using up to five alphanumeric characters of your choice The number assigned is used for identification of the supplier You cannot assign the same code to more than one supplier and you cannot change this code once you enter it you type a supplier code that was previously used for a supplier that has been deleted the system will display a message that the supplier code exists in the history file You will have the option to reinstate the old supplier or rekey new supplier information SUPPLIER NAME This area is coded using up to thirty five characters of your choice Type in the full name of the supplier Please note that the name you enter will appear on the cheques ADDRESS LINE 1 TO 4 These four lines are coded using up to thirty five characters per line Type the supplier s street address unit number if any city province and p
36. PROCESSING ENTER SUPPLIER INVOICES This program allows you to enter supplier invoice information and distribute supplier invoice amounts to the general ledger accounts The major features of the program are Each invoice entered into the system can have up to 999 separate distributions to the general ledger either debit or credit amounts The supplier s standard terms can be overridden and special terms can be entered distributions are balanced by the system before the operator is allowed to proceed to the next entry You can specify the due date or have it automatically assigned by the system Daily Processing 31 01 2003 1 Enter supplier invoices Run 2 Single cheque processing Run 3 Rutonatic cheque processing Run 4 Enter cancelled cheques Run E Exit E Enter selection To select Enter supplier invoices type 1 and press Enter 5 2 ENTER SUPPLIER INVOICES DAILY PROCESSING Enter Supplier Invoices Supplier number 2 Supplier invoice no 3 Supplier invoice date 4 Payment date teras 5 Total invoice amount 5 Description Wold invoice 778 8 P 0 check Line Gi Cade Description maunt Balance Enter a CE ADD supplier Invoices entered Total 231 LOOKUP 1J1 PRINT cheque 839 0 00 Enter an invoice as follows SUPPLIER NUMBER Enter the supplier number can be used to list all
37. Please refer to 7 31 for further details REPRINT SUPPLIER OPEN ITEM m 7 55 REPORTS SYSTEM STATUS This program allows you to print a listing of the accounts payable system parameters and menu selection status indicators EI ETT Accounts Payable flepor ts 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirenents Run 13 Fax telephone nunbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open iten 9 Reprint cash disbursenents 10 Supplier open iten S Systen status E Exit Enter selection Type S and press to select System status 3 The creen will appear as follows ie ii 1 Pecouits Pavible TLAPPOG 1 10 Systen Status Report 31 01 2003 J Select Start 83 Type S and press to produce a report similar to the following 7 56 g SYSTEM STATUS 24 3 2003 14 30 56 M P UR s den cum a UP APP s ame um dub quA qu cum duh dA SED GER s GER GER x GE ES 777 7 7 7 de din que ume aAA VEND cur uen v 4 CUP UP Ghe deb e s Am x s GP GER s s ee SED ED ce s Ge Gee
38. Port 96 Screen 1 Shou 1 T TOS UTE CA ER 2 5 1642 POLYMATHIC DEUELGPMERNT CORPORATION 415 490 800110 3 1650 POLYMATHIC COMPUTER SYSTEMS LTD 416 490 8010 4 1566 POLYMATHIC TECHNOLOGIES INC 416 490 8010 5 16258 BUS 416 490 8010 13 l 15 Discount Percentage 15 Home G L Code 17 P 0 Req d for Invoice Type at least three letters for the supplier you are searching for and press Enter The system will then search through the supplier master for the closest match to your search criteria and will highlight that supplier in the lookup window F5 LOOKUP FEATURE m 3 5 GENERAL DATA ENTRY The screen will appear as follows Accounts Payable Supplier Waster Port 96 Screen 1 Show T splits 1542 DEVELOPMENT COBPORNTION 416 490 5010 POLVHATHIC CORPUTER SYSTEMS LTD 415 490 8010 1666 POLYMATHIC TECHNOLOGIES INC 415 490 8010 116258 POLYMATHIC COMPUTER CORPORATION 416 490 8010 PgUp PgDn Top jot tom Esc End Fl ptions 15 Discount Percentage 16 Home G L Code P 0 Req d for Invoice Ytd Purchases To select the supplier simply press and the system will enter the supplier into the field you initially activated the Lookup feature from You can exit out of the Lookup feature at any time by pressing Esc Esc will exit one level of the program therefore if you are in the options section of
39. Purge cheque inquiry 2 Cash requirenents 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier menos 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates 8 WICR cheque printer setup 9 PC link 180 GST codes E Eit Enter selection Type and press to select Purged Supplier master inquiry The screen will appear as o Typist 06 Port 96 Screen 1 Supplier Code Supplier Supplier Address 1 fiddress 2 Address 3 fiddress 4 Phone 4 FAX Number Contact Contact s Title Mobile Phone Nunber Email Address Ueb Site fiddress Payment Terns Discount Percentage Purged Supplier Haster Inquiry lione G L Code 0 Req d for Invoice Vtd Purchases AMD Function tfh Show tf Lookup 81 51 Next Previous First Last Type S and press to display a purged supplier F5 can be used to list all suppliers that are in the purged supplier master file PURGED SUPPLIER MASTER INQUIRY 8 35 MAINTENANCE AND INQUIRY The screen will appear as follows ERA fecounts Payable 06 Purged Supplier faster Inquiry Port 96 11 47 53 Screen 1 Shou Supplier Code 1635 Supplier POLYRATHIC COMPUTER PRODUCTS Supplier Address 1 DIVISION 40 fiddress 2 282 NORTH RIUERHEDE ROAD SUITE 3 Address 3 CONCORD ONTARIO Address 4 L4K
40. Select B Start NT Exit Type S and press to start The system will then prompt you with Do you want to purge the Audit Trail file Y N 7 36 SUPPLIER MASTER UPDATES REPORTS If you type Y Yes the system will delete all updates that are currently in the file If you type N No all updates will remain in the file You will then have the option to Email the file to your Outlook profile If you want to email the report to your Outlook profile type E and press Enter A sample Supplier Master Update Report follows POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPRO2 1 22 DATE 31 01 2003 SUPPLIER MASTER UPDATES PAGE 28 SUPPLIER NC 50 lt lt lt MODIFY gt gt gt Typist 06 LESLIE PRIOR NAME SUPPLIER NAME ADDRESS LINE 1 SUPPLIER ADDRESS ADDRESS LINE 2 SUPPLIER ADDRESS 2 ADDRESS LINE 3 SUPPLIER ADDRESS 3 ADDRESS LINE 4 PHONE NUMBER 999 999 9999 GLCODE 501010 NORMAL TERMS 0 YTD PURCHASES 523 23 DISCOUNT 00 P O REQ D FLAG N TEMFORARY FLAG FAX NUMBER 999 999 9999 LAST UPDATED JAN 27 2003 COST CODE CHANGE SEQ NO 1 LAST CHANGE DATE OCT 1 2002 Computer User LESLIE PATE Leslie SUPPLIER MASTER UPDATES 7 37 REPORTS FAX TELEPHONE NUMBERS This program allows you to produce two different types of data files that will contain the supplier name and fax number These files can be used by other programs for faxing information to all your suppliers m
41. Systen Information Thu MAR 27 2003 GENERAL INFORMATION Company initials Te Short company name TC Long company name TEST COMPANY ACCOUNTS PAYABLE GENERAL INFORMATION 1 G L code for DISCOUNT EARNED 4685 2 Cheque format PS 3 Last cheque number used SELECTION WENU 4 Report type 5 Password Single Cheques 6 Year end BACKUP 1 Cheque style B 7 Month end BACKUP 2 Cheque style 8 Password Supplier Haster 3 Laser Hoore Last month end backup 4 Laser LT102 5 PrePrinted NICR 6 Laser MICRA 9 SPECIAL cheques A A A T P A 3 Type the number beside your cheque style and press Enter LAST CHEQUE NUMBER USED Enter the number of the last cheque used in your manual system REPORT TYPE 7 ERa EASE edi Eee kc Lm M A POLYMATHIC E ue A ede ET FANE 58 ls 1 66 System Information Thu MAR 27 2003 GENERAL COMPANY INFORMATION Cempany initials TC Short company name TC Long company nane TEST COMPANY ACCOUNTS PAYABLE GENERAL INFORMATION G L code for DISCOUNT EARNED 4685 Cheque format 6 Laser MICR Last cheque number used 9876 Report type Passuord Single Cheques ess Year end BACKUP Month end BACKUP Password Supplier Master Last mont
42. T4CoStar LabelWriter XL Turbo JNCAL XPiLaserjet INHERONNTIWPREFFSDBIMICR AMERONNTI1LJ2200 5 4 JAPOLYNTAYFacSys Queue Monitor pl ni Acrobat Distiller Dymo LabelWriter ELGO FACSys Fax Printer DE HP LaserJet 2100 E p uu DOT MATRIX EE Ne sep Highlight the printer you are going to print to If you are using a Laser printer select Laser under TYPE and select Portrait small print under LASER If you are using a Dot Matrix printer select Matrix under TYPE and select Condensed Print under DOT MATRIX Click on OK 9 These settings only have to be set the first time The system will always bring the Printer Selection window but you will be able to click on OK unless you changed printers The screen will then appear listing you print iite POLYHATHIE GROUP Print Reports Typist 06 Port 96 HPL4J4 Start Status copy D K page Copy Page Hessages PE Report VENDOR MASTER UPDATES RHAPRO2 PURCHASE JOURNAL RHAPROG PRT PURCHASE JOURNAL GST Llet PURCHASES BY SUPPLIER G L RHAPR100 PRT CASH DISBURSEMENTS RHAPR12 A P CANCELLED CHEQUE LIST ACCOUNTS PAYABLE CHEQUE PURGE RHAPR16 PRT PURCHASES BY SUPPLIER QST G L RHAPR2
43. This function will send the setup codes you selected to the printer You are not required to do this before printing as the program will also send the setup codes to the printer when you print your cheque This function will allow you to control the MICR settings for the printer you selected For more information on this function please refer to 8 19 5 16 SINGLE CHEQUE PROCESSING DAILY PROCESSING CHANGE FORM TYPE This function should be selected when you need to change the type of cheque you are printing Hanual Cheque Processor Cheque type 6 Laser HICR Last Honth Closed DEC 2002 HPLJA Total Supplier Jten Invoice 8 BANK BALANCE or use to highlight change form type then press Enter The screen ST Le ee A will appear as follows Accounts Payable Inv Date Due Date Invoiced Payment Status Cheque style fi Cheque style B Cheque style Laser Hopre Laser LT102 PrePrinted HICR 54 gle AB eurn bere dim ey A ira ena mr Use to highlight the correct form type and press to select it This function allows you to display the bank balance The amounts displayed are only current to the last running of the Preliminary Trial Balance report Please refer to your General ledger documentation for more details SINGLE CHEQUE PROCESSING 5 17 DAILY PROCESSING Type your security password and press Enter The sc
44. UD UD GP m D UP GP UD UD Beef Ge quomm we us e ue Um US Ue MUR Uy UR O e RUN DATE JAN 31 2003 TODAY S DATE FEB 21 2003 AGING DATE JAN 31 2003 SUPPLIER NUMBER SUPPLIER NAME 163 SUPPLIER 1 337 SUPPLIER 2 557 SUPPLIER 3 568 SUPPLIER 4 630 SUPPLIER 5 705 SUPPLIER 6 755 SUPPLIER 7 BBG SUPPLIER 8 940 SUPPLIER 9 1150 SUPPLIER 10 1230 SUPPLI R 11 1305 SUPPLIER 12 1625 SUPPLIER 13 1642 SUPPLIER 14 1666 SUPPLIER 15 1678 SUPPLIER 16 1815 SUPPLIER 17 1830 SUPPLIER 18 1870 SUPPLIER 19 1871 SUPPLIER 20 1955 SUPPLIER 21 1360 SUPPLIER 22 1389 SUPPLIER 23 2013 SUPPLIER 24 2036 SUPPLIER 25 2050 SUPPLIER 26 2505 SUPPLIER 27 TOTALS FOR ALL SUPPLIERS 112 35 00 476 78 2600 00 00 00 00 00 00 00 00 00 00 00 135 23 388 95 00 00 00 00 00 3713 31 00 00 00 00 00 00 00 00 00 00 00 END OF REPORT 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 TOTAL HELD AMOUNT A sample page from a Consolidated Aged Cash Requirements report for two companies follows 00 00 3713 31 00 RUN DATE FEB 21 2003 COMPANY NUMBER 1 5 NAME PAGE 6 TODAY S DATE FEB 21 2003 CONSOLIDATED ACCOUNTS PAYABLE AGED CASH REQUIREMENTS REPORT 17 1 12 AGING DATE JAN 31 2003 HELD Item
45. and enter the year you want Since the system defaults to the current year you will have to wait till the modify option is listed before you can change this The year should be entered in the format yyyy FILE SELECTION Type A and press to include all analysis files for the year selected above or type S and press to select the analysis files you want to include PURCHASES BY SUPPLIER m 7 43 REPORTS GST CODE Y ou can have numerous GST codes set up through Maintenance amp Inquiry GST codes The system will prompt you for the GST code you want the report to detail can be used to list all valid GST codes and can be used to set up a new GST code SORT SEQUENCE By default the report is sorted by supplier name Type N and press to sort this report by supplier number DIVISION SELECTION You can generate this report for a single division S or all divisions A If you select a single division can be used to list all divisions and can be used to set up a new division SUPPLIER SELECTION suppliers are included by default Type S and press to only include records associated with a single supplier Type the supplier number and press Enter F5 can be used to list all divisions MONTH SEQUENCE By default this report displays the monthly data sorted by Fiscal year Type C and press to display the monthly data sorted by Calendar year or type 0 then enter the start and end date in the format mmyyyy to display the
46. however you can include the held items in the total per supplier on the Cash Requirements report The default is to include all held items in the total SEQUENCE You can print a Cash Requirements by supplier name or supplier number Type A and press to print this report by supplier name or N and press to print by supplier number SUPPLIER You can print a Cash Requirements report for a single supplier or all suppliers All suppliers is the default To print this report for a single supplier type S and press then enter the supplier number can be used to list all suppliers Once you are ready to generate the Cash Requirements report type S and press Enter After the report has been generated the following options are available E Email this report to your Microsoft Outlook email profile w Create this report in Microsoft Word format Esc Exit If you choose to exit without using one of the above options you can still print the report from the Print Reports main menu program A sample Cash Requirements report follows JAM 31 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED PAGE 1 11 05 24 CASH REQUIREMENTS REPORT RMAPR1O 3 38 INCLUDES ITEMS UP TO DUE DATE JAN 31 2003 HELD Items Included in Totals SUPPLIER INVOICE INVOICE POSTING INVOICE DISCOUNT ORIGINAL CURRENT NUMBER SUPPLIER NAME NUMBER DATE DATE AMOUNT AMOUNT DUE DATE DUE DATE STATUS 755 SUPPLIER 1 11041 30 12 2002 17 01 2003 112 35 00 24 01 2003 24 01 2003 112 35 00
47. it processes them The cheques and cheque register will automatically be spooled and ready to print 5 20 AUTOMATIC CHEQUE PROCESSING DAILY PROCESSING I Thie cien wil appear as follows when the cheques have Doo Accounts Payable Disbursenents Journal Last Month Closed DEC 2002 1 Cheque print date 15 1 2003 2 G L discount code 4685 Report type Summary Cheque format 6 Laser HICR Report name File nane Page Journal amp register RHAPRI2 PRT 1 Cheques RMAPRI26 PRT Cheques AUTOMATIC CHEQUE PROCESSING u 5 21 DAILY PROCESSING ENTER CANCELLED CHEQUES This program allows you to cancel cheques that have been cashed Cheques that have been specified as cashed and cancelled can then be purged from the cheque reconciliation file Daily Processing 1 Enter supplier invoices Run 2 Single cheque processing Run 3 Automatic cheque processing Run 4 Enter cancelled cheques Run E E Enter selection To select Enter cancelled cheques type 4 and press Enter rmm ts Payable Cancelled Cheque Hatching Bank Statement Date 31 1 2003 JAN 31 2003 Select tf Start t 1 Modify t ffi Exit If the bank statement date is incorrect type M to modify the date Once the date is correct type S to start canceling cheques 5 22 ENTER CANCELLED CHEQUES DAILY PROCESSING he screen will appa a as 5 follows
48. payable file Run 13 Supplier memos 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier naster updates 8 HICR cheque printer setup 9 PC link 10 GST codes E Exit Enter selection Type QIC and press to select Purge cheque inquiry _ The screen n will appear as 5 follows Purged Cheque inquiry Highlight the year that contains the cheque that you want to inquire about and press Enter 8 28 m PURGE CHEQUE INQUIRY MAINTENANCE AND INQUIRY S gt Purged Cheque Inquiry r Invoice Date Proc date Can date Inveice ant Paid ant Disc Enter tg31 LookuP Display FIRST LAST cheque End Enter the cheque number you want to display can be used to list all cheques can be used to display the first or last cheque Once you have entered the cheque number the cheque details will be displayed 2 and can be used to display the next and previous cheques PURGE CHEQUE INQUIRY m 8 29 MAINTENANCE AND INQUIRY PURGE SUPPLIER MASTER This program allows you to purge suppliers from the database that have not had any activity within the time frame that you specify E Accounts able TLAPPDIP 1 30 Supplier Haster Purge RM Typist 06 Port 96 11 22 11 Purge all SUPPLIER records up to and including the CUT OFF DATE CU
49. press Esc SORT SEQUENCE This report can be sorted by cheque 7 C or Invoice 1 DIVISION You can generate this report for a single division S or all divisions A If you select a single division can be used to list all divisions and can be used to set up a new division SUPPLIER The default is to generate this report for all suppliers If you only want to generate the report for a single supplier type S and enter the supplier number can be used to list all suppliers and can be used to add a new supplier Once all your report options are set type S and press to start spooling the report Once the report has been generated the following options are available E Email this report to your Microsoft Outlook email profile w Create this report in Microsoft Word format 7 50 m CASH DISBURSEMENTS SUMMARY REPORTS Esc Exit If you choose to exit without using one of the above options you can still print the report from the Print Reports main menu program Three reports are generated by the Cash disbursements program Cash disbursements by G L Code by Invoice and a Summary report Samples of all 3 reports follow 31 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR300 1 13 CASH DISBURSEMENTS SUMMARY Page 1 BY G L CODE All Divisions From JAN 2003 To JAN 2003 SUPPLIER SUPPLIER lt 3 CHEQUE gt lt INVOICE gt TRANSACTION NUMBER NAME NUMBER PAID DATE AMOUNT NUMBE
50. skipped by pressing Enter A number of screen entry fields allow entry of data but also default to a particular value if is pressed A default value is simply a value automatically selected by the program if you do not enter a value Example eA date field will often default to the current date system date or the last date entered can often be pressed to answer a Yes or No question by default DATE FIELDS Enter all dates in the format ddmmyyyy six numeric digits with no slashes representing day month year The computer will check that the month entered is valid 1 12 as well as the day 1 31 and the year 0 99 THE DECIMAL POINT The decimal point does not have to be entered unless the characters to the right of the decimal point are non zero However decimal points must be entered if the digits to the right of the decimal point are not equal to zero Commas and dollar signs should not be entered i D 3 2 g INSTRUCTIONS GENERAL DATA ENTRY EDITOR The system includes an Editor utility that allows you to correct errors made during data entry The EDITOR can be accessed by pressing The Editor utility will not always bring up the same options because the options change according to where you are calling the e
51. the branch name Type Y and press to clear the financial data that is currently recorded in the company that you selected to copy from Type N and press to retain the financial data INITIALIZE ACCOUNTS PAYABLE SYSTEM 11 7 COMPANY SETUP COMPANY INFORMATION The following screen will appear if you opted not to copy the supplier master layout from an existing company or once you answered the question about which company you want to Systen Information Thu 27 2003 GENERAL COMPANY INFORMATION Company initials T Short company name TC Long conpany nane TEST COHPANY ACCOUNTS PAYABLE GENERAL INFORMATION G L code for DISCOUNT EARNED MN Cheque format Last cheque number used Report type Password Single Cheques Year end BACKUP Month end BACKUP Password Supplier Haster Last month end backup Typist Run date Enter di DE SETUP G L code t 31 LookuP t Zff End Enter the information as follows GENERAL LEDGER CODE FOR DISCOUNT EARNED This is the general ledger code that the system will automatically post discounts on supplier invoices to valid general ledger code must be entered can be used to list all codes 11 8 m INITIALIZE ACCOUNTS PAYABLE SYSTEM COMPANY SETUP CHEQUE FORMAT ee POLYMATHIC Ge Edt Help I uus PPA EE D i us uhi ip uk s UM Cit PODER E KO ACCOUNTS PAYABLE INITRP 1 66
52. the offset of the font in order to get the numbers to print within the allowable area The offset number is a decimal number representing the number of 1 720 to the position of the cursor If you are adjusting the horizontal offset a positive number would adjust the cursor position to the right and a negative number would move the cursor position to the left With the vertical offset a positive number moves the cursor position down and a negative number moves the cursor position up NETWORK INFORMATION If the printer you are adding is a network printer these fields allow you to enter the name of the print server that the printer is attached to and the printer queue name Enter this information only if your printer is on a network MICR CHEQUE PRINTER SETUP 8 21 MAINTENANCE AND INQUIRY PC LINK This program allows you to import and export accounts payable information into different Accounts Pay Maintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirenents 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier memos 4 Purge cheque file Run 14 Purge iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates 8 HICR cheque printer setup 9 PC link 10 GST codes E Exit Enter selection select PC link type 5 and press lt Enter _ The screen will appear as munai
53. this option please contact Polymathic To email yourself a report highlight the report type E and press 5 The report will automatically be emailed to you file association must be set up for extension PRT to allow the file to open in Notepad Once this has been set up you will be able to view the report in Notepad To print the report you must print from the Polymathic print menu file association can be set up to print the report For assistance with this option please contact Polymathic CONVERTING REPORT The Convert program allows you to convert a report to Microsoft Word You must be using Microsoft Word 2000 or later in order to use this function 12 4 FUNCTION KEYS AND PRINT COMMANDS PRINT REPORTS The convert a report to Microsoft Word highlight the report type C and press S Microsoft Word will be launched and the report will then be converted to Word ZOOMING REPORT The zoom utility allows you to display a report to the screen To zoom a report highlight the report and type Z You can use the arrow keys to move through the report will take you to the beginning of the report and will take you to the end of the report When you have finished viewing the report type Esc to exit FUNCTIONS The functions command allows you to change the printer you are going to print to or change the settings for the printer you are printing to F4 and the will appe 1 CoSt
54. will then appear POLYMATIIC DH Systen Inforastion Thu 27 2003 GENERAL COMPANY INFORMATION Company initials TC Short company name Long company nane TEST COMPANY Do you wish to copy the SUPPLIER WASTER Layout fron another company 7 If you want to copy the supplier master layout from an existing company type Y otherwise type then press Enter INITIALIZE ACCOUNTS PAYABLE SYSTEM m 11 5 COMPANY SETUP SUPPLIER MASTER LAYOUT FROM EXISTING COMPANY If you type Y Yes to copy the supplier master layout from an existing company m 1 O owing screen will D SB POLYMATHIC dips oper sone COE SOEUR ibt ARA RA E A A ACCOUNTS PAYABLE NIIAP 1 66 Systen Information Thu MAR 27 2003 GENERAL COMPANY INFORMATION TC Company initials Short company Long conpany TEST COMPANY Do you vish to copy the A P PASSHORDS from another company _ If you want to copy the accounts payable passwords from an existing company type Y otherwise type then press Enter Refer to 11 8 for more details The screen SU 18 POLYMATINC System Infornation Thu MAR 27 2003 GENERAL COMPANY INFORMATION Company initials TC Short company name TG Long company TEST COMPANY Enter the initials of the comp
55. 00 PURCH0SES SUPPLIER QST INU RHAPR201 PURCHASES BY SUPPLIER QST SUM RUAPR202 PRT CASH DISBUREHENTS SUM G L RHAPR300 CASH DISBUREMENTS SUM INU RHAPR301 CASH DISBURSEMENTS SUMMARY RHAPR302 MONTHLY C D BY SUPPLIER Lleg RHAPR350 SALES JOURNAL RHARROS SALES INUOICES ORDER ENTRY RHARROST PAST DUE ACCOUNTS RECEIURBLE RHARR125 PRT A A MANUAL OPEN ITEM CLEARING RHARRIT4I PRT print delete Q start email convert E functions EELscroll 12 2 m PRINTING SPOOLED REPORTS PRINT REPORTS PRINT SCREEN FIELDS The print screen is made up of seven columns The function of each column is as follows Report name This is an identification label assigned to the various reports which may be spooled Each individual report is assigned a unique name by the system copy This column is used to indicate the number of copies of the individual report which are to be printed D K This column is used to indicate whether the spooled report should be deleted from or kept on the disk after it has been printed Start page This column is used to indicate the page number on which you wish to start printing each report This would normally be page one Status The next three columns labeled Copy Page and Messages are used by the system during printing to display the current copy and page being printed and other status messages The syst
56. 00 00 00 00 2036 SUPPLIER NAME 00 00 00 00 00 00 2050 SUPPLIER 00 00 00 009 00 00 2505 SUPPLIER 00 00 00 00 60 00 TOTALS FCR ALL SUPPLIERS 3588 45 124 86 00 00 00 3713 31 6 638 3 362 0002 0003 000 OPEN ITEMS as at Jan 31 2003 3713 31 AGING DATE January 31 2003 ACCOUNTS PAYABLE AGED TRIAL BALANCE REPORT DETAILED PAGE 1 INVOICE INVOICE OVER lt OUTSTANDING gt NUMBER DIV STATUS 0 30 DAYS 31 60 DAYS 61 90 DAYS 91 120 DAYS 120 DAYS AMOUNT DAYS 30 12 2002 11041 10 112 35 112 35 32 TOTAL 755 SUPPLIER NAME 00 112 35 00 00 00 112 35 t 6 1 2003 40 9656011 10 276 45 276 45 25 9 1 2003 40 6654111 10 200 33 200 33 22 TOTAL 940 SUPPLIER NAME 476 78 00 00 00 00 476 78 a 31 1 2003 31012003 10 2600 00 2600 00 0 TOTAL 1150 SUPPLIER NAME 2600 00 00 00 DO 00 2600 00 31 12 2002 1356946 10 365 74 365 74 31 3 1 2003 1359452 10 500 97 500 97 28 TOTAL 1955 SUPPLIER NAME 500 9 365 74 00 00 00 135 23 4 23 12 2002 1272943 10 378 25 378 25 39 7 1 2003 1282454 10 186 61 186 61 24 7 1 2003 1283142 10 197 31 197 31 24 TOTAL 1960 SUPPLIER NAME 10 70 378 25 00 00 00 388 95 e TOTALS FOR ALL SUPPLIERS 3588 45 124 86 00 02 00 3713 31 96 638 3 362 000 000 0007 FUTURE A P 00 CURRENT A P 3713 31 DATE JAN 31 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR191 2 39 AGING DATE January 31 2003 ACCOUNTS PAYABLE AGED TRIAL BALANCE REPORT
57. 003 150 00 00 9 13 1230 SUPPLIER NAME 23456 31 JAN 2003 31 JAN 2003 115 00 00 7 00 1642 SUPPLIER NAME 31687 31 JAN 2003 31 JAN 2003 500 00 00 30 43 1642 SUPPLIER NAME 123456 31 JAN 2003 31 JAN 2003 115 00 00 7 00 1642 SUPPLIER NAME Total for JAN 2003 7230 56 8 90 440 11 Grand Total 16817 07 3875 12 1023 65 m r m w gt A sample GST Edit report for All GST records follows 31 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR110 1 12 GST EDIT REPORT Page 1 ALL Divisions From JAN 2003 2003 CUT OFF DATE JAN 31 2003 INVOICE TRANSACTION INVOICE TOTAL GST GST SUPPLIER NUMBER DATE DATE AMOUNT AMOUNT CALCULATED NUMBER NAME 1230122 15 NOV 2002 15 NOV 2002 219 35 14 35 14 35 1960 SUPPLIER NAME 9040213 30 NOV 2002 30 NOV 2002 123 05 8 05 8 05 557 SUPPLIER NAME 40 8176312 11 DEC 2002 11 DEC 2002 97 37 6 37 6 37 940 SUPPLIER NAME 40 8176313 12 DEC 2002 12 DEC 2002 97 37 6 37 6 37 940 SUPPLIER NAME 40 9603321 12 DEC 2002 12 DEC 2002 1272 12 83 22 83 22 940 SUPPLIER NAME 1261767 12 DEC 2002 12 DEC 2002 1022 39 66 89 66 89 1960 SUPPLIER NAME 1261771 12 DEC 2002 12 DEC 2002 220 42 14 42 14 42 1960 SUPPLIER NAME 196952 16 DEC 2002 16 DEC 2002 91 00 5 95 5 54 888 SUPPLIER NAME 1267109 17 DEC 2002 17 DEC 2002 299 60 19 60 19 60 1960 SUPPLIER NAME a 1342275 18 DEC 2002 18 DEC 2002 615 17 20 24 37 45 1955 SUPPLIER NAME 1342465 18 DEC 2002 18 DEC 2002 669 64 45 12 45 12 1955 SUPPLIE
58. 01 2003 1 Aged cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers i 4 Cheque reconciliation fiun 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary Reprint purchase journal 18 Reprint supplier open iten 9 fleprint cash disbursements 10 Supplier open iten S Systen status i E Exit Enter selection Type and press to select Supplier open item The screen will appear as fe follows Accounts Paya Reports 1 Aged cash requirements Run 11 Supplier naster 2 Aged trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques Run 15 GST edit report 8 Cheque report Run 15 Purchases by supplier QST 7 Purchase journal Run 17 Cash disbursements summary 8 Reprint purchase journal Run 18 Reprint supplier open iten 9 Reprint cash disbursements Run 10 Supplier open iten S System status Rurrent Monthly Backup Yearly Backup SUPPLIER OPEN ITEM m 7 27 REPORTS CURRENT Highlight Current and press to generate a supplier open item report from current data seu s Payable 18 AP Open Item List 31 81 2003 W Select 11 BI Single 81 Type
59. 03 07 JAN 2003 197 31 12 91 12 91 1960 SUPPLIER NAME 40 6654111 03 JAN 2003 09 JAN 2003 200 33 13 11 13 11 940 SUPPLIER NAME 10012003 10 JAN 2003 10 JAN 2003 40 00 2 44 2 43 1230 SUPPLIER NAME 1512003 15 JAN 2003 15 JAN 2003 2600 00 00 158 26 1150 SUPPLIER NAME 98234 15 JAN 2003 15 2003 227 52 00 13 85 1650 SUPPLIER NAME JAN 2003 15 JAN 2003 15 JAN 2003 150 00 00 9 13 2505 SUPPLIER NAME 31012003 31 2003 31 2003 2600 09 00 158 26 1150 SUPPLIER NAME JAN2003 31 JAN 2003 31 JAN 2003 150 00 00 9 13 1230 SUPPLIER NAME E 23456 31 JAN 2003 31 JAN 2003 115 00 00 7 00 1642 SUPPLIER NAME 31687 31 JAN 2003 31 JAN 2003 500 00 00 30 43 1642 SUPPLIER 123456 31 JAN 2003 31 JAN 2003 115 00 00 7 00 1642 SUPPLIER NAME gt Total for JAN 2003 8219 01 73 57 504 78 Grand Total 25288 26 1577 85 zz ma mz xz xz GST EDIT REPORT m 7 47 REPORTS PURCHASES BY SUPPLIER QST This program three re orts that detail the QST to each a us TLAPP20 2 6 Repor ts 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier naster updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report flun 16 Purchases by supplier QST Purchase journal 17 Cash disbursenents sunnary 8 Repri
60. 17 468 20 3909 00 10 00 00 4387 20 1955 SUPPLIER 18 6548 27 3198 16 468 20 00 10214 63 888 SUPPLIER 19 00 205 84 00 00 205 84 2050 SUPPLIER 20 1414 10 3305 44 00 00 4719 54 2036 SUPPLIER 21 00 1350 00 00 00 1350 00 2505 SUPPLIER 22 00 150 00 150 00 00 300 00 12579 26 41561 53 8145 44 00 62286 23 s x s x x Ka xa SSS SS 7 44 g PURCHASES BY SUPPLIER REPORTS GST EDIT REPORT This program generates a report that lists any GST posted for the selected analysis files You have the option of listing all GST amounts or only the GST exceptions ME z ERR Bre 54 m bap doe i unu SML Accounts Pay Repor ts 1 Aged cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5b Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements sumnary 8 Reprint purchase journal 18 fleprint supplier open iten 9 Reprint cash disbursements 10 Supplier open iten S Systen status E Exit Enter selection Type 115 and press to select GST edit report Be Edt tk Sou RH Typist 06 GST EDIT REPORT Port 96 13 16 04 Last Month Closed DEC 2002 Last Year End FEB 28 2002 P
61. 3N6 Phone 416 490 8010 FAX Number 416 490 8275 Contact Nane HR BOB FURLONG Contact s Title Mobile Phone Nunber Email Address Web Site Address Payment Terms Discount Percentage 00 Home G L Code 599910 MISCELLANEOUS HARDWARE SOFTWARE 0 Req d for Invoice Y Ytd Purchases 00 1 1 Select 183 1 LEI Lookup aa screen I m Exit 19 81 Next Previous 1 First Last Sa 94 66 s 00 88 The following options are available lo a Sess Email a copy of the screen to your Microsoft Outlook email profile Display a list of supplier from the purged supplier master file Display the next screen of information for this supplier Exit the purged supplier master inquiry program Display the next or previous supplier Display the first or last supplier 8 36 m PURGED SUPPLIER MASTER INQUIRY CHAPTER 9 DATA FILE STATUS ACCOUNTS PAYABLE SYSTEM This program allows you to determine which purchase or cash disbursements journal analysis files are on the disk drives which journals have not been printed which journals have been printed but not closed the date of the last month closed ti E Fera rane Accounts Pavable Last month end 12 2002 Last year end 28 2 2002 Daily processing Vearly processing Repor ts Haintenance and inquiry Data file status Conpany information m C C 4 c9 Exit E Enter s
62. 46 59 928 71 SUPPLIER MONTHLY This program will generate a report with monthly totals for each supplier Type and pu Enter The screen wil aps p LLEI Accounts HERR RM Typist 06 MONTHLY PURCHASES by SUPPLTER Last Vear End FEB 28 2002 12 04 55 2003 611 Divisions fll Suppliers Division Selection S Single Supplier Selection 3125 Rate 7 00 A SUPPLIER NAHE Month Sequence 2 Processing Year File Selection GST G L Code Sort Sequence FISCAL YEAR PURCHASE JOURNAL ANALYSIS FILES JAN 2003 JAN 2002 JAN 2001 2000 FEB 2002 FEB 2001 FEB 2000 HAR 2002 HAR 2001 2000 APA 2002 APR 2001 APR 2000 2002 H Y 2001 NAY 2000 JUN 2002 JUN 2001 JUN 2000 JUL 2002 JUL 2001 JUL 2000 AUG 2002 AUG 2001 AUG 2000 SEP 2002 SEP 2001 SEP 2000 0561 2002 0 2001 0CT 2000 N0U 2002 H9U 2001 H0U 2000 DEC 2002 DEC 2001 DEC 2000 Enter VEAR 09071 End The following options are available PURCHASE JOURNAL ANALYSIS FILES A list of all available Purchase Journal analysis files is displayed The key can be used to select the files for the months that you want to include purchases from can be used to unselect files that were selected in error Once you have selected the files you want to extract the information from press Esc PROCESSING YEAR The system will default to the current year To change the processing year you must select the Modify option
63. 5 wr 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file 13 Supplier memos 4 Purge cheque file Run 14 Purge open item inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates 8 HICR cheque printer setup 9 PC link 10 GST codes Exit Enter selection Type 7 and press to select Purge supplier master updates The screen will appear as follows Accounts Payable Supplier Master Update Print 31 01 2003 Do you want to PURGE the AUDIT trail file Type Y and press to purge the audit trail file or N to cancel processing 8 18 PURGE SUPPLIER MASTER UPDATES MAINTENANCE AND INQUIRY MICR CHEQUE PRINTER SETUP MICR cheque printing allows you to print your cheques directly to a laser printer using a blank cheque form and a MICR Magnetic Ink Character Recognition toner cartridge The following steps must be performed before you can begin printing your cheques using the MICR Cheque Printing program 1 Setup Static Cheque Information Information such as your bank name address and your bank account number must be setup before you can start printing cheques This information is setup through the Company Information program Please refer to page 10 1 for more details 2 Define Printers You must define all printers that are going to be available for MI
64. C 2002 PRINTER Supplier gt 1642 POLYHATHIC DEVELOPMENT CORPORATION Total 115 00 Item Invoice Inv Date Due Date Invoiced Paynent Status 1 1 123456 31 JAN 2003 31 J8N 2003 115 00 115 00 Press any key to continue The following screen will a m SETTE Accounts Poyable Hanual Cheque Processor Cheque type 6 Laser NICR Last Honth Closed DEC 2002 NO PRINTER Supplier 1642 POLYHATHIC DEVELOPMENT CORPORATION Total Iten Invoice Inv Date Due Date Invoiced Payment Status Type if you want to print the cheque now TD 5 10 m SINGLE CHEQUE PROCESSING DAILY PROCESSING PRINT CHEQUE The following screen after you have aliene the single cheque Accounts P ayable gt Manual Cheque Processor Y 2003 Cheque type 6 Laser HICR Last Month Closed DEC 2002 PRINTER Supplier 1642 POLYHATHIC DEVELOPMENT CORPORATION Total Item Invoice Inv Date Due Date Invoiced Payment Status SELECTION print ptions i Ae The following functions are available Select this function when you are ready to print your cheque Please note that a printer must be selected before you can print the cheque The printer that is selected is displayed in the top right portion of the screen In the example above no printer is currently selected To select a printer type O and go to Printer Setup This function will allow y
65. COMPANY SETUP The screen will appear as follows a pares con id ale E Thursday March 27 2003 13 15 18 Company TC TC Port 6 Directory H NDEHDNRH Last W E DEC 2002 Last Signon HAR 27 2003 Last V E Typist 1 Prior Year CLOSED VITTTT CCCC PROCESSING DATE 31 01 2003 JAN 31 20031 t8 Select ti Start t Modify QJ Cancel t ffh Exit Type 5 and press The main menu will now appear B bu eut T 8 TES CRT 96 TYPIST 1 Payroll ficcounts Receivable ficcounts Payable Sales finalysis General Ledger Security Systen Utilities Daily Closing Monthly Closing 10 Print Reports 11 Tine ficcounting 12 Fixed fissets 13 Inventory 7 Entry 14 Uertical Harkets 2 CO 4 CQ Oi i YN Q Query S Status E Exit Enter selection Select the Accounts payable System by typing 3 and pressing Enter 11 4 m INITIALIZE ACCOUNTS PAYABLE SYSTEM COMPANY SETUP The following screen will appear Vli a Tammi ACCOUNTS PAYABLE System Information Thu MAR 27 2008 GENERAL COMPANY INFORMATION Company initials gt TC Short conpany name 16 Long company nane TEST COMPANY There is no ACCOUNTS PAYABLE SYSTEM set up for this conpany Do you want to set up a ACCOUNTS PAYABLE SYSTEM i Type Y and press C Enter Enter to setup the Accounts Payable system The following screen
66. CR cheque printing through the MICR Printer Setup program Further details follow in this chapter 3 Tools To Have On Hand A Make sure that the MICR toner cartridge has been loaded into your laser printer Be sure to read all special instructions that come with the toner cartridge before loading it into your printer B Have your blank cheque paper loaded into the paper tray C Have the MICR Visual Inspection template and your CHEQsys manual on hand tis a good idea to use your MICR Visual Inspection template to check a few cheques of your first cheque run Thereafter visual inspections should be performed after every 200 cheques Accounts Haintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier menos 4 Purge cheque file Run 14 Purge open item inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open item Run 7 Purge supplier master updates 8 HICR cheque printer setup 9 PC link 10 GST codes E Exit Enter selection select MICR cheque printer setup type and press MICR CHEQUE PRINTER SETUP m 8 19 MAINTENANCE AND INQUIRY Maintenance Printer number Printer name Description MICR SETTINGS NETWORK INFORMATION Horizontal offset Print server Uertical offset Print queue MM re
67. D RMAPR100 1 26 PURCHASES BY SUPPLIER Page 1 BY G L COD ALL Divisions From JAN 2003 JAN 2003 INVOICE INVOICE TRANSACTION SUPPLIER NUMBER DATE DATE NUMBER G L CODE G L AMOUNT GST AMOUNT PURCHASE JOURNAL DESCRIPTION 82891 31 DEC 2002 31 DEC 2002 163 8142 10 44 63 3 12 CLIENT DELIVERY Total for SUPPLIER 1 44 63 3 12 GST R99999999999 9049213 30 NOV 2002 30 NOV 2002 557 5996 10 115 00 8 05 COSTAR XL TURBO LABELWRITER REPAIR Total for SUPPLIER 2 115 00 8 05 GST R99999999999 JAN032003 03 JAN 2003 03 JAN 2003 588 5998 10 625 00 00 Total for SUPPLIER 3 625 00 00 GSTH 1 53434351 31 DEC 2002 31 DEC 2002 630 3115 10 32 08 28 07 ACCOUNT H1260 4504 2 INTEL 1 53434351 31 DEC 2002 31 DEC 2002 630 8008 10 7 00 00 ACCOUNT 1260 4504 2 INTEL Total for SUPPLIER 4 39 08 28 07 GST 11041 30 DEC 2002 30 DEC 2002 755 5996 10 105 00 7 35 SHUSBEOO1024 Total for SUPPLIER 4 105 00 7 35 6578 R999999999 Grand Total 928 71 46 59 31 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR101 1 26 PURCHASES BY SUPPLIER BY INVOICE NUMBER From JAN 2003 To JAN 2003 Page 1 ALL Divisions INVOICE NUMBER SUPPLIER NUMBER NAME M P M du dem V s dab EP GEB GE s s DORE OEE qu deb cue tu uo Re sim ED MED ARD cum p VP dup ARP v CUP VET CUP SEU CUP cm c p Rm 82891 Sup 9040213 Sup
68. E 02 JAN 2003 4032 773 04 940 SUPPLIER NAME 02 JAN 2003 4033 2600 00 1150 SUPPLIER NAME 02 JAN 2003 4034 91 28 1230 SUPPLIER NAME 02 JAN 2003 4035 118 80 1830 SUPPLIER NAME 02 JAN 2003 4036 7459 52 1955 SUPPLIER NAME 02 JAN 2003 403 2480 38 1989 SUPPLIER NAME 02 JAN 2003 4038 625 00 588 SUPPLIER NAME 04 JAN 2003 4039 219 35 1960 SUPPLIER NAME 06 JAN 2003 4040 1658 74 1870 SUPPLIER NAME 09 JAN 2003 4041 47 75 163 SUPPLIER NAME 15 JAN 2003 4042 123 05 557 SUPPLIER NAME 15 JAN 2003 4043 67 15 630 SUPPLIER NAME 15 JAN 2003 4044 220 25 888 SUPPLIER NAME 15 JAN 2003 4045 2655 82 940 SUPPLIER NAME 15 JAN 2003 4046 2600 00 1150 SUPPLIER NAME 15 JAN 2003 4047 40 00 1230 SUPPLIER NAME 15 JAN 2003 4048 3757 73 1815 SUPPLIER NAME 15 JAN 2003 4049 108 04 1830 SUPPLIER NAME 15 JAN 2003 4050 2637 12 1955 SUPPLIER NAME 15 JAN 2003 4051 3804 39 1960 SUPPLIER NAME 15 JAN 2003 4052 3305 44 2050 SUPPLIER NAME 15 JAN 2003 4053 150 00 2505 SUPPLIER NAME 15 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR15 1 25 DATE JAN 31 2003 CHEQUE RECONCILIATION REPORT PAGE 2 INCLUDING CHEQUES UP TO JAN 31 2003 CHEQUE CHEQUE CANCEL SUPPLIER CHEQUE CANCEL NUMBER AMOUNT AMOUNT NUMBER SUPPLIER NAME DATE DATE 4055 115 00 1642 SUPPLIER NAME 31 JAN 2003 TOTAL OUTSTANDING TOTAL CANCELLED 26 CHEQUES TOTALLING 0 CHEQUES TOTALLING 36141 10 DOLLARS 00 DOLLARS CHEQUE RECONCILIATION 7 15 REPORTS CHEQUE REGISTER AND CHEQUES This step is performed during A
69. ER AND CHEQUES 7 16 Choque Prnt Dt C EM 7 17 CAD Icom ninia 7 17 CHEQUE REPORT G y 7 18 ULE a g 7 19 PP X ______ 7 19 PURCHASE JOURNAL lt a taa 7 21 REPRINT PURCHASE JOURNAL u ii cs 7 23 REPRINT CASH DISBURSEMENTS JOURNAL A 7 25 SUPPLIER OPEN ITEM Pec PR 7 27 Curre l uuu u 7 28 Monthly 7 30 X early Backup aaa Sia donada 7 31 SUPPLIER MASTER uu i EVEN ERU S 7 33 A 7 34 BY OLC OUE waa terns 7 35 SUPPLIER MASTER UPDATES rei naa Sa Sui Siqi ass 7 36 FAX TELEPHONE NUMBERS crece 7 38 ASGI PP e ER uda t CE 7 39 Comma Plena 7 39 PURCHASES BY SUPPLIER u R d tete ha ES Adan Rare iaa ee pa EP E VEU iria e dea 7 40 BY SUppiri ET 7 41 By Supplier Monty c uA Passi u u aaa s rd a te tete Sk Qa 7 43 GST EDIT REPORT u PR 7 45 Purchase Journal Aralysis Ple A Ea ea CRM Da RE 7 46 Processing Y CAM usu aaa 7 46 A qua a maana Stabant CK t I ders 7 46 GST oso assis phos dg ER P
70. F8 memo record can contain specific information about a supplier that does not fit into any of the fields within the supplier master record Details such as directions to the suppliers special products key contact names can be listed in the memo record and shared by anyone who has access to the Supplier Master program The Memo function can also be accessed from the Maintenance amp Inquiry menu via option 13 Supplier memos A sample memo screen would be as follows D z H A A cS 4 MI t 1 PgUp PgDn Mi Delete Line 838 m M LE GN E AS ES FT PL 17 i sp sua SUPPLIER MASTER m 8 15 MAINTENANCE AND INQUIRY SUPPLIER OPEN ITEM This program allows you to display all invoices paid and outstanding and journal entries for a specific supplier These will not include purged items reU Li WERE 25204 Maintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirenents 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier memos 4 Purge chequ
71. Hy bolt Accounts Payable PURCHASES by SUPPLIER GST Code 01 G L 3125 Rate 7 00 JAN 2003 PURCHASE JOURNAL ANALYSIS FILES JAN 2002 FEB 2002 MAR 2002 APR 2002 MAY 2002 JUN 2002 JUL 2002 RUG 2002 SEP 2002 0CT 2002 NOU 2002 DEC 2002 The following options are available PURCHASE JOURNAL ANALYSIS FILES A list of all available Purchase Journal analysis files is displayed The key can be used to select the files for the months that you want to include purchases from can be used to unselect files that were selected in error Once you have selected the files you want to extract the information from press Esc PROCESSING YEAR 1 1 1 JAN 2001 FEB 2001 MAR 2001 APR 2001 HAY 2001 JUN 2001 JUL 2001 AUG 2001 SEP 2001 06T 2001 H0U 2001 DEC 2001 E Unselects Division Selection Supplier Selection fi JAN 2000 FEB 2000 2000 APR 2000 HAY 2000 JUN 2000 JUL 2000 AUG 2000 SEP 2000 0CT 2000 H0U 2000 DEC 2000 app f Rl Last Year End FEB 28 2002 All Divisions fll Suppliers REPORTS The system will default to the current year To change the processing year you must select the Modify option and enter the year you want Since the system defaults to the current year you will have to wait till the modify option is listed before you can change this The year should be entered in the format yyyy
72. INT SUPPLIER OPEN ITEM This program allows you to reprint Supplier Open item lists from current monthly or yearly backups Necounts Pay Repor ts 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone nunbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open iten 9 Reprint cash disbursenents 10 Supplier open item S System status i E Exit B Enter selection To select Reprint supplier open item type and press Enter The following screen will appear troupes nma ceounts Payable TLAPPZO 2 64 Reports 31 01 2003 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements 13 Fax telephone nunbers 4 Cheque reconciliation 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report 18 Purchases by supplier 057 7 Purchase journal 17 Cash disbursements summary 8 fleprint purchase journal 18 Reprint supplier open item 9 Reprint cash disbursenents 10 Supplier open item S System status rium cp SELECTION HENU CN Monthly Backup Yearly Backup t 4 MAI
73. L PROCESSING The Cancel option will cancel whatever you are doing If you are in the middle of an invoice or sales order etc and you want to cancel press and type the letter corresponding to cancel The system will ask you if you are sure you want to cancel before it performs this step EDITOR 3 3 GENERAL DATA ENTRY FS LOOKUP FEATURE The lookup feature allows you to search for information from various input fields This feature eliminates the need for users to memorize codes used for general ledger accounts customer accounts supplier account and numerous other items For instance the lookup feature can be used to display a supplier account code in the following manner the Suppli 1a SET HIPH Beans Supplier Haster RH Typist 06 Port 96 iScreen 1 Show 1 6 ee ve 2 1542 POLYMATHIC OEVELOPHENT CORPORATION 415 490 8014 3 1550 POLYHATHIC COHPUTER SYSTEMS LTD 418 490 8010 4 1666 POLYHMATHIC TECHNOLOGIES INC 416 490 8010 i B 18258 POLYMATHIC COMPUTER CORPORATION 416 490 8010 6 Enter Supplier NAHE in E 9 10 AD 12 Rp eer re 13 We i Poglp Bottom Esc End Fl Options 14 M NND TU RES 45 Discount Percentage 16 Home G L Cede 17 P 0 Req d for Invoice Ytd Purchases The following options B po _ Cursor upwards through the data Cursor downwards through the data Page up one screen of
74. Lookup you will have to press Esc twice to exit completely out of Lookup 3 6 FS LOOKUP FEATURE CHAPTER 4 MENUS MAIN MENU ALL SYSTEMS __ TIS CRT 4 96 TYPIST B 6 Payroll ficcaunts Receivable Accounts Payable Sales finalysis General Ledger Security System Utilities Daily Closing Closing Print Reports Time Accounting Fixed fissets Inventory 7 Order Entry Vertical Markets h s i amd cd LD YN 0 0000 01 YN a Q Query S Status E bit Enter selection MAINMENU ACCOUNTSPAYABLESYSTEM pe Last month end 12 2002 Last year end 28 2 2002 Daily processing Yearly processing Repor ts Haintenance and inquiry Data file status Company information m Exit Enter selection MAIN MENU ALL SYSTEMS m 4 1 CHAPTER 5 DAILY PROCESSING ficcoun ts P Hain Menu 31 01 2003 Last month end 12 2002 Last year end 287 2 2002 Daily processing Yearly processing Reports Maintenance and inquiry Data file status Company information m e Dx WN Exit E Enter selection To select Daily Processing type 3 and Dress Enter Enter mm The screen will appear as follows 20 2 64 Daily Processing 31 01 2003 1 Enter supplier invoices Run 2 Single cheque processing Run 3 Automatic cheque processing Run 4 Enter cancelled cheques Run E Exit E Enter selection 5 1 DAILY
75. M press and enter the date in the format ddmmyyyy Include Held Items All invoices on Hold are automatically included in this report To exclude invoices on Hold set this option to N AGED CASH REQUIREMENTS 7 3 REPORTS CONSOLIDATED AZP Cash Requirements Aging Date 24012003 CJAN 24 20031 Include HELD items in totals Y Company Selection CAE AERE IA A REM IICA IM MEE A JEME DEA E NAM EIN A BAEREN gt 2 Enter AGING DATE The report options for the Consolidated Aged Cash Requirements the same as the Standard however you have the added option of selecting numerous companies to create the report for is used to select the companies to include in the report 7 4 AGED CASH REQUIREMENTS A sample Standard Aged Cash Requirements report follows POLYMATHIC COMPUTER PRODUCTS LIMITED ACCOUNTS PAYABLE AGED CASH REQUIREMENTS REPORT HELD Items Included in Totals TOTAL AMOUNT 0 30 DAYS DUE TOTAL AMOUNT 31 60 DAYS DUE TOTAL AMOUNT 61 90 DAYS DUE TOTAL AMOUNT 91 12 0 DAYS DUE PAGE REPORTS 1 RMAPR17 1 20 TOTAL AMOUNT 121 DAYS amp OVER TOTAL AMOUNT OUTSTANDING o A e e mo a OU ooo HR Ae AD UP
76. PLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED COMPLETED gt ee x x s x UAR Veo A m s GER GER ER GER UD UND x s PG ee wem qp cem ce eS Uu e am s due dum GER GEM GE GER GER eee Gum um um gt REPORTS SYSTEM STATUS 7 57 CHAPTER 8 MAINTENANCE AND INQUIRY DTP Accounts Payable Main Menu Last month end 12 2002 Last year end 20 2 2002 Daily processing Vearly processing Reports Maintenance and inquiry Data file status Conpany information m c1 da YN Exit E Enter selection To select Maintenance and inquiry type 4 and press Enter Ed Des 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier naster 3 Purge accounts payable file Run 13 Supplier menos Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 5 Supplier open item Run 7 Purge supplier master updates 8 MICR cheque printer setup 9 PC link 19 GST codes E Exit Enter selection m 8 1 MAINTENANCE AND INQUIRY O a ts CHEQUES This program allows 220 to display all details relating to un purged outstanding cheques iillinit serial rin La Accounts Payable Maintenance and Inquiry 1 Cheques
77. POLYMATHIC COMPUTER CORPORATION ACCOUNTS PAYABLE SYSTEM USER S GUIDE CHAPTER 1 SYSTEM O VERVIEQW GENERAL DESCRIPTION neum Ai red See vu ia eU EO Fat ERR u 1 1 FEATURES iu na uQ ss uu saan u RON 1 1 CHAPTER 2 ACCOUNTS PAYABLE CYCLE esposan 29 94929590909909909099490909090900090509090009 PROCESSING CHECKLIST iere i lesen tui Ure Mtn Ne 2 1 T itial Setup iouis 2 1 Monthly Procede UTR Ove etd elo 2 1 INITIAL SET UP PROCEDURES uu u Q ene aii an qa asa iii 2 1 MONTHLY PROCEDURES SE G u G Qu a S ia 2 2 MONTHLY PROCESSING CHECKLISTI 2 3 INSTRUC TIONS onnios 3 1 The ENTER asa 3 1 Men s and Suomi a 3 1 Optional 5 5 ad aan 3 2 Date PP a tassa icu a es er ete 3 2 The Decimal jr 3 2 EDITOR iu i u u I 3 3 From diia 3 3 Pekoy BICIS ASSET 3 3 Cancel Processi iana d ed b EROR HIS dte s nas eee LER UE 3 3 FS LOOKUP FEATURE uy erae Seve bun e ent Su aaa Su 3 4 MAIN MENU ADS YS DIVES iscritto u s iE S aea DUE a naanin Ria 4 1 MAIN MENU ACCOUNTS PAYABLE SYSTELMNA
78. R DATE G L CODE DATE 163 SUPPLIER NAME 4030 5 4t9 vss 9 39 82420 02 JAN 2003 1020 10 02 2003 4030 Stee ee ee 19 35 82658 02 2003 1020 10 02 JAN 2003 4041 47 75 82891 15 JAN 2003 1020 10 15 JAN 2003 Supplier Total 16 49 557 SUPPLIER NAME 4042 J ew2 123 05 9040213 15 JAN 2003 1020 10 15 JAN 2003 Supplier Tctal 123 05 Grand Total 199 54 31 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR301 1 13 CASH DISBURSEMENTS SUMMARY Page 1 BY INVOICE NUMBER All Divisions From JAN 2003 JAN 2003 SUEPLIER SUPPLIER lt CHEQUE gt lt INVOICE gt TRANSACTION NUMBER NAME NUMBER PAID DATE AMOUNT NUMBER DATE DATE 163 SUPPLIER NAME 4030 W W pip Y ko ERU 9 39 B2420 02 JAN 2003 02 JAN 2003 4030 19 35 82658 02 2003 02 JAN 2003 4041 db lE 47 75 82891 15 JAN 2003 15 JAN 2003 Supplier Total 76 49 557 SUPPLIER NAME 4042 was ea rd 123 05 9040213 15 2003 15 JAN 2003 Supplier Total 123 05 m BP n P Grand Total 31 JAN 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR302 1 13 CASH DISBURSEMENTS SUMMARY Page 1 SUMMARY REPORT All Divisions From JAN 2003 To JAN 2003 SUPPLIER SUPPLIER TOTAL NUMBER NAME AMOUNT 163 SUPPLIER 76 49 557 SUPPLIER NAME 123 05 194 54 CASH DISBURSEMENTS SUMMARY 7 51 REPORTS Bv SUPPLIER MONTHLY This program will generate a report with monthly totals of all cheques for each
79. R NAME 1270584 19 DEC 2002 19 DEC 2002 1755 87 114 8 114 87 1960 SUPPLIER NAME 1270623 19 DEC 2002 19 DEC 2002 194 74 12 74 12 74 1960 SUPPLIER NAME 40 9504011 20 DEC 2002 20 DEC 2002 294 44 19 26 19 26 940 SUPPLIER NAME 5 197598 23 DEC 2002 23 DEC 2002 129 25 8 46 8 46 888 SUPPLIER NAME 0 3241311 23 DEC 2002 23 DEC 2002 894 52 58 52 58 52 940 SUPPLIER NAME 1272943 23 DEC 2002 23 DEC 2002 378 25 24 75 24 75 1960 SUPPLIER NAME 24122002 24 DEC 2002 24 DEC 2002 1658 74 28 97 100 97 1870 SUPPLIER NAME 11041 30 DEC 2002 30 DEC 2002 112 35 7 35 7 35 755 SUPPLIER NAME 82891 31 DEC 2002 31 DEC 2002 47 75 3 12 3 12 163 SUPPLIER NAME 1 53434351 31 DEC 2002 31 DEC 2002 67 15 28 07 4 09 630 SUPPLIER NAME DEC 31 02 31 DEC 2002 31 DEC 2002 91 28 5 26 5 56 1230 SUPPLIER NAME gt DEC 31 02 31 DEC 2002 31 DEC 2002 3757 73 3757 73 228 73 1815 SUPPLIER NAME 1356946 31 DEC 2002 31 DEC 2002 365 74 23 93 23 93 1955 SUPPLIER NAME DEC 2002 31 DEC 2002 31 DEC 2002 3305 44 00 201 20 2050 SUPPLIER NAME Total for DEC 2002 17069 25 4355 75 1073 07 JANO32003 03 2003 03 JAN 2003 625 00 00 38 04 588 SUPPLIER NAME 1228170113 03 2003 03 JAN 2003 108 04 6 46 6 58 1830 SUPPLIER NAME 1359452 O3 JAN 2003 03 JAN 2003 500 97 32 77 32 77 1955 SUPPLIER NAME 40 9656011 06 JAN 2003 06 JAN 2003 276 45 18 09 18 09 940 SUPPLIER NAME E 1282454 07 JAN 2003 07 JAN 2003 2186 61 12 21 12 21 1960 SUPPLIER NAME i 1283142 07 20
80. RODUCTS LIMITED PURCHASE JOURNAL RMAPROG 5 26 PAGE 1 RUN DATE 24 02 2003 GL GL LINE AMOUNT DESCRIPTN HO Um wan w s w Gum u u u A GR GR Se s GEM GM x x x x u u w w ee eS n SUN ub u u URP RR UNS u RED NEM GEM RUM SUD SUD RUD RUD w s x s RR 1230 SUPPLIER NAME 1642 SUPPLIER NAME REFERENCE SUPPLIER SUPPLIER TOTAL DUE GL NUMBER INVOICE NO INV DATE AMOUNT DATE CODE JAN2003 31 01 2003 150 00 02 03 2003 8165 10 3168 31 01 2003 500 00 31 01 2003 8710 10 650 00 END OF REPORT 150 00 ENTERTAINM 9 500 00 CAR EXPENS 12 650 00 7 22 PURCHASE JOURNAL REPRINT PURCHASE JOURNAL This program allows you to reprint any previously printed Purchase Journals for any month for which the purchase journal files are on disk The heading on the purchase journal report contains the word reprinted t to indicate that it is not the original copy Reports 31 01 2003 1 figed cash requirements 11 Supplier master 2 Aged trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 16 Purchases by supplier QST Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open item B Reprint cash disb
81. RU ee di 7 46 Division u uuu idas 7 46 Dia ia 7 46 PURCHASES BY SUPPLIER qst 7 48 CASH DISBURSEMENTS 7 49 SUP PEN sxe A 7 50 By Supplier usate E b Rp els a dite hae 7 52 REPRINT SUPPLIER OPEN ITEM 7 54 CU is 7 55 Monthly aa 7 55 Yearly BackUp iet M DE 7 55 SYSTEM STATUS t u E a ua 7 56 CHEQUESQ uu a 8 2 CASH REQUIREMENTS GS L uy A a i Suq Susu sss asas 8 4 PURGE ACCOUNTS PAYABLE FILE 8 8 PURGE CHEQUE FILE u t u u es vv S aa bea an 8 10 SUPPLIER MASTER irradia S L Daun cardo 8 11 eiiam 8 12 SUDDEN TING usus ii noia 8 12 Address Lme T 16 4 m0 MATE lacio 8 12 Phone _____ ND ever 8 12 F x NUMO E 8 12 Contact e cis 8 12 Contacts Til uu da e E e ZS 8 12 Mobile Phone NUImbet iii _ gt __ _ ___ 8 12 Addbesso ius re ei S OUI E 8 12 Web Site Address se __ 8 13 Payment Feriis u diss A Dua IIo
82. Run 11 Purge cheque inquiry 2 Cash requirenents 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier menos 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates 9 HICR cheque printer setup 9 link 10 GST codes E Exit Enter selection Type 1 and press to select Cheques The screen will appear as iota 72424 unts Payable Cheque Report Display node Cheque H Invoice Last cheque issued 4060 Proc date Can date Inveice ant Paid amt Disc ant Enter 82 1 Display fron Start t 201 Exit Type a cheque number and press Enter To get a listing of all cheques press or type and press to display the cheque numbers for each supplier 8 2 m CHEQUES MAINTENANCE AND INQUIRY Accounts Payable Cheque Report Display mode Last cheque issued Cheque 4034 91 28 1230 LESLIE PRIOR invoice H Date Proc date Can invoice ant aid amt Disc amt DEC 31 02 31 12 2002 27 1 2003 91 28 4050 H Select I RI1 Hext CHEQUES m 8 3 MAINTENANCE AND INQUIRY nae aS CASH REQUIREMENTS This program allows you to display the cash requirements for all or individual suppliers Once an invoice is displayed you can modify the due date place the invoice on hold or
83. ST Code Set up new GST code 8 26 INVOICE ENUY 5 2 Description 5 4 GL distribution 5 4 A 5 4 Invoice oae rer VR tes 5 3 INVOICE dale 5 3 Payment due 5 3 PON 5 4 Print cheque option 5 4 Supplier invoice number 5 3 Supplier number 5 3 Log On I nstructions 13 1 Manual Cheques Matching against invoices 8 17 Menus Accounts payable subsystem 4 1 Main imet ERE Eit 4 1 MICR Magnetic ink character recognition 8 19 MICR Cheque Printing Add DIM uds 8 20
84. SUPPLIER OPEN ITEM YEARLY Recounts Payable RN Repor ts 31 01 2003 1 Aged cash requirements Run 11 Supplier master 2 Aged trial balance Run 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques Run 15 GST edit report 6 Cheque report Run 15 Purchases by supplier QST 7 Purchase journal Run 17 Cash disbursements summary 8 Reprint purchase journal Run 18 Reprint supplier open item 9 Reprint cash disbursements Run 10 Supplier open iten S System status ent Honthly Backup Yearly Backup Highlight Yearly Backup and press to generate an open item list from a different years data S uj gt X Fi ud amp eit i Repor ts Typist 6 OPEN ITEMS LIST Port 96 lt lt lt From YEARLY BACKUP Files gt gt gt Processing Year 02 il PgUp Tap Bottom Esc Highlight the year you want to extract the data from and press Enter Once you have selected the year type S to start generating the report REPORTS SUPPLIER OPEN ITEM m 7 31 REPORTS sample Open Item Report for a single supplier follows POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR18 3 37 DATE JAN 31 2003 A P DETAIL OPEN ITEM LIST PAGE 1 INVOICE INV DATE POST DATE SRC DISC AMT ORIG DUE CURR DUE SUPPLIER NUMBER 1230 SUPPLIER NAME
85. T OFF DATE 25 03 2001 MAR 25 2001 J C3 Select tfi Start J Hodify Zf Exit The cut off date defaults to the year before the sign on date If you want to modify the cut off date type M and press Enter Enter the date in the format ddmmyyyy When the correct cut off date has been entered type S and press to start the purge The system will ask you if you are sure you want to continue with the purge Type Y to continue or N to exit the purge program All supplier records that have not had any activity up to and including the cut off date will be deleted 8 30 PURGE SUPPLIER MASTER MAINTENANCE AND INQUIRY SUPPLIER MEMOS memo record can contain specific information about a supplier that does not fit into any of the fields within the supplier master record Details such as directions to the suppliers special products key contact names etc can be listed in the memo record and shared by anyone who has access to the Supplier Master program The Memo function can also be accessed from the Maintenance program A iin TLAPP20 2 64 Maintenance and Inquiry 31 01 2003 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirenents 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier menos 4 Purge cheque file Run 14 Purge open item inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates cheque pri
86. TS PAYABLE CHEQUE PURGE RMAPR16 PURCHASES BY SUPPLIER QST G L RNAPR200 PAT PURCHASES BY SUPPLIER QST INU RHAPR201 PRT PURCHASES BY SUPPLIER QST SUN RHAPR202 PRT CASH DISBUREHENTS SUM G L RMAPR300 CASH DISGUREMENTS SUH INU RHAPR301 PRT CASH DISBURSEMENTS SUMMARY RHAPR302 MONTHLY C D SUPPLIER Lleg RHAPR350 PRT SALES JOURNAL RHARROS SALES INVOICES ORDER ENTRY RHARROS1 PAST DUE ACCOUNTS RECEIVABLE RHARR125 PRT A A MANUAL OPEN ITEM CLEARING RHARRT41 PHT print j delete Q start B email convert El functions 11 The following functions are available in the Print report program Marks a report for printing Marks a report for deleting Start printing or deleting the selected reports Email the report to yourself You must be using Microsoft Outlook to use this function Convert the report to Microsoft Word Zoom the report allowing you to view the details of the report on the screen Change the printer defaults Scrolls up through the reports to allow you to mark them for processing Scrolls down through the reports to allow you to mark them for processing Exit the print reports screen EMAILING REPORT This option is only available if you are using Microsoft Exchange and Outlook email profile must be configured for you in order for you to be able to email reports to yourself For technical assistance with
87. US The programs that make up this accounting package are accessed by means of a menu Each menu choice is displayed on the screen with a number to its left To make a selection type the number of the desired item and press For example the following menu is typical iiw 4 POL d S EN T SPA d CRT 8 96 TYPIST 1 Payroll 2 ficcounts Receivable 3 Accounts Payable 4 Sales finalysis 5 General Ledger 6 Security 7 System Utilities 8 Daily Closing 9 Honthly Closing 10 Print Reports 11 Time Accounting 12 Fixed fissets 13 Inventory Entry 14 Uertical Harkets Q Query S Status E Exit Enter selection To select Accounts Payable type 3 and press Enter INSTRUCTIONS m 3 1 GENERAL DATA ENTRY When an application has been selected a submenu is frequently displayed providing a number of further choices on how the application is to be run or what part of the application is to be run For example the following is atypical submenu ze CERES ILAPP20 2 64 Last month end 12 2002 Last year end 28 2 2002 Daily processing Yearly processing Reports Maintenance and inquiry Data file status Company information m Exit m Enter selection To select Daily processing you would type 1 and press lt Enter OPTIONAL FIELDS Optional fields fields not required may be
88. all memo entries NUMBER OF LINES ON FORM The system will default to a number depending on the option selected under report type above STARTING SUPPLIER The system defaults to the first supplier number or you may enter any valid supplier number ENDING SUPPLIER The system defaults to the last supplier number or you may enter any valid supplier number Once all report options are set type S and press to start spooling the report 7 34 m SUPPLIER MASTER REPORTS Once the report is generated the following options are available E Email this report to your Microsoft Outlook email profile w Create this report in Microsoft Word format Esc Reports main menu program Bv G L CODE Exit If you choose to exit without using one of the above options you can still print the report from the Print Select this option to generate a Supplier Master report by the Home G L code for the Supplier The Home G L code is entered in field 16 of the supplier master screen G L CODE SELECTION A ALL REPORT SEQUENCE 6 G L CODE 1 Select tBi Start t 1 Hodify A sample page from the Supplier Master Report follows POLYMATHIC COMPUTER PRODUCTS LIMITED SUPPLIER MASTER NUMERIC SEQUENCE 50 SUPPLIER NAME SUPPLIER ADDRESS LINE 1 CITY PROVINCE STATE POSTAL CODE 2IP TELEPHONE 999 123 4567 FAX 1 999 891 1234 COST CODE HOLDBACK GST t 999999999 55 SUPPLIER NAME
89. any whose SUPPLIER MASTER Layout you vish to copy eS Le eee Type the initials of the company you want to copy the supplier master from 11 6 m INITIALIZE ACCOUNTS PAYABLE SYSTEM COMPANY SETUP us TOO WIRE screen will appear ibe dte ACCOUNTS PAYARLE System Information Thu MAR 27 2003 GENERAL COMPANY INFORMATION Company initials TC Short company nane TC Long conpany nane TEST COMPANY AAA WE da BTE The conpany you have selected is POLYHATHIC COMPUTER PRODUCTS LIMITED kay Y a fS Tq n Confirm that the company is correct and press Enter The following screen will appear m t POLYMATHIC Edt Hep ACCOUNTS PAYABLE Systen Information Thu HAR 27 2003 GENERAL COMPANY INFORNATION Company initials TC Short company name TC Long company name TEST COMPANY The conpany you have selected is POLYHATHIC COMPUTER PRODUCTS LIMITED Okay Y Clear financial data H TIDI ALL branches I B1 SINGLE branch I Zff Exit Enter the information as follows Press to copy the supplier information for all branches of the company you selected Type S and press to select a single branch Type the number of the branch you want to copy from and press Enter The system will display
90. ar LabelWriter XL Turbo AHERONNTIWPRSFFSDPAMICR WPOLYNT4 FacSys Queue Monitor Acrobat Distiller JFACSys Fax Printer 4HPLJA The printer selection area lets you switch between dot matrix and laser printers send commands to your printer and change the output device Select the appropriate type and setup required for the fonts then press OK FUNCTION KEYS AND PRINT COMMANDS m 12 5 DAILY STARTUP CHAPTER 13 LOG ON INSTRUCTIONS Follow the steps below to start using your accounting system for daily use to launch the Polymathic Accounting software ic icon Double click on your Polymath ear MENTR POLYMATHIC SYSTE 14 56 55 E THU MAR 27 2003 x 2327 MASS NM nO ara domos me ALES A GA S SHOR MA SAGAS eae BERNA eee ans ANAVATAN ATAV RATEN ena Ane NAAN A taranto 7777777771 gt iif ing company ist Press Enter to sign on to an ex LOG ON INSTRUCTIONS nm 13 1 DAILY STARTUP The following screen will ap on Y Thursday March 27 2003 14 57 10 3 44 Company Port 95 Directory H DEHO RH Last Last Signon Last Typist Prior Year 1 User Humber 2 Password 3 Company Enter Exit Log on to the system as follows Enter your typist number The default value is 1 2 Enter your passwo
91. che cim GER s GER s AED ED s x s Ges Cup Gp cep cH Gub web Gp cum ame uA Su dum deb Gub UND Gu GU s GU s s Accounts Payable System Status Report A P System Parameters SSS s POLYMATHIC COMPUTER PRODUCTS LIMITED TLAPP96 1 10 RMAPR96 PRT Year End Date 28 2 2002 Last Month Closed System 12 2002 IDENT Last Month Closed 12 2002 SRM G L Code for Discount Earned 4685 Cheque Format 6 UNKNOWN Last Cheque Number Used 4060 Report Type 1 Summary report Menu Selection Status Indicators J Daily Processing Encer supplier invoices Single cheque processing Automatic cheque processing Enter cancelled cheques Report Processing Spool aged cash requirements Spool aged trial balance Spool cash requirements Spool cheque reconciliation 1 cheque register and cheques CD journal Spool cheque report Spool purchases journal Reprint purchases journal Reprint cash disbursements journal Spool supplier open items Spool supplier master Spool supplier master updates Maintenance Processina Purge accounts payable file Purge cheque file Enter supplier master updates Status COMPLETED COMPLETED COM
92. data Page down one screen of data Move to the top of the data Move to the bottom of the data Exit the lookup feature Options The options of the lookup feature vary according to what program you are using This feature will allow you to search for a particular record according to the search criteria that you enter ce Beck For example if you are in supplier master of Accounts Payable and you want to search for a supplier by the supplier name you can press for Options then F3 to search by the supplier s name and enter three or more letters for the supplier you are looking for The system will then search through the supplier master for the closest match to the three letters that you entered 3 4 m FS LOOKUP FEATURE GENERAL DATA ENTRY Press F1_ and th screen will appear as s follows RH Typist 06 Port 96 Screen 1 Shou 1 Sufi 2 3 4r Functions mE 4 1 F2 Find Supplier CODE 490 8010 5 F3 Find Supplier H HE 190 8010 8 ESC Exit 7 8 9 10 11 12 Em t 13 Vef E Top Bottom Esc End Fl ptions 15 Discount Percentage 16 Hone 6 L Code 17 P 0 Req d for Invoice Ytd Purchases Supplier Master 15 04 55 To search by supplier name press F3 The screen will D as follows ya E site ky 4 nt U WC Master 10 2003 15 04 55 RH Typist 06 Supplier
93. ditor from The options that are available through the editor and how they are to be used follows REKEY FROM A FIELD This option may be used to rekey any of the data entered in a field If you are on field number 6 and you want to change something in field number 1 you will have to rekey the information from that field on In most cases you can press back to line 6 because will remember what you entered in that field last To use this option type 1 and press Enter The system will then display Enter field number or ENTER to return Type the number of the field that is to rekeyed and press Enter The system will then automatically return to this field number Simply make your corrections and continue entering your data REKEY DISPLAY LINE In some of the programs such as invoices you can have more than one line entry per item The Rekey Line option allows you to modify information within a specific line Type the number corresponding to Rekey line and press Enter The system will prompt you to enter the line number that you want to change It will then display that line allowing you to modify your entries Once you have made the changes you can continue where you left off The Display Line option will prompt you to enter the line number that you want to display Once you type in the line number and press Enter the line will be displayed The system will request that you press to continue where you left off CANCE
94. e cheque file Run 14 Purge open item inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open item Run 7 Purge supplier master updates 8 MICR cheque printer setup 9 PE link 10 amp ST codes E Exit Enter selection Type and press to select Purge open item inquiry The screen will appear as follows ie Purged Open Item Inquiry Supplier Payment teras Discount X Last Cheque Chegue amount Invoice no Inv Date Post Date Src Disc Ant Orig Due Curr Due A Select A11 Supplier tmfm exi The system default is to display all suppliers To display a specific supplier type S and then enter the supplier number PURGE OPEN ITEM INQUIRY m 8 33 MAINTENANCE AND INQUIRY screen ub HE diui Supplier Payment terns Discount X Last Cheque H Cheque amount Invoice no Inv Date Curr Due Post Date Src Disc fint Orig Due Cheqi Supplier INUOICE Lookup SUPPLIER Lookup End Enter ELI CHEQUE Lookup The following options are available Esc Once you select the supplier you want to display the purged open items for the screen will look similar to the following Obtain a list of all suppliers Enter the supplier by supplier name Display a list of cheques for the selected supplier Display a list of invoices for the selected supplier Exit out of
95. e file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates 8 HICR cheque printer setup 9 PC link 10 GST codes E Exit Enter selection Type 6 and press to select Supplier open item The screen will appear as follows Accounts Payable Open Item List Supplier Paynent terns Discount X Last Cheque Cheque amount Invoice no Inv Date Post Date Src Disc Amt Orig Due Curr Due Cheque tff Select J 011 Bl Supplier I 33J Ex lt it Type and press to list the open item details for all suppliers or S for a single supplier If you select S for a single supplier the system will prompt you to enter the supplier s number can be used to list all suppliers or can be used to enter the supplier s name Further options are available once you enter a supplier number If you type the supplier number and don t press you can get a list of all cheques issued to that supplier by pressing or a list of all invoices entered by pressing F8 8 16 m SUPPLIER OPEN ITEM MAINTENANCE AND INQUIRY 3 A P Open Item List 31 01 2003 Display Supplier 1230 LESLIE PRIOR Paynent terms 30 245 YORKLAND BLUD Discount X 00 SUITE 100 Last Cheque 4047 YILLOWDALE ONTARIO Cheque amount 40 00 H2J 499 Invoice no Inv Date Post Date Src
96. e function then press Enter 5 6 SINGLE CHEQUE PROCESSING DAILY PROCESSING The screen will ed ualle as ONE bes EDI Ny 24 Hanual Cheque Processor Cheque type 6 Laser MICR Last Honth Closed DEC 2002 PRIHTER Supplier DAI Total Iten Invoice 8 Inv Date Due Date Invoiced Paynent Status Enter RSI SUPPLIER lookup 1 ITEM lookup 84871 Enter the supplier number to which the cheque will be issued The system also gives you the following options List all suppliers Display a list of open items If no supplier is specified a list of all open items will be displayed otherwise open items for the specified supplier are displayed Esc End this function Once a valid supplier number us been entered a des all E AAA rer counts Payabl Manual Cheque Processor JRH 3172003 Cheque type 6 Laser Last Honth Closed DEC 2002 PRINTER Supplier 1842 POLYHATHIC DEVELOPMENT CORPORATION Total Iten Invoice 8 Inv Date Due Date Invoiced Payment Status 123456 31 JAN 2003 31 JAN 2003 115 00 115 CGETDI UNSELECT 1 1 0 Item DETAILS dp tam SELECT Select the items that you want to process for this cheque SINGLE CHEQUE PROCESSING 5 7 DAILY PROCESSING Items are selected by using to highlight the item then pressing E9 The status field wil
97. e report Run 15 Purchases by supplier QST f Purchase journal 17 Cash disbursements summary Reprint purchase journal 18 Reprint supplier open item B Reprint cash disbursements 10 Supplier open iten S System status E Exit Enter selection Type 4 and press to select Cheque reconciliation The screen will appear as fol RE lows en Cheque Reconciliation Report Including cheques up to and including 31 1 2003 JAN 31720031 1 Select IBl Start J Modify t Zfl Exit Type S and press to spool the report The system will return to the report menu when the cheque reconciliation report is complete 7 14 CHEQUE RECONCILIATION After the report has been generated the following options are available E Email this report to your Microsoft Outlook email profile w Create this report in Microsoft Word format Esc Reports main menu program A sample Cheque Reconciliation report follows POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR15 1 25 REPORTS Exit If you choose to exit without using one of the above options you can still print the report from the Print DATE JAN 31 2003 CHEQUE RECONCILIATION REPORT PAGE 1 INCLUDING CHEQUES UP TO JAN 31 2003 CHEQUE CHEQUE CANCEL SUPPLIER CHEQUE CANCEL NUMBER AMOUNT AMOUNT NUMBER SUPPLIER NAME DATE DATE 4029 341 87 337 SUPPLIER NAME 18 DEC 2002 4030 28 74 163 SUPPLIER NAME 02 JAN 2003 4031 112 64 630 SUPPLIER NAM
98. election Type 5 and press to select file status T LAPP20 2 64 31 01 2003 A Wieconnts gt Data File Status 1 Accounts payable system status E Exit E Enter selection Type 1 and press C Enter 7 ACCOUNTS PAYABLE SYSTEM 9 1 DATA FILE STATUS The screen wil Recounts P R Data File Status 31 01 2003 Enter FISCAL YEAR 2003 Enter YEAR LI Exi t Enter the year in the format yyyy and press Enter 5 will ap pear as follows 5 Payable Data File Status Enter FISCAL YEAR 2003 1 Select t fi Purchase Journal QJ Cash Disbursements Journal t fff Exit Type P for the status of Purchase journal files or for the status of Cash disbursement journal files then press 9 2 ACCOUNTS PAYABLE SYSTEM Enter FISCAL YEAR 2003 Checking Checking Checking Checking Checking Checking Checking Checking Checking Checking Checking Checking file gt file gt file gt file gt file gt file gt file gt file gt file gt file gt file gt file gt Current PJ details to print Current PJ details printed HAR PJ 2002 228 APR PJ 2002 237 HAY PJ 2002 192 JUN PJ 2002 143 JUL PJ 2002 254 AUG PJ 2002 232 SEP PJ 2002 204 OCT PJ 2002 141 NOU PJ 2002 203 DEC PJ 2002 133 JAN 2003 145 FEB 2003 not found 0 187 Data File Status Closed Closed Closed
99. em will automatically scan the disk for spooled print reports when you select print reports from the main menu This may take several minutes The system will then display the names of the reports it has found To print an individual report proceed as follows l Ifthe report you want to print is not highlighted use the down arrow key to move through the reports until the report you want to print is highlighted 2 P on the highlighted report If you wish to accept the system defaults of 1 for number of copies D for delete report after printing and 1 for start printing on page one simply move the highlight to the next report which you wish to print If you wish change any of the defaults for these three fields press Enter a The cursor will now move to the copy field Type the number of copies that you wish to print and press or simply press to accept the system default of 1 The cursor now moves to the D K field Indicate whether you wish the report to be the deleted or kept after printing To delete the report after printing press to accept system default To keep the report after printing type and press Enter The cursor will proceed to the page field Type the number of the page that you wish to start printing on and press Or press to accept the system default of 1 3 Press 5 to start printing the desired reports HP c p A sample print screen follows E Typis
100. er Invoice Date Posting Date Invoice finount Discounted Amount Original Due Date Current Due Date Paynent Terns Due Date Enter UE SUPPLIER Lookup t f INUOICE Lookup 11 Enter the invoice number that you want to display can be used to list all invoices for the selected supplier To view a list of details on an invoice press Options and E5 Open item details screen will appear as cu l RH Recounts Payable Cash Requirements Display OFF DATE 31 1 2003 JAN 31 2003 z AZP OPEN ITEMS 1 10 nn Supplier Invoice Invoice Date finount Description Status pen iten Display 1 11 s In Supplier 1230 LESLIE PRIOR Address 245 YORKLAND BLUD SUITE 100 WILLOWDALE ONTARIO H2J 449 Invoice 8 135574 Invoice Date 31 J8N 2003 Invoice mount Original Due Date 02 HAR 2003 Discount Amount Current Due Date Payment Terms Payment Date 31 JAN 2003 Discount Cheque Number Cheque Date Branch Code Source Code IQl Previous 8 6 gm CASH REQUIREMENTS MAINTENANCE AND INQUIRY Once an invoice is displayed the screen will appear as follows Tu I SH Hen E Accounts Payable 3 38 Cash Requirenents 31 01 2003 15 13 37 Dis jay CUT OFF DATE 2 31 1 2003 JAN 31 2003 Inc
101. er invoices Review supplier invoice coding Input supplier invoices 5 Cash Requirements Spool cash requirements report Approve cash requirements report 6 Cheques Process cheques Spool cheque register and cheques Print cheques Match cheques with supplier invoices Sign cheques Mail and distribute cheques 7 Provincial Sales Tax Monthly analysis for PST Complete provincial sales tax return Take PST return to bank 8 Cancelled Cheques Enter cancelled cheques Spool cheque reconciliation report 9 Employee Tax Deductions Complete ETD remittance form Take ETD remittance to bank 10 Prepare monthly courier billings 11 System maintenance Purge accounts payable file Purge cheque file Close purchase journal Close cash disbursements DATE REFERENCE Mid month r s ROS FE C Mid month EFIE pe Mid month ae Loe AS EA T d 3 NES Fl 85 NEED d ITESO j iss End month p ps 8 8 EE C T 1 p Up A 14 1 MONTHLY PROCESSING CHECKLIST 2 3 CHAPTER 3 GENERAL DATA ENTRY INSTRUCTIONS A number of data entry procedures are the same for all the applications described in this manual These data entry procedures are as follows THE ENTER KEY The enter key is always pressed after every entry to start processing The only time you don t press is when you are using a function key such as F5 MENUS AND SUBMEN
102. h end backup Typist Run date Enter REPORT TYPE D h um report 1 report End The options Paid invoice details will show in cash disbursements journal No invoice details shown in disbursements journal only cheque total Type the number corresponding to the report type you want and press Enter INITIALIZE ACCOUNTS PAYABLE SYSTEM m 11 9 COMPANY SETUP PASSWORD SINGLE CHEQUES If you want the printing of single cheques to be password protected enter the password here YEAR END BACKUP If this field is set to yes year end backup files of the Supplier Master and Open Items files will be generated when the General Ledger year end roll has been run MONTH END BACKUP If this field is set to yes monthly backup files for the Supplier Master and Open Items files will be generated from the Monthly Closing program PASSWORD SUPPLIER MASTER If you want password protect the addition and modification of suppliers enter the password here The following options are available Save the data Modify the company information Cancel the initialization of Accounts Payable Display the next screen of information Email a copy of this screen to your Microsoft Outlook email profile Send a copy of this screen to Microsoft Word Exit the Company information program ac Review the information entered and if everything is ok type A and press to save and continue ng screen will
103. ices It allows you to verify that the distribution to the General Ledger accounts is correct It also provides a month end summary of the amounts posted to the General Ledger Reports 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursenents summary 8 Reprint purchase journal 18 Reprint supplier open iten 9 Reprint cash disbursenents 10 Supplier open item S Systen status E Exit 8 Enter selection Type Z and press to select Purchase journal The s screen will appear as follows Typist 06 Purchase Journal Print 651 Code Last Month Closed DEC 2002 lt lt lt gt gt gt The SUPPLIER INUDICE JOURNAL is EMPTY There is nothing to print H LEY w GLA GR RAN am LA RU RR LR RR wama LR A i RA A r A T ari m Invoices are posted automatically when they are entered This option will usually state that there is nothing to print If it does not type S and press to generate the Purchase Journal report PURCHASE JOURNAL u 7 21 REPORTS A sample Purchase Journal follows DATE 31 01 2003 SUPPLIER NO NAME POLYHATHIC COMPUTER P
104. invoice is on hold the system cannot process a cheque for it To place an invoice on hold change this field to Y Yes This field is filled in automatically by the system LINE Y ou may distribute the total amount of the invoice to as many different general ledger accounts as you wish Enter only one distribution if that is all you need The system will suggest the general ledger distribution account to which the invoice is to be distributed based on the information set up on the supplier master under home GL code refer to page 8 13 for details Press to accept the default GL Code or type a GL Code number and press Enter can be pressed to list all valid GL codes and a new GL code can be added by pressing F4 The cursor will now move to the amount field and display the total invoice amount as the default amount Press to accept the default amount or type the amount that you wish distributed to this GL code and press Enter The cursor will now return to the GL Code field If the amount in the Balance field does not equal 0 you must continue distributing amounts to additional general ledger codes Once the amount in the balance field is 0 type E and press to exit The cursor will now return to the supplier number field If you wish to continue entering invoices for this particular supplier simply press t Enter There is no need to re enter the supplier number as the system will automatically retai
105. invoices to be paid by a specified date It is generally run before you process cheques to show you what invoices will be paid to each supplier and what the cheque total will be DITE Accounts Payable Reports 31 01 2003 1 Aged cash requirements 11 Supplier master 2 flged trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 5 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements sumnary 8 Reprint purchase journal 18 Reprint supplier open iten 9 Reprint cash disbursenents 10 Supplier open iten S Systen status E Exit Enter selection Type 3 and press to select Cash requirements The screen will appear as follows ES ER ecounts Payable RH Cash Requirenents 31 01 2003 CUT OFF DATE 31 1 2003 JAN 31 2003 Sequence A NAME Include HELD items in totals Y Supplier A All Suppliers S Select J Start 1 1 87 61 Type M to modify the report options or S to start spooling the report 7 12 CASH REQUIREMENTS REPORTS The following options are available OFF DATE invoices that have due date before or up to the cut off date will be listed in the Cash Requirements report HELD ITEMS Items that are on hold will not be processed for payment
106. iscount X Terms Invoice Nunber Invoice Date Posting Date Kees Invoice Amount Discounted Amount Original Due Date Current Due Date Paynent Terns Due Date _1 Select tffi a131 J Supplier t ffm Exit You can display invoices for all suppliers or a single supplier Type S to select a single supplier and press 1 will appear as follows I Accounts Payable ILAPPID 3 38 Cash Requirements CUT OFF DATE 31 1 2003 CJAN 31 2003 Include HELD items in totals Y Supplier Number an Supplier Discount X 7 Terms Invoice Nunber Invoice Date Posting Date Invoice finount Discounted Amount 0riginal Due Date Current Due Date Paynent Terms Due Date Enter CMA 1 SUPPLIER Lookup El INVOICE Lookup Type the supplier number and press Enter can be used to list all suppliers and can be used to look up a specific invoice CASH REQUIREMENTS 8 5 MAINTENANCE AND INQUIRY Once a has been anii will 5 aliu ti id EECETTIDBECRET 31 01 2003 14 50 03 Cash Requirements CUT OFF DATE 31 1 2003 CJAN 31 2003 Include HELD items in totals Y Supplier Number 1230 Supplier Nane LESLIE PRIOR Discount X 7 Terms Invoice Numb
107. istration iuc ua etes e 11 2 Ign Mg erue NOM 11 2 Export DECIO pautas spna I OI deena ds 11 2 Maine Address acia 11 2 INITIALIZE ACCOUNTS PAYABLE SYSTELNI 11 3 Copy Supplier Master Layout From An Existing Company 11 6 Company ION ert Aa uta este o ondas utu 11 8 A Repo ua oa 12 4 Converting A REPOT daa 12 4 ZOOMING A Reportan 12 5 FANCHON S e a 12 5 CHAPTER 13 DAILY siaubo t riik LOG ON INSTRUCTIONS aunar Mist ae Ue Geni PER iaa 13 2 CHAPTER 14 MONTHLY CLOSING M M 14 1 MONTHLY CLOSING AUTOMATIC 14 1 MONTHLY CLOSING MANUAL 14 1 CHAPTER 1 SYSTEM OVERVIEW GENERAL DESCRIPTION The P C C Interactive Accounts Payable System offers a complete easy to use procedure for the verifying and recording of liabilities the timely payment of obligations and assures that current information is available for use in determining future cash requirements and planning for the maximum use of cash resources The advantages of this system are Vendor and open item informatio
108. l indicate what items have been selected and a running cheque total is given in the top right hand corner of the screen item may be unselected by pressing F10 If you would like specific details about an item you can highlight the item and press E 5 J Manual Cheque Processor Cheque type 6 Laser MICR Last Month Closed 0 2002 PRINTER Supplier 1842 POLYMATHIC DEVELOPHENT CORPORATION Total Item Invoice Inv Date Due Date Invoiced a POLVHATHIC DEVELOPMENT CORPORATION 245 YORKLAND BLUD SUITE 180 WILLOWDALE ONTARIO H2J 449 Invoice H 123456 Invoice Date 31 JAN 2003 Invoice Amount Original Due Date 31 JAN 2003 Discount Amount Current Due Date Payment Terms Payment Date 31 JAN 2003 Discount X Cheque Number Cheque Date m Branch Code Invoice J Source Code TIETPTEMMI ESTTSO TITRE Once you have selected the invoices to be paid on this cheque press Esc to end the selection process creen will appear as follows ALS Manual Cheque Processor Cheque type 6 MICR Last Month Closed DEC 2002 PRINTER Supplier 1642 POLVHATHIC DEUELOPHENT CORPORATION Total 115 00 ltem Invoice 8 Inv Date Due Date Invoiced Payment Status 1 1 123456 31 JAN 2003 31 JAN 2003 115 00 115 00 Selected PA AAN es MEET p ate cher ncel processing po m su mam wr ss re r 5 8 SINGLE CHEQUE PROCESSING DAILY PROCESSING
109. lude HELD itens in totals Y Supplier Number 1230 Supplier Nare LESLIE PRIOR Discount X Terms 00 7 30 Invoice Number 136574 Invoice Date 31 01 20030JAN 31 2003 Posting Date 31 01 2003LJRH 31 2003 Invoice Amount 257 50 Discounted Amount 257 50 Original Due Date 02 03 2003tHRR 2 2003 Current Due Date 31 01 2003CJAN 31 20031 Payment Terms Due Date HJ Select t Modify Fetch t Relesse i hold t El Change 3 1Bl Previous t fff Exit The following options are available Modify the invoice s current due date Display invoices for a difference supplier Release invoice for payment Put an invoice on hold to prevent payment Change the cut off date Display next invoice Display previous invoice Exit program and return to the Accounts Payable menu CASH REQUIREMENTS m 8 7 MAINTENANCE AND INQUIRY r a Ia a warraArrr ws PURGE ACCOUNTS PAYABLE FILE This program allows you to clear each supplier account of all entries that have been paid and are older than the time frame you specify The Accounts Payable file should be purged on a monthly basis after you have reconciled the accounts payable amount on your financial statement to your accounts payable sub ledger Maintenance and Inquiry 31 01 2003 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 P
110. n from the menu you may type the capitalized letter for the desired function or use to highlight the function then press Enter SINGLE CHEQUE PROCESSING m 5 5 DAILY PROCESSING The following functions are available from this selection menu 5 P 5 The Select invoices function will display all open items for the specified supplier and allow you to select the invoices you want to process for the single cheque The Print cheque function allows you to print a cheque that was previously spooled but not printed or reprint a cheque The following functions are available through the Options menu selection U The printer setup function allows you to change the printer type printer port and printer control codes change Form type should be selected when you need to change the type of cheque you are printing This function allows you to display the bank account balance SELECT INVOICES This function is selected to choose the invoices that you want to pay on this cheque You can only print a cheque for one supplier at a time but you can include as many invoices as you want on that cheque Hanual Cheque Processor Cheque type 6 Laser MICR Last Month Closed DEC 2002 PRINTER Supplier Total Item Invoice Inv Date Due Date Invoiced Paynent Status ee ee SELECTION HENU mu cheque print lank cheque ptions t 8 51 To select invoices type S or use the arrow key to highlight th
111. n is accessible at any time for reporting inquiry and updating Liabilities are automatically aged Cash requirements are projected and available discounts are identified Invoices can be paid on a selective basis Cheques are automatically written Timely reports are generated to assist in management analysis and planning FEATURES e Interacts with General Ledger Sales Analysis Accounts Receivable Payroll Time Accounting Customer Profile and Order Entry e Designed to handle companies in an industry of any size e Maximum number of Vendors and accounts payable transactions is limited only by the amount of available disk space e Cash or accrual method of accounting be used e Cheques are automatically prepared e Discounts are automatically taken e Expenditures may be distributed to an unlimited number of general ledger accounts e Future cash requirements can be determined Accommodates manual cheque preparation Invoices can be selected for payment by due date as well as by individual vendor e Invoices may be put on hold e Journals may be printed on demand e Inquiry available by invoice and vendor GENERAL DESCRIPTION m 1 1 CHAPTER 2 ACCOUNTS PAYABLE CYCLE PROCESSING CHECKLIST The following is a summary of the major stages in the Accounts Payable Cycle INITIAL SET UP PROCEDURES PAGE l Supplier Master Maintenance 8 11 2 Spool Supplier Master updates 7 36 MONTHLY PROCEDURES PAGE l Enter sup
112. n the last previously entered supplier number If you wish to enter invoices for a different supplier type the new supplier s number and follow the procedures outlined above If you have finished entering invoices and wish to exit from the program type E and press Enter PRINT CHEQUE OPTION To invoke the Single Cheque Processor and print a cheque Press at any time during invoice entry Please note that if you want to print a cheque for the invoice you are entering you must complete the invoice first 2 If you select the Cheque Print option from the Supplier Invoicing program and you are processing a cheque for ONE invoice only the due date will be printed on the cheque instead of the invoice date 5 4 ENTER SUPPLIER INVOICES DAILY PROCESSING SINGLE CHEQUE PROCESSING Account le Daily Processing 1 Enter supplier invoices Run 2 Single cheque processing Run 3 Automatic cheque processing Run 4 Enter cancelled cheques Run E Exit E Enter selection Type 2 and press to select Single cheque processing The screen will appear as follows a L gt Acconto Pigalle pus TLAPP29 2 34 RH Hanual Cheque Processor Cheque type 5 Laser HICR Last Ronth Closed DEC 2002 PRINTER Supplier Total Item Invoice 8 Inv Date Due Date Invoiced Paynent Status pp ER LIL LS A Ll BB SELECTION MENU en cheque print Wlank cheque ptions To select a functio
113. nal Reprint purchase journal Reprint cash disbursenents Supplier open iten wr AG 7 6 AGED TRIAL BALANCE comm to select Aged trial balance VISUM Mm iE s t m am SELECTION urrent Monthly Backup Yearly Backup t gt 31 01 2003 11 Supplier master 12 Supplier master updates Run 13 Fax telephone numbers Run 14 Purchases by supplier 15 GST edit report Run 16 Purchases by supplier QST 17 Cash disbursenents summary 18 fleprint supplier open iten S Systen status Run 11 Supplier master 12 Supplier master updates Run 13 Fax telephone numbers Run 14 Purchases by supplier 15 657 edit report Run 16 Purchases by supplier QST 17 Cash disbursenents summary 18 Reprint supplier open item S System status CURRENT REPORTS Highlight Current and press to generate the report from the current open items T E he screen will appear as follows ire Tema d HR f figed Trial Balance Report Type Detail amp Summary Report figing Date 31 01 2003 Supplier Selection 8 fll Suppliers t Select B1 Start t 1 Modify E9 Exsit Review the information and type either M to modify the options or S to start the report The options available are as follows REPORT TYPE Detailed and summary reports are a
114. nalysis files you want to include GST CODE You can have numerous GST codes set up through Maintenance amp Inquiry GST codes The system will prompt you for the GST code you want the report to detail can be used to list all valid GST codes and can be used to set up a new GST code DIVISION SELECTION You can generate this report for a single division S or all divisions If you select a single division can be used to list all divisions and can be used to set up a new division CUT OFF DATE You must enter a cut off date for this report The system will only include invoices up to the cut off date entered You can use the last month end date F8 or enter your own date in the format ddmmyyyy RECORD SELECTION This report is set to display GST Exceptions only GST exceptions include when no GST was posted for an invoice or the GST amount posted was not 796 of the net invoice amount Type and press to include all records An asterisk will be printed at the end of the calculated GST field for all GST exceptions when all records is selected Once all your report options are set type S and press to start spooling the report Once the report has been generated the following options are available E Email this report to your Microsoft Outlook email profile wW Create this report in Microsoft Word format Esc Exit If you choose to exit without using one of the above options you can still print the report from the P
115. nt purchase journal 18 Reprint supplier open item 9 Reprint cash disbursenents 10 Supplier open iten S System status E Exit Enter selection To select Purchases by supplier QST type and press S Enter The screen will appear as u e Reports Cash Disburserents Summary 1 by Supplier 2 by Supplier CHONTHLY Enter selection Exit Please refer to Cash Disbursements Summary documentation 7 49 for details 7 48 m PURCHASES BY SUPPLIER QST CASH DISBURSEMENTS SUMMARY This program generates a cheque summary by supplier for any period of time It may be run for one month two months one year two years or since the first day that you started using our software Pavable Cyt We oer ai 2 Reports 31 01 2003 1 figed cash requirenents 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone nunbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open item 9 Reprint cash disbursenents 10 Supplier open iten S Systen status E bat Enter selection To select Cash disbursements summary type 17 and press enter Enter v The followin ll be displ SUI MAU
116. nter setup 9 PC link 10 GST codes E Exit Enter selection Type 1 3 and press to select Supplier memos Screen will appear as RM Typist 06 SUPPLIER MAINTENANCE 25 2003 Port 96 SUPPLIER D SUPPLIER Lookup 1 Lookup 1 Enter the supplier number for the supplier you want to create the memo entry for can be used to list all suppliers and can be used to list all memo entries SUPPLIER MEMOS m 8 31 MAINTENANCE AND INQUIRY n TJ MEMO RECORDS A memo record consists of 16 lines You can enter up to 75 characters per line Once you have finished entering text in the memo record press Esc and type Y to record the entry MEMO EDIT FUNCTIONS The following keys can be used to aid you in editing your memo entries Moves the cursor up or down through the memo lines Positions the cursor on the first line or the last line of the memo record Deletes the text on the line the cursor is on F0 Cancels memo modifications Esc Ends editing session 8 32 SUPPLIER MEMOS MAINTENANCE AND INQUIRY PURGE OPEN ITEM INQUIRY Accounts Pa able RH Maintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier menos 4 Purg
117. nter the starting month and year for the range of cash disbursements journals you want to reprint Ending month year Enter the ending month and year for the range of cash disbursements journals you want to reprint Supplier The default is All suppliers If you want to print the cash disbursements journal for one supplier type S and press Enter Enter the supplier code for the supplier you want can be used to list all suppliers f a previous cash disbursements journal exists the system will prompt you to Overwrite or Append to the report To overwrite the existing report type 9 and press Enter Type and press to append your report to the end of an existing report Once the report is generated the following options are available b Display this report on the screen E Email this report to your Microsoft Outlook email profile Esc Exit If you choose to exit without using one of the above options you can still print the report from the Print Reports main menu program s A M AE 7 26 REPRINT CASH DISBURSEMENTS JOURNAL REPORTS SUPPLIER OPEN ITEM This program allows you to print or display a complete list of unpaid invoices for a single supplier or all p verat APP20 31
118. o 5 4 Print cheque option 5 4 Supplier invoice number 5 3 Supplier number 5 3 Log On Instructions 13 1 Manual Cheques Matching against invoices 8 17 Menus Accounts payable subsystem 4 1 Menu IES 4 1 MICR Magnetic ink character recognition 8 19 MICR Cheque Printing Add printer aos EDU IARE 8 20 Accounts Payable Cycle Initial set up procedures 2 Monthly procedures 2 1 Backups Yearly and Month end 11 10 Cancelled Cheques Entering cancelled cheques 5 22 Cash Disbursements Journal Reprint report n G 7 25 Cash Requirements Display a specific supplier 8 4 Hold invoice to prevent payment 8 7 Modify invoice due date 8 7 Release invoice for payment 8 7 Cheque Processing Automatic Cheque Processing Steps 5 19 Cheque Print Date 5 20 Cheques Display details tor ees 8 2 Company Information 11 3 Company Setup Affiliated companies 11 2 Company initials 11 2 Company number
119. o select Monthly closing mn Last month closed 02 2002 CRT 8 6 ACCOUNTS PAYABLE Purchases journal Cash disbursements jrnl A P open items list A P aged trial balance ACCOUNTS RECEIVABLE Cash receipts journal Sales journal f R open items list A A aged trial balance GENERAL LEDGER General journal Trial balance Financial statements G L report Select 1 will appear as follo LFEB 20021 tH nutonatic T W Today s date Year end date PAYROLL Payroll HTD register NUT Payroll update Payroll journal NOT TIME ACCOUNTING Apply time sheets HDT Apply cash receipts NOT Apply client billings NOT Apply client expenses Apply WIP adjustments HDT Detailed client history NOT Indicate month closed 1 97 641 Signon date MAR 31 2002 HAY 2 2002 FEB 28 2002 INSTALLO INSTALLO INSTALLO INSTALLD INSTALLD INSTALLD MONTHLY CLOSING AUTOMATIC The automatic closing function will automatically identify the modules that your company uses and all the relevant journals and reports will be generated without stopping between the selected options Type A and press to select Automatic m 14 1 MONTHLY CLOSING Signon date Last month closed 02 2002 20021 Today s date
120. of Accounts the report is not printed directly to the printer but is saved or spooled on your hard disk for printing at some later time Spooling reports rather than printing them directly has several advantages some of which are as follows e Reports are produced faster since writing to disk is faster than printing directly to a printer e reports which have been spooled to the disk may be printed at one time instead of waiting for the printer to finish printing one report before printing the second report e You can print multiple copies of the same report without having to recreate and reprint the report e You start printing at any page number After you have spooled one or more reports using the programs outlined in Chapter 7 you can print them by selecting Print Reports from the Main Menu 34 BEARS x ERA icis Ii xl MAIN MASTER 3 51 RH Thu APR 18 2002 CRT 96 10 30 35 TYPIST 6 Payroll Accounts Receivable Accounts Payable Sales Analysis General Ledger Security System Utilities Daily Closing Monthly Closing Print Reports Time Accounting Fixed Assets Inventory Order Entry Vertical Harkets w x s nh YN CO CO s UI Za WA Q Query S Status E Exit Enter selection To select Print Reports type 10 and press Enter PRINTING SPOOLED REPORTS m 12 1 PRINT REPORTS The screen will appear x WBOB CUMMINGSILASERBC WCAL SPARE
121. on SUPPLIER OPEN ITEM m 7 29 REPORTS MONTHLY BACKUP Highlight Monthly Backup and e Ente to generis an item list from a different month s data Ene Hier cs EG Accounts Payable RH Repor ts figed cash requirements Run 11 Supplier master 2 figed trial balance Run 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone nunbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques Run 15 GST edit report 6 Cheque report Run 15 Purchases by supplier QST 7 Purchase journal Run 17 Cash disbursements summary 8 Reprint purchase journal Run 18 Reprint supplier open iten 9 Reprint cash disbursenents Run 10 Supplier open item S status CTE Monthly Backup Yearly Backup qm eit Reports OPEN ITEMS LIST lt lt lt From MONTHLY BACKUP Files gt gt gt Typist 5 Port 95 Processing Year 02 HONTHLY OPEN ITEMS BACKUP FILES JAN O1 JAN 00 FEB 02 FEB 01 FEB 00 HAR O2 HRR 01 02 APR O1 APR DO 702 HAY 0O1 HAY 00 JUH 02 JUN 01 JUN 00 JUL 02 JUL 01 JUL 00 AUG O2 RUG D1 906 00 SEP 02 SEP 01 SEP 00 OCT 02 OCT 01 0CT 00 N0U 02 NOU 01 N0U DU DEC 02 DEC U1 DEC 00 E 1 Selects E I Unselects I I FE931 End Use F9 to select the month you want to extract the data from Once you have selected the month press Esc to exit and S to start generating the report 7 30
122. ons you can still print the report from the Print Reports main menu program j Geo 7 24 n REPRINT PURCHASE JOURNAL REPORTS REPRINT CASH DISBURSEMENTS JOURNAL This program allows you to reprint any previously printed Cash Disbursements Journals for any month for which the cash disbursement files are on disk The heading on the purchase journal report contains the word reprinted to original copy om MEE counts Repor t5 1 Aged cash requirements 11 Supplier master 2 Aged trial balance 12 Supplier master updates 3 Cash requirements Bun 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 16 Purchases by supplier QSD 7 Purchase journal 17 Cash disbursements summary B Reprint purchase journal 18 Reprint supplier open iten 9 Reprint cash disbursenents 10 Supplier open iten S System status E Exit Enter selection To select Reprint cash disbursements journal type 9 and press Enter TE Cash Disbursements Journal Reprint 31 01 2003 Typist 06 Last Honth Closed DEC 2002 1 Starting month 18 Year 2002 2 Ending month 12 Year 2002 3 Supplier selection RLL Enter dENN Ens REPRINT CASH DISBURSEMENTS JOURNAL 7 25 REPORTS The following report options are available Starting month year E
123. ostal code The first three lines of the address section must be used when entering the address PHONE NUMBER Enter up to twelve numeric characters for the area code and telephone number of the supplier Please note that the area code is not required and it is suggested that you only enter it for calls that are long distance for you to make FAX NUMBER Enter up to twelve numeric characters for the area code and fax number of the supplier Once again only enter the area code for long distance numbers CONTACT NAME Enter the name of your contact with this supplier The maximum number of characters that can be entered is 35 CONTACT S TITLE Using a maximum of 35 characters enter the contact s title MOBILE PHONE NUMBER Enter the mobile phone number for this supplier EMAIL ADDRESS Enter the email address for this supplier 8 12 m SUPPLIER MASTER MAINTENANCE AND INQUIRY WEB SITE ADDRESS Enter the full web site address for this supplier PAYMENT TERMS Enter up to three numeric digits to identify the normal terms of this supplier These terms will be used to calculate the due dates of invoices entered in the supplier invoice entry program DISCOUNT PERCENTAGE Enter up to four numeric characters excluding the decimal point if the terms for this particular supplier allow an early payment discount The system will automatically take this discount on all invoices paid within the term specified in the Payment Terms field above
124. ou to print a VOIDED cheque to ensure that everything is lined up correctly This option is only required for printing cheques on dot matrix printers and MICR laser cheques 0 The printer setup change form type and bank balance functions are available through the Options menu selection See 5 15 for further instructions on Options If you have a printer selected and are ready to print your cheque type C Your cheque will then be printed SINGLE CHEQUE PROCESSING m 5 11 DAILY PROCESSING PRINT CHEQUE This function is selected when you need to reprint a cheque or if you answered No to printing the cheque after the cheque was generated ria Thea C TLAPPZO 2 34 Manual Cheque Processor 31 2003 Cheque type 5 Laser MICA Last Honth Closed DEC 2002 PRINTER Supplier Total Item Invoice H Inv Date Due Date Invoiced Payment Status rint cheque print Ran cheque tions Type P or use to highlight Print cheque then press Enter The screen will appear as follows ere vet rS is Mt jv paigh rd ir un ETT Sail E ES 30 dic XI adii Dil eral eranl 147 i Manual Cheque Processor 3172003 Cheque type amp Laser NICR Last Honth Closed DEC 2002 HPLJ4 Supplier 1642 POLVHATHIC DEUELOPHENT CORPORATION Total Iten Invoice 8 Inv Date Due Date Invoiced Paynent Status Esc Exit The Print cheque function is res
125. plier invoices 5 2 2 Spool cash requirements report 7 12 3 Process cheques 5 19 4 Spool cheque register and cheques 7 16 9 Enter cancelled cheques 5 22 6 Spool cheque reconciliation 7 21 7 Spool purchase journal 7 21 8 Spool supplier open item report 7 27 9 Spool accounts payable aged trial balance report 7 6 10 Purge accounts payable file 8 8 11 Purge cheque file 8 10 12 Spool aged cash requirements 7 2 13 Close purchase journal 14 1 14 Close cash disbursements journal 14 1 15 Indicate month closed 14 1 INITIAL SET UP PROCEDURES 1 Supplier Master Maintenance This program is used to set up supplier numbers and maintain information relating to suppliers The supplier data base is set up initially and modified to reflect the addition or deletion of suppliers and changes to information maintained on the supplier master 5 M 5 PROCESSING CHECKLIST m 2 1 ACCOUNTS PAYABLE CYCLE MONTHLY PROCEDURES 1 Entering Transactions Debit and credit transactions for all Accounts Payable activity are entered through the Enter supplier invoices program or the general journal program 2 Print Journals and Reports The Accounts Payable system accumulates the data needed to produce the following reports for each accounting period PAGE Supplier master update listing 7 36 Supplier listing in alphabetical or numerical order 7 33 Purchase journal 7 21 Cash requirements report 7 12 Cheque reconciliation
126. pplier QST 7 Purchase journal 17 Cash disbursements sumnary 8 Reprint purchase journal 18 Reprint supplier open item 8 Reprint cash disbursenents 10 Supplier open item Honthly Backup Vearly Backup Highli ght Monthly Backup and press to generate the report from month end backup files Highlight Yearly Backup and press to generate the report from year end backup files The Monthly Backup screen will appear as follows LFH ED Sup Accounts Payable Reports GED TRIAL BALANCE REPORT lt lt lt From MONTHLY BACKUP Files gt gt gt Typist 5 Port 95 Processing Year 02 MONTHLY OPEN ITEMS BACKUP FILES JAN 01 JAN 00 FEB 02 FEB 01 FEB 00 HAR 02 HAR OO APR 02 APR D1 00 HAY 02 01 HAY 00 JUN 02 JUH 01 JUN OU JUL 02 JUL 01 JUL 00 AUG 02 AUG O1 06 00 02 SEP 01 SEP 00 0CT 02 cT 01 CT 00 H0U 02 N0U 01 H0U 00 DEC 02 DEC701 DEC 00 1 Selects 7 8 AGED TRIAL BALANCE I ST Unselects Dd B Select a single month using then type S and press to spool the report lows p GED TRIAL BALANCE REPORT Port 96 lt lt lt From YEARLY BACKUP Files gt gt gt Processing Year 02 wa 1 PgDn Top Bottom Esc Highlight the year you want to generate the report for and press 4 Enter Type S and p
127. pplier open item 5 System status E Exit Enter selection I Type 6 press E Enter Enter to select Cheque report The screen will appear as follows 55245 2552149242 ficcoun te Payable BORED LUE TLAPP20 2 64 Reports 31 01 2003 Chegue List 1 CURRENT 2 HISTORY Enter selection m Exci t 7 18 g CHEQUE REPORT REPORTS CURRENT Type 1 and press to generate the report using the current year s data The screen will appear as follows ceaunts Payahl APPZBP 1 00 Cheque Report 31 01 2003 Supplier fi 011 Suppliers Sorted by CHEQUE NUMBER Start Date ALL DATES End Date J Select Bl Start T1 Hodify HISTORY Type 2 and press to generate the report using data that is stored in the history file 4 Reports 31 01 2003 Cheque List 1 CURRENT 2 HISTORY Highlight the year that you want to generate the report for and press t Enter CHEQUE REPORT m 7 19 REPORTS The report options for the Cheque report are as follows and press for all suppliers or type S and enter the Supplier code for a single supplier can be used to list all suppliers The sorting options available are as follows Cheque number D Cheque issue date 5 Supplier number N Supplier name This report is automatically generated for all dates To select a range of dates enter a start date in the format
128. r as mM E nm EDT i clt 1 BOB CUMMINGSILASEREC WCAL SPARE LabelWriter XL Turbo TN UH l MP UR S CUN UT JWIERONNTTWMPRSFFSDBAMICR Landscape 16 66 LEGAL MHERONNT11LJ2200 5 N 4 C Landscape TMS R RMN _ WHERONNT1Xerox PCL MPOLYNTAlFacSys Queue Monitor Acrobat Distiller LabelWriter EL60 5 IFACSys Fax Printer HP LaserJet 2100 Printer Selection Type Laser Dot Matrix Send Setup Code MICR Setup EE HL E Loser TR i bela tpud DNE on VES i ZI printers available to you will be displayed under Printer Selection Use your mouse to click on the printer you want to print to Click on Laser if the printer is a laser printer or Matrix if the printer is a Dot Matrix printer If you select a Laser type printer the system will give you a group of laser options The options are as follows No Setup Landscape 16 66 Letter Landscape 16 66 Legal Landscape TMS RMN 6 pt Portrait small print Landscape small print Portrait large print When printing cheques it does not matter what setup is selected as the program controls what font and style are used If you select a Dot Matrix printer your options are as follows No Setup Condensed Print Setup 8 1 2 Cheques Select Setup 8 1 2 Cheques to print cheques to a Dot Matrix printer
129. rd The default is Enter 3 Enter the Company number 13 2 LOG ON INSTRUCTIONS DAILY STARTUP Thursday Harch 27 2003 14 57 24 3 44 Company RH P C P L 8 1 Port 96 Directory H DEHO AH Last DEC 2002 Last Signon J H 31 2003 Last V E FEB 28 2002 Typist 6 LESLIE PRIOR Prior Year OPEN ANANAS ARN ER Hes ORAN PURA CR Pe Fre m ens IAs PROCESSING DATE 31 01 2003 JAN 31 2003 S1 Select Start tl Hodify Mi Cancel t mh bxit Make sure the processing date is correct then type 5 and press Enter RN 4 96 TYPIST 6 10 30 35 Payroll ficcounts Receivable ficcounts Payable Sales finalysis General Ledger Security System Utilities Daily Closing Monthly Closing 10 Print Reports 11 Time ficcounting 12 Fixed Assets 13 Inventory Order Entry 14 Vertical Harkets Ol Da e Q Query 5 Status E Exit Enter selection Type 3 and press to select Accounts payable LOG ON INSTRUCTIONS s 13 3 TYPIST 8 6 e uh anh mh Za CO f 03 anak 0 5 Payroll ficcounts Receivable Accounts Payable Sales Analysis General Ledger Security System Utilities Daily Closing Honthly Closing Print Reports Tine Accounting Fixed Assets Inventory Order Entry Vertical Markets Query Status Exit Enter selection Type 8 and press Enter t
130. reen will appear as follows Edt Help General Ledger Code G L 1 a o A 1020 10 GENERAL BANK CCDUHT Financial Statement Code Cash J CURR PER 2003 2003 CURR PER 2002 2002 2001 29 793 44 140 474 87 87 026 82 119 414 93 22 279 82 24 118 54 43 042 93 48 998 00 18 949 34 78 880 42 17 447 10 28 295 87 1 127 38 6 672 47 29 793 44 00 87 026 82 140 474 87 2001 APR 2001 HAY 2001 JUN 2001 JUL 2001 AUG 2001 SEP 2001 OCT 2091 NOU 2001 DEC 2001 JAN 2002 FEB 2002 ACCRUALS TOTAL 7 164 11 55 980 18 40 043 88 1 966 05 29 702 48 B1 845 70 18 279 54 21 949 66 32 941 57 47 157 07 5 711 02 7 559 39 119 414 93 87 025 82 System Date FEB 21 2003 Signon Date LJAN 31 2003 Last Honth Closed DEC 2002 Year end FEB 28 2002 Prior Year Status OPEN ACETATE ACE EIU C MI o A ac e SRP RAS s MU PGP AG NUT E i eek SERA 7A GREED TASES d UTERE next Previous First Lest 1 1 EIS a ptions Currently this program assumes that the G L bank account is 1020 10 ef the monthly financial statement has been run for the current and prior years the monthly figures will be displayed 5 18 g SINGLE CHEQUE PROCESSING DAILY PROCESSING AUTOMATIC CHEQUE PROCESSING This program allows you to process cheques for those invoices selected to be paid under the cash requirements program
131. report 7 14 Open item listing 7 27 Detailed aged trial balance 7 6 Aged cash requirements 7 2 3 Closing Out The Period The Accounts Payable cycle ends with Closing Out Closing out the current month by adding all current amounts to year to date amounts and preparing the data files for the next month Backing Up Backing up the current period data files Purging Accounts Payable Purging the accounts payable clears each supplier account of all entries that have been completed as of the specified purge date The accounts payable file is cleared of the following items 1 Invoices that have been completely paid Manual payments that have been fully cleared against invoices l Unapplied amounts from previous periods that have been applied in the current period 1 Journal entries that have been cleared against invoices Purging Cheque File Purging the cheque file clears all cheques that have been cancelled EE Up 2 2 MONTHLY PROCEDURES ACCOUNTS PAYABLE CYCLE MONTHLY PROCESSING CHECKLIST DESCRIPTION OF TASK 1 Supplier Invoices Code supplier Review supplier invoice coding Input supplier invoices Input recurring monthly payments 2 Cash Requirements Spool cash requirements report Approve cash requirements report 3 Cheques Process cheques Spool cheque register and cheques Print cheques Match cheques with supplier invoices Mail and distribute cheques 4 Supplier Invoices Code suppli
132. ress to spool the report REPORTS AGED TRIAL BALANCE m 7 9 REPORTS Various reports are generated from the Aged Trial Balance option Samples follow AGING DATE January 31 2003 ACCOUNTS PAYABLE AGED TRIAL BALANCE REPORT PAGE 1 SUPPLIER OVER TOTAL NUMBER NAME 0 30 DAYS 31 60 DAYS 61 90 DAYS 91 120 DAYS 121 DAYS CUTSTANDING 163 SUPPLIER NAME 00 00 00 09 00 00 337 SUPPLIER NAME 00 00 00 00 00 00 57 SUPPLIER NAME 00 00 00 00 00 00 588 SUPPLIER NAME 00 00 00 00 00 00 630 SUPPLIER NAME 00 00 00 00 00 00 705 SUPPLIER NAME 00 00 00 90 00 00 755 SUPPLIER NAME 00 112 35 00 00 00 112 35 888 SUPPLIER HAME 00 00 00 00 00 00 940 SUPPLIER NAME 476 78 09 00 00 00 476 78 1150 SUPPLIER 2600 00 00 00 00 00 2600 00 1230 SUPPLIER NAME 00 00 00 00 00 00 1305 SUPPLIER NAME 00 00 00 00 00 DO 1625 SUPPLIER NAME 00 00 0 00 00 00 1642 SUPPLIER NAME 00 00 00 00 DO 00 1666 SUPPLIER NAME 00 00 00 00 00 00 1678 SUPPLIER NAME 00 00 00 00 00 00 1815 SUPPLIER NAME 00 00 00 00 00 00 1830 SUPPLIER 00 00 00 00 00 00 1870 SUPPLIER NAME 00 00 00 00 00 00 1871 SUPPLIER NAME 00 400 00 00 00 00 1555 SUPPLIER NAME 500 97 365 74 00 00 00 135 23 1960 SUPPLIER NAME 10 70 378 25 00 09 00 388 95 1989 SUPPLIER NAME 00 00 00 90 00 00 2013 SUPPLIER NAME 00 00
133. rint Reports main menu program 7 46 GST EDIT REPORT REPORTS o M uu A sample GST Edit report for GST exceptions only follows RMAPR110 1 12 Page 1 POLYMATHIC COMPUTER PRODUCTS LIMITED GST EDIT REPORT From JAN 2003 To JAN 2003 CUT OFF DATE JAN 31 2003 31 JAN 2003 ALL Divisions INVOICE TRANSACTION INVOICE TOTAL GST GST SUPPLIER NUMBER DATE DATE AMOUNT AMOUNT CALCULATED NUMBER NAME 196952 16 DEC 2002 16 DEC 2002 91 00 5 95 5 54 888 SUPPLIER NAME 1342275 18 DEC 2002 18 DEC 2002 615 17 40 24 37 45 1955 SUPPLIER NAME 24122002 24 DEC 2002 24 DEC 2002 1658 74 28 97 100 97 1870 SUPPLIER NAME 1 53434351 31 DEC 2002 31 DEC 2002 67 15 28 07 4 09 630 SUPPLIER NAME DEC 31 02 31 DEC 2002 31 DEC 2002 91 28 5 26 5 56 1230 SUPPLIER NAME DEC 31 02 31 DEC 2002 31 DEC 2002 3757 73 3751 13 228 73 1815 SUPPLIER NAME DEC 2002 31 DEC 2002 31 D EC 2002 3305 44 DO 201 20 2050 SUPPLIER NAME Total for DEC 2002 9586 51 3866 22 583 54 JAN032003 03 JAN 2003 03 2003 625 00 00 38 04 588 SUPPLIER NAME 1228170113 03 JAN 2003 03 JAN 2003 108 04 6 46 6 58 1830 SUPPLIER NAME 10012003 10 JAN 2003 10 JAN 2003 40 00 2 44 2 43 1230 SUPPLIER NAME 1512003 15 JAN 2003 15 JAN 2003 2600 00 00 158 26 1150 SUPPLIER NAME 98234 15 JAN 2003 15 JAN 2003 227 52 00 13 85 1650 SUPPLIER NAME JAN 2003 15 JAN 2003 15 JAN 2003 150 00 00 9 13 2505 SUPPLIER NAME 31012003 31 JAN 2003 31 JAN 2003 2600 00 00 158 26 1150 SUPPLIER NAME JAN2003 31 JAN 2003 31 JAN 2
134. rocessing Year 2003 Division Selection A All Divisions File Selection S Single Cut Off Date GST Code 7 003 01 G L 3125 Record Selection 8 Exceptions PURCHASE JOURNAL ANALYSIS FILES 2002 JAN 2001 JAN 2000 FEB 2002 FEB 2001 FEB 2000 HAR 2002 HAR 2001 2000 APR 2002 2001 QPR 2000 MAY 2002 HAY 2001 HAY 2000 JUH 2002 JUM 2001 JUN 2000 JUL 2002 JUL 2001 JUL 2000 AUG 2002 AUG 2001 AUG 2000 SEP 2002 SEP 2001 SEP 2000 CT 2002 DCT 2001 0 2000 N0U 2002 00 2001 H0U 2000 DEC 2002 DEC 2001 DEC 2000 1 1 lt rE GST EDIT REPORT 7 45 REPORTS PURCHASE JOURNAL ANALYSIS FILES A list of all Purchase Journal analysis files is displayed The key can be used to select the files for the months that you want to report the GST for can be used to unselect files that were selected in error Once you have selected the files you want to extract the information from press Esc PROCESSING YEAR The system will default to the current year To change the processing year you must select the Modify option and enter the year you want Since the system defaults to the current year you will have to wait till the modify option is listed before you can change this The year should be entered in the format yyyy FILE SELECTION Type A and press to include all analysis files for the processing year selected above or type S and press to select the a
135. rt will be available for printing and the Closing screen will display Completed beside that selection MONTHLY CLOSING MANUAL m 14 3 Accounts Payable Cycle Initial set up procedures 2 Monthly procedures 2 1 Backups Yearly and Month end 11 10 Cancelled Cheques Entering cancelled cheques 5 22 Cash Disbursements Journal Reprint ucc nre rooted 7 25 Cash Requirements Display a specific supplier 8 4 Hold invoice to prevent payment 8 7 Modify invoice due date 8 7 Release invoice for payment 8 7 Cheque Processing Automatic Cheque Processing Steps 5 19 Cheque Print Date eres 5 20 Cheques Display details eene 8 2 Company Information 11 3 Company Setup Affiliated companies 11 2 Company initials 11 2 Company 11 2 Export directory 11 2 GST Registration number 11 2 Holding company 11 2 directory inier iia 11 2 Last month closed 11 2 Long company 11 2 Mailing address
136. s follows ficcounts Payable Cheque File Purge 70172003 _ Select Start 83 Type S and press to start the purge 8 10 PURGE CHEQUE FILE MAINTENANCE AND INQUIRY SUPPLIER MASTER This program is used to set up new suppliers and or to modify supplier information previously entered You may access a supplier either by account number or name once they have been set up Accounts Payable Maintenance and Inquiry 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier menos 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open item Run 7 Purge supplier master updates 8 HICR cheque printer setup 9 PC link 10 GST codes E Exit Enter selection Type 5 and press to select Supplier master Accounts Payable Supplier Haster 06 Screen 1 1 Supplier Code 2 Supplier 3 Supplier Address 1 4 Address 2 5 Address 3 6 Address 4 eer 46 y 7 Phone 8 FAX Nunber 9 Contact 10 Contact s Title 11 Mobile Phone Nunber 12 Email fiddress 13 Web Site Address 14 Payment Terms 15 Discount Percentage 18 Home G L Code 17 P O Req d for Invoice Ytd Purchases Hi Function I J dd p S1 Show t jJ YVTD update 31 Lookup 18 1 Lookup tff J
137. s Included in Totals SUPPLIER TOTAL AMOUNT TOTAL AMOUNT TOTAL AMOUNT TOTAL AMCUNT TOTAL AMOUNT TOTAL AMOUNT NUMSER SUPPLIER NAME 0 30 DAYS 31 60 DAYS 61 90 DAYS 91 120 DAYS 121 DAYS amp OVER OUTSTANDING DUE DUE DUE DUE 1308 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 1308 EN SUPPLIER COMPANY 2 00 00 90 00 00 00 850 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 B50 EN SUPPLIER COMPANY 2 9291 54 00 00 00 00 9291 54 355 HC SUPPLIER COMPANY 1 00 00 00 00 00 00 20899 EN SUPPLIER COMPAHY 2 00 00 00 00 09 00 754 SUPPLIER COMPANY 2 00 00 00 00 00 00 20651 HC SUPPLIER COMPANY 1 00 00 00 00 00 00 2029 EM SUPPLIER COMPANY 2 00 00 Q0 00 00 00 2015 EN SUPPLIER 2 00 00 00 00 00 00 2040 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 2041 HC SUPPLIER COMPANY 1 00 00 00 00 00 00 20858 HC SUPPLIER COMPANY 1 00 00 00 00 00 00 2300 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 20894 EN SUPPLIER COMPANY 2 00 00 00 00 00 DO 2031 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 2051 EH SUPPLIER COMPANY 2 00 00 00 00 00 00 20528 EN SUPPLIER COMPANY 2 DO 00 00 00 00 00 20530 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 427 N SUPPLIER COMPANY 2 00 1471 47 00 163 49 00 1634 96 427 EN SUPPLIER COMPANY 2 00 00 00 00 00 00 2047 EN SUPPLIER COMPANY 2 6905 03 19137
138. sh requirements Run 11 Supplier master 2 figed trial balance Run 12 Supplier master updates 3 tash requirenents Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques Run 15 GST edit report 6 Cheque report 16 Purchases by supplier QST Y Purchase journal Run 17 Cash disbursements summary 8 Reprint purchase journal Run 18 Reprint supplier open iten 9 Reprint cash disbursenents Run 10 Supplier open iten Run S System status E Exit MMMM A 5 SELECTION MENU MEE tandard by G L CODE t Exit id SUPPLIER MASTER m 7 33 REPORTS STANDARD To generate the standard Supplier Master Report highlight Standard and press lt Enter The following screen will appear gc pne ga un SIL Hi Hunc DU HAE TLAPPOS 2 2 31 01 2003 16 05 Report Sequence Numeric Report Type Detail Report of lines on form Supplier Selection A ALL f Select BJ Start t Modity t ffo Exit The options are as follows REPORT SEQUENCE Sort suppliers by supplier name Sort suppliers by supplier number REPORT TYPE D Print a detailed list of the supplier master Print supplier names and addresses only Print a list in mailing label format R Print a list in rolodex format M Print a detailed list of the supplier master including
139. sion 5 Division Division Division Division 7 Last month closed date GST registration number 9 Home directory 10 Export directory 3 Select 44 QJ Display J List rTh exit INITIALIZE A NEW COMPANY 11 1 COMPANY SETUP To add a new company enter the company information as follows COMPANY NUMBER The system will automatically assign the next sequential number for this company LONG COMPANY NAME Enter the companies full name in this field The length of this field is 50 characters SHORT COMPANY NAME Enter a short form for the company name The maximum length of the field is 10 characters COMPANY INITIALS Enter the company initials you want to use for this company HOLDING COMPANY INITIALS Enter the initials of the holding company or press to clear the field AFFILIATED COMPANIES Enter the initials of any affiliated companies here along with their division number You can enter up to five affiliated companies or press Esc to bypass these fields LAST MONTH CLOSED DATE Enter the last month closed in the form of mmyyyy GST REGISTRATION NUMBER Enter your GST Registration number or press to clear the field HOME DIRECTORY Enter the home directory of the data files If you are in the correct directory simply press Enter EXPORT DIRECTORY Enter the file path to the directory you want exported files to be saved Review the information entered so far and if everything is correc
140. sted The default date is the signon date G L DISCOUNT CODE The default discount code is set up in Company Information however you can change the discount code for the current cheque run To modify the discount code permanently you must change the code under Company Information A sample Cheque Register follows POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR12M 1 34 DATE JAN 31 2003 CASH DISBURSEMENTS JOURNAL AND CHEQUE REGISTER PAGE 1 RUN DATE FEB 24 2003 CHEQUE CHEQUE SUPPLIER CHEQUE A F DISCOUNT DATE NUMBER NUMBER SUPPLIER NAME AMOUNT AMQUNT AMOUNT 31 1 2003 4056 755 SUPPLIER NAME 112 35 112 35 00 31 1 2003 4057 940 SUPPLIER NAME 476 78 476 78 00 31 1 2003 4058 1150 SUPPLIER NAME 2600 00 2600 00 00 31 1 2003 4059 1955 SUPPLIER NAME 135 23 135 23 00 31 1 2003 4060 1960 SUPPLIER NAME 388 95 388 95 00 3713 31 3713 31 00 CHEQUE REGISTER AND CHEQUES m 7 17 REPORTS CHEQUE REPORT T his program e allows you to print all details relating to un purged outstanding cheque 1 Aged cash requirements 11 Supplier master 2 ged trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 15 Purchases by supplier QST 7 Purchase journal 17 Cash disbursenents summary 8 Reprint purchase journal 18 Reprint supplier open item 9 Reprint cash disbursements 10 Su
141. supplier Type 2 and press Enter The Td cA following scr rer OT ERES will Accounts Pay HONTHLY CASH DISBURSEHENTS by SUPPLIER Last Year End FEB 28 2002 15 All Divisions All Suppliers Division Selection A Processing Year Supplier Selection fl File Selection S Single SUPPLIER NAHE FISCAL YEAR Sort Sequence Month Sequence DF CASH DISBURSEHENTS ANALYSIS FILES JAN 2003 JAN 2002 JAN 2001 JAN 2000 FEB 2002 FEB 2001 FEB 2000 MAR 2002 HAR 2001 HAR 2000 APR 2002 APR 2001 APR 2000 MAY 2002 HAY 2001 MAY 2000 JUH 2002 JUN 2001 JUN 2000 JUL 2002 JUL 2001 JUL 2000 AUG 2002 AUG 2001 AUG 2000 SEP 2002 SEP 2001 SEP 2000 0 2002 act 2001 0CT 2000 2002 H0U 2001 H0U 2000 0 2002 DEC 2001 DEC 2000 Enter YEAR 17 ESI End The following report options are available CASH DISBURSEMENTS ANALYSIS FILES A list of all cash disbursements analysis files is displayed The key can be used to select the files for the months that you want included in the report can be used to unselect files that were selected in error Once you have selected the files you want to extract the information from press Esc SORT SEQUENCE This report can be sorted by cheque C or Invoice 1 DIVISION You can generate this report for a single division S or all divisions If you select a single division can be used to list all divisions and can be used to set up a new di
142. t 06 Port 96 HPLJ4 SUELE uev Status MD RA A A E Report nane D K page Copy Page Messages SALES BY CUSTOMER G L 1 20 RHMARR3OU PRT SALES BY CUSTOMER INUOICE RHAORR301 SALES BY CUSTOMER SUMMARY RHAORR302 PRT MONTHLY SALES BY CUSTOMER Lleg RHARR350 PRT HONTHLY CASH RECEIPTS Lleg AMARRIGO PRT ANALYTICAL REVIEW RATIOS RHF SROS FINANCIAL STATEMENT HEADERS RHFSRUS1 F S HERDERS amp GIFI CODES Lleg RHFSROS3 PRT GENERAL JOURNAL RHGLRO3 PRT G L PRELIMINARY TRIAL BALANCE RHGLROS PRT RCCRURLS LISTING RHGLBOS1 ACCRUALS FROM CLOSED JOURNALS RHGLROS4 PRT GL ANALYSIS SUMMARY RHGLR120 ANALYSIS ACCRUALS RHGLR126 PRT BALANCE FORWARD RHGLR99 CLOSING ENTRIES 99 PRT ORDERS RHSGR250 PRT LIST OF PURGED ORDERS RHSGR25P All requested printing done Press CONTINUE PRINT SCREEN FIELDS m 12 3 PRINT REPORTS MANDS FUNCTION KEYS AND PRINT COM uu DEUS xen e T E PCPRINT H A M _ POLYHATHIC GROUP Print Reports Typist 06 Port 96 HPLJ4 Statt vos SUBLUB as Report nane copy D K Copy Page Hessages il RNAPRO2 PRT PURCHASE JOURNAL RNAPROG PURCHASE JOURNAL GST Llet RHAPROGI PURCHASES BY SUPPLIER G L RNAPR100 PRT CASH DISBURSEMENTS RNAPR12 PRT A P CANCELLED CHEQUE LIST 14 PRT ACCOUN
143. t type and press to continue MAILING ADDRESS In this section enter the information that you want to appear as your mailing address Once you have finished entering this information review it and if everything is correct type to accept and save the information The system will prompt you as follows Do you wish to COPY the SECURITY file from another company Y N If you type Y Yes the system will prompt you to enter the company initials If you type N No the system will copy the security file from the existing company 11 2 m INITIALIZE A NEW COMPANY COMPANY SETUP INITIALIZE ACCOUNTS PAYABLE SYSTEM rouma ENDE Be gdt DID THU HAR 27 2003 11 26 17 Ao OP re I TE a Urt dra A ipa dad ap no aat ua 6609 qp sean aman was ditioni ET AMG RSG Ign abl tlk Rie ABP Suey be hg SP E tarp Sige A CA O gt Press to sign on to an existing company The screen n will appear as follows be UT Mal Taye cipi M ME SIGNON Thursday Narch 27 2003 13 13 51 Port Directory H NDEHONRH Last H E Last Signon Last Typist lt Prior Year 1 User Humber 2 Passuord 3 Conpany Enter EUNET cR Exi t Enter your typist number The default value is 1 Enter your password The default is Enter Enter the Company number or initials INITIALIZE ACCOUNTS PAYABLE SYSTEM 11 3
144. t provide this number to you in order to charge GST QST REGISTRATION NUMBER Enter the Quebec Sales Tax number here The maximum number of characters is 18 This is an optional field ALTERNATE PHONE NUMBER This field is used to list another number that may be used to reach your supplier You might enter your contact s direct line number a pager number or a night line number This field is used for reference only ALTERNATE DISCOUNT This field is used to enter an alternate discount percentage HOME JoB CosT CODE Enter the job cost code that relates to this supplier can be used to search through the cost codes HOLDBACK CODE Enter the holdback code for this supplier can be used to search through the available holdback codes TEMPORARY SUPPLIERS Type X for yes and press if you will only be dealing with this particular supplier on a temporary basis or press to bypass the field The data in this field is for information purposes only and is not used by the system REMARKS This field allows you to list any remarks or comments you have for this supplier This field is used for reference only 8 14 m SUPPLIER MASTER MAINTENANCE AND INQUIRY Review the information entered and if no modifications are required type to accept and save the data You may continue entering new suppliers or type Esc to exit the Supplier Master MEMO FIELD When you are modifying an existing supplier you have the option to add a memo entry
145. ted file will place the supplier name and fax number on the same line and place each field in double quotes separating the fields with a comma FAX TELEPHONE NUMBERS 7 39 REPORTS PURCHASES BY SUPPLIER This program allows you to generate a report of the purchases by supplier by the months selected 1 Aged cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report B Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursements summary 8 Reprint purchase journal 18 Reprint supplier open item 9 Reprint cash disbursements 10 Supplier open item S System status E Exit Enter selection To select Purchases by supplier type 09 4 and press Enter Eo The screen will appear as follows i X EE ccounts Pays Reports Purchases Summary 1 by Supplier 2 by Supplier LHONTHLYJ M Enter selection qm exit 7 40 PURCHASES BY SUPPLIER SUPPLIER This program will detail each purchase by supplier for the months that you have selected Numerous reports will be generated To select Purchases by Supplier type 1 and press lt Enter Typist 06 Port 96 Processing Year File Selection ___ following screen will is rere UE 2003 S Single
146. the Purge open item inquiry program TLAPPIBH 1 14 RH Purged P Open Item Inquiry 31 01 2003 8 34 PURGE OPEN ITEM INQUIRY Supplier 1230 LESLIE PRIOR Payment terms 30 245 YORKLAND BLUD Discount X 00 SUITE 100 Last Cheque 8 3417 WILLOWDALE ONTARIO Cheque amount 46 87 M2J 409 Invoice no Inv Date Post Date Src Disc Amt Orig Due Curr Due Cheq 12111999 12 11 1999 12 11 1999 3 49 98 12 11 1999 3061 13081999 13 08 1999 13 08 1999 3 59 02 15 08 1999 2978 13092002 13 09 2002 13 09 2002 3 60 00 13 09 2002 3948 15081999 15 08 1999 16 08 1999 3 43 96 15 09 1999 2978 18082000 18 08 2000 21 08 2000 3 70 32 18 08 2000 3300 21082000 21 08 2000 21 08 2000 3 51 36 21 08 2000 3300 21092000 21 09 2000 27 09 2000 3 69 31 30 09 2000 3325 21122001 21 12 2001 27 12 2001 3 10 00 21 12 2001 3710 26042002 26 04 2002 29 04 2002 3 119 27 26 04 2002 3812 236072002 25 07 2002 26 07 2002 3 70 00 26 07 2002 3906 27092002 27 09 2002 27 09 2002 3 80 27 27 09 2002 3963 28092002 28 08 2002 28 08 2002 3 50 00 28 08 2002 3934 28112001 28 11 2001 28 11 2001 3 27 15 28 11 2001 3676 161 Select Continue 183 1 ET Return MAINTENANCE AND INQUIRY PURGED SUPPLIER MASTER INQUIRY This program allows youl to purged pio mig E iit ES 35 nice NU in Accounts Payable _ Maintenance and Inquiry 31 01 2003 2 zx 1 Cheques Run 11
147. the suppliers If the supplier you are searching for is not in the master file you can press to add them will automatically bring up the supplier master file and allow you to add a new supplier For more information on the Supplier Master refer to page 8 11 SUPPLIER INVOICE NUMBER Enter up to ten alphanumeric characters to indicate the supplier invoice number The system automatically verifies that this invoice number has not been duplicated The system will only check those invoice numbers that have not been purged out of the accounts payable open item file INVOICE DATE Press to accept the default system date shown on the screen or enter the desired date in the ddmmyyyy format PAYMENT DATE TERMS Press to accept the default payment date shown on the screen or enter the desired date in the format Press then and the system will automatically calculate the due date based on the payment terms on the supplier master TOTAL INVOICE AMOUNT Enter up to eight numeric characters The highest dollar amount you can enter is 999 999 99 without the comma ENTER SUPPLIER INVOICES m 5 3 DAILY PROCESSING DESCRIPTION Enter up to thirty five characters of description For instance you may enter IBM PC XT This description will appear in the analysis schedules run using the General Ledger sub system The description will also appear in the Purchase Journal HOLD INVOICE You can put any positive invoice on Hold When an
148. tput File RHAPFO3 Record Count Start Tine Current Tine Stop Time fMi Select FILE t HisToRY J BACKUP Honthly Emm 8 24 m PC LINK MAINTENANCE AND INQUIRY The following export options are available Export open item records from the current year s open items file Export open items from the open items history file Export open items from monthly backup files The system will display all backup files and request you highlight the one you want to export from Esc Exit the Open items export utility Once you have selected the open item files you want to export from type S and press to export the open items to DBF format The DBF filename will be displayed on the screen PC LINK m 8 25 MAINTENANCE AND INQUIRY GST CODES Qu program is used to set up various s GST codes You can have up to 9 GST codes x ORIO DU Haintenance and Inquiry 31 01 2003 RH 1 Cheques Run 11 Purge cheque inquiry 2 Cash requirements 12 Purge supplier master 3 Purge accounts payable file Run 13 Supplier menos 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 6 Supplier open iten Run 7 Purge supplier master updates 8 HICR cheque printer setup PC link 10 GST codes E Exit Enter selection To select GST codes type and press Enter _ The following screen will appear
149. tricted to users who have access to the system security maintenance Type your security password and press Enter 5 12 SINGLE CHEQUE PROCESSING DAILY PROCESSING Accounts Payable Manual Cheque Processor Cheque type 6 Laser HICR Last Honth Closed DEC 2002 HPLJ4 Supplier 1642 POLYMATHIC DEVELOPMENT CORPORATION Total Item Invoice Inv Date Due Date Invoiced Paynent Status CHEQUE MD Z98 End Enter 1 Select the cheque number for printing can be used to list the available cheques ed the following DE ill appear Accounts Payable Manual Cheque Processor Cheque type 6 Laser MICR Last Month Closed DEC 2002 HPLJ4 Supplier 1642 POLYHATHIC DEVELOPMENT CORPORATION Total Item Invoice Inv Date Due Date Invoiced Paynent Status Enter CHEQUE 4055 Lookup 2 9 End Cheque 4055 has already been printed Do you want to reprint that cheque Rea sito C Type Y to reprint the cheque SINGLE CHEQUE PROCESSING 5 13 DAILY PROCESSING APP29 2 34 Manual Cheque Processor Cheque type 6 Laser MICR Last Month Closed DEC 2002 HPLU4 Supplier 1842 P LVHATHIC DEVELOPMENT CORPORATION Total Iten Invoice Inv Date Due Date Invoiced Paynent Status print fptions t 3 8 61 The following functions available Select this function when you are ready to print yo
150. ts payable file 13 Supplier menos 4 Purge cheque file 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 5 Supplier open iten 7 Purge supplier master updates 8 HICR cheque printer setup 9 PC link 0 GST codes F TIW SI AI YImIIYIIII OISDSZ Zc II Supplier master Open items file The Supplier Master and Open Item records can be converted to DBF format A _________________ _ _ _ _____ ____________ _____________ ______ _ cM PC LINK m 8 23 MAINTENANCE AND INQUIRY SUPPLIER MASTER _ Highlight Supp lier master and press Enter The follo pana m qum Ex e E ad AEN TX Hu Accounts Payable Export SUPPLIER MASTER File to Format RM Typist 6 10 45 34 LOGGED ON Directory H NDEMONREN 1 Port 96 EXPORT Directory LOGGED ON DIRECTORY Input File RHAPFO1 T3T Output File RHRPFOT DBF Record Count Start Time Current Time Stop Time 8 Select B Start 8 1 Type S and press to export the Supplier master to DBF format OPEN ITEMS Highlight Open ite ms file and press Enter The following screen Recounts Pay Export A P OPEN ITEMS File to DBF Format 10 47 47 Include CHEQUE DATES H HD Include CSU HEADER YES Include ZERO UNPAID YES Input File RHAPFO3 1SI Ou
151. u a a i u Cab aea q u 8 28 PURGE SUPPLIER MASTER Q uu u u ii 8 30 SUPPLIBR cR 8 31 MetBo RecoFdS discat o peo OD 8 32 Memo Edit FUNCIONS un a ae 8 32 PURGE OPEN ITEM INQUIRY uuu son annaduscssbactiesvacsconcasees 8 33 PURGED SUPPLIER MASTER INQUIRY 8 35 CHAPTER 9 DATA FILE SEA TUS i Gusan del ACCOUNTS PAYABLE SYSTEM u a aa SEA USER SES ER EFE SEES RAE NI RR ET sas 9 1 CHAPTER 10 COMPANY INFORMATION L 0 1 ACCOUNTS PAY ABLE SYSTEM aR usar S tenevecsansonseesesucsavenioiooss 10 1 CHAPTER 11 COMPANY SETUPR INITIALIZE NEW COMPANY ninia eve UO AERE NR MEER CREER 11 1 Company Nube rus ma aqa Iu a D dca FIRM ME UNT rcd RES rep VE 11 2 Long Company NaMe uie in eei te imbuit bi D pi ve o a ede 11 2 Short COMPANY ur uuu dde tie Lev Ioan WE YEAR is 11 2 Company aaa ELO SEDE RYE A T 11 2 Holding Company sen ue e e ta me dec Raab 11 2 Companies uu u eo b D ax th dator eei D a ua Sa un aha 11 2 Month Closed uu ds 11 2 GST Reg
152. ur cheque This function will allow you to print a VOIDED cheque to ensure that everything is lined up correctly This option is only required for printing cheques on dot matrix printers and MICR laser cheques 0 The printer setup change form type and bank balance functions are available through the Options menu selection 5 14 m SINGLE CHEQUE PROCESSING DAILY PROCESSING OPTIONS TLAPP29 2 34 RH Manual Cheque Processor Cheque type 6 Laser HICR Last Month Closed DEC 2002 PRINTER Supplier Total Item Invoice Inv Date Due Date Invoiced Payment Status SELECTION HENU rint cheque print ilank cheque tions t txit SS uj QM Type or use to highlight Options then press Enter follows Accounts Payable Manual Cheque Processor JAN 3172 Cheque type 6 Laser HICR Last Month Closed DEC 2002 HPLJ4 Supplier Total Item Invoice Inv Date Due Date Invoiced Payment Status ee OPTIONS NENU change ms type balance ty a RBI Exit ee re e SINGLE CHEQUE PROCESSING m 5 15 DAILY PROCESSING PRINTER SETUP This function allows you to change the printer printer type and printer control codes PRINT SETUP FUNC TION Type S or use to highlight printer setup then press Enter _ The screen will appea
153. urge supplier master 3 Purge accounts payable file Run 13 Supplier memos 4 Purge cheque file Run 14 Purge open iten inquiry 5 Supplier master 15 Purged Supplier master inquiry 5 Supplier open iten Run 7 Purge supplier master updates HICR cheque printer setup 9 PC link 10 GST codes E Exit Be Enter selection Type 3 and press to select Purge accounts payable file The screen will appear as Accounts Pay Accounts Payable Purge Paid items will be purged after El months t Select Start JJ Wodify RI Exit Type S and press to purge all paid and zero items that are 3 months or older To modify the number of months type M and enter the new month setting 8 8 PURGE ACCOUNTS PAYABLE FILE ollo ficcounts5 Pavahle ficcounts Payable Purge MAINTENANCE AND INQUIRY Paid items will be purged after 1 months fire you sure you want to start the PURGE 7 Type Y to continue with the purge or N to exit from the purge program The system also creates a purge report A sample of this report follows v A A s ewe dus s Gm UR s s ARS sm UND lt a em b OOS GS s s SEP p O Sub QD GAP Ae Ve ded amp dip dub qus mes awe deb SM s GU ARD UD GR
154. ursements 10 Supplier open item S System status E Exit Enter selection To select Reprint purchase journal type 8 and press Enter The screen will 5 follows mE Purchase Journal Reprint Last Honth Closed 0 2002 1 Starting month IE Year 2002 2 Ending month 12 Year 2002 3 Supplier selection fiLL Enter CRI End REPORTS REPRINT PURCHASE JOURNAL m 7 23 REPORTS The following report options are available Starting month year Enter the starting month and year for the range of purchase journals you want to reprint Ending month year Enter the ending month and year for the range of purchase journals you want to reprint Supplier The default is All suppliers If you want to print the purchase journal for one supplier type S and press Enter Enter the supplier code for the supplier you want F5 can be used to list all suppliers If a previous purchase journal exists the system will prompt you to Overwrite or Append to the report To overwrite the existing report type and press Enter Type A and press to append your report to the end of an existing report Once the report is generated the following options are available Display this report on the screen Email this report to your Microsoft Outlook email profile Create this report in Microsoft Word format Exit If you choose to exit without using one of the above opti
155. utomatic Cheque Processing The program will print the cheques and a list of all transactions processed by the Automatic Cheque Processing program The cheque register report will summarize all amounts posted to the bank accounts payable and discounts earned ficcounts Payable Reports 3170172003 1 figed cash requirements 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 6 Cheque report Run 16 Purchases by supplier QST 7 Purchase journal 17 Cash disbursenents summary 8 Reprint purchase journal 18 Reprint supplier open iten 9 Reprint cash disbursements 10 Supplier open item S Systen status E Exit Enter selection Type 5 and press Enter to select Cheque register de cheques The scree Tei n wil l appear as follows Disbursements Journal Last Month Closed DEC 2002 1 Cheque print date 31 1 2003 2 G L discount code 4685 Report type Summary Cheque format 6 Laser HICR Mi Select Bl1 Start t Hodify DESS1 Exit Type M to modify the options or S to start processing the cheques 7 16 CHEQUE REGISTER AND CHEQUES REPORTS The following options are available CHEQUE PRINT DATE You can modify the cheque print date to print a different date than the one li
156. vailable You can print the detail only summary only or both reports The default is both reports AGING DATE The aging date is the cut off date for invoices you want included in this report The default is the signon date SUPPLIER SELECTION You can produce this report for a single supplier or all suppliers The default is all suppliers To produce this report for a single supplier type S and press then enter the supplier s code can be used to list all suppliers After the report has been generated the following options are available E X Esc Email this report to your Microsoft Outlook email profile Create this report in Microsoft Word format Create this report in Microsoft Excel format Exit If you choose to exit without using one of the above options you can still print the report from the Print Reports main menu program AGED TRIAL BALANCE m 7 7 REPORTS MONTHLY YEARLY BACKUP This report can be generated from a monthly or yearly backup file In order to generate the Aged Trial Balance report from a backup file you must have the backup option set to Yes in Company Information R 31 01 2003 1 figed cash requirements Run 11 Supplier master 2 figed trial balance 12 Supplier master updates 3 Cash requirements Run 13 Fax telephone numbers 4 Cheque reconciliation Run 14 Purchases by supplier 5 Cheque register and cheques 15 GST edit report 8 Cheque report Run 16 Purchases by su
157. vision SUPPLIER The default is to generate this report for all suppliers If you only want to generate the report for a single supplier type S and enter the supplier number can be used to list all suppliers and can be used to add a new supplier MONTH SEQUENCE By default this report displays the monthly data sorted by Fiscal year Type C and press to display the monthly data sorted by Calendar year or type D then enter the start and end date in the format mmyyyy to display the monthly data for a specific date range 7 52 CASH DISBURSEMENTS SUMMARY REPORTS Once all your report options are set type S and press to start spooling the report Once the report has been generated the following options are available E Email this report to your Microsoft Outlook email profile w Create this report in Microsoft Word format Esc Exit If you choose to exit without using one of the above options you can still print the report from the Print Reports main menu program A sample Cash Disbursements Summary by Supplier monthly follows JAN 31 2003 POLYMATHIC COMPUTER PRODUCTS LIMITED RMAPR350 1 14 Last Year End FEB 28 2002 MONTHLY CASH DISBURSEMENTS BY SUPPLIER Page 1 All Divisions From JAN 2003 To JAN 2003 Run Date MAR 21 2003 SUPPLIER NOV 2002 DEC 2002 JAN 2003 FEB 2003 TOTAL 163 SUPPLIER 1 0 00 0 00 76 49 00 76 49 588 SUPPLIER 2 0 00 0 00 625 00 00 625 00 CASH DISBURSEMENTS SUMMARY m 7 53 REPORTS REPR
158. y nane POLYHATHIC COMPUTER PRODUCTS LIMITED ACCOUNTS PAYABLE GENERAL INFORMATION G L code for DISCOUNT EARNED 4685 DISCOUNTS PST Cheque format D Laser HIER Last cheque number used 4060 Report type 1 Summary report Password Single Cheques e Year end BACKUP Y YES Month end BACKUP YES Password Supplier Haster Last nonth end backup DEC 2002 Typist 14 Run date JAN 01 2003 HJ Select t 1 Hodify 18 1 t f1 MSuord Hext screen Rm Exit The following options are available M Modify the company information fields E Email a copy of the screen to your Microsoft Outlook email profile Senda copy of this screen to Microsoft Word Display the next screen of information Esc Exit the Company information program For more information on the Company Information options refer to Company Information 11 8 10 2 ACCOUNTS PAYABLE SYSTEM CHAPTER 11 COMPANY SETUP INITIALIZE A NEW COMPANY as follows A Ele eb THU MAR 27 2003 11 26 17 Click on nitialize a new company roe eet tt eae POLYMATHIC COMPANY SETI PaL vHATHIC COMPUTER CORPORATION INIT100 Company Setup and Information Thu 27 2003 11 28 33 PPP 1 Company number 2 Long nane 3 Short Conpany 4 Company initials 5 Holding Company initials B Affiliated companies Divi

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