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Accounts Payable - Data Pro Accounting Software, Inc.

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6. 4 34 RECURRING EXPENSE LISTING A P0210 ccsssssssssssssccccccssssscssccccscccssssssscccesscsssssssees 4 39 BANK 0214 55555555 5 4 41 021713 5 4 44 PRINT T099 FORMSA FO 2 4 46 1099 REPORTING ON DISKETTE 021393 2 22252200555556 666 e eee s 4 48 COU eon Stab 4 49 Disk Drive 2 T 4 49 CHAPTER 5 PERFORM ANALYTICAL 000 1 71 1 666110000000 5 1 bor Windows Compatibles ccc tta dide osa did s 5 1 PURCHASE REND BY VENDOR 5 1 09020 2 552 5 2 INDEN n 1 1 Page This page intentionally left blank Page v1 Accounts Payable User Manual CHAPTER 1 INTRODUCTION Simply stated the purpose of an Accounts Payable system is to track all dollars that you owe to your
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12. ACCOUNTS PATABLE TRANS 4CTIOH Transsaclken 1 Invoke 2 Creda 3 Debri Meme Finance Charge 7 Retainagc 5 Payment hock 2 TRANSACTION FILE AXACRBF CHECK REC ACCOUHT DETAIL FILE Introduction Page 1 19 Accounts Payable User Manual Page 1 20 Record Manual Job Cost Checks updates the Accounts Payable Vendor File the Open Item File the Transaction File and the AP General Ledger Integration File if integrated with General Ledger It also updates the Job Cost Project File the Job Cost Project Detail the Job Cost Transaction File and the Check Reconciliation Account Detail File VEHDOR MASTER PAYMENTS AP2GL XXX ACCOUNTS PAYABLE INTEGRATION FILE Introduction AND PROJECT TO DATE COSTS RECORD MANUAL JOB COST CHECKS 2 ACCOUNTS PAYABLE ITEM FILE FLAGS ITEMS 5 PAID Transaction Ty pcs 1 Invoice 2Credit Momo 3 Ochi Meme Adjustment 5 Finanse Charge 7 Retainagc 3 Depos Advanac Q Payment i hock A P Manual Job Cost Check Flowchart ACCOUNTS PAYABLE FILE Transaction Ty pos 1 Invois 2 Credit Momo 3 Dcbit Moma Adjustment 5 Staton Finanac Charge 7 Rotainagc 3 d vance d Payment C hock ExzxJCiTY DBF JOB
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14. button and a screen will be displayed showing the vendor number name and the data items necessary to record this transaction If the vendor you have chosen has the Liability Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Liability Insurance Carrier s Name Policy Number and Expiration Date for your review Likewise If the vendor you have chosen has the Worker s Comp Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Worker s Comp Insurance Carriers Name Policy Number and Expiration Date for your review A screen will appear with the Form that is currently selected You may press the Browse button which will allow you to browse the directory for another valid check form for the next series of checks you will enter Page 3 56 Enter Transactions Chapter 3 Accounts Payable User Manual Select Form Write Single Check Current Form Alignment Default Form STUB Suggested Form suggested Form 20101 Browse Curent Form Defaults Cancel Align Contact DPAForms Inc for the best quality business forms checks tax forms and related accessories for your business software products Online Ordering at vnnr dpaforms com Or call 800 660 8605 9 00am 6 00pm EST The system will then ask you to en
15. Due Date Total Amount 5984 15 Job 96 0153 Univ of Tampa s New Gym Retainage Percent 10 000 Retainage Amount a See Inventory This procedure will add an invoice as a paid open item on the vendor s account At the same time a check will be printed reflecting the recorded transaction Therefore this option records a voucher and prints a check to pay that voucher If you are interactive with the General Ledger the system will post this transaction to the General Ledger Integration File at the time of validation If you are interactive with the Manufacturing Inventory Management module you may enter inventory receipts at this time Once you select this option the system will ask you for a vendor number Enter the vendor number or you may lt click gt the Down Arrow 2 by default to scroll through the vendor file to select the vendor Once you have made your selection and if you have chosen to utilize the feature to Display Vendor Comments any comments on this vendor s master file will be displayed on the screen Page 3 58 Enter Transactions Chapter 3 Accounts Payable User Manual Vendor Comments Vendor Vendor Description Bower s Roofing supplies Comments Tar Paper nails Insurance Information Liab Ins Carrier Cincinnatti Life Policy Number 8579511 801 Expiration Date 09 08 2004 WIC Ins Carrier Zenith Insurance Policy Number 506661378911 Expir
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17. puc Rd ie ese ee Service Center File with Form 1096 RECIPIENT S name ms Far Privacy Act IT 5 and Paperwork Cc Reduction Act ee Street address including apt 9 Payer made direct sales of 10 Grop insurance proceeds Notice see the amp 54KX er moe ol consumer 2004 General s reper tr Instructions for Cs 2 Forms 1099 2220027 1098 5498 sce EI Gross and W 2G I Mee UBL an atiam o 1B Slate tax withhoki 17 State Payers state no 18 Stale income a eee Fere z _ 4 _ TT Form 10858 MISC 41 0352411 Department of the Treasury Inbemal Revenues Serving i z T 1595 voip PAYER S name street address city sitae ZIP code and telephone no OME No 1545 0115 3 200 4 Form 1089 MISC Copy Far Internal Revenue Service Center PAVERS Federal in Ls RECIPIENT S Sa numbes E File with Form 1096 RECIPIENT S name compesation amp p For Privacy Act n E and Paperwork Reduction Act Street address Grchiding apt na Payer made direct sales of insurance pracee Notice see the 5 000 of more af gonsumer 2004 General products bo buyer Instructions for fur reae
18. 5 SUSPENSE Import Tips 1 Map file descriptions that contain 3 assume a 2 decimal place 2 Map file descriptions that contain A adds a value to an existing value instead of replacing it 3 Map file position 1 forces value to be fixed as specified in the map file description Example If you were going to be forcing a General Ledger number the line would look as follows 10100 Default GL Account 66 20 S LI RING 1 5 5 being the length of the account num ber NOTE The DP OS DP LEN and are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delimited file Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spread
19. Tema Typa 1 immedi vic 4 Ochi Moore 2 Day Adjustment 3 Het COM 5 d Batch Finanse Charge 5 SUS pens 7 Retainage vance Payman C hock Chapter 1 Introduction Page 1 15 Accounts Payable User Manual A P Check Run Flowchart Print Checks option updates the Accounts Payable Vendor File Open Item File Transaction File and the General Ledger Integration file if integrated with General Ledger Cash in Bank and flags the open item as paid Also updates the Check Rec Detail if integrated with Check Reconcilliation and the CR4 if EFT is used EXAAPTTY DEHF VEHDOR MASTER FILE PAYMENTS AP2GL XxX ACCOUHTS PAYABLE INTEGRATION FILE Page 1 16 Introduction PRINT CHECKS ACCOUNTS PAYABLE ITEM FILE FLAGS ITEM AS PAID Types 1 Invoice 2 Creda 4 Ochi Mom Finance t harga 7 Retainagc 8 Oops Advance Q Payment C heck EXAXCR2 DBF BATCH DETAIL RECONCILIATION FILE FOR EFT DETAIL FILE PROCESSING Makes an entry that debits Accounts Payable and Credits ACCOUNTS PAYABLE TRANSACTION FILE ansaan Types 1 Invoice 2 Creda Mom 3 Debit Morea Finance Charge 7 Retainagc 3 Aduanas Payment 442 heck Chapter 1 Chapter 1 A P Single Check Flowchart Accounts Payable User Manual Write
20. 1 2 4 4 8 7 5 AG Enter Gost AG Transfer act Billing AG Cost of Bales IM Expense FR AR Billing AG 10 AR Cos of Sales ZXxIMb DBF IHVEHTORY COST LAYER FILE It also updates the Joh Cost Project File the Chapter 1 Chapter 1 Accounts Payable User Manual A P Manual Check Flowchart Record Manually Written Checks option updates the Accounts Payable Vendor File the Open File the Transaction File and the AP General Ledger Integration File if integrated with General Ledger If integrated with inventory and receiving through voucher vendors invoices it also updates the Inventory Master File the Cost Layer File and the Transaction File It makes an entry that Credits Accounts Payable Debits the expense Credits Cash in Bank and Debits Accounts Payable It also updates the Check Reconciliation Account Detail File designating the day as part af the file name VEHDOR MASTER PAYMFHTS 2 poU QUANTITY IH INVENTORY FILE PURCHASES BUCKET RECORD MANUALLY WRITTEN CHECKS AAAAP2 DBF ACCOUNTS PATABLE ITEM FILE FLAGS ITEMS 45 PAID Transsclken 1 Invoke 2 Creda 3 Debri Meme Finance Charge 7 Retainage 5 OcposiVAdvanse Payment iC hock ExXIM amp DBF IHVEHTORY COST LAYER FILE
21. Your current fiscal year end is period 12 Registered Systems Accounts Payable system already started Accounts Receivable system already started Check Reconciliation System already started Customer Service Management system already started General Ledger system already started Inventory system already started Job Cost System already started Payroll system already started Point of Sale system already started Productivity Tools system already started Purchase Order Entry System already started Sales Order Entry system already started Time Sheet Entry system already started Select All Invert Processing completed Click on the Close button when done and then return to Systems and select the Accounts Payable module to continue with the configuration functions to be described from here Once you select this option click on Start button and the following data files will be created File Name Description Master Configuration File This file contains your Master Configuration default account filename coAPO0 dbf numbers and integration with other modules Vendor File This file contains the information specific to each vendor filename coAPIdy dbf account except for the open items Open Items File This file contains the open items for each of your vendor filename coAP2 dbf accounts Chapter 2 Set Up and Maintenance
22. a 2 23 PRS E ee es 2 66 Repon Fre OPAOS m 4 2 2 Index Accounts Payable User Manual ING DOE SOLUS PECTS weds 4 3 5 Samiple lmport B atc nF We ot 3 29 Sariple Import amp E16 A 3 41 sample Import Vendor Pie equal con ee dos eile a trud 2 18 Set Up Datehes dup cet oderat doit ei oec etf rapit caua cte 1 10 EE PPC COIN P 2 47 cada doter ots Mos ecl tdt etes e 2 50 Chance NOC cos Sp LS LL e CEP L E 2 54 CODY WO SM Ju i LAM e MeL 2 55 Miror EMTs 2 55 T sou
23. 600 00 1 857 45 360 00 260 00 610 00 1 650 25 665 66 3 200 00 560 54 445 65 4 206 19 Chapter 4 Vendor Date 04 30 2006 04 30 2006 Connor 04 30 2006 585 04 30 2006 Connor 04 30 2006 WORK 04 30 2006 GEN 04 30 2006 CFS 04 30 2006 yellow 04 30 2006 04 30 2006 WORK 04 30 2006 04 30 2006 WORK 04 30 2006 Infinity POWER Sample Company Inc Type Trans Description Job Flonda Lumber Inc Inv 6321 Repair Pump Power Insurance Company of FL Inv 654 Liability Insurance Fhil Connor Inv 66954 Invoice 5 25 Sub Contractors Inv 695 Rental of Equip Phil Connor Inv 695447 Invoice Work Place Inv 696 Office Cleaning General Telphone Company Ine 1721 03 5 Telephone Clark Financial Services LLC Inv 88 66542 Consulting Tampa Yellow Pages 85459 Ads Scotty s Building Supplies Iri 99949 Tools Work Place Inv Labor Temp Labor 95 0112 Power Insurance Company of FL Ini 1 Invoice T Work Place Inv Data Entry Number of records printed 26 Chapter 4 Voucher Register Bank GL Account 55500 63000 63500 11450 Total 52000 65000 65400 Total 52000 64000 57000 54700 61000 67600 11450 63000 67300 Accounts Payable User Manual 2 4 04 28 2006 Amount 500 00 1 200 00 500 00 1 200 00
24. BUB STRING 118 10 Factor Name 165 30 STRING 129 30 Factob Addr 1 227 25 STRING 1595 25 Factor Addr 2 299 25 STRING 1843 25 Factor City 460 15 STRING 209 15 Factor State 492 2 STRING 224 2 FacbLor 2ip 519 10 STRING 226 10 Contact 144 20 S5TRING 236 20 Phone 63 14 STRING 256 14 UI Define 42 20 STRING 270 20 Ck 700 5 STRING 290 5 Default GL Account 679 20 STRING 295 20 Feo ID 4 2706 20 STRING 315 20 1099 O NO 1 YES 727 1 CHAR 335 1 Terms Type 666 2 INT 336 2 Terms Days 668 3 INT 338 3 Discount 674 12 FLOAT 341 12 Comments 1 562 50 STRING 353 50 Comments 2 613 50 STRING 403 50 LRL 452 Page 1 Page 2 18 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Data Pro Support Document Field Types CHAR NUMBER NO DECIMALS STRING TEAT INT INTEGER NUMBER NO DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED Must have 0 00 if no amount DOUBLE AMOUNT DECIMALS REQUIRED Must have 0 00 1f no amount LRL FIXED LENGTH OF RECORD LINE DATES MMDDTT Page 2 Chapter 2 Set Up and Maintenance Page 2 19 Accounts Payable User Manual Data Pro Support Document IMPORT VENDOR FILES AP0601 MAP CUSTOMIZED NOTE This import file can be used for fixed length ASCID files or comma delimited If using a comma delimited all STRINGS must be preceded and ended with quotes Example 510 Mai
25. Chapter 3 Enter Transactions Page 3 1 Accounts Payable User Manual VOUCHER VENDOR S INVOICES AP0101 This option allows you to record the receipt of invoices credit memos debit memos etc from your vendors You may pay these vouchered open items by choosing the option to Record Checks This option allows you to voucher invoices and other transactions to a vendor s account Each transaction vouchered will become an Item on the specified vendor s account If you have configured the Accounts Payable system to use the basis method of accounting you are allowed to distribute this expense or asset to a maximum of fifty 50 General Ledger accounts The system will create up to fifty 50 separate open items with each open item having its own General Ledger account number and the appropriate dollar amounts that corresponds to that account number You may also select a project for calculating and posting a retainage amount for this invoice and also to distribute or allocate the expenses to one or more projects Maximum 50 per invoice If you are interactive with the General Ledger the system will not post these transactions to the General Ledger until you write the check for these items If you on the accrual basis you may distribute this expense or asset up to fifty 50 different General Ledger accounts as well If you are interactive with the General Ledger the system will post this transaction to
26. Chapter 3 Enter Transactions Page 3 25 Accounts Payable User Manual Description lt lt Position Length JC Quantity DOUBLE If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of file information into the Infinity POWER programs This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These text files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs This screen has three sections that will prompt you for three 3 data items 1 Import Format 2 Import File Name 3 Process Import File The Import Format is prompting you to enter the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described in the following section Fixed Length ASCII Files Fixed Length ASCII
27. 30 720 00 Chapter 4 Accounts Payable User Manual Infinity POWER Sample Company Inc Page 2 Inventory Detail By Vendor 4 04 28 2006 Supplier Number amp Name Item Number Trans Quantity Rel Desc Total Cast Description Type X Trans Date Grand Totals 2 Receipt 20 100 00000 198 702 00 Number of records printed 4 Chapter 4 Print Reports Page 4 33 Accounts Payable User Manual VENDOR LISTING 0209 This option provides either a summarized or detailed listing of all vendor information Vendor Listing Tools Launch Vendor Range Beginning vendor Bower s Roofing Supplies Using Vendor key Ending Vendor WORK Work Place Report Vendor Mask Non Detailed 1 1234567890 Detailed Mask Detailed Including History Position This report is designed to allow you a simple listing of your vendors summarized form or a detailed listing for data input verification or archival purposes You may select this report for a range of vendors and specify whether it should print by Vendor Number Vendor Name or by the Special search field The fields included this report are Field Names Summary Report Vendor Number Vendor Name Contact Phone Number Detailed Report Comments Email Address Vendor Number Terms Vendor Name Discount Vendor Address Always take discount Special Search Ave
28. Click on the Find button to validate your entry and the system will then display a scrolling window which contains each of the original open items that were paid with this check Voidable Check Transactions BOW1 Tools Launch Edit Wavigation 14 a v bI S Check Amount 2 430 00 Check Date 04 30 2004 Check Mumber 10209 Item Transaction Description Discount Total Amount Date Net Amount 10209 GR Sle IH 1 0 00 2 430 00 04 30 2004 96 0072 2 430 00 oid Cancel Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Each open item will then be put back on the vendor s account with the current date of the transaction and the terms type set to suspense if the check is voided on a day other than the day the check was originally written A voided check will also be added to the check register You may now execute the option Change Open Pay Status to re schedule the payment of the new open
29. Forms 1098 1098 5498 LL number oplional and W 2G EE t dc me 76 Stabe tox withheld 17 18 State income 5 35110 fom 1099 MISC 41 0952411 Department o the Treasury internal Revenue Service Chapter 4 Print Reports Page 4 47 Accounts Payable User Manual 1099 REPORTING ON DISKETTE AP0213 This option prints 1099s to disk at year end for all vendors that you have specified to receive 1099s This option is designed for companies who are required to file 1099s on Magnetic Media This is a current Federal Government requirement if you must file more than 250 information returns The 250 or greater requirement however applies separately for each of 1099 form Make sure to always check with the IRS for current reporting requirements that apply to your company Vendor 1099 s on Disk Tools Launch Company Transmitter Control Code Drive Contact Name Required Test File Indicator B Vendor Range Beginning Vendor Using Vendor key Ending Vendor Eorm Type Nonemployee Compensation 1099 MISC Prizes and Awards 1099 MISC C Rents 1099 Interest Income 1099 C Royalties 1099 Ordinary Dividends 1099 C Fishing Boat Proceeds 1099 15 C Capital Gains Distr 1089 DIV coc The current available form types are listed below
30. Inventory Item You may enter the inventory item number being received or click the Down Arrow F2 by default to scroll through the inventory file to make your selection NOTE Enter either the actual Inventory Item or Alternate SKU number The system will automatically cross reference the actual inventory item and will display it in this field If you select an inventory item which utilizes either a Serial or Lot type costing method the system will request additional information Since you are receiving inventory into stock the system will require the Serial Numbers or Lot Numbers to be added The system is designed to accept Serial Number inventory receipts in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included on the Voucher Audit Trail Report You may enter more than a quantity of one however you lose the capability of including individual Serial Numbers on the Accounts Payable Audit Trail Report Only the last Serial Number entered for a given inventory receipt line with a quantity greater than one will be included on the report inventory records and files are updated with all pertinent information on all Serial Numbers Therefore all detail reporting on Serial Numbers and Lot Numbers can be accessed from the Inventory module This means that once the Serial Numbers are recorded here as receipts they will be available for select
31. There is also a Details button that provides pertinent information about that particular data file This information includes the directory path and file name the type of file the pattern of the filename structure and the total records including those records marked for deletion in that data file To begin the procedure of a pack or re index simply lt click gt on the Start button after selecting the files you wish to manage You are then given the options to Pack or Re Index the selected data file s Pack is a utility that physically removes any deleted records from that data file These procedures display a of Completion graph on the screen while the files are being processed Re Index is a utility to rebuild the index file It is also run automatically at the end of a Pack procedure Results Records in all or specified Accounts Payable Files will be packed and or re indexed SET UP ACCOUNTS This section discusses the ways to set up or create modify delete and copy General Ledger account numbers Each of the accounts in your Chart of Accounts has a number assigned to it This number can be up to twenty 20 characters alpha numeric It is normally three to ten 10 characters The numbering sequence is user definable but should be well planned to insure easy retrieval of accounts and for reporting purposes Chapter 1 of this manual describes how to organize your account
32. a project by project basis This would be helpful in making sure that all bills have been paid prior to closing out a project Optional management reports showing purchase trends by vendor or detailed inventory purchases from each vendor are also provided As you can see the Accounts Payable module not only provides you with a strong framework to handle the financial accounting needs of your payables but also provides the analytical information necessary for you to make sound decisions concerning liquidity and future purchases JOB COST OVERVIEW One of the key features in the Accounts Payable module lies in the ability to allocate expenses to various projects at the time of vouchering invoices into the system and at the time of writing a single check This system allows you to record the costs and quantities as expenses to the project exactly as the update occurs when you execute the Job Cost option Record Costs The main difference is that the General Ledger update is handled by Accounts Payable instead of the Job Cost Main Module In addition you may directly enter a retainage invoice or calculate the retainage portion of an invoice during these options The journal entry will be handled differently for retainage amounts than normal invoice item amounts The above credit during the voucher or single check will be taken to the Retainage Payable account instead of the normal Accounts Payable account When the check that includes a re
33. 4 Adjustment d Batch 5 5 Finance Charge 7 Reiainage2 Payment ii hock Chapter 1 Introduction Page 1 11 Accounts Payable User Manual Page 1 12 Post A P Batch Flowchart Post Batches updates the Accounts Payable Vendor File the Open Item File the Transaction File the Overhead Batch File the Detail Batch File and the AP General Ledger Integration File if integrated with General Ledger It also updates the Job Cost Project File the Job Cost Project Detail File and the Job Cost Transaction File EAARAPTYY BE VEHDOR MASTER FILE PERIOD OF INVOICES AHD PURCHASES AP2GL XXX ACCOUNTS PAYABLE INTEGRATION FILE Introduction POST AP BATCHES 2 ACCOUHTS PAYABLE ITEM FILE Transsclken Ty pm 1 Invoice rodi Finanee ti harge 7 Retainagc Deposited wanoc Payment 14 hock AHD PROJECT TO DATE COSTS ACCOUHTS PAYABLE TRAHSACTION Transaclken Ty pcm 1 Invoice 2C Momo Finance Charge 7 Retainasqc Deposiv Adwance Payment iC hock DATE ACCOUNTS PAYABLE OVERHEAD BATCH FILE AXAAPT IBF ACCOUNTS PAYABLE DETAIL BATCH FILE JOB COST TRAHSACTIOH FILE Transaction Types 1 4G Enter Gost 2 JE Transfer Gost 3 JC Billing d Cost of Bale 5 AP Cepense amp Cxpense 7 PR Ce
34. Ending Date This is the ending date of this project This is to allow managers to track the ending dates on a project Page 2 84 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Billing By lt clicking gt on the Billing button a new window will overlay your existing screen for you to specify the following information Billing Information 2004 1 Tools Launch 150 000 00 15 000 00 Overhead Allocation Factor 0 1000 2 0 2500 Contract Amount Maximum Draw Amount Payroll Allocation Factor Percent Complete Actual Billings Actual Draws Actual Costs Details Month To Date Year To Date Project To Date b oo 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 oa Contract Amount Set amount of the contract to be billed Overhead Allocation Factor Allows you to override the system default factor specified in the Master Configuration Pressing TAB through this question will assume the default This overhead allocation factor will be used to post overhead costs to the project based on current costs posted in the system multiplied by this factor Payroll Allocation Factor Estimated Percent Complete Allows you to override the system default factor specified in the Master Configuration Pressing TAB through this question will assume the default This allocation factor will be used to post payroll overhead expenses to the pr
35. Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example an Inventory Physical Count import text file Part Number and Quantity should look like this 100A 1111 Al 100 00 100B 1122 A2 250 00 100 2211 A3 75 00 Variable Length ASCII Files Variable Length ASCII Files are those files which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example an Inventory Physical Count import could look like this 100 B 1122 A2 250 00 100 C 2211 75 00 Page 3 26 Enter Transactions Chapter 3 Accounts Payable User Manual Comma Delimited PRN Files Comma Delimited PRN Files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for o
36. For example you may have a shoe store which carries boots The boots can be stored as lots with the label Style Color Sz The store may also carry accessories for boots such as anklets or taps which may only require a cost label of Style Color Each lot inventory item can have a different cost label The cost label is also used to describe the warehouse location in the Multi Warehouse set up of your inventory For example the cost label may be Warehouse No or Truck Number or Store Number Asset This is the account number used to update the General Ledger module to reflect any increases or decreases in the value of this particular inventory item This account number is also used to print the Manufacturing Inventory Management Value Summary Report which does not require General Ledger to be interactive This account is used when transactions are originated in the Manufacturing Inventory Management module or when receipts of inventory are entered through Accounts Payable or Purchase Order If the Accounts Receivable module is integrated with Inventory the AR Sales code defined on the Inventory Item will dictate the Inventory Asset account to be used for sale and return transactions COS This is the account number used to update the General Ledger module to reflect any increases or decreases in the Cost of Sales calculations when recording a sale withdrawal or return of an item 515 Code This code i
37. Open Items to ba paid by check 1 38 66542 Consulting 04 30 2006 Immediate 1 21 500 00 0 00 1 500 00 Amount of Check 1 500 00 Connar Phil Connor None Open Items to be paid by check 1 7278031500 Travel 03 31 2008 04 30 2006 1 265 11 0 00 265 11 Amount of Check 765 11 FLO Florida Lumber Inc Florida National Bank Open tems to be paid by check 1 2314 03 31 2005 04 30 2005 1 250 00 0 00 250 00 2 5558 03 31 2006 04 30 2006 1 265 00 0 00 265 00 Amount of Check 515 00 Printed Checks Count 4 Amount 2 493 61 EFT Transactions Count 0 Amount 0 00 Number af recards printed 4 Enter Transactions Chapter 3 Page 3 49 Accounts Payable User Manual Infinity POWER Sample Company Inc Page Preliminary Check Run 4 04 28 20 Account Summary Account Description Debit Credit 11110 Cash in Bank General 2 493 61 21200 Accounts Payable 22 493 67 Total Debits 2 493 61 Total Credits 2 493 61 Page 3 50 Enter Transactions Chapter 3 Accounts Payable User Manual Print Checks AP0105 This option allows you to print checks for all vendors that have open items that meet your specified pay criteria When you select this option you will be asked for the vendor range to include Enter the beginning and ending vendors to include in this check run Specify the type of check run to make and the bank account number to use Print Checks Tools Lau
38. 1 Non employee Compensation 1099 MISC 2 Rents 1099 MISC 3 Royalties 1099 MISC 4 Fishing Boat Proceeds 1099 MISC 5 Prizes and Awards 1099 MISC 6 Interest Income 1099 INT 7 Ordinary Dividends 1099 DIV 8 Capital Gains Distribution 1099 DIV This list and the way this information is printed to disk may change from year to year therefore always make sure you have the most current version of Accounts Payable available before proceeding Page 4 48 Print Reports Chapter 4 Accounts Payable User Manual Transmitter Control Code This question is prompting for the TCC or Transmitter Control Code number This is a five 5 character designation that is assigned by the Internal Revenue Service IRS To receive a TCC you must submit IRS Form 4419 to the IRS You must have this code to proceed with this option Otherwise the information will not be complete and the IRS will not process this filing If you wish to request that the IRS not require you to file via magnetic media you may use IRS Form 8508 to do so Any questions regarding the complete filing procedures for any of these IRS forms should be directed to your local IRS office Assuming you have a valid TCC number enter it into this field and press the TAB key Specify a range of vendors for each 1099 form type to be included in the file This is significant in that you may use the Vendor Special field to classify the type of 1099 that each vendor is to receive
39. Bower s Roofing Supplies Date Range Bank Account Project Mask Beginning Date 93 15 2004 M Position 1234567890 Ending Date 04 30 2004 M Mask Select All Bank Accounts 1 Account Summary Only You must also select a date range that could include all checks for the current accounting year If you are interactive with the Job Cost Main Module once you have passed the beginning ending date range and the checking account to include on the report you may enter the Project Number mask for this report This allows you to only include those checks by this vendor on this report that have been written for a specific project or job By leaving it blank the system will include all checks for all projects or jobs on the report Otherwise enter the project number and all other projects will be ignored After printing the Check Register the system will then print an account summary showing the complete General Ledger distribution As an option you may choose to only print the General Ledger distribution for a quick look at totals for a specific period of time Field Names Transaction Amount Check Register Vendor Totals _ Number Account Summary Vendor Name Account Number Transaction Date Account Description Transaction Type If interactive with General Ledger Transaction Number Debit Amount Transaction Description Credit Amount Job Total Debits Checking Account N
40. DATA PRO ACCOUNTING SOFTWARE INC Accounts Payable with Vendor Management Check Writing and EFT Processing Part 102 DATA PRO ACCOUNTING SOFTWARE INC Advanced Software en Secure Solutions Version 7 3 Information in this document is subject to change without notice and does not represent a commitment on the part of Data Pro Accounting Software Inc The software described in this document is furnished under a license agreement or nondisclosure agreement The software may be used or copied only in accordance with the terms of those agreements The purchaser may make one copy of this software for backup purposes No part of this manual or other materials included with the package may be reproduced or transmitted in any form or by any means electronic or mechanical including photocopying and recording for any purpose other than the purchaser s personal use without the written permission of Data Pro Accounting Software Inc 1985 2008 Data Pro Accounting Software Inc Data Pro Accounting Software is a trademark of Data Pro Accounting Software Inc No investigation was made into the common law trademark rights of any word Every effort was made to capitalize or highlight in some manner any word with current registrations All companies products addresses and persons contained herein are intended to be completely fictitious and are designed solely to document and exemplify the use of Data Pro A
41. Data Date Pr Pr Data Pr This first section contains three sub options that allow you to specify which open items you would like to pay print a preliminary check run to verify that you are preparing to pay the correct items and print the checks The sub options are described below and a discussion of each will follow Change Open Item Pay Status Print Preliminary This option allows you to change the pay status or due date of any open item You may also split an open item into multiple pieces to be paid separately Partial payment of open items may be achieved by splitting an open item and paying only one of the new items This option provides a report that displays open items that will be paid based on Check Run a particular pay status This report is an excellent tool to verify that you pay only the vendors that you want to pay and to verify that you are only paying invoices that belong to a specific project Print Checks This option allows you to print checks for all vendors that have open items that meet your specified pay criteria or for a specific project only Chapter 3 Enter Transactions Page 3 43 Accounts Payable User Manual Change Open Item Pay Status AP0103 This option allows you to change the pay status or due date of any open item You may also split an open item into multiple pieces to be paid separately or mark an open item to be included in
42. Disk Drive Designation This question is asking for the Drive Designation Windows Character based systems only in which the new file should be placed when created Otherwise you may press ENTER to skip this question You will now be at the validation prompt Press ENTER to validate this screen and continue the process A new screen will now appear with either one or two data items This is dependent upon how you answered Data Item 2 Allow Multiple Companies When you create an IRSTAX file using this option the company you are in when you choose the option is reported as the transmitter and each company you choose on this second screen is reported as a payer Therefore if you are reporting for multiple companies you must have the company number loaded as active on the status line that 1s intended to be the transmitter company Then for each company that is a payer company you will run this option again and again until all payer companies have been processed After the company number has been entered press ENTER to continue The next prompt is Form Type By pressing the ENTER key a Pop Up window will appear listing the eight 8 choices of 1099 forms Subsequent years may have a different number of choices depending on the current IRS regulations Since the IRS requires that all 1099s of a given type must be reported in a single grouping a company can only print 1099s for one 1 1099 MISC category
43. PRINT 1099 FORMS AP0212 This option prints 1099s at year end for all vendors that you have specified to receive 1099s This option will print a 1099 form for each vendor that you have set up to receive a 1099 assuming you have made payments to the vendor during the current year Vendor 1099 s f Tools Launch Vendor Range Beginning v endar Bower s Roofing Supplies Using Vendor Ending Vendor WORK Work Place oa The system will disregard any purchases made in the current year and only look at the actual cash payments made to the vendor There are several formats available for 1099s Check the current upgrade insert form for the most current listings of the various standard and laser 1099 formats available Field Names Your Company s Federal ID Number Your Company s Name and Address Vendor Name Vendor Address Vendor ID Number Year to Date Payments Page 4 46 Print Reports Chapter 4 Accounts Payable User Manual 1099 Forms 9595 1 J CORRECTED PAYERS name sitet address city slate ZIP code and belephone no COMB Na 1545 0115 Do Not Cut or Separate Forms on This Page Not Cut or Separate Forms on This Page 9 Fae 2004 Miscellaneous gt 2 Income b Li Form 1099 MISC For L9 PAYER S Federal identification 7 RECIPIENT S identification Internal Revenue number eRe umber
44. Page 3 12 Enter Transactions Chapter 3 Accounts Payable User Manual W Distribute Total Amount Vendor Number BOW1 Tools Launch Edit Navigation Maav han Bi 5 Amount to Distribute 32 165 74 Amount Remaining Detail tem Joblnfo G L Account Account Description Amount Distributed 21400 532 165 74 E Save Cancel If you are interactive with General Ledger the system allows you to scroll through the General Ledger account file to select the accounts and display the account descriptions You must distribute the entire amount of the invoice before validating While distributing amounts to various General Ledger account numbers the system will look at the current period budget amount for the account selected for this voucher and determine whether the amount is in excess of its budget If this is the case the system immediately displays a window warning you of this and will prompt you whether or not to proceed or choose another account number Description Only Lines may be used to attach description lines to a voucher entry By entering as the General Ledger account number the system will allow a twenty 20 character description line to be entered These description lines follow the transaction entry to the General Ledger when Integration Files are posted These description lines can be seen when the transaction is validated and the Audit Trail prints in Accounts Payable In General Ledger th
45. Transaction File Transaction Record added optional coIM1dy dbf Inventory File Quantity on Hand History and Cost updated If interactive and items received New Item Added f interactive and new item Received Accounts Payable User Manual AP2GL co General Ledger Integration File General Ledger Account Distribution recorded with a Credit to Cash If Interactive Retainage Payable Account Debited Accordingly coJC1dy dbf Project File Total Costs Allocated to each Project will Update the Overall Project Cost Totals Retainage Amount will Update Total Vendor Retainage Amount coJC2dy dbf Project Detail File Each Project s Cost Allocation will Update the Project Cost Detail with both Quantity and Dollar Amounts coCR2 dbf Check Reconciliation Detail File Updates check record if integration is turned on coIM2dy dbf Inventory Transaction File Receipt Transaction recorded optional MANUALLY PAY PREVIOUS VOUCHERS AP0108 This option allows you to record checks that were manually written for invoices that have already been vouchered Use the option Record Manually Written Checks to record checks that have not yet been vouchered This option should be used when you need to post a check to the Accounts Payable system that was written manually however the invoice open item has already been vouchered to the vendor s account This option should only be used when recording a manually writte
46. Void A Previous Check Flowchart Void Previous Check option updates the Accounts Payable Vendor File the Open Item File the Transaction File and lt also updates the Check Reconciliation the AP General Ledger Integration File if integrated with General Ledger Account Detail File It makes an entry that Credits Accounts Payable and Debits Cash in Bank AAAAPTYYT DBF VEHDOR MASTER FILE PAYMENTS AP2GL XXx ACCOUNTS IHTEGRATIOH FILE Page 1 22 Introduction VOID A PREVIOUS CHECK 2 ACCOUNTS PAYABLE ITEM FILE REINS TATES THE INVOICE Transaction 1 Invoice 2 Cred rt Momo 3 Debit Momo Ad justiment 5 Finance Charge T Reiaxinagc 5 Adwana Payment hock EZxAAPJTY DBFE ACCOUHTS PAYABLE TRAHSACTIOH FILE Transition Types 1 Invoice 2 rodi Momo 3 Wome d Adjustment 5 ni Finance Charge Retainasgc vanes Payment C heck SUS pons ACCOUNT DETAIL FILE Chapter 1 Accounts Payable User Manual CHAPTER 2 SET UP AND MAINTENANCE This chapter will provide you with a step by step procedure for the initial set up and maintenance of your Accounts Payable files When you select this menu option a complete list of choices will be displayed as shown on the following screen Infinity POWER for Windows Infinity P
47. on Start button to begin processing Results Vendor File coAP1dy dbf Vendor s YTD Payments Accumulators are cleared Chapter 2 Set Up and Maintenance Page 2 39 Accounts Payable User Manual MAKE COMPLETE DATA BACKUPS Make sure that you make complete data backups as you add more and more information to your system The file naming structure is designed to allow you to copy data files only very quickly and easily We strongly recommend that the following backup procedures be followed to adequately protect your data files against any possible problems Experience has shown that careless disregard of making adequate backups can literally cost you months of hard work and expense Any of the following problems could destroy all or part of your accounting information 1 Hardware Failure of any kind such as hard disk failure 2 Power Failure or Fluctuations 3 Improper Execution of certain operating system commands 4 Careless Handling of Data Disks or Tapes such as copying files the wrong direction It is recommended that you make a backup of your data files on a daily basis This does not mean for you to continue copying over the same backup that you may have made the previous day Instead you should consider the following structure Create five to seven daily backup sets of disks or tape cartridges depending on your system The number will vary based on the number of days you normally work on your files
48. the right a negative value will adjust alignment to the left The vertical offset adjusts the alignment in fractions of inch The default offset value is set to 0 00 A positive increase will adjust alignment down a negative value will adjust alignment up Displayed Report Options If the report output is Display you can also use the navigation toolbar buttons to jump to another page within the displayed report or lt click gt the toolbar button to specify a particular page This comes in handy to view specific information in a long report without having to navigate page by page From within a displayed report you can also send the report current page or all pages to print or change the output destination for the current page or the entire report without leaving the screen By lt clicking gt the search toolbar button you can also search for specified text within the displayed report This allows you to search for any text amounts dates etc contained within the report Range of Accounts When asked to define the range of account numbers to report on place your cursor on the Beginning Account field and click the Down Arrow F2 by default to gain access to the account listing You may choose to search for accounts by account number or description Once you have selected the Beginning Account Number click on the Ending Account Number field and then click the Down Arrow F2 by default to gain access to the
49. 1 for all records Not included in import file Length depends on how many characters are specified CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Page 1 Chapter 3 Enter Transactions Page 3 41 Accounts Payable User Manual Page 3 42 Data Pro Support Document Example Adding to existing amount lines must be a numeric value Total amount A 100 0 Double 79 15 Amount being imported will be added to amount already in the field Field Descriptions ACTION TYPES ADD RECORD 2 CHANGE 3 DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND TRANS TYPES 1 INVOICE 2 CREDIT MEMO DEBIT MEMO 4 BATCH 5 STATEMENT 6 FINANCE CHARGE 7 RETAINAGE DEPOSIT 9 ADVANCE TERMS TYPES 1 IMMEDIATE 2 NET DAYS
50. 2 900 00 2 500 00 500 00 12 547 00 13 047 00 2 500 00 250 00 423 58 1 500 00 360 00 500 00 2 500 00 987 36 1 575 40 Print Reports Page 4 17 Accounts Payable User Manual Account 11400 11450 21100 21200 27200 52000 67000 61500 63000 63500 64000 4500 64700 65000 65400 65500 56000 66400 67000 67300 67600 68000 69000 15000 Page 4 18 Description Inventory Tampa Main Office Work In Process Motes Payable Current Portion Accounts Payable Mortgages Payable Commissions Expense Advertising Expense Automobile Expense Insurance Insurance Worker s Comp Office Cleaning Expense Postage Expense Professional Services Rental Expense Repairs to Building Repairs to Equipment supplies Supplies Warehouse Telephone Expense Temporary Labor Tools Expense Travel amp Entertainment Utilities Expense Interest Expense Tatal Debits Tatal Credits Print Reports Infinity POWER Sample Company Inc Voucher Register Account Summary Debit 4 763 49 7 906 19 583 00 1 485 00 2 500 00 360 00 600 00 2 187 36 500 00 250 00 665 66 1 500 00 500 00 12 547 00 5500 00 360 00 250 00 423 52 1 575 40 5500 00 27 850 40 4 047 95 363 27 47 223 30 Creda 47 223 30 47 223 30 1 4 04 28 2006 Chapter 4 Accounts Payable User Manual VOUCHER REGISTER
51. A variance is displayed indicating whether it is favorable or unfavorable A favorable account variance is one that is under budget An unfavorable account is one that is over budget The system automatically adjusts for certain account type exceptions such as Sales and Assets where it would be favorable to be over budget and unfavorable to be under budget Once the account has appeared on the screen you may review the account information This information includes the account number description account type contra flag status and the Month To Date and Year To Date actual budgets and variances Page 2 48 Up and Maintenance Chapter 2 Accounts Payable User Manual Maintain Accounts EJ Tools Launch Mavigation Operation OS Bh 8 Inquiry Account Accounts Receivable Customer Budget 65 000 Varlance 965 000 Untavorable 0 Description CA ear To Date Summa CIS Horma Actual 549 599 80 Budget 395 000 00 Beg Bal 50 00 Varlance 154 599 80 Favorable Normal balance debit Periods User Fields Save Cancel Close The Periods button will allow you to view actual and budget amounts for each individual period for this account number Values by Period Account 11300 Tools Launch Edit Wavigation gt bE 8 Bh Total Year Actual 549 599 80 Total ear B
52. Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields Y ou may obtain or create custom import files of two ways You may first press the F9 key at the point in the program when you have selected the import option The result is to produce file in the program directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0603 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows or vi under UNIX you may create a customized import record layout Whenever a file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 15 not specified in an import file that field may be deleted from the record layout file You may also have customized files created for you by calling the Data Pro Support Services group at 727 803 1550 Page 3 28 Enter Transactions Chapter 3 Accounts Payable User Manual Samp
53. Inventory Cost Layer File VENDNUM PURCHASE ORDER ENTRY 01 xxxPOldy dbf Purchase Order File VNUM 04 xxxPO4 dbf Purchase Order Batch File VNUM SALES ORDER ENTRY 5001 xxxSOldy dbf Sales Order File VNUM Page 2 24 Set Up and Maintenance Chapter 2 Accounts Payable User Manual SET UP OPEN ITEMS This section discusses the ways to add change delete and copy open items Add Mode AP0414 This option allows you to perform the initial vendor open item set up Once you have set up all open items YOU SHOULD NOT USE THIS OPTION AGAIN This option allows you to add all current open items to specific vendor accounts Each of the open items that have already been posted as of the accounting date that you started the Accounts Payable system on should be entered through this option By Adding an Open Item YOU ARE NOT CREATING A GENERAL LEDGER ENTRY transactions that create entries to the General Ledger providing the integration is turned on are entered through the Enter Transactions menu options Once you select this option the system will ask you for the vendor number Enter the vendor number or click the Down Arrow F2 by default to select a Vendor lil Maintain Vendor Open Items Tools Launch endaor Open Item Vendor x Transaction Date M M Transaction Sumber Florida Lumber Inc Transaction nice gj Open Item Information Vendor Terms Description Special Order Alr
54. Inventory Management Sales Order Entry Point of Sale Job Cost Main Module Time Sheet Entry Check Reconciliation Report Writer Report Writer Run Time Customer Support Management Drin Dare Pro Security Administrator GE POWERServer Module Run Crystal Reports Productivity Tools Form Generator POWER Upgrade Utility Start Up From Scratch Start New Year s Files Once this option is selected the following screen will appear showing a listing of all accounting modules that have been installed on your computer system Start Up From Scratch Tools POWER Sample Company inl Your current fiscal year end is period 12 This option creates data files and configures initial settings for each registered system in the company Infinity Be sure your fiscal year is set properly before you begin Registered Systems Accounts Payable Accounts Receivable Check Reconciliation Customer Service Management General Ledger Inventory Job Cost Payroll Point of Sale Productivity Tools Purchase Order Entry Sales Order Entry Time Sheet Entry 51 XI SI 41 71 SI I I SI SI I I 4 System not started System not started System not started System not started System not started System not started System not started System not started System not startup will be started by A R System not started System not started System not started System not s
55. On Order Default 0 This number reflects the quantity of product you currently have on order This field is updated when you either Enter Purchase Orders or Record Receipts Reserved to Ship Default 0 This number reflects the quantity of product you have committed to pending Sales Orders Any number entered here will alter the quantity available for this item This field is automatically updated by either the option to Record Sales Orders from the Sales Order module when a sales order is added or changed with a quantity for this item or if the Auto Reserve Bill of Materials switch in the Master Configuration is turned If it is this quantity will also include the quantity required for the manufacturing of the finished good items which have been placed on customer Sales Orders Qty to Adjust Default 0 This field is used by the system to reflect any discrepancies which may occur during processing e g if you were to make a withdrawal or a transfer of goods greater than the quantity on hand The quantity difference would be displayed here This is a management by exception auditing tool It serves as a flag to inform you that an exception has occurred The system does not attempt to analyze or correct this exception due to the uniqueness of each business but instead provides this field for your individual attention You must manually zero this field only after you have determined the cause of th
56. Pick up tools and miscellaneous supplies Purchases Period 75 00 07 2006 50 00 08 2006 29 206 92 09 2006 4 706 19 10 2006 0 00 11 2006 50 00 12 2006 Total Invoices 2 4 04 28 2006 Factor Information Mame Mone Address Mone City State Country Workers Comp Insurance Prudential Insurance 25 4445B 12 31 2004 Purchases 0 00 0 0 00 0 0 00 0 0 00 0 0 00 1 600 00 8 534 588 11 Chapter 4 Accounts Payable User Manual RECURRING EXPENSE LISTING AP0210 This option provides a detailed listing of Recurring Expense information Recurring Expense Listing Tools Launch Expense Range Expense Mask Beginning Number 1 Mortgage Payment Using Recurring Expense Number key Position 12345 Mask Ending Number Chevy Loan Payment This report can be used for verification of the recurring expense information and for archival purposes The fields included in this report are Field Names Recurring Expense Number Recurring Expense Description Vendor Number Vendor Name Transaction Type Transaction Number Checking Account Number Transaction Date Transaction Description Transaction Amount Job General Ledger Account Distribution Chapter 4 Print Reports Page 4 39 Accounts Payable User Manual Recurring Expense Listing Supplier Type Recurring Exp 1 Mortgage Payment NCNB Maorth Carolina
57. The Inquiry mode allows you to view various summary information about your projects Navigate to the record you wish to view You may find a record using the navigation tool bar or click on the Navigation option on Menu Bar and then the appropriate navigation option Once the project has appeared on the screen you may click on the following keys to view important information Maintain Projects Tools Launch Navigation Operation M 4 b MA DS E ex mem Customer Number University of Tampa Manager Bill Maguire Salesman State Bill Maguire Zip Tax Rate Exempt Complete Date Range Beginning Ending Retainage Details User Fields Close Click on the Billing button to review the billing information Click on the Retainage button to review all retainage information Click on the Details button to review the project detail information Page 2 80 Set Up and Maintenance Chapter 2 Accounts Payable User Manual When accessing the Details features the screen will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number
58. This is a twenty 20 character alpha numeric number Description This is a thirty 30 character description of the account which will be displayed on all reports and financial statements Account Type This type is used by the system to determine whether it is normally a debit or credit balance account where it belongs on the financial statements and how the accounts should be grouped when printing the Statement of Changes and Ratio Analysis reports The following is a list of the fifteen predefined types CA Cash CA A R CA Inventory CA Mkt Securities CA Other Fixed Other Assets Current Liabilities Long Term Liab Equity Income Sales Cost of Sales Operating Expenses Depr Amort Other Expenses Other Income CA and OpExp Current Assets and Operating Expenses respectively This account type along with the Contra Balance will be used by the system whenever an amount needs to be posted to an account The system will determine whether a debit balance or credit balance is normal or whether you are increasing or decreasing the account balance Chapter 2 Set Up and Maintenance Page 2 51 Accounts Payable User Manual Contra Balance lt Clicking gt on this field lets the system know whether the normal balance of this account 15 contrary opposite to this type of account For instance Accumulated Depreciation is a contra balance to Non Current Assets This means it does not
59. Vendor Number 6 10 STRING 7 10 pate mEt ELI Invoice 24 10 STRING 23 10 DescETIDtiLOn 35 30 STRING 33 30 GL Account 66 20 STRING 63 20 Bank Acct 87 5 STRING 83 5 zmount 94 0 DOUBLE 88 15 Terms Type 1 5 102 0 INT 103 1 Terms Days 104 0 INT 104 3 Discount 106 0 FLOAT 107 6 Job Number 110 10 STRING 113 10 JC Cost Code 121 10 STRING 123 10 JC Add Desc 132 20 STRING 133 20 JC Quantity 154 0 DOUBLE 153 15 LRL lo Required fields for importing records CHAR NUMBER NO DECIMALS STRING TEXT INT INTEGER NUMBER DECIMALS FLOAT PERCENTAGE TWO DECIMALS REQUIRED DOUBLE AMOUNT DECIMALS REQUIRED LRL FIXED LENGTH OF RECORD LINE Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT COMMA DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE LENGTH IMPORTS DATE MMDDYY Page 1 Enter Transactions Page 3 29 Accounts Payable User Manual Page 3 30 Data Pro Support Document Termtypes Types 1 IMMEDIATE 2 DAYS 3 4
60. alpha numeric to define a text or html type file to be used in conjunction with display mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Item Image Filename Audio Filename This field is used for an image filename up to twenty 20 characters alpha numeric to define image file to be used in conjunction with display mechanisms on your local or an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive To utilize the View Image feature the Inventory Item the image file must be in a JPG or BMP format The entire path name to where the image resides must be included in this field The default directory would be the Infinity POWER program directory unless otherwise defined You may use the Browse button to look for and select the image file Keep in mind when using the View Image feature the best results for image display would be 186 X 265 pixels This field is used for an audio filename up to twenty 20 characters alpha numeric to define any type of audio file to be used in conjunction with audio mechanisms on an Internet Web site Keep in mind when in the UNIX operating system filenames are case sensitive Video Filename This field is used for a video filename up to twenty 20 characters alpha numeric to define any type of video file to be used in conjunction with display mechanisms on an Inte
61. maintain the same type of normal account balance as do other accounts that would be grouped in this particular category of accounts Account Status This defines the status of this account The following is a list of the five status types Normal Stat Account Heading Only Inactive Temp Inactive Perm Normal or Stat All transaction entry options within the Infinity POWER products will not allow Account transaction posting to an account unless the status is either Normal or a Stat Account status type The Stat Account type can only be posted to if the Allow Out Of Balance journals entries is turned in the General Ledger Configuration Heading Only The Heading Only status is used to define a chart of account as a descriptive heading only Inactive Temp The Inactive Temp status 15 used to temporarily inactivate an account so that no journal entries can be posted to that account This may be changed at a later date to a Normal status and entries may then be accepted Inactive Perm The Inactive Perm status is used to permanently inactivate an account The Start New Year and Bring Balances Forward options will not bring an account into the new year if the account is set to the status type and the account s balance is Zero Beginning This data item contains the balance of the account at the beginning of the fiscal year balance Make sure that all Income Statement accounts hav
62. on the pull down menu and a small window will appear with your available choices The terms type descriptions are listed below and are described in detail earlier in this chapter Immediate Net Days Net EOM Batch Suspense of Days This is the number of days used in the calculation of the due date The system will automatically calculate the due date based on the terms specified and display it below the Payment Discount o field for your verification Batch If the terms type is set to Batch this is the batch number This is user defined and could represent whatever you desire This could include all items to be paid by group of vendors commissions to salesmen or any other number of possibilities 3 4 Enter Transactions Chapter 3 Accounts Payable User Manual Payment Discount This is the percent that will be used to take the payment discount if the open item is paid within the specified terms Override Default GL Distribution The Override button allows you to change the General Ledger account that will be used to expense the charge The vendor s default account number and the description of the account number will be displayed immediately below this data item If you do not wish to change the account the system will expense the total amount of the invoice to the vendor s default General Ledger account If you lt click gt on the Override button the system will display another
63. the system will display another screen which will allow you to distribute the amount of the invoice to up to ten General Ledger accounts This screen will also display the total amount of the invoice to distribute and the amount remaining to distribute If you are interactive with the General Ledger module the system will allow you to scroll through the General Ledger account file to select the accounts and display the account descriptions You must distribute the entire amount of the invoice before validating To save this information click on the Save button and then the Close button to exit Results coAP4 dbf Recurring Expense File New Recurring Expense added to file Change Mode AP0406 This option allows you to change all information for any Recurring Expense If you have made any mistakes during this set up process you may return to the Set Up Recurring Expense option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the Save button to save your changes or click on the b
64. 00 0 00 0 00 0 00 Total 1 297 88 NCNB National Bank 17 097 91 2 431 27 2 431 27 2 431 27 0 00 0 00 NCNB 0 00 0 00 0 00 0 00 0 00 0 00 Total 24 391 72 S amp S Sub Contractors 37 140 00 18 900 00 40 440 00 86 160 00 0 00 0 00 S amp S 0 00 0 00 0 00 0 00 0 00 0 00 Total 182 640 00 Scotty s Building Supplies 0 00 8 964 31 0 00 1 617 33 0 00 0 00 SCO1 0 00 0 00 0 00 0 00 0 00 0 00 Total 10 581 64 Shell Service Station 780 93 0 00 0 00 0 00 0 00 0 00 SHEL 0 00 0 00 0 00 0 00 0 00 0 00 Total 780 93 State of Florida Tax Dept 205 94 0 00 0 00 2 805 96 0 00 0 00 State Fl 0 00 0 00 0 00 0 00 0 00 0 00 Total 3 011 90 State Unemployment Office 0 00 0 00 0 00 1 392 29 0 00 0 00 STATE UNEM 0 00 0 00 0 00 0 00 0 00 0 00 Total 1 392 29 Suncoast Concrete Supplies 49 916 38 15 100 00 20 500 00 67 996 60 0 00 0 00 SUN1 0 00 0 00 0 00 0 00 0 00 0 00 Total 153 512 98 Chapter 4 Print Reports Page 4 29 Accounts Payable User Manual Infinity POWER Sample Company Inc Page 2 Purchases Trend Report by Vendor 4 04 30 2004 Vendor Name 01 2004 02 2004 03 2004 04 2004 05 2004 06 2004 Number 07 2004 08 2004 09 2004 10 2004 11 2004 12 2004 Tampa Electrical Supplies 928 34 0 00 0 00 0 00 0 00 0 00 TAM1 0 00 0 00 0 00 0 00 0 00 0 00 Total 928 34 Tampa Electric Co 593 24 391 78 287 53 357 19 0 00 0
65. 1 Due Batch 0 00 Totals Susp 0 00 Connor Phil Connor 727 803 1654 Phil Cannar Items 1 7272031900 Travel Job Bank 1 Due Batch 0 00 Totals Susp 0 00 FLI Florida Lumber Inc 213 567 8293 Open Items Jim Sampson 1 Inv 1155 Invoice Jab Bank 1 Due 2 125255 Invoice Job Bank 1 Due 2314 Job Bank 1 Due 4 inv 5558 Job Bank 1 Due Batch 2 396 00 Totals Susp 0 00 Totals for all Accounts Batch 2 396 00 Susp 0 00 Number of records printed 3 Chapter 4 Accounts Payable User Manual Vendor Aging Report Detailed Infinity POWER Sample Company Inc Future Due Accounts Payable Aging 1107 Days Page 1 4 04 28 2006 265 11 Date Other Current Due 03 31 2005 213 50 04 30 2005 01 26 2008 0 00 02 25 2006 213 50 0 00 213 50 03 31 2006 123072006 5265 11 0 00 0 00 02 05 2005 296 00 Batch 1 03 01 2008 1 500 00 Batch 1 03 31 2008 250 00 04 30 2005 03 31 2006 04 30 2006 2 911 00 2 396 00 250 00 3 329 61 2 395 00 453 50 100 00 5 70 69 90 13 67 5255 11 265 00 265 00 530 11 15 64 8 to 14 Days Over 14 Days 0 00 0 00 0 00 0 00 0 00 50 00 50 00 50 00 0 00 0 00 Print Reports Page 4 7 Accounts Payable User Manual Infinity POWER Sample Company Inc Page 1 AP Aging Report 4 04 28 2006 Account Summary Account Description Amount 21200 Accounts Payable 3 389 61 Num
66. 1 to 30 Days 40 870 39 8 to 14 Days 0 00 31 to 60 Days 0 00 Over 14 Days 4 768 49 Over 60 Days 4 768 49 Batch 14 699 72 Batch 14 699 72 Suspense 120 00 Suspense 120 00 Total Balance 217 549 60 Total Balance 217 549 60 2 Accounts Payable Past Due Aging This summary ages all open items that are currently due into 7 day 30 day increments Over 14 Days 152 531 06 Over 60 Days 69 360 69 14 to 8 Days 1 059 06 60 to 31 Days 952 45 7 to 1 Days 400 88 30 to 1 Days 83 677 86 Total Due 153 991 00 Total Due 153 991 00 Future Due 48 738 88 Future Due 48 738 88 Batch 14 699 72 Batch 14 699 72 Suspense 120 00 Suspense 120 00 Total Balance Chapter 4 217 549 60 Total Balance 217 549 60 Print Reports Page 4 13 Accounts Payable User Manual Infinity POWER Sample Company Inc Cash Flow Analysis Batch Summary Batch Total 1 14 699 72 Total 14 699 72 Page 4 14 Print Reports 4 Page 2 04 28 2006 Chapter 4 Accounts Payable User Manual VOUCHER REGISTER AP0203 This report provides a detailed listing of all vouchered transactions for a specified checking account and date range This report may be used for auditing and historical purposes to view all transactions vouchered into the Accounts Payable system This report may be printed for a specified checking account or for all accounts You must also select a date range that could include all transactions for the cur
67. 2 4 Selects the first record Selects the previous record Selects the next record Selects the last record Scroll view Selects a specific record from a list 7 Modifies the current record Creates a record x Deletes the current record Set Up and Maintenance Chapter 2 Accounts Payable User Manual Navigation Button Function Creates a record based the current record zl Maintains notes for this record amp l Displays record timestamp information SET UP VENDORS This section discusses the ways to set up change delete and copy vendors This includes the option to import vendor information from other systems The source is irrelevant as long as the information is in an ASCII file Select the Set up and Maintenance option from the Menu Bar Then select the Set Up Vendors option A screen will appear with several processing options Maintain Vendors Tools Launch Navigation Operation M4 b bt 4 S X Inquiry Vendor l Define Number Vendor Contact Desc Address Phone Fax Number Open Items Aging City Other Info Historical E Mail User Fields Comments Close From this screen you may choose to navigate either through the Menu Bar or by clicking on the first set of buttons You will have the choice of going to the first record i
68. 5 INT 207 3 LRL 209 DO NOT INCLUDE ACTION AS PART OF THE LENGTH Required fields for importing records Example of fixed field import Will import 1 for all records Not included in import file all records Not included in import file Length depends on how many characters are specified NOTE Make sure bank accounts are set up prior to importing files Second Import U Action 7 1 0 CHAR 1 1 Vendor 0 10 STRING 2 10 Discount 674 12 FLOAT 12 12 Payytd 728 0 DOUBLE 24 16 LRL 29 DO NOT INCLUDE ACTION AS PART OF THE LENGTH Use a text editor or notepad to adjust the 601 map file for the first import After import complete copy the APO601 map to APOO601 old Change the 6 to the Second format to import the balance of the information Page 5 Set Up and Maintenance Chapter 2 Accounts Payable User Manual RENAME AP VENDOR NUMBER AP0430 This option was designed to allow a user to modify existing Accounts Payable Vendor Numbers in all applicable fields The following pages will describe the changes that will take place during normal processing when this menu option is executed NOTE Although this option will perform a series of record locks as necessary as it goes through all of the integrated files as it renames all of the appropriate transactions records records and notes attached to the master records this function is not designed to be run by
69. 50 per invoice If you are interactive with the General Ledger the system will not post these transactions to the General Ledger until you write the check for these items If you are on the accrual basis you may distribute this expense or asset up to fifty 50 different General Ledger accounts as well as select a project for calculating and posting a retainage amount for this invoice and also distribute or allocate the expenses to one or more projects If you are interactive with the General Ledger the system will post this transaction to the General Ledger at the time of validation If you are interactive with the Manufacturing Inventory Management module you may enter inventory receipts at this time Once you select this option the system will ask you for a vendor number Enter the vendor number or you may click the Down Arrow F2 by default to gain access to the account listing You may choose to search for vendors by vendor number vendor name or by the special field Once the vendor is chosen the vendors name will be displayed Once you have made your selection and if you have chosen to utilize the feature to Display Vendor Comments you may click on the Comments button to view any comments on this vendor s master file Chapter 3 Enter Transactions Page 3 9 Accounts Payable User Manual Vendor Comments Vendor vendor Description Comments Insurance Information Liab Ins Carrier Paper P
70. 6 719 81 41 040 18 9 367 92 0 00 0 00 Susp 120 00 100 00 11 76 71 84 15 40 0 00 0 00 Number of records printed Chapter 4 Print Reports Page 4 9 Accounts Payable User Manual Infinity POWER Sample Company Inc Page 1 AP Aging Report 4 04 28 2006 Account Summary Account Description Amount 21200 Accounts Payable 57 007 91 21210 Retainage Payable 120 00 Number of records printed 2 Page 4 10 Print Reports Chapter 4 Supplier Phone Humber Totals far all Aceounts Batch Susp Chapter 4 14 699 72 120 00 Accounts Payable User Manual Vendor Aging Report Grand Totals Infinity POWER Sample Company Inc Future Due Accounts Payable Aging Contaci Other Current Due 217 549 60 14 819 72 157 091 00 100 00 6 81 n 72 21 1 to 7 Days 40 870 39 18 78 Page 1 4 04 28 2006 8 ta 14 Days Over 14 Days 0 00 4 763 49 0 00 218 Print Reports Page 4 11 Accounts Payable User Manual CASH FLOW REQUIREMENTS ANALYSIS AP0202 This report displays the total cash requirements necessary by week to pay the current vendor open items Batch and suspense open items will be analyzed separately This report is a very powerful tool for quickly analyzing your account payable status You will be given a summary of past due totals in 7 day and 30 day increments and a summary of future due totals in 7 day and 30 day increments The batch and suspense to
71. AN you wish to continue Continue based on your knowledge of your situation however you have been advised by the system that a check number that matches already exists A voided check error could have created this situation and it may be fine to proceed However this also may alert you to investigate at this point instead because you have a real issue to deal with Page 3 52 Enter Transactions Chapter 3 Accounts Payable User Manual If you have configured the system to Allow Check Re Printing the system will pause between each check and ask if you wish to re print this check The check will be re printed until you enter N o to continue to the next check If you are integrated with the Check Reconciliation module each time a check is printed it is also updated as an uncleared check in the Check Reconciliation module Results 1 Vendor File Vendor YTD Payments amp Average Number of Days to Pay updated coAP2 dbf Open Item File Paid Open Items marked as Paid coAP3dy dbf Transaction File Check Transaction Record added optional AP2GL co General Ledger Integration File General Ledger Account Distribution recorded f Interactive If Cash Basis then Debit to Expense Asset Credit to Payment Discounts and Credit to Cash If Accrual Basis then Debit to Accounts Payable or Retainage Payable Credit to Payment Discounts and Credit to Cash coCR2 dbf Check Reconciliation
72. Accounts Payable User Manual VENDOR COMPARISON AP0302 This option provides a comparison of total MTD or YTD purchases for up to twelve vendors This option enables you to compare vendor purchases based on either the current Month To Date or Year to Date purchases You may select up to twelve vendor accounts to compare and also the basis for comparison MTD or YTD When you select this option you must specify which vendors you want to graph In addition you must designate whether you want a Bar or Pie Chart Y ID Vendor Purchases 180000 00 150000 00 120000 00 90000 00 60000 00 S FLA amp NAT L Y ID Vendor Purchases 55 FLA NAT L unu Page 5 2 Perform Analytical Graphs Chapter 5 Accounts Payable User Manual INDEX 1 TE 4 47 CSOMPINIduSMND NN c 4 48 A PR Ore IN AIL detta cea dera rein ro oar ote e erasum edet dese 1 16 Check Flowchart sch cies ta N a mica eter D 1 19 AP Manual Job Cost C Beck e eaedem vette 1 20 Manual Pay Previously Vouchers EFIoweh tt uino E exe a 1 21 tate tere
73. CRHLF 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 CR LF Comma Delimited PRN Files Comma Delimited PRN files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example a transaction import should look like this 1 11125 In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 CR LF 1 68500 Lodging 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 lt Click gt on of the three choices to define the type of you will be using You will be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you click on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER acco
74. Chapter 4 Accounts Payable User Manual Bank Account Listing Detailed Infinity POWER Sample Company Inc Page 1 Bank Account Listing 4 04 28 2006 Detailed Number Description GL Cash GL Discount Check Form Prenum Starting Bal Bank Account Route GL AP Journal Check Last Stmt Bal simt Date 1 Bank of America Checking 11110 46000 10101 Yes 222 770 88 1444445555 100000007 21200 2 84313 62 074 69 03 31 2006 2 Bank of America Savings 11110 45000 STUB 17 532 55 516551557 21200 2 0 518 588 44 03 28 2006 3 Wachovia Payroll Account 11110 46000 L0105 55 231 84 815234981 21200 4 32411 11 234 31 04 15 2006 4 Money Markel Account 11110 46000 STUB Yes 0 00 46777158 21200 2 74611 124 322 95 03 31 2006 CD Deposits 11110 46000 STUB 810 000 00 84678111 21200 2 0 21 232 55 03 31 2006 Number of records printed 5 Chapter 4 Print Reports Page 4 43 Accounts Payable User Manual VENDOR MAILING LABELS AP0211 This option prints either mailing labels or rotary file cards for all of your vendors This option will allow you to print labels for selected vendors You may configure the size of the label that will be printed so that you may use standard mailing labels or other specialized labels such as rotary cards Vendor Mailing Labels Tools Launch Vendor Range Beginning endor Bow Bower s Roofing Supplies Using vendor key Ending Vendor WORK Work Place settings Columns Vertic
75. Detail File Updates check record if integration is turned on coCR4 dbf Check Reconciliation EFT File Updates ACH batch detail for EFT processing Chapter 3 Enter Transactions Page 3 53 Accounts Payable User Manual Print Checks WOU Fe LOO lt gt CHECK EE E R E 10374 One Thousand One Hundred Eighty Two and 30 100 Dollars PATE 09 08 2004 1 182 30 Bower s Roofing Supplies 1673 N Nebraska Avenue Tampa FL 33613 CHECK RC 10374 Invoice Type Date Description Total Amount Discount 0161614654 Inv 01 14 2004 Invoice 506 56 15 20 0541313 Inv 04 07 2004 X Invoice 165 00 080321344 Inv 08 10 2004 Invoice 314 25 092131447 Inv 09 07 2004 Invoice 233 05 Remittance for Totals 1 218 87 36 57 Bowers Roofing Supplies Date 09 08 2004 Check Amount 1 182 30 Page 3 54 Enter Transactions Chapter 3 Accounts Payable User Manual WRITE A SINGLE CHECK AP0102 This option allows you to write a single check for an immediate need such as receiving a COD shipment This variation of manual check entry does not affect a job or project This option should be used when you have immediate check writing requirements When you select this option the system will load the check form that you have specified in the Master Configuration for this checking account number This procedure will add an invoice as a paid open item on the vendor s account At the same time a check will be printe
76. File Posted Batches removed coAp7 dbf Detail Batch File Posted Batch Detail Records removed Chapter 3 Enter Transactions Page 3 35 Accounts Payable User Manual POST RECURRING EXPENSES AP0106 This option allows you to perform a mass vouchering of Recurring Expenses that have been predefined These expenses may be of fixed or variable dollar amounts You will be prompted for the amounts and General Ledger accounts of all variable amount Recurring Expenses When you select this option you may enter the beginning and ending range of Recurring Expenses to post Post Recurring Expense Tools Launch Expense Range Number Mask Beginning Number It Mortgage Payment Position 12345 Using Recurring Expense Number key Mask Ending Number 3 Chevy Loan Payment e You may also specify the Number Mask Using this mask you are able to post only those expenses that are needed at this time For example if you have designed your recurring expense numbers to use the last two characters as the day of the month that they need to be posted you may enter the mask as shown below for posting the expenses for the first day of the month Enter the Number Mask 01 12345 After specifying the expenses to include the system will begin to post each Recurring Expense For each Recurring Expense posted the system will update all files necessary and print a transaction register as an audit trail of the information be
77. If calculations of prices by changing the factors around and then clicking on the Reset Prices button to recalculate the prices Clicking the Reset Factors button will restore the Master default factors when you are done If you are utilizing the Unit of Measure Conversion procedures the selling price will be based on the Price Level defined for each unit of measure in the Unit of Measure Conversion table Costs Cost Information 10 601 854861 Total Cost 5 208 06 Average Unit Cost 2 83 Last Received Date 04 30 2003 Last Received Quantity 300 00 Last Received Unit Cost Additionally the lower portion of the screen displays Last Received Date Received Quantity and the Last Received Unit Cost This provides the user an instant lookup ability to see the last time this item was purchased how much was purchased and what was paid for the item This avoids having to run reports to determine whether certain items should be kept discontinued or re ordered three of these fields are automatically updated each time a receipt transaction 1s posted in the system for this item Page 2 68 Up and Maintenance Chapter 2 Accounts Payable User Manual Remember this item is an Advanced Security object and can be defined for users to see or not on a user by user basis or by groups This allows management the flexibility to control who has access to viewing cost and who doesn t Hist
78. Inventory Receipts Vendor Number BOW1 Tools Launch Edit Navigation EE Invoice Amount 7 984 56 rub gt 4 amp Ki m Total Cost 7 714 06 Detail tem Class Part Description UM Quantity Received Unit Cost Extended Cost 1 150 2241 Roofing Tar Paper 250 00 15 83 3 957 50 2 20 151 3311 Roofing Tar 40 00 533 75 1 350 00 3 30 140 2200 v Roofing Shingles 52 00 546 28 52 406 56 Save Cancel In addition a scrolling window allowing you to enter up to ten 10 inventory receipts will be displayed NOTE If you do not have Manufacturing Inventory Management integration turned on in the Master Configuration the system will skip this question Each of the data items in this scrolling window is described below Inventory You may enter the inventory item number being received or lt click gt the Down Arrow F2 by default to scroll through the inventory file to make your selection NOTE Enter either the actual Inventory Item or Alternate SKU number The system will automatically cross reference the actual inventory item and will display it in this field If you select an inventory item which utilizes either a Serial or Lot type costing method the system will request additional information Since you are receiving inventory into stock the system will require the Serial Numbers or Lot Numbers to be added The system is designed to accept S
79. LENGTH IMPORTS DATE MMDDTY Required fields for importing records Field Descriptions ACTION TYPES ADD RECORD 2 CHANGE 3 DELETE 4 ADD RECORD IF NOT FOUND OR CHANGE RECORD IF FOUND TERMTYPES TYPES 2 IMMEDIATE 2 DAYS 3 EOM 4 BATCH 5 SUSPENSE 3 Page 2 20 Set Up and Maintenance Chapter 2 Chapter 2 Accounts Payable User Manual Data Pro Support Document Import Tips y 3 file descriptions that contain assume 2 decimal place Map file descriptions that contain A adds a value to an existing value instead of replacing it Map file position 1 forces value to be fixed as specified in the map file description Example If you were going to be forcing a General Ledger number the line would look as follows 10100 Default GL A amp ccount 679 20 S T RING 1 5 5 being the length of the account number NOTE The DP OS DP LEN and Type are unique to the Data Pro version and platform These must not be changed or adjusted Page 4 Set Up and Maintenance Page 2 21 Accounts Payable User Manual Page 2 22 Data Pro Support Document If you are importing from Excel using space delimited file If you are importing from Excel and using a space delimited file Windows has a limit of 215 for the length Therefore you must import twice Use an Action 4 for both imports Make sure to delete all headers in the Excel file Last colum
80. Maintain Projects Tools Launch 1 T Mode Add Sq Feet Customer Number Manager Salesman State Zip Tax Rate Project Type Percent Complete Complete Date Range 1 Retail Beginning Ending gt Billing Retainage Details User Fields Cancel Chapter 2 Set Up and Maintenance Page 2 81 Accounts Payable User Manual Job Number This is the ten 10 character alpha numeric project number to identify this Job Project Description This is the thirty 30 character alpha numeric description of the job project This will be displayed on all reports and screens regarding this job project Special This is a user definable field that you may perform special searching and sorting functions with throughout the system You may have configured this field in the Master Configuration setup to represent any number of items If however you have configured this field for something like Scheduled Date of Completion keep in mind that the system will always search and sort with numbers first and then alpha characters continued If you are using a date and want the report to print in year then month then day of month order then you must enter the date in this format This is required because this field may also be used as a descriptive field and is not formatted to sort only as a date field Address This is the physical address of the
81. Management System not started Jab Cost System not started Payroll System started Point of Sale System not started started by A A Purchase Order Entry System not started NN Sales Order Entry System not started Select All Clear All Invert If you are in any other period or month other than the last fiscal period of the year the system will not allow the user to select any modules to Start New Year s Files Therefore if you are looking to create 2007 data files as new year the old year is 2006 and your date should be set to a day in the last fiscal period of 2006 If you are prepared to begin data files for the new fiscal year you may choose the Select button which will highlight all Registered Systems Or you may choose the Clear button to undo your choices The Invert button reverses the choices currently selected on the screen You may also take your mouse and lt click gt on each accounting module one by one to specify which module s to select for this function It is not uncommon for many users to be prepared to begin certain data files for the new fiscal year such as General Ledger and Accounts Payable while holding back on certain modules such as the Sales Order Entry module This would allow users to continue processing orders in the prior fiscal year to allow additional sales to get on the books or to complete orders prior to starting the new order file for the new year
82. Mark each set with the name of the day of the week that it is to be used for backup purposes For instance disk set or tape 1 may read Monday disk set or tape 2 may read Tuesday etc Only use these specific sets of disks or tapes on the days that are designated This would mean that they would not be used more than once a week Therefore if a problem were to occur and you did not realize it immediately you could at least go back as far as a week to find your last set of valid data files Of course the entries made during the last week may be lost but that is better than many months or years worth of input To go a step further we recommend that you next make four additional sets of disks or tapes These would be your weekly master backups Mark them accordingly with the week number Week 1 and at the end of every week make a full backup of your data files Though you may have a complete daily backup for each day of the week sometimes problems are not found within the week s time frame and all of those backups could be invalid This way you could go back several weeks at a time to find your last set of valid files Next you will want to go further and create a monthly master set of disks or tapes You would mark them accordingly with the name of the month of the year At the end of every month you would then make a complete backup of your data files again This allows you to then go back several months at a time if necessary to review in
83. National Bank Inv Account Recurring Exp 2 Ford Loan Payment NCNB Morth Carolina National Bank Inv Account Recurring Exp 3 Chevy Loan Payment Morth Carolina National Bank Inv Account Recurring Exp elec TECO TECO Tampa Electrical Co Inv Account Recurring Exp PICF Insurance Policy FICF Power Insurance Company of FL Inv Account Recurring Exp ff TECO Electric Bill TECO Tampa Electrical Co Inv Account Number of records printed 6 Page 4 40 Print Reports Infinity POWER Sample Company Inc Trans amp 101 15000 27200 102 21100 15000 103 21100 75000 455858 69000 1 63000 5555 69000 Recurring Expense Listing Bank Date Description 1 02 27 2006 Payment Interes Expense Morigages Payable 1 12 20 2005 Ford Payment Mates Payable Current Partian Interest Expense 1 04 05 2006 Chevy Payment Motes Payable Current Portion Interest Expense 1 01 09 2006 Invoice Utilities Expense 1 02 07 2006 Invoice Insurance 1 03 09 2008 1489555 99 Utilities Expense Page 1 4 04 28 2006 Jab Number Amount 1 571 33 85 33 1 485 00 459 06 308 16 150 90 400 88 8274 84 126 04 50 00 50 00 3 937 36 987 36 0 00 0 00 Chapter 4 Accounts Payable User Manual BANK ACCOUNT LISTING AP0214 This option prints a maintenance listing of all of your bank accounts in either a detailed or
84. Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the bank account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode 0422 The Inquiry mode provides a quick look at th
85. Page 2 3 Accounts Payable User Manual File Name Description Transaction File filename coAP3dy dbf This file will contain all transactions entered through the Enter Transactions menu option for the current fiscal year Overhead Batch File This file contains the header information on all batches This filename coAP6 dbf includes the batch number and the batch description Detail Batch File This file contains the detail lines of all batches This includes filename coAP7 dbf Vendor Number Name Bank Account number terms project number discount percent transaction description general ledger account general ledger account description and amount Recurring Expense File filename coAPA dbf This file contains the information necessary for the system to post recurring expenses for your vendor accounts Bank Account File filename coCR1 dbf This file contains certain bank account information such as the description account and routing numbers for EFT Electronic Funds Transfer general ledger journal starting balance date of last statement last statement balance check form type and starting check number etc When you are done click on the button to return to the Menu NAVIGATION TOOLS Within this module there are numerous references to navigation The following navigation buttons are defined for reference when used through this chapter Page
86. Pitts Tom Hill Tom Hanks Don Hensley Ronde Brooks John Alstott Susan Pan Terry Jackson Bill Kaminski Donna Kasey Jim Smith Mike Green Jim LaFleur 702 523 6123 813 667 8893 813 223 5461 813 224 1202 813 659 9657 813 254 8952 813 247 8547 813 447 1232 813 887 4621 212 787 6587 813 224 6321 904 852 9364 813 585 6611 813 875 1243 813 236 8800 813 248 9511 813 987 8565 813 882 1700 813 787 6587 Print Reports Page 4 35 Accounts Payable User Manual Supplier Number 585 Mame Sub Contractors Address 700 City Clearwater State FL Country Zip 32455 Contact Tom Hanks Phone 813 447 1232 Fax amp 813 447 3235 E Mail thanks yahoo com Terms 2 Met Days 8 Days 30 Disc 5 000 Always Take Discount Yes Supplier Number sCO1 Mame Scotty s Building Supplies Address 8765 W Hillsborough City Tampa State FL Country Zip 33635 Contact Don Hensley Phone 813 887 4621 Fax amp 813 887 9874 E Mail DHensley ziscottys com Terms 2 Met Days it Days 30 Disc 5 000 Always Take Discount Yes Number records printed 2 Page4 36 Print Reports Vendor Listing Detailed Infinity POWER Sample Company Inc Detailed Supplier Listing Vend Type Sub Contractors Print 1099 Yes TaxID 598 986 1568 GL 8 11450 Liability Insurance Carrier Cypress Mutual Casualty Policy 98 1614646 Date 09 24 2005 Avg Days 10 1
87. Reserved to determine the current Quantity Available Manuf Type Default Blank This is a ten 10 character alpha numeric field designed to accommodate a wide variety of manufacturing codes Each user may define their own set of definitions which can tell them whether this item is to be manufactured by the company sub contracted out to another firm to be made or if they should be buying it from a third party i e distributor If you are integrating with the Invertech Manufacturing Requirements Planning system you may define your own codes or use the standard codes as follows M Make S Subcontract P Buy this Part Purchase Special Cases These data items will have default values Respond to these items by clicking on the appropriate button and an Option Window will appear for the keying of additional information User Fields This button provides access to all of the User Defined Fields that may have been created for the Inventory file This assumes that the option in the Configuration setup has been turned on and new fields have been added to the system Otherwise this button will not be accessible If User Defined Fields have been added to the system a new screen will appear and display the total number that has been added If more fields have been added than what fits on a single screen the screen will become a scrolling screen that will allow the user to move up and down and mak
88. Retainage This is the percentage of retainage to be calculated when vouchering all Percent invoices from vendors or sub contractors through the Accounts Payable module Each time an invoice is vouchered into the system the retainage will be automatically calculated and deducted from the invoice amount and posted to the vendor s account Current Vendor This is the total outstanding retainage that has already been calculated on this Retainage project As new invoices are vouchered into the system this figure will go up As you make payments to your vendors that include retainage invoices for this project this amount will decrease Details By clicking on the Details button at this point would allow you to see this option but will not allow you to add any detail This is an inquiry function Since you are just adding the Job Project no details would exist at this point Later as transactions are posted to the Job Project or after you add the initial detail to this project when you lt click gt this screen you will see a screen similar to the following Page 2 86 Set Up and Maintenance Chapter 2 Review Project Detail 96 0153 Tools Launch Edit Navigation Accounts Payable User Manual yi 4 Detail Item Cost Code Billing Description Desc Emp Cost Concrete Labor Conners Charles 5 Elliot Frank Concrete Labor Wright Ron Cost Concrete Materials
89. T X X X 2 35 Page iii TABLE CONTENTS continued Description Page REMOVE PAID OPEN ITEMS AP0409 j 222255555 2 35 START NEW YEAR S FILES A POI DS 52055 2 36 CLEAR VENDORS 1099 ACCUMULATORS 0417 2 39 MAKE COMPEETE DATA BACKUPS 2 40 ACCOUNTS PAYABLE CONFIGURATION 0410 2 2 41 Dennie 2 44 INTEGRATION WITH OTHER 5 5 2 2 45 MAINTAIN Yan CR e ev 2 46 SET UP ACCOUN TS 2 47 Mode des duds 2 48 COAG TE 2 50 Baise Mode CAD E 2 54 Mode 2 55 Temm 2 55 SET UPINVENTORY ITEMS
90. This option allows you to delete vendors open items After initial set up all open item information should be removed through Enter Transactions in order to maintain an audit trail This option allows you to delete vendors open items you may have entered by mistake Select the Vendor by clicking the Down Arrow F2 by default and then fill in the open item information including the date and transaction number then click on the Select button Then click on Delete button to validate your deletion of this record Make sure this is what you want to do because once an open item is deleted it cannot be retrieved again A backup of data files is recommended prior to deletion of records Results coAP2 dbf Open Item File Open Item Information is marked for deletion SET UP RECURRING EXPENSES This section discusses how to set up change delete and copy recurring expenses It also discusses how to print the Recurring Expense Listing that is used to verify all information entered into the recurring expense file Recurring expenses may include any charge that must be posted to a vendor s account on a routine basis This may also include charges that may not be fixed amounts For these types of charges the system will prompt you for the amounts and General Ledger expense accounts at the time of posting Each Recurring Expense must be set up with a Recurring Expense number which may be up to five characters in lengt
91. Total Credits 13 797 72 Chapter 4 Print Reports Page 4 21 Accounts Payable User Manual CHECK REGISTER AP0205 This report provides a detailed listing of all check transactions for a specified checking account and date range This report may be used for auditing and historical purposes to view all checks posted into the Accounts Payable system This report can be printed for a specified checking account or for all accounts Check Register Report Tools Launch Date Range Bank Account Project Mask Beginning Date 03 01 2004 1 M Default Bank Account Position 1234567890 Ending Date 04 30 2004 gt Mask Select All Bank Accounts 1 You must also select a date range that could include all checks for the current accounting year If you are interactive with the Job Cost Main Module once you have passed the beginning ending date range and the checking account to include on the report you may enter the Project Number mask for this report This allows you to only include those checks on this report that have been vouchered for a specific project or job By leaving it blank the system will include all checks for all projects or jobs on the report Otherwise enter the project number and all other projects will be ignored After printing the Check Register the system will then print an account summary showing the complete General Ledger distribution As an option you may choose to only print the General Led
92. Vendor key C Non Detailed Ending Vendor WORK M Work Place Grand Totals Aging Criteria Aging Type Bank Account Project Mask D 1 2 Future r Position 1234567890 30 D Past Mask Select All Bank Accounts OK Cancel The next prompt will ask you to choose between Option 1 Future Aging and Option 2 Past Aging Future Aging is designed to calculate the age of those pending invoices and determine the amount of cash that will be required to pay your vendor s bills on time and place them in the designated aging categories All invoices that have not been paid and are past due will automatically be placed in the Current column This means they should be paid immediately according to the terms assigned to each open item Past Aging is available as option for those companies who already realize that they are past due on paying their bills to their vendors but need to know just how past due they are This version of the report will calculate the aging columns based on each open items past due delinquency Therefore the difference is a reversal of the value of the aging columns Utilizing the Future Aging option will for example mean that any item in the 31 to 60 Days column will mean that the open item is not due for payment for yet another thirty to sixty days When utilizing the Past Aging option items in the 31 to 60 Days column means that they are currently due and are
93. Voucher Job Cost Invoices menu option The only difference is that the transaction is recorded as a check therefore no open item will be added This option updates all data files in the exact same manner as the option to Write a Single Job Cost Check As shown below the system will prompt you for the check number used Enter the Check Number and lt click gt OK to continue or lt click gt Cancel to exit Infinity POWER for Windows Infinity POWER Sample Company Inc ins Vendor Vendor Bower inc Li ess Comments Select Check Number x Transaction Details G L Distribution Bank Account 1 Account 11400 Date 04 30 2004 nventory Tampa Main Office 2 10209 Transaction Number so11 Check Number Override Transaction Desc Transaction Type Invoice Sale Amount Total Amount Cancel Job Retainage Percent Retainage Amount PEO AD Data Duft gt 04 30 2004 uM cmn MMC ACT Se kaa s NS C EN SS X 6 5 5 If you are integrated with the Check Reconciliation module each time a check is posted it is also updated as uncleared check in the Check Reconciliation module Page 3 66 Enter Transactions Chapter 3 Results coAPIdy dbf Vendor File Vendor History updated coAP2 dbf Open Item File Open Item Added for Retainage if specified coAP3dy dbf
94. and classify it as a suspense terms type of Days Default 30 This is the number of days used the calculation of the due date for terms types Net Days and Net Days EOM above Batch If the terms type is set to Batch this is the batch number Retainage Payable Account Default None This data item should be the General Ledger account for Retainage Payable This account will be used instead of the Accounts Payable account for transactions vouchered into the system as Retainage Track Vendor Activity by Job Default Turned Off This checkbox defines how much cost detail will be tracked in the Job Cost files The default value of being blank off tells the system that you will be tracking costs only at the cost code level and not separately by vendor or materials used If you lt click gt the checkbox the system will assume that you will be tracking the costs by cost code and vendor number The vendor number will be in the form Vendor followed by the actual vendor number This data item may only be accessed if the integration with Job Cost is turned on System Integration You may turn on or off the following modules by clicking on the checkboxes Chapter 2 ioli Tools Launch Master Configuration Terms and Retainage System Integration General Ledger v Jab Cost v Inventor Management Check Reconciliation Purchase Order Automa
95. appear with several processing options From this screen you may choose to navigate either through the Menu Bar or by clicking on the first set of buttons You will have the choice of going to the first record in the file the next record the previous record the last record or a specific record in the file which can be based on a search routine You are automatically in Inquiry mode when you select this option Maintain Bank Accounts Tools Launch Navigation Operation M 4 b M A Inquiry Bank Account Check Form Description Default Bank Account Next Check 54681151551 Prenumbered 7 Starting Balance Routing f Checking Savings 176 541 72 Last Statement Date i Last Statement Balance Cash Account M Minimum Check Amt AP Account gt Discount Account Journal Chapter 2 Set Up and Maintenance Page 2 31 Accounts Payable User Manual You may add notes to any Bank Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the
96. assemblies and raw materials as the finished good items are being entered on the customer Sales Order If you are selling the sub assembly and raw material items as well as using them in your manufacturing process and need the Sales Order Accounts Receivable and Point of Sale systems to dynamically warn the users that the quantity being entered has been reserved for manufacturing then this method should be used Depending on the Advanced Security Object configuration you define in the system for each user they may override and continue to sell the item or not be allowed to proceed at all This becomes a very dynamic way of tracking the needs of Bill of Material items verses using the other methodology which uses a more planned approach To utilize this feature you must have the Inventory Master Configuration option Auto Reserve Bill of Materials clicked on as shown on the following screen Page 2 64 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Configuration Tools Launch Master Configuration Price Levels Code Manufacturing System Integration Tum Component Quantity Checking Off Produce Sub Assemblies Automatically M Auto Reserve Bill of Materials Available Default 0 This field will constantly be updated to reflect the total quantity of an item that is currently available to sell The system takes into account the current Quantity On Hand plus the Quantity On Order minus the Quantity
97. available choices Chapter 2 Set Up and Maintenance Page 2 33 Accounts Payable User Manual Check Form AP This is the name of the Accounts Payable check form that will be used for this bank account PR This is the name of the Payroll check form that will be used for this bank account See the Accounts Payable and Payroll sections of the Infinity POWER Supported Forms Reference Manual for a listing of the standard forms available with these modules and the preprinted forms that are supported by the accounting system A selection of preprinted forms are available through DPAForms and may also be found in the DPAForms Catalog included in the Product Kit They may also be found on the CD ROM presentation Once you have reviewed the available forms simply enter the form name into this field to activate it as the current form being used This option may be changed as often as desired If none of the standard forms fit your particular company s needs custom modifications are available to configure to your needs You can also be prompted to change the form each time you enter into a check writing routine Next Check Number This is the next check number that will be used in the automatic check numbering sequence If this number is 0 the system will always ask for the starting check number PreNumbered Checks By clicking on this option it will tell the system your checks are pre numbered Start Balance This dat
98. be displayed on the Detailed Project Listing and on one of the Project Inquiry screens Square Ft This is the total overall units for this project The description of this data item will be the Overall Proj UM set up in the Master Configuration This quantity or units figure may be included on the Cost Classification Summary as the divisor for each cost figure This can provide you with for example a summary of Project To Date cost per Square Feet Chapter 2 Set Up and Maintenance Page 2 83 Accounts Payable User Manual Customer This is the customer number used by the Accounts Receivable module If you are interactive with this module enter the customer number or lt click gt the Down Arrow 2 by default to call up the list of available customers Select the appropriate customer to continue Keep in mind though that if you want the system to provide automatic billing information the customer must be set up in Accounts Receivable as well as in this data item field with matching numbers If the customer has not been set up in the Accounts Receivable module you may add the customer to the file at this point You may right mouse lt click gt and select Set Up Customers to quickly add a customer to the file This option is only available if you are integrated with the Accounts Receivable module Once you have chosen to add a new customer a new window will overlay your screen and ask you for the customer n
99. button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the entry through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this entry If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Add Mode AP0405 This mode allows you to set up new recu
100. drive all of the Data Pro e commerce solutions Chapter 2 Set Up and Maintenance Page 2 71 Accounts Payable User Manual View Inventory Item Image Launch Concrete Blacks Bill of Mat This screen is used to enter all inventory items which go into the manufacture of the current assembly This bill of materials may consist of up to one thousand 1000 total raw materials sub assemblies and by products Bill of Materials 00 100 8x10 BLT Tools Launch Edit Navigation f AIK Detail Item Component Item Item Description Quantity Quantity On Hand Unit Cost Total Cost a 2 E Boards 3 38 148 72 2 501 1677 4 BHOMEUS 1 303 00 3 75 515 00 3 so 502 2511 4 X 8 Sheet Plywood 307 00 8 59 120 26 Save Cancel Page 2 72 Set Up and Maintenance Chapter 2 Accounts Payable User Manual The following field may be input for each of the components Component Item Number Each component on the bill of materials must be an existing inventory item When you enter the number the description will be displayed immediately below the item number If you are not certain of the item number you may press TAB to scroll through the inventory file to make your selection Quantity This field indicates the quantity of this component which goes into the manufacture of this assembly Every time you record production
101. due to the fact that your printer and the Infinity POWER system may not support all of the same fonts After selecting font attributes for either the Printer Settings or Display Settings clicking the corresponding Save button will make those current selections the default settings If you select different attributes between displaying printing reports you must click the Apply button for the new font attributes to be applied Otherwise the selections made for the previous report within the same session will be applied to the current report Once you log out of the system the last saved printer and display settings will be applied to the reports when you log back into the system If E Mail is selected as the report output destination the actual report will be embedded within the e mail message as an HTML display in a fixed Courier font so that columns will automatically adjust to align properly Report Print Options In the Printer Settings section click on the Options button to open the Print window You can select the entire report the current page or a range of pages or a specific page to be printed You can also custom adjust form sizes by increasing or decreasing the horizontal and vertical offsets horizontal offset adjusts the alignment in fractions of an inch The default offset value 15 set to 0 00 A positive increase will adjust alignment to Page 4 2 Print Reports Chapter 4 Accounts Payable User Manual
102. e g rents royalties etc and or one 1 1099 DIV category As mentioned earlier if you have vendors for which you have different reporting requirements it is recommended that you use the Accounts Payable Special field which is a user defined sort key to classify the type of 1099 each vendor will require If vendors require more than one type of 1099 form you should set up a different vendor record for each type of form required per vendor Select the type of 1099 form you wish to have reported to at this time The system will then prompt you to enter the Beginning Vendor Number You may enter the number or press the TAB key to scroll through file If you have set up the AP Special field to code the types of 1099s click on the tabs now to change your search method Select the beginning Vendor to include and the system will then prompt you to enter the Ending vendor number to include as part of this range When you do the vendor information that applies to the specified range of vendors will be sent to a file The system will be creating a file called IRSTAX Windows Character based or irstax UNIX In doing so it will automatically overwrite any existing file that may already be present with the same name Therefore each time you successfully complete this option make sure to copy the file to diskette before it is overwritten by subsequent processing The file will contain the Tax Identification Number from the
103. enter the appropriate information either text or a line number and lt click gt on OK This will take you to the desired detail line if it exists Click on to exit and return to the main screen Add Mode JC0401 This option allows you to set up new Job Projects You may input all job project specific information with this option except for project cost and billing detail This is the first step to record all pertinent information regarding a project This includes a description of the job project beginning and ending dates the address of the job project the manager of the project the salesman of the project and other key costing and billing information If this is a new job project with no outstanding information once this job project set up is complete you proceed to enter all charges to the job project through the Enter Transactions menu option However if you are setting up a Job project that already has outstanding detail accumulated toward the project then after the set up of the project has been completed you should proceed to the menu option Initial Project Detail to record the exis ng balances by cost or billing code If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The following is an explanation of each of the data items necessary for each project
104. file they can be reviewed at any time by accessing the vendor through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this vendor If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields Maintain User Fields Vendor Tools Launch Edit Navigation Detail Item Field Name Description Type Length Data Value 1 UWEBURL Web URL Address CSTR con Save Cancel If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Page 2 6 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Inquiry Mode AP0400 The Inquiry mode allows you to view summary information about your vendors Navigate to the record you wish to view You
105. have a current backup of your data files before performing this option Remove Items Betore This option will remove all paid open items based on their date prior to the Spurge date you have entered and will go back into previous year s files as well as the current year if the date 16 within the current year This paid date is not to be confused with each open items original transaction date or its due date but the date in which it was paid Click the Start button to begin processing When the process is complete click on to return to the Menu Results All Paid Open Items in the Accounts Payable Open Item Files will be removed START NEW YEAR S FILES AP0413 This option starts up your Accounts Payable files for the new fiscal year Before executing this option you should make multiple copies of the old year s files for archival purposes When you start the files for a new fiscal year the following files are copied into or created for the new year 1 Vendor File coAP1dy dbf 2 Transaction File coAP3dy dbf After you create the files for the new year you may process in both years simultaneously All transaction activity for each year will be tracked independently except that the open item information will always reflect the most current information for both years combined In addition you must be careful to make any overhead changes such as changing a vendor s mailing
106. is restored using this option the budget amount for each field found in this option will possibly be changed Therefore consideration should be given to password protecting the Archive Restore Budgets option as well Results coGL1dy dbf General Ledger Account File All Account Information set up Beginning Year Balance set up Period Balances and Budget Amounts updated Change Mode GL0402 This mode allows you to change all information for any account After initial set up any changes to the account balances should be made through the Transactions option in order to maintain an audit trail If you have made any mistakes during this set up process you may return to the Set Up Accounts option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Select Account Account Description Cash on Hand Fety Cash Cash in Bank General Cash in Bank Payroll Notes Accounts Receivable Customer Accounts Receivable Other Employee AR Tampa Main Office AVA Orlando Warehouse AB Miami Warehouse Inventory Tampa Main Office I Orlando Warehouse Search 1 1300 If you are changing a record lt click gt on the Modify the Current Record but
107. is under warranty If the warranty field is turned this item will remain in the Inventory files even after it is sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty information or any other pertinent information about this individual lot of item s Unlike Serialized Items Lot Number items can be stored with multiple quantities For example you received four 4 cases of red paint which was manufactured at two different plants The manufacturer has marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match You can record the receipt of this stock on two separate line items two cases with Lot Number 123 and two cases with Lot Number 789 7 If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the receipt of inventory in the selected unit of measure format The unit of measure format selected will appear on the Voucher Audit Trail Report However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator of unit of measure available usually each by using the factor set up on the unit of measure conversion definition For more information on the Unit of Meas
108. multiple users at one time More importantly before you proceed to use this option make sure that all other accounting users are logged out of the entire accounting system before you proceed Otherwise users may receive record locked error messages during the processing of this function or during their normal transaction processing If they do not read the screen and follow proper instructions incomplete updates may occur and invalidate your intended efforts and jeopardize new accounting transactions ALWAYS MAKE SURE TO HAVE A COMPLETE DATA BACKUP PRIOR TO RUNNING THIS OPTION For instance many users may desire to rename a single vendor number which has a great deal of history or transactions posted to it over time This would only be possible with a special function like this with a unique capability to update all of the files where the Accounts Payable Vendor Number has been updated The following section provides a listing of the files that will be updated once this menu option has been selected and the account numbers defined NOTE You MUST perform the Rename function for each fiscal year you want the rename to be applied When you choose this menu option and enter the Old Vendor and New Vendor the following screen will appear Notice that the Old Vendor field allows users to click on the Down Arrow F2 by default to select from the existing Vendor File Once selected you may then enter the new Vendor Number i
109. non detailed format This report prints a listing of the bank accounts that you have entered into the system It may be printed as either a detailed Listing or a Detailed Listing Bank Account Listing Tools Launch Account Range Beginning Bank Account 1 M Default Bank Account Ending Bank Account E Checking Account 5 Repor Type Non Detailed Report Cancel This report is very useful in verifying the information that has been keyed into the system Simply specify the range of accounts that you would like to print The Non detailed List may be used as a quick reference listing of accounts and their descriptions while the Detailed Listing will print all information input into the system for the bank accounts Field Names Number Description Bank Account Number Bank Route Number GL Cash Account GL Accounts Payable Account GL Discount Account Journal Number Check Form Check Number Pre numbered Checks Starting Balance Last Statement Balance Last Statement Date Chapter 4 Print Reports Page 4 41 Accounts Payable User Manual Bank Account Listing Non Detailed Infinity POWER Sample Company Inc Page 1 Bank Account Listing 4 04 28 2006 Number Description Bank of America Checking Bank of America Savings Wachovia Payroll Account Money Market Account CD Deposits 4 wh 202000 Number of records printed 5 Page 4 42 Print Reports
110. number define whether your checks are pre numbered or not starting bank balance the date of the last bank statement and the last statement balance This information may be stand alone data set up in the Accounts Payable module or if integrated with the Check Reconciliation module each check written will be updated automatically to the Check Reconciliation detail file It will then reside there until marked as cleared during a check reconciliation process If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add The system will prompt you to enter the bank account number You may specify up to a five 5 character alpha numeric number for each bank account Next enter the necessary information for each bank account Description This is a thirty 30 character alpha numeric description of the bank account This will be displayed on all reports and screens regarding this account Account This is a seventeen 17 character field in which to enter your bank account number Routing This is a nine 9 character field in which to enter the routing number for your bank account The nine character format will verify that it meets with the United States requirements and performs a validation check when a nine digit number is entered into this field You may also enter a six 6 digit number into this fiel
111. of Sales 5 3 xxEZXIMTYY DIBF IHVEHTOR Y MASTER FILE UPDATES QUANTITY ZxziM2 YY DBF INVENTORY TRAHSACTION FILE ZxzIMb5 DBF IHVEHTOR Y COST LATER FILE Introduction Page 1 9 Accounts Payable User Manual Set Up A P Batches Flowchart When setting up batches the two files updated are the Batch Header File and the Batch Detail File No Posting is done at this time Records are held in the following files for posting or until deleted SET UP BATCHES OVERHEAD BATCH FILE EXAAPT DBF Match on and DOCID fields AP DETAIL BATCH FILE Tranzxctian Typezz 1 Inwaice Tems Typa 1 Cred Moma 2 Het iays 3 Momo 3 Het COM 4 Ad jusument d Batch 5 5 Suspense Finanac Charge 7 Doposil adwanoc 4 PG heck Page 1 10 Introduction Chapter 1 Accounts Payable User Manual Import A P Batches Flowchart When IMPORTING batches the two files updated are the Batch Header File and the Batch Detail File No Posting is done at this time Records are held in the following files for posting or until deleted IMPORT BATCHES ExXAPG BF AP OVERHEAD BATCH FILE Match on and DOCID fields AP DETAIL BATCH FILE Tranexiian Types Tema Types 1 1 mane cric 2 Credit Momo 2 Met Dam 3 Ocbit Morea 3
112. open items can not be accessed normally they remain in the data file until you access this option This option performs a housekeeping task of freeing up disk space by removing open items which are no longer needed by the system Although the paid open items are removed from the open item file you still have complete transaction detail maintained in your transaction file The system will create a temporary work file with all unpaid open items only and then delete the old file Make sure that you have sufficient disk space to create this temporary file Chapter 2 Set Up and Maintenance Page 2 35 Accounts Payable User Manual If your open item data file is IMB you may need as much as 1 2MB in additional free space before proceeding with this option The system will remove paid open items based on two factors First set your system date to the last date that you want paid items to remain in the system The second factor is paid date on each open item The system will prompt you for a Purge Date or the last date you want to use to keep open items This may be the end of a fiscal year a month or whatever you choose The screen will prompt you to enter the date in which you want to Remove Items Remove Paid Open Items Tools Launch This option will remove all paid items from the open item file This option should be performed periodically to recover disk and file space NOTE Please make sure you
113. processed in other specialized or custom software programs This may even include updates from Infinity POWER modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Chapter 3 Enter Transactions Page 3 27 Accounts Payable User Manual Infinity POWER File Import options The order in which information is sent to files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depen
114. recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields Chapter 2 Set Up and Maintenance Page 2 79 Accounts Payable User Manual Maintain User Fields Project Tools Launch Edit Wavigation Detail Item Field Name Description Data value 1 UMGRCELL Project Manager Cell Phone 813 642 9434 Cancel You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode JC0400
115. report displaying all of the accounts that would be affected if this batch were to be posted Field Names Vendor Number Vendor Name Transaction Number Date Bank Account Number Terms of Days Project Discount Percent Batch Line GL Account Number GL Account Description Transaction Description Distribution Amount Job JC Cost Code JC Detail Description Voucher Totals Batch Total Chapter 3 Enter Transactions Page 3 31 Accounts Payable User Manual Vendor FLOT Line Flonda Lumber Inc 1 2 3 4 Number of records printed 4 Page 3 32 GL Account 11405 11406 11400 11420 Enter Transactions Infinity POWER Sample Company Inc Batch 04 06 Edit Report Batch April 2006 Trans Date Terms 501231 04 28 2006 1 4 Met Days Inv Orlando Warehouse Inventory Miami Warehouse Inventory Tampa Main Office Inventory Finished Products Days Project Disc Trans Description 10 2 000 Various Lumber Prods Various Lumber Prods Various Lumber Prods Various Lumber Prods Voucher Total Batch Total Page 1 4 04 28 2006 1 741 88 3 483 17 6 822 77 243 17 12 295 99 12 295 99 Chapter 3 Account 11400 11405 11406 11420 21200 Number of records printed 5 Chapter 3 Description Inventory Tampa Main Office Inv Orlando Warehouse Inventory Mia
116. screen which will allow you to distribute the amount of the invoice to up to fifty 50 General Ledger accounts regardless of whether you are using the Cash or Accrual method This screen will also display the total amount of the invoice to distribute and the amount remaining to distribute If you are interactive with General Ledger the system allows you to scroll through the General Ledger account file to select the accounts and display the account descriptions You must distribute the entire amount of the invoice before saving While distributing amounts to various General Ledger account numbers the system will look at the current period budget amount for the account selected for this voucher and determine whether the amount is in excess of its budget If this is the case the system immediately displays a window warning you of this and will prompt you whether or not to proceed or choose another account number Description Only Lines may be used to attach description lines to a voucher entry By entering as the General Ledger account number the system will allow a twenty 20 description line to be entered These description lines follow the transaction entry to the General Ledger when Integration Files are posted These description lines can be seen when the transaction 15 validated and the Audit Trail prints in Accounts Payable In General Ledger the General Ledger Report and the Transaction Journals will show thes
117. screen will appear with the current data and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the account through an inquiry mode or a change mode and then clicking on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either the Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields You must make sure that your General Configuration options are set up to allow access to User Definable Fields Inquiry Mode GL0400 The Inquiry mode provides a quick look at Month To Date and Year To Date account balances compared to their budgets
118. system with an approved bar code reader Chapter 1 Introduction Page 1 7 Accounts Payable User Manual TRANSACTION PROCESSING FLOWCHARTS This section covers the processing flow for the different types of transaction processing in the Accounts Payable system Voucher Vendor Invoices Flowchart Voucher Vendors Invoices updates the Accounts Payable Vendor File the Open File the Transaction File and the AP General Ledger Integration File if integrated with General Ledger If integrated with Inventory and receiving through voucher vendor s invoices it also updates the Inventory Master File the Cost Layer File and the Transaction File VOUCHER VENDOR S INVOICES VEHDOR MASTER AnAAP2 DBF ACCOUNTS PAYABLE ACCOUNTS PAYABLE PERIOD 4 OF INVOICES AND PURCHASES ITEM FILE TRANSACTION FILE Tranesatian AES PES 1 Inc 2 C rod i Momae 3 3 Debit Moma port Ad jusiment Pipe 5 1 1 S mana cue Finance Change cssc Retainagc bom DiepeeiiAdvanac Payment heck 3 Payment hock EXxXIMTYTY DBF EXxXIMbG DBF EXXIM YY DBF INVEHTORY INVEHTORY INVENTORY FILE PURCHASES BUCKET COST LAYER FILE TRAHSACTIOHFILE AP2GL XXX ACCOUHTS PAYABLE INTEGRATION FILE Page 1 8 Introduction Chapter 1 Chapter 1 Accounts Payable User Manual Voucher Vendo
119. the Accounts Payable or the Check Reconciliation module Allow Check Printing Default Turned Off This checkbox tells the system whether or not you want the ability to reprint checks during a check run The default value of being blank off indicates that the system will perform the check run without stopping to allow for reprinting of the checks If you click on the box on then the system will pause after each check printed to ask you if you wish to reprint this check If your automatic check numbering is turned off by setting the next check number to 0 in the Master Configuration and you do reprint a check the system will automatically record a voided check in your check register and increment to the next check number Cash Basis Default Turned Off This checkbox determines which accounting method will be used by the system Cash or Accrual The default value of being blank off indicates that Accrual Method will be used If you click the checkbox then the system will use the Cash Method The following section describes the way the system handles the two methods Cash Method This method does not recognize expenses or the purchase of assets until the actual cash disbursement generation of the check is made The system handles this method by saving the General Ledger account distributed to at the time of vouchering in the open item file When you make a check run this account is debited and
120. the General Ledger at the time of validation If you are interactive with the Manufacturing Inventory Management module you may enter inventory receipts at this time Once you select this option the system will ask you for a vendor number Enter the vendor number or you may click the Down Arrow by default F2 to gain access to the account listing You may choose to search for vendors by vendor number vendor name or by the special field Once the vendor is chosen the vendors name will be displayed Once you have made your selection and if you have chosen to utilize the feature to Display Vendor Comments you may click on the Comments button to view any comments on this vendor s master file Vendor Comments Vendor Vendor Description Bower s Roofing supplies Comments Tar Paper nails Insurance Information Ins Carrier Cincinnatti Life Number 8579511 801 Expiration Date 09 08 2004 AIC Ins Carrier Zenith Insurance Policy Number 5056661378911 Expiration Date 12 30 2004 Page 3 2 Enter Transactions Chapter 3 Accounts Payable User Manual If the vendor you have chosen has the Liability Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Liability Insurance Carrier s Name Policy Number and Expiration Date for your review Likewise If the vendor you have chosen has the Worker s Comp
121. the complete General Ledger distribution As an option you may choose to only print the General Ledger distribution for a quick look at totals for a specific period of time Field Names Transaction Amount Voucher Register ES Account Summary Vendor Name Account Number Transaction Date Account Description Transaction Type If interactive with General Ledger Transaction Number Debit Amount Transaction Description Credit Amount Job Total Debits Checking Account Number Total Credits GL Account Chapter 4 Print Reports Page 4 19 Accounts Payable User Manual Vendor Date Type Trans Description BOW Bower s Roofing Supplies 02 14 2006 Inv 51221 Invoice 03 08 2006 Inv 546661 Invoice 04 18 2008 Inv 578411 Invoice Number of records printed 3 Page 4 20 Print Reports Voucher Register by Vendor Infinity POWER Sample Company Inc Job Voucher Register By Supplier Bank GL Account 11400 11400 11405 11400 Total Total Page 1 4 04 28 2006 Amount 51 534 22 9 451 56 1 465 28 1 346 66 2 811 94 13 797 72 Chapter 4 Accounts Payable User Manual Infinity POWER Sample Company Inc Page 1 Voucher Register 4 04 28 2006 Account Summary Account Description Debit Credit 11400 Inventory Tampa Main Office 12 332 44 11405 Inv Orlando Warehouse 1 465 28 21200 Accounts Payable 13 797 72 Total Debits 13 797 72
122. the concept of transferring information from one system or program to another via interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity POWER modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to files and their format do not correspond to the formats that the Fi
123. the customer If these line items on the Proposal have been setup properly with their Cost Code setup they will be added as Budgeted Cost Codes on the new Job when the option Transfer SO Proposals to Job Cost is run Chapter 2 Set Up and Maintenance Page 2 61 Accounts Payable User Manual Alternative Part If your inventory includes similar products from different vendors you may Numbers assign separate inventory numbers to them Quite often when one vendor s product is not available an alternative vendor s product can be substituted With this feature you have the ability to quickly reference these alternative part numbers A twenty 20 character alpha numeric field is provided If this feature is not applicable to your inventory ignore these fields or use them for miscellaneous descriptions QUANTITIES Information is entered here only once in mode Thereafter all activity to that item will be updated and reflected automatically in these fields Last Count Default 0 This is the count value as of your last physical inventory count After executing the Update Book to Physical Count discussed later this quantity will be zeroed out NOTE This is not the amount of beginning inventory quantity that 15 on hand This field 15 used by the Physical Count Procedure To define the beginning quantity and unit cost for this item reference the Change Cost Information field on this screen
124. the next check run regardless of the due date Partial payment of open items may be achieved by splitting an open item and paying only one of the new items When you select this option the system will ask you for the vendor number to select You may enter the vendor number or lt click gt the Down Arrow F2 by default to scroll through and search for a vendor After you have selected the vendor a screen is displayed showing some of the vendor s information to verify you have selected the right vendor Change Open Item Pay Status Tools Launch Vendor Address 1673 Nebraska Avenue Vendor x Bowi City Tampa atate FL Zip 33613 Bower s Roofing Supplies Contact Tom Hill Review Fhone 815 247 8541 Close If this is the correct vendor click on the button to continue to the next screen The next screen displayed is a scrolling window containing all of the open items on this vendor s account From this screen you may choose to pay an open item Now regardless of its due date or change the Status of an invoice or select those invoices that you would like to split Page3 44 Enter Transactions Chapter 3 Review Open Item Status BOW1 Tools Launch Edit Wavigation Detail tem Wow Chg Chg Chg Chg Chg Type Terms Type Ret 96 0078 45 Inv a65 0112 Wet Days 30 Ret 96 O112 Sus
125. the transaction date will default to the system date at the time of posting Transaction Number This is the ten 10 character transaction number or reference number for this expense This is a required field Description This is the description of the transaction that will be posted to the vendor s account Sale Amount This is the dollar amount of the sale from the invoice excluding any purchases not subject to payment discounts This is the amount that will be used in the calculation of the discount allowed If the sale amount is not known or you wish to take the discount on the total amount of the invoice enter the total amount of the invoice here Total Amount This is the total dollar amount of the invoice This will default to the Sale Amount entered If the total amount of the invoice is different from the sale amount it may be changed here Job Number If the integration with the Job Cost Main Module 15 turned on you may enter a ten character reference number to a job or project Bank Account This is a bank account number that identifies the bank account to use for this open item The default will be the number set up in the vendor s master file Ask GL Amount at Posting Indicate whether or not you want the system to ask for the dollar amounts at the time the Recurring Expense 15 being posted If you lt click gt this item the system will during posting display th
126. this quantity will be withdrawn from the component s on hand quantity Entering a negative quantity may specify by products Every time you record production this quantity will be added to the component s on hand quantity Unit Cost This field contains the unit cost of this component at the last time production was recorded This field will be automatically updated with the new unit cost every time you record manufacturing except for by products The default cost is the current average unit cost of the component When a by product is produced or when you record disassembly this amount is the unit cost used to update the component s cost information Total Cost This field is a display only field which shows the extended cost of the quantity times the unit cost Internet These fields allow you to specify the filenames which contain the marketing text graphic images audio clips and video clips for use when presenting your Inventory Items internally or on an Internet Web Site Bl Internet Information 00 100 8x10 BLT Tools Launch Text Filename 00100 Image Filename specdatas 00100 jpg Browse Audio Filename 00100 mpg Video Filename specdata 00100 img Chapter 2 Set Up and Maintenance Page 2 73 Accounts Payable User Manual Marketing Text Filename This field is used for a marketing text filename up to twenty 20 characters
127. to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you click on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process you may click on button Otherwise click on the button to return you to the Menu Bar File Import Modules Overview Because
128. vendors or suppliers In addition the coordination of payment to your vendors with your current cash flow requirements is essential The Infinity POWER Accounts Payable module addresses these basic payable needs as well as providing a very sophisticated integration of a complete check writing module with accounts payable tracking and cash flow analysis Batch Processing is available at the voucher entry level which allows for heavy volume invoice entry with edit reports and separate posting routines This is an alternative to the normal on line entry method Voucher Vendors Invoices The check writing options provide the ability to write direct checks make check runs based on currently due payables and record manually written checks after the fact You may simultaneously use unlimited checking accounts with separate preprinted check forms and check registers for each account In addition recurring expenses such as rent may be automatically paid monthly or semi monthly The Accounts Payable module also allows the allocation of expenses from a single vendor to multiple projects This allows a great deal of flexibility when attempting to keep accurate costing controls The accounts payable options provide you with detailed agings by vendor of all outstanding invoices Complete cash flow analysis is provided based on 7 day and or 30 day aging categories of future cash requirements You may also print these same cash requirement reports
129. view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on Close Add Mode GL0401 This option allows you to set up new accounts in your General Ledger Account File After initial set up any changes to the account balances should be made through the Transactions option in order to maintain an audit trail If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Page 2 50 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Maintain Accounts Tools Launch al al Mode Add Current Period Summary Account 10101 Actual Description Cash Bank of America 0 Budget B Contra Cash fearTo Date Summary a R Actual Inventory Budget Mkt Securities Other Fixed Other Assets Current Liab pang Term Liab Yarance mo The first screen will be used to define the account description the account type whether or not it normally maintains a contra balance status and the balance at the beginning of the year The Periods screen is a scrolling screen which maintains the account balance and budget amount for each month of the year The following is an explanation of each of these data items Account
130. whether you wish to continue or not Respond as you need but if you do continue you have been warned that you are exceeding the budgeted amount GL Account This data item allows you to distribute the voucher to various General Ledger accounts If you are interactive with General Ledger the system allows you to scroll through the General Ledger account file to select the accounts and displays the account description in the field directly to the right Description If you are integrated with Job Cost and have chosen to allocate this line item to a project the General Ledger account that is defined on the cost code will be used Amount This is the amount that will be distributed to this line item of the voucher You may distribute a voucher to as many account numbers as you wish After entering the first detail line for a voucher the system retains the information in each of the fields so that multiple distributions can be entered on the lines subsequent to the first By pressing TAB through the fields on the second line all information from the line above it will be placed in the appropriate fields The only fields that will require data entry will be the Account and the Amount fields You may use as many lines as needed to distribute the voucher to various General Ledger account numbers When the voucher has been completely distributed the next detail line will start a new voucher entry Therefore you will n
131. you do not have enough disk space available to perform this function an error will be generated at the time the system runs out of disk space This however could be some time later depending on the size of your data files If your data files are 2MB in combined size you will need at least 2 2MB in additional free space before proceeding with this option NOTE This option will only reorganize undamaged data within your files Therefore you should carefully audit all information after you execute this option and make any necessary adjustments to your data The following files are available for maintenance e Vendor File Open Item File e Transaction File Overhead Batch File e Detail Batch File e Recurring Expense File e Bank Account File Page 2 46 Set Up and Maintenance Chapter 2 Accounts Payable User Manual You may select individual files or all files for either of these procedures There are buttons on the right hand side of the screen that allow you to Select files Un select files and Invert Selection which selects those files that were not selected in a previous pack or re index condition Maintain Files Accounts Payable Tools Launch Operation f Pack t Be dndex Purge e Files Vendor File Open tem File Transaction File Unselect All Overhead Batch File Detail Batch File Inver Selection Recurring Expense File Bank Account File Details Status
132. 0 260 00 426 00 5145 00 5125 00 500 00 500 00 Accounts Payable User Manual Fage 1 4 04 28 2006 Discount Met Amount 0 00 300 00 50 00 5250 00 550 00 50 00 5100 00 50 00 200 00 4 47 585 03 385 03 18 75 106 25 43 20 5244 80 537 50 212 50 563 55 0 00 496 00 0 00 145 00 0 00 125 00 756 00 0 00 500 00 0 00 500 00 1 000 00 Print Reports Page 4 23 Accounts Payable User Manual Account 11110 21200 21210 46000 Description Cash in Bank General Accounts Payable Retainage Payable Cash Discounts Earned Total Debits Total Credits Page 4 24 Print Reports Infinity POWER Sample Company Inc Check Register Account Summary Debit 3 058 50 300 00 3 358 50 Page 1 4 04 28 2006 Creda 3 254 58 103 92 3 358 50 Chapter 4 Accounts Payable User Manual CHECK REGISTER BY VENDOR AP0206 This report provides a detailed listing of all check transactions for a specified checking account and date range by vendor This report may be used for auditing and historical purposes to view all checks posted into the Accounts Payable system by vendor This report may be printed by vendor range and for a specified checking account or for all accounts Check Register By Vendor Report Tools Launch Vendor Range Beginning vendor BOWL Bower s Roofing Supplies Using Vendor key Ending vendor BOWI
133. 00 TECO 0 00 0 00 0 00 0 00 0 00 0 00 Total 1 629 74 Unified Supply Company 7 627 20 0 00 2 497 11 0 00 0 00 0 00 UNI1 0 00 0 00 0 00 0 00 0 00 0 00 Total 10 124 31 Tampa Water amp Sewage Co 156 37 102 35 102 55 122 97 0 00 0 00 WATER 0 00 0 00 0 00 0 00 0 00 0 00 Total 484 24 Work Place 5 334 31 0 00 0 00 456 98 0 00 0 00 WORK 0 00 0 00 0 00 0 00 0 00 0 00 Total 5 791 29 Grand Totals 187 499 46 87 181 37 128 731 62 355 434 97 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Total 5758 847 42 Number of records printed 18 Page 4 30 Print Reports Chapter 4 Accounts Payable User Manual VENDOR S INVENTORY DETAIL AP0208 This report provides a complete history of inventory purchases from specified vendors NOTE This report requires the maintaining of transaction detail the Manufacturing Inventory Management module This report may be used by management to evaluate your company s purchase history for each vendor by inventory item You may specify the date range and vendors to include on the report Vendor Inventory Detail Report Tools Launch vendor Range Beginning vendor BOWL Bower s Roofing Supplies Using Vendor key Ending Vendor BOWI Bower s Roofing Supplies Date Range Transaction Types Beginning Date 01 01 2004 Ending Date 04 30 2004 All transactions this report are
134. 1 6 MASKED FIELDS E ALASCE 1 7 BAR CODE READER 1 7 TRANSACTION PROCESSING 5 1 1 ette 1 8 CHAPTER 2 SET UP AND MAINTENANCE 2 1 GENERAL OVERVIEW idisse coe e 2 1 2 4 SETUP VENDORS 2 5 Mode APOIO a du ta tuis do ebrius 2 7 ZAdd MOEA APOLO 2 7 Chance Mode AF0102 etae 2 12 O40 2 12 Copy Mode GNPOAOA 3 2 2 13 0601 5555 2 13 Fixed ene Ca estote noted die 2 14 Marable ene ti 2 15 Comma Delimited PRIN PIGS 2 15 Fike mpor Modules Overview
135. 13 Basis of inv 52 YTD Payments 219 76 Fage 1 4 04 28 2006 Factor Information Mame Mone Address Mone City State Country Workers Comp Insurance Cypress Mutual Casualty 98 1614647 09 24 2005 Comments Subcontractors for concrete framing amp drywall Vend Type General Print 1089 Yes Tax ID 35 885247 GL 11400 Liability Insurance Carrier Prudential Insurance Policy 59 8874852 Date 08 31 2004 Avg Days ta Pay 188 Basis of Inv 18 Y TD Payments 2 347 11 Comments Pick up tools and miscellaneous supplies Factor Information Mone Address Mone Cily State Country Workers Comp Insurance Prudential Insurance 25 44456 12 31 2004 Chapter 4 Accounts Payable User Manual Vendor Listing Detailed with History Supplier Number 585 Mame Sub Contractors Address 700 City Clearwater State FL Country Zip 32455 Contact Tom Hanks Phone 813 447 1232 Fax amp 813 447 3235 E Mail thanks yahoo com Terms 2 Met Days 8 Days 30 Disc 5 000 Always Take Discount Yes Purchase History Period Invoices 01 2006 02 2006 03 2006 04 2006 05 2006 06 2006 Chapter 4 ot Infinity POWER Sample Company Inc Detailed Supplier Listing Vend Type Sub Contractors Print 1099 Yes TaxID 598 986 1568 GL 8 11450 Liability Insurance Carrier Cypress Mutual Casualty Po
136. 2263 09 07 2005 zl Tuneaiace 0 000 Lease Payment Job Info Jesaoo Repairs to Building 4500 00 3 Insurance Company of FL 552263 07 2005 w Days 30 0 000 Monthly Insurance Job Info e3000 Insurance 2600 00 Save Cancel The following is an explanation of each of these data items Vendor Invoice field immediately to the right of the vendor account This is the Vendor s account number that this transaction will be posted to You may enter the vendor number of your choice or lt click gt the Down Arrow 2 by default to Pop Up a window from which you may scroll through the vendor account file to choose the account needed Once the vendor account number is chosen the Vendor s name will automatically be displayed in the Vendor This is a ten 10 character alpha numeric transaction number This Invoice Number is usually the vendor s invoice number or statement number Date system date if integrated with GL This 1s the date of the vendor s transaction You may press TAB to default to the current system date or you may click the Down Arrow F2 by default to access a calendar to choose a different date This date will be used as the transaction origination date of the open item and is used for calculating the due date for calculating the aging reports The transaction record as well as the posting date in th
137. 3 NET EOM 4 ADJUSTMENT 5 SUSPENSE Import Tips 1 Map file descriptions that contain assume a 2 decimal place 2 Map file descriptions that contain A adds value to an existing value instead of replacing it 3 Map file position 1 forces value to be fixed as specified in the map file description Example If you were going to be forcing a General Ledger number the line would look as follows 10100 Default GL Account 62 20 STRING 1 5 5 being the length of the account number NOTE The DP OS DP LEN and are unique to the Data Pro version and platform These must not be changed or adjusted If you are importing from Excel using a space delimited file Make sure to delete all headers in the Excel file Last column of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as a
138. 50 Print Reports Chapter 4 Accounts Payable User Manual CHAPTER 5 PERFORM ANALYTICAL GRAPHS This section discusses the two types of Analytical Graphs utilized by the Accounts Payable module These graphs are designed to give you an instant visualization of your vendor information No other programs are required to execute this option The system performs all graphics functions from within its own programs Check the hardware requirements section in your System Administrator manual to verify that you have all of the necessary equipment to perform this function The ability to perform Analytical Graphs is currently not available with the Linux versions After the graph has been displayed to your screen printing is one simple step For Windows Compatibles 1 Press ALT Print Screen and paste into WORD document NOTE You may also paste this image into a document or an Excel spreadsheet for presentation purposes PURCHASE TREND BY VENDOR This option provides a line graph comparing the YTD purchases for up to four specified vendors This option 1s designed to chart the historical purchases for a vendor account for every month the current fiscal year This will let you see very quickly the upward and downward trends of vendor purchases When you select this option you must specify which vendors you want to graph YTD Vendor Purchases 80000 00 60000 00 40000 00 20000 00 Chapter 5 Perform Analytical Graphs Page 5 1
139. Accounts Payable Master Configuration screen Make sure the Tax Identification number for the transmitter company and for each of the vendors is nine 9 digits without blanks hyphens or alpha characters Also do not just enter all zeros The system will use only the first address line for the transmitter company and each vendor included in the file Keep in mind the system will ignore all vendors in the file except for those whom you have set the flag Print 1099 to Y es Chapter 4 Print Reports Page 4 49 Accounts Payable User Manual You will be returned to this previous screen from where you may enter the next company that is to be reported Make sure that once you specify a range of vendors to print that you do not use this same range again because it will be sent to the file once more If you have made any errors in this process keep in mind that you may perform this option as many times as is necessary until you get it right Only after you have run the option Clear Vendors 1099 Accumulators will the vendor s YTD information be cleared Repeat this process until all companies and form types have been processed Then copy this file to a floppy diskette if you have been sending the file to the hard disk Make sure to label the diskette according to the IRS guidelines set forth on IRS Form 5064 This must be sent along with IRS Form 4804 Follow the IRS s mailing procedures from there Page 4
140. BY VENDOR AP0204 This report provides a detailed listing of all vouchered transactions for a specified checking account and date range by vendor This report may be used for auditing and historical purposes to view all transactions vouchered into the Accounts Payable system by vendor This report can be printed by vendor range and for a specified checking account or for all accounts You must also select a date range that could include all transactions for the current accounting year Voucher Register By Vendor Report Tools Launch Vendor Range Beginning Vendor BOWL Bower s Roofing Supplies Using Vendor key Ending Vendor Bowl Bower s Roofing Supplies Date Range Bank Account Project Mask Beginning Date 92 01 2004 Position 1234567890 Ending Date 04 30 2004 Mask 1 Account Summary Only If you are interactive with the Job Cost Main Module once you have passed the beginning ending date range and the checking account to include on the report you may enter the Project Number mask for this report This allows you to only include those vouchers by this vendor on this report that have been vouchered for a specific project or job By leaving it blank the system will include all vouchers for all projects or jobs on the report Otherwise enter the project number and all other projects will be ignored After printing the Voucher Register the system will then print an account summary showing
141. CHER AND CHECK REGISTBRS eve he geredet Got 1 3 VOUCHER JOB COSTINVOICES arses Tr S 3 9 tuU 4 16 VOUCHER PM rum ES 4 15 Voucher Dy Vendo eae doc Deed eds 4 20 VOUCHER REGISTER BY VENDOR b oi cas ie Ie er Mus 4 19 Voucher Vendor Invoices decere fetta tat istud os 1 8 Voucher Vendor Job x poterit lv cine bre eiat Rud 1 9 VOUCHER VENDOR S INVOICES 3 2 W SINGLE CHE CK eMe eni iH iE D ME I MIT 3 55 MWRERIDEX SINGLE JOB COST CHEC R tte idet valet assueta said esee asses 3 58 Page I 4 Index
142. COST TRANSACTION FILE AG Transfer Gost JC Billing AG Cost of Bales Ce pons FR Expense AR Billing JG Overhead 1 AR Cost of Bales 1 2 3 4 5 T 3 EAXCRZ DBF CHECK REC ACCOUHT DETAIL FILE Chapter 1 Chapter 1 Accounts Payable User Manual A P Manual Pay Previously Vouchers Flowchart Manually Pay Previous Vouchers option updates the Accounts Payable Vendor File the Open File the Transaction File and the General Ledger Integration File if integrated with General Ledger It makes an entry that debits Accounts Payable and credits Cash in Bank and flags the open item as paid It also updates the Check Reconciliation Account Detail File VEHDOR MASTER PAYMENTS oms Typs 1 mane cric 2 Ha Days 3 Het DOM 4 Batch 5 AP2GL XxX ACCOUNTS PAYABLE INTEGRATION FILE MANUALLY PAY PREVIOUS VOUCHERS ACCOUHTS PAYABLE ITEM FILE FLAGS ITEM 45 PAID Finance Charge 7 3 d Payment iC hock ACCOUNTS PATABLE TRANSACTION FILE oms Typs 1 2 4 Het DOM 4 Batch 5 Suspense Finance Charge 7 Retainagc 3 Adan Q Payment C hock AAC R2 0BF CHECK REC ACCOUNT DETAIL FILE Introduction Page 1 21 Accounts Payable User Manual
143. COUN isses 4 3 Dia eee Prio Al e n 4 3 Reporte Sor ino Cat ese e cine cu Sale a dE adicto 4 3 Kin Wildcards 4 4 Pertod TORE 4 4 Cancel the Prt aa 4 4 VENDOR AGING REPORT APO201 2 eer EE Eee eaae lx Gera eo Aa pene 4 4 CASH FLOW REQUIREMENTS ANALYSIS AP0202 eee e e eee eene eee o eon ooo 4 12 VOUCHER REGISTER 203 4 15 VOUCHER REGISTER BY VENDOR 0204 eaaet 4 19 CHECK REGISTER APUZUS 4 22 CHECK REGISTER BY VENDOR 0206 6 4 25 02 5 55 4 28 VENDOR S INVENTORY DETAIL 0208 6 4 31 VENDOR LES TING A P0209 5022
144. Cost Cancel This is a scrolling detail screen of all of the billing and cost items on this Job Project Depending on what kind of Cost Code Cost Only Billing Only or Cost and Billing Code you may lt click gt the button that is active and view the summary of the line item The following screen will appear Review Project Detail Cost Information 96 0153 Tools Launch Cost Code Description Desc Emp Cost Current Month To Date Y ear Tao Date Froject To Date Budget L ik Concrete Labor Conners Charles 5 813 75 Guantity 0 00 20 00 20 00 80 00 O 00 lt Click gt on Close to exit this screen to return to the previous screen where you may select another Cost or Billing Code to view the Details Chapter 2 Set Up and Maintenance Page 2 87 Accounts Payable User Manual User Fields By lt clicking gt on the User Fields button at this point would allow you to view any information you may already have stored in any user defined fields you may have added to the Job Project file On this screen you will be able to add information to these fields as well Maintain User Fields Project Tools Launch Edit Navigation Haavi dbl A gg Detail Item Field Name Description Type Length Data Value 1 UMGRCELL Project Manager Cell Phone 513 642 9434 Save Cancel If you have added any information to the User Fields in the Job Project
145. Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Worker s Comp Insurance Carrier s Name Policy Number and Expiration Date for your review To continue click on OK and a screen will be displayed showing the vendor number name and the data items necessary to record this transaction Voucher Vendor s Invoices Tools Launch Vendor Vendor BOWL gt Bower s Roofing Supplies Comments Transaction Details TIENSAPUDAR Invoice vj x Vendor Terms Override G L Distribution nes Type Days T G L Account 11400 Date 04 13 2004 Inventory Tampa Main Office 30 Number of Days IL Transaction Number 85791681 Transaction Desc Product Inventory Discount Percent 3 000 Sale Amount 7 984 56 Bank Account Due Date 05 13 2004 Total Amount 7 984 56 Job Number m Inventory Save Reset The following describes each of these data items Transaction This is the type of transaction you are vouchering lt Click gt on the pull down menu to display a list of transaction types to choose from The types are listed below Invoice Credit Memo Debit Memo Adjustment Statement Finance Charge Retainage Deposit Advance Date This is the date of the vendor s transaction You may press TAB to default to the current system date or you may lt click gt the Down Arrow F2 by defau
146. OWER Sample Company Inc fins Systems Transactions Reports Graphs Set Up and Maintenance Help Set Up vendors Import vendors Rename AP vendor Number Dain Set open Items Set Up Recurring Expenses Pri n rfe P Set Up Bank Accounts Remove Paid Open Items Clear 1099 Accumulators Accounts Payable Configuration Maintain Data Files Set Up Accounts Set Up Inventory Items Ctrl F3 Set Up Projects Ctrl F4 GENERAL OVERVIEW Once you have installed your module s and reviewed the System Overview Chapter 1 you are ready to set up your master Accounts Payable files from scratch Select the Systems option from the Menu Bar Then select the System Administrator option Then select the Start up from Scratch menu option as shown on the following screen Start Up From Scratch is utilized to set up your initial Accounts Payable and any other integrated accounting module data files for a particular company This procedure is performed only once Thereafter your data files may be packed or re indexed through the Accounts Payable option Maintain Data Files Chapter 2 Set Up and Maintenance Page 2 1 Accounts Payable User Manual Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions General Ledger Accounts Payable Purchase Order Entry Accounts Receivable Reports Set Up and Maintenance Help
147. Once this file 15 started only outstanding orders will be transferred to the new fiscal year General Ledger however is one module whereby users may create new data files for the new fiscal year and continue to process in both the prior and new fiscal years and the same time Once postings are made to the prior fiscal year the option to Bring Balances Forward into the new year is run to bring all adjusted balances current Select the module s to Start New Year s Files for and click on the Start button The program will create the new year s data files The system will show a message next to each module stating System already started The bottom of the screen will show Processing Completed Click on the button to return to the Menu Bar Results Files copied to or created for the New Year Vendor File coAP1dy dbf Transaction File coAP3dy dbf Page 2 38 Up and Maintenance Chapter 2 Accounts Payable User Manual CLEAR VENDORS 1099 ACCUMULATORS AP0417 This option clears all vendor s 1099 accumulators for the end of the calendar year You must print the vendors 1099s before executing this option The government requires that the printing of 1099s be performed at calendar year end regardless of your fiscal accounting year end If your month of year end is December the 1099 accumulators will automatically be cleared by the Start New Fiscal Year option and you do not need to execute thi
148. POWER option within the program e g AP0603 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows or vi under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 15 not specified in an import file that field may be deleted from the record layout file You may also have customized MAP files created for you by calling the Data Pro Support Services group at 727 803 1550 Page 3 40 Enter Transactions Chapter 3 Accounts Payable User Manual Sample Import Transactions File Data Pro Support Document DATA PRO ACCOUNTING SOFTWARE INC Advanced Accounting Software Qe Secure Internet Solutions IMPORT AP TRANSACTIONS 0602 A Map file designates what fields and what the length of those fields that will be imported The file y ou import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank map file exists then go to Transactions import transactions and create the default map file that you can edit You can change the default map file import file by bringin
149. Preliminary Checks RUNA POTO scontannausdeausseakegannventaes EEA 3 47 Prnt CISC KA T Tm 3 51 0102 5 55 5 3 55 WRITE SINGLE JOB COST CHECK 0112 2 2 3 58 RECORD MANUALLY WRITTEN CHECKS 0107 1 3 64 RECORD MANUAL JOB COST CHECKS AP0113 3 66 MANUALLY PAY PREVIOUS VOUCHERS AP01068 e cec eee eee eee e eere eere eau 3 67 VOID A PREVIOUS CHECK APOTIUS ot rre e t this nb peres etes 3 69 CHAPTER 4 PRINT REPORTS dog sdb td eni 4 1 STANDARD FEATURES FOR REPOR Vis iisciiescvsectecdsseesasssenedsvesnetsauscweedausdescsiovcsenessussseetessoneuseseeves 4 1 CT REO E 4 1 futu ee disc SU e 4 2 FRG POPE OPON qu dea aeuo dieto Copa de 4 2 Displased 1 4 3 Ranse ol AC
150. RD FEATURES FOR REPORTS Here is a listing of some standard features which can be utilized with all reports CTRL O Output Options Destination Printer Choice E Mail or Display Report Titles E mail Settings Recipient and Subject Font Attributes Report Print Options Displayed Report Options Range of Accounts Data Record Retrieval Report Sorting Preference Masking Wildcards Period to Report On Cancel the Print Job CTRL O Output Options You are able to change your Output Options printing preference at any time when you are within the Infinity POWER programs By Pressing CTRL O an overlay screen will appear with your available output options You may choose to print to a Printer send the report as an e mail or display the report on the screen If you select Printer this will cause the output to be generated to whichever printer device you currently have as active in the Windows operating system You may choose to change printers by clicking on the Print Options button and select another printer that you have set up in your Windows program Also by choosing Printer you have the capability of changing the title of the report you will be printing The standard report name will be shown however if you wish to overwrite it with another title you may do so If you select E Mail this will cause the output to generate an email to a specific recipient On the Output Options screen you will need to de
151. REPORT APUT23 eee e eee tee aea eae eo ee cope eaae 3 31 25 5 E RII UE 3 34 REMOVE COMPLETED BATCHES APO0126 ccccccsssssssssccccccssssssssscccscccsssssssscccsscsesssceess 3 35 POST RECURRING EXPENSES 0106 ssccssscosssssssscssscccccccssscsssscccsccssssccsssccssccsssccsssones 3 36 IMPORT TRANSACTIONS 2 eese eee Pape Sa See eR coo e ep e EE e Rau ne e gea pae Eee raro ees areae veces 3 37 Fixed Teme tha e PNIS 3 38 enc th As Tiles dented deos oe ey 3 38 Comma Delimited PRN sc 3 38 Page iv TABLE CONTENTS continued Description Page Pile Impott Modules Oy Cry 1 Was ee to uaa 3 39 Sample Trans E Menni 3 4 n UIDI D EDI D iO i 3 43 CHECK RUN EE ONIS 3 43 Chance Open 09 3 44 Print
152. Results coIM1dy dbf Inventory Item File Item Information is set up Cost Information 15 updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up Change Mode 1M0402 This option allows you to change all information for any inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trail If you have made any mistakes during this set up process you may return to the Change Inventory Items option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on the button to save your changes or click on the button to cancel the changes made Keep in mind that changes made through this option to any of the cost layers in terms of quantities or dollar amounts do not print an audit trail or update any transaction registers This is not how you would enter new quantities into the system A password is highly recommended for this option Results coIM1dy dbf In
153. a item is used to enter your starting balance for this bank account It will be used to determine a calculated balance based on checks written and deposits posted to the system Last Statement Date This is the date of your last statement you received from your bank for this account This is a reference field only The system automatically updates this field using the current system date when the reconciliation process is completed The system will use the system date in which you are set at to update this field Last Statement Balance This is the balance of this account at the time of your last bank statement This balance will be used as the beginning balance to calculate the current balance of the account Minimum Check Amount This is the minimum dollar amount that checks will be printed for when making a check run If the total of the invoices to be paid on a check less all discounts and credits is less than this amount the check will not be printed Click on the Save button to validate the information Results coCR1 dbf Bank Account Master File All Bank Account Information is set up Change Mode AP0419 This mode allows you to change information on an existing bank account If you have made any mistakes during this set up process you may return to the Set Up Bank Accounts option to change any information you have already entered Page 2 34 Set Up and Maintenance Chapter 2 Accounts Payab
154. a single check option updates the Accounts Payable Vendor File the Open Item File the Transaction File and the AP General Ledger Integration File if integrated with General Ledger If integrated with Inventory and receiving through voucher vendor s invoices it also updates the Inventory Master File the Cost Layer File and the Transaction File It makes an entry that credits Accounts Payable debits the expense credits Cash in Bank and debits Accounts Payable VEHDOR MASTER FILE UPDATES YTD PAYMEHTS AP2GL XXX ACCOUNTS PATABLE INTEGRATION FILE INVENTORY FILE PURCHASES BUCKET WRITE SINGLE CHECK ACCOUNTS PATABLE ITEM FILE FLAGS ITEMS AS PAID 1 2C red it Momo 3 Debit M oma Adjustment 5 Finance Charge 7 Payment C heck EXXIMb DBF IHVEHTORY COST LAYER FILE AAACR2 DBF CHECK REC ACCOUNT DETAIL FILE ACCOUNTS PATABLE TRANSACTION FILE Transscliken 1 2 redit Moma 3 Debi Moma 4 Adjustment 5 Finanac Charge 7 Retasinagc SUS pons Payment C hock ExzIM2YY DBF IHVEHTORY TRANSACTION FILE Introduction Page 1 17 Accounts Payable User Manual A P Single Job Cost Check Flowchar
155. account listing to choose your ending number Data Record Retrieval This function can be done any indexed field in the currently active system or a field the current system 15 integrated with When the right mouse button is click ed in the field the system will display the choices of data record retrieval This feature is available in most options throughout the Infinity POWER system It will simplify your retrieval of records when printing reports The data record retrieval choices are listed below First Record This option will allow you to select the first record in the requested file Next Record This option will allow you to retrieve the next sequential record in the file assuming you have already selected a record Current Record This option will allow you to select the last record that was accessed Scroll View This option will display a scrolling screen with all records in the accessed file You may scroll through the records and select the one of your choice You may also change the sorting preference and search for the record in a variety of ways Previous Record This option will allow you to retrieve the previous sequential record in the file assuming you have already selected a record Last Record This option will allow you to select the last record in the requested file Report Sorting Preference This is the order in which items will print on reports This is handled through the method in whic
156. ach data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example an Inventory Physical Count import could look like this 100 B 1122 A2 250 00 CR LF 100 C 2211 A3 75 00 CR LF Comma Delimited PRN Files Comma Delimited PRN Files are those files in which text type data fields are enclosed in double quotes and all data fields are separated by commas The text files must contain the information for one record on a single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF Page 3 38 Enter Transactions Chapter 3 Accounts Payable User Manual For example an Inventory Physical Count import should look like this 100A 1111 A1 100 00 CR LF 100 1122 A2 250 00 CR LF 100C 2211 A3 75 00 CR LF lt Click gt on one of the three choices to define the type of file you will be using and you will then be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached
157. address to the most current year or to both years This overhead restriction is only applicable on the files listed above Before selecting this option you should make several backups of the old year for archival purposes before starting the new year Make sure that the current system date is set to the last day of the old year Page 2 36 Set Up and Maintenance Chapter 2 Accounts Payable User Manual To select this option you will go to Systems from the Menu Bar and select System Administrator following screen illustrates where to locate this option Infinity POWER for Windows Dynamic Metal Corporation dmc Datu Pre Dah Stark Mew Year s Files Before selecting this option you should make several backups of the old year for archival purposes before starting the new year You must also be in the last fiscal period month of the year before you can execute this option Chapter 2 Set Up and Maintenance Page 2 37 Accounts Payable User Manual Start New Year s Files m x Tools This option creates new year s data files for each registered system in the company Infinity POWER 5 ample Company Inc ins Be sure you have backups of your current year s data files before you begin Registered Systems Accounts Payable System not started Accounts Receivable System not started Customer Support Management System not started General Ledger System not started lnventory
158. al Lines 40 Cancel The maximum label size is 66 lines the minimum is 6 If you are printing the rotary file cards you may include the phone number if desired The fields included in this report are Field Names Vendor Name Vendor Address Contact Phone Number Page 4 44 Print Reports Chapter 4 Accounts Payable User Manual Vendor Mailing Labels Bower s Roofing Supplies ATTN Tom Hill 1673 N Nebraska Avenue Tampa FL 33613 Clark Financial Services LLC ATTN Bob Clark 9264 Hillsbough Ave Tampa FL 33636 Federal Unemployment Office 1000 Main Street Washinton DC 87512 Fla Nat l Bk Fed Depository ATTN Lori Mets P O Box 7500 Tampa Fl 33651 Florida Lumber Inc ATTN Jim Sampson 6128 N Florida Avenue Suite 610 Tampa FL 33612 General Telphone Company 100 N Madison Street P O Box GTE Tampa FL 33601 NCNB National Bank ATTN Dan Thomas P O Box 201 Tampa Fl 33701 S 6 5 Sub Contractors ATTN Tom Hanks P O 700 Clearwater FL 32455 Scotty s Building Supplies ATTN Don 8765 W Hillsborough Ave Tampa FL 33635 Shell Service Station P O Box 101 Houston TX 45772 OOOO OC CO UO VO OOO OO OCU ODD S OS IDEO OS 9D OOD OCC e DD OOO OOO QD OOOO OS SOOO OC OOOO Ce OX DC Dio OC mo Chapter 4 Print Reports Page 4 45 Accounts Payable User Manual
159. al Method This method records the actual expense or the purchase of assets at the original time of vouchering In addition the accounts payable account balance would be increased to reflect the liability of the open item Then when the open item 15 paid during the check run the previous liability is removed at the same time cash 15 reduced SYSTEM INTEGRATION This section includes a brief overview of how the Accounts Payable module integrates with various other accounting modules These modules include General Ledger Job Cost Main Module Manufacturing Inventory Management and Purchase Order Entry If your Accounts Payable module is interactive with the General Ledger module the following General Ledger transactions will be posted every time you execute these Accounts Payable transactions Cash Basis Only A P Transaction Debit Credit WRITING A CHECK RUN Expense Asset Account Work in Process Payment Discount Taken Chapter 1 Introduction Page 1 3 Accounts Payable User Manual Accrual Basis Only A P Transaction Debit Credit WRITING SINGLE CHECK Expense Asset Account Work in Process Payment Discount Taken If your Accounts Payable system is interactive with the General Ledger system the following General Ledger transactions will be posted every time you execute a transaction that includes retainage A P Transaction Debit Credit VOUCHER AN OPEN ITEM Expense Asset Account Wo
160. arked for Deletion Copy Mode IM0404 This option allows you to set up new inventory items by copying existing ones This option 15 very helpful in setting up multiple locations or in renumbering your inventory items Using this option the system provides a quick method of setting up items that are very similar Many items may only vary by color size or any other variable The rest of the information relevant to these items may be exactly the same You are able to quickly create and enter new items into the file This option will also save a considerable amount of re keying of the same information when setting up the same items for multiple locations or when assigning new numbers to old inventory items First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information except for item number will be copied to a new record Enter the new item number for this record At this point you may choose to edit any of the information or click on the button to validate which will then add it to the file Results coIMIdy dbf Inventory Item File Item Information is set up Cost Informatio
161. as two components 1 Checking Account Number This instructs the system to pay the open item from a particular checking account 2 Payment Terms This instructs the system when to pay the open item The payment terms are used to determine when an open item will be paid The following term types are available Immediate This specifies that the open item will be paid on the next check run Net Days This determines that the due date for the open item will be a specified number of days from the invoice date 0 to 999 days Batch This allows you to group certain open items together for payment based on a user definable batch number from 1 to 999 Suspense Any open items classified as suspense will never be paid until you change the terms to some other type unless you use the Now feature to pay an invoice regardless of its terms This is the normal classification for disputed invoices and voided checks When you make a check run you must specify which checking account and payment terms to include in the run You must either specify a pay through due date a specific batch number immediate payment only use the Now feature for items to be included on the check run Payment discounts will be automatically calculated for each open item if the check date is on or before the due date For open items with batch or immediate payment status the due date for payment discount purposes will b
162. atch number from 1 to 999 Suspense Any open items classified as suspense will never be paid until you change the terms to some other type This is the normal classification for disputed invoices Voiding a previously written check will reinstate the open item and classify it as a suspense terms type unless voided on the same date as written Page 2 10 Set Up and Maintenance Chapter 2 Accounts Payable User Manual of Days This is the number of days used in the calculation of the due date for terms types Net Days and Net End Of Month Days Batch If the terms type is set to Batch this is the batch number EOM Cut Off The EOM Cutoff Day enhances the payment term by specifying a specific day of the month to be considered the end of the month If set at zero 0 the actual month end day would be used If a cutoff day is specified and the invoice date specified is after the EOM Cutoff the EOM calculation is performed on the following month Discount This is the default payment discount that will be taken on invoices for this vendor when paid within the specified terms Discount Days This is the number of days used in the calculation of the discounts This is a number 0 through 99 Always Take Discount This checkbox indicates whether or not you should always take the payment discount for this vendor If left blank the system will only take the discount on invoice
163. ate the need to receive and sell this inventory item at different units of measure You must have a unit of measure defined in the field on the primary screen Unit of Measure before the system will allow access to this option The stocking unit of measure will be the smallest level of stocking usually each This should be the unit of measure that was defined in the U M field Chapter 2 Set Up and Maintenance Page 2 69 Accounts Payable User Manual Unit of Measure Conversion 10 601 78511 Tools Launch Edit Navigation a Detail UM Mult Factor Price Level Price Plan Flat 12 0000 7 Level 7 DISTRIB Skid 45 0000 8 Level You can define up to ten 10 different unit of measure conversions in this option for this inventory item The four areas of data input are U M Each of the unit of measure conversions will define a four 4 character alpha numeric unit of measure identifier e g ea lb doz gal etc These units of measure will pop up on data entry screens when the system recognizes that the inventory item selected has a unit of measure conversion table defined Mult Factor The multiplying factor is the number used to calculate the quantities being received or sold when a unit of measure conversion table is defined For example you may stock your inventory at the lowest level each but by defining a unit of measure conver
164. ation Date 12 30 2004 To continue click button and a screen will be displayed showing the vendor number name and the data items necessary to record this transaction If the vendor you have chosen has the Liability Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Liability Insurance Carrier s Name Policy Number and Expiration Date for your review Likewise If the vendor you have chosen has the Worker s Comp Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Worker s Comp Insurance Carrier s Name Policy Number and Expiration Date for your review The following describes each of these data items Transaction Type This is the type of transaction you are paying Click on the pull down menu to display the available choices The types are listed below Invoice Credit Memo Debit Memo Adjustment Statement Finance Charge Retainage Deposit Advance Date This is the date of the vendor s transaction You may enter the date desired or click the Down Arrow to display a window featuring a calendar to choose a different date This date will be used as the transaction origination date of the open item and transaction record The system date will be used as the posting date in General Ledger if integrated with GL Transaction Number Th
165. ation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required e They allow the batch entry of transactions processed in other specialized or custom software programs This may even include updates from Infinity modules running at different locations or on different network or UNIX fileservers e They allow the update of the accounting system files from remote transaction processing sites Please note that the Infinity POWER programs do allow for the exportation of all accounting reports to text files The formats of these standard Infinity POWER reports however are not compatible with the use of any of the Infinity POWER File Import options The order in which information is sent to text files and their format do not correspond to the formats that the File Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the variou
166. ayable User Manual If the inventory item selected has a Unit of Measure Conversion defined in the set up of the Inventory Item a window will appear with the available units of measure to choose from The system will record the receipt of inventory in the selected unit of measure format The unit of measure format selected will appear on the Voucher Audit Trail Report However the inventory cost layers in the Inventory module will be updated with the stocking unit of measure lowest common denominator of unit of measure available usually each by using the factor set up on the unit of measure conversion definition For more information on the Unit of Measure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual Once the item has been selected the description and unit of measure for this item will be displayed in the next two columns If you receive stock for a new inventory item which has not yet been set up you may lt right click gt your mouse and choose Set Up Inventory Items from the menu to perform a quick add of inventory items Quantity Received This is the quantity of the item that you are receiving This quantity will be added to the Quantity on Hand field in Manufacturing Inventory Management and recorded as a receipt NOTE If the current transaction is a Credit Memo the system assumes a negative quantity If interactive with inventory the system will subtract th
167. ayed which indicates that the code entered is not a valid cost code assigned to this particular project If the Job Cost Main Module has been configured not to require Cost Budgets the system will display scrolling search screen from which you may either select an existing detail line or add the new detail Once the project and project detail has been selected you will be returned to the GL Distribution screen and the GL Account specified for the cost code will be displayed You may then enter the quantity and amount to distribute to the project If the Job Cost Main Module has been configured to Require Cost Budgets and you enter a quantity or amount that 15 in excess of the budget allocated for this particular cost code a window will Pop Up displaying a message stating that the Cost Code has exceeded budgeted amount The screen will list the cost code in question and display the remaining budget that is still available for this cost code Keep in mind that you may still have outstanding Purchase Orders for these items Page 3 22 Enter Transactions Chapter 3 Accounts Payable User Manual The budget verification feature used here can only track the total amounts on a cost code by cost code basis that have been vouchered or allocated to the project Vouchering is done through the Accounts Payable module and direct costing is done through the Job Cost Main Module as direct costs At this point the system will prompt you as to
168. ber of records printed 1 Page 4 8 Print Reports Chapter 4 Accounts Payable User Manual Vendor Aging Report Non Detailed Infinity POWER Sample Company Inc Page 1 Future Due Accounts Payable Aginq 4 04 28 2006 Mon detailed Supplier Phone Number Contact Other Currant Due 114 7 Days amp to 14 Days Over 14 Days BOW Bower s Roofing Supplies 813 247 8841 Tam Hill Batch 0 00 Totals 5213 50 50 00 5213 50 50 00 50 00 5000 Susp 0 00 Connor Phil Connor 727 803 1654 Phil Connor Batch 0 00 Totals 265 11 0 00 0 00 265 11 0 00 0 00 Susp 0 00 FLOW Flonda Lumber Inc 813 657 8893 Jim Sampson Batch 2 396 00 Totals 2 911 00 2 396 00 250 00 265 00 0 00 0 00 Susp 0 00 GEN1 General Telphone Company 813 223 5461 Randy Gash Batch 333 85 2 633 85 333 85 2 300 00 50 00 50 00 5000 susp 0 00 Matianal Bank 813 224 1202 Dan Thomas Batch 1 575 00 Totals 24 125 16 1 575 00 22 550 16 0 00 0 00 50 00 Susp 0 00 PICF Power Insurance Company of FL 213 529 8657 Kirby Hayden Batch 259 00 Totals 22 232 98 259 00 15 186 52 7 387 36 0 00 50 00 Susp 0 00 PITSAC Pitts Repair 813 254 8957 Jimmy Pitts Batch 2 035 96 Totals 3 006 41 2 155 96 0 00 850 45 0 00 0 00 Susp 120 00 Postmaster U S Postmaster 813 247 8547 Tom Hill Batch 0 00 Totals 1 140 00 0 00 540 00 5600 00 50 00 5000 Susp 0 00 Totals far all Accounts Batch 6 599 81 57 121 91
169. cash 15 credited Accrual Method This method records the actual expense or the purchase of assets at the original time of vouchering In addition the Accounts Payable account balance would be increased to reflect the liability of the open item When the open item is paid during the check run the previous liability is removed at the same time cash is reduced Please see your accountant if you have any questions about which method to use Invoices on Check Register Default Turned On This checkbox defines how much information you would like to save Page 2 42 Set Up and Maintenance Chapter 2 Accounts Payable User Manual in the transaction file for your check register The default value of is exercised by lt clicking gt on the check box the system will retain the detail of every invoice paid by each check written This will give you more detail on the check register but will also use more disk space If you turn this option tells the system to save only one entry per check written This will considerably reduce the disk space required for your transaction file NOTE The option Void a Check will only be available if you have turned this option The system will not be able to recreate the open items unless the invoice detail for each check is saved Include Paid Items on Inq Default Turned Off This checkbox tells the system whether or not to include paid open items on t
170. cate Check Number 10709 AN Do you wish to continue Continue based on your knowledge of your situation however you have been advised by the system that a check number that matches already exists A voided check error could have created this situation and it may be fine to proceed However this also may alert you to investigate at this point instead because you have a real issue to deal with Chapter 3 Enter Transactions Page 3 63 Accounts Payable User Manual If you have configured the system to Allow Check Re Printing the system will pause between each check and ask if you wish to re print this check The check will be re printed until you enter N o to continue If you are integrated with the Check Reconciliation module each time a check is printed it is also updated as an uncleared check in the Check Reconciliation module The system will immediately begin printing the check then update the vendor s account history update inventory update the project detail for any costs allocated to projects and record the entry to the General Ledger integration file The Project Master File will also be updated for current vendor retainage If you are integrated with the Check Reconciliation module each time a check is printed it is also updated as an uncleared check in the Check Reconciliation module Results AP2GL co General Ledger Integration File coAP1dy dbf Vendor File General Ledger Account Distribution recorded Vend
171. ccounting Software Inc s products Page 1 This page intentionally left blank Page ii TABLE CONTENTS Description Page 1 1 JOBCOST OVERVIEW diei etin alin a ee Eee e IRE 1 1 MULTIPLE CHECKING ACCOUNTS 5 1 1 1 2 PAYMENT TERMS AND PAY STATUS i inieitcses uteexbe entia eot 1 2 BACCH PROCESSING e ra E 1 2 VOUCHER AND CHECK 5220550 1 3 VS ACCRUAL METHOD 55 1 3 SYSTEM INTEGRATION 1 3 Intesrationwith Job C ost Main Moderens grandon elt tod 1 4 Integration with Manufacturing Inventory 4 2 22025040 2 1006000000000000005015 8 00000 004 1 4 Integration with Purchase Order ENUY co Erbe Feo aU cos 1 5 DATA FILE DESCRIPTIONS 1 5 PREPRINTED FORMIS oet 1 6 VENDOR MAILING
172. ccounts Payable User Manual By clicking on Start button the system will include all vendors and all projects or jobs on the report The system will then print a report which will let you know which invoices and vendors will be paid what discounts will be taken and the total cash requirement An Account Summary will then print at the end of the report displaying all of the accounts that would be affected if this pay cycle were to be run All debits and credits will be shown with the appropriate totals at the bottom of the report This way you may verify the impact this check run would have on your General Ledger before you make the actual run Field Names Vendor Type Transaction Number Description Job Factor Name Date Due Bank Account Number Total Discount Net Amount Amount of Check Page 3 48 Enter Transactions Chapter 3 Accounts Payable User Manual Preliminary Check Run Report Infinity POWER Sample Company Inc Preliminary Check Run Inveices Due Through 05 26 2006 Page 1 4 04 28 2006 Supplier Factor Name Type Trans Description Job Date Due Bank Total Discount Met Amount BOW Bower s Roofing Supplies First Union National Bank Open Items to be paid by check 1 584 03 31 2005 04 30 2005 1 213 50 0 00 213 50 2 5412 Temporary Labor 96 0112 01 26 2006 02 25 2006 1 0 00 0 00 50 00 Amount of Check 5213 50 CFS Clark Financial Services LLC None
173. ce Carrier Policy Number and expiration date Vendor Bank Account and routing number terms and discount information Print 1099 This checkbox indicates whether or not you would like a 1099 form to be printed for this vendor When clicked a 1099 will print for this vendor Tax ID Number This is the vendor s tax identification number that will be printed on the 1099 form G L Account This is the General Ledger expense or asset account number that would normally be used to classify purchases from this vendor The system will use this account unless changed at the time of vouchering invoices This is the General Ledger account that is debited increased to reflect the activity when vouchering a vendor s invoice Bank Account This is the default checking account number that will be used when writing checks for this vendor When adding a new vendor and nothing is entered in this field the default bank account set up in the Master Configuration will be used Chapter 2 Set Up and Maintenance Page 2 9 Accounts Payable User Manual Pay by EFT If the Integration to Check Reconciliation is turned on this determines if this vendor will utilize EFT Electronic Funds Transfer for payments instead of printing a check If you lt click gt on this box the system will update the Check Reconciliation with an EFT Batch Entry instead of printing a check This is only utilized with the optio
174. centage that you specify for the project This would be typical if you are handling a project on a Cost plus 10 basis Regardless of what the costs are you will be paid for the costs of the project plus 10 for your efforts The system will print the detail for you to submit with the percentages calculated for you automatically Percent Complete This project type tracks the percentage a project is complete so that you may receive payment on that project s completion schedule These amounts will automatically be calculated for you and figured into your suggested billing amounts based on budgets you have setup for each code You also have the flexibility to manually override the percent complete on a project to reflect its actual state even though all costs currently posted to the project may reflect a different percentage of completion This type of project requires budgets in order to Calculate Suggested Billing Completed Contract This project type works in the exact same manner as the Percent Complete project type except that all revenues and cost of goods sold are capitalized until the completion of the contract Upon the final billing all capitalized costs and progress billings will be recognized as revenue and cost of sales for financial reporting other Job Cost reports print the same as if you were using the Percent Complete project type The only difference is in the way the General Ledger update is handled Bank Draw Thi
175. ch methods as well You will only be allowed to select a cost code that is defined as being either a Cost Only or a Cost and Billing Code Detail Description This is a twenty 20 character alpha numeric description field which allows you to categorize your costs on a more detailed level Normally by vendor or material If you have turned the Track Vendor Activity by Project feature in the Master Configuration the system will default this field to Vendor followed by the vendor number You may edit the default description or press TAB The system will then search for the cost code and description set up for this project If the project detail was not found one of two things will happen depending on the configuration of your Job Cost Main Module If the Job Cost Main Module has been configured to Require Cost Budgets a message will be displayed which indicates that the code entered is not a valid cost code assigned to this particular project If the Job Cost Main Module has been configured not to require Cost Budgets the system will display a scrolling search screen from which you may either select an existing detail line or press the F5 key to add the new detail Once the project and project detail has been selected you will be returned to the GL Distribution screen and the GL Account specified for the cost code will be displayed You may then enter the quantity and amount to distribute to the project I
176. check run importing transactions from other accounting systems and entering manually written checks It also includes an option to void a check transactions entered vouchers or checks that will be integrated with the General Ledger will go through a system verification and only will allow account distribution if the General Ledger Chart of Account status is set to Normal RECORD NEW VOUCHERS This section discusses the different methods of entry of Accounts Payable vouchers into the system These options include vouchering vendor s invoices vouchering job cost related vendor s invoices batch processing of vouchers posting of recurring expenses and importing of transactions into the system Infinit finity POWER Sample Company Inc ins Voucher Vendor s I ces Voucher Job Cost Invoices AD Pit JITA P gt Set Up Batches Import New Batches Print Batch Edit Report 1 7 Po Batches UDI Peto Vita Pre Remove Completed Batches Post Recurring Expenses Import Transactions Date Data PFs Duta Pri Date PF Data PF Dara Date Pr Wiig Data Pra Daia Data Pra Daia Pri Daa Pro Duta PF Duta Die Pr Pr Pet Pet Duta Duta pro Data Pri Baia Pre Vita Bri Jaia Pra Bia Data gt Pri Duta Pe Duta Pri from Vendor BED 04 20 i I
177. classified as Receipts from Vendors Transactions entered the Manufacturing Inventory Management option Record Receipts are also included on this report if they were coded to the proper vendor at the time of posting The fields included this report are Field Names Vendor Number Vendor Name Inventory Item Number Inventory Item Description Transaction Type Quantity Unit of Measure Transaction Description Transaction Date Total Cost Vendor Totals Grand Totals Chapter 4 Print Reports Page 4 31 Accounts Payable User Manual Supplier Number amp Name Suncoast Concrete Supplies SUNI Page 4 32 Totals Totals Totals Totals Print Reports Vendor s Inventory Detail Infinity POWER Sample Company Inc Inventory Detail By Vendor Item Mumber Description 1060172511 Carner Blacks 2 10650178511 Comer Blacks 2 Receipt 1060135461 Cancrete Blacks 2 Receipt 1060216522 Cement 100 Ib Bag 2 Trans Type Receipt 2 Receipt Receipt Receipt Quantity Rel Desc LM Trans Date 9 600 00000 EA 04 01 2006 9 500 00000 9 500 00000 EA 04 01 2006 18 200 00000 300 00000 EA 04 01 2006 300 00000 600 00000 Bag 04 01 2006 600 00000 1 4 04 28 2006 Total osi 82 944 00 82 944 00 82 944 00 165 332 00 2 094 00 2 034 00 30 720 00
178. cription of the open item Description Bank Account This is a bank account number that identifies the bank account to use for this open item The default will be the number set up in the vendor s master file GL Account This is the General Ledger expense or asset account that was used to expense the purchase The default will be the account number set up in the vendor s master file Posting Date The posting date is the date that was used to post this transaction to the Accounts Payable Transaction File as well as to the General Ledger This date is obtained by the system date that was set when the transaction was entered into the system Job Number If the integration with the Job Cost Main Module is turned on you may enter a ten 10 character reference number to a job or project Sale Amount This is the dollar amount of the sale from the invoice excluding any purchases not subject to payment discounts This is the amount that will be used in the calculation of the discount to be taken If the sale amount is not known or you wish to take the discount on the total amount of the invoice enter the total amount of the invoice here Total Amount This is the total dollar amount of the invoice This will default to the Sale Amount entered If the total amount of the invoice is different from the sale amount it may be changed here Terms Type This defines the terms for this open item lt Click gt on the pull down
179. d for use in the United Kingdom and other countries However when a six digit number is entered into this field no validation of what is being entered is being done by the system Cash Account If the integration to General Ledger is turned on this data item contains the Cash account number for this bank account This cash number will be used to reduce credit the General Ledger cash account if integrated with General Ledger when writing checks from this bank account number AP Account If the integration to General Ledger is turned on this is the Accounts Payable account used for the accrual of all expenses or assets vouchered into the system and assigned to a specific bank account number Each time a voucher is entered depending on the bank account defined on the voucher either defaulted from the vendor master record or overridden at the time of voucher entry the system will use the accounts payable account to increase credit the general ledger account Discount Account If the integration to General Ledger is turned on this is the Payment Discounts Taken account utilized for all payment discounts taken when writing checks from this bank account number Journal If the integration to General Ledger is turned on this is the General Ledger Journal Number that will reflect all checks written by the Accounts Payable system and posted into the General Ledger module lt Click gt on the arrow to see a listing of the
180. d quantity of the sub assembly or raw material which will be required to meet the manufacturing requirements calculated in the Projected Usage Amounts option For instance you may have sub assemblies and raw materials that are used in the manufacturing of several different finished good items You could use the Projected Usage Amounts option to transfer all of your Sales Order backorder quantities to the Projected Manufacturing Requirements and then calculate the manufacturing requirements The Manf field would then contain the total quantity required to meet all of your manufacturing needs and will be used in the Projected Materials Usage Report to let you know what raw material items you may need to order Require for Manufacturing quantities of your sub assemblies and raw materials will only be set by using the Projected Usage Amounts option This provides you with a lot of flexibility in calculating the requirements as you prepare for your manufacturing cycles However the quantities required for manufacturing are not automatically updated as users are entering customer orders and the Sales Order Accounts Receivable and Point of Sale modules will not warn the user if the quantity of the Inventory Item being entered is required for the manufacturing process The second method that the Inventory System has of maintaining the manufacturing requirements is by updating the Reserved Quantity of the sub
181. d reflecting the recorded transaction Therefore this option records a voucher and prints a check to pay that voucher The data entry screen is exactly the same as the screen used in the Voucher Vendor s Invoices menu option The only difference will be that the check is immediately printed Write A Single Check Tools Launch Vendor Vendor BOWL gt Bower s Roofing Supplies Comments Transaction Details Tune Invoice y Vendor Terms Override G L Distribution YES Type Net Days G L Account 11400 Date 04 30 2004 i Inventory Tampa Main Office Number of Days Override Transaction Number 649732 Transaction Desc Invoice Discount Percent 3 000 Sem ENENE 3 Bank Account 1 Due Date 05 30 2004 Total Amount 750 04 Job Number Once you have made your selection and if you have chosen to utilize the feature to Display Vendor Comments any comments on this vendor s master file will be displayed on the screen Chapter 3 Enter Transactions Page 3 55 Accounts Payable User Manual Vendor Comments Vendor Vendor Description Bower s Rooting supplies Comments Tar Paper nails Insurance Information Liab Ins Carrier Cincinnatti Life Policy Number 8579511 801 Expiration Date 09 08 2004 WIC Ins Carrier Zenith Insurance Policy Number 506661378911 Expiration Date 12 30 2004 To continue click
182. date and the system will record the transaction in the exact same manner as the option to Print Checks If you are integrated with the Check Reconciliation module each time a check is posted it is also updated as an uncleared check in the Check Reconciliation module Results coAPIdy dbf Vendor File Vendor History updated coAP2 dbf Open Item File Paid Open Items marked as Paid coAP3dy dbf Transaction File Transaction Record added optional coCR2 dbf Check Reconciliation Detail File Updates check record if integration is turned on Page 3 68 Enter Transactions Chapter 3 Accounts Payable User Manual VOID A PREVIOUS CHECK AP0109 This option allows you to void a check that has already been printed or recorded If you wish to void a check which has never been recorded then use the option to Record Manually Written Checks to record a zero dollar check This option will only be available if you have turned on the feature Invoices on Check Register in the Master Configuration This option will actually re create all open items that were paid by a check that has now been voided If a check is voided on the same day as it is written it will re instate all invoices paid with that check to their appropriate terms and reverse the check entry Once you select this option the system will ask you for a vendor number Enter the vendor number or you may click the Down Arrow F2 by default to scroll throug
183. define field Click on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double click on it or just highlight it and click on OK Once you have navigated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line When all changes are made click on the button to validate your changes to this screen You will then be returned to the previous screen Click on the Save button to validate this record Results 1 Vendor File Vendor Information is updated Delete Mode AP0403 This mode allows you to delete vendors NOTE You cannot delete a vendor that has current open items or if current historical information is in the vendor file If you delete a vendor that has purchases or payment information it may distort some of your reports including your 1099s First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate
184. ding on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 0 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the AP Batch import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files
185. due through a specified Date or Immediate type open items However it will not be included if Batch type open items are selected in the check run This is a highly convenient method of tagging items for payment without having to change each item s payment terms so it may be included in the next check run Chg Click the Change button in the first column to change the pay status The next screen will give you the Change button to change your terms and the Split button for the use of splitting the open item The procedures for both are described below The system will then allow you to change the bank account number This checking account number will determine which cash account check form and check number sequence will be used when writing the check for this invoice Type This option allows you to change the pay type or due date of the open item Using the pay status you may choose when and if the invoice will be paid The system will display a small pull down menu from which you may change the terms type The default type will be the type currently set up for the open item The valid types are listed below Immediate Net Days Net EOM Batch Suspense Chapter 3 Enter Transactions Page 3 45 Accounts Payable User Manual After selecting the terms type you will be asked for the of Days or the Batch f depending on the type selected terms that are specified will be used to calcula
186. e s Default Turned Off This option is designed to set an additional trap during the voucher of vendor s invoices If this option is turned off the system will automatically check the vendor s file to verify the item you are posting is different based on the Transaction Date Transaction Type Invoice Number and Transaction Amount If however you attempt to enter the same vendor invoice but use a different Transaction Date you can post the additional item to the system This can occur particularly in larger organizations where this date may not be watched as closely as it should By clicking on the checkbox to turn this option the system will ignore the Transaction Date requirement and search the Vendor s file exclusively on Transaction Number and Transaction Type This process may take slightly longer but will catch any inadvertent double postings Chapter 2 Set Up and Maintenance Page 2 43 Accounts Payable User Manual Display Vendor Comments Default Turned Off By clicking this checkbox the system will display the vendor comments which are set up in the Add Change or Copy a Vendor options before you are able to record transactions in the system This feature assists in drawing attention to details pertinent to that vendor Any Comments will then display on the screen when performing Voucher Vendors Invoices Write A Single Check or Record Manuall
187. e accounts and amounts that are already entered and will allow up to ten lines of distribution The system will then recalculate the total of the amounts and set the Total Amount and Sale Amount of the expense equal to the calculated total If you leave this item unchecked the system will post the expense without any prompts Terms Type This defines the terms for this open item lt Click gt on the pull down menu and a small window displaying your choices will appear The terms type descriptions are listed below and are described in detail earlier in this chapter Immediate Net Days Net EOM Batch Suspense of Days This is the number of days used in the calculation of the due date Chapter 2 Set Up and Maintenance Page 2 29 Accounts Payable User Manual Batch If the terms type is set to Batch this is the batch number Payment Discount This is the percent that will be used to take the payment discount if the open item is paid within the specified terms Override Default GL This data item allows you to change the default General Ledger Distribution account that will be used to debit the expense or asset account The default account will be displayed immediately below this data item If you choose not to override the system will post the total amount of the invoice to the default General Ledger account set up in the vendor s master file If you click on the Override button
188. e Bank Account Number Description Account Number Routing Number Cash Account Number Accounts Payable Account Number Discount Account Number Journal Number Check Form Next Check Number Pre numbering Preference Starting Balance Last Statement Date and Last Statement Balance for each bank account that is set up While in Inquiry mode you may choose to view the summary information by clicking the Summary button Bank Account 5ummary Summary for Account Default Bank Account starting Balance Last Statement Date Total Checks Last Statement Balance Total Deposits Outstanding Checks Ending Balance Outstanding Deposits Bank Balance You can view the Starting Balance Total Checks Total Deposits Ending Balance as well as Last Statement Date Last Statement Balance Outstanding Checks Outstanding Deposits and the Bank Balance To go back to the main screen click on the button Page 2 32 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Add Mode AP0418 This option allows you to set up new bank accounts You may input all bank account overhead information with this option The first step is to record all pertinent information regarding a bank account This includes a description of the account account and bank routing numbers general ledger account numbers for cash accounts payable and discounts a default journal number a default check form next check
189. e General Ledger will use the posted date which is the current Bank Account The default will be the number set up in the vendor s master file Page 3 20 Enter Transactions This is the number which identifies the bank account to use for this open item Chapter 3 Accounts Payable User Manual Terms Type This defines the terms for this open item lt Click gt on the Down Arrow to display the available choices The terms type descriptions are listed below and are described in detail earlier in this chapter Immediate Net Days Net EOM Batch Suspense Days This is the number of days used in the calculation of the due date Batch If the terms are set to Batch this is the batch number Discount This is the percent that will be used to take the payment discount if the open item is paid within the specified terms Description This is a twenty 20 character alpha numeric description field which is displayed when you enter Detail Description information in the Job Info button This item allows you to categorize your costs on a more detailed level Normally by vendor or material If you have turned on the Track Vendor Activity by Project feature in the Master Configuration the system will default this field to Vendor followed by the vendor number Otherwise you may enter unique descriptions and add them to the file for tracking This is the open item description of the transaction that wil
190. e General Ledger Report and the Transaction Journals will show these description lines If you are interactive with the Job Cost Main Module you may click on the Job Info and a small window will Pop Up to allow you to distribute the costs directly to a project and cost code as shown below Chapter 3 Enter Transactions 3 13 Accounts Payable User Manual Job Information Voucher Invoice Distribution Current Distribution Transaction Vendor x Account 11400 Account Description Inventory Tampa Main Office Job Cost Code 96 0153 Univ of Tampa s Mew Gym 1 Roofing Materials Desc Emp shingle Materials Quantity 460 TET NOTE You must have the Job Project and Cost Codes set up in the Job Cost Main Module prior to the vouchering process You must enter the following information to allocate the cost to a project on this screen Project This is the project or job number You may click on the Down Arrow to scroll through the Job Project file to make your selection Cost Code This is the actual cost or project code that you would like to use to categorize the cost Click on the Down Arrow to view the list of valid codes or click on the tabs to change your search method You will only be allowed to select a cost code that is defined as being either a Cost Only or a Cost and Billing Code Detail Description The system w
191. e a zero balance at the beginning of the year Before entering the Beginning Balance notice the display field in parenthesis that is either reading balance normal or Credit balance normal This is a reference that the system creates from the account type that you have defined for this account NOTE If you are entering beginning balances for accounts that normally have a debit balance Asset Liability the amount entered should be positive If you are entering beginning balances for accounts that normally have a credit balance Equity Liability the amount entered here should be preceded with a minus to make the amount negative Click on the button to validate the first screen of information While in mode you may choose to add individual period information by clicking on Periods button Page 2 52 Set Up and Maintenance Chapter 2 Accounts Payable User Manual by Period Tools Launch Edit Wavigation s Total Year Actual 80 00 Total ear Budget Detail Item Period Actual Amount Inc Dec Budget Amount Inc Dec o1 2003 50 00 o2 2003 0 00 03 2003 0 00 04 2003 50 00 80 00 Save Cancel This screen is a scrolling window which contains the balance of the account and the budget amount for each period of the year You will also see the total year Actual Balance and Budget A
192. e adjustment quantity and have made the necessary accounting adjustments If you are interactive with Accounts Receivable or Point of Sale this field can be cleared when the option to Record COS Adjustments is performed This field is extremely important to watch Therefore it is highly recommended that the Inventory Quantity Report with the criteria selection to include only those items with a Quantity to Adjust be run at least on a weekly basis to stay on top of any potential problems with overselling of inventory items Page 2 62 Set Up and Maintenance Chapter 2 Accounts Payable User Manual On Hand Default 0 This field is automatically calculated and displayed by the system based on the transactions and initial setup quantities posted to the system This is the perpetual Quantity On Hand field for each inventory item Therefore when performing an inquiry on an item this would be the field to be viewed to immediately determine what the current amount of inventory is on hand at any given time Req Manf Default 0 This field Required for Manufacturing is automatically updated by following the procedures in the Enter Projected Usage Amounts menu option There are two different ways that the Inventory system can track display and report the manufacturing requirements As a manager you must decide how you are deploying your Bill of Materials processing system and you must be comfortable
193. e calculated using the normal vendor terms BATCH PROCESSING The Accounts Payable system has two methods of Voucher Entry These methods include On line and Batch entry On line entry updates the Accounts Payable system as soon as the voucher is validated It updates the Vendor File Open Item File Transaction File and the General Ledger Integration File if you are integrated with General Ledger and using accrual basis accounting Batch Processing allows you to set up a batch to enter vouchers into A batch can hold up to 500 lines of detail entries You can validate a batch and go back at a later time to add change or delete entries from the batch Once the data entry is completed you may print a Batch Edit Report to verify the data entry You are given totals by invoice and by vendor as well as a grand total of the batch When all items have been verified and you wish to update the system with these entries you will then Post Batches Once a batch has been posted the system will mark it as such The system will not allow this batch to be posted again During the posting routine the same files are updated as in the On line method Page 1 2 Introduction Chapter 1 Accounts Payable User Manual VOUCHER AND CHECK REGISTERS The Accounts Payable module provides special transaction detail on both the Voucher and Check Registers The Voucher Register provides a detailed General Ledger account distribution breakout for each invoic
194. e description lines It is not uncommon during the use of this option to receive Inventory Items into stock and have much of the entry be posted to the appropriate General Ledger Account Number for Inventory with the balance then charge to Freight expense or other related items as shown below Therefore expect that both features are used together frequently W Distribute Total Amount Vendor Number BOW1 Tools Launch Edit Navigation M zia Amount to Distribute 7 984 56 Amount Remaining Detail Item G L Account Account Description Amount Distributed E 11400 v 7 714 06 53000 5270 50 Chapter 3 Enter Transactions Page 3 5 Accounts Payable User Manual Bank Account This is a number which identifies the bank account to use to pay for this open item The default will be the number set up in the vendor s master file You may lt click gt on the Down Arrow F2 by Default to scroll through a list of available Bank Accounts that have been set up in the Check Reconciliation module if integrated Inventory This button allows you to record the receipts of inventory items purchased on this invoice You are given access to this data item only if you are interactive with Manufacturing Inventory Management Click on the Inventory button and a screen will be displayed showing the amount of the transaction and total inventory cost at the top Record
195. e entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a batch is deleted it cannot be retrieved This option should NOT be used to delete batches that have already been posted To remove batch entries that have been posted select the option Remove Completed Batches Results coAP6 dbf Overhead Batch File Batch Entry marked for deletion coAP7 dbf Detail Batch File Batch Records marked for deletion Page 3 24 Enter Transactions Chapter 3 Accounts Payable User Manual Copy Mode AP0123 This option allows you to copy existing Voucher Entry batches When you select this option you will be prompted to enter the source batch First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information will be copied to a new record The system will prompt you to enter the batch number for this record At this point you ma
196. e entries into these fields accordingly You must click on Save this screen to save all entries made to this screen and store you work before you will be returned to the main screen Click on Save again to ensure these entries are completely saved Chapter 2 Set Up and Maintenance Page 2 65 Accounts Payable User Manual User Defined information entered into these fields is accessible by the Infinity POWER Report Writer and POWERServer module for web applications lll Maintain User Fields Inventory Item Tools Launch Edit Wavigation M 4 amp v ri a Detail Item Field Name Description Data Value 1 UQUALITY Quality Rating of Product Excellent Cancel Re Order The Vendor Information required by this screen includes the Vendor or your primary source for acquiring this inventory item If your system is integrated with Accounts Payable the vendor numbers should match in both programs This field is ten 10 characters alpha numeric in length This field must be completed in order to transfer a sales order into a purchase order Re Order Information Tools Launch Primary Vendor Vendors f v item Number Dther Vendor item Number Re Order Quantities Maximum To Stock 0 00 Lead Time 0 00 E Minimum Dider 0 00 3 Minimum To Stock 0 00 Requirements 0 00 i Page 2 66 Se
197. e if integrated with General Ledger Job Cost Project Detail File and the Job Cost Transaction File IMPORT ACCOUNTS PAYABLE TRANSACTIONS YXYXAP2 DBF VEHDOR MASTER FILE PERIOD OF INVOICES ACCOUNTS PAYABLE OPEN ITEM FILE AHD PURCHASES Transaction Types 1 Invia 2 0 3 Momo Adjustment 5 Finanac Charge 7 Retainag2 Payment iE hack AP2GL XXX ACCOUNTS PAYABLE INTEGRATION FILE PROJECT DETAIL CURRENT YEAR TO DATE AWD PROJECT TO DATE DATE COSTS PROJECT TO DATE Page 1 14 Introduction Also updates the Job Cost Project File the EXZXZAPTYY DBF ACCOUHTS PATABLE TRAHSACTIOH FILE Transaction 1 Invaiac Credit Momo 3 Debi Moama Finanac 7 3 vance 4 C hock axaJC3YY DBF JOB COST TRAHSACTIOH FILE ransaclion Types Enter Gost Transfer Cost Billing Cast of Bales IM AR Billing 10 AR Cost of 1 2 4 4 5 7 3 Chapter 1 Accounts Payable User Manual Change Open Pay Status Flowchart Change Open Pay Status only affects the Accounts Payable Open Item File CHANGE OPEN ITEM PAY STATUS 2 ITEM FILE
198. e negative quantity from the designated inventory item selected Likewise if interactive with General Ledger the normal entry created when vouchering a vendor s invoice will be reversed Unit Cost This is the unit cost of the item being received This cost will default to the last cost on file for this item You may press TAB to accept the default unit cost or edit the field to reflect the new cost on the current transaction The unit cost is automatically multiplied by the quantity received to calculate the extended cost If the Unit of Measure Conversion feature is being utilized be sure to receive the stock at the appropriate unit of measure cost Do NOT receive the stock in with a unit cost of the stocking unit of measure lowest common denominator usually each The system will perform the task of calculating the cost in the stocking unit of measure by taking the last cost associated with the item and multiplying it by the factor defined in the Unit of Measure Conversion table to get the unit cost default This information will then be updated to the Cost Layer File in the Inventory module Once you have entered all Inventory receipts click on the Save button to return to the initial screen Allocate any remaining balances to a General Ledger Account or Job Project Cost Codes using the Override G L Distribution button as described earlier When completed click on the Save button to validate this sc
199. e receiving 50 gallons of paint that had two Lot Numbers Lot 1 and Lot 6 and you received 25 gallons of each lot you should receive these as two separate lines At the Lot Number prompt you may press F2 to choose an existing Lot Number already established or you may enter a new Lot Number After the validation of this voucher the system will prompt you for the additional information below on the Lot Item s if in fact the Lot Numbers do not exist You may add this new Lot Number to the existing Lots already defined The Lot Number is a twenty 20 character alpha numeric field used to identify a likeness of items being received into stock This is normally a of products or color groups associated to various types of products The system will also prompt you for additional information on the new lots after validation of the voucher being entered which is described below Description This is a thirty 30 character alpha numeric field used to describe this lot of item s By default the system displays the description of the main inventory item This description 15 solely for the use of describing this individual lot of item s Bin This is a ten 10 character alpha numeric field used to identify the location number of lot item s stored in bins Chapter 3 Enter Transactions Page 3 7 Accounts Payable User Manual Warranty Y N This checkbox is used to identify whether or not this serialized item
200. e vouchered into the system as an open item At the end of the Register a summary by General Ledger account is also provided The Check Register lists all checks generated by your system in check number order by checking account This report may optionally include all open items paid by each check if you prefer This provides a very good auditing tool to analyze payment history on a particular vendor s account This report 1s also a handy worksheet for reconciling your bank accounts if you do not have the Check Reconciliation program Both of these registers may include all transaction activity for the entire year and provide limited reporting based on a specified date range These reports also give you the option of printing only the General Ledger Account Summary for a quick look at the bottom line of the voucher or check transactions for a specific period of time CASH VS ACCRUAL METHOD The Accounts Payable module is designed to process your transactions through either the cash or accrual methods of accounting The following section describes the primary differences between the methods Cash Method This method does not recognize expenses or the purchase of assets until the actual cash disbursement generation of the check is made The system handles this method by saving the General Ledger account distributed to at the time of vouchering in the open item When you make a check run this account is debited and cash 15 credited Accru
201. eady Paid Type Net Days Bank Account Date Paid Number of Days 30 08 Pasting Date 3 17 2004 v Job Number Discount Percent 2 000 Save Delete 18 543 88 cale Amount Due Date 04 14 2004 Cancel Total Amount 15 543 56 After you have selected the vendor you will be asked for the transaction date transaction number and transaction type These three data items combined identify the open item There may be only one open item for a vendor that has the same date transaction number and type Transaction Date The transaction date is the actual date of the open item Usually this is the Vendor s Invoice date Transaction The transaction number is the ten 10 character reference number to identify the open item often the vendor s invoice or statement number Transaction Type The transaction type indicates the type of the open item You may lt click gt on the pull down box and the system will display a window listing the different transaction types and their descriptions Once the transaction has been identified the system will check the open item file for a duplicate item If there were none found you will be allowed to add the open item The following describes the data items necessary to define the open item Chapter 2 Set Up and Maintenance Page 2 25 Accounts Payable User Manual Open This is the twenty 20 character des
202. ed you may either double lt click gt on it or just highlight it and lt click gt on Once you have navigated to correct detail line you may make changes necessary You may use operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line When all changes are made click on the Save button to validate your changes to this screen You will then be returned to the previous screen Again click on the Save button to validate this record Results coGL1dy dbf General Ledger Account File Account Information updated Beginning Year Balance updated Period Balances and Budget Amounts updated Delete Mode GL0403 This mode allows you to delete an account You cannot however delete an account which has a balance in any of the twelve or thirteen periods or a beginning year balance Even though all balances are zero you should not delete any account that has had any transactions posted to it during the current period First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This opt
203. eed to enter each field with the appropriate information for the new voucher While distributing amounts to various account numbers the system is accumulating a batch total at the top of the screen This is so that you can determine you have entered all vouchers in your batch Normally a calculator tape should be run to get a grand total of all vouchers being entered in a batch Before validating the batch you can visually check the grand total NOTE If you need to record inventory receipts during voucher entry you must use the option to Voucher Vendors Invoices If at any time during data entry on the batch detail screen you press the ESC key the system will generate a warning screen asking if you are sure you wish to exit If you answer Yes then all changes will NOT be saved If changes are not required or if you have made all of your necessary edits click on the Save button to validate this batch Results coAP6 dbf Overhead Batch File Batch Entry added coAp7 dbf Detail Batch File Batch Detail Records added Change Mode AP0121 This option allows you to change existing Voucher Entry batches If you have made any mistakes during the entry of a batch or wish to add new vouchers to an existing batch you may choose this option First you must navigate to the batch you wish to change You may find a batch using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appro
204. een are normally representative of the month of the year When using the 13 Period method these numbers now represent the fiscal period numbers of the year Periods 1 through 13 The General Ledger includes an additional set of options designed to allow the entry of budgets from a separate set of options There are several advantages to using these various options but most importantly they provide a mechanism that allows for budget set up and changes without having other users in an option where account balances are maintained Therefore if security 15 a concern the options to set up and change accounts should be password protected and other users should only be allowed to make budgeting changes through the options to Set Up Account Budgets The Set Up Account Budgets options will directly affect the dollar amounts in the budget fields found in this option As they are changed in Set Up Account Budgets option they will automatically be changed here The dollar amounts found in the budget fields by period will be used in budget comparison reports for the Balance Sheet and Income Statement Therefore whatever number is currently found in these fields will be used in the printing of these reports Chapter 2 Set Up and Maintenance Page 2 53 Accounts Payable User Manual The Archive Restore Budgets option allows for the movement of budget numbers for use in printing the various budget comparison reports Every time a budget
205. erial Number inventory receipts in the quantity of one 1 By entering a quantity of one 1 on Serial Numbered items this information will then be included on the Voucher Audit Trail Report Page 3 6 Enter Transactions Chapter 3 Accounts Payable User Manual You may enter more than a quantity of one however you lose the capability of including individual Serial Numbers on the Accounts Payable Audit Trail Report Only the last Serial Number entered for a given inventory receipt line with a quantity greater than one will be included on the report All inventory records and files are updated with all pertinent information on all Serial Numbers Therefore all detail reporting on Serial Numbers and Lot Numbers can be accessed from the Inventory module This means that once the Serial Numbers are recorded here as receipts they will be available for selection throughout all invoicing options in Accounts Receivable Sales Order and Point of Sale Once item has been selected and it is a Serial type costing method the system will prompt you for the Serial Number Please note that you can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has printed on the packaging The Serial Number is a twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are receiving into stock After the validation of this voucher the system will
206. etainage Amount If a Job Project was selected for the Job field you will be allowed to enter or change the retainage dollar amount that will be withheld from this invoice Otherwise the default value will be calculated from the total amount of the invoice and the retainage percentage specified in the Retainage Percent field The amount calculated in this field will be posted as a separate open item to this vendor s account with a transaction type of Retainage This amount will also be the amount that is then posted to the General Ledger account Retainage Payable Because it has a different type of transaction type called Retainage this amount will not age like the rest of the balance of this invoice in the Vendor Aging Report This amount is not due until the job project is complete or until you decide it is due Vendor Terms In the center of this screen is a small box section dealing with a related group of items which define how this transaction is to be paid to this vendor How these terms were already setup in the Vendor s master record is what will already be displayed You may choose to leave these terms alone and assume the default settings in place or now override them on a transaction by transaction basis Type This defines the terms for this open item Click on the pull down menu and a small window will appear with your available choices The terms type descriptions are listed below and are described in de
207. eview Page3 64 Enter Transactions Chapter 3 Accounts Payable User Manual The difference is that the system will prompt you for the check number used as shown below Enter the Check Number and lt click gt OK to continue or lt click gt Cancel to exit Infinity POWER for Windows Infinity POWER Sample Company Inc ins File Systems Transactions Reports Graphs Set Up and Maintenance Help Dita utu Pri Dita Date Pn oer 41 J 1 Record Manually Written Checks Tools Launch Vendor Vendor pow Donfine Sunnlias Comments Select Check Number Transaction Details Transaction Type Invoice rride Distribution Bank Account Account 11400 Date 04 30 2004 nventory Tampa Main Office 10209 Transaction Number 5025 Check Number Override Transaction Desc Invoice Sale Amount k Account 1 Total Amount Job Number Inventory Retainage Percent nin Bri Pru Pru niu Bri Dig Pri Prr Dali Pro Date Pri Data Data Bri 04 30 2004 Ins If you are integrated with the Check Reconciliation module each time check is posted it is also updated as uncleared check in the Check Reconciliation module Results 1 Vendor File Vendor History updated coAP3dy dbf Transaction File Transaction Record added optional coIM1dy dbf Inventory File Quantity on Ha
208. ew the total cost and average unit cost of the item This feature is set this way for security purposes Add Mode 0401 This option allows you to set up new inventory items Several screens will be used taking you step by step through the sequential process of properly and thoroughly identifying your inventory items This process will repeat itself for each inventory item After initial set up all cost and historical information should be input through Enter Transactions in order to maintain an audit trail If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Wi Inventory Items Took Lewxh Job Cast Code Alemate Part Humber stegonec donnes Tepe Cauri Aust deg Mar Avaiable Tyne Bll of ak ECEAT REDI Se SP zuuuuauuuuuanuauuuuuuuuuua ee Chapter 2 Set Up and Maintenance Page 2 59 Accounts Payable User Manual Enter the inventory item number in the format that you initially set up in the Master Information e g the default configuration is shown below 1 Category 2 Class 3 Item 4 Location NOTE If you add new inventory items in the old year a
209. f you do not click on Job Info you may enter the GL Account and distribute the amount directly to General Ledger Chapter 3 Enter Transactions Page 3 61 Accounts Payable User Manual While distributing amounts to various account numbers the system will look at the current period budget amount for the account selected for this voucher and determine whether the amount is in excess of its budget If this is the case the system immediately displays a window warning you of this and will prompt you whether or not to proceed or choose another account number After all of the above data has been entered click on the button to validate Bank Account This is a number that identifies the checking account to use for this check The default will be the number set up in the vendor s master file Inventory The Inventory button allows you to record the receipts of inventory items purchased on this invoice You will also be allowed to add new inventory items if necessary You are given access to this data item only if you are interactive with Manufacturing Inventory Management A screen will be displayed showing the amount of the transaction and the total inventory cost at the top In addition a scrolling window allowing you to enter up to ten inventory receipts will be displayed NOTE If you do not have Manufacturing Inventory Management integration turned on in the Master Configuration the system will skip this q
210. file lt click gt on the button to validate your entries Otherwise click to return to the main menu On the main menu click on Save and then to exit Results coJC1dy dbf Project File Project Information is Set Up Change Mode JC0402 This option allows you to change information on an existing project If you have made any mistakes during this set up process you may return to the Change Mode option to change any information you have already entered First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record click on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made Results coJC1dy dbf Project File Project Information is Updated Delete Mode JC0403 First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no l
211. file is a fixed length ASCII file it must have a logical record length of 435 bytes and have the following field lengths Description Position Length Action CHAR Name STRING STRING Factor Addr 1 STRING 2 Factor Addr 2 STRING Chapter 2 Set Up and Maintenance Page 2 13 Accounts Payable User Manual Description Length mme fren w STRING meon a s a eene m o m 97 mw s If it 15 not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of file information into the Infinity POWER program This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc These files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs After printing or creating the map file you will then be prompted for three 3 data items Import File Format Import Fi
212. fine the recipient of the e mail in the field Make sure to enter their e mail address and not just their name The Subject field is automatically assigned the name of the report you will be generating however if you wish to overwrite it with another subject you may do so Chapter 4 Print Reports Page 4 1 Accounts Payable User Manual NOTE Be sure you have defined your E Mail Host in the Output section of the Configuration Settings Otherwise this feature will not be operational Your name should be your e mail address not your actual name If you select Display this will cause the output to generate the report to the screen reports are generally created in an 80 or 132 column format You may size your output window both larger and smaller to allow you to view as much of the report on the screen at once as possible If you are used to using the Windows Character based or UNIX version of Infinity POWER you realize that you may also send reports to text file for a myriad of uses You may do the same in Windows however you must set up a printer type in Windows that will direct the output to the file Once this is done any time you want to direct reports to a file you simply select the new printer definition under Windows The principal applies if you want to print any report or form as a FAX document Define the FAX software as a printer in Windows and simply redirect your output to that specific printe
213. for the current year month by month This includes usage quantity and quantity produced Page 2 58 Set Up and Maintenance Chapter 2 Accounts Payable User Manual View Image This button allows access if an image file name has been defined in the Internet section of this part number This image must in either a JPG or BMP format Internet This button allows you allow you to view the image text audio and video files associated with this inventory item that will be used in conjunction with an internet web site Cost Layers This button allows you to view all cost layers for this particular inventory item Serial Lot This button allows you to view Serial Number Number information for a selected inventory item A scrolling screen will appear with all available Serial Number or Lot Number items When you select one of the displayed items and click on OK a screen will appear with additional information about that specific Serial Number or Lot Number This information includes an additional description Serial Number or Lot Number quantity on hand the bin number warranty flag setting and two fifty 50 character comment lines Location This button displays the Multi Location inventory inquiry This information includes the On Hand and Available Quantities of all inventory locations for each defined location for this inventory item Costs This button allows you you to vi
214. for the vendor s insurance policy expiration date This field along with the Insurance Carrier and Policy fields is used to display an expiration warning when the certificate of insurance has passed the expiration date warning will be displayed if the insurance policy has expired when performing transactions for that vendor TERMS TYPE This is the default payment terms for all invoices vouchered for this vendor This will default to the terms set up in the Master Configuration You may click on the pull down window which gives you a menu to choose from The terms types are described below Immediate This specifies that the open item will be paid on the next check run Net Days Net Days EOM Batch This determines that the due date for the open item will be a specified number of days from the invoice date 0 to 999 days This determines that the due date for the open item will be a specified number of days from the end of the month of the invoice date 0 to 999 days You may also you the EOM Cutoff Day to enhance this payment term by specifying a specific day of the month to be considered the end of the month If set at zero 0 the actual month end day would be used If a cutoff day 1s specified and the invoice date specified is after the EOM Cutoff the EOM calculation is performed on the following month This allows you to group certain open items together for payment based on a user definable b
215. formation or to print historically dated information Of course the last set of files created should be the yearly set of files done at the end of each fiscal year for archiving purposes It is also highly recommended that all key master file reports journals agings etc be run at this time for hard copy backup As an additional protection for those users with tape backup systems it is still highly recommended that if you have a floppy disk drive on your computer that a floppy disk backup be made occasionally at least monthly in case a problem were to develop on the tape drive that you are using Normally you would not find out there is a problem until you needed to restore information and that may be too late This all may sound like a considerable amount of work and inconvenience but consider the investment involved Depending on your business you may have anywhere from one to several hundred people working on your accounting processing The largest true cost of a hardware failure or loss of information is not the loss of programs disks or even computers The largest cost is that of labor and management s time inputting your accounting information This can literally represent thousands of man hours over time This is a large investment that should be safeguarded at all times These programs are designed for creating and generating accounting information Unfortunately they have limited ability to protect the information created That is en
216. fter performing End Procedures the new inventory items added will not appear in the new year This is because the inventory item file was already created during Year End Procedures To alleviate this problem simply change your system date to the New Year and re enter the new inventory items and pertinent costs pricing and quantity information The following is an explanation of each of the data items required for a new inventory item Item Descriptions There are four 4 lines available for your inventory item description Each line consists of thirty 30 characters alpha numeric including spaces lines of the description will print on all reports except in one instance If a line of description except for the first line is preceded with a single asterisk that line will not print on any external documents generated by the system e g Price Labels Price Lists or documents printed by other modules such as Invoices Packing Lists etc In this way certain information can be part of the file but remain for internal use only Category Bin No Unit Wet This is a ten 10 character alpha numeric field that will identify the category of this inventory item This field can be used for informational purposes or it may be used to categorize items for specific sort routines for Internet related access of inventory items This ten 10 character alpha numeric field identifies the location numbe
217. g up the file in notepad or wordpad and deleting fields y ou do not wish to import Remember you cannot add fields to the transaction map file and you must include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as AP0602 M AP Explanation of File Vendor field name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 2 Starting position of field 10 length of field NOTE You cannot add additional fields to transaction map files nor can you change any of the DPoffsets or Lengths Cont 0 1 5 131 0 1 1 lt 7 0 210 STRING 2 1 Date l1 6 STRING 12 6 TUTrans Type 1 3937 18620 7 6 1 EITEAN S 7 20 10 STRING 19 10 Description 31 20 STRING 29 20 GL Account 62 20 STRING 49 20 Bank Acconnt 93 5 STRING 1 1 Project 79 10 STRING 69 10 Total Amount 100 0 DOUBLE 79 15 Sale Amount 108 0 DOUBLE 94 15 Terms Type 1 5 7 Lose Terms Days Batch 118 0 INT 110 3 Discount 120 0 FLOAT 113 6 Due Date 124 6 STRING 119 6 LRL 124 Required fields for importing records Example of fixed field import Will import
218. g vendor key C Immediate Payment Ending vendor Unified Supply Company t Batch Additional Information Fraject Mask Bank Account 1 Default Bank Account i Position 12354567890 Pay Through Date 05 12 2004 7 Mask You may choose one of these check runs to make e Due Through Date Immediate Payment e Batch Each of these types are discussed below Due Through When you select this type of check run the system will ask you for the Through date This 15 the date that will be compared to the due date of each invoice to determine if it should be paid This type will also include those invoices scheduled for immediate payment Immediate Payment This type of check run will include only those invoices scheduled for immediate payment Batch When you select this type of check run the system will ask you for the Batch Number This will include only those invoices specified as Batch and having the same batch number as entered here After selecting the type of check run you must select the checking account number to use The system will include only those invoices to be paid from this checking account If you are interactive with Job Cost Main Module enter the Project Number mask for this report This allows you to only include those vendors on this report that have open items for a specific project or job Chapter 3 Enter Transactions Page 3 47 A
219. ger distribution for a quick look at totals for a specific period of time Field Names Check Register Vendor Number Vendor Name Transaction Date Transaction Type Transaction Number Transaction Description Job Checking Account Number GL Account Transaction Amount Account Summary Account Number Account Description If interactive with General Ledger Debit Amount Credit Amount Total Debits Total Credits Page 4 22 Print Reports Chapter 4 Vendor Date Postmaster 02 28 2006 Scal 02 28 2006 02 28 2006 UNI 02 28 2005 yellow 02 28 2006 Infinity POWER Sample Company Inc Type Trans Description Job LS Postmaster Ck 10539 CR CR Building Supplies Ck 10540 CR CR CR Tampa Electrical Co Ck 10541 CR CR CR Unified Supply Company Ck 10542 CR CR CR Tampa Yellow Pages Ck 10543 CR CR Number of records printed 5 Chapter 4 Inv 01012005 Inw 55678 Ret 5555555 5203 Ret 666987 5203 Inv 1055625 Iri 010105 Ir 12345 013452 125 03010555 4 Inv 8597 Inv 853 74 Bank Check Register Check Register GL Account 21200 21200 Total 21210 21210 21200 Total 21200 21200 21200 Total 21200 21200 21200 Total 21200 21200 Total Amount 300 00 250 00 100 00 200 00 39 50 125 00 8288 0
220. h These numbers should be designed in such a way as to allow the grouping or masking of certain characters of the number for posting charges at specific intervals For example charges that need to be posted on a specific day of the month could have the day as the last two characters of the number which then could be masked e g 10015 for the fifteenth of the month Chapter 2 Set Up and Maintenance Page 2 27 Accounts Payable User Manual Maintain Recurring Expenses Tools Launch M Operation jao Mode Change Expense Humber Bank Account 1 Expense Desc Mortgage Payment Ask G L Amounts 7 Vendor Terms Vendor Number of Days E Number MOME National Bank mm Date n3 17 2004 Type Net Days 0 000 Transaction Number Se Mortgage CES Due Date 03 26 2004 e a 41 571 33 Override G L Distribution G L Account 21100 Total Amount a P Override Job Number lim n You may add notes to any Recurring Expense that may be viewed the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record
221. h the vendor file to select the vendor Once you have made your selection a screen will be displayed showing the vendor number name and data items necessary to specify which check you want to void Bl Void A Previous Check Tools Launch Vendor Vendor Bower s Roofing Supplies Check Details Check Date 04 30 2004 Check Number 102090 Check Amount 2 430 00 Check Yoided Close The following describes each of these data items Check Date This is the date of the check This will normally be the system date when the original check run was made If you are not sure print the Check Register under the option Print Reports to verify the information you will need Check Number This is a ten 10 character field for the check number of the check that you want to record as voided If you enter the wrong check number you will be prompted at the bottom of the screen that you have entered an invalid check You will need to find the correct number and make your new entry Check Amount This is the net amount of the check that was originally written This will be used to verify that you have selected the correct check to void If you have the date and the check number correct but enter the wrong amount the system will prompt you at the bottom of the screen with the amount the system 15 showing as correct Chapter 3 Enter Transactions Page 3 69 Accounts Payable User Manual
222. h to take the discount on the total amount of the invoice enter the total amount of the invoice here If you are entering a Credit Memo the negative of the dollar amount entered will be assumed Total Amount This is the total dollar amount of the invoice This will default to the Sale Amount entered If the total amount of the invoice is different from the sale amount it may be changed here Note If you are entering a Credit Memo the negative of the dollar amount entered will be assumed However if you bypass the sale amount and go directly to the total you must specify the sign negative or positive of the amount entered Job Number This field is for information only and assumes you are not integrated with Job Cost If you mean to be integrated with Job Costing and wanting to allocate part of this invoice to a Job Project then you are using the wrong option You should exit this option immediately and choose the option Voucher Job Cost Invoices Vendor Terms In the center of this screen is a small box section dealing with a related group of items which define how this transaction is to be paid to this vendor How these terms were already setup in the Vendor s master record is what will already be displayed You may choose to leave these terms alone and assume the default settings in place or now override them on a transaction by transaction basis This defines the terms for this open item lt Click gt
223. h you choose the beginning and ending account range For example you will be given two choices when you select your beginning and ending account number when clicking the Down Arrow F2 by default e Account Number Chapter 4 Print Reports Page 4 3 Accounts Payable User Manual e Description Instead of printing all reports in order of the account number you may elect to print them in alphabetical order by the description of the account number by selecting your account range by Description Masking Wildcards The account number mask 15 a field which gives you the ability to set up a specific search and have the system only retrieve those items defined within the parameters of that search This is very beneficial if you want to print all reports for a particular department or location Your account number is the key to how specific information may be searched on The account number length will be reflected in the mask field on your screen The project number mask field would appear on your screen as 123567890 Assuming that you were utilizing a five digit project number with the last two digits representing the department or location number e g 03 to print a report that would mask for a department or location you would enter following 0 12345678901234567890 The areas not being masked can either be spaces or question marks Question marks are the standard wildcard format Period to Report O
224. hapter 4 Print Reports Page 4 15 Accounts Payable User Manual Voucher Register Infinity POWER Sample Company Inc Vendor Date Type Trans amp Description Job 1 Tampa Electrical Supplies 04 28 2006 Inv 84111 Invoice UNI Unified Supply Company 04 28 2006 Inv 877611 Invoice Connor Phil Connor 04 30 2006 Inv 04302005 Travel TECO Tampa Electrical Co 04 30 2006 Inv 04302005 Electric NCNB Mational Bank 04 30 2006 Inv 101 Mortgage Payment NCNB Mational Bank 04 30 2006 Inv 102 Ford Payment NCNB National Bank 04 30 2006 Inv 103 Chevy Payment SHEL Shell Service Station 04 30 2115 Inv 25 Repair on Sales Auto TECO Tampa Electrical Co 04 30 2006 Inv 456868 Invoice WORK Work Place 04 30 2006 Inv 52144 Office Supplies TECO Tampa Electrical Co 04 30 2006 Inv 5555 1489555 99 Postmaster U S Postmaster 04 30 2006 Inv 56 Postage sco1 Scatty s Building Supplies 04 30 2006 Inv 58814 Building Supplies 96 0072 96 0072 96 0072 Page 4 16 Print Reports Bank Voucher Register GL Account 11400 11400 amp 8000 59000 75000 27200 Total 21100 75000 Total 21100 75000 Total 51500 69000 5655000 66500 Total 69000 64500 11450 11450 11450 Total 1 4 04 28 2006 Amount 1 984 27 2 784 22 350 40 540 25 86 33 1 485 00 1 571 33 308 15 150 90 5459 06 274 84 126 04 400 88
225. he Windows Character based or UNIX products you will be able to view and change data information in these fields By clicking on the User Fields button you will access an additional screen of data fields If you are in an Inquiry Mode then you will be able to view these fields If you are in a Change or Copy Mode you will be able to modify the information in these fields Maintain User Fields Inventory Tools Launch Edit Navigation 4 4 2 gt B TE 26 Detail Item Field Name Description Type Length Data Value 1 UQUALITY Quality Rating of Product Excellent Save Cancel Chapter 2 Set Up and Maintenance Page 2 57 Accounts Payable User Manual You must make sure that your General Configuration options are set up to allow access to User Definable Fields and that you have run Item 1 below Convert Data Pro file to match data dictionary This option is located under Productivity Tools on the Systems Menu This will ensure that your data files are in sync with any new fields you have added to the system Bl Data File Converions Tools Launch Edit Wavigation Detail Item tility ID Description Execute DPUCVFDD Convert Data Pro file to match data dictionary DPUEDDD Edit Utility for User Defined Data Fields Execute DPUF ILE Edit Utility for User Defined Data Files Execute Edit Utility for User Defined Indexes Execute DPUARTAS Utility
226. he vendor inquiry screen The default value of indicates that only the unpaid items will be displayed on the inquiry If you turn this option by lt clicking gt on the checkbox then the system will display both paid and unpaid items If you choose to include paid items only those items paid since the last time the option Remove Paid Open Items was executed will be displayed GL Journal for Vouchers Default 8 This is General Ledger Journal number that you have assigned for invoices vouchered into the General Ledger system All General Ledger activity for Voucher Vendor s Invoices will be posted to this journal lt Click gt on the pull down menu to choose from the available journals Reduce Qty on Order in IM Default Turned Off If you have the Manufacturing Inventory Management module and Accounts Payable is set to be interactive with Inventory the system will automatically increase the quantity on hand and reduce the quantity on order when the invoice vouchered If you are using the Purchase Order Entry system to record purchase orders and place the items on order this could cause the on order quantities in inventory to not match the backorder quantities on your purchase orders Normally if you have the Purchase Order Entry module you should leave this checkbox to blank Otherwise you should turn this option on by clicking the checkbox Voucher Unique Invoic
227. his mode allows you to set up new Recurring Expenses by copying existing ones This option is very helpful in setting up similar Recurring Expenses or in renumbering existing ones Using this option the system provides a quick method of setting up Recurring Expenses that are very similar This option will also save a considerable amount of time when assigning new numbers to old Recurring Expenses First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then Copy You will notice all the information except for recurring expense number will be copied to a new record Enter the new number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coA P4 dbf Recurring Expense File New Recurring Expense is added to file SET UP BANK ACCOUNTS This section discusses the ways to set up create change delete and copy bank accounts This option allows you to review all Bank Account master information as well as transaction summary Select the Set up and Maintenance option from the Menu Bar Then select the Set Up Bank Accounts option A screen will
228. howing a listing of the various Serial Numbers or Lot Numbers that are currently in stock Two columns will be displayed Status will indicate to the user if the specific Serial Number Lot is RES or reserved by an order in Sales Order Entry module This means there are commitments for the item but it has not been removed shipped from the inventory yet You may scroll up or down to review the listing of available numbers available in the system based on the current quantity in stock Click on the item you want and then click Or you may click to return to the main item number screen If you click OK the following screen will appear displaying information on the specific Serial Number or Lot Number Chapter 2 Set Up and Maintenance Page 2 75 Accounts Payable User Manual View Serial Record Type Class 01 100 8x10 KIT Description 10 Storage Shed KIT Lost Layer Information Serial KIT 8x10 96 016 Liescriptian Bin Number Warranty Comments Quantity On Hand This would include various information entered at the time of its receipt such as which bin it 15 located in any warranty information or comments For Serialized Items obviously the quantity on hand would be one For Lot 5 the quantity can be variable Click to exit this option to select another number or return to the main item screen Location When yo
229. ield is displayed when performing a Vendor Inquiry and viewing the Open Items paid or not paid The Master Configuration must have the prompt to Include Paid Open Items turned on for this field to appear on inquiries Page 2 26 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Results coAP2 dbf Open Item File New Open Item added to file Change Mode AP0415 This mode allows you to change all information for any vendor s open items After initial set up all open item information should be input through Enter Transactions in order to maintain an audit trail If you have made any mistakes during this set up process you may return to the Change Open Items option to change any open items After initial set up all open item information should be removed through Enter Transactions in order to maintain an audit trail When you key in a valid open item the rest of the information relative to that particular open item will be displayed on the screen Select the Vendor by clicking the Down Arrow F2 by default and then fill in the open item information including the date and transaction number then click on the Select button Make the changes required and click on the Save button to save your changes or click on the button to cancel the changes made Results coAP2 dbf Open Item File Open Item Information is updated Delete Mode AP0416
230. igated to the correct detail line you may make the changes necessary You may use the operation tool bar options to clear data in current field insert a detail line before the current detail line delete the current detail line and save for pasting cut delete current detail line and shift all subsequent detail lines up one line copy a detail line for subsequent pasting and paste a previously cut detail line You may add additional lines by tabbing to the next line following the last entry of the batch Proceed to enter as many additional lines as you desire up to 500 maximum When all changes are made click on the Save button to validate your changes to this screen You will then be returned to the previous screen Again click on the Save button to validate this record NOTE You will not be allowed to change or add to a batch that has already been posted Results coGL6 dbf Overhead Batch File Batch Entry updated coGL7 dbf Detail Batch File Batch Detail Records updated Delete Mode 0122 This option allows you to delete existing Voucher Entry batches This option allows you to delete Batches that you may have entered by mistake First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may hav
231. ill then search for the cost code and description set up for this project If the project detail was not This is a twenty 20 character alpha numeric description field which allows you to categorize your costs on a more detailed level Normally by vendor or material If you have turned the Track Vendor Activity by Project option in the Master Configuration the system will default this field to Vendor followed by the vendor number found one of two things will happen depending on the configuration of your Job Cost Main Module If the Job Cost Main Module has been configured to Require Cost Budgets a message will be displayed which indicates that the code entered is not a valid cost code assigned to this particular project If the Job Cost Main Module has been configured not to require Cost Budgets the system will display a scrolling search screen from which you may either select an existing detail line or click on the button to add the new detail as shown below Page 3 14 Enter Transactions Chapter 3 Accounts Payable User Manual Selecting Desc Emp Desc Emp Tar Paper Products Select Cancel Once the project and project detail have been selected you will be returned to the GL Distribution screen and the GL Account specified for the cost code will be displayed You may then enter the quantity and amount to distribute to the project If the Job Cost Main M
232. ing posted The only exception to this sequence is for those Recurring Expenses that are set up as variable expenses For these expenses the system displays a screen showing the expense number and description At this point you may specify the General Ledger accounts up to fifty and amounts that will be posted The account amounts will then be summed to calculate the invoice Sale and Total Amount The system will then continue the posting process as normal Results coAPIdy dbf Vendor File Vendor History updated coAP2 dbf Open Item File Open Item added coAP3dy dbf Transaction File Voucher Transaction Record added optional AP2GL co General Ledger Interaction File General Ledger Account Distribution recorded with Debit to the Expense or Asset Accounts and Credit to the Accounts Payable or Retainage Payable Account If Interactive and on Accrual Basis Page3 36 Enter Transactions Chapter 3 Accounts Payable User Manual IMPORT TRANSACTIONS AP0602 The File Import options allow you to bring information into the appropriate modules from text or ASCII files These text files may be created by word processors spreadsheets databases or many other types of programs This option is designed to allow you to import AP Transactions directly into the Accounts Payable module All transaction registers will be updated as if processed as a normal transaction from within the Accounts Payable program When you select the opti
233. ion allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Results coGL1dy dbf General Ledger Account File Account Information marked for deletion Copy Mode GL0404 This mode allows you to set up new accounts by copying existing ones This option is very useful when setting up similar accounts for different departments profit centers or renumbering accounts When using this option the system provides a quick method of setting up accounts that are very similar Many companies use departmental or profit center reporting and need for example similar expense accounts for each department Using this option the accounts can be set up once and then copied to each department First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information except for account number will be copied to a new record Enter the new account nu
234. ion throughout all invoicing options in Accounts Receivable Sales Order and Point of Sale Once the item has been selected and it is a Serial type costing method the system will prompt you for the Serial Number Please note that you can use a Bar Code Scanner at this point to capture the Serial Number off of the product providing the manufacturer has printed on the packaging The Serial Number is a twenty 20 character alpha numeric field which is used to enter the Serial Number of the inventory item you are receiving into stock After the validation of this voucher the system will prompt you for the additional information below on each of the serialized item s Page 3 16 Enter Transactions Chapter 3 Accounts Payable User Manual If you are planning to use a quantity greater than one 1 on serialized items you will be prompted for a Serial Number for each of the quantity of items you are receiving If the quantity received 15 ten then you will be prompted for ten Serial Numbers Description This is a thirty 30 character alpha numeric field used to describe this serialized item By default the system displays the description of the main inventory item This description is solely for the use of describing this individual serialized item Bin This is a ten 10 character alpha numeric field used to identify the location number of serialized items stored in bins Warranty Y N This checkbox is used to iden
235. is invoice The default value will be calculated from the total amount of the invoice and the retainage percentage specified above The amount calculated in this field will be posted as a separate open item to this vendor s account with a transaction type of Retainage This amount will also be the amount that is then posted to the General Ledger account Retainage Payable Terms Type This defines the terms for this open item lt Click gt on the pull down menu to display the available types The terms type descriptions are listed below and are described in detail earlier in this chapter Immediate Net Days Net EOM Batch Suspense of Days This is the number of days used in the calculation of the due date The system will automatically calculate the due date based on the terms specified and display it below this data item for your verification Page 3 60 Enter Transactions Chapter 3 Accounts Payable User Manual Batch If the terms type is set to Batch this is the batch number Payment Discount This is the percent that will be used to take the payment discount if the open item is paid within the specified terms Override GL The Override button allows you to change the General Ledger account that Distribution will be used to expense the charge The vendor s default account will be displayed immediately below this data item If you do not choose to override the account the system will expense the
236. is is the ten 10 character transaction number or reference number for this expense Normally this is the vendor s invoice or statement number Chapter 3 Enter Transactions Page 3 59 Accounts Payable User Manual Transaction This is the open item description of the transaction that will be posted to the Description vendor s open item file You may press TAB to default to the description of the transaction type Sale Amount This is the dollar amount of the sale from the transaction excluding any purchases not subject to payment discounts This is the amount that will be used in the calculation of the discount amount If the sale amount is not known or you wish to take the discount on the total amount of the invoice enter the total amount of the invoice here If you are entering a Credit Memo the negative of the dollar amount entered will be assumed Total Amount This is the total dollar amount of the invoice This will default to the Sale Amount entered If the total amount of the invoice is different from the sale amount it may be changed here NOTE If you are entering a Credit Memo the negative of the dollar amount entered will be assumed However if you bypass the sale amount and go directly to the total you must specify the sign negative or positive of the amount entered Job If the integration with Job Cost Main Module is turned on you may enter a ten 10 character reference number to a job or pro
237. items If you are integrated with the Check Reconciliation module each time a check is voided it is also updated as an uncleared check in the Check Reconciliation module Results coAPIidy dbf Vendor File Vendor History updated coAP2 dbf Open Item File Previously Paid Open Items re created coAP3dy dbf Transaction File Transaction Record added optional coCR2 dbf Check Reconciliation Detail File Updates check record if integration is turned on Page 3 70 Enter Transactions Chapter 3 Accounts Payable User Manual CHAPTER 4 PRINT REPORTS This section includes a description and sample of each report generated by the Accounts Payable module The equations used to calculate the amounts on the reports and how these reports are generated through the use of various questions asked by the system is discussed here Reports illustrate the results of transactions from the options within this module or from another integrated module Reports do not update the actual files All modules are designed to be extremely flexible in the way you may organize data and print the corresponding reports accordingly Do not assume that these sample reports reflect the only way in which this module s reports may be structured and or printed These reports may be used as a cross reference to determine which reports you should be using in your daily activities or when trying to locate specific types of information STANDA
238. iv ot Tampa s New Gym 15 000 20 215 57 Page 3 10 Enter Transactions aee Comments Override G L Distribution G LAccount 11400 Inventory Tampa Main Office Override Bank Account 1 Inventory Save Reset Chapter 3 Accounts Payable User Manual The following describes each of these data items Transaction Type This is the type of transaction you are vouchering lt Click gt on the pull down menu to display a list of transaction types to choose from The types are listed below Invoice Credit Memo Debit Memo Adjustment Statement Finance Charge Retainage Deposit Advance Date This is the date of the vendor s transaction You may press TAB to default to the current system date or you may click the Down Arrow F2 by default to gain access to a calendar and choose a different date This date will be used as the transaction origination date of the open item The transaction record as well as the posting date in General Ledger will use the posted date which is the current system date if integrated with General Ledger Transaction This 1s the ten 10 character transaction number or reference number for this Number expense Normally this is the vendor s invoice or statement number If you have set the Master Configuration question Voucher Unique Invoice the system will first check the Accounts Payable Transaction File to verify that the number you e
239. ject If you enter an invalid project number the system will display a window showing a list of valid project numbers to choose from Select a valid project number and press TAB to continue This will be the project number that the Accounts Payable system will calculate and apply vendor retainage to for this particular transaction Please note that only one project may have retainage calculated for it per invoice If you wish to calculate multiple amounts of retainage for different projects from the same original invoice then you must break up or voucher them as separate invoices If no project number is desired simply press TAB and the system will by pass this question An entry of some sort must be used to call up the scrolling screen to search for projects This is designed so not to interfere with normal vouchering procedures if a non project expense is being recorded Retainage Percent This field is utilized for the automatic retainage calculation for the Job Cost vouchering of Accounts Payable This field is not utilized by the standard vouchering of Accounts Payable If a project has been specified in the Project field the system will read the project file and pull up the default retainage percentage specified to be used for this project You may override this value or press TAB to continue Amount If a project was selected you will be allowed to enter or change the retainage dollar amount that will be withheld from th
240. l be posted to the vendor s open item file You may press TAB to default to the description of the transaction type or if you have entered a project number to allocate this cost the detail description will be used This Transaction Description can also be used as a Description Only Line Description Only Lines may be used to attach description lines to a voucher entry By entering a as the General Ledger account number the system will allow a twenty 20 character description line to be entered You may enter as many description lines as you wish These description lines follow the transaction entry to the General Ledger when Integration Files are posted These description lines can be seen when printing Batch Edit Reports in Accounts Payable In General Ledger the Transaction Journals will show these description lines Job If the integration with the Job Cost Main Module is turned on you may enter a ten 10 character reference number to a job or project NOTE You must have the Project and Cost and or Billing codes set up in the Job Cost Main Module prior to the vouchering process Click on the Job Info button You must enter the following information to allocate the cost to a project on this screen Chapter 3 Enter Transactions Page 3 21 Accounts Payable User Manual Job Information Batch Detail Transaction Current Batch Transaction Batch 0430 Vendor BOW Transaction 34647 Tran
241. le Import Batch File Data Pro Support Document DATA PRO ACCOUNTING SOFTWARE INC Advanced Accounting Software Qe Secure Internet Solutions IMPORT AP BATCHES AP0603 MAP A Map file designates what fields and the length of those fields that will be imported file you import whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank If no map file exists then go to Transactions import batches and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting fields y ou do not wish to import Remember you cannot add fields to the transaction map file and you must include all of the required fields If you delete fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the file as AP0603 M AP Explanation of File Vendor field name found data dictionary 6 DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 7 Starting position of field 10 length of field NOTE You cannot add additional fields to transaction map files nor can you change any of the DPoffsets or Lengths Cont 0 NO 15YES 162 0 CHAR 1 1 Batch Number 0 5 STRING 2 5
242. le Import Modules require The Infinity POWER Report Writer program however does provide the user with this ability to organize information from the various Infinity POWER programs into the formats required by the File Import options Chapter 3 Enter Transactions Page 3 39 Accounts Payable User Manual The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add reco
243. le Name Process Import File The Import File Format is prompting you to select the type of file you will be using during the import process There are three choices Fixed Length ASCII e Variable Length ASCII e Comma Delimited PRN These three choices are described below Fixed Length ASCII Files Fixed Length ASCII text Files are those files in which each data field starts a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact Page 2 14 Set Up and Maintenance Chapter 2 Accounts Payable User Manual same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 0 1 68500 Lodging Expense 12 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 Variable Length ASCII Files Variable Length ASCII text Files are those files in which each data field starts on a specific number of characters from the start of each record and each record is separated by a Carriage Return Line Feed sequence CR LF There should be no separators between data fields The program recognizes each record by the Carriage Return Line Feed sequence which allows for other data to be in the file For example 1 11125 Cash In Bank Can 1 0 0 0 0 0 0 0 0 0 0 0 0 O
244. le User Manual First you must navigate to the record you wish to change You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you changing a record click on the Modify the Current Record button or choose the Operation option from Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made At this point the screen will be displayed showing all of the existing information for this particular account Simply move your cursor around the screen to the data item you wish to change and make the appropriate changes When your changes are complete click on the Save button to save these changes Results coCR1 dbf Check Reconciliation Master File Bank Account Information is updated Delete Mode AP0420 This mode allows you to delete an existing Bank Account You cannot delete an account that has existing entries You may delete bank accounts you may have entered by mistake or no longer want in the file First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mi
245. licy 98 1614646 Date 09 24 2005 Avg Days 10 113 Basis of Inv 52 YTD Payments 219 76 Fage 1 4 04 28 2006 Factor Information Mame Mone Address Mone City State Country Workers Comp Insurance Cypress Mutual Casualty 98 1614647 09 24 2005 Comments Subcontractors for concrete framing amp drywall Purchases Period 500 00 07 2006 1 225 00 08 2006 0 00 09 2006 13 047 00 10 2006 0 00 11 2006 50 00 12 2006 Total Invoices Purchases 0 00 0 00 0 00 0 00 0 00 50 00 14 772 00 p c DD Print Reports Page 4 37 Accounts Payable User Manual Supplier Number SCO1 Mame Seatty s Building Supplies Address 8765 W Hillsborough Ave City Tampa State FL Country Zip 33635 Contact Don Hensley Phone 813 887 4621 Fax amp 813 887 9874 E Mail DHensley ziscottys com Terms 2 MetDays 8 Days 30 Disc 5 000 Always Take Discount Yes Purchase History Period Invoices 01 2006 02 2006 03 2006 04 2006 05 2006 06 2006 Number of records printed 2 Page 4 38 Print Reports PH amp C Infinity POWER Sample Company Inc Detailed Supplier Listing Vend Type General Print 1099 Yes TaxID 95 885247 GL 8 11400 Liability Insurance Carrier Prudential Insurance Policy 59 8874852 Date 08 31 2004 Avg Days ta Pay 188 Basis of Inv 18 YTD Payments 2 347 11 Comments
246. llow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time Page 2 56 Set Up and Maintenance Chapter 2 Accounts Payable User Manual lll Maintain Notes Mode Add Account 11 601 78511 ser ID Description Corner Blocks Date Time 05 15 2003 3 21 Title New Batch Quality Hate The last two hatches we have ordered have been slightly better than previous orders The supplier has taken our recommendations to heart Cancel You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Once notes are added to the file they can be reviewed at any time by accessing the item through an inquiry mode or a change mode and then lt clicking gt on the Note Pad Button Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail select the last record in the detail list or search through the detail records You may then view the notes for this record If you have set up User Definable Fields in either t
247. lt to gain access to a calendar and choose a different date This date will be used as the transaction origination date of the open item The transaction record as well as the posting date in General Ledger will use the posted date which 15 the current system date if integrated with General Ledger Transaction Number This is the ten 10 character transaction number or reference number for this expense Normally this is the vendor s invoice or statement number If you have set the Master Configuration question Voucher Unique Invoice 5 the system will first check the Accounts Payable Transaction File to verify that the number you enter here has not been used before regardless of the Date or Transaction Amount If it finds a match a different number will have to be entered to continue Chapter 3 Enter Transactions Page 3 3 Accounts Payable User Manual Transaction Desc This is the open item description of the transaction that will be posted to the vendor s open item file You may press TAB to default to the description of the transaction type or enter a meaningful reference that will appear in your Accounts Payable Open Item Aging Report later on Sale Amount This is the dollar amount of the sale from the transaction excluding any purchases not subject to payment discounts This is the amount that will be used in the calculation of the discount amount If the sale amount is not known or you wis
248. may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Once the vendor has appeared on the screen you may review the account information The factor information can be accessed by clicking on the Factor button You may view up to 5000 current open items by clicking on the Open Items button Aging Information can be seen by clicking on the Aging button and Additional Information Vendor Information can be seen by clicking the Other Info button Historical information including monthly purchase amounts year to date payments and average days to pay is accessible through clicking on the Historical button When accessing the Open Items or the Historical features the screen will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to view by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on OK Add Mode AP0401 This option allows you to set up new vendors You may input all vendor specific information except for open items This option allows you to add new vendors to your Accounts Payable Vendor file Several sc
249. mber for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file Results coGL1dy dbf General Ledger Account File All Account Information set up Beginning Year Balance set up Period Balances and Budget Amounts updated Chapter 2 Set Up and Maintenance Page 2 55 Accounts Payable User Manual SET UP INVENTORY ITEMS This section discusses the ways to set up change delete and copy inventory items It also covers how to import new items from other accounting systems and print the Inventory Detail Report which is used to verify all information input into the inventory files Set Up Inventory Items Tools Launch Wavigation Operation al Inquiry zl al Categories Type Part Bicrms to 4 iines of Descriptiom Yn an inventory Item ELERES iih an asterisk don t print Category Reg Mar Available i Price Table Costs Historical U M a 509 aen 277 00 0 00 You may add notes to any Inventory Item that be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new item changing an existing item or copying an item By lt clicking gt on the Note Pad Button a screen will appear that will a
250. menu and choose from the following available terms types The terms type descriptions are listed below and are described in detail earlier in this chapter Immediate Net Days Net EOM Batch Suspense of Days This is the number of days used in the calculation of the due date Batch If the terms type is set to Batch this is the batch number Discount Percent This is the percent that will be used to take the payment discount if the open item is paid within the specified terms Already Paid This checkbox indicates whether or not the invoice has already been paid If the invoice has already been paid you do not need to enter it during initial set up unless you desire to have this paid item appear on an inquiry This will require you to turn on the option to include paid items on inquiry in the Master Configuration set up Date Paid This field is automatically updated by the system when this item is paid This information will appear on Vendor Inquiries by reviewing the Items This is an important field in that it is the field that is used by the option Remove Paid Open Items to determine which paid open items should be removed from the open item file The Master Configuration must have the prompt to Include Paid Open Items turned on for this field to appear on inquiries Paid By Check This field contains the check number that was used to pay this open item This reference f
251. mi Warehouse Inventory Finished Products Accounts Payable Total Debits Total Credits Infinity POWER Sample Company Inc Batch 04 06 Edit Report Account Summary Debit Creda 6 822 77 1 741 88 3 488 17 243 17 12 295 99 12 295 99 12 295 99 Accounts Payable User Manual Fage 1 4 04 28 2006 Enter Transactions Page 3 33 Accounts Payable User Manual POST BATCHES 0125 This option allows you to post Voucher Entry batches to your live Accounts Payable files Enter the number of the batch that you are ready to post Post Batches Tools Launch This option allows you to postthe batch entries to the Accounts Payable system Make sure that vou have current backup of your data files before you execute this option Batch Number p430 Batch 17 status posted You may enter the batch number or lt click gt the Down Arrow F2 by default to gain access to the batch listing You may choose to search for batches by batch number or description Notice that the status of the batch you select will be displayed just below the Batch Number If it has not been posted you may proceed with this option Posted batches cannot be posted more than once Click on Start button to begin posting the batch When it is completed click on the Close button to return to the Menu Results 1 Vendor File Number of Invoices updated Purcha
252. mount Once this screen is displayed you will have the tool bar navigation options to select from You may choose the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on When you choose to select a specific record in the file by lt clicking gt on the Binocular button you may search for that record by account number or description lt Click gt on either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double lt click gt on it or just highlight it and click on Save The dollar amounts that are entered here should be the net change in the account during the specific period For the Income Statement accounts the amount should be either the amount of sales or income or the amount of expenses for the period For the Balance Sheet accounts the amount should be the change in the balance of the account during that period Keep in mind that if you are using the 13 Period Processing method the period numbers listed on the right of the scrolling scr
253. n If a report is a summary type report the information contained in the report will be inclusive of all data input during the date range specified at the time of selection of the report This provides you the ability to do historical period reporting as well as current period reporting Cancel the Print Job Clicking on the Cancel button during the printing of a report will cancel the print job However keep in mind some of the report may still be in the printer buffer at the time of cancellation VENDOR AGING REPORT AP0201 This option prints an aging of vendor accounts based on either due date on all open items This report may be used by management to review the current Accounts Payable totals by either 7 day or 30 day aging categories This is a particularly useful management report because it illustrates the cash requirements needed to meet an organization s upcoming liabilities debt at any point in time After selecting the range of vendors to include on this report you may elect to print either the detail of all invoices by vendor summary totals only by vendor or grand totals only for all vendors The next prompt will ask you to specify the aging criteria either 7 day or 30 day increments Page 4 4 Print Reports Chapter 4 Accounts Payable User Manual Ei Vendor Aging Report Tools Launch Vendor Range Report Type Detailed Beginning Vendor powi Bower s Roofing Supplies Using
254. n Make a Check Run Account Type This is the Vendor s Bank Account type field lt Click gt on either if it is a Checking account 5 for a Savings account Vendor s Bank This is a seventeen 17 character field for the vendor s bank account number Account This field along with the Vendor s Bank Routing field is used in conjunction with EDI Electronic Data Interchange procedures Vendor s Bank This is a nine 9 character field for the vendor s bank routing number This Routing field along with the Vendor s Bank Account field is used in conjunction with EDI Electronic Data Interchange procedures Liability Insurance Carrier Policy This is a thirty 30 character field for the vendor s Liability Insurance carrier This field along with the Policy and Exp Date fields are used to display an expiration warning when the certificate of insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor This is a twenty 20 character field for the vendor s insurance policy number This field along with the Insurance Carrier and Exp Date fields is used to display an expiration warning when the certificate of insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor Exp Date This is a date field
255. n Excel spreadsheet first so 1f you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create a file This is the file you will import Page 2 Enter Transactions Chapter 3 RECORD CHECKS Accounts Payable User Manual This section discusses the different methods of entry of Accounts Payable checks into the system These options include making a check run writing a single check recording manually written checks recording of checks based on vouchers previously entered into the system and voiding of checks Infinity POWER for Windows Infinity POWER Sample Company ins Repo orks Graphs Set Up and in ICE Help Record New Vouchers yy Record Checks er ms Transactions Eyerfen Duta Data aia Fp Dota Change Open Item Pay Status Print Preliminary Check Run Print Checks Write a Single Check Write a Single Job Cost Check Record Manually Written Checks Record Manual Job Cost Checks Manually Pay Previous Vouchers Void a Previous Check Data Date PFs Data Jan F 04 30 2004 vr Data Pri Data MAKE A CHECK RUN Data Pre Duta PF Pre Pre Date Pr Date Pro Date Pro Daid Date Pro Data Duta Pr Data Pee Dita PF Data peo Date PFs Data Pee Duta Err Data
256. n Street Action 1 0 CHAR 1 1 Vendor 0 10 STRING 2 10 Name 11 30 STRING 12 30 Address 1 196 30 STRING 42 30 Address 2 258 30 STRING 72 30 Clty 1414 15 STRING 102 15 State 176 2 STRING 117 2 21p 508 10 STRING 115 10 Contact 1441 20 STRING 129 20 Phone 63 11 STRING 1195 14 1 Ck AC 700 5 STRING 1 1 Default GL Account 679 20 STRING 163 20 Fed ID 706 20 STRING 183 20 1099 0zNO 12sYES 727 1 CHAR 203 1 Terms Type 666 2 INT 204 3 Terms Days 668 5 INT 207 3 Discount 674 12 FLOAT 210 12 Payytd 728 0 DOUBLE 222 16 LRL 237 DO NOT INCLUDE ACTION AS PART OF THE LENGTH Required fields for importing records Example of fixed field import Will import 1 for all records Not included in import file Length depends on how many characters are specified NOTE Make sure bank accounts are set up prior to importing files Field Type Formatting CHAR NUMBER NO DECIMALS STRING TEXT DELIMITED REQUIRES QUOTES AROUND FIELD AND COMMAS SEPARATING FIELDS FIXED LENGTH HAS NO CARRIAGE RETURN OR LINE FEED VARIABLE LENGTH REQUIRES ONLY CARRIAGE RETURN AND LINE FEED INT INTEGER NUMBER NO DECIMALS FLOAT MATHEMATICAL VALUES UP TO 5 DECIMALS Must have 0 00 if no amount DOUBLE DOLLAR AMOUNTS DECIMALS REQUIRED Must have 0 00 if no amount LRL RECORD LENGTH REQUIRED ONLY FOR FIXED AND VARIABLE
257. n check for invoices that have already been vouchered into the system Once you select this option the system will ask you for a vendor number Enter the vendor number or you may click the Down Arrow to scroll through the vendor file to select the vendor Once you have made your selection the vendor number name and address to verify your selection If this is the correct vendor click on the Select button and a scrolling window will be displayed showing all unpaid open items for this vendor Select Vouchers BOW1 Tools Launch Edit Navigation M44 vibus Detail tem Type Transaction Terms Type Description Total Amount Days Batch Date Due Date Job Discount Chapter 3 26 0072 PO 100105 Net Days 03 23 2003 Inv 96 0112 100110 Net Days 04 20 2003 Ret 96 0112 PO 100110 Suspense 04 20 2003 Inv 96 0153 PO 100114 Net Days 04 30 2003 Save Cancel 1 05 07 2003 i 05 20 2003 1 1 05 30 2003 26 0072 96 0112 96 0112 96 0153 52 430 00 3 000 3 529 520 00 3 000 3 53 280 00 3 000 3 551 840 00 3 000 3 Enter Transactions Accounts Payable User Manual Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail li
258. n is updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Set Up Page 2 78 Set Up and Maintenance Chapter 2 Accounts Payable User Manual SET UP PROJECTS This section will cover the options available for setting up projects These functions may be performed at any time during the processing cycle You may add to any project that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new project changing an existing project or copying a project By clicking on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current data and time Maintain Hotes Mode Add Account 96 0153 UserID SCOTT Description Univ of Tampa s New Gym Date Time 05 18 2003 P 6 12 Title Inspectors Due tomorrow Mote Get all of the roofing crew to finish up since all of the inspectors are due to review and finalize our work on this phase of the project Bill has OK d and said to move on the next project phase Cancel You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note
259. n of spreadsheet cannot be blank Format columns as follows Char Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for that field Example Vendor width of column would be 10 String Format as text left justify column and change width to the number of characters being imported for that field Int Format as a number zero decimals and make sure to left justify the column change width to the number of characters being imported for the field Double Format as number 2 decimals do not left justify and change width to the number of characters being imported for the field Make sure to save as an Excel spreadsheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create a prn file This is the file you will import Action 1 0 CHAR 1 Vendor 0 10 STRING z2 10 Name 11 30 STRING 12 30 Address 1 196 30 STRINHG 42 30 Address 2 258 30 STRING 72 30 C1ty 4144 15 STRING 102 15 otate 4 6 2 STRING 11 2 Zip 508 10 5TRING 119 10 Contact 1441 20 STRING 129 20 Phone 63 14 STRING 1419 14 AC 700 5 STRING 1 1 Default GL Account 6 9 20 STRING 163 zU0 Fed ID 00 20 STRING 103 20 10997 0 NO l YES 2Z l1 CHAR Z203 1 5 606 2 INT 204 3 Terms Days 668
260. n the file the next record the previous record the last record or a specific record in the file which can be based a search routine You are automatically in Inquiry mode when you select this option You may add notes to any Vendor Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes If you are adding a new record navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A screen will appear with the current date and time You will be prompted for a description of fifty 50 characters which is used as part of the display when selecting to review existing notes Each note recorded has up to ten 10 lines of fifty characters each which may be used for your free form notes Chapter 2 Set Up and Maintenance Page 2 5 Accounts Payable User Manual Maintain Notes Mode Add Account BOWL UserID SCOTT Description Bower s Roofing Supplies Date Time 05 14 2003 7 52 Title change in terms Note The owners agreed to extend to the company Net 30 days instead of Net 10 days which has been in place for the last two years Once notes are added to the
261. n which you want to convert The section of the screen below will display a Processing Log of the various files in all of the related accounting modules and the number of records in each file that have been affected by the change Chapter 2 Set Up and Maintenance Page 2 23 Accounts Payable User Manual lll Rename AP Vendor Number Tools Launch Vendor Numbers Old vendor FLO1 Using Vendor key New Vendor x FLAO1 Processing Log 3 1 records updated insapz 41 records updated Insap30s 22 records updated insap 0 records updated insapa 0 records updated 115111103 4 records updated Insim203 12 records updated insimb 14 records updated Inspol03 1 records updated inspa4 records updated 1880103 0 records updated Processing Completed o When done the screen will state Processing Completed and you may click on the Close button to return to the menu File Name Fields Modified ACCOUNTS PAYABLE AP01 xxxAPIdy dbf Accounts Payable Vendor File NUM 02 xxxAP2 dbf Accounts Payable Open Item File VNUM AP03 xxxAP3dy dbf Accounts Payable Transaction VNUM File AP07 xxxAP7 dbf Accounts Payable Detail Batch File vENDNUM 10 xxxAPA dbf Accounts Payable Recurring VENDNUM Expense File MANUFACTURING INVENTORY MANAGEMENT 1 01 xxxIMIdy dbf Inventory Item File VENDOR 1 VENDOR 2 06 xxxIM6 dbf
262. navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once a vendor is deleted it can not be retrieved again A backup of data files is always recommended prior to deletion of records Results coAPIdy dbf Vendor File Vendor Information is marked for deletion Page 2 12 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Copy Mode AP0404 This option allows you to set up new vendors by copying existing ones This option is very helpful in setting up multiple location vendor accounts or in renumbering your vendors Using this option the system provides a quick method of setting up vendors that are very similar Many vendors may have multiple locations or chain stores which bill you individually First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will
263. nce number to a job or project or you may click on the Down Arrow F2 by Default to scroll through the list of valid jobs projects currently set up in the system Select a valid project number and press TAB to continue This will be the project number that the Accounts Payable module will calculate and apply vendor retainage to for this particular transaction Please note that only one project may have retainage calculated for it per invoice Chapter 3 Enter Transactions Page 3 11 Accounts Payable User Manual If you wish to calculate multiple amounts of retainage for different projects from the same original invoice then you must break up or voucher them as separate invoices If no project number is desired simply press TAB and the system will by pass this question An entry of some sort must be used to call up the scrolling screen to search for projects This is designed so not to interfere with normal vouchering procedures if a non project expense is being recorded Retainage This field is utilized for the automatic retainage calculation for the Job Cost vouchering of Accounts Payable This field is not utilized by the standard vouchering feature in the Accounts Payable module If a Job Project has been specified in the Job field the system will read the project file and pull up default retainage percentage specified to be used for this project You may override this value or press TAB to continue R
264. nch Vendor Range Report m Due Through Date Beginning Vendor Bower s Roofing Supplies Using Vendor Key C Immediate Payment Ending vendor UNI Unified Supply Company t Batch Additional Information Project Mask Bank Account 1 Default Bank Account i Position 12354567890 Pay Through Date 04 30 2004 7 Mask You may choose one of these check runs to make e Due Through Date Immediate Payment Batch Each of these types are discussed below Due Through Date When you select this type of check run the system will ask you for the Through date This 15 the date that will be compared to the due date of each invoice to determine if it should be paid This type will also include those invoices scheduled for immediate payment Immediate Payment This type of check run will include only those invoices scheduled for immediate payment Batch When you select this type of check run the system will ask you for the Batch Number This will include only those invoices specified as Batch and having the same batch number as entered here After selecting the type of check run you must select the checking account number to use The system will include only those invoices to be paid from this checking account If you are interactive with Job Cost Main Module you may enter the Project mask for this run of checks This allows you to only include th
265. nd History and Cost updated If Interactive and Items Received New Item Added If interactive and New Item received coIM2dy dbf Inventory Transaction File Receipt Transaction recorded optional coIM6 dbf Inventory Cost Layer File Adding of new cost layers serialized items and lot items AP2GL co General Ledger Integration File General Ledger Account Distribution recorded with a Credit to Cash If Interactive coCR2 dbf Check Reconciliation Detail File Updates check record if integration is turned on Chapter 3 Enter Transactions Page 3 65 Accounts Payable User Manual RECORD MANUAL JOB COST CHECKS AP0113 This option allows you to record checks that were manually written and distributed to a project or job These checks should be for direct expenses that do not have current open items This option should be used when you need to post a check to the Accounts Payable system that was written manually This procedure will add an invoice as a paid open item on the vendor s account At the same time a check will be recorded Therefore this option records a voucher and a check that paid the voucher This option should only be used when recording a manually written check that has not yet been vouchered into the system To record a manual check for an invoice that has been vouchered you should use the option Manually Pay Previous Vouchers The data entry screen will be exactly the same as the screen used in the
266. nd the Balance Sheet on the 23rd of the month and expect them to balance Chapter 4 Print Reports Page 4 5 Accounts Payable User Manual The Balance Sheet figures for a prior fiscal period will always represent the end of period totals not a day within that fiscal period Therefore if you are trying to balance between the two reports always use the last day of the fiscal period you are trying to audit If you are interactive with the Job Cost Main Module once you have passed the first three criteria options an additional screen will be displayed prompting you to enter the Project Number mask for this report This allows you to only include those vendors on this report that have open items for a specific project or job By leaving it blank all projects or jobs on the report Otherwise enter the project number and all other vendors and projects will be ignored Field Names Vendor Number Vendor Name Phone Number Contact Transaction Type Transaction Number Transaction Description Transaction Date Transaction Amount Placed in aging category column Job Checking Account Number Due Date Batch Totals Suspense Totals Totals Totals for All Accounts Page 4 6 Print Reports Chapter 4 Supplier Phone Number Contact Type Trans Description BOW Bower s Roofing Supplies 213 247 884 4 Tam Hill Open Items 1 584 Jab Bank 1 Dua 2 lnv 5412 Temporary Labor Job 96 0112 Bank
267. ne record single line of the file Each line or record must be terminated by a Carriage Return Line Feed sequence CR LF For example an Inventory Physical Count import should look like this 100A 1111 A1 100 00 CR LF 100B 1122 A2 250 00 CR LF 100C 2211 A3 75 00 CR LF lt Click gt on one of the three choices to define the type of file you will be using and you will then be prompted to enter the name of the file to be imported You may use any name consistent with Windows naming structures You will have the option to browse for your import file which may be located anywhere on your hard drive or any network you may be attached to Next you will be prompted as to whether the system should print an audit trail first before starting the import process It is highly recommended that you click on this option It is selected by default This will allow you to see if there are any discrepancies within your import file The system will first print an audit trail of what will be imported into the Infinity POWER accounting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three ques
268. next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that 15 being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain 0 for NO indicating the end of the transaction Page 2 16 Set Up and Maintenance Chapter 2 Accounts Payable User Manual For each transaction related import there are certain fields that are required and used by the system to verify the validity of the information being imported These fields are marked in the field definition section with an asterisk For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first click on the Create Map button at the point in the program when you have selected the import option The result is to produce 4X XXXXX map file in the p
269. nge You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option If you are changing a record lt click gt on the Modify the Current Record button or choose the Operation option from the Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made While in Change mode you may choose to change Historical information by clicking on Historical button This screen 15 a scrolling window which contains the purchase amounts for each month of the year It also has the Year To Date Payments and Average Days to Pay and Number of Invoices Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Save When you choose to select a specific record in the file you may search for that record by account number description or special u
270. notice all the information except for account number will be copied to a new record Enter the new account number for this record At this point you may choose to edit any of the information or lt click gt on the Save button to validate which will then add it to the file Results coAPIdy dbf Vendor File New Vendor is added to file IMPORT VENDORS AP0601 The File Import options allow you to bring information into the appropriate modules from text or ASCII files Word processors spreadsheets databases or many other types of programs may create these text files This option is designed to allow you to import Vendor Accounts directly into the Accounts Payable module The vendors will be updated as if processed through the normal Add mode in the Set Up Accounts menu option from within the Accounts Payable system When you select the option to Import Accounts from the Set Up and Maintenance section of the Menu Bar new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file click on the Print Map button To create a map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organized in If the import file is a comma delimited file the data can be variable length but must be in the specified order If the import
271. nsaction File Receipt Transaction recorded optional Transaction Record added optional coIM6 dbf Inventory Cost Layer File coCR2 dbf Check Reconciliation Detail File Adding of new cost layers serialized items and ot items Updates check record if integration is turned on coIM1dy dbf Inventory File Quantity on Hand History and Cost updated If interactive and items received AP2GL co General Ledger Integration File General Ledger Account Distribution recorded with a Credit to Cash If Interactive WRITE A SINGLE JOB COST CHECK AP0112 This option allows you to write a single check for an immediate need such as receiving a COD shipment This variation of writing a check allows for the distribution of costs to a job or project set up in the Job Cost system This option should be used when you have immediate check writing requirements When you select this option the system will load the check form that you have specified in the Master Configuration for this checking account number Write Single Job Cost Check Tools Launch Vendor Vendor BOWL Bower s Roofing Supplies Comments Transaction Details Transaction Type invoice x ondor tems ee ae Immediate G LAccount 11400 Date 04 30 2004 Inventory Tampa Main Office Transaction Number 48973 104 Override Transaction Desc Tar Paper Pallet DiscountPercent 3 000 Sale Amount 984 15 Bank Account
272. nter here has not been used before regardless of the Date or Transaction Amount If it finds a match a different number will have to be entered to continue Transaction Desc This is the open item description of the transaction that will be posted to the vendor s open item file You may press TAB to default to the description of the transaction type or enter a meaningful reference that will appear in your Accounts Payable Open Item Aging Report later on Sale Amount This is the dollar amount of the sale from the transaction excluding any purchases not subject to payment discounts This is the amount that will be used in the calculation of the discount amount If the sale amount is not known or you wish to take the discount on the total amount of the invoice enter the total amount of the invoice here If you are entering a Credit Memo the negative of the dollar amount entered will be assumed Total Amount This is the total dollar amount of the invoice This will default to the Sale Amount entered If the total amount of the invoice is different from the sale amount it may be changed here Note If you are entering a Credit Memo the negative of the dollar amount entered will be assumed However if you bypass the sale amount and go directly to the total you must specify the sign negative or positive of the amount entered Job If the integration with the Job Cost Main Module is turned on you may enter a ten 10 character refere
273. numbers the most efficiently Select the Set up and Maintenance option from the Menu Bar Then select Set Up Accounts option screen will appear with several processing options From this screen you may choose to navigate either through the Menu Bar or by clicking on the first set of buttons You will have the choice of going to the first record in the file the next record the previous record the last record or a specific record in the file which can be based on a search routine You are automatically in Inquiry mode when you select this option You may add notes to any General Ledger Account that may be viewed on the screen for additional information or planning This may be done when viewing an inquiry adding a new account changing an existing account or copying an account Chapter 2 Set Up and Maintenance Page 2 47 Accounts Payable User Manual By lt clicking gt on the Note Pad Button a screen will appear that will allow you to add or review free form notes Ell Maintain Notes EL Mode Add Account 11101 UserID SYSADM Description Cash on Hand Date Time 5 11 2003 11 05 Title Weed to Reconcile this account to Bank Mote New employees have made errors and it must be done before the auditors get here If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add A
274. odule has been configured to Require Cost Budgets and you enter a quantity or amount that is in excess of the budget allocated for this particular cost code a window will Pop Up displaying a message stating that the Cost Code has exceeded budgeted amount The screen will list the cost code in question and display the remaining budget that is still available for this cost code Keep in mind that you may still have outstanding Purchase Orders for these items The budget verification feature used here can only track the total amounts on a cost code by cost code basis that have been vouchered or costed to the project Vouchering is done through the Accounts Payable module and direct costing is done through the Job Cost Main Module as direct costs At this point the system will prompt you as to whether you wish to continue or not Respond as you need but if you do continue you have been warned that you are exceeding the budgeted amount If you do not you may enter the GL Account and distribute the amount directly to General Ledger If there was a retainage amount entered on the first screen the open item Invoice will be posted as the total amount less the retainage amount and another open item retainage will be posted with the retainage amount The Project Master File will also be updated for current vendor retainage Bank Account This is a number which identifies the bank account to use to pay for this open item The defa
275. oject based on current payroll posted to the project multiplied by this factor This may be used to allocate payroll tax overhead as costs to the project This payroll allocation occurs only if you are interactive with the Payroll The percentage amount of completion for the project based on the estimate entered by the project manager This is used to calculate your projected profit and cost overruns based on the cost percent complete This is useful in comparing the actual status of a project versus the actual costs incurred Project To Date Billings Allows you to enter the total billings amounts that have been incurred prior to setting this project up Once this project has been set up and transactions and billings are posted through the system these figures will be automatically updated by the system Project To Date Draws Project To Date Costs Allows you to enter the total draw amounts that have been incurred prior to setting this project up Once this project has been set up and transactions and draws are posted normally through the system these figures will automatically be updated by the system Allows you to enter the total cost amounts that have been incurred prior to setting this project up Once this project has been set up and transactions are posted normally through the system these figures will automatically be updated by the system Chapter 2 Set Up and Maintenance Page 2 85 Accounts Payable Use
276. olicy Number Expiration Date WIE Ins Carrier Policy Number Expiration Date BOWL Bower s Roofing Supplies nails Cincinnatti Lite B579511 801 09 08 2004 Zenith Insurance SO66613 78911 12 30 2004 If the vendor you have chosen has Liability Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Liability Insurance Carrier s Name Policy Number and Expiration Date for your review Likewise If the vendor you have chosen has the Worker s Comp Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Worker s Comp Insurance Carrier s Name Policy Number and Expiration Date for your review To continue click on and a screen will be displayed showing the vendor number name and the data items necessary to record this Ell Voucher Job Cost Tools Launch Vendor Vendor transaction Invoices Bower s Roofing Supplies Transaction Details Transaction Type Date mwoice v Vendor Terms Invoice Y Type et Days v n4 13 2004 Transaction Number 5489 17 010 Transaction Desc Sale Amount Total Amount Job Retainage Percent Retainage Amount Project Materials 32 165 74 Number of Days 30 Discount Percent 3 000 Due Date 05 13 2004 32 165 74 96 0153 v un
277. on option for more details on setting up this feature Special U Define This is a twenty 20 character alpha numeric field to be used for any additional information you would like to enter for this vendor The heading Special may be replaced by the heading you have entered in the Master Configuration The placed at the beginning of this label identifies to the program that this field will be used as a special search sort field This means that you may use this field to find specific vendor records by this field as well as through the normal Vendor Number and Vendor Name fields Page 2 8 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Contact This is a twenty 20 character field for the name of the person to contact at the vendor s office Phone This is a fourteen 14 character field for the vendor s phone number This field is large enough to contain the full phone number including the area code and hyphens Fax This is a fourteen 14 character field for the vendor s fax number This field is large enough to contain the full fax number including the area code and hyphens E or Change a The Factor button will allow you to access another screen which allows actor you to enter or change the factor information A factor is a payment or collection agency employed by your vendor Remittance of all payments would normally go to this factor instead of the vendor In othe
278. on to Import Transactions a new screen will appear import AP Transactions Tools Launch Import Format Import File Fixed Length ASCII Mariable Length ASCII C Comma Delimited PRN Process Import File Map File Create At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file lt click gt on the Print Map button To create a map file in the program directory lt click gt on the Create Map button This will print out the format in which this option is looking for information to be organized in The Fixed Length ASCII file logical record length for this transaction import file is 125 bytes Description Position Length Chapter 3 i hi Bank Account srRING 19 5 _ Sales Amount 99 fis M Enter Transactions Page 3 37 Accounts Payable User Manual If it is not in this format you will encounter errors during the import process or not be allowed to continue at all The File Import features allow for the importing of file information into the Infinity POWER programs This includes the ability to import Master File information such as Charts of Accounts Customer Names and Addresses Employees Vendors etc as well as transaction information for those master files such as invoices and credit memos journal entry updates etc The
279. onger want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Make sure this is what you want to do because once a project is deleted there is no way to retrieve it again Page 2 88 Up and Maintenance Chapter 2 Accounts Payable User Manual Results coJClidy dbf Project File Project is marked for Deletion Copy Mode JC0404 This option allows you to create a new project by copying the information from an existing one Using this option the system provides a quick method of setting up projects that are very similar Many projects may be of the same nature and the only variance may be the actual customer involved The rest of the information relevant to these projects may be exactly the same By using the Copy Mode option you are able to quickly create and enter new projects into the file First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the information except for project number will be c
280. opied to a new record Enter the new project number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to the file You may choose from three options 1 No Detail Copied 2 Detail Copied 3 Detail Copied with Budgets What project detail do you wish to include what project detail do you wish to include Detail Det Budget The project detail is one of the most important features to be found within the Job Cost Main Module By utilizing this feature a project may be conveniently set up and tracked with extensive levels of detailed information if desired This option allows you to choose whether to include any project detail at all copy the detail description lines only or whether to include both the detail description lines and their respective budget amounts Once you have made your selection and click on the button and the new project will be added to the file Results coJCidy dbf Project File Project Information is Set Up Chapter 2 Set Up and Maintenance Page 2 89 Accounts Payable User Manual This page intentionally left blank Page 2 90 Set Up and Maintenance Chapter 2 Accounts Payable User Manual CHAPTER 3 ENTER TRANSACTIONS This section discusses the different ways transactions may be entered into the Accounts Payable system This includes vouchering writing a single check making a
281. or Hist dad with a Credit to Cash f Interactive A Retainage Payable Account Debited coAP2 dbf Open Item File Accordingly Open Item Added for Retainage if specified coJCldy dbf Project File coAP3dy dbf Transaction File Total Costs Allocated to each Project will Transaction Record added optional Update the Overall Project Cost Totals Retai A t will Update Total Vend coIM1dy dbf Inventory File M A i Retai A t Quantity on Hand History and Cost updated If interactive and items received coJC2dy dbf Project Detail File New Item Added f interactive and new item Each Project s Cost Allocation will Update the Received Project Cost Detail with both Quantity and Dollar A t coIM2dy dbf Inventory Transaction File Receipt Transaction recorded optional coCR2 dbf Check Reconciliation Detail File Updates check record if integration is turned on RECORD MANUALLY WRITTEN CHECKS AP0107 This option allows you to record checks that were manually written These checks should be for direct expenses that do not have current open items This option should be used when you need to post a check to the Accounts Payable system that was written manually This procedure will add an invoice as a paid open item on the vendor s account At the same time a check will be recorded Therefore this option records a voucher and a check that paid the voucher This option should onl
282. or additional information on the new lots after validation of the voucher being entered which is described below Description This is a thirty 30 character alpha numeric field used to describe this lot of item s By default the system displays the description of the main inventory item This description 15 solely for the use of describing this individual lot of item s Bin This is a ten 10 character alpha numeric field used to identify the location number of lot item s stored in bins Warranty Y N This checkbox is used to identify whether or not this serialized item is under warranty If the warranty field is turned this item will remain in the Inventory files even after it is sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty information or any other pertinent information about this individual lot of item s Unlike Serialized Items Lot Number items can be stored with multiple quantities For example you received four 4 cases of red paint which was manufactured at two different plants The manufacturer has marked on the cases the Lot Numbers so that the paint can be sold in quantity with the same dye match You can record the receipt of this stock on two separate line items two cases with Lot Number 123 and two cases with Lot Number 789 Chapter 3 Enter Transactions Page 3 17 Accounts P
283. orical This screen is used to enter any historical information pertaining to the movement and profit of that item The three areas of input are described in this table Purchases For each period month of the accounting cycle you would enter the total dollar amount spent on purchasing that item and then the quantity of items that amount represents Sales For each period month of the accounting cycle you would enter the total dollar amount of Sales for that item and then the quantity of items that amount represents Cost of Sales For each period month of the accounting cycle you would enter the total dollar amount of Cost of Goods Sold for that item to allow the system to determine the gross profit per item for that period NOTE Historical information is only input during the initial setup process The system will automatically update this information as transactions are posted to the system Historical Information 10 601 78511 Tools Launch Edit Navigation nae YTD Purchases 520 50 YTD Cost of Sales YTD Purchases Quantity 150 00 YTD Sales Quantity Detail tem Period Purchase Amount Purchase Qty Sales Amount Sales Oty Cost of Sales Amount 03 2003 0 00 0 00 50 00 0 00 0 00 04 2003 520 50 150 00 11 18 2 00 6 94 05 2003 0 00 0 00 0 00 0 00 0 00 Save This data item will facilit
284. ort whether it be a fixed length ASCII file or Comma Delimited or Variable length csv file has to include all fields designated in the map file even if blank If no map file exists then go to set up and maintenance import vendors and create the default map file that you can edit You can change the default map file import file by bringing up the file in notepad or wordpad and deleting or adding fields you wish to import If you delete or add fields you would then need to adjust the starting position in the map file and the length Remember the action is not included in the length of the records Always save the as AP0601 MAP Expianation of File Vendor field name found in data dictionary 0 DPOffset This is an internal offset and cannot be changed 10 length of field STRING Type of field 2 Starting position of field 10 length of field Field name DPOffset length of field and type of field can all be found in the Data Dictionary You can find this file fldinfo dbf in the power directory You add any field y ou need from the vendor file making sure you use the correct DPoffset and length from the data dictionary and adjust the starting position of the field and length of the record Action 4 1 0 CHAR 1 1 Vendor 0 10 STRING 2 10 Name 11 30 STRING 12 30 Address 1 196 30 STRING 42 30 Address 2 258 30 STRING 72 30 Olty 444 15 STRING 102 15 State 476 2 STRING 1117 2
285. ose vendors on this check run having open items for a specific project or job Enter the project number and all other vendors and projects will be ignored Chapter 3 Enter Transactions Page 3 51 Accounts Payable User Manual Click on Start the system will load the check form specified in the bank account A screen will appear with the Check Form that is currently selected You may press the Browse button which will allow you to browse the directory for another valid check form for the next series of checks you will enter Select Form Write Single Check Ea Current Form Alignment Default Form STUB Suggested Form Suggested Form 20101 Browse Current Form Defaults Cancel Align Contact DPAForms Inc for the best quality husiness forms checks tax forms and related accessories for your business software products Online Ordering at were dpaforms Or call 800 660 8605 9 00am 6 00pm EST The system will then ask you to enter the starting check number The default value will be the Next Check Number for this checking account set up in the Master Configuration Now the system will print the checks for each vendor specified and will update the necessary files If the next check number you enter has already been used in the system a warning screen will appear as shown below This feature requires the Check Reconciliation module to function Duplicate Check Number 10709
286. over thirty one days late in their payment The report will only include those vendors that have at least one open item A total of all open items will be generated by aging column at the end of the report for a complete overview of total amounts due to all vendors selected in the range by period of time The aging report will be calculated as of the Current System Date This is important to note because any open item with an Transaction Date past the Current System Date will not print on the report This does not mean that these items do not exist in the files they just will not be included on this version of the report If you want all open items to be listed on the report you must use the most recent system date of transaction processing Also any open item that was posted or prior to the current system date but was paid after the current system date will be shown as an unpaid item on the report This feature provides you with the ability to print the aging reports as of a previous fiscal period to match against the General Ledger Balance Sheet Therefore the ending balance on the Aging Report should match the balance of Accounts Payable on the Balance Sheet WARNING This feature is specific to the system date However if you are trying to balance to the General Ledger you must set your system date to the last day of that fiscal period In other words you can not print the Aging report as of the 23rd of the month a
287. pense Inv 25 0153 Wet Days 30 Ret 25 0153 Transaction Days Batch Date Description PO 100105 03 23 2003 PO 100110 04 20 2003 PO 100110 04 20 2003 PO 100114 04 30 2003 PO 100114 04 30 2003 Accounts Payable User Manual Immediate Payment Totals Total Disc Met Ck Due Date 1 05 07 2003 1 05 20 2003 1 05 30 2003 1 05 10 2003 589 550 00 50 00 69 550 00 Total Amount Job 96 0072 96 0112 96 0112 96 0153 96 0153 Discount 2 430 00 3 000 28 520 00 3 000 3 3 280 00 3 000 3 51 840 00 3 000 3 5 760 00 3 000 3 SER Net Days 10 Fay Mone Close Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and lt click gt on Now Mark open item to be paid in next check run This option allows you to mark this open item to be paid in the next check run regardless of its original due date It will be included in a check run of Items
288. pense 3 AR Billing 3 JE Allocation 10 AR Gost of Baks Chapter 1 Chapter 1 Accounts Payable User Manual Post Recurring Entries Flowchart Post Recurring Expenses updates the Accounts Payable Vendor File Open Item File Transaction File and General Ledger AP Integration file if integrated with General Ledger If integrated with inventory and receiving through voucher vendor s invoices it also updates the Inventory Master File the Cost Layer File and the Transaction File VEHDOR MASTER FILE PERIOD z OF INVOICES PURCHASES AP2GL XXX ACCOUHTS PAYABLE INTEGRATION FILE PURCHASES BUCKET POST RECURRING EXPENSES 2 ACCOUHTS PAYABLE ITEM FILE Transaction Ty pz 1 Z6 rodil Momo 3 Ocho Meme amp Finanse Charge Retainage Q Payment C hack INVENTORY COST LATER FILE ACCOUNTS PAYABLE TRANSACTION FILE 1 Inwaiee ZG redit Momo 3i Ochi Momo d Ad jusument 5 ni Finanse Charge 7 Reiasinasgc DepeoeitiAdvanez Q Payment C heck IHVEHTORY TRAHSACTIOH FILE Introduction Page 1 13 Accounts Payable User Manual Import A P Transactions Flowchart Import Accounts Payable Transactions updates the Accounts Payable Vendor File Open File Transaction File and AP General Ledger Integration fil
289. pes of forms may be used with this program For convenience custom forms modifications may be made to accommodate any specific needs of a particular business The forms that are shipped standard with this module and the preprinted forms that are supported by the accounting system are described in the Accounts Payable sections of the Infinity POWER Supported Forms Reference Manual This can be found in the User Manuals section of the Data Pro web site and on the CD ROM Preprinted forms will be illustrated in the DPAForms catalog in the Product Kit or on the CD ROM If you find that customization of your forms is necessary DPAForms can adjust any preprinted form to meet your specific form printing need Most of the forms illustrated in the DPA Forms catalogue are also available in Laser Form format This means these versions of the forms are pre cut to specifically meet the needs of the various HP LaserJet and compatible printers Infinity POWER programs have already included the necessary forms files with your software for you to utilize this advanced feature forms that have an L in their form name have been modified to accommodate form printing on LaserJet printers To utilize any of the forms listed below first go to the Accounts Payable Set Up and Maintenance gt Set Up Bank Accounts option Click the Change icon and input the name of the AP and PR forms you want to use in the Check Form fields This instructs the system which fo
290. priate navigation option If you are changing a batch lt click gt on the Modify the Current Record button or choose the Operation option from the Chapter 3 Enter Transactions Page 3 23 Accounts Payable User Manual Menu Bar and then Change Make the changes required and click on button to save your changes or click on the button to cancel the changes made When the batch has been selected click on Batch Detail button to access the detail line items of this batch Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on When you choose to select a specific record in the file you may search for that record by account number or description Click on the either of the choices and enter the information you want to search on Once you have found the record you wish to be displayed you may either double click on it or just highlight it and click on Close Once you have nav
291. project you are setting up If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of two lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the zip code For example Customer Name ABC Company Inc Address 123 Main Street Suite 1030 City Vancouver State Brit Columbia Cntry Canada Zip V6E4A2 PROJECT TYPE This is the classification of the billing method being used for this project You may click the Down Arrow F2 by default to view the available choices The choices available include Direct Billing Cost Plus Percent Complete Completed Contract Bank Draw Direct Billing This project type assumes that you are going to invoice a customer based on the direct amount of cost incurred on a specific project This project type allows you to simply record costs as they occur and then bill directly for the charges at the billing rate that you establish for each billing code within this project Page 2 82 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Cost Plus This project type is designed to keep track of your actual costs on a project and then mark up the cost based on the per
292. prompt you for the additional information below on each of the serialized item s If you are planning to use a quantity greater than one 1 on serialized items you will be prompted for a Serial Number for each of the quantity of items you are receiving If the quantity received 15 ten then you will be prompted for ten Serial Numbers Description This is a thirty 30 character alpha numeric field used to describe this serialized item By default the system displays the description of the main inventory item This description is solely for the use of describing this individual serialized item Bin This is a ten 10 character alpha numeric field used to identify the location number of serialized items stored in bins Warranty Y N This checkbox is used to identify whether or not this serialized item is under warranty If the warranty field is turned this item will remain in the Inventory files even after it is sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty information or any other pertinent information about this individual serialized item If the item selected has a Lot type costing method the system will prompt you for Lot Number If you are receiving into stock items that require separate Lot Numbers you should enter individual lines of receipts for each Lot Number For instance if you wer
293. r Font Attributes Within the Output Options window you can modify font attributes such as color size and styles for each report This allows you to be creative in your report styles whether formal informal or classic professional depending on the purpose of the report You may choose a more informal style for internal reports but select a more elegant style for a customer Selecting a font in the Printer Settings section affects printed reports only If you select Print as the output destination this 15 the font that will be applied to the printed report You can also select a font style for the display destination independent of the Print Settings font selection In the Display Settings section of the screen click on the Fonts button to open the Font window From this window select different fonts add special effects such as underlining change the color font style bold italics bold italic etc and the font size When a report is selected in display output this 15 the font that will be applied when the report is displayed on the screen NOTE If you send a report to print directly from the displayed output screen Send menu option or the Send to another output destination toolbar options the font selected in the Printer Settings will be the font that is applied to the printed report regardless of what font settings are selected for the Display Settings Font attributes are unique for Printer Settings and Display settings
294. r Job Cost Invoices Flowchart Voucher Job Cost Invoices updates the Accounts Payable Vendor File the Open File the Transaction File and the AP General Ledger Integration File if integrated with General Ledger It also updates the Job Cost Project File the Job Cost Project Detail the Job Cost Transaction File the Inventory Master File for Quantity the Inventory Transaction File and the Inventory Cost File VOUCHER JOB COST INVOICES VEHDOR MASTER FILE PERIOD z OF INVOICES PURCHASES EXXAPZ DBF ACCOUHTS PAYABLE OPEH ITEM FILE EXZAPJYTY DBF ACCOUHTS PAYABLE TRAHSACTIOH FILE Transaction Types AP2GL ZZXZ ACCOUNTS PAYABLE DBE INTEGRATION FILE JOB COST PROJE URREHT TEAR TO AHD PROJECT TO Transaction 1 Invoice 2 Cred Momo 3 Debit Mamo d Ad jusumecnt 5 Finance Charge 7 0 Payment C hock Suspense 1 Invoice 2 Momo 3 Ochi Moma 4 Adjustment 8 Finanac Change Retainagc 3 Payment iC hock ExzJC3YY DBF JOB COST CURREHT DATE PROJECT DATE TRAHSACTIOH FILE DATE COSTS Transaction Typos 1 40 Enter Gost 2 0 Transfer Gost JE Billing d J Cost of 5 Cepense IM PR Cepense AR Billing JC Overhoad Alkemian 10 AR Cost
295. r Manual Once you have completed Estimated Percent Complete you may click on the Details button to continue to the next part of this scrolling screen The next section allows you to enter the specific billing draw and cost amounts for this project for each month of the current fiscal year amounts entered here will be used in calculating the Year to Date total for this project Once you have entered all of the necessary information click on the Save button to validate all of the billing information for this project Retainage This option allows you to specify the retainage percentages that your customer holds from your billings and what you hold from your vendors These retainage percentages will be automatically retrieved by project in the Accounts Receivable and the Accounts Payable By clicking on this button the system will overlay a window displaying the following data items Retainage Information 2004 1 Tools Launch Retainage Percent 10 000 Vendor Retainage Percent 10 000 Current Retainage 1 600 00 Current Vendor Retainage 850 00 Cancel Retainage Percent This is the percentage of retainage to be used when generating all invoices in the Accounts Receivable module for this project Each time an invoice 15 generated the percentage will automatically be calculated and deducted from the invoice and posted as a retainage amount to the customer s account Vendor
296. r of items stored in bins This ten 10 character field specifies the quantity of weight associated with this particular item number It is used in conjunction with the Sales Order Entry system for Bill of Ladings Cost Method Costing Methods are defined for each individual inventory item The default costing method which appears automatically will be the costing method set up in the Inventory Master Configuration There are eight 8 costing methods to choose from They are 1 LIFO 2 FIFO 3 Average 4 Latest 5 Standard 6 Serial Number 7 Lot Number 8 Fixed O H Careful consideration of the way your business operates 1s highly suggested before this selection 1s made Refer to Chapter 1 Normal Costing Methods for more information on each of these inventory costing methods Once you have selected the costing method here and have begun to receive additional inventory items into stock you cannot just switch costing methods Make sure to check with your accountant or CPA prior to making any changes of this nature to your accounting files Page 2 60 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Cost Label This data item is a fifteen 15 character alphanumeric field which will only be available if you have selected the Lot Number type costing method for this inventory item The Cost Label is used to define the structure of the Lot Numbers to be used with this specific inventory item
297. r words if you pay a bill that goes somewhere other than the mailing address of this vendor you should set up the address where the check gets mailed to as the factor This is common where you may issue purchase orders to a company s address in one location and pay the bills to another address of that company The following describes each of the data items If this information is set up and the Factor Name has a value then EFT operations for this vendor will not function Factor Name This 15 a thirty 30 character field for the name of the factor The checks will be written Payable To this name if it 1s entered Factor Address This is the address of the factor if the factor is being used The checks will be written with this as the mailing address If you have elected to use International Addresses a set up feature in Global Functions the system will include Country as a data field in the address information for this company The address information will consist of four lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the zip code Set Up Other Information This area will allow you to set up additional information for this vendor which may include print status of 1099s Tax Identification number default General Ledger expense account number checking account number Insuran
298. rage Days to Pay Print 1099 Basis of Invoices Tax ID Number Year to Date Payments GL Account Insurance Carrier Checking Account Insurance Policy Factor Name Insurance Exp Date Factor Address Purchase History Contact Phone Number Fax Number Page 4 34 Print Reports Chapter 4 Accounts Payable User Manual Vendor Listing Non Detailed Infinity POWER Sample Company Inc Page 1 supplier Listing 4 04 28 2006 Supplier Name Contact Phone AMEX American Express 954 515 6168 BOW T Bower s Roofing Supplies Tom Hill 813 247 8841 GFS Clark Financial Services LLC Bob Clark 813 885 7166 Connor Phil Connor Phil Connor 727 803 1654 FED NTLDEP Federal Depository Lori Mets 813 224 9906 FED UNEMP Federal Unemployment Office FLO1 GEN 1 NCNB PICF PITSAC Postmaster sas SCO 1 SHEL State F Florida Lumber Inc General Telphone Company NCNB National Bank Power Insurance Company of FL Pitts A C Repair U S Postmaster 5 amp 5 Sub Contractors Scotty s Building Supplies shell Service Station State of Florida Tax Dept SIATE UNEM State Unemployment Office SUN1 TAM1 TECO UNI1 WATER WORK yellow Suncoast Concrete Supplies Tampa Electrical Supplies Tampa Electrical Co Unified Supply Company Tampa Water amp Sewage Co Work Place Tampa Yellow Pages Number of records printed 24 Chapter 4 Gamgee Jim Sampson Randy Gash Dan Thomas Kirby Hayden Jimmy
299. rd if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 0 1 YES This field indicates to the import programs whether or not the transaction is continued in the next record For example in the Accounts Receivable Transaction import there may be several lines of detail on an invoice that is being imported Each line should be placed in a separate record of the text file with a 1 for YES to indicate that the transaction is continued The last line should contain a 0 for NO indicating the end of the transaction For each type of import that you wish to perform the import text file must contain all of the fields specified for that particular import option Any text fields that are blank will overwrite existing fields in the data files Also numeric fields that are blank will be considered as zero To allow the import of only a subset of the import structure you must have a custom file created This will allow you for example to only update the retail price in Inventory without affecting or requiring any other fields You may obtain or create custom import files one of two ways You may first press the F9 key at the point in the program when you have selected the import option The result is to produce file in the program directory The Xs in this file name represent the actual name of the Infinity
300. reen and print the audit report The system will then save the open item and transaction record update the vendor s account history update inventory post to the job and if on accrual basis record the entry to the General Ledger integration file A transaction register will also be printed for each voucher Results If Interactive and Items Received coAP1dy dbf Vendor File a added If Interactive and New Item Vendor History updated 2 jp nere iudi immi Open Item added P p coIM6 dbf Inventory Cost Layer File Adding of new cost layers serialized items and lot items AP2GL co General Ledger Integration File General Ledger Account Distribution recorded coAP3dy dbf Transaction File Transaction Record added optional coIM1dy dbf Inventory File Quantity on Hand History and Cost updated Page 3 18 Enter Transactions Chapter 3 Accounts Payable User Manual with a Credit to the Accounts Payable Account Update or Retainage Payable If Interactive and on the the Overall Project Cost Totals Accrual Basis Retainage Amount will Update Total Vendor If Retainage is Specified the AP Account Retainage Amount Credit will be Reduced by the amount of Retainage and that Retainage will Credit the Retainage Payable Account coJC2dy dbf Project Detail File Each Project s Cost Allocation will Update the Project Cost Detail with both Quantity and coJClidy dbf Project File Dollar Amounts Total Cos
301. reens will be used taking you step by step through the sequential process of properly and thoroughly identifying your vendors This process will repeat itself for each new vendor If you are adding a new record navigation is not required Click on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Maintain Vendors Tools Launch ja Mode Add vendor LI Dafine Number Vendor Contact Desc Address Phone Fax Number Other Into Historical E Mail User Fields Comments Cancel Chapter 2 Set Up and Maintenance Page 2 7 Accounts Payable User Manual The following is an explanation of each of the data items set up on a vendor account Vendor Number This number is a ten 10 character field alpha numeric that may be assigned entirely at your discretion Vendor Description This is the thirty 30 character alpha numeric field for the name of the vendor This name will be displayed on all screens reports checks and 1099s Address This is the full mailing address of the vendor It includes four lines of thirty 30 characters for the address fifteen 15 characters for the city two 2 characters for the state abbreviation and ten 10 characters for the zip code If you have elected to use International Addresses a set up feature in Global Functions and the Company File the sys
302. rent accounting year Voucher Register Report Tools Launch Date Range Bank Account Project Mask Beginning Date 04 01 2004 Default Bank Account Position 1234567890 Ending Date 04 30 2004 gt Mask SelectAll Bank Accounts 1 Account Summary Only If you are interactive with the Job Cost Main Module once you have passed the beginning ending date range and the checking account to include on the report you may enter the Project Number mask for this report This allows you to only include those vendors on this report that have items vouchered for a specific project or job By leaving it blank the system will include all vendors and all projects or jobs on the report Otherwise enter the project number and all other vendors and projects will be ignored After printing the Voucher Register the system will then print an account summary showing the complete General Ledger distribution As an option you may choose to only print the General Ledger distribution for a quick look at totals for a specific period of time Field Names Voucher Register Vendor Number Vendor Name Transaction Date Transaction Type Transaction Number Transaction Description Job Checking Account Number GL Account Transaction Amount Account Summary Account Number Account Description If interactive with General Ledger Debit Amount Credit Amount Total Debits Total Credits C
303. rk in Process Lo n Wee dk e 0 Rem mk PemwDReemshkn x You may update your General Ledger at any time by entering the General Ledger module and executing the Post Integration Files option See the General Ledger manual for details Or if you choose the option Automatically Post Integration Modules in the General Ledger Master Configuration these same transactions will be posted in real time to the General Ledger each time a transaction 15 entered into the Accounts Payable system Integration with Job Cost Main Module The Accounts Payable system allows the update of project allocations during the Accounts Payable options of Vouchering Invoices Writing Single Checks and Record Manually Written Checks These options allow you to record costs for vendor invoices vouchered into the system directly to the projects with no additional steps required Multiple projects may be specified when using these options so that accurate accounting of project costs may easily be maintained This would be the same as using the option Record Costs in the Job Cost Main Module Both modules are designed to track project costs for on line evaluation of project status Integration with Manufacturing Inventory Management The Accounts Payable module allows the update of inventory information during the Accounts Payable options of Vouchering Invoices and Writing Single Checks These op
304. rm to use You may change forms styles as often as you would like and at any time VENDOR MAILING LABELS The size label used for the printing of vendor mailing labels is 3 1 2 X 1 The Vendor Mailing Label option allows you to choose how you want your labels to print The system allows you to customize the printing of your labels based on the label size you are using Page 1 6 Introduction Chapter 1 Accounts Payable User Manual The system will prompt you for the following information Horizontal Tab This field defines the number of characters to the left of the normal margin line to start printing the label information Vertical Number of Lines per This field requires the number of lines per label If your labels are one inch in length this would calculate to be six 6 lines For every inch in length consider six lines For a three inch length label it would be eighteen 18 lines Number of Labels Across This field tells the system how many labels you will have across the page Width of Each Label This field defines the number of characters wide each label will be MASKED FIELDS The following field may be Masked when generating reports from the system Vendor Number BAR CODE READER This section discusses the usage of Bar Code Readers with the Accounts Payable module The Manufacturing Inventory Management module provides you with the ability to print Bar Code Price Labels that can be recognized by the
305. rnet Web site Keep in mind when in the UNIX operating system filenames are case sensitive This button is designed to display the various cost layers accumulated for the quantities currently on hand As the following screen illustrates the screen will show Item for each unique cost layer based on a different price layer that the item was purchased The system will show the Cost Date Description Quantity of the item at that layer which vendor it was purchased from the Vendor s Invoice the unit cost and the total cost The screen will become a scrolling screen depending on how many layers of prices there are This is an inquiry screen only and no changes will be allowed Page 2 74 Set Up and Maintenance Cost Layers Chapter 2 Accounts Payable User Manual Cost Layer Detail for 10 601 78511 Tools Launch Edit Navigation 14 a b GA i Detail Cast Date Quantity Unit Cost Total Cost Description Vendor Vendor Inv 12 05 2003 9 00 3 36 SCO 04 07 2003 100 00 342 00 SUN 04 30 2003 20 00 04 30 2003 513 56 Cancel Serial Lot When you click on the Serial Lot button the system is going to look at the costing method that is being used for the specific item that is currently selected first Only if the item is coded as either using Serialized or Lot Number tracking will this button be active If the item is one of these two choices a new screen will be displayed s
306. rogram directory The Xs in this file name represent the actual name of the Infinity POWER option within the program e g AP0601 MAP The XXXXXX map file is used by the import option to override the default layout of the import transaction file By using file editing tools such as EDIT under DOS Notepad under Windows under UNIX you may create a customized import record layout Whenever a XXXXXX map file is created it overrides the default predefined import record layout Items can be deleted entirely from the record layout file or moved from one position to another If a field 1s not specified in an import file that field may be deleted from the record layout file NOTE Key Value fields must be present in the import file and cannot be deleted from the record layout file Key Value fields are those fields that are designated with an asterisk in the documented import record layouts You may also have customized files created for you by calling the Data Pro Support Services group at 727 803 1550 Chapter 2 Set Up and Maintenance Page 2 17 Accounts Payable User Manual Sample Import Vendor File Data Pro Support Document DATA PRO TN ACCOUNTING SOFTWARE INC Advanced Accounting Software Qe Secure Internet Solutions IMPORT AP VENDOR FILES 601 DEFAULTS A Map file designates what fields and what the length of those fields that will be imported The file y ou imp
307. rring expenses Recurring expenses are charges from vendors that are repeated at normal intervals weekly monthly etc This option allows you to add a Recurring Expense to the Accounts Payable system Each recurring expense must be assigned a one to five character number which will be used for searching sorting and for masking during the posting and printing process If you are adding a new record navigation is not required Click on the Create a New Record button or choose the option from the Menu Bar and then Page 2 28 Set Up and Maintenance Chapter 2 Accounts Payable User Manual The following is an explanation of each of these data items Expense Number Enter a 1 5 digit number for this recurring expense Expense Description This is a thirty 30 character description of the Recurring Expense This description will be used as a reference only Vendor This is the Vendor Number of the vendor account this expense will be posted to You may press TAB to scroll through the vendor file to select the vendor Once the vendor 15 selected the vendor name will be displayed and the discount terms bank account number and default GL Account data items will be set to the defaults in the vendor s master file If you change the vendor all default values will be reset to the new vendor Date This is the date of the transaction During the posting of the Recurring Expense
308. rs such as Vendor Supplier etc Special Field Default U This is the heading that will be used for an additional search sort Define field in the vendor file The placed as the first character if this label defines to the system that this field will be utilized as a special search sort field Employer s ID Number This is a twenty 20 character field for your federal identification number This field will be printed on your vendor s 1099 form Chapter 2 Set Up and Maintenance Page 2 41 Accounts Payable User Manual 1099 Form Default 1099 This is the name of the form that is used when printing the vendors 1099 There is currently only one 1099 form 1099 and should not be changed unless you have had a custom form designed for you or for future changes in the form If you have returned your Warranty Card you will be notified annually of any changes in the format of this form Upgrade procedures will be outlined at that time Minimum 1099 Default 600 00 This is the minimum dollar amount that 1099s will be printed for when selecting the option to print 1099s If the total Year To Date Payments is less than this amount the 1099 will not be printed Default Bank Account Default None This is the default bank account number that will be used when a new vendor is added in the Accounts Payable module This bank account number must first be set up through the Set Up Bank Accounts option in
309. s Infinity POWER programs into the formats required by the File Import options The text files that contain the information to be imported must be in one of three forms 1 Fixed Length ASCII Records 2 Variable length ASCII Records 3 Comma Delimited Text These three types of files are discussed earlier in this section For all three types of text files the format of the data must be accurate for the import options to read the correct information Each field or data item must be in the correct order across the line or record and in the correct format depending on the type of text file Each of the import options allow you to print a transaction journal as the import is being performed This provides an audit trail of the information being updated into your data files This report will also indicate if the import of a record was not performed due to errors encountered in the importation process Some of the import file structures allow you to specify action numbers These action numbers tell the system whether you want the information being imported to be added changed or deleted The action numbers are listed below 1 Add Record to file 2 Change record in file 3 Delete record in file 4 Add record if it doesn t exist otherwise change it Some of the transaction import file structures require a field called Cont 02NO 1z2YES This field indicates to the import programs whether or not the transaction is continued in the
310. s option When you execute the Start New Fiscal Year option from the System Administrator menu the new year s 1099 accumulators will be cleared but the accumulators in the old year WILL NOT BE CLEARED This will allow you to print your vendor 1099s at your convenience by simply changing your system date to the old year and executing the option to Print 1099s If your month of year end is not December the 1099 accumulators MUST be cleared using this option after you have printed your 1099 forms with the system date set to January 1 of the new year before the options Write a Single Check Make a Check Run Record Manually Written Checks Manually Pay Previous Vouchers and Void a Previous Check can be executed for the new year Vouchers can be entered for the new year but check processing should not be performed until the 1099s have been printed and the accumulators have been cleared Once this option 1s performed the system will automatically begin accumulating 1099 information for all vendors for the new calendar year As always several backups of your data files should be made prior to performing this option Clear Vendor s 1099 Year To Date Accumulators Tools Launch This option will clear the yearto date payments for all vendors The vearto date payments are used when printing the vendors 1099 s NOTE Please make sure that you have printed all necessary 1099 5 betore performing this option Click
311. s paid within the terms If you lt click gt on this option the system will always take the discount on all invoices regardless of when they are paid WC Ins Carrier This is a thirty 30 character field for the vendor s Worker s Comp Insurance carrier This field along with the Policy and Exp Date fields are used to display an expiration warning when the certificate of insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor Policy This is a twenty 20 character field for the vendor s Worker s Comp Insurance policy number This field along with the Worker s Comp Insurance Carrier and Exp Date fields is used to display an expiration warning when the certificate of insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor Exp Date This is a date field for the vendor s Worker s Comp Insurance policy expiration date This field along with the Worker s Comp Insurance Carrier and Policy fields is used to display an expiration warning when the insurance has passed the expiration date A warning will be displayed if the insurance policy has expired when performing transactions for that vendor Change Historical Information Year To Date Payments The Historical button will allow
312. s project type is used for securing funds from banks based on the level of completion and on costs of the project This method allows you to print an Application For Draw report for your bank during the construction process At the completion of the project when the final sale occurs revenue and cost of sales will be recognized based on the actual sales price and costs incurred This type of project requires budgets in order to Calculate Suggested Billing Once you have specified the type of project this is you may specify if this project is currently completed by clicking the Complete checkbox Once a project is complete you may not perform billing or any other transaction on it Cost Plus Percent This is the percentage to use if you have selected the Cost Plus option as the project type This specifies the mark up to use in the automatic calculation of percentages above your recorded cost for this project Price Level This specifies the price level to use if you are interactive with the Manufacturing Inventory Management module Each item in inventory may have up to ten 10 different price levels established and by specifying a level here the system will automatically default to that level of pricing for all inventory items charged to this particular project Comments These are two lines of fifty 50 characters each for any comments that you would like to assign this project These comments will only
313. s used by the Accounts Receivable module to group sales of items into various categories of sales This determines total sales by various breakdowns defined by you or you may simply use one code to represent all sales This code may be up to 10 characters alpha numeric Make sure that if you are interactive with Accounts Receivable that any codes you use when you set up Inventory are set up in Accounts Receivable Otherwise when invoicing and such the system will always be looking for near matches instead of assuming the proper number immediately U M This 15 a four 4 character alpha numeric field that will identify the count value of that item e g ea lb doz gal etc This will define the default or stocking unit of measure if the Unit of Measure Conversion options are utilized Job Cost Code This is the default Cost Code used to transfer the cost of inventory into a job Y ou may override this default code at the time of allocation to a specific job or project but the code entered here will be used as the default value for the system You may click on the Down Arrow F2 by default if you are integrated with the Job Cost Main Module to review a scrolling list of valid list of Cost Codes to enter into this field This is very important to configure in advance particularly if you intend to utilize the Sales Order Proposal Writing feature that allows quotes to be converted into Jobs once the quote has been accepted by
314. saction Date 03 30 2003 Jab 6 0153 Univ of Tampa s New Gym Cost Code 1 Concrete Materials Desc Emp Vendor Quantity 5 00 The following is an explanation of each of these data items Job This is the project or job number You may click the Down Arrow F2 by default to scroll through the file to make your selection Cost Code This is the actual cost or project code that you would like to use to categorize the cost You may click the Down Arrow F2 by default to scroll through the file for your selection You may also click on the tabs to change your search methods as well You will only be allowed to select a cost code that 15 defined as being either a Cost Only or Cost and Billing Code Detail Description This is a twenty 20 character alpha numeric description field which allows you to categorize your costs on a more detailed level Normally by vendor or material If you have turned on the Track Vendor Activity by Project feature in the Master Configuration the system will default this field to Vendor followed by the vendor number The system will then search for the cost code and description set up for this project If the project detail was not found one of two things will happen depending on the configuration of your Job Cost Main Module If the Job Cost Main Module has been configured to Require Cost Budgets a message will be displ
315. se files may be created by a wide range of sources which may include word processors spreadsheets databases or other types of accounting programs These sources may also include other computer systems that utilize different operating systems and functions such as mainframes minicomputers or various types of PCs This screen has three sections that will prompt you for three 3 data items 1 Import Format 2 Import File Name 3 Process Import File The Import Format is prompting you to enter the type of file you will be using during the import process There are three choices 1 Fixed Length ASCII 2 Variable Length ASCII 3 Comma Delimited PRN These three choices are described in the following section Fixed Length ASCII Files Fixed Length ASCII Files are those files in which each data field starts on a specific number of characters from the start of each record There should be no separators between data fields and each record should be the exact same length The program recognizes each record by the number of characters that is expected per record There is no Carriage Return Line Feed sequence necessary to separate records For example an Inventory Physical Count import text file Part Number and Quantity should look like this 100A 1111 A1 100 00 100B 1122 2 250 00 100 221 75 00 Variable Length ASCII Files Variable Length ASCII Files are those files in which e
316. ses for Period updated coAP2 dbf Open Item File Open Item added coAP3dy dbf Transaction File Detail Transaction Lines added coAP6 dbf Overhead Batch File Batch Entry marked as posted coAP7 dbf Detail Batch File Batch Detail Records marked as posted Page 3 34 Enter Transactions AP2GL co Accounts Payable Integration File entries updated to this file for posting to General Ledger if integration is turned on in Accounts Payable coJC1dy dbf Project File Total Costs Allocated to each Project will Update the Overall Project Cost Totals Retainage Amount will Update Total Vendor Retainage Amount coJC2dy dbf Project Detail File Each Project s Cost Allocation will Update the Project Cost Detail with both Quantity and Dollar Amounts Chapter 3 Accounts Payable User Manual REMOVE COMPLETED BATCHES AP0126 This option allows you to remove all Voucher Entry Batch Detail for posted batches This option performs a housekeeping task of freeing up disk and file space by removing batches and batch detail lines which have already been posted to the system Make sure to have a backup before proceeding with this option Remove Completed Batches See Tools Launch This option will remove all Accounts Payable batches that have been completely posted WARNING Make sure that you have current backup of your data files Frocessing Status Results coAP6 dbf Overhead Batch
317. sheet first so if you have to make any corrections you will not lose your formatting Then save as a Text Space Delimited file which will create a prn file This is the file you will import Page 2 Enter Transactions Chapter 3 Accounts Payable User Manual PRINT BATCH EDIT REPORT AP0124 This option allows you to print an Edit Report of all selected Voucher Entry Batches This report should be printed for each batch entry before you select the option Batches You will then be able to verify the accuracy of the transactions that will be posted This report provides a complete audit trail of what will be posted to the vendor accounts You may enter the batch number or lt click gt the Down Arrow F2 by default to gain access to the batch listing You may choose to search for batches by batch number or description Batch Edit Report Tools Launch Batch Number Report 8430 Batch 17 Batch Entries Once you have selected the Batch Number you will need to define the type of report that you want to print You may select from the following choices Batch Entries Batch Entries With Summary By lt clicking gt on All Batch Entries the system will print a detailed report showing all transaction information for this batch By lt clicking gt on All Batch Entries with Summary the report includes summary information an account summary will then print at the end of the
318. sion table you can define the conversion for a case A case may be comprised of twelve 12 items The multiplying factor for the should be twelve 12 When you receive items into inventory you can enter one 1 case When the inventory files are updated they will show twelve 12 each The multiplying factor allows the system to calculate the quantities received and sold at the lowest stocking level Price Level This data item will allow you to define the Price Level for each individual Unit of Measure Conversion These are the price levels defined in Data Item 23 Price Plan Pricing Levels can also be defined by implementing special Price Plans You may set up a Price Plan to correspond with an individual unit of measure such as dozens Include in that price plan all inventory items that would have a unit of measure of dozens The pricing established in that Price Plan should be pricing based dozens Price Plans set up and used as described above will override the Price Level set up on the Unit of Measure conversion table These price plans are special price plans and should not be assigned to any customer Page 2 70 Set Up and Maintenance Chapter 2 Manufact Accounts Payable User Manual This screen is used to enter any historical information pertaining to the manufacture and usage of that item Manufacturing Information 00 100 8x10 BLT Tools Launch Edi
319. st select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on When you choose to select a specific record in the file you may search for that record by any field Enter the information you want to search on Once you have found the record you wish to be displayed you may either double click on it or just highlight it and click on Click on the checkbox in front of each transaction to tell the system which items you have paid with this manual check After the paid open items have been selected click on the Save button The system will now display the total amount of the invoices the discount amount and the net check amount You must now specify which checking account number this check was written from and the check number itself Manually Pay Previous Vouchers Tools Launch Vendor Address 1673 Nebraska Avenue Vendor Bowi City Tampa State FL Zip 33613 Bower s Roofing Supplies select Vouchers Vouchers Recorded Vouchers Selected 1 Total Amount 2 430 00 Tatal Discount 30 00 Net Check Amount 2 430 00 Record Vouchers Checking Account p Check Number 10209 Record Close lt Click gt the button to vali
320. st common denominator usually each The system will perform the task of calculating the cost in the stocking unit of measure by taking the last cost associated with the item and multiplying it by the factor defined in the Unit of Measure Conversion table to get the unit cost default This information will then be updated to the Cost Layer File in the Inventory module Page3 8 Enter Transactions Chapter 3 Accounts Payable User Manual Once you have entered all Inventory receipts click on the Save button to return to the initial screen Allocate any remaining balances to a General Ledger account using the Override G L Distribution button as described earlier When completed click on the button to validate this screen and print the audit report The system will then save the open item and transaction record update the vendor s account history update inventory and if on accrual basis record the entry to the General Ledger integration file A transaction register will also be printed for each voucher Results coIM6 dbf Inventory Cost Layer File coAP1dy dbf Vendor File of new cost layers serialized items Vendor History updated coAP2 dbf Open Item File AP2GL co General Ledger Integration File DOSE dded General Ledger Account Distribution recorded Educ with a Credit to the Accounts Payable Account coAP3dy dbf Transaction File or Retainage Payable If Interactive and on
321. stake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Results coCR1 dbf Check Reconciliation Master File Bank Account is deleted Copy Mode AP0421 This mode allows you to create a new bank account by copying the information from an existing one Using this option the system provides a quick method of setting up accounts that are very similar First you must navigate to the record you wish to copy from You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option Click on the Create a Record Based on the Current Record button or choose the Operation option from the Menu Bar and then You will notice all the account information with balances will be copied to a new record The system will prompt you to enter the new bank account number for this record At this point you may choose to edit any of the information or click on the Save button to validate which will then add it to file Results coCRI1 dbf Check Reconciliation Master File Bank Account Information is set up REMOVE PAID OPEN ITEMS AP0409 This option removes paid open items from your data files Although paid
322. stored in this file This file contains the header information on all batches This includes the batch number and the batch description Introduction Page 1 5 Accounts Payable User Manual File Name Description Detail Batch File This file contains the detail lines of all batches This filetype AP07 includes Vendor Number Name bank account number filenames coAP7 dbf and coAP7 mdx terms project number discount percent transaction description general ledger account general ledger account description and amount Recurring Expense File This file contains all pertinent information for each of filetype 10 your recurring expenses filenames coAPA dbf and coAPA mdx General Ledger Integration File If you are processing interactive with General Ledger all filename AP2GL co transactions that require General Ledger updates will post to this file Once the update is performed in General Ledger this file will be cleared and made ready for new transactions Bank Account File This file contains certain bank account information such filetype 01 as the description general ledger accounts bank account filenames coCR1 dbf and coCR1 mdx and routing numbers check form date of last statement where is the company number and last statement balance etc PREPRINTED FORMS There are various forms available for the Accounts Payable module As in our other modules several ty
323. t Write a Single Check Job Cost updates the Accounts Payable Vendor File the Open Item File the Transaction File and the AP General Ledger Integration File if integrated with General Ledger Job Cost Project Detail and the Job Cost Transaction File The Check Reconciliation Account Detail File is updated as well as the Quantity in the Inventory Master File the Inventory Transaction File and the Inventory Cost Layer File WRITE SINGLE CHECK JOB COST EXXAPTYY DBF VENDOR MASTER FILE YTD PAYMEHTS Ty pcs 1 2 Days 4 COM d Batch 5 SuSponsc APZGL AAX ACCOUHTS PAYABLE INTEGRATION FILE AND PROJECT TO DATE COSTS EXXCR2 DBF CHECK REC ACCOUHT DETAIL FILE EXAIMTYY DBF QUAHTITY INVEHTORY FILE PURCHASES Page 1 18 Introduction 2 ACCOUHTS PAYABLE ITEM FILE FLAGS ITEM 45 PAID Transation Typos 1 Invoice 2 Credit Momo 3 Ochi Moma 4 Adjustment 5 1 1 Finance harge 7 Retainagc 3 Payment C hock JOB COST PROJECT DETAIL DATE AHO PROJECT gt DATE ZXSIM2YY DBF IHVEHTORY TRAHSACTIOH FILE EXXAP3YY DBF ACCOUHTS PAYABLE TRAHSACTIOH FILE Suspen Transin 1 2 Cred Momo 3 Ochi Mame 4 Adjustment 5 Statament Finance Change Retainagc Advance Payameant 46 hock ExXJC3YY DBF JOB COST TRAHSACTIOH FILE Transaction
324. t Navigation 14 a Total Usage Quantity Detail Item The two areas of input are d Period 01 2003 02 2003 03 2003 04 2003 05 2003 id 5 0 00 Usage Quantity Total Quantity Produced Quantity Produced Cancel quantity of this item which was produced manufactured These fields will be automatically updated every time you record manufacturing Usage Quantity For each period month of the accounting cycle you would enter the total quantity of this item used in production producing other items Quantity Produced For each period month of the accounting cycle you would enter the total View Image This screen is used to show the image of the Inventory Item based on the name of the image file you defined under the Internet button Once you select the Internet button there are four choices and it is the image file that is required to be defined so that the picture or graphic can be displayed when this option is selected This file must be stored as a JPG or image file Keep in mind when using the View Image feature the best results for image display would be 186 X 265 pixels A sample is shown below of what is possible These images may also be used interactively with the Infinity COMMERCE tools that are included as a standard feature of the System Administrator module which
325. t Up and Maintenance Chapter 2 Accounts Payable User Manual Vendor Item A twenty 20 character alpha numeric field identifying the number assigned to that particular item by its vendor This number will be used by the Purchase Order Entry module if interactive and if a form that utilizes the vendor s item number has been selected This would allow you to issue purchase orders to vendors with their items numbers printed on them for their ease of recognition and uniformity The numbers maintained in your inventory module do not have to conform to those of your vendors Item Number Other VendorVentor These fields are used for alternative sources for this item Minimum Maximum The Minimum Maximum Quantities to Stock are limits you determine are Quantities to Stock best for your particular inventory turnover The minimum may be set up to reflect the quantity established to get the price break you have based all of your pricing factors on The maximum is designed to keep excess inventory amounts to a minimum These two fields are essential to printing the Suggested Order Report and Overstock Report respectively Proj Requirements a special analytical quantity used for the material requirement reporting based on manufacturing Normally this field will be updated automatically by the option to Enter Projected Usage Amounts Fields are ten 10 characters numeric only in length The system will round to the nearest n
326. tail earlier in this chapter Immediate Net Days Net EOM Batch Suspense of Days This is the number of days used in the calculation of the due date The system will automatically calculate the due date based on the terms specified and display it below the Payment Discount field for your verification Batch If the terms type is set to Batch this is the batch number This is user defined and could represent whatever you desire This could include all items to be paid by group of vendors commissions to salesmen or any other number of possibilities Payment Discount This is the percent that will be used to take the payment discount if the open item is paid within the specified terms Override G L The Override button allows you to change the General Ledger account that will Distribution be used to expense the charge The vendor s default account will be displayed immediately below this data item If you do not wish to change the account the system will expense the total amount of the invoice to the vendor s default General Ledger account If you click on the Override button the system will display another screen which will allow you to distribute the amount of the invoice to up to fifty 50 General Ledger accounts regardless of whether you are using the Cash or Accrual method This screen will also display the total amount of the invoice to distribute and the amount remaining to distribute
327. tainage invoice is written the Retainage Payable account will then be debited MULTIPLE CHECKING ACCOUNTS The Accounts Payable module allows you to utilize an unlimited number of checking accounts simultaneously Each checking account may use separate preprinted forms general ledger accounts and check numbering sequences Check registers and check runs are processed by checking account Normally the multiple checking accounts are used to classify all of your expenditures by different aspects of your business such as operations cost of sales contract labor etc Even if you do not have multiple bank accounts you may still use the multiple accounts to classify expenditures by category This will allow you to utilize as many distinct Accounts Payable General Ledger accounts as you desire In this case you should configure all checking accounts to use the same preprinted form and numbering sequence Chapter 1 Introduction Page 1 1 Accounts Payable User Manual ELECTRONIC FUNDS TRANSFER The Accounts Payable module allows you to utilize EFT Electronic Funds Transfer for payment to your vendors This method requires integration with the Check Reconciliation module Then instead of printing and mailing checks you can send electronic payments directly to the Vendor s bank account PAYMENT TERMS AND PAY STATUS Each invoice vouchered into the Accounts Payable module as an open item must have an established pay status The pay status h
328. tals will be displayed separately lil Cash Requirements Analysis Report Tools Launch Vendor Range Project Mask Beginning Vendor BOWL Bower s Roofing Supplies Position 1234567890 Using Vendor key Mask Ending Vendor WORK Work Place If you are interactive with the Job Cost Main Module you may enter the Project Number mask for this report This allows you to only include those vendors on this report that have open items for a specific project or job By leaving it blank the system will include all vendors and all projects or jobs on the report Otherwise enter the project number and all other vendors and projects will be ignored Field Names Future Aging Current Due to 7 Days 8 to 14 Days Over 14 Days to 30 Days 31 to 60 Days Over 60 Days Batch Suspense Total Balance Past Due Aging Over 14 Days 14 to 8 Days 7 to Days Over 60 Days 60 to 31 Days 30 to 1 Days Total Due Future Due Batch Suspense Total Balance Page 4 12 Print Reports Chapter 4 Accounts Payable User Manual Cash Flow Requirements Analysis Infinity POWER Sample Company Inc Page 1 Cash Flow Analysis 4 04 28 2006 1 Accounts Payable Future Aging This summary displays your future cash flow needs based on open item due dates in both 7 day and 30 day aging increments Current Due 157 091 00 Current Due 157 091 00 1 to 7 Days 40 870 39
329. tarted Clear All Invert Close Start Page 2 2 Set Up and Maintenance Chapter 2 Accounts Payable User Manual This is an automated utility designed to simplify the process of creating all of the data files for each accounting module throughout the system Users may choose to Select accounting modules by clicking on this button which will check all modules and make them ready for processing Otherwise you may click on the Clear button to undo your selections The Invert button will reverse the order of all current selections Additionally you may use your mouse to manually click on each module to click it on or off to be included in the startup process Remember modules such as Purchase Order require Accounts Payable to function Sales Order Entry requires Accounts Receivable and Time Sheet Entry requires the Payroll data files Point of Sale and Accounts Receivable share common files which is why it is so noted on the screen This step must be done for each company for which you intend to process data To begin click on Start button The following screen illustrates how the screen will change when the process 15 completed Start Up From Scratch LE ICE XI Tools This option creates data files and confiqures initial settings for each registered system in the company Infinity POWER Sample Company in Be sure your fiscal year is set properly before you begin
330. te the due date of the invoice and determine when the invoice will be paid You may then change or override the discount percentage that will be taken when paying this open item The new terms checking account number and discount percentage will be validated for each open item after you change each line Split Splitting an Open Item This Split button allows you to split an open item into two open items that total the amount of the original item This may be useful to partially pay an invoice The system will not actually split the items until you have validated this section The transaction number for the new item must be different from the original item It is recommended that you use the original transaction number followed by a simple suffix such as 01 02 03 etc if possible You may then specify the checking account number for this new item The default will be the number assigned to the original item The next data field will be the amount of the new item This amount must be greater than zero and less than the amount of the original item The amount of the original item will be reduced by this amount You will then be allowed to change the terms of the new item This will allow you to pay this new item or hold payment on this item and pay the original item Pay All Pay None This button will allow you to toggle on or off all open items to be paid for this vendor When clicking on the button when it reads Pay AIL
331. tem will include Country as a data field in the address information for this company address information will consist of four lines of thirty 30 characters for the address fifteen 15 characters for the city fifteen 15 characters for the state fifteen 15 characters for the country and 10 ten characters for the zip code For example Vendor Name ABC Company Inc Address 123 Main Street Suite 1030 City Vancouver State Brit Columbia Cntry Canada Zip V6E 4A2 E mail This 15 a fifty 50 character alpha numeric field for the E Mail address name for the company or contact for this vendor This can be an Internet Address or a World Wide Web address This field is for reference purposes only For example dpasupport dpro com can be used in your vendor set up for Data Pro Accounting Software s Technical Support Department Comments These are two lines of fifty 50 characters each alpha numeric for any comments or notes you would like to record for this vendor These comments can be used to the user drawing attention to pertinent information before recording transactions in the system This feature can be set by answering Y es to the Display Vendor Comments field in the Accounts Payable Master Configuration Any Comments will then display on the screen when performing Voucher Vendors Invoices Write A Single Check or Record Manually Written Checks See the Change Master Configurati
332. ter the starting check number The default value will be the Next Check Number for this checking account set up in the Master Configuration Now the system will print the checks for each vendor specified and will update the necessary files If the next check number you enter has already been used in the system a warning screen will appear as shown below This feature requires the Check Reconciliation module to function Duplicate Check Number 10709 AN you wish to continue Continue based on your knowledge of your situation however you have been advised by the system that a check number that matches already exists A voided check error could have created this situation and it may be fine to proceed However this also may alert you to investigate at this point instead because you have a real issue to deal with If you have configured the system to Allow Check Re Printing the system will pause between each check and ask if you wish to re print this check The check will be re printed until you enter N o to continue If you are integrated with the Check Reconciliation module each time a check is printed it is also updated as an uncleared check in the Check Reconciliation module Chapter 3 Enter Transactions Page 3 57 Accounts Payable User Manual Results New Item Added Jf interactive and new item coAP1dy dbf Vendor File Vendor History updated coIM2dy dbf Inventory Transaction File coAP3dy dbf Tra
333. th Vendor Report Tools Launch Vendor Range Beginning Vendor Bow Bower s Roofing Supplies Using Vendor Ending Vendor WORE Work Place Cancel The fields included this report are Field Names Vendor Name Vendor Number Purchases for each month of the accounting year Vendor Total Grand Totals Page 4 28 Print Reports Chapter 4 Accounts Payable User Manual Vendor Trend Report Infinity POWER Sample Company Inc Page 1 Purchases Trend Report by Vendor 4 04 30 2004 Vendor Name 01 2004 02 2004 03 2004 04 2004 05 2004 06 2004 Number 07 2004 08 2004 09 2004 10 2004 11 2004 12 2004 Bower s Roofing Supplies 32 352 54 7 594 03 32 000 00 90 400 00 0 00 0 00 BOW1 0 00 0 00 0 00 0 00 0 00 0 00 Total 162 346 57 Clark Financial Services LLC 0 00 3 393 22 4 246 60 4 905 23 0 00 0 00 CFS 0 00 0 00 0 00 0 00 0 00 0 00 Total 12 545 05 Federal Unemployment Office 0 00 0 00 0 00 412 54 0 00 0 00 FED UNEMP 0 00 0 00 0 00 0 00 0 00 0 00 Total 412 54 Fla Nat l Bk Fed Depository 1 917 18 4 718 28 4 648 59 17 087 13 0 00 0 00 FLA NAT L 0 00 0 00 0 00 0 00 0 00 0 00 Total 28 371 18 Florida Lumber Inc 32 970 66 25 409 16 21 225 00 79 000 00 0 00 0 00 FLO1 0 00 0 00 0 00 0 00 0 00 0 00 Total 158 604 82 General Telphone Company 478 46 176 97 352 97 289 48 0 00 0 00 GEN1 0 00 0 00 0
334. the Transaction Record added optional Accrual Basis If Retainage is Specified the AP Account Credit will be Reduced by the amount of Retainage and that Retainage will Credit the Retainage Payable Account coIM1dy dbf Inventory File Quantity on Hand History and Cost updated If Interactive and Items Received New Item added If Interactive and New Item Received coIM2dy dbf Inventory Transaction File Receipt Transaction recorded optional VOUCHER JOB COST INVOICES 0111 This option allows you to record the receipt of invoices credit memos debit memos etc from your vendors You may pay these vouchered open items by choosing the option to Checks This option allows you to voucher invoices and other transactions to a vendor s account Each transaction vouchered will become an Item on the specified vendor s account If you have configured the Accounts Payable system to use the basis method of accounting you are allowed to distribute this expense or asset a maximum of fifty 50 General Ledger accounts The system will create up to fifty separate open items with each open item having its own General Ledger account number and the appropriate dollar amounts that corresponds to that account number You may also select a project for calculating and posting a retainage amount for this invoice and also to distribute or allocate the expenses to one or more projects Maximum
335. then system will visibly check mark each open item in the Open Pay Status list to be paid When clicking the button when it reads the system will remove all check marks from the Pay Now field The system keeps a running total of all items marked for Immediate Payment or marked as Pay Now This Running Total calculates the Immediate Pay any Discounts and the Net Amount of the total disbursement These totals do not separate multiple bank accounts so you must use the Preliminary Check Register Report to specify a specific bank account to pay from Results coAP2 dbf Open Item File Open Item Pay Status updated New Open Item Added if items are split Page 3 46 Enter Transactions Chapter 3 Accounts Payable User Manual Print Preliminary Check Run AP0104 This option provides a report that displays open items that will be paid based on a particular pay status This report is an excellent tool to verify that you pay only the vendors that you want to pay When you select this option you will be asked for the vendor range to include Enter the beginning and ending vendors to include on this report The system will then display a screen from which you may specify the type of check run to make and the checking account number to use li Preliminary Check Run Tools Launch Vendor Range Report TA Due Through Date Beginning Vendor Bower s Roofing Supplies Usin
336. tic Set Up and Maintenance Page 2 45 Accounts Payable User Manual Module Default General Ledger OFF Job Cost OFF Inventory Management OFF Check Reconciliation OFF Purchase Order Automatic The system will however automatically configure this option based on the modules you select for the option New Files From Scratch Based on this selection the system will determine what options should be integrated automatically and set them for you You may use this option to custom configure these choices in a different manner You have now completed the Master Information Configuration lt Click gt on OK to validate your changes MAINTAIN DATA FILES AP0412 This option includes both Pack Re Index utilities to manage your Accounts Payable files after a hardware or media failure This procedure will also physically remove records that have been marked for deletion You should NOT rely on this option to replace backups Your backup procedures should include daily backups and weekly offsite backups There are several situations in which this option need be accessed Power hardware failure e Media Errors bad disk e Remove records marked for deletion Before you execute the Pack option check the file size of your Accounts Payable files The system will sort each of the current of index files into new indexed files before deleting old ones If
337. tify whether or not this serialized item is under warranty If the warranty field is turned this item will remain in the Inventory files even after it 1s sold so that warranty information may be kept Comments There are two lines of comments fifty 50 characters on each line to note warranty information or any other pertinent information about this individual serialized item If the item selected has Lot type costing method the system will prompt you for a Lot Number If you are receiving into stock items that require separate Lot Numbers you should enter individual lines of receipts for each Lot Number For instance if you were receiving 50 gallons of paint that had two Lot Numbers Lot 1 and Lot 6 you received 25 gallons of each lot you should receive these as two separate lines At the Lot Number prompt you may press F2 to choose an existing Lot Number already established or you may enter a new Lot Number After the validation of this voucher the system will prompt you for the additional information below on the Lot Item s if in fact the Lot Numbers do not exist You may add this new Lot Number to the existing Lots already defined The Lot Number is a twenty 20 character alpha numeric field used to identify a likeness of items being received into stock This is normally a run of products or color groups associated to various types of products The system will also prompt you f
338. tions click on Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process you may click on the Next button Otherwise lt click gt on the button to return you to the Menu Bar File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal operation of most word processors or the Infinity POWER modules this documentation must assume that the reader has some understanding of the terms and concepts explained here Otherwise you may want to work with your reseller or consultant regarding the actual implementation and use of these modules with your Infinity POWER programs The ability of importing information into the Infinity POWER modules provides the user with several benefits e They allow the rapid conversion and setup from other computer based accounting systems without the manual re keying of information that is normally required e They allow the batch entry of transactions
339. tions allow you to record the physical receipt of purchased inventory The update to inventory is exactly the same as the update which occurs when you execute the Inventory option Record Receipts except that the General Ledger update is handled by Accounts Payable instead of Manufacturing Inventory Management In addition both of these Accounts Payable options allow you to add a new inventory item in case you receive new stock that has not yet been set up in your inventory files Page 1 4 Introduction Chapter 1 Accounts Payable User Manual Integration with Purchase Order Entry In order to use the Purchase Order Entry module you must process interactive with the Accounts Payable module All purchase orders must be attached to specific vendors in order to be processed Vendor name remit to address terms discount percent etc are retrieved for use on each purchase order Purchase orders and or reports may be retrieved by vendor name or number as well as the vendor s sales order number for editing or printing purposes After receipts have been recorded to a specific purchase order the Purchase Order Entry module will generate a voucher and update the Accounts Payable module in the same way as the Accounts Payable option Voucher Vendor s Invoices DATA FILE DESCRIPTIONS The Accounts Payable module utilizes the following nine data files 1 Master Configuration 2 Vendor File 3 Open Item File 4 Transaction File 5 Rec
340. tirely up to you the user and manager to protect your investment For further information on Backup Procedures and commands refer to either the System Administrator manual Combination Keys or the documentation for your operating system Page 2 40 Set Up and Maintenance Chapter 2 Accounts Payable User Manual ACCOUNTS PAYABLE CONFIGURATION AP0410 The Accounts Payable Configuration option includes three tabs with data items necessary for configuring your Accounts Payable defaults When this option is selected the following screen will appear Master Configuration When you are done configuring this screen click on both the Terms and Retainage and System Integration tabs to ensure that you have configured the module properly Configuration Tools Launch O x Master L anfiguration Terms and Retanage System Integration Vendor Label Supplier Special Field Employer Form 1099 1994 Minimum 1099 Default Bank Acct 1 Vend 7600 00 59 7464635 G L Journal Humber Invoices on Check Register Include Paid Items Ing os Accruals Payable Reduce quantity on order in Voucher Unique Invoice H s Display Vendor Comments Cash Basis Cancel Apply Vendor Label Default Vendor This is the label or term you would like the system to use when referring to your vendors This may be anything up to ten characte
341. to Re Build Sales Tax dccumulators Execute Close E Inquiry Mode IM0100 This option allows you to view assorted summary information about your inventory items You may check certain inventory information by selecting the Inventory Item Inquiry menu option First you must navigate to the record you wish to inquire on You may find a record using the navigation tool bar or lt click gt on the Navigation option on the Menu Bar and then the appropriate navigation option Once the item has appeared on the screen you will notice several buttons on the bottom of the screen You may view each of these additional screens of information about this inventory item Re Order This button allows you to view the primary and secondary vendors associated with this inventory item as well as re order quantities lead time for integration to the Invertech Manufacturing Requirements Product MRP plus the minimum and maximum quantities to stock Price Table This button allows you to view the pricing that was assigned for this inventory item There are up to ten 10 price levels assigned to an inventory item Historical This button allows you to view the summarized history of sales and purchases for the current year month by month UM Conv This button allows you to view the unit of measure conversions for this inventory item Manufact This button allows you to view the summarized manufacturing history of this inventory item
342. ton or choose the Operation option from the Menu Bar and then Change Make the changes required and click on Save button to save your changes or click on the button to cancel the changes made While in Change mode you may choose to change individual period information by clicking on Periods button This screen is a scrolling window which contains the balance of the account and the budget amount for each month of the year You will also see a message which tells you the total year Actual Balance and Budget Amount Once this screen is displayed you will have the tool bar navigation options to select the first detail record select the next record detail select the previous record detail page up the detail list page down the detail list select the last record in the detail list select a specific detail record based on text or select a specific detail record based on a line number When you select by either a record based on text or a record based on a line number enter the appropriate information either text or a line number and click on Save Page 2 54 Set Up and Maintenance Chapter 2 Accounts Payable User Manual When you choose to select a specific record in the file you may search for that record by account number or description lt Click gt on the either of the choices and enter the information you want to search on Once you have found the record you wish to be display
343. tory receipts click on the Save button to record your check A screen will appear with the Form that is currently selected You may press the Browse button which will allow you to browse the directory for another valid check form for the next series of checks you will enter Page 3 62 Enter Transactions Chapter 3 Accounts Payable User Manual Select Form Write 4 Single Check Current Form Alignment Detault Form SIUE Suggested Form Suggested Farm 0101 Browse Current Form Defaults Cancel Align Contact DPAForms Inc for the best quality husiness forms checks tax forms and related accessories for your business software products Online Ordering at wr dpaforms com Dr call 800 660 8605 9 00am 6 00pm EST Click on Select button to enter the proper Number for this check The default check number will be displayed from the Master Configuration settings by checking account number The system will then ask you to enter the starting check number The default value will be the Next Check Number for this checking account set up in the Master Configuration Now the system will print the checks for each vendor specified and will update the necessary files If the next check number you enter has already been used in the system a warning screen will appear as shown below This feature requires the Check Reconciliation module to function Dupli
344. total amount of the invoice to the vendor s default General Ledger account Click on the Override button to distribute the amount of the invoice to up to fifty General Ledger accounts regardless of whether you are using the Cash or Accrual method This screen will also display the total amount of the invoice to distribute and the amount remaining to distribute If you are interactive with General Ledger the system allows you to scroll through the General Ledger account file to select the accounts and display the account descriptions You must distribute the entire amount of the invoice before validating If you are interactive with Job Cost you may click on the Job Info button at the GL Account field and a small window will Pop Up to allow you to distribute the costs directly to a project and cost code NOTE You must have the Project and Cost and or Billing codes set up in the Job Cost Main Module prior to the vouchering process You must enter the following information to allocate the cost to a project on this screen Project This is the project or job number You may press F2 to scroll through the file to make your selection Cost Code This is the actual cost or project code that you would like to use to categorize the cost You may enter a partial number and a scrolling screen will appear to allow you to search through the file for you selection You may also use the tabs for changing your sear
345. ts Allocated to each Project will SET UP BATCHES This section covers the Set Up Batches menu option These options allow you to add change delete or copy batches to be used for updating the Accounts Payable module This section allows you to make or change voucher entries that can be printed out later changed or edited and then finally posted to the Accounts Payable files If you would prefer the system also provides an Line posting method that allows you to enter each voucher individually and immediately update the Accounts Payable and all other appropriate files If this is your preference please go to the menu option Voucher Vendor Invoices or Voucher Job Cost Invoices from the Record New Vouchers menu Add Mode 0120 This mode allows you to add new Accounts Payable Voucher batches which may be posted after your review This option allows you to add new batches to your Accounts Payable system Each batch must be assigned a unique five 5 character alpha numeric number This number will be used to sort and retrieve the batches If you are adding a new batch navigation is not required lt Click gt on the Create a New Record button or choose the Operation option from the Menu Bar and then Add Tools Launch Wavigation Operation 44 erg ail Mode Add Batch t month Descriptors Monthly Entries Statys User Fields Sa
346. u click on the Location button the system is going to look at all of the various inventory files that have been defined in the menu option Set Up Inventory Locations to determine the current quantities on hand and available for the current item at each location on the screen You must have pre defined these locations in advance for this option to function The description of each location and its company number is also displayed Further you must use the same item number across all locations for correct matching to occur in the system If you this done users have an instant lookup at what inventory levels are available at all locations throughout the related store locations or warehouses in the company s system The following screen illustrates how stock can be instantly checked at four locations with one click of the mouse Page 2 76 Set Up and Maintenance Chapter 2 Accounts Payable User Manual lii Multi Location Inventory 10 601 85461 Tools Launch Edit Navigation 14 y Location Description Gty On Hand Gty Available Tampa Warehouse ib Fis Ol 1 745 00 Orlando Warehouse ths Hist ole th Atlanta Warehouse 1 921 00 1 901 00 Dallas Warehouse 1 542 00 ene 0n Once you have entered all the information for each item click on Save and you are ready to input next item Click on Cancel to exit the screen without saving any changes
347. udget 566 000 00 Detail Item Period Actual Amount Inc Dec Budget Amount Inc Dec 01 2003 530 063 03 45 000 00 02 2003 5108 437 89 75 000 00 Inc 03 2003 5109 783 42 95 000 00 Inc 04 2003 301 315 46 115 000 00 Inc Save Cancel The View Details button will allow you to view the detail year to date journal entries for this specific account number Chapter 2 Set Up and Maintenance Page 2 49 Accounts Payable User Manual GL Transaction Detail for 11300 Tools Launch Edit Navigation 14 a b ER Detail Item Date Trans Type Trans Trans Ret Description Dnm 31 2003 General Journal 01316 960131 Mat Effect J E for January 1731 2003 Sales Journal Ted s Sheds Inc 12 28 2003 General Journal Mat Effect J E for February 3 31 2003 1 General Journal Met Effect JE far March 0471 3 2003 6 Sales Journal Depot Inc Cancel Amount 23 960 05 6102 16 106 437 04 109 703 42 45 974 64 While in Inquiry mode you may choose to view the individual periods by lt clicking gt on Periods button Once this information is displayed on the screen you will have the option to view the first detail record page up the detail list page down the detail list view the last record in the detail list view a specific detail record based on text or view a specific detail record based on a line number When you select to
348. uestion Each of the data items in this scrolling window is described below Inventory Item You may enter the inventory item number being received or press F2 to scroll through the inventory file to make your selection Note Enter either the actual Inventory Item or Alternate SKU number The system will automatically cross reference the actual inventory item and will display it in this field Once the item has been selected the description and unit of measure for this item will be displayed in the next two columns Quantity Received This is the quantity of the item that you are receiving This quantity will be added to the Quantity on Hand field in Manufacturing Inventory Management and recorded as a receipt NOTE If the current transaction is a Credit Memo the system assumes a negative quantity If interactive with inventory the system will subtract the negative quantity from the designated inventory item selected Likewise if interactive with General Ledger the normal entry created when vouchering a vendor s invoice will be reversed Unit Cost This is the unit cost of the item being received This cost will default to the last cost on file for this item You may press TAB to accept the default unit cost or edit the field to reflect the new cost on the current transaction The unit cost is automatically multiplied by the quantity received to calculate the extended cost Once you have entered all Inven
349. ult will be the number set up in the vendor s master file You may lt click gt on the Down Arrow 2 by Default to scroll through a list of available Bank Accounts that have been set up in the Check Reconciliation module if integrated Inventory This button allows you to record the receipts of inventory items purchased on this invoice You are given access to this data item only if you are interactive with Manufacturing Inventory Management Click on the Inventory button and a screen will be displayed showing the amount of the transaction and the total inventory cost at the top Chapter 3 Enter Transactions Page 3 15 Accounts Payable User Manual Record Inventory Receipts Vendor Number BOW1 Tools Launch Edit Navigation E Invoice Amount 7 984 56 b 4 7 M E Total Cost 7 714 06 Detail tem Class Part Description UM Quantity Received Unit Cost Extended Cast 1 20 150 2241 Roofing Tar Paper 250 00 15 83 3 957 50 2 20 151 3311 Roofing Tar 40 00 33 75 1 350 00 3 30 140 2200 Roofing Shingles 52 00 46 28 2 406 56 Save Cancel In addition a scrolling window allowing you to enter up to ten 10 inventory receipts will be displayed NOTE If you do not have Manufacturing Inventory Management integration turned on in the Master Configuration the system will skip this question Each of the data items in this scrolling window 15 described below
350. umber Total Credits GL Account Chapter 4 Print Reports Page 4 25 Accounts Payable User Manual Check Register by Vendor Infinity POWER Sample Company Inc Page 1 Check Register 4 04 28 2006 By Supplier Vendor Date Type Trans Description Job Bank GL Account Amount Discount Amaunt SCO Scotty s Building Supplies 02 28 2006 Ck 10540 CR Ret 5555555 5203 1 21210 100 00 0 00 100 00 CR Ret 666987 5203 21210 200 00 0 00 200 00 CR Inv 1055625 21200 589 50 54 47 585 03 Total 5385 03 04 01 2008 Ck 10429 CR Inv 03213144 1 21200 159 36 7 97 151 39 CR Inv 081314499 21200 11 25 0 56 10 69 CR Inv 665887 5203 21200 1 800 00 0 00 1 800 00 Total 1 962 08 Total 2 347 11 Number of records printed 2 Page 4 26 Print Reports Chapter 4 Account 11110 21200 21210 46000 Description Cash in Bank General Accounts Payable Retainage Payable Cash Discounts Earned Total Debits Total Credits Chapter 4 Infinity POWER Sample Company Inc Check Register Account Summary Debit Creda 2 347 11 2 060 11 300 00 13 00 2 360 11 2 360 11 Accounts Payable User Manual Page 1 4 04 28 2006 Print Reports Page 4 27 Accounts Payable User Manual VENDOR TREND REPORT AP0207 This report summarizes monthly purchases by vendor for the entire year This report can be used by management to review the purchase trends for each vendor by mon
351. umber if you enter a number larger than seven digits This 1s typically used for Finished Goods and not sub assemblies or Bill of Material items calculations Lead Time A numeric field with two additional decimal places for use with third party Manufacturing Requirements Planning MRP products such as the Invertech MRP software Users may define lead times in terms of hours days weeks months or years depending on what makes sense for each item This is a field that is not currently used within Infinity POWER for reporting Price Table If you set up the default factor information for your entire inventory system using the Inventory Configuration Price Levels option the information to be entered on this screen would only be the Retail Price or Price Level 1 or the Base Price or Price Level 6 You would then click on the Prices button The system will automatically calculate all the prices for that item based on the factors set up Chapter 2 Set Up and Maintenance Page 2 67 Accounts Payable User Manual Bl Price Table Information 10 601 78511 Tools Launch Description Retail Level 2 Level 3 Level 4 Reset Factors Reset Prices Level 5 Level 6 Level 7 Level 5 Hame It Bro In Law If you want to override the default factors set up in the Master Configuration you may do it here on an item by item basis You may also use this option to do What
352. umber you wish to add You may proceed to add all of the pertinent information to this customer s file at this point or simply enter the customer s name and number and then go to Accounts Receivable at a later time to complete the rest of the detailed set up Manager This is the project manager assigned to this project By assigning a project manager you will be able to print reports by project manager as well as by project Salesman This is the salesman number used by the Accounts Receivable module If you are interactive with this module enter the salesman number or lt click gt the Down Arrow 2 by default to call up the list of available salesmen Select the appropriate salesman to continue Keep in mind though that if you want the system to provide automatic billing and sales information the salesman must be set up in Accounts Receivable as well as in the project file with matching numbers Tax Rate This field only has relevance if you are interactive with the Accounts Receivable Module This is the Tax Rate Number that has been set up in the tax rate file of the Accounts Receivable module that you would like to assign this project There should be a tax rate number entered in this field so any exempt customers must be assigned a tax rate that has been set up with zero tax percentages Beginning Date This is the starting date of this project This is to allow managers to track the beginning dates on a project
353. unting module Upon completion of this report you will be prompted whether or not to go ahead and process the import of data If there are any discrepancies that make your import file incompatible the Infinity POWER import options will not allow the information to update the system This audit trail would then serve to assist you in correcting any problems Once you have answered these three questions click on the Start button to begin the process and the system will begin to either print the audit trail first or go ahead and perform the import process based upon your answer If you have chosen to print the audit trail the system will display the printer option screen for you to choose your method of output The screen will then reflect the number of transactions that have been posted to the system as it goes through the import process Once it completes the import process the system will return you to the screen and if there are Chapter 2 Set Up and Maintenance Page 2 15 Accounts Payable User Manual additional files to import you may click on Next button otherwise click on the Close button to return you to the Menu Bar Below is a more comprehensive description of how Import Modules work within the Infinity POWER File Import Modules Overview Because the concept of transferring information from one system or program to another via text interface files is more technical than the normal oper
354. ure Conversion procedure refer to the Set Up Inventory Items section of the Inventory manual Once the item has been selected the description and unit of measure for this item will be displayed in the next two columns If you receive stock for a new inventory item which has not yet been set up you may press 10 to perform a quick add of inventory items Quantity Received This is the quantity of the item that you are receiving This quantity will be added to the Quantity on Hand field in Manufacturing Inventory Management and recorded as a receipt NOTE If the current transaction is a Credit Memo the system assumes a negative quantity If interactive with inventory the system will subtract the negative quantity from the designated inventory item selected Likewise if interactive with General Ledger the normal entry created when vouchering a vendor s invoice will be reversed Unit Cost This is the unit cost of the item being received This cost will default to the last cost on file for this item You may press TAB to accept the default unit cost or edit the field to reflect the new cost on the current transaction The unit cost is automatically multiplied by the quantity received to calculate the extended cost If the Unit of Measure Conversion feature is being utilized be sure to receive the stock at the appropriate unit of measure cost Do NOT receive the stock in with a unit cost of the stocking unit of measure lowe
355. urring Expense File 6 General Ledger Integration File 7 Overhead Batch File 8 Detail Batch File 9 Bank Account File File Name Description Master Configuration File filetype AP00 filename coAPO0 dbf where is the company number This file contains certain configuration information such as your vendor label terms and retainage systems to integrate with etc Vendor File filetype 01 filenames coAP1dy dbf and 1 where is the year This file contains all overhead information pertinent to each vendor such as name address payment factors collection agencies etc In addition a twelve month purchases summary is also stored by vendor Open Item File filetype 02 filenames coAP2 dbf and coAP2 mdx This file contains the current open items and any unpurged paid items for all of your vendors Transaction File filetype 03 filenames coAP3dy dbf and coA P3dy mdx Overhead Batch File filetype AP06 filenames coAP6 dbf and coAP6 mdx Chapter 1 This file contains your complete Voucher and Check Register information for the entire year If you wish to maintain transaction detail on a daily weekly or monthly basis this file may be cleared out periodically at your discretion The information stored in this file varies between transaction types however all information entered for each transaction will be
356. utton to cancel the changes made The balance of the information for that particular recurring expense will then be displayed on the screen You may then select the data you want to change When all changes are made click on the Save button to validate your changes to this screen Results coAP4 dbf Recurring Expense File Recurring Expense Information is updated Delete Mode 0407 This mode allows you to delete Recurring Expenses that you may have entered by mistake or no longer want First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on to validate your deletion of this record Page 2 30 Set Up and Maintenance Chapter 2 Accounts Payable User Manual Make sure this is what you want to do because once a recurring expense is deleted it can not be retrieved again A backup of data files is recommended prior to the deletion of records Results coAP4 dbf Recurring Expense File Recurring Expense Information is marked for deletion Copy Mode 0408 T
357. ve Batch Detail Batch Total 0 00 Batch Detail Cancel The first screen will be used to define the new batch number and batch description It also displays the batch total Enter the new Batch Number and description for this batch Then click on the Batch Detail button to begin entering the detail lines for this batch Chapter 3 Enter Transactions Page 3 19 Accounts Payable User Manual NOTE For those invoices that you pay every month for the same amount to the same General Ledger account or multiple distribution accounts such as lease payments car payments rent etc you can set up a recurring batch by entering a R anywhere in the description This option eliminates re keying of the same invoices and distribution every month When you are ready you just post the batch once a month and all invoices included in the batch will be posted These batches will never be labeled as posted Batch Detail month Monthly Entries R Tools Launch Edit Navigation Options i4 4 av db bE X E Batch Total Detail new item H3 in progress 1 xi Item Vendor Vendor Mame Invoice Bank Account Terms Type Days Batch Discount Description Jab Info G L Account Account Description 1 neus National Eank 552263 09 07 2005 Immediate 0 000 Lease Payment Job Info 6000 Rental Expense 1 500 00 2 National Eank 55
358. ventory Item File Item Information 15 updated Cost Information 15 updated Historical Information is updated coIM3 dbf Assembly File Bill of Materials is Updated Chapter 2 Set Up and Maintenance Page 2 77 Accounts Payable User Manual Delete Mode IM0403 This option allows you to delete inventory items NOTE You cannot delete an item which has a quantity on hand If you delete an item that has YTD sales or purchases information it will distort some of your reports This option allows you to delete items you may have entered by mistake or no longer want Select the menu option Delete Inventory Items and enter the item number you wish to delete First you must navigate to the record you wish to delete You may find a record using the navigation tool bar or click on the Navigation option on the Menu Bar and then the appropriate navigation option This option allows you to delete accounts that you may have entered by mistake or you no longer want Click on the Delete the Current Record button or choose the Operation option from the Menu Bar and then Delete This will place you into the Delete mode then click on Save to validate your deletion of this record Make sure this is what you want to do because once an item is deleted it can not be retrieved Results coIM1dy dbf Inventory Item File tem Information is marked for Deletion coIM3 dbf Assembly File Bill of Materials 1s m
359. with the way which you want to determine the requirements you will need for sub assemblies of items used in the Manufacturing cycle First there is a field under the Re Order button called Proj Requirements as shown on the following screen Chapter 2 He Order Information 10 601 65467 Tools Launch Primary Vendor chic ach dnc a each ack Do ac ca tac aac a dc SEDE EE cle sch ce tack earch ate acta Vendor Suncoast Concrete Supplies Item Number Minimum To Stock 308 08 Pro Requirements 0 00 Maximum To Stock 7 590 9 Lead Time 0 090 Minimum To Order Set Up and Maintenance Page 2 63 Accounts Payable User Manual Proj Requirements This field is used in the calculation of an item s Projected Bill of Material requirements amounts during the use of the Projected Usage Amounts menu options This field contains the quantity that you need to manufacture to meet the requirements of outstanding sales orders or stocking levels However the key to this function is that management must overtly utilize the Projected Usage Amounts option to calculate what requirements exist for a specific sub assembly or Bill of Materials item Typically this Projected Requirements field would be used for Finish Goods and not for sub assemblies and or Bill of Materials items Req Manf This field is the calculate
360. y Written Checks for that vendor Terms and Retainage The Define Terms amp Retainage screen displays the items necessary for configuring your Accounts Payable defaults as shown below 25154 Tools Launch Master Configuration Terms and Retainage System Integration Number of Days Batch Humber Retainage Payable Account 21210 Track Vendor Activity By Job Cancel TERMS TYPE Default Net Days This 15 the terms type that will be used as the default terms for each vendor as they are being added into the system Click on the pull down box which gives you a menu to choose from Apply The payment terms are used to determine when an open item will be paid The following term types are available Immediate This specifies that the open item will be paid on the next check run Net Days This determines that the due date for the open item will be a specified number of days from the invoice date 0 to 999 days Batch This allows you to group certain open items together for payment based on a user definable batch number from 1 to 999 Suspense Any open items classified as suspense will never paid until you Page 2 44 Set Up and Maintenance Chapter 2 Accounts Payable User Manual change the terms to some other type This is the normal classification for disputed invoices Voiding a previously written check will reinstate the open item
361. y be used when recording a manually written check that has not yet been vouchered into the system To record a manual check for an invoice that has been vouchered you should use the option Manually Pay Previous Vouchers The data entry screen will be exactly the same as the screen used in the Voucher Vendor s Invoices menu option The only difference is that the transaction is recorded as a check therefore no open item will be added This option updates all data files in the exact same manner as the option to Write a Single Check Once you have made your selection and if you have chosen to utilize the feature to Display Vendor Comments any comments on this vendor s master file will be displayed on the screen To continue click button and a screen will be displayed showing the vendor number name and the data items necessary to record this transaction If the vendor you have chosen has the Liability Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Liability Insurance Carrier s Name Policy Number and Expiration Date for your review Likewise If the vendor you have chosen has the Worker s Comp Insurance Expiration information set up in their master file and the Insurance Date has expired the comments area will appear with the Worker s Comp Insurance Carrier s Name Policy Number and Expiration Date for your r
362. y choose to edit any of the information or click on the button to validate which will then add it to the file Results coAP6 dbf Overhead Batch File Batch Entry added coAP7 dbf Detail Batch File Batch Records added IMPORT NEW BATCHES AP0603 The File Import options allow you to bring information into the appropriate modules from text or ASCII files These text files may be created by word processors spreadsheets databases or many other types of programs This option is designed to allow you to import AP Transactions directly into the Accounts Payable module All transaction registers will be updated as if processed as a normal transaction from within the Accounts Payable program When you select the option to Import New Batches a new screen will appear At this point you may choose to print the standard map file or create a map file on the hard drive to modify To print the map file lt click gt on the Print Map button To create map file in the program directory click on the Create Map button This will print out the format in which this option is looking for information to be organized in The Fixed Length ASCII file logical record length for this transaction import file is 167 bytes Description 7 Length STRING 7 pe m Bouse as o Discount
363. you to review another screen from which you may enter or change the historical information for this vendor The historical information will be automatically updated during normal processing and should not be changed here except for set up purposes The following describes each of the data items This is the total dollar amount of all checks written to this vendor during the current year This amount will be printed on the vendor s 1099 form Average Days to Pay This is the average number of days that it takes you to pay invoices that you receive from this vendor based on the invoice date Basis of Invoices This is the number of invoices that were used in the calculation of Average Days to On the bottom portion of this screen there is a scrolling window that allows you to enter the number of invoices and total amount of purchases for each period of the fiscal year This information will be updated automatically as you process information throughout the year Results Chapter 2 Set Up and Maintenance Page 2 11 Accounts Payable User Manual coAPIidy dbf Vendor File New Vendor is added to file Change Mode AP0402 This mode allows you to change all information for any account If you have made any mistakes during this set up process you may return to the Set Up Accounts option to change any information you have already entered First you must navigate to the record you wish to cha

Accounts Payable - Data Pro Accounting Software, Inc.

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