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Accounts Payable - White Ware, Inc

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1. To purge the files use the Proceed OK command When the process is finished the Periodic Processing menu appears 9 22 Accounts Payable User s Manual Pay Invoices Change Open Invoice Status Hold Release Invoices Prepare Checks Select Payables Edit Register Print Checks Check Register Post Payments Void Checks Accounts Payable User s Manual 10 3 10 5 10 9 10 13 10 15 10 17 10 21 10 25 10 31 10 1 Change Open Invoice Status Use the Change Open Invoice Status function to change the status of a group of invoices to hold released prepaid or temporary To change the status of one invoice use the Hold Release Invoices function Change Open Invoice Status Screen Select Change Open Invoice Status from the Pay Invoices menu The function screen appears rpm Pin E3 orandi Et Podes ei Help 5 xm ouam mug 7 OE Albaner Pek wendarlD Foa rEg Thu BLEI erde Paap Fiera T D Pick kre Dua fi 21 22K Change Elsa From Ho i T To Heirs 7 Comparg bi CELLS Teal TODE CRUS Inquiry 1 Enter the range of vendors whose invoice statuses you want to change 2 Enter the range of vendor priorities associated with the invoices whose status you want to change 3 Enter the due date of the invoices whose status you want to change Accounts Payable User s Manual 10 3 Change Open Invoice Status Pay Invoices 4 Select the current status of the invoices you want to change 5 Enter the new s
2. 2 Enter the field indicators to apply to the forms The field indicator number corresponds to the amount boxes on the 1099 MISC form 3 Select the type of 1099 forms or media you want to produce You can produce standard forms laser forms magnetic media or a worksheet 4 Select the year that contains the 1099 information you want to use If you chose to produce magnetic media use the Proceed OK command to complete this screen and the turn to Magnetic Media later in this section to continue 9 4 Accounts Payable User s Manual Periodic Processing 1099 Forms 5 Enter the company s federal and state tax IDs the default data is displayed from the D1099xxx table You can enter information here only if you elected to print the 1099 MISC forms The Output device File option and Magnetic Media option are different options They both send the information to a data file but the Magnetic Media option sends the information into a template of specifications defined by the government For example the columns are a different width from what they are in a standard OSAS report If you elected to print standard or laser forms put the forms in your printer If you elected to print the 1099 Worksheet use plain paper 1 Select the output device 2 To be sure that the 1099 forms are aligned select No or enter N in text mode to print a test pattern Repeat the test pattern as often as necessary Before you can align the form
3. Fem Are 3 Thu Iu 3 Wera Chane Fran Tm Pon Ec E Werke D E Wrak Hans Tara Land Pini Hei Det F Fig Perad iF Focal ea EE Caspar 10 Tarna TODO CAM Inquiry 1 Enter the range of vendors you want to include in the report Accounts Payable User s Manual 8 35 Vendor Purchase History Report History Reports 2 Enter the range of vendor classes you want to include in the report 3 Select the order in which you want to print the report 4 If you want the report to list item history check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 Press Enter to base the data in the report on the current period that is displayed from the APPDxxx table or enter a different period 6 Press Enter to base the data in the report on the current fiscal year that is displayed from the APPDxxx table or enter a different fiscal year After the report is produced the History Reports menu appears Percent of the Total 8 36 The value in the Tot column is the percentage of the value on the line to the next increment of measure The information on the vendor line is from the vendor record in the APHSxxx Summary History file for the specified period and year The vendor line s Tot value which is also stored in this file is calculated as the amount for the vendor divided by the total amount for the company The Tot value listed for items or jobs is the amount of the item divided b
4. Accounts Payable User s Manual 5 21 Miscellaneous Debits Journal Print the Miscellaneous Debits Journal to check for mistakes and omissions and to use as an audit trail of debits not directly related to purchases The journal is helpful when you want to reconstruct events for a particular period of time It complements the Purchases Journal together they provide an overall view of how your money was spent If you find incorrect transactions in the Miscellaneous Debits Journal use the Transactions function to edit or delete them Produce the Miscellaneous Debits Journal before you post transactions Miscellaneous Debits Journal Screen Select Miscellaneous Debits Journal from the Daily Work menu The function screen appears Korea Edi Modes Other Help gt m he mo e IA Vende Eee TT haa A Fora ia Pre 1 Pre Fal Das O burra Dicky Pier Hi Essch T rien Hustes 7 Werden iD CC BE Parad and Account E im JoblD sd Phas E ishib aipin T Ime Company TOO Teed T DER CRI Accounts Payable User s Manual 5 23 Miscellaneous Debits Journal Daily Work R 1 Enter the range of vendor IDs you want in the journal 2 Ifyou elected to use transaction batching in the Resource Manager Options and Interfaces function select the batches you want to include in the journal 3 Select the amount of detail you want in the journal line item detail or miscellaneous debit totals 4 Select the option by which t
5. 11 42 Command Bar Definitions Command Description Tab value Press Tab to return to the Values screen section Enter Tag Untag Press Enter to toggle a file as included or excluded from the copy process All Press A to tag all of the files None Press N to untag all of the files Begin Press B to being the change field function Header Press H to return to the header section to change the selection you made for printing the log Goto Press G to go to a particular entry Field ID Press F to choose a new field ID this will abandon any field changes you have entered but not yet made When you have tagged the files you want to change press B to begin the change process When the changes are complete the log will print if you elected to produce it Enter a new field ID to change or use the Exit F7 command to return to the File Maintenance menu Accounts Payable User s Manual jenueyy s es e qe eg sjunosoy 05 14 2000 10 04 PM File Name APCHH APHCH APHIH APHSH APINH APIXH APRHH APRLH APTDH APTHH APVCH INAIH INHIH INHIH INLDH INLHH INLHH INSHH INSHH INVIH JOHIH JOHIH POOHH POORH POPQH Records Read Records Converted 62 4 Original Total Record New Total Records Builders Supply Change Code Log soueusluley 9 14 25 0 5 5 10 4 20 189 6o7 spjai4 oDueu5 Improper field length for Record Test KNUM 0 Record ENTRY 326 204 43 16 1010 204 Improper field
6. 3 Select the output device After the report is produced the History Reports menu appears 8 8 Accounts Payable User s Manual jenueyy s es e qe eg siunoooy 6 8 12 24 2000 4 08 PM Purchases Discounts Taken Discounts Lost Current Period Bac Period Bac Periods Bac Periods Bac Periods Bac Periods Bac Periods Bac Periods Bac Periods Bac Periods Back 10 Periods Back 11 Periods Back 12 Periods End of Report Builders Supply Purchase Analysis Report For Period 12 2000 Current Year Quarter to Date 142050 62 735726 64 2845688 18 00 00 5837 92 00 14970 45 12 Month Trend Discounts Taken Amount SCurr 142050 291537 302138 152237 72413 1007 266522 93503 744631 593418 305775 67459 476020 Last Year Current Period Quarter to Date 476020 54 907971 50 3439231 76 5479 97 5479 97 25414 12 14 52 388 76 388 76 Discounts Lost wodoy sisAjeuy 9seydiund suodey 10 SIH poday sisfjeuy eseuoung Check History Report The Check History Report is a log of all the checks in the APCHxxx Checks file You cannot produce the report if you did not elect to keep check history in the Resource Manager Options and Interfaces function Check History Report Screen Select Check History Report from the History Reports menu The function screen appears orandi E Podes Other Help wmm hh m To OF Abanion Check Ho Fer ion Prat To taa
7. Change Fields File Maintenance The screen contains 3 sections The top or Header section which includes the Field ID and Print Log fields is where you select the code or ID to change and whether or not you want to produce the printed log The lower left or Values section is where you will build a list of the values you want to change by specifying the old value and the new value The lower right or Files section contains a list of the files that will be changed in the applications you have installed on your system Field Definitions Header Field Name Description Field ID Enter the Field ID you want to change You can change only Accounts Payable fields from the Accounts Payable menu To change IDs and codes from other applications run the Change Fields function in the respective application Print Log Select the Print Log field to print a list of the files that are changed After you enter the field ID and indicate your preference for printing the log use the Proceed OK command to begin entering field values to change Field Definitions Values 11 40 Field Name Description Original Value Enter the current field value that you want to change New Value Enter the new value that you want to use for this field Command Bar Definitions Command Description Tab tag Press Tab to switch to the Files section of the screen Enter Edit Press Enter to edit the current line Accounts Payable User s Manual
8. Detail history with invoice dates before the date you specify is removed from the APHIxxx file e Summary history before the period fiscal year you specify is removed from the APHSxxx file e Check history with check dates before the date you specify is removed from the APHCxxx file Recurring entries with cutoff dates before the date you specify is removed from the APRLxxx APRHxxx and APRDxxx files e Temporary vendors with zero balances are removed from the APVExxx file Accounts Payable User s Manual Introduction The Accounts Payable System Application Interaction Accounts Payable can be used as a standalone application but you get optimal use from it when you interface it with other applications Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So it reduces data entry time and the number of errors that might creep in along the way Accounts Payable User s Manual 1 19 Conventions Your manual will help you to install OSAS on any standard machine within many popular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help you use your OSAS applications Manual Conventions The Accounts Payable User s Manual is divided into the following sections e Introduction provides a
9. MINNEAPOLIS WATER DEPARTMENT THOMPSON HEATING amp Total for GL Account 100000 GRAND TOTAL GL Account 100000 100000 100000 100000 100000 100000 100000 100000 Check Type Released Released Released Released Released Released Released Released Check Amt 114060 212 61200 1060 530 1166 535 127457 suodey 10 SIH 110d9y 101SIH 19949 305739 poday JOISIH 49949 Detail History Report The Detail History Report which you can print in either detailed or summary format contains information from the APHIxxx Detail History file You can use it to review the purchases and returns you made and miscellaneous debits and material requisitions You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Detail History Report Screen Select Detail History Report from the History Reports menu The function screen appears I Wesdoi Dieta Hain Rapt Aa ES Leswmandi Et Modes ius Bele aan mn 74 Pick Waraka Fima 3 Lesen iD Fin Tw PEWNI El 1 bree o Fire i das D Thu Data Fro BL Account Tiru Gl Feind Pad By Pin poa Print Far E Vendo ID fr Dual ir Bam lini D bee o FP unas P Porches Und C ben it l Location ID P Job ib Print Addon Darphin FF P BL dci GL Peri C PO Moree Caspar HA TAAA Teal TODO AMA Inquiry 1 Enter the range of vendors you want to include in the report 2 Enter the
10. Output file already exists Do you want to start over To complete the function enter N and skip ahead to Editing the intermediate records later in this section To prepare magnetic media from scratch enter Y The number of records in the input file is displayed The Internal Revenue Service requires that the file be named IRSTAX this name is also displayed 1 Accept the number of records in the displayed output file or enter a different number Accounts Payable User s Manual 9 7 1099 Forms Periodic Processing 9 8 2 Press Enter if you want to put your output file in the displayed data directory or enter a different directory When you are finished entering output file information use the Proceed OK command to continue Header Information Create the header record by entering information on the magnetic media screens ep 104 Fases om Bapro il diy Aa E Lonmandi Eat Mode Des Help 22 ba HD 74 IE dann Pagmarl ema m Fargo Loa ser a Fejs EIM TIH Pepin dupes Fan Tis Dermal Cheats Compare H ELS Tamara Tone NRI 1 If you want to produce 1099 forms on magnetic media for the year that appears press Enter if not enter a different year 2 If your company is not a foreign corporation uncheck the box or enter N in text mode If your company is a foreign corporation check the box or enter Y in text mode Throughout the OSAS system and user s manuals the term foreign means not one of the
11. The period you selected has no summary history Output file already exists Do you want to start over Accounts Payable already has a work file used to create magnetic media To delete this file and continue select Yes or enter Y in text mode To work with the current file select No or enter N in text mode Over maximum of 999 sequences for this date and reference ID A particular date and reference ID can hold only 999 comments Payment date must be equal to or greater than the invoice date The prepayment date is earlier than the invoice date Enter a different date Payment of n is not allowed The amount of the calculated payment is too large for the field size Make sure that the values you entered in the Tax Freight and Misc fields are correct If they are not enter the correct values If they are you may want to split the payment into two or more payments Percentage cannot be negative You cannot enter a negative terms code percentage Phase 1D is not on file The phase ID is not set up for the job Enter a different phase ID the Inquiry F2 command is available Printer busy The printer you are trying to use is being used by another program Press Enter to continue with your entry and try again later Accounts Payable User s Manual A 11 System Messages References Purchase history is not implemented You cannot produce the Detail History Payments History or Vendor Activity Reports or use the Detail Histor
12. e press the Tab key to go to the OSAS menu e click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS select Exit from the pull down File menu to close OSAS 1 26 Accounts Payable User s Manual Introduction Start Main Menu OSAS Graphical You can exit from a menu in these ways press the left arrow key to go to the previous menu one menu up hold the mouse over a different menu choice press the Tab key to go to the OSAS menu click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS select Exit from the pull down File menu to close OSAS Accounts Payable User s Manual 1 27 OSAS Graphical Introduction Special Commands in Graphical Menus In either graphical menu you can right click on a menu selection to display the Special Commands menu which allows you to perform these special tasks From the standard menus e adda function or menu to the Favorites menu e change to the Favorites menu e change from live to sample data and vice versa display information about a function e perform special application setup From the Favorites menu e remove a function or menu e change to the Main menu e change from live to sample data and vice versa e display information about a function e perform special application setup Menu Keys 1 28 Keyboards have a set of function keys
13. s Manual for information about setting up tax groups Accounts Payable User s Manual 3 15 Setup Checklist and Functions Setup The system calculates sales tax based on tax classes and the tax group You assign tax classes for transactions and you assign tax groups to vendors If you usually send purchase and miscellaneous debit transactions for a vendor to a particular account enter the GL account number You can override the account when you enter accounts payable transactions If a vendor requires a 1099 form enter the vendor s taxpayer identification number and the payment type See the federal tax circular for information about the payment types Indicate whether the Internal Revenue Service notified your company twice in the past three years that the vendor s tax identification number is incorrect If it did the 2nd TIN Not box on the form will be checked when you prepare a 1099 form for the vendor Historical Information Whether you enter historical information depends on the method you use to enter initial balances See information about the Vendors function see page 11 3 before you enter the vendor records Vendor Comments You can enter comments about vendors on the Vendor Comments screen When you enter accounts payable transactions you can use the Information Shift F2 command to access a vendor s comments Comments are stored in the APVCxxx Vendor Comments file not in the APVExxx file For more i
14. 1 38 C Calculator tool button 1 31 1 36 Cash Flow Report function 7 5 Change Company function key 1 50 Change Fields function 11 39 sample log 11 43 screen 11 39 Change Menu Style function key 1 29 1 51 Change Open Invoice Status function 10 3 change to from Favorites tool button 1 32 1 34 change to from Favorites Menu Accounts Payable User s Manual function key 1 28 1 50 changing companies graphical menus 1 34 text menu 1 50 check history option to keep 3 11 Check History Report check history required 8 11 function 8 11 Check Register printing before posting 10 26 Checks aligning forms B 4 before printing 10 15 correcting prepared checks B 4 dropping from preparation 10 14 erasing prepared checks on file 10 10 file 1 9 leaving out prepared checks 10 9 log 10 18 manual B 4 posting 10 25 preparing 10 9 preparing for one invoice B 4 printing blank stubs 3 11 company name 3 11 laser forms 3 11 online 3 10 preprinted stubs 3 11 selecting to print 10 13 voiding 10 31 click defined 1 21 Codes setting up 3 3 sorting 3 3 Command Help 1 50 closing window 1 50 pull down menu command 1 40 Command help 1 52 closing window 1 52 commands graphical functions 1 35 graphical menus 1 28 in field editing 1 44 1 54 Accounts Payable User s Manual OK 1 23 Proceed 1 23 report 1 57 scroll region 1 58 comments entering 3 16 companies changing 1 34 1 50
15. 12 2 4 1999 9 1999 4 1999 1999 8 1999 2 1999 9 1999 5 1999 1999 7 2000 2000 2000 6 2000 4 2000 2000 2 2000 4 2000 9 2000 2000 2000 07 07 07 07 09 10 11 12 02 02 03 04 05 06 08 11 12 12 12 Tran Type Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Debit Memo TOTAL GRAND TOTALS Builders Supply Summary Invoice History Report Subtotal 103872 132445 252249 22541 40066 35305 1370 65910 18870 108253 19965 292203 18042 88865 40419 67365 107603 200073 15469 1451352 Sales Tax 7946 15134 1352 2404 2118 82 3954 1132 6495 1197 17532 1082 5331 2425 4041 6456 12004 Freight Miscellaneous 110104 140392 267383 23900 42470 37423 452 69865 20002 114748 163 309735 2 1538433 110d9y 101SIH 9210AUu 1euiung suodey JO1SIH uodey AoisiH 9e9I0Au Arewwng Vendor Activity Report The Vendor Activity Report shows what you bought who sold it to you and how often you bought it This information comes from the transactions that were posted to the APHIxxx Detail History file Produce an audit copy of this report before you delete records or purge history You cannot produce the report if you did not elect to keep detail history in the Resource Man
16. 30896 Electrical Packa 04000 1717 75 30896 Plumbing Package 04000 5445 18 30896 Interior Materia 04000 4218 05 30896 Exterior Panels 04000 4028 61 30901 Plumbing Package 04000 1815 06 57001 Electrical Packa 04400 1740 29 41067 Interior Materia 04400 5989 27 41067 ide by Window 04400 483 42 41067 Slide by Window 04400 1411 76 41067 Millwork Package 04400 1036 10 Tax loc cls 03 203800 928 18 Tax loc CA cls 03 806000 928 18 Tax loc cls 03 203800 104 42 Tax loc CA cls 03 806000 104 42 Tax loc cls 03 203800 535 25 Tax loc CA cls 03 806000 535 25 Tax loc cls 03 203800 108 90 Tax loc CA cls 03 806000 108 90 AP 200000 2233 21 Balance x 29266 13 Amount posted to history file 25774 32 End of Report 5 38 Accounts Payable User s Manual Material Requisitions Enter Material Requisitions Print Material Requisitions Material Requisitions Journal Backorder Allocation Report Post Material Requisitions Accounts Payable User s Manual 6 3 6 11 6 15 6 19 6 23 6 1 Enter Material Requisitions Use the Enter Material Requisitions function to remove from inventory items that are used internally or for jobs If you do not have enough items to fill a material requisition you can enter a backorder quantity The requisition stays on file until the entire requisition has been filled You can also use the Enter Material Requisitions function to return material requisitions or to change a requisition To find out wh
17. After you enter the code the description for the code appears You copy recurring entries by run code to the APTDxxx and APTHxxx files Use the same run code for entries that you copy on the same basis For example you could use 01 for entries you copy on the first day of each month 15 for entries you copy on the fifteenth day of each month and so forth Enter the run code the recurring entry belongs to Enter a tax group for the entry If the tax group you enter here is different from the one you previously entered the system updates the tax information in all the line items in the order Enter the amount that was originally due for the entry or press Enter to skip this field Accept the displayed balance or enter the amount you still owe for the entry Enter the date of the first invoice for the entry or press Enter to skip this field Enter the date after which you no longer want the entry to be copied to the APTDxxx and APTHxxx files or press Enter to skip this field Enter the total number of payments that are to be made for the entry or press Enter to skip this field If you entered the total number of payments the number of remaining payments is displayed if not zero is displayed Accept the displayed number or enter the remaining number of payments 1147 Recurring Entries File Maintenance Field Description If you did not enter the total number of payments enter the number of remaining paymen
18. PgDn 1 46 1 56 PgUp 1 45 1 56 Up Arrow 1 46 1 56 Ins inquiry command 1 46 1 56 scroll region command 1 41 1 58 Ins function key 1 44 1 54 Insert Line command function key 1 41 1 58 pull down menu command 1 41 Insert line item 1 41 1 58 Insert mode function key 1 44 1 54 Install Applications function 2 3 2 5 installing Accounts Payable 2 3 and Purchase Order 2 4 installment payments automatic B 5 posted invoice B 3 interfaces with Accounts Payable 1 19 Bank Reconciliation 3 8 General Ledger 3 7 Inventory 3 8 Job Cost 3 8 Inventory effects of posting material requisitions 6 24 interface with Accounts Payable 3 8 Inventory Lookup commands 1 42 1 56 Inventory Lookup commands 1 42 alias lookup 1 42 customer vendor lookup 1 42 description lookup 1 42 detail lookup 1 42 lot lookup 1 42 serial lookup 1 42 Shift F3 1 42 Shift F4 1 42 Shift F5 1 42 Shift F6 1 42 Shift F7 1 42 IX 7 Shift F8 1 42 Inventory lookup commands alias lookup 1 56 customer vendor lookup 1 56 description lookup 1 57 detail lookup 1 57 lot lookup 1 57 serial lookup 1 57 Shift F3 1 56 Shift F4 1 56 Shift F5 1 57 Shift F6 1 57 Shift F7 1 57 Shift F8 1 57 inventory search commands 1 56 Shift F6 1 57 Invoices aging buckets 7 8 changing status 10 3 10 5 10 6 cleared from APINxxx file B 3 effect of voiding checks 10 31 excluding from check preparation 10 14 function 4 9 hold r
19. Phora Hobs ETE an Et Comparg h CEL Teen TODE CEU Accounts Payable User s Manual 9 9 1099 Forms Periodic Processing 1 If you are transmitting the magnetic media to the IRS for your own company accept the company address information or enter a different name and address for your company If another company is transmitting your information for you enter the Transmitter s name taxpayer identification number TIN and IRS assigned control code in the appropriate fields 2 Enter the name a phone number of the person whom the IRS can contact in the event that questions or problems arise in processing your 1099 information When you are finished use the Proceed OK command to save the information you entered and continue to the next screen Output 1099 Forms to Magnetic Media When you save the header information this screen appears Duet 1149 Pais to Bayete Medea Pilg E3 Direadh Est Medes Othe Help Seo gam mp 7 DE Arka 1 Ecl Inder File 7 Daran TI do Hageri helis T Corgarg A AMLO Tara TODE CRI Select the action you want to perform and use the Proceed OK command to continue For instructions on creating the output skip to Output to Magnetic Media below 9 10 Accounts Payable User s Manual Periodic Processing 1099 Forms Editing the Intermediate Records When you elect to edit the 1099 forms file a temporary intermediate file with one record for each vendor is created The file s informat
20. Select Payables dropping from check preparation 10 14 11 21 function 10 13 screen 10 13 Serial Inventory Lookup function key 1 57 pull down menu command 1 42 Serial Item file 1 8 Set up application 1 34 setting up Accounts Payable 3 3 access codes 3 19 backup schedule 3 20 checklist 3 7 codes and IDs 3 3 information to gather 3 3 initial balances 3 18 options and interfaces 3 7 recurring entries 3 17 tables 3 12 Shift F1 function key 1 40 1 52 Shift F10 function key 1 38 1 44 1 55 Shift F2 function key 1 52 graphical menus 1 29 text menu 1 51 Shift F3 function key 1 56 Shift F4 function key 1 56 Shift F5 function key 1 57 graphical menus 1 29 text menu 1 51 Shift F6 function key 1 42 1 57 text menu 1 29 1 51 Shift F7 function key 1 42 1 57 text menu 1 29 1 51 Shift F8 function key 1 42 1 57 IX 13 Shift F9 function key 1 38 1 44 1 55 sorting alphabetical 3 4 codes and IDs 3 3 Start Over function key 1 37 1 53 pull down menu command 1 37 tool button 1 36 Start Over function key 1 51 Start style menu exiting from 1 27 features of 1 25 keyboard commands 1 28 right click menu 1 28 sample screen 1 27 Summary History deleting 9 21 file 1 9 1 10 function 4 15 Item Inquiry screen 4 17 screen 4 15 specifying whether to keep 3 11 Summary Invoice History Report detail history required 8 27 function 8 27 when to produce 8 27 T Tab report command 1 57
21. The AP Analysis Report provides an analysis of your company s payables The report has three parts Each part compares the payables of a period you specify with those of a previous period the previous three periods and the same period of the previous year The first section of the report shows the total purchases and the outstanding payables The second section shows the total payments the amounts that were prepaid and paid on account and the amounts that were eligible and ineligible for a discount The third section shows the total discount amounts that were available taken and lost The system reads backwards through the APHSxxx Summary History file to find data for the previous periods If you did not do period end maintenance for a period the data will be inaccurate for that period You cannot produce the report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the APPDxxx table Accounts Payable User s Manual 8 3 AP Analysis Report History Reports AP Analysis Report Screen Select AP Analysis Report from the History Reports menu The function screen appears i AF nas Rep RE E Dehi ES Modes Der Hele o gt tf he me 74 LES baee Rega Pesod 1 2 Fecal Vea xn Canparg H 10AN Teal TODD CAM 1 Accept the current period that is displayed from the APPDxxx table or enter a d
22. You can use the Purge Selected files function see page 9 21 to purge entries from the APRHxxx and APRLxxx files by cutoff dates Entries with a cutoff date before the date you specify are purged from the APRHxxx and APRLxxx files For more information about establishing recurring entries see page 11 15 Accounts Payable User s Manual 3 17 Setup Checklist and Functions Setup Initial Balances 3 18 After you have set up the vendor records build the APINxxx Open Invoice file to set up initial vendor balances If you are not setting up Accounts Payable at the beginning of the year and if you are keeping detail and summary history you must also enter purchasing history If you have Accounts Payable and Purchase Order use the setup instructions in the Purchase Order User s Manual to enter the initial balances You can use the summary method or the detail method to set up the initial vendor balances and open invoices Summary Method The summary method is quicker than the detail method but it does not provide complete purchasing history First enter a summary amount in each vendor record for the period quarter and year to date and last year purchases and payment history Then enter outstanding transactions The summary method consists of the following steps 1 Enter purchase and payment history information for each vendor in the Vendors function see page 11 3 2 Enter outstanding invoices in the Transactions function
23. and quarter to date amounts are reset to zero When you do year end maintenance the year to date amounts are transferred to the Last Year column and the period quarter and year to date amounts are reset to zero 11 10 Accounts Payable User s Manual File Maintenance Field Last Purchase Date Last Purchase Amount Last Purchase Number Last Payment Date Last Payment Amount Last Payment Number Purchases Period to Date Qtr to Date Year to Date Last Year Payments Period to Date Qtr to Date Year to Date Last Year Discounts Taken Period to Date Qtr to Date Year to Date Last Year Discounts Lost Period to Date Qtr to Date Year to Date Last Year 1099 Payments Year to Date Last Year Vendors Description Enter the last date you purchased items from the vendor This field is updated when you post transactions Enter the cost of the last purchase from the vendor This field is updated when you post transactions Enter the number of the last invoice you received from the vendor This field is updated when you post transactions Enter the date of the last payment you made to the vendor This field is updated when you post checks Enter the amount of the last payment you made to the vendor This field is updated when you post checks Enter the number of the last check you sent to the vendor This field is updated when you post checks Enter the amount you purchased from the vendor thi
24. company assigning access codes 3 20 tables for 3 12 company name printing on checks 3 11 company parameter 1 23 control code magnetic media 9 9 conventions report 1 59 user s manual 1 21 conversion from 4 5x to 6 1 2 6 from 5 0x to 5 21 2 6 setup considerations 2 5 tax information 2 5 converting to OSAS version 6 1 2 7 Copy function key 1 38 1 44 1 55 pull down menu command 1 38 tool button 1 36 Copy Recurring Entries before copying 5 17 12 13 copying batches 5 17 function 5 17 Ctrl F function key 1 53 Ctrl G function key 1 53 text menu 1 51 Ctrl J function key 1 37 Ctrl O function key 1 53 Ctrl V function key 1 53 Ctrl Z function key 1 38 1 44 cursor moving down or forward one field 1 37 1 53 moving up or back one field 1 37 1 53 selecting item 1 46 1 56 Cursor end function key 1 44 1 54 IX 3 Cursor home function key 1 44 1 54 Cursor left function key 1 44 1 54 Cursor right function key 1 44 1 54 Customer Vendor Inventory Lookup function key 1 42 1 56 pull down menu command 1 42 D D1099xxx table description 11 30 screen 11 30 Daily Sales Tax Report function 5 27 sample 5 28 Daily Work menu structure 1 6 data dictionaries 2 3 Data File Conversion function 2 5 2 7 Data File Creation function 2 3 data files backing up 3 21 debit memos viewing history 4 11 Defaults tables description 11 34 Del function key 1 44 1 54 Delete function
25. eg siunoooy 04 15 2000 10 28 PM Invoices Due 10 10 2000 Vendors ACE001 Thru BOR001 Discounts Due 10 10 2000 Post to GL Period 10 Prepaid Checks 155509 31 Checks to Print TOTALS 155509 31 End of Report Discount Builders Supply Prepare Checks 155509 31 155509 31 507 sX29u2 e1jedaug syoouy aJedald SooI0AU ed Select Payables Use the Select Payables function to see the checks that have been prepared for a vendor and to specify which checks you do not want to print Select Payables Screen Choose Select Payables from the Pay Invoices menu The function screen appears ormandi ee Re ee jnlenna cn ide a na Ba rue o iare Last Pagi Viersen Kt 7 O ACE PLIPMHI HIS SUPPLY Dhaka 33 27 2000 Frer Arari 2415 20 IEA EA GGILDEETIEZAIEXIPZZIIIITEZAIZOCPZATEXOGTIEAXGE Hal Prasad 11406014 ae Sr at Dep at Sunway tete do Fem Lum et Bw aos Compara DZ Tema E 00 Cr Inquiry Vendor ID Enter the ID of the vendor whose invoices you want to see or press Enter to view information about the first vendor with prepared invoices The invoice information for the vendor appears Accounts Payable User s Manual 10 13 Select Payables Pay Invoices Command Bar Use one of these commands to perform the associated action e To change whether or not an invoice is to be dropped from the check preparation process move the prompt to the invoice nu
26. for each comment depend on the reference ID and end date you enter The comments are arranged by date the most recent date first then by reference ID and then by sequence number 11 12 Accounts Payable User s Manual File Maintenance Vendors Command Bar Select a command for the task you want to perform To work with comments associated with a different reference ID press N Then enter the reference ID and end date To display the first comment for the reference ID and end date you entered press H To add a comment press A To edit a comment press E In either case a comment entry window appears Field Description Date If you have not added or edited any other comments the system date is displayed otherwise the date of the last comment you worked with is displayed Accept the displayed date or enter a different date Ref Enter the reference ID of the comment you want to add or edit To edit a comment enter its sequence number The text appears If you want to delete the comment use the Delete F3 command Subsequent comments for the vendor that have the same date and reference ID as the one you deleted are resequenced To insert a comment enter the sequence number of the position you want it to appear in The comments after the inserted comment are resequenced Comment Enter or edit the comment and press Enter to save the comment record Accounts Payable User s Manual 11 13 Vendors File M
27. labeled with the letter F and a number which can be used to perform certain functions within OSAS In OSAS menus these commands are assigned to the function keys Key Command F1 Key Help F2 Favorites Menu F4 Access Code F5 Live Sample swap F6 Workstation Date Operation Displays the tool buttons and functions keys you can use Displays or returns from the Favorites menu Displays the Access Code dialog box Switches between live and sample data Displays the current workstation date and allows you to change it Accounts Payable User s Manual Key Command F7 Exit F9 Application Setup F10 Add Remove Favorites Shift F2 Application Info Shift F5 Change menu style Shift F6 Toggle GUI screens Shift F7 Toggle GUI scaling Pull Down Menus OSAS Graphical Operation Exits from OSAS Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Adds functions to and deletes functions from your Favorites menu Displays information about the applications you have installed Switch between text and graphical menu styles without going into Defaults Toggles between graphical screens and text based screens for the functions you use Toggles screen scaling on and off When scaling is off the default sett
28. press H To view the invoices for the vendor press I To return to the Vendor Inquiry screen press G To view any vendor comments press C Looking at Comments for a Vendor To look at the comments about the vendor you selected press C The Vendor Comment Inquiry window appears Lowmaned becker bes god rma jj Pruva mn 76 eT Venados FE ACE PLUBBIME SUPPLY COMPANY Fiir Ered Due Daia F Corman aie i ME CALLED PE OUZ Sn a HA Le bele E 3 Compaerg TO Teal TODO CREARI Enter the reference ID for the comments you want to look at or press Enter to look at the comments for all reference IDs Enter the date of the most recent comment you want to look at or press Enter to look at all comment dates Accounts Payable User s Manual 4 7 Vendors and Invoices Information Inquiry References can indicate a hierarchy For example your company might assign reference number 0 to comments on invoices considered crucial Those comments would appear first in comments windows Sequence numbers are automatically incremented according to order of entry within the same date For example if you entered three invoices on 12 15 they would carry sequence numbers 001 002 and 003 in the order you entered them The date reference sequence number and text that appear depend on the reference ID and end date you entered if any The comments are arranged by date the most recent date first then by reference ID
29. scroll region command 1 41 Tab function key 1 53 text menu 1 51 Tables all companies 3 12 3 13 APGLxxx 11 27 APPLxxx 11 28 companies that use the same defaults 3 13 company specific 3 13 D1099xxx 11 30 deleting or rearranging information 3 12 DFxxxx 11 34 DISCxxx 11 29 DMxxxx 11 34 F1099 11 31 IX 14 FORMxxx 11 32 function 11 25 individual companies 3 12 MRGLxxx 11 33 prefix and suffix information 3 13 QCxxxx 11 37 QDxxxx 11 35 QExxxx 11 36 QHxxxx 11 35 QMxxxx 11 37 QPxxxx 11 36 QXxxxx 11 37 QZxxxx 11 37 screen 11 26 setting up 3 12 system selection 3 14 terminal ID 3 14 use of 11 25 Tables List function 12 17 sample 12 18 Tax Audit Report detail history required 8 23 function 8 23 when to produce 8 23 tax classes use of 3 16 tax groups setting up 3 15 use of 3 15 tax identification number incorrect 3 16 Tax Location Detail file 1 8 Tax Location Header file 1 8 tax refunds 5 35 temporary vendors 5 5 definition B 1 terminal ID tables 3 14 parameter 1 23 Terms Codes definition 3 15 11 7 11 17 file 1 8 function 11 21 screen 11 21 Accounts Payable User s Manual types 11 22 Text menu keyboard commands 1 50 text mode defined 1 4 toggle between halves of reports 1 57 Toggle GUI Functions function key 1 29 1 51 Toggle GUI Scaling function key 1 29 1 51 tool bar graphical functions 1 36 graphical menus 1 33 tool button Access Code
30. the period is included in the quarter to date total but is not listed separately Accounts Payable User s Manual 7 11 Vendor Analysis Report Management Reports 7 12 4 If you want the report to include history for the past year to date check the box or enter Y if not uncheck the box or enter N If you include history for the past year but not for the past quarter or period that information is included in the year to date total but is not listed separately 5 If you want the report to include history for last year check the box or enter Y in text mode if not uncheck the box or enter N in text mode This data has no connection with data from the previous three selections 6 If you want the addresses of each vendor to appear with the vendor check the box or enter Y in text mode if not uncheck the box or enter N in text mode 7 Select the output device After the report is produced the Management Reports menu appears Accounts Payable User s Manual jenueyy S 1asn e qe eg sjunosoy rZ 04 14 2001 4 00 PM Vendor ID Phone 309 555 5321 309 555 5488 ATTOO1 800 458 8585 800 458 9393 Vendor Name Terms B Days ACE PLUMBING SUPPLY COMPA 6769 GOLDEN GATE DRIVE SAN FRANCISCO CA 35454 5548 ATLANTIS TELEPHONE CO 49838 65 ST N SUITE 498 MINNEAPOLIS MN 49848 3939 End of Report Builders Supply Vendor Analysis Report Balance Due Prepaid 412018 87 00 412442 8
31. use the Void Checks function to void them Accounts Payable User s Manual 1 13 The Accounts Payable System Introduction Producing Reports The APVExxx file provides information for several reports e The Vendor Analysis Report shows the balances and cumulative purchases for vendors and summarizes the purchasing activity with your vendors e The Vendor Detail List shows general information about your vendors e The vendor labels can be used as mailing labels or as a quick reference of the vendors that are on file e The 1099 Forms summarize your year to date payments to vendors You can print forms or save the data on magnetic media The APINxxx APIXxxx and APVExxx files provide information for several reports e The Open Invoice Report shows the invoices that remain unpaid and miscellaneous debits from the APINxxx and APIXxxx files e The Cash Flow Report shows the amount of cash you can expect to pay out within three user defined periods from the APINxxx and APVExxx files e The Aged Trial Balance shows the open invoice balances broken down into five aging periods current 30 60 90 and 120 days The APVCxxx file provides the information for the Vendor Comments List The APRLxxx APRHxxx and APRDxxx files provide information for two reports e The Copy Recurring Entries Report shows the total recurring entries that were transferred to the APTDxxx and APTHxxx files If problems occur during the process an erro
32. 0 0 n 30 Reg 0 0 DAYS NET 30 Tax Group CA Amount Due 17080 84 Amount Prepaid Date Amount Number Last Purchase 11 17 2001 17080 84 00001208 Last Payment 10 27 2001 124661 72 0012488 Period to Date Qtr to Date Year to Date Last Year Purchases 00 17080 84 161903 87 109402 29 Payments 00 124661 72 144823 03 109402 29 Discounts Taken 00 00 00 00 Discounts Lost 00 00 00 00 1099 Payments 00 00 End of Report 12 8 Accounts Payable User s Manual Vendor Comments List Produce the Vendor Comments List to list the comments that are on file for a vendor You can use the list as a reference when you enter accounts payable transactions Vendor Comments List Screen Select Vendor Comments List from the Master File Lists menu The function screen appears Weekes Comments List Ail El Cwmh Edt Podes te Hele SS tf gum omo 7 DE Areka Pk vedro m ir Thau rene 3 Cota Fee GO Thu E 2000 Fialmarca From Thou Fini By e Mercer TD ari Dhaba Sardarji arai karen IE Cosparg 12 Teil IDEE CA Inquiry 1 Enter the range of vendors whose comments you want to include in the list 2 Enter the range of dates associated with the comments you want to include in the list 3 Enter the range of reference IDs associated with the comments you want to include in the list Accounts Payable User s Manual 12 9 Vendor Comments List Master File Lists 4 Select the order in which you want to produce the list
33. 5 Select the output device After the list is produced the Master File Lists menu appears 12 10 Accounts Payable User s Manual Master File Lists Vendor Comments List Vendor Comments List 04 14 2001 Builders Supply 4 55 PM Vendor Comments List By Vendor ID and Date Vendor Description Ref Comment ACE001 ACE PLUMBING SUPPLY COMPANY 12 18 2000 0 CALLED SARA WE ARE SENDING THE CHECK TODAY 12 14 2000 0 VENDOR DEMANDS PAYMENT NOW 11 30 1999 0 LISA CALLED ABOUT PAST DUE BALANCE 05 12 1999 1 JANE CALLED REQUESTING PAYMENT End of Report Accounts Payable User s Manual 12 11 Recurring Entries List Before you copy recurring entries to the APTDxxx and APTHxxx Transaction files produce the Recurring Entries List to check for mistakes and omissions If you find incorrect transactions in the Recurring Entries List use the Edit Recurring Entries option in the Recurring Entries function see page 11 15 to correct them Recurring Entries List Screen Select Recurring Entries List from the Master File Lists menu The function screen appears Revi Edis Ll FE Dorward Ei Modes Die Help AZE bh HD 7 OF samen Pick Pspain Hiraka Fims Werl Fret Fun Core Fran Tuk ide Fiora Caspar H 1200 Tamara TODD CAM Inquiry 1 Enter the range of recurring entry numbers you want to include in the list Inquiry 2 Enter the range of vendors whose information you want to include in the list Accounts Pay
34. 50 states Similarly the term federal refers to the United States federal government Accounts Payable User s Manual Periodic Processing 1099 Forms 3 Press Enter to accept your company s employer identification number or enter a different number Do not enter hyphens letters all 9s or all Os 4 Select the type of medium you are sending to the IRS Enter 1 to prepare your first filing for the tax year enter 2 to prepare a test run to the IRS for approval or enter 3 to prepare a corrected filing for the tax year 5 Accept your company s name and address or enter different information If you do not change the transmitter company name the address fields are skipped the cursor goes to the Control Code field 6 Enter the control code and payer name control assigned by the Internal Revenue Service The information is assigned to you by the IRS 7 Enter the transfer agent s name and address If you are not using a transfer agent press Enter to skip this field If you do not enter a transfer agent s name the address fields are skipped When you are finished entering the information on this screen use the Proceed OK command to continue to the second header screen Command Ed Modes er He 20 10 mo 74 ME inam Tis ires Inkanustice Trete y Nase Comares Plane Buses Supp rrea ke dre MDF aber Fark Dn engan Site Ze MH Fear Tussi TIR ea Fri Donin Cade Put LOHTACT iHFDRLATIOH Contact Marea fra Coron
35. Accounts Accept each displayed general ledger account number or enter a different account number If you use the inquiry command to access a list of codes the description appears If Accounts Payable is interfaced with General Ledger this field s mask is determined in General Ledger otherwise the account field is 12 characters in length When you save the information the cursor returns to the top of a blank Distribution Codes screen Enter another code or exit to the File Maintenance menu 11 24 Accounts Payable User s Manual Tables Use the Tables function to set up and maintain the Accounts Payable tables Tables store information about the system data options and default settings for other applications The following tables are related to Accounts Payable APGLxxx APPDxxx DFxxxx DMxxxx DISCxxx D1099xxx F1099 FORMxxx MRGLxxx e QCxxxx QDxxxx QExxxx QHxxxx QMxxxx QPxxxx QXxxxx OZxxxx For information about each of these tables see their descriptions in this section The OPTxxx Options table stores options and interfaces settings Maintain the information stored in this table through Resource Manager Options and Interfaces function not through the table itself Accounts Payable User s Manual 11 25 Tables File Maintenance Tables Screen Select Tables from the File Maintenance menu A blank tables screen appears Lowawh pt Modes hec Heb Com
36. Class PROD Distribution 01 Vendor Priority 0 1208 11 17 2000 17080 84 17080 84 CLE001 CLEVELAND INTERIORS INC 800 846 0333 Class PROD Distribution 01 Vendor Priority 0 3711 10 05 2000 61200 00 61200 00 3711 10 05 2000 111413 26 111413 26 3855 H 12 11 2000 27295 48 27295 48 VENDOR CLE001 TOTAL 199908 74 27295 48 A 172613 26 614958 64 239585 46 131353 02 172613 26 00 71406 90 End of Report suodey juswebeuelyy aouRjeg Jen poby Vendor Analysis Report The Vendor Analysis Report shows the balances and cumulative purchases for the vendors you specify and it summarizes the purchasing activity for those vendors Vendor Analysis Report Screen Select Vendor Analysis Report from the Management Reports menu This screen appears b Het didas Forget x m Jmm BD 7e D Husos Pick DF m VR Tras rum Salsct Poca ic aia Heka Cheater ie Did icu Your ka hate Hin t Lasi ew Hin 20711 Y Pri da Compara IIA Termal TODO CFR Inquiry 1 Enter the range of vendors you want to include in the report 2 If you want the report to include history for the past period to date check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 If you want the report to include history for the past quarter to date check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you include history for the past quarter but not for the past period
37. Digo Diroriplon aroe Fig mo An E lapices Pg 1 6001 1 251118 ner j YETH Fg 2m Mi PETAEN EPA Be umm ln 4 lis El A lf l D E ld E 1 D 1 l ee Erde m ii Ear Company I4 DES Tamna FUOD cna Command Bar Enter one of these commands to perform the associated action To go directly to a particular term code press G Then enter the line number This command appears only if there is more than one screen of line items e To edit a line item move the prompt to the line and press Enter To append a line item to the transaction press A Accounts Payable User s Manual 11 21 Terms Codes File Maintenance Append Edit Screen When you choose to edit or append a terms code this screen appears Erandio Ect podes bs Heb 0 te gnum 74 0 rw Tag Coda Ta Pansa Decrari Des Het Dae Dun a Er u er Field Inquiry Terms Code Type Percent Discount Days Net Due Days Description Description Enter the code you want to add or change If you are adding a terms code use a descriptive code to make entry easy and efficient Enter P for prox terms or R for regular terms Prox terms are calculated as days from the beginning of the next month Regular terms are calculated as days from the discount date Enter the percent used to calculate the discount amount of the payment when a discount is taken Enter the number of days that a discount is valid Enter t
38. Enter key or the click of a mouse button Favorites Menu Graphical Style AR Canis Riecepis PL Ld Cah lecepiz GL Accent IM Price andre IM Ken Locsiiora For a sample of the Start style favorites menu see page 1 35 For a sample of the text favorites menu see page 1 49 1 24 Accounts Payable User s Manual OSAS Graphical In a Windows environment you can choose from two types of graphical style menus The standard Graphical menu features application selections that resemble many Windows functions The Start style menu is named because of its functional resemblance to the Start menu in Windows 95 98 NT and 2000 Both graphical menus provide pull down menus convenient tool buttons and easy access to your installed applications and their functions using either the mouse or keyboard The two graphical menus provide you with a visual choice in your interaction with OSAS and your data When you select an application in either graphical OSAS menu the application s main menu presenting several related functions is displayed beside the OSAS menu Selecting a function leads you to either a function screen or another menu Several commands are available within the menu to perform various tasks such as changing the system date entering access codes switching between sample data and live data and so on You can perform these menu commands in these ways if a button or pull down menu selection is muted or gray it is not ava
39. Header Screen After you make your selection from the Material Requisitions menu the header screen appears Corman di odes Qe joain bel CX bA Bol g DUE baren Tarman Fin Dee ILE Vra aora T iani BINA APOR WAA FHF Aena do iii tho Inm SF pa Prieta Be Et TL 5 Rear EE damapeddon m Acaban 10 28 nud vein ri sl Pesce m 6 4 Accounts Payable User s Manual Material Requisitions Enter Material Requisitions Field Inquiry Transaction No Date Location ID Requisition No Requested By Date Needed Notes Accounts Payable User s Manual Description When you enter or return material requisitions the system assigns a unique number to each transaction You cannot give two material requisitions the same number entering an existing number indicates that you want to change a requisition To change a material requisition enter the number of the material requisition To delete the entire material requisition use the Delete F3 command If you are using the first requisition in a group the system date is displayed otherwise the date you assigned to the last requisition is displayed Accept the displayed date or enter a different requisition date If you entered a default location ID when you set up the company the ID is displayed To change the location ID use the up arrow key to move the cursor to this field Then enter the ID of the location you are removing the items from Th
40. Inquiry Vendor ID Accounts Payable User s Manual Description If you elected to use transaction batching in Options and Interfaces enter a batch ID or select an ID from the inquiry window If you elected the option for system generated batch numbers a new batch ID can be automatically generated when you use the Maintenance F6 command The system assigns a unique number to each transaction To change transactions or return goods enter the number of the transaction To delete the entire transaction use the Delete F3 command If you entered a default location ID when you set up the company the ID is displayed If you change the ID of the location you are purchasing the items for the description of the location appears for verification If you did not enter a default location ID enter the ID of the location you are purchasing the items for or press Enter to skip this field Enter the ID of the vendor you are purchasing goods from or returning goods to If you use the Maintenance F6 command the Vendors function is temporarily called up You cannot use the Maintenance command to delete vendor records After you enter the ID the vendor s name and address appear To enter a vendor you plan to use only once enter TEMP and then the vendor s name address and a distribution code The system assigns each temporary vendor an ID that consists of a sign and a five digit number This ID is printed in the
41. TER C Dada Duis Fox man E Wach A 12017230 Bath erii 1I Fai LEM The Tei Compa TDS Teal TODE CA 1 Enter the range of checks you want to include in the report 2 Enter the range of dates associated with the check numbers you want to include in the report Accounts Payable User s Manual 8 11 Check History Report History Reports 3 Enter the range of vendors associated with the checks you want to include in the report 4 Enter the range of general ledger accounts associated with the checks you want to include in the report The Inquiry command is available if Accounts Payable is interfaced with General Ledger 5 Select the order in which you want to print the report 6 Select the type of checks to include in the report You can include only checks only void checks or both checks and void checks 7 Select the output device After the report is produced the History Reports menu appears 8 12 Accounts Payable User s Manual jenueyy S 1asn e qe eg sjunosoy e1 8 04 14 2001 4 16 PM Check No Void 0001001 0001002 0001003 0001004 0001005 0001006 0001007 0001008 Gap in sequence Vendor ACE001 ATT001 CLEOO1 EDD001 HENOO1 JOH001 MINOO1 THOOO1 Builders Supply Check History Report Printed by GL Account Pay to Name ACE PLUMBING SUPPLY COMPANY ATLANTIS TELEPHONE CO CLEVELAND INTERIORS INC EDDY APPLIANCE CO HENNEPIN MUNICIPAL UTILITIES JOHNSON DOOR COMPANY INC
42. Tables Field Description Description The descriptions Federal TIN and State TIN are displayed Accept each description or change it Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the item on the first line as the company s federal tax identification number and the item on the second line as the company s state tax identification number Tax ID Enter the company s federal tax ID on the first line and the company s state tax ID on the second line The tax IDs you enter are used as default IDs when you prepare 1099 forms F1099 Table The F1099 table stores the minimum amounts for preparing 1099 forms When you enter the table ID the rest of the F1099 table appears Lorwwawh p Modes he Hep SE ba mmo T DE abesse Tabinil A f 3 Lacaraen 1053 For ruraramz tatin Humber ol Cola Calar Lang T 4 Lorpang H BE amna Fon CR Accounts Payable User s Manual 11 31 Tables File Maintenance Field Description Box The descriptions of the payment boxes on the 1099 MISC form are displayed Accept each displayed description or change the descriptions The system looks for these items by their position in the table it treats the item on line one as rent the item on line two as royalties and so on Limit Enter the 1099 limit for each type of payment See the appropriate year s instructions for 1099 MISC forms issued by the I
43. The Inquiry command is available if Accounts Payable is interfaced with General Ledger Enter the number of units of the item you are requesting Enter a valid unit of measure for this item If you are requesting an item that is not kept in inventory you can enter any unit of measure for the item for example you might enter DZ if you measure the item by the dozen Enter the number of units of the item you received If you are changing a requisition the number of units you entered is displayed and you cannot change it Enter the number of units that are backordered The requisition stays open until this quantity is zero If you are editing a requisition you cannot change this field You cannot enter a backorder quantity greater than the quantity still on demand the quantity requested minus the quantity filled Accept the displayed amount or enter a different amount If the line is for a noninventory item enter the extended cost of the line The total amount of the items is displayed at the bottom of the screen After you save the line item you can enter another line item or exit to the Material Requisitions screen Accounts Payable User s Manual Material Requisitions Enter Material Requisitions When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon Cancel command to cancel the purchase You can delete the entire purchase by using the Delete F3 comman
44. amp 0000000 0000000 0000000 0000000 0000000 0000000 0000000 0000000 Builders Supply Edit Register Prepaid Checks Invoice Invoice Due 12 21 2001 12 21 2001 TOTAL PREPAID Builders Supply Edit Register Invoice Check totals on invoices due 11 30 2001 with discounts due 12 15 2001 End of Report GRAND TOTAL 40232 30 115277 01 155509 31 114060 212 61200 1060 530 1166 53s 127457 305739 150230 Net Paid 1099 1e1siDeu 1p3 40232 30 115277 01 Je1siDou 1p3 155509 31 Page Net Paid 1099 114060 212 61200 1060 530 1166 53 127451 305739 150230 30 SooI0AU ed Print Checks After you prepare the checks you can print and record all the check numbers used for every record in the APCHxxx Checks file Print Checks Screen Select Print Checks from the Pay Invoices menu The function screen appears rpm FE ommend Eat Modes e Help SE hh mo 7 DE Asean Pick rences Des TINTEN Werde iD Fem Thu Jake Ducourit Dus 1213200 bare on Check 12012004 Poot to GL Pers 1E Use Check Sara m Fist Check Hiraka oH F Aaii Lan cc Cheech arae Caspar bi ESSEN Teal DES CEU The screen shows the dates vendors and general ledger period you selected when you prepared checks 1 The Check Saver feature prints a plain paper remittance advice to list invoices in excess of the number that fit on the check stub This
45. and Phases List for vendor IDs and contract numbers Bank Reconciliation When Accounts Payable is interfaced with Bank Reconciliation you must specify the ID of the bank account for the checks that are written When you post checks summary disbursement entries of the checks are created in the BRTRxxx Transactions file in Bank Reconciliation for the bank ID Inventory As you enter transactions inventory quantities and costs are updated online If you are keeping detail and summary history in Inventory Accounts Payable updates them as each action is completed Transaction Batching If you use transaction batching you can group like transactions to better control daily work and analyze reports Transactions can be batched into groups such as e Daily e Weekly e By person whether sales or entry e Location e Item 3 8 Accounts Payable User s Manual Setup Setup Checklist and Functions Options and Interfaces Screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears The name of the company you are working with is displayed Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter AP as the application ID The Accounts Payable Options screen appears eX RADO 74 DE mend er Value rey once ts Greer d ede t E OL how d chg 5 pps reseed bach rs arde Pol oreo
46. and read dated reminders within OSAS 1 39 OSAS Graphical Introduction Help Menu Commands Edi bodes ha Het Aya DE fx ue ME M Hale Fis Ordre Der enr Selection Key Operations About OSAS Displays the information about your OSAS installation Command Help Displays the OSAS Key Help screen Help F1 Get information about the field you are working on Online Doc Shift F1 Opens your PDF file viewer to display the documentation for your particular application Information Menu eiue Hei Cu ricus Cueto Corset Customer History Mara Irdarraor The Information menu appears on some function screens in certain applications The functions on the menu are determined by the applications installed 1 40 Accounts Payable User s Manual Introduction OSAS Graphical Scroll Commands Menu Sond Corrs Hep Fest Line Home Peru Page Fe Pera ra ps Plant Lire c Pikar Paga Pinar Le Line End iret dra Labia Fi Jum oT ee The Scroll commands menu appears only on screens with scroll regions displaying multiple lines of information Selection Key First Line Home Previous Page PgUp Previous Line Up Next Line Down Next Page PgDn Last Line End Insert Ins Delete F3 Jump Tab Accounts Payable User s Manual Operations Moves the cursor to the first data entry field Displays the previous page Moves the cursor up to the previous line Moves the cursor down t
47. aol 54 714 114060 1140 212077 2120 16397 163 1923 412018 4120 61200 1224 111413 2228 27295 199908 3998 629432 8118 1odeu mol use poday o 4 use suoday 1ueujeDeue v Aged Trial Balance The Aged Trial Balance shows the invoice balances broken down into five aging periods The detail report shows full detail for all invoices the summary report shows only the aging period totals If you do not do periodic maintenance before you enter activity for a new month the CURRENT columns in the report show activity for the current month and all the months you did not do periodic maintenance Aged Trial Balance Screen Select Aged Trial Balance from the Management Reports menu This screen appears Ceh Ede Menken he Help gt ha MD 74 Mareka ID Werska Claas Vessdoa Peris D einbauen Coda Ir Lada Eid Discs Frara Tiru 2 ZEIT E THN fz TE Include Pad eoad 11 01 208 A mad Curard Paci Dias 1 Pal Das F Padi Dies 2 Fari Deos d Apar T rrie Dale D eese Due Dala Pree 2 Vendo TO Mendes Mares E Waraka Cleri 7 Vemides Peai TD Daninbution Coda Zur Balance miar Pari Dua Werder Dri Ful Dei Prid recap Tole Canary H OLUA Tan DES CEU IE s jenen 7311711 Enter the range of vendors you want to include in the report 2 Enter the range of vendor classes you want to include in the report 3 Enter the range of vendor pa
48. back one menu level Move back to the Main menu Select a menu or function from a menu Move the cursor up or down through the menu selections If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again Text Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens Accounts Payable User s Manual 1 51 OSAS Text Introduction Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Operation Esc Command help View the list of commands for the screen you are on and the field you are in To close the window press any key F1 Help Get information about the field you are working on F2 Inquiry Make a selection from a range of entries for a field if the Inquiry flag appears at the bottom of the screen F3 Delete Delete the informati
49. back to the first field on the screen or to the first field after the key field without erasing the entries or changes you made Move the cursor to the previous field Move the cursor to the next field Move the cursor back to the first field on the screen Any entries or changes you made are erased Delete the information on the screen Since this command can delete an entire record use it with caution Move the cursor to the next block of data on the screen or to the next field that requires an entry Exit from a screen or a window and disregard everything you entered 1 37 OSAS Graphical Introduction 1 38 Edit Menu Corean pd Bader Dre Hee TE Com AFS TXO om 19 Linde Cia Selection Key Copy Shift F9 Paste Shift F10 Undo Ctrl Z Modes Menu Lomaand d Modes Gehan Het po webs EX u Marg Palos Operations Copy the contents of the current field Paste the value you copied from a previous field into the current field Restore the contents of the current field from before you made changes to it Check the options you want to use Selection Key Verify Exit Bell Quick Verify PgDown Operations If verification is turned on you must press a key twice to verify that you want to perform exit or abandon operations If the bell is turned on it sounds at an error or when you must verify a command If this option is turned off the cursor stops at every fiel
50. discounted 4 Select the types of invoices you want to include in the report 5 Select the output device After the report is produced the Management Reports menu appears Accounts Payable User s Manual 7 3 vL jenueyy sasn ejqe eg siunoooy 10 14 2000 3 35 PM Vendor Vendor ACE001 ACE PLUMBING SUPPLY COMPANY Vendor ACE001 Current Balance 412018 87 End of Report Builders Supply Open Invoice Report All Invoices Due as of 01 01 2000 Invoice St 1099 Invoice Due 30901 VENDOR TOTAL TOTAL GRAND TOTAL Date H N 12 21 2000 12 31 2000 Invoice Amt 1923 96 1923 96 1923 96 Discount Amt Net Amount 110dey seaioAu uedo woday eoioAu usado suoday juewebeuely Cash Flow Report The Cash Flow Report shows the amount of cash you can expect to pay out within any three periods you specify This information can help you project the cash position of your business and make sound payment decisions Cash Flow Report Screen Select Cash Flow Report from the Management Reports menu This screen appears Cervera Eck Her Sa Fee Bm unum T4 OK Abandm Fick Werder Fas Y Pend Bix Thus C Ainmire C Helen C Tepa Hl T Arein Erig Three Disia pince ing mds lo dong Part Duras eo Geo um E Compare H USO Tere PEN AA Inquiry 1 Enter the range of vendors you want to include in the report 2 Select the types of invoices you want to include in the report 3 Enter three d
51. encounter an inconsistency Open Systems Inc 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 952 403 5700 General Fax 952 496 2495 Support Telephone 800 582 5000 Support Fax 952 403 5870 Internet Address www osas com Contents Introduction Welcome to OSAS The Accounts Payable System Conventions OSAS Graphical OSAS Text Reports Installation and Conversion Installation Conversion Setup Setup Considerations Setup Checklist and Functions Information Inquiry Vendors and Invoices Invoices Detail History Summary History Daily Work Transactions Copy Recurring Entries Purchases Journal Miscellaneous Debits Journal Daily Sales Tax Report Change Batches Accounts Payable User s Manual 1 5 1 21 1 25 1 47 1 59 2 3 2 5 3 7 4 3 4 9 4 11 4 15 5 3 5 17 5 19 5 23 5 27 5 29 Batch Control 5 31 Post Transactions 5 33 Material Requisitions Enter Material Requisitions 6 3 Print Material Requisitions 6 11 Material Requisitions Journal 6 15 Backorder Allocation Report 6 19 Post Material Requisitions 6 23 Management Reports Open Invoice Report 7 3 Cash Flow Report 7 5 Aged Trial Balance 7 7 Vendor Analysis Report 7 11 Sales Tax Report 7 15 History Reports AP Analysis Report 8 3 Purchase Analysis Report 8 7 Check History Report 8 11 Detail History Report 8 15 Payment History Report 8 19 Tax Audit Report 8 23 Summary Inv
52. example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help e To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 Accounts Payable User s Manual Setup Setup Considerations e If you use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly e Use descriptive IDs For example WINOO1 and WINO02 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it e If you want to sort items by a particular attribute name or group put the attribute in the ID For example to organize vendors by name put the first characters of the name in the vendor ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For exa
53. files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Accounts Payable User s Manual 3 21 Information Inquiry Vendors and Invoices 4 3 Invoices 4 9 Detail History 4 11 Summary History 4 15 Accounts Payable User s Manual 4 1 Information Inquiry 4 2 Introduction Use the functions in this chapter to look at information about vendors invoices and history You cannot use the Information Inquiry functions to add or change information You can use these functions at any point in your work cycle Once transaction information has been posted you can use the Vendors and Invoices function to look at information about vendors and their invoices You can also use the Invoices function to look at information about invoices You can use the Summary History function and the Detail History function if you elected to keep detail history in the Resource Manager Options and Interfaces function Accounts Payable User s Manual Vendors and Invoices Use the Vendors and Invoices function to look at vendor records and open invoices To add to or change this information use the Vendors function see page 11 3 Vendors and Invoices Screen Select Vendors and Invoices from the Information Inquiry menu The inquiry screen appears rand Eia hae Ecol Coman Hale Sx wm mu 7
54. is printed the Material Requisitions menu appears A sample of the posting log appears below 6 26 Accounts Payable User s Manual jenueyy S 1asn e qe eg sjunoooy 12 9 01 20 2001 Builders Supply 10 46 AM Post Material Requisitions Amount posted to jobs file Amount posted to history file End of Report 607 Bunsog suonisinbay Jenden SUOIIISINDSY enan suolisinbey jevayeyy 1804 Management Reports Open Invoice Report 7 3 Cash Flow Report 7 5 Aged Trial Balance 7 7 Vendor Analysis Report 7 11 Sales Tax Report 7 15 Accounts Payable User s Manual 7 1 Open Invoice Report The Open Invoice Report shows the invoiced orders and miscellaneous debits for the due date you specify The invoiced transactions stay in the APINxxx Open Invoice and APIXxxx Open Invoice Information files until they are purged Open Invoice Report Screen Select Open Invoice Report from the Management Reports menu This screen appears Lewes Eck der a Bee Bx ue HT Te Ux banden Peh eedem Fem irr The Er 1 TER 3 Prb bees ba ELE aka Demirbas ET Par E Pidi brett F Haii lorca TO Tangoa Had iai ll ird ra T bret PO Pia brett Pb becca Compare H 107242720080 T nmn PCI TI Inquiry 1 Enter the range of vendors whose open invoices you want to include in the report 2 Enter the date before and through which you want to list invoices 3 Enter the date on and after which invoices are to be
55. key 1 37 1 52 history 9 21 pull down menu command 1 37 recurring entries 9 21 11 19 tool button 1 36 delete information on a screen 1 37 1 52 line item 1 41 1 58 Delete character function key 1 44 1 54 Delete Line command function key 1 41 1 58 pull down menu command 1 41 IX 4 Delete to End of Line function key 1 55 Depreciation Tables List list 11 43 Description Inventory Lookup function key 1 42 1 57 pull down menu command 1 42 deselect defined 1 22 Detail History deleting 9 21 file 1 10 function 4 11 screen 4 12 Detail History Report base unit 8 16 detail history required 8 15 function 8 15 Detail Inventory Lookup function key 1 42 detail method initial balances 3 19 DFxxxx table description 11 34 screen 11 35 discounts Open Invoice Report B 3 DISCxxx table description 11 29 screen 11 29 Distribution Codes definition 11 7 11 23 file 1 7 function 11 23 use of 3 15 DMxxxx table description 11 34 double click defined 1 21 Down Arrow inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 Down Arrow function key text menu 1 51 Down arrow function key 1 53 Accounts Payable User s Manual duplicate numbers 3 11 E edit line item 1 58 Edit Register function 10 15 sample 10 16 EIS defined 1 3 End inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 End function key 1 54 Enter inquiry comma
56. no one else is using the Recurring Entries function You cannot copy recurring entries until the other users exit from that function Accounts Payable User s Manual 5 17 Copy Recurring Entries Daily Work Copy Recurring Entries Screen Select Copy Recurring Entries from the Daily Work menu This screen appears A Copa Arama Fihi Ble Lora d do De Heb u bea BO Ta DE mueke Pia Coda Fea Im 5 Compe GL Peet TI Cuna Dawe EL SEE Fiaich Lr Kon aj Compare WERE Teal TORO A 1 Enter the run codes whose recurring entries you want to copy 2 Press Enter to copy the entries to the displayed period or enter a different period 3 When you entered recurring entries you might have entered cutoff dates for them Accept the system date as the cutoff date or enter a different date Entries that have cutoff dates before the date you enter here will not be copied to the APTDxxx and APTHxxx files Inquiry 4 Ifyou elected to use transaction batching in the Resource Manager Options and Interfaces function enter the Batch ID to which you want to copy the recurring transactions The report shows the total amount of recurring entries that were copied to the APTDxxx and APTHxxx files and a log of errors such as a recurring entry for a vendor whose record has been deleted from the APVExxx file is produced After the report is produced the Daily Work menu appears 5 18 Accounts Payable User s Manual Purchases
57. one of two explanatory messages Month out of range 1 to 12 or Day out of range 1 to nn If you entered an invalid date press Enter and enter a valid one You can enter dates in either format 010194 or 01011994 The information is not valid in the field where you entered it Check the data and enter it again Consult the user s manual or use the Help F1 command for information Invalid number of periods in APPDxxx table The valid number of periods you can enter in the APPDxxx table are 1 4 12 and 13 Invalid period conversion table The CNVTxxx table for the company is invalid A common reason is that you did not update the table with the corresponding data for the next period Use the Tables function see page 11 25 to make adjustments Accounts Payable User s Manual A 7 System Messages References Invalid year The fiscal year you entered is invalid Item is discontinued You cannot enter a transaction with a discontinued item Someone may have removed the item record Press Enter to remove the message Then make sure that you have the correct item Item not found in location The number of the item that you entered is not in the location shown in this message Job not found Job ID is not on file The job number you entered is not on file in the Job Cost system Check your records Then enter a job number that the Job Cost system recognizes or add the job number to Job Cost Lo
58. prevents the system from voiding checks when more than one check stub is required for vendors with 12 or more paid invoices To use the Check Saver feature check the box or enter Y in text mode To void checks for vendors with 12 or more paid invoices uncheck the box or enter N in text mode Accounts Payable User s Manual 10 17 Print Checks 10 18 Pay Invoices Press Enter to use the default check number from the FORMxxx table or enter a different check number to start the check run If you have a print problem you must restart the Print Checks function If you restart and you are using this function as a continuation of an earlier instruction enter the number of the last check that was printed correctly so that only the misprinted checks will be reprinted If you elected to print the checks the message Mount check forms now appears After you mount the forms press Enter An alignment form is printed To align the forms you must elect to prompt for mounting forms and printing alignment marks in the Resource Manager Form Codes function Check the alignment form If the X is not printed in the alignment box adjust the form Then select No or enter N in text mode to print the alignment character again Continue this procedure until the form is aligned then select Yes or enter Y in text mode If you waste some forms during the alignment procedure change the number in the If Restart Last Good Check Number field Then
59. range of invoice numbers you want to include in the report Accounts Payable User s Manual 8 15 Detail History Report History Reports 10 11 12 13 Enter the range of dates associated with the vendors invoices you want to include in the report Enter the range of item IDs associated with the vendors invoices you want to include in the report Enter the range of location IDs associated with the vendors invoices you want to include in the report Enter the range of job IDs associated with the vendors invoices you want to include in the report The Inquiry command is available if Accounts Payable is interfaced with Job Cost Enter the range of general ledger accounts associated with the vendor s invoices you want to include in the report The Inquiry command is available if Accounts Payable is interfaced with General Ledger Enter the range of general ledger periods whose history you want in the report Select the order in which you want to print the report Select the level of detail you want in the report Select the type of units you want printed in the report If Accounts Payable is interfaced with Inventory the base unit may be the smallest unit the item is priced by for example computer diskettes might be priced by the individual diskette even though they are packaged in boxes of 100 Specify whether you want to print additional descriptions This option is available only if you elected to us
60. regulations you must apply for approval to file on magnetic media if you exceed a certain number of 1099 forms issued per year check with your accountant or the IRS for the magnetic media filing requirements After you get approval send the 1099 information which the Accounts Payable system can produce for you on a diskette You can get a circular containing procedure guidelines from the Internal Revenue Service You can use the 1099 payments year to date or the 1099 payments last year amounts to prepare 1099 forms see 1099 Forms Screen below If you have already transferred the 1099 year to date amounts to last year during periodic maintenance use the last year amounts if not use the current year amounts Unless your state revenue department accepts the federal magnetic media format you cannot produce state magnetic media using this function Check with your state revenue department or you accountant for more information Accounts Payable User s Manual 9 3 1099 Forms Periodic Processing 1099 Forms Screen Select 1099 Forms from the Periodic Processing menu The function screen appears Deed ES Modes ws Help Se ba mo 7 DE Aaron Pek wendelD Fara El Thu 3 Fad ieksa Fearn Thru Em Pint Te C Handed Fara Loves Parra fS Mara Media O ee fe Curve Tee 11599 Pepe O Ledina ETE Papert Lompangbi D ECELCXEED Teal FIDES CR 1 Enter the range of vendors for whom you want to produce the forms
61. safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Accounts Payable system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions Accounts Payable User s Manual 3 19 Setup Checklist and Functions Setup A Code for Each Company Access codes are company specific When you set up an access code for a user the code is assigned the company you are in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 BO1 and CO1 so that a user can use the same code for each company What Should Be Protected Because of the sensitive nature of some of the information in the Accounts Payable data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect the Accounts Payable application itself each of the Accounts Payable menus and the individual functions After you have set up your access codes print a list of the codes and store it ina safe place Fo
62. see page 5 3 If you made payments against the invoices enter them in the Amt Paid field on the totals screens 3 Post the outstanding transactions you entered in step 2 This step builds the APINxxx file 4 Enter outstanding material requisitions in the Enter Material Requisitions function see page 6 3 5 Post the requisitions see page 6 23 Accounts Payable User s Manual Setup Setup Checklist and Functions Detail Method The detail method provides complete purchasing history but it is more time consuming than the summary method You must leave the amount fields in the vendor records blank and enter and post all transactions from the beginning of the year The detail method consists of the following steps l 6 Leave the history fields except last year s values in the vendor records blank Use the Transactions function to enter the invoices for the first general ledger period If you made payments against the invoices enter them in the Amt Paid field on the totals screens Post the transactions you entered in step 2 in the Post Transactions function see page 5 33 Enter material requisitions and returned requisitions for the first general ledger period in the Enter Material Requisitions function see page 6 3 Post the requisitions you entered in step 4 in the Post Material Requisitions function see page 6 23 Repeat steps 2 5 until you reach the current date Access Codes To
63. select Yes or enter Y in text mode at the Is the form aligned prompt After the checks are printed a check log which shows the number of checks that were printed and the gross amounts deductions and total amounts paid is displayed Verify the amounts then exit to the Pay Invoices menu If you used the check saver feature and you have checks with more than 11 invoice lines on a check stub you are prompted to print the Remittance Advice Log A sample check is on the next page Accounts Payable User s Manual Pay Invoices Print Checks Sample Check UF CARAT MAME HERE 2108 1 ama CEET VERI Bere HL TAR CEY ETWIP DW TS SAP a P Ts ie TA Veni CP can er DIODLDP 12 02 2001 era IDE Adi UNE MUMDHEO TWELVE THCUSAMD ONE MUFERED FIFTY TIVE AMD 40 1060 DOLLARA Ti imi mas ACE PLUMEIMG SUPPLY CONPANY ADCIRINTE HECKIVARLE LE GARLAND CA 3zlaz d012 PROD GP RICE LAA AA A Cdad HARE HEHE Vandor do Vendo Hume hack 0100 ACIO DL ADE PIZMBIHZ HBUPFPLY COMPARE 3000130 x i an 1164 7301 114980 13 114067 10 12313081 beads 19214 8 ikii 1904 7 1907 2001 Be x 11z1236 21 19 247 113 7a Accounts Payable User s Manual 10 19 Check Register Print the Check Register for an audit trail of the vendor checks your company issues The Check Register has two sections The first section lists the checks you used to prepay invoices since the last time you posted payments The
64. set up the APGLxxx DISCxxx D1099xxx and MRGLxxx tables for individual companies and or all companies that are in the system You can set up one table for all the companies that are alike and you can set up one table for each company that is different 3 12 Accounts Payable User s Manual Setup Setup Checklist and Functions For example you can set up table APGL for companies that post accounts payable transactions to the same general ledger accounts and you can set up table APGLAOI for company A01 APGLBOI for company B01 and so forth if those companies post accounts payable transactions to different general ledger accounts These tables are identified by a four or five character prefix and a three character suffix The prefix is the table name APGL for general ledger accounts for example The suffix is a company ID or a systemwide table If you delete a company specific table that company uses the generic table For example if you delete table APGLAO1 company A01 uses the APGL table You must set up the F1099 table for all companies in the system Because all companies share the table you cannot assign a suffix to it You must set up one APPDxxx table for each company in the system for each company you must assign a corresponding suffix to the APPDxxx table The FORMxxx table tracks the last check number and is created when you enter the online check or print checks Each Defaults table DFxxxx DMxxxx and each Quick Ent
65. skip this field The Inquiry command is available if Accounts Payable is interfaced with General Ledger The account you enter is displayed when you enter transactions Enter I for vendors that file as individuals B for those that file as businesses or N for those that do not receive a 1099 If the vendor does not receive a 1099 form the cursor skips the remaining fields on the screen If the vendor is an individual or business fill in the remaining fields Accounts Payable User s Manual File Maintenance Vendors Field 1099 Recipient ID 1099 Field Indic 1099 Foreign Addr 1099 2nd TIN Not Accounts Payable User s Manual Description If you change the 1099 Form Code field from I or B to N and the vendor has a value other than zero in the 1099 Payments Year to Date field or the 1099 Payments Last Year field on the History Information screen the following message appears Warning 1099 payments exist for this vendor If you do not want the vendor to receive a 1099 MISC form change the values in the 1099 Payments Year to Date and 1099 Payments Last Year fields to zero Enter the vendor s taxpayer identification number TIN The field indicators correspond to the box numbers on the 1099 MISC form in which the year to date payment amount is printed See the federal tax circular for information about these indicators Select a field indicator 1 rents 2 royalties 3 other income 4 federal
66. tax withholding 5 fishing boat proceeds 6 medical and health care payments 7 nonemployee compensation 8 payments in lieu of dividends or interest 9 direct sales A crop insurance proceeds C gross attorney s fees See the F1099 table see page 11 31 for information about box numbers box categories and associated limits If the vendor has a foreign address check the box or enter Y in text mode if not uncheck the box or enter N in text mode The word foreign means not one of the 50 states If the Internal Revenue Service notified your company twice in the past three years that the vendor s tax identification number is incorrect check the box or enter Y in text mode if not uncheck the box or enter N in text mode Vendors File Maintenance History Information If you elected to add or change vendor history this screen appears Commands Edi Heder Gha Hal SEO bA no 4 IN ADEDDI Fore ADE PRHBHIMI SUPPLY COMPRAN Das Hard Leet Furcht Eikii Laai Paganard 27 2008 quis Dna Dista faa be Dads Paii ua Bleed HF Pare Dn SEH 11 Deci Ton uf u Card Lag ie HJ 1s 1 pears mn The History Information screen stores purchase and payment history for each vendor When you use the Periodic Maintenance function one of these things can happen e When you do period end maintenance the period to date amounts are reset to Zero e When you do quarter end maintenance the period
67. the general ledger account and description quantity purchased and cost information appears on the View Line screen Press any key to return to the Material Requisitions screen To send an online instruction to produce the material requisition press O Select the output device After the requisition is produced you are returned to the Material Requisitions screen To go directly to a particular line item press G Then enter the line number This command appears only if there is more than one screen of line items To finish with the material requisition on the screen and move to a blank header screen to enter a new material requisition press N Then see Material Requisitions Header Screen earlier in this section Accounts Payable User s Manual Print Material Requisitions Use the Print Material Requisitions function to print material requisition forms or to print material requisitions on 82 by 11 inch paper Print Material Requisitions Screen Select Print Material Requisitions from the Material Requisitions menu The function screen appears j Pred Made ELITSE FE orandi Ede Modes Dia Help 20080 74 He Fick Trarmachon da Ros y L 3 Paquatan Hz Fein al Lompangbi ID LEE Trad TOD CEU Inquiry 1 Enter the transaction numbers you want to print on forms Inquiry 2 Enter the requisition numbers you want to print on forms Inquiry 3 Enter the location IDs you want to print on forms 4 Select the or
68. the header screen press H When you return to the header screen you do not lose your line item entries because you already saved them e Toenter or edit totals associated with the recurring entry press T A subtotal of the line items is displayed Enter the sales tax shipping charges and miscellaneous charges or press Enter to skip these fields The total amount of the invoice the subtotal plus the sales tax and freight and miscellaneous charges is displayed Use the Proceed OK command to save your entries e Tolookata line item without changing it move the prompt to the line item and press V More information about the line item such as the general ledger account and description quantity purchased and cost information appears on the View Line screen Press any key to return to the Recurring Entries screen e Togo toa particular line item press G Then enter the line number This command appears only if there is more than one screen of line items e To work with another recurring entry press N The Transaction Type menu appears Enter another recurring entry or exit to the File Maintenance menu Accounts Payable User s Manual Terms Codes Use the Terms Codes function to add or change codes for payment terms for transactions Terms Codes Screen Select Terms Codes from the File Maintenance menu This screen appears Lormardi Modes Die Loci o Hep Seon hea MD T f insane Tera Cada Tope Fean Dicas Daga Pel Cum
69. the key field without erasing the entries or changes you made gt U Shift F9 Copy the contents of the current field E Shift F10 Paste the contents you copied from a previous field into the current field E Displays the calculator screen El Displays the pop up calendar screen You can use the calendar to add and review reminders for any date ii F1 Displays information about the field you are in EJ Displays the on line documentation amp Verification Buttons _Abandon Click on the OK button to proceed to the next screen or to save your entries click on the Abandon button to abandon your entries i 1 36 Accounts Payable User s Manual Introduction OSAS Graphical Function Pull Down Menus Commands Menu Lawmmands Edi bodes har Pep iram 45 a Hanizrance FE Pape Padre Sl Polen Faid Lips ips Fallen Downs Ababa FE Dee F Jura Dido Lal Er Selection Key Inquiry F2 Maintenance F6 Proceed OK PgDn Start Over PgUp Field Up Up Field Down Down Abandon F5 Delete F3 Jump Ctrl J Exit F7 Accounts Payable User s Manual Ta Operations Use the Inquiry command to display a list of valid entries for the current field from which you can select a choice Go directly to the appropriate File Maintenance function to update information about the field you are in Proceed to the next screen or save your entries Move
70. to use automatic batch number generation you can create a new batch ID by using the Proceed OK command Lock Flag If a terminal ID is displayed in the Lock Flag field the batch is or was produced or posted on that terminal Do not change it unless you need to release a locked batch Description Enter a description of the transactions in this batch Accounts Payable User s Manual 5 31 Batch Control Daily Work Field Description Status Enter the status of the batch H if it is on hold or R if it has been released If you place the batch on hold you can print or post it but you cannot enter or edit transactions in it Report Status For each report listed toggle the report status The report status begins as Not Applicable When you enter purchases or miscellaneous debits the status automatically changes to Unprinted When you print the report the status automatically changes to Printed If you then add or change transactions the status automatically changes to Reprint Term User Name If you selected a batch that is in use the terminal ID and the user name of the person entering transactions are displayed A maximum of 20 terminal IDs can appear at one time After you save the information enter information about a different batch ID or exit to the Daily Work menu 5 32 Accounts Payable User s Manual Post Transactions When you post transactions the purchases and miscellaneous debit entries are moved f
71. version While the interface is different in the two versions the functions in both versions are the same in screen layout and in function The OSAS user s manuals show screens in the graphical format You should be able to apply the information shown in the graphical examples to the text version with ease For specifics on using the graphical version of OSAS turn to page 1 25 For specifics on using the text version turn to page 1 47 Accounts Payable User s Manual The Accounts Payable System Use the Accounts Payable system to record invoices you receive and payments you make to vendors It lends its tracking capabilities to other applications associated with tracking assets Inventory for example It represents a liability when you make a payment to vendors the transactions are expressed as losses to your source of revenue and gains to the assets you paid for For example if you purchase inventory items the transaction represents a loss to your capital and a gain to inventory Menu Structure The Accounts Payable menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use File Maintenance Use the functions on the File Maintenance menu to set up and maintain information about your vendors For example use the Vendors function to establish and update information about vendors you usually do business with Information Inquiry Use the Information Inquiry functions to
72. view not change information about vendors invoices and history If you are running OSAS through a multiuser network several people can look up the same information at the same time Entering Transactions After you establish the valid codes and IDs through the File Maintenance functions you can use the Daily Work functions and the Material Requisitions functions to enter transactions that involve acquiring goods Accounts Payable User s Manual 1 5 The Accounts Payable System Introduction Daily Work Use the Daily Work functions to do daily operations that involve an outside vendor entering transactions and recurring entries producing the Purchases and Miscellaneous Debits Journals and posting transactions You can choose to group certain transactions by batch to help streamline entry printing and posting tasks Material Requisitions Use the Material Requisitions functions to do daily operations that involve transferring goods from one part of the company to another entering and printing requisitions producing the Material Requisitions Journal and the Backorder Allocation Report and posting Reports Accounts Payable offers two categories of reports management reports and history reports The management reports show information primarily from the APINxxx Open Invoice file The history reports show information from the APHIxxx and APHS xxx Detail and Summary History files and the APHCxxx Check History file
73. you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns The conventions used in OSAS applications are presented below Running OSAS OSAS runs in an operating system supported by 150 megabytes of permanent storage and 4MB of RAM You may need additional space or memory depending on the size of your data files and the operating system you use Consult your reseller for more information Starting OSAS To start OSAS on a computer running Windows double click the OSAS shortcut on the desktop or in the appropriate folder To start OSAS on an operating system other than Windows enter osas at the operating system prompt The osas command can recognize three parameters t c and a 1 22 Accounts Payable User s Manual Introduction Conventions The terminal ID t is the identification code assigned to the terminal you are using to work with OSAS On multiuser systems each terminal usually has a default ID that was assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more com
74. your company uses in a year DISCxxx Table The DISCxxx table stores the fields you can include in or exclude from vendor discounts sales tax freight and miscellaneous charges When you enter the table ID the rest of the DISCxxx table appears Loeawh p Modes Des Heb aba Bd T DE ae I O E O ra h ziuran Langit EE ua Lorpang H CEL Mana f ODE CR Accounts Payable User s Manual 11 29 Tables File Maintenance Field Description Item The three fields Sales Tax Freight and Misc you can include in or exclude from discounts are displayed Accept each displayed description or enter different descriptions Do not delete lines or rearrange field names The system looks for the defaults by their position in the table it treats the item on the first line as sales tax the item on the second line as freight and the item on the third line as miscellaneous charges Discount For each field enter YES to include the field in discount calculations or enter NO to exclude the field D1099xxx Table The D1099xxx table stores a company s federal and state tax identification numbers When you enter the table ID the rest of the D1099xxx table appears Toward Ef Modes Der Hep ra ba 5D 7 Dr tree Tabsib ER serien To Mann arara Tab Humba of Cola z ziuran Langi is a een Tas 2b Compare H CEL Tamara Tone ORI 11 30 Accounts Payable User s Manual File Maintenance
75. 0005 0000006 0000007 0000008 Builders Supply Check Register Prepaid Checks Invoice Invoice Due 12 21 2001 12 21 2001 TOTAL PREPAID Builders Supply Check Register Invoice Check totals on invoices due 11 30 2001 with discounts due 12 15 2001 End of Report GRAND TOTAL 40232 30 115277 01 155509 31 114060 212 61200 1060 530 1166 53 127457 305739 150230 Discount Discount Net Paid 1099 40232 30 115277 01 155509 31 Page Net Paid 1099 114060 212 61200 1060 530 1166 53 127451 150230 1915SIB9y 49949 SooI0AU ed J9 5SI09y 4994 Post Payments When you post the checks you prepared and printed invoices that are paid in full are changed to paid status in the APINxxx Open Invoice file the totals and history information in the APVExxx Vendor file are updated for the invoices you paid and the APCHxxx Checks file is cleared for the next check cycle If you elected to keep detail summary and check history in the Resource Manager Options and Interfaces function the invoice information is moved to the APHIxxx Detail History APHSxxx Summary History and APHC Check History files Interfaces General Ledger If Accounts Payable is interfaced with General Ledger summary entries of the check and discount amounts are created in the GLJRxxx Journal file When you post payments entries are made to several accounts tha
76. 01 Tax Group CA Tax Group CAR 07 03 07 03 07 04 07 05 09 22 09 25 0 05 0 09 0 15 0 15 0 15 0 15 01 01 05 06 08 10 15 15 15 15 15 Invoice GRAND TOTALS 1705 24760 40812 171283 14211 39100 7474785 14388 1710486 20 90008472 94721304 30 7475103 15200 31171 1450 41972 1710625 2041 328 42884 90008610 Tax Audit Invoice Vendor ID ACE001 ACE001 TIM001 ELLOO1 THOOO TIMOO ELLOO MILOO ACEOO JOH00 PLA00 ACEOO ATTOO MINOO TELOO HENOO BOROO PLA00 ACEO0 TIMOO CLEOO ELLOO ATTOO MINOO BOROO JOH00 TELOO Report Vendor ID Builders Supply Page Tax Audit Report Invoice Level 1 Tax Level 2 Tax Level 3 Tax Level 4 Tax Level 5 Tax Subtotal Level 1 Ref Level 2 Ref Level 3 Ref Level 4 Ref Level 5 Ref suodey 10 SIH Hodoey pny xeL 125326 98706 50449 145420 35305 251547 87456 1370 200 50 200 500 73863 22895 65910 130664 104642 42625 400 100 12534 14571 400 Invoice Level 1 Tax Level 2 Tax Level 3 Tax Level 4 Tax Level 5 Tax Subtotal Level 1 Ref Level 2 Ref Level 3 Ref Level 4 Ref Level 5 Ref 5929192 38 355727 56 yodey pny xeL Summary Invoice History Report The Summary Invoice History Report summarizes invoice line item detail history This information comes from the transactions that were posted to the APHIxxx Detail History file Produce thi
77. 1 30 Application Information 1 33 Calculator 1 31 1 36 change to from Favorites 1 32 Copy 1 36 Delete 1 36 Help 1 33 1 36 Maintenance 1 36 MS DOS prompt 1 33 Online Documentation 1 36 Paste 1 36 Pop Up Calendar 1 33 1 36 PRO 5 Command 1 33 Start Over 1 36 Workstation Date 1 30 totals purchases 5 12 transaction 5 4 Vendor Purchase History Report 8 36 Transaction files 1 9 Transactions automatic batch numbers 3 10 before changing or deleting 5 4 duplicate numbers 3 11 entering 1 5 function 5 3 posting detail or summary 3 10 Purchases screen 5 10 refunding taxes 5 35 Sales Tax Breakdown window 5 12 specifying whether totals entry is required 3 11 Accounts Payable User s Manual temporary vendors 5 5 totals 5 4 5 12 using batching 3 10 transactions copying recurring entries 5 17 U Undo function key 1 38 1 44 1 54 pull down menu command 1 38 Up Arrow inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 Up Arrow function key text menu 1 51 Up arrow function key 1 53 user s manual conventions 1 21 V Vendor Activity Report detail history required 8 31 function 8 31 sample 8 35 when to produce 8 31 Vendor Analysis Report function 7 11 vendor class definition 11 8 use of 3 15 11 8 Vendor Codes screen 11 7 Vendor Comments accessing 3 16 entering 11 12 file 1 7 inquiry window 4 7 viewing 4 7 Vendor Comments List f
78. 1099 Payments Year to Date field in the vendor s record press Enter if not uncheck the box or enter N in text mode Press Enter if you want to post the transaction to the displayed period or enter a different period When you save the header information the line item entry screen appears Accounts Payable User s Manual Daily Work Transactions Purchases Line ltem Entry Screen The Purchases line item entry screen appears only if no line items are associated with the transaction Domai Got enero he jiomai Hain rm DRA mus 76 ce Cani Enix 000 Vers iD ect 3 dco Mio al Deripen far He INVENTORY OAK AH PROCESS rar Hss D Elan STD Tapa as 15 Job Ei TUE Phase lD H Cost Code au Field Inquiry Item ID Desc Additional Descriptions GL Desc Accounts Payable User s Manual Linde PLAT 104 LOT Curly som ks Tal EIE DHAHILAT Lind Das 337 50100 E qapma Ea Go En Description Enter the number of the item you are purchasing or returning or press Enter to skip this field If Accounts Payable is interfaced to Inventory you can also use the Inventory lookup search commands see chapter 1 to find an item Enter a description of the item If you elected to use additional descriptions in the Resource Manager Options and Interfaces function you can enter up to ten lines of information Tf you elected in the Resource Manager Options and Interfaces function to post summary informat
79. 2 viewing history 4 11 4 15 purchases entering 1 10 posting 1 11 Purchases Journal function 5 19 when to produce 5 19 Purge Selected Files effects of 1 18 function 9 21 Purge Vendor Comments before purging 9 19 function 9 19 screen 9 19 Q QCxxxx table description 11 37 QDxxxx table description 11 35 QExxxx table description 11 36 QHxxxx table 11 35 QMxxxx table description 11 37 screen 11 38 QPxxxx table description 11 36 quarter end maintenance consequences of 9 15 11 10 Quick entry turning on or off 1 53 Quick mode function key 1 53 pull down menu command 1 38 Quick Entry tables description 11 37 QXxxxx table description 11 37 QZxxxx table 11 37 IX 12 R Recurring Additional Descriptions file 1 8 Recurring Entries adding line items 11 20 before copying 12 13 correcting 12 13 deleting 9 21 11 19 editing line items 11 20 editing totals 11 20 entering totals 11 20 files 1 8 function 11 15 Goto command 11 20 Header command 11 20 header screen 11 16 line item entry 11 18 menu 11 15 Next trans command 11 20 purging 3 17 recurring numbers 3 17 returning to header screen 11 20 run codes 3 17 11 15 11 17 screen 11 15 11 19 setting up 3 17 Totals command 11 20 viewing line items 11 20 recurring entries run codes 1 10 Recurring Entries List function 12 13 sample 12 15 recurring numbers entering in recurring entries 3 17 refund
80. 3 1452 69166 20002 114748 21163 309735 19124 10d9y 10 SIH JUQUI L A PREPAID 1121512 uodey Alo s y juewAed Tax Audit Report The Tax Audit Report shows the tax and refundable amounts allocated to five tax levels This information comes from the transactions posted to the APHIxxx Detail History file Produce this report before you delete records or purge history You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Tax Audit Report Screen Select Tax Audit Report from the History Reports menu The function screen appears FEET E Pilg ES Lowwand Et Modes ws Heb gt tf bh Be e OF Abas Pick Tasa Figen E aj Thay et E a Werder 1D fuas y rercaoa Dam Fran in in 00 Lii 1271714 Casparg bi DZ Tasa TODE CRIT Inquiry 1 Enter the range of tax groups you want to include in the report Inquiry 2 Enter the range of vendors you want to include in the report Accounts Payable User s Manual 8 23 Tax Audit Report History Reports 3 Enter the range of invoice dates you want to include in the report 4 Select the output device After the report is produced the History Reports menu appears 8 24 Accounts Payable User s Manual jenueyy s es e qe eg siunoooy Ge 8 12 24 2000 4 20 PM Invoice Tax Group CA 12 21 2000 12 21 2000 12 21 2000 12 21 2000 Invoice 30901 41067 570
81. 35 text sample 1 49 Favorites Menus removing items from 1 34 Field Down function key 1 37 1 53 pull down menu command 1 37 field indicator IX 5 1099 Forms 9 4 Field Up function key 1 37 1 53 pull down menu command 1 37 File Maintenance menu structure 1 5 files Accounts Payable 1 7 backing up 3 21 First Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 foreign definition 9 8 FORMXxxx table description 11 32 screen 11 32 Function Help function key 1 50 Function help 1 34 function keys Ctrl G 1 51 Ctrl F 1 53 Ctrl G 1 53 Ctrl J 1 37 Ctrl O 1 53 Ctrl V 1 53 Ctrl Z 1 38 1 44 Del 1 44 1 54 Down Arrow 1 37 End 1 44 1 54 Esc 1 50 1 52 F1 1 40 1 52 F10 1 38 1 55 F2 1 37 1 43 1 52 F3 1 37 1 52 F4 1 52 Fs 1 37 1 52 F6 1 37 1 52 F7 1 37 1 52 F8 1 52 F9 1 54 graphical menus 1 28 Home 1 44 1 54 Ins 1 44 1 54 IX 6 Left 1 44 1 54 PgDn 1 37 1 53 PgUp 1 37 1 51 1 53 Right 1 44 1 54 Shift F1 1 40 1 52 Shift F10 1 44 1 55 Shift F2 1 52 Shift F3 1 42 1 56 Shift F4 1 42 1 56 Shift F5 1 42 1 57 Shift F6 1 42 1 57 Shift F7 1 42 1 57 Shift F8 1 42 1 57 Shift F9 1 38 1 44 1 55 Tab 1 51 1 53 Up Arrow 1 37 1 53 G General Information screen 11 4 General Ledger effects of posting checks 10 25 effects of posting material requisitions 6 23 effects o
82. 5 0x to 6 1 whether you are using Accounts Receivable or not you have two options e Convert Resource Manager from version 5 0x to 6 1 e Create Resource Manager files then set up tax location and tax groups information before converting Accounts Payable This method is recommended only if you want to reenter all tax information 2 6 Accounts Payable User s Manual Installation and Conversion Conversion Converting to Version 6 1 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears Data Fake Derren Domani Got pedazo s Help SSO bea Bo 74 OF Aborto Sea dilo de dtt No crane Ties fe basa ES Mott Ente ee Psal Condor the les ho be corre ed nan ona dale c yo man rca arr eed aar correre r ip pau pant orama do pausa iia problean in laure E Appi Campion man ppl Darznpiion gran AH Account Hacmvabla hs Ar Arriani Papas h ge 5 er Lope CAT GOO Teena TODO IMS 1 The system displays all valid OSAS data paths Select the destination directory where your new data files will reside 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 If you want source files to be erased after conversion check the box or enter Y in text mode if not uncheck the box or enter N in text mode 4 If you want the conversion process to pause if
83. 7 00 Last Purch Last Paymnt 12 21 2000 07 27 2000 12 15 2000 11 27 2000 Purchases 226551 340611 825438 712995 212 636 2332 226763 341247 827770 713631 432994 688518 434902 689154 Disc Taken 428 44 4413 53 10d9y sisAjeuy 1JopuoaA suodey juswebeuelyy uodey s sAleuy JopuaA Sales Tax Report The Sales Tax Report shows the amount of taxes paid on both sales and purchases after posting Sales Tax Report Screen Select Sales Tax Report from the Management Reports menu This screen appears Domeh Eck Heder ha Heb TCI BER BH e DK abandon Fk TacHakboss From Te Tu eH Tomi Lancia Fio ii 5 Tim Port Be E Ta Leet D Tee dada Finit pz F Purchase F ES Compara H PZA Pree 1 DIE FA 1 Enter the range of tax authorities you want to include in the report Inquiry Enter the range of tax locations you want to include in the report 2 3 Select the order in which you want to print the report 4 If you want taxes for sales purchases or both in the report check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 If you want tax classes with no balances included in the report check the box or enter Y in text mode if not uncheck the box or enter N in text mode 6 Select the output device After the report is produced the Management Reports menu appears Accounts Payable User s Manual 7 15 91 7
84. 7888 4566 Accounts Payable User s Manual 12 5 Vendor Detail List The Vendor Detail List shows the information stored in your vendor records each vendor s name and address pay to name and address purchasing information and 1099 information Vendor Detail List Screen Select Vendor Detail List from the Master File Lists menu The function screen appears Goran Edt Modes Othe Heb Seo Ham mum Fe OK Arka wendaiD Fan Tw d Prot Bg E Yeda D E Yendo Hanes Caspar H 120 Tamna TODD CREARI Inquiry 1 Enter the range of vendors whose information you want to include in the list 2 Select the order in which you want to print the list 3 Select the output device After the list is produced the Master File Lists menu appears Accounts Payable User s Manual 12 7 Vendor Detail List Master File Lists Vendor Detail List 04 14 2001 Builders Supply 4 50 PM Vendor Detail List By Vendor ID BOROO1 PAY TO BORIS CONSTRUCTION COMPANY BORIS CONSTRUCTION COMPANY 34 EAST MOCKINGBIRD LANE 34 EAST MOCKINGBIRD LANE EDEN PRAIRIE MN 55344 0034 EDEN PRAIRIE MN 55344 0034 Contact JULIE C Attn A R Phone 612 458 2423 Phone 612 458 5455 Fax 612 458 5455 Fax E Mail juliec bigmail com Web Our Acct Payment Priority 0 Form Code GL Account 104400 Recipient ID Vendor Class PROD Field Indicator Vendor Hold No Foreign Address No Distrib Code 01 2nd TIN Not No Terms Code APO0005
85. A DESCRIPTION GL ACCOUNT Discounts 804000 Cash 100000 04 14 2000 Builders Supply 4 57 PM Tables List Accounts Payable Table ID APPDH Description Fiscal Year Period Table No of Columns 3 Column Length 12 Type N PERIOD FISCAL YEAR PERIODS YEAR 2000 00 00 00 00 00 00 00 00 00 00 00 00 00 00 End of Report 12 18 Accounts Payable User s Manual System Messages Messages on the screen or in a report indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed Access denied Your access code is not set up to access this function Access for File Maintenance denied Your access code is not set up to use the Maintenance F6 command in this field You must be set up to access the File Maintenance function associated with this field Account is a memo account You cannot use a memo account as the expense account for a line item Amount paid cannot exceed total You cannot enter a prepayment amount that is greater than the invoice total An error occurred while converting files Conversion aborted An error occurred while creating files File creation aborted If an error occurs during data file creation or conversion a message that describes the problem appears Then this message appears on the RM Data File Conversion Creation screen to inform you that the process has been aborted Correct the problem descri
86. ALI 3 arco Aic informador Hra ALI PLIHNHG SUPPLY COHPARY Miei d ER RD RATE DRIVE eium Fe Die aie TAN FRANCOISE DA Zei TE Phare qun nan Fax Coat MILL HI PAE Y lar torrent Fil ixiaedsi iva Fern E misas m pip ib me Merger dm meee pers com Fosse inca Zenone Do mu Panne Prepaid A Ateo e dee A _ Habe e e pre DE Eben Pap Palin ALI PLOMBIHE SUPPLY COMPANY ESTO FLO KLAR 41342 4407 quarc orn Hn ADCOLMES RE Ce LE Compare IIA Ted TORO CR 1 Enter the ID of the vendor whose information you want to look at 2 Usethe commands on the command bar to find the information you need Vendor First Last Next Previous History Invoices Comments Accounts Payable User s Manual 4 3 Vendors and Invoices 4 4 Looking at a Different Vendor Record Information Inquiry To look at a different vendor record press V Then enter the vendor ID To look at the first vendor record on file press F To look at the last vendor record on file press L To look at the next vendor record on file press N To look at the previous vendor record on file press P Looking at Vendor History To look at the purchase and payment history for the vendor press H The Vendor History Inquiry screen appears Coren bim Due Hele c x bE ar T DE ados wen T 3 Fara ACE PUA Spin y COMPARY Tuc Amcani Hata Lai Ph UEM nmr EI Ladi Pend 2422 2000 izin m init Ped tm soi Ge bp Duae Vem lo
87. Accounts Payable User s Manual 1 23 Conventions Introduction Menu Conventions When you start OSAS the Main menu which presents the applications you can use appears If you are using the Resource Manager for UNIX or Linux the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text menu the Graphical menu or the Start style menu In Windows use the Workstation Configuration Defaults function see the Resource Manager User s Manual to select the style of menu you want displayed by default or you can press Shift F5 to toggle between the menu styles from any menu You can use any of the menus regardless of whether you use the text or graphical modes for the OSAS functions Favorites Menu The Favorites menu operates in any of the menu formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you perform tasks in several applications such as Transactions and Cash Receipts in Accounts Receivable GL Account maintenance in General Ledger and Price and Item Inquiry functions in Inventory you can set up a Favorites menu rather than moving between each application s menus Once you have set up your Favorites menu you can open a function for use with one press of the
88. BIXIBELFTLIDM EL ALCIDMT Comparg H CELLS Tamna Tone Cm Field Description Description Accounts Payable posts to two accounts discounts taken and cash checking Accept each displayed account or change the descriptions of the accounts Accounts Payable User s Manual 11 27 Tables File Maintenance Field Description GL Account For each account description accept the displayed general ledger account number or enter a different account number Make sure that the account numbers you enter match the account mask for the descriptions This practice ensures that the posted amounts are sent to the right accounts APPDxxx Table The APPDxxx table stores a company s current general ledger period fiscal year and number of periods per year for posting and periodic history When you enter the table ID the rest of the APPDxxx table appears Lowaandi E Modes Die Help StH ha mpg 7 Dr sharon Taxmib FRA g Tr Lacaren Huber cl Cols 3 ziuran Langh zm fi Er FZXCRL TEAL PERIOD TEA Lampe I CELLO Tamara YODO CAI Field Description Period 1 00 13 00 Enter the number of the current period The period is incremented when you do periodic maintenance 11 28 Accounts Payable User s Manual File Maintenance Tables Field Description Fiscal Year Enter the current fiscal year The fiscal year is incremented when you do year end maintenance Periods Year Enter the number of accounting periods
89. Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in the loss of data 6 24 Accounts Payable User s Manual Material Requisitions Post Material Requisitions Post Material Requisitions Screen Select Post Material Requisitions from the Material Requisitions menu The function screen appears 4 Pol eee Ma E3 orando Eee deles he Hel c wm dam mo 7 OF barn aren tau Completed Ferguson E nir F Hem au Pred Heas Puta oma Prive the sal Feiner ra and Backed Up ea Dua Flee iJ Pasii Ha Focal Vam Cosparg h TD Tamara TODE AA 1 If you have entered and reviewed the accounts payable requisitions check the box or enter Y in text mode if not uncheck the box or enter N in text mode and return to the Material Requisitions menu 2 If you have produced the appropriate material requisitions forms and the Material Requisitions Journal and backed up the data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode and return to the Material Requisitions menu 3 If Accounts Payable is not interfaced with General Ledger or if you have not created last year data in General Ledger the fiscal year is displayed 4 Select the output device Accounts Payable User s Manual 6 25 Post Material Requisitions Material Requisitions After posting is completed and the log
90. Description Do not delete lines or rearrange the descriptions The system looks for these values by their position in the table it treats the value on the first line as the purchase description the value on the second line as the general ledger description and so forth If you want the cursor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you use the Jump command or press Enter enter T If you do not want the cursor to stop at a field leave the field blank QCxxxx QMxxxx QXxxxx and QZxxxx Tables The QZxxxx table stores the quick entry stops used by the Enter Material Requisitions function when you enter header information The QMxxxx table stores the quick entry stops used by the Enter Material Requisitions function when you enter material requisitions The QCxxxx table stores the quick entry stops used by the Enter Material Requisitions function when you change material requisitions The QXxxxx table stores the quick entry stops used by the Enter Material Requisitions function when you return material requisitions The QCxxxx QMxxxx QXxxxx and QZxxxx tables have the same layout Accounts Payable User s Manual 11 37 Tables File Maintenance When you enter the ID the table appears A QMxxxx table is shown below Lowaeandi E Mondes Des Hel SrtA ba mpm 7 Dr Aree Tabinili F 7 3 Leaper Ha Pagni back E rey atin Hunrisas of Cols E au Lang 7 Ep
91. Distribution Codes function is run If Accounts Payable is not interfaced with General Ledger you can leave this field blank Vendors File Maintenance Field Vendor Class Payment Priority Vendor Hold Inquiry Tax Group Maint Inquiry GL Account Maint EE EEE 1099 Form Code Description A vendor class is an arbitrary attribute stored only with the vendor record A class means what you want it to mean You can use the vendor class to organize the Vendor Purchase History Report and to sort information in GENERAL Report Writer reports Assign a class to the vendor or leave the field blank A payment priority code is an arbitrary attribute stored only with the vendor record You can use the payment priority code to change the status of an open invoice and to sort information in GENERAL Report Writer reports Enter a payment priority code The lower the digit the higher priority the payment is assigned If payment to the vendor is on hold check the box or enter Y in text mode if not uncheck the box or enter N in text mode You cannot pay vendors on payment hold Enter a tax group for the vendor The tax group is used to calculate sales tax on the orders you place with the vendor If you use the Maintenance F6 command the Resource Manager Tax Groups function is run temporarily Enter the number of the general ledger account to debit when you purchase items from the vendor or press Enter to
92. File Maintenance Change Fields Command Append Begin code change Header Goto Field ID Description Press A to append another value to change to the list Press B to begin the change field process Press H to return to the header section to change the selection you made for printing the log Press G to go to a particular entry Press F to choose a new field ID this will abandon any field changes you have entered but not yet made Continue entering old values and new values until you have specified all of the values you want to change If you want to change the files that will be changed you can use the Tab command to jump to that section If you are satisfied with your selections press B to begin the change process Field Definitions Files Field Name File Description Time Tag Accounts Payable User s Manual Description The files that contain the Field ID you selected appear This field gives you an idea of the relative time it will take to change the field in a given file Files where this code or ID are a part of the key to the file can be changed more quickly than files where each record in the file must be scanned for the code or ID Each file is rated as Short or Long to denote the estimated time required to change the field This field denotes whether the file will be affected by the copy process Tag the file to change fields in the file 11 41 Change Fields File Maintenance
93. I pe pare Co joi tard b uie d SLA cupias ioci nw anb Cho jc vnd lo ces mobi ae i rasnon etu YEE Pot lg eal Funquesion celi da I em acci ave tm Lia i H Or CTI o ICI Under E Deer ne To toggle an option for example between YES and NO press Enter When you are finished selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or exit to the Resource Manager Company Setup menu Accounts Payable User s Manual 3 9 Setup Checklist and Functions Setup 3 10 Toggle to YES or NO to indicate whether or not you want to interface Accounts Payable with General Ledger Inventory Job Cost and Bank Reconciliation The interface options work independently of each other You can respond to them with any combination of YES and NO answers Toggle to YES or NO to use transaction batching during your daily operations Toggle to YES to allow the system to generate batch numbers automatically Toggle NO to manually create the batch numbers Toggle to DETAIL or SUMMARY to indicate whether you want to post transactions in the GLJRxxx file by line item or by totals This option is not used if Accounts Payable is not interfaced with General Ledger Toggle to YES or NO to indicate whether or not you want to keep history information for each line item of each purchase or miscellaneous debit
94. If you select NO the APHIxxx Detail History file is not used Toggle to YES or NO to indicate whether or not you want to be able to enter 1 to 10 lines of additional descriptions for line items If you select NO the APDExxx Additional Descriptions APHDxxx Additional Descriptions History and APRDxxx Recurring Additional Descriptions files are not used Toggle to YES or NO to indicate whether or not you want additional descriptions to be copied to a line item from Inventory during transaction entry Toggle to YES or NO to indicate whether or not you want to keep additional description history If you select NO the APHDxxx Additional Descriptions History is not used Toggle to YES or NO to indicate whether or not you want to be able to print online checks during transaction entry Accounts Payable User s Manual Setup Setup Checklist and Functions 10 Toggle to YES or NO to indicate whether or not you want to keep history information for the totals of each purchase or miscellaneous debit If you select NO the APHSxxx Summary History file is not used 11 Toggle to BLANK STUB LASER or PREPRINTED to indicate whether you want to print checks on blank stubs laser forms or preprinted stubs If you select BLANK the company address and purchase order number are not printed on the checks 12 Toggle to YES or NO to indicate whether or not you want the system to warn you when you enter duplicate invoice numbers when yo
95. Journal Print the Purchases Journal to check for mistakes and omissions and to use as an audit trail of purchasing transactions The journal is helpful when you want to reconstruct events for a particular period of time If you find incorrect transactions in the Purchases Journal use the Transactions function to edit or delete them Produce the Purchases Journal before you post transactions Purchases Journal Screen Select Purchases Journal from the Daily Work menu The function screen appears A Purcbaras Pour FE Comma Eo Und Da Hah THE beh Bo te OK abandon WewuibFem Flrx Bj a The P Seichen ia ret 1 Pint E Fijas P fasse rie Point Ds F Fr Tim irs Ha m Vende Dl GL Panel ard heran rm dk D andi Pha iD itera opin Fee us Compara H PEL laeua 10D EUH 1 Enter the range of vendor IDs you want in the journal 2 If you elected to use transaction batching in the Resource Manager Options and Interfaces function select the batches you want to include in the journal 3 Select the amount of detail you want in the journal line item detail or invoice totals Accounts Payable User s Manual 5 19 Purchases Journal Daily Work 4 Select the option by which to organize the journal 5 In the Additional Description field select your choice for printing additional descriptions To skip printing additional description on the journal enter N To print the additional descriptions in a short line format enter
96. OPEN SYSTEMS Accounting Software Accounts Payable User s Manual PN 2210 AP61 1995 1997 2000 by Open Systems Holdings Corp All rights reserved No part of this manual may be reproduced by any means without the written permission of Open Systems Inc OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO 5 and Visual PRO S are registered trademarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT Windows 2000 and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable May 2000 Document No 2210 AP61 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative if you
97. PLY COMPANY Invoice P O 14019 Subtotal VENDOR ACE001 TOTAL GRAND TOTAL End of Report 999 Invoice Builders Supply Vendor Activity Report Detail by Vendor General Ledger Job Cost Loc ID Item ID Per 014 103872 00 Tax Invoiced 1538433 82 Invoiced 1538433 82 and Acct Phase Code Description 07 104000 MN0001 100 Electrical Package 6232 32 Freight Gross Paid Deductions Net Paid 1126414 95 4901 97 1121512 98 Gross Paid Deductions Net Paid 1126414 95 Quantity Unit Cost 300 0000 346 2400 00 Total Balance 412018 87 Balance Ext Cost 110104 32 wodoy NAIDY 10puoA suodey JO1SIH yoday AyAnoy JOpuar Vendor Purchase History Report The Vendor Purchase History Report shows how much you have purchased from vendors You can list only vendor purchase history or you can include item detail If you elect to include item detail the report shows the quantities of each item purchased You cannot produce the report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the APPDxxx table Vendor Purchase History Report Screen Select Vendor Purchase History Report from the History Reports menu This screen appears 1 Wesada Poathase Hosted p Aepedt Ril ES Deem Est Miles Diva Help x tm uam mun 7 OF Abre Pick Wanda d
98. Payable User s Manual 6 19 Backorder Allocation Report Material Requisitions z 2 Enter the range of location IDs you want to include in the report 3 Enter the range of item IDs you want to include in the report 4 Enter the range of ship to IDs you want to include in the report 5 Select the order in which you want to organize the report The report shows how the backorders can be filled based on the way you organize the report For example if you have 30 requisitions for item 100 but only 25 are available and you organize the report by the date the items are needed the backorders needed soonest are filled first until all 25 items are allocated If you organize the report by requisition number the backorders for requisition number 00000001 are filled first backorders for 00000002 are filled second and so on 6 Select the output device After the report is produced the Material Requisitions menu appears A sample of the Backorder Allocation Report appears at the end of this section Notes How Backorders Are Arranged For each group of backorders for an inventory item the first backorder listed is filled first the next backorder is filled second and so on The system partially fills a backorder if the on hand quantity reaches zero the amount in the Allocated column for the remaining backorders for the item is zero No backordered item whose on hand quantity is zero is listed in the report Balance Available The balance a
99. Purchases Journal Temporary vendors that have balances of zero are removed from the APVExxx Vendor file when you run Purge Selected Files 5 5 Transactions Field Invoice No Date PO Number Inquiry Terms Code Maint Inquiry Tax Group El Ee Maint 1099 GL Period Daily Work Description Enter the number of the vendor s invoice for the items you purchased or are returning If the number you enter is in the APINxxx Open Invoice file or the APHIxxx Detail History file a message appears to warn you Enter the date of the invoice whose number you entered Enter the purchase order number or press Enter if you did not assign one Enter the terms code If you use the Maintenance F6 command the Terms Code function is temporarily called up After you enter the code the description and the percent for the payment terms of the transaction appear Enter the tax group where the tax is to be applied even if the transaction is not taxable If you use the Maintenance F6 command the Tax Groups function is temporarily called up see the Resource Manager User s Manual After you enter the group the description of the group appears If the vendor does not receive a 1099 MISC form the box is unchecked or NO is displayed in text mode and you cannot change it If the vendor receives a 1099 MISC form the box is checked or YES is displayed in text mode If you want the purchase to update the
100. S To print additional descriptions in a long line format that reduces the number of lines required to print multiple lines of additional descriptions enter L This option is available only if you elected to use additional descriptions in the Options and Interface function 6 Select the output device A sample Purchases Journal is at the end of this section After the journal is produced the Daily Work menu appears 5 20 Accounts Payable User s Manual Daily Work Purchases Journal Purchase Journal 04 14 2001 Builders Supply 6 42 PM Purchases Journal Detail by Order Number Batch ID Ent Vendor Tax Class GL Account Cost Job Loc ID Item ID Order No Invoice Period and Description Phase Description 001 MILOO 00000035 198307 2 2 Interior Door 00000 002 MILOO1 03 CA0001 350 00000035 198307 2 21 2000 Entry Door 00000 003 MILO01 03 CA0001 400 00000035 198307 2 21 2000 Interior Materials 00000 004 MILO01 03 CA0001 550 00000035 198307 2 21 2000 Millwork Package 00000 TOT MIL001 MILLWORK LUMBER amp CABINETS 00000035 Amount Sales Tax Freight Misc Total CA 198307 12 21 2000 12 11439 96 686 40 00 00 12126 36 s Check No 1099 N Discount Amount 1 Date 1 Amount 2 Date 2 Amount 3 Date 242 53 11883 83 12 31 2000 Amount Sales Tax Freight Total TOTAL Batch 000001 11439 96 686 40 00 00 12126 36 Amount Sales Tax Freight Misc Total GRAND TOTAL 11439 96 686 40 00 00 12126 36 End of Report
101. SEN 1000 00 Freight Miscellaneous 1000 00 1817 Sa111u3 Duuunooeg Freight Miscellaneous Freight Miscellaneous 1517 sennuy Bununoey Tables List Produce the Tables List to get information from a particular Accounts Payable table This function is valuable if you plan to change a table and want a hard copy Tables List Screen Select Tables List from the Master File Lists menu The function screen appears Taki Li Fig renk d erden we Hele Ck m be wD To LEE seeks picon frm Thra Tate Mae Pira Supe Elan Lat E Page dado P Tab Compare H TER Teal TODO DA AP is displayed as the application ID You cannot change it 1 Enter the range of table IDs whose information you want to include in the list 2 Most tables do not hold information in all lines If you want the list to include blank lines check the box or enter Y in text mode if not uncheck the box or enter N in text mode 3 If you want a page break between each table check the box or enter Y in text mode if not uncheck the box or enter N in text mode A sample Tables List is at the end of this section After the list is produced the Master File Lists menu appears Accounts Payable User s Manual 12 17 Tables List Master File Lists Tables List 04 14 2001 Builders Supply 4 57 PM Tables List Accounts Payable Table ID APGL Description General Ledger Accounts No of Columns 2 Column Length 12 Type
102. Tax Freight and Misc fields If they are correct you must enter the invoice as two invoices to accommodate the total File unavailable filename This message appears for one of three reasons e The function you are trying to access needs one or more files that are locked by another user on your system When a file is locked other users cannot access it during posts and other functions that need to keep the file intact e The function you are trying to access needs one or more files that are not on your system Use the Options and Interfaces function on the Resource Manager Company Setup menu to verify that the correct interfaces have been selected If that does not correct the problem get help from a support technician e Youare working with the wrong company Return to the menu then use the Change Company F3 command to enter the ID you want In any case press Enter to get back to the menu correct the problem and select the function again A 6 Accounts Payable User s Manual References System Messages GL account is not in Master file The account number you entered is not in the GLMAxxx Master file Enter the correct account number the Inquiry F2 command is available Invalid date mm dd yyyy Invalid date dd mm yyyy Invalid entry The date you entered is invalid or the format you used is incorrect for example American format in a European format system This message is usually accompanied by
103. Use the reports functions as often as necessary to produce summarized information about current and historical purchases and payments Pay Invoices After doing your daily work and producing reports you can use the Pay Invoices functions to prepare the invoices to be produced as checks print the checks and post the payments Master File Lists Information that you enter in the File Maintenance functions is kept in master files Use the Master File Lists functions to produce the contents of the files details about vendors recurring entries and so forth 1 6 Accounts Payable User s Manual Introduction The Accounts Payable System File Information The information you enter in Accounts Payable functions is stored in files Each file falls into one of four categories vendor files attribute files temporary files and history files OSAS does not make a distinction between categories of files The files are described in terms of categories to give you a better idea of how each fits in Vendor files The vendor files serve as permanent sources of vendor information data stays in the files until you remove it The APVExxx Vendor file holds the following vendor information which you can enter directly through File Maintenance functions or by updating information from interfaced applications e vendor ID and description vendor name address and phone number terms code and distribution code web site and e mail addre
104. a fa Jeb ID E hocrmnt ei Ext Cart T ris Qcks ete pex Compare PA 0210000 Toad Y OG CR Field Description Field The fields that appear in the line item entry area when you add or change material requisitions are displayed Accept the displayed fields or change them Do not delete lines or rearrange the fields The system looks for the fields by their position in the table it treats the first line as the description the second line as the first additional description and so forth Data If you want the cursor to stop at a field only when you press Enter enter E If you want the cursor to stop at a field when you use the Jump command or press Enter enter T If you do not want the cursor to stop at a field leave the field blank 11 38 Accounts Payable User s Manual Change Fields Features Use the Change Fields function on the File Maintenance menu to change any code used from one value to another The Change Fields function can change codes within this application as well as in other applications Reports To produce a list of fields changed use the Print Log feature A sample of the log appears on page 11 43 Change Fields screen When you select Change Fields from the menu this screen appears borrad Bear phar foci ormari He Xm nel Bd T4 A red n a F z Daren ies Hew Vai Eorparg bl aan Tarna F006 CRI Accounts Payable User s Manual 11 39
105. a pa panira 3 pian Carrara Call a FANG Pu The Other menu contains a set of utilities A calculator and Global Inquiry which presents data from several applications are two of the utilities on the Other menu See the Resource Manager User s Manual for information about all of the utilities on the Other menu 1 32 Accounts Payable User s Manual Introduction OSAS Graphical Help Menu pe ek oot Fgeris D er Hwip CERA E a Tool Command Ke Result Button d Help F1 Displays descriptions of the r4 application menus and functions About OSAS Displays the About OSAS dialog box Tool Bar Icons 33 BO BES There are three icons on the tool bar that were not described above Tool Button Key Result se Shift F2 Displays the Application Information dialog box Displays the pop up calendar screen You can use the calendar to add and review reminders for any date ii Opens an MS DOS prompt C Displays a screen for calling any BBx program that does not require variables to be passed to it See Appendix F the Resource Manager User s Manual n Accounts Payable User s Manual 1 33 OSAS Graphical Introduction Other Graphical Menu Features The graphical menus offer more than shortcuts to menu commands You can also switch between live and sample data or change to another company and its data set Change Company Field H Dude Supply ced Select the company to change to from the pull down list bo
106. a problem occurs check the box or enter Y in text mode if not uncheck the box or enter N in text mode The system considers file corruption or evidence of data not converting correctly a problem Accounts Payable User s Manual 2 7 Conversion 10 11 Installation and Conversion Enter AP in the Appl column Accounts Payable appears Enter your earlier version number of Accounts Payable and press Enter You can determine the version by looking at the copyrights screen when you start OSAS or in most versions by using the Information Shift F2 command on the menu screen If data files already exist for Accounts Payable in the intended destination path the AP data files exist Do you want this task to erase them prompt appears If you want to erase the existing files and convert the files from the version in the source path select Yes or enter Y in text mode if not select No or enter N in text mode If you elect not to erase existing files you must change your directory choices so that no conflict exists To convert use the Proceed OK command The Do you want a printout of error log after each application prompt appears If you want the error log to be produced after files are converted for each application select Yes or enter Y in text mode if you want the log to be produced after files for all applications are converted select No or enter N in text mode If you are converting only Accounts Payable file
107. aal TODE CI If you already prepared a batch of checks but did not complete the pay invoices steps the selections from the last time you used the Prepare Checks function appear with the following prompt Checks already on file Do you want to start over If you want to erase the checks on file and reprepare select Yes or enter Y in text mode If you do not want to start over select No or enter N in text mode and exit from the function Complete the pay invoices steps for the batch of checks in progress and then prepare checks for the new batch 1 Enter the due date for the invoices whose checks you want to prepare Prepaid invoices are always included regardless of the due date you enter for invoices If you want to prepare checks for prepaid invoices only enter a date before the system date in the Pick Invoices Due field 10 10 Accounts Payable User s Manual Pay Invoices 6 Prepare Checks Enter the range of vendors whose checks you want to prepare Enter the date on and after which you want discounts taken No discounts are taken into account for invoices marked before this date Enter the date you want printed on the checks Press Enter to post the checks to the displayed period or enter a different period Select the output device A sample log is at the end of this section After the log is produced the Pay Invoices menu appears Accounts Payable User s Manual 10 11 cL 0L jenueyy sasn ejqe
108. able User s Manual 12 13 Recurring Entries List Master File Lists 3 Enter the range of run codes associated with the recurring entries you want to include in the list 4 Enter the range of cutoff dates of the recurring entries you want to include in the list 5 Select the order in which you want to print the list 6 Select the output device A sample Recurring Entries List is at the end of this section After the list is produced the Master File Lists menu appears 12 14 Accounts Payable User s Manual jenueyy S 1asn e qe eg sjunosoy SL clL 08 07 2001 3 19 PM Run Recurring Ent Code Number Vendor JONO01 JONO01 1099 HEN001 HEN001 ATTOO1 ATTOO1 Invoice Order No 15655 122 155888 122 155888 GL Account Job Builders Supply Recurring Entries List By Recurring Number Cost Item Description Phase Code GL Description 105000 Starting Bal Remaining Bal 12000 00 00 534001 Starting Bal Remaining Bal 533001 Starting Bal Remaining Bal BUILDING RENT RENT Start Date Tot Pmts Cutoff Date Rem Pmts 12 31 1992 12 31 2001 ELECTRIC EXPENSE Start Date Tot Pmts Cutoff Date Rem Pmts 02 01 1994 12 30 2000 TELEPHONE EXPENSE Start Date Tot Pmts Cutoff Date Rem Pmts 02 01 1994 12 31 1997 Subtotal Sales Tax 1000 00 00 Subtotal Sales Tax Subtotal Sales Tax Quantity Units Extended SISI 9 14 J9I
109. account number or enter a different account number Make sure that the account numbers you enter match the account mask for the descriptions so that the amounts will be posted to the right accounts QDxxxx QExxxx QHxxxx and QPxxxx Tables The QHxxxx table stores the quick entry stops used by the Transactions function when you enter header information The QDxxxx table stores the quick entry stops used by the Transactions function when you enter miscellaneous debits Accounts Payable User s Manual 11 35 Tables File Maintenance The QExxxx table stores the quick entry stops used by the Transactions function when you edit transactions The QPxxxx table stores the quick entry stops used by the Transactions function when you enter purchases The QDxxxx QExxxx QHxxxx and QPxxxx tables have the same layout When you enter the table ID the rest of the table appears A QPxxxx table is shown below orar ER Mondes Des He 2 u ba mg 7 Dr ae Tabinili F I j Lacaren Puch lacer Uut Erde able Hunrisas of Cola Coun Langit 12 te 4 beveripcion vL Dercripe Ich IE ap Tar Clann p Tune dt y T SINT Lorpang bl za Teena Y O CRI Field Description Field The fields that appear in the line item entry area when you add or change transactions are displayed Accept the displayed fields or change them 11 36 Accounts Payable User s Manual File Maintenance Tables Field Data
110. action Number Date Quantity Req No Placed GL Per Acct Cost Job Loc ID Item ID Filled Ship to Needed Description Code Phase Item Description Backordered 01 19 1999 01 999900 01 19 1999 01 01 19 1999 01 999900 01 19 1999 01 12 12 1912 Requisitions Returns SUBTOTAL GRAND TOTALS Jeuunof suonsinbay Jenae End of Report SUOIIISINDSY enan Jeuunof suonisinbay eueje N Backorder Allocation Report Produce the Backorder Allocation Report to find out which backordered requisitions can be filled with items that have been received in inventory and to use as an audit trail This report is helpful when you check for mistakes and omissions before you post material requisitions If you find incorrect material requisitions in the Backorder Allocation Report use the Enter Material Requisitions function see page 6 3 to edit or delete them You cannot produce this report if Accounts Payable is not interfaced with Inventory Backorder Allocation Report Screen Select Backorder Allocation Report from the Material Requisitions menu The function screen appears ke Fegan Commanzr d eden oa Hale Tc dg ba Be 7o LUE Alarcon Pi Ape dio Fem L Thai Location ED Fica Thai kalt Fas 3 le U 2017 Fizan Thau Print Du rain Heed T Reprin Hand P ia ID Cog H OLE Tina TOO WA Inquiry 1 Enter the range of material requisition numbers you want to include in the report Accounts
111. age 5 3 or the Pay Invoices functions see chapter 10 Summary History Screen Select Summary History from the Information Inquiry menu The inquiry screen appears ormari Ee jim Hop X m mm Td E Harzer Manda ID f Lr A PLUMA SUPPLY COMPANY Fiscal rra Pela Patanges Dios Taken Dies Lond Feann I 04 m 32m ga AUD 73 a 135912 27 oo i en 3 S735 Fi n 115417 1355102 27 a 1502423 bu 3057 36 MAA Hn 5 74137 ut EC 17 75 19048 73 E A754 14 m an n 7 a A28 an EI7EILFI a Tis Bj n Aw 40 3 d An au An 10 d al qu ef 11 THOSD 13 EC un im 12 TUHITS UMP m an mn TID A E dza 44 ETTE ew Erden ammiak feel reed Lonpang 1D Teal TOD CAM 1 Enter the ID of the vendor whose history you want to look at Accounts Payable User s Manual 4 15 Summary History Information Inquiry 4 16 2 The current fiscal year from the APPDxxx table is displayed Accept it or enter the fiscal year whose history you want to look at The vendor s purchases the discounts taken and lost the payment amounts for each period the number of periods specified in the APPDxxx table and the year to date totals appear 3 Use the commands on the command bar to find the information you need Enter next vendor New ID View period Looking at History for a Different Vendor To look at the next vendor record press Enter To look at a different vendor record press N Then enter the vendor ID and fiscal year Loo
112. ager Options and Interfaces function Vendor Activity Report Screen Select Vendor Activity Report from the History Reports menu This screen appears j Werakm Syetreal p Fra Piin ES Demand Far Modes Othe Help Arm ha mo e DE Aaron Pick Vero Fea ACE Thu ec dr kwokemghHo From nen Tee zem Da Fae 001 72000 Tee le 2300 Pint By fo Verdier if 7 irama Ha Furt Tapa i Das C Summa Pret Aiea Dare spin E Caspar h 10 Tara TO CRI Inquiry 1 Enter the range of vendors you want to include in the report Accounts Payable User s Manual 8 31 Vendor Activity Report History Reports 8 32 7 Enter the range of invoice numbers you want to include in the report Enter the range of dates associated with the vendors invoices you want to include in the report Select the order in which you want to organize the report Select the amount of detail you want in the report If you want the report to include additional descriptions check the box or enter Y in text mode if not uncheck the box or enter N in text mode This option is available only if you elected to use additional descriptions in the Resource Manager Options and Interfaces function Select the output device After the report is produced the History Reports menu appears Accounts Payable User s Manual jenueyy s es e qe eg sjunosoy 8 12 24 2000 4 23 PM Vendor 1D Invoice Invoice ACEO01 12905 07 14 1 ACE PLUMBING SUP
113. aintenance When you are finished working with the Vendor Comments screen use the Proceed OK command to move to the Vendors header screen Enter another vendor ID or exit to the File Maintenance menu 11 14 Accounts Payable User s Manual Recurring Entries Use the Recurring Entries function to set up transactions that require the same payment on a regular schedule for example loan or insurance payments service contracts or maintenance fees To save time you can copy a group of recurring entries to the APTDxxx and APTHxxx Transaction files instead of entering a new transaction each time the payment is due By assigning each entry a run code you can process these groups of entries on different schedules monthly bimonthly or on whatever schedule fits your company s needs Recurring Entries Menu Select Recurring Entries from the File Maintenance menu A menu appears Camaro d oder bar icri Cranand oo Heb FHU be 00 7 ME Abardon Vendor IC F r irag M Cawan Ed Mader ther ibarra Hap ra he mo Te CK abandon Recarga El 4 mme ypa Gen Edt Mores ber Help ice GPO BB mo 78 x ju Accounts Payable User s Manual 11 15 Recurring Entries File Maintenance The Recurring Entries Transaction Type menu offers two choices Recurring Entries and Edit Recurring Entries The only difference between the two functions is the fact that when you create a recurring entry you create data
114. alysis Report function 8 3 IX 1 summary history required 8 3 APBTxxx file 1 8 APCHxxx file 1 9 APCMxxx file 1 9 APDCxxx file 1 7 APDExxx file 1 9 APGLxxx table description 11 27 screen 11 27 APHDxxx file 1 10 APHIxxx file 1 10 APHSxxx file 1 9 1 10 APINxxx file 1 9 APIXxxx file 1 9 APLSxxx file 1 8 APMDxxx file 1 9 APMHxxx file 1 9 APPDxxx table description 11 28 screen 11 28 setting up 3 13 9 15 Application Information function key 1 29 1 51 tool button 1 33 Application Setup function key 1 29 1 50 Application setup 1 34 APRDxxx file 1 8 APRHxxx file 1 8 APRLxxx file 1 8 APTCxxx file 1 8 APTDxxx file 1 9 APTHxxx file 1 9 APVCxxx file 1 7 APVExxx file description 1 7 setting up 3 14 comments 3 16 general information 3 15 historical information 3 16 vendor codes 3 15 Backorder Allocation Report balance available 6 20 IX 2 function 6 19 order of filling 6 20 sample 6 21 backorders arrangement in Backorder Allocation Report 6 20 balance available 6 20 filling 6 3 6 20 quantity 6 8 backup schedule for data files 3 21 for programs 3 21 setting up 3 20 Bank Reconciliation effect of voiding checks 10 31 effects of posting checks 10 25 interface with Accounts Payable 1 16 3 8 base applications defined 1 3 base unit Detail History Report 8 16 Batch file 1 8 bell turning on or off 1 51 1 53 Bell mode function key 1 53 pull down menu command
115. ance function key 1 37 1 52 pull down menu command 1 37 tool button 1 36 Management Reports menu structure 1 6 manual conventions 1 21 Master File Lists menu structure 1 6 Material Requisitions before changing or deleting 6 4 correcting line items B 1 files 1 9 Header Information screen 6 4 line item entry 6 6 menu structure 1 6 online 6 10 posting 6 23 posting credits to inventory item accounts 3 11 printing 6 11 printing forms for each location 6 12 reversing 6 4 material requisitions entering 1 12 posting 1 12 Material Requisitions Journal function 6 15 sample 6 19 menu styles 1 24 Menus Information 1 52 Other Command 1 50 1 52 menus conventions 1 24 Daily Work 1 6 File Maintenance 1 5 History Reports 1 6 Information Inquiry 1 5 Management Reports 1 6 Master File Lists 1 6 Material Requisitions 1 6 Pay Invoices 1 6 Recurring Entries 11 15 structure in AP 1 5 miscellaneous debits Accounts Payable User s Manual before changing or deleting 5 4 entering 1 10 posting 1 11 5 34 Miscellaneous Debits Journal function 5 23 sample 5 25 when to produce 5 23 mouse commands click 1 21 deselect 1 22 double click 1 21 right click 1 21 MRGLxxx table description 11 33 MS DOS prompt tool button 1 33 N Next Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Next Page command function key 1 41 1 58 p
116. and then by sequence number 3 Use the commands on the following two command bars to find the information you need The More Comments commands appear only if you have more than one window of comments Ref ID end Date new ID First Next Prev Last Goto To look at comments for a different reference ID press R Then enter the reference ID and end date To view the last date entered press D To enter and view comments for a new vendor ID select I To view the first comment press F To scroll down to the next comment press N To move to the previous comment press P To scroll to the last comment press L To go to the next window of comments press P To go to a particular comment select G When you are finished looking at vendor comments exit to the Vendor Inquiry screen 4 8 Accounts Payable User s Manual Invoices Use the Invoices function to look at the open invoices that are on file for a vendor To add to or change this information use the Transactions function see page 5 3 Invoices Screen Select Invoices from the Information Inquiry menu The inquiry screen appears rarenard Modes he Gar arena Hen sxmusmms e po onere werdet ACE PLUMS SUPPLY COMPANY Laat Paganini Doe Dran Ame frend ADIE 7E Taxnis ej TITTEN Tate Prepad ap Total 3587545 bb o Mn imt Lm O A oim i Compare TOE Tamna TOD CRI 1 Enter the ID of the vendor whose open invoices yo
117. aneous debits and material requisitions Purchases or Miscellaneous Debits When you enter purchases or miscellaneous debits the key unit is the invoice An invoice holds one or more purchases or miscellaneous debits You can copy recurring entries to a purchase Use the Recurring Entries function to define the run codes that identify recurring entries The information is kept in the APRLxxx and APRHxxx files When the purchase is made enter the run code in the Transactions function Accounts Payable User s Manual Introduction The Accounts Payable System If Accounts Payable is interfaced with Inventory and you enter a line item for an inventory item the on hand and available quantities in the Inventory item record are reduced for miscellaneous debits and increased for purchases by the quantity you enter Information about unposted purchases and miscellaneous debits is stored in the APTDxxx and APTHxxx files If you selected the option to use additional descriptions you can enter 10 lines of additional descriptive text about each line item The additional text is stored in the APDExxx file and is printed in the Purchases and Miscellaneous Debits Journals When you post purchases and miscellaneous debits several things happen depending on your option settings e Information about purchases and miscellaneous debits is moved from the APTDxxx and APTHxxx files to the APINxxx file The APIXxxx file is updated with the purchase
118. ary vendor and how do I work with one A temporary vendor is one you do business with only once or not frequently enough to justify an entry in the APVExxx file To assign purchase information to this kind of vendor without entering the vendor in File Maintenance enter TEMP in the Vendor ID field on the invoice Then assign a name and an address to the vendor The system assigns an ID consisting of a sign and a five digit number This number is included in the Purchases Journal You can use the Purge Selected Files function to clear out temporary vendors with zero balances If I make an error on a line item when I enter a purchase or material requisition how can I correct it without reentering the whole invoice You have three options If you have not saved the line item use the Abandon F5 command to return to the beginning of the line item e Ifyou have saved the line item but have not posted the transaction go to the line item scroll region move the prompt gt to the line item and use the Delete F3 command to delete it Then enter the correct information To edit the line item use the Edit command in the Transactions see page 5 3 and Enter Material Requisitions see page 6 3 functions e Ifyou posted the transaction enter a miscellaneous debit to reverse the item Accounts Payable User s Manual B 1 Common Questions References Can I reverse purchases that were posted without account numbers Yes Ent
119. ases Then use the Hold Release Invoices function see page 10 5 to split it further Third Payment Due Date Enter the date the third payment is due 5 14 Accounts Payable User s Manual Daily Work Transactions When you approve the totals one of several things can happen depending on what you entered or which options you elected e If you elected to print an online check you are prompted to print it e Ifyou pressed T to work with the transaction totals you are returned to the Purchases screen e Ifyou pressed N to enter another transaction the Totals screen reappears so that you can confirm your entries e Ifyou exited from the Transactions function the Daily Work menu appears Accounts Payable User s Manual 5 15 Copy Recurring Entries Use the Copy Recurring Entries function to copy entries from the APRHxxx and APRLxxx Recurring Entries files to the APTDxxx and APTHxxx Transaction files when the recurring entries come due Use the run codes and cutoff dates that you set up in the Recurring Entries function to copy the transactions according to your schedule After you copy an entry it is treated like another transaction When the APTDxxx and APTHxxx files are posted the entries are moved to the APINxxx Open Invoice file Before you copy recurring entries produce the Recurring Entries List see page 11 15 and back up your files If you are using Accounts Payable on a multiuser system make sure that
120. ates to establish aging periods Enter the dates in chronological order the earliest date first 4 If you want gross amounts due and discounts in the report check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 Select the output device After the report is produced the Management Reports menu appears Accounts Payable User s Manual 7 5 y o A Si vine wu 04 14 2001 3 39 PM Vendor Vendor Name Inv No St Inv Date Due Date ACE001 ACE PLUMBING SUPPLY COMPANY 24920 H 08 12 2000 30072 11 04 2000 30820 H 12 09 2000 30896 H 12 21 2000 30901 H 12 21 2000 08 22 2000 Gross Due Discount 11 14 2000 Gross Due Discount 12 19 2000 Gross Due Discount 12 31 2000 Gross Due Discount 12 31 2000 Gross Due Discount VENDOR TOTAL GROSS DUE VENDOR TOTAL DISCOUNT CLE001 CLEVELAND INTERIORS INC 3711 10 05 2000 3711 10 05 2000 3855 H 12 11 2000 End of Report 10 15 2000 Gross Due Discount 12 15 2000 Gross Due Discount 12 21 2000 Gross Due Discount VENDOR TOTAL GROSS DUE VENDOR TOTAL DISCOUNT GRAND TOTAL GROSS DUE GRAND TOTAL DISCOUNT Builders Supply Cash Flow Report All Invoices 01 01 2000 10 10 2000 71406 90 714 07 1923 96 1923 96 71406 90 19 24 714 07 1923 96 71406 90 61200 00 19 24 714 07 1224 00 114060 1140 212077 2120 16397 342535 3425 111413 2228 27295 138708 2714 498749 6199
121. bed in the first message and try again Accounts Payable User s Manual A 1 System Messages References At least one history selection must be YES You must include at least one type of history in the Vendor Analysis Report A valid GL account is required Because Accounts Payable is interfaced with General Ledger you must enter an account number that is set up in the GLMAxxx Master file for the company A valid location ID is required You must enter a location ID that is set up in the INLOxxx Locations file for the company Backorder quantity cannot be greater than requested less filled The difference between the requested and filled quantities is the largest amount the backorder quantity can be Bank account ID is not on file The bank account ID you entered is not on file Enter a different ID If Accounts Payable is interfaced with Bank Reconciliation the Inquiry F2 command is available Basic Error nn Host Error xxx Line nnnn Program xxxxxx Basic Error nn Line nnnn Program xxxxxx A serious error has occurred Write down the information that is displayed and get help from a support technician Cannot change distribution code for nonzero balance vendors If you still owe a vendor money or have a prepaid balance with the vendor you cannot change the distribution code assigned to it A 2 Accounts Payable User s Manual References System Messages Cannot define file The system cannot writ
122. cation 1D is not on file Location 1D not found The location you entered is not on file Enter a location ID that is on file or add the location ID to the INLOxxx Locations file Maximum number of lines is 998 Maximum number of lines reached Cannot insert You cannot insert a line item if the transaction already has 998 line items Must be within range You must enter a value within the range specified in this message A 8 Accounts Payable User s Manual References System Messages Must build table ID first You must build the table shown in this message before you can use the function Must enter 1 n You must enter a value within the range specified in this message Must enter value You must enter the kind of value specified in this message NAMES table missing for company ID Using default expense types Because you have not set up the NAMESxxx table in Job Cost for the company the system will use the default expense types instead Net due days cannot be less than discount days The number of net due days must be greater than or equal to the number of discount days No check records on file for vendor ID The vendor s record does not have any check records on file You cannot select payables for it No checks on file After posting payments use the Prepare Checks function see page 10 9 to create the checks on file Then print the checks see page 10 17 No checks to print Only prepai
123. ccounts Payable User s Manual jenueyy S 1asn e qe eg sjunosoy L3 8 12 14 2000 4 19 PM Vendor Vendor PLUMBING SUPPLY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY PLUMBING SUPPLY COMPANY VENDOR ACE001 TOTALS 0000001 0000001 0000001 0000001 0000001 00 00 00 00 00 00 00 00 00 2036 2049 2049 2086 2123 2123 2147 2208 CASH 2321 Check Date 08 27 1999 08 27 1999 08 27 1999 08 27 1999 08 27 1999 10 27 1999 12 27 1999 12 27 1999 01 27 2000 03 27 2000 03 27 2000 04 27 2000 05 27 2000 07 27 2000 07 27 2000 Builders Supply Payment History Report Detail by Vendor ID Invoice 2985 3108 3298 3299 4211 4388 5200 5701 6988 7044 8911 9021 20342 22110 Invoice 07 14 1999 07 09 1999 07 14 1999 07 11 1999 07 08 1999 09 22 1999 10 09 1999 11 05 1999 12 11 1999 02 17 2000 02 11 2000 03 11 2000 04 06 2000 05 24 2000 06 01 2000 GRAND TOTAL Gross Amount 110104 140392 267383 23900 42470 37423 1452 69865 20002 114748 21163 309735 19124 94197 1126414 1126414 Deductions 97 Net Paid suodey JO1SIH 109003 140392 264710 23900 42470 3742
124. checks themselves Before you prepare checks place disputed open invoices on hold and release held invoices that can be paid To place all invoices on hold or release all held invoices for one or more vendors use the Change Open Invoice Status function To place individual invoices on hold or release some invoices that are on hold use the Hold Release Invoices function Use the Prepare Checks function to indicate to the APCHxxx file the released invoices that are due to be paid When checks are prepared a log showing which invoices were prepared is produced To look at which invoices have checks prepared and remove an invoice from the list if necessary use the Select Payables function Before you print the checks you might want to produce the Edit Register to get a list of the checks that have been cleared to print Use the Print Checks function to print the checks If you elected to save check history in the AP options and interfaces the record is sent to the APHCxxx file After you have printed the checks print the Check Register for an audit trail of the vendor checks you printed When you have printed all the checks and are ready to post use the Post Payments function Information is moved from the APCHxxx file to the APHIxxx and APHS xxx files and the general ledger account numbers of the checks are stored in the APHCxxx file If you spot checks that should not have been printed or if printed checks are lost or destroyed
125. count description or change the account descriptions Do not delete lines or rearrange the account descriptions The system looks for these accounts by their position in the table it treats the account on the first line as the material requisitions account for inventory items and the item on the second line as the material requisitions account for noninventory items For each account description accept the displayed general ledger account number or enter a different account number Make sure that the account numbers you enter match the account mask for the descriptions so that the amounts will be posted to the right accounts DFxxxx and DMxxxx Tables The DFxxxx and DMxxxx tables store default information associated with jobs Both store the WIP account for jobs The DFxxxx stores the inventory account for accounts payable transactions and posting payments The DMxxxx table stores the inventory account for material requisitions When you enter the ID the table appears Here is a sample DFxxxx table 11 34 Accounts Payable User s Manual File Maintenance Tables Lowwandi E Modes he Hep Shan Bd 7 DE inanes Tabinili j Lacaren Tran all socuri Humber of Cols E ziuran Langh o fa El Comparg bi CEL Tarna TODE AA Field Description Field The fields you can enter defaults for are displayed Accept the displayed fields or change them Default Value For each field accept the displayed general ledger
126. d possible To make the cursor skip the fields that do not require an entry in certain application functions turn the option on If verification is turned on you must press the PgDn key twice to proceed to the next screen or to save your entries Accounts Payable User s Manual Introduction OSAS Graphical Other Menu Eoreandi Ed Modes ter Heb Taksista cta dam Essais ge D pescara Speen Carra Caa FANT Pop Selection Calculator Execute and OS Command Call a PRO 5 Program Product Suggestion Operations Displays the OSAS calculator Allows you to enter an operating system command from within OSAS Allows you to execute a PRO 5 program Use this function to create a printable report for future OSAS product suggestions Application Options Allows you to view the application options you have set up Inquiry for a particular application Global Inquiry Use this function to search across your data You can select General Information Inquiry Support Information User Comments EIS Dashboard Display EIS Dashboard History Pop Up Calendar Accounts Payable User s Manual from the installed applications which data to search in Allows you to search for information on employees customers and vendors Displays the OSAS Support Information Allows the user to leave messages within the system Displays the EIS Dashboard Displays the EIS Dashboard history A reminders feature that allows you to create
127. d invoices were on file for the due date and vendors you selected when you prepared checks Accounts Payable User s Manual A 9 System Messages References No date selects all invoices on file When you do not enter a date the system selects all the invoices the vendor has on file No history for vendor ID This vendor does not have any history records on file possibly because they were deleted the vendor is new or you elected not to keep summary history in the Resource Manager Options and Interfaces function No history records exist No history records are on file Exit from the function No invoice records on file for ID No invoices on file for ID No invoice records for the vendor are on file Make sure that you entered the correct vendor ID If it is correct post the transactions after you print the appropriate journals and back up the system and try again If this message still appears reenter the transaction post it and try again No prepaid checks for vendor ID No prepaid checks for the vendor are on file No records in intermediate file The intermediate file used to prepare magnetic media for 1099 forms does not have any records Exit from the 1099 Forms function No records in specified date range No records are available for the date range you entered Enter a different range of dates A 10 Accounts Payable User s Manual References System Messages No summary history for this period
128. d on the header screen Material Requisitions Screen When you exit from the line item entry screen the Material Requisitions screen appears MET IN sleep FE Losmandi ide ws paolr aran Help Axa hh Bh 7 E en Temair Ho DIEN Duis Placed Th eo Lac D Requistion Ho 2721 Traces Pede 12ER ZT Wu re hend D Quantity Uri Quang Esa Coot Dercapkon Fiequactec Fisi Enj Ol c ii Eris af Artest Herin Www ries Masi Thri Compara H 1220 Tamara Y DOS ENG The Material Requisitions screen is divided into these sections Information from the header screen is summarized at the top of the screen e The line item entry area or the line item scroll region is displayed in the middle of the screen e The requisitions totals are displayed at the bottom of the screen Accounts Payable User s Manual 6 9 Enter Material Requisitions Material Requisitions 6 10 Enter edit Append Header View Online Goto Next trans To edit a line item move the prompt to the line and press Enter To append a line item to the transaction press A Then see Material Requisitions Line Item Entry Screen earlier in this section To return to the header screen press H When you return to the header screen you do not lose the line item and totals entries because you already saved them To look at an expanded summary of the line item move the prompt to the line item and press V Additional information about the line item such as
129. d only if you elect to save check history in the Resource Manager Options and Interfaces function Accounts Payable User s Manual 1 9 The Accounts Payable System Introduction The APHSxxx Summary History file contains information for each item purchased from each vendor in each period Three types of summary records are created for each vendor a company record a vendor record and an item record This file is used only if you elect to save summary history in the Resource Manager Options and Interfaces function The APHIxxx Detail History file contains detailed information about accounts payable transactions This file is used only if you elect to save detail history in the Resource Manager Options and Interfaces function The APHDxxx Additional Descriptions History file contains additional descriptions from entries that were posted to the APHIxxx file These descriptions can also be printed in the Detail History Report This file is used only if you elect to use the additional descriptions option in the Resource Manager Options and Interfaces function File Interaction The Accounts Payable system tracks money owed to your vendors When you enter and post transactions information is retained in or distributed to the appropriate files to keep the information up to date make the information available through reports and keep the system in balance Transactions You can enter two categories of transactions purchases or miscell
130. der in which you want to print the forms Accounts Payable User s Manual 6 11 Print Material Requisitions Material Requisitions If you order items from several locations on a requisition and you want to print a separate form for each location you must organize the requisitions by location ID 5 Select the output device After the forms are produced the Material Requisitions menu appears Sample Material Requisition Form 6 12 If you organize the requisitions by transaction number requisition number or the date the items are needed the location ID is listed next to the item number for each line item The sample requisition is organized by location ID so the location information is listed near the top of the requisition instead of being listed for each line item Accounts Payable User s Manual Material Requisitions Print Material Requisitions Material Requisition MATERIAL REQUISITION Requisition Number Date Needed Order Date Ordered By 01 19 2001 Ship From Ship To Loc ID MN0001 MINNEAPOLIS WAREHOUSE 453 LAKE DRIVE MINNEAPOLIS MN US 55355 Line Item Loc ID Units Unit Cost Filled Backordered Description Extended Cost Requested MN0001 EA Accounts Payable User s Manual 6 13 Material Requisitions Journal Print the Material Requisitions Journal before you post requisitions to check for mistakes and omissions and to use as an audit trail of material requisitions and returned materia
131. des the check number amount transaction number associated vendor and payment code e Ifthe invoice record still exists it is changed in the APINxxx Open Invoice file from paid status to the status you entered since the voided check means that you still have to make the payment Otherwise the invoice is reinstated from the APHIxxx Detail History file Accounts Payable User s Manual 10 31 Void Checks Pay Invoices Void Checks Screen 10 32 Weed Checks Pill E3 Command E files ei Hele SEG bh omo 7 OF Ark Dads 1201 2000 Check Ha a fundar li Hank Acc puri puram sj Elis ori seine ed ecce fv Relared r How Select Void Checks from the Pay Invoices menu The function screen appears C Tephi Post GL Ta Fo 1059 Paperi To u 2000 ir Cai eum 1088 Pope r 1258 1 D Lam fem 1166 Peet Cosparg bi TECH Teal TODE CET Enter the date of the check you want to void Enter the number of the check you want to void The associated vendor ID appears The bank account ID is displayed if Accounts Payable is interfaced with Bank Reconciliation Select the status of the reinstated invoice Select the General Ledger fiscal year in which you want the journal entries made for the void check You can create the entries in the current year GLJRxxx file or in the last year GLJRxxx file If Accounts Payable is not interfaced with General Ledger or if you have not created last year data files in General Ledge
132. dor Purchase History Reports or use the Summary History function because you elected not to keep summary history in the Resource Manager Options and Interfaces function Terms code code not on file The terms code you entered is not on file There is no data The kind of data indicated is not on file This invoice number has already been used The invoice number has already been assigned to a transaction Accept it as a duplicate invoice number or enter a different invoice number Thru value cannot be less than From value The value you entered at Thru is smaller than the value you entered at From Press Enter then enter the correct value at Thru Transaction is in process on terminal 1D Someone else is processing the transaction that you are trying to access Press Enter and try again Transaction is not on file The number you entered is not associated with a transaction that is on file Enter a different transaction number the Inquiry F2 command is available Accounts Payable User s Manual A 13 System Messages References Unit cost is too large The unit cost of the line item is too large to fit in the space provided See the Job Cost User s Guide for information about how to reduce a job s cost Valid entries are range Valid units are n Enter one of the valid selections shown in this message Value entered cannot equal previous field The value you enter cannot be equal to the value in the previous f
133. e Make sure your system meets these minimum requirements before you install Accounts Payable The Accounts Payable system needs a minimum of 15 megabytes 15Mb of disk space to work correctly with programs sample data data dictionaries system files and graphics files Having more disk space available is necessary for the data files you will create and maintain The OSAS system requires at least one megabyte 1Mb of main memory to run More memory may be necessary in certain environments and operating systems Installing Accounts Payable Use the Install Applications function in Resource Manager see the Resource Manager User s Guide to install Accounts Payable No special considerations need to be made for Accounts Payable when you use the function Setting up Accounts Payable Once you have installed Accounts Payable on your system you must prepare your data files for everyday use You can prepare files for use with Accounts Payable in one of two ways you can create and set up your files manually on a new system or you can convert your old files when you upgrade from an earlier version To create files on a new system use the Data File Creation function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide For instructions on converting your files see the Conversion section later in this chapter If you plan to use General Ledger Inventory or Job Cost with Accounts Payable you must set up t
134. e done these things check the box or enter Y in text mode Choose One Select the type of maintenance you want to do You can perform period quarter or year end maintenance 9 16 Accounts Payable User s Manual Periodic Processing Periodic Maintenance Field Move 1099 Payment YTD to Last Year Current Period Fiscal Year Description If you are at the end of the calendar year and you want to move the values in the 1099 Payments Year to Date field to the 1099 Payments Last Year field in the vendor records check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you do not transfer the 1099 payments at the end of the calendar year the system continues to accumulate the next calendar year s 1099 payments in the 1099 Payments Year to Date field in the vendor records When you produce 1099 forms the 1099 payment amounts will be incorrect The current period and fiscal year from the APPDxxx table are displayed To begin processing use the Proceed OK command When the media is prepared the Periodic Processing menu appears Accounts Payable User s Manual Purge Vendor Comments Use the Purge Vendor Comments function to delete comments about a vendor whose record you no longer need Before you purge vendor comments produce the Vendor Comments List see page 12 9 Check it to make sure that the comments you intend to delete will not be needed later Then file the l
135. e ADE PLUMA SUPP COMPARA Eo pau sad do ran n Sl Ward das Hoke inbarna ica Horda Communes 300 Comper H OR 2000 Temes TOOL TVR 1 Enter the ID of the vendor you want to work with If you are adding a new vendor you can enter the ID of an existing vendor to copy its information to the vendor you are adding 2 Check the box or enter Y in text mode for each type of information you want to add or change Uncheck the box or enter N in text mode for each type you do not want to add or change If you are adding a vendor you must select General Information Accounts Payable User s Manual 11 3 Vendors File Maintenance When you have selected the screens you want to work with use the Proceed OK command to go to the first screen you selected General Information If you elected to add or change general vendor information this screen appears Genua Brel ca matar E Corrado Edi podes ws Help SEO RA mo T BE mare Warnes D ACEQIS Marken deers information Page Ta information Hama PLUM IM SUPPLY COMPAR ACE PLUMBING SUPPET DORT pm EAA GOLDIM ATE DINE I VIHTOR GL dale ijinit Drie Ip pure Phera Van Cist Du icimi Lnd PEE RECEMAELE lipase carr E M serat prac E acaplurenar rnke cem Taleb Sia wiping con B gesund ic LIU 33745 De pose els I 5 Compare H 06202000 Tamna TORE CAR Field Description Vendor ID The vendor ID from the header screen is displayed Name Ente
136. e Pay Invoices menu This screen appears Pow e FE Coward E Mocks the Hele f bh oo 7 OF drin Pick erae Dee CAAT Werl From The Take Discaunit Dus 121372000 bare Ci Chaska Ven ZOO Poot ie GL Pared dz Peat OL Tar Ped 1089 Pagrsani To m il Canard Yas 1050 Pane E H V Last Yar 1156 Panes Bark Account D fas y Comparg H CEL Teal TODE CEU The dates vendors and general ledger period you selected when you prepared checks are displayed 1 Select the General Ledger fiscal year in which you want to create the journal entries for these payments You can post the payments to the current or last year GLJRxxx file If Accounts Payable is not interfaced with General Ledger or if you have not created last year data files in General Ledger you must post to the current fiscal year 2 Select the accumulator in the vendor record to which you want any 1099 payments in this check run posted You can update the 1099 Payments Year to Date field or the 1099 Payments Last Year field see page 11 7 for more information Accounts Payable User s Manual 10 27 Post Payments Pay Invoices 10 28 3 If Accounts Payable is interfaced with Bank Reconciliation accept the default bank account ID or enter a different ID If Accounts Payable is not interfaced with Bank Reconciliation no corresponding field appears 4 Select the output device The log shows the debits and credits that were posted to General Ledger I
137. e Proceed OK command the Output Information screen appears i Dupa bel cera ee A LL et at Laer D rines PSL Fani Seton Lam LPO Wirdora Dd malit Ponder 0d Hiiri FOO Pre Di bliis r Prem lari Ks PSD Fini slug Dot ts LPA mdra laiad Prim eria Cra r Fe PC Pini De ide Large Dod haii E Paw Pra zeug ade Corse D or Pl bt Fin Mana mm To print the report Select Printer and choose the printer On some reports you can also choose whether to print the report in standard size print or in compressed print Click OK or press Enter in text mode to continue Accounts Payable User s Manual Introduction Reports To view the report in Print Preview mode e Select Print Preview and choose the printer On some reports you can also choose whether to print the report in standard size print or in compressed print Click OK or press Enter in text mode to continue To save the report as a File If you want to save the report as a data file for example to include it in a word processed report in CR LF format select File The data path for the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall Accounts Payable User s Manual 1 61 Installation and Conversion Installation Conversion Accounts Payable User s Manual 2 3 2 5 2 1 Installation Before You Install Accounts Payabl
138. e User s Manual Introduction The Accounts Payable System The following chart shows the effects of periodic maintenance on the APVExxx file Value Updated or Increased Decreased General Information Use the Vendors function Vendor Comments Use the Vendors function Purchases PTD QTD YTD and LY Payments PTD QTD YTD and LY Discount Taken PTD QTD YTD and LY Discount Lost PTD QTD YTD and LY Last Purchase Number Last Purchase Date Last Purchase Amount Last Payment Date Last Check Number Last Payment Amount YTD 1099 Payments Last Year 1099 Payments Accounts Payable User s Manual Posttransactions Post miscellaneous debits Post payments Post payments Post transactions Post miscellaneous debits Post transactions Post miscellaneous debits Post transactions Post miscellaneous debits Post transactions Post miscellaneous debits Post transactions Post miscellaneous debits Post payments Post payments Post payments Post payments Post payments Post payments Post payments Post payments Post payments Post payments The Accounts Payable System Introduction Purging Selected Files After your files become too large you will want to clear data through the Periodic Maintenance function and the Purge Vendor Comments function The following list shows the effects of purging selected files e Paid invoices with check dates before the date you specify are removed from the APINxxx and APIXxxx files
139. e additional descriptions in the Resource Manager Options and Interfaces function Select the output device After the report is produced the History Reports menu appears 8 16 Accounts Payable User s Manual jenueyy S 1asn e qe eg sjunosoy 21 8 04 14 2000 4 17 PM GL Period GL Account VENDOR ATTOO1 ATLANTIS TELEPHONE CO ATTOO 710486 10 15 1999 14019038 ATTOO 0625 11 15 1999 14019052 ATTOO 0989 01 15 2000 14019065 ATTOO 101 02 15 2000 14019074 ATTOO 284 03 15 2000 14019081 ATTOO 406 04 15 2000 14019088 ATTOO 672 06 15 2000 14019096 ATTOO 807 07 15 2000 14019101 ATTOO 999 08 15 2000 14019106 ATTOO 2141 09 15 2000 14019112 04 14 2000 4 17 PM Vendor ID Invoice Date 0 GL Period GL Account 1712371 10 15 2000 14019120 10 533001 1712508 11 15 2000 14019131 11 533001 1712693 12 15 2000 14019142 12 533001 VENDOR ATT001 TOTAL GRAND TOTAL End of Report Builders Supply Vendor Detail History Report Detail by Vendor ID Job Cost Loc ID Item ID Phase Code Description Telephone Expense MN000 Telephone Expense MN000 Telephone Expense MN000 Telephone Expense MN000 Telephone Expense MN000 Telephone Expense MN000 Telephone Expense MN000 Telephone Expense MN000 Telephone Expense MN000 Telephone Expense Builders Supply Vendor Detail History Report Detail by Vendor ID Job Cost Loc ID Item ID Phase Code Description Telephone Expense MN0001 Tele
140. e description of the location appears for verification If you did not enter a default location ID enter the ID of the location where the inventory items are stored Enter the requisition number or a different code to identify the material requisition Enter the name of the person requesting the items Enter the date the items are needed If you are returning material requisitions enter the date the items were removed from the location or a different date to identify the returned requisition Enter miscellaneous information about the requisition You can enter two lines of notes 6 5 Enter Material Requisitions Material Requisitions Field Ship Via Actual Ship Date GL Period Description This field is used by the Purchase Order system Enter a ship to address code or press Enter to skip this field If you enter a code enter the shipping address you can enter 30 characters for each of the four following lines Enter the shipping method or press Enter to skip this field If you have filled some or all of the requisition enter the date the requisition was filled If you are returning a requisition enter the date the items were returned Press Enter if you want to post the requisition to the displayed period or enter a different period When you save the header information the line item entry screen appears Material Requisitions Line Item Entry Screen The Material Requisitions line item entry sc
141. e information to the specified destination Make sure that enough disk space is available the path you specified exists and the diskette or disk is formatted and is not write protected or corrupt If you still cannot write the file get help from a support technician Cannot delete last line of transaction A transaction must have at least one item You cannot delete the line item because it is the only one for the transaction You can go to the header screen and delete the entire transaction Cannot delete vendor with items If a vendor has open invoices open orders or transactions on file you cannot delete the vendor s record Cannot purchase service items You can purchase inventory items only Cannot set up recurring entries for temporary vendors Because temporary vendors are meant to be used only once you cannot set up recurring entries for them Enter the vendor in the Vendors function see page 11 3 and then enter recurring entries for the vendor Cannot split maximum of 999 999 sequences You cannot split a payment more than 999 999 ways Changing location ID will clear all values The values are based on the line item from the location If you clear the location ID all the values get cleared Accounts Payable User s Manual A 3 System Messages References Checks already on file Do you want to start over You prepared some checks but did not complete some pay invoices steps To erase the checks on file and
142. e of the screen e The totals are displayed at the bottom of the screen Enter edit Append Header Totals View Goto Next trans To edit a line item move the prompt to the line and press Enter To append a line item to the transaction press A Then see Purchases Line Item Entry Screen earlier in this section To return to the header screen press H When you return to the header screen you do not lose the line item and totals entries because you already saved them 5 10 Accounts Payable User s Manual Daily Work Transactions To go to the Totals Payments window press T Then see Purchase Totals below To look at an expanded summary of the line item move the prompt to the line item and press V Additional information about the line item such as the general ledger account and description quantity purchased and cost information appears on the View Line screen Press any key to return to the Purchases screen To go directly to a particular line item press G Then enter the line number This command appears only if there is more than one screen of line items To finish with the transaction on the screen and move to a blank header screen to enter a new transaction press N Then see Purchases Header Screen earlier in this section View Line When you select View the View Line screen appears Commando Biss Dte Hep xm he Be 74 i Come in i Garcons 104300 ud Dipin Ekti Pacha Ta Ct OL Emr Poser D Hae lici dob i
143. ecover a deleted screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window In Field Editing Commands When the cursor is in a field that contains information you can use the following keys and commands Key Operation Right Move the cursor to the right Left Move the cursor to the left Del Delete Delete the character the cursor is on Ins Insert on off Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Home Move the cursor directly to the beginning of the field End Move the cursor directly to the end of the field F9 Undo Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command 1 54 Accounts Payable User s Manual Introduction OSAS Text Key Operation F10 Delete the characters in the field to the right of the cursor If Delete to end of line insert mode is turned off and you enter a character in the field s first position everything in the field is deleted Shift F9 Copy the contents of t
144. ed up the data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode and return to the Daily Work menu 2 Ifyou elected to use transaction batching select the batches you want to post at this time 3 If you want to post all invoices as held check the box or enter Y in text mode if not uncheck the box or enter N in text mode If you post invoices as held you must use the Hold Release Invoices function see page 10 5 to release each invoice for payment individually If you do not post them as held use the Hold Release Invoices function to hold individual invoices you don t want to pay 5 36 Accounts Payable User s Manual Daily Work Post Transactions 4 If Accounts Payable is not interfaced with General Ledger or if you have not created last year data in General Ledger the current fiscal year is displayed If Accounts Payable is interfaced with General Ledger the information you entered when you started entering transactions appears If you have not yet selected a year to post to you must select a year now 5 Select the output device A sample posting log is at the end of this section After posting is completed and the log is printed the Daily Work menu appears Accounts Payable User s Manual 5 37 Post Transactions Daily Work Transaction Posting Log 04 14 2000 Builders Supply 3 12 PM Post Accounts Payable Amount posted to GL period 12 GL Account Debit Credit
145. efaults can have its own table for example terminal TOO1 has table DFT001 The system treats all terminals with the same ID the same way so you may want to make sure that each terminal ID is unique For example if you have two T001 terminals one in company A01 and one in company C01 the DFTOO1 table applies to both terminals regardless of the fact that they are in different companies When you enter or edit transactions the system first tries to find a table with a terminal suffix specific to your terminal If it cannot find one it looks for a table for the company you are working in If it cannot find one it uses the systemwide table For example if you are using quick entry to enter a purchase for company A01 on terminal T001 the system first looks for QPT001 If it cannot find table QPTOOI it looks for QPA If it cannot find table QPA it uses the systemwide table QP If the system cannot find any applicable table perhaps because the systemwide table was accidentally deleted an error message appears and you must rebuild the table The APVExxx file stores general and historical information about the vendors you do business with You must set up the file before you begin processing accounts payable transactions Accounts Payable User s Manual Setup Setup Checklist and Functions General Information Enter each vendor s name address phone and fax numbers contact information about where to send payments code a
146. elease 10 5 holding 3 15 including in check preparation 10 14 payment not due 10 7 preparing check for one invoice 10 9 preparing checks for prepaid invoices 10 10 recording released invoices 10 9 screen 4 9 sorting to view 4 6 splitting payments 10 7 viewing 4 3 invoices paying 1 13 J Job Cost effects of posting material requisitions 6 23 effects of posting transactions 5 34 interface with Accounts Payable 3 8 Jump function key 1 37 1 53 pull down menu command 1 37 IX 8 Jump command function key 1 41 pull down menu command 1 41 Jump function key 1 51 K Key Help function key 1 28 L laser check printing 3 11 Last Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Left Arrow report command 1 57 Left Arrow function key 1 44 1 54 line item entry Enter Material Requisitions 6 6 Purchases 5 7 List function key 1 52 to printer or file 1 52 live data changing to 1 30 1 34 1 50 Live Sample Data function key 1 28 1 50 Lot Inventory Lookup function key 1 42 1 57 pull down menu command 1 42 magnetic media control code 9 9 DOS diskette formats 9 12 editing intermediate records 9 11 header information 9 8 9 9 naming input file 9 7 Output 1099 Forms to Magnetic Media screen 9 11 output information 9 7 UNIX Linux systems 9 13 Windows systems 9 12 XENIX UNIX diskette formats 9 13 Accounts Payable User s Manual Mainten
147. endor press V Then enter the vendor ID To hold or release invoices for the first vendor on file press F To hold or release invoices for the last vendor on file press L To hold or release invoices for the next vendor on file press N To hold or release invoices for the previous vendor on file press P To edit an invoice select the invoice you want to edit and press Enter This screen appears HoldiHnirass Irene Cosa Edi Bloc Ewa numen eb T fm mam EF woe tom breve 24128 aio vn Cow Date TER r eere Deo nio Sa Dunari THI 5a P Chi Ha Accept the displayed due date or enter a different due date Then accept the displayed discount amount or enter a different discount amount Use the Proceed OK command to save your changes and return to the scroll region To change an invoice s status by toggling between different statuses press H The statuses appear in this order temporary hold released Keep pressing H until the correct status appears Accounts Payable User s Manual Pay Invoices Hold Release Invoices To change the status of all invoices from one type to another for the vendor you are working with press A and select the new status from this window Holl Tabsaza Invotcar La Exc Command Ld Bier Dee mama eb ru A DO Tod o ce jose Charge Al Situ nac r a To pay an invoice that is not due yet press R Then enter the check number of the prepayment in this window H
148. ense You specify the expense account s when you enter requisitions Job Cost If Accounts Payable is interfaced with Job Cost the cost information in the JOHIxxx Detail History file is automatically updated and the JOBSxxx Jobs file is optionally updated when you post Accounts Payable User s Manual 6 23 Post Material Requisitions Material Requisitions Inventory If Accounts Payable is interfaced with Inventory and you have elected to post material requisition credits to inventory item accounts in the Resource Manager Options and Interfaces function inventory item accounts are credited If you are not posting the credits to inventory item accounts the material inventory account in the MRGLxxx table is used Before Posting Before you post do these things e Ifyou have a multiuser system make sure that no one else is using the Accounts Payable system You cannot post if someone else is using Accounts Payable functions e Print the Material Requisitions Journal see page 6 11 e Print the Backorder Allocation Report see page 6 19 e Back up all the data files The information in the Material Requisitions Journal comes from the APCMxxx Requisition Control file and the APMDxxx and APMHxxx Material Requisitions files Posted entries are cleared from these files to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important
149. enter a different amount The Unit Cost field on the Purchases line item entry screen is updated by the average of the unit costs you enter the Ext Cost field on the Purchases line item entry screen is updated by the total of the unit costs you enter If the line is for a noninventory item enter the extended cost of the line After you save the line item entry information either enter another line item or exit to the Purchases screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon F5 command to cancel the purchase You can delete the entire purchase by using the Delete F3 command on the header screen Accounts Payable User s Manual 5 9 Transactions Daily Work Purchases Screen When you exit from the line item entry screen the Purchases screen appears Lowweandi Heder Ciber Lex Dowwandi rot Heip fcx fim Ao c4 kj toca Werks AUT ATLANTE TOLEPHDAL CO Ditch TAENXIT Tuan Ha al WwokeHp FILZ PO Maries 1242 Lol ME Tne Wreskcre hara D Unda Lenin est Cart Es Cati xz aul E Subicial Sales Tan Fregi Mio Total 756154 64 ZLE 534 SLN HALE rims at ined Hem dsk Mua dz Heat Trara Lorpang H BE REI Mamana fine CRI Emm BUD of MF The Purchases screen is divided into these sections Information from the header screen is summarized at the top of the screen e The line item entry area or scroll region appears in the middl
150. enu 10 14 Accounts Payable User s Manual Edit Register The Edit Register shows the checks you prepared Before you print the checks print the Edit Register to check the calculations If you find inaccuracies use the Hold Release Invoices function see page 10 5 to change the invoices Edit Register Screen Select Edit Register from the Pay Invoices menu The function screen appears rg em Fi E3 Command Est Podes Oth Help 2 08 50 76 L so irva Di 11 20 7000 Verdes LD Freins Thu Fake Diccuri Dus Tara Due on Color 12401 Fono Foa ka GL Pared 12 Fini By E Desi C Suey Companng H EARN Teran TODO DI The information you entered in the Prepare Checks function is displayed 1 Select the level of detail you want to print on the Edit Register You can choose to print the detail of the invoices paid for each vendor or a summary showing totals for each vendor 2 Select the output device After the register is produced the Pay Invoices menu appears Accounts Payable User s Manual 10 15 97 01 jenueyy sasn ajqekeg siunoooy 01 22 2001 7 06 PM EDD001 THO001 Vendor EDDY APPLIANCE CO THOMPSON HEATING amp 01 22 2001 7 06 PM CLEOO1 EDD001 HENOO1 JOH001 MINOO1 THO001 Vendor ACE PLUMBING SUPPLY COMPANY ATLANTIS TELEPHONE CO CLEVELAND INTERIORS INC EDDY APPLIANCE CO HENNEPIN MUNICIPAL UTILITIES JOHNSON DOOR COMPANY INC MINNEAPOLIS WATER DEPARTMENT THOMPSON HEATING
151. enu The function screen appears Comer Eb hen Der Hee xm BE NO T4 H are Telma TT H Tha i a Er kx Past i Piri Zmo Balance 7 gn Clare r Corgan V OTEO Tenra 1000 Tn Enter the range of tax group IDs you want in the report If you elected to use transaction batching in the Resource Manager Options and Interfaces function select the batches you want to include in the report To print all tax classes for each tax location regardless of whether the tax class has zero balances check the box or enter Y in text mode To exclude tax classes that have zero balances from the report uncheck the box or enter N in text mode Select the output device After the report prints the Daily Work menu appears Accounts Payable User s Manual 5 27 Daily Sales Tax Report Daily Work Daily Sales Tax Report Builders Supply Daily Sales Tax Report By Tax Group Tax Auth Tax ID Tax Refundable Account Freight Misc Not On File lass Description Percent Expense Acct A Nontaxable Calculated i Over Short Refundable Taxable Nontaxable Calculated End of Report 5 28 Accounts Payable User s Manual Change Batches The Change Batches function allows you to manually change the batch ID for a single transaction or an entire batch of transactions that has not been posted If you did not elect to use transaction batching you cannot use this function Change Batches Screen Select Change Ba
152. er miscellaneous debits to reverse the purchases However if you posted purchases without account numbers the APGLxxx table is probably not set up correctly which could lead to a problem later Check the table to make sure that you are entering valid account numbers Then reenter the purchases with the correct account numbers Can I enter a prepayment Yes If you entered the purchase but did not post it use the Purchases option in the Transactions function see page 5 3 to record the purchase Enter the header information and assign the line items When you get to the Amt Paid field in the Totals Payments window enter the amount you paid and the check number If you posted the purchase use the Hold Release Invoices function see page 10 5 to change its status to prepaid I entered a prepayment but it was not posted to the cash account in General Ledger Why The cash account is affected only when you prepare checks and post payments I was in the middle of posting and had computer problems Can I recover B 2 Yes If you backed up your data files before posting restore the backup and start the post over The Post Transactions function has a restart feature If you did not back up before posting start the post over Each posted transaction is flagged as posted so if a transaction or batch of transactions was completely posted it will not be processed again If the system was in the middle of posting a transaction or a batch o
153. es File ommend Et ees fe Help pu ha mus 74 DE Abetos Hae fou Boched Lip You Data Fini F Fea Peed iocar aith Check Daar Babos Manco Dada rior th reca Daer Dekan Fee rana Mince Bed cave Presi iac d nea Pisae Ceo Hopi Ah Check ores Beda Firme Facueoem E rines ad ih C uli Cae B plos Puego T eo Verden Comparg HH ELSE Teal TO CEU Accounts Payable User s Manual 9 21 Purge Selected Files Periodic Processing 1 Ifyou have backed up your data files check the box or enter Y in text mode if not uncheck the box or enter N in text mode and back them up before proceeding 2 Enter the date of the paid invoices you want to purge Paid invoices dated on or before the date you enter will be purged 3 Enter the date of the invoices for which you want to purge detail history Detail history for invoices dated on or before the date you enter will be purged 4 Enter the period and year of the summary history you want to purge Summary history before the period and year you enter will be purged 5 Enter the date of the checks for which you want to purge history History for checks dated on or before the date you enter will be purged 6 Enter the date of the recurring entries you want to purge Entries dated on or before the date you enter will be purged 7 Ifyou want to purge temporary vendors with zero outstanding balances check the box or enter Y in text mode if not uncheck the box or enter N in text mode
154. ete Ins Insert Enter Edit Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line item at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt gt Accounts Payable User s Manual Reports Selecting a Range of Information To produce a report you must specify the amount of information you want in the report To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report w
155. f Accounts Payable is not interfaced with General Ledger you must make manual entries for the amounts in the log If Accounts Payable is interfaced with Bank Reconciliation the log shows the amounts posted to Bank Reconciliation A sample posting log is at the end of this section After posting is completed the Pay Invoices menu appears Accounts Payable User s Manual Pay Invoices Post Payments Post Payment Log 12 01 2001 Builders Supply 7 13 PM Post Payments Invoices Due 11 30 2001 Vendors First Thru Last Discounts Due 12 15 2001 Post to GL Period 12 Description GL Account Discounts 804000 2 Cash 100100 150230 30 Balance 150230 30 150230 30 Posted to Bank Account SNB001 150230 30 End of Report Accounts Payable User s Manual 10 29 Void Checks Use the Void Checks function to cancel checks that have been printed For example if you print a check by mistake you can use this function to remove the record from the system When you void a check several things happen e If Accounts Payable is interfaced with General Ledger the cash account is debited and the accounts payable account is credited for the amount of the check e f Accounts Payable is interfaced with Bank Reconciliation the status of the checks changes to voided Check information is updated in the APVExxx Vendor APHIxxx Detail History APHSxxx Summary History and APHC Check History files This information inclu
156. f transactions it processes the transaction s again Then print the Open Invoice Report the Detail History Report and the appropriate reports from interfaced applications Make adjustments for the double posted entry if any Only one transaction line or total can be double posted Accounts Payable User s Manual References Common Questions How is the Take Discounts Due field on the Open Invoice Report screen used Discounts are taken for invoices that are due on or after the date you enter in this field the earlier the date the more invoices have discounts taken When I print the Open Invoice Report I cannot find any discounts Why Check the date you entered in the Take Discounts Due field Discounts are taken for invoices that are due on or after the date you entered the later the date the less discount information appears How do I enter installment payments for an invoice after it has been posted to the APINxxx Open Invoice file Use the Hold Release Invoices function see page 10 5 to split one payment into several You need to know the vendor ID and the invoice number The system assigns a sequence number to each installment You can use the Vendors and Invoices function see page 4 3 to find out how many installments have already been made When are paid invoices cleared from the APINxxx Open Invoice file You can clear paid invoices by posting payments Posting also updates vendor balances If Account
157. f posting transactions 5 34 effects of voiding checks 10 31 interface with Accounts Payable 1 16 3 7 GL accounts overriding 3 16 Global Inquiry defined 1 3 graphical menu exiting from 1 26 features of 1 25 keyboard commands 1 28 right click menu 1 28 sample screen 1 26 graphical menus right click menu 1 34 graphical mode defined 1 4 Group Code file 1 8 H Header Information screen Enter Material Requisitions 6 4 Help 1 34 Accounts Payable User s Manual function key 1 40 1 52 pull down menu command 1 40 tool button 1 33 1 36 help commands F3 1 54 F6 1 43 1 54 F7 1 43 1 54 History Information keeping for line items 3 10 keeping for totals 3 11 History Reports menu structure 1 6 Hold Release Invoices changing invoice status 10 6 function 10 5 prepaying 10 7 splitting payments 10 7 Home inquiry command 1 45 1 56 report command 1 57 scroll region command 1 41 1 58 Home function key 1 44 1 54 I IDs sorting 3 3 Information function key 1 52 Information Inquiry menu structure 1 5 Information menu accessing 1 52 initial balances detail method 3 19 setting up 3 18 5 3 summary method 3 18 Inquiry function key 1 37 1 43 1 52 graphical 1 43 partial key 1 55 pull down menu command 1 37 inquiry commands Down Arrow 1 46 1 56 End 1 46 1 56 Enter 1 46 1 56 Accounts Payable User s Manual Esc 1 56 F7 1 46 1 56 Home 1 45 1 56 Ins 1 46 1 56
158. ference materials If you need more information consult a customer support representative OSAS Overview Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications Resource Manager also includes three powerful business features Global Inquiry Executive Information Summary EIS and Print Manager With Global Inquiry you can drill around your accounting data to find selected information throughout your system With EIS you can access company information quickly and view summaries of all aspects of a company or a group of companies With Print Manager when you print reports to file your reports can be stored sorted printed and searched for specific text Base Applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order Payroll and Inventory Accounts Payable User s Manual 1 3 Welcome to OSAS Introduction OSAS Versions 6 1 and Higher 1 4 You can use OSAS versions 6 1 and higher in text or character based mode on any supported operating system In Windows environments you have the choice to use either the text version or the graphical
159. g OSAS in a Windows environment see Windows Systems below If you are using OSAS in a UNIX Linux AIX or UnixWare environment see UNIX Linux Systems later in this section Windows systems For Windows systems this screen represents the last step in the magnetic media process Dupe 114 Ferre to Agee IT Pilg ES forward Ei pones Othe Help Se hh HD 7 OF Abanden kusmi u blarik DES Pomme cheat m tha cup dare Pont wadi F Dipa Grew ID amp Caspar bi HT LO Teal TODE CI 1 Insert a blank 3 5 inch 1 44M DOS formatted diskette into the diskette drive Accounts Payable User s Manual Periodic Processing 1099 Forms 2 If you want a copy of the records as they are transferred to the diskette make sure that your printer is online and check the box or enter Y in text mode If you do not want the copy uncheck the box or enter N in text mode 3 Enter the drive that holds the diskette to which you are transferring the 1099 information For example enter A if you want to send the data to drive A When you are ready to transfer the files use the Proceed OK command to begin sending the 1099 information to the output drive you specified When the process is finished the Periodic Processing menu appears Follow the instructions in the magnetic media circular for labelling and mailing the diskettes to the Internal Revenue Service UNIX Linux Systems For UNIX or Linux systems the final screen in the magnetic
160. he current field Copy field contents Shift F10 Paste the value you copied from a previous field into the Paste field contents current field Inquiry Commands When you use the Inquiry command several other commands become available for you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle between these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for the inquiry windows by using the Defaults function in the Resource Manager e In Search mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by pressing Esc Command Help To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list Accounts Payable User s Manual 1 55 OSAS Text Introduction Key Operation PgUp Display the previous page of the windo
161. he number of days given to pay the net due The displayed description is based on your entries in the previous fields Accept it or enter a different description When you save your entries you are returned to the Terms Codes scroll region When you finish editing or adding terms codes use the Exit F7 command to return to the File Maintenance menu 11 22 Accounts Payable User s Manual Distribution Codes Distribution codes specify which general ledger accounts get which information Use the Distribution Codes function to add or change codes for your general ledger distribution accounts or to set up a selection of different payable accounts Distribution Codes Screen Select Distribution Codes from the File Maintenance menu The function screen appears Dirt jan Combes Pilg E3 Commend Edt Miles Dia Help 2x0 bn mm 7 DE Ares Dista Cede I Darc pten rale A Wander Gl amp ccraand Papables J ADCDRIHTS PARABLE TRADE Sees Tim y SALES TAX PAVABLE Freie FREIGHT Ei M pcallanaaut mj SUSPENSE Company H OSLO Tamil TODO ERI Field Description Inquiry Distribution Code Enter the code you want to add or change Description Accept the displayed code description or enter a different code description This description appears when you use the Inquiry F2 command to access a list of codes Accounts Payable User s Manual 11 23 Distribution Codes File Maintenance Field Description Inquiry GL
162. he search lt gt Search for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search Accounts Payable User s Manual Introduction OSAS Graphical Other Graphical Function Controls Function Field Inquiry I 8 When the Inquiry button appears next to a field you can either click on the button or press the F2 Inquiry key Graphical Scroll Region Buttons Use these command in scroll region areas to move between the lines in the region Scroll Button Key Result Home Moves the cursor to the first line in a scroll region br PgUp Moves the cursor to the previous page of lines in a scroll region bo Up Moves the cursor up one line al j Down Moves the cursor down one line v wi PgDn Displays the next page of lines in the scroll region zj End Moves the cursor to the last line in the scroll region zi Help Commands When you use the Help F1 command you can use these commands Key Operation F6 Maintenance Edit a help screen F7 Exit Exit from the help screen and close the window Accoun
163. hen click OK to save your entry and return to the OSAS menu or click Exit to abandon the dialog box and return to the menu Using the Workstation Date dialog box Accounts Payable User s Manual Introduction OSAS Graphical To set a new workstation date enter the date in the field use the up down buttons to increase decrease the date displayed or click System Date to change the date to match the operating system date Then click OK to change the workstation date Abandon to restore the original date displayed or Exit to return to the Main menu Modes Menu Ele Moder Inde Fyeates bs pep DU Funciona GE Scale GL Screen cn T Tool Command Ke Result Button y GUI Functions Shift F6 Toggles between GUI function screens and text function screens Scale GUI Shift F7 Toggles scaling of GUI screens on Screens and off When scaling is off the default mode the screen size is smaller when you use higher monitor resolutions Tools Menu D Heder Took Fyre bes Hep 7125 ir sie Tool Command Ke Result Button y Calculator Displays the Windows calculator Accounts Payable User s Manual 1 31 OSAS Graphical Introduction Favorites Menu Dh Bader edi Fois her Hiep for 7 B Dane to Ferdi For Tool Command Ke Result Button y Change to e F2 Displays the Favorites menu Main Favorites 24 menu See Graphical Favorites Menu on page 1 35 Other Menu Dh babes Ted Fors Quar Hep Cake amie 2A 7H M Eesai
164. hose applications before you set up Accounts Payable Accounts Payable User s Manual 2 3 Installation Installation and Conversion Accounts Payable and Purchase Order If you plan to install Purchase Order install it immediately after installing Accounts Payable See the Purchase Order User s Manual for information about installing Accounts Payable and Purchase Order at the same time 2 4 Accounts Payable User s Manual Conversion If you use an earlier version of OSAS Accounts Payable you can convert your files from the older version to the current version When you are ready to convert files use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Guide to upgrade Accounts Payable data files You can upgrade from version 3 2 4 xx 5 xx or 6 0x If you want to convert to version 6 1 from a version earlier than 3 2 contact a client support representative You must install the new version of Accounts Payable before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager You must set up tax information in Resource Manager before converting Accounts Payable If tax information is not set up the conversion will not execute See the Resource Manager User s Manual Before you convert an application s files make note of the version number of the application you are converting f
165. ich backorders you can fill produce the Backorder Allocation Report see page 6 19 Then use the Change Material Requisitions option see below to fill backordered requisitions Material Requisitions Menu Select Enter Material Requisitions from the Material Requisitions menu A menu appears d Cora ern ba 50 78 ar cor Tiare Fic Dita Fiese Lac ID Hepni Mo Lain Herded rear Eck Wu HD re Tagen Ha I ne TER Locator l Tog boerse or poder pa Hep era Sx II mm ae j cj Fade 7 Erie d iura Fames C Ress d girl Fearn Che Herded ler C Change Lara epin Hari Al en De 11 1 GL Puricd 1 EH ir Teruel 1000 0H Accounts Payable User s Manual 6 3 Enter Material Requisitions Material Requisitions Select the type of transaction you want to work with e enter material requisitions e enter returned material requisitions e change or delete material requisitions You cannot use the Change Material Requisitions option to change posted requisitions returned or otherwise To reverse incorrect requisitions use the Return Material Requisition option To reverse incorrect returned requisitions use the Change Material Requisitions option Before you change or delete material requisitions produce the Material Requisitions Journal so that you have the correct transaction numbers After you edit or delete requisitions produce the journal again so that the audit trail is accurate Material Requisitions
166. ield Value must be at least amount You must enter a value greater than or equal to the amount specified in this message Vendor ID is missing Vendor 1D is missing from the Vendor file The vendor ID associated with the record has been deleted You can add the vendor ID to the APVExxx Vendor file if necessary Vendor 1D is not on file The vendor you entered does not have a record in the APVExxx file Enter a different vendor ID the Inquiry F2 command is available Vendor 1D is on hold You cannot pay invoices for a vendor whose status is on hold Vendor 1D record in use The vendor record is being accessed by another user Try to access the record again later A 14 Accounts Payable User s Manual References System Messages Warning job or phase has a finish date The Job Cost job or phase that the item is to be applied to has a finish date Make sure that you do not apply costs to the job or phase after that date Warning Summary history is not available for all comparisons Summary history is not available for all the comparisons in the report In each column of the report where summary history is unavailable or insufficient 00 is printed Warning 1099 amounts exist for this vendor This message appears for one of two reasons e You are preparing checks and you entered a 1099 payment for a vendor that does not receive a 1099 MISC form see page 9 3 If you do not want the 1099 payments to be upda
167. ifferent period If the reporting period you specify has no summary history the following message appears Warning Summary history is not available for all comparisons If this message appears you can still produce the report but 00 will appear where summary history is not available 2 Press Enter to show data for the current fiscal year that is displayed from the APPDxxx table or enter a different fiscal year 3 Select the output device After the report is produced the History Reports menu appears 8 4 Accounts Payable User s Manual 12 24 2000 4 06 PM Builders Supply AP Analysis Report For Period 12 2000 Accounts Payable Current Period 3 Period Average Prior Period Same Period Last Year Amount Purch Amount Purch Amount Purch Amount Purch 142050 62 100 00 142050 62 100 00 Total Purchases Accounts Payable 245242 21 100 00 392870 53 160 20 291537 86 100 00 205 24 663015 92 227 42 466 75 476020 54 100 00 365099 43 76 70 suodey JO1SIH jenueyy s es e qe eg siunoooy 8 8 3 Period Average Amount Avail Disc Available Disc Taken Disc Lost End of Report Prior Period Avail Same Period Last Year Amount Avail SCurr 21 20 100 00 2 00 00 00 21 20 100 00 2 00 5494 49 5479 97 Avail wodey sisAjeuy dv uodey sisfjeuy qv Purchase Analysis Report The Purchase Analysis Report provides an analysis of your company s pu
168. ilable for use e click the appropriate graphical tool button e select the command from a pull down menu e press the associated keyboard hot key If you use the graphical menu you can select application menus and functions by clicking the function or menu name on the menu or by highlighting your choice and pressing Enter If you choose the Start menu you can select applications from the Main menu by using the arrow keys to highlight your choice and pressing Enter by clicking the selection or by holding the mouse cursor over the selection until the menu appears From any application menu you can select a button from the previous menu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on the previous menus Accounts Payable User s Manual 1 25 OSAS Graphical Introduction Graphical Main Menu i 1000 OEA TEMA Accor dolar el FE is jade ooh Fronten o es Haie Sa 7B DOBRO OSAS teres Poratie informa air iT ANS LZUFTII M EN Acond Poser bie Dink fork Veronica Bill ld Fitting Mites Hacer ial Hiztory Sana Aroma regen Repent Sara Frie Fasz lut Hakone Pescara Ger Ledge Parade Pica rg Irene Pap recen dob Cari Fin klendanar ca DOBC Ki Visites File Lett Faad Puschaza Cincher Sales Cue apare Haag Company Tamna 1000 17000 242 Pie You can exit from a Graphical menu in these ways select a button from a previous menu
169. ill contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACEOO01 the report includes information only about vendor ACEOO01 Sorting Information for reports is sorted first by a space _ then by characters then by digits then by uppercase letters and finally by lowercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Accounts Payable User s Manual 1 59 Reports Introduction But take notice when you enter codes or IDs that consist of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 19 2 20 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output the Report 1 60 When you use th
170. ing the graphical screens become smaller when you use higher monitor resolutions When using the graphical menus you can use the pull down menus and tool buttons buttons with graphical icons in a row below the pull down menus to access functions without using the function keys While the function keys work in the graphical menus the menu bar and tool buttons offer you a choice in accessing these functions Such a choice is common in graphical Windows applications Using the mouse you can either move the cursor to the menu and click once or click on a tool button for the function desired Below is a sample of the OSAS pull down menu and tool buttons and a description of each T000 OPEN SYSTEMS Accounting Software File Modes Tools Favorites Other Help As MO wwe Accounts Payable User s Manual 1 29 OSAS Graphical Introduction 1 30 File Menu File Boden Teor Fees fitter Help Bosnae cP a Sopla FE me Merton date FE al E Tool Command Ke Button y Access code El F4 Sample data set F5 or Live Data set Workstation date F6 Exit F7 Using the Access Code dialog box A Sel Acan Coda Result Displays the Access Code dialog box See Access Code dialog box below Toggles between the Sample Data and the Live Data Displays the Workstation date dialog box See Workstation Date dialog box below Exits from OSAS To change the access code enter the code in the field T
171. ing taxes 5 35 regular terms 11 22 reminders Pop Up Calendar 1 39 report commands 1 57 Down Arrow 1 57 End 1 57 Exit 1 57 F7 1 57 Home 1 57 PgDn 1 57 PgUp 1 57 Accounts Payable User s Manual Right Arrow 1 57 Tab 1 57 Up Arrow 1 57 Reports and Report Writer 3 15 reports conventions 1 59 including all information 1 59 limiting information 1 59 selecting information for 1 59 Requisition Control file 1 9 Resource Manager Data File Conversion function 2 5 2 7 Data File Creation function 2 3 features of 1 3 Install Applications function 2 3 2 5 reversing material requisitions 6 4 Right Arrow report command 1 57 Right Arrow function key 1 44 1 54 right click defined 1 21 RMGCxxx file 1 8 RMTDxxx file 1 8 RMTHxxx file 1 8 run codes assigning to recurring entries 3 17 11 15 defining 1 10 definition 3 17 11 17 setting up 3 17 S Sales Tax Breakdown window 5 12 sales tax calculation 3 16 Sales Tax Report function 7 15 sample 7 16 sample data changing to 1 30 1 34 1 50 scroll region buttons First Line command 1 43 Last Line command 1 43 Next Line command 1 43 Next Page command 1 43 Previous Line command 1 43 Accounts Payable User s Manual Previous Page command 1 43 scroll region commands 1 58 Down Arrow 1 41 1 58 End 1 41 1 58 Enter 1 58 F3 1 41 1 58 Home 1 41 1 58 Ins 1 41 1 58 PgDn 1 41 1 58 PgUp 1 41 1 58 Tab 1 41 Up Arrow 1 41 1 58
172. ion 10 9 including invoices 10 14 one invoice 10 9 B 4 prepaid invoices 10 10 prepayments entering B 2 posting B 2 Previous Line command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Previous Page command function key 1 41 1 58 pull down menu command 1 41 scroll button 1 43 Print Checks function 10 17 prenumbered forms 10 18 restarting 10 18 Print Manager defined 1 3 Print Material Requisitions function 6 11 printing forms for each location 6 12 Accounts Payable User s Manual printing forms blank 3 11 laser 3 11 preprinted 3 11 screen contents 1 52 PRO 5 Command tool button 1 33 Proceed function key 1 53 Proceed OK function key 1 37 pull down menu command 1 37 verification button 1 36 Proceed command 1 23 programs backing up 3 21 prox terms 11 22 pull down menu functions commands 1 37 Edit 1 38 Help 1 40 Information 1 40 Inventory Lookup 1 42 Modes 1 38 Other 1 39 Scroll Commands 1 41 graphical functions 1 37 graphical menus 1 29 Favorites 1 32 File 1 30 Help 1 33 Modes 1 31 Other 1 32 Tools 1 31 Purchase Analysis Report function 8 7 summary history required 8 7 Purchase Order installing 2 4 Purchases before changing or deleting 5 4 cash payment 5 13 correcting line items B 1 line item entry screen 5 7 IX 11 posting 5 34 reversing B 2 Sales Tax Breakdown window 5 12 temporary vendors 5 5 totals 5 1
173. ion for a purchase order number or a start date press H Then enter the purchase order number or start date You can use the and wildcards To look at invoice totals for the vendor press T The invoice number subtotal sales tax freight miscellaneous charges and total appear in a window Press any key to return to the Detail History screen To look at an expanded summary of the invoice press I Additional information about the invoice general ledger account and period purchase order number and date quantity purchased appears in the View Line window Press any key to return to the Detail History screen To move directly to a different invoice number press G Then enter the number or exit to the Detail History screen This command appears only if you have more than one screen of invoice numbers To view the additional descriptions for the particular line item select A This function is only available if you have toggled both Use Additional Descriptions and Keep Additional Descriptions History to YES in the Options and Interface function see the Resource Manager User s Manual for more description When you are finished looking at detail history exit to the Information Inquiry menu Accounts Payable User s Manual 4 13 Summary History Use the Summary History function to look at past purchases and payment information associated with vendors To add to or change this information use the Transactions function see p
174. ion is sorted by vendor ID you must edit the records in that order ne Fe FE Loweandi i Edt Modes ei Help gt tA mm e DE LET if TUS Walley Park Os Sheik ages MH a zI BI 24SE2AES 3 KIT HFH 4 E 1 TELL A cher E 7 ADEPEHDEHLE Ba E sl TELADELPHE Fs EG qaa Ti Hama Control Tua oA i HECIPIEH T5 ginti urb Earparg H 41 Sc Teena T DER ERI 1 You can edit only the recipient ID company name and address account number second TIN notification flag name control code type of TIN flag and box that corresponds to the field indicator set up for the vendor in the file You cannot change the value in box 9 2 After you check a record use the Proceed OK command to go on to the next screen You can change any field however in general you will not want to edit a 1099 form 3 If you finish making changes before you get to the last record in the file use the Exit F7 command The following prompt appears Save Changes Press Y to save your changes or N to cancel Accounts Payable User s Manual 9 11 1099 Forms Periodic Processing When you respond to the Save Changes prompt or after you use the Proceed OK command to save the last record in the file the Output 1099 Forms to Magnetic Media screen reappears You can edit the file again or output the edited file to magnetic media Output to Magnetic Media 9 12 The output screen that appears is based on your operating system If you are usin
175. ion to General Ledger this field is skipped Tf you elected in the Resource Manager Options and Interfaces function to post detailed information to General Ledger enter a description to identify the transaction or press Enter to skip this field 5 7 Transactions Daily Work Field Inquiry Job ID Inquiry Phase ID Maint Inquiry Cost Code Maint Inquiry GL Account a ERBE BE Maint 9 Qo Description If Accounts Payable is interfaced with General Ledger the description you enter appears in the Description column of the GLJRxxx Journal file when you post the transaction If you do not enter a description the invoice number and the item description appear in the Description column of the GLJRxxx file when you post the transaction Enter the ID of the job affected by the purchase or press Enter to skip this field The Inquiry command is available if Accounts Payable is interfaced with Job Cost If Accounts Payable is interfaced with Job Cost the description of the job appears for verification when you enter a job ID If you entered a job ID enter the ID of the phase cost center affected by the purchase or press Enter to skip this field The Inquiry command is available if Accounts Payable is interfaced with Job Cost If you entered a job ID and Accounts Payable is interfaced with Job Cost enter a cost code If you entered a job ID and Accounts Payable is not interfaced with Job Co
176. ist so that you will have a record of the comments Purge Vendor Comments Screen Select Purge Vendor Comments from the Periodic Processing menu The function screen appears T as Wi rebel A Ceres fot Moda Wr Sup 3 Deis 2 3 xim uum E 4 ET Pick Vendor E E Dua Femera D Compan HO Tana FEN TI Enter the range of vendors whose comments you want to purge Enter the range of dates on which the comments you want to purge were recorded Enter the range of references for which you want to purge comments To purge the comments use the Proceed OK command When the process finishes the Periodic Processing menu appears Accounts Payable User s Manual 9 19 Purge Selected Files Use the Purge Selected Files function to delete information from the APINxxx Open Invoice APHIxxx Detail History APHCxxx Check History APRLxxx and APRHxxx Recurring Entries APRDxxx Recurring Additional Descriptions and APHSxxx Summary History files The invoice date determines which detail history records are deleted The period and fiscal year determine which summary history records are deleted The cutoff date current balance ending date or remaining payments entries determine which recurring entries are deleted You can also delete temporary vendors with a zero balance Purge Selected Files Screen Select Purge Selected Files from the Periodic Processing menu This screen appears Fige Soleoted Fab
177. jenueyy sasn ejqe eg siunoooy 10 24 2000 9 13 PM Tax Loc Name Tax Description Sales Tax Level Tax Auth Class Exp Acct Purch Tax Ref 00 Consumer Goods 4 000 806000 4 000 TOTAL FOR LOCATION CA Tax Loc Name Maryland Sales Tax Tax Description Sales Tax Class Exp Acct Purch Tax Ref 00 Consumer Goods 5 000 806000 5 000 TOTAL FOR LOCATION MD GRAND TOTAL End of report 2326 14 000 Purch Sales 2326 14 Purch 00 Builders Supply Sales Tax Report By Tax Location Tax ID 45 983459823 Nontaxable 46522 97 46522 97 Level Tax Auth Tax ID Taxable 2574 22 000 Purch Sales 2574 22 Purch 00 Taxable 4900 36 00 837461872341 Nontaxab 39177 39177 Nontaxab 85700 General Ledger Accounts Tax Liability Refundable se Tax on ese 203800 203800 Calculated General Ledger Accounts Tax Liability Refundable 203800 203800 Calculated Over Short Refundable Tax Calculated Over Short Refundable 221 78 221 76 02 00 00 00 00 1odey xej sajes uodey xe sajes suoday 1ueujeDeue v History Reports AP Analysis Report Purchase Analysis Report Check History Report Detail History Report Payment History Report Tax Audit Report Summary Invoice History Report Vendor Activity Report Vendor Purchase History Report Accounts Payable User s Manual 8 3 8 7 8 11 8 15 8 19 8 23 8 27 8 31 8 35 8 1 AP Analysis Report
178. king at History for a Particular Period To look at the vendor s item and job history for a particular period press V Then enter the period whose item and job history you want to look at The Summary History input screen appears 1 Tay Hi Lowaad Edt Mods hs Help gh gt he mol ej shares Enia Fead vem 17 If you did not elect to keep summary history in the Resource Manager Options and Interfaces function for a period an asterisk is displayed next to the period and the message Summary History Not Kept is displayed near the bottom of the screen You cannot look at the item history for a period if you do not keep summary history Accounts Payable User s Manual Information Inquiry Summary History If you kept summary history for the period you entered the Summary History Item Inquiry screen appears Press Enter to return to the Summary history Vendor Inquiry screen If you made more purchases from the vendor in this period than the screen can show you can also press M to view the next page of history for this period Accounts Payable User s Manual 4 17 Daily Work Transactions Copy Recurring Entries Purchases Journal Miscellaneous Debits Journal Daily Sales Tax Report Change Batches Batch Control Post Transactions Accounts Payable User s Manual 5 3 5 17 5 19 5 23 5 27 5 29 5 31 5 33 5 1 Daily Work 5 2 Introduction Use the Daily Work functions to record pu
179. ks for periods 12 and 13 performs the quarter end tasks clears the year to date totals in the APVExxx file and transfers those totals to the last year fields If you have a multiuser system make sure that no one else is using the Accounts Payable system You cannot run this function while someone else is using Accounts Payable functions Accounts Payable User s Manual 9 15 Periodic Maintenance Periodic Processing Periodic Maintenance Screen Select Periodic Maintenance from the Periodic Processing menu The function screen appears LHP ETT Ale Command Ed pones Othe Help 5 mam mpg 7 OE annee Hows on Fine the Vendor dns Alege sad Backed Up ar Dis Filey PP Choo Ore Pened End ki aniuranca T uia nd Mirdenance E Yas Enid H irienna Merve d UE Pgs T la Land daa 7 Cunent Perico Find Tea 17 ze organy OSCE Terna T DOG EN Field Description Have You Printed the The information in the Vendor Analysis Report comes from Vendor Analysis Report the APVExxx file Since the Periodic Maintenance function and Backed up Your Data affects the data in the APVExxx file print the Vendor Files Analysis Report and back up your data files before you do period quarter or year end maintenance If you have not printed the report and backed up your data files see the Resource Manager User s Manual uncheck the box or enter N in text mode you are prompted to return to the Periodic Processing menu When you hav
180. l Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current workstation date and allows you to change it Exits from OSAS Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Accounts Payable User s Manual Key F10 Add to Favorites Shift F2 Application Info Shift F5 Change menu style Shift F6 Toggle GUI screens Shift F7 Toggle GUI scaling PgUp Start over Tab Jump Enter Up or Down Ctrl G Bell on off OSAS Text Operation Allows you to add to and delete from your Favorites menu Displays information about the applications you have installed Switch between text and graphical menu styles without going into Defaults If you are using the graphical version of OSAS this command toggles between graphical screens and text based screens for the functions you use If you are using the graphical function screens this command toggles screen scaling on and off When scaling is off the default setting the graphical screens become smaller when you use higher monitor resolutions Move
181. l requisitions If you find incorrect material requisitions in the Material Requisitions Journal use the Change Material Requisitions option in the Enter Material Requisitions function see page 6 3 to edit or delete them You cannot post material requisition credits to inventory item accounts if you did not elect that option in the Resource Manager Options and Interfaces function Material Requisitions Journal Screen Select Material Requisitions Journal from the Material Requisitions menu The function screen appears L Mynd Heguedis dps Pis E3 Dirsh Et Modes e Help gt tE Hh w OF Aborto Fick Fiequeten He From I 3 Tu Pise F Fes F7 3177 Prot Ap OC Traction Ro f Aani o F pL Pared id cia E T dobil and Pisa io Carper TO Taa TORE AM Inquiry 1 Enter the range of material requisitions you want in the journal Accounts Payable User s Manual 6 15 Material Requisitions Journal Material Requisitions 2 Select the amount of detail you want in the journal line items or only the header information and totals 3 Select the order in which you want to organize the journal 4 Select the output device After the journal is produced the Material Requisitions menu appears A sample of the Material Requisitions Journal appears below 6 16 Accounts Payable User s Manual jenueyy S 1asn e qe eg siunoooy 71 9 01 20 2001 Builders Supply 10 40 AM Material Requisitions Journal Detail by Trans
182. le The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces 0 a 1 Z a 01 cR CERA 000000 000001 1 Accounts Payable User s Manual 3 3 Setup Considerations Setup 3 4 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space e Items that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are clearly in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For
183. length for Record Test KNUM 0 Record ENTRY 234 178 406 Improper field length for Record Test KNUM 0 Record ENTRY 326 223 106 0 9 3t 3 178 16 16 0 1 3 0 573 207 189 189 9 3T 3 r Field ID AP VENDOR ID Original Value New Value TIM001 TMB001 spjer4 ebueyo Master File Lists Vendor Labels 12 3 Vendor Detail List 12 7 Vendor Comments List 12 9 Recurring Entries List 12 13 Tables List 12 17 Accounts Payable User s Manual 12 1 Vendor Labels Use the Vendor Labels function to print 1 by 3 inch standard labels for vendor checks or to print a vendor phone list You can also produce 12 inch mailing labels with three address lines Vendor Labels Screen Select Vendor Labels from the Master File Lists menu The function screen appears PETER al ES Command Est bedes ther Heb Seo hh mu 7 OF Asien Var Fine 3 Thu Al Fini By Wards HI Werdca Mares Label T pe ES Sanda 1 08031 Fred Phone Higa E Cosparg bi AAA Tarna TODE CEU 1 Enter the range of vendors whose labels you want to produce 2 Select the order in which you want to organize the vendor labels 3 Select the type of labels you want to produce Accounts Payable User s Manual 12 3 Vendor Labels 12 4 7 Master File Lists If you selected standard labels and you want them to include the vendors phone numbers check the box or enter Y in text mode if not uncheck the box or en
184. mber and press D The status in the Drop column changes A check in the column or a Y in text mode indicates that the invoice will not be included in the payment e To include all invoices in or exclude all invoices from check preparation press A At the prompt for the task you want to do enter D to drop all invoices or I to include all invoices e To see a summary of check activity for all vendors press S The window that appears shows the contents of the APCHxxx Checks file To write the changes to the APCHxxx file press W At the prompt for confirmation select Yes or enter Y in text mode if you want to write the changes or select No or enter N in text mode if you do not e To work with invoices for a different vendor press V Then enter a different vendor ID e To work with invoices for the first vendor on file press F e To work with invoices for the last vendor on file press L e To work with invoices for the next vendor on file press N e To work with invoices for the previous vendor on file press P As you make changes to the APCHxxx file the vendor and grand totals for the entire check run at the bottom of the screen change to reflect your changes When you are finished with this vendor press W to write save the changes When you do so the checks you chose to drop are removed from the APCHxxx file Then select a new vendor to work with or use the Exit F7 command to return to the Pay Invoices m
185. media process is slightly different from the Windows screen above The Internal Revenue Service requires that you submit the file on a 3 5 inch diskette in 1 44M DOS format If you do not have a porting utility contact your value added reseller 1 If you want an audit report of the information as it is written to the disk make sure that your printer is online and check the box or enter Y in text mode If you do not want the report uncheck the box or enter N in text mode 2 Press Enter to write the files to the directory you are using on the hard drive or enter a different directory on the hard drive to write to When you are ready to write the 1099 information to the hard drive use the Proceed OK command When the process is complete the Periodic Processing menu appears Accounts Payable User s Manual 9 13 Periodic Maintenance Use the Periodic Maintenance function to clear your vendor records and prepare them for activity for the next period quarter or year You cannot use the Periodic Maintenance function until the APPDxxx table is set up for the company you are doing maintenance for Period end maintenance clears the period to date totals in the APVExxx Vendor file and deletes records of temporary vendors you paid in full from the APVExxx file Quarter end maintenance performs the period end tasks and clears the quarter to date totals in the APVExxx file Year end maintenance performs the period end tas
186. mple setting up two consecutive IDs of WINOO1 and WINOOS leaves room for three vendors in between Accounts Payable User s Manual 3 5 Setup Checklist and Functions Follow the steps below to set up the Accounts Payable system See the Resource Manager User s Manual for steps 1 and 2 Steps 3 9 are explained in this section 1 Build the RMTDxxx Tax Location Detail and the RMTHxxx Tax Location Header files 2 Build the RMGCxxx Group Code file 3 Setup Accounts Payable options and interfaces 4 Build the tables 5 Set up the APV Exxx Vendor file 6 Build the APRHxxx and APRLxxx Recurring Entries files 7 Enter initial balances 8 Set up access codes 9 Create a backup schedule Options and Interfaces An application can be interfaced to work in conjunction with other applications Accounts Payable can be interfaced with General Ledger Job Cost Bank Reconciliation and Inventory General Ledger When Accounts Payable is interfaced with General Ledger posting in Accounts Payable makes entries in the GLJRxxx Journal file for transactions that affect the ledger such as sales tax freight miscellaneous expenses Accounts Payable User s Manual 3 7 Setup Checklist and Functions Setup Job Cost When Accounts Payable is interfaced with Job Cost posting in Accounts Payable updates Job Cost related information in the Job Cost job and phase records When you enter invoices refer to the Job Cost Jobs
187. n overview of this application and the OSAS system and the basic functionality of the application including graphical and text based application features and function key references e Application functions explains the functions within the application where each function fits within the application and how to use each function to get the most out of the application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a single press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function Accounts Payable User s Manual 1 21 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when
188. n these modes within an Inquiry window by pressing the Ins Insert key You can also choose the default mode for the inquiry windows by using the Defaults function on the Resource Manager Workstation Configuration menu e InSearch mode you can move through the keys listed by typing progressively larger portions of the key you want to find For example when you type C the window displays keys beginning with the letter C When you next press A the window displays keys beginning with CA and so on e In Sort mode you can change the order of certain inquiry windows by pressing the letter key associated with the window sort You can see the available sorts in any inquiry window by selecting Command Help from the Help pull down menu in the inquiry window You can also shorten your data search by entering a part of the key before you use the Inquiry command For example if you know that the ID starts with JAR enter JAR in the ID field before you use the Inquiry command The inquiry list will start with JAR and run through the end of the list Scroll Button Key z Home aj PgUp Accounts Payable User s Manual Result Moves the cursor to the first key in the inquiry window Displays the previous page of keys in the inquiry window 1 45 OSAS Graphical Introduction 1 46 Scroll Button Key a u i E Up Down PgDn End Ins F7 Exit Enter Result Moves the cursor up one line Moves the cu
189. nd 1 46 1 56 scroll region command 1 58 Enter key 1 53 text menu 1 51 Enter Material Requisitions function 6 3 Header Information screen 6 4 online requisitions 6 10 screen 6 9 Esc Command help 1 50 1 52 inquiry command 1 56 Executive Information Summary defined 1 3 Exit function key 1 37 1 52 pull down menu command 1 37 exit from inquiry window 1 46 1 56 from report to menu 1 57 from screen or window 1 37 1 50 1 52 Exit from OSAS function key 1 29 1 50 F Fl function key 1 28 1 40 1 50 1 52 graphical menus 1 28 text menu 1 50 F10 function key 1 55 graphical menus 1 29 Accounts Payable User s Manual text menu 1 51 F1099 table description 11 31 setting up 3 13 F2 function key 1 37 1 52 graphical menus 1 28 text menu 1 50 F3 function key 1 36 scroll region command 1 41 1 58 F3 function key 1 37 1 52 text menu 1 50 F4 function key 1 52 graphical menus 1 28 text menu 1 50 F5 function key 1 37 1 52 graphical menus 1 28 text menu 1 50 F6 function key 1 36 F6 function key 1 37 1 52 graphical menus 1 28 text menu 1 50 F7 inquiry command 1 46 1 56 report command 1 57 F7 function key 1 37 1 52 graphical menus 1 29 text menu 1 50 F8 function key 1 52 F9 function key 1 54 graphical menus 1 29 text menu 1 50 Favorites Menu 1 24 adding items to 1 34 benefits of 1 24 changing to from 1 34 graphical sample 1 24 Start style sample 1
190. nd payment information and 1099 information You can also enter the vendor s Internet web site address and the contact s e mail address If you use the detail method to enter initial balances in the Vendors function do not enter the amount due and prepaid Vendor Codes If the vendor provides a set discount when you pay bills promptly enter the code used to describe the discount percentage and the number of days in which you must pay to receive the discount You can establish distribution codes so that you can allocate general ledger accounts for payables sales tax freight or miscellaneous charges You can assign vendor classes and payment priorities as additional sort criteria for General Report Writer reports and you can organize the Vendor Purchase History Report by vendor class Vendor classes and payment priorities are arbitrary attributes the information is stored only with the vendor record If you do not want to pay a vendor for some reason you can put the vendor on hold When you enter transactions for the vendor a message appears to alert you to the situation You cannot pay invoices for a vendor that is on hold When you prepare checks an error message printed in the Prepare Checks Log informs you that the vendor is on hold To track the sales tax you pay to vendors set up the tax groups before you enter transactions The RMTDxxx file accumulates sales tax for the groups you set up See the Resource Manager User
191. nformation about entering vendor records refer to Vendors see page 11 3 3 16 Accounts Payable User s Manual Setup Setup Checklist and Functions Recurring Entries If you make payments to some vendors on a regular schedule you can set up recurring payments records for those vendors and then copy them to the APTDxxx and APTHxxx Transaction files when they come due You can set up only noninventory recurring entries Recurring Numbers Numbers for recurring entries can be eight characters long If you are adding Purchase Order to Accounts Payable and you are using system generated purchase order numbers you should start your recurring numbers with a character other than a number for example RE000001 RE000002 and so forth When you copy recurring orders in Purchase Order the system places an R at the beginning of the order number The recurring number is not related to the transaction number or the order number See the Purchase Order User s Manual for information about system generated order numbers Run Codes A run code is a unique number that you assign to each recurring entry You copy recurring entries to the APTDxxx and APTHxxx files by run codes You might want to set up run codes to reflect when you will copy them to the APTDxxx and APTHxxx files For example you might assign code 01 for entries you will copy on the first of each month 15 for those you will copy on the fifteenth of each month and so forth
192. nternal Revenue Service for the limits FORMxxx Table The FORMxxx table tracks the last check number and is incremented each time a check is printed It is created when you enter online checks or print checks When you enter the table ID the rest of the FORMxxx table appears oran pit Modes Quer Heb 15 gt x A mmo 7 DE tese Tib J Deap iei Cht TE a mm Cala Length mie a E Caspar bi DELLA Teal DE CE 11 32 Accounts Payable User s Manual File Maintenance Tables Field Description Next Chk Press Enter to accept the next check number that appears or enter a different starting check number MRGLxxx Table The MRGLxxx table stores the general ledger accounts that material requisitions are posted to in the GLJRxxx Journal file This table is available only if you elected not to post material requisition credits to inventory item accounts in the Resource Manager Options and Interfaces function When you enter the table ID the rest of the MRGLxxx table appears owwawh EO Modes Die Heb Aro tA MD Toe DE arka Taib arm d Don Ha en arara Lad Aeran OOOO ener Ds ar Langh E E Compary H ALC Tarna TODO Ca Accounts Payable User s Manual 11 33 Tables File Maintenance Field Description GL Account Description Material requisitions are posted to two accounts material requisitions from inventory and material requisitions for miscellaneous materials Accept each displayed ac
193. o organize the journal 5 In the Additional Description field select your choice for printing additional descriptions To skip printing additional description on the journal enter N To print the additional descriptions in a short line format enter S To print additional descriptions in a long line format that reduces the number of lines required to print multiple lines of additional descriptions enter L This option is available only if you elected to use additional descriptions in the Options and Interface function 6 Select the output device A sample Miscellaneous Debits Journal is at the end of this section After the journal is produced the Daily Work menu appears 5 24 Accounts Payable User s Manual Daily Work Miscellaneous Debits Journal Miscellaneous Debits Journal Builders Supply Miscellaneous Debits Journal Summary by Batch Transaction Number Tran Invoice No GL Totals Records Ent PO Number Date Period ACE PLUMBING SUPPLY COMPANY Amount Sales Tax Freight Prepaid 30901 12 1815 06 108 90 00 00 1923 96 00 TOT 12 21 2000 Discount Amount 1 Date 1 Amount 2 Date 2 Amount 3 Date 3 Check No 1904 72 12 31 2000 Total 1923 96 End of Report Accounts Payable User s Manual 5 25 Daily Sales Tax Report Use the Daily Sales Tax Report to print and review the current taxes for each tax location in your tax groups Daily Sales Tax Report Screen Select Daily Sales Tax Report from the Daily Work m
194. o tame vanis ZU Pr Pass Ib a Uri Ceai eH ni Cade E Est Cond Tant Bn Phil og ep The View Line screen displays the information for the selected item Press Proceed OK to return to the Purchases screen Accounts Payable User s Manual 5 11 Transactions Daily Work Purchase Totals When you press T to work with the totals press N to enter another transaction or exit from the Transactions function the Totals Payments window appears If you pressed T you can use only the Sales Tax Freight and Misc fields MITT I n Dmm Erle Heie ho firman Help rg Gum ED 4 m Casal aadh Talal vadit ac iir Ft Wah Me Frage 12300 fo mj Erin A hir Turn ga hey Lie heck ae tmu nh bere Tail ciat ga rand Tam har Tad Figen nya EHTA Sera Fred Ti E Trad Pana mn Field Description Subtotal The subtotal of all the line items is displayed Inquiry Freight Enter the shipping charges and the tax class the charges should be applied to Maint Inquiry Misc Enter the miscellaneous charges for example handling if the vendor added some Then enter the tax class the Maint miscellaneous charges should be applied to Sales Tax Enter the sales tax from the invoice If you enter an amount different from the calculated amount this window appears Sales Tax Breakdown Ei Sake Taw Branko Pi E3 Command Ere jedes ben Help Sox om gag DO To ck Cmaj Tim Lacan Tim ran CA a Tels Ome T aa Acciai a ca aj n
195. o the following line Displays the following page Moves the cursor to the last data entry field Allows the insertion of characters between preexisting entries in a field Deletes the selected characters Moves the cursor to the next section of the screen in some functions 1 41 OSAS Graphical Introduction 1 42 Inventory Lookup Menu hno Lou Heb Alar Lookup FT Cuore fardos Loco A Dein Loa Shai Lal Logan chang Seni Lookup Bann rer pino Linda dihri If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Selection Key Alias Lookup Shift F3 Customer Vendor Lookup Shift F4 Detail Lookup Shift F5 Lot Lookup Shift F6 Serial Lookup Shift F7 Description Lookup Shift F8 Operation Search for items with a specified alias listed as an alternate item When you enter the alias you can use the and wildcard characters to restrict or widen the search Search for an item based on customer ID or vendor ID When you enter the customer or vendor ID you can use the sk and wildcard characters to restrict or widen the search Search for detailed information about an item You can enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen t
196. o y Seer TI FH pn al 12 Accounts Payable User s Manual Daily Work Transactions Field Tax Location Tax Amount Tax Adjustment Inquiry Tax Loc Inquiry Class Description The tax location for the transaction is displayed The tax amount for each location is displayed Accept the displayed sales tax adjustment or enter a different amount Enter the tax location for the adjustment Accept the displayed tax class or enter a different tax class After you enter the tax class the cursor returns to the Totals Payments window Field Total Amt Paid Via Check No Payment Date Online Check Accounts Payable User s Manual Description The total amount of the invoice the subtotal plus the sales tax and freight and miscellaneous charges is displayed If you prepaid a portion of the purchase enter the amount If you entered a prepayment enter the number of the check you used or press Enter if you paid cash CASH appears Enter the date of the prepayment You cannot use this field if you did not elect to use online checks in the Resource Manager Options and Interfaces function or if the prepayment was for cash If you want to produce an online check the box or enter Y in text mode if not uncheck the box or enter N in text mode 5 13 Transactions Daily Work Field Description Cash Disc If you entered a discount percentage on the Purchases header screen the amount
197. of the discount is displayed if not 00 is displayed Accept the displayed discount or enter a different discount The discount is based on your inclusion exclusion selections in the DISCxxx table see page 11 29 If you did not set up this table the amount from which the discount is calculated includes tax freight and miscellaneous charges First Payment Amount Accept the first displayed payment the purchase total minus the prepayment and cash discount or enter a different amount it must be less than the purchase total If you change the amount of the first payment the remaining payment appears in the Second Payment field First Payment Due Date If you entered discount terms on the header screen the first due date is calculated from the number of due days you entered in the Terms Codes function Accept the displayed date or enter a different date Second Payment Amount If you changed the amount of the first payment the second payment the purchase total minus the prepayment cash discount and first payment is displayed Accept it or enter a lower amount If you change the amount of the second payment the remaining payment appears in the Third Payment field Second Payment Due Date Enter the date the second payment is due Third Payment Amount If you entered an amount for the first and second payments the remaining payment is displayed If you need to split an invoice into more than three payments post the purch
198. oice History Report 8 27 Vendor Activity Report 8 31 Vendor Purchase History Report 8 35 Periodic Processing 1099 Forms 9 3 Periodic Maintenance 9 15 Purge Vendor Comments 9 19 Purge Selected Files 9 21 Pay Invoices Change Open Invoice Status Hold Release Invoices Prepare Checks Select Payables Edit Register Print Checks Check Register Post Payments Void Checks File Maintenance Vendors Recurring Entries Terms Codes Distribution Codes Tables Change Fields Master File Lists Vendor Labels Vendor Detail List Vendor Comments List Recurring Entries List Tables List References System Messages Common Questions Index 10 3 10 5 10 9 10 13 10 15 10 17 10 21 10 25 10 31 11 3 11 15 11 21 11 23 11 25 11 39 12 3 12 7 12 9 12 13 12 17 A 1 B 1 Introduction Welcome to OSAS The Accounts Payable System Conventions OSAS Graphical OSAS Text Reports Accounts Payable User s Manual Welcome to OSAS The OPEN SYSTEMS Accounting Software OSAS product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs Customer Support Open Systems has a strong commitment to customer service and product quality If you have difficulty in using Open Systems products consult the user s manual and other OSAS re
199. oices menu 10 8 Accounts Payable User s Manual Prepare Checks Use the Prepare Checks function to create a record of released invoices that are due to be paid in the APCHxxx Checks file After you prepare checks you produce a log that shows prepaid invoice and check totals after checks are printed If errors occur while you prepare checks they are also listed in the log If you want to prepare a check for only one invoice you have two options e Use the Invoices Inquiry function see page 4 9 to find out which invoices are released for the vendor Use the Hold Release Invoices function see page 10 5 to hold all invoices except the one whose check you want to prepare Then use the Prepare Checks function to enter the vendor ID Issue a manual check for the invoice Then use the Hold Release Invoices function to mark the invoice as prepaid If you prepare a check for an invoice that you do not want to pay put the invoice on hold see page 10 5 Then before you print or post checks prepare the checks again leaving out the held check Accounts Payable User s Manual 10 9 Prepare Checks Pay Invoices Prepare Checks Screen Select Prepare Checks from the Pay Invoices menu The function screen appears Prepare Checks Fi Cwmh Et ben te Help coa om o 7 DE Abenden Pick evene Euis 1 Sa weri Fon NN Thu Isi Tabs Dizcourdt Deua f 11 20 be on Check 1201 30 Poot te GL Pared E Comparg h CELLS T
200. old Hebpare ryer RE Commando di pte Dus pimai fe Sox he po od oe rda renin kec Duce Das Date TEE leer oe D coand St Ch Ha HD TI LYS NN Te 36 mao M Lhack 1234 Lhack Dalai n Ps b To split payments for an invoice press S Then enter the payment and date due in this window Hold Heimaco Invoices Dorad Eder Podes jha jion Hee xtm mem o e Mr sues remot Hi Diane Dis De um Gans Dog Dew amp Ch HO ADD T2APL ZDOD 2013 2000 H TIAUS 50 Fast Pagar 1000 Do Dune Due Severe per 53406 30 Date Cu Accounts Payable User s Manual 10 7 Hold Release Invoices Pay Invoices e To view totals for the vendor press T When you are finished looking at the totals press any key to return to the Hold Release Invoices scroll region era Irrerr Didi Ale omraek Ekan he Hale x0 t BH 7 D ibode een Com era Teisi Hada HEHA EE Cd am ROGO 3 Feeds THBED 1E THREE nanam Tep E LJ Wi Tota Fe HAA AA B1 Papai p MM um Pass map keg e To view check totals press C When you are finished looking at the check totals press any key to return to the Hold Release Invoices screen Check Tasu Fla E rana t pedes Dies Bep SEO uem t Dr tura Chest He Uheck Dala ists Dive Dar Taa T1244 Tis ones iai TAI 0 maar TU EI T l ads 71406 350 Tar THALE Peen arm bap When you are finished working with the invoices for this vendor press V and enter another vendor ID or use the Exit F7 command to return to the Pay Inv
201. oll region to edit an item in the list The line item window will have the title Edit Line After you save the line item entry information enter another line item or exit to the Recurring Entries screen When you save the first line item the totals are updated and your entries are saved You cannot use the Abandon F5 command to cancel the entry To delete the entire recurring entry use the Delete F3 command on the header screen Recurring Entries Screen When you exit from the line item entry screen the Recurring Entries screen appears pz Per E orrai PH ius Sond Coot jiomai jat exo am 10 74 j tine Versio Di JI DU JOHES REALTY COMPANY Ascari da non PO Hub 15055 Aum Codo Fi Darrspian saniiyr Un Und Coat Exi Coat Accounts Payable User s Manual 11 19 Recurring Entries File Maintenance 11 20 The Recurring Entries screen is divided into these sections e Information from the header screen is summarized at the top of the screen e The line item entry area or scroll region is displayed in the middle of the screen e The entry totals are displayed at the bottom of the screen Command Bar Use one of these commands to perform the corresponding action in the scroll region e To edit a line item move the prompt to the line item and press Enter To append a line item to a purchase press A Then see Recurring Entries Line Item Entry Screen earlier in this section e Toreturn to
202. on on the screen Since this command can delete an entire record use it with caution F4 Other Open a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu F5 Abandon Move the cursor back to the first field on the screen or to the first field after the key field The entries and changes you made are erased F6 Maintenance Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen F7 Exit Exit from a screen or a window and disregard everything you entered F8 List Send the contents of the screen to a printer or a text file Shift F1 Online Doc Opens your PDF file viewer to display the documentation for your particular application Shift F2 Information Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the field you are in 1 52 Accounts Payable User s Manual Introduction Key PgUp Start over PgDn Proceed Tab Jump Enter or Down Up Ctrl V Verification on off Ctrl G Bell on off Ctrl F Quick on off Ctrl O Show function key
203. or Windows systems 9 12 Magnetic Media option 9 7 Output 1099 Forms to Magnetic Media screen 9 11 setting up 3 16 1099 payments posting to year to date 10 27 10 33 transferring at end of calendar year 9 17 A Abandon function key 1 37 1 52 pull down menu command 1 37 verification button 1 36 About OSAS pull down menu command 1 40 Access Code function key 1 28 1 50 tool button 1 30 access code entering in graphical menus 1 30 entering in text menus 1 50 access codes company specific information 3 20 parameter 1 23 setting up 3 19 what to protect 3 20 Accounts Payable Accounts Payable User s Manual Index before you install 2 3 converting to version 6 1 2 7 files 1 7 installation 2 3 installing new version before converting 2 5 interfaces 1 19 Bank Reconciliation 1 16 3 8 General Ledger 1 16 3 7 Inventory 3 8 Job Cost 3 8 menu structure 1 5 Options screen 3 9 setting up 3 3 setup considerations 2 5 system requirements 2 3 Add Remove Favorites function key 1 29 1 51 Additional Descriptions file 1 9 specifying whether to copy to line items 3 10 specifying whether to keep history 3 10 specifying whether to use 3 10 Additional Descriptions History file 1 10 Aged Trial Balance aging breaks 7 8 aging buckets 7 8 function 7 7 aging breaks 7 8 buckets 7 8 Alias Inventory Lookup function key 1 42 1 56 1 57 pull down menu command 1 42 alphabetical sorting 3 4 AP An
204. or enter N in text mode 14 If you want information about each vendor to appear on a different page check the box or enter Y in text mode If you want the information produced in a continuous flow uncheck the box or enter N in text mode This option is available only if you have more than one page of data 15 If you want each invoice to be added and included as a total check the box or enter Y in text mode if not uncheck the box or enter N in text mode This option is available only if you elected to include line item transactions associated with each vendor 16 Select the output device After the report is produced the Management Reports menu appears 7 8 Accounts Payable User s Manual jenueyy S 1asn e qe eg sjunoooy 6 Z 12 24 2000 Builders Supply 9 01 PM Accounts Payable Detail Aged Trial Balance Aged By Invoice Date Sorted By Vendor ID Aging Date 12 24 2000 Invoice St Inv Date Current 91 120 Over 120 Future ACE001 ACE PLUMBING SUPPLY COMPANY 309 555 5321 Class PROD Distribution 01 Vendor Priority 0 24920 H 08 12 2000 71406 90 71406 90 30072 11 04 2000 114060 18 114060 18 30820 H 12 09 2000 212077 98 212077 98 VENDOR ACE001 TOTAL 397545 06 212077 98 114060 18 A s 71406 90 ooueJeg jeu poby ATTOO1 ATLANTIS TELEPHONE CO 800 458 8585 Class UTIL Distribution 01 Vendor Priority 1 1712508 11 15 2000 212 00 1712693 12 15 2000 VENDOR ATT001 TOTAL BOROO1 BORIS CONSTRUCTION COMPANY 612 458 2423
205. order number associated with the open invoice e Each vendor s company and vendor records are updated in the APHSxxx file e The amount due amount prepaid and purchase and payment history fields are updated in the APVExxx file e Ifyou keep detail and summary history the APHIxxx file is updated by detailed line item and totals information and the APHSxxx file is updated by summary line item and totals information e f Accounts Payable is interfaced with General Ledger debit and credit entries are made to the accounts payable sales tax freight miscellaneous and expense accounts in the GLJRxxx General Ledger Journal file The Resource Manager tax files are updated e f Accounts Payable is interfaced with Job Cost the job and phase records are updated by cost information in the JOBSxxx file The APLSxxx APTDxxx and APTHxxx files are cleared Accounts Payable User s Manual 1 11 The Accounts Payable System Introduction Batching Using the batching function in your daily work will increase your productivity and will enable you to better control your daily transactions Using the batch function allows you to group certain transactions by batch to help streamline entry printing and posting tasks Material Requisitions When you enter material requisitions the key unit is the requisition A requisition holds one or more requisitioned items If Accounts Payable is interfaced with Inventory the line items are fi
206. ows how much you purchased from vendors Accounts Payable User s Manual 1 15 The Accounts Payable System Introduction Posting Payments When you use the Post Payments function to post the checks you printed several things happen Invoices that are paid in full change to paid status and the check numbers and dates are added to the APINxxx file The totals in the APVExxx file are updated for the invoices you paid The APCHxxx file is cleared for the next check cycle The APHCxxx file is updated with the checks general ledger account numbers if you elected to keep check history in the Resource Manager Options and Interfaces function The invoice and payment information is transferred to the APHIxxx and APHS xxx files if you elected to keep summary and invoice history in the Resource Manager Options and Interfaces function If Accounts Payable is interfaced with General Ledger debit and credit entries are made to the cash accounts payable and discount accounts in the GLJRxxx file If Accounts Payable is interfaced with Bank Reconciliation disbursement entries are created in the BRTRxxx file for the checks that were posted Periodic Maintenance When you do periodic maintenance several things happen Totals are transferred from the APVExxx file to the last year fields and period quarter and year to date totals are cleared At the end of the calendar year 1099 YTD payments are moved to last year Accounts Payabl
207. p the text style display follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu To remove an application 1 Press F2 to display the Favorites menu 2 Move your cursor to the submenu or application you want removed 3 Press F10 Accounts Payable User s Manual 1 49 Introduction Function Keys Used in the Text Menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help F1 Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu F5 Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function Displays the Favorites menu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Globa
208. panies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwords The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is selena specify that information to enter the system osas t T2 c B a selena In UNIX you can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself In Windows you can click on the shortcut s properties and in the Target field enter your access code and your company ID For example using selena as your access code and H as your company ID enter C osas progRM osastm exe m4096 tT00 nTO00 aselena cH In the Windows icon properties the parameter marks m t or n can be entered in any combination but must be before the separation dash The access code and company ID commands a and c must be entered after the separation dash GUI Text Command Conventions When you see the phrase use the Proceed OK command in the user s manuals you can press the PgDn key in either text or graphical mode In graphical mode clicking the OK button has the same effect as pressing the PgDn key
209. pare a check for just one invoice Use the Vendors and Invoices inquiry function see page 4 3 to find out how many invoices the vendor has If the vendor has more than one invoice use the Hold Release Invoices function see page 10 5 to put the invoices you do not want to pay on hold Then when you prepare checks enter the ID of the vendor whose invoice you want to pay Your other alternative is to issue a manual check for the invoice How do I record a manual check B 4 If you have posted the invoice use the Hold Release Invoices function see page 10 5 to assign it the status of prepaid When you prepare checks the appropriate accounts are adjusted If you did not enter the purchase enter it as prepaid When you go to the Totals Payments window enter the amount of the check and the check number in the Amt Paid field Accounts Payable User s Manual References Common Questions If I specify installment payments when I enter a purchase will they be paid automatically If you follow the right procedures yes When you prepare checks specify a due date Check records are set up in the APCHxxx Checks file for invoices that are due on or before this date As long as you regularly prepare checks your installments will be paid Accounts Payable User s Manual B 5 Numerics 1099 Forms control code 9 9 field indicators 9 4 function 9 3 intermediate records 9 11 magnetic media for UNIX Linux systems 9 13 f
210. parg bi CL Taal TODE CEU 1 To add or change a table enter the table ID To set up a company specific table enter the table ID plus the one to three character company ID To set up a terminal specific table enter the table ID plus the four character terminal ID To delete the table use the Delete F3 command 2 If you entered a new table ID the Copy From field appears To copy a company or terminal specific table enter the table ID plus the company ID and terminal ID A set of tables comes with the sample company Builders Supply You can copy the sample tables for a company and then change the appropriate fields To copy a sample table enter the table ID 3 Press Enter to accept the displayed description of the table or enter a different description 11 26 Accounts Payable User s Manual File Maintenance Tables The number of columns the length of the columns and the type of characters you can enter alphanumeric A numeric with two decimal places N numeric with three decimal places 3 or numeric with four decimal places 4 are displayed APGLxxx Table The APGLxxx table stores the general ledger accounts that accounts payable transactions and checks are posted to in the GLJRxxx Journal file When you enter the table ID the rest of the APGLxxx table appears lowed Eon Modes Des Help StH tA mm oae DE BE Tabinili p r Lacan rara Lacke Arrar Human of Cola Calar Largh Inm A E
211. phone Expense MN0001 Telephone Expense Quantity Unit Cost Quantity Unit Cost 110d9y 10 SIH 118190 suodey JO1SIH yodey foisiH jreieq Payment History Report The Payment History Report lists paid invoices check numbers check dates voided check information and payment types This information comes from the transactions that were posted to the APHIxxx Detail History file You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Payment History Report Screen Select Payment History Report from the History Reports menu This screen appears i Paper Helo span Pilg ES emwandi E Modes Othe Help ra ba 0 74 DES oj tanen Pick Vendor ID Free SCE DO Dye Cargarng TO Taal TODE CR Inquiry 1 Enter the range of vendors you want to include in the report 2 Enter the invoice numbers you want to include in the report Accounts Payable User s Manual 8 19 Payment History Report History Reports 3 Enter the range of dates associated with the vendors invoices you want to include in the report 4 Enter the range of check numbers associated with the vendors invoices you want to include in the report 5 Select the order in which you want to print the report 6 Select the amount of detail you want in the report 7 Select the output device After the report is produced the History Reports menu appears 8 20 A
212. press PgDn or Enter to select it e Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen e To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the Main menu with one exception you can press PgDn only when an option leads to another menu and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press the PgUp key to go to the previous menu one menu up e Press the Tab key to go to the Main menu e Use the Exit F7 command to go to the operating system 1 48 Accounts Payable User s Manual Introduction OSAS Text Text Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 key Favorites Menu Text Style r Fevorcites Renta MIO AP Transactions GL Edit Transactions IH Transfers Journal To set u
213. quisition Enter the ID of the job affected by the requisition or press Enter to skip this field The Inquiry command is available if Accounts Payable is interfaced with Job Cost If Accounts Payable is interfaced with Job Cost the description of the job appears for verification when you enter a job ID If you entered a job ID enter the ID of the phase cost center affected by the requisition or press Enter to skip this field The Inquiry command is available if Accounts Payable is interfaced with Job Cost If you entered a job ID and Accounts Payable is interfaced with Job Cost select a cost code If you entered a job ID and Accounts Payable is not interfaced with Job Cost enter a cost code for reference purposes only or press Enter to skip this field 6 7 Enter Material Requisitions Material Requisitions 6 8 Field GL Account Quantity Requested Units Quantity Filled Quantity Backordered Unit Cost Ext Cost Total Description If Accounts Payable is interfaced with Job Cost and you entered a job ID the WIP account from the DMxxxx table is displayed If Accounts Payable is not interfaced with Job Cost and the line is for an inventory item the inventory account from the DMxxxx table is displayed If you do not enter a job ID and use a noninventory item the expenses account from the DMxxxx table is displayed Accept the displayed account number or enter a different account number
214. r you must post to the current fiscal year Accounts Payable User s Manual Pay Invoices Void Checks 5 Select the accumulator in the vendor record to which you want any 1099 payments in this check posted You can update the 1099 Payments Year to Date field or the 1099 Payments Last Year field see page 11 7 for more information 6 Select the output device After the log is produced the Pay Invoices menu appears Accounts Payable User s Manual 10 33 Void Checks Pay Invoices Void Payments Log 05 31 2001 Builders Supply 2 43 PM Void Payments Check Number 1000 Vendor BOR001 Post to GL Period 5 Description GL Account 200000 61636 50 Discounts 8040 Cash 1000 Balance 61636 50 61636 50 Posted to Bank Account End of Report 10 34 Accounts Payable User s Manual File Maintenance Vendors Recurring Entries Terms Codes Distribution Codes Tables Change Fields Accounts Payable User s Manual 11 3 11 15 11 21 11 23 11 25 11 39 11 1 Vendors Use the Vendors function to set up and maintain records for vendors you do business with A record contains the vendor s name and address the pay to name and address 1099 information payment and distribution codes purchase and payment histories and comments Vendors Selection Screen Select Vendors from the File Maintenance menu The following screen appears Domi Edi Heb Dw Help PKA b mun T4 ar start ere KC Wende im
215. r log is included in the report e The Recurring Entries List serves as a reference when you copy entries to the APTDxxx and APTHxxx files Accounts Payable User s Manual Introduction The Accounts Payable System The APCHxxx file provides information for the Edit Register and for checks The APMDxxx and APMHxxx files provide information for the material requisition forms and the Backorder Allocation Report Produce this report to find out which backordered requisitions can be filled when goods have been received in Inventory The APHCxxx file provides information for the Check History Report which shows summary information for printed and voided checks The APHIxxx file provides information for several reports e The Detail History Report shows the purchases and returns you made e The Vendor Activity Report shows what you are purchasing from whom you are purchasing it and how often you purchase it e The Payment History Report shows paid invoices check numbers and dates and payment types e The Summary Invoice History Report shows vendor and invoice summary totals e The Tax Audit Report shows the tax breakdown by vendor invoice number and tax location The APHSxxx file provides information for several reports e The AP Analysis Report shows the statuses of your company s payables e The Purchase Analysis Report shows your company s purchases and discounts taken and lost e The Vendor Purchase History Report sh
216. r more information about access codes see the Resource Manager User s Manual Backup Schedule Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule 3 20 Accounts Payable User s Manual Setup Setup Checklist and Functions Backing Up Data Files Back up your Accounts Payable data files whenever they change every day or every week and before you run the following functions e Post Transactions e Post Material Requisitions e Post Payments e Periodic Maintenance e Purge Selected Files e Purge Vendor Comments Backing Up System Files Once a month or so back up your programs and system files Even though these files seldom change backup media can be damaged or deteriorate so it pays to have a fresh copy in storage in case you need it Backup Media Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup media keeping one set off site Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to date copies of the system files Do not try to use operating system commands to back up only a few
217. r the vendor s name Address 1 2 3 City State State Zip Enter the vendor s address Enter the vendor s city Enter the vendor s state or use the Inquiry command to look up and select the state from the list that appears Enter the vendor s zip code You can enter a five digit zip code enter a nine digit zip code with the hyphen or leave this field blank Accounts Payable User s Manual File Maintenance Vendors Field Phone No Fax Contact Our Acct Description Enter a country code for the vendor or leave the field blank If you enter a country code it must be among the valid codes entered in Resource Manager see the Resource Manager User s Manual If you do not enter a code the vendor will use the same country code as your company Enter the vendor s phone number The format of the phone number is determined by the vendor s country code Enter the vendor s fax number The format of the phone number is determined by the vendor s country code Enter the name of the person you usually contact about billing questions or invoice payments Enter the account number the vendor uses to identify your company It is printed on the remittance stubs of checks Enter information in the Pay To Information fields only if it is different from the information you entered above Field Name Address 1 2 3 City Inquiry State Zip Accounts Payable User s Manual Description Enter the name
218. rae IE Pasta Zia 38 ELA hiki w mH 01 Pmr w m AT2954 13 REESE ES Dco Taken 0d i A29 44 MIT Deco Los da ui AAT He is He 1005 Pap nard E pp ra Emi j O recien ana Communi Compara HERO Tnm TORO CR The displayed information comes from the APVExxx Vendor file and is entered in the Vendors function When you are finished looking at the information press Enter to return to the Vendor Inquiry screen Accounts Payable User s Manual Information Inquiry Vendors and Invoices Finding Invoices From a Vendor To scan invoices from the vendor you selected select I The Invoices screen appears Vorwand He Die Joel Cormmarcs He Sy i mm MO Te tare Verte TT Y ACI PLUMA SUPPLY CoM PANE Lan Papam Duis 1 7 2000 tamer ais m eur demand 1143 1E E Tis Pepe Tias En S d dices gen fo pee gu ge Bw J ne j Compara H UTE Perel Y DO DH Use the commands on the command bar to find the information you need Enter vendor inquiry Vendor First Last Next Prev Sort To return to the Vendor Inquiry screen press Enter To look at open invoices for a different vendor press V Then enter the vendor ID To look at open invoices for the first vendor on file press F To look at open invoices for the last vendor on file press L To look at open invoices for the next vendor on file press N To look at open invoices for the previous vendor on file press P Accounts Payable User
219. ransactions function see page 5 3 or the Pay Invoices functions see chapter 10 Accounts Payable User s Manual 4 11 Detail History Information Inquiry Detail History Screen Select Detail History from the Information Inquiry menu The inquiry screen appears orrai Modsz her Soollarmard Hein mia WD 7 o jane Venda ID ACE PLUMBIAG SUPPLY COMPAR PG Munta Surbaa 77 Tp braa irre Diada Ban hio Uesanlilg Dri Amari P Ha hi Dada EE unt Wii Fiii ad F h porn ees I 2014 ia o xd Eiee Jeans O mum 3 ES ES mm WIG S kha De Tia es lan 3016 Ir ar S eal rise ioten Ee em an OO Se ee Compara TUJUAN Taman d TODO EN 1 Enter the ID of the vendor whose history you want to look at 2 Use the commands on the command bar to find the information you need Vendor First Last Next Previous Header Totals vIew Goto invoice Add l desc To look at a different vendor record press V Then enter the vendor ID If a vendor has been deleted from the APVExxx file but has records in the APHIxxx file you can look at the records if you know the vendor ID To look at the first vendor record on file press F To look at the last vendor record on file press L 4 12 Accounts Payable User s Manual Information Inquiry Detail History To look at the next vendor record on file press N To look at the previous vendor record on file press P To view invoice informat
220. rchases based on a reporting period you specify and of the last fiscal year s trends by period The report has two parts The first part shows the current and previous year s purchases and discounts taken and lost for the reporting period quarter and year The second part of the report shows the purchases and discounts taken and lost for the reporting period and the previous 12 periods You cannot produce the report if you did not elect to keep summary history in the Resource Manager Options and Interfaces function if the reporting period you specify has no summary history or if you did not build the APPDxxx table Accounts Payable User s Manual 8 7 Purchase Analysis Report History Reports Purchase Analysis Report Screen Select Purchase Analysis Report from the History Reports menu The function screen appears L Puethase rabes Aaii xL ES eemand Es Modes Der He B xm dam mum 74 DE Aaron Report Pesod EA Fiial yer E Conparg BT Tana TOD CAM 1 Accept the current period that is displayed from the APPDxxx table or enter a different period If the reporting period you specify has no summary history the following message appears Warning Summary history is not available for this period If this message appears you can still produce the report but 00 will appear where summary history is not available 2 Accept the current fiscal year that is displayed from the APPDxxx table or enter a different year
221. rchases you made from a vendor If you purchased goods from a vendor that is not associated with a recurring entry use the Transactions function If the vendor is associated with a recurring entry use the Copy Recurring Entries function The information about recurring entries is copied to the APTDxxx and APTHxxx Transaction files Use the Purchases Journal to check purchasing transactions Use the Miscellaneous Debits Journal to check debits that are not directly related to purchases Use the Daily Sales Tax Report to recap the sales tax charges you ve been assessed for the items you ve purchased If you elected to use transaction batching use the Batch Control and Change Batches functions to manage groups of transactions You can group transactions by time period by data entry person or in other similar ways to streamline the Daily Work process Accounts Payable User s Manual Transactions Use the Transactions function to enter purchases of goods or services from a vendor or to enter miscellaneous debits You can set up initial balances by entering outstanding invoices from your vendors Thereafter you enter purchases as you receive invoices for them If you interface Accounts Payable to General Ledger and last year files exist you must select the fiscal year when you enter transactions into an empty file All transactions you enter default to that year until you post Purchases Menu Select Transactions from
222. reen appears only if no line items are associated with the material requisition Domandi Est Modas ite Sxmium mu 7 Loc IDE HT Nm IE Bal Casper osa xe E Ease o Prea a OOOO Eu oran Hai OF J Cancel J Ben E MENTOR DAKAH PROLDESS Gusi Lie iz Dear fun Ping bh OOO Redon 120091 EE Filed EE Agel ier Eachusdoed Fhamil i Und cel uctm Field Description Inquiry Loc ID 6 6 The location ID you entered on the header screen is displayed To change it use the up arrow key to go to this field Then enter a different location ID Accounts Payable User s Manual Material Requisitions Enter Material Requisitions Field Main GL Desc Inquiry Job ID Inquiry Phase ID Maint Inquiry Cost Code Maint EN EEE Accounts Payable User s Manual Description Enter the number of the item you are requisitioning or press Enter to skip this field Enter a description of the item If you elected to post summary information to General Ledger in the Resource Manager Options and Interfaces function this field is skipped If you elected to post detailed information to General Ledger in the Resource Manager Options and Interfaces function enter a description to identify the requisition or press Enter to skip this field If Accounts Payable is interfaced with General Ledger the description you enter appears in the Description column of the GLJRxxx Journal file when you post the re
223. reprepare select Yes or enter Y in text mode To exit from the Prepare Checks function and complete the remaining pay invoices steps for the checks select No or enter N in text mode Costs must be positive You must enter positive numbers for costs Cutoff date cannot precede starting date The cutoff date you enter must be later than the starting date app data files exist Do you want this task to erase them To continue with the conversion and erase the existing files select Yes or enter Y in text mode To create only the new or missing files if any select No or enter N in text mode Date must be before date The date you enter must be before the date that is displayed Dates must be in increasing order You must enter dates in chronological order for the Aged Trial Balance and the Cash Flow Report Days cannot be negative You cannot enter a negative number for terms days Days must be greater than zero The number of past due days must be greater than zero for each aging bucket break in the Aged Trial Balance A 4 Accounts Payable User s Manual References System Messages Detail history is not implemented You cannot produce the Detail History Payment History or Vendor Activity Reports or use the Detail History function because you elected not to keep detail history in the Resource Manager Options and Interfaces function Discount cannot exceed total less amount filled The difference between the to
224. rom The Data File Conversion function has no way of determining the information from within the function Consider Your Setup Before you try to convert your version of Accounts Payable to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller Accounts Payable User s Manual 2 5 Conversion Installation and Conversion Because of the ways tax information is stored in Accounts Payable and depending on which other applications you are using you must follow several steps to convert existing Accounts Payable data If you are converting from version 4 5x to 6 1 and you are using Accounts Receivable you have two choices Convert Accounts Receivable files from 4 5x to 6 1 first then convert Accounts Payable from 4 3x to 6 1 e Create Resource Manager files first then set up tax location and tax group information before converting Accounts Payable from 4 5x to 6 1 see the Resource Manager User s Manual If you are converting from version 4 5x to 6 1 and you do not have Accounts Receivable on your system you must create Resource Manager files first Then set up tax location and tax groups information before converting Accounts Payable from 4 5x to 6 1 If you are converting from version
225. rom the APTDxxx and APTHxxx Transaction files to the APINxxx Open Invoice file and the purchase order number is saved in the APIXxxx Open Invoice Additional Information file Detail line item information about the transactions is not transferred to the APINxxx or APIXxxx files the system keeps only the summary information totals necessary to prepare and print checks Posting transactions also updates the amount due the amount prepaid and the purchase and payment history fields in the APVExxx Vendor file and clears the APTDxxx and APTHxxx files for the next group of transactions If you keep transaction history line item information updates the APHIxxx Detail History file and totals update the APHSxxx Summary History file If Accounts Payable is not interfaced with General Ledger you must select the year you are posting transactions for If Accounts Payable is interfaced with General Ledger the year you selected in Transactions is displayed If Accounts Payable is interfaced with Inventory and you entered the wrong year delete all the transactions and reenter them Accounts Payable User s Manual 5 33 Post Transactions Daily Work Interfaces General Ledger If Accounts Payable is interfaced with General Ledger debit and credit entries are created in the GLJRxxx Journal file If you post detail line item information entries are made for each line item If you post summary totals information one entr
226. rsor down one line Displays the next page of keys in the inquiry window Moves the cursor to the last key in the inquiry window Toggle between Search mode and Sort mode Close the inquiry window without selecting anything Select the item to which the cursor is pointing Accounts Payable User s Manual OSAS Text The Text menu can be used on all OSAS compatible systems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu S 0545 TEO SiEPLE PATA PARTS Da O LS Company H Builder Supply Hain Mari p Resouroe Hasaper x Warkzta imn Configuration Colors En yDomwr d FeV LOSS lefsulra Po Ta 0 2 OF ZTZTEES Ej Arccunzing Softvarce When you select an application the application s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it Accounts Payable User s Manual 1 47 OSAS Text Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted
227. rst filled from current stock The remainder is backordered Information about unposted and backordered material requisitions is stored in the APMDxxx and APMHxxx files When you post material requisitions several things happen depending on your option settings e Backorders are created in the APMDxxx and APMHxxx files for partially filled requisitions Fully filled requisitions are removed from the APMDxxx and APMHxxx files and serial numbers are removed from the APMSxxx file e The APHIxxx file is updated by detailed line item and totals information e f Accounts Payable is interfaced with General Ledger debit and credit entries are made to the accounts payable material inventory and miscellaneous material accounts in the GLJRxxx file e f Accounts Payable is interfaced with Job Cost the job and phase records are updated by cost information The JOHIxxx file is automatically updated the JOBSxxx file is optionally updated Accounts Payable User s Manual Introduction The Accounts Payable System Preparing Payments and Paying Invoices Use the Pay Invoices functions to prepare payments and pay your bills These Accounts Payable functions are optional you could go through an entire Accounts Payable work cycle without using the functions Since many of your payments are likely to be by check these functions are useful because you can send the information directly from the APINxxx file to the APCHxxx file and then to the
228. ry table QCxxxx QDxxxx QExxxx QHxxxx QMxxxx QPxxxx QXxxxx and QZxxxx is identified by a two character prefix and a four character suffix The prefix is the table name DF for Defaults QP for Quick Entry Purchases and so forth The suffix is a terminal ID a company ID or a systemwide table without a suffix You can set up the Defaults and Quick Entry tables for the following situations Assign each table to a particular terminal For example you can assign table DFTO001 to terminal T001 Assign each table to all terminals in a particular company For example you can assign table DFA to all terminals in company A e Set up each table as a general table for several companies to use For example you can set up table DF for the companies that use the same defaults Accounts Payable User s Manual 3 13 Setup Checklist and Functions Setup Vendors 3 14 If you have three companies A0O1 B01 and CO1 you might want the terminals in companies A01 and BO1 to share table DF You might want company C01 to have some of its terminals use a set of defaults specific to each one while other terminals share values that are common among themselves but specific to company Col Companies A01 and BOI can share table DF no table has the label DFA or DFB Company C01 can have table DFC to be used for the terminals in company C01 that do not need their own set of defaults Each terminal in company C01 that needs its own set of d
229. s Accounts Payable User s Manual OSAS Text Operation Move the cursor back to the first field on the screen or to the first field after the key field without erasing entries you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field and accept the data entered D Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up If verification is turned on you must press a key twice to verify that you want to perform that operation If the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in Resource Manager To turn the bell back on use this command again If this option is turned off the cursor stops at every field possible To make the cursor skip the fields that do not require an entry use this command to turn the option on If this option is turned on the applicable function keys are displayed on the screen 1 53 OSAS Text Introduction Help Commands When you use the Help F1 command three commands become available for you to use on help screens Key Operation F3 Delete Delete the help screen contents To r
230. s period this quarter this year and last year Enter the amount you paid the vendor this period this quarter this year and last year Enter the discount amount you received from the vendor this period this quarter this year and last year Enter the discount amount you did not take advantage of from the vendor this period this quarter this year and last year Enter the amount of 1099 payments you made to the vendor this year and last year These values are used for preparing 1099 MISC forms When you save the entries the next screen you selected appears If you did not select another screen the Vendors header screen appears Accounts Payable User s Manual 11 11 Vendors File Maintenance Vendor Comments If you elected to add or change vendor comments this screen appears Dorai Moda Qui JodiCowarde jak Txmg menm Ej stain Versa AGE PLUMS SUPPLY EDWIPAMY Bib Fi cite foo Ce Feb Leen EXER NM BRE CALLED REQUEST EXETEN T MA N Le Let Ba be La Field Description Ref The ID of the terminal you are working at is displayed To work with comments for only the displayed reference ID press Enter To work with comments for a different reference ID enter that ID To work with all comments clear this field and press Enter End Date Enter the date of the most recent comment you want to work with or press Enter to work with all comments The date reference sequence number and text that appear
231. s you must elect to prompt for mounting forms and printing alignment marks using the Resource Manager Form Codes function When the forms are lined up select Yes or enter Y in text mode to print the forms After the forms or the 1099 Worksheet is produced the Periodic Processing menu appears Accounts Payable User s Manual 9 5 1099 Forms Periodic Processing 1099 Worksheet 06 01 2001 1 13 PM Vendor Vendor TIMO01 TIMBERLAND WINDOWS INC 06 01 1999 Totals For For For For For For For For For For For Box Box Box Box Box Box Box Box Box Box All Builders Supply 1099 Worksheet Form Recipient Code ID 78 5456788 Builders Supply 1099 Worksheet Rents Royalties Other Income Fed Tax Wh Fishing Boat Medical Pymts Nonemployee Substitute Direct Sales 0 Crop Insurance Vendors L2 40 00 OY O1 BUNE number of vendors 1 End of Report 9 6 Page Field YTD 1099 Indicator Payments 114847 92 Page 114 847 0 114 847 Accounts Payable User s Manual Periodic Processing 1099 Forms Magnetic Media When you select Magnetic Media on the 1099 Forms screen the output screen appears Desie Dia Edo FE Lower Ei ice De Help Sra ha mu T EE 3 Abres pi Fascia in Leger File 15 banal Fe Pee IRS TAX OUT Mimba ci Fiese bor Chula Fila I TH Pisis Pca Dapat Fie SENT Canparg h BL Terme TODD IWS If the disk has a work file this prompt appears
232. s your answer to this prompt makes no difference If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process select Yes or enter Y in text mode To let the conversion run its course and investigate later select No or enter N in text mode When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the Main menu with Accounts Payable added appears 2 8 Accounts Payable User s Manual Setup Considerations Setup Checklist and Functions Accounts Payable User s Manual Setup 3 3 3 7 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the Accounts Payable system Follow the setup procedures carefully the choices you make determine how the system will operate To properly set up the Accounts Payable system you need to gather and organize your accounting data You need the following information e a chart of accounts for your business e purchasing and payment cycles e identification and credit information about your vendors e previous and current year purchase returns and receipts history organized by vendor Codes and IDs When you set up Accounts Payable you assign codes and IDs to tell the system how to identify each item on fi
233. s Manual 4 5 Vendors and Invoices Information Inquiry 4 6 To sort the invoices a different way by invoice number the default invoice date or invoice due date press S until the sort option you want appears and the invoices are displayed in the order you want If Accounts Payable is interfaced with Job Cost each sort option is available with the job ID for six options overall Codes Inquiry for a Vendor To view the Vendor Codes for the vendor you selected press O The Vendor Codes Inquiry window appears Lorem Haki Dha Heb 2x m mmo te D j atari Wewip o7 Tem Coe APR HL esr Heg Tom DUDAYS NET OG Diaria iara Cede al eral Dior Pho Parani Peras d Varas iei r Tan up CA GL Account Mb IEA DOY Flur MATERIALS ven Fors Coda No eom Became D Frei lida EN 7 dd IF Har Il Compa H PEO Pera 1EOD EH Use the commands on the command bar to find the information you need Vendor First Last Next Previous History Invoices General Comments To look at open invoices for a different vendor press V Then enter the vendor ID To look at open invoices for the first vendor on file press F To look at open invoices for the last vendor on file press L To look at open invoices for the next vendor on file press N Accounts Payable User s Manual Information Inquiry Vendors and Invoices To look at open invoices for the previous vendor on file press P To view the history file for the selected vendor
234. s Payable is interfaced with General Ledger payments are posted to the GLJRxxx Journal file automatically If Accounts Payable is interfaced with Bank Reconciliation summary disbursement entries are created in the BRTRxxx Bank Reconciliation Transactions file Pay Invoices How do I use the Take Discounts Due date field in the Prepare Checks function The discount amount on an invoice is deducted from the total on the check that is prepared if the invoice is due on or after the date you enter Accounts Payable User s Manual B 3 Common Questions References I entered the wrong information when I prepared checks How can I correct the checks in the APCHxxx Checks file Run the Prepare Checks function again The following prompt appears Checks already on file Do you want to start over Select Yes or enter Y in text mode to prepare the checks again How do alignment and restart work for printing checks An X is printed in the alignment box on the first form and you are asked whether the forms are aligned If you select No or enter N in text mode the process is repeated Use the restart feature to resume printing checks if the checks were not printed correctly or if the printer malfunctions The Last Good Check Number field corresponds to the last form that was printed correctly When the system starts printing again it uses the next number This number corresponds to the number of the check in the printer How can I pre
235. s report before you delete records or purge history You cannot produce the report if you did not elect to keep detail history in the Resource Manager Options and Interfaces function Summary Invoice History Report Screen Select Summary Invoice History Report from the History Reports menu This screen appears A amma krrokce Matos Baap merd Eck ole Pe Fe oP tf unm gu Toa Ux Abundan Peck Yerba O ee rece Ve hoc Fue Compare H 1072472000 T mmn POI ITI Inquiry Enter the range of vendors you want to include in the report 2 Enter the range of invoice numbers you want to include in the report 3 Enter the range of dates associated with the vendors invoices you want to include in the report Accounts Payable User s Manual 8 27 Summary Invoice History Report History Reports 4 Select the output device After the report is produced the History Reports menu appears 8 28 Accounts Payable User s Manual jenueyy s es e qe eg sjunosoy 6c 8 12 24 2000 4 22 PM Vendor Invoice Inv Date ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO ACEOO Vendor ACE001 ACE PLUMBING SUPPLY COMPANY 2985 3108 3298 3299 4211 4388 5200 5701 6988 7044 8911 9021 20342 22110 24920 30072 30820 30896 30901 07 0 07 07 07 0 09 2 10 0 11 0 12 02 02 03 04 0 05 2 06 0 08 11 0 12 0 12 2
236. s totals information The APBTxxx Batch file stores information about the batches you use to organize your AP invoices and miscellaneous debits when you enter print and post them The APRDxxx Recurring Additional Descriptions file holds additional descriptions you assign to line items in a recurring entry This file is used only if you elect to enter additional descriptive text for line items in the Resource Manager Options and Interfaces function The additional text is printed on invoices after you copy the entry to the APTDxxx and APTHxxx files The RMTDxxx Tax Location Detail file stores such tax location information as the location ID taxable and nontaxable sales and purchases tax paid class percentage and amount refundable The RMGCxxx Group Code file stores information about tax groups and tax levels The RMTHxxx Tax Location Header file stores information about the tax authority and tax accounts Temporary files The temporary files store information created from an action you perform and send that information to a different file usually a history file when you post The APLSxxx Serial Item file stores information about serial numbers and lots You can delete and change the information in this file through Accounts Payable functions but not through Inventory functions Accounts Payable User s Manual Introduction The Accounts Payable System The APTDxxx and APTHxxx Transaction files store informa
237. second section lists the checks you used the last time you printed checks Check Register Screen Select Check Register from the Pay Invoices menu The function screen appears Chei Age tes Great EO Podes vs bee m nemo 74 renina Due Werder ID fos The Fada D count Due Due on Checks Pest ka GL Pared Fini Ej Cl C Sumus Fils ES OF Aaron Tanz 12 15 2080 12001000 12 Compare CCL Teal TODE CEU The dates vendors and general ledger period you selected when you prepared checks are displayed 1 Select the level of detail you want to print on the register You can choose to print the detail of the invoices paid for each vendor or a summary showing totals for each vendor 2 Select the output device Accounts Payable User s Manual 10 21 Check Register Pay Invoices A sample Check Register is at the end of this section After the Check Register is produced the Pay Invoices menu appears 10 22 Accounts Payable User s Manual jenueyy s es e qe eg sjunosoy c 0lL 01 22 2001 7 12 PM EDD001 THO001 Vendor EDDY APPLIANCE CO THOMPSON HEATING amp 01 22 2001 7 12 PM CLEOO1 EDD001 HENOO1 JOH001 MINOO1 THO001 ACE PLUMBING SUPPLY COMPANY ATLANTIS TELEPHONE CO CLEVELAND INTERIORS INC EDDY APPLIANCE CO HENNEPIN MUNICIPAL UTILITIES JOHNSON DOOR COMPANY INC MINNEAPOLIS WATER DEPARTMENT THOMPSON HEATING amp 0000001 0000002 0000003 0000004 000
238. sses e vendor class and payment priority 1099 information amount due The APVCxxx Vendor Comments file holds comments about the vendors you do business with Initially you enter comments through the Vendors function Attribute files The attribute files hold data that you can assign to each vendor These attributes often carry their own function names These files serve as permanent sources of information data stays in these files until you remove it The APDCxxx Distribution Codes file stores the distribution codes assigned to the vendor in the Distribution Codes function The codes are assigned to vendors and serve as a shorthand method to the General Ledger accounts to which accounts payable sales tax expense and freight and miscellaneous charges will be posted Accounts Payable User s Manual 1 7 The Accounts Payable System Introduction 1 8 The APTCxxx Terms Codes file stores the terms codes assigned to the vendor in the Terms Codes function The codes are assigned to information about regular payment terms and serve as a shorthand method to enter the information required to calculate payment discounts As a result you can make payments to groups of vendors based on the terms of payment with the defined codes The APRLxxx and APRHxxx Recurring Entries files store information about payments you make regularly to vendors The APRLxxx file stores line item information about each recurring entry the APRHxxx file store
239. st enter a cost code for reference purposes only or press Enter to skip this field If Accounts Payable is interfaced with Job Cost and you entered a job ID the WIP account from the DFxxxx table is displayed If Accounts Payable is not interfaced with Job Cost or you did not enter a job ID the account number is selected in this order of precedence If you assigned an account number in the vendor s record that number is displayed If you entered an item ID the inventory account from the item record is displayed If the line is for a noninventory item the inventory account from the DFxxxx table is displayed Accounts Payable User s Manual Daily Work Transactions Field Quantity Inquiry Units Unit Cost Ext Cost Description Accept the displayed account number or enter a different account number The Inquiry command is available if Accounts Payable is interfaced with General Ledger The tax class you assigned to the inventory item is displayed If Accounts Payable is not interfaced to Inventory 00 appears Accept the tax class displayed or enter a different tax class Enter the number of units of the purchased item Enter a valid alternate unit of measure If you are purchasing an item that is not kept in inventory enter the unit of measure by which you purchase the item for example you might enter DZ if you measure the item by the dozen Accept the displayed amount you paid for each item or
240. t do these things e If you have a multiuser system make sure that no one else is using the Accounts Payable system You cannot post if someone else is using Accounts Payable functions e Print the Purchases Journal see page 5 21 Print the Miscellaneous Debits Journal see page 5 25 e Back up all the data files The information in the Purchases Journal and the Miscellaneous Debits Journal comes from the APTDxxx and APTHxxx files Posted entries are cleared from these files to make room for the next group of entries Because you cannot reconstruct the journals after you post printing them before you post is important Backing up your data files before you post is an important practice Although the Post Transactions function is designed to minimize data problems due to interruptions in the posting process unforeseen problems such as a power surge or failure can corrupt data files and result in the loss of data Accounts Payable User s Manual 5 35 Post Transactions Daily Work Post Transactions Screen Select Post Transactions from the Daily Work menu The function screen appears MET BI T TIT Pilg ES Lower Fae Modes Othe Help aha mn 4 E Atari E Hache lo Pra 1 D roa Wierd Mo Pot ll Irre ap Held F Pont wil Udste SMD Finca ine Carparg bi IL ZEN Teal TODE CFR 1 Ifyou have entered and reviewed the accounts payable transactions produced the Purchases Journal and the Miscellaneous Debits Journal and back
241. t you specified in the APGLxxx table Cash AP Discounts CR DB CR Bank Reconciliation If Accounts Payable is interfaced with Bank Reconciliation summary entries of the checks are created in the BRTRxxx Bank Reconciliation Transactions file for the bank account ID you specify The cash account comes from the BR bank account record The AP account comes from the distribution code for each vendor Accounts Payable User s Manual 10 25 Post Payments Pay Invoices Before Posting Before you post perform these preparatory tasks e If you have a multiuser system make sure that no one else is using the Accounts Payable system You cannot post if someone else is using the Accounts Payable functions e Printthe checks see page 10 17 e Print the Check Register see page 10 21 e Back up all the data files The information on the checks and in the Check Register comes from the APCHxxx and APVExxx files Posted entries are cleared from the APCHxxx file to make room for the next group of entries Because you cannot reconstruct either the checks or the register after you post printing them before you post is important Backing up your data files before you post is an important practice Unforeseen problems such as a power surge or failure can interrupt the post and result in a loss of data 10 26 Accounts Payable User s Manual Pay Invoices Post Payments Post Payments Screen Select Post Payments from th
242. tal and filled amounts is the largest amount the discount can be Diskette contains file s directories or volume label The diskette you want to use for 1099 magnetic media files has some files or directories on it or it contains a label Use a blank formatted diskette See page 9 3 for instructions and information on acceptable formats Disk full cannot define file The diskette you are using for magnetic media 1099 forms is full Put a formatted empty diskette in the disk drive and try again Due date cannot be before invoice date The payment due date must be on or later than the invoice date Due dates have been adjusted If you change the invoice date or terms code of an existing transaction the payment due dates for the order are adjusted accordingly End of Vendor file You have reached the end of the APVExxx Vendor file the file does not have any more records Accounts Payable User s Manual A 5 System Messages References Enter a run code between 1 and 99 The mask for this field is N2 and the value must be greater than zero Extended cost is too large The extended amount of the line item is too large to fit in the space provided Check the quantity and unit cost you entered If they are correct you must enter the line item as two line items to accommodate the total Field size is too large The amount of the invoice is too large to fit in the space provided Check the amounts you entered in the
243. tatus of the invoices When you are finished specifying status change information use the Proceed OK command to save your selections and begin the change process When the changes have been made the Pay Invoices menu appears 10 4 Accounts Payable User s Manual Hold Release Invoices Use the Hold Release Invoices function to change the status of individual invoices This function is valuable if you need to change the status of a particular invoice from what it was when you entered it You can put an invoice on permanent or temporary hold so that it is not automatically paid when you prepare and print checks An invoice on temporary hold is automatically released when you post checks You can also release an invoice that is on permanent or temporary hold You can pay off an invoice at once change an invoice s due date and discount amount and split the invoice amount into an unlimited number of payment installments Hold Release Invoices Screen Select Hold Release Invoices from the Pay Invoices menu The function screen appears Commando bibe a meal Cored ja Haie Sr b Bo TP i amanda SS Leet Papert vandal FT 7j ACE PLUBIEIHG SUPPLY Duis DZD Pocity Amar azur m Compara BOL Termal TODO CIR Accounts Payable User s Manual 10 5 Hold Release Invoices Pay Invoices 10 6 Command Bar Use one of these commands to perform the associated action To view invoices for a different v
244. tches from the Daily Work menu This screen appears Commands di Hedu Ma Hab fro tA Bo r4 Ot thee Charge R Trin Harta T Bihi el Back D a v d aj TrwuckcaPumubus ut he Each ES nex Y Compan H TDU Temrirad TUERI ER Field Description Change Select the type of change you want to make You can copy a single transaction to a new batch or you can move all transactions from one batch to another Inquiry Old Batch ID Enter the batch number you want to change from Inquiry Transaction No Enter the Transaction number you want to change from Accounts Payable User s Manual 5 29 Change Batches Daily Work Field Description New Batch ID Enter the batch number you want to change to After the transactions are copied and the corresponding log is produced the Daily Work menu appears 5 30 Accounts Payable User s Manual Batch Control Use the Batch Control screen to inquire about the status of your batches to set up new batches and to maintain existing batches If you did not elect to use transaction batching you cannot use this function Batch Control Screen Select Batch Control from the Daily Work menu This screen appears Commerc fot Heder Dan feb 256 BE T 28 A feho Dem Lock Flag Fiiil al re Fran ah panmi Kran Morc D abis Journal h Tem per Ho Tem ijja mes Corpor MT Ford TOO E08 Field Description Inquiry Batch ID Enter the batch ID you want to work with If you elected
245. ted in the vendor s record use the Hold Release Invoices function see page 10 5 to deselect the 1099 flag for the invoice e You cannot produce the AP Analysis Purchase Analysis or Vendor Purchase History Reports or use the Summary History function because you elected not to keep summary history in the Resource Manager Options and Interfaces function You cannot enter comments for a blank vendor ID You must enter a vendor ID before you can enter a comment You have unposted information you must post them before conversion If you have unposted transactions or checks when you convert you must post them The function automatically posts the information you can either proceed with the conversion and post or exit from the function and stop the conversion You must enter information You must enter the kind of information indicated in this message Accounts Payable User s Manual A 15 System Messages References Your hard disk is full unable to finish copying The system cannot finish converting your files because your hard disk is full Delete unnecessary files optimize your hard disk or take other measures to make space Then restore the backup you made before converting the files and try again A 16 Accounts Payable User s Manual Common Questions These commonly asked questions about the Accounts Payable system are divided into the following categories Daily Work and Pay Invoices Daily Work What is a tempor
246. ter N in text mode If you elected to produce the list of labels a line of x s is printed so that if you are producing labels you can align them Then this prompt appears Is form aligned If the labels are not aligned select No or enter N in text mode and adjust them When the labels are aligned select Yes or enter Y in text mode to produce them To print the customer s phone numbers on the labels check the box or enter Y in text mode if not uncheck the box or enter N in text mode Select the output device After you have produced the list or labels the Master File Lists menu appears Accounts Payable User s Manual Master File Lists Vendor Labels Vendor Labels ACE001 ACE PLUMBING SUPPLY COMPANY 6769 GOLDEN GATE DRIVE SAN FRANCISCO CA 35454 5548 ATTOO1 ATLANTIS TELEPHONE CO 49838 65 ST N SUITE 498 MINNEAPOLIS MN 49848 3939 BOROO1 BORIS CONSTRUCTION COMPANY 34 EAST MOCKINGBIRD LANE EDEN PRAIRIE MN 55344 0034 CLEOOL CLEVELAND INTERIORS INC 4662 SE MAIN CLEVELAND OH 54566 5789 EDD001 EDDY APPLIANCE CO 27861 W 93RD AVENUE HIGHWAY 46 SOUTH BEND IN 20299 5545 ELL001 ELLIS ELECTRICAL SUPPLY P O BOX 34002 NEW YORK NY 11111 TEL001 TELL amp JACOBY 3 INDEPENDENCE BLVD PHILADELPHIA PA 22332 3333 THO001 THOMPSON HEATING amp AIR CONDITIONING P O BOX 99388 MINNEAPOLIS MN 55555 0545 TIMO01 TIMBERLAND WINDOWS INC 12035 W 128TH ST PORTLAND OR 8
247. the Daily Work menu A menu appears Accounts Payable User s Manual 5 3 Transactions Daily Work Select the type of transaction you want to work with You can enter purchases e enter returned goods and cancel incorrectly posted transactions e change or delete unposted transactions Before you change or delete transactions produce the Purchases and Miscellaneous Debits Journals so that you have the correct transaction numbers After you change or delete transactions produce the journals again so that the audit trail is accurate If you add change or delete a transaction pay attention to the transaction totals The system puts the entire payment balance in the First Payment field when a quantity a cost or an amount is changed If the calculated discount is different from the cash discount you can elect to automatically use the calculated amount Purchases Header Screen After you make your selection from the Transaction Type menu the header screen appears Geemarc Ed enar pae jomai Han 2 0 na Ha e DK Cam Esch D 3 Train o I 3 Tee Type imeota Location He peat 3 MINNEAPOLIS WAREHOUSE Meskit LEO IS roca he 124524 Dua i318 file veloc Tera PO Fumba kertan m EEA 3 Ferm Dew ZII Tesi X EDO Dra 10 aD Hau Tin Group x3 ql r Tae Beg EL Paid A 5 4 Accounts Payable User s Manual Daily Work Transactions Field Inquiry Batch ID Inquiry Tran No Inquiry Loc ID
248. the check should be sent to Enter the address the check should be sent to Enter the vendor s city or leave the field blank Enter the vendor s state or use the Inquiry command to look up and select a state from the list that appears Enter the vendor s zip code You can enter a five digit zip code enter a nine digit zip code with the hyphen or leave this field blank Vendors File Maintenance 11 6 Field Country Phone Fax No Attention Description Enter a country code for the vendor or leave the field blank If you enter a country code it must be among the valid codes entered in Resource Manager see the Resource Manager User s Manual If you do not enter a code the vendor will use the same country code as your company Enter the phone and fax numbers of the place the check should be sent to The format of the numbers is determined by the vendor s country code Enter the name of the person or department to which you send payments The attention might be different from the vendor s name The attention is printed on mailing labels Next enter the following general information about your vendor Field E mail Address Web Site Amount Due Amount Prepaid Description Enter the e mail address of the vendor s main office or your contact at the vendor s offices If your vendor has a web site on the Internet enter the Internet address of the vendor s site Enter values in these fields only when
249. tion about unposted purchases and miscellaneous debits The APTDxxx file stores line item information about each transaction the APTHxxx file stores totals information The APDExxx Additional Descriptions file stores additional descriptions you assign to line items This file is used only if you elect to enter additional descriptive text for line items in the Resource Manager Options and Interfaces function The APMDxxx and APMHxxx Material Requisitions files store unposted and backordered material requisitions The APMDxxx file stores line item information about each material requisition the APMHxxx file stores totals information The APINxxx Open Invoice file stores such summary information as the amount due and the due date of the purchases and miscellaneous debits that were posted from the APTDxxx and APTHxxx files The items remain on file until they are recorded as paid in full The APIXxxx Open Invoice Additional Information file stores purchase order numbers associated with invoices posted from the APTDxxx and APTHxxx files The APCHxxx Checks file stores the latest batch of unposted checks that have been prepared for vendors The APCMxxx Requisition Control file stores a record for each terminal ID with requisitions being entered or edited History files The history files get information as a result of a post The APHCxxx Check History file stores summary information for posted or voided checks This file is use
250. tion to the Favorites menu from the main OSAS menus simply highlight the function you want to add on the menu and press the F10 function key to add it to Favorites To remove a function from the Favorites menu highlight the function on the Favorites menu and press the F10 function key to remove it from the menu You can also use the right click menu to add a function to Favorites or to remove a function from Favorites Graphical Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below In OSAS commands are assigned to various keys on your keyboard as well as to certain tool buttons and pull down menu selections You can use these commands to work with data entry screens If a tool button or menu selection appears grayed out or muted the command is unavailable at this time Accounts Payable User s Manual 1 35 OSAS Graphical Introduction Function Tool Bar Buttons 2xe mma Tool Button Key Result F6 Go directly to the appropriate File Maintenance function to 39 update information about the field you are in F3 Delete the information on the screen Since this command can delete an entire record use it with caution x PgUp Move the cursor back to the first field on the screen or to the first field after
251. trict or widen the search lt gt Search for an item based on lot number When you enter the lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and wildcard characters to restrict or widen the search You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Right Tab Toggle Up Down Accounts Payable User s Manual Operation Move to the previous page of the report Move to the next page of the report Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halves of a report Move a line up and down the screen to line up information when you toggle between halves of a report 1 57 Introduction Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Next Line Up Previous Line PgUp Previous Page PgDn Next Page Home First Line End Last Line F3 Del
252. ts or leave the field blank if this information does not apply The number in this field cannot be greater than the number in the Total Payments field 1099 If the vendor does not receive a 1099 MISC form the box is unchecked or NO is displayed in text mode and you cannot change it If the vendor receives a 1099 MISC form the box is checked or YES is displayed in text mode If you want the recurring entry to update the 1099 Payments Year to Date field in the vendor s record once you copy the entry to the APTDxxx and APTHxxx files and post it press Enter if not uncheck the box or enter N in text mode When you save the header information the line item entry screen appears Recurring Entries Line Item Entry Screen Command Got Modes ther toman Het Fame Ho 74 BE ren Er rg DET Des fp aL Di HG RENT GL Anand ea aj en EN PREPAID EXPENSES LDes 8587 Tie Chis n x dda il a Qusnaty a Pa D E 3 B ee Dni Coe 3 Exi Cox Tonn on The Recurring Entries line item entry screen can appear for one of three reasons You are creating a recurring entry and have finished entering header data The line item window will have the title Append Line e You use the Append command in the scroll region to add an item to the end of the list The line item window will have the title Append Line 11 18 Accounts Payable User s Manual File Maintenance Recurring Entries You use the Edit command in the scr
253. ts Payable User s Manual 1 43 OSAS Graphical Introduction In Field Editing Commands When the cursor is in a field that contains information you can use these keys and commands Key Right Left Del Delete Ins Insert on off Home End Ctrl Z Undo Shift F9 Copy field contents Shift F10 Paste field contents Operation Move the cursor to the right Move the cursor to the left Delete the character the cursor is on Switch insert mode on and off When the INS flag appears at the bottom right corner of the screen on the status bar characters you type push characters after the cursor off to the side When insert mode is turned off OVR appears on the status bar characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Copy the contents of the current field Paste the value you copied from a previous field into the current field Accounts Payable User s Manual Introduction Inquiry Commands OSAS Graphical When you use the Inquiry command several other commands become available for you to use in the inquiry window The Inquiry windows operate in two modes Search and Sort You can toggle betwee
254. u enter the same number twice If you select YES you can still move past the warning 13 Toggle to YES or NO to indicate whether or not you want the system to force you to enter totals when you exit from the Transactions function If you select YES you cannot exit from the Transactions function without entering totals for the transaction 14 Toggle to YES or NO to indicate whether or not you want material requisition credits to be posted to inventory item accounts 15 Toggle to YES or NO to indicate whether or not you want to keep check history If you select NO the APHCxxx Check History file is not used 16 Toggle to YES or NO to indicate whether or not you want to print company names on checks 17 Toggle to YES or NO to use GL Descriptions in the transaction description Accounts Payable User s Manual 3 11 Setup Checklist and Functions Setup Tables Tables store information relating to the system data options and default settings for other applications Use tables only to enter and store data Do not delete lines or rearrange the account descriptions The system looks for information by the position of the lines in the table You must set up the following tables before you build the Accounts Payable data files APGLxxx APPDxxx DFxxxx DMxxxx DISCxxx D1099xxx F1099 FORMxxx MRGLxxx e QCxxxx QDxxxx QExxxx QHxxxx QMxxxx QPxxxx QXxxxx QZxxxx You can
255. u want to look at 2 Use the commands on the command bar to find the information you need Vendor First Last Next Prev Sort To look at a different vendor record press V Then enter the vendor ID Accounts Payable User s Manual 4 9 Invoices Information Inquiry To look at the first vendor record on file press F To look at the last vendor record on file press L To look at the next vendor record on file press N To look at the previous vendor record on file press P To sort the invoices a different way by invoice number the default invoice date or invoice due date press S until the sort option you want appears and the invoices are displayed in the order you want When you are finished looking at the vendor s open invoices exit to the Information Inquiry menu 4 10 Accounts Payable User s Manual Detail History Use the Detail History function to look at past purchases debit memos and payment information Most invoices are listed more than once They are listed by line item in order of appearance in the invoice The last entry for each invoice number is Invoice Total The value for this entry is the total value of the invoice the sum of the subtotal of line items sales tax freight charge and miscellaneous charge This function is available only if you elected to keep detail history in the Resource Manager Options and Interfaces function To add to or change this information use the T
256. ull down menu command 1 41 scroll button 1 43 numbers preventing duplicates 3 11 sorting 3 4 O OK Proceed function key 1 37 pull down menu command 1 37 verification button 1 36 OK command 1 23 online checks 3 10 material requisitions 6 10 Online Documentation function key 1 40 1 52 pull down menu command 1 40 tool button 1 36 Online help function key 1 53 IX 9 turning on or off 1 53 Open Invoice Additional Information file 1 9 Open Invoice file 1 9 Open Invoice Report function 7 3 sample 7 4 take discounts due B 3 Options and Interfaces screen 3 9 setting up 3 7 toggling options 3 9 writing saving selections 3 9 Options screen 3 9 OPTxxx table 11 25 OSAS conventions 1 22 running 1 22 setup considerations 2 5 system requirements 1 22 OSAS graphical version menu choices 1 25 Other function key 1 52 Other Command menu accessing 1 50 1 52 output device printer 1 60 P parameters access code 1 23 command to start OSAS 1 22 company ID 1 23 general expression 1 23 terminal ID 1 23 partial key inquiry 1 55 Paste function key 1 38 1 44 1 55 pull down menu command 1 38 tool button 1 36 Pay Invoices menu structure 1 6 Payment History Report detail history required 8 19 function 8 19 IX 10 payment priority codes definition 11 8 use of 3 15 11 8 payments installment B 3 B 5 posting 1 13 1 16 10 25 preparing 1 13 vie
257. unction 12 9 Vendor Detail List function 12 7 sample 12 8 Vendor file description 1 7 IX 15 setting up 3 14 comments 3 16 general information 3 15 historical information 3 16 vendor codes 3 15 Vendor Labels function 12 3 sample 12 5 Vendor Purchase History Report function 8 35 percent of total 8 36 summary history required 8 35 Vendors classes 3 15 11 8 comments 11 12 function 11 3 general information 11 4 history information 11 10 holding invoices 3 15 payment priorities 3 15 11 8 temporary 5 5 B 1 vendor codes 11 7 viewing purchase and payment history 4 4 viewing records 4 3 Vendors and Invoices function 4 3 sorting invoices 4 6 Vendor Comment Inquiry window 4 7 viewing vendor comments 4 7 verification button Abandon 1 36 OK Proceed 1 36 Proceed OK 1 36 verificationl turning on or off 1 53 Verify exit mode function key 1 53 pull down menu command 1 38 Verify PgDn mode pull down menu command 1 38 View inquiry command 1 56 Void Checks effect on Bank Reconciliation 10 31 effects on General Ledger 10 31 function 10 31 IX 16 W Workstation Date function key 1 28 1 50 Workstation date tool button 1 30 workstation date entering in graphical menus 1 30 entering in text menus 1 50 Y year end maintenance consequences of 9 15 11 10 Accounts Payable User s Manual
258. vailable is the quantity available minus the total quantity that has been allocated The balance available is zero if the quantity backordered is greater than the quantity available 6 20 Accounts Payable User s Manual jenueyy s es e qe eg sjunosoy Lc 9 01 20 2001 8 18 AM MNO001 MINNEAPOLIS WAREHOUSE Item ID Description 200500 Date Needed Requisition No 15436AM End of Report Builders Supply Backorder Allocation Report By Location ID Item Date Needed Default Unit Tran No On Backorder Item 200500 Total Balance Available Qty Available 12 0000 Allocated Line No 1 odey UOIB90 Y Japsioyoeg SUOIIISINDSY enan uodey uoreoo y Jepioyoeg Post Material Requisitions When you post material requisitions the requisitions and returned requisitions except for backorders are removed from the APMDxxx and APMHxxx Material Requisitions files If you keep detail history detailed line item information updates the APHIxxx Detail History file Interfaces General Ledger If Accounts Payable is interfaced with General Ledger debit and credit entries are created in the GLJRxxx Journal file If you post detail line item information entries are made for each line item If you post summary totals information one entry is made for each account When you post material requisitions and returned requisitions entries are made to several accounts Material Inv Expense Material Misc Exp
259. w PgDn Display the next page of the window End Move directly to the last item on file Home Move directly to the first item on file Down Move down one item Up Move up one item Ins Look up Toggle between Search mode and Sort mode F7 Exit Leave the Inquiry window without selecting anything Enter Select the item the cursor is pointing to Esc Open a window that shows Inquiry window commands and View commands the window ID Inventory Lookup If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Lookup commands to search for information about items and select an item for entry in the field you are in Key Operation Shift F3 Search for items with a specified alias listed as an alternate Alias Lookup item When you enter the alias you can use the and wildcard characters to restrict or widen the search Shift F4 Search for an item based on customer ID or vendor ID Customer Vendor When you enter the ID you can use the and Lookup wildcard characters to restrict or widen the search 1 56 Accounts Payable User s Manual Introduction OSAS Text Key Shift F5 Detail Lookup Shift F6 Lot Lookup Shift F7 Serial Lookup Shift F8 Description Lookup Report Commands Operation Search for detailed information about an item You can enter information in any of the fields that appear using these wildcards to res
260. when you edit a recurring entry you work with existing data Select the action you want to perform Recurring Entries Header Screen Inquiry Inquiry 11 16 After you make your selection from the Recurring Entries menu the header screen appears Lr rm Doreh E Modes ws jn Heb 2x0 8 mtu Bares T 3 Wendi fonom JONES REALTY COMPA 12H BADD ey CIRELE SUITE 23 7 DE Abusos Fun Code T Tam Boup C Starting nica ECT BIHREAPOLIS MN ES Siyi Dis 2 311237 Irama Ha Cual Dae BEE F Hunde TEA Poll amari n Tora Code ra al Tue Reg Mara P menant E Teen Dem A4 XD XO Tera X D Dem 380 Hep 3H E Field Description Recurring No Vendor ID Invoice No PO Number Enter a number that identifies the recurring entry Enter the vendor s ID The vendor s name and address appear Enter the invoice number or press Enter if you do not want to assign the entry to an invoice Enter the purchase order number Accounts Payable User s Manual File Maintenance Recurring Entries Field Terms Code Run Code Starting Balance Remaining Balance Starting Date Cutoff Date Total Payments Remaining Payments Accounts Payable User s Manual Description The terms code describes the terms of the payment Accept the displayed terms code or enter a different code If you use the Maintenance F6 command the Terms Codes function is temporarily called up
261. wing history 4 11 4 15 period end maintenance consequences of 9 15 11 10 Periodic Maintenance before beginning 9 15 function 9 15 results of 1 16 screen 9 16 9 21 PgDn inquiry command 1 46 1 56 report command 1 57 scroll region command 1 41 1 58 PgDn function key 1 37 1 53 text menu 1 51 PgUp function key 1 36 inquiry command 1 45 1 56 report command 1 57 scroll region command 1 41 1 58 PgUp function key 1 37 1 53 Pop Up Calendar tool button 1 33 1 36 Post Material Requisitions before posting 6 24 effects on General Ledger 6 23 effects on Inventory 6 24 effects on Job Cost 6 23 function 6 23 Post Payments before posting 10 26 effects on Bank Reconciliation 10 25 effects on General Ledger 10 25 function 10 25 log 10 28 10 29 results 10 25 Post Transactions before posting 5 35 effects on General Ledger 5 34 effects on Job Cost 5 34 Accounts Payable User s Manual function 5 33 screen 5 36 tax refunds 5 35 posting before posting checks 10 26 before posting material requisitions 6 24 before posting transactions 5 35 checks 10 25 detail or summary transactions 3 10 interrupted B 2 material requisitions 1 12 miscellaneous debits 1 11 5 34 payments 1 16 prepayments B 2 purchases 1 11 5 34 Prepare Checks correcting B 4 discounts B 3 dropping invoices 10 14 erasing prepared checks on file 10 10 excluding invoices 10 14 excluding prepared checks 10 9 funct
262. x Data Set Tara er Lie Dua PT serle Dads On the Start menu you can check the Live Data radio button to work with live data or check the Sample Data radio button to work with sample data You can also press F5 to change between sample and live data Right Click Menu Screen Key Description Add to Remove Favorites Use the Add to Remove Favorites menu button to add the F10 desired submenu or function to or from your Favorites menu Change to Favorites Main Toggles your display menu between your Favorites menu F2 and your Main menu Sample data Live data F5 Switches between your sample data and your live data Setup F9 Performs certain application setup tasks For example in General Ledger you can select the year with which you want to work If Setup is required in an application the application s user s manual will describe its usage Function Information F1 Displays information about the selected function 1 34 Accounts Payable User s Manual Introduction OSAS Graphical Graphical Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 key or by selecting Favorites from the pull down menu Favorites Menu Start Style AF Tiarcackora SL Edit Tianizactiara To add a func
263. y function because you elected not to keep detail history in the Resource Manager Options and Interfaces function Quantity cannot be less than zero You cannot enter a negative value for the quantity Quantity must be greater than zero You must enter a quantity that is greater than zero Quantity on hand 7 The quantity in inventory with the status on hand is displayed Remaining balance cannot be greater than starting balance A recurring entry s remaining balance is the starting balance minus an amount Therefore the recurring entry s balance cannot be greater than its starting balance Remaining payments cannot be greater than total payments A recurring entry s remaining number of payments is the starting number of payments minus the payments that were made Therefore the number of remaining payments cannot be greater than the number of total payments Summary history is not available for all comparisons Summary history is not available for all the comparisons in the report In each column of the report where summary history is unavailable or insufficient 00 is printed A 12 Accounts Payable User s Manual References System Messages Summary history is not available for this period The reporting period you specified does not have summary history You cannot print the report for this period Summary history is not selected in the options table You cannot produce the AP Analysis Purchase Analysis or Ven
264. y is made for each account When you post purchases entries are made to several accounts Inventory or AP Sales Tax Freight Misc Expense CR DB DB DB DB You specify the expense account s when you enter purchases If you purchase inventory items the inventory account is acquired from the Inventory data files You set up the other accounts through the Distribution Codes function When you post miscellaneous debits entries are made to these accounts Inventory or AP Sales Tax Freight Misc Expense DB CR CR CR CR You specify the expense account s when you enter miscellaneous debits If you return inventory items the inventory account is acquired from the Inventory data files You set up the other accounts through the Distribution Codes function Job Cost If Accounts Payable is interfaced with Job Cost the cost information in the JOHIxxx Detail History file is automatically updated and the JOBSxxx Jobs file is optionally updated when you post 5 34 Accounts Payable User s Manual Daily Work Post Transactions Tax Refundables If you set up the taxable percentages for refundables and refundable percentages in the Resource Manager Tax Locations function entries are made to these accounts when you post Sales Tax Tax Refundable CR DB Entries made to the sales tax and tax refundable accounts replace the entry to the sales tax account for purchases or miscellaneous debits Before Posting Before you pos
265. y the vendor s total amount The amounts on the Grand Totals lines are the sum total of the amounts printed in the report The Tot value is calculated as the Grand Total divided by the company total from the APHSxxx file for this period and year The Tot may be less than 100 00 if you produce this report for a range of vendor IDs or vendor classes Accounts Payable User s Manual jenueyy S 1asn e qe eg sjunosoy ZE 8 12 24 2000 Builders Supply 10 26 PM Vendor Purchase History Report with Job and Item Detail for Period 12 2000 By Vendor ID Vendor ID Quantity Purchased Item ID Quantity UOM ACE001 ACE PLUMBING SUPPLY COMPANY 212077 150 A 127054 200100 s 5691 200200 3412 200300 6449 200400 s 1911 200500 D 712 200600 A 1127 250 TOTAL Items and Jobs GRAND TOTALS All Purchases 212077 Items and Jobs 200073 End of Report 60 95 25 00 50 25 98 495 172 07 110d9y 101SIH eseyding 1opuoaA suodey JO1SIH uodey JO1SIH eseuoung JopuaA Periodic Processing 1099 Forms Periodic Maintenance Purge Vendor Comments Purge Selected Files Accounts Payable User s Manual 9 3 9 15 9 19 9 21 9 1 1099 Forms When you enter a vendor record you indicate whether you want to produce a 1099 form for the vendor The 1099 form summarizes your payments to the vendor for the year Send a copy of the form to the vendor and the Internal Revenue Service According IRS
266. yment priorities you want to include in the report Accounts Payable User s Manual 7 7 Aged Trial Balance Management Reports 4 Enter the range of distribution codes you want to include in the report 5 Accept the displayed aging date or enter a different date to use as a starting point for aging the invoices 6 Accept the displayed cutoff date or enter a different cutoff date Invoices dated later than this cutoff date will not appear in the report 7 You can exclude paid invoices from the aging report by specifying a cutoff date Accept the date that appears or enter a different date Invoices paid before the date you enter will not be included in the aging report 8 Aging breaks define aging buckets or invoice categories with a particular aging status Accept the displayed dates or enter different dates 9 Select the kind of date by which you want to age invoices 10 Select the order in which you want to print the report 11 If you want to include vendors with a balance of zero check the box or enter Y in text mode if not uncheck the box or enter N in text mode 12 If you want to include only vendors whose balance is past due check the box or enter Y in text mode if not uncheck the box or enter N in text mode 13 If you want to list line item transactions associated with each vendor check the box or enter Y in text mode If you want to list only totals associated with each vendor uncheck the box
267. you use the summary method to enter initial balances Otherwise these fields are updated when you post transactions and payments When you save the entries the next screen you selected appears If you did not select another screen the Vendors header screen appears Accounts Payable User s Manual File Maintenance Vendor Codes Vendors If you elected to add or change vendor codes information this screen appears meer LAIT Lowwandi Edt Podes Dia Heb 2x0 uam mu Fe DE ares Werd ACEON ADE PLUMBING SUPPLY COMPANY Tami Code BAUT J Wit Heg 1 07 100475 HET 30 D bank ods i x Veraka Eloy IF Passend Print Fa Warda Hold Ta Gras x 3 GL Account Is 3 IHWEHT DE Fifa MATERIALE TEE Fran Code fus bes Feige ID Field hades P r Company bi OSLO Tamil TODO ERAI Field Description Vendor ID The vendor ID and name from the header screen are Terms Code Inquiry Inquiry Accounts Payable User s Manual Distribution Code displayed Terms codes describe the terms of payment to the vendor Enter the payment terms code for the vendor If you use the Maintenance F6 command the Terms Codes function is temporarily called up After you enter the terms code the terms percentage days and net due days appear Distribution codes describe how payment information is to be distributed in accounts in General Ledger Enter the GL distribution code for the vendor If you use the Maintenance F6 command the

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