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1. 7 11 2 Generating EFT Payments Processing EFT Payments follows the same steps as Cheque Generation Step 1 Using the Payments Due Listing determine the invoices credits now due for payment This form allows the user to specify the type of payment 1 e Cheque EFT or Both Step 2 Approve Hold Supplier documents through Approve Hold Supplier Invoice Credits in Menu 7 Accounts Payable where applicable Step 3 Repeat Steps 1 and 2 until the payments due list is correct Step 4 Select the Payment Generation option from the Accounts Payable Menu After selecting the print display option from the printer selection screen the following screen will be displayed x CIS Term emaa ee PETES Laj Eie Ede yew Jeb Premtes Goenedion Windew Help alaj Cen a te gt gaar e Sa lerale ai Payment Generation DEMO COY HHH chq_gen i Last Run Date Time Current Date Time TUE O5 MAR 02 12 15 PM Bank Account G_ NAB GENERAL ACCOUNT Supplier Types Method ot Payment C heque or E FT E Payment Date WED m Due by WED ee Supplier from QUALITY FRUITS to SIMON GEORGE amp SONS All values UK Y Count 1 lt Replace gt a Ened 12 1001 cous Ha ool WR Thien Towls Cm Lh Fresh sa Lai Freah ate Ls Deme ctw Step 5 Make your report selection by completing the following fields Bank A C Code Enter the bank account code that the payment is to be drawn from ListVal may be used to assist in t
2. It is expected that this amount equals to the total value to be paid from the Payments Due List If an error occurs at this stage e g more invoices were paid than was expected or vice versa the unnumbered cheques can be cancelled using the EFT Unnumbered Cheque Cancellation option refer p 7 46 After successfully generation the cheques can be printed 7 11 1 Electronic Funds Transfer Electronic Funds Transfer provides the facility to create and transmit payment files to effect overnight crediting or debiting of Bank accounts through the Direct Entry System This facility within the LETTUS system allows the Agent to pay Suppliers electronically Before transactions can be processed electronically EFT must be established on the system and with the Bank Step 1 The Agent must apply for a unique User Number with the Australian Banking System This is done through the Agent s Bank Contact your Bank Manager for further details Step 2 Set up the Bank information using the Bank Maintenance option in the System Administrators menu Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 32 LETTUS User Manual Accounts Payable Creditors Menu 7 Step 3 For those Suppliers who wish to be paid electronically set up EFT information in the Supplier Maintenance option in the Accounts Payable menu Step 4 Contact your System Administrator or the LETTUS Support Staff for more information on setting up the media requirements for EFT Payments
3. This form consists of two screens Screen One is as above and contains the Supplier details e g Name Address Contact Details and default information While screen two contains the Auto Charges specific to the Grower in screen one Note the second screen will only be displayed for growers Upon entry to the screen the cursor is in the Supplier Code field and the screen is in enter mode To modify or delete an existing Grower the record must be retrieved first This is done by pressing EntQry to put the screen in query mode entering the selection criteria and pressing ExeQry The changes can then be made and the record Commit ted to the database 7 19 1 To enter a New Supplier Enter the details in the following fields Supplier Code Enter a unique supplier code This code can be up to 6 characters in length It is recommended that a standard be created for supplier codes e g the first four characters of the Surname plus one or two Initials SMITAJ Supplier Type Enter the type of the Supplier ListVal may be used to assist in the selection of a supplier type A supplier type for Grower is established in the Supplier type maintenance option see Menu 1 section for more details A warning is given if non grower types are entered in this option Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 50 LETTUS User Manual Accounts Payable Creditors Supplier Name Address 1 Address 2 City State PC Country Te
4. If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 59 LETTUS User Manual Accounts Payable Creditors Menu 7 1 22 Supplier Transaction Listing The report is used to give a detailed listing of all transactions relating to suppliers It can be used to list documents payments or both and for a range of suppliers Select the Supplier Transaction List option from the Accounts Payable menu or the Grower Return Processing menu sj Ble Gt yew Took properties Gannection window Help E nl x Dene SAR Eoy t Saki a Supplier Transaction Listing xxx DEMO COY HEE supptran i Last Run Date Time Current Date Time WED 6 MAR 02 12 19 PM Supplier D ocuments A 1l Transactions or those P ayments or B oth D N ot fully allocated ONLY zZ E nter or D ocument Date D from 24 FEB 02 SU To O6 MAR Oe WE cS Our Ref Document Types from FCR AP DIRECT LOT CHARGE CRD NOTE to SIV AP STOCK INVOICE D etail or S ummary D List by Supplier C ode or T ype C Include Inactive Suppliers N Suppliers from 901 QUALITY FRUITS to ZISE LJ LP SL ZISER All values OK Count 1 lt Replace gt J EI era ae Connected i 152 16801 pu Ce HA Wi Sinn ew aati Make your report selection by completing th
5. Menu 7 Each lot that this charge relates to must be entered in this block Lot Number Charge Ded Allocated Amount Enter the lot number that the charge 1s to be allocated to Note that upon entry of a valid lot number the lot details are displayed in the blocks on the right hand side If the lot has been approved or posted a warning message is given that any lot allocation entry must have the Deduct flag DED set to N i e not to be deducted from grower Enter a valid lot charge code for this allocation The charge codes are maintained in the Master Charge Maintenance screen see Menu 1 section for more information Press the ListVal key to list master charges established on the system Note that only charges set up with a type of F reight or M iscellaneous can be used here Upon entry of a valid charge code the description 1s displayed in the next field This description may be modified if required Note that up to 49 characters can be entered however only 10 are displayed at the one time Use Scroll and NxtChar to move throughout the field Enter Y if the grower is to pay for the charge otherwise N If Y was entered then when the grower returns are processed for the lot that grower will have his return deducted by the amount on this document allocation The deduct flag cannot be set to Y where the lot has been either APPROVED or POSTED It will need to be unposted and unapproved first Nor can the deduct flag be
6. NxtFld will default this field to the first code of the range to Enter the ending code of the range to report on The type of code depends on the value selected above Pressing NxtFld will default this field to the last code of the range Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 16 LETTUS User Manual Accounts Payable Creditors Menu 7 Current Period Begin Date Period Interval All Values OK Printed on 16 May 2002 The report dissects the amount outstanding between periods the Current Period Begin Date sets a target date this is reported as the current period the five periods before the Current Period Begin Date are titled Overdue and the four periods after are treated as Due in the future Note that the current period start date may have an effect of the information provided in this report see Maintain G L Control Menu 8 section for more information Enter the number of days that a period is to cover E g If 7 days were entered then the period interval would be a week or 30 days would represent a month If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Fresh Computer Systems Pty Ltd 7 17 LETTUS User Manual Accounts Payable Creditors Menu 7 7 6 Levies Collection
7. Purchase Lots Document Allocation Supplier 005 JE TIPPERS PTY LTD Phone Type A AGEN BLOCK C Last Paid 31 MAY 00 Area Amount 300 00 Terms BRISBANE MARKETS QLD 4106 Cheg Num 157 Document Purchase Lot Number 890 Type SIV Lot 1006 Received 22 MAY 00 Date O JUL 00 status PAID Produce CAP Approved 0 JUL 00 Due O JUL 00 FRI Our Ref Department O7 Posted 0 JUL 00 Qty 20 Amount 300 00 Freight L Paid 31 MAY 00 Entered 0 JUL 00 Pay 300 90 Recd e Estimate 0 00 Unpaid 0 00 Unallocated Document Allocations Q 00 No Unit Size Dpt Nett Cost Estimate Lot Item Supp Ref Qty Allocation 1006 20 300 00 Actual Value 300 00 Lot Allocations Document Item Qty Allocation 890 20 300 00 Count 1 lt Replace gt i a Connected ta TESTER Eea Was Prev Case Hol WARS aian Row tS Call The form consist of six blocks Block One contains the supplier details Block Two and Three allow the user to enter modify delete a purchase invoice and allocate it to the relevant lot number s Blocks 4 to 6 display the lot item information and the lot document allocations 7 1 1 To enter the Supplier Produce Invoice or Credit Note Step Select the Purchase Lot Invoice Credit Entry option from the Accounts Payable menu Step 2 Select a Supplier This may be done in a number of ways by using the query facilities provided by LETTUS You may enter a value in one or all of the following fi
8. invoice credit note details press F8 to display the Agent Invoice Reconciliation screen Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 11 LETTUS User Manual Accounts Payable Creditors Menu 7 7 4 Supplier Manual Payment are generally used when only one Supplier s documents are being paid and a computer printed cheque is not required or a Electronic Funds Transfer EFT has been manually Manual Payment Entry processed When processing a cheque or EFT run i e a series of cheques the Payment Generation option is usually selected refer p 7 25 Dummy Payments which are used to match credit notes to invoices are also entered in this screen refer p 7 15 for more information Unallocated documents cannot be paid through this option The document must be fully allocated before proceeding A warning is given if you enter a document number that is not fully allocated Note that where the Cash Book module is installed once reconciled cheques cannot be amended or deleted The General Ledger is updated at the time of entry This form consists of five blocks Block one contains Supplier information while Blocks 2 and 3 allow the user to enter the payment details and allocation respectively Block 4 and 5 display the document pal um fle Edt Wew Jonk Properties Connection Window beb PEE Degas nele snar aanlal Manual Payment Entry and Allocation Supplier 110 CRISP TEC
9. List The Levies Collection Listing provides a listing of the levies due that can be used to assist in completing the forms required by the Levy Authority This report is broken down into each levy for each Levy Supplier Alternatively this option can be used to produce a Levy Payment Audit report Select the Levies Collection Listing from the Grower Return Processing menu After selecting the print display option the following screen will be displayed e es ce F Slade SSR Oo Levies Collection Listing DEMO COY XXX lvy_prt Last Run Date Time Current Date Time WED O6 MAR 02 61 16 PM Cheque Payment EFT Payment Levy L isting or Bank Account __ Supplier Levy Payment A udit L Cheque Number Date Date Batch Show A ll Levies or only those N ot fully paid A List Levy Details Y N Y Show Levies due from List Lot Details Y N to Supplier Type _ Supplier from AUSTRALIAN BANANA GROWERS to QUEENSLAND FRUIT amp VEGETABLE All values OK Y Invalid Supplier for this Supplier Tupe Tru again lt Replace gt ei Fienh cher s Demo ata T id Peet Capture Holt WTS ahem Fee 8 C oc Make your report selection by completing the following fields Levy L isting or Levy Payment A udit Enter L to produce a listing of levies due or A to produce an audit listing of a levy payment If A is selected the cursor only enters the block to the right If L is selected the cur
10. Supplier Types G GROWERS l OOpa Reprint Suppliers from All values OK Y Hit NxtBlk to Alter Report Format Count 1 lt Replace gt Einam io 147 1h i f YTI i Gh em Rove Ciz 5 Note that the printer is locked exclusively for printing the Remittance Advices After printing the printer will be released for further use Make your report selection by completing the following fields Bank A C Code Enter the bank account to report on ListVal may be used to assist in the selection of a bank account code Re print Date from Enter the beginning date of the cheque date range to report on Press NxtFld to default this field to the current today s date to Enter the ending date of the cheque date range to report on Press NxtFld to default this field to the current today s date One Supplier Only To print a remittance advice for only ONE Supplier enter the supplier code in this field ListVal may be used to assist in the selection of a supplier code If more than one supplier code is required enter a Supplier Types Enter the Supplier Type s to be reported on ListVal may be used to assist in the selection of a supplier type Pressing NxtFld on a blank record will exit the supplier type block Reprint Supplier Code from Sometimes the remittances may need to be printed from a certain supplier onwards This may be the case where the printer becomes jammed and a reprint is necessary If required Enter the f
11. Supplier who is to have this charge deleted currently has this charge and meets the criteria above is listed here These suppliers will have this charge deleted The supplier codes and names cannot be deleted from this block If this Supplier is not to have this charge deleted either change the criteria above accordingly or manually add the charge to this Supplier in the Grower Maintenance option once the charge 1s deleted Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 57 LETTUS User Manual Accounts Payable Creditors Menu 7 7 21 Supplier List Select the Supplier List option from the Accounts Payable menu to list the supplier established on the system This report displays all the details established in the Supplier Maintenance Form I SmarTerm Densucte ba Gite fat Yew Tou propii gohad inde pen sla x Dee Se pb FSe0oee 558 oOo Ff Supplier Listing xxx DEMO COY xxx supp i Select Suppliers By C From 001 QUALITY FRUITS Count 1 oreda 1 teat ia Figi L Last Run Date Time WED 06 MAR 02 12 04 PM Current Date Time WED O6 MAR 02 12 05 PM Tot ZISE LJ LP SL ZISER S ummary D etail or T ax layout S List Charges N List Active Suppliers ONLY N List EFT Details N List EFT Suppliers ONLY N Order by Supplier C ode or N ame C All values OK Y lt Replace gt Hai iyid dh Alm Fee 1 fal oe Enter the following parameters Select Supplier by C
12. cheque has no cheque number and a status of Approved Note that cheques cannot be generated if Unnumbered Cheques exist in the system In this option documents that are on Hold or are Unallocated will not be Paid Note that all unallocated documents should be resolved immediately where possible Select the Payment Generation option from the Accounts Payable menu After selecting the print display option from the printer selection screen the following screen will be displayed FE sma Term Demos alali baj Gls gait gew Jook prapstiii Gonnectian padre jile jaj x ie amp PP Bede ok i Payment Generation DEMO COY Hee chaq_gen Last Run Date Time Current Date Time TUE O5 MAR 02 11 13 AM Bank Account G NAB GENERAL ACCOUNT Supplier Typess Method of Payment C heque or E FT C Payment Date WED Due by WED _ Supplier from QUALITY FRUITS to SIMON GEORGE amp SONS All values OK Y Count 1 lt Replace gt J La la Frets Lai Demoabw Qonewested io 1927 16201 7 i k Ha YTA Zhi Row 1I Calm The Computer Generated payments pay supplier invoices less any supplier credit notes that are due for payment and do not have a HOLD status Invoices or credit notes cannot be partly paid using this method Make your report selection by completing the following fields Bank A C Code Enter the bank account code that the payments are to be drawn from ListVal may be used to assist in the selection of
13. code Pressing NxtFld will default this field to the first supplier code within the supplier types entered above to Enter the ending code of the range to report on Pressing NxtFld will default this field to the last supplier code within the supplier types entered above If only one code is required enter that same code in this field as the supplier code from field Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 35 LETTUS User Manual Accounts Payable Creditors Menu 7 All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form If required printing lineups can be done Enter Y at the Do you want a CHQ PRT Lineup prompt to align the cheque stationery When satisfied that the stationery is correctly aligned enter N at the prompt The cheques will then be printed Cheque can be reprinted until successfully printed The cheques can then be numbered 7 12 1 Cheque Reprinting LETTUS provides a mechanism to reprint cheques Reprinting of cheques may be required where the the cheque forms were not correctly aligned the printer jammed and the cheques were not correctly printed Cheques can only be printed or reprinted 1f they have NOT been numbered To Reprint Cheques Step 1 Select the
14. device specified in the printer selection screen 7 6 3 Levies Collection Listing production Show A II Levies or only those N ot fully PAID Select A to report on all Levies or N for only those levies Not Fully Paid List Levy details Y N Enter Y here to list individual Levy details which include unit and quantities or enter N to list only the deduct no deduct collection and total amounts for each levy List Lot Details Y N If lot number details are required on the report enter Y in this field If these details are not required enter N here Show Levies due from Enter the beginning date that the levies were due from The cursor does not enter this field if those levies Not fully paid was chosen above Pressing NxtFld will default this field to the current today s date to Enter the ending date which to report on Press NxtFld to default this field to the current today s date Supplier Types Enter the supplier type ListVal may be used to assist in the selection of a supplier type Upon entry of a valid supplier type the description will be displayed Supplier code from Enter the beginning supplier code of the range you wish to report on ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the first supplier code of the type entered above to Enter the ending supplier code of the range to report on Pressing NxtFld will default this field to the last supp
15. document has been paid the screen will also display the payment record After a query on a lot further detailed enquiries on the lot can be made by pressing the ListVal key this will call up the Lot Query Screen This screen shows the lot information return price details and lot charge details Lot Num _ 1036 Supplier AUSTRALIAN BANANA COMPANY Received 27 JUL 01 Consignment Produce TOM_ TOMATOES Entered 2 JUL O1 Pallet Freight All Sold Comment 1 Posted 24 JUL 01 2 Paid 28 SEP 01 i x Le File Edk View Took Properlies Connection Window Heki l alajxi Dena ne Tl aaae COR Oo 2 Lot Query Screen Priced Val Return Prices Kx 1000 00 No Unit Descr Item Descr Typ Description Qty Price Value _1 CARTON N 1000 1 000 1000 00 _i CARTON N 1 1 000 1 00 _1 CARTON N 1 1 000 1 00 Charge Descr Ded Charge Amt Incl GST Supp Number Description ty Lot Charges Supplied Units TOM1 TOMAT Y 90 00 99 00 QFVG 1000056 lt Replace gt d Toredad bo 192 168 011 Giaa Macc Fimi lus Hid YU hamn Roel Cale If the Supplier is not known enquiries on a lot can still be made Step 1 Step 2 Step 3 Press NxtBlk until the cursor is in the Lot block Press EntQry to put this block into Query mode Enter the known lot details and press ExeQry to search for all records that match the criteria entered Use NxtRec and PrvRec to scroll through the records unt
16. in any one or all of the fields in block 1 and then press ExeQry to search for all Suppliers that match the criteria In Block 2 Document Number Type Document Date Status Due Date Our Ref Document Qty Document Amount Pay Amount Unpaid Amount Unallocated Amount Entered Date Enter the supplier invoice number This document number must not already exist for this supplier An error message will be displayed if the document number entered already exists Enter the document type of the invoice Valid types here are FIV for an invoice or FCR for a credit note Press NxtFld to accept the default of FIV Enter the date of the invoice credit note Press NxtFld to accept the default of the current today s date Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date is used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Press NxtFld to accept the default of RECEIVED On entering a new invoice the status is normally set to either RECEIVED APPROVED OR HOLD The default due date is set to the DOC DATE plus the terms Press NxtFld to accept this date The default date can be changed and the enhanced date function may be used For example if a document date is 01 JAN 95 and the
17. is required this field should contain the same value as the document type from field D etail or S ummary Enter report to list either a summary or requested information or details listing of the information requested The detailed listing includes GL Accounts and Lot Number reference to payment and invoices List by Supplier C ode or T ype Enter C to select Suppliers by code or enter T to select by supplier type Include Inactive Suppliers Enter Y to include inactive Suppliers Supplier Code from Enter the beginning code of the range to report on ListVal may be used to assist in the selection of a supplier code Pressing NxtFld will default this field to the first supplier code to Enter the ending code of the range to report on Pressing NxtFld will default this field to the last supplier code If only one supplier is required this field should contain the same value as the supplier code from field All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 61 LETTUS User Manual Accounts Payable Creditors Menu 7 7 23 Supplier Layout List The Supplier Layout List is designed to print Supplier Labels mail merge letters and g
18. number of ways by using the query facilities provided by the LETTUS system The following fields can be used to find the Supplier record Supplier Code Supplier Type Supplier Name and Address Phone 1 Press ExeQry to execute the query Scroll by using NxtRec and PrvRec through the records that match the criteria to find the required supplier Step 3 In the Payment block press EntQry and enter the search criteria press ExeQry the form will then display the payment details in the payment block and display the allocations in the payment allocations block Remember that only 5 payment allocations are displayed press NxtSet to display further allocations Step 4 Move the cursor to the payment allocations block by pressing NxtBlk Delete all the allocations by using DelRec Press NxtBlk to position the cursor in the payment block and press DelRec to remove the cheque details 7 4 4 Dummy Payments A Dummy Payment is used to acknowledge that both the Invoice and Credit Note have been taken up A dummy payment is entered in the Supplier Manual Payment Entry option in the Accounts Payable menu To Enter a Dummy Payment Step Step 2 Step 3 Step 4 Step 5 Printed on 16 May 2002 Ensure that both the credit note and invoice are entered Select the Supplier that the dummy payment relates to This can be done in a number of ways by using the query facilities provided by the LETTUS system Fields that can be
19. period Note that the supplier report is designed so as it can be printed on the pre printed grower remittance stationery One supplier per page Select the Annual Reportable Payments option from the menu After selecting the print display option required from the printer selection screen the following screen will be displayed E sense Dermastia EEF ag lej Ble Edt yew Took Pripetes Gonnncien Windew bep zial Den a mte T Eloa aa Rj nl x x RPS Annual Report DEMO COY H X rps_prt l Last Run Date Time Current Date Time WED OB6 MAR 2 03 00 PM Select Suppliers By C From 001 QUALITY FRUITS Tos ZISE LJ LP amp SL ZISER Order by C Payment Date From O1 JAN Oe TUE To 31 JAN 02 THU 6L Accounts for Cost of Sales Charge efe 00 MARKET PURCHASES P7300 PURCHASES GROWERS Report for T ax or G rower Purposes T Company Tax File Number All values OK Y T to generate ATO report G for Grower report on Plain or Grower Stationer Count 1 lt Replace gt k ny Fehn Ls Ls Demo siv Connected te THE T6801 e Po C Hat WTA Che 17 min Flow 17 Cola Make your report selection by completing the following fields Select Suppliers By Enter T to show details by Supplier type or C to show details by Supplier Code Code from Enter the beginning code of the range to report on The type of code will depend on the value in the above field ListVal ma
20. recorded on the system refer to the Tax File Number field on the Supplier or Grower Maintenance screens Step 4 After the invoice or credit note details have been entered the invoice amount can then be allocated to the appropriate lots in the system using the Document Allocations block Enter the following fields in the Document Allocations block Lot Num Enter the Lot number that is to have the allocation made against it Press ListVal to view query all unpaid lots that were supplied by this supplier Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 4 LETTUS User Manual Accounts Payable Creditors Menu 7 On entry of a valid lot number the screen retrieves the Lot details from the file and displays the purchase lot details item information and lot allocations The allocations to a lot can only be made if the lot has not been PROFITISED A warning is displayed if the lot is Approved Item Number Enter the item number that is to have the allocation made against it This field is optional The cursor does not automatically enter this field Press PrvFld to go back to this field if required Supp Ref Optionally enter any reference here The cursor does not automatically enter this field Press PrvFld to go back to the field if required Qty Enter the produce quantity for the lot that the invoice relates to If no item number is entered this field will default to the Lot Received Quantity If an item numb
21. set to Y for Purchase Lots The entry in this field is validated against the freight indicator as set up on the record for that Lot Enter the amount to allocate to the lot Where the document type is FIV the Allocation amount must be greater than 0 1 e positive and where the document type is FCR the Allocation amount must be less than 0 i e negative 1 2 1 To Enter a Collection Charge against a Freight Invoice Enter the document as outlined above leaving the payment amount as the full amount to be deducted off the lots and allocate to the lots as required On the next record in the document allocations block Step 1 Enter a O zero in the Lot Number field Step 2 In the Charge code field enter the charge code for the collection fee e g Commission as set up in Master Charge Maintenance see Menu 1 section for more information Press ListVal to assist in the selection of a code Upon entry of a code the description will be displayed Note that the deduct flag will be set to N Step 3 In the Allocation Amount field enter the collection fee e g commission as a negative amount Note that the pay amount will be reduced by this amount automatically Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 8 LETTUS User Manual Accounts Payable Creditors Menu 7 7 3 Supplier Invoice Invoices and credit notes from suppliers that relate to purchases of non stock goods and services are entered into LETTUS using the Suppli
22. supplier documents that were paid or partially paid by the deleted payment are put back to RECEIVED HOLD Where the general ledger is installed the general ledger 1s updated with the cancellation To prevent the change in status being saved to the database Press the Exit key before committing Once the deleted payment is in place it is removed from the database However where appropriate the payment may be re entered Generated payments cannot be cancelled where the Cash Book module is installed and the EFT transaction has been reconciled Step Step 2 Step 3 Step 4 7 18 5 Step 1 Step 2 Upon entry to the Cancel Stop Payment option the form is in Query mode Select the payment you wish to delete remove This can be done in a number of different ways using the query facilities provided by the LETTUS system All fields displayed can be used to query the payment Example Supplier Code Bank Account Type Date Amount etc Press ExeQry after entering the selection criteria All payment records that match those criteria will be displayed Scroll through the records using NxtRec and PrvRec to find the required record Press NxtFld to position the cursor on the T ransferred field The far right column If this field is N the EFT Bank file has not been generated if the field is Y the EFT Bank file has been generated This field must be updated to N before deleting can continue Note This is a final check
23. the Supplier that you require is displayed Step 2 Press NxtBlk to position the cursor in the Supplier Documents block If the Supplier in Step 1 is selected using the exact Supplier code the cursor is automatically positioned in this block Step 3 This Supplier s documents will be automatically displayed Select the document to be changed by either scrolling through the records or using the query facilities provided by the LETTUS system Note that the cursor is positioned in the status field Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 23 LETTUS User Manual Accounts Payable Creditors Menu 7 Step 4 Either the status or the due date may be changed To change the Status type the first character of the new status which the document is to be changed to Alternatively the whole word e g HOLD or APPROVED may be changed To change the due date of the document enter the new due date in the due date field Step 5 Press Commit to save any changes made It is recommended that after making changes in this form the Payments Due List be re run before generating Payments Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 24 LETTUS User Manual Accounts Payable Creditors Menu 7 7 9 Supplier Account Query Enquiries may be made on supplier accounts using the Supplier Account Query form This form shows supplier invoice and credit note transactions together with payments made to the supplier The form allows for se
24. the general ledger code for this invoice to be allocated against The code must have been previously established in the general ledger chart of accounts Press ListVal to assist in the selection of a General Ledger code Upon entry of a valid code the account description will be displayed Press Scroll to create a GL Account if one does not exist Narration Optionally enter a narration for this entry Allocation Amount Enter the amount to allocate to this account the amount can be positive or negative However if an invoice is being entered the total amount of the allocations must be positive or if a credit note is being entered the total of allocation must be negative When the document is fully allocated the total of the allocations should equal the PAY amount of the invoice If the full amount is to be allocated to only one GL Account press NxtFld and the system will generate the amount in this field GST Amount If no GST is applicable enter 0 in this field and press NxtFld If GST is applicable leave the field blank and press NxtFld The GST amount will be calculated automatically Incl GST This field can be manually entered or press NxtFld for the system to automatically calculate this field Note that a warning will be displayed if the unallocated amount of the invoice is not zero before clearing or exiting the form For the Distribution system this screen can be used to reconcile purchases of stock After entering the
25. to confirm the Bank File has NOT been transferred to the Bank Contact Fresh Support if EFT Bank file has been transferred Press DelRec to delete EFT payment A dialog box will appear asking you to confirm your deletion request and asking for the status of the document Q Are you sure you wish to delete this payment Y Q Set status of allocated documents back to RECEIVED Press NxtFld to delete EFT payment and save the changes Batch Deletion of Cheques or EFT s Upon entry to the Cancel Stop Payment option the form is in Query mode Select the payment batch you wish to Cancel Stop Delete This can be done in a number of different ways using the query facilities provided by the LETTUS system All fields displayed can be used to query the payment Example Supplier Code Bank Account Type Date Amount etc Press ExeQry after entering the selection criteria All payment records that match those criteria will be displayed Scroll through the records using NxtRec and PrvRec to find the required record Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 48 LETTUS User Manual Accounts Payable Creditors Menu 7 Step 3 Press Menu to display the Batch dialogue box Enter the required information Payment Date and Batch Number The system will ask what document status these documents are to _ receive Example RECEIVED APPROVED HOLD The system will then display the number of payments to be deleted Confirm the number
26. used for query include Supplier Code Supplier Name and Address Supplier Type Phone 1 Press NxtBlk to position the cursor in the Payment block Note that if the exact Supplier code is entered in the step above the cursor will automatically be positioned in the payment block Enter the cheque number as O zero The system will change the type to DUM set the payment amount to O zero and position the cursor in the payment allocations block In the payment allocations block select the credit note s by either entering the Supplier code and document number or pressing ListVal to view outstanding documents Press NxtFld on the allocated amount field to allocate the pay amount of the document Then select the invoice s using one of the methods described above Note that the unallocated amount must be zero before another cheque can be entered or the form exited Fresh Computer Systems Pty Ltd 7 15 LETTUS User Manual Accounts Payable Creditors Menu 7 7 5 Supplier Aged Analysis To determine the amount outstanding to suppliers the Supplier Aged Analysis report may be used This report shows the amount outstanding to suppliers analysed over intervals of time The report can be produced for a range of supplier types and a ranges of supplier codes The balances are printed at a nominated period end date The ageing interval is also definable An aged report can be produced with an interval of 7 days 14 days etc Note that this
27. 7 18 1 Cancel Stop Cheque Payment Secure Macro Print Capture Hold T420 Shrimin Row4 Col2 A Cheques that have the status of PAID may be CANCELLED STOPPED or DELETED This option relates to Supplier Cheques only these include APP Computer Generated Cheques APM Manual cheques A cancelled cheque can be removed from the database however this feature should only be The two cancellation types are provided The Effect of a STOPPED or CANCELLED cheque used if the cheque is put to the wrong supplier or that cheque will be used again STOPPED is recommended when there has been a Stop Payment request lodged at the Produce Agent s bank CANCELLED is recommended where the cheque has been voided and will not be issued and no stop payment request has been lodged with the bank The cheque status 1s changed from PAID to either STOPPED or CANCEL The payment allocations are set to 0 zero The supplier documents that were paid or partially paid by the cancelled stopped cheque are put back to RECEIVED HOLD Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 46 LETTUS User Manual Accounts Payable Creditors Menu 7 Where the general ledger is installed the general ledger is updated with the cancellation NOTE To prevent the change in status being saved to the database Press the Exit key before committing Once the STOP CANCEL is in place it cannot be changed However where a
28. Cheque Print Re print option from the Accounts Payable menu Select the printer that the cheques are to be printed from The system automatically locks the nominated printer exclusively for printing the cheques No other preprinted stationery or reports can be printed on this printer until the lock is released Step 2 The forms displays the bank account code the cheque date used in the last cheque generation and the Supplier Types that were included Position the cursor on the supplier types that are not required in the reprint and press DelRec Press NxtFld until the cursor 1s placed in the First Supplier Code field and enter the Supplier code that the reprint is to start from Once satisfied that the information is correct press Y in the All Values field The cheques will then be reprinted Step 3 After printing the cheque remove the cheque stationery from the printer The computer will then release the printer and allow others to use it Step 4 Press NxtFld until the menu is displayed Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 36 LETTUS User Manual Accounts Payable Creditors Menu 7 7 13 Cheque Numbering The numbering process allocated the numbers used from the pre printed stationery to the cheques generation within the system It is also used to update the General Ledger Select the Cheque Numbering option from the Accounts Payable menu and the following screen will be displayed E smar Term mt Oe PEIES Laj El
29. ExeQry to execute the query Scroll by using NxtRec and PrvRec through the records that match the criteria to find the required supplier Step 3 Press NxtBlk to position the cursor in the Payment block Note that if the exact Supplier code is selected the cursor will automatically be positioned in the payment block Step 4 Enter the following details of the cheque In the Payment block Cheque Number Enter the number of the cheque to be used for this payment Payment Type The payment type of APM is displayed if a cheque number is entered in the previous field If no cheque number is entered the payment type is updated to EFM Electronic Funds Transfer Manual Payment Date Enter the date the payment was drawn Upon pressing NxtFld this field will default to the current today s date This date 1s used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date 1s used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Status The status of PAID is displayed in this field The cursor does not enter this field Other status of payments can be Cancelled Stopped or Archived however these cannot be entered here Bank Code Enter the bank account code that this payment is being dr
30. HNOLOGIES Phone Type G GROW PO BOX 468 Last Paid 19 JUL 00 Area Amount 2154 00 Terms O ARCHERF IELU ULU 4108 Cheg Num 16892 Comb Pay N Payment Supplier Document Cheque 16892 Type APM Supplier 1100 Our Ref 1014 Date 19 JUL 00 Presented Number 1000008 Type GIV Our Ret Cancelled Due ie JUL 00 WED Status PAID Status PAID Bank G_ GENERAL ACC Date te JUL 00 Amount 1015 10 Entered 19 JUL 00 Amount 2154 00 Wty Pay 1015 10 Unalloc 0 00 Unpaid 0 00 Unalloc 0 00 Payment Allocations Document Allocations Supplier Document Number Allocation Supplier Bank Cheque Type Allocation 1100 1000008 1001 45 1100 G 16892 APM 1001 45 1100 1000011 1152 99 1100 G 1000 APP 13 65 Count 2 am Freshsty Om Feeshety Dah Demist Od lt Replace gt Connected bo 132 168 1 B Samie eae Pint Cane Hod PVT hese Rear Cald details and document allocations 7 4 1 Step Step 2 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 12 To enter a Supplier Manual Payment Select the Supplier Manual Payment option from the Accounts Payable menu and the screen above will be displayed Select the Supplier of the invoice you wish to enter This can be done is a number of ways by using the query facilities provided by the LETTUS system The following fields can be used to find the Supplier record Supplier Code LETTUS User Manual Accounts Payable Creditors Menu 7 Supplier Type Supplier Name and Address Phone 1 Press
31. LETTUS Support Staff The diskette or tape can now be taken to the Bank for processing Contact the local Bank Manager for further details Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 41 LETTUS User Manual Accounts Payable Creditors Menu 7 The file consists of all the details needed to process the EFT transactions 1 e the Agent s Bank account details the payee s account details and payment details If the creation is unsuccessful an error message will be displayed Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 42 LETTUS User Manual Accounts Payable Creditors Menu 7 7 16 Remittance Advice Print Remittance advices can be printed using the special pre printed Remittance Advice stationery Details of Supplier invoices and credit notes together with the payments made are printed Remittances can be printed for any nominated date range and for any group of suppliers types Select the Remittance Advice Printing option from the Accounts Payable menu After selecting the print display option from the printer selection screen the following screen will be displayed Tia Demart sb Eis laj e gi gew Took frapetis Ganenia yad jie OCs amp PRP Ear Sak a7 Remittance Advice Listing DEMO COY Last Run Date Time Current Date Time WED O6 MAR 02 09 23 AM Hank Account G_ NAB GENERAL ACCOUNT Re print Date from 24 FEB 92 SUN to O6 MAR 02 WED One Supplier Only ALL SUPPLIERS
32. LETTUS User Manual Accounts Payable Creditors Menu 7 7 1 Taz 7 3 7 4 To 7 6 Jal 7 8 L9 7 10 7 11 PAZ 7 13 7 14 7 15 7 16 7 17 7 18 7 19 7 20 Menu 7 Table of Contents Purchase Lot INVOICES x s cccieen teat tes een ene tae la ecto aan eeu aandeee 7 3 7 1 1 To enter the Supplier Produce Invoice or Credit Note 7 3 Tl 2 Auto Allocation of Purchase Lots ccccccccceseeeceeeeeeeceeeeaaeeaaeens 7 5 Ee Eea T E E E sais sts sees D A A E A E 7 6 T2 To Enter a Collection Charge against a Freight Invoice 7 8 Supplier VOC C eunen oan a eneaeiesesetoce peapgaeseasee ecole teas eased eeepaeeee 7 9 Toal To Enter a Supplier Invoice or Credit Note ccccccceceeeeeeeeees 7 9 Mandal Payment Ey ororen eee oe ne eee ne 7 12 7 4 1 To enter a Supplier Manual Payment cc ccccce cesses eeeneeees 7 12 TAZ Changing a Manual Payment entry ccccsseesesccceceeeeeeeeeeeees 7 14 7 4 3 To Delete a Supplier Manual Payment cc ccccceccseeeeeeeeees 7 15 7 4 4 Dummy Fay A NS ics ote ce a AT 7 15 SUPPE A CSC LY S18 su a aa a ete eos 7 16 Levies Colection EASE sci soso res cect ht tote eas ae Pel aetna a ar ir tated eects 7 18 7 6 1 For a Levy Payment Audit Cheque cccccccececeeseeeeeeeeseeens 7 18 7 6 2 For a Levy Payment Audit EFT ccccccessescceceeeeeeeeeeeeeneens 7 18 7 6 3 Levies Collection Listing productio
33. a bank account code Method of Payment Enter the method of payment in this field Valid options are C for cheque payments or E for EFT payments Date of Payment The date to appear on each payment is entered here If this date is forward dated a warning will be given Press NxtFld to default this field to the current date While this process has no effect on the General Ledger it 1s used by the Cheque Numbering process to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date is used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Due by Include for payment invoices that are due up to the date entered here All invoices that match the supplier type and that are due for payment and are not Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 31 LETTUS User Manual Accounts Payable Creditors Menu 7 paid or on hold will be selected for payment Press NxtFld to default this field to the current today s date Supplier Types Enter the supplier types that are to be included in the payment run Press ListVal to view types established on the system The types used when this report was last run will be displayed here These types can be removed by pressing DelRec on t
34. ast supplier code within the above range of supplier types If only one supplier is required this field will contain the same code as the supplier code from field All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form A report listing the individual EFT entries can be obtained through the Payments List option refer p 7 39 This report will list the following details for EFT transactions Payment date Supplier Name Payee Branch Number Payee Bank Account Payee Account Title EFT reference EFT amount Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 34 LETTUS User Manual Accounts Payable Creditors Menu 7 7 12 Cheque Print Reprint Cheques are printed using special pre printed numbered stationery They can be printed any number of times until they have been printed correctly Select the Cheque Print Reprint option from the Accounts Payable menu After selecting the print display option from the printer selection screen the following screen will be displayed Fe SmarTerm Dena ste a BAES bij Ele Ga yew Joobi properes Conie yrker piip sial Co W amp PP S0 dh t BSR Cheque Printing Reprinting DEMO COY HEX cha_prt i Last Run Date Time TUE 5 MAR G2 12 17 PM Curre
35. ateonetees a 7 48 7 18 5 Batch Deletion of Cheques or EFT S naaannansssnsssssssseeeeserenssssnsss 7 48 S pplier Maintenant Geis carseanindeh stead veo ddeciacann ewdud a saab 7 50 1TAgA Toventer a New Suppe soana a E sepiaici peel eee 7 50 PICO SG War Se Ge AO oath ence a an esac N 7 54 7 20 1 To add a charge to a range of Supplier records cceceeee es 7 54 7 20 2 To delete a charge from a range of Supplier records 00 7 56 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 1 LETTUS User Manual Accounts Payable Creditors Menu 7 721 Saa tog Fs E enn E E oe era ae eee a A On Ree Se ee eRe ne Te 7 58 Re Supplier Transact On ASUNE ne na ETE 7 60 7 23 SUPPE LAVON IB ksi ieee eee ieee te oe enone ee rn tee ee ene eee eee 7 62 7 24 AP 0 21 8 0 GIS UNS en enor ee ee ea ore Pertenece ee ee ee 7 64 T23 DUOC ICG Cl aL ES 1 Oy a a a eee eae 7 65 7 26 NP Calendar Mamenante seinan sakes a9 desea kacctedinmak E 7 66 A Annual Reportable Payments serirsandiei araen nia AEE E EEA ENE 7 68 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 2 LETTUS User Manual Accounts Payable Creditors Menu 7 7 1 Purchase Lot Invoices Invoices received from suppliers in respect to purchase lot consignments are entered into the system using the Purchase Lots Invoice Credit Entry FE sirar Term bemoste aj Gi Gt yew Took propertie gonnecton wandow Help Oea es he FF Eloa SaR y ol J bx x
36. awn from Press ListVal to list available bank codes that have been established on the system A warning will be displayed if this Bank Code and Cheque number combination already exists Payment Amount For either an APM or EFM payment the payment amount must be positive For a DUM payment the cheque amount is zero Unallocated Amount A manual payment is expected to be allocated against supplier invoices and credit notes If the cheque amount is 100 then this amount would be allocated to supplier invoices and credit notes that had a net total of 100 The unallocated amount is set to the value of the payment and reduced as allocations are made Where the payment amount is not fully allocated any balance not allocated will remain in the unallocated amount field Step 5 After the payment has been entered it then needs to be allocated to the supplier documents In the Document Allocations Block Supplier Code Usually a payment is made to a supplier for that supplier s invoices and credit notes However LETTUS also has the facility to draw one cheque to pay a number of suppliers and their invoices This is useful where suppliers are paid through a central clearing house e g Credit Service For details of how to set up suppliers for combined payments refer to Supplier Type Maintenance Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 13 LETTUS User Manual Accounts Payable Creditors Menu 7 Where the payment is not a combin
37. bove is listed here These suppliers will receive this charge The supplier codes and names cannot be deleted from this block If this Supplier is not to receive this charge either change the criteria above accordingly or manually remove the charge from this Supplier in the Grower Maintenance option once the charge is added 7 20 2 To delete a charge from a range of Supplier records The following fields must be entered Charge Code Operation As per Charge Code Supplier Type Include Area from to Exclude Area from to Enter the code that it to be deleted from the Auto Charge block of the Supplier record ListVal may be used to assist in the selection of a code Upon entry of a valid code the description will be displayed Enter D for the delete option If this charge in the above block is to be deleted only from Suppliers currently with a specific charge code enter that code in this field ListVal may be used to assist in the selection of this code If this charge is to be deleted from one supplier type only enter this Supplier type here ListVal may be used to assist in the selection of a state code For all states press NxtFld to accept the default of Enter the beginning area code of the range of area codes to be included in the criteria If a Growers record meets the criteria above i e Supplier type state etc but does not have this area the charge will NOT be deleted from that Supplier s record Lis
38. ction criteria Supplier Documents and Payments that belong to the supplier will be displayed the Supplier block The form lists the most recent documents and payments back through to the earliest dated documents In the Supplier Documents Block the following information will be displayed Document Date The date of the invoice credit note Enter Date The date the invoice credit note was entered into the system Due Date The date that the invoice credit note is was due for payment Status The document status Our Ref Your reference number e g order number or another relevant code Number The number of the invoice or credit note Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 25 LETTUS User Manual Accounts Payable Creditors Menu 7 Type The document type Pay Amt The amount that will be paid Unpaid Amt The amount on this document that is to be paid In the Payments Block the following fields will be displayed Payment Date Date the cheque was drawn Entered date Date the cheque was entered into the computer Cancelled This field displays the date the payment has been cancelled Status Valid status PAID Cheque has been paid APPROVED Cheque generated but not numbered STOPPED Cheque has been stopped at the bank CANCEL Cheque has been cancelled Our Ref Produce Agent s reference e g purchase order number Presented This field displays the date the payment was reconciled with the Bank Account Thi
39. d is YY YY NN Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 66 LETTUS User Manual Accounts Payable Creditors Menu 7 YYYY is the year e g 1995 NN is the period number Up to 99 periods can be established in any one year Period Start Enter the period start date The format for this field is DD MMM YY Where DD Day of month MMM Month of Year YY Year Period End Enter the period end date The format for this field is DD MMM YY Where DD Day of month MMM Month of Year YY Year Interval Days The form will calculate and display the interval in days between the period start and period end dates After entering the new calendar record the form can determine and display the next period number next period start and end dates based on the information entered in the first record Press Enter on the numeric keypad to accept these as defaults for these fields When complete press Commit to save the calendar records to the database Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 67 LETTUS User Manual Accounts Payable Creditors Menu 7 7 27 Annual Reportable Payments This report allows the user to print a list of all reportable payments There are two options available a taxation office report set out as required and another report you can send to suppliers for there own records giving gross payments as reported to the taxation office less deductions and the net amount over a Selected
40. e Edt yew Joos Prestes Coeden Windew Heb l j Oena te F Hanar gt S58 e o 7 ie lx Cheque Numbering DEMO COY HX chq_num x Last Run Date Time Current Date Time TUE O5 MAR 02 12 19 PM Bank Account __ Cheque Date No of Cheques in this Run Ranges Total 3 Cheque Ranges Begin Supplier End Supplier Count All values UK Y Count 0 lt Replace gt 3 Eeee EAA tous Ma n o WR ie timn ows Cold Ls Freha im Freaks Ls Damast The cheque numbering form will display information concerning the cheques to be numbered This information is from the cheque generation option Bank A C Code The bank account code that the funds will be obtained from Cheque Date The Cheque Date of the payments that have been generated is displayed in this field This date is used to update the General Ledger therefore it is essential that it is the required date No of Cheques in this Run The total number of cheques that have been generated and now require numbering Ranges Total In the boxed area on the form the ranges of the cheque numbers are to be entered as the ranges are entered the total number for each cheque range is updated to the Ranges Total block In the Cheque Ranges block enter the cheque number range s of the cheques that were printed Begin Number The starting cheque number of the range printed The Supplier code of the first cheque of this range will be displayed Ensure that t
41. e TUE O6 MAY Oe MON ji i 7 e002 19 O7 MAY 02 TUE 13 MAY 02 MON T 2002 20 14 MAY O02 TUE 20 MAY 02 MON t 2002 21 2i MAY O02 TUE 2 MAY 02 MUN i 2002 22 28 MAY 02 TUE 93 JUN 02 MON ji e002 2e3 04 JUN O2 TUE 10 JUN 2 MON i 2002 24 11 JUN 02 TUE 17 JUN 02 MON t 2002 29 18 JUN O2 TUE 24 JUN 02 MUN i ih _ 7 2002 26 25 JUN 02 TUE O1 JUL 02 MON i Count 19000 A Replace y ia Figh L onnozimi ta 13 tA Mane Fae ao Heal VIG Gh Zir Hoari Cale Setting Up and Maintaining the Calendar in the Accounts Payable Module Step 1 Step 2 Step 3 Terms Upon entry the form displays the periods that currently exist 1f any Note that the dates displayed are in calendar order To change existing records press EntQry to put the form into query mode Enter the date to be changed and press ExeQry The form will display all rows that match those selection criteria Enter the changes and press Commit to save them to the database To insert new records press Clear Form to clear the screen Enter the calendar information as follows Enter the terms that this calendar is set for Thus if required there can be a separate Accounts Payable calendar for each set of terms supplied by the suppliers Eg 7 14 21 30days etc The default terms code is set in the System Configuration file see Menu 0 section for more information Period Number Enter the period number The format for this fiel
42. e field representative for this Grower ListVal may be used to assist in the selection of a rep code This field is optional See Menu 1 section for more information on maintaining field rep codes Enter the default department code This default will only be used if there is no default set up against the produce record This default 1s used in Grower Lot Entry ListVal may be used to assist in the selection of a department code Quality Assurance Certification Code This field 1s 3 characters in length and is optional Enter the date the QA Certificate expires Enter the default Payment Method Options are C heque or E FT Enter the Grower BSB number Format being 999 999 9 representing numeric data Enter the Grower Bank Account Number Enter the Grower Bank Account Title Optionally enter a Supplier Discount Percentage Optionally enter your rebate with the Supplier This field may be used to enter comments regarding this supplier Up to 45 characters may be entered These comments are not printed on any documentation normally sent to the Supplier Any additional comments can be entered here If this Supplier is inactive enter an inactive code in this field ListVal may be used to assist in the selection of a inactive status code If the Supplier is marked as Inactive in the previous field the date that this Supplier was entered as inactive will be displayed here The date that this Supplier record was entered will be di
43. e following fields Supplier D ocuments P ayments or B oth Enter D to list only Supplier documents P to list only payments or B to list both payments and documents A Il transactions or those N ot fully Allocated Enter A to report on all transactions or N for those that are not fully allocated i e not paid E nter or D ocument Date Enter E in this field to select transactions by their entered date Enter D to select transactions by Document date Note that this field defaults to D for document date Date from Enter the beginning date of the date range to report on Pressing NxtFld will default this field to the current today s date to Enter the ending date of the date range to report on Pressing NxtFld will default this field to the current today s date Our Ref To select only those transactions with a specific Our Ref enter that reference in this field Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 60 LETTUS User Manual Accounts Payable Creditors Menu 7 Document Types from Enter the beginning document type of the range to report on ListVal may be used to assist in the selection of a document type Pressing NxtFld will default this field to the first document type to Enter the ending document type of the range to report on ListVal may be used to assist in the selection of a document type Pressing NxtFld will default this field to the last document type If only one type
44. e of the range to report on The type of code will depend on the value entered above Pressing NxtFld will default this field to the last code If only one code is required enter the same code in this field as in the code from field Enter 1 Supplier Code 2 Supplier Type 3 Area 4 State Enter the beginning code of the range to report on The type of code will depend on the value in the above field ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the first code Enter the ending code of the range to report on The type of code will depend on the value entered above Pressing NxtFld will default this field to the last code If only one code is required enter the same code in this field as in the code from field Fresh Computer Systems Pty Ltd 7 62 LETTUS User Manual Accounts Payable Creditors Menu 7 Supplier Layout Code Enter the Layout Code for the option you require Labels mail merge letter general report ListVal may be used to assist in the selection of a code Order By S election or N ame Enter S if it is to be ordered by the code used above Select Customer By or N if the if it is to be ordered by the customers name Include Inactive Suppliers Enter Y to include inactive suppliers or enter N to not include inactive suppliers All Values OK If you need to change any report selection values enter N and press NxtFld If all of the value
45. ed in the Lot block If the supplier is not known enquiries on a payment can still be made Step Step 2 Step 3 7 10 2 Step Step 2 Step 3 Press NxtBlk to go to the payment block Press EntQry to put this block into Query mode Enter the known payment details and press ExeQry to search for all records that match the criteria entered Use NxtRec and PrvRec to scroll through the records until the payment that you wish to view is displayed The payment allocations are then displayed in the payment allocations block Use NxtRec and PrvRec to position the cursor on the required allocation If the allocation relates to a lot the details will be displayed in the Lot block The document details and allocations will be displayed To Perform an enquiry on a Document In the Supplier block select the Supplier This may be done in a number of ways using the query facilities provided by LETTUS Upon finding a valid supplier press NxtBlk to go to the payment block and then press NxtBlk again to go to the Document block Put this block into Query mode by pressing EntQry Select the document by entering the known document details and pressing ExeQry The screen will then find the first Document record that matches that query It will also find the document allocations that relate to that document if any and display these in the document allocation block If this current document has been paid the screen
46. ed payment simply press NxtFld over this field and the form will copy the supplier code from the supplier block to this field The form will check and prevent the entry of any other supplier code When the payment is to be a combined payment other supplier codes may be entered Note that those other suppliers must have the combine payment flag set in the supplier record Document Number Enter the supplier invoice number credit note number that is to be paid Pressing the ListVal key will display all unpaid invoices or credit notes that have been entered into the system for that Supplier When it is a combined payment other suppliers invoices who have the same supplier type are also shown Note that ListVal works in either the Supplier Code field or the Document Number field By entering the Supplier Code into the Supplier Code field and then pressing ListVal the listing of unpaid invoices and credits can be restricted to that supplier Allocation Amount Enter the amount to allocate to this document By pressing NxtFld the form will automatically allocate the remaining balance of the payment up to the unpaid value of the invoice credit note On entry of a document number the form will display details of that supplier document in the Supplier Document block If any payments have been allocated to this document they are also displayed in the Document Allocations block 7 4 2 Changing a Manual Payment entry Existing
47. elds and then press ExeQry to search for all suppliers that match the criteria entered Search fields are Supplier Code Supplier Name Supplier Type Address Once the supplier record you require is displayed on the screen press NxtBlk to position the cursor in the Document block Note that when the supplier is selected using the full supplier code the screen automatically positions the cursor in the document block for you Step 3 Enter the document details by completing the following fields Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 3 LETTUS User Manual Accounts Payable Creditors Document Number Type Document Date Status Due Date Our Ref Document Qty Document Amount Pay Amount Entered Date Unpaid Amount Menu 7 Enter the supplier s invoice or credit note number This is an alphanumeric field A duplicate document number cannot be entered for the same supplier An error message is displayed upon entry of the duplicate document number Valid types of purchase lot documents are SIV Supplier Invoice SCR Supplier Credit Note Note that the default is SIV To accept the default press NxtFld Enter the date that the supplier invoice or credit note relates to The correct date should be entered as this date is used in the general ledger and Sales Statistics Press NxtFld to accept the default of the current today s date Where this date 1s backdated beyond
48. eneral reports as they are setup in stationery layout maintenance in menu 0 The labels measure 102 mm x 36 mm with 3 labels across the page These labels can be used for a number of purposes including advertising material Select the Supplier Layout List option from the Accounts Payable menu After selecting the print display option from the printer selection screen the following screen will be displayed baj le Bar yew J Properties Gorna pirke ei PES Cea amp RF SOge oOoR ot Supplier Layout List xxx DEMO COY _ xx supp_lbl Enter Supplier Selection or hit ListVal Count 1 select 1 By 1 From select 2 By _ From Last Run Date Time WED 6 MAR G2 61 10 PM Current Date Time WED O6 MAR 2 1 21 PM To To Supplier Layout Code F FRESH STANDARD LABELS Columns 3 Width 41_ Order by S election 1 or N ame S Include Inactive Suppliers N All values OK Y lt Replace gt J VIRU dh ma Hoar Ca Make your report selection by completing the following fields Select Suppliers By 1 From Select Suppliers By 2 From To Printed on 16 May 2002 Enter 1 Supplier Code 2 Supplier Type 3 Area 4 State Enter the beginning code of the range to report on The type of code will depend on the value in the above field ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the first code Enter the ending cod
49. eport is specified by Department and Lot number Each department will be subtotalled and be printed on a new page SmarTerm Denso stw Eaj Gie fat Yew Touh froperlies Connection ie pen z alaja Dare amp temung gt 258 aal Stock Accruals Listing DEMO COY HEX stk_acc Count 1 La Fiethoby e Demo ate Crorrchned ia 150 EES Last Run Date Time Current Date Time THU O7 MAR Oe 10 24 AM Calculation Method 1 Department from __ PRODUCE to CAD SALAD MIX Effective Date RI Hll values OK lt Replace gt 5 ka VHS hn oati Cad oe Enter the following highlighted fields Calculation Method Department from to Effective Date All Values OK Printed on 16 May 2002 Enter Method Number 1 2 or 3 For further information refer to Fresh Support Enter the beginning code of the department code range to report on ListVal may be used to assist in the selection of a department code Pressing NxtFld will default this field to the first department code established on the system Enter the ending code of the department code range to report on Pressing NxtFld will default this field to the last department code established on the system If only one department is required this field should contain the same value as the above field Enter the date on which to base the accrual calculations If you need to change any report selection values enter N and press NxtFld I
50. eport on Pressing NxtFld will default this field to the current today s date To Enter the ending date which to report on Press NxtFld to default this field to the current today s date S ummary or D etail Listing Enter S to show a summary or D to show the detailed version The G L transactions are not displayed for a summary report List G L Adjustments Enter Y to display the G L adjustments for each transaction The cursor does not enter this field if a summary report was chosen in the above field All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 64 LETTUS User Manual Accounts Payable Creditors Menu 7 T 25 Stock Accrual Listing This report lists the information about various lots to assist with the calculation of accruals The user is asked to enter a date on which the accrual calculations will be based Once the date has been entered the report will show all lots that fit the following criteria Lot received date on or before the entered date The Agreement type of the Lot is either B asis or C ommission The Lot has not yet been posted or the posted date is after the date selected by the user The r
51. er Invoice Credit Entry form Note that on some sites this option 1s called Other Non Lot Invoice Credit Entry Examples of invoices entered in this form are Invoices for Repairs and maintenance Purchases of stationery Accounts for motor vehicle fuels repairs etc Accounts for services e g Telephone electricity Select the Supplier Invoice Credit Entry option from the Accounts Payable menu and the following screen will be displayed 2 SmarTerm Demo stw e x Ls File Edit Yiew Tools Properties Connection Window Help 2 x os as e F saak 322R se Supplier Invoice Credit Entry Supplier 1094 TELSTRA Phone 1 Type OTHE GPO BOX 9901 2 Area Fax Terms MELBOURNE VIC 8101 Purchases 2585 00 YTD Supplier Documents Number TEL 1258 Type NIV Date te JUL 00 Amount _ 2475 00 Pay 2475 00 Qur Ref Qty Due 12 JUL 09 Unpaid 2475 00 Entered 12 JUL 00 Status RECEIVED Final Unalloc 0 00 General Ledger Allocations HH fount GL Account Description Narrat ion Amount GST Incl GST 460 00 TELEPHONE JULY BILL 2250 00 25 00 _ 2475 00 Totals _ 2250 00 _ 225 00 _ 2475 00 re Scroll to Create GL Account Count 1 lt Replace gt ia Fresh stw E Fresh stw ia Demo stw Connected to 192 168 0 1 Secure Macro Print Capture Hold T420 Ohr59min Row13 Col2 Where the general ledger module is installed and this interface flag is switched on see Menu 0 section for more
52. er is entered this field will default to the received quantity of the item The value in this field may be changed as required When the priced quantity equals the received quantity the lot will be marked as Approved and Posted Allocation Enter the allocation amount in this field Where the Document type is an SIV the amount must be positive while if the type is an SCR the amount must be negative Press NxtFld to accept the unallocated amount Note that the screen will insist that the unallocated amount is zero before a new document can be entered or the screen exited Repeat process until unallocated amount is zero 7 1 2 Auto Allocation of Purchase Lots Purchase Lots can be automatically allocated to a document to provide faster entry of an invoice particularly a Cash Purchases Invoice This feature uses the estimate unit cost values as entered in Grower Lot Entry To activate the auto allocation feature enter a zero in the document amount field and press NxtFld in the pay amount field while completing the other details as required In the Lot Allocations block enter a zero in the lot number field and press NxtFld through all fields in that record to allocate the lots at the lot level only To allocate at the item level enter a zero in both the lot and item fields Only lots that were received on or prior to the Document Date will be allocated If no estimated unit cost exists for a lot it will not be auto allocated and a warning
53. ere by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 45 LETTUS User Manual Accounts Payable Creditors Ja Select the option Cancel Stop Payments from the Accounts Payable Menu 18 Cancel Stop Payments Menu 7 After selecting the print display option from the printer selection screen the following form will be displayed iolxi Ls File Edit View Tools Properties Connection Window Help 12 x Oca S e e sloale gt 2ER lro Supplier Name Bank Typ Date EFT 06 MAR 02 Cancel Stop Payments Batch Number lt Status Amount Payment Document Cancelled Presented Entered T 481 09 PAID Menu to do Batch Deletions A gt _A gt A SMITW WILLIAM SMITH G ABC AUSTRALIAN BANANA COMPANY G SMITJ JOHN SMITH G 013 JOHN POTTER PTY LTD G ABC AUSTRALIAN BANANA COMPANY G SMITW WILLIAM SMITH F AGIC CS amp AM AGIUS G GERTZ GERTZ FAMILY FARM G WJS WILL SMITH amp SONS G 1000 GENERAL CARRIERS G 1001 NOLAN S TRANSPORT G 1100 CRISP TECHNOLOGIES G 1100 CRISP TECHNOLOGIES G GERTZ GERTZ FAMILY FARM G HARROW HARROWSMITHS INTERNATIONA G JIM JIM S QUALITY PRODUCE G QFVG QUEENSLAND FRUIT amp VEGETA G QFVG QUEENSLAND FRUIT amp VEGETA G Count 18 V lt Replace gt a Fresh stw E Fresh stw ia Demo stw Connected to 192 168 0 1
54. f all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Fresh Computer Systems Pty Ltd 7 65 LETTUS User Manual Accounts Payable Creditors Menu 7 7 26 A P Calendar Maintenance The Accounts Payable Financial Year Period Table contains date information that defines each accounting period for the Accounts Payable module The main use of this information is in the updating of the Statistics database Purchase analysis Before the system is used the Accounts Payable Period table must be established As a minimum it should cover the next twelve months and it is recommended that before the end of a year the next year s calendar be established Select the A P Calendar Maintenance option from the Accounts Payable menu and the following screen will be displayed I Smarterm Densucher i E zig baj Ge git pew Ten properties Gameday teks ala x Dare amp pe Peasy I GSA oO Ff AP Period Maintenance Terms Period lt Start gt lt End gt Days eO02 08 19 FEB Oe TUE 25 FEB 2 MON it 7 2002 09 26 FEB 02 TUE 94 MAR 02 MON ji 2002 le 19 MAR O2 TUE 25 MAR 0e MON t i _f 2002 13 26 MAR O2 TUE 91 APR 2 MON i 7 2002 16 16 APR 02 TUE 22 APR 02 MON fi 2002 17 23 APR O2 TUE 29 APR O2 MUN i L a f _ 7 2002 18 3Q0 APR O
55. ge of codes to be included in the criteria Pressing NxtFld will default this field to 9999 the highest possible post code Note that by accepting the default in these two fields Supplier without postcodes will be included Exclude Post Code from Enter the beginning post code of the range of codes to be excluded in the criteria If a Supplier meets all of the above criteria but has a post code in this range the charge will NOT be deleted from the supplier Pressing NxtFld through this field will leave this field blank to Enter the ending post code of the range of codes to be excluded in the criteria Pressing NxtFld will leave this field blank Note that Suppliers without postcodes will NOT be included in this range A search of Supplier records in the system is done at this point and Suppliers are divided and listed in three columns These columns are explained later All values OK Y N Enter Y here to delete this charge from the Suppliers who meet the criteria above These Suppliers are listed below in the Receiving Removing Charge block Columns Currently with Charge The Supplier codes and names of those that currently have this charge are listed in this column DelRec may be used to remove this charge from the Supplier s record Suppliers Excluded Any Suppliers who did not meet the above criteria are listed here with their Supplier codes and names These Suppliers will NOT have the charge deleted Receiving Charge Any
56. ginning post code of the range of codes to be excluded in the criteria If a Supplier meets all of the above criteria but has a post code in this range the Supplier will NOT receive this charge Pressing NxtFld through this field will leave this field blank to Enter the ending post code of the range of codes to be excluded in the criteria Pressing NxtFld will leave this field blank Note that Suppliers without postcodes will NOT be included in this range A search of Supplier records in the system is done at this point and Suppliers are divided and listed in three columns These columns are explained later Set deduct Flag Y N Set Charge to deduct A veraged Y es or N o Deduct All values OK Y N Enter Y here to add this charge to the Suppliers who meet the criteria above These Suppliers are listed below in the Receiving Removing Charge block Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 55 LETTUS User Manual Accounts Payable Creditors Menu 7 Columns Currently with Charge Suppliers Excluded Receiving Charge The Supplier codes and names of those that currently have this charge are listed in this column DelRec may be used to remove this charge from the Supplier s record Any Suppliers who did not meet the above criteria are listed here with their Supplier codes and names These Suppliers will NOT receive this charge Any Supplier who does not currently have this charge but meets the criteria a
57. he document amount Internal references e g a purchase order number can be entered in this field This field is optional A total quantity on the document can be optionally entered in this field Enter the status of the document Valid status can be either Received Approved or Hold This is the due date for payment on entry of a new document the DUE DATE 1s automatically set to the document date plus the number of days set in the supplier s terms This can be over ridden if so desired The supplier s terms are Maintained in the Supplier Maintenance form refer p Error Bookmark not defined The unpaid amount is the difference between the PAY AMT and what has been paid This field is maintained by the system Where the general ledger is installed the form requires that the total document amount is allocated to a general ledger code s The form will insist that the UNALLOCATED AMOUNT is zero before a new document can be entered or the form exited Fresh Computer Systems Pty Ltd 7 10 LETTUS User Manual Accounts Payable Creditors Menu 7 Step 4 After the invoice credit note has been entered where the general ledger is installed the invoice must be allocated to the general ledger Press NxtBlk to move the cursor to the General Ledger Allocation Block Note that by pressing NxtFld from the Due date field the cursor will be positioned in to the G L Allocations block In the General Ledger Allocation Block GL Account Enter
58. he selection of a bank account code Method of Payment Enter the method of payment in this field Valid options are C for cheque payments or E for EFT payments Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 33 LETTUS User Manual Accounts Payable Creditors Menu 7 Date of Payment The date to appear on each payment is entered here If this date is forward dated a warning will be given Press NxtFld to default this field to the current date Due by Include for payment invoices that are due up to the date entered here All invoices that match the supplier type and that are due for payment and are not paid or on hold will be selected for payment Press NxtFld to default this field to the current today s date Supplier Types Enter the supplier types that are to be included in the payment run Press ListVal to view types established on the system The types used when this report was last run will be displayed here These types can be removed by pressing DelRec on the type to be removed Pressing NxtFld on a blank record will exit this supplier type block Supplier Code from Enter the beginning supplier code of the range to report on ListVal may be used to assist in the selection of a supplier code Pressing NxtFld will default this field to the first supplier code within the above range of supplier types to Enter the ending supplier code of the range to report on Press NxtFld to default this field to the l
59. he type to be removed Pressing NxtFld on a blank record will exit this supplier type block Supplier Code from Enter the beginning supplier code of the range to report on ListVal may be used to assist in the selection of a supplier code Pressing NxtFld will default this field to the first supplier code within the above range of supplier types to Enter the ending supplier code of the range to report on Press NxtFld to default this field to the last supplier code within the above range of supplier types If only one supplier is required this field will contain the same code as the supplier code from field All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form It 1s strongly recommended that the Payments Due Listing match the information entered on the Payment Generation screen The Payments Due listing will show a detailed record of supplier documents invoices credit notes etc and after printing be filed for audit purposes Apart from the Payments Due listing there is no other detailed listing in relation to generated payments The report will display the number and total amount of invoices and credits paid taken up It also displays the number of payments to be drawn along with the total value
60. his cheque number is for the Supplier displayed Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 37 LETTUS User Manual Accounts Payable Creditors Menu 7 End Number The ending cheque number of the range that was printed The Supplier code of the last cheque for this range will be displayed Ensure that this cheque number is for the Supplier displayed The form calculates the number of cheques entered the total of which should equal the number of cheques that have to be numbered The form will not commence with numbering unless those numbers agree All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form NOTE that the cheque generation program cannot be run if there are cheques in the system that require numbering If the Bank A C Code and Cheque Date is incorrect the cheques should be cancelled using the Cancel Stop Payments option refer to p 7 46 for more information The cheques can then be regenerated using the correct information Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 38 LETTUS User Manual Accounts Payable Creditors Menu 7 7 14 Payments Listing LETTUS provides a listing of payments that have been processed by the system The list includes all payment types Man
61. hsty Om Feeshety Dah Demist Od Connected bo 132 168 1 p i Sec Mn tit Cae d iaat Somin Aate Ca jee 7 20 1 To add a charge to a range of Supplier records The following fields must be entered Charge Code Enter the code that it to be added to the Auto Charge block of the Supplier record ListVal may be used to assist in the selection of a code Upon entry of a valid code the description will be displayed Operation Enter I for the add option As per Charge Code _ If this charge in the above block is to be added only to Supplier currently with a specific charge code enter that code in this field ListVal may be used to assist in the selection of this code Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 54 LETTUS User Manual Accounts Payable Creditors Menu 7 Supplier Type If this charge is to be applied to one supplier type only enter this Supplier type here ListVal may be used to assist in the selection of a state code For all states press NxtFld to accept the default of Include Area from Enter the beginning area code of the range of area codes to be included in the criteria If a Grower records meets the criteria above i e Supplier type state etc but does not have this area the charge will NOT be applied to that Supplier s record ListVal may be used to assist in the selection of an area Pressing NxtFld to default this field to the first area code Note that by accepting the default i
62. il the lot that you wish to view is displayed If the lot is POSTED the document allocations will be displayed in the Document Allocation block If the document has been paid press NxtBlk to view the payment allocations Printing a Grower Return Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 29 LETTUS User Manual Accounts Payable Creditors Menu 7 Another feature is the ability to reprint a grower return This is achieved by moving the cursor to the Lot block and pressing the DupRec key the screen will then offer the choice of printers and screen to print 1 e the printer selection screen Note that before pressing the DupRec key there should be a lot record displayed in the lot block and that the lot must be approved before a return can be printed To perform another query Another query can be performed easily by pressing the Menu key A prompt will be displayed requesting what type of query you wish to perform Enter the appropriate number 1 to 3 for the type of query required The cursor will be placed in the relevant block and be in query mode ready for your query criteria Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 30 LETTUS User Manual Accounts Payable Creditors Menu 7 7 11 Payment Generation The payment generation option internally generates the payment marking the documents from the Payments Due List as Paid An interim payment is entered against the Supplier Until numbered this
63. information on the configuration of the system the invoice credit note will need to be fully allocated to a general ledger code s You cannot exit this screen if this document is not fully allocated Note that any unallocated documents cannot be paid either by computer generated or manual cheques Where the Cash Book module is installed supplier invoices created in the Cash Book module can be viewed in this form but cannot be amended 7 3 1 To Enter a Supplier Invoice or Credit Note Step Select the Supplier Invoice Credit Entry option from the Accounts Payable menu Step 2 At the Supplier block select the supplier using the query facilities provided by the LETTUS system That is ensure that the form is in query mode enter your selection criteria e g Supplier Code and press ExeQry Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 9 LETTUS User Manual Accounts Payable Creditors Menu 7 The form will display the supplier details Supplier Code Supplier Name amp Address Supplier type telephone and contact numbers fax numbers and Area code normal trading terms code last payment details details if year to date purchases Scroll through the records using NxtRec and PrvRec to display the required supplier record Step 3 Now move to the Supplier Document block by pressing NxtBlk Note that if the exact supplier code is entered in Step 2 above the cursor will automatically go to the Document block For a new
64. invoice or credit note the following highlighted fields are required to be entered In the Supplier Document Block Document Number Document Type Document Date Document Amount Pay Amount Our Ref Document Qty Status Due Date Unpaid Amount Unallocated Amount Printed on 16 May 2002 The document number usually the supplier s invoice number or credit note number The entry in this field can be either numeric or character Enter the type of the document Valid Types are NIV for supplier invoices and NCR for supplier credit notes Press NxtFld to default this field to NIV The document date is entered in this field Press NxtFld to default this field to current today s date The enhanced date feature may be used if required This is the date that 1s used to update the General Ledger Where this date is backdated beyond the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date is used to update the General ledger Where no current period start date is maintained the year begin date 1s used where the date entered is prior to this date The amount on the invoice If an invoice the amount must be positive or if a credit note the amount must be negative The amount of the invoice that is recognised for payment This amount must be equal to or less than the document amount Press NxtFld to default this field to t
65. irst supplier code to start printing from Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 43 LETTUS User Manual Accounts Payable Creditors Menu 7 All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form The Remittance Advice will print the invoice and payment details 1 e cheque number and date of payment When EFT payments have occurred the description will be EFT and a narration at the bottom of the form will read PAID TO lt BSB gt ACCOUNT lt Account number gt DESCRIPTION lt Account Title gt Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 44 LETTUS User Manual Accounts Payable Creditors Menu 7 7 17 Payment Control List The AP Control Report can be used to print a listing of all creditor activity for a specified date This may be used for audit and reconciliation purposes Select the Payment Control List option from the Accounts Payable menu After selecting the printer display option from the printer selection screen the following screen will be displayed Cate oR FP Sadie Sak oF Paument Control Listing DEMO COY HEX pay_ctrl z Last Run Date Time Current Date Time WED O6 MAR 02 10 25 AM Bank Account G_ NAB GENERAL ACCOUNT Re print Date f
66. is correct and update the field Is this correct to either Y es or N o and press NxtFld Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 49 LETTUS User Manual Accounts Payable Creditors Menu 7 7 19 Supplier Maintenance Supplier details are established and maintained in the Supplier Maintenance screen To enter the form select the Supplier Maintenance option from the Accounts Payable menu The following screen will be displayed FE SmarTerm Demo s tw 5 x Ls File Edit View Tools Properties Connection Window Help 18 x jOca 4 o F saalke gt SaR lo Supplier Maintenance Supplier FRUITK Type G GROWERS Phone 1 3379 4948 Name FRUIT KING WHOLESALERS a Fax Address PO BOX 181 ABN Tax File No 062 006 790 City State PC BRISBANE MARKETS QLD 4106 Entity Type P PARTNERSHIP Country Terms _ Days Area Customer Ref Lot Type _ Field Rep _ Contact Name Agree Type P Department __ Title Freight _ QA Certified __ Expires Payment Method C CHEQUE Additional Charges N EFT Branch No Account No Discount Percentage Account Descr Rebate Percentage Comment 1 Entered 23 MAR 00 e Last Update Updated By Inactive Status _ Inactive Date Grower Charges 0 NxtBlk to Modify Charges or Other Details Count 16 Vv lt Replace gt 4 La Fresh stw jis Fresh stw ia Demo stw Connected to 192 168 0 1 Secure Macro Capture Hold T420 2hr50min Row2 Col23
67. k for a range of Growers as well as delete an existing Master Charge from a range of growers refer p 7 50 for more information on maintaining Grower details This new charge can be applied to a Supplier s record where the Supplier l has an existing selected charge code 2 has a selected supplier type 3 has a selected state code Note that a range of areas and or postcodes can be included or excluded as required The Master Charge code must be established in the Master Charge Maintenance form before being added to Supplier records See Menu 1 section for more information Select the Auto Charge Generation option from the Accounts Payable menu and the following screen will be displayed alj La fle Edt Wew Jonk Properties Connection Window beb PEE Degas nele snar aatra Auto Charge Charge ABGC ABGC BANANA LEVY Operation I Cascade Delete Y As per Charge Code __ Supplier Type ALL GROWER TYPES State ALL STATES lt Include ogvrm lt 4 Exclude Area from BOWEN BOWEN Area from to STAN STANTHORPE to Post Code from Post Code from to 9999 to Set Deduct Flag A Y N _ All Values OK _ Suppliers Currently with Charge Excluded Receiving Removing JIM JIM S QUALITY PROD 1100 _ CRISP TECHNOLOGIES ABC AUSTRALIAN BANANA ABEC _ C C ABERNETHY ADAM _ D R ADAMS AGIC CS amp AM AGIUS Count x0 lt Replace gt am Fres
68. lank line is required enter N in this field Print Cancelled Cheques on Cancellation Date Enter Y in this field to print cheques that have been cancelled using the date that they were marked as cancelled If N is entered in the field cancelled cheques will be printed as per the original cheque date All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 40 LETTUS User Manual Accounts Payable Creditors Menu 7 7 15 Generate EFT Bank File Once the EFT payments have been generated the user can then create the output file on to the appropriate media for despatch There are two ways the EFT file can be created 1 to Floppy Diskette and 2 to a file on the server for FTP transfer Refer to Menu 0 System Configuration for further information on updating this flag Select the Generation of EFT File Output file option from the Accounts Payable menu After selecting the print display option from the printer selection screen the following screen will be displayed I Smarterm Dern ctor 5 3 bs Ge BAR pew Tech fripmrl Goeden yorker tick alaja Dare amp pe Peasy gt GSAT EFT Output File Generation DEMO COY HEX eft_file La
69. lective query on the Supplier e g show all invoice for June 2001 etc Select the Supplier Account Query option from the Accounts Payable menu and the following screen will be displayed 181 is File Edit View Tools Properties Connection Window Help laj xj D u tetami aen B 2 Supplier Account Query Supplier 1100 CRISP TECHNOLOGIES Net Outst 0 0 Type G PO BOX 468 Last Paid 19 JUL 00 Area Amount __ 2154 0 Terms _ Number 0 Document s Date Entered Due Status Our Reference Number Typ Pay Unpaid 17 JUL 00 18 JUL 00 17 JUL 00 PAID 1007 1000011 GIV 1402 55 0 00 Payments Totals _ 2417 65 0 00 Date Entered Cancelled Status Our Ref Presented Number Bank Batch Typ Amount Unalloc 19 JUL 00 19 JUL 00 PAID 16892 GAP _ 2154 00 0 00 19 JUL 00 19 JUL 00 PAID 1000 G APP 13 65 0 00 18 JUL 00 18 JUL 00 PAID 1687 G APM 250 00 0 00 31 MAY 00 12 JUL 00 18 JUL 00 CANCEL 160 G APP 1402 59 _ 1402 55 Totals 2417 65 0 00 Use ListVal to View Document Allocations Count 4 lt Replace gt ia Fresh stw jis Fresh stw is Demo stw Connected to 192 168 0 1 Secure Macro Print Capture Hold T420 1hr8min Row8 Col12 Upon selection the form is available in Query Mode select the supplier or query of the available information and press ExeQry The form will find and display the supplier record s that match the sele
70. lier code of the type entered above All values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection screen Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 19 LETTUS User Manual Accounts Payable Creditors Menu 7 7 6 4 To determine the Levies Due Amount and Details Step Run the Levies Collection Listing selecting Levy Listing at the first prompt An Unpaid amount column has been added to assist with this reconciliation process Step 2 Run the Payments Due Listing for the same supplier range Ensure that the Due date for both reports are the same Step 3 The payment amount on both reports should be the same However if manual adjustments have been entered these will not be reflected in the Levies Collection Listing These adjustments will show on the Payments Due List usually as having a transaction type of NIV or NCR Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 20 LETTUS User Manual Accounts Payable Creditors Menu 7 7 7 Payments Due List The Payments Due List is an aid in the control over the level and timing of supplier payments It is an essential part of an effective flow management This report displays supplier invoices and credit notes that are due for payment It also incl
71. manual payment entries can be changed as required Follow these steps when changing entries Step Step 2 Step 3 Step 4 Select the Supplier Manual Payment option from the Accounts Payable menu Select the Supplier of the invoice you wish to modify This can be done is a number of ways by using the query facilities provided by the LETTUS system The following fields can be used to find the Supplier record Supplier Code Supplier Type Supplier Name and Address Phone 1 Press ExeQry to execute the query Scroll by using NxtRec and PrvRec through the records that match the criteria to find the required supplier In the Payment block press EntQry and enter the search criteria press ExeQry the form will then display the payment details in the payment block and display the allocations in the payment allocations block Remember that only 5 payment allocations are displayed press NxtSet to display further allocations Move the cursor to the payment allocations block by pressing NxtBlk Change the allocations as necessary The changes are Commit ted upon pressing NxtFld to the next record Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 14 LETTUS User Manual Accounts Payable Creditors Menu 7 7 4 3 To Delete a Supplier Manual Payment Step 1 Select the Supplier Manual Payment option from the Accounts Payable menu Step 2 Select the Supplier of the invoice you wish to delete This can be done is a
72. n cccccccceeseeceeeeeeeeeeeeeees 7 19 7 6 4 To determine the Levies Due Amount and Details 0 00 7 20 Payments Due SE ceca hein a a detent eet elena acta eatett dee ee 7 21 Approve Hold Doc ment sereis wcdcaiasnncentadesaietetiecebhaladuiiaasnabanencasseaulendstnenanetiesaacess 7 23 SUP PICEA CO UIE OUST eas a a R N E Geant eae eeee 7 25 Accounts Payable QUC assoc edna ah tinder serenade eaten enh aes ieee taro 7 27 7 10 1 TOCnO WITS ora PAY MCI oenn a a a a 7 27 7 10 2 To Perform an enquiry on a Document cccccccceeeeeeeeeeeees 7 28 7 10 3 To Perform an engquiry on a Ob cisco tans etcidecctie es 7 29 F ayment General oN ee oS en eRe en en oe eee Oe ene 7 31 7 11 1 Ble ctromc Funds Transi sscan a A a ih 7 32 PLZ Generating EFT Payments reese e TIAR 7 33 Chegu Prim Reprint gt ces sherds A E E T native 7 35 7 12 1 CREGUC RG OMA scsc cic uevanutsletecounsessnnss E 7 36 chegue NUDED ane ares aga een E O 7 37 Payments Lisi Np a a A E oe 7 39 Generate EFT Dank File ici elec eG A eS 7 41 Remittance a V8 7A ete PTN ear MAN ene Sn T e ta one een eee ee pte 7 43 Peavy rime Wt OME OWNS Cn gale irae anda k ahaa ca eae eae a etal 7 45 Cami el Ops ay We MS 33422 hac Pio rs a a e A a 7 46 7 18 1 Cancel Stop Che Que Pay MeNi essaiera a e E 7 46 TAS Deleting a Cheque Pay menton arra naa E ERTER 7 47 7 18 3 To U cancela Chege soseieieei n ea viata tetera ens 7 47 7 18 4 Cancel Stops EFT Payme iit saa occ cictcaccncca nin c
73. n these two fields Supplier without area codes will be included to Enter the ending code of the range of codes to be included in the criteria ListVal may be used to assist in the selection of an area code Pressing NxtFld will default this field to the last area code Exclude Area from Enter the beginning area code of the range of codes to be excluded in the criteria If a Supplier meets all of the above criteria but has an area code within this range the Supplier will NOT receive this charge ListVal may be used to assist in the selection of an area code Press NxtFld to leave this field blank to Enter the ending area code of the range of codes to be excluded in the criteria ListVal may be used to assist in the selection of an area code Pressing NxtFld will leave this field blank Note that Suppliers without area codes will NOT be included in this range Include Post Code from Enter the beginning post code of the range to be included in the criteria If a Supplier does not have a postcode in this range the charge will NOT be applied to this Supplier Pressing NxtFld will default this field to 0 the first possible postcode to Enter the ending post code of the range of codes to be included in the criteria Pressing NxtFld will default this field to 9999 the highest possible post code Note that by accepting the default in these two fields Supplier without postcodes will be included Exclude Post Code from Enter the be
74. nt Date Time TUE 5 MAR 02 12 17 PM Bank Account G NAB GENERAL ACCOUNT Cheque Date 14 NOV O1 WED Supplier Types Cheque Layout E FARM PRODUCE ACCOUNT Cheques on Page 1 Loose Leaf Only j I Supplier from to All values OK Y Enter Cheque Layout Code Count 1 lt Replace gt mt Fiche aber 3 orranchned ba 132 EES H H YA dh Umen Hee Tt Ga Le Freh shi Lel Deno sbw Note that the printer will be locked exclusively for the printing of the cheques No other reports can be printed on this printer until the lock is released Once the cheques have been printed the printer will be released A message will be displayed when releasing the printer Note that the Bank Account Code and the Date on the Cheque fields contain the same data as per the Cheque Generation option Make your report selection by completing the following fields Cheque Layout Enter the cheque layout for these cheques in this field ListVal may be used to assist in the selection of a layout code The code description will be displayed upon entry of a valid code This field will default to the last layout code used Supplier Types The Supplier types used in the Payment Generation option will be displayed here It is recommended that the Supplier types only be removed if required when reprinting cheques Supplier Code from Enter the code from which to start or restart printing ListVal may be used to assist in the selection of a supplier
75. ode from to Supplier T ype Supplier C ode or A rea Enter the beginning code of the range to report on The type of code will depend on the value in the above field ListVal may be used to assist in the selection of a code Pressing NxtFld will default this field to the first code Enter the ending code of the range to report on The type of code will depend on the value entered above Pressing NxtFld will default this field to the last code If only one code is required enter the same code in this field as in the code from field S ummary D etail or T ax layout List Charges List EFT Details Enter S to print a summary report enter D to print a detailed report or enter T to print a tax report listing Tax File Number and ABN for each Supplier Enter Y in this field if the auto charges e g levies are to be included in the report If these are not required enter N here Enter Y to list the EFT details for each supplier List Active Suppliers only Enter Y to list only active suppliers List EFT Suppliers only Printed on 16 May 2002 Enter Y to list only those suppliers that are paid by EFT Fresh Computer Systems Pty Ltd 7 58 LETTUS User Manual Accounts Payable Creditors Menu 7 Order by Supplier C ode or N ame Enter C to order the report by Supplier Code or N to order by Supplier Name All Values OK If you need to change any report selection values enter N and press NxtFld
76. on Press NxtFld to default this field to the current today s date List C heque payments E FT Payments or B oth Enter C to list due documents for cheque payments E to list by document due for EFT payments or B to list documents for both cheque and EFT payments Supplier Types Enter the supplier types to be included on the report Press ListVal to assist in the selection of a supplier type Press NxtFld on a blank record to exit the supplier type block Supplier Code from Enter the beginning code of the range of supplier code to report on ListVal may be used to assist in the selection of a supplier code Press NxtFld to default this field to the first supplier code of the range of supplier types selected above to Enter the ending code of the range of supplier codes to report on Press NxtFld to default this field to the last supplier code of the range of supplier types selected above All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 22 LETTUS User Manual Accounts Payable Creditors Menu 7 7 8 Approve Hold Document The status of an Invoice or Credit Note can be changed This option is used in conjunction with the Paymen
77. options are G show General Ledger cheques only S show Supplier cheques only E show EFT payments only A show all payments M anual G enerated Payments or B oth Types Enter M in this field to report of manual cheques only e g APM EFM G to report on computer generated payments only i e APP EFT or B to include both types of payments Note that if either General Ledger or All payments is selected in the above field then this field is automatically set to B and the cursor does not enter this field C ancelled Stopped Payments or A ll Payments Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 39 LETTUS User Manual Accounts Payable Creditors Menu 7 To report on only cancelled or stopped payments enter C in this field If you wish all payments to be reported on enter A in this field Re Print Date from Enter the beginning date of the range to report on Press NxtFld to default this field to the current today s date to Enter the ending date of the range to report on Pressing NxtFld will default this field to the current today s date Supplier types Enter the supplier types to be reported on ListVal may be used to assist in the selection of a supplier type Pressing NxtFld on a blank record will exit the supplier type block If All Payments are selected this field is not required Print a blank line between cheques To print a blank line between each cheque enter Y in this field If no b
78. ppropriate the cheque may be deleted and re entered Generated payments cannot be cancelled where the Cash Book module is installed and the EFT transaction has been reconciled Step 1 Upon entry to the Cancel Stop Payment option the form is in Query mode Select the payment you wish to cancel stop This can be done in a number of different ways using the query facilities provided by the LETTUS system All fields displayed can be used to query the payment Example Supplier Code Bank Account Type Date Cheque Number etc Press ExeQry after entering the selection criteria All payment records that match those criteria will be displayed Scroll through the records using NxtRec and PrvRec to find the required record Step 2 Press NxtFld to position the cursor on the Payment status field Step 3 Enter C to cancel the cheque or S to stop the cheque and press NxtFld Step 4 If CANCELLED the cursor will appear in the document status field The document will automatically be set back to RECEIVED Type H to place this document on HOLD or A to set the status as APPROVED and press NxtFld The cancelled date field will default the original payment date This date can be updated to date of cancellation if required If STOPPED the cursor will appear in the cancelled date field This field will default the original payment date This date can be updated to the date of cancellation if required The doc
79. rd Block 2 can display payment details such as the cheque number and amount while Block 3 displays the allocations of the payment in block 2 Block 4 displays the document details Block 5 and 6 displays the Lot information and the allocations An enquiry can take three formats an enquiry can be made on the payments made the documents received from a supplier or created from a grower return or it can be made on lots that the grower supplier has sent 7 10 1 To enquire on a Payment Step Select the supplier code of the Grower This may be done in a number of ways by using the query facilities provided by LETTUS Upon finding a valid supplier press NxtBlk to go to the payment block Step 2 Ensure that the block is in Query mode by pressing EntQry Step 3 Enter the known payment details and press ExeQry to search for all record that match the criteria entered Use NxtRec and PrvRec to scroll through the records until the payment that you wish to view is displayed Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 27 LETTUS User Manual Accounts Payable Creditors Menu 7 Step 4 The payment allocations are then displayed in the payment allocation block Use NxtRec and PrvRec to position the cursor on the required allocation The document details will be displayed in the document block with it s associated allocations in the document allocations block If the allocation relates to a lot the details will be display
80. report will only take account of invoiced items it will not include any amounts in relation to unposted grower returns or purchases for which no invoice has been received These are referred to as Purchase Accruals For details in purchase accruals refer to Purchase Accruals in this section The aging of the invoices 1s based on the due date of the invoice and includes invoices on hold Select the Supplier Aged Analysis option from the Accounts Payable menu After selecting the print display option from the printer selection the following screen will be displayed sais La fie Edt View Tools Properties Connection Window Heip ela Cee Se BF Somer SIByYO Fr Supplier Aged Analysis Listing DEMO COY KES aged_ap Last Run Date Time Current Date Time TUE O5 MAR 02 09 12 AM List by Supplier C ode or T upe C Supplier from QUALITY FRUITS to LJ LP amp SL ZISER Current Period Begin Date WED Period Interval 30 All values OK Count 1 lt Replace gt _ LaL Feeahivter E Foih a Dema mw Connected lo 152 12511 M i I Hag via Oe Sem Rows Casi Make your report selection by completing the following fields List by Supplier C ode or T ype Enter C to select a supplier code range or T to select a supplier type range The range is defined in the next two fields Code from Enter the beginning code of the range to report on The type of code depends on the value selected in the previous field Pressing
81. rms Phone 1 Phone 2 Fax ABN Tax File Number Entity Type Area Contact Name Title Lot Type Agree Type Freight Indicator Printed on 16 May 2002 Menu 7 Enter the name of the Supplier as it is to appear on Payments and other documentation to be sent to this Supplier Up to 30 characters may be used Enter the first line of the address This field usually contains the street or Post Office Box details This field must be entered An alternate address or more information may be entered in this field This field is optional Enter the city or suburb of the suppliers address Up to 20 characters may be used This field is optional Enter the state code ListVal may be used to assist in the selection of a state code see Menu section for more information on maintaining state codes Enter the postcode of the suppliers address If not known enter zero in this field Optionally enter the country customers only This field is usually used for international Enter the credit terms for this supplier in the number of days This field is used to calculate the due date of documents Enter the phone number of the Grower Ensure that when entering phone numbers that a standard is maintained e g 076 123 456 or 076 123456 as this provides greater flexibility when querying grower records Optionally enter an additional contact phone number Enter the fax number of the Grower Enter the Supplier s Australian Busines
82. rom 24 FEB 02 to Ob MAR Oe ry J Supplier Types G GROWERS First Supplier 1100 CRISP TECHNOLOGIES All values OK Count 1 lt Replace gt 4 hba jia Fresh ales Ls Bheme ste Cinnan in 133 Raa H He i W420 thidlem Aoi Ciia Make your report selection by completing the following fields Bank Account Code Enter the Bank Account Code to be reported on ListVal may be used to view those codes established on the system Re Print Date From Enter the beginning date of the date range to report on Pressing NxtFld will default this field to the current today s date to Enter the ending date of the date range to report on Pressing NxtFld will default this field to the current today s date Supplier Types Enter the supplier types to be reported on ListVal may be used to assist in the selection of a supplier type The types displayed will default from when the report was last run Press DelRec to remove a supplier type or press NxtFld on a blank record to exit the supplier type block First Supplier Code Enter the Supplier code to begin reporting from ListVal may be used to assist in the selection of a code Press NxtFld to default this field to the first supplier code in the range of supplier types above All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value h
83. s Number using format 99 999 999 999 Enter the Supplier s Tax File number format 999 999 999 Enter C ompany I ndividual P artnership T rust or O ther Optionally enter the Area code of the Supplier ListVal may be used if the code is not known Upon entry of a valid code the description will be displayed See Menu 1 section for more information on maintaining area codes The area codes are used for reporting purposes Enter the Supplier contact name here Up to 16 characters may be entered Enter the Contact person s title Example Owner Manager IT Support etc Enter the default Lot type for the Grower This default will only be used 1f there is no default set up against the produce record This default is used in Grower Lot Entry Enter the default agreement type for this Grower Valid entries are P urchase B asis or C ommission This field is optional This default will be used when entering a Lot in Grower Lot Entry Enter the default freight indicator for this Grower Valid entries are D educt F arm or L anded This field is optional Fresh Computer Systems Pty Ltd 7 51 LETTUS User Manual Accounts Payable Creditors Field Rep Department Code QA Certified Expires Payment Method EFT Branch No Account No Account Description Discount Percentage Rebate Percentage Comment 1 Comment 2 Inactive Status Inactive Date Entered Last Update Updated By Grower Charges Menu 7 Enter th
84. s entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 63 LETTUS User Manual Accounts Payable Creditors Menu 7 7 24 AP Control Listing The AP Control Report can be used to print a listing of all creditor activity for a specified date Note that the current period start date may have an effect of the information provided in this report see Maintain G L Control Menu 8 section for more information Select the AP Control List option from the Accounts Payable menu After selecting the print display option from the printer selection screen the following screen will be displayed a EEE Pat Bs fm Bie EMA Yew Tou popilis Correction Yreka Hels pear d es Dah ea oR FF Seamer SSR a AP Control Listing DEMO COY HEX apentrl i Last Run Date Time Current Date Time WED O6 MAR 82 61 25 PM T ransaction or E nter Date E From 06 MAR 02 WED To O6 MAR 0 WED S ummary or O etail Listing List GL Adjustments N All values OK Count x Connected to 190 10 4 i MTS didir ow 19 Coil g lt Replace gt y Make your report selection by completing the following fields T ransaction or E nter Date Enter E to select enter date or enter T for transaction date From Enter the beginning date which to r
85. s field is only applicable if Cash Book has been installed Payment Num Payment number Bank Bank Account code that the payment was drawn on Type The type of the payment Payment Amt Payment amount Unallocated Amount A payment is normally allocated to invoices credit notes if the cheque is not fully allocated the unallocated balance is placed in the unallocated amount field ListVal may be used in either the Document or Payments blocks to display further details The Accounts Payable Query screen will be displayed For further information on how to use this form refer p 7 27 The Supplier Account Query form allows for selective querying in both the Supplier Document and Payment blocks to query either block press the EntQry and enter the query then press ExeQry As only a small number of rows are displayed at a time on the screen remember to press NxtSet key to display further rows that match the search selection criteria Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 26 LETTUS User Manual Accounts Payable Creditors Menu 7 7 10 Accounts Payable Query From time to time the need to check back on past activity with a Supplier will arise The Supplier may have specific queries in regard to a Payment a shipment or invoice he may have sent or prices that may have been returned on a shipment or he may request a copy of grower returns that he has mislaid The Accounts Payable Query screen can handle all of the
86. sales so as any adjustments can be identified All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection screen Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 69
87. screen will be displayed 2 SmarTerm Demo stw i 8 x i File Edit Yiew Tools Properties Connection Window Help xj Oca s a0e e sloale gt aaR e c Payments Due Listing x DEMO COY pay_due Last Run Date Time Current Date Time TUE 05 MAR 02 09 40 AM A 11 Documents or those N ot fully paid N Supplier Types Due from a _ to ED List C heque payments E FT payments or B oth B Lo i Supplier from QUALITY FRUITS t LJ LP amp SL ZISER All values OK Y NxtBlk to Alter Additional Charges Order By Count x1 lt Replace gt m Fresh stw m Fresh stw m Demo stw Connected to 192 168 0 1 Secure Macro Print Capture Hold 1420 Olv37mn Row6 Col62 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 21 LETTUS User Manual Accounts Payable Creditors Menu 7 Make your report selection by completing the following fields Show A ll documents or those N ot fully paid Enter A to show all documents including paid and unpaid Enter N to show all documents that are not fully paid Documents include Invoices Credit notes Payments Payments are only included if not fully allocated or if the document s they are allocated to are not fully paid Due from Enter the beginning date of the due date range to report on Press NxtFld to default this field to the current today s date to Enter the ending date of the due date range to report
88. se requests Select this option from the Grower Return Processing menu and the following screen will be displayed E SmarTerm Demo stw 7 a a xi a File Edit Yiew Tools Properties Connection Window Help 18 x jose S 2 e sloale gt aaR r Accounts Payable Query Supplier 013 JOHN POTTER PTY LTD Phone 1 32782888 Type A AGEN BLOCK D o Area Fax 32782800 Terms BRISBANE MARKETS QLD 4106 Purchases 2000 00 YTD Documents Lots Supplier 013 _ Typ NIV Status PAID Lot Supp ier Payment s Supplier 013 _ Type EFM Bank G_ Qur Ref DEMO Status PAID Document 12234567 ity Consignment Pallet Date 18 SEP 01 Cheque Our Ref DEMO Amount __ 1000 00 Received Produce Entered 14 NOV 01 Batch i Date 18 SEP 01 Pay _ 1000 00 Approved Dept Presented 18 SEP 01 Amount __ 1000 00 Due 18 SEP 01 Unalloc 0 00 Printed Agree _ Frt _ Cancelled Unalloc 0 00 Entered 14 NOV 01 Unpaid 0 00 Supp Ref Qty Payment Allocations Document Allocations fmunt Supplier Document Allocation Supplier Document Lot Item Qty Code Descr Amount Incl GST 013 12234567 1000 001013 12234567 358 00 DEMO 1000 00 _ 1000 00 Count 2 lt Replace gt Le Fresh stw jis Fresh stw is Demo stw Connected to 192 168 0 1 Secure Macro Print Capture Hold T420 2hr4min Row7 Coll4 This screen consists of six blocks Block 1 contains information on the Supplier reco
89. sor only enters the block below 7 6 1 For a Levy Payment Audit Cheque The report will be produced listing relevant document numbers document amounts lot numbers charge code and deduct amount Bank Account Code Enter the Bank Account Code of the cheque to be audited ListVal may be used to assist in the selection of a code Cheque Number Enter the number of the cheque that you wish to report on Date This field is auto updated with the cheque date All values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection screen 7 6 2 For a Levy Payment Audit EFT Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 18 LETTUS User Manual Accounts Payable Creditors Menu 7 The report will be produced listing relevant document numbers document amounts lot numbers charge code and deduct amount Supplier Enter the Supplier Code to be audited Press ListVal for a full listing of Suppliers Date Enter the date of the EFT payment Batch Enter the batch number of the EFT payment All values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the
90. splayed here The date that this record was updated will be displayed here If this Supplier record was changed The user id i e Security Id will be displayed here This field will display the number of Grower charges established on the system for the Grower Charges that are automatically generated for each grower return are established in the Auto Charges screen Press NxtBlk to display the Auto Charges screen Note This screen will only be displayed for Growers Charge Code Printed on 16 May 2002 Enter the charge code as established in the Master Charge Maintenance option see Menu 1 section for more information ListVal may be used to assist in the selection of a code Upon entry of a valid code the details as maintained are displayed Fresh Computer Systems Pty Ltd 7 52 LETTUS User Manual Accounts Payable Creditors Menu 7 Note that the Cents Unit and Deduction fields can be changed if required Any changes here only relate to the Grower in the above block If the cents per unit or Deduction field has been changed here the Master Charge record will not reflected those changes For more information on automatically entering charges against a Grower s record refer p 7 54 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 53 LETTUS User Manual Accounts Payable Creditors Menu 7 7 20 Auto Charge Creation This option allows the user to add a new or existing Master Charge e g levy to the Auto Charge bloc
91. st Paid 19 JUL 00 Area Amount 00 00 Terms RUCKLEA OLD 4106 Cheq Num 2404 Stock Lot Number F 1258 Tupe FIV Lot _1016 Received 19 JUL 00 Date 19 JUL 00 Status PAID Produce BLV All Priced 19 JUL 00 Due 19 JUL 90 WED Our Ref Supplier JIM Approved 19 JUL 00 Qty Amount 25 00 Freight D Posted 19 JUL 00 Entered 19 JUL 00 Charges ec d Agree Type B Dept 03 Wty 100 Unpaid 0 00 GST e ef Lot Type L Supp Ref Pay 20 00 Items Unallocated No Unit Deser Dept Nett Unit Cost Document Allocations U 00 1 BCH Os 100 2 00 lt Charge Amount gt _ _ Lot Item Chrg Ded Excl GST Incl GST Lot Allocations 1016 FY Y ad AP iS 29 00 5upp Document Chrg Ded Allocation 1000 __ Fi238 FY Y 29 00 xfer To 1000 Document L Count 1 lt Replace gt _ a Fresh stw E Foethsty a Demosth Connected to 192 1601 Senas Mace Pint o Eae Pro Red nei Fete This is a six block screen where the supplier details are retrieved in Block 1 the invoice details are entered in Block 2 and the invoice is allocated in Block 3 The remaining blocks contain lot information To enter an invoice to be charged against a lot the following fields are required to be completed In Block 1 Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 6 LETTUS User Manual Accounts Payable Creditors Menu 7 Select the Supplier This may be done a number of ways using the query facilities provided by LETTUS You may enter a value
92. st Run Date Time WED O6 MAR G2 O8 21 PM Current Date Time THU O7 MAR 02 08 40 AM Bank Account _ NAB GENERAL ACCOUNT Create EFT Bank File for date WED Hll values OK Count 100 t lt i lt O Replace Pace h i onecind ia 150 EES t i F kai v heim eg Cai e Make your report selection by completing the following fields Bank Account Code Enter the Bank Account Code An error will be issued if the bank is not set up for EFT transactions ListVal may be used to assist in the selection of a bank account code Create EFT Bank File for Date Enter the EFT date This date must match the EFT payment date Press NxtFld to default this field to the current today s date All Values OK If you need to change any report selection values enter N and press NxtFld If all of the values entered are acceptable then you may accept the default value here by pressing NxtFld The report will now be printed to the device specified in the printer selection form This process creates a file that is either placed on the server in a specified location see Menu 0 System Configuration ready for FTP or creates a file to be placed on the floppy diskette If the option to transfer the file to diskette has been chosen the system will prompt for the disk to be inserted into the server for copying to begin A message will be displayed stating whether the creation was successful or not If you have any queries contact the
93. tVal may be used to assist in the selection of an area Pressing NxtFld to default this field to the first area code Note that by accepting the default in these two fields Supplier without area codes will be included Enter the ending code of the range of codes to be included in the criteria ListVal may be used to assist in the selection of an area code Pressing NxtFld will default this field to the last area code Enter the beginning area code of the range of codes to be excluded in the criteria If a Supplier meets all of the above criteria but has an area code within this range the charge will NOT be deleted from the supplier ListVal may be used to assist in the selection of an area code Press NxtFld to leave this field blank Enter the ending area code of the range of codes to be excluded in the criteria ListVal may be used to assist in the selection of an area code Pressing NxtFld will leave this field blank Note that Suppliers without area codes will NOT be included in this range Include Post Code from Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 56 LETTUS User Manual Accounts Payable Creditors Menu 7 Enter the beginning post code of the range to be included in the criteria If a Supplier does not have a postcode in this range the charge will NOT be applied to this Supplier Pressing NxtFld will default this field to 0 the first possible postcode to Enter the ending post code of the ran
94. terms for that supplier is 7 days then the default due date will be 08 JAN 95 The terms code is maintained in the Supplier Maintenance screen Enter any user reference here This field is optional If desired enter the quantity associated with this invoice credit note Enter the invoice or credit note amount If the document type is an FIV invoice the amount entered must be positive i e greater than zero However if the document type is FCR credit note the amount entered must be negative 1 e less than zero Enter the amount of the document that is to be paid It must be equal to or be less than the Document Amount Cheques cannot be drawn to exceed the Pay amount on a document Press NxtFld to accept the Document Amount as the Pay Amount The amount of the Document that has not been paid to date is displayed in this field The cursor does not enter this field This is a display field that shows the balance of the invoice credit note not yet allocated to the lots This field 1s initially primed with the Pay Amount As allocations are made to the lot this field is reduced by the amount of the allocation The unallocated amount must be zero before you can exit the form enter another document or query other documents This field displays the date the purchase invoice was entered In the Document Allocations block Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 7 LETTUS User Manual Accounts Payable Creditors
95. the current period start date as maintained in the Maintain G L Control option see Menu 8 section for more information the current period start date is used to update the General ledger Where no current period start date is maintained the year begin date is used where the date entered is prior to this date Enter the status of the document Valid status at the time of entry can include Received Approved or Hold This is the due date for payment on entry of a new document the DUE DATE 1s automatically set to the document date plus the number of days set in the supplier s terms This can be over ridden if desired The supplier s terms are maintained in the Supplier Maintenance screen Enter your own internal reference here e g a purchase order number This field is optional The total quantity on the document is displayed here This is updated with the value entered in the Qty field in the Document Allocation block The net amount of the invoice is to be entered here Enter the amount of the invoice that is recognised for payment The system will allow the user to pay this amount only Press NxtFld to default this field to the Document amount This field displays the date the purchase invoice was entered The amount of the Document that has not been paid to date is displayed in this field The cursor does not enter this field NOTE A warning will be given if the Supplier this document is entered against has no Tax File Number
96. ts Due List refer p 7 16 For example if a document which you wish to pay is on Hold the document status can be changed to either Received or Approved through this option The document will appear on the Payments Due List and can then be paid using the Cheque Generation procedure Select the Approve Hold Supplier Invoice Credits option from the Accounts Payable menu and the following screen will be displayed Lej Ble Edt ieee Took Propertii Connection Window ek Oete oe Teog gt SSR a 7 Approve Hold Supplier Documents Supplier 681 QUALITY FRUITS Phone 1 7 3379 2700 Type A AGEN PO BOX 21 2 Area Last Paid Terms BRISBANE MARKETS ALD 4186 Lest Ant Documents Outstanding __ 1162 5 Typ Document Our Reference Supp Reference late Entered ue Status Pay Unpaid ay 92929 15 AUG 68 15 AUG 69 15 AUG f6 APPROVED 400 60 409 00 Replace Connected to 19216001 ere exis Tha VER TOF aman Hows cas Changing the status of a Document Step Select the Supplier This can be done in a number of ways by using the query facilities provided by the LETTUS system You may enter a value in one or all of the following fields and then press ExeQry to search for all Suppliers that match the criteria entered Search fields include Supplier Code Supplier Type Supplier Name and Address Phone 1 You should Scroll by using NxtRec and PrvRec through the Supplier records until
97. ual Cheques APM Computer Generated Cheques APP Electronic Funds Transfer EFT Manual Electronic Funds Transfer EFM and General Ledger Manual Cheques GLM The listing shows payments drawn in order of date and payment type The listing can be used to aid cash flow management and bank reconciliation Fe SmarTerm Denes ste a alaja bm Ele GM yew Jooh properties Comete irakere sial D a amp SP Samy ook a Pauments Listing xxx DEMO COY xx cha_lst Last Run Date Time Current Date Time WED O6 MAR 02 09 10 AM Bank Account G NAB GENERAL ACCOUNT G L S upplier E FT or A 11 Payments A M anual G enerated Payments or B oth Types B C ancelled Stopped Payments or A 11 Payments A Supplier Type Re print Date from 06 MAR 02 WED to Ob MAR Oe WED Print a Blank Line between Cheques Y Print Cancelled Cheques on Cancellation Date N All values 0K Y Count 1 lt Replace gt gt To Produce a List of Payments drawn Step 1 Select the Payment list option from the Accounts Payable menu After selection the print display option from the printer selection screen the above screen will be displayed Step 2 Make your report selection by completing the following fields Bank Account Code Enter the bank account to report on ListVal may be used to assist in the selection of a Bank Account Code G L S upplier E FT or A Il Payments Enter the type of payment on which to report on Valid
98. udes invoices that have a HOLD status At the end of the list of invoices for each supplier the total invoices on HOLD is printed and the total of invoices excluding those on HOLD are printed as now due for payment For user entered documents e g Freight Invoices FIV Non Stock Invoices NIV the supplier reference if any 1s displayed All unallocated documents are highlighted with an asterisk Unallocated documents will NOT be paid when generating or manually allocating a payment A total of unallocated documents is reported for each Supplier Supplier Type and Grand Total Any allocated documents should be resolved immediately where possible Any Supplier Discount applicable will also be taken into account refer Supplier Maintenance p Error Bookmark not defined for more information Unallocated Payments for this Supplier are also displayed and accounted for in the calculation for amount due It 1s not recommended that unallocated payments be entered via Manual Cheque Payment Entry however if created they should be resolved or allocated as soon as possible The phrase Over Payment Adjustment is displayed where the Supplier has a negative payment due amount This is used to adjust the final payment due for the account value to it s correct value of zero ie no payment Select the Payments Due List option from the Accounts Payable menu After selecting the print display option from the printer selection screen the following
99. ument status is automatically set to HOLD and cannot be updated in this screen See Menu 7 Approve Hold Document for further details on updating document status Step 5 Press Commit to save the changes 7 18 2 Deleting a Cheque Payment Step 6 To delete remove the cheque payment from the database place the cursor on the relevant payment line and press DelRec Note This feature however should only be used if the cheque is put to the wrong supplier or that cheque number will be used again A cheque payment must be Cancelled or Stopped for this function to be available Step 7 Press Commit to save the changes 7 18 3 To Uncancel a Cheque Supplier Cheques that have been cancelled or stopped in error can be reinstated Supplier cheques include APP Computer Generated Cheques and APM Accounts Payable Manual cheques After cancellation has been complete delete the cheque as stated above Ensure to copy all relevant information prior to deletion Example Supplier Code Cheque number Date and Amount Select the Manual Cheque Payment Entry option from the Accounts Payable Menu refer p 7 12 and manually re enter the cheque details Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 47 LETTUS User Manual Accounts Payable Creditors Menu 7 7 18 4 Cancel Stop EFT Payment The Effect of a Deleted Removed EFT Payment NOTE The payment is deleted from the database The payment allocations are set to 0 zero The
100. will also display the payment record If this document also relates to a lot the lot details will be displayed in the Lot block If the Supplier is not known enquiries on a Document can still be made Step 1 Step 2 Press NxtBlk to go to the payment block and press NxtBlk again to go to the Document block Press EntQry to put this block into Query mode Enter the known details and press ExeQry to search for all records that match the criteria entered Use NxtRec and PrvRec to scroll through the records until the document that you wish to view is displayed If the document has been paid the payment allocations will be displayed If this document relates to a lot the lot details will be displayed Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 28 LETTUS User Manual Accounts Payable Creditors Menu 7 7 10 3 To Perform an enquiry on a Lot Step In the Supplier block select the Supplier This may be done in a number of ways using the query facilities provided by LETTUS Step 2 Upon finding a valid supplier press NxtBlk until the cursor is in the Lot block Put this block into Query mode by pressing EntQry Step 3 Select the lot by entering the known lot details and pressing ExeQry The screen will then find the first Lot record that matches that query It will also find the document lot allocation that have been made against the lot if any and display these in the lot allocation block If this current
101. will be given if one or more lots are found to meet this criteria Only lots for the above supplier will be allocated Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 5 LETTUS User Manual Accounts Payable Creditors Menu 7 7 2 Lot Charge Invoice Lot charges are those charges that Are invoiced from a supplier Relate directly to a lot Can be recovered in part or whole from the grower Examples of Lot Charges are Freight invoices for delivery of the lot to the Market Agent and Packaging Costs Direct lot charges can be recovered from the grower where The lot is not APPROVED and The lot agreement type is either B Basis for Price or C Commission Direct Lot Charges can be entered against a Purchase Lot however these charges cannot be deducted from the Supplier of the produce Note that where the charges are to be deducted from the grower they must be entered before approving the lot Where the lot has been Posted allocations to this lot can only be deleted or modified provided that the deduct flag of the allocation is set to N On selection of the Direct Lot Charge Invoice Credit Entry option from the Accounts Payable menu the following screen will be displayed 3 j ziz iaj Eie Edt Mew Tonks Eronertins Connection Winde Kinin ie xi e Som e Some gt Aah 7 Lot Charge Document Allocation Supplier 1000 GENERAL CARRIERS Phone Type F FREI BRISBANE MARKETS La
102. y be used to assist in the selection of a code Pressing NxtFld will default this field to the first code to Enter the ending code of the range to report on The type of code will depend on the value entered above Pressing NxtFld will default this field to the last code If only one code is required enter the same code in this field as in the code from field Order By Enter one of the following characters depending on what order you want the report to print in C by supplier code T by supplier type X by supplier tax file number Payment Date from Enter the beginning date of the date range to report on Press NxtFld to default this field to the current today s date Printed on 16 May 2002 Fresh Computer Systems Pty Ltd 7 68 LETTUS User Manual Accounts Payable Creditors Menu 7 to Enter the ending date of the date range to report on Press NxtFld to default this field to the current today s date Charge Enter the charge code used for any tax deductions made Press ListVal for a full listing of charge codes Report for T ax or G rower Purposes Enter T if the report is for taxation reporting purposes or G if the report is for supplier purposes Company Tax File Number If the report is for taxation purposes enter your company s tax file number here If the report is for supplier purposes this field will be skipped GL Account for Cost of Sales Enter any general ledger account codes for stock cost of

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