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Accounts Payable User Manual

1. Confirm Date 12 09 13 Pay all vendors 175 00 Vendor Vendor name Amt to Pay Confi rmation 800 Hanson Manufacturing Co 175 00 TEST123 a 4 4 4 4 4 4 A pp bp i tp i bp A Press TAB to exit 0 To view online payments in Vendor History go to Vendor History you can view by Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 18 cheque number or press F6 to search by confirmation 7 30 aP Vendor Weary Wem by chee Fie Com AR K OF SA AP OPC Gt UK FO OBR FL OG FP OPS PT TR IER R PAD SR MP CM F H SOeGevXwtse COG AAO i gt a Vendor history Acme Enterprises inc View by check number Check B Bank Acct Date Amount Type Vendor Phone Contact Total amount paid Total disc taken Voucher Invoice P O Voucher Invoice amt Inve date Journal Discount amt Dist date Reference Paid amount d F6 Search by Confirmation The payment type will display in all history reports as Online pmnt Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 19 FA 3a ap vendor ary wew by cheie 0 Fie Em AR K OE SA AP PC GL IC PO BR Pl CL FP PS P TA TR PER IR PA DX SR MP CM SE Heip SSe4GevXwtt COG ARO APB te Vendor yr history Acme Enterprises Inc Bank Acct 1000000 Phone 279 8560 Contact Don Barber facturing Co Total disc taken 00 P O Voucher 253 Invoice amt 75 00 Inve date
2. Group by AIP account N For which A P account 2 Show zero bal vendors o Detail or summary 10 Vendor payment group 11 Include items past aging date 12 Vendor types Press F4 for 07 15 20 F2 to use previous report printing values Enter the following report criteria 1 Aging date This is the date which is used to calculate the age of items Items later than this date will not be considered in calculating vendor balances Enter the date or use one of the options F1 To use today s date All documents entered will be considered in calculating balances F2 To re use all of the entries made on this screen the last time this report was printed They all display and you may change individual entries 2 Age by invoice or due date You may assign items to aging periods by the due date or vendor invoice date Type to age open items by invoice date or D by due date 3 By vendor number or name Type 1 to print the open items in order by vendor number or 2 by vendor name Accounts Payable Aged Open Items Samco Power Accounting 16 3 4 Starting vendor 5 Ending vendor Depending on your selection in field 2 above specify the range of vendor numbers names to include or use one of the options F1 For the First vendor in the starting field or for the Last vendor in the ending field F2 To enter a person s name if printing by vendor name 6 G
3. Important note if using G L The A P Distribution to G L File contains debits and credits created by A P transactions that must be transferred to General Ledger The distributions are actually transferred by selecting Get distributions from the G L menu and then specifying that you want to get distributions from the A P package See the chapter titled Get Distributions in the G L user manual Prior to running Get distributions you should first print the Payables Distributions to G L Report All accounts should be printed The date range should be from Earliest to the date which is the end of your accounting period Do not specify that the file is to be purged If you purge distributions here in A P before transferring them to the Accounts Payable Distributions to GL Samco Power Accounting 19 4 G L package you would have to enter these distributions again manually in the G L package using General journal This would defeat the purpose of the Get distributions selection The purpose of printing this report is to obtain an accurate list of the debits and credits that are to be transferred to G L You may wish to print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report should be needed After printing the report you should then back up your data files and run Get distributions When running this se
4. Find PgUp View an earlier dated note PgDn View a later dated note Home View the earliest dated note oldest End View the newest note on file Text entry When you select to enter a note the cursor is positioned for you to enter the first line of the text of the note While entering a note the following keys and rules apply F1 Access the menu selections described in the previous section Esc Exit the note function without saving the changes to the current note Tab Exit the note function and save the changes to the current note F2 Begin entering a new note F3 Edit the next note on file F4 Edit the previous note on file Contacts An unlimited number of contacts can be maintained for each vendor The Contact table can be maintained by either pressing F1 at the Contact 1 or Contact 2 field or by bringing up an existing customer and pressing F2 The following window will appear Accounts Payable Vendors Samco Power Accounting 11 14 SAM100 Samco Software Inc 61 7789 134 Street Surry BC MSW SEQ Barry Clarke 604 597 4211 Contacts Cell phone Pager Fax Home phone F1 next ShF1 previous To display a list of contacts press A window similar to the following will appear Contacts for Samco Software Inc Name Job title Office phone fb Accounting 800 663 2080 2 Barry Clarke 604 597 4211 No more on file F1Fnext F2 prev F3 search F
5. Print a selection list Print a list of expired recurring payables see Printing an Edit List Use the selected recurring payables i e use them to create regular vouchers Select Payables from the A P menu select Recurring payables then select Enter Entering Recurring Payables This is the screen you see Accounts Payable Recurring Payables Samco Power Accounting 13 1 Recurring payables Acme Enterprises Inc Enter 4 Vendor i Name 2 Invoice code 3 Entry type 4 Group 5 P O number 6 Amount due 7 GST amount 8 Non dise amt 9 Reference 10 Due days 11 Dise days 12 Dise pet 13 Disc amt 14 Disc acct Total YTD Last vehr Total to date Last date Times used Fj next entry F2 next vendor blank look up by name From this screen you can work with both new and existing recurring payables Enter the following information 1 Vendor Enter the number of the vendor for this recurring payable or use one of these options F1 To scan through the recurring payables on file F2 For the next vendor number F6 To use the previous vendor Enter Leave the vendor number blank to enter the vendor name rather than the number You cannot enter a temporary vendor 2 Invoice code The invoice code is used to identify this recurring payable for this vendor Accounts Payable Recurring Payables Samco Power Accounting 13 2 The invoice code plus the date assigned later can be us
6. 12 Due date Enter the due date or press Enter to use the vendor s invoice date entered in field 6 above plus the due days specified in field 11 13 Disc days If the vendor for this payable uses proximo terms the field displays as Disc day Accounts Payable Payables Samco Power Accounting 12 12 Enter the discount days the number of days within which payment must be made to take advantage of the vendor s early payment discount You can also press Enter for no discount days This field displays NONE field 14 displays NONE fields 15 and 16 are set to zero and field 16 displays Not applicable Discount days cannot be greater than the due days already entered 14 Disc date Enter the discount date or press Enter to use the invoice date plus the discount days specified in field 13 15 Disc pct If you enter a percent here the discount amount is automatically calculated and displayed in the Disc amt field Enter the discount percent or press Enter to use the discount percent entered in the Vendor File A flag appears when you override the discount percentage of a vendor s term Enter 0 zero in this field to enter the discount amount in the Disc amt field or to not allow a discount 16 Disc amt If you did not enter the discount percent in the Disc pct you can enter the discount amount If the invoice amount is negative the discount amount must also be negative If you enter a disc
7. 4 Ending vendor Enter the range of vendors to be included in the report Follow the screen instructions 5 A P account Enter the A P account number or use one of the options F1 For the default A P account in the A P Control File F2 To scan through the A P accounts on file Enter For All A P account numbers 6 Payment group Enter the payment group or F1 for All payment groups Show invoice history Answer N to print only one summary line for each invoice Answer Y to show invoice detail from the invoice history in addition to the invoice summary line Viewing Vendor Invoices Select View vendor invoices from the Vendor history menu This selection allows you to look at the full history of any particular invoice whether it is open or not PgUp and PgDn will scroll each page of history while the F1 key will move directly to the last page of detail This change affects both the Accounts Payable gt View open items and Accounts Payable gt Vendor history gt View by vendor and View by date Vendor Enter a vendor number or use the option Accounts Payable Vendor History Samco Power Accounting 25 7 F1 For the next vendor on file Enter Leave the field blank to find the vendor by name Invoice Next enter an invoice number or F1 to scan through the invoices for this vendor The screen now looks like this CAD 07 10 20 07 10 20 es oM 08 01 11 Computer chk 5125 AP2702 900 0
8. ACME ENTERPRISES INC CME ENT INC i N N Usage Each time an EFT file is created the payroll control file is updated and the EFT file number from the payroll control file is displayed here as well Shared numbering with Payroll for checks by cash account Use this feature if you want to share a series of check numbers between Accounts Payable and Payroll This feature allows you to set a cash account and its Last check in the Payroll control file as the master number that is accessed and updated each time a check is created in Accounts Payable or in Payroll Setup Go to Payroll gt F2 gt Setup gt Control information At Field number to change select Permanent check number If the system displays the message Change not allowed press F2 to allow a protected change You now have two options e Enter a check number ENTER OR e F1 to use a Cash Account simply type in the number of the cash account to use or to select from the Find Cash Account pop up window Once you have selected the cash account the number of the cash account and the Last check from the cash account record are displayed Accounts Payable Funds Transfer Samco Power Accounting 26 9 Usage When Payroll control information is set to reference the a cash account complete with its Last check each time a computer check s is posted in either Accounts Payable or Payroll the Last check for the cash account specified is incremented acc
9. Building business and technology relationships Chapter 6 Cash Accounts The system allows for an unlimited number of cash accounts Cash accounts are used by Accounts Payable Accounts Receivable and Bank Reconciliation You enter your cash accounts here so that the cash account number can be verified later when you post cash receipts in Accounts Receivable cut computer checks in Accounts Payable or make checkbook entries in Bank Reconciliation Each cash account must first be entered in the Valid G L Accounts File see Valid G L accounts in the System Functions manual To Begin From page 2 of the A P menu select Cash accounts Then from the Cash accounts menu select Enter Entering Cash Accounts Accounts Payable Cash Accounts Samco Power Accounting 6 1 4 Comments ai Enter the following information 1 Cash account Enter the cash account number If the account you enter does not already exist in the Valid G L Accounts File you may add it here Option F1 Toscan through the accounts on file Description Enter a description of the cash account if the account is not already on file 2 Last check The last check number is used by Accounts Payable and Payroll to determine the next check number to be used when A P checks are cut It is not used by Accounts Receivable or Bank Reconciliation If you are using only A R or B R or both This field displays Not applicable and entry is not allow
10. This feature provides the user with the ability to locate the voucher number assigned to a vendor s invoice in history when only the invoice number is known You will see Enter invoice number Enter the invoice number Select from the following options Enter To see more information about the items on the screen F4 To see invoice detail this function allows you to further drill down to payment type check journal Follow the instructions on the screen F6 To see or enter notes about this vendor Edit Vendor History This function provides a simply way for modifying existing and creating new vendor history data Since it deals with highly sensitive information we recommend password protecting it through the SF gt PASSWORDS gt MAINTAIN PACKAGE PASSWORDS Accounts Payable Vendor History Samco Power Accounting 25 20 function To use this feature select VENDOR HISTORY gt EDIT VENDOR HISTORY from the AP main menu Notes 1 2 To display an existing transaction enter the vendor number invoice number document type and distribution date To display transactions for a specific vendor enter the vendor number and F1 for the invoice number The seq sequence number only applies where there are documents with the same invoice number data and type The first document will have a blank sequence number the next will be 1 then 2 etc The Xfr field is either Y or N and applies to whether or not
11. You only have to enter the recurring payable once Then you simply select the recurring payables that are currently due Regular A P transactions are created for them automatically Aged Open Items Report The Aged Open Items Report can be printed on request for all or selected vendors Two formats are available The detailed format shows all open items with aged totals for each vendor The summary format shows only the aged totals for each vendor Four user defined aging periods are provided and aging can be done by either the invoice date or the due date View Open items You can view all open items for a selected vendor Cash Requirements Report Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 10 You can print the Cash Requirements Report on request for all or selected vendors This report is useful in determining which vendors items are to be paid It shows past and currently due items with any valid discounts It also shows items not yet due but on which the discount would be lost if they were not paid before the next anticipated payment date Manual Payments and Modifications A P handles manual payment of open items already entered as regular vouchers A manual payment is a payment made using a handwritten check instead of a computer printed check You can also modify due dates discount dates and discount amounts for existing open items Payment Preparation A very flexible payment preparat
12. 11 Show details Answer Y to show every applicable open item for each reporting period or N to show only the summary figures for each reporting period Note This report is available to be printed to the X Export printer Accounts Payable Cash Disbursements Projection Samco Power Accounting 17 3 SAMCO Building business and technology relationships Chapter 18 Cash Requirements This selection prints a report showing the amount of cash required to meet your immediate accounts payable obligations as well as the amount necessary to pay vouchers not yet due but which must be paid to receive a discount Note This report is available to be printed to the X Export printer To Begin First select Reports from the A P main menu Then select Cash requirements You then see Accounts Payable Cash Requirements Samco Power Accounting 18 1 Enter the following information 1 Payment date Enter the date that you expect to make payments You can specify this as either The date the checks will be printed The date the checks will be mailed or The date you expect the vendors to receive the checks whichever is most appropriate to your business If you previously ran either this function or Prepare payments print checks you can use the following option Enter To use the date previously entered can be used for the first three fields 2 Next payment date Enter the date you expect the next payment wil
13. Accounts Payable Vendors Samco Power Accounting 11 2 Fee tf AR K OF SA AP PC UG UK PO UR FI Ol OP OPS PT CTR OPER OSM OPA F H SPO4GevRwt t COG ARO gt a Vendors Acme Enterprises Inc 4 Vendor ioo 2 Name Vermont Metal Products 3 Address 1 1410 Pinecrest Road 4 Address 2 B 5 City Hamilton E 6 Country fca Canada Oo 7 Prov ON Ontario 8 PIC LIR 464 9 Phone 1 t 10 Phone 2 l 11 Email support samco com 12 Web site p 13 Fax 604 597 4878 49 Terms type Days 14 Vendor type SUP 20 Terms 2710 Net 30 15 Vendor status Normal 21 Due days 30 16 Vendor s ref 12769 _ 22 Disc days 10 17 Currency CON 23 Disc pct 2 00 18 Comment l 24 Cutoff day Not applicable F1 next ShF1 prev F2 contacts F3 delete F6 notes A Aging PgDn next page 5 1 Field number to change 2 Name This is the vendor s name which will appear on the vendor reports and on computer prepared checks The length of the Vendor name is 50 characters Enter the vendor s name or F2 to enter a person s name instead of a company s name Pressing F2 again returns to entering a company s name If the vendor name to be entered starts with The e g The Ace Company then you might want to enter the vendor name here as Ace Company The This allows the Vendors by Vendor Name Report to print this vendor in order with other companies whose names
14. Automatic check voiding is provided Prints a report showing A P distributions to the general ledger Keeps a full vendor history showing the details of all entry and payment activity for as long as you want to keep it Prints a vendor analysis report An unlimited number of A P accounts and cash accounts may be used Allows vendor terms to be based on days or on day of month Allows aging of accounts to be based on days or on day of month May be interfaced to General Ledger Job Cost Purchasing Plus or Purchase Order or used stand alone May be interfaced to Bank Reconciliation to reconcile the checkbook from which payments to vendors are made Vendor purchasing addresses are maintained for use with Purchase Order or Purchasing Plus Allows reports to be stored on disk to save computer time and printed later at your convenience Allows use of multiple printers Includes password protection and extensive data file integrity checks and backup restore facilities Provides on line user manuals SAM which are available to the user at the touch of a key Auxiliary Files An easily maintainable control file allows you to define various parameters which control many of the characteristics of the package Vendor File A P contains programs to maintain the Vendor File including entering changing and deleting information In addition to the usual name and address information the vendor rec
15. F2 To display the previous screen of notes on file for this vendor F3 To search for a note by the date the note was entered F4 To select this note for display in the view notes screen Text entry When you select to enter a note the cursor is positioned for you to enter the first line of the text of the note While entering a note the following keys and rules apply Enter Completes the entry of a line of text and moves the cursor to the next line Accounts Payable View Open Items Samco Power Accounting 14 6 AutoWrap The text editor will automatically wrap the typed text to the next line once you reach the end of the line For example if you were typing superb and only had enough room left on the line for sup the entire word would be automatically moved to the next line F1 Access the menu selections described in the previous section Esc Exit the note function without saving the changes to the current note Tab Exit the note function and save the changes to the current note F2 Begin entering a new note F3 Edit the next note on file F4 Edit the previous note on file Accounts Payable View Open Items Samco Power Accounting 14 7 SAMCO Building business and technology relationships EN Chapter 15 Open Items This function allows you to change the due date discount date or discount balance of existing open items mark an open item as manually paid and apply pre payments to vendor inv
16. If you are not using vendor history voiding such computer checks requires more work How to do this is described near the end of this chapter in the section titled Voiding Computer Paid Checks Printing a Register of Non A P Pre payment Manual and Quick Checks Print register only prints a check register which includes only manual and non A P checks If this register is printed these checks will not appear on the A P Check Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 3 Register when computer checks are printed The GL distribution summary appears on the Check Register for regular checks and for quick checks Date 08 27 12 Time 16 05 52 Acme Enterprises Inc Report 5136 Page 0001 CHECK REGISTER next to Check amount is for retainage paid Chk Chk date Vend Name Vchr Inv Inv date Amount Discount Check paid taken amount Cash account 1000 000 Cash account 13557 52 8 27 12 100 Vermont Metal Products 25 5 16 11 100 00 00 100 00 5 171 1 Regular 172 652 5 16 11 75 00 00 75 00 174 987654 6 08 11 500 00 00 500 00 Check totals 675 00 00 675 00 53 8 27 12 600 Metro Community Bank 169 95687 4 08 11 60 00 00 60 00 Regular Cash account totals 735 00 00 735 00 2 Regular checks Grand totals 735 00 00 735 00 0 Funds transfers 0 Non A P checks 0 Prepayments 0 Quick checks 0 Manual checks 0 Void checks 2 Checks total Distribution summary Acct Description De
17. called proximo terms Proximo means of the next month An example of proximo terms is 2 10th net 31st meaning 2 discount if paid by the 10th of next month net due on 31st of next month Type D for Days or P for Proximo what day of the month Terms Enter a description of this vendor s payment terms The next fields will give the exact specifications for these terms The appearance of fields 18 through 21 depend on the Terms type selected Terms by days Due days Accounts Payable Vendors Samco Power Accounting 11 6 Enter the number of days from the date of the vendor s invoice when payment is due Disc days Enter the number of days from the invoice date during which a discount will be given for early payment The discount days cannot be greater than the due days Disc pct Enter the discount percentage to be given if payment is made within the discount days Cutoff day Not applicable when terms are by Days Proximo Terms Day of the Following Month Due day Enter the day in the month on which payment is due This day will be the day in the month following the month in which the vendor s invoice is dated Disc day Enter the last day in the month for which early payment discount is allowed This day will be the day in the month following the month in which the vendor s invoice is dated The discount day must be less than or equal to the due day It will always be in the same month as th
18. the Line Item group vouchers on the check stub or T for the Totals group the check body itself You may also use one of the options F1 To scan through the fields on file for this form F2 To display the form as it appears so far see the section titled Displaying the Form later in this chapter 2 Line number Enter the line number on which this field is to print or use the option F1 To display the next field on file within this group F2 To enter a calculation for later use by the Calculation register field see the section titled Calculations for instructions on using this function Accounts Payable Forms Samco Power Accounting 9 7 For a paginated form enter the line number within the group on which this field is to print For example if you specified that the first line for headers is 4 and the first line for line items is 10 there are 6 lines available for the header group This means that line numbers 1 through 6 would be valid entries here For a non paginated form any line number from 1 to 999 is valid If you pressed F2 to do a calculation refer to the section titled Calculations for further instructions on using this function 3 Column Enter the starting column in which to print this field or use one of the options F1 To display the next field on file within this group that is on or above the specified line number F2 To insert a new line within this group F3 To delete the current line
19. 11 06 12 Journal AK6042 Discount amt 00 Dist date 12 06 13 Reference Paid amount 75 00 ae F1sNext ShF1 Previous F3 Print F5 Vendor data F6 Notes ENTER New confirm PgDn Next voucher PgUp Prev voucher To void an online payment go to Void AP checks enter Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 20 FE 3 AP Void checks mter fre Ee ARK OF SM AP RC UG CU PO UR FOU OP A PT TR OUR OER PA DK SR OMP CM OS Pele BPO4XGevXwts COG HAC dra Void AP checks Acme Enterprises Inc Enter 4 Cashaccount 1000000 Cash account 13557 pr A 2 Check number 3 Check date 4 Check type 5 Dist date 6 Reference F6 Enter confirmation Enter the Cash Account as usual at the Check number press F6 to enter the confirmation number Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 21 Void AP checks Acme Enterprises Inc Enter 4 Cash account 10004000 Cash account 13557 2 Confirmation TEST123 3 Online pmt date 12 09 13 4 Check type Online payment 5 Dist date 12 09 13 6 Reference i H F6 Enter check number When completed press Tab and post as usual Printing the A P Check Register After printing checks as described above remove the check forms from the printer and insert regular computer paper in its place in order to print the A P Check Register This
20. 1400 CANADA POST CORPORATION Phone 1800 267117 Starting date Contact OUR CUSTOMER Invoice Type Dist dte Invc amt Disc taken Retnge paid 35425 3DE Inve 7 29 09 11 78 00 00 comchk 7 29 09 11 78 00 00 VARI Inve 12 10 10 291 42 00 00 Non AP 12 10 10 291 42 00 00 Balance 00 00 00 F4 detail F5 vendor data F6 notes A Aging ENTER more info J Up to 10 items display at one time Select from these options Enter To see more information about the items on the screen F4 To see invoice detail and further F7 to view distributions to G L for a specific voucher F5 To see additional information about this vendor F6 To see or enter notes about this vendor A This will bring up a window showing the current vendor aging details along with purchase information and average number of days to pay View by Check Number Vendor Histor Accounts Payable Samco Power Accounting 25 17 Select View by check number from the Vendor History menu Allows you to view a particular check and then print out the information H TC AP Vendor history view by check Los File Eat AR K OF SA AP PC GL FA IC PO GR PL FP TA PER PA DX SF Help SOX Gav xXwts ceo AaS i gt a E i Vendor history Acme Enterprises View by check number Check Bank Acct Date Amount Type Vendor Phone Contact Total amount paid Total disc taken Voucher Invoice P O Voucher I
21. 9 Reference This reference can be useful in these ways 1 It can optionally be printed on check stubs 2 If you use G L you can choose to transfer either this reference or the vendor name to G L This is useful if you want G L to show the reason why something was purchased instead of the vendor from whom it was purchased You should consult your accountant regarding this 3 It appears on the A P Distributions to G L Report and optionally on the Aged Open Items Report Enter whatever reference you wish 10 Due days Accounts Payable Recurring Payables Samco Power Accounting 13 4 If this vendor uses proximo terms this field displays as Due day and you enter a day of the month This is the number of days from the vendor s invoice date when the item is due for payment Enter the number of days or use one of the options F1 To automatically default fields 10 through 14 to the due day s discount day s and discount percent based on the information in the Vendor File Field 13 defaults to the amount calculated from the discountable amount and the discount percent F2 If this vendor uses proximo terms F2 changes to terms by due days i e vendor is normally due on 15th of month change to net 30 days 11 Disc days If this vendor uses proximo terms this field displays as Disc day and you enter a day of the month Enter the discount days the number of days within which payment must be made to take a
22. A P Account for a Vendor Change vendor number The change vender number function has been enhanced to allow use of a text file with up to 10 000 pairs of old and new vendor numbers Normally once you assign an A P account to a vendor it is not changed If however the A P account for a vendor is changed then A P will not be in agreement with General Ledger in the sense that the Payables by Date Report will not show that the outstanding payables for a certain A P account add up to the A P account balance in G L To keep A P and G L in agreement the following must be done if a vendor s A P account is to be changed Accounts Payable Vendors Samco Power Accounting 11 21 1 Run the Payables by Date Report and get the A P balance for the vendor at the end of the period 2 Enter a G L journal transaction which debits the vendor s old A P account and credits the vendor s new A P account This assumes the vendor has a credit balance on the payables report If the vendor has a debit balance then the old A P account would be credited and the new A P account would be debited 3 Change the vendor s A P account in the Vendor File to the new A P account Accounts Payable Vendors Samco Power Accounting 11 22 SAMCO Building business and technology relationships a Chapter 12 Payables Payables are entries requiring payment There are one time only payables and payables that recur every so often like a monthly payment For
23. Number 8 Set vendor GL account numbers 8 Load Open Items Function 9 X EXPORT PRINTER REPORTS D 1 Available reports 1 Printing reports to an export file 1 Accounts Payable Table of Contents Samco Power Accounting TOC 5 SAMCO Building business and technology relationships Chapter 1 Understanding Accounts Payable Accounting Accounting is the collection categorization and presentation of financial records Accounts Payable Accounts payable is the area of accounting dealing with the purchases and disbursements of a company and with the money it owes As used here account means a record of financial activity Payable means that should be paid or due another Accounts Payable is often abbreviated A P or AP Vendor A vendor is a person or company from whom you purchase the goods and services you use in your business For example the telephone company is one of your vendors You purchase a service from them Accrual Accrual is a term which describes one of the two methods of accounting for revenues and expenses which are in common use and are approved by the Revenue Canada The other method is called the cash method Under the accrual method Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 1 1 You count a sale as revenue when you make the sale not when you actually get paid for it which can be weeks or months later 2 You count a purchase as an expense when
24. P account number or use one of the options F1 For the default A P account from the A P Control File F2 To scan through the A P accounts on file Enter For All A P accounts 9 Payment group If you wish to only pay vendors in a specific payment group then enter the payment group Otherwise use the option F1 For All payment groups Select Individual Vouchers This lets you select individual vouchers for full or partial payment Choose Select individual vouchers from the Prepare payments print checks menu The following screen appears Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 7 Prepare payments print checks Acme Enterprises Select individual vouchers This Payment date 2 22 12 Next Payment date 2 23 12 Vend Due to vendor Terms Pay this vendor Pay all vendors Pay Vchr Invoice Invc dat Due date Disc dat Inv net amt Paid Paying P O Inve Invc bal Ref Disc Disc bal Leave blank to look up by name Enter the Vendor number e Pressing the space bar will set a voucher to be paid if it isn t already set remove any deferral flags or remove payment of a voucher e Pressing D marks a voucher as deferred If the voucher was already selected for payment the payment will be cancelled and the voucher will be deferred e Entering a P will bring up a window to enter the amount to pay and the discount for a particular voucher e The F1 function allows the user to pay all
25. Payable Void Checks Samco Power Accounting 24 2 If there is no balance remaining on the voucher at the time the void check transaction is posted i e the voucher has been fully paid the voucher is reinstated in the A P Open Item File This reinstated voucher has a balance remaining corresponding to the amount paid by the voided check plus any discount taken 3 Discounts taken for the vendor paid by the check are reduced 4 Form 1099 MISC amounts if applicable for the vendor paid by the check are reduced U S companies only 5 Debits and credits created by the original check are reversed and will appear in the A P Distributions to G L Report The distribution date for the reversed entries can either be the original check date or a specific distribution date entered in the void checks transaction This allows for proper accounting if a check is voided in an accounting period later than the one in which it was originally printed How to Run Void checks 1 Ensure that no vouchers are selected for payment by computer check This can be checked running the pre check writing report and then using Clear selection deferrals to clear any vouchers currently selected for payment 2 Ensure that no vouchers are marked for manual payment This can be checked by printing the Modify Open Items Edit List 3 Enter the void check transaction using Enter 4 Print the edit list using Edit list 5 Verify that there are no error mes
26. Purchasing addresses Then from the Purchasing addresses menu select Enter Entering Purchasing Addresses From the screen which appears you can work with both new and existing purchasing addresses Accounts Payable Purchasing Addresses Samco Power Accounting 10 1 Setup Acme Enterprises Inc Purchasing addresses Enter 1 Vendor Location Lig Loc name Address 1 Address 2 Address 3 SN 1S 7 Contact 8 Phone 9 Fax 10 Comments F1j next purchase address F2 next vendor Enter the following information 1 Vendor Enter the vendor number or use one of the options F1 To find the next purchase address If one exists you are allowed to change the information in the usual way F2 Toscan through the vendors on file 2 Location Enter a number to identify this purchase location 3 Loc name Enter the name of the company at this purchasing address or use F1 to use the vendor name 4 Address 1 Enter the first line of the address Accounts Payable Purchasing Addresses Samco Power Accounting 10 2 When using Purchase Order or Purchasing The three lines of the vendor s address fields 3 4 and 5 and the vendor s name can be printed on the purchase order exactly as you enter it for use in window envelopes 5 Address 2 Enter the second line of the address 6 Address 3 Enter the third line of the address 7 Contact Enter a contact person for this purchase
27. Select a Group of Vouchers 5 Select Individual Vouchers 7 Defer Vouchers from Payment 9 Pre Check Writing Report 10 Print Checks and Post 11 Shared numbering with Payroll for checks by cash account 14 Recording On Line Payments 16 Printing the A P Check Register 22 _ amar O NNN N WNO Accounts Payable Table of Contents Samco Power Accounting TOC 4 N 09 Voiding Computer Paid Checks Print Register Only 24 Void AP Checks 24 1 Conditions Under Which Checks Can Be Voided 1 Restrictions on Running Void checks 2 What Void checks Does 2 How to Run Void checks 3 Entering Checks to be Voided 4 Printing an Edit List 5 Posting Voided Checks 5 Vendor History 25 1 Open Payables by Date 2 Printing a Check Register 4 Vendor History Report 6 Viewing Vendor Invoices 7 Purging Vendor History 11 View by Vendor 13 View by Date 15 View by Check Number 17 View by invoice 20 Edit Vendor History 20 Funds Transfer 26 1 Pay vendors via Electronic Funds Transfer EFT 27 1 Shared file numbering with Payroll for EFT files 8 Shared numbering with Payroll for checks by cash account 9 Go to Accounts Payable gt Funds transfer 10 Go to Accounts Payable gt Void checks gt Enter 11 Reports 12 Purge Open Items 28 1 Purge Temporary Vendors 29 1 Year End 30 1 Data Integrity Check A 1 Initialize Data Files B 1 File Utilities Gel Corrupted data files 1 Export a file 2 Restore an exported file 5 Rebuilding Data Files 7 Change Vendor
28. These pre defined forms are in the A P Form file APFRMFxx When you install A P the Form file is also automatically installed If any of the pre defined forms supplied with A P are sufficient for your needs refer to the section titled Load Pre defined Forms later on in this chapter for instructions on loading them for use Before you print A P checks you must have already specified a form ID to be used in the A P Control File see the chapter titled Control information The form must exist in the A P Form file Some of the pre defined forms supplied with A P are Form ID Description AP1 Form 30 01 AP2 Form 30 09 Due to differences in printers some adjustments may be needed to the system printers or the printer types being used in order to use these pre defined forms Adjustments to the form may also be required due to minor differences in the image masters used for printing the cheque forms at the printers If this is the case then the standard form should be copied and the adjustments made to the copy If you choose to create your own form you should make a copy of an existing form that is similar to the form you wish to use and modify the copy You may also design your form from scratch but this is not recommended Accounts Payable Forms Samco Power Accounting 9 1 An unlimited number of forms can be defined with this selection Forms allows you to print almost any information field in the A P Open Item file and man
29. a carriage return line feed between the 1464 byte records in the file Answer Y if you want the records in the EDT file split into individual lines If your institution reads the records in as one long contiguous record answer N ALLOW CANCEL When this flag is set to Y then a direct deposit cheque can be cancelled in the exact same manner as a normal computer check The vendor number check date check amount and check number must match before the cheque can be cancelled This does not alter the contents of the apftxxxx dat file this function is to be used after the financial institution has removed or rejected an entry Only eft s that were created after this feature is activated can be cancelled ALLOW OVERRIDE When this flag is set to Y and the approve review checks step is taken there is a new flag process funds transfer as cheques If Y then no funds transfer will take place a normal check will be printed and processed This allows you to switch between creating EFTS and printing cheques without changing the set up mode in ap control information FORM ID FOR STUBS accounts payable comes with the pre defined form estub which can be used as the default to print a paper confirmation stub of each electronic funds transfer created by the system However if this pre defined form is not suitable refer to the chapter on forms in the accounts payable manual to tailor it to your needs Vendor email addres
30. access only the newly created funds transfer records The Previous creation field will be defaulted to n a not applicable and the system will default the transmission creation from the AP control information Next file creation field The cursor will move to the Create transmission file field Previous creation lf you are creating a new transmission file this field is skipped If you are accessing previously transmitted records enter the file number here to select all of the funds transfer records from that one file or press F1 to select All creation numbers Transmission creation f you are creating a new transmission file to send to the bank the system will default this value from the AP control information Next file creation field When recreating a transmission file this should be the same as the previous creation but you can specify a different number however specifying a different number is not recommended Create transmission file Answer Y if you wish to create a new EFT transmission file otherwise answer N for a report only Transmission file name This field may only be entered when the previous field Create transmission file flag is set to Y otherwise it is skipped Enter a 14 character name for the EFT transmission file or press F1 to set the field to default as prompted APFT DAT At Field number to change enter the number of the field s to be amended If no changes are requ
31. address 8 Phone Enter the phone number of the contact person The contact and phone number are printed on various reports 9 Comments Enter any comments about this purchase address Enter text in much the same way as most word processing programs using the Enter key Up Down keys Delete key Tab or Esc when done etc When you are finished entering text press Tab and follow the screen instructions When you press Esc or Tab while entering comments you have these choices File Save what have just entered changed Like pressing Enter at Field number to change 2 in other selections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed Like pressing Esc at Field number to change 2 in other selections Delete Delete this entire comment from the screen Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Accounts Payable Purchasing Addresses Samco Power Accounting 10 3 Deleting Purchasing Addresses Bring up the purchasing address you wish to delete and press the F3 key Printing a List of Purchasing Addresses From the Purchasing addresses menu select Print From the screen which appears enter the following information 1 Starting vendor 2 Ending vendor
32. adds to the PTD YTD figures for the to vendor If you wish to affect these figures do not use the transfer feature Instead you must cancel the original entry and re enter the voucher to the correct vendor Partially paid vouchers Vouchers that have been partially paid cannot be cancelled using a cancellation voucher In order to cancel the balance of a partially paid voucher do the following 1 Mark the voucher as manually paid using Open items Modify This Accounts Payable Payables Samco Power Accounting 12 5 transaction requires entry of a cash account Enter any valid cash account Post this transaction See the chapter titled Open Items 2 Enter a negative non A P check to the same vendor for the same amount as was entered in 1 Use the same cash account that was entered in 1 Distribute the amount to the same accounts that were used in the original payable Post this transaction Marking the voucher as manually paid credits the cash account and debits the vendor s accounts payable account This reduces the accounts payable account correctly A negative non A P check debits cash and credits the expense distribution accounts Thus the debit and credit to the cash account wash and the net result is to reduce the accounts payable account and to reduce the expense accounts There are other methods which can be used to cancel a partially paid voucher For example you may enter a negative regular voucher for the bal
33. be expected to be due and then use the second parameter screen to control the aging periods appropriately For Accounts Payable Aged Open Items Samco Power Accounting 16 9 example if the aging date is July 31 2001 and you know that there are no payables posted which are due based on the normal terms given by your vendors after Sept 30 2001 you would set the aging date as Sept 30 1990 Then using the second parameter screen you could set your period cut offs as follows Period 1 cut off July 1 2001 Period 2 cut off June 1 2001 Period 3 cut off May 1 2001 Period 4 cut off F2 for Unlimited With this setup all payables due from July 1st through Sept 30th will appear together in the first bucket all payables due from June 1st through June 30th will appear in the second bucket all payables due from May 1st through May 31st will appear in the third bucket and all payables due on or before April 30th will appear in the fourth bucket Using the Aged Open Items Report for Projections The following example shows the A P Control File set up necessary to print a report in projection format Aging period fields Enter NUMBER AGE DAYS PERIOD 1 90 Minus 90 NUMBER AGE DAYS PERIOD 2 60 Minus 60 NUMBER AGE DAYS PERIOD 3 30 Minus 30 NUMBER AGE DAYS PERIOD 4 0 AGING PERIOD 1 DESCRIP DUE OVER 90 AGING PERIOD 2 DESCRIP DUE 61 90 AGING PERIOD 3 DESCRIP DUE 31 60 AGING PERIOD 4 DESCRIP DUE 1 30 In th
34. by rebuilding data files with purged or deleted records that are still taking up space Export your data into a format that can be used by many popular spreadsheet word processing and data base programs Corrupted data files Data file corruption does not occur very often but you do need to be aware of it just in case one of your data files does become corrupted This can occur for only a handful of reasons The most common being 1 The power to your computer gets turned off when you are using your Samco applications 2 Your hard disk has developed a defect Corrupted data files can t be used reliably afterward and any attempt to use them causes unusual error messages and you are removed from running the Samco applications If this occurs or if you begin to get unusual results while using your software and suspect that there may be a corrupted data file you should get technical support Accounts Payable File Utilities Samco Power Accounting B 1 Your supplier or an independent professional may be able to provide this support If not contact Samco Software Inc s support department directly there may be a fee Handling Data file corruption does not mean that all of the data in the file is no longer usable Usually just a few of the records in the file have become corrupted In File utilities the function Rebuild a file will take out the good records in the data file place these in a temporary file and then replace t
35. check Accounts Payable Payables Samco Power Accounting 12 21 1010000 cash account 13726 FA F2 Enter the following information 1 Cash acct Enter the cash account from which payment is being drawn from or use one of the options F1 To use the default cash account displayed F2 To display through the other cash accounts on file 2 Check no Enter the number of the check which will be printed or use the option Enter To default to the next check number in the A P Control File 3 Check date Enter the date to be printed on the check 4 Comment Enter a comment that can optionally be printed on the check form This is Accounts Payable Payables Samco Power Accounting 12 22 particularly useful if you are printing a check which is post dated or in a foreign currency and you wish to draw special attention to this You can also use F1 if there is no comment You are then prompted Please mount check forms on printer Type DONE when ready Once your checks are mounted type DONE You are then prompted Print alignment Answer Y if you wish to run a test check to make sure the check form is aligned properly Continue to answer Y until your form is aligned properly The quick check will use the default check format set up in Control information Once the check is printed you will be prompted Please mount regular paper on printer Type DONE when ready Reload your usual paper if necessa
36. cheques Set up required Go to the second page of an existing Vendor Record R Ja AP Vendors Entes m Fie A AR K OF SA AP OPC UG OU FO UR FL OG OP OPS PT TR IR OER PA CDK SR MP CM F Heb SOuGevRwtes coc naro 4 gt ea Vendors Acme Enterprises Inc For vendor 250 Acme Office Supplies 6 AJP acct 20054000 Retainage payable CDN 7 Discount acct 50504100 Purchase discounts CDN 8 Dfit distrib acct 75004000 office supplies CON 9 Payment group Sup non z 19 Bank acct none 10 GST HST Reg R4637101 11 Minimum order 00 20 Online payment 12 Minimum order charge 00 13 Last purch date 5 07 13 44 First purch date 3705 99 15 Total purchases 850 52 Year to date Last year 16 Purchases 355 23 263 94 17 Discounts is 80 00 N No S Sometimes A Always Field number to change 20 Vv At Field number to change select the number to the left of Online payment and enter one of the options N No S Sometimes A Always You will need to do this for all the Vendors you wish to record online payments for Go to Accounts Payable gt PREPARE PAYMENTS PRINT CHEQUES gt SELECT INDIVIDUAL VOUCHERS gt ENTER Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 16 Hanson Manufacturing Co Sorted by due date 255 825631 11 16 12 12 16 12 284 ACME10158 12 05 13 1 04 14 Enter the Vend
37. creating EFT files in both Accounts Payable and Payroll As each internal file label in an EFT file must be unique this feature allows you to use the 6 Next file creation number in the Payroll control file as the master number that is accessed and updated each time an EFT file is created in Accounts Payable or in Payroll so you do not have to keep track of the next file number yourself Setup Accounts Payable Control Information Samco Power Accounting 7 9 Go tO ACCOUNTS PAYABLE gt F2 gt SETUP CONTROL INFORMATION At Field number to change select Next file creation number Enter a new value or F2 Use Payroll Fund Transfer simply type in a new value or press F2 With F2 the system reads the Next file creation number field in the payroll control file and copies it here BOXGSVAvV td 060 ARS dP ae 3456 NIN oO oO e 00032526 52114 0000001 ACME ENTERPRISES INC ACME ENT INC i oo N iy I M N Usage Each time an EFT file is created the payroll control file is updated and the EFT file number from the payroll control file is displayed here as well Shared numbering with Payroll for checks by cash account Use this feature if you want to share a series of check numbers between Accounts Payable and Payroll This feature allows you to set a cash account and its Last check in the Payroll control file as the master number that is accessed and updated each time a check is cre
38. customer s account enter the A R customer s account number an invoice number defaults to voucher invoice number and the amount to distribute You may distribute all or part of the voucher to the customer either by dollar amount or by percentage You may continue to distribute any balance of the transaction to either customers or directly to a G L account and may switch back and forth at the account number field by pressing F2 For an existing voucher you can enter an account number for a new distribution if you want to add it 4 Amount Enter the amount of the distribution or you can use one of the following options F1 To use the invoice amount remaining F2 To enter a percent of the original invoice amount If you press F2 again you will go back to entering an amount If you have chosen to use retainage in the Job Cost Control File this amount includes the retainage amount See the Glossary in the System Functions manual for the definition of retainage 5 Quantity Accounts Payable Payables Samco Power Accounting 12 20 This field appears only for job distributions If there is a unit connected with the cost item such as BDFT board feet or SQYD square yards you can enter the quantity of these units for this distribution If there is no unit connected with the cost item this field will be skipped 6 Reference This field appears only for job distributions Enter any reference or comment
39. date or disc Enter the information for modification type C as follows 1 New due date The date you enter must not be earlier than the invoice date Enter the new due date or F1 to use the old due date 2 New disc date The date you enter must not be earlier than the invoice date or later than the new due date Enter the new discount date or F1 to use the old discount date 3 New disc bal Enter the new discount balance for the open item It cannot be greater than the invoice balance nor can it have an opposite sign from the invoice balance Enter the new discount balance or F1 to use the old discount balance The following is a sample screen from a C type modification Accounts Payable Open Items Samco Power Accounting 15 3 Change due date disc date disc bal SAM1OO Samco Software Inc Net 30 30 5597 ors go0 c0 oo i one Mark voucher as paid manual payment Use modification type M for an A P open item that has been paid manually with a hand written check as opposed to a computer check printed by the A P system The distributions that result from this type of modification are a debit to accounts payable and credits to cash and discount taken If the payment was made from a cash account other than one of the cash accounts used in A P adjusting entries will have to be made to correct the distribution of cash Such modifications can be made in the General Ledger package General jo
40. debits and credits involved when a typical independent business pays for goods or services bought earlier on credit The debit The disbursement payment you make results in a debit transaction which decreases your money owed others account usually called the accounts payable account This is a debit to accounts payable The credit The payment also causes a credit transaction which decreases one of your cash on hand accounts This is a credit to cash So two entries are made into G L which balance each other These balancing entries form the basis of double entry accounting If you or your accountant ever find your G L accounts out of balance it means that the proper balancing entries were not made No attempt is going to be made in this manual to teach you all about accounting especially about what types of transactions cause what accounts to be debited or credited Unless you re an accountant or fully responsible for maintaining your company s general ledger don t worry if you don t remember whether a debit increases or decreases a particular type of G L account When using Samco Power Accounting software you will occasionally be asked to enter the G L account to be debited or credited Just refer to the appropriate chapter in this User Manual where you ll find exact instructions about what to enter Within General Ledger Accounts Receivable Accounts Payable Canadian Payroll Order Entry Plus Point
41. details of the already posted voucher will be displayed The user is asked to accept or change the distribution date This is the date of the entry to the new vendor The same applies to the invoice date Enter the reference indicating where the voucher came from The discount taken field defaults to zero with the old voucher s potential discount amount available via the F2 key This should prevent taking discounts when they do not apply When you enter the number of the voucher to be transferred the details of the voucher are displayed o Dist date This is the date of the entry to the new vendor ENTER for system date F1 for from voucher s distribution date o Inv date This is the date of the entry to the new vendor ENTER for system date F1 for from voucher s invoice date o Due days Enter the due days or F1 for auto assign of fields 11 through 17 based on the transfer to vendor s terms o Disc taken This is the discount taken from the from vendor F1 for zero dollars taken F2 for from vendor s allowable discount if taken General journals are created when a discount is recorded as taken or if the two vendors have different Accounts Payable accounts Note The transfer feature was primarily intended for clients wishing to pay a voucher or series of vouchers by credit card For that reason the system does not reduce the period to date PTD or year to date YTD figures for the from vendor when it
42. first Forms screen display the form you wish to test and press F5 Copying a Form You can rapidly produce a new form by copying an existing form which is similar to the new one After copying the form tailor the new form by changing the form and field information as necessary To copy a form at the first Forms screen display the existing form that you wish to copy and press F6 A window displays for you to enter the following information Copy to form ID Enter the ID of the new form The form ID will be automatically created during the copy process if it does not already exist After the copy process is complete you may change the new form as needed Printing a Forms List Accounts Payable Forms Samco Power Accounting 9 17 This selection prints a report that lists the forms you have defined You may select to print a specific form a range of forms or all forms For each form on the list you are shown general information description form width if form is paginated etc The field definitions for each form type may also be optionally printed From the Forms menu select Print On the screen which appears enter the following 1 Starting form id 2 Ending form id Enter the range of form ID s for which to print the list Follow the screen instructions 3 Print fields Answer Y to print the information defined for each field on a form If you answer N only the general information about a form is
43. from the Void checks menu Compare the edit list to the original Check Register or Modify Open Items Register to ensure that the vouchers listed are the ones that were paid by the check Posting Voided Checks Select Post from the Void checks menu During posting each of the actions described earlier in the section What Void checks Does will be performed for each check voided You may now reselect the vouchers that were reinstated in the A P Open Item File when appropriate for payment by computer check or manual payment An A P Voided Checks Register is at the end of this chapter If using Bank Reconciliation If a check is voided which has already been transferred to the Bank Reconciliation package a warning will appear on the Register to alert you to the fact that it has been transferred The check will still be voided in A P However you must also mark the check as void in Bank Reconciliation using Checkbook entries If the check has not yet been transferred to Bank Reconciliation then the check will be transferred as a void check when you run Transfer checks deposits in Bank Reconciliation Accounts Payable Void Checks Samco Power Accounting 24 5 Accounts Payable Void Checks Samco Power Accounting 24 6 SAMCO Building business and technology relationships Chapter 25 Vendor History The Vendor History File is used to retain information about posted transactions even after these transactions have been purged from
44. in the A P Open Item File It remains an open item until it is fully paid Also any unused credit or debit memo from a vendor is an open item Prepaid In Accounts Payable prepaid means a bill that has been paid before it is entered into the computer system In this case it is not necessary for the computer to print a check paying this bill In Samco Power Accounting A P a prepaid entry is called a non A P entry because it does not affect the A P account although it still affects other accounts Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 2 Manual Payment A manual payment is a payment made using a handwritten check instead of a computer printed check A manual payment differs from a non A P prepaid transaction in that the non A P transaction was paid prior to entering into the computer system A manual payment can be made for an unpaid open item already entered into the system Aging To age means to determine how old a payables document is You may select to age either by Due date or by Invoice date Four aging periods are available in A P normally structured as Current 31 60 days 61 90 days Over 90 days The software allows you to use the above aging periods or to define your own When aging is done by invoice date a document becomes 1 day old on the first day after the vendor s invoice is posted An invoice posted on January 1 would be 30 days old on Ja
45. in the data file it is recommended that you press F1 When you have completed all entries the following prompt will appear C create new export file or A add records to existing export file Enter C to create a new export file and over write any pre existing ASCII export for this data file or enter A to add the records selected for conversion to any pre existing ASCII export file on the device specified After selecting which type of file to create the screen then clears and the ASCII file name is displayed along with a counter of the number of records exported If you had selected All at the Please select file it is assumed that you wish to create a new converted file After the Any change 2 prompt the screen clears and the ASCII file name is displayed along with a counter of the number of records exported for all files The Export a file menu reappears after the file or files selected have been exported so that you may choose another file After you have completed running the convert routine press Tab at the Please select file prompt A window will appear for you to select how to print the export log Restore an exported file This function is used to restore one of more of the listed data files from the flat ASCII file format to the internal format The exported file is read in and an output file is created in the company sub directory with the name xxxxxx DAT Where XXXxxx is the file name From t
46. off date to day prior to period 1 cut off date 6 Cut off date for prd 3 Enter the starting date for period 3 or F1 for a date one month earlier than the period 2 cut off date 7 Period 3 description Enter a description of period 3 or F1 for period 3 cut off date to day prior to period 2 cut off date 8 Cut off date for prd 4 Enter the starting date for period 4 F1 for a date one month earlier than the period 3 cut off date or F2 for Unlimited In this case all documents older than the period 3 cut off date will be included in aging period 4 9 Period 4 description Enter a description of period 4 or F1 for period 4 cut off date to day prior to period 3 cut off date If Unlimited was chosen for the previous field the option is Older than period 3 cut off date After pressing Enter at Field number to change you may select 1 to review your entries on the previous screen and this one or select 2 to print the aging report If you select to print you then have the option of saving your entries to use the next time you print the report Samples of the detail and summary reports follow at the end of this chapter Including items past aging date When aging by due date it is sometimes useful to include items which are past the aging date In order to include items past the aging date you would move the aging date forward in time to the last date on which a payable can
47. office supply expenses to G L accounts you use the above 7 digit numbers Later when you re printing reports you can specify that you only want to see the data for dept A dept B or dept C Profit centres also apply to sales A typical use for tracking sales by profit centre is for a company which has several sales offices By making each sales office a profit centre you can separately track the sales performance of each office Distribution Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 4 As used in Accounts Payable distribution means either 1 The act of allocating amounts such as purchase or disbursement amounts to G L accounts or 2 An amount allocated to a G L account For example when you purchase office supplies on credit you enter information into the computer about how much you owe who you owe it to and when it is due In addition you distribute allocate the amount of the purchase to your G L owe others account usually called the Accounts Payable account and to your G L office supply expenses account The A P package collects all distributions to G L accounts and will print a report summarizing these distributions These distributions can be automatically transferred into General Ledger if you use it Debit and Credits In addition to handling a particular area of accounting as described above such as accounts receivable or accounts payable each Samco Powe
48. on each open item if the full discount balance is taken Press Enter to get more information on the open items shown including the invoice invoice date P O number reference and running balance Use F3 to print a Vendor Account report which details all current Open Items for the customer Use F5 to view more information about this vendor similar to the following When you are done with viewing the vendor data press Esc or Tab to get back to the view screen Press F6 to enter or to review notes about this vendor If you press F6 you see Accounts Payable View Open Items Samco Power Accounting 14 3 5AM100 CAD 130 65597 07 15 20 000 900 00 900 00 131 26574 07 15 20 000 900 00 1 800 00 Notes Type J L F2 Change header type Using Notes You can enter an unlimited number of notes about this vendor They are for internal use only Each note is given a date time stamp so that you can browse through the notes in time sequence later NOTE This notes function is different from the Extended Functions notes Vendor notes entered here are not accessible through the Extended Functions and vice versa A menu at the bottom of the Notes area shows three selections Menu Pressing F1 brings up a number of selections Each selection is described below Abandon Abandon any changes to the current note and exit the notes function Change heading Change the date and time this note was ente
49. other A P files Vendor history is optional in A P A field in the A P Control File controls whether or not vendor history is kept The Vendor history selection prints several reports allows inquiry into the Vendor History File and allows a selective purge of vendor history information If you keep vendor history you may also use the Void checks selection as described in the chapter titled Void Checks Unless you have very little hard disk space on your computer we recommend that you keep vendor history NOTE In the text below the activity for a vendor invoice refers to all payments made against it as well as any credit memos and debit memos associated with it To Begin Select Vendor history from the A P menu The following menu selections appear Accounts Payable Vendor History Samco Power Accounting 25 1 Please select E 1 Open payables by date Open Payables by Date This report shows the payables that were open not fully paid as of a selected date within a specified vendor range in detail or in summary If you choose to show All A P accounts vendors are grouped by A P account and subtotals are shown for each A P account Each report includes the balance s of the Accounts Payable control account s in the General Ledger Otherwise invoices will be grouped by vendor Select Open payables by date from the vendor history menu This is the screen you see Accounts Payable Vendor History Sa
50. printed The following screen now appears 7 checks and p AR CY x S5 a t aR i FP Ti PE R P r a B A Prepare payments print checks Acme Enterprises Inc Print checks and post Cash account L000 4000 Please enter 1 Payment date a 2 Check date 3 Last check used Form ID Printer Start check 4 Checks 5 Transfer stubs 6 Sorted by 7 Starting vendor 8 Ending vendor 9 Branch 10 Comment 1 Payment date Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 12 This is the date used to calculate valid discounts The payment date last entered for the Cash Requirements Report or for Select a group of vouchers is displayed No date is displayed if neither of these has been run previously Use this date in order for the discounts taken to agree with the valid discounts shown on the Cash Requirements Report and the edit list Enter a payment date or use the option Enter To accept the payment date as displayed 2 Check date Enter the date to be printed on the checks which need not be the same as the payment date or use the option Enter To use the payment date IMPORTANT NOTE The payment date is used only to calculate valid discounts but normally it is the same as the check date The check date is the posting date used for G L distributions and all other postings 3 Last check used This field is entered in order to account for any check forms which have been used for manu
51. screen the last time this report was printed if you saved them at the end They all display and you may change individual fields If you did not save the previous entries you may press F2 to use the A P Control File default values Aging periods by days If you select aging periods by days you see Accounts Payable Aged Open Items Samco Power Accounting 16 5 Reports Acme Enterprises Inc Aged open items Aging date 07 15 20 Please enter 1 Define aging periods by 2 aging days in prd 1 3 Period 1 description 4 aging days in prd 2 5 Period 2 description Over 30 6 aging days in prd 3 7 Period 3 description Over 60 8 aging days in prd 4 99 p99 9 Period 4 description Over 90 Field number to change E Enter the following information 2 aging days in prd 1 Enter the number of days in period 1or use Enter to use the default number of days from the A P Control File 3 Period 1 description Enter a description for aging period 1or use F1 for Current 4 aging days in prd 2 Enter the number of days in period 2 or use Enter to use the default number of days from the A P Control File 5 Period 2 description Enter a description for aging period 2 or use F1 for Over number of days in period 1 days 6 aging days in prd 3 Enter the number of days in period 3 or use Enter to use the default number of days Accounts Payable Aged Open Items Sam
52. select to use notes the screen will now look like Accounts Payable Vendors Samco Power Accounting 11 12 SAM1OO Samco Software Inc 61 7789 134 Street Surry BC V3W SES Barry Clarke 604 597 4211 pactarkeesanco com _ ____ fe Change Vi ew Notes Date 5 09 11 4 41 User Ss You can enter an unlimited number of notes about this vendor Each note is given a date time stamp so that you can browse through the notes in time sequence later These notes are never printed on statements so the customer will never see them NOTE This notes function is different from the Extended Functions notes Vendor notes entered here are not accessible through the Extended Functions and vice versa A menu at the bottom of the Notes area shows three selections Menu Pressing F1 brings up a number of selections Each selection is described below Abandon Abandon any changes to the current note and exit the notes function Change heading Override the date and time stamp of the note Delete Permanently deletes the note Exit Exit the notes function Jump Allows you to enter a specific date for viewing notes Load from Alternate Load notes from another client New Start a new note If you have made any changes to the Accounts Payable Vendors Samco Power Accounting 11 13 current note those changes are lost Print Print a copy of this note Save After entering a note this selection permanently saves the note
53. selections and temporary deferrals or if an error was made in the selection process 2 Select a group of vouchers You may select one or more groups of vouchers to be fully paid using various selection criteria including A P account and vendor payment group When selecting a group of vouchers you must enter the date on which you plan to make payments You must also enter the next date on which you expect to Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 1 make payments Based on these dates vouchers are divided into three categories Past due means that the voucher s due date is before the payment date Current means that the voucher s due date is on or after the payment date but before the next payment date your next check printing run A current voucher must be paid to avoid it becoming due prior to the next check printing run It may or may not be eligible for discount Optional means that the voucher s due date is on or after the next payment date and the voucher s discount date is on or after the payment date but before the next payment date An optional voucher will not fall past due before the next payment date but the discount will be lost if payment is postponed until then You may choose whether to pay past due vouchers current vouchers and or optional vouchers All vouchers selected through this method are marked for full payment 3 Select individual vouchers N
54. setting up a recurring payable enter the total already paid to date For instance if you were paying off a loan with total payments of 10 000 and you had already paid 3 500 you would enter 10 000 in field 32 and 3 500 here Make any changes as usual Printing an Edit List The Recurring Payables Edit List shows all recurring payables on file Select Edit list from the Recurring payables menu This is the screen you see Accounts Payable Recurring Payables Samco Power Accounting 13 9 Enter the following information 1 Print report by Select whether to print the report in order by V vendor number N vendor name or G recurring payable group Then follow the screen instructions Format 1 character 2 Type Type F to print fixed recurring payables only V for variable recurring payables only or use the option F1 Print All recurring payables 3 Next date cut off This selection allows you to show only recurring payables from which a voucher is to be produced by a certain date Only recurring payables with a next date on or before this date will be shown You may enter a date or use one of the options Accounts Payable Recurring Payables Samco Power Accounting 13 10 F1 For the Latest date on file This means that all recurring sales which meet the other criteria will be included on the list Enter For the system today s date 4 Show which entries Select which entries are to appear on the
55. the transaction has been transferred to Bank Reconciliation To delete an existing transaction display the transaction and press F3 Accounts Payable Vendor History Samco Power Accounting 25 21 SAMCO Building business and technology relationships Chapter 26 Funds Transfer Pay vendors via Electronic Funds Transfer EFT Electronic Funds Transfer EFT replaces issuing paper cheques to vendors with digital cheques for vendors with banking information on file The software creates a file of one or more funds transfer transactions which you transmit to your banking institution When the bank processes the file the funds for each vendor are withdrawn from your bank account and automatically deposited into your vendor s bank account You select the vouchers for payment in the same way as you always have but when you print the cheques Accounts Payable creates a file called APFT DAT that contains an electronic funds transfer EFT record for each paper cheque that you would have printed Your financial institution processes each record just like it was a cheque Setup Get the requirements for EFT s from your financial institution Refer to the Electronic Funds Transfer Detail requirements described below as you discuss your requirements Go to Accounts Payable gt F2 gt Setup gt Control information and enter the EFT information from your financial institution Accounts Payable Funds Transfer Samco Power
56. tie out to the A P account in your General Ledger At this point the open items in A P correspond to your A P account balance in General Ledger and there are no outstanding un purged distributions in A P You are now ready to start using A P on a regular basis Payables which are posted from this point forward will create G L distributions These distributions can then be printed and purged The Payables Distribution to G L Report is then used to transfer the debits and credits from A P to your manual General Ledger If you are using G L Gather together the documents which correspond to the outstanding account balance in your General Ledger as of the day you plan to start using Samco Power Accounting A P on a regular basis Enter print an edit list and post regular payable transactions for all of these outstanding payables You may enter each individual payable for each vendor or one summary payable for each vendor Your choice here depends upon your business situation and should be done with the advice of your accountant Note that if you enter one summary payable for each vendor you will not be able to track early payment discounts for the individual vouchers summarized nor will you be able to age these individual vouchers using Aged open items report Next print the Payables Distribution to G L Report specifying that the distributions Accounts Payable Getting Started Samco Power Accounting 2 4 are to be purged Print th
57. to the Getting Started chapter in the System Functions manual for instructions on setting up the common data files used by all Samco Power Accounting applications This is includes setting up multiple companies printers users passwords etc Organization The next chapter is a guide to daily operations It explains how you use Accounts Payable to perform various daily weekly and periodic tasks After the guide the next few chapters give instructions on how to enter the basic information which will set up your package according to your needs and prepare you for daily operation Following those come chapters which you will use most frequently They describe how to use Accounts Payable on a daily basis The last few chapters describe selections which are used periodically including such selections as purging temporary vendors Accounts Payable Using Accounts Payable Samco Power Accounting 3 1 Additional information can be obtained from the System Functions manual which contains chapters that describe features common to all Samco Power Accounting packages Topics covered in the System Functions manual include Defining multiple companies General rules Help Setting up Printers Maintaining Users Setting up Valid G L Accounts Switching companies Defining menu selections Passwords Glossary of terms How to Use This Manual When beginning you will want to keep this manual handy so you can refer to it as often as you nee
58. user in tracking down missing records caused by data loss You will see Accounts Payable Payables to G L Comparison Report Samco Power Accounting 22 1 4 Tc AP APGLCP om File Eat AR K OE SA AP PC Gl FA K PO GR PE FP TA PER PA DX SF Help SOX BGavVvzw A ip Payable comparison to G L Acme Enterprises Please enter 1 Start date E l 2 End date 3 Show balanced vendors Press Fl for Earliest Enter start date or F1 for earliest Enter end date or F1 for latest Answer Y if you wish the report to show balanced vendors or answer N if you do not need to show balanced vendors Accounts Payable Payables to G L Comparison Report Samco Power Accounting 22 2 SAMCO Building business and technology relationships a Chapter 23 Prepare Payments and Print Checks Prepare payments print checks contains the functions needed to select the vouchers you wish to pay verify your selections then pay them and post the checks to the A P files Several selection functions are included to provide flexibility in choosing the vouchers to be paid Selecting vouchers The selection functions include 1 Clear selections deferrals If vouchers have been previously selected for payment or temporarily deferred from payment this function will clear such selections and deferrals It will not clear permanent deferrals This function is usually run if needed before Select a group of vouchers to clear
59. vouchers paid by the check have not been purged using Fully paid open items 3 The vouchers paid by the check have not been purged out of vendor history 4 None of the vouchers paid by the check are currently marked for manual payment using Open items Modify 5 None of the vouchers paid by the check are currently selected for payment by a computer check using Select group of vouchers or Select individual vouchers Because of the last two conditions described above it is recommended that you do not attempt to void checks when you have already selected vouchers for payment using Prepare payments or have marked vouchers as manually paid using Modify Restrictions on Running Void checks In order to undo the check as if it had never been cut Void checks must use and update many files within A P Thus there are restrictions on when this function may be selected In a multi user environment only one user may enter void check transactions at a time In addition the following selections cannot be run at the same time as Void checks 1 Open items Modify entering or posting 2 Check selection 3 Print checks and post 4 Purge vendor history 5 Purge open items What Void checks Does Void checks performs the following actions 1 The check is recorded as void in vendor history 2 For each voucher paid by the check the amount paid on the voucher is added back into the balance remaining on the voucher Accounts
60. will be added to the printed label Print Vendor Contacts This report provides you with a listing of contacts for the selected vendors From the A P main menu select Vendors Print vendor contacts The following window appears F1 Enter the information as follows Starting vendor Ending vendor Specify the range of vendor numbers to include Accounts Payable Vendors Samco Power Accounting 11 20 Starting contact name Ending contact name Specify the range of contact names to include This is especially helpful when you want to find the company someone works for but only know their name Sort by Select the method you want the report detail sorted Printing a Change Log This is a log of all changes that have been made to the Vendor File which includes such information as who made what change You can either print or purge the change log If you want to purge the change log you must print it also If the use of change logs was not specified in the Company File see the Company Data chapter in the System Functions manual this selection will not appear From the Vendors menu select Print change log You are asked if the file should be purged Follow the screen instructions The log will be printed If you answered Y to the purge question the Vendor Change Log File will be cleared If you did not select to purge you can print the change log Follow the screen instructions Changing an
61. within this group Your entry may not be greater than the width of the form At Field number the screen displays as follows O9SSC jLaser 30 09 55C 8 LPI Headers and Totals Fields Fld Description 4 Blank line Comment 9 In 2nd flag a 2 calculation register 11 Company name 20 suppress below flag 3 Printer feature Company address 24 Total disc taken Suppress line Company phone number 22 Total invoice amt 4 23 16 ob cost used fiag 26 s 47 Last page flag 26 User def fld value ge Check amt in words 18 Page number 27 vendor number The window which displays at the bottom of this screen shows the first fields available for printing in the selected area of your form Your screen may appear slightly different depending on whether you are entering a Header Lint Item or Accounts Payable Forms Samco Power Accounting 9 8 Totals field There are several more windows showing additional fields which you may select to print To see the additional windows press PgDn To return to a previous window press PgUp If you had previously selected any of these fields to print on this form an asterisk appears next to the field number Refer to the section titled Form Fields later on in this chapter for a description of each field displayed in the windows for Headers Totals and Line Items Continue entering the information as follows 4 Field numbe
62. you want is not in the list or on your computer you can look for the appropriate program on the Web Windows or Thin Client will open the export file using the program that you Accounts Payable X Export Printer Reports Samco Power Accounting C 3 selected The following example is from Excel 2007 aluation tab Microsoft Excel za home ea age Lag Rlembale bass x 4 cut Calibri ja a iel EN Normal Bad Good Neutral F E Autosum ay A ita Copy E _ SEGONN ru Paste A romat Painter B E mA E E o CEE oce E O coarse Soe Clipboard a Font Alignment Number Styles cells Editing AL Item no reel B G D E F G H 1 J K L N o P a R s T u v w x Y z E fitem no_Joesc 1 Desc 2 Desc 3 Category Sub cat Inv acct Unit cost Qty on he Qty comm Reord lev BO cod Item valu Stk status Vend Price 1_Retail valiNet qty Max qty 2 T Multi currency item TOOLS sp 1200 000 11 99 2 o 08 23 98 100 24 00 48 00 2 4 937 3 2 Hammer 16 Oz Claw Toos H 1210 000 23 00 11 o oB 5253 00 1000 12 00 132 00 Stl 206 4 3 Wrench 3 8 Socket Set TooLs 1210 000 10 00 468 20 o8 ser 1000 18 00 snes 2 025 148 5 4 Saw 2Hp 7 1 4 Circular TOOLS 1210 000 0 00 206 o 0B 0 00 42 00 sett 206 7 6 5 Chisel 5Pc Set search TOOLS 1210 000 8 98 50 391 o oB seenen 1000 13 91 seren 50 424 73 7 6 Motor 2hp Submersible PARTS 1210 000 26 50 5 o 258 132 50
63. you will specify the cash account to which the checks are to be posted The account you enter here will appear as a default when entering the cash account in Payables Open items Modify manual payment and Print checks and post This account would be the one most frequently used for your checks It must have been previously entered in the Cash Accounts File 3 Default discount acct Enter the number of the account you most often use to record purchase discounts Accounts Payable Control Information Samco Power Accounting 7 2 When you enter vendors this account is the default for the vendor s discount account You can either default to this account or enter a different account If the account you enter does not already exist in the Valid G L Accounts File you can add it to that file now 4 Distribute to A R customers This question appears N A if you do not have A R installed and set up for this company ID Answer Y if you have A R customers who can make purchases from suppliers who then invoice you directly You could then distribute the vendor s vouchers to the A R customer as a receivable transaction and pay the supplier on their behalf This function is most widely used by co op style operations where members can make purchases from authorized vendors to gain better volume pricing All billing for member purchases from the vendor would then go back to the co op for payment The co op would enter the voucher in A P appl
64. your valid G L accounts using Valid G L accounts System Functions If you are also using General Ledger you can enter your Chart of Accounts first then use Setup valid G L accounts within G L to transfer accounts to the Valid G L Accounts File The Valid G L Accounts File is used by A P to ensure that every G L account entered into the system is a valid account See the chapter titled Valid G L Accounts in the System Functions manual 5 Enter your cash accounts using Cash accounts You can use an unlimited number of cash accounts in A P You may cut checks in A P against any of these accounts The accounts entered here must have been entered previously in the Valid G L Accounts File See the chapter titled Cash Accounts 6 Enter your A P accounts using A P accounts You can use an unlimited number of A P accounts The accounts entered here must have been entered previously in the Valid G L Accounts File See the chapter titled A P Accounts 7 Enter A P control information using Control information The information in the A P Control File controls how A P is used by your company See the chapter titled Control Information 8 Retrieve the pre defined check formats and make any modifications necessary to suit your needs See the chapter titled Forms 9 Enter your vendors using Vendors See the chapter titled Vendors 10 Before using A P on a regular basis you must ensure that all outstanding payables are entered in
65. 0 To have s filling the space in front of the number i e 123 00 is printed 123 00 10 Negatives If the field cannot be negative Not applicable displays here Enter the letter which designates how negative numbers are printed as follows minus sign to the right of the number 99 99 L minus sign to the left of the number in a fixed position 99 99 F minus sign to the left of the number in a floating position 99 99 C CR to the right of the number 99 99CR P enclose number in parentheses 99 99 When you complete entry of a numeric field the print format of the field as you have defined it is displayed on the screen Accounts Payable Forms Samco Power Accounting 9 13 Date Fields The following field displays for each date or time field 6 Format For a date field select the format to use when printing this field as follows MM DD YY 03 31 01 MMM DD YY Mar 31 01 MMM DD Mar 31 DD MMM YY 31 Mar 01 Month DD YYYY March 31 2001 oR WN When you complete entry the print format of the date or time as you have defined it is displayed on the screen Literal Fields The following three fields display for each literal field 6 Length Enter the number of characters to be used when printing this field up to the maximum shown or press Enter for the maximum shown A total of 1000 characters is available for printing all literal fields on a form with a maximum of 80 chara
66. 0 900 00 00 Up to 10 items display at one time Select from these options Enter To see more information about the items on the screen F5 To see additional information about this vendor F6 To see or enter notes about this vendor F7 To see the G L distribution A This will bring up a window showing the current vendor aging details along with purchase information and average number of days to pay Accounts Payable Vendor History Samco Power Accounting 25 8 If you press F5 you see more detailed information about the vendor AP2702 B7011 iss 61 7789 134 Street Col 2 surry BC PI 800 663 2080 V3W 9E9 Vendor s ref urNumber ormal 604 597 4878 L ch 8 01 11 To exit press Esc or Tab If you press F6 you may see or enter notes about the vendor Using Notes You can enter an unlimited number of notes about this vendor They are for internal use only Each note is given a date time stamp so that you can browse through the notes in time sequence later NOTE This notes function is different from the Extended Functions notes Vendor notes entered here are not accessible through the Extended Functions and vice versa A menu at the bottom of the Notes area shows three selections Menu Pressing F1 brings up a number of selections Each selection is described below Save After entering a note this selection permanently saves the note New Start a new note If you have made any
67. 00 000 0 00 40 152 55 24 35 Compone Bird House Kit 30 COMP 1210 000 0 50 40 113 o o8 set O 800 0 00 0 00 40 113 o 235 36 Compone Bird House Kit 30 COMP 1210 000 1 00 9 918 1 808 et 800 0 00 0 00 9 919 170 26 37 Compone Bird House Kit 30 COMP 1210 000 2 10 40 118 o 08 sene O 800 0 00 0 00 40 118 27 38 Compone Bird House Kit 30 COMP 1210 000 0 28 10 495 o 0B senna 0 00 0 00 10 495 o 28 41 Compone Bird Hous A differer COMP 1210 000 1 50 3 o oB 4 50 so 0 00 0 00 3 29 101 Sand Paper 100G Bulk PARTS 1210 000 0 01 324 o 0B 2 33 800 1 00 324 00 324 75 30 300 BROCCOLI DECATHALON 1210 000 0 50 530 o o8 265 00 100 1 50 795 00 530 10 31 934 Regulator Pos NAT HEU 1210 000 2 00 5 o 0B 10 00 0 00 0 00 5 o 32 1000 Component 1 1210 000 0 00 4 u oB 0 00 0 1 00 14 00 25 1 33 1001 Component 2 1210 000 0 00 17 n o8 0 00 0 1 00 17 00 28 o 34 1002 Component 3 1210 000 0 00 25 31 o8 0 00 0 1 00 25 00 56 3 35 1102 Regulator Neg NAT HEU 1210 000 2 00 o oB 10 00 0 00 0 00 5 o 36 55502 Blow down valve NAT HEL 1210 000 3 00 o o8 15 00 0 00 0 00 o 37 19321103 TYPE E MC2 BOLT PIL 1 3 16 SH BEAR 1210 000 12 57 o 08 62 85 100 28 00 140 00 o 38 1 23E 08 Gift Card 1210 000 0 00 17 o 08 0 00 0 00 0 00 17 o 39 10 26525 CA part 1210 000 0 08 80 00 35 00 280 00 o LEES Incoleen sarn es How to set the default for opening a Samco tab file in Windows XP 1 Begin by clicki
68. 1 9 Reference This reference can be useful in these ways 1 It can optionally be printed on check stubs if the check format is set up to print the reference 2 If you use G L you can choose to transfer either this reference or the vendor name to G L through Get Distributions in G L This is useful if you want G L to show the reason why something was purchased instead of the vendor from whom it was purchased You should consult your accountant regarding which information should be transferred 3 It appears on the A P Distributions to G L Report and will optionally appear on the Aged Open Items Report Enter whatever reference you wish 10 Non disc Enter the part of the invoice amount that is not eligible for a discount 11 Due days If the vendor for this payable uses proximo terms the field displays as Due day This is the number of days from the invoice date when the item is due for payment When the due days are entered the due date below is calculated and displayed Enter the number of days or use one of the options F1 To automatically calculate fields 11 through 17 for the due days due date discount days discount date discount percent discount amount and discount account The calculations are based on the information in the Vendor File Enter Leave this field blank to skip and enter the due date directly in field 12 F2 To change to entering terms by days if this vendor s usual terms are proximo
69. 4 copy Z z0om Contacts Name Phone extn Deparment ogee S Dd Birthday Fax Primary Home phone C Sd O Comments From the contact list you can press F1 for the next page of contacts F2 for the previous page of contacts F3 to search for a contact by name F4 to copy the A ccounts Payable Samco Power Accounting 11 15 Vendors selected contact for editing or Z to toggle the zoom window off on While editing a contact the Primary Alt field represents the Contact 1 and Contact 2 entries from the main customer screen When set to P the contact will appear as Contact 1 when set to A the contact will appear as Contact 2 and when set to N the contact will only appear in the contact list The contact list can also be displayed by pressing F8 C bringing up a customer and then pressing F8 X Aging A quick aging can be generated while viewing a vendor by entering an A at the Field number to change When entered a screen similar to the following appears Aged vendor totals dasof 14 33 amco Software Inc i for all history 61 7789 134 Street __ urry BC 3W 9E9 Oo arry Clarke aclarke samco com ccounting 02 01 20 p 04 597 4878 am Bo0o 00 Normal Eoo E 0 urNumber 38 5 paid vaw 9E9 baclarkeesamco com ___ o E Normal A p D to continue Deleting Vendors The F3 key is used to delete a vendor A vendor cannot be dele
70. 6 05 52 Acme Enterprises Inc Report 5136 Page 0001 CHECK REGISTER next to Check amount is for retainage paid Chk Chk date Vend Name Vchr Inv Inv date Amount Discount Check paid taken amount Cash account 1000 000 Cash account 13557 52 8 27 12 100 Vermont Metal Products 171 125 5 16 11 100 00 00 100 00 Regular 172 652 5 16 11 75 00 00 75 00 174 987654 6 08 11 500 00 00 500 00 Check totals 675 00 00 675 00 53 8 27 12 600 Metro Community Bank 169 95687 4 08 11 60 00 00 60 00 Regular Cash account totals 735 00 00 735 00 2 Regular checks Grand totals 735 00 00 735 00 0 Funds transfers 0 Non A P checks 0 Prepayments 0 Quick checks 0 Manual checks 0 Void checks 2 Checks total Distribution summary Acct Description Credits 2000 000 Accounts payable 1000 000 Cash account 13557 End of report Voiding Computer Paid Checks Vendor History Not Used NOTE If you are using vendor history use the Void checks selection instead of this procedure There are various reasons why you might want to void a check after it has been printed and all of the vouchers that it paid off have been purged from the A P Open Item File The check might have been issued to a vendor whose invoices are in dispute it might have been accidentally sent to the wrong vendor it might have been issued prematurely and so on Whatever the reason the following steps can be taken to remedy the situation Acc
71. 9 9999 27 Minimum order Accounts Payable Vendors Samco Power Accounting 11 9 Enter in dollars the minimum amount that a vendor allows without charging a minimum order charge When entering a PO in Purchasing Plus an error message will appear showing the minimum order amount the reason see below and the minimum order charge see below Reason Type in a reason or explanation for the minimum order value For example if the charge does not apply to pick up orders you may want to make note of that 28 Minimum order charge Enter the amount that the vendor will charge you if you do not reach the minimum This is simply a reference field and does not affect actual PO s 29 Last purch date This is the date of the last purchase from this vendor Each time a new voucher is entered and posted its date will automatically appear here Enter a date press ENTER for the current date or F1 to set this field to NONE and the remaining fields to zero 30 First purch date Enter the first date you purchased something from this vendor Press Enter for the current date or F1 to set this field to NONE 31 Total purchases This is the total accumulated purchases you ve made from this vendor since keeping electronic records 32 Purchases Year to date Enter the amount of purchases year to date for this vendor This is historical information which is shown and analyzed on the Purchases Discounts Report This amo
72. Accounting 26 1 23456 000032526 452114 000000012 ACME ENTERPRISES INC ACME ENT INC none none N 1 gUp c Field number to change Msrsc anoot MEIO 0 sariem ism rto n a omi moen FUNDS TRANSFER ID NUMBER this is your customer id with the institution that will process the actual funds transfer for you based on the information provided to them in the EFT transmission file This is a 10 character alphanumeric field If this field is left blank then electronic transfers will not be used in this company and all the remaining fields on this screen will be set to n a DESTINATION DATA CENTRE this is a 5 digit numeric field This number is the unique identification number for the institution that you will send the transfer file to RETURN ITEM TRANSIT ID this is a 9 digit numeric field This holds the home branch transit number that returned items will be directed to usually your bank branch transit number Transit numbers are made up of the bank number 0999 plus the branch number 99999 RETURN ITEM BANK ACCOUNT this is a 12 character alphanumeric field This holds your home branch bank account number that returned items will be directed to PREFIX FOR ITEM TRACE NUMBER this is a 9 digit numeric field It is actually a combination of two pieces of data the 4 digit id number for the document processing centre and the 5 digit allocated data centre id number for the document processing centre NEXT
73. B S liability account Later when the invoice for the receivings is sent to you by the vendor and you enter it into A P if you set the expense distribution to be the same account which was originally credited at the time of the receiving in I C i e the B S liability account the net effect will be to debit inventory and credit accounts payable At the time of receiving Accounts Payable Payables Samco Power Accounting 12 18 DR Item s B S inventory account CR B S liability account At the time of voucher entry DR B S liability account as the expense distribution CR Accounts Payable The net effect is DR Item s B S inventory account CR Accounts Payable The B S liability account may be a clearing account It can also be a liability account called Unmatched receivings Uninvoiced receivings or more correctly Unvouchered receivings You should consult with your accountant to determine the exact account to be used Enter the information for distributions as follows 1 Job Enter the job number as used in the Job Cost package Once the job number is entered the job description and status will be displayed The job must be an active job in the J C package Enter the job number where all or part of the invoice amount will be distributed or use one of the options F1 To display the next job on file Enter To default to the last job number entered blank Leave this field blank for an exp
74. Enter at Field number rather than specifying a field number Alphanumeric Fields The following two fields display for each alphanumeric field 6 Length Enter the number of characters you want to print in this field up to the maximum number shown or press Enter for the maximum length of the field 7 Justify Enter R to right justify the characters or use the option Enter For no justification to print the characters as entered If you specify right justify the characters will be aligned with the right hand margin of the space for this field Numeric Fields The following five fields display for each numeric field 6 Integer digits Enter the number of integers digits to the left of the decimal point you want to print Accounts Payable Forms Samco Power Accounting 9 12 in this field up to the maximum shown or press Enter for the maximum shown 7 Decimal digits If the field has no decimal places Not applicable displays here Enter the number of decimal places you want to print up to the maximum shown or press Enter for the maximum shown 8 Commas If the field has fewer than 4 integer digits Not applicable displays here Answer Y to use commas when printing this field 9 Leading zeros Press Enter if you want to have the field displayed with leading blank spaces or use on of the options 0 To have 0 s filling the space in front of the number i e 123 00 is printed 000000123 0
75. Enter the starting and ending vendors Follow the screen instructions 3 Print comments Your answer here determines whether comments will be printed Accounts Payable Purchasing Addresses Samco Power Accounting 10 4 SAMCO Building business and technology relationships Chapter 11 Vendors Use this selection to enter information about your vendors You can print a vendor list or labels in order by either vendor number or vendor name Each vendor is identified by a 6 character vendor number This number can be numerals letters or a combination of both depending on your preference You can also print a log of changes made to vendor information if you specified in Company information that change logs were to be used To Begin NOTE Vendor change log appears only if you specified to use change logs in Company data Select Vendors from the A P menu amp Enter Entering Vendors From this screen you can work with both new and existing vendors Enter the following information 1 Vendor For a new vendor This is the number which identifies this vendor You will be asked to enter this Accounts Payable Vendors Samco Power Accounting 11 1 number in other selections Enter the vendor number Sequential Vendor numbers To enable this feature go to Accounts payable F2 Set up Control information and enter in the last vendor number used When adding a new vendor in Accounts Payable Vend
76. FA The first aging period ends with the aging date and starts with the cut off date For instance if the aging date was 9 30 01 you could enter a period 1 cut off date of 9 1 01 period 1 would then be from 9 1 90 to 9 30 90 The starting dates of aging periods 2 3 and 4 are defined by the cut off dates you enter The ending date of each period is the day prior to the cut off date of the period entered earlier For instance if period 1 was from 9 1 01 to 9 30 01 and you entered a cut off date of 8 1 01 for period 2 period 2 would be from 8 1 01 to 8 31 01 Note that the ending date of period 2 is one day less than the period 1 cut off date Enter the following information 2 Cut off date for prd 1 Enter the starting date for period 1 or use F1 for a date thirty days earlier than the aging date The actual date will depend upon the number of days in the month in which the aging date falls For example if the aging date is 9 30 01 the F1 key will yield 9 1 01 If the aging date is 8 15 01 the aging date will yield 7 16 01 3 Period 1 description Enter a description of period 1 or F1 for period 1 cut off date to aging date 4 Cut off date for prd 2 Accounts Payable Aged Open Items Samco Power Accounting 16 8 Enter the starting date for period 2 or F1 for a date one month earlier than the period 1 cut off date 5 Period 2 description Enter a description of period 2 or F1 for period 2 cut
77. FILE CREATION NUMBER this is a 4 digit numeric field It should be set to a value of one during initial setup The creation of transfer files will automatically update this field The name of the file will be apft dat and you will find it in the SSI directory folder FUNDS TRANSFER LONG NAME this is a 30 character long version of your company s name and is used in the EFT transmission file s Accounts Payable Funds Transfer Samco Power Accounting 26 2 FUNDS TRANSFER SHORT NAME this is a 15 character abbreviation of your company s name and is used in the EFT transmission file s CIBC SETTLEMENT TRANSIT ID enter the CIBC settlement transit id code valid only if you are sending the EFT file to the CIBC CIBC SETTLEMENT BANK ACCT enter the CIBC settlement bank account number valid only if you are sending the EFT file to the CIBC CIBC VERSION NUMBER enter 1 if you are sending the eft file to the CIBC otherwise press ENTER to set this field to NONE CREATE FILE WITH CHECKS When set to Y the EFT transmission file is automatically produced whenever a computer check run is processed When set to N the EFT data is still computed and put into the funds transfer data file but the transmission file is not created subsequently you can use the funds transfer feature to create the transmission file FUNDS TRANSFER TYPE CODE this is a 3 digit numeric field that indicates the type of bank transaction that is taking
78. File purchases year to date field is reduced by the amount of the invoice and distributions for the cancellation voucher are posted with their signs reversed to the A P Distribution to G L File If no match is found the cancellation voucher and its distributions are ignored Posting Transfer vouchers For a transfer voucher type T the posting program transfers the voucher to the new Vendor This has no effect on the G L as the distributions have already been posted on the original voucher unless the Accounts Payable accounts are different then a General Journal register will print Posting Retainage Now Due Vouchers NOTE This section only applies if you are also using the Job Cost package If you are not disregard this section For a retainage now due voucher type D there are three possibilities the voucher may be entered as a regular voucher a non A P check voucher or a cancellation voucher A regular retainage now due voucher is posted as a new voucher to the A P Open Item File This is when the retainage portion of the earlier invoice finally becomes a regular voucher subject to the usual accounts payable aging The voucher amount is posted to the A P Distribution to G L File as both a debit to the retainage payable account and a credit to the accounts payable account There are no other distributions A non A P retainage now due check voucher does not affect the A P Open Item File The voucher amount is posted t
79. Length This will default to 6 for date fields and 3 for code fields and cannot be changed For literal fields enter the maximum number of characters to allow when entering data If you are setting up a code type field a window similar to the one below will appear for you to set up your table of valid codes In the window displayed enter the following Value Enter a unique 3 character code ID or use one of the following options Options Tab Exit from this window Enter Change the selected code F2 Begin adding new codes F3 Delete the selected code Description Enter a description for the code Format 25 characters Important Note This is the only place where codes can be maintained If you want to add a new code for a user defined field select the field and press Enter until the table window is displayed Deleting Fields To delete an entire user defined field select the field you no longer want available delete the title and press Enter You will be asked if it s OK to delete the field Printing a List From the second page of the A P menu select Setup User defined fields Print Accounts Payable User Defined Fields Samco Power Accounting 8 3 SAMCO Building business and technology relationships a Chapter 9 Forms This selection allows you to tailor Accounts Payable to work with your A P check forms A P comes with a number of standard pre defined check forms as listed below
80. OTE This report does not take into account valid discounts To Begin From the A P menu select Reports and then Cash disbursements projection This is the screen you see Accounts Payable Cash Disbursements Projection Samco Power Accounting 17 1 Enter the following information Fields 1 through 6 You can look at projected disbursements for up to 6 future periods For each period first you specify its length using W for week M for month or Q for quarter Then specify the ending date for the first reporting period Today s date is displayed automatically and you can either accept this date by pressing Enter or enter another date All cash needed at any time on or before this date will be included in the first reporting period For each subsequent reporting period the ending date is calculated automatically from the first period ending date and the lengths entered above and cannot be changed 7 Starting vendor 8 Ending vendor Specify the range of vendor numbers to include Follow the screen instructions 9 A P account Enter the A P account number or use one of the options Accounts Payable Cash Disbursements Projection Samco Power Accounting 17 2 F1 For the default A P account from the A P Control File F2 To scan through the A P accounts on file Enter For All A P accounts 10 Payment group Enter the vendor payment group to be on the report or use F1 for All payment groups
81. Open Items e Vendor History Cheque Register e Cash Disbursements Projection e Vendor History Open payables by e Cash Requirements date e Check Register e Vendor List by Vendor e Distributions to GL e Open Payables by Date Printing reports to an export file Due to popular demand there are now a number of reports that you can print to the X Export printer and we keep adding more In order to open reports printed to the X printer the user must have access to their local directory If you are a Thin Client user you must identify the directory in SYSTEM FUNCTIONS gt COMPANY DATA The default is C SSIDOCS Each report printed to the X printer is assigned a default file name After you select the X printer a pop up window will prompt F1 to accept the default filename displayed or enter your own filename Remember to assign a unique filename to each report that you wish to keep as filenames can be reused and the data over written Note A report printed to disk cannot be later printed to the X printer The first time that you select the X Export printer from the pop up Printer Selection window the system may prompt you to identify which program should be Accounts Payable X Export Printer Reports Samco Power Accounting C 1 used to open the file The export files are designed to be opened with Excel However they can be opened with any software that can access tab delimited files e g
82. P check voucher to record a voided manual check See the field Invoice amt later in this chapter Quick Check Voucher A quick check voucher is used to record the purchase of goods or services where payment is required immediately Unlike non A P vouchers with quick checks the Accounts Payable Payables Samco Power Accounting 12 2 system allows you to print the check the same time as the voucher is entered If an error should be made after the check is run the user may immediately void the check and enter a new voucher Once a quick check is voided the voucher number cannot be re used A new voucher must be entered For audit purposes a quick check can only be printed once Meaning that it cannot be changed or deleted after it has been either verified or voided Pre payment Voucher This type of voucher is used to make payments for vouchers which have not yet been realized an unrealized invoice is one which the vendor has not yet issued For example a deposit is required on an order but the vendor has not supplied you with an invoice A pre payment voucher allows you to either enter the amount and number of a manually written check or automatically generate a quick check Unlike non A P and quick check vouchers pre payment vouchers only credit the bank and debit the vendor s account Since no expense has been incurred the discount and expense accounts are left unchanged Once the invoice is received from the vendor an expe
83. Payable Prepare Payments and Print Checks Samco Power Accounting 23 10 Before printing checks you should print this edit list This report shows you exactly what checks will be printed for the vouchers you have selected This report can be sorted by vendor number or vendor name It is a complete preview of your next check printing run Show deferred items on report You have the choice to show deferred vouchers on this report Deferred vouchers however will not be included in the check totals shown A sample of the edit list is included at the end of this chapter For each vendor the information for each selected or deferred voucher is shown including the amount to be paid the discount to be taken and the net cash required The net cash required which will be the check amount is the amount to be paid minus the discount to be taken A check will be printed for a vendor only if the sum of the net cash required for all selected vouchers is greater than zero The grand total of net cash required does not include vendors whose net cash required is negative After inspecting the edit list you can make changes to selections or deferrals as necessary then print another edit list When all selections and deferrals of vouchers are correct you are ready to print the checks Print Checks and Post This selection first prints computer checks for the vouchers selected for payment Then it prints a check register And finally it posts che
84. R 1000 45 00 225 00 3 108 8 7 Gauge Hi pressure TOOLS 1210 000 16 00 120 o 0B sensen 1000 16 00 sas 124 40 3 8 1 Steel bi Product of B C PARTS 1210 000 0 08 11 761 o oB 918 89 100 100 seaRRR 12 101 1 343 10 9 Lathe Wood INDEQ 1210 000 14 54 u o oB 159 92 800 348 00 HHH 1 7 u 10 Compressor Air INDEQ 1210 000 101 75 25 o 08 sa 800 195 00 sHHHHHEE 26 4 12 11 Saw Table 4 x 6 TOOLS 1210 000 198 00 57 o o8 so 1000 290 00 i 57 2 B 12 Oil LubriceHi grade Synthetic MISC OIL 1210 000 0 00 12 o 08 0 00 0 800 3 25 539 00 12 24 4 13 Saw 8Hp Concrete Wood STOOLS 1210 000 5 00 17 o 08 85 00 42 00 714 00 17 o 15 14 Oil Lubricating 4L Misc oiL 1210 000 0 00 42 o 16x 0 00 soo 9 95 417 90 42 6 16 15 Motor 2hp Submersible PARTS 1210 000 0 11 1 o 258 0 11 R 1000 0 34 0 34 1 108 17 20 Wire Copper 20Ga PARTS 1210 000 0 03 2 000 o 0B 60 00 100 1 00 sei 177 000 o 18 21 Paint Latex Inter White PARTS 1210 000 10 65 28 o 08 298 20 s00 18 00 504 00 28 14 19 22 Paint Env Environmi Please ck PARTS 1210 000 10 95 215 o oB seenen s00 20 66 seemet 25 32 20 31 Compone Bird House Kit 30 COMP 1210 000 0 55 90 258 o o8 sent O 800 0 00 0 00 90 258 o 21 32 Compone Bird House Kit 30 COMP 1210 000 0 30 90 271 o oB seeme O 800 0 00 0 00 90 271 o 2 33 Compone Bird House Kit 30 COMP 1210 000 1 50 40 118 o oB sHHRRHRE O 800 0 00 0 00 40 118 o 2B 34 Compone Bird HousiA differen COMP 1210 000 1 50 40 151 1 oB sen O 8
85. SAMCO Building business and technology relationships Accounts Payable User Manual Copyright 2014 by Samco Software Inc PROPRIETARY RIGHTS NOTICE All rights reserved No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage or retrieval system without the permission in writing from SAMCO Software Inc SAMCO Software Inc SAMCO has taken reasonable preventative measure to ensure the accuracy of the information contained in this manual However SAMCO makes no warranties or representations with respect to the information contained herein and SAMCO shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual SAMCO is a registered trademark of SAMCO Software Inc Unit 61 Building 6 7789 134th Street Surrey British Columbia V3W 9E9 Canada Telephone 604 597 4211 http www samco com Other product and company names are trademarks of their respective corporations SAMCO Building business and technology relationships EN Table of Contents h Understanding Accounts Payable Double Entry Accounting Data Organization Product Description Accounts Payable Getting Started The Accounts Payable Data Files Setting Up A P If you are not using General Ledger N A WN AB RHO RK W
86. Setup Acme Enterprises Inc Forms Enter 4 Form ID E 2 Description 3 Force column positions 4 Check with last stub 5 Width 6 Paginated Fi next form ShF1 previous form On this screen you identify the form with an ID and description and define its general appearance From this screen you can work with both new and existing forms If a form exists for the form ID you specify that form appears and is available for changes or deletion Enter the following information 1 Form ID Enter the ID for this form or use the option F1 Toscan through the existing forms on file If the form ID you specify already exists the information for that form displays and may be changed or deleted as usual You also may use one of these options F2 To display the form as it currently exists see the section titled Displaying the Form later in this chapter F3 To delete the form F5 To print a test form substituting X s or 9 s for each field that you have selected to print see the section titled Testing the Form later in this Accounts Payable Forms Samco Power Accounting 9 4 chapter F6 To copy an existing form to a new form see the section titled Copying a Form later in this chapter 2 Description Enter the description of this form type 3 Force column positions 4 Check with last stub Answer Y if the actual check is to be printed on the last stub should more than one stub be r
87. Vendor History File The purchases year to date field in the Vendor File is updated for the vendor by the amount of the invoice The distributions are posted to the A P Distribution to G L File The invoice amount is posted as a credit or debit if negative to the accounts payable account specified in the A P Control File and the expense distributions are posted as debits or credits if negative If You Are Using Job Cost with Retainage Payable The amount that is posted to the A P Open Item File is the invoice amount from the Amount field less the retainage from the Retainage field It is only the non retainage amount that will be shown on your Aged Open Items Report Retained Accounts Payable Payables Samco Power Accounting 12 24 amounts will be shown properly in Job Cost When a voucher that has retainage is posted to G L the retainage portion is posted as a credit to the retainage payable account and the non retainage portion is posted as a credit to the accounts payable account Also see below for a description of posting retainage now due vouchers Posting Non A P Check Vouchers For a non A P check voucher type N the cash account specified in the transaction record is credited by the check amount and the discount account associated with the voucher is credited by the amount of the discount Expense and job distributions are posted as debits The purchase and discount year to date fields in the Vendor fil
88. W RB KH WW PRB RB aH NAH aun A WN gt KH ON UI If you are using G L Regular Use Samco Support Using Accounts Payable Starting Up Accounts Payable Guide to Daily Operations Daily Operations Checklist A P Accounts Entering A P Accounts Deleting A P Accounts Printing a List of A P Accounts Cash Accounts Entering Cash Accounts Deleting Cash Accounts Printing a List of Cash Accounts Ww Ol oO Control Information 7 Shared numbering with Payroll for checks by cash account 1 User Defined Fields 8 Forms 9 Definitions Entering Forms Printing a Field Under More Than One Condition 10 Printer features 10 Alphanumeric Numeric Date or Time and Literal Fields 12 Accounts Payable Table of Contents Samco Power Accounting TOC 2 Alphanumeric Fields 12 Numeric Fields 12 Date Fields 14 Literal Fields 14 Calculations 14 Displaying a Form 17 Testing a Form 17 Copying a Form 17 Printing a Forms List 17 Loading Standard Forms 18 Printing a Field Location Grid 19 Purchasing Addresses 10 1 Entering Purchasing Addresses 1 Deleting Purchasing Addresses 4 Vendors 11 1 Entering Vendors 1 Temporary vendors 2 Copy a vendor 2 Entering a Person s Name 3 Terms fields 6 User Defined Fields 11 Using Notes 12 Contacts 14 Deleting Vendors 16 Printing Vendor Labels 19 Print Vendor Contacts 20 Printing a Change Log 21 Changing an A P Account for a Vendor 21 Payables 12 1 Regular Voucher 1 Credit Memo 2 Non A P Check Voucher 2 Quic
89. Windows Thin Client Please note that there may be a delay between the time the report has finished printing and the time the Excel worksheet opens This delay is dependent upon your system activity levels IXIA JG Valuation report N File Edit AR IC OE SA AP PC PER PA DX SR Gl JC PO BR PI CL PS TC X SR SF Help BOXGaVKVN tt O60 MAG 4P a aH Enter the parameters for your report as you normally do When the Printer selection popup window is displayed select the X printer F4 select current lection Accounts Payable X Export Printer Reports Samco Power Accounting C 2 M ey IC Valnation reponi K Fie Edt AR IC OE SA AP PC GL JC PO BR PI CL PS TC PER PA SR SF Help DK POXGEVKXYtS OOO HAS dre amp If prompted select the program that Windows is to use to open your Xport file s Follow the system prompts to cancel the report request or accept the default file name OR Type a new file name Open With Choose the program you want to use to open this File File ic_valuation tab Programs Recommended Programs f Microsoft Office Excel Other Programs ES Adobe Reader 9 3 Ee Internet Explorer Microsoft Office Picture Manager fv Microsoft Office Word E Notepad W Paint Type a description that you want to use for this kind of file EEE M Always use the selected program to open this kind of file Browse If the program
90. able should be activated If this is not known exactly enter the approximate date or use the option Enter To use the start date entered in the Start date field above if any Or To use today s date if no start date was entered in the Start date field above Accounts Payable Recurring Payables Samco Power Accounting 13 7 Or To use the date on the last recurring payable entered if this is not the first recurring payable This date is used as a default in the Distribution date field and the Invoice date field when you later run Select for use The Next date field is automatically advanced by the time interval entered above each time a voucher is created from this recurring payable by running Use selected 30 Max uses Enter the maximum number of times this recurring payable can occur later you will be warned if this recurring payable is selected more than this many times or use the option F1 For indefinite no maximum number of uses 31 Annual max Enter the maximum annual total for this recurring payable later you will be warned if the total amount exceeds this amount when the recurring payable is selected or use the option F1 For indefinite no maximum annual amount 32 Max tot amt The maximum total amount is the maximum amount to be invoiced over the entire life of the payable For example a recurring payable used for repayment of a loan would have a maximum amount This
91. above The expense distribution is temporarily recorded as a negative figure in the suspense account and the year to date purchases and discounts for the vendor are reduced 4 To now restore the original open item and correct the A P account so it will contain the amount of the open item once again enter and post a regular voucher for the vendor Date it with the same date as the original voucher and distribute the entire amount to the suspense account to counter balance the negative amount that is there temporarily Once the above steps have been done the voucher can then be selected for payment again or a cancellation voucher entered and posted to remove it entirely Print Register Only If you just ran the Print checks and post function above there will be no items to Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 24 print on the register Select Print register only from the Prepare payments print checks menu This selection prints a register of non A P pre payment quick and manual checks entered and posted since the last time a check register was printed If you want your non A P pre payment quick and manual checks to be included on the same check register with your computer checks don t use this selection They are posted after being printed Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 25 SAMCO Building business and technology relationship
92. age Select Distributions to G L from the A P Reports menu You see Accounts Payable Distributions to GL Samco Power Accounting 19 1 Enter the following information 1 Starting account 2 Ending account Enter the range of account numbers to be included Follow the screen instructions When you plan to purge the A P Distribution File the range of accounts must be First to Last so that the distribution report stays in balance 3 Starting date 4 Ending date Enter the range of distribution dates to be included Follow the screen instructions 5 Which date Enter D to report by document date or P to use the posting date 6 Show manual dists in detail or summary Manual distributions are those directly entered to distribute expenses during Payables f you show detail all manual distributions through the cut off date appear If you show summary only one total will appear for each day for each Accounts Payable Distributions to GL Samco Power Accounting 19 2 account Enter either Detail format Summary format Vo 7 Show automatic dists in detail or summary Automatic distributions are those generated automatically by the system rather than manually entered They include distributions to the accounts payable cash and discount accounts If you show detail all automatic distributions will be shown If you show summary instead only one total will show for each day for each account Se
93. al checks since the last time computer checks were cut The check number displayed on the screen for last check used is obtained from the appropriate cash account record in the Cash Accounts File This record was updated with the highest check number used the last time you cut computer checks If this check number is one less than the serial number on the first check form originally mounted on the printer then press Enter Otherwise enter a number which is one less than the serial number of the first check form you placed in the printer prior to printing any test alignments If you enter a check number instead of using the displayed number then checks numbered from one greater than the check number originally displayed up to the check number you enter here will be logged on the check register as Not accounted for on this register For example the number originally displayed is 157 The first serial number on the checks you mount on the printer is 162 You then print two alignment forms You would enter 161 for last check used as this number is one less than the serial number of the first check form you placed in the printer prior to printing any test alignments The check register would then show that checks 158 161 are unaccounted for on this register Checks numbered 162 and 163 will be marked as void when the procedure for Starting check is followed as described below Accounts Payable Prepare Payments and P
94. all vendors and the averages per vendor If printed by vendor type then totals and averages for each type are shown Accounts Payable Purchases Discounts Samco Power Accounting 20 1 SAMCO Building business and technology relationships EN Chapter 21 HST GST Paid This function allows you to generate a report in detail or summary showing the HST GST paid to your vendors Since HST GST is realized at the time the payable is realized payment does not have to occur in order for the HST GST portion to be payable Only the transactions falling on or between the dates specified will be included in the report Select Print GST paid report from the A P Reports menu The following screen appears Accounts Payable HST GST Paid Samco Power Accounting 21 1 Enter the following information 1 Start date Input the start date of your remittance period type a date code or F1 for earliest enter 2 End date Input the end date of your remittance period type a date code or F1 for latest enter 3 Purge file If you are printing a final copy of the report for remittance purposes answer Y If you respond N to not purge but are running a final copy for remittance purposes then the next time you run the report it will include those transactions already reported on this report See the section titled How to use the HST GST paid report at the end of this chapter for some helpful hints and explanati
95. alues from the AP control file you can choose to over ride the default form and printer number 5 Transfer stubs The check printing has been enhanced so that when switching to the processing of funds transfer stubs the system will ask the user if they wish to print an alignment for the funds transfer stub thus allowing for the switching of forms in the printer 6 Sorted by Choose 1 to sort by vendor number or 2 to sort by vendor name Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 14 7 Starting vendor 8 Ending vendor Enter the range of vendors to be paid Follow the screen instructions 9 Branch If using branches within A P you have the option to print checks for a specific branch 10 Comment Enter a comment which may be printed on the check itself depending on how you have set up your check forms see the chapter titled Forms If you are using multiple printers select which printer to send the checks to The checks are then printed for all selected vouchers in the range of vendor numbers requested Sample A P checks are shown at the end of this chapter After checks are printed After checks are printed you are asked Are the checks just printed OK 2 If all of the printed checks are bad answer N when you are first asked Are the checks just printed OK 2 and you will be asked OK to void all checks printed on this run 2 If you answer Y then all checks will be voide
96. anager Devices and Printers E Desktop Gadgets Device Manager Ease of Access Center Flash Player 32 bit JE Folder options A Fonts R Getting started RQ Homesroup SQ Indexing Options ee C internet options gt Keyboard 3 aoe aimed Lenovo HD Audio Manager e Se E eenn a aie D Mail 32 bit and Diagnostics Sensors P nce eM Network and Sharing J Notification Area Icons E Performance Information Center oo and Tools IB Personalization G Phone and Modem Power Manager 32 bit J Power Options Programs and Features Sound i Taskbar and Start Menu amp Windows Update Windows CardSpace mt 8 al Troubleshooting Recovery Speech Recognition 889 Windows Defender c 9 Region and Language Sync Center g User Accounts C Windows Firewall RemoteApp and Desktop Connections Le Ra System ky Windows Anytime Upgrade Windows Live Language Setting Accounts Payable X Export Printer Reports Samco Power Accounting 4 Click on Associate a file type or protocol with a program Choose the programs that Windows uses by default Set your default programs Make a program the default for all file types and protocols it can open Associate a file type or protocol with a program Make a file type or protocol such as mp3 or http always open in a specific program Change AutoPlay settings Play CDs or other media automatically Set program access and computer defaults Control acc
97. ance to be cancelled and then select both the original voucher and the negative voucher for payment and then cut a check for 0 00 However this technique requires the use of a computer check Retainage Now Due Voucher If Job Cost is interfaced this type of voucher is used to record invoices for retainage now due If Job Cost is not interfaced this voucher type is not displayed This voucher type allows you to indicate that the retainage portion of a previously entered invoice has now become due for payment The posting of the original invoice with retainage resulted in an A P Open Item for that invoice amount less the retainage amount The retainage amount at that time was not an accounts payable Instead it was a retainage payable When this retainage amount finally becomes due a retainage now due voucher is used to transfer the amount from the retainage payable account to the accounts payable account At this time the retainage becomes an A P Open Item In order to match the original invoice with its retainage portion which is now due it is convenient to use the original invoice number as the invoice number on the retainage now due voucher For this voucher type SUB TYPE 2 will display to the right on the same line as ENTRY TYPE You can then enter one of three choices R for regular voucher N for non A P check voucher or C for cancellation voucher These voucher types work in exactly the same way as described ea
98. answer Y if not type N The next three fields appear only if you specify to print 1099 MISC forms Taxpayer id number Enter your taxpayer ID number Id type Accounts Payable Control Information Samco Power Accounting 7 6 Enter the type of taxpayer ID number 1 for Business employer ID number 2 for Individual Social Security number The taxpayer ID number you enter changes to the appropriate format 99 9999999 for business or 999 99 9999 for individual Year ending date Enter the date on which the current calendar year ends This will be automatically updated when you perform the 1099 year end procedures NOTE This date is used by various functions to update the right 1099 amount fields in the Vendor File If this date is set incorrectly then incorrect 1099 MISC amounts will be accumulated Canadian Companies Only If you have set the Company Canadian or U S 2 in the Company data to C Canadian for this company ID the following fields will appear in replace of the 1099 information GST percent Enter the default GST percentage charged on purchases When entering vouchers the system will offer you the option of either automatically pulling the GST portion out of the invoice total using this percentage or manually entering the GST charged GST account Enter the default valid G L account to report GST recoverable paid Track transactions by user Answer Y if you want vouchers and disbursements trac
99. are used to enter in free form text up to 50 characters They can be used for such things as your Vendor s e mail addresses other contacts etc Date fields are used for entering dates Code fields allow you to set up a table of valid codes with a corresponding description For example you may want to have a user defined field for identifying the product category this vendor supplies you with You could then set up a table of category codes to select from when entering data for your Vendors To Begin From the second page of the A P menu select Setup User defined fields Enter You then see Accounts Payable User Defined Fields Samco Power Accounting 8 1 Prod category AAMA On the screen displayed you will be able to define up to 30 different fields These fields will be available in the Vendors function for data entry Enter information for each field as follows Field title Provide a description for this field or press Enter if you are finished Key Answer Y if you want to be able to search for Vendors in the Find Vendors function using this field only literal and code type fields can be key fields Type Enter one of the following options to identify the type of field this is C Code field used where a table of valid entries will be needed o Date field cannot be a key field Im Literal field for the entry of free form text Accounts Payable User Defined Fields Samco Power Accounting 8 2
100. ated in Accounts Payable or in Payroll Setup Go to PAYROLL gt F2 gt SETUP CONTROL INFORMATION At Field number to change select Permanent check number If the system displays the message Change not allowed press F2 to allow a protected change You now have two options Accounts Payable Control Information Samco Power Accounting 7 10 e Enter a check number ENTER OR e F1 to use a Cash Account simply type in the number of the cash account to use or to select from the Find Cash Account pop up window Once you have selected the cash account the number of the cash account and the Last check from the cash account record are displayed Accounts Payable Control Information Samco Power Accounting 7 11 SAMCO Building business and technology relationships a Chapter 8 User Defined Fields If you answered N to Use user defined fields in Control information skip this chapter Use this selection to define a maximum of 30 vendor user defined fields these fields will be available for data entry in the A P Vendors function see the chapter titled Vendors later on in this manual User defined fields allow you to customize your vendor database to fit your specific needs These fields can be viewed using the Find Vendors function printed on checks or printed on purchase orders in Purchase Order or Purchasing Plus A P supports 3 different types of user defined fields literal date and code Literal fields
101. ayable When entering the credit memo set the due days and discount days to zero For the G L distributions distribute the amount to the same account that was used earlier when the original payable for which this entry is a credit memo was entered or distribute the amount to a returned purchases account Consult with your accountant as to the exact account to be used which may vary depending upon the nature of the credit memo Enter the distribution amount as a negative number If multiple G L distributions were used for the original payable then you will have to determine the amounts to be distributed to each account Non A P Check Voucher A non A P check voucher is used to record the purchase of goods or services where payment was made at the same time that the invoice was written The invoice was prepaid or paid in advance The invoice is no longer payable at the time it is entered into the A P package The A P account is not changed by a non A P check voucher For a voucher with a positive invoice amount the cash account entered on the transaction entry screen is credited decreased the discount account is credited increased and the expense accounts are debited increased A negative non A P check voucher can be entered to delete the distributions for a non A P check voucher that was incorrectly entered The expense distributions for non A P check vouchers are dated with the check date You can use a 0 non A
102. ayable Forms Samco Power Accounting 9 15 Enter the first operand field to use in the calculation from the window displayed or press Enter to enter a constant 5 Operator Enter one of the following equation operators Add to Operand 1 to 2 Subtract Operand 2 from 1 Multiply Operand 1 by 2 Divide Operand 1 by 2 DIV Divide Operand 1 by 2 but store only the integer portion of the resulting figure i e 8 divided by 5 equals 1 6 but only 1 is stored in the calculation register the 6 is stripped off MOD Modulus division of operand 1 by 2 storing the remainder in the calculation register i e 10 divided by 3 is 3 with 1 left over the 1 is stored in the calculation register INT Store the integer portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stored as 123 in the calculation register FRC Store the fraction portion of Operand 1 in the calculation register Operand 2 is skipped i e 123 54 is stores as 54 in the calculation register RND Round off Operand 1 and store the resulting figure in the calculation register When selected you will be asked for a second operand which is the digit to round off to valid responses to the second operand are 1 for the 1st decimal 2 for the 2nd decimal 1 to tens 2 to hundreds etc 6 Operand 2 Enter the second operand field used in the calculation from the window displayed or press Enter to enter a constant The fol
103. ayments Your answer determines if vouchers previously selected for full payment will be returned to their unselected status If not they remain selected Select a Group of Vouchers Choose Select a group of vouchers from the Prepare payments print checks menu This is the screen you see N This is used to select a group of vouchers for payment all at once For example you can select all past due vouchers and all current vouchers but no optional vouchers Past due current and optional vouchers are defined at the beginning of this Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 5 chapter This will not select vouchers that have been deferred or vouchers for vendors with a status of Hold payment see the field Vendor status in the chapter titled Vendors It will not change the status of vouchers that have already been selected All vouchers selected here will be paid in full However if a partial payment was made previously for one of these selected vouchers only the remaining balance will be paid including any valid discount If you want to make a partial payment on a specific voucher you must use Select individual vouchers 1 Change dates Payment date Nxt pmt date Cut off date Answer Y if you want to change these dates These are the same dates that were used in printing the last Cash Requirements Report The dates are displayed automatically if you either previo
104. bits Credits 00 2000 000 Accounts payable 735 00 FS 1000 000 Cash account 13557 00 735 00 To Begin From the A P menu select Prepare payments print checks Clearing Selections and or Deferrals Select Clear selections deferrals from the Prepare payments print checks menu If vouchers have been previously selected for payment or temporarily deferred from payment this function will clear such selections and deferrals It will not clear permanent deferrals This function is usually run before Select a group of vouchers to clear selections and temporary deferrals or if an error was made in the selection process Running this clearing feature has no effect on the invoice or discount amounts for a voucher The program sets the selection status of a voucher back to an unselected status so that the voucher will not appear on a check until selected again at some later time A screen appears with the following questions Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 4 1 Clear temporary deferrals Your answer determines if all vouchers temporarily deferred from payment will be set back to their regular unselected and undeferred status If they are not cleared they remain temporarily deferred 2 Clear partial payments Your answer determines if vouchers previously selected for partial payment will be returned to their unselected status If not they remain selected 3 Clear full p
105. btain a comparison for each vendor of purchases year to date as compared with last year Purge fully paid open items using Purge open items Once a fully paid open item has been purged from the system it can no longer be voided using Void checks Thus you should only purge a Accounts Payable Guide to Daily Operations Samco Power Accounting 4 4 fully paid open item when you no longer expect that the check which paid the open item will have to be voided EACH DAY EACH DAY AS NEEDED Purge temporary vendors using Purge temporary vendors Temporary vendors who are no longer referenced in the system will be purged from the Vendor file Purge vendor history Once vendor history is purged it is no longer accessible to you Thus you should retain history as long as needed for normal operations Print a vendor list using Vendors by name or Vendors by vendor number This report contains the final year to date figures for each vendor Print the Purchases Discounts Report This report contains the final year to date figures for each vendor as compared with the prior year Close the fiscal year for A P using Close a year Accounts Payable Guide to Daily Operations Samco Power Accounting 4 5 SAMCO Building business and technology relationships Chapter 5 A P Accounts An accounts payable account is a current liability account in your General Ledger summarizing the amount of money owed to your vendors for good
106. ccounts Payable Samco Power Accounting 3 3 Please select fil 11 Setup 12 Purge open items 3 Purge temporary vendors 14 Year end 15 Data integrity check 17 Print reports from disk 18 Change company To Exit the A P Package To exit the A P package press Tab from page 1 of the A P menu To exit completely out of the system either press F3 and then type in EX or press Tab until you are prompted Do you wish to exit answer Y to exit or N to return to the main menu Accounts Payable Using Accounts Payable Samco Power Accounting 3 4 SAMCO Building business and technology relationships a Chapter 4 Guide to Daily Operations Introduction The following checklists are provided as examples of how you might use Accounts Payable to perform various daily and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklist as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations Daily Operations Checklist EACH DAY EACH DAY AS NEEDED Enter new vendors using Vendors Enter payables using Payables Inquire into current payables activity using View open items Inquire into partially or fully paid open items using View vendor invoices This selection is only available if you are using vendor history Accounts Payable G
107. ce Excel al tar TAR File Doxillion Document Converter a a tar gz GZFile Doxillion Document Converter E L thx SmarTerm Toolbar Unknown application amp thmx Microsoft Office Theme Microsoft Office PowerPoint WE tif TIFF Image Windows Live Photo Gallery WE tiff TIFF Image Windows Live Photo Gallery T tmp TMP File Notepad L trg SmarTerm Triggers Unknown application A Close 6 Click on the tab line and then choose the program you want to use to open tab files Accounts Payable X Export Printer Reports Samco Power Accounting c 10 fropen with P A Choose the program you want to use to open this file File tab Recommended Programs xz Microsoft Office Excel Microsoft Corporation Other Programs v Always use the selected program to open this kind of file Browse Accounts Payable X Export Printer Reports Samco Power Accounting C 11
108. ch as that used on a calculator is an example of a non paginated form Typically checks are always paginated Lines and columns The length of a paginated form is defined by the number of lines on the form from the top of the form to the bottom If printing is done at 6 lines per inch an 11 inch Accounts Payable Forms Samco Power Accounting 9 2 form has 66 lines When defining a paginated form you specify the starting line number of the Header information the starting and ending line numbers of the Line Item information and the starting line number of the Totals information When defining each data field to be printed on a paginated form you specify the group of the field Header Line Item or Totals its line number within the group and the starting column number where it is to print The line number of a field is its print line number starting at the first line of that group For example if you specified that the Line Item information starts on line 10 of your form and ends on line 40 you are allowing for 31 lines of Line Item information The line number of a Line Item field must be between 1 and 31 The column number of a field is simply the number of spaces to the right of the left margin of the form beginning at 1 To Begin From the second page of the A P menu select Forms From the Forms menu select Enter Entering Forms This is the screen you see Accounts Payable Forms Samco Power Accounting 9 3
109. ch ord Non disc amt Disc day s Disc date Cash account Reference Revr Revr GST amount Disc pct Disc amt Discount account Retainage Disc taken Taken disc acct 225 123 Labels r Us 8 27 12 95632 75 00 0 8 27 12 R KCP 8 27 12 00 0 None 00 N A Job Cost item Account Description Quantity Amount Retainage Reference 7500 021 Office supplies 75 00 2002 000 Accounts Payable USD 75 00 226 100 Vermont Metal Products 8 27 12 18745 125 00 30 9 26 12 R KCP 2 10 8 27 12 14 38 10 9 06 12 14 38 2 00 2 21 0000 000 Job Cost item Account Description Quantity Amount Retainage Reference GST amount 1130 000 GST HST Paid 14 38 GST reg R765987821 1400 000 Inventory 110 62 1000 000 Accounts payable 125 00 227 GLO Globex 8 27 12 156325 542 00 0 8 27 12 R KCP 8 27 12 62 35 0 None 62 35 N A Job Cost item Account Description Quantity Amount Retainage Reference GST amount 1130 000 GST HST Paid 62 35 GST reg 2001 000 Accounts Payable Clearing 479 65 2000 000 Accounts payable 542 00 If Job Cost is being used the Job Detail File is also updated If Purchase Order or Purchasing is being used receivings in the P O Receiving History File for the invoices posted are marked as invoiced If vouchers are being distributed to A R customer accounts a Sales Register is generated for the invoices created for the customer Posting Regular Vouchers A regular voucher type R is posted as a new voucher to the A P Open Item File and the
110. changes to the current note those changes are lost Accounts Payable Vendor History Samco Power Accounting 25 9 Delete Permanently deletes the note Jump Allows you to enter a specific date for viewing notes Change date Change the date and time this note was entered Abandon Abandon any changes to the current note and exit the notes function Exit Exit the notes function PgUp View an earlier dated note PgDn View a later dated note Home View the earliest dated note oldest End View the newest note on file Text entry When you select to enter a note the cursor is positioned for you to enter the first line of the text of the note While entering a note the following keys and rules apply Enter Completes the entry of a line of text and moves the cursor to the next line AutoWrap _ The text editor will automatically wrap the typed text to the next line once you reach the end of the line For example if you were typing superb and only had enough room left on the line for sup the entire word would be automatically moved to the next line F1 Access the menu selections described in the previous section Esc Exit the note function without saving the changes to the current note Tab Exit the note function and save the changes to the current note F2 Begin entering a new note F3 Edit the next note on file F4 Edit the previous note on file Accounts Payable Vendor History Samco Power Accountin
111. check register lists all computer printed checks cut on this check printing run Not accounted for checks as described earlier in this chapter are listed as well as checks which have been voided during the check printing process All manual pre payment quick or non A P checks for all cash accounts are also printed on this register if they have not been shown on a previous check register If you wish to have these checks shown on a separate check register use the selection Print register only to print a check register for just these types of payments prior to processing computer checks After the register is printed the checks shown are posted to the A P Open Item File the A P Distribution File to G L the Vendor File and the Vendor History File if Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 22 used You are asked whether it is OK to clear all vouchers which were temporarily deferred for this check printing run Answer Y to allow these vouchers to be selected in the future or N to leave them deferred NOTE If a check number in the range matches another check that was already posted it will show as void on the A P Check Register but will not replace the valid check that is already in the Vendor History File If you are not keeping a Vendor History File this does not apply The GL distribution summary appears on the Check Register for regular checks and for quick checks Date 08 27 12 Time 1
112. cks to all necessary A P files Select Print checks and post from the Prepare payments print checks menu Enter the following information Cash account If you are using only one cash account this screen is skipped and the cash account in the A P Control File is used automatically Enter the cash account from which you are going to pay the selected vendors This cash account is fixed for this entire check run Enter the cash account for which to print checks or use one of the options F1 For the default cash account in the A P Control File F2 Toscan through the cash accounts on file Mounting Check Forms Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 11 Mount the check forms on the printer with the perforation even with the top of the print head If you use checks preprinted with check numbers note the first serial number of the checks you have mounted You will use this in ensuring that the first and last check s are entered correctly below The serial number is the number preprinted on the check in contrast to the check number recorded in the software Follow the screen instructions Print a test alignment a form filled out with lines of X s and 9 s to verify the correct position of the paper Sample alignment check forms are shown at the end of this chapter When you are through printing alignment forms note the serial number of the first check which will actually be
113. co Power Accounting 16 6 from the A P Control File 7 Period 3 description Enter a description for aging period 3 or use F1 for Over number of days in period 2 days 8 aging days in prd 4 Enter the number of days in period 4 press Enter to use the default number of days from the A P Control File or use F1 for 999 unlimited age 9 Period 4 description Enter a description for aging period 4 or use F1 for Over number of days in period 3 days After pressing Enter at Field number to change you may select 1 to review your entries or select 2 to print the aging report If you select to print you then have the option of saving your entries to use the next time you print the report Notes on the Aged Open Items Report If 999 was not entered for the number of aging days in period 4 open items older than the number of days specified will not be included in any aging category Such open items will be included in the vendor balance amounts vendor balance and vendor net and if detail is shown individual voucher information will be provided The maximum age that can be printed on the report for a voucher is 999 days Any vouchers with ages greater than this will have their ages printed as 999 days regardless of their actual ages Aging periods by specific dates If you specified aging periods by specific dates you see Accounts Payable Aged Open Items Samco Power Accounting 16 7 ol
114. counting 26 12 SAMCO Building business and technology relationships a Chapter 27 Purge Open Items Use this selection either to purge completely remove fully paid open items vouchers etc from the A P Open Item File or to print a report showing which items are eligible to be purged If you elected to keep vendor history in Control information you may still review these items in the Vendor History File or print a report including them using Vendor history In previous versions of Accounts Payable open items were automatically purged when they were fully paid In this version they are retained in the Open Item File for use in voiding posted checks when necessary They are invisible i e do not appear on any reports or screens but are still on file Since they are used in voiding posted checks you should purge them only after it is known that no checks associated with these fully paid open items are going to be voided For example if all vouchers with a due date up to January 31 were paid in January and all these January checks are valid and do not need to be voided then you can purge all fully paid open items with a due date up to January 31 You would set the first field displayed Cut off due date to January 31 To Begin From the second page of the A P menu select Purge open items Accounts Payable Purge Open Items Samco Power Accounting 27 1 You see F1 Enter the following informa
115. cters for each A message displays when less than 150 characters are available 7 Text Enter the exact text to be printed up to the length specified in field number 6 Calculations The calculations functionality built into forms allows you to compute and store up to 20 figures for later printing on your check forms using the Calculation register field Calculations are rarely needed for normal check printing If you are using a standard check format or find no need to make any special calculations please skip this section There are basically two steps to doing a calculation 1 Enter one or more calculations to gain a desired figure s Accounts Payable Forms Samco Power Accounting 9 14 2 Enter the calculation register s to print in your form layout To make a calculation press F2 at the Line prompt The screen appears as follows O9SSCi Laser 30 09 55C 8 LPI Enter calculation sequence number Enter the following data 2 Sequence Enter the sequence in which this calculation is to occur This is the logical order in which the calculations are made The purpose of this field is to allow you to re use a calculation register once you are finished with it 3 Register Enter the calculation register from 1 to 20 to store the amount computed from the equation entered below This register can then later be used to print using the Calculation register field entry 4 Operand 1 Accounts P
116. d Later you may only need to refer to it occasionally Each chapter of this manual provides instructions on how to use a particular selection of your software Throughout the manual many data entry fields will be preceded by a character This means that by entering a you can look up information from a list See the chapter titled Find in the System Functions manual for details SAM Samco s Automated Manuals While using your software press the F10 key F11 for the Windows version at any time to access an on line version of your user manuals Starting Up Accounts Payable In order to access the Accounts Payable package for each company ID you must have first done the necessary set up as described in the Getting Started chapter of the System Functions manual Assuming you have done this select Accounts Payable from the main menu The following menu will be displayed Accounts Payable Using Accounts Payable Samco Power Accounting 3 2 Please select E 1 Vendors 2 Payables 4 Openitens SSS Repons 10 Consolidate funds transfer The Accounts Payable package main menu is made up of two screens or pages Above is the primary screen where you will do most of the day to day activities The second screen accessed by pressing F2 contains those functions used for initial set up of the system and periodic maintenance Below is a sample of the second page of the A P main menu Accounts Payable Using A
117. d the vouchers that were to be paid are un selected and you will be returned to the selection screen Since the vouchers are unselected by voiding you will need to select them again for payment As long as some of the checks just printed are OK you should answer Y when you are first asked Are the checks just printed OK 2 You can then reprint selected checks and the software will automatically void the first check that had been printed in each case If you don t have time to reprint some bad checks right away you might wish to void all checks and then reselect vouchers at a later time If you answer Y then the checks are considered to be OK and you are returned to the selection screen If you press Esc or Tab on the selection screen you are given a chance to void checks before posting of checks occurs You are asked if you want to void checks If you answer Y then you can void one or more ranges of checks for all vendors for whom checks were printed If you answer N or when you press Esc or Tab after voiding one or more ranges of checks you are asked if the checks are OK to post If you answer N you are returned to the selection screen If you answer Y the A P Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 15 Check Register is printed and all checks are posted Recording On Line Payments You can now record on line web payments similar to the selecting of vouchers for payment via
118. data integrity check compares the actual numbers in the system to the calculated or projected numbers If these numbers do not match you are warned that the information may have been lost due to a machine or power failure Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 12 By running this check at the beginning or end of the day you can detect several possible types of data file corruption sometimes due to hardware or operating system errors The Data Integrity Report is automatically printed when this function is run If errors are detected warning messages are printed on the report Proper use of this data integrity check greatly reduces the problem of backing up already corrupted data files Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 13 SAMCO Building business and technology relationships EN Chapter 2 Getting Started We assume at this point that you have installed Accounts Payable on your computer according to the Installation Guide and System Functions manual If you have not done so refer to that manual and install the A P package before proceeding We also assume that you have familiarized yourself with the main features of this package by reading the chapter titled Understanding Accounts Payable f you have not done so read that chapter now then return to this chapter Your Accountant We advise that you consult with your accountant before using your Sa
119. differences between the actual and calculated amounts you can locate errors by referring to edit lists and registers run since the data integrity check was last run If a difference is noted between the actual and calculated amounts you will be asked if you want to reset the calculated amount to match the actual amount If you answer Y the calculated amount will then be set equal to the actual amount This does not mean the problem is fixed only that the amounts are now equal To Begin Select Data integrity check from the second page of the A P menu A sample of this report follows at the end of this chapter If any of the calculated values do not match the actual you see a message saying so and are asked if you want to reset the calculated values Accounts Payable Data Integrity Check Samco Power Accounting 30 2 SAMCO Building business and technology relationships Appendix A Initialize Data Files Initialize means to create a new data file When you initialize a data file which already exists any information in it is completely erased and the file is newly created This function allows you to initialize one or more data files You probably won t need to initialize data files very often if ever But this function is included just in case If you suspect you have a corrupted fouled up data file don t initialize it without first checking with your supplier and attempting other recovery actions see the append
120. discount if paid by the 10th of September and be due on the 30th of September Entering a Negative Number Enter a negative number up to 27 to specify how many days before the end of the month an invoice can be dated and still apply to the following month With the same terms as above and the cut off day entered as 2 an invoice dated on or before the 29th of July 31 July minus 2 days would receive a discount if paid by the 10th of August and be due on the 31st of August An invoice dated the 30th of July would receive a discount if paid by the 10th of September and be due on the 30th of September 22 A P acct This is the A P account for this vendor s payables This account must already exist in the A P Accounts File Invoices and payments entered for the vendor will be posted to this account Enter the account number press F1 for the default A P account from the A P Control File or F2 to scan through the other A P accounts on file Normally once you assign an A P account to a vendor it is not changed However if you ever have to change an A P account for a vendor see the note at the end of this chapter 23 Discount acct Enter the number of the account you usually use to record purchase discounts for this vendor or F1 for the default discount account in the A P Control File When you use Payables you can either default to this account or enter a different account then Accounts Payable Vendors Samc
121. discount is always taken regardless of payment or discount dates H Hold payment Payments to this vendor are not allowed A computer check will not be printed for this vendor N No purchases No purchases are to be made from this vendor If a voucher is entered for such a vendor a warning message will be displayed 16 Vendor s ref Accounts Payable Vendors Samco Power Accounting 11 5 This is the number that this vendor uses to refer to your company For example you could enter the customer number this vendor uses for your company This reference number can be printed on computer checks sent to this vendor This helps the vendor identify your company s account 17 Currency If you are using multi currency enter the currency used for this vendor here 18 Comment Enter a brief comment about this vendor Terms fields In fields 19 through 24 enter the vendor s payment terms Payment terms specify how many days after a sale the payment is due whether there is a discount for early payment and if there is how much is the discount and how early must payment be made to get the discount Terms type There are two methods used in A P to express vendor s payment terms The terms may specify that an invoice is due a certain number of days after the invoice date Alternatively the terms may specify that an invoice is due on a particular day in the month following the month in which the invoice is dated This second method is
122. dors Samco Power Accounting 28 2 Select one of the following 1 IN 3 To print a list of temporary vendors eligible to be purged without purging To purge the temporary vendors which meet all the criteria entered above without printing a list You could select this if you had already printed a list To print a list then purge the temporary vendors All temporary vendors with no open items or vendor history on file and meeting the parameters entered above are purged Follow the screen instructions Accounts Payable Purge Temporary Vendors Samco Power Accounting 28 3 SAMCO Building business and technology relationships Chapter 29 Year End This selection updates the Vendor File at year end by moving the current year to date purchases and discount amounts to the last year purchases and discount amounts and clearing the current year to date amounts It also clears year to date amounts in Recurring payables To Begin From the second page of the A P menu select Year end The following screen appears Accounts Payable Year End Samco Power Accounting 29 1 Are you sure you want to do this N CAUTION THIS FUNCTION SHOULD NOT BE RUN UNTIL ALL OF THIS FISCAL YEAR S BUSINESS TRANSACTIONS HAVE BEEN POSTED AND COMPLETED AND THE PURCHASES DISCOUNTS REPORT HAS PRINTED ALONG WITH ANY OTHER FISCAL YEAR ENDING REPORTS Are you sure you want to do this Answer Y to proceed with the year end procedure oth
123. ds see the chapters titled Control information and User Defined Fields a screen with these fields will appear for you to fill in Note that only those fields set up in the User defined fields function will appear for you to edit if you did not set up any fields this entry screen is skipped There are 3 different types of fields that you can enter data into literal date and code Literal Fields Accounts Payable Vendors Samco Power Accounting 11 11 With literal fields you can enter any information you want up to 50 characters in length the length of each field is set by you in the User defined fields function If you want to leave a literal field blank simply press Enter Date Fields Use this type of field to enter in dates in MMDDYY format Code Fields Code type fields allow you to make a choice for what gets entered from a predefined list Each field has its own list which you maintain using the User defined fields function When prompted to enter a code press to bring up a list of valid selections Practical Use Aside from this function user defined vendor fields can be viewed at any time using the Find Vendor function Simply press F8 gt gt V find the vendor you are looking for and then press U These fields can also be included on vendor listings Using Notes For a new vendor you are asked if you want to enter notes for this customer For an existing customer you may press F6 to use notes If you
124. dvantage of the vendor s early payment discount 12 Disc pct If you enter a percent here the discount amount is automatically calculated and displayed Enter the discount percent or use the option Enter Leave this field blank to enter the discount amount In this case the Disc pct is calculated and displayed when you enter the amount 13 Disc amt If you did not enter the discount percent you can enter the discount amount If the invoice amount is negative the discount amount must also be negative 14 Disc acct Enter the number of the account where discounts taken will be posted If there is no discount for the invoice you cannot enter an account in this field Enter the account number or use the option F1 To use the discount account entered in the Vendor File 15 Rpt on 1099 This field applies to U S companies only Accounts Payable Recurring Payables Samco Power Accounting 13 5 This field appears if Print 1099 forms 2 in Control Information is set to Y and the company is set to U S If this vendor is not a 1099 vendor per the Vendor File this field is set to Not applicable Answer Y to have payments against this voucher included on this vendor s 1099 MISC form A second screen appears 809 52 Expense Distributions Fields 16 through 25 You can specify up to 10 different G L distributions for any recurring payable Acct Enter the account number to which all or a portion
125. e Report This report will show all payables outstanding as of the end of an accounting period even if they have been subsequently paid This report should be used to tie out to your A P account balance in General Ledger This report may only be printed if you are using vendor history Aging Method Each voucher dated on or before the aging date is put into a bucket according to either its invoice date or due date Accounts Payable Aged Open Items Samco Power Accounting 16 1 Amounts from vouchers and debit memos put into buckets by vendor invoice date or due date per Aged open items i 1 000 800 2 000 1 000 bucket bucket bucket bucket aging 4 3 2 1 date gt time oldest next oldest next oldest newest now period period period period The vendor s balance in each bucket is obtained and shown on the Aged Open Items Report Showing projected payables for future periods If you enter negative numbers for the number of days in the aging periods this report will show projected payables for future periods See the discussion at the end of this chapter on how to do this To Begin From the A P menu select Reports and then Aged open items You then see Accounts Payable Aged Open Items Samco Power Accounting 16 2 Reports Acme Enterprises Inc Aged open items Please enter 1 Aging date E 2 Age by date a By vendor number or name gt Starting vendor x Ending vendor D
126. e amounts some other way answer Y Fully paid invoices with open retainage amounts will be purged If you answer Y to Are you sure the purging process begins View by Vendor Select View by vendor from the Vendor History menu You will see RE AP Vendor abor view by vendo et sd Fie Edt AR K Cf SA AP PC GL FA IC PO GR PAi FP TA PER PA DR SF Hep eOxoe r t Vendor history Acme Enterprises _ View vendor history by vendor Vendor Phone Contact Starting date Invoice Type Dist dte Invc amt Disc taken Retnge paid FI next vendor blank look up by name Vendor Enter a vendor number or use the option Accounts Payable Vendor History Samco Power Accounting 25 13 F1 For the next vendor on file Enter Leave the field blank to find the vendor by name H TC AP Vendor history view by vendor File Eat AR IC OF SA AP PC GL FA IC PO GR PI FP TA PER PA DX SF Help SOXGeVYXWD HS OOO AAS 4ra Vendor history Acme Enterprises View vendor history by vendor Vendor 1400 canana POST CORPORATION Phone 1800 2671177 Contact jour CUSTOMER Starting date Invoice Type Dist dte Invc amt Disc taken Retnge paid Inve 7 29 09 11 78 00 00 Comchk 7 29 09 11 78 00 00 Inve 12 10 10 00 Non AP 12 10 10 291 42 00 00 Balance 00 00 00 F4 detail F5 vendor data F6 notes A Aging ENTER more info J Up to 10 items display at one time Select from these o
127. e due day Disc pct Enter the discount percent to be given if payment is made on or before the discount day Cutoff day The cutoff day is the last day of a month on which the proximo terms on an invoice apply to the next month After the cutoff day the terms apply to the month after the next one For instance suppose that the terms are specified as 2 discount if paid by the 10th of next month net due on the 31st of next month Suppose that the cut off day is specified as the end of the month Then an invoice dated on the 30th of June or before would receive a discount if paid by the 10th of July and would be due on the 31st of July Accounts Payable Vendors Samco Power Accounting 11 7 The cutoff day is normally the end of the month You may press ENTER to set the cut off day to Month end However you may instead enter a positive or a negative number Positive number entry Enter a positive number up to 27 to specify the last day of the month on which the terms of an invoice apply to the following month After the cutoff day the terms apply to the month after the next one Suppose the terms were 2 discount if paid by the 10th of next month net due on the 31st of next month and that the cut off day was entered as 25 Then an invoice dated on or before the 25th of July would receive a discount if paid by the 10th of August and be due on the 31st of August An invoice dated on the 26th of July would receive a
128. e is not to be produced at the same time as the cheque run then the EFT requests are put into the funds transfer file The Funds transfer function must be run to create an EFT transmission file of the EFT requests You can also use the Funds transfer function to regenerate a previously generated EFT transmission file Important Note The electronic funds transfer function works with two distinct types of data files The first is referred to as the funds transfer This file contains all funds transfer transactions including those already sent to the bank and those that have not been sent to the bank The second file is referred to as the EFT transmission file The transmission file s is the actual file s that has been sent to your banking institution Each individual EFT file transmitted to your bank has a unique name Consequently you will have multiple EFT files as time goes on Each record in the funds transfer file has a 4 digit file creation number This file Accounts Payable Funds Transfer Samco Power Accounting 26 7 creation number corresponds to the EFT file number each transaction was submitted in Any records not submitted to an EFT file are left blank and considered new At any point an EFT file can be recreated using this function and the file creation number of the records retained in the funds transfer file For example let us assume that previously you created and submitted an EFT file of payments to ve
129. e payment date and the next payment date The sample report does not show all vouchers on file for these vendors Only those vouchers of immediate interest are shown The report also will not show vouchers that have been deferred from payment and vouchers for vendors with a status of H hold payment as these conditions are not applicable to the sample report The deferral of vouchers from payment is discussed in Prepare payments print checks Accounts Payable Cash Requirements Samco Power Accounting 18 5 SAMCO Building business and technology relationships Chapter 19 Distributions to G L This selection prints a report showing the distributions to G L accounts made in the A P package A summary of the distributions is at the bottom of the report listing the account number name and amount You can also purge the A P Distribution File If G L is interfaced you may choose whether to purge only distributions which have already been interfaced to G L and are within the date range entered The report is presented in two sections The first section shows distributions which you entered directly as expense distributions in Payables The second section shows automatic distributions These are distributions automatically created by the various A P functions during A P processing including distributions to your cash accounts your discount accounts and your accounts payable accounts Each account here prints on a separate p
130. e the following option F2 to add anew voucher It will be assigned the next number in sequence after you finish entering the voucher For an existing voucher Enter an existing voucher number or use the option F1 To display the next voucher F5 to display the vouchers that have been entered but not yet posted GL FA XC PO BR M FP TA PER PA DK SF Help 000 480 dhea ER Use F3 to change the order in that the transactions are displayed The J option is available to jump to a specific record The jump function works in conjunction with the F3 sort order If the sort order is vendor number the J option will request a vendor number to jump to Use the up f and down VW keys for further navigation press ENTER on a specific record to select it for change F7 toggles the screen between single line display and 2 line display The second line shows the vendor name and the reference field The currently highlighted line becomes the first line on the redisplayed screen The default sort order is voucher number For an existing voucher you can change any field except the TYPE and VENDOR If you want to change these you must delete the entire voucher and then re enter it 1 Type Accounts Payable Payables Samco Power Accounting 12 8 Enter the type of voucher from the following options Regular voucher Cancellation voucher Non A P check voucher Quick check voucher Pre payment voucher Adjustment to dist
131. e will be updated by the appropriate amounts for that vendor The accounts payable account and the A P Open Item File are not affected by non A P check vouchers but the check information is stored so that it will appear on the next register that is printed from Prepare payments print checks Posting Quick Check Vouchers For information on posting quick check vouchers type Q refer to the above section on posting non A P vouchers Posting Pre Payment Vouchers When a pre payment voucher type P is posted a negative voucher is created in the vendor s account Once the invoice is received from the vendor the pre payment voucher can be applied to the invoice using Modify Open items As for G L distributions the A P account is debited and the cash account specified is credited Posting Adjustment Vouchers For an adjustment to distribution voucher type A the distributions are posted to the A P Distribution to G L File as they were entered The accounts payable account and the A P Open Item File are not affected Posting Cancellation Vouchers For a cancellation voucher type C the posting program searches for a voucher in the A P Open Item File and the Vendor History File that matches the cancellation voucher s invoice number voucher number and amount Accounts Payable Payables Samco Power Accounting 12 25 If a match is found that voucher is deleted from the A P Open Item File and the Vendor History File the Vendor
132. each payable to be paid a voucher is created There is a voucher number which identifies each single payment See the definition in the Glossary in System Functions manual With this selection you can enter or change various kinds of vouchers If a voucher has already been entered but not yet posted for the information you specify that voucher will appear and be available for changes or deletion Once the vouchers have been verified as correct with the edit list you can post them to the various A P files The seven types of vouchers which can be entered in this function are Regular voucher Non A P check voucher Adjustment to distribution voucher Cancellation voucher Quick check voucher Prepayment voucher Transfer voucher Retainage now due available only if Job Cost is interfaced Following is a description of these five types Regular Voucher Regular vouchers are entered for invoices and vendor credit and debit memos Entering a positive invoice amount will credit increase accounts payable When Accounts Payable Payables Samco Power Accounting 12 1 entering a voucher for a vendor s invoice or entering a vendor s debit memo enter a positive invoice amount The total of the distributions entered for the voucher must equal the invoice amount Credit Memo You must enter a negative invoice amount in order to record a vendor s credit memo Entering a negative invoice amount will debit decrease accounts p
133. ear on the grid The number you enter here corresponds to the number of rows on your invoice form You can also use the option F1 To use 66 rows which corresponds to regular 8 1 2 x 11 paper 6 rows per inch with no top or bottom margins 2 of print columns left or right Enter the number of print columns to appear across the page on the grid or use the option F1 To use 80 columns which corresponds to regular 8 1 2 x 11 paper 10 character per inch with 1 4 left and right margins You then see the following screen Accounts Payable Forms Samco Power Accounting 9 20 The printer should always be ready to print in location 1 1 that is row 1 column 1 Type DONE and the grid prints After the grid is printed you are asked whether you want to print it again If you answer Y another grid prints if N you are asked to mount regular paper Form Fields The following is a description with pointers on usage of the various fields available when designing forms Header Totals Field Name Description Notes Blank line When this field is selected no other data is printed on the line even if it is defined Calculation register Used to access register values stored during calculation routines Printer feature Turns a printer feature on or off Suppress line Used to suppress the printing of an entire line when a specified criteria s is met Accounts Payable Forms Samco Power Accounting 9 21 Check numb
134. ect amount Make any desired changes including Dist date distribution date This field automatically defaulted to the date from Next date field in Recurring payables Enter This date will become the G L distribution date for the voucher These next three fields are accessed from FIELD NUMBER TO CHANGE Enter these only if this vendor s invoice has already been paid with a manual check 18 Check Enter the check number only if this invoice has already been paid with a manual check 19 Check date If you entered a check number you must also enter a check date 20 Cash account Enter the cash account where this manual check is to be posted or use one of the options F1 For the default cash account from the A P Control File F2 Toscan through the other cash accounts on file After you press Enter at Field number to change 2 the distribution amounts are calculated and displayed based on the percents entered in the Recurring payables Enter function The distribution amount remaining must be zero before you can exit Changing Amount of Entry If you reselect a variable recurring payable and you change the entry s invoice amount you will be given the option to recalculate the distributions If you wish to use the distributions that you entered when the entry was originally selected answer N If you want the software to recalculate the distributions based on the percentages associated with the distributions then a
135. ed Accounts Payable Cash Accounts Samco Power Accounting 6 2 If you are using A P If you only cut A P checks from this cash account enter the last A P check number used NOTE If you have been using A R or B R and are now installing A P be sure to enter a last check number for any cash accounts already entered for A R or B R for which you plan to cut computer checks 3 Comments Enter text in much the same way as most word processing programs using the Enter key Up Down keys Delete key Tab or Esc when done etc When you are finished entering text press Tab and follow the screen instructions When you press Esc or Tab while entering comments you have these choices File Save what I have just entered changed Like pressing Enter at Field number to change 2 in other selections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed Like pressing Esc at Field number to change 2 in other selections Delete Delete this entire comment from the screen Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Deleting Cash Accounts The F3 key is used to delete a cash account A cash account cannot be deleted if it has been entered in the A P Control File as a default A P cash account
136. ed as the invoice number for the invoice created when a voucher is created from this recurring payable later in Use selected For instance the code JANITR could signify that this recurring entry is for janitorial services for which a monthly invoice is received Then when a voucher was created on 3 20 01 you could choose to default the invoice number to JANITR 03 20 01 When the next voucher was created on 4 20 01 the default invoice number would be JANITR 04 20 01 Enter the invoice code which identifies this recurring payable for the vendor 3 Entry type This is the type of recurring payable F for fixed or V for variable A fixed recurring payable has the same invoice amount each period An example is rent A variable recurring payable has a variable invoice amount from period to period An example is a telephone bill For either type you can still change the amount due and non discountable amount when you select the recurring payables for use using manual selection See the section titled Selecting Recurring Payables for Use NOTE When you select recurring payables for use you will be able to choose between automatic and manual selection In manual selection you may enter changes to the amount due and non discountable amount as above This is most suitable for variable recurring payables since you would usually want to make such changes In automatic selection the recurring payable fixed or variable is selec
137. ed within this file are a number of parameters that define your accounts payable structure 7 Vendor master file This file contains vendor information such as name address terms purchase statistics and discount statistics 8 Change vendor file This file is used to log any changes or deletions which are made to the Vendor File 9 Purchasing address file This file contains the addresses of where your payment is going for goods or services purchased It is used by Purchase Order and Purchasing Plus 10 A P transaction file This file is used to temporarily store A P transactions prior to posting to A P files Accounts Payable Initialize Data Files Samco Power Accounting A 2 11 A P trans dist file This file records G L distributions generated by A P transactions during entering and editing them 12 A P transaction lock file This file is used to protect the A P Transaction File 13 A P open item file This file contains all payable items These items are also referred to as vouchers since each item represents an invoice or other such Accounts Payable transaction for which payment has been authorized 14 Open item adj trans file This transaction file contains one record for each adjustment to open items processed 15 A P open adj lock file This file is used to protect the Open Item Adjustment File 16 Void check file This file contains information on the checks that have been voided 17 A P check file Th
138. edit list A All entries O Only entries for which the amount paid this year is over the annual maximum Im Only expired entries Expired entries are those recurring payables which either 1 Have been selected more than the maximum number of uses 2 Have exceeded the maximum total amount or 3 Have a final date before the next date Selecting Recurring Payables for Use Here you select which recurring payables are to become vouchers To create a voucher from a recurring payable you must select it for use here first then run the Use selected function below to transfer it to the A P Transaction File where it becomes just like any other voucher You may choose either automatic or manual selection Choose Select for use from the Recurring payables menu This is the screen you see Accounts Payable Recurring Payables Samco Power Accounting 13 11 1 Select by Choose whether to select recurring payables for use by V vendor number N vendor name or G recurring payable group Then follow the screen instructions 2 Next cut off date If you want to select only recurring payables with a next due date on or before a specific date enter that date here Or use the option F1 For no cut off date 3 Selection method If you are using variable recurring payables see the discussion in the Entry type field near the beginning of this chapter Choose A automatic or M manual selection of recurring payab
139. eed to print a field when either one condition or another is met define the field specifying the first condition as described above Then define the field again using the same line number column number and field number After entering the field number a message informs you that the field is already defined and you are asked if you wish to define a duplicate Answer Y and complete the definition specifying the other condition under which the field is to print This allows printing under one condition or the other There is no way to request printing when both conditions are true Printer features Printer features are used to advise the printer to do something special such as change type size turn bold on turn bold off etc For further details on setting up printer features refer to the chapter titled Printers in the System Functions manual To turn a printer feature on select 3 Printer feature at the 4 Field number prompt The screen appears as follows Accounts Payable Forms Samco Power Accounting 9 10 O95SC Printer feature Enter the following information 5 Repeat Enter the number of times the printer feature you enter below will be repeated The most common purpose for entering a value greater than 1 is if you want to physically print a special character such as graphics more than once 6 Feature code Enter a valid printer feature code or use the option F1 To display the next printer feature code o
140. efault cash acct 10004000 Cash account 13557 3 Default discount acct 50504100 Purchase discounts 4 Distribute to A R v 5 AJR clearing acct 1115H000 A R clearing Vendor Vouchers 6 Last vendor number 1200 7 Age by inv or due date Invoice date 8 Number age days period 1 30 12 Aging period 1 descrip Current 9 Number age days period 2 lso 13 Aging period 2 descrip Over 30 10 Number age days period 3 fo 14 Aging period 3 descrip Over 60 11 Number age days period 4 999 15 Aging period 4 descrip Over 90 16 Check format to use SwT 13 17 Check printer 03 23 GST HST percent 5 00 18 Keep vend history file ly 24 GSTIHST account 1130 000 19 Last voucher number 287 GST HST Paid 20 Posting date to use system 21 Track vchrs by branch iy 25 Track transactions by user ly 22 Use user defined fields Yi 26 Months for instant aging 3 Months Make changes PgDn next screen a 1 Field number to change l Enter the following 1 Default A P acct When entering a vendor you will assign the vendor a specific A P account The account you enter here will appear as a default when entering the A P account for a vendor in Vendors This account would be the one most frequently assigned to vendors It must have been previously entered in the A P Account File 2 Default cash acct When entering non A P checks making a manual payment on an open item and printing checks
141. endor History File means already posted or Payables File means not yet posted 6 Inv date The invoice date and the vendor s terms recorded in the Vendor File are used to automatically calculate the due date and the discount cut off date for this voucher Enter the invoice date or press Enter to use the distribution date entered in the Dist date field 7 Inv amt Enter the invoice amount For a vendor s invoice or debit memo enter the amount as a positive number For a vendor s credit memo enter the amount as a negative number Recording a Voided Manual Check If you use a manual check and then void it you may want to record it in A P so that it will appear on the monthly Check Register Entering that check number with a zero amount here will record it so that it will appear on the monthly Check Register Job Cost If Job Cost is interfaced and the voucher is for retainage now due and the Vendor History File is being used a check will be made to see if an invoice exists in the Vendor History File for the vendor number and invoice number entered If the invoice is found and it has a non zero retainage amount the retainage amount in that invoice will be displayed on the screen as an F1 option 8 GST Amount Enter the GST portion of the total invoice or press F1 to default to the amount calculated using the default GST percentage in the A P Control File Accounts Payable Payables Samco Power Accounting 12 1
142. ense non job distribution If a job number is displayed type spaces in the field If you enter the key fields of an existing distribution that distribution will display The key fields are Job Cost item and Acct Cust 2 Cost item The cost item is entered here the same way it is entered in the J C package category number first then sub job number if applicable then change order number if applicable The cost item must be on file for the job It must be a direct cost and it cannot be for a labour cost Once the cost item number is entered its description is displayed Accounts Payable Payables Samco Power Accounting 12 19 Enter the cost item number or use the option F1 To display the next cost item on file for the job 3 G L acct This is the G L account number for this distribution The account must be in the Valid G L Account File Its description will display automatically Enter the account number or use the option F1 If this is a distribution for a job this gets the account number for the cost item entered in the J C Activate function If this is an expense distribution this gets the account number for this vendor entered in the Vendor File F2 If you said Y to distributing vouchers to customers in the A P Control File press F2 to distribute this voucher against an A R customer s account Distributing to an A R Customer If you select to distribute a vendor s voucher to a
143. entered in the Vendor File This key can be used only for the first distribution F2 If you said Y to distributing vouchers to customers in the A P Control File press F2 to distribute this voucher against an A R customer s account Distributing to an A R Customer If you select to distribute a vendor s voucher to a customer s account enter the A R customer s account number an invoice number defaults to voucher invoice number and the amount to distribute You may distribute all or part of the voucher to the customer either by dollar amount or by percentage You may continue to distribute any balance of the transaction to either customer s or directly to a G L account and may switch back and forth at the account number field Accounts Payable Payables Samco Power Accounting 12 16 by pressing F2 Distrib amt Enter the amount of the distribution or use F1 to default to the full amount remaining to distribute which is always displayed on the screen AMOUNT REMAINING Enter zero for an existing distribution and the distribution will be deleted There is no limit to the number of distributions that you can enter for a voucher but only the last three entered will display on the screen When the Amount remaining to distribute field is zero you can exit from entering distributions Job Cost and Expense Distributions NOTE If you are not using Job Cost you can skip this section When Job Cost is used you can d
144. equired to print all line items 5 Width Enter the number of columns that may be printed on a form Your entry here is determined by the width of your form as well as the setting on your printer for characters per inch or pitch 6 Paginated Answer Y if the form has a specific length that does not change regardless of the information to be printed on it Answer N if the length of the form varies depending upon the amount of information printed If you answer Y to Paginated 2 the following fields appear 7 Length Enter the number of lines on each form Your entry here should represent the entire length of one form including any area at the top and bottom of the form that you wish to leave blank Besides the length of the form the number of lines you enter here is determined by the setting on your printer for the number of lines per inch 8 First line for headers Enter the first line number on which header information is to print 9 Headers 1st page only Answer Y to print header information on only the first page of the form Answer N to Accounts Payable Forms Samco Power Accounting 9 5 print it at the top of every page of the form 10 First line for vouchers Enter the line number on which the first voucher is to print Your entry must be higher than the line number specified for First line for headers field number 7 11 Last line for vouchers Enter the line number on which the last voucher i
145. er Check number Check date Check date Check amount Prints the check amount in numbers Check amt in words Prints the total of the check in words rather than numbers Comment Comment line from the voucher Company name Company report name from Company data Company address Company address lines 1 3 from Company data Company phone number Company phone number from Company data Company GST reg Company GST registration number from Company data Last page flag If you selected that the totals for the check print on the last stub this flag checks to see if it is the last page of the check If it is the totals will be printed Page number If the form is paginated prints the physical page number of the check Vendor number Vendor number Vendor name Vendor name from either Vendor File or if a one time vendor from the voucher transaction Vendor address 1 3 Vendor s address es from the Vendor File or if a one time vendor from the voucher transaction Vendor contact Contact 1 from the Vendor File Vendor fax number Fax number from the Vendor File Vendor GST reg Vendor s GST registration number Vendor phone number Vendor s phone number for contact 1 in the Vendor File Vendor payment group Vendor s payment group Vendor terms desc Description of the vendor s terms from the Vendor File Vendor type Vendor type code from the Vendor File Accounts Payable Forms Samco Power Accounting 9 22 Vendor due days Vendor discount days Vend
146. erfaced to G L If you selected to purge there is a period of processing while the file is being purged A sample of this report follows at the end of this chapter The report includes both the vendor name and the reference from the payable transaction For checks written both the check number and the cash account against which the check was cut appear on the report Important note if G L is not used The Payables Distributions to General Ledger Report lists the debits and credits which must be entered into your manual ledger You should print out this report at the end of an accounting period after all A P transactions have been entered and posted for the period Do a backup of your data files and then print this report All accounts should be printed The date range should be from Earliest to the date which is the end of your accounting period Specify that the file should be purged By purging the distributions which are printed on the report the only distributions remaining in the file if any will be for transactions which apply to the future accounting periods If a power failure and or computer crash occurs while printing the report and purging the file simply restore the backup and repeat the procedure You may wish to print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report should be needed
147. erwise answer N If you answer Y a period of processing will occur and you will be returned to the A P main menu Accounts Payable Year End Samco Power Accounting 29 2 SAMCO Building business and technology relationships Chapter 30 Data Integrity Check This selection verifies the accuracy of the information in your files It should be run after initial set up of your Accounts Payable system This will set up the initial integrity values You may also run this report at any time You should be sure that no one else is using your A P software when you run this check so that the results will be valid While transactions are being processed their amounts are added together and the totals are saved These totals represent the calculated balance of the information that should be in the data files When Data integrity check is run the actual amount of information in the data files is totalled and the actual and calculated amounts are compared on a data integrity report The actual and calculated amounts should always be equal A difference between the two indicates that an unexpected error has occurred Such errors could include Hardware failures Turning off or rebooting the machine while processing is still going on Never do this intentionally Power surges due to electrical storms or other causes Accounts Payable Data Integrity Check Samco Power Accounting 30 1 Because this report shows
148. ess to certain programs and set defaults for this computer 5 Drag the scroll bar until you see tab TAB File Associate a file type or protocol with a specific program Click on an extension to view the program that currently opens it by default To change the default program click Change program Windows Media Player Al Microsoft Corporation Change program Name Description Current Default a snag Snagit tartor image onagit tartor gt ssmagacc Snaglt Accessory Installer Snagit a ssnagprof Snaglt Capture Profile Snagit E snd AU Format Sound Windows Media Player snippet Visual Studio Code Snippet File Unknown application solitairesave ms Solitaire Save Game Executable for Solitaire Game Espe PKCS 7 Certificates Crypto Shell Extensions spidersolitairesave ms Spider Solitaire Save Game Executable for Spider Solitaire Game ia spj SPJ File Doxillion Document Converter L spl Shockwave Flash Object Unknown application sn SR2 File Windows Live Photo Gallery WE sf SRF File Windows Live Photo Gallery B sst Microsoft Serialized Certificate Store Crypto Shell Extensions F stl Certificate Trust List Crypto Shell Extensions Li stm SmarTerm Macro Language Unknown application stw SmarTerm Session SmarTerm executable vg SVG Document Internet Explorer swf Shockwave Flash Object Unknown application sws SmarTerm WorkSpace SmarTerm executable U sys System file Unknown application gt E tad TAB File Microsoft Offi
149. field is compared to the totals of all vouchers generated to date from this recurring payable to see if the maximum amount specified here has been reached yet It issues a warning if the invoice currently being generated will exceed the maximum amount Enter the amount or use the option F1 For indefinite no maximum total amount 33 Times used When first setting up a recurring payable enter the number of times this payable has been used If you were making payments before you began using Samco Power Accounting you could enter the number of times payments were made here In this case you would set the maximum number of uses above to include these times Accounts Payable Recurring Payables Samco Power Accounting 13 8 For instance if you were paying off a loan in 30 installments and had already made 5 payments you would enter 30 in the Max uses field and 5 in the Times used field This field is automatically updated each time you create a voucher from this recurring payable 34 Total YTD When first setting up a recurring payable enter the YTD total amount already paid For instance if you were paying off a 10 000 loan and you had already paid 2 000 this year you would enter 2 000 here This field is automatically updated each time you create a voucher from this recurring payable At the year end closing set up in Control information this field will automatically clear to zero 35 Total to date When first
150. fter check printing the temporary deferral status can be cleared automatically Permanently deferred vouchers are deferred until they are specifically selected for payment through Select individual vouchers You might want to permanently defer a disputed invoice until such a dispute is resolved A screen appears for you to enter the following information Vendor This is the vendor number for the deferral After you enter a valid vendor number the vendor name terms and payment group are displayed Enter the vendor number Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 9 or use the option Enter To default to the same vendor as on the previous deferral if any Voucher This is the number of the voucher to be deferred from payment The voucher number entered must match a voucher for this vendor in the A P Open Item File If the voucher has been previously deferred the type of deferral is displayed Enter the number or use this option F1 To scan through the vouchers for this vendor The information for the voucher is now displayed and the following screen appears AM1OO Samco Software Inc Net 30 emporary or permanent deferral You are asked Temporary Or Permanent Deferral Enter either For permanent deferral For temporary deferral Isl Pre Check Writing Report Select Pre check writing report from the Prepare payments print checks menu Accounts
151. g 25 10 Purging Vendor History This selection is the only way that information is removed from the Vendor History File Vendor History records can be purged for a single vendor a single invoice a range of vendors vendors having a particular A P account and vendors belonging to a specified payment group You can also specify that only temporary vendors are to be purged NOTE When you are using the Bank Reconciliation B R package the Vendor History File is used to transfer your A P checks to your checkbook Therefore be certain you have transferred them before you purge them here Refer to the B R User Manual chapter titled Transfer Checks Deposits Select Purge vendor history from the Vendor history menu You see 1 Distribution cut off date Distribution dates are compared to this cut off date If any activity for an invoice occurs after the cut off date none of the activity for that invoice will be purged To be purged from the file all activity for an invoice must have occurred on or before the cut off date and the invoice balance must be zero Accounts Payable Vendor History Samco Power Accounting 25 11 Enter the cut off date or use the following option F1 To use the Latest most recent date in the Vendor History File All invoices for the vendors selected will be purged 2 Starting vendor 3 Ending vendor Enter the range of vendors to be included in the purge Follow the screen i
152. hase your new compliant cheque forms from SAMCO any micro adjusting required will be done free of charge If you choose to purchase your new compliant cheques from your own supplier any assistance with micro adjusting will be done on a fee for service basis If you did not receive samples or wish to speak with someone regarding cheque forms please call our office There are cheque formats available for laser and dot matrix printers All laser cheques have been tested on an HP LaserJet set up in the software with a printer Accounts Payable Forms Samco Power Accounting 9 24 type of 518 All dot matrix cheques have been tested on an Okidata Microline setup up in the software with a printer type of 2 Epson Until you are ready to start printing with the new forms there is nothing to be done When ready to test the new forms go to ACCOUNTS PAYABLE gt F2 gt SETUP gt CONTROL INFORMATION and change the field called CHEQUE FORMAT TO USE to the ID from the chart below that best illustrates the form you will be using PLEASE NOTE THAT ONLY SOME OF THESE CHEQUE FORMATS ARE AVAILABLE WITH THIS RELEASE MORE WILL BE INCLUDED WITH THE AEP RELEASE IN DECEMBER OF 2006 PLEASE CHECK OUR WEBSITE WWW SAMCO COM FOR UPDATES Cheque amp Stub Configuration sane Printer Type Sle Fee F Form Dimensions S 7 oO Number C
153. he File utilities menu select Restore an exported file You see Accounts Payable File Utilities Samco Power Accounting B 5 FA Enter the following information Please select file Enter the file number from the list provided of the file to be restored from an ASCII export format or press F1 for all Please enter device for exported file This is the drive letter of the device that the ASCII version of the data file will be read from For UNIX LINUX users This is the drive letter attached to the front of the file name For example if the file to restore is A xxxxxxnn EXP you would enter A here If no designation is at the beginning of the file press F1 for none For WINDOWS network users The drive letter entered here will be the drive that the ASCII export file resides on Please enter the device size in kilobytes F1 Unlimited Hard disk drive Accounts Payable File Utilities Samco Power Accounting B 6 C Create New Data File Or A Add Records To existing Data File If you answer C Create new file all of the existing data records in the original file will be destroyed and the data records contained in the converted file will be transferred to the original file If you answer A Add records to file all of the existing records in the original file will remain and the data records contained in the converted file will be added to the original file The following message will display This functi
154. he Open Payables by Date Report Print this report as of your period ending date This report will show all payables outstanding as of the period ending date even if they have been paid since the end of the accounting period This report should tie out to your A P account balance in General Ledger This report may only be printed if you are using vendor history Print a monthly check register using Check register This report may only be printed if you are using vendor history Print the GST Paid Report for remittance purposes Accounts Payable Guide to Daily Operations Samco Power Accounting 4 3 EACH DAY EACH DAY AS NEEDED Print the Payables Distribution to G L Report from Earliest to the last date of the accounting period to get a list of the distributions to G L If you are not using G L you may back up your data files and then purge the distributions when you print the report If you are using G L then do not purge the distributions at this time If you are using G L back up your data files and then run Get distributions in the G L package to pull the distributions from A P into G L Follow the procedures described in the G L User Manual You may purge the distributions when running this selection in G L If you encounter any system difficulty e g power failure while running Get distributions then restore your backup and repeat this procedure Print the Purchases Discounts Report to o
155. he old file with the good records In addition to this any deleted or purged records which are taking up disk space will also be permanently removed and the file compressed to its physical size To Begin Select File utilities from the second page of the A P main menu The following menu appears Please select fil 1 Export a file Export a file This function is used to export data files from the internal format to a flat ASCII file The data file s is read in and an output file is created in the Samco root directory with the name xxxxxxnn EXP Where xxxxxx is the file name and where nn is the company number the file came from If you are running under Unix you will also have the option of appending a drive designation to the front of the file Accounts Payable File Utilities Samco Power Accounting B 2 To begin select Export a file from the File utilities sub menu A screen similar to the one below will appear F1 Enter the following data Please select file Enter the number from the list provided of the file to be converted to ASCII format or press F1 for all Please enter device for converted file This is the drive letter of the device that the ASCII version of the data file will be written to For UNIX LINUX users The drive letter entered here will be attached to the front of the file name The letter A is recommended for consistency The ASCII backup file name in the Samco root directory
156. hq Stub Stub Chq Stub in inches 3 8 g z Stub Chq Stub Stub Chq a ie 3 Stub Stub Chq 2 Zo s ga a 3 6CSS1 Yes 8 5 X 11 Yes 6SCS1 Yes 8 5 X 11 Yes 6SSC1 Yes 8 5 X 11 Yes 6LCS1 Yes 8 5 X 11 Yes 6LSC1 Yes 8 5X 11 Yes 6DCS1 Yes 8 5X7 Yes 6DSC1 Yes 8 5X7 Yes 6CSS9 Yes 8 5X 11 Yes Yes Yes 6SCS9 Yes 8 5 X 11 Yes Yes Yes 6SSC9 Yes 8 5 X 11 Yes Yes Yes 6LCS9 Yes 8 5 X 11 Yes Yes Yes 6LSC9 Yes 8 5X 11 Yes Yes Yes 6DCS9 Yes 8 5X7 Yes Yes Yes 6DSC9 Yes 8 5X7 Yes Yes Yes 7CSS1 Yes 8 5 X 11 Yes 7SCS1 Yes 8 5 X 11 Yes 7SSC1 Yes 8 5 X 11 Yes 7LCS1 8 5 X 11 Yes 7LSC1 8 5 X 11 Yes 7CSS9 Yes 8 5 X 11 Yes Yes Yes 7SCS9 Yes 8 5 X 11 Yes Yes Yes 7SSC9 Yes 8 5 X 11 Yes Yes Yes 7LCS9 Yes 8 5 X 11 Yes Yes Yes 7LSC9 Yes 8 5X 11 Yes Yes Yes Accounts Payable Forms Samco Power Accounting 9 25 SAMCO Building business and technology relationships Chapter 10 Purchasing Addresses Sometimes a vendor may supply you with goods from one or more locations which are different from that vendor s remittance address This would be the case when you purchase from a vendor s branch locations but make payments to his home office or corporate headquarters Use this selection to enter vendors purchasing addresses for later reference These addresses may also be used when entering purchase orders in the Purchase Order or Purchasing Plus packages To Begin From page 2 of the A P menu select
157. ing information Vendor F1 For the next vendor Enter Leave this field blank to find the vendor by name The vendor number you enter must be on file in the Vendor File After you have selected a vendor the open items for the vendor are displayed Accounts Payable View Open Items Samco Power Accounting 14 1 SAMLOO CAD 130 65597 07 15 20 000 900 00 900 00 131 26574 07 15 20 000 900 00 1 800 00 i Select from these options PgDn To view the next page of vouchers for this vendor PgUp To view the previous page of vouchers for this vendor F1 To view the last page of vouchers for this vendor F3 To print an Open Items Report for this vendor F5 To see more information about this vendor F6 To see notes for this vendor Enter To display more information about the open items A P open items are displayed in order by their voucher numbers Vchr The invoice balance includes both discountable and non discountable portions of the invoice amount and is the balance that remains to be paid If there have been partial payments the letter P will display to the right of the invoice balance The discount balance shows the discount amount that remains to be taken although the validity of the discount is not considered at this point Accounts Payable View Open Items Samco Power Accounting 14 2 The net balance Net due is the invoice balance minus the discount balance and shows how much remains to be paid
158. ing payable is displayed for the invoice date 2 The due date and discount date calculated from the terms entered for this recurring payable are calculated and displayed 5 Inve Enter the vendor invoice number for the recurring payable being selected You can also leave this blank to have an invoice number based on invoice code and the invoice date automatically assigned when you run Use selected to create a voucher from this recurring payable This automatic invoice number is described under the Invoice code field near the beginning of this chapter 6 Invc date Enter the invoice date that will be used for the voucher or use the option Enter To default to the Next date field in the Recurring payables Enter screen 7 Inve amt Enter the invoice amount including GST or use the following option Enter To use the Amount due field in the Recurring payables Enter screen 8 GST amounts Enter the GST portion of the invoice amount previous field or use the option F1 To default to the amount calculated based on the GST percentage in the A P Control File 9 Non disc Enter the non discountable amount the amount that the discount does not apply to or use the option F1 To default to the GST portion of the invoice If you change either the invoice amount or the non discountable amount also change Accounts Payable Recurring Payables Samco Power Accounting 13 16 the Discount amount to the corr
159. invoices at their full amounts A pay both past due and vouchers due before the next check date C pay invoices that will be past due by this check date P pay a fixed amount to this vendor and automatically select all vouchers from oldest to newest to make up that amount U change the payment and next payment dates D and cancel all selections for this vendor e To change how the vouchers are sorted pressing F4 allows you to sort by the P O voucher invoice number invoice net amount discount date due date and invoice date e Due to vend shows how much is due to the vendor by the payment date e Pay this vendor is the total value of the check that will be made to this vendor Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 8 e Pay all vendors shows the total value of all checks for all vendors e Paying is the amount being paid to the highlighted voucher e Vouchers selected through the Select a group of vouchers function will appear as selected e Using the Clear selections deferrals will clear any selections made here Defer Vouchers from Payment Choose Defer vouchers from payment from the Prepare payments print checks menu This is used to defer specific vouchers from payment either temporarily or permanently Temporary deferral is used in conjunction with Select a group of vouchers to designate vouchers not to be paid on the next check printing run A
160. ion procedure is provided In the group selection mode all current and or past due items can be selected for payment at once You can also choose to pay items whose discount would be lost if not paid prior to the next payment date You can select for payment individual invoices or all invoices for a specified vendor or you can defer them from payment Partial payments can be made on any open item A Pre Check Writing Report can be printed showing all selected vouchers and what the payment amounts plus discounts will be so that any needed adjustments can be made prior to actually printing checks Check Printing At any time after payment preparation has been done A P checks can be printed With user customizable check formats you can mold the A P system to fit your specific needs Provisions are included for restarting check printing from any specified point if necessary to recover from a printer jam After printing checks the A P Check Register is automatically printed showing all computer written checks as well as all manual checks and prepaids entered since the last Check Register was printed The vouchers paid by each check are also shown Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 11 Automatic Check Voiding A simple check voiding procedure is provided Distributions for checks are reversed and vouchers are reinstated to the Open Item File automatically This requires that Vendor Histor
161. ions which you transmit to your banking institution When the bank processes the file the funds for each vendor are withdrawn from your account and automatically deposited into your vendor s bank account Once you have completed the set up as detailed above select the vouchers for payment as you normally would You can print the Pre cheque Writing Report to review the EFTs that will be created You are now ready to print your cheques When the payables cheques are printed any vendor in the cheque run that does not have a bank account on file with you will continue to get physical cheques All vendors with a bank account on file will have a funds transfer request produced in the funds transfer file Once the physical cheques have been printed then the cheque stubs are printed for those vendors who are getting the funds deposited directly to their account These stubs must be approved before the software will continue thus allowing you to reprint the stubs if there is any problem Once you indicate that the stubs were printed correctly the cheque register and the audit report are produced as they are normally After the audit report is generated if the AP control information indicates that the EFT transmission file is to be produced at the same time as the cheque run the EFT transmission file is created and a report listing the transactions in the file is generated If the AP control information indicates that the EFT transmission fil
162. ired press ENTER to accept criteria as entered print the Funds Transfer Report and optionally generate the transmission file then return to the Payroll main menu The printer select window appears for you to choose the report printer Press ESC to return to field 1 Starting vendor without processing the file or report Go to Accounts Payable gt Void checks gt Enter When attempting to void an EFT the system will prompt if the funds transfer has already been included in a transmission You can still void the EFT as this is a warning message only You can only void an EFT if the EFT set up in AP control information allows it i e Allow cancel must be Y Accounts Payable Funds Transfer Samco Power Accounting 26 11 Reports Pre check Writing Report If the vendor record contains banking information funds transfer is printed on the line under the Vendor terms to indicate that a funds transfer record will be created for the payment Check Register The check type is included on the report and there is a count of the number of Fund transfers included in the register A P Voided Checks Register The check type is included on the report and there is a count of the number of Fund transfers voided included in the register Historical Reports and Displays printed viewed via Accounts Payable gt Vendor HISTORY Funds transfers and void funds transfers are noted accordingly Accounts Payable Funds Transfer Samco Power Ac
163. is control information determines how you age your vendor accounts Since this information may affect other packages it is important that you enter it correctly A P Forms File Use this file to store your check format s Pre defined formats are provided and can be retrieved for modification or to use as is Vendor File This file contains a record for each of your vendors Each record contains such information as the vendor s name address usual terms and year to date and last year statistics A P Open Item File In A P an open item is any bill that has not been fully paid or any unused credit or debit memo on file for any vendor The A P Open Item File is simply the collection of all open items called payables for all vendors Setting Up A P Perform these steps to start using Accounts Payable Accounts Payable Getting Started Samco Power Accounting 2 2 1 Study the chapter titled General Rules in the System Functions manual Since most of the setting up of the system is described in the System Functions manual you should become fully familiar with that guide before continuing with A P 2 Start A P according to the instructions in the chapter titled Using Accounts Payable 3 The Company File is set up for you as part of the installation procedure Use Company information to modify the Company File to be appropriate for your company See the chapter titled Company Information in the System Functions manual 4 Enter
164. is file contains one record for each check computer printed pre payment manual quick or non A P check processed by the A P package 18 A P check lock file This file is used to protect the A P Check File 19 A P dist to G L file This file is used to generate the Payables Distributions to G L Report and if the G L package is used this file is the input to the G L interface program 20 A P recurring trans file This file is used to store recurring A P transactions so that regular A P transactions can be created Accounts Payable Initialize Data Files Samco Power Accounting A 3 21 Vendor history file This file is used to maintain a history of A P activity for each vendor 22 Report parameter file When you are entering parameters to use in printing various reports you can choose to save them If you do they are contained in this file 23 Form file This file stores the A P check formats for printing 24 Branch file If branch processing is being used per the A P Control File this file tracks the vouchers allocated to each branch for check processing To Exit When initializing is complete the operating system prompt reappears Accounts Payable Initialize Data Files Samco Power Accounting A 4 SAMCO Building business and technology relationships a Appendix B File Utilities This function will allow you to Recover the data files that have become corrupted fouled up Recover disk space
165. is format the four aging periods will show Items due in more than 90 days from the aging date Items due in 61 to 90 days Items due in 31 to 60 days Items due within the next 30 days The aging period descriptions are also changed to provide meaningful projection report headings In the projection format period 4 must be the closest period and period 1 the farthest in the future Accounts Payable Aged Open Items Samco Power Accounting 16 10 Once changes have been made in the A P Control File or similar changes made here in Aged open items you can run this function to produce the projection report using aging by days NOTE You may also enter these negative numbers directly on the screen in the Aged open items selection Accounts Payable Aged Open Items Samco Power Accounting 16 11 SAMCO Building business and technology relationships Chapter 17 Cash Disbursements Projection This selection prints a report showing the amount of cash required to meet your accounts payable obligations for specified periods vendors and A P accounts For example this report can be printed to show cash disbursements projected by week for the next six weeks for a particular vendor These projections are based solely on the open items currently on file The Purchase Order and Purchasing Plus packages contain similar reports which takes into account outstanding purchase orders and uninvoiced receivings as well as open items in A P N
166. is report Earliest Latest and for all G L accounts Specify that the distributions are to be purged and that all distributions are to be purged not just distributions already interfaced to G L You want all distributions to be purged in this case because your A P account balance already includes all of these distributions and you do not want any of these distributions transferred to General Ledger The outstanding balance for your A P account as shown on the Aged Open Items Report when run by invoice date should tie out to the A P account in your General Ledger At this point the open items in A P correspond to your A P account balance in General Ledger and there are no outstanding un purged distributions in A P You are now ready to start using A P on a regular basis Payables which are posted from this point forward will create G L distributions These distributions are transferred to General Ledger using the selection Get Distributions in G L See the G L User Manual chapter titled Get Distributions for more information on this selection 11 Run Data integrity check to ensure that the actual and calculated amounts of information in the data files are equal If there is a difference between the actual and calculated amounts set these equal at this point Later you will be running data integrity checks periodically to verify the accuracy of the information in your data files Here you are setting them equal so that you can de
167. iscountable amount if any and the discount amount if any If you change the discount amount you are asked to change the discount account or confirm that it is the same 5 Inve For a fixed recurring payable enter the vendor invoice number for the recurring payable being selected You can also leave this blank to have an invoice number based on invoice code and the invoice date automatically assigned when running Use selected to create a voucher from this recurring payable This automatic invoice number is described under the Invoice code field near the beginning of this chapter These next three fields are accessed from FIELD NUMBER TO CHANGE Enter these only if this vendor s invoice has already been paid with a manual check 18 Check Enter the check number only if this invoice has already been paid with a manual check 19 Check date If you entered a check number you must also enter a check date 20 Cash account Enter the cash account where this manual check is to be posted or use one of the options F1 For the default cash account from the A P Control File F2 Toscan through the other cash accounts on file For a fixed recurring payable after you press Enter at Field number to change 2 the distributions are displayed and changes are allowed as usual Accounts Payable Recurring Payables Samco Power Accounting 13 15 For a variable recurring payable 1 The next date stored in the recurr
168. istribute the invoice amount to specific job accounts and or to expense non job accounts After the information for the first screen of fields is entered the next screen will display for you to enter the job distributions and expense distributions as follows Payables Acme Enterprises Inc Enter Inve 5664 Vendor 5AM100 Samco Software Inc Vehr 132 jobt M 2 Cost item 3 GIL acct 4 Amount Job Cost item Acct Cust Inve Amount Orig inv amt 51345 54 Amt rem 5 090 99 F1 next job blank non job distribution Accounts Payable Payables Samco Power Accounting 12 17 Fields 1 through 4 are displayed first When the job number is entered the remaining fields will appear 22205 fooofood fexcavation equipment _ 16 023 55 If Inventory Management is Being Used If you are using the Inventory Management package and this payable is an invoice for a receiving previously posted in I C then you must distribute the payable to the account which is listed as the items B S liability account Normally this will be the same for all items as setup in the B S liability account field in Inventory Management Setup Control Information In order to understand why the B S liability account is used as the expense account for the payable we must first consider what occurs when receivings are posted in I C Receivings transactions in I C always debit the item s inventory account and credit the item s
169. it stores it on your disk There are five terms you should understand about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of data For example a name a date and a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing a customer s name address and account balance might be grouped together into a record called the customer record Entry A record in a data file is often referred to as an entry Data file A data file is a group of one or more related records A data file is often referred to simply as a file without the word data The Customer File in Accounts Receivable is an example of a data file Such a file is made up of several records each of which contains the name address etc for one customer Each file is kept separate from other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User Manual mean data file unless specifically stated otherwise Post To post means to take payables transactions from a temporary file and move them to a permanent file where other transactions probably already exist For example in A P
170. ix titled File Utilities at the end of this manual for information on rebuilding corrupted data files CAUTION DON T USE THIS FUNCTION UNLESS YOU REALLY WANT TO INITIALIZE A DATA FILE ANY DATA FILE INITIALIZED WILL HAVE ITS INFORMATION COMPLETELY ERASED To Begin Log into your Samco top level directory and type apinit NOTE If you are running under Linux Unix HPUX AIX or a similar operating system and are logged on as root super user replace the above command with APINIT Enter the company ID you wish to initialize A P data files for You will then see a screen similar to this Accounts Payable Initialize Data Files Samco Power Accounting A 1 Answer Y for each file you want to initialize N to not initialize a file 1 Tax recoverable file This file is used by the GST Paid report for recounting the GST input tax credit from A P transactions 2 Valid G L acct file All G L accounts to which A P activity may be distributed must be entered in this file These include the expense cash discount and accounts payable accounts 3 Cash account file The file contains all G L accounts which you have designated as cash accounts in Cash accounts It is shared by the A R A P and B R packages 4 A P notes file This file contains all the notes you have entered in the various A P selections which allow notes 5 A P account file This file contains accounts designated as A P accounts 6 A P control file Contain
171. k Check Voucher 2 Pre payment Voucher 3 Adjustment to Distribution Voucher 3 Cancellation Voucher 4 Transfer A P voucher 4 Partially paid vouchers 5 Printing an Edit List 23 Posting Vouchers 23 Posting Non A P Check Voucher 25 Recurring Payables 13 1 Entering Recurring Payables 1 Printing an Edit List 9 Selecting Recurring Payables for Use 11 Accounts Payable Table of Contents Samco Power Accounting TOC 3 Automatic selection 13 Manual selection 13 For a fixed recurring payable 14 For a variable recurring payable 16 Printing a Selection List 17 Using Selected Recurring Payables 18 View Open Items 14 1 Using Notes Menu Finding a Note Text entry Open Items 15 Modifying Open Items New and Existing Modifications Mark voucher as paid Applying a pre payment 4 4 5 6 1 1 2 4 6 Printing an Edit List 6 Posting Modifications 6 Aged Open Items 16 1 Aging Method 1 Showing projected payables for future periods 2 Aging periods by days 5 Notes on the Aged Open Items Report 7 Aging periods by specific dates 7 Using the Aged Open Items Report for Projections 0 Cash Disbursements Projection 1 Cash Requirements 1 Notes on the Cash Requirements Report 4 Distributions to G L 19 1 Important note if G L is not used 4 Important note if using G L 4 Purchases Discounts 1 HST GST Paid 1 Payables to G L Comparison Report 1 Prepare Payments and Print Checks 1 Selecting vouchers 1 Clearing Selections and or Deferrals 4
172. ked by the user who entered them When printing an edit list or posting you can tell the system to print or post those transactions entered by one or all users Make any changes as usual Accounts Payable Control Information Samco Power Accounting 7 7 M Automatically post distributions to the G L Within Setup Control information there are three fields that apply to automatic posting to G L Interface to GL dist Method Your options are P to distribute by compressing by period D to distribute and compress by date N to distribute but with no compression G to compress using the G L accounts compression setting F1 to not use the auto post functionality Purge GL distribution Y if you want the distributions to G L file purged along with the posting N you can still run the Distributions to G L report and purge but you will not be able to distribute these transactions since they have already been posted to the G L Post GL journal immediately This option allows you to not only distribute the transactions but also have them posted Existing journal entries are not affected by this Reference to use in G L Accounts Payable Control Information Samco Power Accounting 7 8 The reference field from the voucher is available for distribution to the General Ledger To set this up the compression code for the accounts payable control account in the G L must be set to N in G L 6 Chart of Accounts Set thi
173. l be kept on file after being paid off You can store these for as long a time period as you wish or you can selectively delete parts of this file When you are using the Bank Reconciliation package the Vendor History File is used to store information until it is transferred to that package Therefore if you are using or intend to use Bank Reconciliation be sure to answer Y Last voucher number The number entered here sets the starting number for vouchers The first voucher number assigned in Payables will be this number plus 1 When additional vouchers are being entered in Payables the voucher number is automatically increased by 1 for each new voucher See the definition of Voucher Number in the Glossary in the System Functions manual Posting date to use Enter the default date to offer when posting vouchers or checks or use the option F1 To default to your computer system s date When posting vouchers and checks you can have the system attach a posting date which is different from the document date This date is attached to each G L distribution and GST transaction When reporting on G L distributions or printing the GST paid report you can select to print for a posting date range rather than the actual document date The posting date is also available in other areas for viewing Accounts Payable Control Information Samco Power Accounting 7 5 and reporting Use user defined fields Customize your vendor database with u
174. l be made This next payment date is used to locate vouchers which would lose their discount if payment did not occur Accounts Payable Cash Requirements Samco Power Accounting 18 2 before it If the discount date of an invoice is earlier than the next payment date the invoice will be printed regardless of the cut off date entered below The next payment date must be a later date than the cut off date 3 Cut off date If there are many past due items the cut off date can be before the payment date so that the report can focus on the oldest items Only past due items would appear on the report in this case NOTE Each voucher s due date is compared to the cut off date specified here If the due date is after the cut off date the discount date for that voucher is compared to the payment date If the discount date falls on or after the payment date and before the next payment date this voucher is also included on the report along with vouchers having due dates before the cut off date This allows vouchers to be included on the report if their discounts will be lost if they are not paid at this time 4 Show detail This answer determines whether or not individual vouchers are to be shown on the report Use one of the following options N No vouchers will show only summary figures Y To show individual vouchers 5 Sorted by Choose 1 to sort by vendor number or 2 to sort by vendor name 6 Starting vendor 7 Ending
175. lect either D Detail format S Summary format 8 Purge file Answer Y to purge the file after printing the report or N if you do not wish the file to be purged A warning will appear if the user answers Y to the Purge distributions question and there are un interfaced entries in the file The user still has the ability to continue with the purge You are allowed to purge only if the range of account numbers entered in the Starting Ending account fields above are First to Last otherwise Purge file displays Not applicable The reason for this is that purging only some accounts would put the A P Distribution to G L File out of balance This is true whether General Ledger is interfaced or not In a multi user environment you should not purge distributions while another user is posting payables A P checks or A P open item adjustments If G L is not interfaced and you answer Y all information in the A P Distribution File within the date range will be purged after the report is printed 9 Dists to purge This field displays only if you answer Y to Purge file above Select one of the following options 1 All distributions within the date range entered above will be purged regardless of whether they have already been interfaced to G L 2 Only those distributions will be purged which are within the date range Accounts Payable Distributions to GL Samco Power Accounting 19 3 and which have already been int
176. lection you should specify that the distributions are to be purged as they are copied to the General Journal Transaction File If a power failure and computer crash should occur while running Get distributions simply restore your backup and repeat the procedure Once Get distributions has been run you may then print a General Journal Entry Edit list and compare this report with the Payables Distribution to G L Report to verify that all debits and credits have been transferred The debits and credits will only be comparable if you have purged the distributions each period If you have not purged the A P Distribution File in a previous period then the reports will not be comparable An alternative procedure is as follows 1 Back up your data files 2 Run Get distributions specifying that distributions are not to be purged 3 Run Distributions to G L specifying that the file is to be purged and only interfaced distributions are to be purged 4 Print the General Journal Entry Edit List The debits and credits printed on the edit list should be comparable to the debits and credits on the Payables Distributions to G L Report provided that you have followed this procedure each period If you have not purged the Distribution File in a previous period then the reports will not be comparable Note that if you specify that distributions are not to be purged by Get distributions and you run Get distributions again you will still never tra
177. les Automatic selection If you choose automatic selection recurring payables will be selected based on the criteria entered above Accounts Payable Recurring Payables Samco Power Accounting 13 12 Manual selection If you choose manual selection then after you complete entries on this screen the recurring payables meeting the criteria above will be displayed one by one for you to select manually which ones to turn into vouchers The Recalc taxes field on this screen is skipped for the manual selection mode 4 Recalc taxes This field is skipped in Manual selection mode Answer Y to have the GST recalculated when each selected recurring payable is turned into a voucher Otherwise the GST calculation in effect when the recurring payable was first entered will be used Answering Y here insures that any changes in GST calculation are taken into account Automatic selection When you press Enter at Field number to change 2 a period of processing occurs while the recurring payables that you have specified are selected automatically by the computer The Recurring Payables Automatic Selection Edit List will be printed to show you which recurring payables have been selected The recurring payables that are selected will be turned into vouchers when you run Use selected described later in this chapter Manual selection When you press Enter at Field number to change 2 a screen then appears for you to select
178. lowing are a few key things to keep in mind about using calculations 1 When printing A P checks the calculation registers are reset for each check section 2 The sequence number is used to determine the order in which the calculations occur 3 Calculations from headers lines and totals cannot be used interactively 4 Calculation registers are not actually printed until you enter them in the header line or totals sections using the Calculation register field Accounts Payable Forms Samco Power Accounting 9 16 Displaying a Form While entering a form you can press F2 to see what the form looks like so far Follow the screen instructions If one field overlaps another field either question marks or asterisks appear in the area of overlap Question marks display if none of the overlapping fields are conditionally printed in which case you probably need to change the position of a field Asterisks display if at least one of the overlapping fields is conditionally printed In this case you may wish to review the definitions of the overlapping fields to ensure that they do not print under the same conditions Testing a Form A test form can be printed which substitutes X s or 9 s for each field that you have selected to print You can print the test on the actual form you intend to use or on plain paper When using Prepare payment print checks you can also print a test alignment form To test your form at the
179. mco Power Accounting packages Your accountant should be familiar with your accounting software in order to serve you well and may have good advice on converting from your existing A P system The Accounts Payable Data Files In order to use this package you first must enter certain information describing your accounts payable system and how you want your transactions handled There are several different data files which you must build enter before the package will be ready for daily use Here is a brief explanation of those five files Valid G L Accounts File This file contains all of your general ledger accounts used in A P Any time you use a G L account number A P will verify that it is in this file Accounts Payable Getting Started Samco Power Accounting 2 1 A P Accounts File This file contains all of your accounts payable accounts These accounts must also exist in the Valid G L Accounts File Cash Accounts File This file contains all of your cash accounts including those used by Accounts Receivable Accounts Payable and Bank Reconciliation These accounts must also exist in the Valid G L Accounts File Company File This file is used to record information about your company such as your company name address etc A P Control File This file contains basic information which defines the way you do your accounts payable and as a result controls some of the features of the A P package For example part of th
180. mco Power Accounting 25 2 1 Payable as of date Enter the payable as of date Items that were open on this date will be included on the report Items that were fully paid on this date will not be included 2 Starting vendor 3 Ending vendor Enter the range of vendor numbers to be included on the report Follow the screen instructions 4 A P account Enter the A P account number or use one of the options F1 For the default A P account from the A P Control File F2 To scan through A P accounts on file Enter For All A P accounts 5 Show invoices Answer Y if you want to show invoices 6 Show invoice history Accounts Payable Vendor History Samco Power Accounting 25 3 If you responded N to the Show invoices 2 field above not applicable displays here Answer Y to show payments credit memos and debit memos for each invoice Answer N to show only the invoices Invoices or vendors with a zero balance on the as of date will not be printed on the report Grand totals are printed at the end of the report 7 Show aging If you choose to show the aging columns on this report it will use the Payable as of date as the aging date and the A P Control information to define the cutoff periods The date used for this report is the distribution date of the transactions The Open Payables report also includes the balance s of the Accounts Payable control account s in the General Ledger For e
181. ments you have these choices File Save what have just entered changed Like pressing Enter at Field number to change in other selections Accounts Payable A P Accounts Samco Power Accounting 5 2 Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed Like pressing Esc at Field number to change 2 in other selections Delete Delete this entire comment from the screen Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Deleting A P Accounts The F3 key is used to delete an A P account An A P account cannot be deleted if it has been entered in the A P Control File as a default A P account or if it has been entered as the A P account for a vendor There are also other checks made If you cannot delete an A P account for some reason the software will inform you with a message as to why Printing a List of A P Accounts From the A P accounts menu select Print From the screen which appears enter the following information 1 Starting account 2 Ending account Enter the starting and ending account numbers Follow the screen instructions 3 Print comments Your answer here determines whether comments will be printed Accounts Payable A P Accounts Samco Power Accounting 5 3 SAMCO
182. n file If you are turning a printer feature on such as bold condensed print or italics you will want to start the next printed field on top of the printer feature code since the printer feature code doesn t actually print anything nor does it take up space on the form One thing you might want to try is setting up a printer feature for condensed print and a printer feature that returns you to a normal print mode When setting up a field that is longer than the space on your form allows you can enter the printer feature code to switch to condensed print print the field and then enter the printer feature code to return to normal print mode Accounts Payable Forms Samco Power Accounting 9 11 Alternatively you may even want to set up a printer that prints in condensed print only and then set up your A P check form so that it is spaced accordingly Alphanumeric Numeric Date or Time and Literal Fields The remaining fields control the appearance of data on the form The fields requested depend on the type of field you selected in Field number field number 4 There are four different types Alphanumeric fields may contain any combination of letters digits and special symbols Numeric fields only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas Date fields only contain dates Literal fields contain text that you type Most literal fields are defined by pressing
183. nce a cancellation voucher is posted neither the previous voucher cancelled by the cancellation voucher nor the cancellation voucher will be recorded in that vendor s history file To enter a cancellation voucher you must know the vendor number number of the voucher to be cancelled invoice number original invoice amount distribution date and expense distribution the G L expense account where the expense was distributed of the voucher you want to cancel This information can be found on the Payables Register that shows the voucher you want to cancel You can also get this information from the Aged Open Item Report the Vendor History Report if history is kept and the Payables Distributions to G L Report unless the distributions have already been purged from the A P Distribution to G L File When you enter a cancellation voucher do not enter an invoice amount opposite in sign to the voucher you are cancelling The program automatically reverses the invoice amount of the cancellation voucher During the posting of vouchers to the A P Open Item File the program will search for a voucher with the invoice number and invoice amount that matches those on the cancellation voucher If a match is found the program will delete the voucher from the A P Open Item File and then post the distributions for the cancellation voucher to the A P Distribution to G L File with the sign of the distribution amounts reversed For the cancellation voucher
184. nd recovering your data Samco Support The user manuals are designed to allow you to use Samco s Power Accounting application software without any additional help However if you encounter problems you cannot resolve by referring to these manuals you may want to get additional assistance Your supplier should be able to provide such assistance or he may be able to recommend an independent source If all else fails contact Samco Help Desk Unit 61 7789 134th Street Surrey B C Canada V3W 9E9 Phone 604 597 4211 Fax 604 597 7320 E mail support samco com Web http www samco com Samco provides support on a fee for service basis Please ensure that you have the software release serial number s media type payment information Visa or MasterCard and other related information available when you call For a detailed description of Samco s support and customer services please check out our web site at http www samco com Training You may go to your own dealer for training however if your dealer does not offer training call Samco at 800 663 2080 Accounts Payable Getting Started Samco Power Accounting 2 6 SAMCO Building business and technology relationships EN Chapter 3 Using Accounts Payable About This Manual This manual provides the information needed to learn and use Accounts Payable In order to begin employing Accounts Payable you must first do some preliminary data preparation Refer
185. ndors At this point the transactions would have a file creation number of 0001 If you did a second run of payments to vendors and did not create an EFT file the second set of payments would have a blank file creation number At this point you could recreate the first EFT file by identifying file creation number 0001 or 1 using the Process funds transfer function Once the new or records are used to create an EFT file they will have a file creation number of 0002 or 2 Shared file numbering with Payroll for EFT files Only use this feature if you are creating EFT files in both Accounts Payable and Payroll As each internal file label in an EFT file must be unique this feature allows you to use the 6 Next file creation number in the Payroll control file as the master number that is accessed and updated each time an EFT file is created in Accounts Payable or in Payroll so you do not have to keep track of the next file number yourself Setup Go to Accounts payable gt F2 gt Setup gt Control information At Field number to change select Next file creation number Enter a new value or F2 Use Payroll Fund Transfer simply type in a new value or press F2 With F2 the system reads the Next file creation number field in the payroll control file and copies it here Accounts Payable Funds Transfer Samco Power Accounting 26 8 BOXGaVEV Y OOO HAAS dre EN 3456 NIN fo oO 00032526 52114 0000001
186. ng 26 5 TRANSIT This number identifies the vendor s bank e g 003 Royal Bank and branch It must always start with a leading zero required by financial institutions even though the leading zero is rarely if ever included in the micro encoding on the cheque BANK ACCT The number of the vendor s bank account Vendor sample cheque micro encoding gt Vendor s account number gt Bank Institution Number Royal CIBC etc gt Branch Number gt chq ignore ikan Vendore Enter OE SA AP PC G JC PO BR PI CL PS TC PER PA 100 Vermont Metal Products 2000H000 Accounts payable 50504100 5020 100 080916490 410096222 R765987821 oo oo Reason _ 709 28 8 296 07 inbox in colleen B smarTerm 1Sam 6 cs2098 57783 d MMEM ice ACCOUNTS PAYABLE gt F2 SETUP gt FORMS Accounts Payable comes with the pre defined form ESTUB which can be used as the default to print a paper confirmation stub of each electronic funds transfer created by the system However if this pre defined form is not suitable refer to the chapter on Forms in the Accounts Payable manual to tailor it to your needs Accounts Payable Funds Transfer Samco Power Accounting 26 6 Usage Electronic Funds Transfer EFT replaces the standard issuing of Payables cheques for vendors with banking information on file The software creates a file of one or more funds transfer transact
187. ng on start Accounts Payable X Export Printer Reports Samco Power Accounting C 4 2 Click on the Control Panel icon EaGontroliPanel File Edit View Favorites Tools Help 6 B Fe Search Folders E B Folder Sync Colleen Porcina Internet Internet Explorer E mail Mozilla Thunderbird rosoft Office Word amco Excalibur H SamcoApp bs Microsoft Office Outlook 2007 xz x Microsoft Office Excel 2007 Yahoo Messenger All Programs gt My Documents Fe My Recent Documents My Pictures 2 My Music gs My Computer Set Program Access and Defaults e Connect To amp Printers and Faxes i Help and Support B Control Panel g Control Panel ES 7 Accessibility B Switch to Category view Options Y See Also Windows Update Help and Support Intel R GMA Driver for Scanners and Ca 3 Click on the Folder Options icon Accounts Payable X Export Printer Reports Samco Power Accounting Add Hardware Add or Remov Administra Tools Automatic Updates Internet Keyboard Mail Mouse Netw Power Options jons Moder Options Faxes Scheduled Security Soundsand Speech Taskbar and User Windows Tasks Center Audio De C 5 Display Time StartMenu Accounts 625 8 2 RW Be Date and Fonts Firewall Game Controllers Printer
188. nse is incurred and the pre payment can then be applied to the new voucher along with the various distributions To apply a pre payment to a vendor s voucher use the Modify Open items function Adjustment to Distribution Voucher This type of voucher is used to redistribute expenses for another voucher that has already been posted to the A P Open Item File If you discover after posting a voucher that the expense distributions were wrong you can enter an adjustment to distribution voucher to reverse out the old distributions and enter new ones This feature allows you to make adjusting journal entries through A P as soon as you discover an error rather than waiting until you have interfaced the A P distributions with the General Ledger package When entering such a voucher enter only the vendor number and distribution date from the voucher you are adjusting You cannot enter any information for the rest of the fields After entering these fields enter distributions opposite in sign and for the same amount as those you want to reverse then enter the correct distributions The total of all distributions must equal zero before you can exit so that General Accounts Payable Payables Samco Power Accounting 12 3 Ledger will be in balance Cancellation Voucher A cancellation voucher is used to cancel a previous voucher that has already been posted to the A P Open Item File but has not been paid yet no check printed O
189. nsfer the same distribution from A P to G L more than once because Get distributions prevents this Thus if after step 2 in the alternate procedure above you discover additional A P transactions for the accounting period which have not yet been entered into A P simply enter and post these transactions in A P and repeat the alternate procedure starting with step 1 Accounts Payable Distributions to GL Samco Power Accounting 19 5 SAMCO Building business and technology relationships a Chapter 20 Purchases Discounts This selection prints a report comparing purchases and discounts year to date and last year for vendors of a specific type or for all vendors regardless of type Select Purchases Discounts from the A P Reports menu A screen appears for you to enter the following information Print by vendor type Answer Y to print the report in order by vendor type with subtotals by vendor type Answer N to print in order by vendor number Sorted by Choose 1 to sort by vendor number or 2 to sort by vendor name Which vendor type If you answered Y to the preceding question enter the vendor type to be included in this report or use F1 for All vendor types A sample report is included at the end of this chapter All vendors are shown except for temporary vendors In addition to the purchases percentage of total purchases discounts and percentage of total discounts the report also includes the grand totals for
190. nstructions 4 Invoice number This field appears if only one vendor is selected Enter the invoice number to purge or F1 to purge All activity for this vendor 4 A P account This field appears if more than one vendor is selected Enter the A P account number to be included in the purge or use one of the options F1 For the default A P account from the A P Control File F2 To scan through the A P accounts on file Enter For All A P accounts 5 Payment group This field appears if more than one vendor is selected Enter the payment group to be included in the purge or F1 for All payment groups 6 Purge temp vendors only This field appears if more than one vendor is selected Answer Y if you want to purge only temporary vendors from the Vendor History File History for temporary vendors meeting the other criteria will be purged If Job Cost is interfaced If Job Cost is interfaced you are asked whether you want to purge invoices with an open retainage amount An invoice can be fully paid but can have an open retainage amount which has not been paid If you purge such an invoice from the Vendor History File you lose the Accounts Payable Vendor History Samco Power Accounting 25 12 fact that there is an open retainage amount If you keep track of open retainage amounts here press Enter for N Fully paid invoices with open retainage amounts will not be purged If you track open retainag
191. nswer Y Printing a Selection List This list shows every recurring payable that has been selected It shows exactly what vouchers will be created when Use selected is run next Use this list to verify and Accounts Payable Recurring Payables Samco Power Accounting 13 17 edit your selections Choose Selection list from the Recurring payables menu Using Selected Recurring Payables When you have verified that your selection of recurring payables is correct and complete you are ready to create vouchers for those recurring payables selected The recurring payables will become vouchers in the A P Transaction File along with the other vouchers created in Payables Two types of vouchers are created Selected recurring payables with no check number become regular vouchers Selected recurring payables that have a check number become non A P check vouchers Select Use selected from the Recurring payables menu A screen appears for you to confirm whether or not to use the selected transactions Answer Y or N as appropriate Once the vouchers are created you can change or delete them through Payables Accounts Payable Recurring Payables Samco Power Accounting 13 18 SAMCO Building business and technology relationships EN Chapter 14 View Open Items This selection is used to display A P open items for specified vendors From the A P menu select View open items A screen appears for entry of a vendor Enter the follow
192. nts will be shown as belonging to the same manual check payment on the A P Check Register After the Modify Open Items Register prints a Check Register prints automatically rather than have the manual checks be included on the Check Register the next time you run Prepare Payments Print Checks Accounts Payable Open Items Samco Power Accounting 15 5 Applying a pre payment This type of modification allows you to apply a pre payment voucher to posted voucher In order to do this you must know the numbers of both the voucher you are paying and that of the pre payment voucher After selecting the voucher you wish to apply a pre payment to enter the remaining information 1 Pre pay voucher Enter the number of the pre payment voucher you will be applying to the invoice or if you have already entered a pre payment application use the option F1 To display previously entered pre payment applications for this voucher The cash account and check information for the pre payment voucher is automatically displayed 2 Amount paid Enter the portion of the pre payment you wish to apply to the invoice 3 Disc taken Enter the amount of the discount taken The discount taken must have the same sign as the amount paid Printing an Edit List Use this function to generate an edit list for proofing the modifications made to open items Select Edit list from the Open items menu Posting Modifications Select Post from the Open items me
193. nu The Modify Open Items Register is printed and the modifications are posted to the A P Open Item Vendor and A P Distribution to G L files If there are manual checks in the modifications a Check Register will be printed immediately after the Modify Open Items Register For manual payments the Vendor File is updated to reflect the discounts taken and Accounts Payable Open Items Samco Power Accounting 15 6 the distributions are posted to the A P Distributions to G L file for the accounts payable cash and discount accounts Pre payment applications will be reflected in the open item and history files Accounts Payable Open Items Samco Power Accounting 15 7 SAMCO Building business and technology relationships a Chapter 16 Aged Open Items This selection is used to print a report showing all items in the A P Open Item File The Aged Open Items Report shows the age of open items as of a particular date which you specify called the aging date You can define aging periods either by days 0 30 days 31 60 days etc or by specific dates 3 16 90 to 4 10 90 2 28 90 to 3 15 90 etc Four aging period buckets are set up according to an aging date you specify bucket bucket bucket bucket aging 4 3 2 1 date gt time oldest next oldest next oldest newest now period period period period NOTE To obtain a report of payables which are outstanding as of the end of an accounting period use the Open Payables by Dat
194. nuary 31 regardless of the due date When aging is done by due date a document becomes 1 day old on the first day after the due date A vendor s invoice due for payment on January 1 would be 30 days old on January 31 regardless of the invoice date General Ledger When your company receives payables and makes payments this activity affects not only accounts payable but also the area of accounting called general ledger General Ledger is the area of accounting where all accounting records are brought together to be classified and summarized Financial statements are printed based on this data As used here general means pertaining to many areas Ledger means a book where accounting records are kept This term evolved from pre computer times when accounting records were kept exclusively by hand in large books called ledgers General Ledger is often abbreviated G L or GL General Ledger Account Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 3 A general ledger account is a specific category under which all financial activity of a certain kind is classified For example you might have a general ledger account called telephone expenses for telephone bills Accountants are experts at defining the various G L accounts financial activity categories needed by a business Part of this definition process involves assigning an account number to each G L account Independent businesses
195. nvoice amt Inve date Journal Discount amt Dist date Reference Paid amount Fl First check Enter the check number or F1 for the first check Accounts Payable Vendor History Samco Power Accounting 25 18 E H TC AP Vendor history view by check we File fat AR IC OF SA AP PC GL FA IC PO GR PL FP TA PER PA DX SF Help SOx GaeVYRwWtt OOO AAS i gt a i Vendor history Acme Enterprises View by check number Check Bank Acct Date l 1 31 11 Amount 5 210 85 Type Computer chk Vendor 233 EXCHANGE FOR VENDORS US cmc Total amount paid 3 210 45 Total disc taken f 00 Voucher Invoice F1091 92 P O Voucher Invoice amt 2 509 43 Inve date 1 10 11 Journal AK1754 Discount amt 00 Dist date 1 31 11 Reference Paid amount 2 509 43 FI Next ShF 1 Previous F3 Print F5 Vendor data F6 Notes ENTER New check ff PgDn Next voucher PgUp Prev voucher Select from these options F1 to see the next check Shft F1 to see the previous check F3 to print check detail F5 to see additional information about this vendor F6 to see or enter notes about this vendor PgDn to view next voucher paid on this check PgUp to view the previous voucher paid on this check Enter to begin a new search Accounts Payable Vendor History Samco Power Accounting 25 19 View by invoice Select View by invoice from the Vendor History menu
196. o Power Accounting 11 8 24 Dflt distrib acct Enter the G L account number to be used as the default expense account number for this vendor When you use Payables you can either default to this account or enter a different account for expense distributions for this vendor 25 Payment group This field allows you to group vendors together for payment In Prepare payments print checks you can restrict the selection of vouchers for payment to only those in a specific payment group You may also use the payment group as criteria to e Print labels e Print vendor reports e Print the Aged Open Items Report and Cash Requirements Report Entering a payment group is optional you may leave it blank 26 GST Reg Canadian companies only Enter the vendor s GST registration number This will show up on the GST Paid report and is available for printing on checks 26 1099 id U S companies only Enter the vendor s Taxpayer Identification Number TIN or press ENTER to leave blank This is required on the form 1099 MISC which you will send to the vendor ID type This field displays if you specified above that this vendor gets a form 1099 MISC It determines which number format will be used for the 1099 ID above Enter either 1 Business The number will display in the Employer Identification Number EIN format 99 9999999 2 Employee The number will display in the Social Security Number SSN format 999 9
197. o the A P Distribution to G L File as a debit to the retainage payable account and a credit to the A P Control File cash account entered for the voucher If a discount was taken this is posted as a credit to the discount account specified in the voucher A cancellation retainage now due voucher searches for a voucher in the A P Open Item File that matches the cancellation voucher s invoice number and amount If a match is found that voucher is deleted from the A P Open Item File If no match is found the cancellation voucher is ignored If the voucher is deleted the retainage payable account is credited for the amount of the voucher and the accounts payable account is debited for the same amount Posting to A R Customer Accounts When you distribute a voucher to a customer s account an invoice is created and posted to the customer s account The G L distributions and tax calculations are automatically handled using the customer s defaults and those in the A P control file Accounts Payable Payables Samco Power Accounting 12 26 Accounts Payable Payables Samco Power Accounting 12 27 SAMCO Building business and technology relationships EN Chapter 13 Recurring Payables Use this selection to handle payables which will be repeated periodically Such things as rent loan payments and insurance premiums are in this category Here you can do the following Enter recurring payables Print an edit list of them Select them
198. of Sale Purchasing Plus Job Cost Inventory Control Plus Purchase Order Bank Reconciliation and Professional Invoicing the software automatically takes care of all double entry accounting as you enter the required information on the screen Function As used here function means one or more programs that accomplish a specific task Each selection on the main menu for a Samco Power Accounting package is a function When you select a function from the menu one or more programs automatically execute thereby allowing you to accomplish the task you selected Integrated When a set of accounting packages is integrated any information generated in one area and which is needed in another area is automatically supplied to that other area You don t have to enter the information twice Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 6 Samco Power Accounting packages fully integrate with one another When Accounts Payable is used with General Ledger any information recorded in A P which should be known to G L can automatically be transferred into G L Data Organization Most of the information you enter into your computer is stored on your disk In order for computer programs to be able to locate specific pieces of data within large masses of data and to be able to process data logically data must be organized in some predictable way Samco Power Accounting software organizes your data for you automatically as
199. of the expense will be distributed or use one of the options F1 To use the distribution account number in the Vendor File The account number must exist in the Valid G L Account File Depending on whether fixed or variable was chosen for the Entry type field Accounts Payable Recurring Payables Samco Power Accounting 13 6 either an amount or a percent is requested For a fixed entry type enter the exact amount of the distribution to this account or use the option F1 To use the payable amount remaining to distribute as displayed For a variable entry type enter the percent of the payable amount to be distributed to this account or use the following option F1 To use the percent remaining to distribute as displayed on the screen The total percent or amount remaining must be zero before you are allowed to proceed 26 Start date Enter the date on which to start using this recurring payable or use the option F1 For none no starting date 27 Final date Enter the final date on which this recurring payable is to be used or use the option F1 For indefinite no final date 28 Interval Every This specifies the time interval between uses of this recurring payable Enter a number and then a time period For instance the interval could be every 2 weeks Enter a 1 or 2 digit number then select a period D for Days W for Weeks or M for Months 29 Next date Enter the next date the recurring pay
200. oices From the A P menu select Open items then select Modify Modifying Open Items This is the screen you see Accounts Payable Open Items Samco Power Accounting 15 1 New and Existing Modifications From this screen you can work with both new and existing modifications If a modification has already been entered for the modification type vendor number and voucher number you specify that modification will appear and be available for changes or deletion Modify type For a new modification Enter the modification type C Change due date discount date or discount balance M Mark open item as manually paid P Application of a pre payment For an existing modification Enter the modification type or use the option F1 To display the next existing modification Accounts Payable Open Items Samco Power Accounting 15 2 Vendor number Enter the vendor number for the modification Voucher number Enter the voucher number for the modification or use the option F1 To display the next voucher for this vendor Vouchers already selected for computer payment will not display You cannot modify a voucher which is already selected for payment you must un select it first using Clear selections deferrals in Prepare payments print checks See the chapter titled Prepare Payments Print Checks The modification type entered C M or P causes the program to request different types of information as explained below Change
201. on will now initialize the data file used in production Its contents will be fully replaced with data from the converted file Please make sure you want to do this Are you sure Answer Y or N as appropriate The file s will now be restored A message will be displayed on the screen showing the count of the records as they are restored When the restoration of the file or files is complete the Restore a converted file menu will be displayed You may select another file to restore You may continue to restore files or press Tab to print the restore log and then return to the File Utilities sub menu A window will appear for you to select where to print the restore log A restore log shows the file s restored the number of records per file the date and time Rebuilding Data Files Rebuilding data files can be used for one of two reasons 1 A data file has become corrupted and needs to be recovered 2 To recover disk space and clean out deleted or purged records The Rebuild a file function essentially takes the good records out of a file removes the old file and creates a new file with the good records To begin select Rebuild a file from the File utilities menu You then see Accounts Payable File Utilities Samco Power Accounting B 7 Fij Enter the following information Please select file Enter the number of the file you wish to rebuild or press F1 to rebuild all of the A P data files A new sc
202. ons on this subject 4 Print invoice detail Accounts Payable HST GST Paid Samco Power Accounting 21 2 If you answered Y to purging this field defaults to Y and cannot be changed If you are not purging answer Y to include complete invoice detail Answering N will result in a summarized version by vendor Samples of each type of report are provided at the end of the chapter How to use the HST GST paid report The following is a recommended procedure for using the Print GST paid report function to calculate your input tax credit 1 Do a complete data backup as you will be purging out the file and may want to revert back to the original should something happen 2 Print a summarized or detailed version of the report but do not purge 3 Verify that the numbers on the report match up to your GL HST GST collected account if using General Ledger 4 If everything checks out OK you should now print out a final version of the report to use for calculating your input tax credit To do this be sure the cut off date is the period ending date you are remitting for and that you choose to purge Accounts Payable HST GST Paid Samco Power Accounting 21 3 SAMCO Building business and technology relationships EN Chapter 22 Payables to G L Comparison Report The Reports Payable comparison to G L will compare records interfaced in detail between the General Ledger and the A P vendor history file This can assist the
203. or Select vouchers to be paid the same as you select vouchers for printing cheques Press Tab when complete Select Record online payment and post press Enter Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 17 34 34 AP Prepare payments print checks Fle Ege AR K OF SA AP PC Gt OK OPO GR PL CL FPPP TA OTR ERR PA DK SR MP CM OS H POKGaeVKXwW s COO HAO PQ HK Prepare payments print checks Acme Enterprises Inc Please select 1 Clear selections deferrals 2 Select a group of vouchers 3 Select individual vouchers 4 Defer vouchers from payment 5 Record online payment and post 6 Pre check writing report 7 Print checks and post 8 Print register only a amp amp amp a dh Make a selection or F11 for help at any time Enter the cash account date of transaction and the list of vendors to be paid will display Enter the confirmation number you received from the bank Press Tab when complete you can check your edit list and then post you will receive an Online payment register fa b 38 AP RECOLP Fle Ege AR K OF SA AP PC Gk OK OPO GR PL Cl OFP OPS PP TA OTR IRR OPA OK SR MP CM F Help POXKGevXwts COG ARC dP QER Process payments and post Acme Enterprises Inc Record online payments manual check This Payment date 12 04 13 Next Payment date 12 15 13 Cash acct Due to vendor 00 Cash account 13557 Pay this vendor 175 00
204. or cutoff days Vendor s ref the Line Item Fields Field Name Blank line Calculation register Printer feature Suppress line Amount to pay Branch change flag Branch name branch Branch number Discount taken Discount date Due date Invoice number Invoice date Net cash amount Default Due days from the vendor s record Default Discount days from the vendor s record Cutoff day from the vendor s record Your reference or account number with the vendor from vendor s record Description Notes When this field is selected no other data is printed on the line even if it is defined Used to access register values stored during calculation routines Turns a printer feature on or off Used to suppress the printing of an entire line when a specified criteria s is met Total amount being paid for the voucher line item less discount If branch processing is used and the check stubs are printed in branch number order checks to see if the next voucher for a new branch Prints branch name for next group of vouchers if new only Prints branch number for next group of voucher if new branch only Discount taken for voucher Date discount can be taken for the voucher Date the voucher becomes due Vendor s invoice number from voucher transaction Vendor s invoice date from voucher transaction This is the amount of the voucher being paid less the Accounts Payable Forms Samco Powe
205. or if it is currently in use by A R or B R There are also other checks made If you cannot delete a cash account for some reason the software will inform you with a message as to why Printing a List of Cash Accounts From the Cash accounts menu select Print From the screen which appears enter the following information 1 Starting account Accounts Payable Cash Accounts Samco Power Accounting 6 3 2 Ending account Enter the starting and ending account numbers Follow the screen instructions 3 Print comments Your answer here determines whether comments will be printed Accounts Payable Cash Accounts Samco Power Accounting 6 4 SAMCO Building business and technology relationships EN Chapter 7 Control Information The A P Control information selection contains basic information about the accounting set up of your company The information contained in the A P Control File controls various functions in the Accounts Payable package and supplies default values for other functions To Begin Select Control information from A P menu F2 Setup You then see Accounts Payable Control Information Samco Power Accounting 7 1 F 34 AP Contec indcoomation el Fie Efe AR K CF SA AP A Gt OK FO OR Pi OG FP OPS OP UTA OTR OPER OSM OPA OOK OF Hp POXGevRXwts OOO ARO 4Pa i Setup Acme Enterprises Inc Control information 1 Default A P acct 2000000 Accounts payable 2 D
206. or number starting with an asterisk Use this selection to automatically purge temporary vendors from the Vendor File You may also print a list of temporary vendors purged A temporary vendor may only be purged if all of the following conditions are true 1 There are no outstanding unpaid open items for the temporary vendor 2 All fully paid open items for the temporary vendor have been purged using Purge open items 3 All vendor history for the temporary vendor has been purged using Purge vendor history If the above conditions are all true then there is no reason to keep the temporary vendor on file since all references to the vendor have been purged from the system To Begin From the second page of the A P menu select Purge temporary vendors You see Accounts Payable Purge Temporary Vendors Samco Power Accounting 28 1 FA Enter the following information Starting vendor 2 Ending vendor This is the range of temporary vendors to be purged Follow the screen instructions 3 A P account Enter the A P account number for which temporary vendors are to be purged or use one of the options F1 For the A P account in the A P Control File F2 To scan through the A P accounts on file Enter For All A P accounts 4 Payment group Enter the payment group to be purged or F1 to purge temporary vendors for All payment groups 5 Print or purge Accounts Payable Purge Temporary Ven
207. ord contains information about the normal terms offered by the vendor and year to date and last year purchases and discounts The Vendors by Vendor Report and Vendors by Vendor Name Report can be printed on request Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 9 Payables A P Transactions With the Payables function you can enter edit and post payables A P transactions A voucher number is automatically assigned to each new payable entered This number is used as an internal reference for each invoice and requires no extra work by the user As each payable is entered A P automatically calculates the due date discount amount and discount date based on the terms stored in the vendor record and presents them as default values which can be used while entering information Payables can be entered for temporary vendors so that one time vendors can be used without having to maintain Vendor File records for them Payable distributions can be made to an unlimited number of G L accounts Credit vouchers adjustments and prepaids can also be entered through this function The Payables Edit List is available on request as an aid in the editing process On request new payables are posted to the A P Open Item File and a Payables Register is printed Recurring Payables You can also enter and edit recurring payables A recurring payable is one that you know will occur at some regular time interval
208. ording to the number of checks that were posted Go to Accounts Payable gt Funds transfer This function is used to create the EFT transmission file which can be sent to your banking institution for the automatic disbursal of payables funds directly to each vendor s bank account s If you set Create file with checks to Y in ACCOUNTS PAYABLE gt F2 gt SETUP gt CONTROL INFORMATION you do not need to run this function as the electronic funds transfer EFT file is automatically created as part of the print cheques process If you set Create file with checks to N in ACCOUNTS PAYABLE gt F2 gt SETUP gt CONTROL INFORMATION EFT data is created in the funds transfer file but you must manually create the EFT transmission file using this function Optionally this function can be used to generate a report of previous EFT transmissions without actually generating a new file 7 21 10 Mi n a a APFT0004 DAT_ Field number to change Starting vendor Enter a vendor number press F1 for First OR use the search function to find a vendor number Ending vendor Enter a vendor number press F1 for Last OR use the search function to find a vendor number Accounts Payable Funds Transfer Samco Power Accounting 26 10 Starting check date Enter a check date or press F1 for First Ending check date Enter a check date or press F1 for Last New transfer Enter Y if you wish to
209. ors Enter you can press F2 to automatically assign the next vendor number For an existing vendor Enter the vendor number or use one of the options F1 To scan forward through the vendors on file Shift F1 To backwards forward through the vendors on file ENTER Leave the vendor number blank to look up the vendor by name Temporary vendors To designate a vendor as temporary enter an asterisk as the first character of the vendor number This provides a means to mark those vendors from whom you purchase only once or twice or with whom you do business for only a short period of time One advantage of distinguishing temporary vendors from longer standing ones is that temporary vendors can be purged as a group from the Vendor File Copy a vendor For a new vendor you can paste the data from an existing vendor to create a new vendor The purpose of this feature is to reduce data entry time for setting up new vendors where most of the data such as terms type terms due days discount days discount percent cut off day and distribution accounts are the same At Vendors amp enter press F4 You will be prompted to enter the vendor number to copy from Type the vendor number enter You will be prompted to enter the vendor number to copy to Type the vendor number enter The system will create the vendor for the new vendor and you can proceed to enter the data that is unique to the new vendor such as name address etc
210. ors menu select Print vendor labels 1 labels per vendor Enter the number of labels per vendor or Enter for count only counts the number of labels required to print 1 for each vendor 2 Print by vendor s Select 1 for vendor name or 2 for vendor number Starting vendor name or Ending vendor name or Enter the range of vendors to be included on the report Follow the screen instructions You can press F2 to enter a person s name 3 For vendor type To print labels for only one vendor type enter it here or F1 for all vendor types 4 For A P account Enter an account number or use one of the options F1 For the default A P account F2 To scan through the other A P accounts Enter For All A P accounts 5 For payment group Enter the payment group or F1 for All payment groups 6 Print vendor no Answer Y if you want the vendor s ID number printed on the labels If you entered a number of labels to print per vendor in field 1 enter 1 2 or 3 for the number of columns to print on the mailing label sheets Accounts Payable Vendors Samco Power Accounting 11 19 If you left field 1 blank the number of vendors processed and labels to print will appear on your screen Answer Y or N to print these labels If Y you are asked how many labels per vendor to print Enter 1 2 or 3 for the number of columns to print on the mailing label sheets 7 Print vendor contact If Y the vendor contact
211. ount amount then the discount percent is calculated and displayed in the Disc pct field 17 Disc acct Enter the number of the account where discounts taken will be posted for this vendor If there is no discount for the invoice you cannot enter an account in this field Enter the account number or use F1 to use the discount account entered in the Vendor File The remaining fields are numbered differently for non A P checks Rpt on 1099 for regular vouchers Appears only if the Company Canadian or U S 2 field is set to U for U S company in System Functions Company data and if the Print 1099 forms 2 field in Control Information is set to Y Accounts Payable Payables Samco Power Accounting 12 13 If this vendor is not a 1099 vendor per the Vendor File this field is set to Not applicable Answer Y to have payments against this voucher included on this vendor s 1099 MISC form 18 Branch If you answered Y to branch processing in the A P Control File enter the valid G L account section profit centre for this branch as set up in Valid sections System Functions Branch processing allows you to enter vouchers received from vendors billed directly to your branch locations and identify the branch profit centre they were billed to Your check form can then be designed to group the vouchers printed on the check stub by the branch There is no separate function for setting up your branch location
212. ounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 23 1 First create a suspense account This is a G L account used for posting adjusting entries and is normally higher than your last G L account on file i e 9998 It is the same thing as a clearing account as defined in the Glossary 2 Next create a non A P check voucher in Payables as follows Use the exact information that was used when the check was printed and posted For instance suppose you are voiding a check that was issued to pay off an A P open item of 100 00 where the discount taken was 2 00 and the check amount was 98 00 Then on the non A P check voucher use the same check number and vendor number that was on the computer check Enter the total amount of the invoice as a negative number 100 00 in this instance and enter any discount that was taken also as a negative amount Enter the full expense distribution as a negative amount to the suspense account If the check is being voided in the same accounting period in which the check was originally cut use the original check date If the check is being voided in a later accounting period use the date on which the check was voided 3 Post the non A P check voucher Since this is a non A P check voucher the A P account is unaffected However the credits that were made to the cash account and discount account because of the bad check are reversed out by the negative amounts entered
213. oups You can then individually defer from payment some of the vouchers that have been selected Verifying selections Using Pre check writing report you may print an edit list of your selected vouchers for any needed corrections It shows exactly what checks will be printed for the vouchers which have been selected It is a complete preview of your next check printing run Printing Checks Posting and Printing a Check Register Print checks and post prints computer checks for the vouchers selected for payment allows you to void any checks necessary prints the A P Check Register and then posts the checks to all necessary A P files The A P Check Register includes the computer checks just printed as well as manual checks pre payments quick checks and non A P checks entered and posted since the last time the A P Check Register was printed Voiding Computer Paid Checks After Posting There are various reasons why you might want to void a check after it has been printed and posted The check might have been issued to a vendor whose invoices are in dispute it might have been accidentally sent to the wrong vendor it might have been issued prematurely and so on If you are using vendor history voiding such computer checks is simple because all the information you need to undo the posting is still available in the Vendor History File and can be retrieved All you have to do is use Void checks See the chapter titled Void Checks
214. ow you can cursor up and down selecting and deferring individual vouchers plus we ve added the ability to select all vouchers select only current select past due only and even pay up to a certain value To setup this new functionality go to Setup Control information The two new fields used to setup the behavior of this new feature are e Dflt vcher selection method defaults to B for batch mode the new entry method while setting it to S for single mode reverts back to the original selection method e Default voucher table order allows you to select how you want the vouchers to sort by default PO number invoice number invoice net amount discount date due date or invoice date this is only a default and can be changed at any time during voucher selection 4 Defer vouchers from payment If you selected one or more groups of vouchers for payment but want to defer payment of some individual vouchers within that group you may do this here Deferrals from payment can be either temporary defer for this check run only or permanent defer until the voucher is specifically selected through Select individual vouchers Combining selection methods Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 2 Methods of selecting vouchers can be combined For example you can select one or more groups of vouchers to be paid You can also individually select several additional vouchers not in these gr
215. place The default for this field is 700 which indicates a standard business pre authorized debit SPLIT INTO 80 BYTE RECORDS enter Y if your bank requires that the transmission file be split into 80 byte records If not answer N Some but not all royal bank branches require 80 byte records with the CPA format PUT ID ON EACH DEPOSIT if using the CPA format this flag sets the originator number field on each credit transaction to the value of the funds transfer id number Enter Y if your bank requires that the funds transfer id number be placed on each deposit record created Otherwise answer N PUT TRACE ON EACH DEPOSIT Answer Y if you want a trace id attached to each eft transaction otherwise answer N A trace number is a unique identifier for each transaction which can be assigned either by the banking institution or by the accounts payable system at the time of file creation If your banking institution provides its own trace number this is handled either by their import software provided by the bank or by their data processing centre The Accounts Payable system trace number uses the following format o Prefix see field 31 o File creation number o Transfer ID see field 27 o Sequence number NOTE For the Bank of Montreal and CIBC this flag should be set to N Accounts Payable Funds Transfer Samco Power Accounting 26 3 SPLIT RECORDS INTO LINES For CPA format this indicates that the system should add
216. plays only if P O or P P is being used If entered the receiver number s must be on file in the P O or P P package and must be for the purchase order entered If no purchase order number is entered you will still be requested to enter a receiver number In this case each receiver number entered must be for the vendor of this voucher 4 Dist date Enter the date that will be assigned to all distributions for this voucher including accounts payable cash discount and expenses distributions For instance if you are processing a vendor s invoice for a previous fiscal year and you want the distributions to be dated within the current fiscal year enter a distribution date that falls within the appropriate period regardless of the document s actual date The first date to appear in the field will be the current date Subsequent vouchers Accounts Payable Payables Samco Power Accounting 12 10 will show the previous distribution date entered Enter a date or press Enter for the displayed default date For a non A P check quick check or pre payment voucher the check date entered later is automatically used as the distribution date 5 Invoice Enter the vendor s invoice number If this is a retainage due voucher enter the invoice number used on the voucher the retainage is for If this invoice number has already been used for this vendor you see a warning message showing the dollar amount and whether it is already in the V
217. printed NOTE Many fields are defined for each form type of the pre defined forms supplied with A P Selecting to print fields for several types may require a significant amount of time and paper Loading Standard Forms Samco provides a number of standard A P check forms which you can use To make these forms available for use you must first run the Load function from the Forms menu The screen displays as follows Accounts Payable Forms Samco Power Accounting 9 18 Setup Acme Enterprises Inc Forms Load Warning This routine will load all the forms from the standard A P form file APFRMF DAT in the main directory Please be sure you wish to do this Are you sure 0 Answer Y to continue with the import or N to cancel A sample listing of some of the pre defined A P check formats is provided at the end of the chapter Printing a Field Location Grid The field location grid is a tool to help you lay out your form properly When you print this grid right on your check form you will see the exact rows and columns of every piece of check information You will then be able to specify the exact row and column for each piece of information when you re requested to do so later To begin select Grid from the Forms menu The following screen is displayed Accounts Payable Forms Samco Power Accounting 9 19 Enter the following information 1 of rows on the form top to bottom Enter the number of rows to app
218. ptions Enter To see more information about the items on the screen F4 To see invoice detail and further F7 to view distributions to G L for a specific voucher F5 To see additional information about this vendor F6 To see or enter notes about this vendor Accounts Payable Vendor History Samco Power Accounting 25 14 A This will bring up a window showing the current vendor aging details along with purchase information and average number of days to pay View by Date Select View by date from the Vendor History menu You see H TC AP Vendor history view by date File Eat AR K OF SA AP PC GL FA K PO BR PE FP TA PER PA DX SF Help SOX GV Nw 1 oo ff Vendor history Acme Enterprises View vendor history by date Vendor Phone Starting date Contact Invoice Type Dist dte Invc amt Disc taken Retnge paid FI next vendor blank look up by name Vendor Enter a vendor number or use the option F1 For the next vendor on file Enter Leave the field blank to find the vendor by name Accounts Payable Vendor History Samco Power Accounting 25 15 1400 CANADA POST CORPORATION Enter starting date or F1 for earliest Accounts Payable Vendor History Samco Power Accounting 25 16 4 TC AP Vendor history view by date File Eat AR K OF SA AP PC GL FA IC PO GR PE FP TA PER PA DX SF Help POZ GaevVxXwtd ood Aas 4q4 Vendor history Acme Enterprises View vendor history by date Vendor
219. purchases from vendors are initially entered into a temporary transaction file After payables transactions have been entered and verified as correct they are posted to the permanent A P Open Item File Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 7 Often during transaction posting information in other data files is also updated For example in A P when payables are posted the account balance and historical figures in the Vendor File are also updated Alphanumeric When the manual refers to alphanumeric it means letters of the alphabet numerals numbers special symbols amp etc or any combination of all three kinds In contrast numeric or digits means only numbers Multi Company Multi Company refers to the capability to do accounting functions for multiple companies with the same set of software A user wanting to do accounting functions for more than one company can select Multiple companies see this chapter in the System Functions manual SAM Samco s Automated Manuals provides access to all your Samco user manuals at the touch of a button Simply press F10 F11 for the Windows version and begin browsing through the comprehensive library of information Spool SPOOL is a computer word meaning Save Printer Output Off Line Spooling is a technique that allows a report to be printed at a later time Instead of reports going directly to a printer they a
220. r Enter the number of the field that you wish to select or use one of the options F1 To display the next field on file that is on or after this line number and column number Enter To enter a literal text instead of a field number see the section titled Literal Fields later in this chapter If you are entering a printer function skip to the subsection titled Printer Features immediately following the 5 Conditional print 2 field explanation 5 Conditional print Answer Y if this field is to print only when some field to be specified next meets a specific condition Answer N if this field should always print If you answer Y these additional fields appear When Field When the field selection window appears enter the number of the field upon which printing is dependent Use the PgUp and PgDn keys to see additional windows value Enter the conditions that this field must meet in order for the field being defined to print First enter one of the following abbreviations EQ equal to NE not equal to Accounts Payable Forms Samco Power Accounting 9 9 GT greater than LT less than GE greater than or equal to LE less than or equal to Then enter the value that the dependent field must contain to complete the condition Press Enter to indicate a value of zero for a numeric or date field or spaces for an alphanumeric field Printing a Field Under More Than One Condition If you n
221. r Accounting 9 23 discount taken The sum of all net cash amounts should equal the check amount Orig invoice amt Original amount of vendor s invoice before discounts or partial payments Orig discount amt Original discount offered by vendor for early payment Orig retainage amt If using Job Cost original amount of retainage for the voucher Purchase order no You purchase order number from the voucher transaction Reference Reference field from voucher transaction User ID User ID who entered posted the voucher transaction s Voucher number Your voucher number from voucher transaction Notes on Check Forms Branch Processing A P allows you to sort the vouchers printed on the check stub by the branch that they were billed to To organize this on the check stub both sample check forms have incorporated a small routine for determining first of all whether you are using branch processing and secondly if you are using branch processing to organize the vouchers printed on the stub Since this is done for you don t bother changing the check formats if you plan on using branch processing CPA Compliant Cheques As at June 30 2007 all cheques across the country must be in exactly the same format This is to assist the banking institutions with the digitizing of information Consequently you must replace your Accounts Payable cheque forms with new complaint ones sometime before that deadline If you purchased or intend to purc
222. r Accounting package also keeps track of the effect of those transactions on G L For example when you make sales to or receive payment from your customers this activity affects not only A R but also G L These transactions must be recorded both in the proper A R customer accounts and in G L under the proper G L account numbers The terms debit and credit refer to the types of transactions which must be recorded in G L accounts to accurately reflect the activity occurring in all accounting areas See the Glossary of Terms in the System Functions manual for exact definitions of these terms In A P a debit memo issued by a vendor to you increases what you owe that vendor and a credit memo decreases what you owe Unfortunately debit doesn t always mean an increase in an account and credit doesn t always mean a decrease in an account In some accounting areas a debit increases a G L account and a credit decreases a G L account In other areas a debit decreases and a credit increases a G L account This occurs because of the system called double entry accounting also called double entry bookkeeping which is the standard method of accounting used today Double Entry Accounting Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 5 The concept behind double entry accounting is that every entry transaction results in balancing debit and credit entries into the General Ledger Let s look at the
223. re saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run for example overnight Bank Reconciliation Reconciliation means bringing into agreement When reconciliation is applied to checkbooks it means bringing into agreement the balance of your checkbook and the balance shown on your bank statement Product Description Accounts Payable Samco s Power Accounting Accounts Payable includes those features most asked for by thousands of users whose experiences over the past eleven years with earlier versions have helped refine it to its current level Provides maintenance and lists of the vendors Allows entering editing and posting of new payables prepaids adjustments and cancellations with edit list and journal Allows recurring payables to be entered edited and selected to turn into Accounts Payable Understanding Accounts Payable Samco Power Accounting 1 8 vendor invoices Recurring payables can be selected by cut off date and group allowing automatic selection Prints an A P open item report Allows on line vendor account inquiry Prints a cash requirements report Prints a cash disbursements projection report Allows flexible payment selection including partial payments with a check selection edit list Prints A P checks and a check register User customizable check formats
224. recurring payables entries manually Entries which are selected here will be turned into vouchers when you run Use selected Accounts Payable Recurring Payables Samco Power Accounting 13 13 F1 Enter the following information 1 Vendor To find the recurring payable you want enter the vendor number or use the option F1 Toscan through recurring payables matching the parameters entered on the previous screen Follow the screen instructions 2 Invc code Enter the invoice code of the desired recurring payable or use the option F1 For the next recurring payable for this vendor If this recurring payable has already been selected you are informed of this and asked if you now want to unselect it Answer Y or N as appropriate If the recurring payable was not previously selected you are asked Select this entry 2 If you answer N the screen clears for you to enter another recurring payable to select If you answer Y this recurring payable is selected and processing occurs as follows For a fixed recurring payable Accounts Payable Recurring Payables Samco Power Accounting 13 14 1 The next date stored in the recurring payable is displayed for the invoice date 2 The due date and discount date calculated from the terms entered for this recurring payable are calculated and displayed 3 At this point you are allowed to change fields as usual If you change the invoice amount you should also change the non d
225. red Delete Permanently deletes the note Jump Allows you to enter a specific date for viewing notes Accounts Payable View Open Items Samco Power Accounting 14 4 Load from Alternate Allows you to load notes for this customer from another customer s notes At Enter Load ID enter the customer to copy notes from and follow the screen instructions New Start a new note If you have made any changes to the current note those changes are lost Print Print a report of Notes for the current vendor Save After entering a note this selection permanently saves the note Find List notes on file one note per line for selecting note to display See detail later in this section PgDn View a later dated note PgUp View an earlier dated note Home View the earliest dated note oldest End View the newest note on file Finding a Note When the Find option is used in the F1 Menu option a screen similar to the following is displayed Accounts Payable View Open Items Samco Power Accounting 14 5 samiool samco Software Inc Notes command menu Tal 61 7789 134 Street i H sata Surry BC CAD 604 597 4211 130 65597 07 15 20 000 131 26574 07 15 20 000 CII N g 1 SHIP 05 01 20 Ship from Surrey Warehouse via Purolator Use the Up and Down arrows to move to the note to display The following options are available F1 To display the next screen of notes on file for this vendor
226. reen will appear showing the status of each file as it is being rebuilt Once completed you are returned to the Rebuild a file screen Change Vendor Number Select Accounts Payable F2 File utilities Change vendor no This allows you to change a vendor s number The number must not be for an existing vendor All open transactions and historical data will be updated to reflect the new number When the new vendor already exists the system merges together the data of the From vendor with the data of the To vendor Set vendor GL account numbers Select Accounts Payable F2 File utilities Set vendor GL account numbers at the field A P acct F4 now displays a modified pop up window The numeric account identifiers have been replaced with codes to allow for future processing functionality Accounts Payable File Utilities Samco Power Accounting B 8 Ble Edit Help BPOXGevxewvnt t OOO ARS 40a FH Load Open Items Function Select A P F2 File Utilities Load A P open items This allows you to manually create or edit A P open item transactions Its primary function however is for new installations where vendor open items and history needed to be loaded Accounts Payable File Utilities Samco Power Accounting B 9 Accounts Payable File Utilities Samco Power Accounting B 10 SAMCO Building business and technology relationships EN X EXPORT PRINTER REPORTS Available reports e Aged
227. ress 1 2 Enter up to two address lines for this vendor 5 City Enter the city for this vendor 6 Country Enter the country code or enter to access the pop up menu of country codes 7 Province Enter the two letter abbreviation for Province or State or enter to access the pop up menu of Provinces and States 8 Postal Code Enter the Postal code It must be entered in X9X 9X9 format or you will receive an error message 9 Phone Accounts Payable Vendors Samco Power Accounting 11 4 Enter a phone number for this vendor 10 Phone Enter the phone number 11 E mail Enter the e mail address 12 Web site Enter the web site address for this vendor 13 Fax Enter the vendor s fax number If you are interfacing with a fax application such as VSI Fax be sure to enter in a proper fax number no letters 14 Vendor type Enter the vendor type This is a code of your own choosing used mainly for your reference The Purchases Discount Report can be printed by vendor type allowing better analysis of vendor activity It is also used by the Purchasing Advice Report in the Purchase Order module 15 Vendor status Vendor status refers to how this vendor is treated in respect to payments and discounts Enter one of the following status codes ENTER Normal activity is allowed and discounts are taken according to the vendor s terms A Normal activity is allowed but you always take any discount The
228. ribution voucher Transfer voucher Retainage now due only if you are using Job Cost IDISIS 1 VLOIZIaniw For the first voucher the type will default to R Later types will default to the previous type entered 2 Vendor Enter the vendor number for this voucher or use one of the options F1 To scan through the vendors on file Enter To look up the vendor by name F6 To use the same vendor as the last payable entry A control file flag SHOW VENDOR ADDRESS has been added and needs to be set in AP gt F2 gt SETUP gt CONTROL INFORMATION second page When the field is set to Y AP gt PAYABLES gt ENTER displays the vendor address and phone number of the entered vendor in a pop up window Press ENTER to continue with the entry of the voucher or TAB if the wrong vendor was entered If the field in CONTROL INFORMATION is set to N there is no change to the existing behaviour Temporary Vendors Vendors who are not permanently entered in the Vendor File are referred to as temporary vendors Temporary vendors can be paid using regular vouchers non A P check vouchers and quick check vouchers only To pay a temporary vendor enter a vendor number that starts with an asterisk You will be prompted to enter some information for this vendor and it will be added to the Vendor File if it is not already present A temporary vendor is processed by the software in the usual way including appearing on vendor histo
229. rint Checks Samco Power Accounting 23 13 Shared numbering with Payroll for checks by cash account Use this feature if you want to share a series of check numbers between Accounts Payable and Payroll This feature allows you to set a cash account and its Last check in the Payroll control file as the master number that is accessed and updated each time a check is created in Accounts Payable or in Payroll Setup Go to PAYROLL gt F2 gt SETUP CONTROL INFORMATION At Field number to change select Permanent check number If the system displays the message Change not allowed press F2 to allow a protected change You now have two options e Enter a check number ENTER OR e F1 to use a Cash Account simply type in the number of the cash account to use or to select from the Find Cash Account pop up window Once you have selected the cash account the number of the cash account and the Last check from the cash account record are displayed Usage When Payroll control information is set to reference the a cash account complete with its Last check each time a computer check s is posted in either Accounts Payable or Payroll the Last check for the cash account specified is incremented according to the number of checks that were posted Special note To activate Allow protected changes go to SYSTEM FUNCTIONS gt COMPANY DATA and set Allow protected changes to Yes 4 Starting check The system enters default v
230. rlier in this chapter except that they all refer to the retainage amount now due The remaining information is entered in the same way as for R N or C type vouchers No distributions are entered for retainage vouchers The posting program Accounts Payable Payables Samco Power Accounting 12 6 automatically creates the distributions using the account numbers in the A P Control File and the Job Cost Control File To Begin Select Payables from the A P menu then select Enter NOTE Recurring payables selection 4 is discussed separately in the next chapter Entering Vouchers This is the screen you see Payables Acme Enterprises Inc Enter Voucher 1 Type 2 Vendor Terms 3 P O Recvr s 4 Dist date 13 Disc days 5 Invoice 14 Disc date 6 Inv date 15 Disc pet 7 Inv amt 16 Disc amt 8 GST amt 17 Disc acct 9 Reference 10 Non dise 11 Due days 12 Due date USER SSI F1 next voucher F2 add anew voucher F5 line selection New and Existing Vouchers From this screen you can work with both new and existing vouchers If a voucher has already been entered but has not yet been posted you can enter the voucher number for it and it will appear and be available for changes or deletion Vouchers that have been posted are no longer accessible here Voucher For a new voucher Accounts Payable Payables Samco Power Accounting 12 7 This is the unique voucher number for this payable Us
231. rms Currency CAD 3 P 0 Recvr s 4 Dist date 8 02 20 13 Dise days None S invoice 100100 14 Disc date None 6 Inv date 3 02 20 15 Disc pet oo 7 Inv amt fi 500 00 16 Disc amt o 8 GST amt 71 43 17 Disc acct Not applicable 9 Reference ae 40 Non dise 71 43 s_i 18 Branch 000 1 Due days 30 2 Due date 9 01 20 Dist Acct Inve Description Distrib amt E Amount remaining 1 428 57 F2 for customer If Purchase Order or Purchasing is Being Used If you are also using either the Purchase Order or Purchasing modules and there is a purchase order P O for this voucher you will be asked if you want to automatically transfer the distributions from the purchase order If you do all distributions for all lines of the purchase order are scanned and one distribution is created for each different account found The voucher number from Voucher Receivings now appears in the View Received PO history and on the PO reports Received PO history If Inventory Management is Being Used If you are using the Inventory Control Plus package and this payable is an invoice for a receiving previously posted in I C then you must distribute the payable to the account which is listed in the I C Control file as the B S liability account In order to understand why the B S liability account is used as the expense account for the payable we must fir
232. roup by A P account If you group vendors by A P account all vendors for a certain A P account appear together Answer Y to print the open items in order by A P account number 7 For which A P account Enter an account number or use one of the options F1 For the default A P account F2 To scan through other A P accounts Enter For All accounts 8 Show zero bal vendors Your answer here determines whether vendors with a zero balance as of the aging date appear on the report 9 Detail or summary Type D to print a detailed report or S for a summary report The summary report shows the total account balance for each aging period while the detailed report shows all items for each vendor in addition to the aging balances 10 Vendor payment group Enter the vendor payment group to appear on the report or use the option F1 For All vendor payment groups 11 Include items past aging date Accounts Payable Aged Open Items Samco Power Accounting 16 4 Answer Y to include open items that are past date entered in the Aging date field 12 Show invoice or P O This field appears only if you are printing a detail report Type P to print the P O number or to print the invoice number A second screen appears for you to define aging periods 1 Define aging periods by Type D to define aging periods by days S to define them by specific dates or use F2 to re use all of the entries made on this
233. ry and type DONE to continue You are now prompted Is the check just printed OK 2 If you answer Y the transaction is completed and processed If you answer N the entire transaction is voided Due to the nature of quick checks once they have been printed they cannot be changed or deleted They must be posted with all other vouchers and a check register run off In order to cancel out a quick check that has been verified as OK you must enter a non A P check voucher to counter balance the entry Printing an Edit List Select Edit list from the Payables menu The Payables Edit List is identical to the format of the Payables Register Posting Vouchers From the Payables menu select Post You are prompted Post transactions entered by which user Enter the user ID who entered the transactions you wish to post or press F1 to post the transactions entered by All users Accounts Payable Payables Samco Power Accounting 12 23 The Payables Register will be printed and the vouchers will be posted to the Vendor A P Open Item A R Open Item if a distribution is made to a customer s account A P Distribution to G L and Vendor History Files The vendor s AP account has been added to AP transaction register Date 08 27 12 Time 16 14 48 Acme Enterprises Inc Report 5139 Page 0001 PAYABLES REGISTER Vchr Vend Vendor name Inv date Invoice Inv amt Due day s Due date Chk Chk date Type User Vendor terms Dist dat Pr
234. ry reports and the A P Distribution to G L report except 1 Purchases and discounts totals are not kept for temporary vendors See the Purchases Discounts chapter Accounts Payable Payables Samco Power Accounting 12 9 2 Vouchers for temporary vendors are not included in the Data Integrity Check See the Data Integrity Check chapter 3 A partial payment cannot be made for a temporary vendor If a voucher is to be paid it must be paid in full Cancel vch For a cancellation voucher enter the number of the voucher to be cancelled 3 P O Enter the purchase order number that authorized the purchase from the vendor Entering the purchase order number or a receiver number see below is optional However if you are using the Purchase Order or Purchasing Plus packages you should enter the number If either the Purchase Order or Purchasing package is being used A search will be made in the Purchase Order File to find the purchase order entered If it is not found a warning will display saying that the purchase order is not found Entering an unfound purchase order is still accepted If a purchase order is found it must be for the vendor number entered On the same line as the purchase order field RECVR S displays followed by four fields to accept receiver numbers for the purchase order Receiver numbers are numbers corresponding to the receiving paperwork for goods authorized by the purchase order RECVR S dis
235. s EN Chapter 24 Void AP Checks This selection allows you to automatically void an AP check after it has been printed and posted using Print checks and post It also allows you to void a manual check which was entered and posted using Modify It does not allow you to void a non AP cheque refer to the chapter Payables Non AP Check Voucher You might have to void a posted check issued to a vendor whose invoices are in dispute one accidentally sent to the wrong vendor one issued prematurely and so on The effect of Void checks is essentially to undo the check as if it had never been cut In order to use this selection you must have chosen to keep vendor history in Control information Vendor history information is used by the Void checks selection to determine which vouchers were fully or partially paid by a check If you are not keeping vendor history then you must use the procedure outlined near the end of the chapter titled Prepare Payments Print Checks in order to void a check NOTE This selection is not used to void non A P or pre payment checks Such checks would be voided by entering a negative non A P check in Payables for the same amount as the original check Conditions Under Which Checks Can Be Voided You can use this selection to void a check under the following conditions ig The vendor who was paid by the check is still in the Vendor File Accounts Payable Void Checks Samco Power Accounting 24 1 2 The
236. s They are assumed to be profit centres and need only be set up in the Valid sections function for your G L accounts profit centre sections as specified in the Company data function For example if you are using a 2 section G L account number and have specified that the second section is your profit centre you would set up your branches in the Valid sections function for the second section When entering a voucher you would enter in the profit centre valid section value which identifies the branch the voucher was invoiced to For a Non A P check or Pre Payment Voucher The next three fields 18 19 and 20 are displayed only for non A P check or pre payment vouchers Branch 2 is field 21 in this case 18 Check Enter the number of the check used to pay this invoice or use F1 if you are entering a pre payment print a quick check Expense Distributions NOTE If you are using Job Cost skip to the section titled Job Cost and Expense Distributions If you are entering a pre payment transaction and are generating a quick check skip to the section titled Quick Checks and Pre Payments After the information for fields 1 through 18 or 21 is entered the screen will display for you to enter the expense distributions as follows Accounts Payable Payables Samco Power Accounting 12 14 Payables Acme Enterprises Inc Enter Voucher 133 1 Type Regular 2 Vendor SAMLOO Samco Software Inc Te
237. s added to form field selection SCOXGSVKVItY COO ARS dP ET ESTUB Funds Transfer Stub w email cript Fild Description i endor payment group 46 Vendor s curr rate dor address 1 38 Vendor terms desc Vendor address 2 39 Vendor type Vendor address 3 40 Vendor due days dor contact 41 Vendor discount days Vendor email gt 42 Vendor cutoff days Vendor fax number 43 Vendor s ref ie cee Vendor GST reg 44 Vendor s currency 5 i PS PS Tae ea 36 Vendor phone number 45 Vendor s curr desc ee PRINTER FOR STUB specify a default printer for the funds transfer stubs After you set the default printer the system will no longer prompt for the stub printer Accounts Payable Funds Transfer Samco Power Accounting 26 4 However it will continue to prompt for the register printer Enter a printer number or use the search Feature to select a printer from the pop up window Note that if you are using the form estub the printer must have a printer type of 530 or 531 OUTPUT FILE FORMAT Press ENTER to default to the CPA file format for the EFT file 1 to use the Royal Bank file format 2 to use the Toronto Dominion Bank file format 3 to use the National Bank CPA or HSBC CPA file format 4 to use the CIBC file format 5 to use the ScotiaBank file format CPA CURRENCY CODE CAD Canadian c
238. s and Regional and Language Wireless Netwa Folday Gutters ile Types Offline Files 4 Click on the File Types tab Show common tasks in folders Use Windows classic folders Browse folders Open each folder in the same window Open each folder in its own window Click items as follows i Single click to open an item point to select a Underline icon titles consistent with my browser Underline icon titles only when point at them Double click to open an item single click to select Restore Defaults Foldsy Gutlosis General View File Types Offline Files Registered file types Extensions File Types A DOTX Microsoft Office Word Template DOY Microsoft Office Excel ODBC Query fi DRY Device driver g DSN Data Source Nagg ReDUN Dialup Nety DVA MS Microsg C cim bdin ni Oi nm Thaman Cila Delete Change To chafige settings that affect all AudioCD files click Advanced 5 Drag the scroll bar To TAB OR Accounts BYE Id AB X Export Printer Reports Samco PowerJAdEqurkGhsl C 6 Apply Fulday Gutlsis General View Registered file types Extensions File Types gt STM SmarT erm Macro Language ga stw SmarT erm Session SWF Shockwave Flash Object Bisws Smarlerm WorkSpace SYS System file REJSEN 4 EA tov e arn Taalhar B Details for TAB exten
239. s distributions to cancel the original voucher s distributions the distribution dates of both vouchers must be identical If two or more cancellation vouchers exist which are identical to each other posting of the cancellation vouchers will not be allowed until you change or delete one of them If you have duplicate vouchers in the A P Open Item File and want to cancel each of them do so in separate posting runs Transfer A P voucher This function was designed to transfer a voucher to a different vendor without having to credit the first vendor and enter it again for the second vendor It is designed to be used for clients wishing to pay a voucher or series of vouchers by credit card and then issue cheques to the credit card company It allows for the credit card Accounts Payable Payables Samco Power Accounting 12 4 statement to be checked against the AP account with all vouchers in one place It does not create journal entries The vendors must be set up as for normal use The user must know the voucher number not invoice number that is being transferred Use the AP gt PAYABLES functions as usual There is a voucher type T for transfer At the vendor number enter in the vendor to which the voucher will be transferred For example you have a vendor for AMEX and you wish to pay a voucher from SAMCO with the Amex card Enter in AMEX as the vendor on this record Next enter in the voucher number that you want to transfer over to AMEX The
240. s field to R for reference or V for Vendor name If the distributions are manually sent to the General Ledger with GL Get Distribution enter R at the time to indicate that the reference is desired Voucher Selection Screen You can cursor up and down selecting and deferring individual vouchers plus we ve added the ability to select all vouchers select only current select past due only and even pay up to a certain value To setup this new functionality go to Setup Control information The two new fields used to set up the behavior of this new feature are e Dflt vcher selection method defaults to B for batch mode the new entry method while setting it to S for single mode reverts back to the original selection method e Default voucher table order allows you to select how you want the vouchers to sort by default PO number invoice number invoice net amount discount date due date or invoice date this is only a default and can be changed at any time during voucher selection Show Vendor Address When this field is set to Y AP gt PAYABLES gt ENTER displays the vendor address and phone number of the entered vendor in a pop up window Press ENTER to continue with the entry of the voucher or TAB if the wrong vendor was entered If the field in CONTROL INFORMATION is set to N there is no change to the existing behaviour Shared file numbering with Payroll for EFT files Only use this feature if you are
241. s or services you have received A P accounts should also be set up for provincial and federal tax collection agencies for the remittance of taxes collected such as PST and GST A P provides for an unlimited number of accounts payable accounts You may define as many as your business needs You can set up multiple A P accounts and then assign each vendor to one of those accounts All postings payables and checks for a vendor will debit or credit the A P account associated with that vendor To Begin Select A P accounts from page 2 of the A P menu and then choose Enter Entering A P Accounts From the screen which appears you can work with both new and existing A P accounts Accounts Payable A P Accounts Samco Power Accounting 5 1 4 Comments Enter the following information 1 A P account Enter the A P account number If the account you enter does not already exist in the Valid G L Accounts File you may add it here Option F1 For the next A P account on file If this account already exists in the Valid G L Accounts File its description displays If not enter the description 2 Comments Enter any comments about the A P account Enter text in much the same way as most word processing programs using the Enter key Up Down keys Delete key Tab or Esc when done etc When you are finished entering text press Tab and follow the screen instructions When you press Esc or Tab while entering com
242. s to print Your entry must be higher than the line number specified for First line for line items field number 9 12 Use 2 Stub 13 Repeat the first Vouchers 14 First line for 2 stub Enter the first line number for the 2 stub 15 First line for totals Enter the first line number on which totals information is to print Your entry must be higher than the line number specified for Last line for vouchers field number 10 and less than the number of lines specified for Length field number 6 Make changes as usual For an existing form you are then asked View change form layout Answer Y if you wish to review or work with any of the fields to be printed on the form When defining a new form or if you specified to view the layout of an existing form the screen appears as follows 16 Printer Use the Printer field to identify the default printer for cheques Follow the system prompts Accounts Payable Forms Samco Power Accounting 9 6 Setup Acme Enterprises Inc Forms Enter FormiD o9ssc Laser_30 09 SSC 8 LPI 1 Field group o 2 Line number H headers L line items T totals F1 next field F2 display form On this screen you describe each field to be printed on the form Up to 200 fields may be selected to print on each form For each field enter the information as follows 1 Field group Enter H if the field is part of the Header group top portion of the check stub L for
243. sages on the edit list that indicate that the check cannot be voided These messages correspond to the constraints on check voiding described above 6 Verify that the vouchers paid by the check as shown on the edit list are the same vouchers that were paid by the check originally Consult your original A P Check Register or Modify Open Items Register 7 Post the void check transaction To Begin Select Void checks from the A P menu Then select Enter from the Void checks Accounts Payable Void Checks Samco Power Accounting 24 3 menu Entering Checks to be Voided You see 1 Cash account Enter the cash account number or use one of the options F1 For the next void check entry F2 Toscan the cash accounts on file 2 Check number Enter the number of the check to be voided 3 Check date Enter the date the check was written 4 Check type Enter either C for computer M for manual or P for prepaid check Accounts Payable Void Checks Samco Power Accounting 24 4 5 Dist date The date displayed is the original check date If you are voiding the check in the same accounting period as it was posted press Enter to use this date If you are voiding the check in an accounting period which is later than the one in which it was originally posted enter a distribution date within the current accounting period 6 Reference Enter whatever reference you wish Printing an Edit List Select Edit list
244. scan through the cash accounts on file Enter For All cash accounts 2 Starting vendor number 3 Ending vendor number Enter the range of dates you wish to include on the check register Follow the screen instructions 4 Starting check date 5 Ending check date 6 Show invoice detail If you don t show invoice detail one summary line will print per check If you do show invoice detail each voucher paid by the check will be printed beneath the Accounts Payable Vendor History Samco Power Accounting 25 5 summary check line 7 Print order Select 1 for date order or 2 for check number order Vendor History Report This report prints out all vendor history information within a range selected regardless of whether an invoice is open or not Invoices will be grouped by vendor This report can be printed for vendors having a specific A P account or belonging to a specified payment group This report will usually contain a lot more detail than the Open Payables by Date Report Names of temporary vendors are also printed on the report Select Vendor history report from the Vendor history menu This is the screen you see 1 Starting date All invoices distributed after this date will be included on the report Accounts Payable Vendor History Samco Power Accounting 25 6 2 Ending date All invoices distributed before this date and after the Starting date will be included on the report 3 Starting vendor
245. ser defined fields AP allows you to set 30 unique fields using the User defined fields function on page 2 of the AP main menu A control file flag USE USER DEFINED FIELDS has been added and needs to be set in AP gt F2 gt SETUP gt CONTROL INFORMATION second page When the field is set to Y the following functions are either added or affected User defined fields New Forms more fields Vendors gt Enter Print vendors Find vendors Track vouchers by branch This field appears as N A if you are not using multiple G L account sections Answer Y if you want the ability to distribute vouchers received from suppliers by the branch they were billed to and subsequently be able to sort the vouchers on the check by branch This functionality is useful for companies that have branch locations which receive billings for purchases directly from the supplier but where payment is made by head office When the voucher is received into head office the branch ID profit centre is entered for the distribution A check stub can then be designed using Forms to sort the vendor s vouchers by the branch profit centre they were billed to when the check is printed U S Companies Only If you have set the Company Canadian or U S in the Company data to U U S for this company ID the following fields will appear in replace of the GST information Print 1099 forms If you wish to produce 1099 MISC IRS reports for selected vendors
246. sion Opens with Se Microsoft Office Excel To change settings that affect all AudioCD files click Advanced Accounts Payable X Export Printer Reports Samco Power Accounting C 7 Fuldsy options General View File Types Offline Files Registered file types Extensions File Types gt STM SmarT erm Macro Language STW SmarTerm Session SWF Shockwave Flash Object 6 Click Delete to remove the SWS SmarTerm WorkSpace file type sys System file a OR TAB TAB File a Click Change to change the FTO CenneTaen Tanha iv default for Opens with Details for TAB extension Opens with Microsoft Office Excel To change settings that affect all AudioCD files click Advanced Apoy Accounts Payable X Export Printer Reports Samco Power Accounting C 8 How to set the default for opening a Samco tab file in Windows 7 1 Begin by clicking on the Windows icon 2 Click on Control Panel gt Documents Pictures Music Computer Control Panel 8 Mozilla Thunderbird hal Snagit 10 Editor gt i M ee M1 excalibur 34 C Snagit 10 Devices and Printers Default Programs e 4 Samco 11 04 33 45 Help and Support 3 Click on the Default Programs icon View by Large icons Adjust your computer s settings Lee AutoPlay 3p Backup and Restore kad Action Center Fay Administrative Tools Date and Time Default Programs E Display M Color Management Credential M
247. st consider what occurs when receivings are posted in I C Receivings transactions in I C always debit the item s inventory account and credit the B S liability account which is contained in the I C Control file Accounts Payable Payables Samco Power Accounting 12 15 Later when the invoice for the receivings is sent to you by the vendor and you enter it into A P if you set the expense distribution to be the same account which was originally credited at the time of the receiving in I C i e the B S liability account the net effect will be to debit inventory and credit accounts payable At the time of receiving DR Item s B S inventory account CR B S liability account At the time of voucher entry DR B S liability account as the expense distribution CR Accounts Payable The net effect is DR Item s B S inventory account CR Accounts Payable The B S liability account may be a clearing account It can also be a liability account called Unmatched receivings or Uninvoiced receivings You should consult with your accountant to determine the exact account to be used Acct This is the account number for the expense distribution The account number is verified against the Valid G L Account file and the account description is displayed If you enter the account number of an existing distribution the amount will display Enter the account number or use the option F1 To use the default distribution account
248. st due before the next check printing run It may or may not be eligible for discount Optional means that the voucher s due date is on or after the next payment date and the voucher s discount date is on or after the payment date but before the next payment date An optional voucher will not fall past due before the next payment date but the discount will be lost if payment is postponed until then The following terms are also used on the report Valid Discount A discount is valid only when payment is made on or before the discount date for that voucher unless the vendor s status as defined in the Vendor File is A Accounts Payable Cash Requirements Samco Power Accounting 18 4 always take discount The amount of valid discount shown on the report is the discount balance the original discount minus any discounts already taken for that voucher Net Amount This is the amount of a voucher minus the valid discount for that voucher Discount Lost If all or part of the original discount amount remains but the discount is no longer valid the discount balance is referred to as the discount lost On the sample Cash Requirements Report the vouchers for vendors 100 and 300 are current because their due dates are on or after the payment date but before the next payment date The vouchers for vendors 500 and 800 are optional because their due dates are on or after the next payment date while their discount dates are between th
249. start with the letter A e g after Abbot Enterprises but before Advanced Associates Entering a Person s Name First name Last name If you use this option enter the first name and middle initial if you wish then the last name of the vendor Accounts Payable Vendors Samco Power Accounting 11 3 When printing the Vendors by Vendor Name Report the last name will be used for alphabetical placement For example if you enter John Smith after pressing F2 then print the Vendors by Vendor Name Report this vendor would print after Sara Samuels and before Barry Spencer When a vendor s name is entered in this format you may search for the vendor using the last name For example in the Payables selection when entering a voucher you can search on the vendor s last name if you do not have the vendor s number to hand Because you may only search on the last name it might not be advisable to use this format if you have a very large number of vendors who have the same last name NOTE If you change an existing vendor s name it will also be automatically changed on any recurring payables for the vendor If you have several recurring payables set up for this vendor this may take some time Gets 1099 Applies to U S companies only This determines if a 1099 MISC form will print for this vendor at the end of the year This field displays only if the A P Control File specifies to print 1099 MISC forms 3 4 Add
250. t shown on the aging report For instance if you entered 150 a document 170 days old would be ignored 12 Aging period 1 descrip Enter a brief description of this aging period or use the option F1 For Current Whenever you use these aging periods on the Aged Open Items Report the descriptions for this field and the next three fields will be printed 13 Aging period 2 descrip Enter a brief description of this aging period or use the option F1 For Over 30 days 14 Aging period 3 descrip Enter a brief description of this aging period or use the option F1 For Over 60 days 15 Aging period 4 descrip Enter a brief description of this aging period or use the option F1 For Over 90 days Accounts Payable Control Information Samco Power Accounting 7 4 16 Check format to use Enter the default A P check format to use when printing checks see the chapter titled Forms later on in this manual Samples of a few of the pre defined formats supplied by Samco are available at the end of the chapter titled Forms later on in this manual Check printer Enter the check printer default Keep vend history file Answer Y if you want to keep a vendor history file We recommend that you answer Y here The only reason not to keep this history file is if your hard disk has very limited space See the chapter titled Vendor History for a full explanation Your answer determines if vouchers and payments wil
251. tect and resolve variances later See the chapter titled Data Integrity Check 12 Begin using the A P package on a regular basis making all entries through this package unless you are using Purchase Order or Purchasing Plus See the chapter titled Guide to Daily Operations Regular Use When you have finished building your data files as above you will be ready to use A P on a regular basis The remaining chapters in this manual show you how to Enter payables Enter recurring payables Print the Aged Open Items Report View a vendor s invoices Modify A P open items Print the Cash Disbursements Projection Report Print the Cash Requirements Report Prepare payments and print checks Void checks Print the various vendor history reports Accounts Payable Getting Started Samco Power Accounting 2 5 Print the GST Paid Report Purge fully paid open items Purge temporary vendors Print the Payables Distributions to G L Report Print the Purchases Discounts Report Perform year end functions See the year ending checklist in the chapter titled Guide to Daily Operations Perform a data integrity check Appendix 1 explains how to initialize create from scratch your A P data files You may never need this function but it is included just in case If you use multiple companies you may have to create data files for additional companies with this function Appendix 2 explains various file utilities for exporting importing a
252. ted as is This is most suitable for fixed recurring payables which usually require no changes 4 Group You may set up groups of any kind here so that you may later select a group of recurring payables from which to create vouchers Enter the group to which this recurring payable is to be assigned or use one of the options F1 To assign this recurring payable to the payment group for this vendor F2 To assign this recurring payable to the vendor type for this vendor Accounts Payable Recurring Payables Samco Power Accounting 13 3 You can set up separate groups for fixed and variable recurring payables Then you could choose the fixed group in Select for use and use automatic selection on them Similarly you could choose the variable group and use manual selection for them so that you could enter the varying information 5 P O number Enter the purchase order number authorizing the recurring payable if any 6 Amount due Enter the amount due including GST It can be zero for a variable payable but a fixed payable must have a non zero amount 7 GST amount Enter the GST portion of the amount due previous field or use the option F1 To default to the amount calculated using the GST percentage from the A P Control File 8 Non disc amt Enter any part of the vendor s invoice that is not eligible for a discount This amount must have the same sign as the amount due F1 To default to the GST amount
253. ted if any of these conditions exist The vendor has open items on file The vendor receives a 1099 form U S Companies only Accounts Payable Vendors Samco Power Accounting 11 16 The vendor has reportable 1099 amounts The vendor has GST transactions There are also other checks made If you cannot delete a vendor for some reason the software will inform you through a message as to why Printing Vendors by Vendor This report lists vendors in numeric order by vendor number Report criteria as follows 1 Starting vendor 2 Ending vendor Enter the range of vendors to be included on the report Follow the screen instructions 3 A P account Enter an account number or use one of the options F1 For the default A P account F2 To scan through the other A P accounts ENTER For All A P accounts 4 Payment group Entering a single group will show only vendors for that payment group Enter the payment group or press F1 for All payment groups 5 Report format Answer B to print the brief version of this report which includes one line for each vendor listing the vendor s number name contacts phone numbers and terms Alternatively select F for the full version to include all vendor data 6 Print notes Displays not applicable if printing brief report If you want the vendor notes to appear on the list answer Y 7 Print extra contacts Accounts Payable Vendors Samco Po
254. tion 1 Cut off due date This is the latest due date for which fully paid open items are to be purged Enter the date or use the option F1 For Latest purge all fully paid open items which meet all other criteria regardless of due date 2 Starting vendor 3 Ending vendor Enter the range of vendor numbers for which fully paid open items are to be purged Follow the screen instructions Only vendors in the specified range will have their fully paid open items purged 4 A P account Enter the A P account number for which fully paid open items are to be purged or use one of the options Accounts Payable Purge Open Items Samco Power Accounting 27 2 F1 For the A P account in the A P Control File F2 Toscan through the other A P accounts on file Enter For All A P accounts 5 Payment group Enter the payment group to be purged or use the option F1 For All payment groups 6 Purge or print Select one of the following To print a list of items eligible to be purged without purging 2 To purge the fully paid open items which meet all the criteria entered above without printing a list You could select this if you had already printed a list 3 To print a list then purge the items Accounts Payable Purge Open Items Samco Power Accounting 27 3 SAMCO Building business and technology relationships Chapter 28 Purge Temporary Vendors Temporary vendors are vendors with a vend
255. to A P and that the total of these payables corresponds to the A P account balance in your General Ledger Use the Load Open Items feature in A P File Utilities see Appendix B If you are not using General Ledger Gather together the documents which correspond to the outstanding account balance in your General Ledger as of the day you plan to start using A P on a regular basis Accounts Payable Getting Started Samco Power Accounting 2 3 Enter print an edit list and post regular payable transactions for all of these outstanding payables You may enter each individual payable for each vendor or one summary payable for each vendor Your choice here depends upon your business situation and should be done with the advice of your accountant Note that if you enter one summary payable for each vendor you will not be able to track early payment discounts for the individual vouchers summarized nor will you be able to age these individual vouchers using the Aged open items report Next print the Payables Distribution to G L Report specifying that the distributions are to be purged Print this report Earliest Latest and for all G L accounts This step must be done in order to purge all distributions created by posting the outstanding payables Since these distributions have already been entered into your General Ledger the outstanding balance for your A P account as shown on the Aged Open Items Report when run by invoice date should
256. uide to Daily Operations Samco Power Accounting 4 1 EACH DAY EACH DAY AS NEEDED Enter new recurring payables transactions using Recurring payables Select recurring payables for use using Select for use Copy selected recurring payables to the Payables Transaction File using Use selected Post payable transactions Print the Non AP Manual Check Register to obtain a register of all manual and non A P checks If this register is not printed prior to posting computer checks all manual and non AP checks will appear on the computer check register the next time you print and post checks Print the Cash Requirements Report to determine which vouchers are due to be paid Select vouchers for payment using Prepare payments Print checks and post using Print checks and post Void checks after posting using Void checks This selection may only be used if you are using vendor history Change the due dates of vouchers using Modify Mark vouchers as manually paid using Modify Accounts Payable Guide to Daily Operations Samco Power Accounting 4 2 Post Modify transactions Print an Aging Report using Aged open items EACH DAY EACH DAY AS NEEDED Print a Cash Disbursements Report using Cash disbursements This report can assist you to estimate your cash needs based upon payables that are coming due in future weeks Print vendor labels Enter vendor purchasing addresses using Purchasing addresses Print t
257. unt is updated automatically when posting occurs Last year Enter the amount of purchases made last year from this vendor 33 Discounts Year to date Accounts Payable Vendors Samco Power Accounting 11 10 Enter the amount of discounts year to date taken from this vendor This amount is updated automatically during the posting of computer checks manual payments and non A P checks Last year Enter the amount of discounts taken last year 34 1099 amount This field only appears if the company is set to U S in Company data Year to date This field is used to accumulate payments to this vendor that will appear on a 1099 MISC report for the current year specified in Control information Year ending date This field can be entered or changed only if the vendor gets a 1099 MISC form otherwise it is displayed for information only Last year This field only appears if the company is set to U S in Company data This field is used to accumulate payments to this vendor that will appear on a 1099 MISC form for next year This allows normal A P activity to proceed after year end while 1099 MISC forms for the prior year are prepared If the date of a payment is later than the current year ending date specified in Control information and this payment is against a voucher eligible for 1099 MISC reporting the payment will be accumulated in this field User Defined Fields If you chose to employ vendor user defined fiel
258. urnal or by entering a modification to distribution voucher using Payables Enter the remaining information as follows 1 Cash acct Enter the number of the cash account from which payment was made F1 for the default cash account for this vendor or F2 to scan through the other cash accounts on file 2 Check number Enter the check number that was used to pay the open item 3 Check date Enter the check date for the check used or Enter to use the current date Accounts Payable Open Items Samco Power Accounting 15 4 4 Amount paid Enter the full amount that is to be applied against the open item including any discount taken It must have the same sign as the invoice balance and cannot be greater than the invoice balance 5 Disc taken Enter the amount of the discount taken The discount taken must have the same sign as the amount paid After you enter the discount taken the net check amount Check amt for this invoice will display automatically on the next line The check amount is calculated as the Amount paid minus the Disc taken The following is a sample screen from an M type modification anual payment AM100 Samco Software Inc Net 30 If several open items are to be paid with the same check enter the amount paid and the discount taken for each open item as a separate modification The voucher numbers you enter will differ but the check number and check date will be the same Manual payme
259. urrency USD American currency USE R B QUALIFIER if you deal with the royal bank enter Y to add a transmission qualifier record to the front of the file SETUP MODE If you set this field to N any vendor with their bank information set up in the vendor gt enter function will have a record created for the EFT file and a cheque stub printed but no cheque will be generated Answer Y to this question if any one of the following criteria apply to your situation e You are planning on direct deposit in the future and you want to be able to set up your vendor bank accounts now and still generate AP cheques e You do not need any form of direct deposit support from SAMCO e You have a large number of vendors and will be providing direct deposit services once everyone is set up e Normally you use direct deposit but for this AP run you want to print cheques Don t forget to change this back to N for your next AP run A better alternative is to specify Allow override Y At the Approve review checks step set the flag Process funds transfer as cheques to Y then no funds transfer will take place a normal check will be printed and processed This allows you to switch between creating EFTs and printing cheques without changing the set up mode in AP control information Go to Accounts Payable gt Vendors gt Enter Two new fields have been added to the vendor record Accounts Payable Funds Transfer Samco Power Accounti
260. usly printed the Cash Requirements Report or used this selection If a Cash Requirements Report was not previously printed this field will show Enter dates instead of Change Dates and you will be asked to enter these three dates 2 Pay past due vouchers This answer determines if past due vouchers will be selected for payment 3 Pay current vouchers This answer determines if current vouchers will be selected for payment 4 Pay optional vouchers This answer determines if optional vouchers will be selected for payment to take advantage of vendor discounts on payables due after the Next payment date 5 Starting vendor 6 Ending vendor Enter the range of vendors to be selected for payment Follow the screen instructions 7 Use prepayments Accounts Payable Prepare Payments and Print Checks Samco Power Accounting 23 6 Answer Y if you want to apply pre payments to the earliest vendor vouchers first and then generate checks for the outstanding balances based on the previous criteria For example if you have a vendor with a pre payment voucher on file by answering Y to this the pre payment will be automatically applied to the earliest vouchers on record When a check is created for this vendor only the balances remaining will be paid If you wish to manually apply a pre payment first use the Open items function and post prior to selecting vouchers for payment 8 A P account Enter an A
261. usually use a 3 or 4 digit account number For example you may have a G L account called 100 Cash in the Bank and one called 400 Sales of Product A and one called 410 Sales of Product Line B Typically an independent business will have a hundred or more G L accounts In Samco Power Accounting packages each time any financial activity occurs in any area of accounting the dollar amount of the activity is recorded under the appropriate G L account numbers Profit Centre A profit centre is a part of your company for instance a department or a regional office for which sales and or expenses and sometimes profits can be calculated separately from the total sales and expenses of the whole company In Samco Power Accounting software the G L account number can be up to 16 characters in length and divided into 5 different sections with any of the sections available as your profit centre For example your office supplies G L account is number 5200 If you want to track office supply expenses independently for each of your three major departments dept A dept B and dept C you could append 001 002 and 003 to the 5200 main account number rather than use different main account numbers such as 5201 5202 and 5203 for each department as follows 5200 001 Office supplies dept A 5200 002 Office supplies dept B 5200 003 Office supplies dept C Then whenever you re distributing allocating
262. vendor Enter the range of vendors to be included on the report Follow the screen instructions 8 A P account Enter the A P account number or use the options F1 For the default A P account from the A P Control File F2 Toscan through the A P accounts on file Enter For All A P accounts Accounts Payable Cash Requirements Samco Power Accounting 18 3 9 Payment group If you have set up your vendors in payment groups so that all vendors can be paid out of a specific cash account you can enter a single payment group to get an assessment of how much cash you need to pay vendors in that group Enter the payment group to be listed for or use the option F1 For All payment groups Notes on the Cash Requirements Report The cash requirements are organized by vendor After the cash requirements for each vendor are printed the grand totals for all selected vendors are printed The Cash Requirements Report shows only Those vouchers that are past due Those vouchers that must be paid on the payment date to avoid becoming past due current and Those vouchers that must be paid on the payment date to receive a discount optional but are not past due All other vouchers are disregarded Past due means that the voucher s due date is before the payment date Current means that the voucher s due date is on or after the payment date but before the next payment date It must be paid to avoid falling pa
263. wer Accounting 11 17 Displays not applicable if printing brief report If you want to include all of the contacts for each vendor answer Y Printing Vendors by Vendor Name This report lists vendors in order by vendor name Select Print by vendor name from the Vendors menu Enter the following information 1 Starting vendor name 2 Ending vendor name Enter the range of vendors to be included on the report Follow the screen instructions You can press F2 to change to entering a person s name 3 A P account Enter an account number or use one of the options F1 For the default A P account F2 To scan through the other A P accounts Enter For All A P accounts 4 Payment group Entering a single group will show only vendors for that payment group Enter the payment group or F1 for All payment groups 5 Report format Enter F to print a report including all vendor information or B for a brief report which prints one line per vendor and shows only vendor number vendor name contacts phone number fax number and terms 6 Print notes Field is skipped if you are printing brief report If you want the vendor notes to appear on the list answer Y 7 Print extra contacts Accounts Payable Vendors Samco Power Accounting 11 18 Displays not applicable if printing brief report If you want to include all of the contacts for each vendor answer Y Printing Vendor Labels From Vend
264. will read A xxxxxxnn EXP Alternatively if you do not want to add a drive letter press F1 for none For WINDOWS network users The drive letter enter here will be the drive that the ASCII backup file will be written Accounts Payable File Utilities Samco Power Accounting B 3 onto If the drive letter entered is that of a floppy diskette drive you will be prompted if you wish to delete all files on the drive first Please enter the device size in kilobytes F1 Unlimited Hard disk drive The screen will then prompt you Any change Enter Y and all the entries that you have made will be cleared and you will be returned to the Please select file prompt Press Enter to accept the default of Y NOTE If you choose to convert All files the screen will move immediately into displaying the file and record being backed up It skips past the C CREATE NEW CONVERTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE KEY and ENDING FILE KEY prompts The following screen will be displayed only if did not select All files at the Please select file prompt Enter the following data 1 Starting file key 2 Ending file key Enter the starting and ending file keys for the data file selected for conversion or press F1 for First and Last Up to 37 alphanumeric characters may be entered Accounts Payable File Utilities Samco Power Accounting B 4 Unless you know the exact key for the records
265. xample Date 08 24 12 Time 12 35 08 Acme Enterprises Inc Report 5126 Page 0003 OPEN PAYABLES BY DATE Vend Name Open amount Open discount Open retainage Current Over 30 Over 60 Over 90 Open payables totals and G L Account balances comparison Account Description A P Open payables G L Account balance Difference 2000 000 Accounts payable 114 915 86 142 377 77 27 461 91 2002 000 Accounts Payable USD 85 00 15 00 100 00 2005 000 Retainage payable 1 543 94 336 07 1 880 01 Total 116 544 80 142 026 70 25 481 90 End of report Printing a Check Register This report prints out all A P checks by cash account within a selected date range in date order It shows all computer non A P quick pre payment manual and void checks Void checks due to skipped check numbers are not shown If you choose to show All cash accounts checks are grouped by cash account with subtotals for each cash account Each new cash account starts on a new page This allows a monthly check register to be printed for all cash accounts Note This report is available to be printed to the X export printer Select Check register from the Vendor history menu Accounts Payable Vendor History Samco Power Accounting 25 4 This is the screen you see Filfer 1o10lfoo9 Fa ENTER 1 Cash account Enter the cash account number or use one of the options F1 For the default cash account from the A P Control File F2 To
266. y an A R transaction to the members account for payment from the member and pay the vendor on behalf of the member 5 A R clearing acct Enter the valid G L account number which will be used as the default when you make distributions of vendor invoices back to A R customer accounts Fields 6 through 14 are used as defaults when you print the Aged Open Items Report 6 Last vendor number To use sequential vendor numbers enter Y 7 Age by inv or due date Enter to age by Invoice date as the default or D to Due date as the default 8 Number age days period 1 Enter the upper limit of the first aging period current accounts or use the option F1 For an upper limit of 30 days 9 Number age days period 2 Enter the upper limit of the second aging period first past due period or use the option F1 For an upper limit of 60 days Accounts Payable Control Information Samco Power Accounting 7 3 10 Number age days period 3 Enter the upper limit of the third aging period second past due period or use the option F1 For an upper limit of 90 days 11 Number age days period 4 Enter the upper limit of the fourth aging period third and last past due period or use the option Option F1 For 999 999 means that the upper range is unlimited Documents aged up to and over 999 days are included in period 4 Entering any number other than 999 causes documents older than the number entered to be ignored and no
267. y be used Vendor History A complete history of all transactions and payments for all vendors is kept on file for as long as desired At any time you can print various reports showing this vendor history information These reports include the Open Payables by Date Report and the full Check Register showing all checks printed for any date range The history of any particular invoice can be inquired into on request Unneeded history detail can be purged from the file on request Purchases Discounts The Purchases Discounts Report shows the total purchases and discounts year to date and last year for each vendor shown Interface to General Ledger G L account distributions are created each time payables or checks are posted The Payables Distributions to G L Report can be printed on request This is normally done at the end of each accounting period Accounts Payable can also be automatically interfaced to General Ledger Interfaces to Job Cost and Purchasing or Purchase Order If you use Job Cost Purchasing Plus or Purchase Order Accounts Payable will automatically interface to one or both Password Protection You have the option to specify that passwords are required A password is a unique code you assign to each individual using the Samco Power Accounting software When passwords are required each potential user must first enter a valid password before being allowed to use a protected function Data Integrity Checks A
268. y fields from the Vendor file We suggest that you first become familiar with the pre defined forms provided with this package Then use this chapter to modify the pre defined forms as required or to design your own forms Definitions Described below are definitions for certain terms used in this selection and in this chapter Header Line Item and Totals Groups Each form consists of three information groups The Header is the top part of the form and typically includes information that relates to the vendor in general for example the vendor s number and name Header information always prints before Line Item and Totals information The Line Items group is the stub portion of the form and typically includes the information for each voucher such as the document number and PO amounts apply to etc Line Item information always prints after Header information and before Totals information The Totals is the body of the check itself and typically includes the check date the vendor s name and address the check amount etc Totals information always prints after Header and Line Item information Paginated A form is either paginated or not paginated A paginated form is one that may have multiple pages where each page is the same length Pre printed forms and forms that are separated from one another by perforations are examples of paginated forms A form that is not paginated has no specific length Continuous paper on a roll su
269. you make the purchase not when you actually pay for it which can be weeks or months later Under the cash method 1 You count a sale as revenue only when you get paid for it 2 You count a purchase as an expense only when you pay for it Transactions As used in accounting transaction means a business event involving money and goods or services For example a transaction occurs each time you gas up your car you pay money in exchange for gasoline goods Because computer software deals primarily with business events which have already taken place in Samco applications software transaction means the record of a completed business event involving money and goods or services The records of sales made and payments received are examples of transactions from the area of accounting called accounts receivable The records of your purchases and the payments you make for such purchases are transactions from the accounting area called accounts payable The records of quantities of goods received or sold are transactions from the area of accounting called inventory control Payables In Samco Power Accounting Accounts Payable a payable is an A P transaction When a vendor sends you an invoice you will enter this invoice into your computer system as a payable using the Payables function Open Item In Accounts Payable after a payable has been entered and verified as correct it is posted and becomes an open item
270. you want to make for this distribution This reference will be passed to the Job Cost package and will not remain in the Accounts Payable package 7 Retainage If you have chosen not to use retainage payable in the Job Cost Control File this field will not appear on your screen Enter the retainage amount for the distribution or use the option F1 To use the amount displayed This is calculated from the amount in field 4 times the retainage percent entered in Job Cost The retainage amount cannot be greater than the full amount of the distribution If you are entering distributions for a non A P check voucher or an adjustment to distribution voucher you will not be allowed to enter a retainage amount When you are done the distribution will be shown at the bottom of the screen and you will be requested to enter the next distribution There is no limit to the number of distributions you can enter for a voucher but only the last three entered will display on the screen You cannot exit here until the Amt rem field is zero Quick Checks and Pre Payments This section applies only if you are entering a quick check voucher type Q or are making a pre payment voucher type P entry and generating a quick check A pre payment made by manual check does not apply here After the data fields are entered on the first screen and any distributions necessary are made the following screen will appear if you are printing a quick

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