Home

Accounts Payable - Passport Software, Inc.

1. Distribution Account 5020 200 fh Purchases tools Distribution amt 55 00 Amount remaining 55 00 Invoice amount 55 00 lt F2 gt 55 00 After entering an invoice the vendors distribution account and full invoice amount will default In add or edit mode existing distribution will display in the list box 101 Passport Business Solutions Distributions List Box The list box may be sorted by ascending or descending account number order Click on the column name or the arrow to the right of the column name to change the sort or use the View options Only column names in red may be sorted This is the character version of the screen Payables Enter XYZ Company Voucher 113 1 Type Regular 2 Vendor Gets 1099 No Terms J3 POF Recyr Es 4 Dist date 7 09 04 12 Disc days None 5 Invoice 234 13 Disc date None 6 Inv date 7 09 04 14 Disc pet 00 de Distributions H Nom Acct Description Distr ib aat able 9 Betel CC able 10 Due 11 Due Amount remaining 445 se t lt PgUp gt lt PgDn gt lt Home gt lt End gt lt F3 gt delete lt F6 gt i nse lt F1 gt next G L account lt SFI gt previous G L account Organization of the distribution window If this is a new voucher when first accessed the list box has no entries It is divided into three columns for account number account description and distribution amount Each such sub field is described
2. lt F1 gt next vendor lt SFI gt previous vendor lt F6 gt notes View Open Items Button Exit Alttx To exit the screen You may also use the lt Esc gt key Vendor View Open Items List Box The upper list box lists up to 6 vendors at a time You may sort the vendors by Vendor number or vendor name both in ascending or descending order Only column names in red may be sorted Click on the column name or the arrow to the right of the column name to change the sort or use the View options Select the vendor whose open items you wish to view The vendor must already be entered in Vendors You may use one of the options to find the vendor lt F1 gt or For the next vendor on file in vendor number sequence 180 Passport Business Solutions Down arrow SBPI ur Up For the previous vendor on file arrow lt Page Down gt To move to the next group of vendors lt Page Up gt To move to the previous group of vendors End To move to the last vendor Home To move to the first vendor Upon selection of a vendor the open items will display in the lower list box If there are no open items for the selected vendor then the lower list box will have no data Each row in this list box represents a single open item in order by voucher number One screen can accommodate twelve open items and you can view more items with the function keys A vendor total appears following the last open item Temporary vendors as well
3. Enter the void check or ACH transaction using Enter Print the edit list using Edit list Verify that there are no error messages on the edit list that indicate that the check cannot be voided these messages correspond to the constraints on check voiding described above Verify that the vouchers paid by the check or ACH as shown on the edit list are the same vouchers that were paid by the check or ACH originally Consult your original A P Check Register or Modify Open Items Register Post the void check ACH transaction 249 Passport Business Solutions ENTERING CHECKS TO BE VOIDED Select Enter from the Void checks menu If you are using Batch controls a screen appears at this point for you to select the appropriate batch Refer to the Using Batch Controls in the System Userdocumentation The following screen appears Graphical Mode BB Void checks Company 00 XYZ Company File View Tools Help Edit Save Save New Delete Cancel Exit Select by ascending cash account number Entry period 02 01 2011 thru 02 28 2011 Cash account number and description Check Date Type lal General Account numbet gg Check number Corering enuy ia Check dte il Distribution die Tel Check sl Reterence If there are any existing entries they will display in the list box at the top of the screen The first entry will display in the fields below Within the list box at the top of the screen you
4. Next enter an invoice number or use one of the options lt F1 gt For this vendor s next invoice lt SF1 gt For this vendor s previous invoice Format 15 characters Example Press lt F1 gt then press lt enter gt After you enter the vendor number invoice number and select the Enter key the display will be different if you are viewing a standard invoice vs a memo invoice The display of a standard invoice is documented next and a memo invoice is later in this chapter Information about the selected standard invoice and each item of the invoice now displays Vendor History View vendor invoices XYZ Company amp Vendor 2000 All Bank Phone 302 525 1200 Contact Jennifer Sayley Invoice 2609 Original amt 458 69 PROTTE Voucher 1251 Discount amt 00 Inve date 5 17 07 Journal APO991 Dist date 5 17 07 Reference Date Type Check Jrnl Amount paid Disc taken 05 17 07 Invoice APO991 458 69 60 06 25 07 Computer chk 1327 AKO993 458 69 90 Total applied 458 69 00 Balance 00 00 lt Enter gt more information End of invoice lt F5 gt vendor data lt F6 gt notes An ampersand amp next to the vendor number indicates that there is a note on file for this vendor 277 Passport Business Solutions Each row in this table represents a single transaction for this invoice in chronological order One screen can accommodate ten such items if an invoice has more than this the screen does not
5. Passport Business Solutions Account number Options Enter the cash account number This must be an existing entry in the Cash accounts selection of the System Control Ctl Your standard account number format as defined in Com Format S pany information Example Enter account 1000 000 Check number Enter the number of the check to be voided Format 999999 There is no default Example Type 105 Check date Enter the date the check was written Options You have the following option lt F4 gt To select a field from the date lookup Format MMDDYY There is no default Example Type 40105 Check type Enter either Computer check Manual check or ACH payment Format One option from a drop down list box Example Select Computer check If you select an ACH type you will be warned that the ACH file may have already been sent to the bank Note If this check or ACH payment cannot be found you are so informed Correcting entry This option is only available if you are interfaced to the General Ledger module and you have answered Y to the question Allow correcting entries in G L Control information 252 Passport Business Solutions Select the Space bar to insert a check mark and make it a correcting entry or select the Enter key to skip this field Options You have the following option To toggle the check mark on or off This may be done aa on any field Format Check bo
6. lt F2 gt S EE E entered then it is for the default distribution for the pay to vendor F Your standard account number format as defined in Com ormat pany information Example Press lt F2 gt Make any needed changes or use the option lt F1 gt To access the next memo record lt SF1 gt To access a previous record lt F3 gt To delete a record Press lt Enter gt when there are no further changes the memo you have just entered will be added to the file and the cursor will be positioned at Field 1 for entry of the next memo 113 Passport Business Solutions ENTERING MEMOS This selection lets you enter memo transactions Memos can be processed if you selected to check the box for the field Use memo tracking in the A P Control information When entering a payable memo records can be assigned to payable distributions and later posted to vendor history With tracking the history of memo distributions PBS provides more complete vendor reporting by enabling you to identify the actual purchase from vendor for specific purchases that are being paid to a different vendor such as a credit card company or employee expense reimbursement account Memos also provide a means of tracking sales tax per state This may be useful for auditing purposes Select Memos from the Payables menu selection Graphical Mode The memo entry screen is l2 Vendor Memo Maintenance Company 00 XYZ Company File View Tools Ca
7. Format 6 characters for each field Example Press lt F2 gt at each field 4 A P account Options Enter the A P account number that you want to restrict the report to This must be an existing entry in A P accounts You may use one of the options For the next entry in A P accounts If there is only one lt F1 gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry If you choose to show All A P accounts vendors are grouped within A P account and subtotals are shown for each A P account This allows the report to be used to cross check the amount in each A P account in General Ledger Otherwise invoices are grouped by vendor Your standard account number format as defined in Com pany information Example Press lt F5 gt Format 5 Show invoices Answer Y if you want to show invoices Answer N if you want a summary only Format One letter either Y or N Example Answer Y 6 Show invoice history This displays as Not applicable and may not be entered if you responded N to Field 5 260 Passport Business Solutions Otherwise answer Y to show detail for each invoice payments credit memos and debit memos Answer N to show only the invoices Format One letter either Y or N Example Answer Y Field number to change Make any needed changes then press lt Enter gt to print the Open Payables by Date Report A sample appears at the end of this
8. Format e S pany information Example Press lt F5 gt Payment group If you have set up your vendors in payment groups so that all vendors can be paid out of a specific cash account you can enter a single payment group to get an assessment of how much cash you need to pay vendors in that group Options Enter the payment group to be included in the report or use the option To include All open items regardless of which pay lt F5 gt pa ment group if any the vendor belongs to Format 3 characters Example Press lt F5 gt 205 Passport Business Solutions You may leave this field blank in which case items will be selected only for those vendors who do not belong to any payment group Field number to change Make any needed changes then press lt Enter gt to print the Cash Requirements Report A sample appears at the end of this chapter Cash Requirements Report Notes The cash requirements are organized by vendor After the cash requirements for each vendor are printed the grand totals for all selected vendors are printed The Cash Requirements Report shows only e Those vouchers that are past due e Those vouchers that must be paid on the payment date to avoid becoming past due current e Those vouchers that must be paid on the payment date to receive a discount but are not past due All other vouchers are disregarded The following terms are used on the report Past due This means tha
9. The purchase from vendor name Invoice number This is the invoice number associated with the purchase from vendor Purch date This is the date that when the purchase was made Amount The purchase from amount Purchase order This is the purchase from purchase order number Receiver number This is the receiver number associated with the purchase order Sales tax This is state sales tax State This is the state the sales tax is associated with Distribution account This is the distribution account used when the memo was entered or assigned in payables Vendor info Select the Vendor info tab to view information about the vendor When selected it looks something like the following General Vendor info Address ey Vendor s ref eg es cs Vendor status Ebbe ran Contact 1 Esc Phone 1 Current balance ry Contact 2 i Phone 2 Fesch Last purchase date ee Tem Tem e Last payment date Cutoffday Diseday Last payment amount Dueday Disc pct Last payment number PTD YTD Last Year Purchases H Discounts KE as Paments KE Cg Mengs TY Leet 275 Passport Business Solutions Standard Invoice Character Mode There are separate view screens One is for the standard invoices and another for memo invoices A standard invoice is one that has been paid with a check or ACH payment and a memo invoice was paid with a credit card or through some other means S
10. any checks print checks and post void 236 applicable for your site 1099 fields 319 automatic check voiding defined 13 automatic selection 155 automatic selection edit list recurring payables auxiliary files defined B bank changes following initial setup vendor additions or batch control set up of batch processing defined be voided entering checks to brief 1099 report printing brief format 1099 report C C open items modification type C R calendar lookup cancel vch cancellation voucher cancellation vouchers posting carriage return defined cash account process ACH and post cash accounts file cash disbursements projection cash disbursements projection intro duction to cash requirements report cash requirements report current discount lost 390 424 21 250 326 414 191 11 27 89 80 128 237 18 394 199 396 206 207 net amount optional voucher past due valid discount cash requirements report defined cash requirements introduction to change log report vendor change log purge change log print change to distributions any check in forms check and remittance form definition check amt last check and ACH remittance form fields introduction to check and remittance forms entering check and remittance forms intro duction to check date last check format control information check formats 1 and 2 1 2 and 3 3 4 206 20
11. 00 00 00 Report 0050 Net amt 946 29 906 50 3 430 00 2 303 54 123 09 392 03 Net amt 1 625 00 2 500 75 2 097 50 Net amt 450 45 39 00 Net amt 11 000 00 Page 0003 396 Vend Vendor name Gross amount Valid discount Lost discount Net amount Pmt grp Vendor terms A P account Vchr Inv Inv date Due date Disc dte Past due amt Current amt Optional amt Discount amt Lost Net amt 1070 58 1 24 05 1 24 05 None 8 540 00 00 8 540 00 Grand totals Past due 42 794 36 386 54 124 47 42 407 82 Current 1 529 54 29 13 00 1 500 41 Optional 00 00 00 Total 44 323 90 415 67 124 47 43 908 23 gt nd oF report gt 397 PRE CHECK WRITING REPORT Date 03 11 2005 Time 16 35 29 XYZ Company Report 0051 Page 0001 ERE e RRE WRITING REPORT Thru 6 01 05 for payment on 4 01 05 Vendors with credit totals are not included in totals Vend Name Vchr Invc Invoice Due Discount Amount Discount Net cash Vendor terms Pmt grp date date date to be paid to be taken required 200 Acme Office Supplies 1059 10 1 22 05 2 21 05 2 06 05 800 00 5 00 795 00 2 15 net 30 SPL Vendor totals 800 00 5 00 795 00 1 vendors to be paid Grand totals 800 00 5 00 795 00 Date 03 11 2005 Time 16 35 29 XYZ Company Report 0051 Page 0002 PRE CHECK WRITING REPORT Deferred vouchers Vend Name Vchr Invc Invoice Due Discount Amount Discount Net cash Vendor terms Pmt grp date date date to be paid to be taken required 900 Reynol
12. Options Enter your taxpayer identification number or use the option lt F2 gt For the ID specified in Control information Format 999999999 Example Press lt F2 gt 3 Transmitter control code Enter your company s control code This is supplied to you by the IRS Format 5 characters Example Type ABCDE 4 Company name Options Enter the company s name or use the option lt F2 gt For the ID specified in Control information Format 40 characters Example Press lt F2 gt 5 Company address Options Enter the company s address or use the option lt F2 gt For the ID specified in Control information Format 40 characters Example Press lt F2 gt 6 City Enter the company s city Format 25 characters Example Type Anytown 335 Passport Business Solutions 7 State Enter the postal abbreviation for the company s state Two letters Lower case is converted to upper case Only Format valid postal abbreviations for United States states or ter ritories are accepted Example Type TX 8 Zip code Enter your corporate zip code 99999 for the first segment required Formal 9999 for the second segment optional Type 12345 for the first segment Example Press lt Enter gt to leave the second segment blank 9 Contact name Enter the contact name for your company Format 40 characters Example Type Joe Blow 10 Contact phone number Enter the contact phone number The
13. Purging is not allowed when any unposted void check transactions are pending When you are using the Check Reconciliation C R module the Vendor His tory file is used to transfer your A P checks to your checkbook Therefore be certain you have transferred them before you purge refer to the Transfer Checks Deposits chapter of the C R User documentation Note Select Purge vendor history from the Utility menu View a Purge Vendor History example in the Sample Reports appendix The following screen appears Initially only Fields 1 through 3 appear Enter the following information 1 Distribution cut off date Distribution dates are compared to this cut off date In order for an invoice or any of its activity to be purged its balance must be zero and all its activity must have occurred on or before this cut off date Options Enter the cut off date or use the following option For the Latest most recent date in the Vendor History lt F2 gt file All invoices for the vendors selected will be purged Format MMDDYY The default is the current system date Example Press lt F2 gt 282 Passport Business Solutions 2 Starting vendor 3 Ending vendor Options Enter the range of vendor numbers to be purged or use the option For the First starting vendor number or Last ending SE vendor number Neither field must be a valid vendor number but the range should enclose at least one vend
14. RECURRING PAYABLES EDIT LIST Date 03 10 2005 Time 16 55 15 XYZ Company RECURRING PAYABLES EDITI Starting vendor First Ending vendor Last Entry types shown Fixed F and variable V amounts Next date cut off Latest Report 0043 Page 0001 Total to date Max total amt Indefinite Indefinite Last vchr Last date Next date none none 3 10 05 none none 1 31 05 Selected Expired Start date Times used Final date Max uses N N none 0 Indefinite Indefinite N N none 0 Indefinite Indefinite Grp Vend Name Due day s Amount due Amt YTD Inv cd Reference Disc day s Non disc amt Annual max Type P O Rpt on 1099 Disc pet Discount Disc acct OFC 200 Acme Office Supplies 30 156 00 00 SUPPLY Front desk supplies 15 Indefinite F 224012 Yes 2 00 3 12 5050 100 Acct Description Amount Distribution 7500 100 Office supplies 156 00 EXP 400 Jones Property Management 4 3 500 00 00 RNT 1 Monthly Office Rent 0 Indefinite F No 00 Acct Description Amount Distribution 8000 100 Rent 3 500 00 2 entries printed o gt lind of report s 388 RECURRING PAYABLES SELECTION LIST Date 03 11 2005 Time 11 42 54 XYZ Company Report 0044 Page 0001 RECURRING PAYABULES SELECTION B D ST TBA means To be assigned Voucher numbers and TBA invoice numbers will be automatically assigned during posting Vendor name Inv date Invoice Invoice amt Due day s Due dat
15. pany information Does not occur in this example because this is a regular Example voucher Assign memo This field can only be entered if the A P Control information Date control field is set to selective By selective it means you may select not enter a check mark to enter the distributions only or enter a check mark to assign memo records Format Check box Example Type the lt Space bar gt to enter a check mark If you are using positive pay and the cash account you select is set up for positive pay then a message will display letting you know that you must post your payables before the positive pay file is generated Make any needed changes For an existing entry you may use one of the options BER To delete this payable available only for an existing entry To toggle between a correcting entry and a non cor recting one This option is only available if you are lt F5 gt interfaced to the General Ledger module and you have answered Y to the question Allow correcting entries in G L Control information 97 Passport Business Solutions Select Save or when you are finished making changes to this screen For immediate check vouchers Immediate checks are printed after entering the first screen but before entering the distributions If the default printer in Default immediate printer corresponds to a printer in Company information that printer is used Otherwise a message appears saying the printer is i
16. the cursor to the Vendor field for selection of a dif ferent vendor Vendor info For more information on the vendor rather than the invoice press lt F5 gt This opens a window as follows Vendor History View vendor invoices XYZ Company amp Vendor 2000 All Bank Phone 362 525 1200 Contact Jennifer Sayley Vendor data Address 1000 Pacific Blvd Contact 2 Alex Young Phone 2 302 525 1236 Wilmington DE 19800 Vendor s ref Vendor status Normal Terms Net 30 Last purch date 5 17 07 Terms type Days Current balance 00 Due days Last check date 6 25 07 Disc days Last check amount 458 69 Disc pct 5 Last check number 1327 YTD Last Year Purchases Discounts Payments Balance 00 00 lt Esc gt return to view screen An ampersand amp next to the vendor number indicates that there is a note on file for this vendor More information about the open items For more information on the invoice items shown you can press lt Enter gt This controls what appears in the rightmost portion of the screen Each time you press lt Enter gt you cycle between two formats Specifically the number and name of the cash account replace all columns to the right of the check number Notes If you press lt F6 gt you may see or enter notes about the vendor You may have any number of dated notes for a vendor For details on entering notes refer to the Using Notes section of the Use of Function Keys Tool Bar and Windows chapte
17. 1 Vendor Options To find the recurring payable you want enter the vendor number or use one of the options For the next recurring payable matching the param lt F1 gt Si eters entered on the previous screen lt SF1 gt For the previous entry Format 6 characters Example Type 200 155 Passport Business Solutions 2 Invc code If you have used the option keys in Field 1 this field and all the other fields on the screen contain the information on file for this entry and the cursor is positioned at Field number to change Options Otherwise enter the invoice code of the desired recurring payable or use the option lt FI gt For the next recurring payable for this vendor lt SF1 gt For the previous recurring payable for this vendor Format 6 characters Example Press lt F1 gt Once an entry has been chosen either by use of the function keys or by direct entry into Fields 1 and 2 one or the other of the two messages following will appear depending on whether or not the entry has already been selected This entry has already been selected Do you want to unselect it This only appears if this entry has already been selected and has not yet been processed by Use selected e Answer Y to unselect it Since Select for use only operates on selected entries and this entry is no longer selected you cannot change it further The screen clears and the cursor is posi tioned at Field 1 for selection of
18. 1 22 05 103 75 YTD 381 12 7659821 Business 4 596 69 0 00 Last year 0 00 0 00 0 00 0 00 0 00 Last year 2000 000 2 10 net 31 5050 100 Proximo 10th 5010 100 EOM 10th 2 00 ta a a LAST CHECK DATE AMT 1016 9 28 04 4 596 69 0 0 00 110 9 28 04 1 470 00 2000 000 Bank Charges 5050 100 Days 0 7100 100 N A None 0 00 EES LAST CHECK DATE AMT Purchases 103 75 103 75 0 00 0 0 00 Discounts 0 00 0 00 0 00 0 0 00 Payments 0 00 0 00 0 00 0 0 00 11 Vendors on file End of report 382 VENDOR CHANGE LOG Date 03 10 2005 Time 13 36 27 VENDOR Vendor status Blank normal Terms type D days P proximo A always take discount day of next month XYZ Company CHANGE LOG H hold payment N not to be purchased from 1099 ID 1099 amt YT 1099 amt nx Last purch date Current Balance 1099 ID type D t yr A P Acct Disc acct Dflt dist acct Report 0039 Page 0001 Terms Desc Type Due days Cutoff Disc days Disc 213 999 9765 12 3456789 Business 1 23 05 18 323 25 Fax 2 Email 2 YTD Last year 18 390 84 0 00 0 00 0 00 67 59 0 00 213 999 9765 12 3456789 Business 67 59 0 00 67 59 0 00 2000 000 5050 100 7500 100 2000 000 5050 100 7500 100 2 15 net 30 D 30 LS 2 00 DATE AMT 1 20 05 67 59 00 00 2 15 net 30 15 2 00 DATE AMT 1 20 05 67 59 00 00 Vend Name Contact 1 Status Address Contact 2 Typ
19. 12 01 2005 thru 12 31 2005 1 Type Regular 2 Vendor z Gets 1099 Temporary vendor entry 1 Name Led 2 Address 1 3 Address 2 4 City State Postal code Country 5 Contact 1 Phone 6 Contact 2 Phone 7 Payment group 8 A P account lt F2 gt enter a person s name The fields in this window mean the same and are entered in the same way as the corresponding fields in the Vendors Enter selection That description is not repeated here 88 Passport Business Solutions Be aware that in order to fit all the fields on one window some of the Vendor fields have been omitted These are mostly fields that would not be used for a temporary vendor anyway They are left blank or zero in the record Specifically e There are no FAX numbers or e mail addresses e There is no vendor type e Discount and distribution account numbers are left blank e The vendor does not get a 1099 form e Sales terms are zero due days If these defaults require correction in a particular instance modify the entry as needed via Vendors Enter A temporary vendor created by this window remains on file in Vendors even if the payable itself is canceled before completion For the most part a temporary vendor is processed like any other vendor It appears on vendor history reports and the A P Distribution to G L report However e Purchase and discount totals are not kept for temporary vendors See the Vendor Purc
20. Be aware that this selection does not purge vendor history There is a separate selection for that purpose To continue the example you might wish to purge vendor history as of January 31 at the same time that you run Purge open items Since vendor history is available for other purposes than for voiding checks specifically for printing historical reports you might prefer to keep vendor history on file longer than open items Select Purge from the Open items menu The following screen appears Purge open items XYZ Company _ Cut off due date Starting vendor Ending vendor sub AZP account Payment group 6 Purge or print lt F2 gt Latest Enter the following information 290 Passport Business Solutions 1 Cut off due date This is the latest due date for which fully paid open items are to be purged Options Enter the date or use the option For the Latest date This will purge all eligible fully lt F2 gt S P paid open items regardless of due date Format MMDDYY There is no default Example Press lt F2 gt 2 Starting vendor 3 Ending vendor Options Enter the range of vendor numbers for which fully paid open items are to be purged or use the option For the First starting vendor number or Last ending se vendor number Neither field is required to be a valid vendor number but the range should enclose at least one vendor Format 6 characters for each field E
21. Current period ending date in the G L Accounting Period file However you are not required to close a period at the same time you move to another entry period in G L After the initial entry of this field the close a period function will change the date automatically Normally you will never have to manually enter this date Refer to the Close a Period chapter If you do not use G L enter the last date of the accounting period you are in When a payable or a check is posted amounts will be added to the period to date vendor fields This date is provided as a reminder of the current period in which you are working and will display when you are adding changing or viewing vendor information Enter the current period ending date Options You have the following option lt F4 gt To select a date from the calendar lookup 26 Passport Business Solutions Format MMDDYY Example Type 33197 Date Entry Range A P checks voucher distribution and void check dates are prone to misinterpretation and incorrect entry The next three fields provide the set up for a feature that restrict users to entering dates which ultimately result in G L transactions to a specified date range The use of date entry control would increase the security against accidental incorrect entry of distribution dates Fields that are effected by date entry control include FUNCTION FIELD ON SCREEN Payables Enter Distribution date Print checks
22. If there is only one lt F1 gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry in A P accounts lt F5 gt To list All vendors regardless of A P account number Your standard account number format as defined in Com Format pany information Example Press lt F5 gt Payment group Entering a single group shows only vendors for that payment group Options Enter the payment group or use the option lt F5 gt For All vendors regardless of payment group Format 3 characters Example Press lt F5 gt 58 Passport Business Solutions Note that leaving this field blank includes on the report only those vendors that do not have any payment group This is not the same as requesting All vendors Print notes If you want the vendor notes to appear on the list answer Y Format Check box Example Select lt Enter gt to leave the box empty Report format When you select the Full option it allows you to show the Period to Date and the Year to Date information for purchases and discounts The Brief option does not 59 Passport Business Solutions PRINTING VENDORS BY VENDOR NAME This report lists vendors in order by vendor name The previous section describes a similar report by vendor number Select Vendors by vendor name from the Reports vendor menu See an example of the Vendors by Vendor Name report in the Sample Reports appendix The fo
23. If you answer Y then you will be prompted to enter the name of the file If you are using a graphical image form file then you must select Windows printer when you print forms The printers defined in company information will not merge the form image file with the data File name This field is only available in Windows and Thin client You must make an entry in this field if you select Y to Print using graphic image Enter the name of the file that will merge with the forms data This file must be of a JPEG or Bitmap file format only The file must be present in the top level PBS directory called IMAGES and must be spelled exactly as the file name with the proper extension 12 characters including the extension that must be either Format jpg or bmp oe For this example the entry of this field is not possible P because you selected N to print a graphic image 4 Width Enter the number of columns that may be printed on a form Your entry here is determined by the width of your form as well as the setting on your printer for characters per inch or pitch Format Up to three digits Example Type 78 If you are using compressed printing you can enter up to 132 If you are not using compressed printing then do not enter a number greater than 80 Field 11 determines if your form is compressed or non compressed 5 Length This is the length of the check or remittance form If printing a full 8 5x11 page on a laser printer usi
24. If you want to change them you can do so from Field number to change Since the fields on this screen are the same ones that have already been described in the Entering recurring payables section although differently numbered only those that are of special interest are described here 5 Invc For a Variable entry the cursor moves to this field automatically for a Fixed entry you can change it from Field number to change If you do not have the vendor s invoice number or do not wish to enter it you can leave this blank Use selected will create one automatically from the invoice code and the invoice date Format 15 characters Example Press lt Enter gt 6 Invc Date For a Variable entry the cursor moves to this field automatically Enter the invoice date that will be used for the voucher MMDDYY The default is the recurring payable s Next ne date field Example Not used in this example 7 Invc Amt For a Variable entry the cursor moves to this field automatically Enter the invoice amount Format 99 999 999 999 99 Example Not used in this example 8 Non disc For a Variable entry the cursor moves to this field automatically Enter the non discountable amount the amount that is not discounted Format 99 999 999 999 99 Example Not used in this example 157 Passport Business Solutions 17 Check Enter the check number only if this invoice has already been paid with a manual chec
25. Ig Payables Enter Company 00 XYZ Company File We Tools S Edit Save Save New Delete Cancel Exit Select assigned transaction memo by purchase from vendor Invoice 1345 Vendor 100 Vermont Metal Product Voucher 1484 Purch fr Invoice Purchase Distribution vendor number date account Amount Tax Lalal Original invoice amount 400 00 Amount remaining to distribute 400 00 General Unassigned transaction memos Purch fr Invoice Purchase vendor number date Tax laa fr Purchase from vendor bn al FS Reference R Invoice number Sales tan Purchase date ei State Purchase order SSS Amount Receiver number TI al Distribution account je al IR The upper list box contains any existing memo distributions The lower list box shows the distributed memos In character mode the memo distribution screens appears like this Payables Enter XYZ Company Invc 5469 Vendor 600 Wells Fargo Bank Vchr 1269 Purch fr vendor Ti Invoice number Purchase date Purchase order Receiver Reference Use tax State Amount 10 Distrib acct KEREN Vend Invoice Acct Amount Tax Stat Orig inv amt 1 743 98 Amt rem 1 743 98 lt F1 gt next rec lt F2 gt next unassign blank non memo distribution Organization of the memo distribution window Memo distributions are entered either one at a time using the conventional numbered fields or you may apply previous entered memos
26. Now you have pressed lt Esc gt to indicate there are no further sets to be printed You are given another chance to void any checks spoiled the printing process and this time you can select ranges of check numbers It is preferable to void spoiled checks before they are posted Once checks are posted a separate selection is required to void a check If you answer No proceed to Are the checks OK to post below If you answer Yes then you can void one or more ranges of checks regardless of whether or not they were printed in the same set Format Yes No question Example Select lt No gt Starting check Ending check These fields appear only if you answered Yes to the preceding Enter the range of check numbers to be voided 236 Passport Business Solutions Format 999999 at each field Example Does not occur in this example ACH File Processing If you selected A or B in the Enter print selection field or if you are not using ACH processing this field displays Print checks and post displays in the upper left corner of the screen A screen appears for you to enter the following information Cash account If you are using only one cash account this screen is skipped and the cash account in A P Control information is used automatically The same or different cash account may be used as for printing checks However this account must be defined under Bank accounts under the CTL module Options En
27. Options gt Vendor To add or change Notes for this vendor notes lt F7 gt or select menu To add or change Vendor Contacts for this Contacts vendor 50 Passport Business Solutions ACH Processing in Character mode Press lt Enter gt after making all changes If you are using ACH processing as defined in Control information then the third screen will display where you can enter the ACH related fields If you are not using ACH processing then the record is saved and the first screen will display The third screen pertains to ACH processing It is recommended that you read the appendix Imple ment Positive Pay and Direct Depost before you attempt to enter these fields In character mode the following screen appears Vendors Enter xYZ Company For vendor 100 Vermont Metal Products 31 Bank code ach CO Bank name 32 Bank account 33 Account type 34 Prenote 35 Date lt Fl gt Next bank code lt SF1 gt previous bank code lt F3 gt No ACH processing From the character screen you can access vendor history information using the Drill down feature This feature is explained in the PBS System documentation Vendor Notes Name Changes and Deletions Notes You may have any number of dated notes for a vendor For details on entering notes refer to the Using Notes section of the Use of Function Keys Tool Bar and Windows chapter in the System User documentation Format 10 rows of 77 characters each Na
28. Thru start date cut off Enter the cut off date This field relates directly to the date entered in Pre note date Vendors field If the date you enter here is on or after the Prenote date then the status will be updated from pre notification to normal If it is before the Prenote date then the bank account start date will not be effected Format MMDDYY Example Type 10107 3 Date for pre note file This is the date written to the ACH file for the pre notification bank accounts Enter the date to be used for the vendor pre notification ACH records or use the option lt F2 gt For Today Format MMDDYY Example Type 80208 4 Company ACH bank code Enter the bank account code for which you are reporting The bank information will be written to the ACH file Format 4 characters Example Enter 1 Field number to change Make any changes or select Enter to generate the ACH file or update the bank account records 70 Passport Business Solutions Purchasing Addresses This chapter contains the following topics Introduction to Purchasing Address Entering Purchasing Addresses 0 00 0 0 02 0 222 e eee Printing a List of Purchasing Addresses 71 Passport Business Solutions INTRODUCTION TO PURCHASING ADDRESSES Sometimes a vendor may supply you with goods from one or more locations which are different from that vendor s remittance address This would be t
29. To exit a sub menu press lt Esc gt to return to a main menu Always exit PBS before you turn off your computer or when you are away from your computer for a long time If you can avoid posting during times when the electricity to run your computer or server is intermittent 28 Note Passport Business Solutions This documentation includes examples In fact you can use the examples shown in this documentation Each chapter has samples of the information entered Do not attempt to do the examples on a production system If you use the multi company feature you can reserve a test company for exper imentation If not either do all your experimentation before beginning rou tine business use of the system or else back up all your data before your training sessions and restore it afterwards Before entering the examples either initialize the data files before you begin entering your actual business information When you initialize a file you clear out all information entered in that file After initialization you restart with this chapter and enter your actual business information Initial ization is described in the File Initialization chapter of the PBS Admin istration documentation 29 Passport s Business Solutions Guide to Daily Oper ations This chapter contains the following topic Daily Operations 2 20 2 0 22 c cece cece cece cece cececeseceeees Passport Business Solutions
30. When you are using the PBS Check Reconciliation module the Vendor History File is used to store information until it is transferred to that module Therefore if you are using or intend to use Check Reconciliation and you want to transfer checks information into Check 19 Passport Business Solutions Reconciliation you must keep vendor history If you aren not keeping history you may enter the checks information manually in Check Reconciliation Format Check box Example Select the lt Space bar gt to keep vendor history Use memo tracking Enter your selection for memo tracking Vendor memo records can be entered or assigned to payable distributions and later posted to vendor history With tracking the history of memo distributions PBS provides more complete vendor reporting by enabling you to identify the actual purchase from vendor for specific purchases that are being paid to another vendor such as a credit card company or employee expense reimbursement account Memos are attached to the voucher distributions Memos may be entered in advance and later applied to a voucher or they can be entered on the fly at the time the voucher is entered These are the options Never Never use memo tracking Always use memo tracking when entering payables dis Always rae tributions Selective use When entering a payable you will have to choice of the distributions screen or the memo tracking assignment screen Selecti
31. d EES The phone number from Company information number 438 Passport e Business Solutions Em POSITIVE PAY LINE FIELDS The following table lists the fields available from the Check lines field group aS POSITIVE PAY VENDOR CHECK FIELDS Deeg MELD NAME NAME DESCRIPTIONS Blank line When this field is selected no other data is e on the line even if it is defined 3 Vendor name Vendor name This is a required field for printing on checks Vendor last name If you entered the vendor as a Vendor last name person s name then print the last name of the stub header Vendor first name If you entered vendors as a Vendor first name person s name then print the first name of the stub header ac be CC EC 439 Passport s Business Solutions Ed POSITIVE PAY VENDOR CHECK FIELDS FIELD FIELD NAME DESCRIPTION Vendor reference Company bank ABA routing number Company bank ABA routing number from CTL gt Banks Company bank This is the bank account number entered in acct CTL gt Banks 440 Passport Business Solutions Em POSITIVE PAY TOTAL FIELDS The following table lists the fields available from the Totals field group aS POSITIVE PAY STUB TOTAL FIELDS FIELD FIELD NAME DESCRIPTION SE E The display name from Company information D SES SES The display name from Company information ie Company address 1 Address 1 from Address 1 from Company information inf
32. s 117 by 276 memo invoice 279 name or memo report 124 ending vendor namer 64 memo credit 80 starting vendor name 64 menus defined 27 negative number entry 42 method aging 163 net amount 206 net full invoice payment net due next month proximo terms day of non A P check voucher described non A P check vouchers posting non A P manual check register non a p payable positive pay notes A P check register cash requirements report print checks and post check formats vendor now due vouchers posting retainage number defined account number entry negative number of a field check and remittance form definition column number of a field check and remittance form definition line number of copies laser printers print checks and post number of remittance copies laser printers number last voucher number print by vendor numeric fields check and remittance form numeric fields positive pay 216 182 41 81 127 245 129 243 206 233 51 128 42 344 344 235 241 19 57 353 372 ODBC only or non A P manual check reg ister print register only print register open item defined open item file A P open item register modify open items detail aged information introduction to introduction to aged introduction to purge introduction to view modification type C modification type M modifying posting modifications purge report fully paid report aged
33. this field displays automatically Otherwise enter the entry type of this new or existing entry Format One letter either F or V Example Type F 136 Passport Business Solutions Group You may set up groups of any kind here so that you may later select a group of recurring payables from which to create vouchers This code is optional Options Enter the group to which this recurring payable is to be assigned or use one of the options lt F1 gt For the vendor s payment group from Vendors lt F2 gt For the vendor s vendor type from Vendors Any entry is accepted and no file of valid codes is maintained If you use this feature you should develop your own list of valid codes before creating any recurring payables and apply it consistently Format 3 characters Example Type OFC P O number Enter the purchase order number authorizing the recurring payable if any This field is optional If you are interfaced to the P O module this would typically be a blanket purchase order Format 15 characters Example Type 224012 Amount Enter the amount due This is the amount due each time the recurring payable is used not the total amount of all uses The amount can be zero for a variable payable but a fixed payable must have a non zero amount Format 999 999 999 99 Example Type 156 Non discount amount Enter any part of the vendor s invoice that is not eligible for a discount This amount must have
34. you will be asked to confirm that you really intend to do this Field number to change Make any needed changes then press lt Enter gt There will be a period of processing as eligible vendors are either purged or printed or both The report is not a register and may be displayed on the screen 297 Passport 3 B siness Solutions Distributions to G L This chapter contains the following topics Erna aan ra Ae EEE A LARE ETEA General Ledger Is Not Used 20 00 0202 occ eee e cece ee ee General Ledger Is Used useen E 298 Passport Business Solutions DISTRIBUTIONS The Distributions to G L selection enables you to print a report showing the distributions to General Ledger accounts made in the A P module These are contained in the A P Distribution file The report may be used to drive a manual General Ledger module or the file may be used to drive a General Ledger computer module If you interface to the G L module the transfer of information is initiated from within that mod ule and is described in the G L User Manual If you use some other G L module you can export this file using the file utilities described in the PBS Administration documentation You must then reformat the information into a format usable by your system You may also export this data using ODBC Open DataBase Connectitity See your PBS pro vider for more information on ODBC Whether your G L module is PBS manual or forei
35. 0 00 00 0 0 00 0 0 00 00 0 0 00 0 0 00 0 0 00 0 0 00 0 0 00 0 0 00 00 0 0 00 0 0 00 00 0 0 00 0 0 00 0 0 00 Page 0002 PURCHASES DISCOUNTS Vend Name Last purchase date Purchases Pct of Purchases Vendor type SVC 1000 Greener Grass Ofc Plants 1 25 05 Type totals Average for vendor type 11 Vendors Grand totals 6 Types Averages 12 575 12 575 12 575 86 917 7 901 45 45 45 22 ad End of report 413 Year to date Discounts total 14 5 00 00 14 5 00 93 81 100 0 8 53 100 0 00 s00 00 00 00 Last year Pct of Discounts total 0 0 00 00 0 0 00 00 0 0 00 1099 REPORT BRIEF FORMAT Date 03 12 2005 Time 12 43 43 by 1099 amount indicates vendor L OF 99 is below reporting limit of REPORT XYZ Company Report 0064 Page 0001 BRIEF FORMAT 100 Vermont Metal Products 200 Acme Office Supplies 300 Red Line Freight 800 Hanson Manufacturing Co 1000 Greener Grass Ofc Plants 12 7659821 12 3456789 12 3456789 12 3456789 55 5434211 4 596 67 450 00 00 518 4 596 5 114 Bnd SE 69 59 45 04 69 73 600 00 Address Phone 410 Pinecrest Road 802 445 9134 456 N Broadway 213 999 9765 22748 E Commercial 213 768 7650 65 Industrial Circle 847 669 8560 324 N Winter Dr 714 555 2344 paid to 4 vendors below reporting limit
36. 109 Passport Business Solutions For a new entry each distribution as it is entered is added to a table at the bottom of the window Only the three most recent distributions are visible at one time The amount remaining to distribute displays continuously at the bottom of the window This may be zero or negative Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero For an existing entry the distributions already on file are not displayed until requested individually Enter the information for distributions as follows Transfer distributions from the purchase order This question only appears if 1 you interface to P O 2 this is a new voucher rather than an existing voucher 3 you have not yet made your first distribution entry for this voucher and 4 you entered a purchase order number and receiver number on the payables header screen Answer Y to transfer the distributions or N to not do so Purchase from vendor Options Enter the purchase from vendor number for this invoice or use one of the options lt F1 gt For the next memo record on file lt F2 gt For the next assignable record on file blank For a non memo distribution Format 6 characters Example Enter 100 The entry for this field can be the same as the pay to vendor but should only be the same if you are using the memo to track sales tax Invoice number If you entered a vend
37. 2 Address 3 City State 16 Zip code 11 Country 12 Telephone 13 Fax 14 Email 15 Auth no Email documents OOCNOUAWNS next contact From this screen you may work with new or existing contacts for this vendor Each vendor may have up to 999 contacts in addition to the two defined in the vendor record There is no relation between the contacts you maintain here and the contacts entered in vendor record fields For instance if you blank out the contact in vendor record contact 2 the first contact in this window does not migrate to that field to fill the gap e Ifyou need many contacts you may wish to ignore the contacts in the vendor fields alto gether and enter all your contacts in this window so you will always know where to look for them s Be aware however that the View selections and most reports show only the contacts in the vendor record The Vendor and Contact fields are required and cannot be changed on an existing contact all the other fields on the screen are optional Enter the following information Vendor This field contains the vendor number of the vendor you are currently working with and cannot be modified Format 6 characters Example Press lt Enter gt Contact Enter a unique number to distinguish this contact from the vendor s other contacts Options If you have vendors on file these options will be available to you lt F1 gt For the next c
38. 245 210 19 393 391 183 188 163 290 179 191 193 189 197 408 12 view invoices more information about 279 open items defined view open payables by date open payables by date report 12 259 401 operations daily optional voucher cash requirements report options payment handling or percent amount or permanent deferral temporary organization defined data organization of distribution window P paid open items purge report fully paid vouchers partially partially paid vouchers Passport support contacting password protection defined password defined past aging date including items path and backup ACH file name pay defined positive pay introduction positive pay setup steps positive payable data files accounts payable defined accounts payable relationships accounts payable accounts 206 418 146 221 102 408 80 80 23 13 26 174 426 419 419 18 2 20 18 payable if using Job Cost with retainage127 payable starting accounts payables 26 automatic selection edit list recurring 390 by date open 259 defined 4 distributions to G L report 410 entering recurring 134 introduction to 79 introduction to recurring 133 recurring 11 selecting recurring 151 payables A P transactions defined 11 payables edit list recurring report 388 payables edit report report 386 payables for future periods showing 164 projected payables impor
39. 6 vendors at a time You may sort the vendors by vendor number or vendor name both in ascending or descending order Only column names in red may be sorted Click on the column name or the arrow to the right of the column name to change the sort or use the View options 31 Passport Business Solutions To locate a vendor start typing a number or name depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate an item The lt F1 gt and lt SF1 gt keys are the same as the up down arrow keys Vendors that display in the list box are available for changes or deletion The fields for the selected vendor display in the lower part of the screen When a vendor is found you may select the lt Enter gt key or Edit button to start editing Vendors Buttons You may select a button or keyboard equivalent for editing deleting or adding a new vendor Button Keyboard Description New Alttn To enter a new vendor Delete Alttd To delete the vendor selected in the list box Edit Altte To edit the vendor selected in the list box Save Altts To save a new vendor or changes to an edited vendor Save New Alt w Same as Save button plus the New button Cancel Alt c To cancel adding or editing a vendor Exit Alttx To exit the screen You may also use the lt Esc gt key Character Mode In character mode the following screen appears Vendors Enter XYZ Company Current per
40. APO APO APO Date total APO APO APO ie GENERAL LEDGER 2 3 7 1 019 018 021 019 021 021 Report 0062 965 350 500 SS 399 529 346 553 560 114 450 34 484 1 2 ER 00 60 00 34 09 719 77 45 00 45 625 275 097 372 365 925 159 5 Page POS POS POS POS ACH POS CHK CHK ACH ACH 00 00 50 50 00 00 00 0007 Ending date Latest Ending account Last Journal types AP A P transaction register AJ Adjustment register AK A P check register AV A P voided checks register Acct Description Date Chk Cash acct Vend Name Reference Jrnl Amount Typ A P paid distributions in detail 2000 000 Accounts payable 3 10 05 1018 1000 000 200 Acme Office Supplies Acme Office Supplies AK0053 800 00 CHK 3 10 05 1018 1000 000 200 Acme Office Supplies Shipment returned AVO055 800 00CR CHK 3 10 05 1019 1000 000 300 Red Line Freight Red Line Freight AKO059 450 45 ACH 3 10 05 1020 1000 000 700 Pacific Telephone Pacific Telephone AKO059 990 34 ACH Date total 1 440 79 Account total 1 440 79 Section total 1 440 79 Report total 00 End of report 411 PURCHASES DISCOUNTS Date 03 12 2005 Time 12 03 57 PURCHASES XYZ Company DISCOUNTS Report 0063 Page 0001 Vend Name Last purchase date Purchases Pct of total Disco
41. CHECKS PROCESS ACH AND POST This selection may be used for the payment processes of printing checks or generating an ACH file It can also do both during the same check run When you use this selection to print computer checks for the vouchers selected for payment it prints a check register and it posts checks to all necessary A P files When you use this selection to generate an ACH file for the vouchers selected for payment it prints a remittance form and creates an ACH file that may be sent to your bank for electronic payment If you are using positive pay when printing checks you will be asked to select a format to generate a positive pay file Select Print checks and post from the A P menu PEE Print checks and post Company 00 XYZ Company file Took Payments and posting Entry period 06 01 2003 thru 06 30 2003 van EES Cash accountit AJ If you are processing ACH payments only skip to the Check Processing section below A screen appears for you to enter the following information Print This option will only display if you selected to generate an ACH direct deposit file as defined in A P Control information to Generate ACH 226 Passport Business Solutions For more information on ACH processing read the Direct Deposit Processing Introduction section of the appendix Implement Positive Pay and ACH Options Enter one of the print selection options ACH only For ACH direct deposit processing
42. CONDITIONS OF THE LICENSE AGREEMENT BELOW THE ENCLOSED SOFTWARE LICENSE AGREEMENT 1 License Grant Passport Software Inc Passport hereby grants to Licensee and Licensee accepts a non exclusive license for the enclosed Software with the rights terms and conditions as detailed in this License Agreement a You may install and use the Software on asingle computer system or single computer file server for your own internal business pur poses provided you the Licensee do not exceed the number of concurrent users licensed by Passport to access the Software If Licensee wishes to increase the number of licensed concurrent users Licensee must contact Licensee s Passport Partner your Pass port Software supplier or Passport directly b You may make backup copies of the Software as required for your own internal business purposes provided that you reproduce alll copyright notices and other proprietary notices on each copy made Backup copies may be used at any time to re install the enclosed Software in the event of loss destruction or other malfunction of the Software c You may only transfer the Software and this license to a successor to the whole of Licensee s business provided the successor agrees to accept the terms and conditions of this agreement If you transfer the Software you must report to Passport the name of the new user of the Software and you may notretain any copies of the Software yourself once you have transferredit No
43. Date 03 11 2005 Time 12 18 29 XYZ Company Report 0046 Page 0001 AGED OPEN ITEMS DETATIL Selections for this report Aging periods 1 Aging date 3 11 05 1 Define aging periods by Days 2 Age by invoice or due date Invoice date aging days in prd 1 30 3 By vendor number or name Number 3 Period 1 description Current Starting vendor First Ending vendor Last aging days in prd 2 60 6 Group by A P account F 5 Period 2 description Over 30 days 7 For which A P account A11 8 Show zero bal vendors Se 6 aging days in prd 3 90 7 Period 3 description Over 60 days 9 Detail or summary Detail 10 Vendor payment group A111 11 Print invoice or P O Invoice 8 aging days in prd 4 999 9 Period 4 description Over 90 days Date 03 11 2005 Time 12 18 29 XYZ Company Report 0046 Page 0001 AGED OPEN ITEMS DETATIL Aged as of 03 11 05 based upon invoice dates Note Asterisk beside voucher means item is permanently deferred Vend Name Vendonsbalance SSarS ppp ass cs separ sess Aged Vendor Messrs Sse tos EE E Contact 1 Address 1 Valid discounts Current Over 30 days Over 60 days Over 90 days Phone 1 Address 2 Vendor net Phone 2 Address 3 Last prch date A P account 2000 000 Accounts payable 100 Vermont Metal Products 8 266 09 Sloyi2 7 586 33 00 00 John Smith 410 Pinecrest Road 164 64 6 94 0 0 802 445 9134 8 101 45 802 445 9136 Newton VT 12345 3 10 05 Payment group MFG Terms 2 1
44. For the First starting vendor name or Last ending ven Se dor To toggle between entering a personal name and a cor lt F3 gt porate name The initial assumption is a corporate name For a corporate name 25 characters Format Sie For the name of an individual 14 characters surname 10 characters personal name Does not occur in this example because you chose V at SE egen If you enter the name of an individual for one field you must do so for the other Starting group Ending group These fields appear only if you selected Group in the Print report by list box field In Character mode these fields appear only if you entered G at the Select by field Options Enter the range of group codes to be included in the report At each field you may use the option lt F2 gt For the First starting group or Last ending group Format 3 characters Exam Does not occur in this example because you ple chose V at Field 1 Blank is a valid entry and selects only those recurring payables which do not have a group code 153 Passport Business Solutions Next cut off date Options If you want to select only those recurring payables with a next due date on or before a specific date enter that date here You may use the date look up or enter manually No cut off date is the default You may also use the option For the Latest date on file This means that entries will lt F2 gt 3 SS be selected regardless
45. Forms Advantage Prints maximum amount of information on each stub Useful if the reference number is used for internal purposes only Normal printing is more easily read Normal printing is more easily read but it makes the form look busy to print two lines per item Similar to format 1 except the stub is blank Prints maximum amount of information on each stub Lets you use the same set of checks for both A P and P R You may custom design your own check and stub form Disadvantage Requires 17 characters per inch printer This option does not print the reference number on the stub Fewer vouchers can be printed on a stub Requires 17 characters per inch printer Less formal appearance because captions are not pre printed You must understand how to design your own check and stub See the chapter for more infor mation Ask for a sample check from your forms supplier If you produce a custom form we recommend that you send a printed form example printed on the printer you are going to use to your forms supplier with an explanation of each field Format Example One option from a list box Select Fmt 1 on blank stub 18 Passport Business Solutions Print company name on check This choice is valuable if you have multiple companies By having check forms printed without the company name you can use the same check stock for more than one company Select the check m
46. If you are using a dot matrix printer align the perforation at the top of the forms with the print head It is important to start the actual forms from the top of the page and to do the printing with a carbon based black ink ribbon With dot matrix printers the matrix size must be 7 X 9 per character The IRS requires this for their forms scanner Select Printer When using a laser printer it is recommended that you use a Company information PCL laser printer when you print 1099 s rather than Windows printer The alignment will operate more accurately If using a dot matrix printer adjust the printing pressure according to the thickness of the forms Format 4 characters Example Type DONE Laser alignment For a laser printer specify horizontal or vertical alignment Print alignment Print a test alignment form by answering Y to the print alignment question Adjust the positioning of the 1099 forms in the printer as necessary and print another alignment form Repeat this procedure until the alignment of the form is correct If the 1099 forms are not positioned so that the first actual form to print is the first form on a page print one or two more alignment forms until the next form to print is at the top of the page 332 Passport Business Solutions Format One letter either Y or N Example Now answer N to the print alignment question Number of copies For a laser printer specify the number of copies P
47. Jrnl AP0020 Vchr 1069 P O Cash acct Inv Inv date Orig amount Orig discount Vendor 800 Hanson Manufacturing Co Doc Doc date Amount 4 1 24 05 2 155 00 8 1 24 05 365 00 18 25 Doc Doc date Amount 8 1 24 05 365 00 89 1 25 05 560 79 28 04 Doc Doc date Amount 89 1 25 05 560 79 Totals 4735579 SE Vendor 900 Reynolds Tool Company 390 1 24 05 553 98 33 24 Doc Doc date Amount 390 1 24 05 553 98 Vendor 1000 Greener Grass Ofc Plants 13 1 25 05 2 965 00 00 Doc Doc date Amount ale 1 25 05 2 965 00 58 1 24 05 8 540 00 00 Doc Doc date Amount 58 1 24 05 8 540 00 Totals 11 505 00 Date 03 12 2005 Time 10 49 27 A P acct 2 Discount 00 Discount 00 iy VEN 2000 000 Pmt 965 00 00 AP0018 Doc type Invoice 540 00 00 AP0020 Doc type Invoice 505 00 XYZ Company DOR HS Group 1058 Dist dte 1 25 05 1070 Dist dte 1 24 05 Oy REY 13 Jrnl AP0018 Jrnl AP0020 Vchr 1058 Vchr 1070 P 0 Cash acct 13 P O Cash acct Report 0057 Page 0005 Orig amount Orig discount Open Open discount amount Sa SHEL rst lt Proset Jrnl Vchr Reference 404 Grand totals 44 323 90 44 323 90 540 14 540 14 End of report 405 PURGE VENDOR HISTORY Date 03 12 2005 Time 11 30 19 XYZ Company Report 0058 Page 0001 PURGE VENDOR HISTORY Cut off date 1 22 05 Starting vendor First A P acc
48. P retainage now due check voucher does not affect the A P Open Item file The voucher amount is posted to the A P Distribution to G L file as a debit to the retainage payable account and a credit to the A P Control file cash account entered for the voucher If a dis count was taken this is posted as a credit to the discount account specified in the voucher e A cancellation retainage now due voucher searches for a voucher in the A P Open Item file that matches the cancellation voucher s invoice number and amount If a match is found that voucher is deleted from the A P Open Item file If no match is found the cancellation voucher is ignored If the voucher is deleted the retatnage payable account is credited for the amount of the voucher and the accounts payable account is debited for the same amount 128 Passport Business Solutions Positive Pay If you have immediate checks or Non A P payables and you are using positive pay then the positive pay records will be created during the posting of payables See Appendix Implement Positive Pay and Direct Depost for more information on the features and setup of positive pay 129 Passport Business Solutions IMPORT This selection imports vouchers from an external accounting system It will transfer records from an external ASCII file into the Passport Business Solutions Payables Transaction File After importing external vouchers you may review and edit transactions
49. Payment group 8 Show invoice history 9 Show memos D Distribution date I Vendor invoice date Enter the following information 1 Select date by The date range in fields 2 and 3 are enterable as distribution dates or vendor invoice dates For this field enter D for a distribution date range or V for a Vendor invoice date range Distribution date range Vendor invoice date range Format 1 character either D or V Example Press lt D gt for the distribution date range 265 Passport Business Solutions 2 Starting date The starting and ending dates enable you to specify a date range that will be included on the report The program does not check that these dates are earlier than the cut off date of your latest purge Enter a date or use the option lt F2 gt For the Earliest starting date on file in vendor history Format MMDDYY The default is the current system date Example Press lt Enter gt 3 Ending date All invoices before or on this date will be included on the report Options Enter a date or use the option lt F2 gt For the Latest date on file Format MMDDYY The default is the current system date Example Press lt F2 gt Include checks after ending date If you select Y the checks and ACH Payments associated with the invoices on the report will be included If you select N then only checks that fall in the date range will print 4 Starting vendor 5 Ending vendor Op
50. Select 1099 Misc reporting info from the Year end menu 319 Passport Business Solutions The following screen appears Year end 1099 MISC reporting information XYZ Company Year end AJF lt F2 gt 2007 Year end Enter the year for which you are reporting 1099 information The default year is the 1099 year ending date field from A P Control information When closing a 1099 year never change the date in A P Control information Use the Close a year for 1099 s menu selection Doing this will Format 4 digits Example Select lt Enter gt key Note keep the 1099 fields in the vendor file in sync with the data in the 099 miscellaneous information file which is used for printing 1099 s or creating 1099 magnetic media Show entered 1099 reporting info only The following screen displays Year end 2007 1099 MISC reporting information XYZ Company D KERGER Vendor Rents Royalties Other income Federal income tax withheld Fishing boat proceeds Medical and health care bene Non employee compensation Sub payments in Lieu of Div Int Payer made sales gt 5000 to buyer Crop insurance proceeds Excess golden parachute payments Gross proceeds paid to an attorney Section 409A deferrals income State tax withheld State Payer s State no State income System Over ride Box 15a Box 15b lt Fi gt next 1099 lt SFi gt prev 1099 lt F2 gt next vend lt SF2 gt prev vend
51. Year 23 Purchases 24 Discounts 25 Payments 26 Memo purch 27 Last purch date 30 Last paymt 28 1099 amount YTD Last paymt date 29 1099 amount next yr Last paymt amt lt F2 gt 2000 000 accounts Payable From this screen you can access Vendor History information using the Drill down feature This feature is explained in the PBS System documentation A P account no This is the A P account for this vendor s payables This account must already exist in 4 P Accounts Invoices and payments entered for the vendor are posted to this account Options Enter the account number or use one of the options For the next entry in A P accounts If there is only one lt F2 gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF2 gt For the previous entry in A P accounts lt F2 gt For the default A P account from Control information 46 Passport Business Solutions This field is protected from change For protected fields and how to override such protection refer to the System User documentation If change becomes necessary be aware that A P is no longer in agreement with General Ledger The Payables by Date Report does not show that the outstanding payables for a given A P account add up to the A P account balance in G L To keep A P and G L in agreement e Run the Payables by Date Report and get the A P balance for the vendor at the end of the period e Enter a G L journal transaction t
52. adopt your own standard for phone number for mat Format 25 characters for each field Type Tim Rawlings Example Type 213 555 9933 Press lt Enter gt six times Comments Enter any comments about this purchasing address Comments are optional and when used are entered like Notes For character mode refer to the Using Notes section of the User of Function Keys ToolBar and Windows chapter in the System User documentation Format Five lines of 65 characters each Type All PO s to this address Press lt Enter gt Press lt Esc gt Press lt Enter gt Example 75 Passport Business Solutions Options Make any needed changes In character mode if this is an existing entry you may also use the option lt F3 gt To delete this entry Upon pressing lt Enter gt with this field blank the screen will clear for the next entry 76 Passport Business Solutions PRINTING A LIST OF PURCHASING ADDRESSES This selection lets you print a list of purchasing addresses The vendor s billing address is printed as well as all his purchasing addresses Vendors who have only a billing address are not included Selection is by vendor not by purchasing address If a vendor is included on the report at all then all his purchasing addresses are included as well Select Purchasing addresses from the Reports menu Enter the following information Starting vendor Ending vendor Options Enter the range
53. all of this fiscal period s business trans actions have been posted and completed and any fiscal period ending Note reports have been printed This program clears the current period to date purchases payments and discount amounts You may also use the close to modify the date entry periods if you are using this feature as defined in Control information Print checks AP Voucher distribution dates and Void check dates are prone to misinterpretation and incorrect entry This feature provides a mechanism to restrict users to entering dates which ultimately result in G L transactions to a specified a date range The use of this feature would substantially increase the security against accidental incorrect entry of distribution dates Do not run close a period unless it is the correct time If you need to change the date entry range and not close the period do so in Control information Select Close a period from the Accounts Payable menu The following screen appears 314 Passport Business Solutions Em Enter the following information Please enter the new period ending date You can enter the new period ending date or use the option Options For the same calendar date in the month following the lt F2 gt current period ending date The last day of the month remains the last day even when the months have dif ferent lengths Format MMDDYY Duke If you are using this manual as a tutorial escape from the scre
54. allowed in either case Example Press lt F2 gt Make any desired changes then press lt Enter gt to exit the screen You can only do so if the amount or percent remaining to distribute is zero If it is you will be returned to the first screen for the next entry 147 Passport Business Solutions fez PRINTING AN EDIT LIST The Recurring Payables Edit List shows all recurring payables on file Do not confuse this with the Recurring Payable Selection List page which lists only entries selected for use Select Edit list from the Recurring payables menu or Recurring payables edit list from the Reports menu The screen similar to this appears Enter the following information Print report by Select whether to print the report in order by V vendor number N vendor name or G recurring payable group Format One letter either V N or G Example Type V Starting vendor Ending vendor These fields appear only if you entered Vendor in the Print Report by field Options Enter the range of vendor numbers to be included in the report At each field you may use the option For the First starting vendor number or Last ending ven lt F2 gt i dor Format 6 characters Example Press lt F2 gt at each field 148 Passport Business Solutions Starting vendor name Ending vendor name These fields appear only if you entered Vendor Name at the Print Report by field Options Enter th
55. and Remittance Formats A P comes with several predefined forms as listed below These predefined forms are provided following a new PBS installation in Company 00 They are also available in export files and can be restored for additional companies MULTI COMPANY NOTE If you are using multiple companies and are using a company ID other than 00 copy the APFRMFOO EXP file replacing 00 with your company ID for each company Then do a restore of the file for each company using the Note file utilities Positive pay forms are in the same file as check and remittance forms When you restore a positive pay form and you are using a check or remit tance format use the restore append restore option so you do not delete your current format We suggest that you first become familiar with the predefined formats provided with this module The following is a list of forms that are available in company 00 following a PBS installation rose Mam O Top Bottom stub Top only stub Format 4 dot matrix This format requires a file named CHECK BMP and should only be used in a Windows or Thin client environment The CHECK BMP file must to be located in the Images directory CHKaT Top Bottom stub Form 4 with Image form file For a detailed list of the predefined forms use the Reports Check and Remittance Forms selection 342 Passport Business Solutions FORM DEFINITIONS Described below are definitions for certain term
56. asked Print label alignment You can print as many alignment labels as you wish If printing on a laser printer you are given the chance to change the top and left margin before printing another alignment label After the labels have printed your screen will display the same entries as before and the cursor will be positioned at Field number to change If you wish to print labels for another range of vendors repeat the process 66 Passport Business Solutions If not press lt Esc gt from Field number to change to locate the cursor at Field 1 then press lt Esc gt again You will be asked to dismount the label paper to restore stock paper to the printer and to type DONE When you have done this you will be returned to the menu Note When using a laser printer you can save labels by printing the alignment on plain paper After printing the alignment on plain paper place the plain paper alignment on top of a page of labels and hold them up to a bright light to verify the alignment Make any adjustments necessary and continue printing alignments on plain paper until you have the correct alignment Then load the laser labels in the paper tray when you are ready to print labels When the alignment is correct answer N to the Print label align ment question The vendor labels then print 67 Passport Business Solutions PRINTING THE VENDOR CHANGE LOG If the use of change logs was not specified in the Pa
57. be distributed in proportion to these percentages The ten distributions are organized into a table with separate rows for each distribution and separate columns for account number description and amount The distributions are not required to be in any particular sequence If the entry type is Fixed the total amount due and the amount remaining to distribute display continuously at the foot of the table If the entry type is Variable the percent remaining to distribute displays instead The amount or percent remaining can temporarily become negative In each row the cursor moves through these columns in succession For a new entry Fields 15 through 24 are entered in succession e As soon as the amount remaining to distribute reaches zero the cursor moves to Field 25 If you wish to continue entering distributions do so from Field number to change 145 Passport Business Solutions e Hall ten distributions have been entered the cursor will not move to Field 25 unless the amount or percent remaining is zero For an existing entry you can change Fields 15 through 24 from Field number to change To add a new distribution enter the number of any of the fields that are currently blank When you exit the screen any blank rows in the table will be closed up so the same distribution may not have the same field number the next time that you look at this entry The order of the distributions is not changed however A
58. by due date a document becomes day old on the first day after the due date A vendor s invoice due for payment on January would be 30 days old on January 31 regardless of the invoice date Alphanumeric When the documentation refers to alphanumeric it means letters of the alphabet numerals special symbols amp etc or any combination of these In contrast numeric or digits means only numbers Batch Processing Batch Processing groups transactions These groups or batches can be processed together Passport Business Solutions Carriage Return It is often abbreviated as CR In pre computer days typewriters were equipped with a lever on the right hand side known as a carriage return When pressed the mechanism sent the paper holding cylinder or carriage to the left and at the same time rotated the paper upward to begin a new line Eventually a power carriage return was created that was pressed with the little finger on the right hand This feature was first added to electric typewrites in 1960 by Smith Corona On computer keyboards the carriage return or just return for short is now known as the enter key and is labeled with a backward arrow symbol This key serves the same function as the original carriage return moving the cursor to the beginning of the next line With the advent of word wrap however it was no longer necessary to press the carriage return at the end of each line Now the en
59. cancel before completing the second screen any changes made on the first screen are discarded There is only one entry for this selection You can work with either new or existing information A new entry occurs only when the module is installed or the Control Information file is initialized The first screen is displayed P Control information Company 00 XYZ Company File Tools New Edit Save Sa New Jelete Cancel Exit General Options Default accounts A P Se emm a e Cash account d e Discount account E oo o EN at Distribution account TR EN Kees Age by invoice date Number age days period 1 jo Aging period 1 description KH Number age days period 2 jo Aging period 2 description Ir Number age days period 3 jo Aging period 3 description a Number age days period 4 jo Aging period 4 description Dee Payment options Check format Fmt Keep vendor history Use memo tracking Never v Generate ACH 7 Enn chert number on Bon Generate positive pay Print company name on check 7 Last voucher number fo Batch contiol level No controls In character mode the following screen displays 13 Passport Business Solutions Control information XYZ Company 1 Default A P acct 2 Default cash acct 3 Default discount acct 4 Default dist acct 5 Age by inv or due date 6 Number age days period 1 10 Aging period 1 descrip 7 Number age days period 2 11 Aging pe
60. cannot enter a receiver that is for a different purchase order than the one specified in Field 2 Since a purchase order may have been received in installments you may enter as many as four receiver numbers with the first blank terminating data entry You may enter receiver numbers without a purchase order number but only for goods received without a purchase order P O considers that a receiving is uninvoiced until you have entered all of its receiver numbers here It will not normally let a purchase order be purged until all its receivings have been invoiced However it is recognized that you sometimes have to pay a bill even though you cannot locate the proper paperwork so an override capability Clear uninvoiced receivings is provided This also handles the case where more than four receivings were required for a single purchase order These requirements mean that you cannot put two purchase orders into the same voucher The reverse is not true however It is legitimate to pay the same purchase order partly on one voucher and partly on another if each voucher is for a different receiving Format 999999 at each field Does not occur in this example because not interfaced to Example P O Distrib date Enter the date that is assigned to all distributions for this voucher including accounts payable cash discount and expenses distributions For instance if you are processing a vendor s invoice for a previous fiscal year
61. day of the month remains the last day even when the next month is longer or shorter than this month If you are paying on schedule the calculated next date will normally be a future date However the system will accept this date even if it is not that is it will not add the interval twice so as to force the next date into the future This means that if you skip one payment and compensate by paying double on the next the recurring payable will by out of sync by one cycle until you adjust it manually MMDDYY The default is the start date if one was entered otherwise the current system date You cannot Format enter a date earlier than the Start date Field 25 if one is present or earlier than the Final date Field 26 if one is present Example Press lt Enter gt for the default 142 Passport Business Solutions Fields 29 through 34 can be used to restrict the number of times this recur ring payable is used or the amount paid on this recurring payable This fea ture can be used independently of the date restrictions described above and works for both manual selection and automatic selection This is useful if you do your automatic selection exclusively by group code instead of by date You can also use this feature for loan payments where the number of payments is fixed in advance The entry remains on file once the limit has been reached You are not prevented from selecting for use a recurring payable which has r
62. discount percent if any from vendors Terms appears You can change this or blank it out e Ifyou blank out the percent or if it is already blank when you press lt Enter gt the cursor moves to the Discount amt field to allow entry of an amount If you leave the amount blank as well there is no discount and the Discount acct field is skipped If you enter a non zero amount the corresponding percent is calculated and displayed and the cursor moves to the Discount acct field e Ifyou enter a non zero percent in the Discount pct field the software automatically calculates the amount and puts it into the Discount amt field The cursor then proceeds to the Discount acct field 95 Passport Business Solutions e Ifthis is an existing entry you can change either the percent or the amount after selecting the Edit button and changing the fields which causes automatic re calculation of the other field The discount percent is always positive The discount amount is negative if and only if the invoice amount is negative 99 99 for the percent Format 99 999 999 99 for the amount No entry is needed because the defaults displayed after Example the vendor was entered Discount acct If the Discount pct and Discount amt fields are blank this field may not be entered Options Otherwise enter the number of the account for this discount This must be a valid account from Valid G L accounts lt F2 gt For the vendor
63. documents entered are considered in calculating balances To use the report values from the last time you printed this report and saved the values This option is only available after you have printed this report at least once If chosen the screen will fill with the values on file and the cursor will move to Field number to change MMDDYY Press lt F2 gt If the open item you selected is before the aging date and the payment is after the aging date then the report will indicate that the item has not been paid You may assign items to aging periods based on the due date or vendor invoice date Select Invoice date to age open items by invoice date or Due date by age by due date 166 Passport Business Solutions Format Drop down list box Example Press lt Enter gt for the default By vendor Open items may be printed in order by vendor number or by vendor name Select Number or Name Format Drop down list box Example Select Number Starting vendor Ending vendor Options Enter the range of vendors by number or name to be included in the report It is not required that either entry be on file but the range specified should enclose at least one vendor Numbers are entered if you entered by vendor number at the By vendor field or names if you entered by vendor name At each field you may use one of the options lt F2 gt For the First starting vendor or Last ending vendor If entering names To
64. entered in Cash Requirements Report or Select a group of vouchers foe appears as the default provided that one of these selec tions has been run previously Example Press lt Enter gt Check date Enter the date to be printed on the checks This need not be the same as the payment date You may use the option Options You have the following option lt F4 gt To select a date from the calendar lookup 230 Passport Business Solutions The payment date is used only to calculate valid discounts It is the check Note date that is used for G L distributions and all other postings Format MMDDYY The default is the payment date field Example Press lt Enter gt Date Controls You may be warned or stopped against entering a date that is outside the allowed date range For more information read the Date Controls section of the Control information chapter If the 1099 year ending date in Control information is more than one year after the check date you will see the following message on the screen if you have selected a 1099 payable Check date greater than 1 year after 1099 yr end date OK to continue The 99 99 99 is substituted on the report with the actual control information date This message indicates that the distribution date entered on the payable is at least 1 year greater than the 1099 year ending date in A P Control information This probably means that you have not run Close Year for 1099s and when you prin
65. entry accounting as you enter the required information on the screen Function As used here function means one or more programs that accomplish a specific task Each selection on the main menu for a Passport module is a function When you select a function from the menu one or more programs automatically execute thereby allowing you to accomplish the task you selected Passport Business Solutions Integrated When a set of accounting modules is integrated any information generated in one area that is needed in another area is automatically supplied to that other area You do not have to enter the information twice Passport accounting software is fully integrated When Passport Accounts Payable is used with Passport General Ledger any information recorded in A P that should be known to G L can automatically be transferred into G L G L account distributions are created each time payables or checks are posted The Payables Distributions to G L Report can be printed on request This is normally done at the end of each accounting period Similarly when Passport Accounts Receivable is used with Passport Check Reconciliation information on checks written or voided can be actually transferred to C R If you use Passport Job Cost and or Purchase Order Accounts Payable automatically interfaces to one or both modules ODBC pronounced as separate letters ODBC is short for Open DataBase Connectivity ODBC is a pipe th
66. for the selected memo display in the lower part of the screen When an memo is found you may select the lt Enter gt key or Edit button to start editing Memo Adjustment Buttons You may select a button for editing or deleting a memo Button Keyboard Description Delete Alt d To delete the memo selected in the list box Edit Altte To edit the memo selected in the list box Save Alt s To save changes to an edited memo Cancel Alte To cancel editing an memo Exit Alttx To exit the screen You may also use the lt Esc gt key The New and Save New buttons are inactive on this screen Character Mode In character mode the memo adjustment entry screen appears Vendor memo adjustments XYZ Company Purch from vendor z Invoice number Invoice date Purchase order Receiver Reference Sales tax State Amount CeOnOuUaAwWwnre Pay to vendor Voucher lt Fil gt next memo lt SFi gt prev memo lt F2 gt next vendor lt SF2 gt prev vendor You cannot enter new transactions You can only adjust existing memo transactions in history Enter the following information for memo adjustments Purchase from vendor This is a display only field You cannot change the purchase from vendor number 121 Passport Business Solutions Invoice number This is a display only field You cannot change the invoice number Invoice date Enter the date on the purchase from vendors invoice or the date you made the purc
67. gt For the previous entry in A P accounts lt F5 gt For All vendors regardless of A P account number Your standard account number format as defined in Com Format pany information Example Press lt F5 gt 5 For payment group Options Entering a single group shows only vendors for that payment group Enter the payment group or use the option lt F5 gt For All vendors regardless of payment group Note that leaving this field blank includes on the report only those vendors that do not have any payment group This is not the same as requesting All vendors Format 3 characters Example Press lt F5 gt Options 6 Overflow drop line Enter which line will be excluded on mailing labels if there is not enough room to print all six lines of text Six lines of text will not print on continuous form labels or the smaller laser labels The options are 1 To drop address line 1 65 Passport Business Solutions 2 To drop address line 2 C To drop the country line For example if a vendor used a street address and a post office box you may decide to drop the street address portion of the mailing label since the post office box would be used for mailing purposes You can drop the country code for vendors located in the United States Format 1 character Example Type C Field number to change Make any needed changes then press lt Enter gt to print the labels or if Field 1 is blank to obtain a count of how
68. gt end lt F2 gt 8 ing account number F Your standard account number format as defined in Com ormat p pany information Example Press lt F2 gt at each field When you plan to purge the A P Distribution file the range of accounts NoteNote must be lt First gt through lt Last gt so that the distribution report stays in bal ance 3 Starting date 4 Ending date Options Enter the range of distribution dates to be included or use the option lt F2 gt For the lt Farliest gt starting date or lt Latest gt ending date Format MMDDYY at each field Example Press lt F2 gt at each field 5 Show manual dists in detail or summary 6 Show automatic dists in detail or summary Manual distributions are those entered directly to distribute expenses during Payables 300 Passport Business Solutions Automatic distributions are those generated automatically by the system rather than those manually entered They include distributions to the accounts payable cash and discount accounts You can control for each type of distribution whether you want detail or summary information on the report Enter either All distributions through the cut D Detail format oft date appear Only one total will appear for S EE each day for each account Format One letter at each field either D or S Example Type D at each field 7 Purge file If Fields 1 and 2 above are anything other than lt First gt to
69. interval between successive payments thereafter You can choose to select exclusively by date exclusively by group or both e The using process takes all selected recurring payables and converts them to regular vouchers that is to entries in Payables Once recurring payables have been selected for use they cease to be selected They remain on file as entries in Recurring payables but you have to select them again the next time you want to use them The vouchers created by Use selected are just like vouchers entered manually Like other Pay ables entries they still have to be posted before checks can be written for them In addition to entering selecting and using recurring payables you can print an edit list of all recurring payable entries or a selection list of selected entries You can print a list of expired recurring payables 133 Passport Business Solutions Ezz ENTERING RECURRING PAYABLES Select Enter from Recurring Payables menu If you are using Batch controls a screen appears at this point for you to select the appropriate batch Refer to the Using Batch Controls chapter in the System User documentation This selection lets you enter new recurring payables and change or delete existing recurring payables Once a recurring payable has been selected for use you cannot change or delete it until it has either been used or unselected To unselect a recurring payable refer to Unselecting Recurring
70. it is open or not This selection is not meant for entering any data except notes nor for printing anything View Invoices Graphical Mode Select Select View vendor invoices from the A P menu Before you select a vendor the screen will look like the following Vendor history View vendor invoices Company 00 XYZ Company File View Options Tools Help New Edit Save Save New Delete Cancel Eat Selection criteria by mec Inve 8 Invc date Type Chk Chk date Mch P O Vendor Ca General Vendor info Vendor Vendor name ell Invoice ET Voucher i P 0 Ee es Original amount eem Invoice date Een Discount amount Sa Dist date Retainage A Type Check Cash Account Jml Amount Paid Dise Taken View distribution history Totals applied Balance J Papo bo lt F1 gt next vendor lt SF1 gt previous vendor lt F6 gt notes View Vendor Invoices Button Exit Alttx To exit the screen You may also use the lt Esc gt key Enter the following field Vendor Options Enter a vendor number or use the option 269 Passport Business Solutions To find a vendor via the lookup After the lookup is selected and if you have menu permission you may er select the More button to view the full Vendor infor mation Format 6 characters Example Type 500 The vendor number may be a temporary vendor in which case it begins with an asterisk An amper
71. just entered Previously saved values will be pre served Format Two buttons Yes or No Example Select Yes Printer selection Select a printer You may also print the report to disk create and view an html file or view a PDF file of the report 173 Passport Business Solutions Aging periods by specific dates If you specified aging periods by specific dates in the Define aging periods by field the remainder of the screen appears as follows Aged open items XYZ Company Aging date 7 09 04 1 Define aging periods by Specific dates Cut off date for prdi TI Period 1 description Cut off date for prd 2 Period description Cut off date for prd 3 Period 9 description KE Cut off date for prd 4 Period 4 description lt F2 gt 6 08 04 The first aging period ends with the Aging date entered on the first screen and starts with the Cut off date for prd1 For example if you entered an Aging date of 9 30 05 and you entered a period 1 cut off date of 9 1 05 the first period would include dates from 9 1 05 through 9 30 05 The starting dates of subsequent aging periods are defined by the cut off dates you enter The ending date of each period is the day before the cut off date of the previous period To continue the example if you enter a cut off date of 8 1 05 for the second period that period will run from 8 1 05 through 8 31 05 Note that the ending date of period 2 is one da
72. limit of 30 60 90 or 999 days at the sr Number of days period fields 1 2 3 and 4 respectively Aging period n description These fields allow you to provide a brief description of each bracket entered in Number age days period fields These will appear as captions on the Aged Open Items Report n represents a number from 1 to 4 Options Enter a brief description of each bracket or use the option lt F2 gt Current Over 30 day Over 60 days Over 90 days Format 12 characters at each field Example Press lt F2 gt at each field Check format to use A P checks can be printed on three different stock forms You can also print checks on a customized form when you use the Check form designer With the stock forms there are minor differences in the format of the check itself but the some differences in the check stub The printing of the reference may occurs on the stub Your check stub format choices are Option Printin Reference Vouchers p g printed per stub Fmt 1 Compressed Yes 14 Fmt 2 Normal No 14 17 Fmt 2 with ref Fmt 1 on blank stub Forms Passport Business Solutions Normal Yes Compressed Yes Custom form both stub and check can be designed See the Variable chapter for more infor mation 7 two lines for each 14 Variable The advantages and disadvantages of the four options may be summarized thus Option Fmt 1 Fmt 2 Fmt 2 with ref Fmt 1 on blank stub
73. lt ENTER gt by name 320 Passport Business Solutions Vendor Options Enter the vendor number or use one of the options lt Fl gt For the next 1099 record lt SF1 gt For the previous 1099 record lt F2 gt For the next vendor on file in vendor number sequence lt SF2 gt For the previous vendor Enter To look up the vendor by name Format 6 characters Example Press lt F1 gt Looking up the vendor by name Options When blank is entered for vendor number the cursor moves to the vendor name field Enter the vendor name or just the leading characters Upper lower case is significant Entries made under a personal rather than corporate name are searched for by surname You may also use one of the options lt F2 gt For the next vendor on file in vendor name sequence lt SF2 gt For the previous vendor blank To return to vendor lookup by number Format 25 characters Example Does not occur in this example The fields on this screen relate to the 1099 form box numbers For fields 1 through 14 there are two columns of numbers and values The first column is the system calculated data and the second column is the editable over ride amount The calculated data gets accumulated throughout the year as you process 1099 payables When it is time to print 1099s or generate a 1099 magnetic media file you may change the values by entering an over ride amount For field 15 there are two boxes Field 16 through 18 re
74. lt Last gt this field displays as lt Not applicable gt and may not be entered whether or not General Ledger is interfaced The reason for this is that purging only some accounts would put the A P Distribution to G L file out of balance Otherwise answer Y to purge the file after printing the report or N if you do not wish to purge the file Format One letter either Y or N Example Type N In a multi user environment you should not purge distributions while another user is posting payables A P checks or A P open item adjustments If you answer Y e If G L is not interfaced all information in the A P Distribution file within the date range will be purged after the report is printed e If G L is interfaced Field 8 appears so you can control what is purged This feature allows you to transfer the distributions to G L in stages using several executions for different account ranges and or date ranges 8 Dists to purge This field appears on the screen only if you are interfaced to G L and have answered Y to Field 7 Select which distributions to purge 1 All distributions within the date range entered above 301 Passport Business Solutions will be purged regardless of whether they have already been interfaced to G L Only those distributions will be purged which are 2 within the date range and which have already been interfaced to G L Format One digit from the list above Example Type 1 Fie
75. many vendors meet these conditions If you asked for a count there will be a pause as the vendors are read You will then be informed of how many vendors meet the printing requirement and will be asked if you wish to print them You are asked to mount labels on the printer and then type DONE when ready For a non laser printer mount the labels on the printer so that the print head is at the first line of the first label For a laser printer load the labels in the printer s paper tray according to the instructions in your printer s user documentation After mounting labels you are asked to select a printer Since labels cannot be directed to disk or to the monitor you will be asked this only if you have more than one actual printer defined For more about printers refer to the Starting PBS Menus and Printing section of the System User documentation You are then asked Please select number of columns to print on mailing label sheets Enter 1 or 2 to indicate how many labels should be printed across the label sheet Next you are asked Print label alignment If printing on a laser printer you are first asked to enter the top margin and left margin of the label page and the size of the laser labels After entering these you are then asked if you want to print an alignment label If you want a sample label with X s and 9 s printed so you can check the alignment on the printer answer Y A sample label prints and you are again
76. marks lt F3 gt Deletes the current form To generate a test file this option is only available lt F5 gt after you have selected an existing form In the file it represents Xs for alphanumeric fields 9s for numeric 365 Passport Business Solutions fields and overlapping fields as question marks To copy a file to a different name this option is only lt F6 gt 8 E Ve available after you have selected an existing form Format Up to five characters Example Type CSV 2 Description Enter the description of this form Format Up to 30 characters Example Type Positive Pay CSV Format 3 File type Enter the character that designates the type of positive pay file that will be used The types are listed below T Text file This is a fixed length text format C CSV format This indicates a Comma Separated Value format Format 1 character either T or C Example Enter C 4 File format This field determines if the positive pay file has line feeds only LF or both carriage returns and line feeds CR LF at the end of each line The choices are different depending on the operating system where PBS is installed The choices on a Windows system are 0 Operating system default CR LF DOS file or 1 Line feed only UNIX Linux file In UNIX and Linux the choices are 0 Operating system default line feed only UNIX Linux file and 1 CR LF DOS file If you are unsure which file format to use ask someone from yo
77. non A P prepaid transaction A non A P transaction is paid before entering it into the computer system A manual payment can be made for an unpaid open item already entered into the system Immediate Payment A method of entering an unpaid bill and immediately printing a check for that bill The bill is considered paid An example of this is paying for a COD shipment General Ledger When your company receives payables and makes payments you affect not only accounts payable but also general ledger accounts General Ledger is the area of accounting where all accounting records are brought together to be classified and summarized Financial statements are printed based on this data As used here general means pertaining to many areas Ledger means a book where accounting records are kept General Ledger is often abbreviated G L or GL Passport Business Solutions General Ledger Account A general ledger account is a specific category under which all financial activity of a certain kind is classified For example you might have a general ledger account called telephone expenses under which you categorized your telephone bills Typically an independent business has a hundred or more G L accounts In Passport accounting modules each time any financial activity occurs in any area of accounting the dollar amount is recorded under the appropriate G L account numbers Account Number An account number can be fairly extensive Y
78. number Positive number entry Enter a positive number up to 27 to specify the last day of the month on which the terms of an invoice apply to the following month After the cutoff day the terms apply to the month after the next one Suppose the terms were 2 discount if paid by the 10th of next month net due on the 31st of next month and that the cut off day was entered as 25 Then an invoice dated on or before the 25th of July would receive a discount if paid by the 10th of August and be due on the 31st of August An invoice dated on the 26th of July would receive a discount if paid by the 10th of September and be due on the 30th of September Negative number entry Enter a negative number up to 27 to specify how many days before the end of the month an invoice can be dated and still apply to the following month With the same terms as above and the cut off day entered as 2 an invoice dated on or before the 29th of July 31 July minus 2 days would receive a discount if paid by the 10th of August and be due on the 31st of August An invoice dated the 30th of July would receive a discount if paid by the 10th of September and be due on the 30th of September Format 99 Does not occur in this example because you have entered Example Days in the Terms type field 1099 type If you specified in Control information that you do not print 1099 MISC forms this field does not appear Otherwise specify here the default type of mi
79. number Your standard account number format as defined in Com pany information Example Press lt F5 gt Format Show zero balance vendors Your answer here determines whether vendors with a zero balance as of the aging date appear on the report Format Check box Example Select the lt Space bar gt to check the fox Report type Select Detailed to print a detailed report or Summary for a summary report The summary report shows the total account balance for each aging period while the detailed report shows all items for each vendor in addition to the aging balances Format Drop down list box The default is Detailed Example Press lt Enter gt for the default Vendor payment group Options If you have chosen to use payment groups in Vendors you can restrict the report to a specific group Enter the vendor payment group or use the option lt FS gt For All vendor payment groups Only selects those vendors which have not been lt Enter gt assigned to a specific payment group 168 Passport Business Solutions Format 3 characters Example Select lt F5 gt for All Show This field appears only if you are printing a detail report You may elect to print the open item s purchase order number or the open items s invoice number on the report Select P O Number to print the purchase order number or Invoice number to print the vendor s invoice number Format Drop down list box the
80. of what their next date is Format MMDDYY Example Press lt F2 gt Selection method Choose Automatic or Manual selection of recurring payables Automatic selection If you choose Automatic selection recurring payables are selected based on the criteria entered above The option to Recalculate discount becomes available with this selection Manual selection If you choose manual selection and complete the entries on this screen then the recurring payables meeting the criteria above will be displayed one by one You may then manually select which ones to make into vouchers Recalculate discounton this screen is skipped for manual selection mode Format One letter either A or M Example Type M Recalculate discount Check the box to have discounts recalculated when each selected recurring payable becomes a voucher Otherwise the discount calculation in effect when the recurring payable was first entered is used Checking the box ensures that any changes in discount calculation are considered Checking the box will also permanently change the discount percent and discount amount in the recurring payables record In Character mode Format One letter either Y or N Not applicable displays in this example because you Example entered M at Field 3 154 Passport Business Solutions Automatic selection The recurring payables that you have specified are selected automatically by the computer This may ta
81. one company then complete the reporting for one company at a time since the IRSTAX file on the hard disk for the first company will be overwritten by the same file for the second and subsequent companies Do not report 1099 MISC forms on magnetic media using both Payroll and Accounts Payable unless separate and distinct taxpayer identification numbers are used one for Payroll and a different one for Accounts Payable You may want to make up to three copies of this file one to send to the IRS another as an archive and the third for a working copy for reference should the IRS have questions about your 1099 MISC reports Select Magnetic 1099 forms from the Year end menu Printer selection You are asked for the printer on which the exception report mentioned below is to print The following screen appears Year end Magnetic 1099 forms XYZ Company Enter 4 digit payment year IT Taxpayer identification Transmitter control code Whe Company name Address City State Zip code Contact Name Contact Phone Number Contact Email Address ee ECKE ONE m N Minimum 1099 reportable amount required for boxes 1 T and 15a for boxes 2 and 8 Enter information as follows 1 Enter 4 digits of payment year Enter the 4 digits of the year for which 1099 MISC forms are being produced Format 9999 Example Type 2007 334 Passport Business Solutions 2 Taxpayer identification
82. paid to 1 vendors at or above reporting limit paid to 5 vendors printed report 414 1099 REPORT FULL FORMAT Date 03 12 2005 Time 12 49 44 XYZ Company Report 0065 Page 0001 1099 REPORT oS FULL FORMAT by 1099 amount indicates vendor is below reporting limit of 600 00 Ven Name 1099 ID 1099 amt Address Phone 100 Vermont Metal Products 12 7659821 4 596 69 410 Pinecrest Road 802 445 9134 Newton VT 12345 Country USA 200 Acme Office Supplies 12 3456789 67 59 456 N Broadway 213 999 9765 Los Angeles CA 90101 Country USA 300 Red Line Freight 12 3456789 450 45 22748 E Commercial 213 768 7650 Los Angeles CA 92251 Country USA 800 Hanson Manufacturing Co 12 3456789 0 00 65 Industrial Circle 847 669 8560 Chicago IL 30555 Country USA 1000 Greener Grass Ofc Plants 55 5434211 0 00 324 N Winter Dr 714 555 2344 Los Angeles CA 90210 Country USA 518 04 paid to 4 vendors below reporting limit 4 596 69 paid to 1 vendors at or above reporting limit 5 114 73 paid to 5 vendors printed End of report 415 MAGNETIC 1099 EXCEPTION REPORT Date 03 12 2005 Time 13 20 07 XYZ Company Report 0067 Page 0001 MAGNETIC 1099 EXCEPTION REPORT Payee Payee name Street address Tax ID 1099 amount Phone City St Zip NO ERRORS FOUND Use the following information for inclusion on form 4804 Transmitter control code ABCDE Payer s name XYZ COMPANY Payer s address 500 W LINCOLN BLVD City ANYT
83. partially paid voucher For example you may enter a negative regular voucher for the balance to cancel and then select both the original voucher and the negative voucher for payment and then cut a check for 0 00 However this technique requires the use of a computer check Adjustment to Distribution Voucher This type of voucher enables you to redistribute expenses for a voucher that has been posted to the A P Open Item file After posting a voucher if the expense distributions are wrong you can enter an adjustment to voucher distributions to reverse the old distributions and enter new ones This feature allows you to make adjusting journal entries through A P as soon as you discover an error rather than waiting until you have interfaced the A P distributions with the General Ledger module When entering such a voucher enter only the vendor number and distribution date from the voucher you are adjusting You cannot enter information for the rest of the fields After entering these fields enter distributions opposite in sign and for the same amount as those you want to reverse then enter the correct distributions The total of all distributions must equal zero before you can exit so that General Ledger is in balance Non A P Check Voucher A non A P check voucher enables you to record the purchase of goods or services where payment was made at the same time that the invoice was written The invoice was prepaid or paid in advance
84. report cash requirements 1099 reporting requirements cash report requirements introduction to cash restrictions void checks retainage defined retainage now due described vouchers posting 412 385 406 390 388 389 409 383 403 380 381 421 419 12 319 396 203 248 10 82 128 retainage payable if using Job Cost with127 review and enter 1099 information running void checks 319 249 S saving report values 176 screen 1099 MISC info 319 screen distribution 158 select group of vouchers 209 individual vouchers 209 214 more checks to print 236 select vouchers 216 selected entry processing 156 selecting recurring payables 151 selecting vouchers 209 selection edit list recurring payables 390 automatic selection list recurring payables 389 selection lists printing 160 selection methods combining voucher 209 selection automatic 154 155 selection manual 155 selections deferrals clear 209 selections and or deferrals clearing 221 selections verifying voucher payment 210 setting up A P 20 setup steps ACH processing 422 setup steps positive pay 419 show deferred items on report 224 showing projected payables for future periods site 1099 fields applicable for your specific dates aging periods by spool defined standard invoice view starting accounts payable starting vendor name or state report tax by steps positive pay setup sub type support PBS T tab ent
85. running from Sunday to Saturday it means any period of seven days Similarly a month is reckoned from the starting date to the same date of the next month which means the period can be any length from 28 to 31 days It does not have to begin on the first day of the month and has no connection with your accounting periods Three such months make a quarter 199 Passport Business Solutions The later periods can be longer than the earlier ones but not shorter One letter at each field either W for week M for month or Q for quarter You may also leave this field blank if you want fewer periods than six there must be at least one Format Enter the sequence W W M MM Q This lets you view Example the near future a week at a time the middle future a month at a time and the remote future for one quarter ending This is the ending date of the corresponding period All cash needed at any time on or before this date will be included in the first reporting period For all periods except the first this date is calculated and displayed automatically based on the length of this period and the ending date of the preceding period For the first period specify the ending date Any past or future date is accepted Format MMDDYY The default is the system date today Example Press lt Enter gt Starting vendor Ending vendor Options Specify the range of vendor numbers whose projected disbursements you wish to appea
86. s default discount account Your standard account number format as defined in Com Porma pany information No entry is needed because the defaults displayed after Example the vendor was entered Check This field appears on the screen only for a non A P check or immediate check voucher For an immediate check this displays as To be assigned Otherwise enter the number of the check used to pay this invoice Format 999999 Does not occur in this example because this is a regular E voucher Check date This field appears on the screen only for a non A P check or immediate check voucher Enter the date The distribution date is automatically set to this check date Options You have the following option lt F4 gt To select a date from the calendar lookup 96 Passport Business Solutions Format MMDDYY Does not occur in this example because this is a regular Example voucher Cash account This field appears on the screen only for a non A P check or immediate check voucher in the Type field Options Enter the number of the cash account for this check or use one of the options For the next entry in Cash accounts If there is only lt F1 gt one entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous cash account lt F2 gt For the default cash account from Control information Your standard account number format as defined in Com Format
87. select N then the message The immediate check was not printed displays You are returned to the payables screen From the payables screen you may select the lt Enter gt key you are prompted to print the immediate check If you select the lt Esc gt key it cancels the immediate check Distribution screen No distributions are entered for retainage now due vouchers The posting program automatically creates the distributions using the account numbers from A P and Job Cost Control information Otherwise the distribution screen is presented either automatically or at your request Any change to distributions Answer Y to view the distribution screen or N to proceed to another payable entry You are asked this question only if this is an existing entry and you have made no change to the 98 Passport Business Solutions payable amount Field 7 If this is a new entry or if you have changed the amount the second screen is presented automatically except in the case of retainage now due vouchers 99 Passport Business Solutions EXPENSE DISTRIBUTIONS Before proceeding to details of the distribution screen considerations relating to two other modules will be described P O and I C If Using Purchase Order If there is a purchase order for this voucher as soon as the distribution screen is displayed you are asked whether you wish to transfer distributions from the purchase order You can ignore the origi
88. separately below The amount remaining to distribute displays continuously at the bottom of the window This may be zero or negative Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero The full invoice amount also displays Each row in the list box represents a single distribution There is no limit to the number of distributions but only ten are visible at any one time and they are listed in account number order The list box includes rows that have scrolled off the top or bottom boundary as well as those currently visible Distribution entry is not required to be in account number sequence order After saving a distribution it displays in account number order in the list box To change an existing entry select it with the up and down arrow keys and select the Enter key or Edit button Enter the information for distributions as follows Account Options The account number must already exist in Valid G L accounts and may not duplicate the account number of any other distribution in this entry Enter the account number or use one of the options 102 Passport Business Solutions lt F1 gt For the next account on file in Valid GA accounts lt SF1 gt For the previous account To transfer distributions from the purchase order This feature is only available if you interface to P O and lt F5 gt cre Ba only when making the first distribution entry
89. the A P account number for the vouchers you wish to select This must be an existing entry in A P accounts You may use one of the options lt F1 gt lt SF1 gt lt F2 gt lt F5 gt Format Example For the next entry in A P accounts For the previous entry For the default A P account from Control information For All vouchers regardless of A P account Your standard account number format as defined in Com pany information Press lt F5 gt 8 Payment group Options Enter the payment group of the vendors whose vouchers are to be selected or use the option lt F5 gt To select All vouchers regardless of which payment group if any the vendor belongs to 213 Passport Business Solutions Format 3 characters Example Press lt F5 gt You may leave this field blank in which case vouchers will be selected only for those vendors who do not belong to any payment group Field number to change Make any needed changes then press lt Enter gt There will be a period of processing as individual vouchers are examined and selected No report is printed Any vouchers that are already selected remain selected whether or not they meet the conditions you have entered on this screen Any vouchers for which a modification is pending in Open items Modify are not selected See Modifying Open Items Select individual vouchers This lets you select individual vouchers for full or partial payment Refer to th
90. the documents which correspond to the outstanding account balance in your General Ledger as of the day you plan to start using PBS A P on a regular basis Enter and post regular payable transactions for all of these outstanding payables 20 Passport Business Solutions You may enter each individual payable for each vendor or one summary payable for each vendor Your choice here depends upon your business situation and should be done with the advice of your accountant Note that if you enter one summary payable for each vendor you can not track early payment discounts for the individual vouchers summarized nor can you age individual vouchers using the Aged open items report See View Open Items If you are not using PBS General Ledger Print the Payables Distribution to G L Report specifying that the distributions be purged Print this report Earliest Latest for all G L accounts This step is done to purge all distributions created by posting the outstanding payables Since these distributions have already been entered into your General Ledger the outstanding balance for your A P accounts as shown on the Aged Open Items Report when run by invoice date should tie out to the A P accounts in your General Ledger At this point the open items in A P correspond to your A P account balance in General Ledger and there are no outstanding unpurged distributions in A P You are ready to start using A P on a regular basis Pa
91. the name Options Your options are lt F2 gt For the next vendor in vendor name sequence lt SF2 gt For the previous vendor Blank To revert to entering the vendor by number Format 25 characters Example In this example the name appears automatically Gets 1099 If you have answered N to the question Print 1099 Forms in Control Information this field does not appear Otherwise this field displays Yes or No to indicated whether this vendor does or does not get 1099 Forms as determined by your entry in Vendors Invoice code The invoice code is used to identify this recurring payable for this vendor You can have many invoice codes for the same vendor For a given vendor and invoice code there is only one entry on file that is you cannot have both a fixed and a variable entry for the same invoice code and vendor 135 Passport Business Solutions When a vendor has more than one recurring payable the invoice code provides a means of distinguishing amongst them There is another and optional use for this code which will be described in Use selected Enter the invoice code which identifies this recurring payable for the vendor This field is required even if the vendor only has one recurring payable Options You may use one of these options For the next entry for this vendor Upon selection the lt F1 gt remainder of the screen fills in with the appropriate data lt SF1 gt For the pre
92. the same sign and cannot be greater than the amount due Format 999 999 999 99 Example Press lt Enter gt to set the non discount amount to zero Reference Reference can be useful in the following ways e It can optionally be printed on check stubs if check formats 1 3 or 4 are used 137 Passport Business Solutions e Ifyou use G L you can choose to transfer either this reference or the vendor name to G L This is useful if you want G L to show the reason why something was purchased instead of the vendor from whom it was purchased Consult your accountant for advice e It appears on the A P Distributions to G L Report and optionally appears on the Aged Open Items Report If desired enter a reference This field is optional Format 25 characters Example Type Front desk supplies Due days or Due day The first format is for vendors using day terms and is entered as the number of days 1 through 999 when the item is due for payment measured from the vendor s invoice date The second format is for vendors using proximo terms and is entered as a day of the month 1 through 31 Options Enter a valid value or use one of the options To set Fields 9 through 13 to this vendor s default lt F1 gt values in Vendors Field 12 is calculated from the dis countable amount and the discount percent Only available if this vendor uses proximo terms To use day terms for this entry This is not a toggle a
93. the vendor history file It cannot be accessed if you have selected N to the field Use memo tracking in the A P Control information Select Memos from the Memo adjustments menu selection Graphical Mode The memo adjustment screen is T2 Vendor Memo Adjustments Company 00 XYZ Company File View Tools New Edit Save Save New Delete Cancel E Select memo by purchase from vendor Purch fr Invoice Invoice vendor number date General Purchase from vendor al _ Pay to vendor a Invoice number E Voucher DE Invoice date m Reference Purchase order l aj Sales tax l Receiver number l EI State Amount nyalid pay to vendor Existing memos display in the list box Memo Adjustment List Box The list box displays up to 6 memos at a time You may sort the memos by purchase from vendor number invoice number or purchase date all in ascending or descending order Click on the column name or the arrow to the right of the column name to change the sort or use the View options Only column names in red may be sorted 120 Passport Business Solutions To locate a memo start typing a number or name depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate an item The lt F1 gt and lt SF1 gt keys are the same as the up down arrow keys Memos that display in the list box are available for editing or deletion The fields
94. these fields 223 Passport Business Solutions PRE CHECK WRITING REPORT Select Pre check writing report from the Prepare payments or Pre check writing report from the Reports menu Before printing checks or processing ACH you should print this edit list This report shows you exactly what vouchers you have selected for payment It is a complete preview of your next payment run Show deferred items on report You have the choice to show deferred vouchers on this report Deferred vouchers however are not included in the check totals shown Format Check box checked is Yes and unchecked is No Example Select the lt Space bar gt to check the box A sample of the edit list is included at the end of this chapter For each vendor the information for each selected or deferred voucher is shown including the amount to be paid the discount to be taken and the net cash required The net cash required which is the payment amount is the amount paid minus the discount taken A check or ACH payment is made for a vendor only if the sum of the net cash required for all selected vouchers is greater than zero The grand total of net cash required does not include vendors whose net cash required is negative After inspecting the edit list you can make changes to selections or deferrals as necessary then print another edit list When all selections and deferrals of vouchers are correct you are ready to print the checks Pay
95. three fields in the Control Information menu that apply to the immediate check voucher Ensure that the Allow immediate printing field in Control Information is selected You are also required to enter a default cash account in the Default immediate cash acct field in Control Information When an immediate check voucher is processed this account is used There is also a default printer setup in Control Information that is optional when printing immediate checks If you leave this blank you are asked to specify a printer before the check is printed If you are using positive pay for the cash account entered posting payables creates a positive pay file You should send the positive pay file to your bank before your bank receives the check Retainage Now Due If Job Cost is interfaced and retainage payable is used the retainage now due voucher enables you to record invoices for retainage now due If Job Cost is not interfaced this voucher type is not displayed It allows you to indicate that the retainage portion of a previously entered invoice has now become due for payment The posting of the original invoice with retainage resulted in an A P Open Item for that invoice amount less the retainage amount The retainage amount at that time was not an accounts payable instead it was a retainage payable When this retainage amount finally becomes due a retainage now due voucher is used to transfer the amount from the retainage payable account
96. to be made and shall bear any expense or tax payable in respect thereof This non exclusive license is effective for the useful life of the Software However this license will immediately terminate if you fail to comply with any term or condition of this Agreement Upon termination you must destroy all copies of the Software Anew version of the Software replaces the version of the Software previously licensed Use of a new Software version terminates the icense to use that part of the Software replaced by the new Software version and Licensee shall destroy or return to Passport all copies of any prior Software version previously licensed EXCEPTAS STATED ABOVE YOU MAY NOT COPY TRANSFER OR DISTRIBUTE THE SOFTWARE TO OTHERS AND ANY UNAUTHORIZED COPY NG TRANSFER OR DISTRIBUTION SHALL AUTOMATICALLY TERMINATE YOUR LICENSE 2 Passport Update Program Passport makes available its subscription update service Passport Update Program PUP to licensees of the Software Only licensees having current and up to date enrollment in PUP are permitted to install and use any updates Contact your Passport Partner your Passport Software supplier or Passport directly to enroll in this program Updates to the Software made available to Licensee shall be treated for all purposes as Software under this License and all intellectual property rights therein shall be retained by Passport 3 Passport s Proprietary Rights he Software is copyrighted by P
97. to each vendor are supported Each vendor is identified by a six character vendor number This number can be numerals letters or a combination of both depending on your preference You may print vendor reports from two places e One is from the vendors screen by selecting By Vendor number or By vendor name from the Print menu e From the A P Reports vendor menu selections you will be able to print vendor lists ordered by name or by number You will also be able to print vendor labels as well as a log of changes made to vendor records 30 Passport Business Solutions ENTERING VENDORS There are up to four tabs for entering vendors To access vendors entry do the following Select Vendors from the A P menu Graphical Mode The following screen and tab appears f2j Vendors Company 00 XYZ Company File View Brini ontacts Options Tools i Edit Save Save New Delete Cancel Exit Select vendor By name Current period March 2009 General Terms Accounts Totals Name and address Vendor ccc Address 1 ay Address 2 P City o State es Zip Country be Name Phone US Vd E mail Mon o m Contact 1 Default contact Contact 2 Name Eet Phone Farf E mail In the screen above there have been no vendors entered When vendors have been entered you select vendor using the list box Vendors List Box The list box displays up to
98. to pay above You can also use the option lt F2 gt For the discount balance if any Format 99 999 999 99 Example Type 5 Cancel selection button Select this button to cancel a previously selected payable Selected Vouchers List Box There are five columns in the Selected Vouchers list box Three columns include totals fields that display at the bottom of the screen Here is a description of each field Vchr This column includes the voucher numbers Invoice The invoice numbers display in this column 217 Passport Business Solutions Payment amount This is the selected invoice total amount If a partial payment is being made this column reflects the partial payment amount The total payment amount displays under the column This number increases for each vouchers selected for payment Disc amount This is the selected discount amount If a partial payment is being made this column reflects the partial discount amount The totals display under the column This number increases for each vouchers selected for payment Net amount The net is the amount to pay less discount to take The total net would become the vendor check amount This number increases for each vouchers selected for payment View All Selected Vouchers Select View all selected vouchers from the Options menu or click on the View all selected vouchers button This screen is only available in Graphical mode From this screen you ma
99. to produce the projection report You may also enter these numbers directly on screen 2 of the Aged open Note items selection to generate payables projections 177 Passport Business Solutions View Open Items This chapter contains the following topic Introduction to View Open Items 222 View Open Jems aia csincacsnvsnnnncasaccdannceedceessnnaesanedsnnnde 178 Passport Business Solutions INTRODUCTION TO VIEW OPEN ITEMS The View open items selection enables you to examine A P open items for specified vendors An open item is any entry in Payables which has been posted but not yet paid From View open items you may select to see the distribution history for a specific voucher This feature is intended for rapid viewing of information not for maintenance so this selection is read only data entry is not allowed There is one exception notes can be both viewed and added using this selection 179 Passport Business Solutions VIEW OPEN ITEMS Select View from the Open items menu A screen like the following appears New Edit Save Save Ne Select by ascending vendor name E Z Repairs 1000 Greener Grass Ofc Plants D 1200 Gustafson Alex z 800 Hanson Manufacturing Co _ 400 Jones Property Management e General Vendor info Select by ascending vchr Vech Invoice Invc Dae POR Due Date Inve Balance Disc Balance Net Due Reference Status amp Vendor Totals
100. to the accounts payable account At this time the retainage becomes an A P Open Item In order to match the original invoice with its retainage portion which is now due you should use the original invoice number on the retainage now due voucher No distributions are entered for retainage now due vouchers The posting program automatically creates the distributions using the account numbers in A P and Job Cost Control information 82 Passport Business Solutions ENTERING VOUCHERS Select Enter from the Payables menu If you are using Batch controls a screen appears at this point for you to select the appropriate batch Refer to the Using Batch Controls in the System User documentation Two screens are required for each voucher one for the voucher itself and one for distributing the expenses to the appropriate accounts Graphical Mode The first screen appears as follows Ij Payables Enter Company 00 XYZ Company File View Print Options Tools i Edit Save Save New Delete Cancel Edit distrib Exit r Select by voucher number Voucher Invoice Vendor Type PO number General Voucher Entry period 06 01 2009 thru 06 30 2003 Type x Vendor al Cancel vchy el Proximo terms E Correcting entry M Gets 1099 No Terms Due days 1099 type None z Due date P O El Ei Discount days m Recvr t s e Iess z EN Discount date SS Je Distrib date Cl Discount pet Invoice Discount amt In
101. your vendors use Each vendor can have their payments sent to one bank account Each unique bank is set up for Direct Deposit processing in the CTL menu selection of Banks The appropriate bank code is entered in the vendor record in the Bank fields on the third screen Additional information is also entered including the vendor s bank account number Your bank must accept the standard ACH Automated Clearing House format The first time a vendor is set up for Direct Deposit processing an ACH file may be set for the pre notification status Pre notification is used by your bank to verify your vendor s bank account information There is more on the pre notification status later in this appendix Once the Direct Deposit processing setup is complete an ACH formatted file is generated during a check run The ACH file is then transmitted to your bank Information Required for Direct Deposit Processing There are bank qualifications and other information needed for an Direct Deposit system to work e Contact your bank to determine their requirements for Direct Deposit processing Many banks have the capability to process an ACH file But your bank may prefer to forward the file to the Federal Reserve System for Direct Deposit processing PBS can provide the set up for either case You will need this information when setting up the bank record Let them know that the software has a pre notification feature that allows you to produce an ACH fil
102. 0 net 31 Country USA Vchr Dst date Invoice Inv date Due date Dsc date Invoice amount Amount paid Valid disc Invoice net Age 1061 1 24 05 34 1 24 05 2 10 05 2 10 05 965 60 00 19 31 946 29 46 1071 1 24 05 5 1 24 05 2 10 05 2 10 05 925 00 00 18 50 906 50 46 1074 1 28 05 490 1 28 05 2 10 05 2 10 05 3 500 00 00 70 00 3 430 00 42 1075 1 27 05 401 1 27 05 2 10 05 2 10 05 27350355 00 47 01 2 303 54 43 1083 3 10 05 44455 3 10 05 4 10 05 4 10 05 125 60 00 2 51 123 09 1 1085 3 10 05 934898 3 10 05 4 10 05 4 10 05 399 34 00 Teo 392 03 1 200 Acme Office Supplies 6 223 25 00 6 223 25 00 00 Barb Caldwell 456 N Broadway 00 0 100 0 0 213 999 9765 67 223525 Los Angeles CA 90101 1 23 05 Payment group SPL Terms 2 15 net 30 Country USA Vchr Dst date Invoice Inv date Due date Dsc date Invoice amount Amount paid Valid disc Invoice net Age 1059 1 22 05 10 1 22 05 2 21 05 2 06 05 1 625 00 00 00 1 625 00 48 1062 1 23 05 35 1 23 05 2 22 05 2 07 05 2 500 75 00 00 2 500 75 47 1013 1 23 05 2 1 23 05 2 22 05 2 07 05 2 097 50 00 00 2 097 50 47 391 200 Red Line Freight 489 45 39 00 450 45 00 00 Carl Rawlings 22748 E Commercial 00 92 0 DS 213 768 7650 489 45 213 768 7660 Los Angeles CA 92251 3 10 05 Payment group EXP Terms net 30 Country USA Vchr Dst date Invoice Inv date Due date Dsc date Invoice amount Amount paid Valid disc Invoice net Age 1063 1 23 05 36 1 23 05 2 15 05 450 45 00 00 450 45 47 1084 3 10 05 4938 3 10
103. 00 000 6 775 55 1 490 54 00 8 266 09 135 51 313 00 64 Past due amt Current amt sy Past due Current Optional Total Due date Disc dte 4 10 05 4 10 05 2 10 05 2 10 05 2 10 05 2 10 05 2 10 05 2 10 05 4 10 05 4 10 05 4 10 05 4 10 05 Past due Current Optional Total Due date Disc dte 2 21 05 2 06 05 2 22 05 2 07 05 2 22 05 2 07 05 Past due Current Optional Total Inv date Due date Disc dte 2 15 05 4 15 05 None None Past due Current Optional Total Vchr Inv Inv date Due date Disc dte 965 60 925 00 3 500 00 2 350 55 125 60 399 34 6 223 25 00 00 00 00 00 6 223 25 00 Past due amt 1 625 00 2 500 75 2 097 50 450 45 39 00 00 489 45 Past due amt 450 45 11 000 00 00 00 11 000 00 Past due amt Current amt 00 00 00 00 Current amt 39 00 00 00 00 00 Current amt 1064 37 Date 03 11 2005 1 23 05 1 27 05 None Time 15 36 55 CAS H 11 000 00 XYZ Company REQUIREMENTS Optional amt 124 124 Optional amt Optional amt Optional amt 00 00 00 Discount amt 19 31 18 50 70 00 47 01 Sal 7 31 47 00 47 Discount amt 32 50 50 02 41 95 00 00 00 Discount amt 00 00 00 00 00 Discount amt 6 640 1 461 00 8 101 Lost 6 223 00 00 6 223 Lost 450 39 00 489 Lost 11 000 00 00 11 000 Lost 04 41 45 25 25 45 00 45
104. 042 1085 XYZ Company 401 Report 0056 Page 0001 P O Cash acct P O Cash acct P O Cash acct P O Cash acct P O Cash acct P O Cash acct Report 0056 Page 0008 OPEN PAYABLES B Y DATE Inv Inv date Orig amount Open amount s S First s gt P O Orig discount Open discount Jrnl Vchr Reference Open payable grand totals 44 323 90 540 14 End of report 402 VENDOR HISTORY Date 03 12 2005 Start date Cut off date Earliest Latest Time 10 49 27 Starting vendor Ending vendor Piret Last XYZ Company VENDOR HES TORY Report 0057 Page 0001 Orig amount Orig discount A P account Al1 Payment group A11 Open amount eesRirst ss P O Open discount Jrnl Vchr Reference Vendor 100 34 Doc 34 401 Doc 401 44455 Doc 44455 Doc 490 Doc 934898 Doc 934898 Totals Vermont Metal Products 1 24 05 Doc date 1 24 05 1 27 05 Doc date 1 27 05 3 10 05 Doc date 3 10 05 1 28 05 Doc date 1 28 05 1 24 05 Doc date 1 24 05 3 10 05 Doc date 3 10 05 965 1 95 Amount 965 60 2 350 47 Amount Ss D D 12535 Amount 125 60 3 500 70 Amount 3 500 00 023 18 Amount 925 00 399 Amount 399 34 60 31 55 01 60 Ago 00 00 00 50 34 EN A P acct 2000 000 Pmt Group MFG 965 60 1061 1331 Discou
105. 05 4 15 05 39 00 00 00 39 00 ul Date 03 11 2005 Time 12 18 30 XYZ Company Report 0046 Page 0004 AGED OPEN ITEMS DET ATL Aged as of 03 11 05 based upon invoice dates Note Asterisk beside voucher means item is permanently deferred Vend Name Vendor balance vSposes nossa ee ege Aged vendor ee Contact 1 Address 1 Valid discounts Current Over 30 days Over 60 days Over 90 days Phone 1 Address 2 Vendor net Phone 2 Address 3 Last prch date Totals for 2000 000 Accounts payable Gross bal Valid disc Net bal Current Over 30 days Over 60 days Over 90 days 44323 90 415 67 43908 23 554 12 1 43354 11 99 00 0 00 0 gt End QL neport 392 MoDIFY OPEN ITEM REGISTER Date 03 11 2005 Time 15 21 21 XYZ Company Report 0048 Page 0001 MODIFY OPEN ITEM REGISTER Modify types C change due date disc date disc bal M mark voucher as manually paid Type Vend Vch Inv Inv bal Due date Disc date Discount bal Chk Amount paid Name Inv date Chk date Disc taken Rpt on 1099 Check amount E 100 1061 34 965 60 Old 2 10 05 2 10 05 ESCH Vermont Metal Products 1 24 05 New 4 10 05 4 10 05 19 31 Yes E 200 1084 4938 39 00 Old 4 15 05 None 00 Red Line Freight 3 10 05 New 4 15 05 None 00 Yes 0 A P Manual checks Grand totals 00 2 A P due disc date disc bal adjustments 00 2 A P open item adjustments 00 End of report 393 CASH DISBURSEMENTS PROJECTION Date 03 11 2005 Starting vendor Ending vendor Time 15 32 5
106. 14 Rpt on 1099 If you answered N to Print 1099 forms in Control Information this field does not appear If Gets 1099 in Vendors is set to N this field is set to Not applicable and cannot be changed Otherwise answer Y if payments against this voucher are to be included on this vendor s 1099 MISC form or N if they are not Format One letter either Y or N Example Answer Y The following field are informational only read only Input is not allowed in these fields Last voucher The last voucher for this vendor displays Last date The date of the last voucher for this vendor displays Total YTD The total year to date recurring payables for this vendor is displayed Total to date The total recurring payables for this vendor displays Times used The number of times recurring payables were used for this vendor displays Selected or Not selected This appears only for an existing entry and indicates whether or not this entry is currently selected for use Field number to change If this is an existing entry and is currently selected change or deletion is not allowed Press lt Enter gt to clear the screen and allow processing another recurring payable Options If this is a new entry or an unselected existing entry make any desired changes For an existing entry you may not change Fields 1 through 3 but you may use the option lt F3 gt To delete this entry When there are no further changes press
107. 5 233 234 format 1 2 and format 2 with reference 234 check forms copying check or remittance copying positive pay displaying check or remittance entering check and remittance entering positive pay introduction to check and remittance introduction to positive pay 358 375 358 345 365 341 363 testing check or remittance 358 testing positive pay 375 forms check type 234 forms list printing a check or remittance 360 printing a positive pay 377 forms printing 1099 330 full 1099 report printing 328 full format 1099 report 415 full payment 216 fully paid open items purge report 408 function defined 6 functions void checks 248 future periods showing projected pay 164 ables for G G L 4 G L accounts file valid 18 General Ledger account defined 5 defined 4 if you are not using PBS 21 payables distributions to report 410 when using PBS 21 group of vouchers selecting a 211 group check and remittance form def 343 inition stub detail group positive pay form definition 364 check lines H handling options payment 418 header and total fields check and remit 430 tance header fields positive pay 438 header stub check and remittance form 343 definition header positive pay form definition 364 help accessing 26 history defined vendor 13 history for multiple vendors purging 284 history for one vendor purging 283 history report vendor 265 history distribution 184 histor
108. 504 USA Southwest Office 533 N Green Los Angeles CA 91210 USA End of report 385 Tim Rawlings 213 555 9933 Mike Douglas 813 908 4444 Gregory Hines 833 877 8832 William Hurt 609 332 4478 G B Shaw 414 988 0021 PAYABLES EDIT LIST Date 03 10 2005 Time 15 52 08 XYZ Company Report 0041 Page 0001 PAYABLES EDIT E GEN Voucher types R Regular N Non A P check C Cancellation A Adjustment to distribution I Immediate check Vchr Vend Vendor name Inv date Invoice Inv amt Due day s Due date Chk Chk date Rept Type Vendor terms Dist dat Prch ord Non disc amt Disc day s Disc date Cash account on Reference Revr Rcvr Disc pet Disc amt Discount account 1099 1083 100 Vermont Metal Products 3 10 05 44455 125 60 10th 4 10 05 R 2 10 net 31 3 10 05 00 10th 4 10 05 2 00 GE a 5050 100 Yes Distribution 5010 100 Purchases misc items 125 60 1084 300 Red Line Freight 3 10 05 4938 39 00 15th 4 15 05 R net 30 3 10 05 00 None None N A Yes Distribution 5010 100 Purchases misc items 5 00 5040 100 Freight purchases 34 00 1085 100 Vermont Metal Products 3 10 05 934898 399 34 10th 4 10 05 R 2 10 net 31 3 10 05 34 00 10th 4 10 05 2 00 Tre Slt 5050 100 No Distribution 5010 100 Purchases misc items 399 34 Date 03 10 2005 Time 15 52 08 XYZ Company Report 0041 Page 0002 PAYABLES E DIF LIst 3 transactions entered Invoice amt total 563 94 3 reg vouchers 0 cancellations 0 adjustments 0 non A P checks
109. 6 206 206 12 203 383 68 68 98 343 50 429 345 341 50 17 233 234 234 234 234 check lines group positive pay form definition 364 check printing defined 12 check processing print checks and post 228 check reconciliation defined check register report check register notes A P check register print register only check register printing check voiding defined automatic check vouchers for immediate non A P posting non A P check immediate checks introduction to void payments and posting voided running void 11 407 243 245 262 13 98 81 127 82 247 209 256 249 checks vendor history not used void 244 ing computer paid checks and post print checks conditions voiding checks edit list A P voided checks functions void checks register A P voided 210 226 247 399 248 400 checks restrictions void checks to be voided entering checks to print print checks and post select more clear all vouchers clear selections deferrals clearing selections and or deferrals close period close year close year for 1099s column number of a field check and remittance form definition 248 250 236 243 209 221 314 318 338 344 columns check and remittance form def 344 inition lines and combining voucher selection methods comma separated values defined comma delimited defined companies multiple company file computer paid checks
110. 8 First Last Payment group CASH A P account XYZ Company DISBURSEMENTS YALL YALL PROJECTION Report 0049 Page 0001 Vend Vchr Pmt grp As of date Amount WEEK ending 3 11 05 WEEK ending 3 18 05 ending 4 18 05 ending 5 18 05 ending 6 18 05 QTR ending 9 18 05 100 1061 MFG 1071 1074 1075 1083 1085 Vendor 100 to 200 1059 SPL 1062 1073 Vendor 200 to 300 1063 EXP 1084 Vendor 300 to 400 1064 RNT Vendor 400 to 500 1065 RPR Vendor 500 to 600 1066 BNK Vendor 600 to 700 1067 UTL Vendor 700 to 800 1057 MFG 1060 1068 1072 Vendor 800 to 900 1069 Date 03 11 2005 4 10 05 2 10 05 2 10 05 2 10 05 4 10 05 4 10 05 tals 2 21 05 2 22 05 2 22 05 tals 2 15 05 4 15 05 tals 1 27 05 tals 2 21 05 tals 1 22 05 tals 2 14 05 tals 3 24 05 3 25 05 3 26 05 3 25 05 tals 3 25 05 Time 15 32 58 965 925 3 500 2 350 125 399 8 266 1 625 2 500 2 097 6 223 450 39 489 11 000 11 000 875 875 65 65 1 275 365 560 2 155 4 355 553 60 00 00 Ki 60 34 09 00 75 50 25 45 00 45 00 00 00 00 00 00 24 24 00 00 79 00 79 98 925 3 500 2 351 6 776 1 625 2 501 2 098 6 223 450 450 11 000 11 000 875 875 65 65 990 990 XYZ Company 3
111. 94 966 126 399 1 491 39 39 1 275 365 561 2 155 4 356 554 Report 0049 Page 0002 CA SH DISBURSEMENTS PROJECTION Saas Cash required for WEEK WEEK MON MON MON QTR Vend Vchr As of Amount ending ending ending ending ending ending Pmt grp date 3 11 05 3 18 05 4 18 05 5 18 05 6 18 05 9 18 05 Vendor 900 totals 553 98 554 1000 1058 1 25 05 2 965 00 2 965 1070 1 24 05 8 540 00 8 540 Vendor 1000 totals 11 505 00 11 505 Grand totals 44 323 90 37 885 6 439 End of report 395 CASH REQUIREMENTS Date 03 11 2005 Thru 06 01 05 for payment on 04 01 05 Starting vendor Ending vendor Lost discounts are noted with a Time 15 36 55 First Last Payment group A P account CASH YALL YAlL XYZ Company after the discount amount REQUIREMENTS Next payment date is 06 24 05 Report 0050 Page 0001 Gross amount Valid discount Lost discount Vend Vendor name Pmt grp Vendor terms A P account 100 Vermont Metal Products MFG 2 10 net 31 2000 000 Vchr Inv Inv date 1061 34 1 24 05 1071 5 1 24 05 1074 490 1 28 05 1075 401 1 27 05 1083 44455 3 10 05 1085 934898 3 10 05 200 Acme Office Supplies SPL 2 15 net 30 2000 000 Vchr Inv Inv date 1059 10 1 22 05 1062 35 1 23 05 1073 2 1 23 05 300 Red Line Freight EXP net 30 2000 000 Vchr Inv 1063 36 1 23 05 1084 4938 3 10 05 400 Jones Property Management RNT Monthly payment 20
112. A message displays when less than 150 characters are available Format Up to digits 7 Text Enter the exact text to be printed up to the length specified in field 6 Format Up to 30 characters Testing Forms A test file can be generated To test your form file at the first Forms screen press lt F5 gt A window displays where you must enter a bank Enter your Company ACH bank type as defined in Ctl Banks Then select lt Enter gt and the form file will be generated to the same path as defined in the bank record If you are on Windows or Thin client and you have selected to merge data with a form file then the form file will print with the test check form In the file it represents Xs for alphanumeric fields 9s for numeric fields and overlapping fields as question marks Copying Forms You can rapidly produce a new positive pay form by copying an existing form that is similar to the new one After copying the form tailor the new form by changing the form and field information as necessary To copy a form at the first Forms screen Display the existing check form that you wish to copy and press lt F6 gt A window displays for you to enter the following information Copy to form ID Enter the ID of the new form The form ID will be automatically created during the copy process if it does not already exist After the copy process is complete you may change the new form as needed 375 Passport Business So
113. Accounts Payable Passport Business Solutions Accounting and Business Software Version 12 00 March 2011 Passport Business Solutions assport Software Inc 181 Waukegan Road Suite 200 Northfield Illinois 60093 847 729 7900 or 800 969 7900 FAX 847 729 7909 WwWww pass port com Passport Business Solutions Accounting and Business Software Copyright Passport Software Inc 2011 All Rights Reserved PROPRIETARY RIGHTS NOTICE No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in con nection with any information storage or retrieval system without the permission in writing from Passport Software Inc Passport Software Inc Passport or PI have taken reasonable preventive measures to ensure the accu racy of the information contained in this manual However Passport makes no warranties or representations with respect to the information contained herein and Passport shall not be held liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual AcuCopp is a trademark of AcuCorp Inc All rights reserved All other tradenames and logos are trademarks of their respective companies ATTENTION ONLY LICENSEES CURRENTLY ENROLLED IN THE PASSPORT UPDATE PROGRAM PUP ARE PERMITTED TO INSTALL AND USE SUBJECT TO THE TERMS AND
114. Acct Description Debits Credits Distribution summary 2000 000 Accounts payable 00 563 94 5010 100 Purchases misc items 529 94 00 5040 100 Freight purchases 34 00 00 Totals 563 94 563 94 End of report 386 PAYABLES REGISTER Date 03 10 2005 Time 15 52 30 XYZ Company Report 0042 Page 0001 Voucher types R Regular N Non A P check C Cancellation A Adjustment to distribution I Immediate check Vchr Vend Vendor name Inv date Invoice Inv amt Due day s Due date Chk Chk date Rept Type Vendor terms Dist dat Prch ord Non disc amt Disc day s Disc date Cash account on Reference Revr Rcvr Disc pet Disc amt Discount account 1099 1083 100 Vermont Metal Products 3 10 05 44455 125 60 10th 4 10 05 R 2 10 net 31 3 10 05 00 10th 4 10 05 2 00 GE a 5050 100 Yes Distribution 5010 100 Purchases misc items 125 60 1084 300 Red Line Freight 3 10 05 4938 39 00 15th 4 15 05 R net 30 3 10 05 00 None None N A Yes Distribution 5010 100 Purchases misc items 5 00 5040 100 Freight purchases 34 00 Date 03 10 2005 Time 15 52 30 XYZ Company Report 0042 Page 0002 PAYABLES REGISTER 3 transactions entered Invoice amt total 563 94 3 reg vouchers 0 cancellations 0 adjustments 0 non A P checks Acct Description Debits Credits Distribution summary 2000 000 Accounts payable 00 563 94 5010 100 Purchases misc items 529 94 00 5040 100 Freight purchases 34 00 00 Totals 563 94 563 94 End of report gt 387
115. All errors must be corrected before the program produces this file An Magnetic 1099 Exception error report is printed When Processing is Complete A screen similar to the following appears Year end Magnetic 1099 forms XYZ Company Please use the following information for year end reporting Transmitter control code 21548 Payer s name XYZ COMPANY Payer s address 1235 MAIN City NORTHFIELD State IL Zip code 60093 Federal ID 984567845 Number of 1099 forms 4 Total vendor compensation reported 46 508 17 1099 processing complete lt Esc gt exit B This information is provided to you as a guide in completing year end IRS reporting Copy it man ually or print with lt Ctrl P gt In UNIX or Linux select lt Ctrl F10 gt to print the screen When the data is OK the Magnetic 1099 Exception Report prints NO ERRORS FOUND The same information as on the screen above also prints on the report 337 Passport Business Solutions The total vendor compensation report and on screen amount includes boxes 1 2 3 5 6 7 8 10 13 and 14 It does not include an accumulation of boxes 4 15 16 17 and 18 Press lt Esc gt to return to the A P menu Close Year for 1099s Closing a year has no effect on the reporting of 1099 amounts via 1099 forms and magnetic media Closing a 1099 year only effects the amounts being reported in the vendor fields 1099 amount year to date1099 amount next year and 1099 amount year to d
116. CH Vendor number Gets 1099 Voucher number P O number Invoice number Invoice date Invoice bal Discount bal Due date Discount date lt Fi gt next modification lt SF1 gt previous modification C Change due date disc date disc bal M Mark voucher as manually paid From this screen you can work with both new and existing modifications If a modification has already been entered for the modification type vendor number and voucher number you specify that modification appears and is available for changes or deletion From this screen you can also access Vendor History information using the Drill down feature This feature is explained in the PBS System documentation Modify Type Enter the modification type which must be one of C Change due date discount date or discount balance M Mark open item as manually paid Options For an existing entry you may use one of the options lt F1 gt For the next modification lt SF1 gt For the previous modification During the posting of an open item marked as manually paid a positive pay Note file will be generated and a positive pay register will print if 1 You you are using positive pay and 189 Passport Business Solutions 2 The cash account you choose is set up in Banks for positive pay If an existing entry is chosen by use of the option keys it will display on the screen and the cursor will move to Field number to change Format One lette
117. DAILY OPERATIONS Use the following checklists to see how to use Accounts Payable to perform periodic and daily tasks Adjust the checklist as necessary to meet your own needs Consult with your accountant on organizing your checklists to ensure the efficiency and security of your business operations Passport Business Solutions Daily Operations Checklist Each Day Each Day As Needed Enter new vendors using Ven dors For more information read the Vendors chapter Enter payables using Payables For more information read the Payables chapter Inquire into current payables activ ity using View open items You may read more about this in the View Open Items chapter Inquire into partially or fully paid open items using View vendor invoices This selection is only avail able if you are using vendor history You may read more about this in the Viewing Vendor Invoices section of the Vendor His tory chapter Enter new recurring payables trans actions using Recurring payables There is more information in the Recurring Payables chapter Select recurring payables for use using Select for use Copy selected recurring payables to the Payables Transaction File using Use selected Post payable transactions Print the Non A P Manual Check Register to obtain a register of all manual and non A P checks If this register is not printed prior to post ing computer checks all manual and non A P checks will appe
118. DISPLAYING A CHECK AND REMITTANCE FORM While entering a form you can press lt F2 gt to see what the form looks like so far Follow the screen instructions If one field overlaps another field either question marks or asterisks appear in the area of overlap Question marks display if none of the overlapping fields are conditionally printed in which case you probably need to change the position of a field Asterisks display if at least one of the overlapping fields is conditionally printed In this case you may wish to review the definitions of the overlapping fields to ensure that they do not print under the same conditions Displaying a form will not merge the form file Displaying a form has a limitation If you are using compressed print on either the stub or check but not both it does not show the correct vertical relationship between the check and the stub However it will show the correct relationship between other fields in the stub or other fields in the check Testing Forms A test form can be printed that substitutes X s or His for each field that you have selected to print You can print the test on the actual form you intend to use or on plain paper When using Print checks and post you can also print a test alignment form To test your check form at the first Forms screen display the form you wish to test and press lt F5 gt When the printers defined in the Company file display or Windows printer if in Window
119. Em Positive Pay Form Fields This appendix contains the following topics Introduction to Positive Pay Form Feld Positive Pay Eegeregie ie Positive Pay Line Picids occ case scsscasneeaxicvsaciceieaveaeueness Positive Pay Total Fields oi csccecseiaxcsencbeeeis idawwsisiveeenees 436 Passport Business Solutions INTRODUCTION TO POSITIVE PAY FORM FIELDS This appendix only contains information about the fields you can use to design a positive pay file There is a lot of additional information in the Positive Pay File Forms chapter about how to design a positive pay file There are three sections to a positive pay form which are Header Checks lines and Totals Fields for each group are described in this appendix 437 Passport Business Solutions Em POSITIVE PAY HEADER FIELDS The following table lists the fields available from the Header field group aS POSITIVE PAY STUB HEADER FIELDS FIELD FIELD NAME DESCRIPTION SE PEN The display name from Company information D SES SES The display name from Company information ie Company address 1 Address 1 from Address 1 from Company information information ie Company address 2 Address 2 from Company information Company address 3 Address 3 from Company information eo Che Bank name from Bank file name Company bank Bank account number from Bank file account number Company bank E ABA number Bank ABA routing number from Bank file
120. Example P O Reference Enter the desired reference information Once a memo is assigned to a payable and posted the reference will be stored in invoice history and will print on different reports Format 25 characters Example Type Paid with credit card Sales tax Enter the state sales tax amount associate with this invoice This field is used with the state field to track sales tax paid to the state Format 9 999 999 99 Example Type 100 State Enter the state to which the sales tax in field 7 was paid Format 2 characters Example Type DE Amount Options Enter the amount of the invoice or use one of the following options lt F1 gt To enter a percentage of the pay to amount lt F2 gt To use the entire amount remaining If purchase order is installed and you enter a P O lt F5 gt number and re receiver number on the memo screen this is used to accept the total receiver amount 112 Passport Business Solutions A negative amount is accepted A zero amount is also accepted for the purpose of entering a sales tax only Format 999 999 999 99 for amount Distribution account Options The account number must already exist in Valid G L accounts Enter the account number or use one of the options lt F1 gt For the next account on file in Valid GA accounts lt SF1 gt For the previous account For the default distribution account for the purchase from vendor If a purchase from vendor has not been
121. Group EXP 1063 36 1 23 05 2 15 05 450 45 00 Vendor totals 450 45 00 Vendor 700 Pacific Telephone A P acct 2000 000 Pmt Group UTL 1067 100A 1 25 05 2 14 05 990 34 00 Vendor totals 990 34 00 2 open items Grand totals 1 440 79 00 End of report 408 TEMPORARY VENDOR PURGE REPORT Date 03 12 2005 Time 11 48 03 TEMPORARY VENDOR XYZ Company hold payment N PURGE REPORT Report 0061 not to be purchased from Purchases YTD Discounts YTD 1099 amt YTD Last purch date Purchased lst yr Discounts lst yr 1099 amt nxt yr A P acct Disc acct Dflt dist acct Starting vendor First Payment group A11 Ending vendor Last A P account All Vendor status Blank normal A always take discount H Terms types D days P proximo day of next month EOM end of current month Vend Name Contact 1 Phone 1 Status Address Contact 2 Phone 2 Type Vend ref 1099 ID Pmt grp 1099 ID type TVEN Trenton Industries Tim Thornton 388 499 7843 200 Miami Blvd TMP Sarasota FL 58332 TMP Country USA 1 Temporary vendors 00 00 00 None End of report gt F 409 00 00 00 2000 000 5050 100 1200 100 Page 0001 sess Terns Samim Type Due days Cutoff Disc days Disc no terms Days 0 N A None 0 00 PAYABLES DISTRIBUTIONS TO GENERAL LEDGER Date 03 12 2005 Time 11 55 18 PAYABLES XYZ Company DISTRIBUTIONS Adjustment register T
122. OWN State TX Zip code 12345 Federal ID 991135917 Number of 1099 forms 1 Total vendor compensation reported 4 596 69 Amount code 7 End of report 416 Passport s Business Solutions Implement Positive Pay and Direct Depost This appendix contains the following topics Payment Handling Options 2 2 0 0 2 0 2 ee ce eee eee eee Positive Pay Introduction oss ccc oen ace keet 417 Passport Business Solutions PAYMENT HANDLING OPTIONS There are three ways of handling payments to vendors in Accounts Payable e Writing a check and sending it to the vendor This is the traditional means and has been in PBS for many years e Positive Pay Processing Write a check send it to the vendor and you also notify your bank of the checks that are expected to clear The positive pay file is generated during a check run You transmit this file to your bank If a check is received by your bank that is not in the pos itive pay file then the bank will not clear the check e ACH Processing In lieu of writing checks create a file of a specific format that you send to your bank Your bank then deposits the pay amounts directly into the vendor s bank Both Positive Pay and ACH processing can be used at the same time in Accounts Payable If you are using both there would be a combination of some vendors receiving payments via check and others via ACH You may also use one or the other by itself The imple
123. Options Enter a description for aging period 1 or use the option For the description of the corresponding period from lt F2 gt P2 A P control information Format 2 lines of 13 characters each Example Press lt F2 gt aging days in prd 2 aging days in prd 3 aging days in prd 4 Enter the number of aging or cut off days that will define the limits for the second and subsequent periods in the same way as the first period Days must be in ascending sequence Note that negative days are allowed for all periods e Ifyou are using today s date as the aging date negative age is meaningful when aging by due date This implies that the payable is not due yet e Ifyou are aging by invoice date negative age implies that you received the bill before the ven dor sent it e Another use for negative days occurs when you set the aging date in the future resulting in a projection report An entry of 999 in any of the aging days fields serves to extend the period infinitely into the past Though it may be entered for any period It is normally entered for the fourth period s Ifsome number less than 999 is entered in the fourth period open items older than that number of days will not be included in any aging period Those items will however be included in the vendor balance amounts total and net On a detail report individual open item information will also be provided e Any voucher older than 999 days is shown on th
124. Payables Note Two screens are needed for this selection The following screen appears first CF1 gt next entry lt SF1I gt prev entry lt F2 gt next vendor Blank look up by nami From this screen you can also access Vendor History information using the Drill down feature This feature is explained in the PBS System documentation Enter the following information Vendor Enter the number of the vendor for this recurring payable Temporary vendors are not eligible for recurring payables Options Use one of the options For the next entry on file Upon selection the lt F1 gt remainder of the screen fills in with the appropriate data 134 Passport Business Solutions lt SF1 gt For the previous entry For the next vendor in vendor number sequence lt F2 gt whether or not there is any existing recurring payable entry for this vendor lt SF2 gt For the previous vendor For the same vendor as the previous entry This option lt F6 gt 3 is not available on the first entry of a session Blank To select a vendor by name rather than by number Format 6 characters Example Type 200 Name If you have selected an existing entry or an existing vendor in the previous field the vendor name appears automatically If you have left the vendor number blank the cursor moves here to allow entry of the vendor by name Upper lower case is significant You may enter just the leading characters of
125. Refer to the introduction to this chapter for an explanation of when this function should be run Answer Y to continue or N to cancel this function If you answer Y there will be a period of processing as files are updated You will be notified when this has completed press lt Esc gt to return to the menu No report is produced by this selection Format One letter either Y or N The default is N Example Press lt Enter gt for the default 318 Passport Business Solutions 1099 YEAR END PROCESSING 1099 s are a means of reporting to IRS and taxpayers dividends interest and other forms of income PBS year end processing for 1099 s includes reviewing and entering vendor s 1099 data printing 1099 reports printing 1099 forms and creating 1099 magnetic media It also includes the closing of a year for 1099 s The following sections in this chapter documents these functions 1099 MISC reports must be filed by Feb 28 with the IRS However you should report your 1099 MISC forms to payees by January 31 and magnetic media by March 31 Be sure to check with the IRS for any changes to these deadlines Review and Enter 1099 Information The Passport Business Solutions Accounts Payable module automates the majority of your reporting needs as an business by accumulating miscellaneous 1099 amounts for each vendor as you pay them their checks throughout the year Reporting Requirements Much of the information you repor
126. Requirements Report or Select a group of vouchers t rooms appears as the default provided that one of these selec tions has been run previously Example Press lt Enter gt Transaction date Enter the date to be printed to be written to the ACH file This need not be the same as the payment date The payment date is used only to calculate valid discounts It is the trans action date that is used for G L distributions and all other posting to the check file open item file and may be printed on the remittance advice form Note Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY The default is the payment date in Field 1 Example Press lt Enter gt This field can be printed on the remittance advice 239 Passport Business Solutions Date Controls Date Range Control If you are using date entry controls you may be warned or stopped against entering a date that is outside the allowed date range For more information read the Date Controls section of the Date control chapter 1099 Date Control If the 1099 year ending date in 1099 year ending date is more than one year after the check date you will see the following message on the screen if you have selected a 1099 payable Check date greater than 1 year after 1099 yr end date OK to continue The 99 99 99 is substituted on the report with the actual control information date This message indicates
127. Stub total amp begin check or 348 Passport Business Solutions First total line When designing a check this field determines where the stub total is to print and it also determines where the check fields are to print The stub total is the first line and the check can be any line after that When designing a remittance form this field determines where the totals area starts on the form Enter the line number on which the last line item is to print Your entry must be higher than the line number specified for field 8 Format Up to three digits Example Type 19 10 Bottom stub start line This field will display as Not applicable if you are using the Top only or Remittance form types Enter the first line number on which the bottom stub information is to print Your entry must be higher than the line number specified for Stub total line amp check field 9 and less than the number of lines specified for Length field 5 Format Up to three digits Example Type 45 11 Compressed print The form printing can either be 10 or 17 columns per inch When printing at 17 columns per inch the print is considered compressed narrower font You have several options of which part of the form that you want to compress c Check This compresses the check only S Stub This compresses the stub only B Both This compresses both the check and the stub N None None of the form is compressed This fie
128. The Void checks selection enables you to automatically void a check or ACH payment after it has been printed and posted using Print checks and post It also allows you to void a manual check which was entered and posted using Open items Modify You might have to void a posted check issued to a vendor whose invoices are in dispute one accidentally sent to the wrong vendor one issued prematurely and so on The effect of Void checks is essentially to undo the check or ACH payment as if it had never been cut ACH remittance transactions may not be voidable after submitting the ACH file to your bank Before entering a void contact your bank and verify that Note the payment has not been fully processed and the payment has been trans ferred to your vendor In order to use Void checks you must have chosen in Control information to retain vendor history Without history not enough information is available about a check to completely undo the accounting changes caused by the check If you are not keeping vendor history refer to chapter 16Prepare Payments Checks and ACH Do not use Void checks to void non A P checks Such checks are voided by Note entering a negative non A P check in Payables for the same amount as the original check A void entry does not take effect immediately it must be first entered and then posted This allows transactions to be reviewed before they are applied Voiding Checks For Void checks to work all the foll
129. The invoice is no longer payable at the time it is entered into the A P module The A P account is not changed by a non A P check voucher For a voucher with a positive invoice amount the cash account entered on the transaction entry screen is credited decreased the discount account is credited increased and the expense accounts are debited increased A negative non A P check voucher can be entered to delete the distributions for a non A P check voucher that was incorrectly entered 81 Passport Business Solutions The expense distributions for non A P check vouchers are dated with the check date You can use a 0 non A P check voucher to record a voided manual check See the Invoice amt field later in this chapter If you are using positive pay for the cash account entered posting payables creates a positive pay file You should send the positive pay file to your bank before your bank receives the check Immediate Check An immediate check voucher is used to enter a non A P payable but also have a check printed immediately You may enter voucher and check information then cut the check immediately This is useful for a COD delivery An immediate check voucher is similar to the non check voucher in that payment is made at the same time that the invoice was written Therefore the invoice is no longer payable at the time it is entered into A P The A P account is not changed by an immediate check voucher There are
130. This chapter contains the following topics Entering EH Printing a List of A P account Passport Business Solutions Ezz ENTERING A P ACCOUNTS An accounts payable account is a current liability in your General Ledger summarizing the amount of money owed to your vendors for goods or services you have received All accounts are included in the Valid G L Account file but some accounts are in separate files of their own A P accounts fall into this category This ensures that payments will be associated only with accounts intended for that purpose Accounts Payable provides for an unlimited number of accounts payable accounts You may define as many as your business needs You can set up multiple A P accounts and then assign each vendor to one of those accounts All postings payables and checks for a vendor debit or credit the A P account associated with that vendor Select A P accounts from the A P menu The following screen appears Character Mode SF1 gt pravious account Use this screen to work with new and existing A P accounts Enter the following information Account number Options Enter the A P account number If the account does not exist in the Valid G L Accounts file you can add it here Passport Business Solutions lt F1 gt For the next A P account on file lt SF1 gt For the previous A P account Your standard account number format as defined in Com Format pany informa
131. ZED TO MAKE ANY MODIFICATIONS OR ADDITIONS TO THIS WARRANTY HE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU SHOULD THE SOFTWARE PROVE DEFECTIVE YOU ASSUME THE ENTIRE COST OF ANY NECESSARY SERVICING REPAIR OR CORRECTION AND ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES N NO EVENT WILL PASSPORT ITS PROGRAMMING LANGUAGE SUPPLIERS AND OTHER VENDORS DISTRIBUTORS OR DEALERS PASSPORT PARTNERS BE LIABLE FOR ANY DAMAGES INCLUDING LOSS OF DATA LOSS OF PROFITS OR DIRECT OR INDIRECT INCIDENTAL SPE CIAL OR CONSEQUENTIAL DAMAGES RESULTING FROM ANY DEFECT IN THE SOFTWARE EVEN IF THEY HAVE BEEN ADVISED OF THE POS SIBILITY OF SUCH DAMAGE SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES OR LIABILITY FOR NCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU THE FOREGOING RESTRICTIONS DISCLAIMERS AND LIMITATIONS SHALL APPLY AND REMAIN IN FORCE EVEN IN THE EVENT OF A BREACH BY PASSPORT HEREUNDER OF A CONDITION OR FUNDAMENTAL TERM HEREUNDER OR IN THE EVENT OF A BREACH WHICH CONSTITUTES A FUNDAMENTAL BREACH 5 General Terms and Conditions Nothing contained in this Agreement shall be deemed to constitute either party as the agent or representative of the other party or both parties as joint venturers or partners for any purpose Licensee s supplier of the Software referred to herein as a Passport Partner is an independent contractor in relation to Passpor
132. a bank type of Company ACH bank The company ACH bank is your bank Enter the fields that pertain to positive pay You may use multiple bank accounts However during a check run you can only use one at a time The bank used is based on the cash account selected during print checks and post For information on entering a bank see the System User documentation chapter Banks Step 3 Accounts Payable Control Information Check the Generate positive pay check box field in the A P Control information so that the positive pay feature is active Print Checks and Post Now you are ready to print checks and post During the check printing process a positive pay file is generated Following print checks and post you may now send the positive pay file to your bank 420 Passport Business Solutions DIRECT DEPOSIT PROCESSING INTRODUCTION Direct Deposit processing is creating a file of a specific format through A P that you send to your bank This file contains the information necessary for paying your vendors electronically Your bank then deposits the pay amounts directly into the vendor s bank account You are dealing with two bank types when using Direct Deposit processing At least one Direct Deposit company bank must be entered This must contain the bank account information where you do your banking You must also enter the vendor Direct Deposit banks The number of vendor Direct Deposit banks is only limited by the banks that
133. a different entry e Answer N to continue This lets you change the information for an entry that has already been selected The cursor is positioned at Field number to change Select this entry This only appears if this entry is not yet selected e Answer N to skip this entry The screen clears and the cursor is positioned at Field 1 for selection of a different entry e Answer Y to flag this as a selected entry and to continue processing it If the entry has expired you will be informed of the fact told why it has expired and asked whether you wish to select it anyway Processing a selected entry Once an entry has been selected e Some fields on the screen require change and are changed automatically The screen will appear to blink as date fields are updated Specifically The next date stored in the recurring payable is displayed for the invoice date 156 Passport Business Solutions The due date and discount date calculated from the terms entered for this recurring payable are calculated and displayed e Some fields on the screen require change and are changed manually The cursor moves to those fields to allow you to enter them Specifically For a Variable recurring payable the cursor moves in succession through Fields 5 through 8 before coming to rest at Field number to change For a Fixed recurring payable the cursor moves directly to Field number to change e Some fields on the screen allow change
134. accurate See Close Year for 1099s in the Year End chapter Format 9 999 999 999 99 at each field Example Use default of 00 49 Passport Business Solutions Last payment This is the number of the last check or direct deposit payment you have written to this vendor If you have not written any yet this field with its date and amount displays as UNAVAILABLE This field is maintained automatically and would not normally be changed If you press lt Enter gt for zero this field with its date and amount displays as 0 Format 999999 Example Use default of 0 Last payment date This displays the date of the last check or direct deposit payment written for this vendor This field is maintained automatically and would not normally be changed The cursor moves to this field only when you enter a non zero check number in the preceding step Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY or blank Example Use default of blank Last payment amt Displays the date of the last check or direct deposit payment written for this vendor This field is maintained automatically and would not normally be changed The cursor moves to this field only when you enter a non zero check number Format 99 999 999 99 Example Use default of 00 Options Make any desired changes For an existing entry you may also use one of the options lt F6 gt or select menu
135. acts menu selection or using the lt F7 gt key Enter the default contact This field is optional If you are emailing PDF purchase orders to vendors the email address from the default vendor contact is used Format 4 digits Example Press lt Enter gt There is a setup procedure for emailing PDF forms Please see the Administration documentation appendix Email Configuration for more information Also refer to the Email and Email documents fields in the section titled Additional Vendor Contacts later in this document City State Postal Code Country Enter the vendor s city state and postal code as you wish it to appear on the check This will print below address 1 amp 2 and be used in window envelopes All fields are optional and when present are not validated foreign state and postal codes are accepted The comma between city and state is inserted automatically when printing Do not key it in 15 characters for the city 2 characters for the state DEES 10 characters for the postal code 3 characters for the country code Type Newton Type VT PS Type 12345 Press lt Enter gt 36 Passport Business Solutions Contact 1 Contact 2 Enter the name of your primary and alternate contact for this vendor The contact and phone number are printed on various reports Both are optional Format 15 characters at each field Type John Smith for the primary contact Example Press lt Enter gt to leave Contact 2 blan
136. ade and professional association that promotes and advocates issues important to the banking industry in the United States The ABA s national headquarters are in Washington D C For more information go to http www aba com default htm The American Banker s Association has provided ABA transit numbers An ABA transit number is a unique identifier to each U S financial institution This number is used for ACH processing in Accounts Payable ACH Automated Clearing House ACH is the name of an electronic network for financial transactions in the United States ACH processes large volumes of both credit and debit transactions which are originated in batches Rules and regulations governing the ACH network are established by NACHA The Electronic Payments Association formerly the National Automated Clearing House Association and the Federal Reserve System There is a standard ACH file format as determined by NACHA that banks expect when processing electronic payments Accounts Payable can be set up to produce an ACH file during payment check processing This file is sent to your bank For more information on the setup of this feature see the appendix Implement Positive Pay and Direct Depost Passport Business Solutions Positive Pay Positive Pay is an anti fraud service offered by virtually every US commercial bank It protects companies against altered checks and counterfeit check fraud The positive pay process is notifyi
137. ady sent the ACH file to your bank it may be too late to void the ACH payments Contact your bank representative as soon as possible to determine the status of the electronic payments If you answer N proceed to Are the remittances OK to post below If you answer Y then you can void one or more ranges of remittances regardless of whether or not they were processed in the same set Format Check mark checked is yes and unchecked is no Example Select the lt Enter gt key for the default of no Starting transaction Ending transaction These fields appear only if you answered Y to the preceding Enter the range of ACH remittance transaction numbers to be voided Format 999999 at each field 242 Passport Business Solutions Example Does not occur in this example Please mount regular paper on printer and check this box when done Restore stock paper on the printer This step is required before printing the A P ACH Register Format Check box checked is yes and unchecked is no Example Select the lt Space bar gt to check the box Printer selection Select a printer for the ACH register This choice appears even if you only have one printer since the register unlike the checks themselves can be printed to disk You may not choose Display on screen or Create HTML and you may not lt Esc gt out of the printer selection window If you have more than one printer you can reserve one just for checks You will s
138. alculated and displayed in Field 11 and the cursor moves to Field 13 If you enter a non zero percent in Field 11 the software automatically calculates the amount and puts it into Field 12 The cursor then proceeds to Field 13 e Ifthis is an existing entry you can change either the percent or the amount from Field number to change The discount percent the discount amount the total amount and the non discountable amount are related fields and change to any one of them causes automatic re calculation of the others The discount percent is always positive The discount amount is negative if and only if the invoice amount is negative 99 99 for the percent 99 999 999 99 for the amount The cursor does not move to these fields because you pressed lt F1 gt at Field 9 Format Example Discount account If Fields 11 and 12 are blank this displays as Not applicable and may not be entered Options Otherwise enter the number of the account for this discount This must be a valid account from Valid G L accounts You may use the option lt F2 gt For the vendor s default discount account Upon entry or selection of a valid account its description appears below its account number 139 Passport Business Solutions Your standard account number format as defined in Com Format pany Information The cursor does not move to this field because you Example pressed lt F1 gt at Field 9
139. ame You may also use one of the options lt F1 gt For the next vendor on file in vendor name sequence lt SF1 gt For the previous vendor blank To return to vendor lookup by number Format 25 characters Example Does not occur in this example Temporary Vendors Vendors who are not permanently entered in Vendors are referred to as temporary vendors Temporary vendors can be paid using regular vouchers non A P check vouchers and immediate check vouchers only Vendors that are already on file in Vendors can be selected for this field whether they are permanent or temporary Vendors that are not already on file can be added on the fly but only as temporary vendors To create a temporary vendor enter a vendor number that starts with an asterisk The following data entry window appears 87 Passport Business Solutions A Payables Enter Temporary vendor entry Company 00 XYZ Company File Tools Help New Edit j Save E ve Ne Delete Cancel Exit Vendor mi Temporary vendor entry Name and address Name H Address 1 F Address 2 SSS City ee State Zip OoOO Ol Country Contact 1 Payment information Name O O Payment group im Ces A P account el ax E mail Contact 2 Name co Phone Fax Beem E mail Ro O lt F2 gt enter a person s name In character mode the following screen appears Payables Enter XYZ Company Voucher To be assigned Entry period
140. amounts for boxes 1 3 6 7 10 and 15a are equal to or more than this amount Format 9 999 999 999 99 Example Select lt Enter gt The default amount is 600 Minimum 1099 reportable amount required for boxes 2 and 8 Enter the minimum cut off or use the Enter to key to select the default 1099 MISC forms will be printed for vendors whose YTD amount for boxes 2 and 8 are equal to or more than this amount Format 9 999 999 999 99 Example Select lt Enter gt The default amount is 10 Print all vendors This determines if you print vendors with amounts that do not meet the minimum amounts for the boxes mentioned in the previous two boxes and other boxes that require more than zero Select yes print all vendors to print all or only print the vendors that meet the minimum amounts 327 Passport Business Solutions In Character mode Format 1 character Y or N Example Type N When you select Y to print all vendors three possible errors could print on the report Note e Invalid or missing tax ID from the vendor record e Invalid State code in the vendor address e Negative amounts for the vendor in the A P Federal Auxiliary file Year end Enter the year for which you are reporting 1099 information The default year is the 1099 year ending date field from A P Control information Format 4 digits Example Select lt Enter gt key Control information 1099 year end This is for informational purposes
141. an example with pre programmed formats 1 and 2 it is the third column from the left However in the case of format 1 the third col umn could also be field 12 Item orig inve amt Original discount amount Only use this field if you want to show the original discount amount from an invoice that was partially paid 11 Item orig retg amt Original job cost retainage amount 2 Item orig disc amt bechte Invoice balance ENV paranee As an example with format 1 this amount 434 1 Passport s Business Solutions es s SUS EE previous partial amount was paid Item curr disc amt Current discount amount Discount to take This is a calculated field You should use this field when you want to show the discount amount being taken for the item Net balance for the line This is a calculated field You should use this field when you want to show the net balance being paid There is a particular relationship between fields 13 through 17 These bullet points explain this relationship e When field 14 is greater than zero it will print this value into field 17 and field 15 will print in field 16 e If field 14 is zero field 12 will print into field 17 If there is a discount to take then field 13 prints in field 16 If a discount cannot be taken then field 16 is zero e When a discount can be taken then field 17 is based on the previous 2 calculations minus field 16 435 Passport Business Solutions
142. ance of existing open items or e Mark an open item as manually paid Each of these is considered a separate modification type Either modification type allows you to change a correcting entry to a non correcting one and vice versa This feature only applies if you are using the General Ledger module Since open items have already been posted you may not change them directly What you do instead is create a separate entry in a separate file called a modification This modification is itself subject to entry printing and posting just as the original payable was Only after the modification has been posted does the change take effect An open item can be modified numerous times However at any one time an open item can have at most two modifications pending one of each type Once those modifications have posted another modification can be entered for that open item and so on until the open item is paid Once an item has been paid it is no longer an open item and cannot be modified An open item that has been selected for payment even though not yet paid may not be modified until it has been unselected 188 Passport Business Solutions MODIFYING OPEN ITEMS Select Modify from the Open items menu This type of modification lets you change the due date discount date discount balance or correcting entry status of an existing open item The following screen appears Open items Modify XYZ Company Modify type
143. and credit the B S liability account which is contained in the I C Control file Later when the invoice for the receivings is sent to you by the vendor and you enter it into A P the net effect is to debit inventory and credit accounts payable if the expense distribution is the same account which was originally credited at the time of the receiving in I C i e the B S liability account At the time of receiving DR Item s B S inventory account CR B S liability account At the time of voucher entry 100 Passport Business Solutions DR B S liability account as the expense distribution CR Accounts Payable The net effect is DR Item s B S inventory account CR Accounts Payable The B S liability account may be a clearing account It can also be a liability account called Unmatched receivings You should consult with your accountant to determine the exact account to use The examples in this chapter assume that you are not using the I C module Distribution without Job Cost The format of this screen varies depending upon whether or not you are interfaced to Job Cost Distribution without Job Cost is described first Tej Payables Enter Distributions Company 00 XYZ Company File Tools New Edit Save Save New Delete Cancel Eat Select distribution Invoice 4647 Vendor 100 Vermont Metal Product Voucher 1479 Account H Account Description Distribution Amt Pea ae ce a fl sl a
144. and post Check date Void checks Distribution date If you use either the Payables menu selections mport or Data Import there are no date controls placed on these functions Date control Enter the date control type Use one of the values from the table below No control There are no controls for the entry of dates When a date is entered outside the designated range then the user will be warned Date not in current entry period but allowed to proceed Warning only When a date is entered outside the range the user will Full control receive the warning but will not be able to proceed until a date is entered that is within the range Format One list box option from the list above Example Select Warning only Starting entry date This field may not be entered if you selected No control to the Date control field Enter the starting date for which you are going to control the date entry This can be any date but normally it is the first day of the current month When you run the Close a period function you will be asked to re enter this date 27 Passport Business Solutions Options You have the following option lt F4 gt To select a date using the calendar lookup Format MMDDYY Example Type 070106 Ending entry date This field may not be entered if you selected No control to the Date control field Enter the ending date for which you are going to control the date entry This can be any date b
145. and you want the distributions dated within the current fiscal year enter a distribution date that falls within the appropriate period regardless of the document s actual date For a non A P check voucher the check date entered later is automatically used as the distribution date For an immediate check voucher today s date displays and cannot be changed Otherwise enter a date Options You have the following option lt F4 gt To select a date from the calendar lookup 91 Passport Business Solutions MMDDYY The default for the first entry of a session is Format the current date thereafter each entry s date becomes the default for the next entry Example Type 31505 For an adjustment voucher the remaining fields on this screen are not entered The distribution screen appears to make the adjustment You may be warmed or stopped against entering a date that is outside the allowed date range For more information see the Date control section of the Control information chapter Invoice Enter the vendor s invoice number This field is required If this is a retanage due voucher enter the original invoice number used on the voucher If this invoice number has already been used for this vendor you see a warning message showing the dollar amount and whether it is already in the Vendor History file means already posted or Payables file means not yet posted This protects you against paying the same inv
146. ar on the computer check register the next time you print and post checks Passport Business Solutions Each Day Each Day As Needed Select vouchers for payment using Prepare payments See the Selecting Vouchers for Payment section of the Prepare Payments Checks and ACH chapter for more information Print the Cash Requirements Report to determine which vouch ers are due to be paid Read more about this in the Cash Require ments chapter Print checks and post using Print checks and post The Print checks Process ACH and post section of the Prepare Payments Checks and ACH chapter has more information Void checks after posting using Void checks This selection may only be used if you are using vendor history Read the Void Checks chap ter for more information Change the due dates of vouchers using Modify For more information read the Modifying Open Items sec tion of the Open Items chapter Mark vouchers as manually paid using Modify Post Modify transactions Print an Aging Report using Aged open items Read the Aged Open Items chapter for more information Print a Cash Disbursements Report using Cash disbursements This report can assist you to estimate your cash needs based upon payable that are coming due in future weeks Read the Cash _ Disbursements Projection chapter for more infor mation Passport Business Solutions Each Day Each Day As Needed Enter v
147. ark to print the company name on the checks or remove the check mark if the company name is preprinted on the check forms Format Check box Example Select lt Enter gt to print company name of check Print check number on This determines where the check number is printed Select either Stub To print the check number only on the check stub Check To print the check number only on the check itself Both To print the check number on both stub and check Format One of the above options using a pull down list box Example Select Both Last voucher number The number entered here sets the starting number for vouchers The first voucher number assigned in Payables is this number plus 1 When additional vouchers are entered in Payables the voucher number is automatically increased by 1 for each new voucher Format 999999 Example Type 152 Keep vendor history Enter a check mark if you want to keep a vendor history file Passport recommends that you keep vendor history A possible reason not to keep a history file is if your hard disk has very limited space However some reports are available only when you keep vendor history Refer to the Vendor History chapter for a full explanation Your answer determines whether vouchers and payments are kept on file after being paid off You can store these for as long as you wish or you can selectively delete parts of this file See the Purging Vendor History section of the Vendor History chapter
148. as regular vendors may be selected An ampersand amp next to the Vendor totals field indicates that there is a note on file for this vendor Options From this screen you can also use one of the following from the Options menu View Vendor invoices To view history for the selected vendor Vendor notes To edit or add notes for the vendor The columns are Vchr This is the voucher number Invoice This is the invoice number Invc date This is the date of the invoice P O This is the purchase order number Due Date This is the due date 181 Passport Business Solutions Inv Balance The invoice balance includes both discountable and non discountable portions of the invoice amount and is the balance that remains to be paid Indicates partial payment Disc Balance The discount balance shows the discount amount that remains to be taken though the validity of the discount is not considered at this point Net Due The net balance is the invoice balance minus the discount balance and shows the remainder to pay on each open item if the full discount balance is taken Reference This is the reference associated with the voucher Vendor Totals At the bottom of the screen the open item totals display for invoice balance discount balance and net due display for the vendor selected If the vendor has notes then a amp symbol displays to the left of the Vendor Totals name Options Select fr
149. ase from this vendor and is maintained automatically If you have made no purchase yet leave the field blank It will display as None Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Use default of None 1099 amount year to date 1099 amount next year These fields cannot be entered There will be no value in this field other than zero unless you answered something other than None to the 1099 type field on the Terms tab When present they are used to accumulate payments to this vendor This field is an accumulation of the 1099 amounts types These fields are for informational purposes only the data that is being reported on for 1099 s is in the AP Federal Auxiliary file See 1099 Miscellaneous Reporting Information in the Year End chapter for how to view and edit the 1099 amounts per vendor The first field of the pair accumulates payments for the current year as defined in Control information 1099 year ending date The second field for the year after that allows normal A P activity to proceed during the transition period when the old year has ended but the 1099 forms for the prior year have not yet been prepared Rollover of the second field to the first is automatic upon preparation of these forms After you start accumulating data in the next year field sometime during the next year you must select Close year for 1099 s to keep the amounts on these fields
150. assport Business Solutions EQ equal to NE not equal to GT greater than LT less than GE greater than or equal to LE less than or equal to Then enter the value that the dependent field must contain to complete the condition Press lt Enter gt to indicate a value of zero for a numeric or date field or spaces for an alphanumeric field Format One letter either Y or N Example Type Y and then press lt Enter gt Printing a Field If you need to print a field when either one condition or another is met define the field specifying the first condition as described above Then redefine the field using the same line number column number and field number After entering the field number a message informs you that the field is already defined and you are asked if you wish to define a duplicate Answer Y and complete the definition specifying the other condition under which the field is to print This allows printing under one condition or the other There is no way to request printing when both conditions are true Alphanumeric Numeric Date and Literal Fields The remaining fields control the appearance of data on the form The fields requested depend on the type of field you selected in Field number field number 4 There are four different types Alphanumeric fields may contain any combination of letters digits and special symbols Numeric fields only contain digits along with any decimal points minu
151. assport Software Inc and some portions of the Software are copyrighted by AcuCorp Inc a Micro Focus International PLC company All rights reserved Passport and its third party licensors retain all proprietary and intellectual property rights in the Software and Documentation and in any trademarks affixed to the Software or the Documentation Licensee shall not take any action inconsistent with such title and own ership Licensee shall not alter or remove any printed or on screen copyright trade secret proprietary or other legal notices contained on or in copies of any Software or Documentation LICENSEE ACKNOWLEDGES AND AGREES THAT THE SOFTWARE MAY CONTAIN CODE OR REQUIRE DEVICES THAT DETECT OR PREVENT UNAUTHORIZED USE OF THE SOFTWARE Licensee shall notify Passport immediately in the event of unauthorized possession or use of Software or Documentation Licenseeis not permitted a todecompile disassemble reverse compile reverse assemble reverse translate or otherwise reverse engi neer the Software b to use any similar means to discover the source code of the Software or to discover the trade secrets in the Soft ware or c to otherwise circumvent any technological measure that controls access to the Software iii Updates to the Software made available to Licensee through the Passport Update Programs shall be treated for all purposes as Soft ware under this License and all intellectual property rights therein shall be retained by Pa
152. at connects data from Passport Business Solutions files to popular ODBC compliant spreadsheet and reporting applications like MS Excel Access and Crystal reports ODBC requires a separate purchase XDBC is the product name that allows PBS to interface with your data via ODBC Data Organization Most of the information you enter into your computer is stored on your disk In order for computer programs to locate specific pieces of data within large masses of data and to process data logically data must be organized in some predictable way Passport accounting software organizes your data for you automatically as it stores it on your disk Similarly when Passport Accounts Payable is used with Passport Check Reconciliation information on checks written or voided can be automatically transferred to Check Reconciliation You should understand five terms about the way the data is organized Character A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of data For example a name a date and a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing a customer s name address and account balance might be grouped together into a record called the customer record Entry A record in a data file is often referred to as an entry Data file A data file is a group of
153. at the distribution screen will be out of balance and you will have to adjust it manually The distribution screen The distribution screen is always displayed even if this is an existing selected entry and you have not changed the invoice amount 158 Passport 3 Business Solutions maA The following screen appears This screen is entered in the same way as for Recurring payables Enter Those instructions are not repeated here The only differences are e Only the ten distributions appear on the screen Fields 1 to 10 correspond to Fields 15 to 24 in Recurring payables Enter For Variable entries a column for amount appears to the right of the column for percentages These amounts are informational only distributions must be entered as percents Field number to change Make any desired changes then press lt Enter gt to select another entry for use You will only be able to do this if the amount or percent remaining to distribute is zero 159 Passport Business Solutions PRINTING A SELECTION LIST This list shows every recurring payable that has been selected It shows exactly what vouchers will be created when Use selected is run next Use this list to verify and edit your selections Select Selection list from the Recurring payables menu or Recurring selection list from the Reports menu No selection screen appears as all selected recurring payables are printed unconditionally Using sele
154. ate Enter the state to which the sales tax in field 8 was paid Format 2 characters Example Type DE Amount Options Enter the amount of the invoice A negative amount is accepted A zero amount is also accepted for the purpose of entering a sales tax only Format 999 999 999 99 for amount Make any needed changes or use the option lt F1 gt To access the next memo record lt SF1 gt To access a previous record lt F3 gt To delete a record Press lt Enter gt when there are no further changes the memo you have just entered will be changed and the cursor will be positioned at Field 1 for locating the next memo The fields that cannot be changed are the purchase from vendor invoice number pay to vendor and voucher number 123 Passport Business Solutions MEMO REPORT This selection lets you print memos that are unassigned assigned vouchered and posted Here is the definition for each Unassigned This is a memo that has not been assigned a pay to vendor and has not been vouchered Assigned An assigned memo has been assigned a pay to vendor but has not been vouchered Vouchered A vouchered memo is assigned a pay to vendor and has been attached to a payable distribution Posted A posted memo has been vouchered and posted in payables to history All types are grouped by purchase from vendor Select Memos from the Reports menu This screen displays Vendor history Memo report XYZ C
155. ate in Field 6 94 Passport Business Solutions No entry is needed because the defaults displayed after Example the vendor was entered Discount days or Discount day Enter the number of days within which or the day of the month before which payment must be made in order to take advantage of the vendor s early payment discount whichever method was defined in Terms Note that although the vendor has a default value for this field that value is not available to you as an option The software uses this default only when you press lt F2 gt from Field 10 This is because the vendor s standard for discounting is no longer relevant to this payable once you have modified his standard due date Discount days cannot be greater than the due days already entered Format 999 No entry is needed because the defaults displayed after Example the vendor was entered Discount date Enter the discount date or use MMDDYY The default is the date calculated by applying t Forma the vendor s terms No entry is needed because the defaults displayed after Example the vendor was entered Discount pct Discount amt These fields are set automatically by the vendor defaults when you enter the vendor number Otherwise enter the discount as either as a percentage in the first field of this pair or as an amount in the second e Ifthis is a new entry the cursor moves first to the Discount pct field and the default
156. atel1099 amount next year These fields are for your information only The actual amounts that will be reported can be accessed in 1099 MISC reporting info menu selection See Review and Enter 1099 Information In the normal day to day running of a business the preparation and reporting of 1099 MISC information takes some time 1099 MISC reports must be filed by Feb 28 with the IRS However you should report your 1099 MISC forms to payees by January 31 Normal Accounts Payable activity continues during these two months including the entering and subsequent payment of vouchers for vendors who will get 1099 MISC reports for this new year as opposed to the current reporting year The normal Close a year function allows the vendor s historical Accounts Payable information to be adjusted for new year A P activity but does not change the vendor s accumulated 1099 MISC information Payments for the new year to vendors who get 1099 MISC forms are accumulated into the 1099 amount next year field in the Vendor file When 1099 MISC reports are prepared on paper or on disk the amount used is the 1099 amount YTD from the Vendor file Once 1099 MISC reports have been produced a copy should be made of the Vendor file and the IRSTAX file and both stored in a safe place for several years as determined by your accountant After sending your 1099 MISC forms to the IRS you must prepare the Vendor file for accumulating the current year s 1099 MISC inf
157. ax This field is optional Enter the state sales tax amount associate with this invoice This field is used with the state field to track sales tax paid to the state Format 9 999 999 99 Example Type 100 State This field is optional but should be entered if you entered an amount in the Sales tax field Enter the state to which the sales tax in field 8 was paid Format 2 characters Example Type DE Amount Options Enter the amount of the invoice A negative amount is accepted A zero amount should only be used for the purpose of entering a sales tax only Format 999 999 999 99 for amount Make any needed changes Select the Save button when there are no further changes the memo you have just entered will be added to the file and the cursor will be positioned at the Purchase from vendor field for entry of the next memo 118 Passport Business Solutions PRINTING AN EDIT LIST This selection lets you print an edit list of payables vouchers entered but not yet posted Select Edit list from the Payables menu or Payables edit list from the Reports menu You may also select Edit list from Payables enter Print menu You may view an example of the Payables Edit List in the Sample Reports appendix The Payables Edit List is identical to the format of the Payables Register 119 Passport Business Solutions MEMO ADJUSTMENTS This selection lets you adjust certain fields for a memo transaction in
158. bank account or any time a vendor s bank account number changes a pre notification pre note process is initiated A pre note indicator is defaulted for each pre note vendor s bank account in the ACH file either during the normal check printing cycle or when running the Pre note ACH file and report program See in the A P Pre note ACH File and Report section in the Vendors chapter A pre note record has no associated dollar amounts and is sent to the processing bank to verify two sets of information 1 The vendor s bank has the correct bank routing number 2 The vendor s bank account number is valid In order to implement Direct Deposit processing certain control records tables and vendor information must be set up The set up of Direct Deposit processing requires specific information about the company processing and receiving banks and the vendors This information includes each bank routing number and the vendor s bank account number Both numbers are usually found at the bottom of a check or deposit slip The following steps are needed to send an ACH file including vendor pre note records to your bank Step 1 Bank Setup This step is done under the menu selection CTL gt Banks A bank record contains information required for Direct Deposit processing bank name and bank ABA routing number There must be a bank code set up for each bank that will receive a vendor deposit the receiving bank plus a unique deduction code f
159. be defined with this selection Most infor mation fields from the vendor and open item files may be selected to print on the format Select Check and Remittance Forms from the Master Information menu Character Mode The following screen displays Master information Check and remittance forms XYZ Company 1 Form ID UH 2 Type 3 Description Print using graphic image File name 4 Width lt Fi gt next form On this screen you identify the form with an ID description and type You may also define its general size From this screen you can work with both new and existing forms If a form exists for the form ID and type you specify that form appears and is available for changes or deletion Enter the following information 1 Form ID Options Enter the ID for this form or use the options lt F1 gt For next form lt SF1 gt For previous form Format Up to five characters Example Type 40 2 Type Enter the character that designates the type of format to be used The types are listed here 345 Options Passport Business Solutions Checks top bottom stub This means the stub is above and below the check and is normally used on a laser printer Checks top stub only This indicates that only one stub will print above the check These form types are usually used for dot matrix form feed printing Remittance form This will only be used if you are using ACH proc essing in Accounts Payab
160. ber vendor type print change log print checks and post print notes 5 print register only print register only non AP check reg ister 128 128 127 197 127 128 256 127 210 398 224 69 12 60 57 307 68 210 226 62 210 245 print vendor labels 63 printers print checks and post aligning 235 printers print checks and post selecting 235 number of copies printers selecting number of remittance 241 copies printing 1099 forms 330 333 a check and remittance forms list 360 a positive pay forms list 377 brief 1099 report 326 check 12 check and remittance field 353 check register 262 checks posting and printing check reg210 ister edit lists 119 148 196 full 1099 report 328 list of A P accounts 11 list of purchasing addresses ER purchases discounts 307 selection lists 160 void checks edit lists 255 printing a 1099 MISC report list 325 procedure defined file recovery 13 process ACH and post 237 processing ACH file name path and backup 426 positive pay file name path and 426 backup processing defined batch 2 processing selected entry 156 producing magnetic 1099 s 333 product description 15 projected payables for future periods 164 showing projection cash disbursements 394 projection introduction to cash dis 199 bursements protection defined password 13 proximo terms day of next month 41 purchase journal report 309 purchase order if using 100 purchases discoun
161. bution History Distribution history provides a list of the accounts amounts journal number and the distribution date associated with the voucher selected on the main View vendor invoices screen The fields display the associated invoice number and check number There is no distribution history after upgrading from an older system PBS Note 11 7 9 and earlier versions as well as RealWorld do not have a distribution Passport Business Solutions history file When there is no history the View distribution history button will be grayed and unavailable When you start posting new payables and printing checks then the history for those new transactions can be viewed Select the View distribution history button A screen similar to the following will display E Distribution history File Tools Distribution acct Cash account Amount Reference Jml Dist date Distribution type 5020 200 AP1600 077 2772009 Expense distnbution AP1600 07 27 2009 Transaction added een ae ve es Correcting entry Account description Purchases tools Voucher f 594 Invoice fi 23 Check Vendor H 00 Vermont Metal Product Eat Each row in this list box represents a single G L account entry The details for the entry display in the fields at the bottom of the screen Options One screen can accommodate ten account entries and you can view more items with the function keys Select the account entry you wish to view You may us
162. case sensitive Enter the exact lower and uppercase characters as they appear on the screen in the Printer name field in Company information If you change the name in Company information then you will have to update this field with the name change In character mode the following screen displays AP Master information Control information Company 00 XYZ Company Label printing return address 27 Company name 28 Address 1 29 Address A 30 Address 3 Date control information 31 Current prd end date 32 Date control 33 Starting entry date 34 Ending entry date 35 Use memo tracking 36 Generate ACH 37 Generate positive pay 25 Passport Business Solutions Fields are numbered consecutively from the preceding screen and thus may appear differently in your company than they do in the screen display above Label Printing Return Address Company name Address 1 Address 2 Address 3 All four lines of the address lines are optional and if present are not required to conform to any particular format Enter your company name and address Format 25 characters at each field Enter XYZ Company Example 500 W Lincoln Blvd Suite 1005 Anytown Texas 12345 Date Control Information The next four fields provide date controls for the A P module Current period ending date If you use the Passport Business Solutions General Ledger you may enter the same date as the
163. cation name is optional and may be left blank Enter the name of the company at this purchasing address or use the option lt F2 gt To use the vendor name as the location Format 25 characters Example Press lt F1 gt Address 1 Address 2 Address 3 Each address line is optional State and zip code are not separate fields and are not validated you can enter them in any of the address lines If you expect to be using any utility module to access purchase addresses by state or zip adopt your own standard for locating these fields 74 Passport Business Solutions Format 30 characters for each line Type Building 4 D Example Type 1000 Industrial Park Rd Type Los Angeles CA 92251 Country Enter a country code or leave blank for U S A Format 3 characters Example Press lt Enter gt Contact 1 Phone number E mail Fax number Contact 2 Phone number E mail Fax number Enter the names of the primary and secondary contact for this location For each contact you may enter his telephone number his Fax number and his e mail address e Both contacts are optional You can have a secondary contact even if you don t have a pri mary one e All four fields for each contact are optional For example you can know the contact s tel ephone number without knowing his name e No formatting rules are enforced for any of these fields If you expect to be using any utility module to sort data by area code you should
164. ccount Options Enter the account number to which all or a portion of the expense will be distributed In the first segment of the account number you may use one of the options lt F2 gt For the first distribution of a new entry For this ven dor s default distribution account from Vendors For any existing distribution of an existing entry To lt F2 gt leave the account number of this distribution unchanged To delete this distribution This option is only available when the amount or percent remaining to distribute is negative so if you are making extensive changes add the new entries before deleting the old ones lt F3 gt To cancel the entire entry not just this screen but the lt Esc gt BSE first screen as well The account number must already exist in Valid G L accounts and may not duplicate the account number of any other distribution in this entry Your standard account format as defined in Company Format information Example Press lt F2 gt Description The account description displays automatically and may not be changed Distribution amt Distribution Pct Options Depending on whether you selected fixed or variable for the entry type Field 3 enter either an amount or a percent You may use the option lt F2 gt For the amount or percent remaining to distribute 146 Passport Business Solutions 999 999 999 99 for an amount Format 999 99 for a percent Zero is not
165. chapter Invoices or vendors with a zero balance on the as of date will not be printed on the report Grand totals are printed at the end of the report Passport Business Solutions PRINTING A CHECK REGISTER This report prints out all A P checks by cash account for specified vendors within a selected date range in date order It shows all computer non A P manual and voided checks Void checks due to skipped check numbers are not shown As check registers are always printed when checks are posted this report is a supplementary or consolidated report not a true audit trail register For this reason you are not required to print out hard copy and may direct the register to the screen Select Check register from the Reports menu Graphical Mode The following screen will appear P Reports Check register Company 00 XYZ Company Report criteria Cashaccot WEE Starting vendor fut Al Ending vendor Las uh Starting check date Earhest Il Ending check date Latest TT Show invoice detail V lt F1 gt next cash account lt SF1 gt previous cash account lt F2 gt 1000 000 Cash account 13557 000 lt F5 gt All _oK __Cancet_ Character Mode A screen similar to this will appear 262 Passport Business Solutions Em Cash account Options Enter the cash account number This must be a valid entry in the System Control Ctl Cash accounts selectio
166. check the box to show only the summary figures for each reporting period Check box where checked is yes and unchecked is no The Format default is checked Example Select the lt Enter gt key to use the default Make any needed changes then press lt Enter gt to print the report A sample appears in the Reports appendix 201 Passport Business Solutions Cash Requirements This chapter contains the following topic Introduction to Cash Requirements 0 2 2 2 2 022 202 Passport Business Solutions Ezz INTRODUCTION TO CASH REQUIREMENTS The Cash Requirements selection enables you to print a report showing the amount of cash required to meet your immediate accounts payable obligations as well as the amount necessary to pay vouchers not yet due but which must be paid to receive a discount Select Cash requirements from the Reports menu You may view an example of the Cash Requirements report in the Samples Reports appendix The following screen appears Hi 23199 1 91 00 1 15 00 Enter the following information Payment date Enter the date that you expect to make payments You can specify this as either s The date the checks will be printed s The date the checks will be mailed s The date you expect the vendors to receive the checks Use the system which is most appropriate to your business MMDDYY The default is the same date as your previous Format entry for this field i
167. cher is added back into the balance remaining on the voucher If there is no balance remaining on the voucher at the time the void check transaction is posted i e the voucher has been fully paid the voucher is reinstated in the A P Open Item file This reinstated voucher has a balance remaining corresponding to the amount paid by the voided check plus any discount taken Discounts taken for the vendor paid by the check or ACH are reduced Form 1099 MISC amounts if applicable for the vendor paid by check or ACH payment are reduced Debits and credits created by the original check or ACH payment are reversed and appear in the A P Distributions to G L Report The distribution date for the reversed entries can either be the original check or payment date or a specific distribution date entered in the void checks transaction This allows for proper accounting if a check or ACH payment is voided in an accounting period later than the one in which it was originally printed 248 Passport Business Solutions RUNNING VOID CHECKS The process of voiding checks and ACH payments has the following steps Ensure that no vouchers are selected for payment This can be checked by running the Pre check writing Report and then using Clear selection deferrals to clear any vouchers cur rently selected for payment Ensure that no vouchers are marked for manual payment This can be checked by printing the Modify Open Items Edit List
168. chers are shown on the first stub the check is voided and additional vouchers are continued on the next check stub Check formats 1 2 and format 2 with reference After the last voucher is listed the check is printed for the total amount due to that vendor Only one check is printed per vendor Checks are not printed for vendors whose total balance for the vouchers selected is negative or if the vendor s status is H for hold payment in the Vendor file Zero balance checks are printed so that vouchers that balance to zero can be removed from the A P Open Item file Check format 1 on blank stub This format is multi use check The same check forms can be used for both Accounts Payable and Payroll cutting down on overhead expense The check stub of the multi use check form is blank The new check format is used to process the blank check stub The format is similar to an existing format in both look and processing Forms check type This is a user designed check See the Check and Remittance Forms chapter for more information on designing your own check and check stub Print alignment Select the Space bar to insert a check mark to print a test alignment a form filled out with lines of X s and 9 s to verify the correct position of the paper You can repeat this process if you have to fine tune the printer adjustment For a laser printer the previous screen is re displayed each time you print a test alignment For a non las
169. ck that is already in the Vendor History file If you are not keeping a Vendor History file this does not apply Note 243 Passport Business Solutions Voiding computer paid checks when vendor history is not used When checks are voided before posting it is almost always because they were spoiled in the print process There are various reasons why you might want to void a check after it has been printed and posted The check might have been issued to a vendor whose invoices are in dispute it might have been accidentally sent to the wrong vendor it might have been issued prematurely and so on ACH remittance transactions may not be voidable after submitting the ACH Note file to your bank Before entering a void contact your bank and verify that the payment has not been fully processed and submitted to your vendor If you are using vendor history voiding such checks is simple because all the information you need to undo the posting is still available in the Vendor History file and can be retrieved All you have to do is use Void Checks If you are not using vendor history voiding such computer checks requires more work The steps needed are e First create a suspense account This is a G L account used for posting adjusting entries It is the same thing as a clearing account as defined previously e Next create a non A P check voucher Type in Payables as follows Use the exact information that was used when the ch
170. click on Help on the screen menu In Character mode select lt F8 gt Lock Count Lock Count is a value used with batch processing This figure identifies the number of sessions using a batch at a particular time This value must be zero for transactions to be processed It is also used to lock other sessions out of the batch during a post process Look ups There are two kinds of lookups Data Lookup and Date Lookup Data Lookup Look ups refer to a list of available entries for a particular field Many fields allow you to press a designated key lt F8 gt to show all available data on file For instance when entering an invoice you may press this key at the Account number field to bring up a list of all G L accounts on file Selecting an entry from this list is often easier and faster than remembering the account number or stepping through all possible entries until the right one is reached Date Lookup The date lookup provides a point and click window for finding dates and entering date fields In Graphical mode the date lookup is available via the lt F4 gt key or clicking on the calendar button In Character mode access the date lookup via the lt F7 gt key 10 Passport Business Solutions In Character mode depending on where you press lt F8 gt this function will return a Look up window or context sensitive Help If a Look up window is returned pressing lt F8 gt a second time will display Help for the field if avai
171. cted Days of the month then read here Terms by days This discussion of the fields Due days Discount days Discount percent and Cutoff day applies only to Days terms If you have entered Proximo in the Terms type field refer to Proximo Terms Day of next month below Due days Enter the number of days from the date of the vendor s invoice when payment is due Format 999 Type 30 to specify that payment is due 30 days from the Exampl ES invoice date Discount days Enter the number of days from the invoice date during which a discount is given for early payment The discount days cannot be greater than the due days Format 999 Type 10 to specify that payments made within 10 days Eaampls from the invoice date qualify for a discount Discount percent Enter the discount percentage given if payment is made within the discount days Format 99 99 Example Type 2 to specify a 2 discount 40 Passport Business Solutions Cutoff day This field cannot be entered when terms are by Days Proximo Terms Day of next month This discussion of Fields Due day Discount day Discount percent and Cutoff day applies only to Day of next month proximo terms If you have entered Days in the Terms type field refer to Terms by days above Due day Enter the day in the month on which payment is due This day is the day in the month following the month in which the vendor s invoice is dated Format 99 Does
172. cted recurring payables When you have verified that your selection of recurring payables is correct you may create vouchers for those recurring payables which were selected The recurring payables will become unposted vouchers in the A P Transaction file along with the other vouchers created in Payables The used recurring payables remain on file but are no longer flagged as selected they are available for the next time you choose to select them There are six types of entries in Payables but only two of these types can be created from recurring payables e Selected recurring payables that have no check number become Regular vouchers e Selected recurring payables that do have a check number become Non A P check vouchers If the entries being used were selected automatically you have not entered the vendor s invoice number on each one This may be the case even if the entries were selected manually since invoice number is an optional field In order to uniquely identify each voucher the Use selected function automatically supplies a value for blank invoice numbers This it does by joining together the invoice code and the date Although this feature saves you work it makes it harder for the vendor to match up your check with his invoice since the invoice number cannot be printed on the check stub Select Use selected from the Recurring payables menu No selection screen appears because all selected entries are used If this is not wha
173. d 3 500 you would enter 10 000 in field 31 and 3 500 here Format 99 999 999 999 99 Example Press lt Enter gt 144 Passport Business Solutions The following fields are informational and cannot be changed They appear Note only if this is an existing entry Selected or Not selected This indicates whether or not the entry is currently selected for use Expired This appears only if one or more of the following conditions are true e Next date Field 28 is later than Final date 26 e Times used Field 32 is greater than Max uses 29 e Total to date Field 34 is greater than Max tot amt 31 e Total YTD Field 3 is greater than Annual max 30 Last voucher Last date These are voucher number and date of this entry s most recent use Screen shot Expense Distributions Recurring payables unlike regular payables are restricted in the number of distributions allowed for any one entry you can have no more than ten They are also restricted in that you can distribute expenses only to G L accounts not to jobs However once the recurring payable has been transferred via Use selected you can re distribute the expenses to any number of accounts or jobs using Payables Enter If the entry type is Fixed enter these distributions as dollar amounts If the entry type is Variable enter them as percentages each time the recurring payable is selected for use the total amount entered will
174. d consult your accountant regarding which information should be transferred It appears on the A P Distributions to G L Report Enter the desired reference Format 25 characters Example Type Special order P O 1179 Due days or Due day This is either the number of days before payment is due or the day of the month when payment is due whichever method was defined in the vendor Terms If you wish to change the default value for this vendor for this payment only you may enter that value here Options Whatever you enter here if anything is used only to calculate a default value for the Due date field If you leave this field blank you can still enter any desired value in the Due date field To switch from entering proximo terms to days terms This option is only available if Vendors specified prox imo terms for this vendor It only works in one direc tion you cannot toggle back to proximo terms lt F3 gt The vendor s default value does not appear on the screen until lt F2 gt is pressed but can be changed afterwards from Field number to change Format 999 No entry is needed because the defaults displayed after Example the vendor was entered Due date Enter the due date Options You have the following option lt F4 gt To select a date from the calendar lookup MMDDYY The default is the date calculated by applying Format the vendor s terms possibly modified by Field 10 to the invoice d
175. d Remittance Forms List 340 Passport Business Solutions INTRODUCTION TO CHECK AND REMITTANCE FORMS This selection allows you to tailor checks to work with your check forms It also provides a means of designing a remittance form that will print check information when you are using ACH processing A check or remittance format is selected for printing during Print checks and post Before you start entering a remittance form read the appendix Implement Positive Pay and ACH for the steps you need to do to setup ACH and remittances Check Forms If any of the predefined check formats 1 through 4 as entered in the A P Control information are sufficient for your needs you need not design a check format However if you prefer to design a custom check format the A P Control information Check format to use field must be selected as 5 Then the information in this chapter can be used to help you design a custom check When designing a custom check to be produced and printed by your forms supplier first enter the check form specifications in PBS and verify that it prints on all the printers that are going to print A P checks Then send the specifications or check example to your forms supplier You may merge the format with a graphical file that contains a logo or other elements of the form This option is only available if you are running PBS via Windows or Thin client You cannot print the bank routing number your account numbe
176. d as follows 1 Format MM DD YY 03 31 08 MMM DD YY Mar 31 08 MMM DD Mar 31 DD MMM YY 31 Mar 08 Month DD YYYY March 31 2008 MMDDCCYY Display depends on separator value used DDMMCCYY Display depends on separator value used CCYYMMDD Display depends on separator value used One digit Field 6 7 and 8 require a separator value Separator The value for this field will display as N A Not applicable if you selected date field formats of 1 2 3 4 or 5 For check formats 6 7 or 8 select the separator value to print between the day month and year 1 2 Format None Dash Period Space Slash One digit either 1 2 3 4 or 5 When you complete entry the print format of the date or time as you have defined it is displayed on the screen Literal Fields The following three fields display for each literal field 356 Passport Business Solutions 6 Length max 80 Enter the number of characters to be used when printing this field up to the maximum shown or press lt Enter gt for the maximum shown A total of 1000 characters is available for printing all literal fields on a form with a maximum of 80 characters for each A message displays when less than 150 characters are available Format Up to digits 7 Text Enter the exact text to be printed up to the length specified in field 6 Format Up to 30 characters 357 Passport Business Solutions
177. d cancellations with edit list and journal Allows you to enter edit and select recurring payables to turn into vendor invoices Optional use of memo transactions Memo transactions are paid via credit card or other non check means and these can be applied to your credit card vendor Recurring payables can be selected by cut off date and group allowing automatic selection Prints an A P open item report Allows on line vendor account inquiry Prints a cash requirements report Prints a cash disbursements projection report Allows flexible payment selection including partial payments with a check selection edit list Prints A P checks and a check register Four fixed check formats and a user definable check format are provided may print COD checks immediately on entry Automatic check voiding is provided Allows direct deposit processing with the generation of an ACH file Prints a report showing A P distributions to the general ledger Keeps a full vendor history showing the details of all entry and payment activity for as long as you want to keep it Prints a vendor analysis report An unlimited number of A P accounts and cash accounts may be used Allows vendor terms based on days or on day of month Allows aging of accounts based on days or on day of month May be interfaced to Passport General Ledger Job Cost and or Purchase Order or used stand alone May be interfaced to Check Reconciliation to reconcile the chec
178. d in the list box Edit Alte To edit the payable selected in the list box Save Alt s To save a new payable or changes to an edited payable Save New Alt w Same as Save button plus the New button Cancel Alte To cancel adding or editing an payable Exit Alttx To exit the screen You may also use the lt Esc gt key Menu Selections From the Options menu selection you may also enter Entering Memos and Memo Adjustments as well Viewing Vendor Invoices and View vendor open items You may also Posting Vouchers From the Print menu you may print the Edit list Date Controls If you are using date controls the entry period from Date control fields in A P Control information displays at the upper right corner of the tab The entry of the distribution date field is checked by date controls Character Mode In character mode this is the first screen 84 Passport Business Solutions Payables Enter XYZ Company Voucher Rm Entry period 12 01 2005 thru 12 31 2005 1 Type 2 Vendor Gets 1099 Terms Se ED Recvr s 4 Dist date 12 Disc day 5 Invoice 13 Disc date 6 Inv date 14 Disc pct 7 Inv amt 15 Disc amt 8 Non disc 16 Disc acct 9 Reference 17 Rpt on 1099 10 Due days 18 Assign memo 11 Due date lt Fi gt next voucher lt SF1 gt previous voucher lt Enter gt add new voucher Character mode has field numbers and Field number to change From here you may select lt F1 gt or lt SF1 gt to sel
179. default is Invoice number Example Select lt Enter gt for the default Show fully paid vouchers This field may only be entered if you are printing a detail report You may want to print all fully paid vouchers and not just the fully open or partially paid items Select the lt Space bar gt check the box to print all unpaid partially paid and fully paid open items Select lt Enter gt to print only unpaid or partially paid open items Format Check box Example Select lt Enter gt to not show fully paid vouchers Make any needed changes then press lt Enter gt for the second screen where you will define the aging periods for the report The second screen appears as follows 169 Passport 3 Business Solutions mA Te Aged open items Eile Tools Report criteria Aging periods Define aging period by IN Number of aging days in period 1 fao Period 1 description Current Number of aging days in period 2 60 Period 2 description Over 30 days Number of aging days in period 3 90 Period 3 description Over 60 days Number of aging days in period 4 E Period 4 description Over 90 days lt F2 gt use previous report printing values D _ Gees In character mode the following screen displays You can define aging periods using specific dates or by the number of days included in each aging period 170 Passport s Business Solutions Ezz Define aging periods by Options Select Days to de
180. dent business pays for goods or services bought earlier on credit The debit The disbursement payment you make results in a debit transaction which decreases your money owed others account usually called the accounts payable account This is a debit to accounts payable The credit The payment also causes a credit transaction that decreases one of your cash on hand accounts This is a credit to cash So two entries are made into G L which balance each other These balancing entries form the basis of double entry accounting If you or your accountant ever find your G L accounts out of balance it means that the proper balancing entries were not made No attempt is made in this documentation to teach you accounting especially about what types of transactions cause debits or credits to what accounts Unless you are an accountant or fully responsible for maintaining your company s general ledger you need not remember whether a debit increases or decreases a particular type of G L account When using PBS accounting software you are occasionally asked to enter the G L account to be debited or credited Just refer to the appropriate chapter in this User documentation where you will find exact instructions about what to enter Within PBS General Ledger Accounts Receivable Accounts Payable Payroll Order Entry Billing Job Cost Inventory Control Purchase Order and Check Reconciliation the software automatically takes care of all double
181. different vendor than you have entered in Field 1 Format 15 characters Example Type 1179 Receiver number The entry of a receiver number is not allowed if the Purchase Order module is not installed Receiver numbers are numbers corresponding to the receiving paperwork for goods authorized by the purchase order You cannot enter a receiver that is for a different purchase order than the one specified in Field 4 You may enter receiver numbers without a purchase order number but only for goods received without a purchase order With P Os it is considered that a receiving is uninvoiced until you have entered its receiver number here It will not normally let a purchase order be purged until all its receivings have been invoiced However it is recognized that you sometimes have to pay a bill even though you cannot locate the proper paperwork so an override capability Clear uninvoiced 111 Passport Business Solutions receivings is provided in the Purchase Order module This also handles the case if more than one receiving is required for a purchase order These requirements mean that you cannot put two purchase orders and receivers into the same memo The reverse is not true however It is legitimate to pay the same purchase order and receiver partly on one memo and partly on another if each invoice is for a different receiving Format 999999 at each field Does not occur in this example because not interfaced to
182. dor history You can define aging periods either in terms of days 0 30 days 31 60 days etc or in terms of specific dates 3 16 15 to 4 10 15 2 28 15 to 3 15 15 etc Up to four aging periods are printed based on the aging parameters you specify Amt due Amt due Amt due Amt due in period in period in period in period 4 3 2 Next Next Oldest oldest oldest Newest period period period period Now Another way to obtain a report of payables that are outstanding as of the end of an accounting period is the Open Payables by Date Report This Note report shows all payables outstanding as of the end of an accounting period even if they have been subsequently paid However this report which may only be printed if you are using vendor history is best used to validate your A P account balance in General Ledger Aging method Each voucher dated on or before the aging date is put into an aging period according to either its invoice date or due date ytytity 10 000 8 000 21 000 15 000 Amt due Amt due Amt due Amt due in period in period in period in period Aging The vendor s balance in each aging period is obtained and shown on the Aged Open Items Report 163 Passport Business Solutions Showing Projected Payables for Future Periods If you enter negative numbers for the number of days in the aging periods this report can be used to show projected payables for
183. dor invoice refers to all pay ote ments made against the invoice and associated credit debit memos 258 Passport Business Solutions fez OPEN PAYABLES BY DATE This report shows the payables that were open not fully paid as of a selected distribution or vendor invoice date You can print a detail or summary report and can restrict the report by vendor or account number Select Select Open payables by date from the Reports menu The following screen appears Enter the following information 1 Select date by The date range is selectable by distribution date or vendor invoice date Enter D for a distribution date range or V for a Vendor invoice date range D For the distribution date For the vendor invoice date Format 1 character either D or V Example Type D for the distribution date Payable as of date Enter the payable as of date Items that were not paid or were only partially paid on this date will be included on the report those that were fully paid will not be Format MMDDYY The default is the system date today Example Type 63005 259 Passport Business Solutions 2 Starting vendor 3 Ending vendor Options Enter the range of vendor numbers to be included on the report or use the option For the First starting vendor number or Last ending ven SE dor number Neither field is required to be a valid vendor number but the range should enclose at least one vendor
184. ds Tool Company 1069 390 1 24 05 3 25 05 2 18 05 553 98 33 24 Deferred 6 25 net 60 TLS Kn i E nepont gt 398 AIP VoIDED CHECKS EDIT LIST Date 03 12 2005 Time 10 30 09 XYZ Company Report 0054 Page 0001 A P VOIDED CHEC KES Es Bot ki Sp Voucher status P Purged M selected for Manual payment S Selected for payment by computer check Blank OK to void check Cash acct Chk Chk date Check type Dist date Reference 1000 000 1018 3 10 05 Computer chk 3 10 05 Shipment returned Vend Name Vchr Inv Inv date Tot amt Disc amt Net check amt Status 200 Acme Office Supplies 1059 10 1 22 05 800 00 5 00 795 00 Check totals 800 00 5 00 795 00 1 Regular checks Grand totals 800 00 5 00 795 00 0 Manual checks o End of report 399 AIP VOIDED CHECKS REGISTER Date 03 12 2005 Time 10 30 54 XYZ Company Report 0055 Page 0001 A P VOIODED CHECKS KG ove R Voucher status P Purged M selected for Manual payment S Selected for payment by computer check Blank OK to void check Cash acct Chk Chk date Check type Dist date Reference 1000 000 1018 3 10 05 Computer chk 3 10 05 Shipment returned Vend Name Vchr Inv Inv date Tot amt Disc amt Net check amt Status 200 Acme Office Supplies 1059 10 1 22 05 800 00 5 00 795 00 Check totals 800 00 5 00 795 00 1 Regular checks Grand totals 800 00 5 00 795 00 0 Manual checks o End of report 400 OPEN PAYABLES BY DATE Date 03 12 2005 Time 10 38 48 S
185. due date is on or after the payment date but before the next payment date your next check printing run A current voucher must be paid to avoid becom ing due prior to the next check printing run It may or may not be eligible for discount e Optional means that the voucher s due date is on or after the next payment date and the vou cher s discount date is on or after the payment date but before the next payment date An optional voucher does not fall past due before the next payment date but the discount is lost if payment is postponed until then Your answers to these three fields determine which category or categories you wish to select Any combination of Y and N is accepted however answering N to all three fields guarantees that nothing will be selected 212 Format Example Passport Business Solutions One letter at each field either Y or N The default is Y Press lt Enter gt at each field to accept the default 5 Starting vendor 6 Ending vendor Options Enter the range of vendors whose vouchers are to be selected Neither vendor is required to be on file but the range should enclose at least one vendor You may use one of the options lt F2 gt lt F1 gt lt SF1 gt Format Exam ple For the First starting vendor or Last ending vendor For the next vendor For the previous vendor 6 characters for each field Press lt F2 gt for each field 7 A P account Options Enter
186. e Chk Chk date Rept Vendor terms Dist dat Prch ord Non disc amt Disc day s Disc date Cash account on Reference Vchr Disc pet Disc amt Discount account 1099 OFC 200 Acme Office Supplies 3 10 05 TBA 156 00 30 4 09 05 SUPPLY 2 15 net 30 3 10 05 224012 00 15 3 25 05 D Front desk supplies TBA 2 00 3 12 5050 100 Yes Acct Description Amount Distribution 7500 100 Office supplies 156 00 1 transaction selected Invoice amt total 156 00 Acct Description Debits Credits Distribution summary 2000 000 Accounts payable 00 156 00 7500 100 Office supplies 156 00 00 Totals 156 00 156 00 End of n port gt 389 RECURRING PAYABLES AUTOMATIC SELECTION EDIT LIST Date 03 11 2005 Time 11 44 09 XYZ Company Report 0045 Page 0001 RECURRING PAYABULES AUTOMATIC SELECTION EDIT LIst Starting vendor First Ending vendor Last Next date cut off 4 01 05 Grp Vend Name Due day s Amount due Amt YTD Total to date lLast vchr Selected Expired Inv cd Reference Disc day s Non disc amt Annual max Max total amt Last date Start date Times used Type P O Rpt on 1099 Disc pet Discount Disc acct Interval Next date Final date Max uses EXP 400 Jones Property Management 4 3 500 00 00 00 none Y N RNT 1 Monthly Office Rent 0 Indefinite Indefinite none none 0 F NO 00 Every 1 Months 1 31 05 Indefinite Indefinite 1 entry printed 1 entry selected 0 entries with errors End of report 390 AGED OPEN ITEMS DETAIL
187. e Disc acct Type Due days Type Vend ref Last purch date 1099 amt YTD Dflt dist acct Cutoff Disc days Pmt grp Current Balance 1099 amt nxt yr Disc RNT Los Angeles CA 92251 14 550 00 0 00 0 00 Fax 1 Email 1 Fax 2 Email 2 Country T H SS i I LAST CHECKS s lt s 5S 5 gt PTD YTD Last year DATE AMT Purchases 14 742 60 14 742 60 0 00 1017 9 28 04 192 60 Discounts 0 00 0 00 0 00 0 0 00 Payments 192 60 192 60 0 00 0 0 00 2 Changes on file End of report 384 PURCHASING ADDRESSES Date 03 10 2005 Time 14 23 54 Starting Ending vendor First vendor Last Name Address XYZ Company URCHAS ING ADDRES Loc name Loc address SES Contact 1 Phone Fax E mail Report 0040 Page 0001 Contact 2 Phone Fax E mail 300 Country 700 Country 800 Country 5 Red Line Freight 22748 E Commercial Los Angeles CA 92251 USA Pacific Telephone Glendale Office 500 N Central Glendale CA 91206 USA Hanson Manufacturing Co 65 Industrial Circle Chicago IL 30555 USA Purchasing addresses on file 1 002 Country LA Country NW Country RM Country SW Country Red Line Freight Building 4 D 1000 Industrial Park Rd Los Angeles CA 92251 USA Los Angeles Office 322 Independence Way Los Angeles CA 90210 USA Northwest Office 2344 W Hoodview Portland OR 97332 USA Rocky Mountains Office 4500 Boulder Denver CO 80
188. e Vend ref Pmt grp 200 Acme Office Supplies B Caldwell 456 N Broadway CAP SPL Los Angeles CA 90101 Fax 1 Email 1 POS AcmeOS com Country USA PTD Purchases 18 390 84 Discounts 0 00 Payments 67 59 Changed by RWA on 03 10 05 to become 200 Acme Office Supplies Barb Caldwell FOR IORI I II II IO Ok 456 N Broadway CAP SPL Los Angeles CA 90101 Fax 1 Email 1 POS AcmeOS com Country USA PTD Purchases 18 390 84 Discounts 0 00 Payments 67 59 400 Jones Property Management Robert Jones 11056 Wilshire Blvd Danielle Lutz EXP Suite 4250 RNT Los Angeles CA 92251 Fax 1 Email 1 Country USA PTD Purchases 14 742 60 Discounts 0 00 Payments 192 60 Changed by RWA on 03 10 04 to become 400 Jones Property Management Robert Jones 11056 Wilshire Avenue Danielle Lutz DEET EE EXP Suite 4250 Date 03 10 2005 Time 13 36 27 1 23 05 18 323 25 Fax 2 Email 2 YTD Last year 18 390 84 0 00 0 00 0 00 E 0 00 213 774 6700 213 774 6701 1 23 05 14 550 00 Fax 2 Email 2 YTD Last year 14 742 60 0 00 0 00 0 00 192 60 0 00 213 774 6700 213 774 6701 1 23 05 XYZ Company 383 0 00 0 00 0 00 2000 000 5050 100 8000 100 2000 000 5050 100 8000 100 Monthly payment D 0 00 LAST CHECK DATE AMT 9 28 04 192 60 0 00 0 00 Monthly payment D 4 Report 0039 Page 0002 VENDOR CHANGE LOG Vend Name Contact 1 Phone 1 1099 ID A P Acct Terms Desc Status Address Contact 2 Phone 2 1099 ID typ
189. e amount that is posted to the A P Open Item file is the invoice amount Field 4 less the retainage Field 7 It is only the non retainage amount that is shown on your Aged Open Items Report Retained amounts are shown properly in Job Cost When a voucher that has retainage is posted to G L the retainage portion is posted as a credit to the retainage payable account and the non retainage portion is posted as a credit to the accounts payable account Also see below for a description of posting retainage now due vouchers Posting Non A P Check Vouchers For a non A P check voucher type N the cash account specified in the transaction record is credited by the check amount and the discount account associated with the voucher is credited by the amount of the discount Expense and job distributions are posted as debits The purchase discount payment period to date and year to date fields in the Vendor file are updated by the appropriate amounts for that vendor 127 Passport Business Solutions The accounts payable account and the A P Open Item file are not affected by non A P check vouchers but the check information is stored so that it appears on the next register that is printed from Prepare payments Print checksand post If you are using positive pay a positive pay file will be generated for non A P checks Posting Adjustment Vouchers For an adjustment to distribution voucher type A the distributions are posted t
190. e balance 2 523 61 Discount bal CL Invoice net 2 523 61 Y N lt F1 gt next voucher lt SF1 gt previous voucher Right voucher N Enter the following information Right voucher Respond Y if it is the right voucher or N to select a different voucher for this vendor If you select Y then the next question appears Temporary Or Permanent Deferral Your choices are P For permanent deferral T For temporary deferral A deferred voucher cannot be undeferred but it can be selected again using Select individual vouchers A permanently deferred voucher can be changed to temporary and vice versa Format One letter either T or P The default is T Example Press lt Enter gt Your entry into this field takes effect at once and the cursor is positioned at the Vendor field to enter the next deferral Clearing selections and or deferrals If vouchers have been previously selected for payment or temporarily deferred from payment this function clears such selections and deferrals It does not clear permanent deferrals This function is usually run before Select a group of vouchers to clear selections and temporary deferrals or if an error was made in the selection process 221 Passport Business Solutions Running this clearing feature has no effect on the invoice or discount amounts for a voucher The program sets the selection status of a voucher back to an unselected status so that the voucher does not appear
191. e chapter introduction for related selections Select Select individual vouchers from the Prepare payments menu Graphical Mode The following screen appears Select individual vouchers Company 00 Passport Software Inc File View Print Options Tools Help New Edit Save Save New Delete Cancel Exit View all selected vouchers Select by ascending vchr Vendor ER Mecht Invoice Inve date POR NetDue Reference Previously Partially Paid General Vendor info Select by ascending selected vchr Vehr Invoice H Payment amount lt F1 gt next vendor lt SF1 gt previous vendor 214 Passport Business Solutions From this screen for individual vouchers you can select full payments select partial payments and cancel selections You also options to View All Selected Vouchers enter vendor notes View Open Items and Viewing Vendor Invoices Select Individual Vouchers List Boxes The upper list box lists up to 6 vouchers at a time You may sort the vouchers by voucher number in ascending or descending order Only column names in red may be sorted Click on the column name or the arrow to the right of the column name to change the sort or use the View options Select the voucher you wish to view You may also use one of the options to find the vendor lt F1 gt or For the next voucher on file in voucher number order Down arrow EE For the previous voucher on file arrow lt Page Down gt T
192. e checks printed In other words there is one line per vendor being paid on the check run Totals are written usually as the last line of the file The fields that are available are similar to the header fields Normally payment amount totals are included in this record type 364 Passport Business Solutions ENTERING POSITIVE PAY FILE FORMS An unlimited number of positive pay file forms can be defined with this selection Positive pay forms allows you to select most of the fields from the vendor and open item files Select Positive pay forms from the Master Information menu The following screen displays Master information Positive pay forms XYZ Company Form ID C Description File type File format Width Include voided checks Void format zl OD LD SA td hrs lt F1 gt next form lt SFi gt prev form On this screen you identify the positive pay form with an ID type and description You also define its general appearance From this screen you can work with both new and existing forms If a form exists for the form ID and type you specify that form appears and is available for changes or deletion Enter the following information 1 Form ID Options Enter the ID for this form or use the options lt F1 gt For next form lt SF1 gt For previous form Display a representation of the file output as Xs for lt F2 gt alphanumeric fields 9s for numeric fields and over lapping fields as question
193. e fields which are informational only and cannot be changed include the following 1099 status Invoice balance Purchase order number Discount balance Invoice number Due date Invoice date Discount date Fields to be modified If this is an existing entry the information on file for this open item appears in the numbered fields the cursor is positioned at Field number to change and you may change or delete this modification entry If this is a new entry the cursor is positioned at Field 1 for data entry The appearance of the screen at this point depends upon what type of modification this is Type C is considered below Modification type C The screen appears as follows Open items Modify Modify type Vendor number XYZ Company Change due date disc date disc bal 79 Pacific Telephone Gets 1099 No Terms Net 20 Voucher number 1169 Reportable on 1099 No P 0 number Invoice number 6545791 Invoice date 4 09 08 Invoice bal 115 00 Discount bal 00 Due date 4 09 08 Discount date None New due date Lal MF lt F2 gt New disc date New disc bal old due date Enter the following information 1 New due date Options This may not be earlier than the invoice date Enter the new due date or use the option lt F2 gt To retain the old due date 191 Passport Business Solutions Format MMDDYY Example Press lt F2 gt 2 New disc date Options This ma
194. e following screen appears Parables Eater ETE Company Ineo SFG Mehr 11H Wppdar b s oat t ki kott fs Jabs Cest lima Anat F Aezamt Orig inv er 00 H OI Ast ren CIA paat job blank none job dete ibat Lee Distributions are entered one at a time using the conventional numbered fields 104 Passport Business Solutions Fields 1 through 4 are displayed first When the job number is entered the remaining fields appear For a new entry each distribution as it is entered is added to a table at the bottom of the window Only the three most recent distributions are visible at one time For an existing entry the distributions already on file are not displayed until requested individually The amount remaining to distribute displays continuously at the bottom of the window This may be zero or negative Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero Organization of the job cost distribution window Enter the information for distributions as follows Transfer distributions from the purchase order This question only appears if 1 you interface to P O 2 this is a new voucher rather than an existing voucher and 3 you have not yet made your first distribution entry for this voucher Answer Y to transfer the distributions or N to not do so Job number Enter the job number to which all or part of t
195. e one of the options lt F1 gt or For the next account entry on file Down arrow Soils or UP E previous account entry on file arrow lt Page Down gt To move to the next group of account entries lt Page Up gt To move to the previous group of account entries End To move to the last account entry Home To move to the first account entry Columns The columns are 272 Passport Business Solutions Distribution acct This is the valid G L account number Cash account This is the cash account number If there was not cash posted with the voucher then this field will be empty x Indicates a correcting entry Amount This amount of the distribution Reference This is the reference for the distribution Jrni This is the due date Dist date This is the date of the distribution Distribution type This is the type of distribution The distribution types are Type Description Expense Distribution An expense distribution Transaction Added The vendor G L account number Check Amount Paid The Cash account Discount Taken Discount taken on the invoice Paid The offsetting vendor account and cash account Fields The fields at the bottom of the window are Account description This description of the account Voucher This is the voucher number 273 Passport Business Solutions Invoice This is the invoice number associated with the distribution Check This is the c
196. e range of vendor names to be included in the report At each field you may use one of the options For the First starting vendor name or Last ending ven a dor To toggle between entering a personal name and a cor lt F3 gt porate name The initial assumption is a corporate name For a corporate name 25 characters Format For the name of an individual 14 characters surname 10 characters personal name Does not occur in this example because you chose V at Example Gagn If you enter the name of an individual for one field you must do so for the other Starting group Ending group These fields appear only if you entered Group at the Print Report by field Options Enter the range of group codes to be included in the report At each field you may use the option lt F2 gt For the First starting group or Last ending group Format 3 characters Does not occur in this example because you chose V at Eee Gagn Blank is a valid entry and selects only those recurring payables which do not have a group code 149 Passport Business Solutions Type Options Select Fixed to print fixed recurring payables only Variable for variable recurring payables only or Allfor All recurring payables In Character mode use the option lt F5 gt For All recurring payables Format One letter either F or V Example Press lt F5 gt Next date cut off This selection allows you to show only those recurring pa
197. e report as 999 days old e Ifyou wish to use fewer than four age ranges enter 999 for the third period and if desired for the second period as well as for the fourth period 999 The default is the number of days for the cor F t S sae responding period from A P control information Example Press lt Enter gt at each field 172 Passport Business Solutions Period 2 description Period 3 description Period 4 description Options Enter a description for the remaining periods in the same way as for the first period You may use the option For the description of the corresponding period from aad A P control information Format 2 lines of 13 characters each Example Press lt F2 gt at the first field Field number to change Make any desired changes then press lt Enter gt to continue Saving report values This section describes what happens after you have completed the aging periods to include on the report It applies whether you define the aging periods by days or by specific dates After pressing lt Enter gt or clicking on the OK button after the last field the following prompt will display Save values just entered This question does not appear if you are using saved values and have not changed them Otherwise e Answer Yes to save the values you have just entered for use the next time you print the report Previously saved values will be lost e Answer No to not save the values you have
198. e that they may use to verify your vendor s bank account information Find out the file type they want you to use when generating the ACH file Do they want Car riage returns and Line feeds Windows DOS text file format at the end of each line or just Line feeds UNIX Linux text file format If they do not know send them a test ACH file to verify that they can read it properly There is a field in the bank record that determines if the Carriage return and Line feeds are created If you are not sure which is correct use the oper ating system default You will also need to know the method that they want you to submit the ACH file It may require that you upload the file via the Internet This will probably require a login and pass word which your bank contact will provide e In order to set up your company s Direct Deposit information you will need your bank rout ing number account number and Federal Tax ID number 421 Passport Business Solutions e Determine which vendors want to receive their payments via Direct Deposit For those par ticipating you will need their bank name ABA routing number and checking or savings account number Direct Deposit Processing Setup Steps Once you have the information needed you can start the implementation process for A P Direct Deposit processing Pre Notification Introduction Direct Deposit Processing requires that the first time a vendor is set up to deposit a payment into their
199. e the next payment date this voucher is also included on the report along with vouchers having due dates before the cut off date This ensures that any voucher whose discount would be lost unless paid in the next cycle will be included on the report MMDDYY The default is the same date as your previous Format entry for this field in either this selection or in Prepare payments print checks if there was one Example Type 60105 Show detail This answer determines whether or not individual vouchers are to be shown on the report Format One letter either Y or N The default is Y Example Press lt Enter gt 204 Passport Business Solutions Starting vendor Ending vendor Options Enter the range of vendors to be included on the report Neither vendor is required to be on file but the range should enclose at least one vendor You may use the option lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters for each field Example Press lt F2 gt for each field A P account Options Enter the A P account number that you want to restrict the report to This must be an existing entry in A P accounts You may use one of the options lt Fl gt For the next entry in A P accounts lt SF1 gt For the previous entry lt F2 gt For the default A P account from Control information lt F5 gt For All open items regardless of A P account Your standard account number format as defined in Com
200. e this function to unselect a recurring payable that was previously selected for use 151 Passport Business Solutions fez SELECTING RECURRING PAYABLES Select Select for use from the Recurring payables menu The following screen appears Print report by Select either Vendor name Vendor number or Group In Character mode choose whether to select recurring payables for use by V vendor number N vendor name or G recurring payable group Format One letter either V N or G Example Type V Starting vendor Ending vendor These fields appear only if you are selecting recurring payables by vendor number First and Last are the defaults Options Enter the range of vendor numbers to be included in the report It is not required that either number be on file but there should be at least one vendor within the range specified At each field you may use the option For the First starting vendor number or Last ending ven lt F2 gt Ee dor Format 6 characters Example Press lt F2 gt at each field 152 Passport Business Solutions Starting vendor name Ending vendor name These fields appear only if you selected Vendor namein the Print report by list box field Enter the range of vendor names to be included in the report It is not required that either name be on file but there should be at least one vendor within the range specified At each field you may use one of the options
201. e vouchers that have been selected 209 Passport Business Solutions Verifying selections Pre check writing report This selection prints an edit list of your selected vouchers for any needed corrections This report shows exactly what checks are printed for the vouchers that have been selected It is a complete preview of your next payment and post run Printing Checks Posting and Printing a Check Register Print checks and post or Process ACH and post This can either print computer checks for the vouchers selected for payment or generate an ACH file for submission to your bank It allows you to void any checks or payments necessary prints the A P Check Register ACH register and then posts the checks and payments to all necessary A P files The A P Check Register includes the computer checks just printed ACH payments just generated as well as manual checks and non A P checks entered and posted since the last time the A P Check Register was printed Print register only This optional selection prints a check register that includes only manual and non A P checks If this register is printed these checks do not appear on the A P Check Register when computer checks are printed 210 Passport Business Solutions SELECTING VOUCHERS FOR PAYMENT Select Select a group of vouchers from the Prepare payments menu Select a group of vouchers This selection lets you select one or more groups of vouchers to be ful
202. e vouchers to be paid The selection functions include Select a group of vouchers You may select one or more groups of vouchers to be fully paid using various selection criteria including A P account and vendor payment group Select individual vouchers You may select specific vouchers one at a time You can specify full or partial payment for each voucher You can cancel individual voucher selections in graphical mode Defer vouchers from payment If you selected one or more groups of vouchers for payment but want to defer payment of some individual vouchers within that group you may do so here Deferrals from payment can be either temporary defer for this payment run only or permanent defer until the voucher is specifically selected through Select individual vouchers Clear selections deferrals If vouchers have been previously selected for payment or temporarily deferred from payment this function clears such selections and deferrals It does not clear permanent deferrals This function is usually run if needed before Select a group of vouchers to clear selections and temporary deferrals or if an error was made in the selection process Combining selection methods Methods of selecting vouchers can be combined For example you can select one or more groups of vouchers to be paid You can also individually select several additional vouchers not in these groups You can then individually defer from payment some of th
203. eached its limit but you are warned each time you attempt to do so Note Max uses Options Enter the maximum number of times this recurring payable can occur or use the option lt F2 gt For Indefinite no limit Format 99 999 Example Press lt F2 gt Annual max Options Enter the maximum annual amount for this recurring payable or use the option lt F2 gt For indefinite no maximum annual amount Format 9 999 999 999 99 Example Press lt F2 gt You can have an annual maximum even though you have no total maximum and vice versa Max tot amt The maximum total amount is the maximum amount to be invoiced over the entire life of the payable For example a recurring payable used for repayment of a loan would have a maximum amount This field is compared to the totals of all vouchers generated to date from this recurring payable to see if the maximum amount specified here has been reached yet It issues a warning if the invoice currently being generated will exceed the maximum amount Options Enter the amount or use the option lt F2 gt For indefinite no maximum total amount 143 Passport Business Solutions Format 99 999 999 999 99 Example Press lt F2 gt Fields 32 through 34 contain historical information which is automatically maintained by the system You can enter these fields when creating a new recurring payable but even in this case you would normally do so only Note when in
204. earlier Format MMDDYY ee Does not occur in this example because you typed D for Field 1 Period 1 description Options Enter a description of period 1 or use the option To use the description for mm dd yy to mm dd yy gt lt F2 gt where the first date is the cut off date of the first period and the second is the aging date Format 2 lines of 13 characters each Does not occur in this example because you typed D for Empl sav Cut off date for period 2 Cut off date for period 3 Cut off date for period 4 Unlimited Select the lt Space bar gt to check the box for Unlimited where all documents older than the period 3 cutoff date are included or select the lt Enter gt key for the limited date range Options Enter the starting date for subsequent periods in the same way as for the first period You may use one of the options 175 Passport Business Solutions lt F2 gt For a date one month not 30 days earlier than the cut off date of the previous period Available for Period 4 only For Unlimited All doc lt F1 gt uments older than the period 3 cut off date are included in aging period 4 Format MMDDYY Does not occur in this example because you typed D for Empe adin Period 2 description Period 3 description Period 4 description Options Enter the description for subsequent periods in the same way as for the first period You may use the option In Fields 5 and 7 and in Field 9
205. eck and remittance forms you have defined You may select to print a specific form type or all form types for the forms For each form type on the list you are shown general information The field definitions for each form type may also be optionally printed Select Check and Remittance Forms from the Report menu This is the screen you see Reports Check and remittance forms XYZ Company 1 Starting form ID 2 Ending form ID 3 Type to print 4 Print fields lt F2 gt First On the screen that appears enter the following Starting form ID Ending form ID Enter the range of form IDs for which to print the list Follow the screen instructions Options You may also use the following option lt F2 gt For First and Last on fields 1 and 2 Format Up to five digits Example Press lt F2 gt at both fields 1 and 2 Type to print Enter the form type to print for the forms as shown on the screen 1 Checks top bottom stub for laser printer 360 Passport Business Solutions 2 Checks top stub only for dot matrix printer R Remittance form Options You may also use the following option lt FS gt To print AN form types Format One letter from the table above Example Press lt F5 gt to select A Print form fields Answer Y to print the information defined for each field on a form If you answer N only the general information about a form is printed Format One letter either Y or N t
206. eck was printed and posted For instance suppose you are voiding a check that was issued to pay off an A P open item of 100 00 where the discount taken was 2 00 and the check amount was 98 00 Then on the non A P check voucher use the same check number and vendor number that was on the computer check Enter the total amount of the invoice as a negative number 100 00 in this instance and enter any discount that was taken also as a negative amount Enter the full expense distribution as a negative amount to the suspense account If the check is being voided in the same accounting period in which the check was originally cut use the original check date If the check is being voided in a later accounting period use the date on which the check was voided e Post the non A P check voucher Since this is a non A P check voucher the A P account is unaffected However the credits that were made to the cash account and discount account because of the bad check are reversed by the negative amounts entered above The expense distribution is temporarily recorded as a negative amount in the suspense account and the year to date purchases and discounts for the vendor are reduced e To now restore the original open item and correct the A P account so it will contain the amount of the open item once again enter and post a regular voucher for this vendor Date it with the same date as the original voucher and distribute the entire amount to t
207. ect existing vouchers or entry a new voucher For an existing voucher you can change any field except the Type and Vendor If you want to change those fields delete the entire voucher and then re enter it Voucher This is the unique voucher number for this payable To add a new voucher select the New button This assigns the next number in sequence but not until you have finished entering the voucher In the interim To be assigned displays You cannot assign an arbitrary number to a new voucher you can only accept the next number available The Last voucher number field in Control information shows the last voucher number used The next voucher number will be one more than that Format 999999 Example Press lt Enter gt for a new voucher Type Enter the type of voucher Regular Regular Voucher Cancellation Cancellation Voucher Adjustment Adjustment to Distribution Voucher Non A P Non A P Check Voucher check Ss Immediate Immediate Check only if you have Selected to Allow check immediate printing in A P Control information Retainage Now Due only if you are using Job Cost and selected to Use retainage payable in J C Control infor mation Retainage due 85 Passport Business Solutions See the introduction to this chapter for an explanation of the different types For the first voucher of a session the type defaults to Regular Thereafter each entry s type becomes the default for the next e
208. ed number of digits S before and after the decimal point that is the decimal point can float Format One digit 354 Passport Business Solutions 8 Commas If the field has less than 4 integer digits Not applicable displays here Options You may also use the option To use commas when printing this field To not use commas when printing this field To use a dollar symbol and commas with this field Format One letter either Y N or 9 Leading zeros If you specified to use commas Not applicable displays here Answer Y to include any beginning zeros when printing this field Format One letter either Y or N 10 Negatives If the field cannot be negative Not applicable displays here Enter the letter that designates how negative numbers are printed as follows R Minus sign to the right of the number 99 99 L Minus sign to the left of the number in a fixed position 99 99 Minus sign to the left of the number in a floating posi F tion 99 99 C CR to the right of the number 99 99 CR P Enclose number in parentheses 99 99 Format One letter from the table above When you complete entry of a numeric field the print format of the field as you have defined it is displayed on the screen Date Fields The following field displays for each date or time field 355 6 Format Passport Business Solutions For a date field select the format to use when printing this fiel
209. ee Memo Invoice Character Mode for information on the memo invoice screen If you are not using the memo feature as determined by a setting in the A P Control information then there will not be any memo records to view In character mode this screen appears Vendor History View vendor invoices XYZ Company Vendor Phone Contact lt F1 gt next vendor lt SF1 gt previous vendor blank look up by name From the character mode screen you can access Vendor History information using the Drill down feature lt Sft F8 gt This feature is explained in the PBS System documentation Enter the following information Vendor Options Enter a vendor number or use the option lt F8 gt To find a vendor via the lookup Format 6 characters Example Type 500 The vendor number may be a temporary vendor in which case it begins with an asterisk Looking up the vendor by name When vendor number is left blank the cursor moves to the vendor name field Enter the vendor name or just the leading characters Upper lower case is significant Entries made under a personal rather than corporate name are searched for by surname 276 Passport Business Solutions Options You may also use one of the options lt F1 gt For the next vendor on file in vendor name sequence lt SF1 gt For the previous vendor Blank To return to vendor lookup by number Format 25 characters Example Does not occur in this example Invoice
210. een or N to re set the period to date fields in Vendors No report is produced by this selection Format One letter either Y or N Example Enter N 316 Passport Business Solutions Year end This chapter contains the following topics Introduction os sn sc nenaninnlon sd sanelaneea dhaauawnes Close a Year EE 1099 Y edr End Processing s eebe dE dated cadunsaguasaes Introduction to Year End The Year end selection updates the Vendor file at the end of your fiscal year It does this by moving the current year to date purchases and discount amounts to the last year purchases and discount amounts and clearing the current year to date amounts It also clears year to date amounts in Recurring payables The Close a year for 1099s selection handles 1099 processing at the end of the calendar year if you have elected to print 1099 forms in Control information See the Close Year for 1099s section You can print 1099 MISC forms on preprinted continuous forms or produce them on magnetic media 317 Passport Business Solutions Em CLOSE A YEAR This function should not be run until all of this fiscal year s business trans Note actions have been posted and completed and the Purchases Discounts report is printed along with any other fiscal year ending reports Select Close a year from the Year end menu The following screen appears Enter the following information Are you sure you want to do this
211. eference for the distribution Jrni This is the due date Dist date This is the date of the distribution Distribution type This is the type of distribution The distribution types are Type Description Expense Distribution An expense distribution Transaction Added A vendor G L account number Check Amount Paid The Cash account Discount Taken Discount taken on the invoice The offsetting vendor account and Paid cash account 185 Passport Business Solutions Fields The fields at the bottom of the window are Voucher This is the voucher number Invoice This is the invoice number associated with the distribution Check This is the check number It will be populated when it was an immediate invoice Vendor This is the number associated with the distribution Vendor name This is the vendor name associated with the distribution Exit When finished viewing the distribution history select the lt Esc gt key or click on the Exit button 186 Passport Business Solutions Open Items This chapter contains the following topics Introduction to Open Items as eases sadapneadedencnseusaiacs Modifying Open Items 2 2 o oo cence eee ee Priming an EE Posting modifications 22 2 o oo eee eee eee 187 Passport Business Solutions INTRODUCTION TO OPEN ITEMS The Open items selection enables you to e Change the due date discount date or discount bal
212. either vendor is required to be on file but the range should enclose at least one vendor You may use the option lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters for each field Example Press lt F2 gt for each field Remittance Form ID Enter the form ID or use one of the options lt F1 gt For the next remittance Form ID lt SF1 gt For the previous remittance Form ID Format 5 characters Example Press lt F1 gt for the form Print alignment Select the lt Space bar gt to fill in a check mark to print a test alignment a form filled out with lines of X s and 9 s to verify the correct position of the paper You can repeat this process if you have to fine tune the printer adjustment For a laser printer the previous screen is re displayed each time you print a test alignment For a non laser printer you are assumed to have adjusted the printer manually Make any needed changes then press lt Enter gt or click on the OK button to print the remittances Laser printers Enter number of copies to print If you are printing checks with a laser printer you are asked to enter the number of copies and the labels for each copy Leave the Label for 1st part field blank if you do not want to print a label on the original copy of the check Did the remittance advices print OK After the remittance advice forms are printed you are asked this question If all of the remittances printed are bad an
213. eld is only available if you entered the check format in Control information as Forms This means you have chosen to design your own form or modify an existing form See the Check and Remittance Forms chapter for more information Also this field is only available if you typed in the Form ID field If you selected lt F1 gt for a Form ID then the type automatically is selected as well There are two form types Checks top bottom stub Checks top stub only Enter the form type or use one of the options lt F1 gt For the next form type lt SF1 gt For the previous form type Format Drop down list box Example Does not occur because you are not using Forms Make any needed changes then press lt Enter gt or click on OK to print the checks Notes on check formats The format of the resulting checks is controlled by your entry in Control information Check formats 1 and 2 Each check printed contains a check stub that shows each voucher paid by the check Up to 14 vouchers can be printed on one check stub 233 Passport Business Solutions If more than 14 vouchers are being paid for 1 vendor 14 vouchers are shown on the first stub the check is voided and additional vouchers are continued on the next check stub Check format 3 Each check printed contains a check stub that shows each voucher paid by the check Up to 7 vouchers can be printed on one check stub If more than 7 vouchers are being paid for 1 vendor 7 vou
214. emittance type Total Options You may also use one of the options lt F1 gt For next field on file lt SF1 gt For previous field on file To display the form as it appears so far see the section lt F2 gt titled Displaying a Check and Remittance Form later in this chapter 350 Passport 3 Business Solutions mA Format One letter from above Example Type H 2 Line number Enter the line number on which this field is to print or press lt F1 gt to the display the next field on file within this group Format Up to three digits Example Type 1 Enter the line number within the group on which this field is to print Using a check example if you specified that the first line for stub header is 2 and the first line for stub line is 4 there are 2 lines available for the stub header group This means that line numbers through 2 would be valid entries here 3 Column Options Enter the starting column in which to print this field or use the option lt F1 gt To display the next field past line one lt F2 gt To insert a new line lt F3 gt To delete the current line Format Up to three digits Example Type 1 Your entry may not be greater than the width of the form At 4 Field number the screen displays as follows 351 Passport Business Solutions If you specify a check stub line remittance line or check stub total and check remittance total group different windows display showin
215. ems Enter selection Select Post from the Open items menu You may view an example of the Modify Open item Register in the Sample Reports appendix No selection screen appears as all modifications on file are posted unconditionally Select a printer as desired As this is a register the Print to Disk option is not available The Modify Open Item Register prints and the modifications are posted to the A P Open Item Vendor and A P Distribution to G L files A sample appears in the Reports appendix For manual payments the Vendor file is updated to reflect the discounts taken and the distributions are posted to the A P Distribution to G L file for the accounts payable cash and discount accounts The manual checks entered here show up on the next check register printed from Prepare payments print checks For an open item marked for manually payment a positive pay file will be generated and a positive pay register will print if e You you are using positive pay and e When using positive pay the cash account you choose is set up in CTL gt Banks 197 Passport s Business Solutions Cash Disbursements Projection This chapter contains the following topic Introduction to Cash Disbursements Projection 198 Passport Business Solutions INTRODUCTION TO CASH DISBURSEMENTS PROJECTION The Cash Disbursements Projection selection prints a report showing the amount of cash required to meet you
216. en Date Fields The Format field displays for each date or time field 6 Format For a date field select the format to use when printing this field as follows 373 Passport Business Solutions 1 MM DD YY 03 31 08 2 MMM DD YY Mar 31 08 3 MMM DD Mar 31 4 DD MMM YY 31 Mar 08 5 Month DD YYYY March 31 2008 6 MMDDCCYY Display depends on separator value used 7 DDMMCCYY Display depends on separator value used g CCYYMMDD Display depends on separator value used 9 MMDDYY Display depends on separator value used Format One digit Field 6 7 and 8 require a separator value Separator The value for this field will display as N A Not applicable if you selected date field formats of 1 2 3 4 or 5 For check formats 6 7 or 8 select the separator value to print between the day month and year 1 None 2 Dash 3 Period 4 Space 3 Slash Format One digit either 1 2 3 4 or 5 When you complete entry the print format of the date or time as you have defined it is displayed on the screen Literal Fields The following three fields display for each literal field 374 Passport Business Solutions 6 Length max 80 Enter the number of characters to be used when printing this field up to the maximum shown or press lt Enter gt for the maximum shown A total of 1000 characters is available for printing all literal fields on a form with a maximum of 80 characters for each
217. en at this point to retain your demo data Please enter the new starting entry date This field will not display if you are not using the date entry controls Enter the new starting entry date or use the option Options For the first day of the month following the month of cur lt F2 gt 8 d rent period ending date Format MMDDYY Sange If you are using this manual as a tutorial escape from the screen at this point to retain your demo data Please enter the new ending entry date This field will not display if you are not using the date entry controls 315 Passport Business Solutions Enter the new ending entry date or use the option Options For the same calendar date in the month following the lt F2 gt current period ending date The last day of the month remains the last day even when the months have dif ferent lengths Format MMDDYY Panini If you are using this manual as a tutorial escape from the screen at this point to retain your demo data If you entered a starting and ending date range that is not correct or if you want to change the range mid period you can manually change these dates at any time in A P Control information Do not close the period again to change this date range unless it is the right time to do so Any change Make sure that all the necessary accounting operations including the printing of reports have been carried out before you proceed Answer Y to re enter the scr
218. en you make sales to or receive payment from your customers this activity affects not only A R but also G L These transactions must be recorded both in the proper A R customer accounts and in G L under the proper G L account numbers The terms debit and credit refer to the types of transactions which must be recorded in G L accounts to accurately reflect the activity occurring in all accounting areas In A P a debit memo issued by a vendor to you increases what you owe that vendor and a credit memo decreases what you owe Passport Business Solutions Unfortunately debit does not always mean an increase in an account and credit does not always mean a decrease in an account In some accounting areas such as most asset and expense accounts a debit increases a G L account and a credit decreases a G L account In other areas such as most liability and sales accounts a debit decreases and a credit increases a G L account A minus entry changes the effect of most transactions Where it is allowed a minus credit becomes a debit This occurs because of the system called double entry accounting also called double entry bookkeeping which is the standard method of accounting used today Double Entry Accounting The concept behind double entry accounting is that every entry transaction results in balancing debit and credit entries into the General Ledger Let s look at the debits and credits involved when a typical indepen
219. endor purchasing addresses using Purchasing addresses Read the Purchasing Addresses chapter for more information Periodic Monthly Operations Checklist Each Period Print the Open Payables by Date Report Print this report as of your period ending date This report will show all payables out standing as of the period ending date even if they have been paid since the end of the accounting period This report should tie out to your A P account balance in General Ledger This report may only be printed if you are using vendor history Read the Open Payables by Date section of the Vendor History chapter for more information Print a monthly check register using Check register This report may only be printed if you are using vendor history Print the Payables Distribution to G L Report from Earliest to the last date of the accounting period to get a list of the dis tributions to G L If you are not using G L you may back up your data files and then purge the distributions when you print the report If you are using G L then do not purge the distributions at this time Each Period As Needed Passport Business Solutions Each Period Each Period As Needed If you are using G L back up your data files and then run Get distributions in the G L module to pull the distributions from A P into G L Follow the procedures described in the G L User Manual You may purge the dis tributions when running thi
220. endors It is recommended that access to the ACH directory be restricted to the person or persons producing and transmitting the ACH file 427 Passport s Business Solutions Check and Direct Deposit Remittance Form Fields This appendix contains the following topics Introduction to Check and Remittance Form Fields Stub Header Stub Total and Check Helde Stub Line Fels oats inei ee daseataamencsbesuas 428 Passport Business Solutions INTRODUCTION TO CHECK AND REMITTANCE FORM FIELDS This appendix contains information on the fields you can use to design a check or remittance form The forms design features and functions are documented in the Check and Remittance Forms chapter The Master information Check and remittance forms menu selection allows you to define an unlimited number of check and remittance formats The fields available for printing are most of the fields from the A P open item vendor and CTL bank account files This appendix describes each field that is available for printing on the check or remittance form Check Design When selecting a Header Stub or a Stub Total and Check field you are selecting the same set of fields for each Therefore the field descriptions in this appendix are arranged in two groups Header Stub Stub Total and Check fields and Stub Line fields Header Stub fields print at the top of the form while the Stub Total and Check fields print a
221. er either Y or N Example Press lt N gt Field number to change Make any desired changes and press lt Enter gt to print this report Passport s Business Solutions EmA 312 Passport Business Solutions Close a Period This chapter contains the following topic EEN 313 Passport Business Solutions CLOSE A PERIOD The Close a period selection enables you to clear the period to date Payment Purchase and Discount fields in the Vendor file This will update the Vendor file at the close of a period and clear current amounts The term period as used here is either your fiscal accounting period or another period of time For example you could follow the procedure described below and close A P each week In this case the period to date figures on the reports listed would be weekly figures Alternatively you could close A P once a quarter in which case the period to date figures would be quarterly figures The reason that your A P period need not correspond to your accounting period is that closing a period in A P has no effect on the Passport Business Solutions General Ledger The interface between A P and G L is through the selection Get distributions described in the G L User documentation Refer also to the Distributions to G Lchapter in this documentation The current period in A P is determined by the Current period ending date in Control information This function should not be run until
222. er Passport modules Vendor File This file maintains a record for each of your vendors with information such as the vendor s name address usual terms year to date and last year statistics 18 Passport Business Solutions A P Open Item File An open item is any bill that has not been paid in full or any unused credit or debit memo on file for a vendor The A P Open Item file is all open items called payables for all vendors 19 Passport Business Solutions SETTING UP A P Perform these steps to use Passport Accounts Payable Familiarize yourself with the System User documentation especially the chapters 2 3 and 4 Start A P according to the instructions in the Using Accounts Payable chapter The Company file is set up for you as part of the installation procedure Use Company infor mation to modify the Company file as appropriate for your company refer to the Company Information chapter in the PBS Administration documentation The Valid G L Accounts file is used by A P to ensure that G L accounts entered into the sys tem are valid accounts If you are already using another PBS module other than General Ledger this file already exists If you are already using General Ledger but no other PBS module use Setup valid G L accounts within G L to create the Valid G L Accounts file automatically Otherwise enter the accounts manually using the Valid G L accounts selection of the System User docu
223. er bar to display and sometimes depending on size and proportions of the screen and associate font the slider bar as well These sliders are mouse enabled In addition to the mouse based menu operation you can use the keyboard to navigate the tree view menu The home end page up page down and arrow keys provide a quick and easy method of maneuvering around the menu To select the menu program use the Enter key or click on the menu line with the mouse Menu bar Menu The remainder of this section describes the functions of the Menu bar To navigate horizontally between individual modules use your keyboard s left and right arrow keys Up to ten modules and your Passport Business Solutions System Manager may be displayed on the menu bar If you are using more than ten modules a More function is added to the menu bar To access your additional modules highlight More and press your lt Enter gt key To navigate vertically within a module you have two choices You may use the up and down arrow keys on your keyboard or you may type the first letter of a displayed menu item If more than one menu item starts with the same letter pressing the letter again will position your cursor over the next menu item starting with that letter To select one of the functions shown above use the arrow keys or press the first letter of the function name and then press lt Enter gt Exiting PBS To exit a PBS module press lt Esc gt from the main menu
224. er printer you are assumed to have adjusted the printer manually When you are through printing alignment forms note the serial number of the first check that is actually printed Printer selection After mounting the check forms you are asked to select a printer It is recommended that you do not select Windows printer when printing checks to a dot matrix printer because the performance may be slow and the alignment of the data to the form may produce undesirable results 234 Passport Business Solutions Company information Laser printers alignment If printing checks with a laser printer that is set up in Company information you are first asked to enter an Up down adjustment and Left right adjustment amounts to adjust the alignment of the laser printer The values last entered for these amounts are shown Entering new values or accept the values shown Laser printers that support PCL codes allow the alignment feature Use the up down and left right adjustments for laser alignment to position the check information so that it exactly aligns with the preprinted form The preprinted check forms are produced according to very exact specifications but the print position of laser printers may vary slightly from model to Note model or between manufacturers These adjustment amounts allow you to compensate for the differences between laser printers so that your check information can be positioned correctly on the check form In
225. ering vendors accounts tax by state report temporary vendor purge report temporary vendors described designating introduction to purge terms by days terms fields Terms tab entering vendors terms key testing check or remittance forms positive pay forms 164 319 174 11 276 26 64 287 419 86 23 45 287 409 87 34 295 40 39 37 358 375 total fields check and remittance header 430 and total fields positive pay 441 totals group positive pay form definition364 totals tab entering vendors 48 transactions defined 3 transactions defined payables A P 11 type C open items modification 191 type M open items modification 193 U use original distribution percentages 158 using A P 22 Inventory Control if 100 Job Cost with retainage payable if 127 PBS General Ledger if you are not 21 PBS General Ledger when 21 Purchase Order if 100 Vv valid discount 206 valid G L accounts file 18 values saving report 176 vch cancel 89 vchr last 140 vendor additions or bank changes fol 424 lowing initial setup vendor by name looking up 87 vendor by name view invoices look 270 ing up 276 vendor change log report 383 vendor contacts additional 52 vendor defined 13 vendor file defined 11 18 vendor history report 403 defined 13 introduction to 258 purge 406 purging 282 report printing 265 vendor info character mode view ven 279 dor invoices vendor info gra
226. erwise the default for the ending date is the same date as the starting date Example Press lt F2 gt at each field Show invoice detail Answer Y to show each voucher paid by each check Answer N to show a single summary line for each check with no voucher detail Format One letter either Y or N Example Answer Y Field number to change Make any needed changes then press lt Enter gt to print the Check Register 264 Passport Business Solutions VENDOR HISTORY REPORT This report prints out all vendor history information regardless of whether an invoice is open or not It usually contains more detail than the Open Payables by Date Invoices are grouped by vendor and can be restricted to a specific vendor or range of vendors This report can be printed for vendors having a specific A P account or belonging to a specified payment group Names of temporary vendors are also printed on the report The use of Temporary vendors are explained in the Vendors chapter Invoice and discount totals are provided If you choose to print memo details on this report there is a separate grand total for memos Select Vendor history from the Reports vendor menu See a sample Vendor History report in the Sample Reports appendix The following screen appears Vendor history Vendor history report XYZ Company 1 Select date by ob 2 Starting date 3 Ending date 4 Starting vendor 5 Ending vendor 6 A P account 7
227. es CA 90101 18 323 25 Country USA PTD YTD Purchases 18 390 84 18 390 84 Discounts 0 00 0 00 Payments 67 59 61259 500 E Z Repairs Betty Smith 213 695 2101 900 S Vermont Avenue Sandra Kitts 213 695 2102 EXP 1 22 05 RPR Los Angeles CA 90005 4 064 00 Country USA Fax 1 213 695 2100 Email 1 Bsmith EZrepair com Fax 2 213 695 2 Date 03 10 2005 Time 13 21 06 XYZ Company VENDORS BTE VEND Contac Contac Vend r 12 3456789 2000 000 2 15 net 30 Business 5050 100 Days 30 67 59 7500 100 N A 15 0 00 2 00 LAST CHECK Last year DATE AMT 0 00 8 1 20 05 67 59 0 00 0 00 0 00 0 00 2000 000 net 30 5050 100 Days 30 0 00 8500 100 N A None 0 00 0 00 100 Email 2 skitts ezrepair com LAST CHECK Report 0038 Page 0004 OR NAME 1099 ID A P Acct Terms 1099 ID type Disc acct Type Due days 1099 amt YTD 1099 amt nxt yr Dflt dist acct Cutoff Disc days Disc Vend Name Status Address Type Pmt grp 100 Vermont Metal Products A 410 Pinecrest Road MFG MFG Newton VT 12345 Country USA Purchases Discounts Payments 600 Wells Fargo Bank Mason Beverly Branch EXP 4031 N Mason BNK Los Angeles CA 91206 Country USA John S Howard 12769 Jack D Mary Andrews PTD tak Phone 1 t 2 Phone 2 ef Last purch date Current Balance mith 802 445 9134 Brice 802 445 9136 1 28 05 12 848 13 YTD 63 17 538 63 81 93 81 69 4 596 69 awson 213 695 4670 213 695 4680
228. es for Accounts Payable and all other Passport Business Solutions modules to meet your requirements Please contact our Sales Department for further information at 1 800 969 7900 24 Passport s Business Solutions Using Accounts Payable This chapter contains the following topics Starting Accounts Payable 000 0002 0 2 2 c cece cece cece ee eee 25 Passport Business Solutions STARTING ACCOUNTS PAYABLE To start your Passport Business Solutions software select one of the following options If you are unsure how to proceed please contact your supplier For Windows Start gt Programs gt Passport Business Solutions gt PBS For UNIX Ensure you are logged in as a user authorized to use PBS software Refer to the PBS Administration documentation for more information Type the following cd usr pbs or replace usr pbs with the name of your PBS top level directory Then type the following pbs Then when the master menu appears select the module you wish to use from the master menu Multiple Companies If you have set up your software to process information for more than one company refer to Define Multiple Companies in the PBS Administration documentation you will be prompted to enter the Company ID Your Initials You are prompted to enter your initials Password You will be prompted to enter your password For security the characters you type will not display on the screen A
229. essing ACH records This is done in field 5 Last AP ACH If you enter 1000 in this field then next transaction number will be 1001 Step 4 Accounts Payable Control Information There is one field in the A P Control information that must be set It is Generate ACH Set this to Y Step 5 Vendor Pre Notification Setup Enter the information on vendor Terms tab for vendors participating in direct deposit When you set up each bank account information for the first time or change it at any time it will default to a pre notification status Please see the Vendors chapter Direct Deposit Payments section for information on each field Step 6 Send ACH File to your Bank You must create an ACH file with the pre notification ACH records by running the A P Pre note ACH file amp report found under the Utility menu For more information on running this utility see the A P Pre note ACH File and Report section in the Vendors chapter Send the ACH FILE to the processing bank per your banks submission requirements For ACH file location information read the File Name Path and Backup section in this appendix 423 Passport Business Solutions Step 7 Vendor Setup following Pre Notification Update Pre note Status After the ACH file vendor pre notification bank information has been determined to be satisfactory by the processing bank you can either update the vendor s bank account status to normal manually through Vendor Pre n
230. ethod that they want you to submit the positive pay file It may require that you upload the file via the Internet This will probably require a login and password which the bank will provide It is recommended that you transmit the positive pay file to your bank before your bank receives the checks documented in the file but verify this with your bank e In order to set up your company s Positive Pay information you will need the routing number of your bank your bank account number and Federal Tax ID number Positive Pay Setup Steps Once you have the information needed you may start the implementation process for A P positive pay 419 Passport Business Solutions Step 1 Create a Positive Pay Format You must design a positive pay form based on your bank s specifications Please see the Positive Pay File Forms chapter for more information on setting up a form For a description of each selectable field see the Positive Pay Form Fields appendix A means of testing the file generation is provided Before you test the form you should first complete step 2 of bank setup During the test you will be asked to enter a bank Step 2 Bank Setup This step is done under the menu selection CTL gt Banks A bank record contains information required for positive pay processing bank name and your bank information You must also enter the positive pay format created in step 1 There must be a bank code set up for your bank that has
231. except when lt F2 gt has been pressed at Field 8 For mm dd yy to mm dd yy gt where the first date is the cut off date of the current period and the second is the shee day before the cut off date of the preceding period In Field 9 when lt F2 gt has been pressed at Field 8 Older than mm dd yy gt where the mm dd yy is the cut off date of the third period Format 2 lines of 13 characters each Example Does not occur in this example because you typed D for Field 1 Make any needed changes then press lt Enter gt to continue or click on the OK button You may also select the Cancel button to return to the main menu Using the Aged Open Items Report For Projections The Aged Open Items Report can be used to show projected payables payables due in future periods as well as age past due payables You may create a projections report by adjusting the aging information in A P Control information or on a temporary basis by entering negative aging days in the Aged open items selection Aging should be set to Days The following example shows the A P Control information set up needed to print a report in projection format RSR 176 Passport s Business Solutions days days days In the projection format period 4 must be the most current period and period 1 the furthest in the future Once changes have been made in A P Control information you can run this function using AP Control information defaults
232. file or in the A P Accounts file respectively If you have merely keyed in the number incorrectly leave it unchecked to correct it Check this box to accept the new account number and add it to the file s Format Yes No window Example does not occur in this example Type in account description If adding a new account enter its description Format 30 characters Example does not occur in this example 24 Passport Business Solutions Default immediate printer If you select to not Allow immediate printing this field displays may not be entered Otherwise enter the name of the printer on which you most often print your A P checks This is the default printer when you use immediate check payable vouchers The default can be changed during processing You can also assign Windows Printer to display a window where you can select the printer If you do not want a default you may leave the field blank If you do specify a printer the name should be one of those defined in the third screen of Ctl Company information this however is not validated by the program so any value can be entered You have these options To assign Windows printer in the field This will dis lt F5 gt play the Windows printer window You can type Win dows printer manually but it must be exact lt Company Information Enter the Company information printer name Printer gt Format 15 characters Example Select lt F5 gt This field is
233. fine aging periods in terms of days Specific dates to define them by specific dates or use the option If you saved all of the entries from the last time you printed this report you may press lt F2 gt to re use all of those entries lt F2 gt If you did not save previous entries press lt F2 gt to use the aging periods defined in A P control information Pressing lt F2 gt fills the screen with data and positions the cursor at Field number to change Format Drop down list box the default is Days Example Select lt Enter gt for the default of Days If you select Days refer to the section below Aging periods by days for instructions If you select Specific dates continue at the Aging periods by specific dates section Aging periods by days If you select aging periods by days the remainder of the screen appears as follows 7 09 04 Enter the following information Number of aging days in period 1 Enter the number of days in the first aging period 999 The default is the number of days for the cor Pormat responding period from A P control information Example Press lt Enter gt 171 Passport Business Solutions The field names Number of aging days in period are a little misleading Your entries will not really specify the number of days in each aging period but rather a cut off number of days for each aging period from the aging date you enter Note Period 1 description
234. for this voucher F Your standard account number format as defined in Com ormat R pany information Example No entry is needed to accept the default Distribution amt Enter the amount of the distribution It may be positive or negative but not zero Format 999 999 999 99 Example No entry is needed to accept the default Distribution with Job Cost When Job Cost is used you can distribute the invoice amount to specific job accounts and or to expense non job accounts Graphical Mode The job cost distribution screen is 103 Passport Business Solutions gj Payables Enter Distributions Company 00 XYZ Company File Tools New Edit Save Save Z New Delet Cancel Exit r Select distribution Invoice 2134 Vendor 100 Yermont Metal Product Voucher 1492 Job Cost item Account H Account Description Distribution Amt Retainage a a z D Distribution Job number Wi Stata Chng ord i Account Eu Amount Percent E Amount remaining Quantity Reference Retained total Invoice amount lt F1 gt next job blank non job distribution Existing distributions will display in the list box The amount remaining to distribute displays continuously at the bottom of the window This may be zero or negative Note that the distribution process does not terminate automatically as soon as the amount remaining is reduced to zero Character Mode In character based mode th
235. formational purposes only and are not used for year end reporting Format MMDDYY Example Type 123105 23 Passport Business Solutions Immediate printing Allow immediate printing Check the box to use the Print Check Immediately option in Payables This option enables you to issue a printed not manual check immediately using a Immediate check voucher Leave it unchecked to disable immediate check printing Format Check box checked is yes and unchecked is no Example Select lt Enter gt to not allow printing immediately Default immediate cash account If you select to not Allow immediate printing this field may not be entered Otherwise specify the cash account to which immediate check vouchers are posted The account you enter here appears as the default when entering the Cash account field in Payables but only for the immediate check voucher For non immediate checks refer to the Cash account Control information field If you do not want to distinguish by account number between the two types enter the same account number in the Cash account and Default immediate cash account fields Your standard account number format as defined in Com Format pany information Example Enter account 1000 000 This account is not on file and or This account is not in the A P accounts file Would you like to add it These message s appear only if the account you have just entered is not in the Valid G L Account
236. future periods Refer to the Using the Aged Open Items Report For Projections section at the end of this chapter 164 Passport Business Solutions PRINTING THE AGED OPEN ITEMS REPORT Select Aged open items from the Reports menu You may view an Aged Open Items Detail example in the Sample Reports appendix The following screen appears P Aged open items Company 00 XYZ Company Report criteria Aging periods Aging date 0270772011 Age by Invoice date D By vendor Number D Starting vendor First EN Ending vendor Last EI Group by A P accounts For A P account Ir a Show zero balance vendors Report type Detailed Vendor payment group Show Invoice number Show fully paid vouchers This is the first of two tabs needed to define the output of this report When you have provided the requested information in both tabs you will be asked whether you wish to save the values entered to re use the next time you print the report In the character based version this screen displays 165 lt F2 gt 7 08 04 Passport Business Solutions Em Enter the following fields Aging date This is the date which is used to calculate the age of items Items later than this date are not considered in calculating vendor balances Options Enter the date or use one of the options lt F2 gt lt F1 gt Format Example Note Age by For the system date today s date All
237. g Passport software Inform your accountant which accounting software you use He or she can advise you on converting from your existing Accounts Payable system Accounts Payable Data Files Use the data files to enter information describing your A P system and how you want your transactions handled The following is a brief explanation of these files Valid G L Accounts File This file contains all of your general ledger accounts used in A P Any time you use a G L account number A P will verify that it is in this file If you are running other Passport modules this file may already exist A P Accounts File This file contains all of your accounts payable accounts These accounts must also exist in the Valid G L Accounts file Cash Accounts File This file contains all of your cash accounts including those used by Passport Accounts Receivable Accounts Payable Check Reconciliation and Payroll If you are using these other modules this file may already exist These accounts must also exist in the Valid G L Accounts file Company File This file is used to record information about your company such as your company name address etc If you are running any other Passport module this file may already exist A P Control File This file defines how you use accounts payable and controls some of the features of Passport A P For example one part of this file determines how you age your vendor accounts This information can affect oth
238. g additional fields To see the other window press lt PgDn gt To return to a previous window press lt PgUp gt If you had previously selected any of these fields to print on this form an asterisk appears next to the field number Refer to the Check and ACH Remittance Form Fields appendix for a description of each field from each group Continue entering the information as follows 4 Field number Options Enter the number of the field that you wish to select or use one of the options To display the next field on file that is on or after this et line number and column number E To enter a Literal text instead of a field number Refer to Literal Fields section of this chapter Format Up to three digits Example Type 27 5 Conditional print Answer Y if this field is to print only when some field to be specified next meets a specific condition Answer N if this field should always print Format One character Example Type N If you answer Y these additional fields appear When Field 999 When the field selection window appears enter the number of the field upon which printing is dependent Use the lt PgUp gt and lt PgDn gt keys to view additional windows Enter the conditions that this field must meet in order for the field being defined to print Two characters Panna 25 characters alpha S 000 OO0 000 00000 numeric MMDDYY date First enter one of the following abbreviations 352 P
239. gative amount 3 Show void as a positive amount Format One character either 1 2 or 3 Example Type 2 367 Passport Business Solutions 8 Omit header record Consult with your bank contact person to determine if they want have the lines only and have the header record omitted from the positive pay file These are the options To omit the header To include the header One character either Y for yes or N for no N is the EES default Example Type N Field number to change Make changes as needed If it is a new file format after you select lt Enter gt the Field Definition Screen will display For an existing form you are then asked the following View change form layout Answer Y if you wish to review or work with any of the fields to be printed on the form Otherwise select N to remain on this screen with the cursor moving back to the Form ID field The default is Y Field Definition Screen When defining a new form or if you specified to view the layout of an existing form the screen appears as such Master information Positive pay forms XYZ Company Form ID CSV Positive pay CSV format Field group gO Line number Sequence number Field number awne L Conditional print H Header L Check lines T Totals lt Fi gt Next record lt SF1 gt Prev record On this screen you determine each field to be written to the positive pay file Many fields may be selected to writte
240. general windows only printers do not support PCL codes so they do not support an alignment or may only partially support an alignment Windows printer alignment If printing checks with Windows printer the alignment starts from the upper left corner of the printable area as pre defined by the printer driver on your workstation You cannot print above or to the left of this area on the page Whether using a Company information entered laser or Windows printer you can save check forms by printing the alignment on plain paper After printing the alignment on plain paper place the plain paper on top of one of the preprinted check forms and hold them up to a bright light to verify the alignment Make any adjustments necessary and continue printing alignments on plain paper until you have the correct alignment Then load the preprinted check forms in the paper tray before answering No unchecked to Print alignment Laser printers number of copies If you are printing checks with a laser printer you are asked to enter the number of copies and the labels for each copy Leave the Label for 1st part field blank if you do not want to print a label on the original copy of the check Are the checks just printed OK After checks are printed you are asked this question If all of the checks printed are bad select No when you are first asked if the checks just printed are correct You are asked if you want to void all checks on this run If you answe
241. ght invoice and N to take you back to the vendor number field Options If you select Y then you have additional options from which to select 280 lt F1 gt lt F5 gt lt F6 gt lt Esc gt Passport Business Solutions To reselect the vendor To see more information about this vendor details above To view or enter notes for this vendor For details refer to the Using Notes section in the Use of Func tion Keys Toolbar and Windows chapter of the Sys tem User documentation To clear the screen of this invoice s items and return the cursor to the Vendor field for selection of a dif ferent vendor Passport Business Solutions PURGING VENDOR HISTORY This selection is the only way that information is selectively removed from the Vendor History file Vendor History records can be purged for a single vendor a single invoice a range of vendors vendors having a particular A P account and vendors belonging to a specified payment group You can also specify that only temporary vendors are to be purged This will purge paid vouchers and any associated memo records as well Do not confuse this purge with the purge of open items Purging history records for items that are still in the open item file will cause fully paid items to print on the aged open item report even when selecting to not show fully paid vouchers Therefore to keep both files in syne purge your open items when purging history
242. gn use the Distributions to G L selection to purge the A P Distribution file after the data has been transferred The report is presented in two sections The first section shows distributions which you entered directly as expense distributions in Payables The second section shows automatic distributions These are distributions automatically created by the various A P functions during A P processing including distributions to your cash accounts your discount accounts and your accounts payable accounts Each account prints on a separate page Select Distributions to G L from the Reports menu The following screen appears Distributions to G L XYZ Company 1 Starting account 2 Ending account 3 Starting date 4 Ending date D Show manual dists in detail or summary 6 Show automatic dists in detail or summary 7 7 Purge file lt F2 gt First 299 Passport Business Solutions Enter the following information 1 Starting account 2 Ending account Enter the range of account numbers to be included It is not required that either be a valid account number but together they should enclose at least one account in Valid G L accounts If you intend to interface these distributions to the General Ledger module each account in the range must be present in the G L Chart of accounts selection Options You may use the option For the lt First gt starting account number or lt Last
243. gt options do not appear lt SF1 gt For the previous entry in A P accounts lt F5 gt To list All vendors regardless of A P account number Your standard account number format as defined in Com Format pany information Example Press lt F5 gt Payment group Options Entering a single group shows only vendors for that payment group Enter the payment group or use the option lt F5 gt For All vendors regardless of payment group 61 Passport Business Solutions Note that leaving this field blank includes on the report only those vendors that do not have any payment group This is not the same as requesting All vendors Format 3 characters Example Press lt F5 Print notes If you want the vendor notes to appear on the list answer Y Format One letter either Y or N The default is N Example Answer N Report format Select the Full option to show the Period to Date and the Year to Date information for purchases and discounts Otherwise select Brief to exclude this information Select printer Make any needed changes then press lt Enter gt to print the report You will be asked to select a printer This is described in the Starting PBS Menus and Printing section of the System User documentation 62 Passport Business Solutions PRINTING VENDOR LABELS Use this selection to print mailing labels for vendor payments or other vendor mailings You can print labels for one or all vendor type
244. h modifications can be made in the General Ledger module General journal or by entering a modification to distribution voucher using Payables If several open items are to be paid with the same check enter the amount paid and the discount taken for each open item as a separate modification The voucher numbers you enter will differ but the check number and check date will be the same Manual payments will be shown as belonging to the same manual check payment on the A P Check Register printed in Prepare payments print checks At this point the screen appears as follows Open items Modify XYZ Company Modify type Manual payment Vendor number 768 Pacific Telephone Gets 1099 No Terms Net 20 Voucher number 1166 Reportable on 1099 No P O number Invoice number 65495 Invoice date 4 07 68 Invoice bal 85 00 Discount bal 00 Due date 4 07 08 Discount date None Cash acct E S Check number Check date Amount paid Disc taken 1000 000 Bank account 13557 next account lt SFi gt previous account rn nawn lt F2 gt lt F1 gt HH Type M for Modify type Example Press lt F1 gt for Vendor number Press lt F1 gt for Voucher number Enter the information as follows 1 Cash acct Options Enter the number of the cash account from which payment was made This must be an existing entry in Cash accounts You may use one of the options For the next entry in Cash accounts If there is
245. hase Format MMDDYY The default is the today s date Example Press lt Enter gt Purchase order Enter the purchase order number that authorized the purchase from the purchase from vendor This field is optional but you should not omit it for purchase orders processed by the Purchase Order module It is recognized that even if you interface to P O you may be paying on a hand written purchase order that never went through the P O module A purchase order number is accepted after a warning even if that number is not on file in P O However if it is on file it cannot be for a different purchase from vendor Format 15 characters Example Type 1179 The purchase order will not be updated as invoiced You must run Clear Note uninvoiced receivings in P O if you select an uninvoiced purchase order and receiver Receiver number Enter a new receiver number Format 999999 at each field Does not occur in this example because not interfaced to Example P O Reference Once a memo is assigned to a payable and posted the reference will be stored in invoice history and will print on different reports Enter the desired reference Format 25 characters Example Type Paid with credit card 122 Passport Business Solutions Sales tax Enter the state sales tax amount associate with this invoice This field is used with the state field to track sales tax paid to the state Format 9 999 999 99 Example Type 100 St
246. hases and Discounts chapter e A partial payment cannot be made for a temporary vendor If a voucher is paid it must be paid in full In the Vendors chapter you may read more about Temporary vendors Cancellation For a cancellation voucher enter the number of the voucher to cancel This must be on file as a posted but unpaid voucher Format 999999 Does not occur in this example because this is not a can Example cellation voucher Terms This field appears automatically upon selection of a vendor Gets 1099 This field appears automatically upon selection of a vendor 1099 type Select the Enter key to use the default or specify the type of miscellaneous 1099 for this vendor NOTES on the 1099 type field Note 1 If Print 1099 forms field in Control Information is not checked the 1099 type field cannot be entered 89 Passport Business Solutions 2 If 1099 type in Vendors is set to None this field cannot be changed Options The following is a list of the 1099 Miscellaneous types None Vendor does not require 1099 processing Rents Royalties Other income Fishing boat proceeds Medical and health care payments Non employee compensation Substitute payments in lieu of dividends or interest Format Drop down list box with the options listed above Example Select lt Enter gt key If the 1099 year ending date in A P 1099 year ending date is more than one year after the invoice date yo
247. hat debits the vendor s old A P account and credits the ven dor s new A P account This assumes the vendor has a credit balance on the payables report If the vendor has a debit balance then the old A P account would be credited and the new A P account would be debited e Only then should you change this field Discount account no Your standard account number format as defined in Com Format j 5 pany information Example Press lt F2 gt Options Whatever account you enter here will be used as the default in Payables for recording purchase discounts for this vendor The account must be on file in Valid G L accounts You can override this default during entry of the payable You may also use the option For the default discount account from Control infor lt F2 gt mation Your standard account number format as defined in Com Format 8 S pany information Example Press lt F2 gt Default dist account no Options Whatever account you enter here will be used for this vendor as the default account in Payables for distributing the expense The account must be on file in Valid G L accounts You can override this default during entry of the payable You may also use the option For the default discount account from Control infor lt F2 gt mation 47 Passport Business Solutions Your standard account number format as defined in Com Format pany information Example Press lt F2 gt T
248. have the following options to locate an existing payable voucher lt F1 gt or lt Down For the next void entry on file arrow gt 250 Passport Business Solutions lt SFI1 gt or f lt Up arrow gt For the previous void entry on file lt Page Down gt For the next group of voids lt Page Up gt For the previous group of voids lt End gt For last void lt Home gt For first void lt F3 gt Delete a void lt F8 gt For a list of voids You may select a button for editing deleting or adding a new void check New To enter a new void check Delete To delete the void check selected in the list box Edit To edit the void check selected in the list box To save a new void check or changes to an edited void Save check Save New Same as Save button plus the New button Cancel To cancel adding or editing an void check Exit To exit the screen You may also use the lt Esc gt key In character mode the following screen displays Void checks Enter YZ Company Entry period 06 01 2008 thru 06 30 2008 1 Cash account 2 Check number 3 Check date 4 Check type 5 Dist date 6 Reference lt Fi gt lt F2 gt next entry lt SFi gt previous entry next cash account lt SF2 gt previous cash account oil From this screen you can work with both new and existing void check entries You must identify the check by both number and date before you can void it Enter the following information
249. he case when you purchase from a vendor s branch locations but make payments to his home office or corporate headquarters A purchasing address is the address to which you send the voucher or purchase order authorizing the buy It may be different from the vendor address the address to which you send payment Use this selection to enter addresses for those vendors who have one or more purchasing addresses distinct from their vendor address If you are interfaced to the Purchase Order module be aware that the A P Purchasing addresses selection is identical to the selection of the same name in P O There are not two files but only one accessible from either module If you do not use P O this selection is optional You may still find it useful either to write purchase orders manually or to enter them into someone else s P O module Be aware however that purchasing addresses are not utilized elsewhere within A P 12 Passport Business Solutions maA ENTERING PURCHASING ADDRESSES Select Purchasing addresses from the A P menu From the screen that appears you can work with both new and existing purchasing addresses Character Mode Enter the following information Vendor number Enter the vendor number To locate a vendor you may click on the lookup button or select lt F8 gt for a list of vendors Options In character mode you may also use one of the following options to locate a purchasing address or vend
250. he default is Y Example Press lt Enter gt to accept the default Passport Business Solutions Positive Pay File Forms This chapter contains the following topics Introduction to Positive Pay File Forms 00000000000000000 Fora STA EE Entering Positive Pay File Forms 0000000000000000000000000 Displaying a Positive Pay Form 2 02 0 0 22 e eee eee Printing a Positive Pay Forms Lt 362 Passport Business Solutions INTRODUCTION TO POSITIVE PAY FILE FORMS This selection allows you to design a text file that may be used to send to your bank for positive pay following the printing of checks Before you start read the appendix Implement Positive Pay and Direct Depost for the steps you need to do to use this feature A form file can be used with stub header stub lines and certain check fields A P comes with two predefined positive pay file forms as listed below These predefined forms are provided following a new PBS installation in Company 00 They are also available in export files and can be restored for additional companies Keep in mind that the same file contains check forms remittance forms and positive pay file forms MULTI COMPANY NOTE Passport has developed some form export examples If you are using Note multiple companies and are using a company ID other than 00 copy the APFRMFOO EXP file replacing 00 with your company ID for each company Then do a restore of the fi
251. he invoice amount is distributed The job must be an active job in the J C module Once a job is selected its description and job status displays Job number is optional if this expense is not to be distributed to a job leave the field blank The cursor will move directly to the Account field Options For a new entry you may use one of the options lt F1 gt For the next job on file lt SF1 gt For the previous job distribution Options For an existing entry you may use one of the options lt F1 gt For the next existing distribution on file lt SF1 gt For the previous job Options For either a new or an existing entry you may use the option To terminate entry of distributions and return to the main screen lt Esc gt 105 Passport Business Solutions You can do this only when the amount remaining to distribute is zero If it is not zero you cannot escape from this field even if you are willing to cancel the entire entry If you really want to cancel the entry you can do so from Field number to change but not from here Note 7 characters For the first entry of each session there is no Format default thereafter each entry s job becomes the default for the next This screen does not occur in this example because you Example are not interfaced to J C Cost item If this distribution is not for a job this field is skipped The cost item must be on file for the job It must be a direct cos
252. he suspense account to counter balance the negative amount that is there temporarily Once the above steps have been done the voucher can then be selected for payment again 244 Passport Business Solutions Print register only or Non A P manual check register This optional selection prints a check register for manual and non A P checks only Do not use this selection if you want such checks included on the same register as your computer checks and posted at the same time Any checks that appear on this register do not reappear on a subsequent regular A P Check Register Conversely if you have just run Print checks and post there will be nothing left that this selection can print This function has two different names depending on the menu type Do not confuse either selection with Check register Select Non A P Manual check register from the Reports menu No selection screen appears as all manual and non A P checks are printed unconditionally You will be asked to select a printer as usual 245 Passport Business Solutions Void Checks This chapter contains the following topics Introduction to Void Check ocicacessscscnnaeessesdeamnesess Running Void Check Entering Checks to be Voided asics cacncndduncunbvensawercencaiinn Printing a Void Checks Edit Lt Posting Voided Checks and ACH Payments 246 Passport Business Solutions INTRODUCTION TO VOID CHECKS
253. heck number It will be populated when it was an immediate invoice Vendor This is the number associated with the distribution Vendor name This is the vendor name associated with the distribution Exit Button When finished viewing the distribution history select the lt Esc gt key or click on the Exit button Assigned Memos Memos may be entered and assigned to vouchers See Use memo tracking in the Control information chapter If there are memos assigned to the voucher a separate tab will appear where you can view them Memos can only be viewed in the main entry is an invoice type To view the assigned memos select the pay to vendor then select the voucher and then memo tab will display similar to the following General Vendor info Memos Purch fr vendor Name Invoice number Purch date Amount Hanson Manufacturing Co 11 24 2009 a Pacific Telephone 65132 1172472009 85 00 300 Red Line Freight 65412 1172472009 25 00 700 Pacific Telephone 654169 1172472009 177 00 x 800 Hanson Manufacturing Co 6543 1172472009 36 00 300 Red Line Freight 65432 1172472009 23 00 7 Purchase order UE Sales tax fo 00 Receiver number State l Reference Distribution account 50 0 100 Purchases misc items Fields The fields in the list box and at the bottom of the window are Purch fr vendor The purchase from vendor assigned to the memo 274 Passport Business Solutions Name
254. hoose to look up by name the cursor moves to the name field and you may enter the ven dor s name or just its leading characters Upper or lower case is significant You may also use the options lt F1 gt For the next vendor on file in vendor name sequence lt SF1 gt For the previous vendor Temporary vendors To designate a vendor as temporary enter an asterisk as the first character of the vendor number Do this for one time or casual purchases from vendors you do not deal with on a regular basis The differences between permanent and temporary vendors are e Temporary vendors can be entered on the fly as you create vouchers for them in Payables You do not have to enter them in advance here e Temporary vendors can be purged as a group from the Vendor file e You may not print labels for temporary vendors e Some types of vouchers may not be issued for temporary vendors e Purchase and discount totals are not kept for temporary vendors e A partial payment cannot be made for a temporary vendor If a voucher is paid it must be paid in full e You cannot create recurring payables for temporary vendors There is no way to promote a temporary vendor to a permanent one so do not routinely use this feature for all new vendors only for those you do not expect to deal with regularly If you are familiar with the A R or I C modules you may have noticed that miscellaneous customers and items also begin with an asterisk These m
255. ie GENERAL LEDGER Report 0062 Page 0001 voided checks register Starting date Earliest Starting account First Ending date Latest Ending account Last Journal types AP A P transaction register AJ Acct Description Date Vchr Vend Name Manual distributions in detail 5010 100 Purchases misc items 1 24 05 1061 100 Vermont Metal Products 1 27 05 1075 100 Vermont Metal Products 1 28 05 1074 100 Vermont Metal Products 3 10 05 1083 100 Vermont Metal Products 3 10 05 1084 300 Red Line Freight 3 10 05 1085 100 Vermont Metal Products 5020 100 Purchases tools 1 24 05 1069 900 Reynolds Tool Company 1 25 05 1068 800 Hanson Manufacturing Co 5040 100 Freight purchases 1 23 05 1063 300 Red Line Freight 3 10 05 1084 300 Red Line Freight 5070 000 Inventory expenses 1 22 05 1059 200 Acme Office Supplies 1 23 05 1057 800 Hanson Manufacturing Co 1 23 05 1073 200 Acme Office Supplies 1 24 05 1060 800 Hanson Manufacturing Co 1 24 05 1071 100 Vermont Metal Products 1 24 05 1072 800 Hanson Manufacturing Co Date 03 12 2005 Starting date Earliest Time 11 55 18 PAYABLES Starting account First 34 401 490 44455 4938 934898 390 89 36 4938 10 wo XYZ Company DISTRIBUTIONS 410 T AP0020 AP0022 AP0022 AP0042 AP0042 AP0042 Date total Account total AP0020 AP0020 Account total AP0020 AP0042 Account total
256. iness Solutions PRINTING VENDORS BY VENDOR NUMBER This report lists vendors in numeric order by vendor number A similar report by vendor name is described in the next section Select Vendors by vendor from the Reports vendor menu See an example of the Vendors by Vendor report in the Sample Reports appendix The following screen appears P Reports Vendors by vendor Company 00 XYZ Company Vendors by number Starting vendor H Erse EN Ending vendor 8 Last EN A P account H fran CN Payment group Al Print notes 1 Report format Fun gt OK Cancel In character mode the following screen displays Reports vendors by vendor YZ Company 1 Starting vendar C 2 ending vendor 3 ASP account A Payment Group 5 Print notes 6 arief or Full or2a First 57 Passport Business Solutions Starting Vendor Ending Vendor Options Enter the range of vendors by number to include on the report You may also use the option lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters each Example Press lt F2 gt for each field A P account Options You may restrict the report to those vendors with a specified A P account number The account must already be on file in A P accounts Enter an account number or use one of the options lt F2 gt For the default A P account from Control information For the next entry in A P accounts
257. information on batch processing Format One option from the list above Example Select No controls After entering these fields then the second tab displays Enter the fields on this tab 21 Passport 3 Business Solutions l i Control information Company 00 XYZ Company Eile Tools New Edit Save Save New Delete Cancel Exit General Options 1099 information H ID type z Taxpayer ID number 1099 year ending date m Immediate printing Allow immediate printing l Default immediate printer ay Default immediate cash account aa WI Label printing return address Company name E Address 1 es Address 3 SEH Address 3 Ir OE Date control information Current period ending date Starting entry date l Date control No control X Ending entry date E 1099 information Print 1099 forms If you wish to produce 1099 MISC IRS reports for selected vendors check the box if not leave it unchecked This field is protected from change Refer to the System User documentation for overriding protected changes Format Check box checked is yes and unchecked is no Example Select the lt Space bar gt to Print 1099 forms Taxpayer id number If you responded to not Print 1099 forms this field cannot be entered Otherwise enter your taxpayer ID number Format 999999999 no hyphens Example Type 123456789 22 Passport Business Solutions ID t
258. ing 9 relationships 20 printing list of 11 starting 26 A P accounts file defined 18 accounts entering A P 9 A P check register notes 243 accounts printing list of A P 11 accrual defined 3 ACH defined 8 ACH and post cash account process 237 ACH and post process 210 237 ACH file and report A P pre note 69 ACH file name path and backup 426 ACH processing information required for 421 introduction 421 setup steps 422 ACH remittance form fields intro 429 duction to check and addresses introduction to purchasing 72 printing list of purchasing 77 purchasing 385 addresses entering purchasing 73 adjustment entry memo 120 adjustment to distribution voucher 81 adjustment vouchers posting 128 aged open items detail 391 introduction to 163 aged open items defined report 12 aging defined 2 aging date including items past 174 aging method 163 aging periods by days 171 aging periods by specific dates 174 alignment laser 332 alignment laser printers print checks 235 and post all vouchers clear 243 alphanumeric fields check and remit 353 tance form alphanumeric positive pay fields 372 alphanumeric defining 2 alphanumeric numeric date and literal 353 fields check and remittance form alphanumeric numeric date and literal 372 positive pay fields amount or percent 146 amount required minimum 1099 reportable 331 amount net 206 amt last check 50 any change to distributions 98
259. int an alignment test page Then you are asked for number of copies Once the printer setup is finished then the following screen appears in graphical mode p PBS Print checks and post Company 00 XYZ Company Cash account 1000 000 Entry period 06 01 2009 thru 06 30 2009 Payment date Check date 06 30 2008 Last check number used 1215 Starting check number 1216 Starting vendor number First a Ending vendor number Last g Form ID o Print alignment 229 Passport Business Solutions This screen displays in character mode Print checks and post xYZ Compan Cash account 1000 000 Entry period 03 01 2008 thru 03 31 2008 Payment date Spo Check date Last check used Starting check Starting vendor awn SA WN Ff Ending vendor The selected cash account displays in the upper right If you are using Date control the entry period from Control Information displays below the cash account Date control determines that the Check date field is within the entry period range If not then a message displays Payment date This is the date used to calculate valid discounts In order for the discounts taken to agree with the valid discounts shown on the Cash Requirements Report and the edit list this must be the same date as was used for those reports Options You have the following option lt F4 gt To select a date from the calendar lookup MMDDYY The payment date last
260. inted 227 Passport Business Solutions Check Processing If you selected Both checks and ACH or checks only in the Enter print selection field or if you are not using ACH processing this field displays If you have more than one cash account then the following field must be entered Cash account If you are not generating ACH this is this first field that displays If you are using only one cash account this screen is skipped and the cash account in A P Control information is used automatically Options Enter the cash account for which to print checks or use one of the options lt F1 gt For the next entry in Cash accounts lt SF1 gt For the previous cash account lt F2 gt For the default cash account in A P Control information Your standard account number format as defined in Com Format pany information Example Press lt F2 gt If you are using date controls the entry period from Control information displays in the upper right After you select the Enter key for the selected cash account the check date format will display beneath the cash account name The check format is set up in Cash accounts under Ctl The PBS System manual has more information on this set up file does not exist Verify that the path in Bank accounts matches the directory on your system Include ACH vendors If you selected Checking processing for the Enter print selection field then this question cannot be entered Opt
261. iod February 2006 1 Vendor Is 2 Name 1099 type 3 Address 1 4 Address 2 Default contact 5 City State Postal code Country State ID 6 Contact 1 Phone Fax Email 7 Contact 2 Phone Fax Email 8 Payment group 13 Terms type 9 Vendor type 14 Terms desc 10 Vendor status 15 Due days 11 Vendor s ref 16 Disc days 12 1099 ID 17 Disc pct 18 Cutoff day lt Fi gt next vendor lt SF1 gt previous vendor blank look up by name Options Enter the vendor number or use one of the options 32 Passport Business Solutions lt F1 gt For the next vendor on file in vendor number sequence lt SF1 gt For the previous vendor blank To look up the vendor by name Entering Vendors The descriptions below fit the full graphical version of PBS but most of the field functions are sim ilar in the character mode General From these tabs you can work with both new and existing vendors If there are existing entries a few vendors display in the list box at the top of the screen and the first vendor will display Otherwise no data will display Vendor Search To search for a vendor start typing the name in the list box at the top of the page You may also use the arrow keys page up and page down keys and the home and end keys to select the vendor The default sort in the list box is by name When you select the View menu you may change the sort from Vendor name to number The current period from Contr
262. ion Format One letter either Y or N Example Type Y Which vendor type If you answered N to the preceding question this field does not appear on the screen Options Otherwise enter the vendor type to be included in this report or use the option 307 Passport Business Solutions lt F5 gt For All vendor types You may leave this field blank in which case only those vendors will be included on the report who have not been assigned to a vendor type Format 3 characters Example Press lt F5 gt Any change Answer Y to re enter the screen or N to print the report All vendors are shown except for temporary vendors This report also includes the grand totals for all vendors and the averages per vendor If printed by vendor type then totals and averages for each type are shown s 308 Passport Business Solutions PURCHASE JOURNAL The Purchase journal selection enables you to print a report listing purchases for vendors of a specific type or for all vendors regardless of type The vendor type is defined for each vendor using the Vendors selection You may further limit the invoices listed in the report by printing for a range of vendors and for a range of distribution or invoice dates Memo invoices may be included on the report Memo amounts and amounts paid through A P are in separate columns on the report Temporary vendors are not included in this report Select Purchase journal from the Repor
263. ions Enter one of the print selection options Checked Pay ACH vendors with printed checks Unchecked Do not include ACH vendors in the check run Format Check mark 228 Passport Business Solutions Example Use the lt Space bar gt to check the box An ACH vendor is one that has ACH bank account information entered in the vendor file Please mount check forms on printer and check this box when done If you are using a laser printer load the check forms in the printer s paper tray according to the instructions in the printer s user manual If you are using dot matrix forms mount the check forms on the printer with the perforation even with the top of the print head It is highly recommended that you do not select Windows printer if you are printing to a dot matrix printer Performance may be slow and the alignment of the data to the form may produce undesirable results If you use checks preprinted with check numbers note the first serial number of the checks you have mounted The serial number is the number preprinted on the check in contrast to the check number recorded in the software You use this to ensure that the first and last check numbers are entered correctly Format Check box checked is yes and unchecked is no Example Select the lt Space bar gt to check the box You are then asked to select a printer If you selected a laser printer then you are provided options to Change the laser alignment and Pr
264. is field appears automatically after you enter the discount taken The check amount is calculated as Amount Paid minus Disc Taken Field number to change Options Make any needed changes or use one of the options BER To delete this modification available only for an exist ing entry To toggle between making the open item a correcting entry and a non correcting one This option is only lt F5 gt available if you are interfaced to the General Ledger module and you have answered Y to the question Allow correcting entries in G L Control information After making all changes press lt Enter gt to proceed to another modification 195 Passport Business Solutions PRINTING AN EDIT LIST This selection is optional It provides you with a printed list of all modifications on file so you can review them prior to posting Select Edit list from the Open items menu or Modify open item edit list from the Reports menu No selection screen appears as all modifications on file are printed unconditionally Select a printer as desired or display the report on the screen The Modify Open Item Edit List is identical in appearance to the Register and is not separately illustrated 196 Passport Business Solutions POSTING MODIFICATIONS This selection posts all modifications currently on file After you run this the modifications will have applied to the open items and there will no longer be any entries in the Open it
265. iscellaneous entries are a means of consolidating numerous casual entries into a single dummy entry for the sake of efficiency This is not the purpose of the asterisk in A P Temporary vendors are real vendors however casual For instance the address that you enter for them is used to print the check In A R a miscellaneous customer s address must be re entered each time the customer is referenced on the assumption that it is not really the same customer each time In A P it is not intended that you use the same dummy number for two different vendors 34 Passport Business Solutions Format 6 characters Example Type 100 Name This is the vendor s name that appears on the vendor reports and on computer prepared checks If the vendor s name starts with The e g The Ace Company then you might want to enter the vendor name here as Ace Company The This allows the Vendors by Vendor Name Report to print this vendor in order with other companies whose names start with the letter A e g after Abbot Enterprises but before Advanced Associates Options Enter the vendor s name or use the option To toggle between entering a person s name and a cor lt F2 gt oe porate name Initially corporate name entry is assumed Format 25 characters Example Vermont Metal Products Entering a person s name If your vendor is a person and not a corporation using lt F2 gt lets you split the name into two
266. ist box Example Type Always take discount Vendor s ref This optional field is the number that this vendor uses to refer to your company It is printed on the checks you send to him as an aid to identification Format 15 characters Example Type 12769 Terms fields In the next 5 fields enter the vendor s payment terms Payment terms specify how many days after a sale the payment is due if there is a discount for early payment how much the discount is and how early payment must be made to get the discount Terms type There are two methods used in A P to express vendor s payment terms The terms may specify that an invoice is due a certain number of days after the invoice date Alternatively the terms may specify that an invoice is due on a particular day in the calendar month following the invoice date This second method is called proximo terms An example of proximo terms is 2 10th net 31st meaning 2 discount if paid by the 10th of next month net due on 31st of next month Select Days or Proximo Day of next month 39 Passport Business Solutions Format Drop down list box either Days or Proximo Example Select Days Terms desc Enter a description of this vendor s payment terms The next fields give the exact specifications for these terms Format 15 characters Example Type 2 10 Net 31 Days or Proximo For this vendor if you selected Terms type field as Days then go here If you sele
267. itially setting up the Accounts Payable module For existing entries these fields are protected against change Refer to the System User doc umentation for an explanation of how authorized users can override change protection Times used When first setting up a recurring payable enter the number of times this payable has been used If you were making payments before you began using A P enter the number of prior payments In this case you would set the maximum number of uses above to include these payments For instance if you were paying off a loan in 30 installments and had already made 5 payments you would enter 30 in field 29 and 5 here This field is automatically updated each time you create a voucher from this recurring payable Format 99999 Example Press lt Enter gt Total YTD When first setting up a recurring payable enter the YTD total amount already paid For instance if you were paying off a 10 000 loan and you had already paid 2 000 this year you would enter 2 000 here This field is automatically updated each time you create a voucher from this recurring payable At the year end closing set up in Control Information this field automatically clears to zero Format 9 999 999 999 00 Example Press lt Enter gt Total to date When first setting up a recurring payable enter the total already paid to date For instance if you were paying off a loan with total payments of 10 000 and you had already pai
268. k Format 999999 Example Not used in this example 18 Check date If you entered a check number the cursor moves to this field automatically Format MMDDYY Example Not used in this example 19 Cash account Options Enter the cash account where this manual check is to be posted or use one of the options For the next entry in Cash accounts If there is only lt F1 gt one entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry in Cash accounts lt F2 gt For the default cash account from Control information Your standard account number format as defined in Com Format i pany information Example Not used in this example Field number to change Make any needed changes If you change the invoice amount you should also change the non discountable amount if any and the discount amount if any If you change the discount amount you are asked to change the discount account or confirm that it is the same Press lt Enter gt when finished making changes to obtain the distribution screen Use original distribution percentages This question only occurs if this is a Variable entry and you have changed the invoice amount since the entry was originally selected for use Answer N to recalculate the distributions to match the new invoice amount pro rating them according to the original percentages Answer Y to leave the distribution amounts unchanged meaning th
269. k If you need to keep track of more than two contacts for a vendor or if you Note want to email PDF documents to vendors refer to the Additional Vendor Contacts section at the end of this chapter Phone Either contact may have a phone You can enter a phone without a contact or vice versa format is not checked You may wish to adopt a consistent convention for instance that the second phone is only used for FAX Format 12 characters Type 555 777 1234 for the primary phone Example Type 555 777 1235 for the alternate phone E mail Either contact may have an email address You can enter an email address without a contact or vice versa format is not checked Format 25 characters Example Select lt Enter gt to leave these fields blank Terms The second tab displays like the following 37 Passport Business Solutions General Terms Accounts Totals 1099 information Payment group aa 1099 type ica sl Vendor type Is 1099 ID pn Vendor status Normi itis id 1099 ID type ft d Vendor s ref IP Teme pos ma E r ACH payments Bank code Ei None i sts S ferme aoe Bank account e Due day o Account type IT d Discount day fo Prenote fF Discount percent Tl alias SC Cutoff day L Payment group This field allows you to group vendors together for payment In Prepare payments print checks you can restrict the selection of vouchers for payment to only those in a specific payment grou
270. kbook from which check and direct deposit payments to vendors are made Vendor purchasing addresses are maintained for use with Passport Purchase Order Allows storing of reports on disk for printing later Can provide a direct deposit file for transmission to your bank where funds can be deposited directly into the vendor s banking accounts 15 Passport Business Solutions May produce a positive pay file to be transmitted to your bank Then your bank will only expect the checks written to the file Allows use of multiple printers printing to Windows printer generating an HTML view file and an Acrobat PDF file Includes password protection extensive data file integrity checks and backup restore facilities Provides on line Help that is available to the user at the touch of a key or the mouse 16 Passport Business Solutions Getting Started This chapter contains the following topics EE Support and Training _ 2 2 2 oe Custom Software Modification cccccecceccceeceeeee 17 Passport Business Solutions ACCOUNTS PAYABLE e Ensure that the Accounts Payable software is installed on your computer Refer to the PBS Administration documentation to install the A P module before proceeding e Familiarize yourself with the main features of this module by reading the Understanding Accounts Payable chapter in this documentation e Consult with your accountant before usin
271. ke a few minutes The Recurring Payables Automatic Selection Edit List is printed A sample appears at the end of this chapter Automatic selection does not unselect any entries that are already selected Thus you can repeat the automatic selection to select a different range or group or you can use manual selection to fine tune your choices Manual selection Two screens are required for manual selection The following screen appears Recurring payabl Select for use XYZ Company 1 Vendor Gets 1099 12 Discount days Inve code 13 Discount date 3 P O a 14 Discount pct 4 Dist date 15 Discount amt D Inve 16 Discount acct fi Inve date 7 Inve amt 17 Check D Non dise 18 Check date 8 Reference 18 Gash account 10 Due days 11 Due date 20 Rpt on 1099 Start date Max used Annual max Final date Times used Total YID amt Last date Last vchr Max total amt Next date Every Total to date Type Group Enter vendor lt F1 gt next entry lt SF1 gt previous entry From this screen you can work with existing Recurring payables entries only The expectation is that you only want to work with the entries that match your selection criteria as entered on the first screen so the option keys will only show you those However if you explicitly enter the vendor number and invoice code of an existing entry which does not match this expectation you can still work with it Enter the following information
272. king or Savings Example Not used in this example Pre note This field is used to determine if the vendor bank account has a pre notification or normal status Select Y for pre notification status or N for normal ACH payment status A pre notification status means that when an ACH file is created using the A P pre note ACH file amp report utility it will include the vendor bank account information but with a zero dollar amount This ACH file is sent to your bank to verify the vendor s bank routing number and bank account information Once this verification is done a bank representative will notify you and you can then remove the pre notification status and change it to normal This removal process can be done manually in Vendors or using the A P pre note ACH file and report utility Format 1 character either Y or N Example Not used in this example 44 Passport Business Solutions After the initial input of the ACH fields or any subsequent changes to the vendor bank code bank account or account type fields it must initiate a pre notification status setting for the vendor bank account because a pre notification verification will need to be done again Note Pre note date Enter the date when the ACH process is started for this vendor s bank account This field is used when you run the A P pre note ACH file and report found under the A P Utility menu This utility can automatically update the pre notification status f
273. l group check and remittance form 343 definition stub detail stub group check and remittance form def 343 inition detail aged open items 391 disbursements projection cash report 394 introduction to cash 199 disc balance 182 discount lost described 207 discount valid 206 displaying a check or remittance form 358 displaying a positive pay forms 376 distribution defined 5 screen for 98 with Job Cost 103 without Job Cost 101 distribution history 184 distribution history view vendor 271 invoices distribution percentages use original 158 distribution screen in edit list 158 distribution voucher adjustment to 81 distribution window organizationof 102 distributions expense 100 introduction to 299 memo 108 distributions any change to 98 double entry accounting defined 6 due vouchers posting retainage now 128 E edit lists A P voided checks 399 printing 119 148 196 printing void checks 255 recurring payables 388 recurring payables automatic selection 390 edit report payables report 386 end introduction to year ending vendor name or entering A P accounts checks to be voided purchasing addresses recurring payables vendors vendors Accounts tab vendors General tab vouchers entering check and remittance forms entering positive pay forms entering vendors Totals tab entry accounting defined double entry memo entry memo adjustment entry negative number entry positive nu
274. lable Note Spool SPOOL is a computer term meaning Save Printer Output Off Line Spooling is a technique that allows a report to print at a later time Instead of reports going directly to a printer they are saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run for example overnight Check Reconciliation Reconciliation means bringing into agreement When reconciliation is applied to checkbooks it means bringing into agreement the balance of your checkbook and the balance shown on your bank statement Vendor File A P contains programs to maintain the Vendor File including entering changing and deleting information In addition to the usual name and address information the vendor record contains information about the normal terms offered by the vendor and year to date and last year purchases and discounts The Vendors by Vendor Report and Vendors by Vendor Name Report can be printed on request Payables A P transactions With the Payables function you can enter edit and post payables A P transactions A voucher number is automatically assigned to each new payable entered This number is used as an internal reference for each invoice and requires no extra work by the user As each payable is entered A P automatically calculates the due date discount amount and discount date based on the terms stored in the vendor record and present
275. late to state information 321 Passport Business Solutions When entering information you should refer to Instructions for Form 1099 MISC available as a download 1 Rents Enter amounts of 600 or more for all types of rents Format 9999999 99 Example Press lt Enter gt 2 Royalties Enter the gross royalty payments of 10 or more Format 9999999 99 Example Press lt Enter gt 3 Other income Enter the backup withholding Format 9999999 99 Example Press lt Enter gt 4 Federal income tax withheld Enter the federal income tax withheld This field is not accumulated through postings It may only be entered before you do your year end processing Format 9999999 99 Example Press lt Enter gt 5 Fishing boat proceeds Enter the fishing boat proceeds Format 9999999 99 Example Press lt Enter gt 6 Medical and health care payments Enter payments of 600 or more made in the course of your trade or business to each physician or other supplier or provider of medical or health care services Format 9999999 99 Example Press lt Enter gt 7 Non employee compensation Enter non employee compensation of 600 or more 322 Passport Business Solutions Format 9999999 99 Example Press lt Enter gt 8 Sub payments made in lieu of Div Int Enter payments or at least 10 received by a broker for a customer Format 9999999 99 Example Press lt Enter gt 9 Payments made sale
276. ld Numeric Fields The following five fields display for each numeric field 6 Integer digits Enter the number of integers digits to the left of the decimal point you want to print in this field up to the maximum shown or press lt Enter gt for the maximum shown Format Up to two digits 372 Passport Business Solutions 7 Decimal digits If the field has no decimal places Not applicable displays here Enter the number of decimal places you want to print up to the maximum shown or press lt Enter gt for the maximum shown Format One digit 8 Commas If the field has less than 4 integer digits Not applicable displays here Answer Y to use commas when printing this field Format One letter either Y or N 9 Leading zeros If you specified to use commas Not applicable displays here Answer Y to include any beginning zeros when printing this field Format One letter either Y or N 10 Negatives If the field cannot be negative Not applicable displays here Enter the letter that designates how negative numbers are printed as follows R Minus sign to the right of the number 99 99 L Minus sign to the left of the number in a fixed position 99 99 Minus sign to the left of the number in a floating posi F tion 99 99 Format One letter from the table above When you complete entry of a numeric field the print format of the field as you have defined it is displayed on the scre
277. ld blank in which case items will be purged only for those vendors who do not belong to any payment group Format 3 characters Example Press lt F5 gt 6 Purge or print Select one of the following To print a list of items eligible to be purged without 1 purging You could use this to verify what you are purg ing before committing to the actual purge To purge the fully paid open items which meet all the 2 criteria entered above without printing a list You could select this if you had already printed a list 3 To print a list then purge the items If you choose either of the purge options you are warned that you will no longer be able to void checks for the items purged and required to verify that you really intend to do this Format One digit from the list above Example Type 1 292 Passport Business Solutions Field number to change Make any needed changes then press lt Enter gt There will be a period of processing as eligible items are either purged or printed or both The report is not a register and may be displayed on the screen 293 Passport s Business Solutions Purge Temporary Vendors This chapter contains the following topic Introduction to Purge Temporary Vendors 294 Passport Business Solutions fzzm INTRODUCTION TO PURGE TEMPORARY VENDORS Temporary vendors are designated by a vendor number starting with an asterisk The Purge temporary vendors se
278. ld number to change Make any needed changes then press lt Enter gt If you have chosen to purge there will be a period of processing while the file is being purged The report is considered a register it may be printed to disk or to a printer but not displayed on the screen The report includes both the vendor name and the reference from the payable transaction For checks written both the check number and the cash account against which the check was cut appear on the report 302 Passport Business Solutions GENERAL LEDGER Is NoT USED The Payables Distributions to General Ledger report lists the debits and credits which must be entered into your manual ledger You should print out this report at the end of an accounting period after all A P transactions have been entered and posted for the period Back up your data files and then print this report All accounts should be printed The date range should be from Earliest to the date at the end of your accounting period Specify that the file should be purged By purging the distributions which are printed on the report the only distributions remaining in the file if any will be for transactions which apply to the future accounting periods You may print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report should be needed 303 Passpor
279. ld relates directly to field 4 Width A non compressed form is normally 80 columns or less When designing a form that uses compressed print you can enter up to 132 columns for the width of the form Format One character either C S B or N Example Type N 349 Passport Business Solutions Field number to change Make changes as usual For an existing form you are then asked View change form layout Answer Y if you wish to review or work with any of the fields to be printed on the form When defining a new format or if you specified to view the layout of an existing form the following screen appears Master information Check and remittance forms XYZ Company Form ID CHK4L Format 4 Laser Field group DO Line number Column Field number awnme Ln Conditional print H Header stub L Stub Lines T Check amp Stub total lt F1 gt Next lt SF1 gt Prev lt F2 gt Display Many fields from different files may be selected to print on each form On this screen you assign and describe each field to be printed on the form For a list and description of each assignable field read the Check and ACH Remittance Form Fields appendix For each form design field enter the information as follows 1 Field group Enter the form group For a check type Header Stub H For a remittance type Header L For a check type Stub Lines For a remittance type Lines T For a check type Stub Total and Check For a r
280. le Some of the field names will be different than a 1 or 2 type You may also use the options lt F1 gt lt SF1 gt To display the next type on file for this form ID To display previous form IDs If the type you specify already exists for the form ID the information for that form type displays and may be changed or deleted as usual You also may use one of these options lt F2 gt lt F3 gt lt F5 gt lt F6 gt Format Example To display the form as it currently exists see the sec tion titled Displaying a Check and Remittance Form later in this chapter To delete the form To print a test form substituting X s or 9 s for each field that you have selected to print see the section titled Testing a Form later in this chapter If there is a form file associated with the format then it will merge the form with the X s and 9 s as well To copy an existing form to a new form see the section titled Copying a Form later in this chapter One number from the Types above Type 1 3 Description Enter the description of this form type Format Example Up to 30 characters Type Sample check form 346 Passport Business Solutions Print using graphic image This field is only available in Windows and Thin Client Answer Y to use a graphic image form file to merge with the data or N to print without an image file Format One letter either Y or N Example Type N
281. le and aged open items brief format 1099 cash requirements full format 1099 fully paid open items purge magnetic 1099 exception memo payables edit printing brief 1099 printing full 1099 tax by state 262 22 79 127 20 429 243 345 341 69 12 414 12 415 408 416 124 386 326 328 287 temporary vendor purge vendor history report report pre check writing report values saving report purchase journal reportable amount required minimum 1099 reporting requirements reports 1099 Report Brief Format 1099 Report Full Format A P Voided Checks Edit List A P Voided Checks Register Aged Open Items Detail Cash Disbursements Projection Cash Requirements Check Register Fully Paid Open Items Purge Report Magnetic 1099 Exception Report Modify Open item Register Open Payables by Date Payables Distributions to General Ledger Payables Edit Report Payables Register Pre Check Writing Report 409 265 398 176 309 331 319 414 415 399 400 391 394 396 407 408 416 393 401 410 386 387 398 Purchases Discounts Purchasing Addresses Purge Vendor History Recurring Payables Automatic Selec tion Edit List Recurring Payables Edit List Recurring Payables Selection List Temporary Vendor Purge Report Vendor Change Log Vendor History Vendors by Vendor Vendors by Vendor Name required for ACH processing information positive pay processing information requirements
282. le for each company using the file utilities CSV CSV FILE Positive pay CSV format mer Jong When you enter a bank using the CTL Banks selection you must specify a positive pay form ID to be used The form must exist in the Form file The bank is associated with a cash account When you Print checks and post and select a cash account the form associated with the cash account in the bank will be used For a list and details about the predefined forms use the Reports gt Positive pay forms selection If you select to use a different form you can make a copy of an already existing form and modify the copy You may also design your form from scratch but it is probably easier to modify an existing form An unlimited number of forms can be defined with this selection This form designer allows you to print most fields from the A P open item and vendor files We suggest that you first become familiar with the predefined forms provided 363 Passport Business Solutions FORM DEFINITIONS Described below are definitions for certain terms used in this selection and in this chapter Each file consists of three information groups Header Check lines and Totals Header is the first line s of the file There is usually one line per file This may contain information about your company your bank your bank account number and more Check lines are written under the header line There will be as many check lines as there ar
283. lection enables you to automatically purge temporary vendors from the Vendor file You may also print a listing of those temporary vendors purged A temporary vendor may be purged only if all of the following conditions are true e There are no outstanding unpaid open items for the temporary vendor e All fully paid open items for the temporary vendor have been purge using Purge open items e All vendor history for the temporary vendor has been purged using Purge vendor history If the above conditions are all true then there is no reason to keep the temporary vendor on file since all references to the vendor have been purged from the system Select Purge temporary vendors from the Utility menu The following screen appears Enter the following information 1 Starting vendor 2 Ending vendor Options Enter the range of temporary vendor numbers to be purged or use the option For the First starting temporary vendor number or Last Reg ending temporary vendor number 295 Passport Business Solutions 6 characters for each field The first character should be Format g an asterisk Example Press lt F2 gt at each field Neither field is required to be a valid vendor number but the range should enclose at least one temporary vendor 3 A P account This field is required even if only one temporary vendor has been entered in Fields 1 and 2 Options Enter the A P account number for which temporary
284. lection is on the basis of the vendor s current payment group If you have moved a vendor from one payment group to another his items prior to the change will still be selected You may leave this field blank in which case items will be purged only for those vendors who do not belong to any payment group Format 3 characters Example Press lt F5 gt 6 Purge temp vendors only This field only appears if more than one vendor is selected Answer Y if you only want to purge temporary vendors from the Vendor History file Answer N to purge transactions for both regular and temporary vendors For a Y to be meaningful Field 2 must either be First or must begin with an asterisk Format One letter either Y or N The default is N Example Press lt Enter gt 7 Purge voided checks Answer Y if you only want to purge voided checks Answer N to retain voided checks Format One letter either Y or N The default is N Example Press lt Enter gt 8 Purge attached memos This field only appears if more than one vendor is selected This field may not pertain to your system if you have selected to not use memo tracking as determined in A P Control information This selection allows you to purge memos that are associated with a fully paid voucher that is being purged Format One letter either Y or N The default is N Example Press lt Enter gt Include sales tax This field may not pertain to your system if you have
285. ll be explained In the cases where positive pay is different it will be noted An ACH file can be created during the check printing process or when running the 4 P pre note ACH file and report utility An ACH file information about your account and bank and also contains vendors who have either a normal ACH account status or are set up for pre notification There are two files created during each ACH run There is a main file and the backup file Primary File The ACH file name and path are entered on screen 2 Field 7 in the Ctl Banks menu selection field 9 for Positive pay The default is APACH APACH00B0001 TXT Positive pay default is POSPAY APPOS00B0001 TXT however you can enter a path and file name of your choosing The directory must exist or the path can not be entered An existing primary ACH file will be overwritten each time you do a ACH check run or when you run the A P pre note ACH file and report utility Backup File The backup file is written at the same time and to the same directory as the primary ACH file as defined in Banks Each backup file has a different name for each check run and serves as a security copy because it is not overwritten during consecutive check runs or when running the A P pre note ACH file and report utility The backup file name represented by APYYMMDDCCBILBK ACH has the following meaning PART OF FILE DESCRIPTION AP Represents the Accounts Payable module YYMMDD Date of run Year Mon
286. llowing screen appears P Reports Vendors by vendor name Company 00 XYZ Company Vendors by name Starting vendor name ry Ending vendor name Last CH A P account H aqi EN Payment group All Print notes Report format Fu gt OK Cancel In character mode the following screen displays Reports vendors by vendor name xYZ Company 1 starting vendor name LH 2 Ending vendor name 3 A P account 4 Payment group 5 Print notes 6 Brief or Full lt F2 gt First lt F3 gt person s name 60 Passport Business Solutions Starting vendor name Ending vendor name Options Enter the range of vendors by name to include on the report You may also use one of the options lt F2 gt For the First starting vendor or Last ending vendor To toggle between entering a corporate name or a per lt F3 gt sonal name When entering a corporate name 25 characters Format When entering a person s name 10 characters first name 14 characters surname Example Press lt F2 gt at each field A P account Options You may restrict the report to those vendors with a specified A P account number The account must already be on file in A P accounts Enter an account number or use one of the options lt F2 gt For the default A P account from Control Information lt F1 gt For the next entry in A P accounts If there is only one entry on file the lt F1 gt and lt SF1
287. lt Enter gt for the second screen 140 Passport Business Solutions Em Fields 25 through 28 are used by the system to determine which recurring payables to choose during the automatic selection process They do not pre vent you from selecting this recurring payable manually Provided that other selection criteria such as group code are met auto matic selection will select this entry whenever the specified next date Note falls due unless that is earlier than the specified start date or later than the specified final date It will also calculate a new next date to be ready for the next cycle If you do not use automatic selection at all or if you do your automatic selection by group rather than by date it makes no difference what you enter in these fields but you must still enter something Start date Options Enter the date on which to start using this recurring payable or use the option lt F2 gt For None no starting date Format MMDDYY Example Press lt F2 gt Final date Options Enter the final date on which this recurring payable is to be used or use the option lt F2 gt For Indefinite no final date Format MMDDYY Example Press lt F2 gt 141 Passport Business Solutions After this date this entry will not automatically be selected for use when you select by date however it still remains on file until you explicitly delete it Interval Every This specifies the time inte
288. lutions DISPLAYING A POSITIVE PAY FORM While entering a form you can press lt F2 gt to see what the file output looks like so far Follow the screen instructions Due to the nature of CSV fields they will never overlap In the case of a text file if one field overlaps another field either question marks or asterisks appear in the area of overlap Question marks display if none of the overlapping fields are conditionally generated in which case you probably need to change the position of a field Asterisks display if at least one of the overlapping fields is conditionally generated In this case you may wish to review the definitions of the overlapping fields to ensure that they do not generate a field under the same conditions 376 Passport Business Solutions PRINTING A POSITIVE PAY FORMS LIST This selection prints a report that lists the positive pay forms you have defined You may select to print a specific form type or all form types for the forms For each form type on the list you are shown general information The field definitions for each form type may also be optionally printed Select Positive pay forms from the Report menu This is the screen you see Reports Positive pay forms XYZ Company 1 Starting form ID Cy 2 Ending form ID 3 Print fields lt F2 gt First On the screen that appears enter the following 1 Starting form ID 2 Ending form ID Enter the
289. ly paid This is used to select a group of vouchers for payment all at once For a discussion of this and other selection methods see the Selection Payments and Checks ACH Overview section in this chapter For example you can select all past due vouchers and all current vouchers but no optional vouchers Past due current and optional vouchers are defined at the beginning of this chapter Deferred vouchers or vouchers for vendors with a status of Hold payment are not selected See the Vendor status field in the Vendors chapter The status of vouchers that have already been selected does not change All vouchers selected here are paid in full However if a partial payment was made previously for one of these selected vouchers only the remaining balance is paid including any valid discount If you want to make a partial payment on a specific voucher you must use Select individual vouchers If you are using Batch controls a screen appears at this point for you to select the appropriate batch Refer to the Using Batch Controls in the System User documentation The following screen appears Prepare payments Select a group of vouchers XYZ Company 1 Change dates fo Payment date 4 10 68 Nxt pmt date 6 01 08 Cut off date 5 01 08 Pay past due vouchers Pay current vouchers Pay optional vouchers awn Starting vendor Ending vendor N Ou A P account 8 Payment group Enter the following informa
290. matic selection edit 390 report payables edit report 388 payables selection report 389 lists printing edit 119 148 196 lists printing selection 160 lists printing void checks edit 255 literal fields check and remittance form 354 literal fields positive pay 372 lock count defined 10 log report vendor change 383 log purge change 68 log print change 68 methods combining voucher selection 209 looking up vendor by name 87 minimum 1099 reportable amount 331 f required looking up vendor by name view 270 invoices 276 modification type C open items 191 lookup by name vendor 34 modification type M open items 193 lookups 27 modifications manual payments and 12 Lookups defined 10 modifications posting open items 197 M modify open item register 393 M open items modification type 193 modifying open items 189 mag media processing is complete 337 more checks to print print checks and 236 when post select magnetic 1099 more information exception report 416 about open items view invoices 279 producing 333 multi company defined 10 manual check register print register only245 multiple companies 26 manual payment defined 4 N manual payments and modifications 12 name defined looking up vendor by 87 manual selection 154 print by vendor 60 memo adjustment ent 120 g vendor lookup by 34 memo distributions 108 vendors by vendor report 381 memo ent 114 k view invoices looking up vendor 270 memo entry recvr
291. mber entry processing selected entry select this exception report magnetic 1099 exiting PBS expense distributions expired 317 64 250 73 134 31 45 33 83 345 365 48 114 120 42 42 156 156 416 28 100 145 F field check and remittance form def inition column number of field check and remittance form def inition line number of fields applicable for your site 1099 check and remittance form alpha numeric check and remittance form date check and remittance form literal 344 344 319 353 353 354 check and remittance header and form 430 check and remittance line item numeric check and remittance form positive pay alphanumeric positive pay date positive pay header positive pay line positive pay literal positive pay numeric positive pay total printing check and remittance form fields terms file A P accounts A P control A P open item cash accounts 434 353 372 372 438 439 372 372 441 353 39 18 18 19 18 company valid g l accounts vendor defined file name path and backup ACH file recovery procedure defined files accounts payable data for immediate check vouchers form displaying a positive pay form definitions form fields introduction to check and ACH remittance format 1099 report brief 1099 report full print checks and post check format 1 on blank stub check 18 18 11 18 426 13 18 98 376 343 429 414 41
292. me changes If you change an existing vendor s name all his recurring payables are changed accordingly You may notice a slight delay while this occurs Deletions A vendor cannot be deleted if any of these conditions exist e The vendor has open items on file e The vendor receives a 1099 form e The vendor has reportable 1099 amounts 51 Passport Business Solutions ADDITIONAL VENDOR CONTACTS You are allowed to enter the names telephone and fax numbers and email addresses for two contacts for each vendor If you require more than two contacts for a vendor you may enter additional contacts or access existing additional contacts by pressing the lt F7 gt function key when an existing vendor is displayed Graphical Mode Press lt F7 gt to display a screen similar to the following screen T 2j Vendor contacts Company 00 XYZ Company File Tools New Edit Save Save 7 New Delete Cancel Exit Select contact By number Contact Vendor Im Absolute Banking Tech Contact Cc Contact name ss Tie Address 1 oOo Address 2 OoOo O Address 3 E State Zip mz Country i E mail ee Lr Auth o i O Email documents Character Mode The following screen displays 52 Passport Business Solutions Vendors Enter XYZ Company Current period February 2006 VENDOR CONTACT MAINTENANCE Vendor Contact Name Title Address 1 Address
293. mentation Enter your cash accounts using Cash accounts PBS allows you to use an unlimited number of cash accounts in A P If you are running any other PBS module this file may already exist You may cut checks in A P against any of these accounts The accounts entered here must have been entered previously in the Valid G L Accounts file refer to the Cash Accounts chap ter in the System User documentation Enter your A P accounts using A P accounts PBS allows you to use an unlimited number of A P accounts The accounts entered here must have been entered previously in the Valid G L Accounts file refer to the A P Accounts chapter Enter A P control information using Control information The information in the A P Control file controls how A P is used by your company refer to the Control Information chapter Enter your vendors using Vendors refer to the Vendors chapter Before using A P on a regular basis you must ensure that all outstanding payables are entered into A P and that the total of these payables corresponds to the balance of your A P account in your General Ledger How you do this depends on whether or not you are interfaced to PBS General Ledger Each use is discussed in a separate section below Begin using the PBS A P module on a regular basis making all entries through this module unless you are using PBS Purchase Order Refer to the Guide to Daily Operations chapter Accounts Payable Relationships Collect
294. mentation of Positive pay and ACH processing is documented in this appendix 418 Passport Business Solutions POSITIVE PAY INTRODUCTION Positive pay is notifying your bank via a file of the checks that they will expect to clear in your bank account A positive pay file can be created when e Running print checks and post e Posting payables and there is a non A P check or immediate check as one of the entries posted e Posting following the entry of a manually paid item in Open items Modify e Running the Non AP Manual check register posting report In A P you can design a custom positive pay file This file can be a comma delimited CSV or text file format This file gets created during a check run or when posting payables that have immediate checks All positive pay processing is contained within PBS except the actual transmission of the positive pay file to your bank Information Required for Positive Pay Processing There are bank qualifications and information needed to implement positive pay e Contact your bank to determine their requirements for positive pay processing Ask them for the file specifications This will include the fields that are required for the pos itive pay file You must determine the file type that is required PBS A P can produce fixed length tab delimited text or comma delimited CSV file types CSV is an abbreviation for Comma Sep arated Values You will also need to know the m
295. ments to 1099 Vendors The 1099 amounts that are reported using 1099 forms and magnetic media are accumulated in the A P Federal Auxiliary file during posting These amounts will be accumulated properly even if you do not have the correct year in A P Control information However 1099 amounts in the Vendor file depend on the 1099 year ending date being correct in A P Control information If the 1099 year ending date in Control information is more than one year after the invoice date you will see the following message on the report if you have selected a 1099 payable System date 09 11 06 greater than 1 year after 1099 year end date 99 99 99 You should Close year for 1099 s first The 99 99 99 is substituted on the report with the actual control information date This message indicates that the distribution date entered on the payable is at least 1 year greater than the 1099 year ending date in A P Control information This probably means that you 224 Passport Business Solutions have not run Close year for 1099 s and when you print and post the payable you update the 1099 field for the vendor with an incorrect accumulation The 1099 year ending date in Control information is used by various functions to update the right 1099 amount field in the Vendor file If this date is set incorrectly incorrect 1099 amounts are accumulated See the Year end chapter for more information 225 Passport Business Solutions PRINT
296. mount on stub field You may also use any of the other fields from this Stub Total and Check field group as long as the Total amount on stub field is also used Check fields The entry of check fields must be after the stub total line and usually starts about 9 to 10 lines down the group Minimally the check should include the Total amount on check Vendor name Check date and Pay amount lines 1 2 3 fields Additionally you can include your company name address and any of the other fields that are appropriate STUB HEADER STUB TOTAL AND CHECK FIELDS STUB HEADER STUB TOTAL AND CHECK FIELDS l Blank line When this field is edoa no other data is on the line even if it is defined Vendornare Vendor name This is a required field for printing on checks Vendor last name If you entered the vendor as a Vendor last name person s name then print the last name on the stub header Vendor first name If you entered vendors as a Vendor first name person s name then print the first name on the stub header e Vendor address 1 First vendor address line Vendor address 2 Second vendor address line 430 Passport gei Business Solutions Em sn een un Tora ano Gwenn ken E o eas ror hass varoe 19 Vendor ere Vendor contact contact 2 EE 21 Vendor federal ID Vendor federal identification number federal identification number es co ao 25 Company address 3 Address 3 from Address 3 from Compa
297. mputer and there is no physical document corresponding to it Passport uses the terms voucher and payable interchangeably The Payables selection lets you enter or change various kinds of vouchers If a voucher has already been entered but not yet posted for the information you specify that voucher appears and is available for changes or deletion Once the vouchers have been verified as correct with the edit list you can post them to the various A P files The types of vouchers that can be entered in this function are Regular voucher Cancellation voucher Adjustment to distribution voucher Non A P check voucher Immediate check voucher only available if authorized in Control information using the Allow immediate printing field Retainage now due only available if Job Cost is interfaced to Accounts Payable Following is a description of these different types Regular Voucher Regular vouchers are entered for invoices and vendor credit and debit memos Entering a positive invoice amount credits increases accounts payable When entering a voucher for a vendor s invoice or entering a vendor s debit memo enter a positive invoice amount The total of the distributions entered for the voucher must equal the invoice amount When entering a vendor credit you may also assign memo records to the payable The use of this feature is determined by the A P Control information field Use memo tracking If selected then you then the fea
298. ms may not be selected If you really mean to select this open item post or delete the modification first Full payment button Select this button to pay the net amount of the invoice in full Credit vouchers must always be paid in full A credit voucher has a negative invoice amount If you answer Y the invoice net amount is selected for payment provided the invoice is still eligible for a discount the payment date is not later than the discount date of the voucher If the discount period has expired the invoice balance amount is paid instead of the discount balance Format Button Example Select the full payment button Partial payment button Select this button to pay part of the payable 216 Passport Business Solutions Enter the following information Partial payment Save partial pmt button Exit partial pmt button Options This is the amount of the partial payment for the voucher The amount cannot be greater than the invoice balance nor can it be negative or zero Enter the amount or use the option lt F2 gt For the invoice balance When you are finishing entering this field you may enter the discount amount of select the Save partial pmt button or if you do not want to save your entry select the Exit partial pmt button Format 999 999 999 99 Example Type 800 Discount amount Options Enter the discount to take on the partial payment The discount cannot be greater than the amount
299. n For each field enter the information as follows 1 Field group Enter H if the field is part of the Header group L for the Check lines group or T for the Totals 368 Passport Business Solutions H For Header group For Lines group T For Totals Options You may also use one of the options lt F1 gt For next field on file lt SF1 gt For previous field on file To display the form as it appears so far see the section lt F2 gt titled Displaying a Positive Pay Form later in this chap ter Format One letter from above Example Type H 2 Line number Enter the line number on which this field is to be generated in the file or press lt F1 gt to the display the next field on file within this group Format Up to three digits Example Type 1 3 Column or Sequence number Options Enter the starting column in which to print this field or use the Option lt F1 gt To display the next field past line one lt F2 gt To insert a new line lt F3 gt To delete the current line Format Up to three digits Example Type 1 Your entry may not be greater than the width of the form At Field number the screen displays as follows 369 Passport Business Solutions Master information Positive pay forms XYZ Company Form ID CSV Positive pay CSV format Field group Header Line number 1 Sequence number 1 Field number U awn Conditional print Header Fields Fld Descrip
300. n You may use one of the options For the next entry in Cash accounts If there is only one lt F1 gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry lt F2 gt For the default cash account from A P Control infor mation lt F5 gt For All checks regardless of cash account F Your standard account number format as defined in Com ormat pany information Example Press lt F5 gt If you choose to show All cash accounts checks are grouped by cash account with subtotals for each cash account Each new cash account starts on a new page This allows a monthly check register to be printed for all cash accounts Starting vendor Ending vendor Options Enter the range of vendors you wish to include on the check register lt F2 gt For the First and Last vendor lt Enter gt For vendor number entered in field 2 263 Passport Business Solutions Format Up to 6 characters Example Press lt F2 gt at each field Starting check date Ending check date Options Enter the range of dates you wish to include on the check register The program does not check that these dates are earlier than the cut off date of your latest purge lt F2 gt For the Earliest starting date or Latest ending date MMDDYY for each field If the starting date was the first day of a calendar month the default for the ending date is Format the ending day of the same month oth
301. n specifying the other condition under which the field is to print Passport Business Solutions This allows printing under one condition or the other There is no way to request printing when both conditions are true Alphanumeric Numeric Date and Literal Fields The remaining fields control the appearance of data on the form The fields requested depend on the type of field you selected in Field number field number 4 There are four different types Alphanumeric fields may contain any combination of letters digits and special symbols Numeric fields only contain digits along with any decimal points minus signs or parentheses for negative numbers and commas Date fields only contain dates Check date fields may be formatted Literal fields contain text that you type Literal fields are defined by pressing lt Enter gt at Field number rather than specifying a field number Alphanumeric Fields The following two fields display for each alphanumeric field 6 Length Enter the number of characters you want to be written to the file for this field up to the maximum number shown or press lt Enter gt for the maximum length of the field Format Up to two digits 7 Justify Enter R to right justify the field or press lt Enter gt for no justification to print the characters as entered If you specify right justify the characters will be aligned with the right hand margin of the space for this fie
302. n either this selection or in Prepare payments print checks if there was one Example Type 40105 Next payment date Enter the date you expect the next payment that is the payment subsequent to the one entered in Field 1 This date is used to identify payments which you could postpone for one payment 203 Passport Business Solutions cycle without losing the discount MMDDYY The default is the same date as your previous Format entry for this field in either this selection or in Prepare payments print checks if there was one Example Type 62405 If the discount date of an invoice is earlier than the next payment date Note the invoice will be printed regardless of the cut off date entered below Cut off date The cut off date must be prior to the next payment date and may be either before or after the payment date Vouchers due after the cut off date are not included except as described below If you have many past due items this feature lets you focus on the oldest ones first e Ifthe vendor s status is Always take discount then the voucher is included on the report if it is due on or before the cut off date The discount date is ignored e For other vendors each voucher s due date is compared to the cut off date specified here If the due date is after the cut off date the discount date for that voucher is compared to the payment date If the discount date falls on or after the payment date and befor
303. n ready Then the following screen will display PIIN Process ACH and post Company 00 XYZ Company File Tools Payments and posting Cash account 1000 000 Entry period 0670172009 thru 06 30 2009 Payment date DSDS Transaction date 05701 72008 7 Last transaction number used 1103 Starting transaction number fl 104 Starting vendor number First EI Ending vendor number Last E Remittance Form ID ees E Print alignment T In character mode the following screen displays Process ACH and post XYZ Company Cash account 1000 000 Entry period 06 01 2068 thru 06 30 2008 1 Payment date Gol 2 Transaction date w Last trans used Starting trans Starting vendor Ending vendor zl Oo U A Remittance form ID 238 Passport Business Solutions The selected cash account displays in the upper right If you are using date controls the entry period from Date control displays below the cash account The date controls will determine if entry in the Payment date field is within the entry period range Payment date This is the date used to calculate valid discounts In order for the discounts taken to agree with the valid discounts shown on the Cash Requirements Report and the edit list this must be the same date as was used for those reports Options You have the following option lt F4 gt To select a date from the calendar lookup MMDDYY The payment date last entered in Cash
304. n whether the field itself contains special characters including spaces and commas When data is represented in comma delimited format it is also referred to as comma separated values abbreviated CSV Comma separate values CSV See Comma delimited Passport Business Solutions Text file A file that holds text The term text file is often used as a synonym for ASCH file a file in which characters are represented by their ASCII codes Retainage Construction contract term for the funds that are earned by the contractor for a job but not paid until some agreed upon date such as the completion of the job Supposedly this is an incentive to complete the job in a timely manner This is a percentage of a contracted job price retained from a contractor as assurance that subcontractors will be paid and that the job will be completed Multi Company Multi Company refers to the capability to do accounting functions for multiple companies with the same set of software A user wanting to do accounting functions for more than one company on PBS modules can select Define multiple companies refer to this chapter in the System Manager documentation Help Help refers to descriptions of functions which appear on the screen by pressing a designated key The Help text gives you a quick reference to the highlights of functions while you are running the application In the Graphical mode select lt Ctrl gt lt F1 gt to access help or
305. nal intent of the purchase order and distribute the expenses yourself or you can accept the distributions already present on the purchase order Distribution entries transferred in this manner may be changed or deleted in the same way as the entries you make yourself Distributions are consolidated by account number before being transferred so an entry on the screen does not necessarily represent a distinct line item of the purchase order The amount will be equal the to the total of the receivers There is no guarantee that after the transfer the amount remaining to distribute will be zero since you may have accepted delivery at a higher or lower price than you expected Transferred distributions like manually entered ones must be fully distributed before you can leave the screen If you enter a receiver number for goods received without a purchase order the transfer feature is not available P O accommodates such emergency receivings but does not distribute their expenses If Using Inventory Control If this payable is an invoice for a receiving previously posted in I C then you must distribute the payable to the account which is listed in the I C Control file as the B S liability account In order to understand why the B S liability account is used as the expense account for the payable we must first consider what occurs when receivings are posted in I C Receivings transactions in I C always debit the item s inventory account
306. ncel Exit Select memo by purchase from vendor Purch fr Invoice Purchase vendor number date Amount General Purchase from vendor alr Refeence Invoice number inne Al Pay to vendor cz EI Purchase date Sales tax Purchase oder al State Receiver number ECH Amount E lt F1 gt next vendor lt SF1 gt previous vendor From this screen you may enter edit and view memos If there are any existing memos they will display in the list box 114 Passport Business Solutions Memo List Box The list box displays up to 6 memos at a time You may sort the memos by purchase from vendor number invoice number or purchase date all in ascending or descending order Click on the column name or the arrow to the right of the column name to change the sort or use the View options Only column names in red may be sorted To locate a memo start typing a number or name depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate an item The lt F1 gt and lt SF1 gt keys are the same as the up down arrow keys Memos that display in the list box are available for changes or deletion The fields for the selected memo display in the lower part of the screen When an memo is found you may select the lt Enter gt key or Edit button to start editing Memo Buttons You may select a button for editing deleting or adding a new memo Button Keyboa
307. nd lt F2 gt Va you cannot press lt F2 gt a second time to return to prox imo terms Format 999 Example Press lt F1 gt Disc days or Disc day The first format is for vendors using day terms and is entered as the number of days within which payment must be made to take advantage of the vendor s early payment discount 1 through 999 but not greater than due days The second format is for vendors using proximo terms and is entered as a day of the month 1 through 31 but not later in the month than due day Options Enter a valid value or use the option For no discount Fields 10 11 and 12 will be SE set to zero atid Field 13 to Not applicable 138 Passport Business Solutions Format 999 The cursor does not move to this field because you Example pressed lt F1 gt at Field 9 Discount Discount amount These fields are set automatically if you pressed lt F1 gt at Field 9 or if you left Field 10 blank Otherwise enter the discount as either as a percentage in the first field of this pair or as an amount in the second e If this is a new entry the cursor moves first to Field 11 to allow entry of a percent there is no default If you press lt Enter gt the cursor moves to Field 12 to allow entry of an amount If you leave the amount as well as the percent blank there is no discount and Field 13 is skipped If you enter a non zero amount the corresponding percent is c
308. ness Solutions PRINTING A LIST OF A P ACCOUNTS Select A P accounts from the Reports menu From the screen that appears enter the following information Starting account Ending account Options Enter the range of account numbers you want to print or use the option For the lt First gt starting A P account or the lt Last gt lt F2 gt ending account F Your standard account number format as defined in Com ormat pany information Example Press lt F2 gt at each field Print comments Determines whether comments are printed or not Format Check box Example Select lt Space bar gt to insert a check mark OK or Cancel Make any needed changes then press lt Enter gt or click on OK to print the A P Accounts Edit List Click on Cancel to return to the menu 11 Passport Business Solutions Control Information This chapter contains the following topic Introduction to Control Information 2 Passport Business Solutions INTRODUCTION TO CONTROL INFORMATION The A P Control information selection contains information about the accounting set up of your Accounts Payable module This information in the A P Control File controls functions in the Accounts Payable module and supplies default values for other functions Select Control information from the A P Master information menu You must use two screens to enter control information If you
309. ng a Company information printer enter 66 lines Besides the length of the form the number of lines you enter here is determined by the setting on your printer for the number of lines per inch 347 Passport Business Solutions If printing to a laser using Windows printer we recommend in most cases that it not be more than 63 lines but this number can vary depending on the amount of top and bottom margin space determined by the Windows printer driver When designing a custom check to be provided by your forms supplier design the check in PBS first and make sure it prints consistently on all the printers that are going to print the check before sending an example to your forms supplier If printing to standard dot matrix form with only one stub plus the check then you should enter 42 lines Format Up to three digits Example Type 63 6 First stub header line or First header line Enter the first line number on which header information is to print Format Up to three digits Example Type 1 7 First stub detail line or First detail line Enter the first line number on which the check stub detail or remittance detail lines are to print Format Up to three digits Example Type 4 8 Last stub detail line or Last detail line Enter the line number on which the last line item is to print Your entry must be higher than the line number specified for field 7 Format Up to three digits Example Type 16 9
310. ng a dot matrix one stub form the standard length is 42 lines When defining a check form you specify the starting line number of the Header stub information the starting and ending line numbers of the Stub lines information the starting line number of the Stub total and Check information and the first line of the second stub for a laser check When defining each data field to be printed on the form you specify the group of the field Header stub Stub lines or Stub total and Check its line number within the group and the starting column number where it is to print The number of possible columns is determine by whether or not you use compressed printing This is determined by the setting on the Compressed print field as explained later in this chapter If it is compressed you may enter up to 132 columns If it is not compressed then enter a maximum of 80 columns Line number of a field is its print line number starting at the first line of that group For example if you specified that the Line Item information starts on line 10 of your form and ends on line 40 you are allowing for 31 lines of Line Item information The line number of a Line Item field must be between 1 and 31 Column number of a field is simply the number of spaces to the right of the left margin of the form beginning at 1 344 Passport Business Solutions ENTERING CHECK AND REMITTANCE FORMS An unlimited number of check and remittance forms can
311. ng chapters in this documentation show you how to Enter payables Enter recurring payables Print the Aged Open Items Report View a vendor s invoices Modify A P open items Print the Cash Disbursements Projection Report Print the Cash Requirements Report Prepare payments and print checks Void checks Print the various vendor history reports Purge fully paid open items Purge temporary vendors Print the Payables Distributions to G L Report Print the Purchases Discounts Report Perform year end functions Refer to the period ending and accounting year ending check lists in the Guide to Daily Operations chapter 22 Passport Business Solutions SUPPORT AND TRAINING If you have problems with this software module contact your dealer or authorized consultant For the name and location of a PBS dealer or an authorized consultant near you contact Passport Software at 1 800 969 7900 If you wish to receive support directly from Passport please call our End User Support Department at 1 800 969 7900 You can contact your own dealer for training however if your dealer does not offer training call Passport at 1 800 969 7900 23 Passport Business Solutions CUSTOM SOFTWARE MODIFICATION PBS Accounts Payable is a powerful application designed to meet the needs of business If you have specific business requirements that you would like addressed Passport Software Inc pro vides custom modification servic
312. ng entry in A P accounts This field is required even if only one vendor has been entered in Fields 4 and 5 You may use one of the options For the next entry in A P accounts If there is only lt F1 gt one entry on file the lt F1 gt and lt SF1 gt options do not appear 125 Passport Business Solutions lt SF1 gt For the previous entry lt F2 gt For the default A P account from Control information lt F5 gt For All items regardless of A P account aere Your standard account number format as defined in Company information Example Press lt F5 gt 6 Payment group This field is required even if only one vendor has been entered in Fields 4 and 5 Options Enter the payment group of the purchase from vendors whose items are to be included in the report or use the option To select All items regardless of which payment SE group if any the vendor belongs to Format 3 characters Example Press lt F5 gt Selection is on the basis of the vendor s current payment group If you have moved a vendor from one payment group to another his items prior to the change will still be selected You may leave this field blank in which case items will be printed only for those vendors who do not belong to any payment group 7 Select memo types This allows you to select the memo types that will be printed U For unposted memos only For memos that have been posted to history A For all memos Format One let
313. ng your bank via a text or CSV file of the checks that are expected to clear This file is generated in Accounts Payable during a check run If a check is received by your bank where they have not been notified via a positive pay file then they will not clear the check Remittance It is the act of sending money to a vendor to pay for merchandise or services Remittance advice It is a document sent to vendors that indicate which invoices have been paid In Accounts Payable there is a function that prints a remittance advice form when generating an ACH file A user can create a custom remittance advice form To make it a true remittance advice it should list the vouchers that are being paid Comma delimited A type of data format in which each piece of data is separated by a comma This is a popular format for transferring data from one application to another because most database systems are able to import comma delimited data Data pulled from a database and represented in comma delimited format looks something like the following Adams Jane 42 Chicago Illinois Doe James 32 San Francisco California Jones Samuel 18 Dallas Texas Smith Marlene 64 Trenton New Jersey In the example above the columns are Last name First name Age City and State Each column value is separated by a comma from the next column s value and each row starts a new line Fields may or may not be enclosed with double quotes depending o
314. ninvoiced until you have entered its receiver number here It will not normally let a purchase order be purged until all its receivings have been invoiced However it is recognized that you sometimes have to pay a bill even though you cannot locate the proper paperwork so an override capability Clear uninvoiced receivings is provided in the Purchase Order module This also handles the case if more than one receiving is required for a purchase order These requirements mean that you cannot put two purchase orders into the same memo The reverse is not true however It is legitimate to pay the same purchase order partly on one invoice and partly on another if each invoice is for a different receiving Format 999999 Banoe Does not occur in this example because not interfaced to P P O Reference Once a memo is assigned to a payable and posted the reference will be stored in invoice history and will print on different reports Enter the desired reference Format 25 characters Example Type Paid with credit card Pay to vendor Options Enter the pay to vendor number for this invoice or use the option blank Assign the pay to vendor later 117 Passport Business Solutions Format 6 characters Example Select Enter A pay to vendor is the company to person to which you are going to enter a payable and write the check You may enter a pay to vendor now or when you assign the memo to a payable distribution Sales t
315. not occur in this example because you have entered Example Days in the Terms type field Discount day Enter the last day in the month for which early payment discount is allowed This day is the day in the month following the month in which the vendor s invoice is dated The discount day must be less than or equal to the due day It is always in the same month as the due day Format 99 Does not occur in this example because you have entered Example Days in the Terms type field Discount percent Enter the discount percent given if payment is made on or before the discount day Format 99 99 Does not occur in this example because you have entered Example Days in the Terms type field Cutoff day The cutoff day is the last day of a month on which the proximo terms on an invoice apply to the next month After the cutoff day the terms apply to the month after the next one For instance suppose that the terms are specified as 2 discount if paid by the 10th of next month net due on the 31st of next month Suppose that the cut off day is specified as the end of the month Then an invoice dated on the 30th of June or before would receive a discount if paid by the 10th of July and would be due on the 31st of July 41 Passport Business Solutions The cutoff day is normally the end of the month You may press lt Enter gt to set the cut off day to Month end However you may instead enter a positive or a negative
316. nt enter its description Format 30 characters Example does not occur in this example Discount account Enter the number of the usual account you use to record purchase discounts When you use Payables you can either default to this account or enter a different account Your standard account number format as defined in Com Format j pany information Example Enter account 4070 000 15 Passport Business Solutions Distribution account Enter the number of the usual account you use to record purchase distributions When you use Payables you can either default to this account or enter a different account Your standard account number format as defined in Com Format e p pany information Example Enter account 4080 000 This account is not on file Would you like to add it This message appears only if the account you have just entered is not in the Valid G L Account file Answer N to correct an erroneous entry or Y to add the item to the file Format Yes No window Example does not occur in this example If adding a new account enter its description Format 30 characters Example does not occur in this example Aging The Aging fields are used as defaults when you print the Aged Open Items Report Age by This field controls what aging method is used in the Aged Open Items report Select Invoice date to age by invoice date or Due date to age by due date Drop down list box with a choice
317. nt Doc type Dist dte Jrnl Vchr 19 31 Invoice 1 24 05 AP0020 1061 2 350 55 1075 47 01 Discount Doc type Dist dte Jrnl Vchr 47 01 Invoice 1 27 05 AP0022 1075 125 60 1083 Aso Discount Doc type Dist dte Jrnl Vchr 2 51 Invoice 3 10 05 AP0042 1083 3 500 00 1074 70 00 Discount Doc type Dist dte Jrnl Vchr 70 00 Invoice 1 28 05 AP0022 1074 925 00 1071 5 18 50 Discount Doc type Dist dte Jrnl Vchr 18 50 Invoice 1 24 05 AP0021 1071 399 34 1085 Art Discount Doc type Dist dte Jrnl Vchr 7 31 Invoice 3 10 05 AP0042 1085 8 266 09 164 64 Cash acct Cash acct Cash acct Cash acct Cash acct Cash acct Date 03 12 2005 Time 10 49 27 XYZ Company 403 Report 0057 Page 0004 VEN DOR AIST ORY Open Open discount amount SSS Fa RSES SHES P O Jrnl Vchr Reference A P acct Discount 107 75 Discount 18 25 Discount 28 04 2000 000 Doc type Invoice 365 00 18 25 AP0019 Doc type Invoice 560 79 28 04 AP0020 Doc type Invoice Pmt Group MFG Dist dte 1 24 05 1060 Dist dte 1 24 05 1068 Dist dte 1 25 05 Jrnl AP0021 Jrnl AP0019 Jrnl AP0020 Vchr 1072 Vchr 1060 Vchr 1068 P O Cash acct 4 P O Cash acct 8 P O Cash acct A P acct Discount 33 24 2000 000 Pmt 553 98 33 24 APO020 Doc type Invoice Group 1069 Dist dte 1 24 05 TLS
318. ntry Format One letter from the list above Example Press lt Enter gt to use the default Sub type This field can only be entered if this is a Retainage due voucher type Enter one of the following Regular Regular voucher Cancellation Cancellation voucher Adjustment Retainage adjustment These voucher sub types work as described above for voucher types except that now they refer to the retainage amount now due Format Drop down list box select on of the options above Example Does not occur in this example Vendor Options Enter the vendor number for this voucher or use one of the options lt F1 gt For the next vendor on file permanent or temporary in vendor number sequence lt SF1 gt For the previous vendor For the same vendor as the previous payable entered in lt F6 gt this session This option is not available for the first entry of a session For a list of vendors You may select a vendor from the list SES In graphical mode you may also click on the lookup but ton to access the list blank To look up the vendor by name Format 6 characters Example Press lt F1 gt 86 Passport Business Solutions Looking up the vendor by name Options When blank is entered for vendor number the cursor moves to the vendor name field Enter the vendor name or just the leading characters Upper lower case is significant Entries made under a personal rather than corporate name are searched for by surn
319. ntry from this list is often easier and faster than remembering the account number or stepping through all possible entries until the right one is reached Calendar Lookup The calendar lookup provides a point and click window for finding and entering date fields In Graphical mode the calendar lookup is available via the lt F4 gt key In Character mode access the date lookup via the lt F7 gt key Menus A menu is a list of things from which something can be selected Selecting items from a menu on a computer is the way you tell your computer what you want to do The Windows and Thin Client versions of Passport Business Solutions can have three different menu types They are the Tree view Windows and Menu bar types The SCO Open Server and Linux non Thin Client versions only use the Menu bar Tree view Menu The Tree view menu is mouse enabled and can also be easily navigated using the keyboard 27 Passport s Business Solutions mM Panpa fumme Setaree Vemhas F Paha gt Deum porode F Open icme F reuge perros Prat checks end wust E Weed docu gt Hawe View vender mywcca E You end Pwrchanmg edcresies AJO accuses berg a pened Camiel infremacian i mmer The corresponds to expandable menu sections One click will open the menu selection for the application or the sub menu of a particular menu entry Clicking on the closes the menu item Viewing application menus will cause a vertical slid
320. nvalid Press lt F7 gt to change the printer You will also be prompted with the question OK to print check Select Y to print the check and N to cancel If the printer has been set up properly an Immediate Check Printing screen appears with the check amount check date and printer filled in Accept the check number or type in the correct number then press lt Enter gt The check date equals the current date and cannot be changed You may be asked to next select a Form ID if you have designed your own check and if you selected to use Form Check format to use in Control information Type the Form ID or select lt F1 gt for the next form ID and Form type or lt SF1 gt for the previous form ID and Form type If you enter the Form ID then you will be asked to enter the form type See the Check and Remittance Forms chapter for more information You will also be asked to print an alignment Print an alignment as needed The check is then printed and a message appears to that effect Then the prompt Is check just printed OK displays If you select Y then you must enter the distributions to complete the process If you answer N to the prompt Is check just printed OK the check is voided and will print on the check register as a voided check There are a series of other prompts that allow you to re print the check Then you are the prompted Print another check If you select Y then you may reprint the check If you
321. ny information information E SSC display The display name from Company information GE The phone number from Company information number SE EES The report name from Company information 431 Passport i Business Solutions maA Ed STUB HEADER STUB TOTAL AND CHECK FIELDS FIELD FIELD NAME DESCRIPTION This is the total check amount and this field is only intended for printing on the stub Do not Total amount on print this field on the check stub For a remittance form type it will print in the header or totals area depending on which field group is selected Check number Number for check or ACH being printed a Check date Date for check payment being printed This is the alphanumeric representation of the check amount For example One thousand Twenty Four Dollars and 25 100 This field and Pay amounts 2 and 3 are required fields for print ing on a check Pay amount 2 should be under Pay amount and Pay amount 3 should be under Pay amount 2 For a remittance form type the pay amount fields will print in the header or totals area depending on which field group is selected pen amount line 2 See line 32 for a description Pay amount line 3 amount line 3 See line 32 for a description This amount is printed on the check This field is required on a check and only intended to be used on the check Total amt on check For a remittance form type it will print in the header or totals area depending on which field gr
322. o access any data This report prints out memo history information providing tax paid totals and tax amounts Tax amounts are grouped together by state with totals per state and a grand total at the end Invoice number and invoice totals are provided Select Tax by state from the Reports menu The following screen appears Reports Tax by State 1 Starting state ay 2 Ending state 3 Starting invoice date 4 Ending invoice date Press lt F2 gt First Enter the following information 1 Starting state 2 Ending state Options Enter the range of states to be included on the report or use one of the options lt F2 gt For the First starting state or Last ending state Format 2 characters for each field Example Press lt F2 gt for each field Neither field is required to be a valid state number but the range should enclose at least one state 3 Starting invoice date The starting and ending dates enable you to specify a date range that will be included on the report 287 Passport Business Solutions Enter a date or use the option lt F2 gt For the Earliest starting date on file in vendor history Format MMDDYY The default is the current system date Example Press lt Enter gt 4 Ending invoice date All memos on or before this date will be included on the report Options Enter a date or use the option lt F2 gt For the Latest date on file Format MMDDYY The default is the current sy
323. o move to the next group of vouchers lt Page Up gt To move to the previous group of vouchers End To move to the last voucher Home To move to the first voucher Character Mode In character mode the following screen displays Prepare payments Select individual vouchers XYZ Company Vendor zs Voucher P O Invoice Invoice date Due date Discount date Reference Invoice amt Partials paid Invoice balance Discount bal Invoice net lt F1 gt next vendor lt SF1i gt previous vendor You may drill down to vendor history from the character screen Selecting Individual Vouchers You must first select a vendor Enter the following information 215 Passport Business Solutions Vendor Options This is the vendor number for the voucher Enter the number or use the option lt F1 gt For next vendor lt SF1 gt For the previous vendor Format 6 characters Exam ple Type 200 Select Voucher The open item vouchers display in the upper list box This is the voucher number to be selected The voucher number entered must match a voucher for this vendor in the A P Open Item file If the voucher has been previously deferred the type of deferral is displayed Options Enter the number or use one of the options lt F1 gt or Next voucher for this vendor Down arrow EE For the previous voucher for this vendor arrow Vouchers for which there is a modify transaction on file in Open ite
324. o permanently defer a disputed invoice until such a dispute is resolved Select Defer vouchers from payment from the Prepare payments menu From this screen you can access Vendor History information using the Drill down feature This feature is explained in the PBS System manual A screen appears for you to enter the following information Vendor This is the vendor number for the deferral After you enter a valid vendor number the vendor name terms and payment group are displayed 6 characters The default is the same vendor as on the pre Poemat vious deferral if any Example Type 100 Voucher Options This is the number of the voucher to be deferred from payment The voucher number entered must match a voucher for this vendor in the A P Open Item file If the voucher has been previously deferred the type of deferral is displayed Enter the number or use one of the options lt F1 gt For this vendor s next voucher lt SF1 gt For this vendor s previous voucher Format 999999 Example Type 1188 The information for the voucher now displays and the screen looks like this 220 Passport Business Solutions Prepare Payments Defer vouchers from payment XYZ Company Vendor 160 Vermont Metal Products Terms tenth Pay grp MFG Voucher 1188 EO ae Invoice 34145 Invoice date 4 16 08 Due date 5 16 08 Discount date 5 10 08 Reference Invoice amt 4 523 61 Partials paid 2 000 00 Invoic
325. o the A P Distribution to G L file as they were entered The accounts payable account and the A P Open Item file are not affected Posting Cancellation Vouchers For a cancellation voucher type C the posting program searches for a voucher in the A P Open Item file and the Vendor History file that matches the cancellation voucher s invoice number voucher number and amount If a match is found that voucher is deleted from the A P Open Item file and the Vendor History file the Vendor file purchases year to date field is reduced by the amount of the invoice and distributions for the cancellation voucher are posted with their signs reversed to the A P Distribution to G L file If no match is found the cancellation voucher and its distributions are ignored Posting Retainage Now Due Vouchers Skip this section if not using Job Cost For a retainage now due voucher type D there are three possibilities the voucher may be entered as a regular voucher a non A P check voucher or a cancellation voucher e A regular retainage now due voucher is posted as a new voucher to the A P Open Item file This is when the retainage portion of the earlier invoice finally becomes a regular voucher subject to the usual accounts payable aging The voucher amount is posted to the A P Dis tribution to G L file as both a debit to the retainage payable account and a credit to the accounts payable account There are no other distributions e Anon A
326. of Invoice date or Due Format EES Example Select Invoice date Number age days period n These fields allow you to describe up to four age brackets for use in the Aged Open Items Report n represents a number from 1 to 4 Days must be entered in ascending sequence Only the upper limit of each bracket is entered since the lower limit is implied by the upper bound of the preceding bracket The lower limit of the first bracket is not entered explicitly If aging by invoice date the lower limit is assumed to be zero that is you cannot pay a bill before you receive it If aging by due date it is assumed to be minus infinity that is you can pay your bills as long before their due date as you want 16 Passport Business Solutions Negative values are allowed but are meaningful only if you age by due date This lets you distinguish payments that are made just on time from those that are imprudently early 999 is used by convention for the upper limit of the oldest bracket This does not imply that there is a fifth bracket of 1000 days and over Anything older than 999 days is forced into the last bracket e Ifyou want fewer than four brackets enter 999 at Number age days periods 2 and 3 e Do not use a lesser value than 999 for the last bracket unless you want items older than that not to appear on the report at all Options Enter the upper limit of each aging period or use the option For an upper
327. of vendor numbers you wish to include on the report You may also use the option lt F2 gt For the First starting vendor or Last ending vendor 6 characters There is no default in character mode In Format graphical mode the default is First and Last respec tively Example Press lt F2 gt at both fields Print comments Your answer here determines whether comments will be printed Check box where checked is yes and unchecked is no Format The default is unchecked Example Check the box Make any needed changes Upon pressing lt Enter gt with this field blank the Purchasing Addresses list will be printed 77 Passport Business Solutions Ezz Payables This chapter contains the following topics Introduction to Payables Net ERAN bs idcuannus isar Expense Distributions 22 0 0 0 00 o econ eee ees EE Memos a gi essa eech Printing an Edit Lost EEN Memo eC NN eeh 78 Passport Business Solutions INTRODUCTION TO PAYABLES Payables are entries requiring payment There are one time only payables and payables that recur periodically like a monthly payment For each payable to be paid a voucher is created There is a voucher number which identifies each single payment Although the dictionary says that a Voucher is as much a physical document as a receipt or a check Passport does not use the word in this sense A voucher in this module is exclusively an internal record in the co
328. oice twice Format 15 characters Example Type AG22401 If this is a cancellation voucher enter the same invoice number as you did on the original voucher It is strongly recommended that you always make the invoice Note number unique for each voucher entry per vendor Invoice date The invoice date and the vendor s terms recorded in the Vendor file are used to automatically calculate the due date and the discount cut off date for this voucher This field cannot be entered for an Adjustment to Distribution Voucher type transaction Options You have the following option lt F4 gt To select a date using the date lookup MMDDYY The default is the date entered in the Distrib Format date field except for an immediate check voucher whose default is the current date Example Press lt Enter gt 92 Passport Business Solutions Invoice amt Enter the invoice amount For a vendor s invoice or debit memo enter the amount as a positive number For a vendor s credit memo enter the amount as a negative number Options If the voucher is for retainage now due and the Vendor History file is being used and an invoice with a non zero retainage amount is found there for the invoice number and vendor number entered you may use this option lt F2 gt For the retainage amount from the invoice If you are interfaced with Purchase Order and you entered a purchase order number and at least one receiver n
329. oices with open retainage amounts will be purged Format One letter either Y or N The default is N Example Press lt Enter gt for the default 5 Purge voided checks or 6 Purge voided checks It will be field number 6 when using Job Cost with retainage Otherwise the field number is 5 Answer Y if you only want to purge voided checks only Answer N to purge invoices for both regular and temporary vendors Format One letter either Y or N Example Answer N Purging History for Multiple Vendors If you selected more than one vendor in fields 2 and 3 then the following fields will appear 4 A P account This field only appears if more than one vendor is selected Options Enter the A P account number to be included in the purge This must be an existing entry in A P accounts You may use one of the options For the next entry in A P accounts If there is only one lt F1 gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry Your standard account number format as defined in Com pany information Example Press lt F5 gt Format 5 Payment group This field only appears if more than one vendor is selected Options Enter the payment group of the vendors whose items are to be included in the purge or use the option 284 Passport Business Solutions To select All items regardless of which payment group SE if any the vendor belongs to Se
330. ol Information appears in the heading Menu Options From this screen you can access additional information by selecting the Options menu and then selecting View Open Items Viewing Vendor Invoices or Vendor notes Also you may also select the Print menu to print reports such as Vendor by vendor number and Vendors by vendor nameVendor by name When you select the Contacts menu you may add or edit contacts for the selected vendor Enter the following information Vendor Alphanumeric vendor numbers are allowed e Ifyour numbers are alphanumeric be aware that lower case is accepted but converted to upper Embedded spaces are not removed Thus ABC is the same vendor as abc but dis tinct from ABC In addition vendor 12A will appear before 2A on sorted reports not after Passport does not recommend that you use vendor numbers with leading spaces because they are stored in the file before temporary vendors temporary vendors are explained on the next page 33 Passport Business Solutions e If your numbers are completely numeric with no alphabet characters leading zeroes are stripped off and sort order is based on the numeric value Thus a vendor entered as 0012 is the same as 12 In addition vendor 12 will appear after vendor 2 not before An ampersand amp next to the vendor number indicates that there is a note on file for this vendor Vendor lookup by name Character Mode Options If you c
331. om the following options For the next page of vouchers for this vendor if there lt Fl gt is one For the previous page of vouchers for this vendor if aii there is one Vendor info To see more information about this vendor details tab below lt F6 gt To view or enter notes for this vendor View dis Select this button to view the history of the distributions tribution his for the selected voucher See View Distribution tory History Vendor Info tab For more information on the vendor rather than his open items select the Vendor info tab This tab looks something like the following for Vermont Metal Products 182 Passport Business Solutions General Address 410 PinecrestRoad Vendor s ref 8 12769 Suite 100 aa Vendor status Always take disc Newton MI 12345 0453 Fed ID 127 65 9821 Individual Contact 1 John Smith Phone 1 802 445 9134 Current balance 13 994 79 Contact 2 Howard Brice Phone 2 802 445 9136 Last purchase date 047297200 Tems tenth Terms type Days Last payment date 05 01 20 Cutoff dy Discday 5 Last payment amount 2084 Duedayf 5 Disc pet 2 75 Last payment number 1103 PTD YTD Last Year Purchases 110 623 17 3 00 Discounts 2 034 92 3 00 Payments 104 461 66 f w Memos 1 689 75 376639 Ir mm Select the General tab to return to the view open item screen Vendor Notes You may have any number of dated notes for a vendor Using character mode for details on en
332. ompany 1 Starting date SFF 2 Ending date 3 Starting vendor 4 Ending vendor 5 A P account 6 Payment group 7 Select memo types lt F2 gt Earliest Enter the following fields 1 Starting date The starting and ending invoice dates enable you to specify a date range that will be included on the report Enter a date or use the option lt F2 gt For the Earliest starting date on file 124 Passport Business Solutions Format MMDDYY The default is the current system date Example Press lt Enter gt 2 Ending date All memos before or on this date will be included on the report Options Enter a date or use the option lt F2 gt For the Latest date on file Format MMDDYY The default is the current system date Example Press lt F2 gt 3 Starting vendor 4 Ending vendor Options Enter the range of purchase from vendor numbers to be included on the report or use one of the options lt F1 gt For the next vendor on file lt SF1 gt For the previous vendor For the First starting vendor number or Last end lt F2 gt ing vendor number Format 6 characters for each field Example Press lt F2 gt for each field Neither field is required to be a valid vendor number but the range should enclose at least one vendor 5 A P account Enter the A P account number for the purchase from vendor that you want to restrict the report to This must be an existi
333. omputer crash should occur while running Get distributions simply restore your backup and repeat the procedure Once Get distributions has been run print a General Journal Entry Edit list and compare this report with the Payables Distribution to G L Report to verify that all debits and credits have been transferred The debits and credits will only be comparable if you have purged the distributions each period If you have not purged the A P Distribution file in a previous period then the reports will not be comparable Another choice is to Back up your data files 2 Run G L Get distributions specifying that distributions are not to be purged Run A P Distributions to G L specifying that the file is to be purged and only interfaced dis tributions are to be purged 4 Print the General Journal entry Edit List The debits and credits printed on the edit list should be comparable to the debits and credits on the Payables Distributions to G L report provided that you have followed this procedure each period If you have not purged the Distribution file in a previous period then the reports are not comparable 304 Note Passport Business Solutions If you specify that distributions are not to be purged by Get distributions and you run Get distributions again you will not transfer the same dis tribution from A P to G L more than once Get distributions prevents this If after step 2 in the alternate procedure above yo
334. on a check or ACH run until selected again at some later time Select Clear selections deferrals from the Prepare payments menu The following screen appears Prepare payments Clear selections deferrals XYZ Company 1 Clear temporary deferrals D 2 Clear partial payments 3 Clear full payments Enter the following information 1 Clear temporary deferrals Your answer determines whether all vouchers temporarily deferred from payment are set back to their regular unselected and undeferred status If they are not cleared they remain temporarily deferred Format One letter either Y or N The default is N Example Press lt Enter gt 2 Clear partial payments Your answer determines whether vouchers previously selected for partial payment are returned to their unselected status If not they remain selected Format One letter either Y or N The default is N Example Press lt Enter gt 3 Clear full payments Your answer determines whether vouchers previously selected for full payment are returned to their unselected status If not they remain selected Format One letter either Y or N The default is N 222 Passport Business Solutions Example Press lt Enter gt Field number to change Make any needed changes then press lt Enter gt There will be a period of processing as selections and deferrals are cleared In order for a change to occur you must respond Y to at least one of
335. on file in invoice number order lt Down or any of the optional sorts available arrow gt lt SF1 gt or For the previ transaction on fil lt Up arrow gt or the previous saction on file 270 Passport Business Solutions lt Page Down gt For the next group of transactions lt Page Up gt For the previous group of transactions lt End gt For last transaction lt Home gt For first transaction Vouchers and memos that display in the list box are available for viewing only The fields for the selected voucher display in the lower part of the screen If there are no data in history for the selected vendor then the lower list box will not display anything Lower List Box The lower list box contains the transactions associated with the invoice or check selected in the upper list box Options Within the lower list box at the top of the screen you have the following options to locate an existing invoice lt F1 gt or For the next transaction on file in invoice number lt Down order You may change the sort order from the View arrow gt menu lt SF1 gt or 7 lt Up arrow gt For the previous transaction on file Page For the next group of transactions Down gt group lt Page Up gt For the previous group of transactions lt End gt For last transaction lt Home gt For first transaction Vendor Info At any time you may select the Vendor info tab See the Vendor info section below View Distri
336. on request for all or selected vendors This report is useful in determining which vendors items to pay It shows past and current items due with any valid discounts It also shows items not yet due but on which the discount would be lost if they were not paid before the next anticipated payment date Manual Payments and Modifications A P handles manual payment of open items already entered as regular vouchers A manual payment is a payment made using a handwritten check instead of a computer printed check You can also modify due dates discount dates and discount amounts for existing open items Payment Preparation A very flexible payment preparation procedure is provided In the group selection mode all current and or past due items can be selected for payment at once You can also choose to pay items whose discount would be lost if not paid prior to the next payment date You can select for payment individual invoices or all invoices for a specified vendor or you can defer them from payment Partial payments can be made on any open item A Pre Check Writing Report can be printed showing all selected vouchers and what the payment amounts plus discounts are so that any needed adjustments can be made prior to actually printing checks Check Printing At any time after payment preparation has been done A P checks can be printed For COD and other special cases A P may write the check immediately on entry 12 Pas
337. one of the following options lt F1 gt For the amount remaining to distribute To toggle between entering the amount as a percent or SES as a dollar amount If you have selected to use retainage in the Job Cost Control file this amount includes the retainage amount A negative amount is accepted but a zero amount is only accepted for the purpose of deleting an existing distribution when processing an existing voucher 999 999 999 99 for amount Format 99 99 for percent Pampi This screen does not occur in this example because you P are not interfaced to J C Quantity This field appears only for job distributions If there is a unit connected with the cost item such as BDFT board feet or SQYD square yards you can enter the quantity of these units for this distribution If there is no unit connected with the cost item this field is skipped Format 99 999 999 99 This screen does not occur in this example because you Example are not interfaced to J C Reference This field appears only for job distributions Enter any reference or comment you want to make for this distribution This reference is passed to the Job Cost module and does not remain in the Accounts Payable module Format 25 characters 107 Passport Business Solutions This screen does not occur in this example because you rampie are not interfaced to J C Retainage This field cannot be entered if the Job number field is blank o
338. one or more related records A data file is often referred to simply as a file without the word data Each file is kept separate from other files on the disk Passport Business Solutions There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User documentation mean data file unless specifically stated otherwise Enter To enter means to record in the computer For example in A P vendor names and addresses must be entered into the A P Vendor File and purchases must be entered into a transaction file Post To post means to take payables transactions from a temporary file and move them to a permanent file where other transactions probably already exist For example in A P purchases from vendors are initially entered into a temporary transaction file After payables transactions have been entered and verified as correct they are posted to the permanent A P Open Item File Often during transaction posting information in other data files is also updated For example in A P when payables are posted the account balance and historical figures in the Vendor File are also updated Register A register is a formal report of transactions approved for posting Registers should be retained like journals are retained in a manual accounting system ABA This is an acronym for American Bankers Association The ABA is a free tr
339. only checks only For check processing only both checks i and ACH For processing both ACH and checks Format Drop down list box Example Select checks only The check processing is documented here ACH File Processing is explained further down in this document Pre notification ACH Processing and Printing Checks The ACH pre notification statuses are defined in the Direct Deposit Processing Introduction section from the appendix Implement Positive Pay and ACH The following occurs when you select to print checks and generate an ACH file both on the same run in relation to the pre notification status on the vendor record e Ifthe vendor pre note flag is set to no an ACH record is generated and no check is printed for this vendor e Ifthe vendor pre note flag is set to yes a check is printed and no ACH record is generated for this vendor The following occurs when you select to print checks only in relation to the pre notification status on the vendor record e Ifthe vendor pre note flag is set to no the vendor s payables will not be processed e Ifthe vendor pre note flag is set to yes a check is printed and no ACH record is generated for this vendor The following occurs when you select to process ACH only in relation to the pre notification status on the vendor record e Ifthe vendor pre note flag is set to no the vendor s payables will be processed e Ifthe vendor pre note flag is set to yes the payables will not be pr
340. only ee one entry on file the lt F1 gt and lt SF1 gt options do not 193 Passport Business Solutions appear lt SF1 gt For the previous cash account lt F2 gt For the default cash account from Control information Your standard account number format as defined in Com Format pany information Example Press lt F2 gt If you are using positive pay and the account you select is set up for positive pay in Banks when you post a positive pay file will be generated 2 Check number Enter the check number used to pay the open item Format 999999 Example Type 104 3 Check date Enter the check date for the check used Format MMDDYY The default is the system date Example Press lt Enter gt 4 Amount paid Enter the full amount paid including any discount taken It must have the same sign as the invoice balance and cannot be greater than the invoice balance This field is a replacement for not an adjustment to the corresponding field of the original open item If you had entered 132 45 by mistake for 123 45 your entry here should be 123 45 not 9 00 Format 999 999 999 99 Example Type 5000 5 Disc taken Enter the amount of the discount taken The discount taken cannot be more than the amount paid nor have an opposite sign from the amount paid Format 99 999 999 99 Example Press lt Enter gt for no discount taken 194 Passport Business Solutions Check amt Th
341. only to let you know the 1099 year ending date in A P Control information This date has no effect on what is being reported It is the Year end field that determines which year s data is printed In Character mode Any change Answer Y to re enter the screen or N to continue The brief report will be printed Printing a full 1099 report If you unchecked no the Print 1099 forms field in Control information this selection is not available This report is the same as the brief report but also shows the full vendor address See Printing a brief 1099 report If you want a break down by type see the Printing a 1099 MISC Report List section Select Full 1099 Report from the Year end menu The following screen appears 328 Passport Business Solutions Year end Full 1099 report XYZ Company Starting vendor number Ending vendor number Ne 3 Minimum 1099 reportable amount required for boxes 1 3 6 7 10 and 153 4 Minimum 1099 reportable amount required for boxes 2 and 8 5 Print all vendors 6 Year end Control information 1099 year end 2009 lt F2 gt First 1 Starting Vendor number 2 Ending Vendor number Options Enter the range of vendors by number to include on the report You may also use the option lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters each Example Press lt F2 gt for each field 3 Minimum 1099 reportable amount
342. ontact on file for this vendor 53 Passport Business Solutions lt SF1 gt For the previous contact on file for this vendor lt F3 gt To delete the displayed contact for this vendor Format 9999 Example Type 3 Name Enter the name of this contact Format 25 characters Example Type George Smith Title Enter a description of the position title of this contact Format 20 characters Example Type Authorizer Address 1 Address 2 Address 3 Options Enter the address of your contact At Address 1 you can use the option To set the Address 1 through Telephone fields to the lt F1 gt E corresponding values from the vendor record 25 characters for line 1 Format 30 characters for lines 2 and 3 Type 37 Primrose Path for line 1 Example Press lt Enter gt for line 2 Press lt Enter gt for line 3 City Enter the city for this contact Format 15 characters Example Type Newton Corner 54 Passport Business Solutions State Enter the state for this contact The content of this field will be automatically forced to upper case Format 2 characters Example Type VT Zip code Enter the zip code for this contact Format 10 characters Example Type 12345 6789 Country Enter the country for this contact The content of this field will be automatically forced to upper case Format 3 characters Example Press lt Enter gt Phone Enter the telephone number for this contact F
343. open introduction to purge open introduction to view open modifying open 30 179 247 317 421 419 182 100 277 216 279 276 269 19 393 434 163 188 290 179 189 view invoices more information about 279 open items defined view open 12 items detail aged open 391 items information open 183 items on report show deferred 224 items past aging date including 174 items purge report fully paid open 408 report items report defined aged open 12 J Job Cost with retainage payable if using127 Job Cost distribution without 101 Job Cost distributions with 103 K key terms 2 L label return address 26 labels print vendor 63 laser alignment 332 laser printers number of remittance copies 241 print checks and post alignment of 235 print checks and post number of copies235 last check amt 50 last check date 50 last date 140 last vchr 140 last voucher number 19 Ledger account defined General 5 Ledger defined General 4 Ledger when using PBS General 21 line fields positive pay 439 line item fields check and remittance 434 line number of a field check and remit 344 tance form definition lines and columns check and remittance 344 form definition list of A P accounts printing 11 list of purchasing addresses printing 77 list A P voided checks edit report 399 list printing a check or remittance forms 360 list printing positive pay forms 377 list recurring payables auto
344. option lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters each Example Press lt F2 gt for each field 3 Minimum 1099 reportable amount required for boxes 1 3 6 7 10 and 15a Enter the minimum cut off or select the lt Enter gt key to use the default If any 1099 amounts are above the reportable amount a 1099 MISC forms will be printed for the vendor whose YTD amounts for boxes 1 3 6 7 10 and 15a are equal to or more than this amount Format 9 999 999 999 99 Example Select lt Enter gt The default amount is 600 4 Minimum 1099 reportable amount required for boxes 2 and 8 Enter the minimum cut off or use the lt Enter gt to key to select the default 1099 MISC forms will be printed for vendors whose YTD amount for boxes 2 and 8 are equal to or more than this amount Format 9 999 999 999 99 Example Select lt Enter gt Passport Business Solutions The default amount is 10 Note Boxes 4 10 13 14 15b 16 and 18 do not have a minimum amount 5 Payor s phone number Enter a phone number where the IRS can reach you 15 characters The default is your corporate phone number Format from Company information Example Press lt Enter gt Field number to change Select a field number to make changes or select lt Enter gt to continue Please mount 1099 forms on printer Type DONE when ready Mount the 1099 MISC forms on the printer
345. or For the next purchasing address on file regardless of SE vendor lt SF1 gt For the previous purchasing address lt F2 gt For the next vendor on file whether or not there is any purchase address on file for this vendor lt SF2 gt For the previous vendor Format 6 characters 73 Passport Business Solutions Example Type 300 Upon selection of a valid vendor number its vendor name displays adjacent to it In character mode if lt F1 gt or lt SF 1 gt is used to locate an existing entry that entry s information displays on the screen and the cursor moves to Field number to change Otherwise the cursor moves to Field 2 Location Location number Enter a number to identify this purchase location Location code is required Each one of a vendor s locations must have a different location number but the same location number can be used for different vendors if desired In graphical mode if the number of an existing location is entered then this message displays Purchasing address already on file Would you like to change it Select Yes to edit the record or No to return to the field to enter a different location number In character mode if the number of an existing location is entered that entry s information displays on the screen and the cursor moves to Field number to change Otherwise the cursor moves to Field 3 Format 5 characters Example Type 1 002 Location name Options Lo
346. or Format 6 characters for each field Example Press lt F2 gt at each field Purging History For One Vendor The remainder of the screen displays upon entry of Field 3 If you have entered a single vendor i e Field 3 is the same as 2 continue as shown below If you have entered a range of vendors continue at Purging History For Multiple Vendors 4 Invoice number This field appears if only one vendor is selected Options Enter the invoice number to purge or use the option lt F5 gt To purge All this vendor s invoices blank See explanation for blank in paragraph below Format 15 characters Example Press lt F5 gt You may leave this field blank which purges only those transactions for this vendor which do not have an invoice number All payable types except adjustments require an invoice number 5 Purge invoices with open retainage This field only appears if you are interfaced with Job Cost and when using payables retainage An invoice may be fully paid but associated with it there may be an open retainage amount which has not been paid If you were to purge such an invoice you would lose the fact that there is an open retainage amount If this is how you keep track of open retainage amounts press lt Enter gt for N Fully paid invoices with open retainage amounts will not be purged 283 Passport Business Solutions If you track open retainage amounts some other way answer Y Fully paid inv
347. or number in the purchase from vendor field then an entry is required for this field Enter the purchase from vendor s invoice number or use one of the options lt F2 gt For the next unassigned memo record on file lt SF2 gt For the previous unassigned record on file If this invoice number has already been used for this vendor you see a warning message showing the dollar amount and whether it is already in the Vendor History file means already 110 Passport Business Solutions posted or Payables file means not yet posted This protects you against paying the same invoice twice Format 15 characters Example Type SYT700 It is strongly recommended that you always make the invoice number unique Note for each voucher entry per vendor Purchase date Enter the date on the purchase from vendor s invoice or the date you made the purchase Format MMDDYY The default is the today s date Example Press lt Enter gt Purchase order Enter the purchase order number that authorized the purchase from the purchase from vendor This field is optional but you should not omit it for purchase orders processed by the Purchase Order module It is recognized that even if you interface to P O you may be paying on a hand written purchase order that never went through the P O module A purchase order number is accepted after a warning even if that number is not on file in P O However if it is on file it cannot be for a
348. or the Direct Deposit processing bank There are two types of banks ACH only and Company ACH ACH Bank An ACH bank is for vendors and employees if you are using ACH direct deposit processing in Payroll Multiple vendors and employees may bank at the same location That is why the bank information for Direct Deposit processing is entered in a central location 422 Passport Business Solutions Company ACH Bank The company bank is your processing bank There must be at least one company bank Each company bank must have a unique bank account number A company bank can also be an ACH bank as one or more of your vendors may bank at the same location as your company For information on entering a bank see the System User manual chapter Banks Step 2 Create a Remittance Form A remittance advice form is printed and sent to your vendor to let them know that a payment has been made During the Print checks and post payment process you will be prompted to select a remittance form of your own design You may design your own remittance or copy a check or other remittance form and modify it to become the design that you want Please see the Check and Remittance Forms chapter for more information on creating a remittance form For a description of each selectable field see the Check and Direct Deposit Remittance Form Fields appendix Step 3 Edit Cash Accounts You must enter in Ctl Cash accounts the transaction number for proc
349. or vendor number Format 9 Example Type 1 Starting vendor name or Ending vendor name or Options Enter the range of vendors to include on the report lt F2 gt For the First starting vendor or Last ending vendor To toggle between entering a corporate name or a per lt F3 gt P3 sonal name only if entering by name When entering a vendor number 6 characters at each field When entering a corporate name Format 25 characters at each field When entering a person s name 10 characters first name 14 characters surname Example Press lt F2 gt for each field 3 For vendor type Options Enter a vendor type to restrict the labels to vendors of that type or use the option lt F5 gt For All vendors regardless of vendor type Format 3 characters Example Press lt F5 gt 64 Passport Business Solutions Note that leaving this field blank results in labels for only those vendors that do not have any vendor type This is not the same as requesting All vendors 4 For A P account Options You may restrict the labels to those vendors with a specified A P account number The account must already be on file in A P accounts Enter an account number or use one of the options lt F2 gt For the default A P account from Control information For the next entry in A P accounts If there is only one lt F1 gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1
350. ormat 25 characters Example Type 555 777 1236 for voice phone Fax Enter the Fax telephone number for this contact Format 25 characters Example Type 555 777 1237 for Fax phone Email Enter the email address of this contact This email address is used when emailing purchase order documents if you selected the contact as the default contact in the vendor record Default contact field There is a setup procedure for emailing forms Please see the Administration documentation appendix Email Configuration for more information 55 Passport Business Solutions Format 60 characters Example Type GeorgeSmith vermontmetal com Auth If applicable enter the code which the vendor has provided you in order to confirm that you have the authority to order goods from this vendor Format 20 characters Example Press lt Enter gt Email documents If you want to use a vendor contact when emailing P O purchase PDF files put a check mark in the check box You may select more than one contact for emailing documents however the contact marked as the default in the Default contact vendor field will be the default There is a setup procedure for emailing forms Please see the Administration documentation appendix Email Configuration for more information Format Check box Example Select lt Enter gt to not check the box To close the contact window and return to the vendor record press lt Esc gt 56 Passport Bus
351. ormation Do this by selecting the Close a year for 1099 s function Each vendor who gets a 1099 MISC form whether the minimum reportable amount has been met or not will have their 1099 amount YTD set to the 1099 amount next year The 1099 amount next year is then set to zero When this has been done for all applicable vendors the 1099 year ending date in Control information is incremented by one The 1099 year ending date in Control information is used by various func Note tions to update the right 1099 amount field in the Vendor file If this date is set incorrectly incorrect 1099 amounts are accumulated Select Close year for 1099 s from the Year end menu The following screen appears 338 Passport Business Solutions Em Are you sure you want to do this Answer Y to continue or N to cancel this function If you answer Y there will be a period of processing as files are updated You will be notified when this has completed press lt Esc gt to return to the menu No report is produced by this selection Format One letter either Y or N The default is N Example Press lt Enter gt for the default 339 Passport Business Solutions Check and Remit tance Forms This chapter contains the following topics Introduction to Check and Remittance Forms LEE Entering Check and Remittance Home Displaying a Check and Remittance Form Printing a Check an
352. ormation ie Company address 2 Address 2 from Company information Company address 3 Address 3 from Company information eo Company bank Bank name from Bank file name 7 Company bank Bank account number from Bank file account number Company bank E ABA number Bank ABA routing number from Bank file pfs ompany phone The phone number from Company information number 11 Total number of Total number of checks in the check run checks Total check Total amount of the checks in the check run amounts 13 Tot al number of Total number of voided checks in the check run voided checks 441 I n d ex A P control file 18 A P open item file 19 A P voided checks edit list 399 EES 2 A P voided checks register 400 1099 exception report magnetic 416 A P setting up 20 1099 forms printing 330 333 ABA defined 8 1099 information review and enter 319 about open items view invoices more 279 1099 MISC info screen 319 information 1099 report account print checks and post cash 228 brief format 414 account process ACH and post cash 237 full format 415 account defined General Ledger 5 printing brief 326 account number printing full 328 defined 5 1099 reporting accounting requirements 319 defined 2 1099 Misc report list printing a 325 accounting defined double entry 6 1099s accounts file close year for 338 A P 18 producing magnetic 333 cash 18 A valid g l 18 A P 2 accounts payable how to use 22 data files 18 A P accounts defined 2 18 enter
353. ot available For each vendor who gets a 1099 this report shows the individual 1099 Miscellaneous types and amounts reported by vendor number Select 1099 Misc reporting list from the Year end menu A screen like the following will appear Year end Print 1099 MISC information XYZ Company 1 Year end 2007 2 Starting vendor 3 Ending vendor lt F2 gt 2007 Year end Enter the year for which you are reporting 1099 information The default year is taken from the 1099 year ending date field in A P Control information Format 4 digits Example Select lt Enter gt key Starting Vendor Ending Vendor Options Enter the range of vendors by number to include on the report You may also use the option 325 Passport Business Solutions lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters each Example Press lt F2 gt for each field In Character mode Field number to change Make any needed changes then press lt Enter gt to print the report Printing a brief 1099 report If you unchecked no the Print 1099 forms field in Control information this selection is not available For each vendor who gets a 1099 this report shows only the vendor number name vendor s TIN Taxpayer Identification Number calculated 1099 amount total override 1099 amount total the first line of the vendor s address and the first of the vendor s two phone number
354. otals The following tab displays General Terms Accounts Totals Current balance 00 PTD YTD Last year Purchases o 09 fo 00 00 Discounts D m9 Payments Ir o D Ir o Memo purchases 08 fo 00 08 Last purchase date l None Last payment 8 l 0 1099 amount year to date 00 Last payment date Il 1099 amount next year 00 Last payment amount l 00 The fields on this tab are automatically updated as posting occurs You do not change these fields either for new or existing entries except for setting up your files following installation of the A P module All these fields are protected from changes Current balance Displays the current balance owed to this vendor Format 9 999 999 999 99 Example Use default of 00 Purchases Discounts Payments Memo purch These four fields constitute the rows of a four by three table whose columns are the period to date year to date and prior year amounts for this vendor In each field the cursor moves through all three subfields in turn Within any field use lt Up gt and lt Down gt to move from one subfield to another 48 Passport Business Solutions The entire table is historical information updated automatically and is meant primarily for informational use You would not normally change or enter any of these fields Format 9 999 999 999 99 at each subfield Example Use default of 00 Last purchase date This is the date of the last purch
355. ote field or you can run the Pre note ACH file and report again which has an option to update one or more vendors from the Pre note status to the normal status For more information on running this utility see the A P Pre note ACH File and Report section in the Vendors chapter Normal ACH Check Run With an ACH normal status the vendor s next selected voucher s will be included in the generated ACH file during Print checks and post Send this file to your bank where it will be processed so that payments are sent to your vendor s bank electronically Vendor Additions or Bank Changes Following Initial Setup Your bank may require the vendor go through the pre notification process each time a change is made to the bank or bank account number If there are subsequent changes to the vendor bank information and you made those changes the status will again default to pre notification When you must make changes to the vendor bank information or if you are adding a new ACH vendor you should go through the following steps Changed or New Direct Deposit Vendors First do these data entry steps a Review the information received from the vendor regarding their bank account and account type b Determine if the vendor s bank is set up in CTL gt Banks If not assign new bank codes c Go into the vendor s record screen 3 for ACH processing and enter the bank code bank account number and account type During the entry the pre notification sta
356. other transfers of the Software are permitted without the prior written consent of Passport Software Inc Licensee shall not export or re export directly or indirectly including via remote access the Software Documentation or other infor mation or materials provided by Passport hereunder to any country for which the United States or any other relevant jurisdiction requires any export license or other governmental approval at the time of export without first obtaining such license or approval from Passport It shall be Licensee s responsibility to comply with the latest United States export regulations and Licensee shall defend and indemnify Passport from and against any damages fines penalties assessments liabilities costs and expenses including reasonable attorneys fees and court costs arising out of any claim that Software Documentation or other information or materials provided by Passport hereunder were exported or otherwise accessed shipped or transported in violation of applicable laws and regulations Licensee shall comply with all laws legislation rules regulations and governmental requirements with respect to the Software and the performance by Licensee of its obligations hereunder of any jurisdiction in or from which Licensee directly or indirectly causes the Software to be used or accessed In the event that this Agreement is required to be registered with any governmental authority Licensee shall cause such registration
357. ou can create an account number with up to four segments or many combinations of the four If all four segments are used the first two segments are reserved for cost centers the third segment is always the main account number and the fourth segment is always the sub account number An account number must consist of at least one segment Refer to the Company Information chapter in the PBS Administration documentation for complete information on Account Number structure Distribution As used in Passport Accounts Payable distribution means either e The act of allocating amounts such as purchase or disbursement amounts to G L accounts or e An amount allocated to a G L account For example when you purchase office supplies on credit you enter information into the computer about how much you owe to whom you owe it and when it is due In addition you distribute allocate the amount of the purchase to your G L Accounts Payable account and to your G L office supply expenses account The Passport A P module collects all distributions to G L accounts and prints a report summarizing these distributions These distributions can be automatically transferred into Passport General Ledger if you use it Debit and Credits In addition to handling a particular area of accounting as described above such as accounts receivable or accounts payable each Passport module also keeps track of the effect of those transactions on G L For example wh
358. oucher number last 19 voucher adjustment to distribution 81 voucher cancellation 80 voucher non A P check 81 voucher regular 79 vouchers entering 83 for immediate check 98 from payment defer 209 partially paid 80 posting 127 posting adjustment 128 posting cancellation 128 posting non A P check 127 posting regular 127 posting retainage now due 128 select group of 209 select a group of 211 select individual 209 214 selecting 209 vouchers from payment defer 219 vouchers select 216 W when mag media processing is complete 337 when using PBS General Ledger window organization of distribution writing report report pre check X XDBC Y year end introduction to year for 1099s close year close a your site 1099 fields applicable for 21 102 398 317 338 318 319 21
359. ount All Ending vendor Last Payment group All Orig amount Open amount First P 0 Orig discount Open discount Jrnl Vchr Reference Vendor None the following checks were either not accounted for or voided Chk Chk date Amount Disc Doc type Cash acct Dist dte Jrnl Vchr 1018 3 10 05 00 Void check 1000 000 3 10 05 AVv0055 End of report 406 CHECK REGISTER Date 03 12 2005 next to Check amount is for retainage paid Time 11 40 13 XYZ Company ECK REGISTER Report 0059 Page 0001 Chk Chk date Vend Amount paid Discount taken Check amount Cash account 1019 1020 Ho o o H 3 10 05 300 3 10 05 700 Regular checks Non A P checks Manual checks Void checks Checks total 1000 000 Cash account 13557 Red Line Freight Pacific Telephone 1063 1067 Inv Inv date 36 1 23 05 100A 1 25 05 Cash account totals Grand totals End of report 407 450 45 990 34 1 440 79 1 440 79 00 00 00 00 450 45 990 34 1 440 79 1 440 79 FULLY PAID OPEN ITEMS PURGE REPORT Date 03 12 2005 Time 11 41 00 XYZ Company Report 0060 Page 0001 FULLY PAID OPEN ITEMS PURGE REPORT Cut off due date Latest Starting vendor First A P account 2000 000 Ending vendor Last Payment group A11 ee ee WE geg e L Vendor 300 Red Line Freight A P acct 2000 000 Pmt
360. ount fields One is intended for the stub and the other for the check Stub total fields This group includes a special stub total line It is always the first line for this group and when used it is normally the first line after the stub details Never put any other field on the stub total line unless you include the Total amount on stub field The stub total line is not restricted to just the Total amount on stub field You may also use any of the other fields from this group as long as the Total amount on stub field is also used Check fields The entry of check fields must be after the stub total line and usually starts about 9 to 10 lines down the group Minimally the check should include the Total amount on check Vendor name Check date and Pay amount lines 1 2 3 fields Additionally you can include your company name address and any of the other fields that are appropriate 343 Passport Business Solutions Both Check and Remittance Forms Lines and Columns The form length is defined by the number of lines from the top of the form to the bottom Our standard is to print 6 lines per inch With a Company information printer an 11 inch long form produces 66 lines But when using Windows printer we recommend you start with 63 or fewer lines because the Windows print drivers normally allow larger margin unprintable areas than a Company information printer A larger margin means fewer lines can print on a page If you are usi
361. oup is selected Pay amount line 1 Bank account This is the bank account number for your bank It number is from the vendor file This is from the vendor file Banks are entered in Bank code Ctl Banks menu selection This will print the payment type It is from the When you print forms to a Company information laser printer you are asked for the number of copies and to enter a label for each copy This field is for printing the field label NOTE IF you are printing to Windows printer then the label will print regardless Laser form label 432 Passport s Business Solutions EmA 433 i Passport Business Solutions STUB LINE FIELDS The following fields from the A P open item file are available for entering stub lines When using a remittance form type these fields are the lines If you want to show the discount taken use field 16 If you want to show the net amount paid use field 17 There are other fields available that show amounts and you can use these as well However there is a particular relationship between fields 13 through 17 This is explained after the field list Kc STUB LINE FIELDS FIELD FIELD NAME DESCRIPTION NOTES l Blank line When this field is selected no other data is printed on the line even if it is defined It h kees fios Original invoice amount Only use this field if you want to show the original invoice amount from an invoice that was partially paid As
362. owing must be true e The vendor who was paid by the check is still in the Vendor file e The vouchers paid by the check have not been purged using Fully paid open items e The vouchers paid by the check have not been purged out of vendor history e None of the vouchers paid by the check is currently marked for manual payment using Open items Modify e None of the vouchers paid by the check is currently selected for payment by a computer check using Select group of vouchers or Select individual vouchers Because of the last two conditions do not attempt to void checks when you have already selected vouchers for payment using Prepare payments or have marked vouchers as manually paid using Modify 247 Passport Business Solutions Void checks Restrictions In order to undo the payment Void checks must use and update many files within A P Thus there are restrictions on when this function may be selected In a multi user environment only one user may enter Void check transactions at a time In addition the following selections cannot be run at the same time as Void checks Modify open items Enter or Post Check selection individual or group Print checks and post Purge vendor history Purge open items Void checks Functions Void checks performs the following actions The check or ACH payment is recorded as void in vendor history For each voucher paid by check or ACH payment the amount paid on the vou
363. p The most obvious use is to separate the people you pay weekly from those you pay monthly but you may also use the payment group as a criterion to e Print labels e Print vendor reports e Print the Aged Open Items Report and Cash Requirements Report Payment group is optional and may be left blank Format 3 characters Example Type MFG for manufacturing Vendor type Enter the vendor type This is a code of your own choosing used mainly for your reference The Purchases Discount Report can be printed by vendor type allowing better analysis of vendor activity It is also used by the Purchasing Advice Report in the Purchase Order module Entering a vendor ID is optional you may leave it blank Format 3 characters Example Type MFG 38 Passport Business Solutions Vendor status Vendor status refers to how this vendor is treated in respect to payments and discounts Enter one of the following status codes Normal activity is allowed and discounts are taken Normal according to the vendor s terms Always Normal activity is allowed but you always take any dis take dis count The discount is always taken regardless of pay count ment or discount dates Hold pay Payments to this vendor are not allowed A computer ment check is not printed for this vendor No purchases are made from this vendor If a voucher Ge is entered for such a vendor a warning message is dis played Format One option from the l
364. p down list box either Business or Individual Example Select Business Direct Deposit Payments The instructions for setting up Direct Deposit for vendors can be found in the Appendix called Implement Positive Pay and Direct Depost Bank code Enter the bank code number to assign a Direct Deposit bank to this vendor This number comes from the Ctl selection of Banks For more information on entering a bank see the System User documentation Banks chapter Options You may use one of the options 43 Passport Business Solutions lt Fl gt For the next bank code lt SF1 gt For the previous bank code Remove ACH processing Select lt F3 gt to delete the entry of bank information for lt F3 gt this vendor If you delete the entry of bank information then this vendor will not be paid via ACH processing but must be paid via checks Format 4 characters Example Leave blank to not assign ACH payments Bank name This is a display only field that identifies the name of the bank entered in the Bank code field Bank account This field cannot be entered if no number was entered in Bank code Enter the vendor s bank account number This will appear on the A P ACH Register It will also be written to the ACH file Format 17 characters Example Not used in this example Account type The account type field designates the type of banking account Enter Checking or Savings Format Drop down list box either Chec
365. phical mode view 279 vendor information 182 vendor invoices viewing 269 vendor labels print 63 vendor lookup by name 34 vendor name print by 60 vendors by report 381 vendor name or ending vendor name or starting 64 vendor name or starting vendor name or ending 64 vendor number print by 57 vendor purchase journal 309 vendor purge report temporary report 409 vendor type print by 307 vendor purging history for one 283 vendor vendors by report 380 vendors Accounts tab entering 45 General tab entering 33 Terms tab entering 37 Totals tab entering 48 detetions 51 entering 31 introduction to 30 introduction to purge temporary 295 notes 51 temporary 34 87 vendors by vendor report 380 vendors by vendor name report 381 vendors purging history for multiple 284 verifying voucher selections 210 view distribution history view vendor 271 invoices view open items defined 12 view open items introduction to 179 20 view vendor info graphical mode 275 viewing vendor invoices 269 void any checks print checks and post 236 void checks functions 248 introduction to 247 printing an edit list 255 restrictions 248 running 249 voided checks edit list A P 399 posting 256 register A P 400 voided entering checks to be 250 voiding checks conditions 247 voiding computer paid checks vendor 244 history not used voiding defined automatic check 13 voucher defined 14 v
366. phone number is four separate fields They include area code exchange number and extension Area code three digits Exchange three digits Number four digits Extension five optional digits Format 11 Contact email address Enter the email address This field is optional but recommended when you have one Format Up to 50 characters 12 Minimum 1099 reportable amount require for boxes 1 3 6 7 10 and 15a Enter the minimum amount required to report to the IRS for boxes 1 3 6 7 10 and 15a The default is 600 336 Passport Business Solutions Format 9 999 999 999 99 Example Select Enter for the default for boxes 2 and 8 Enter the minimum amount required to report to the IRS for boxes 2 and 8 The default is 10 Format 9 999999 9099 99 Example Select Enter for the default Field number to change Make any needed changes then press lt Enter gt Processing will occur as follows While Processing is Occurring e As 1099 forms are written to disk the program checks the taxpayer identification number TIN state code zip code and minimum amount for each vendor getting a 1099 If the pro gram finds an error the information for that vendor is reported on an exception report This enables you to get the TIN state code or zip code for each vendor who appears on this report quickly corrected e Ifthe program finds any errors it does not produce the IRSTAX file containing your 1099 reports
367. ple a transaction occurs each time you gas up your car you pay money in exchange for gasoline Passport Business Solutions Passport software transaction means the record of a completed business event involving money and goods or services The records of sales made and payments received are examples of accounts receivable transactions The records of your purchases and the payments you make for them are accounts payable transactions The records of quantities of goods received or goods sold are inventory control transactions Payables PBS Accounts Payable defines a payable as an A P transaction When a vendor sends you an invoice you enter this invoice into your computer system as a payable using the Payables function Open Item An open item is an unpaid invoice After a payable has been entered and verified as correct it is posted and becomes an open item until it is fully paid Any unused credit or debit memo from a vendor is also an open item Prepaid Prepaid means a bill that has been paid before the good or service has been received In this case it is not necessary for the computer to print a check paying this bill In Passport A P a prepaid entry is called a non A P entry because it does not affect the A P account although it still affects other accounts Manual Payment A manual payment is a payment made using a handwritten check instead of a computer printed check A manual payment is different from a
368. port or use the option To select All items regardless of which payment SE group if any the vendor belongs to Format 3 characters Example Press lt F5 gt Selection is on the basis of the vendor s current payment group If you have moved a vendor from one payment group to another his items prior to the change will still be selected You may leave this field blank in which case items will be purged only for those vendors who do not belong to any payment group 8 Show invoice history If you don t show invoice history the report will print one summary line for each invoice If you do show invoice history one line will print for each activity of each invoice in addition to 267 Passport Business Solutions the invoice summary line Format One letter either Y or N Example Type Y 9 Show memos If you are not using memos on your A P system as designated in the A P Control information Use memo tracking field this entry will show as Not applicable If you are using memo transactions then select Y to show them on the report and N to not show them Format One letter either Y or N Example Type Y Only posted memos will show on this report Field number to change Make any needed changes then press lt Enter gt to print the Vendor History Report 268 Passport Business Solutions VIEWING VENDOR INVOICES The selection lets you examine the full history of any particular invoice whether
369. ppears like this when entering a partial payment Prepare payments Select individual vouchers XYZ Company Vendor 200 Acme Office Supplies Terms 2 15 net 30 Pay grp SPL Voucher 1189 P O Invoice 3145 Invoice date 4 16 68 Due date 5 16 68 Discount date 5 61 68 Reference Invoice amt 543 67 Partials paid Op Invoice balance 543 67 Discount bal 16 87 Invoice net 532 80 1 Amount to pay Net check amt 2 Disc to take lt F2 gt invoice balance Make any needed changes then press lt Enter gt to select this voucher In character mode selected vouchers cannot be unselected but you can defer payment either temporarily or permanently as described in the next section If a voucher that you select for payment has been permanently deferred Permanently Deferred displays to the right of the voucher number You can override this deferral after confirming that you really want to do so Defer vouchers from payment This selection is used to defer specific vouchers from payment either temporarily or permanently Temporary deferral is used in conjunction with Select a group of vouchers to designate vouchers not to be paid on the next check printing run After check printing the temporary deferral status can be cleared automatically 219 Passport Business Solutions Permanently deferred vouchers are deferred until they are specifically selected for payment through Select individual vouchers You might want t
370. quest History detail not needed can be purged from the file on request Transactions in G L can tie to data in history so don t delete any history where you want to see that tie back Purchases Discounts The Purchases Discounts Report shows the total purchases and discounts year to date and last year for each vendor shown Password Protection Passwords are required for logging into PBS A password is a unique code you assign to each individual using your Passport software Each potential user must first enter a valid password before using a protected function File Recovery Procedure This function provides the capacity to recover corrupted data files You can also use it to convert important files to a format that can easily be interfaced to common data base and word processing programs For more information refer to the PBS Administration documentation Vendor A vendor is a person or company from whom you purchase the goods and services used in your business For example the telephone company is one of your vendors 13 Passport Business Solutions Voucher This is a document or entry in payables that serves as evidence and certification of an authorization to pay an invoice 14 Passport Business Solutions PRODUCT DESCRIPTION Here is a summary of major A P features Provides maintenance and lists of the vendors Allows entering editing and posting of new payables prepaid adjustments an
371. r either C or M Example Type C Vendor Number Options Enter the vendor number of the open item you wish to modify This must be a valid vendor on file in the Vendors selection You may use one of the options lt F1 gt For the next vendor on file in vendor number sequence lt SF1 gt For the previous vendor on file Format 6 characters Example Press lt F1 gt If an existing entry is chosen by use of the option keys it will display on the screen and the cursor will move to Field number to change Gets 1099 Terms Upon selection or entry of a valid vendor the 1099 status and terms description of that vendor appear These fields cannot be changed Voucher Number Options Enter the voucher number of the open item you wish to modify There must be an open item on file and not yet posted for this vendor and voucher number For an existing entry you may use one of the options lt F1 gt For this vendor s next voucher lt SF1 gt For his previous voucher Vouchers already selected for computer payment may not be modified You may however unselect such an open item whereupon it again becomes eligible for modification Use Clear selections deferrals in Prepare payments print checks for this purpose Format 999999 Example Press lt F1 gt 190 Passport Business Solutions Informational fields Upon selection or entry of a valid open item relevant information about that voucher displays Thes
372. r Yes then all checks are voided and you are returned to the selection screen If some of the checks just printed are correct you should answer Yes when you are first asked if the checks just printed are correct You can then reprint selected checks and the software automatically voids the first check that had been printed in each case If you do not have time to reprint some bad checks right away you might want to void all checks and then re select vouchers at a later time 235 Passport Business Solutions Format Yes No question Example Select Yes to continue If you answer Yes then all the checks are considered to be correct and you are returned to the selection screen If you answer No the following question appears OK to void all checks printed on this run If you select No you are returned to the selection screen If you select Yes all checks are voided You are informed of the individual checks by number Once all checks have been processed press lt Esc gt to return to the selection screen Format Yes No question Select more checks to print Print another set of checks in the same way as the first set or press lt Esc gt if no more checks are to be printed Format See Field 1 above Example Press lt Esc gt Void any checks At this point you have printed one or more sets of checks each set corresponding to one selection screen For each set you have had the opportunity to void that entire set
373. r accounts payable obligations This can be for specified periods vendors and A P accounts For example this report can be printed to show cash disbursements projected by week for the next six weeks for a particular vendor These projections are based solely on the open items currently on file Note This report does not take into account valid discounts This report is available whether or not you are interfaced to the Purchase Order module but if you are you will probably prefer to use the Cash Disbursements Projection report provided by P O That report takes into account outstanding purchase orders and uninvoiced receivings as well as A P open items Select Cash disbursements projection from the Reports menu The following screen appears Cash disbursements projection XYZ Company 1 Reporting period 1 due for 2 Reporting period 2 due for 3 Reporting period 3 due for 4 Reporting period 4 due for 5 Reporting period 5 due for D Reporting period D due for 7 Starting vendor H Ending vendor D AZP account 10 Payment group 11 Show details 7 week W month Q quarter Enter the following information Reporting period n due for You can look at projected disbursements for up to six future periods Once you have specified what each period is a week a month or a quarter and have anchored the first period to a specific date that determines the entire schedule A week does not mean a calendar week
374. r and check number on the check This is due to the MICR magnetic ink character rec ognition encoding needed on the check for these fields MICR is a tech nology used to verify the legitimacy or originality of paper documents especially checks Special ink that is sensitive to magnetic fields is used in the printing of certain characters on the original documents Information can be encoded in the magnetic characters therefore you are required to use pre printed stock for the check Note There are three format types Two of these are check format types and the other is a remittance format Remittance Forms A remittance advice is a document sent to vendors that reports the invoices have been paid via ACH When using ACH processing remittance formats are printed during Print checks and post The appendix Implement Positive Pay and ACH documents the pre requisites and steps needed to set up ACH processing You may want to refer to the appendix before designing your remittance forms You may use the Check and remittance forms selection to design a remittance form A remittance form can be free form and print any of the available fields that you want as long as it is within the limits of what this feature provides You may print them on plain paper or a pre 341 Passport Business Solutions printed form of your own design You may also copy a check format make it a remittance type and tweak the design Pre defined Check
375. r if you have answered N to use retainage payable in J C Control information or if this voucher is a non A P check voucher or an adjustment to distribution voucher Otherwise enter the retainage amount for the distribution This cannot be greater than the full amount of the distribution Format 999 999 999 99 This screen does not occur in this example because you Example are not interfaced to J C Options Make any needed changes or use the option To terminate entry of distributions and return to the lt Cancel gt 8 S main screen without saving any information Click on lt Save gt or lt Save new gt when there are no further changes the distribution you have just entered will be added to the list box appearing at the top of the window Memo Distributions Vendor memo records can be entered or assigned to payable distributions and later posted to vendor history With tracking the history of memo distributions PBS provides more complete vendor reporting by enabling you to identify the actual purchase from vendor for specific purchases that are being paid to another vendor such as a credit card company or employee expense reimbursement account When memo records are used as determined by the A P Control information Use memo tracking field you may include purchase from vendor invoices as part of the distribution entry The memo distribution screen looks like the following 108 Passport 3 Business Solutions
376. r in the System User documentation Format 10 lines of 77 characters each Example Does not occur in this example Memo Invoice Character Mode After you enter the vendor number and the invoice number the information about the memo invoice displays 279 Passport Business Solutions Vendor History View vendor invoices XYZ Company Vendor 600 Wells Fargo Bank Phone 213 695 4670 Contact Jack Dawson Invoice 6464 Memo amt 500 00 Inve date 6 01 07 PONTE Reference Pay to vendor 400 Jones Property Management Voucher 1264 Journal AP050904 Tax state Sales tax amount 00 User id PSI Y N lt F1 gt next invoice lt SFi gt previous invoice Right invoice In addition to the vendor number and invoice number the fields that display are Memo amt This is the amount of the transaction P O This is the purchase order number for the memo Reference This is the reference that was entered at the time the memo was entered Pay to vendor This is the vendor to which the memo was assigned Voucher This is the voucher number that matches the pay to vendor record in history Journal This is the journal number that matches the pay to vendor record in history Tax state This is the state to which the sales tax was paid Sales tax amount This is the amount of the sales tax This question displays at the bottom of the screen Right invoice Select Y if it is the ri
377. r in the report or use the option For the First starting vendor number or Last ending ven lt F2 gt SS dor number Format 6 characters for each field Example Press lt F2 gt at each field Neither field is required to be a valid vendor number but the range should enclose at least one vendor A P account Options Enter the A P account number that you want to restrict the report to This must be an existing entry in A P accounts You may use one of the options 200 Passport Business Solutions For the next entry in A P accounts If you have defined lt F1 gt only a single A P account the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry lt F2 gt For the default A P account from Control information lt F5 gt For All open items regardless of A P account Your standard account number format as defined in Com Format pany information Example Press lt F5 gt Payment group Options If you wish to restrict the report by payment group enter the payment group to be included on the report or use the option lt F5 gt For All open items regardless of payment group Format 3 characters Example Press lt F5 gt You may leave this field blank in which case the only open items that will be included are those for vendors who do not belong to any payment group Show details Leave the box checked to show every applicable open item for each reporting period Un
378. range of form IDs for which to print the list Follow the screen instructions Options You may also use the following option lt F2 gt For First and Last on fields 1 and 2 Format Up to five digits Example Press lt F2 gt at both fields 1 and 2 3 Print fields Answer Y to print the information defined for each field on a form If you answer N only the general information about a form is printed Format One letter either Y or N the default is Y Example Press lt Enter gt to accept the default 377 Passport s Business Solutions EmA 378 Sample Reports 379 VENDORS BY VENDOR Date 03 10 2005 Time 13 09 54 XYZ Company VENDORS BY VENDOR Report not to be purchased from A P Acct Disc acct Dflt dist acct 0037 Page 0001 SE ER SS SS5 Type Due days Cutoff Disc days Disc 2000 000 2 10 net 31 5050 100 Proximo 10th 5010 100 EOM 10th 2 00 SESS SS Ssss LAST CHECK DATE AMT 1016 9 28 04 4 596 69 0 0 00 110 9 28 04 1 470 00 Report 0037 Page 0004 DATE AMT 0 0 00 112 9 28 04 22 600 00 0 0 00 Starting vendor First Payment group A11 Ending vendor Last A P account All Vendor status Blank normal A always take discount H hold payment N Terms types D days P proximo day of next month EOM end of current month Vend Name Contact 1 Phone 1 1099 ID Status Address Contact 2 Phone 2 1099 ID type Type Vend ref Las
379. rd Description New Alttn To enter a new memo Delete Alt d To delete the memo selected in the list box Edit Altte To edit the memo selected in the list box Save Alt s To save a new memo or changes to an edited memo Save New Alt w Same as Save button plus the New button Cancel Alte To cancel adding or editing an memo Exit Alttx To exit the screen You may also use the lt Esc gt key Character Mode In character mode the following screen displays Vendor memo maintenance XYZ Company Purch from vendor Invoice number Purchase date Purchase order Receiver Reference Pay to vendor Sales tax State Amount zs ss SOCNOMUNAWNE lt Fi gt next memo lt SFi gt prev memo lt F2 gt next vendor lt SF2 gt prev vendor 115 Passport Business Solutions Enter the information for memos as follows Purchase from vendor Enter the vendor number for this voucher or use the option lt F8 gt To locate a vendor by using the lookup Format 6 characters Example Enter 100 Invoice number Enter the purchase from vendor s invoice number This field is required If this invoice number has already been used for this vendor you see a warning message showing the dollar amount and whether it is already in the Vendor History file means already posted or Payables file means not yet posted This protects you against paying the same invoice twice Format 15 characters Example T
380. re reinstated in the A P Open Item file for payment by computer check ACH payment or manual payment A sample of the A P Voided Checks Register is in the Reports appendix If a check is voided which has already been transferred to the Check Reconciliation module a warning will appear on the Register to alert you The check will still be voided in A P however you must also mark the check as voided in Check Reconciliation using the Load checkbook Enter selection found under the Utility menu If the check has not yet been transferred to Check Reconciliation then the check will be transferred as a void check when you run Transfer checks deposits in Check Reconciliation 256 Passport Business Solutions Vendor History This chapter contains the following topics Open Payables by Date embrace cee dette cee teeade nasa ceusae KE Viewme EE 257 Passport Business Solutions INTRODUCTION TO VENDOR HISTORY The Vendor History file retains information about posted transactions after they have been purged from other A P files If you have answered N to the question Keep vendor history file in Control information this chapter does not apply to you The Vendor history selection prints several reports allows inquiry into the Vendor History file and allows a selective purge of vendor history information Keeping vendor history also lets you void checks more readily Not In this chapter the term activity for a ven
381. required for boxes 1 3 6 7 10 and 15a Enter the minimum cut off or select the lt Enter gt key to use the default If any 1099 amounts are above the reportable amount a 1099 MISC forms will be printed for the vendor whose YTD amounts for boxes 1 3 6 7 10 and 15a are equal to or more than this amount Format 9 999 999 999 99 Example Select lt Enter gt The default amount is 600 4 Minimum 1099 reportable amount required for boxes 2 and 8 Enter the minimum cut off or use the lt Enter gt key to select the default 1099 MISC forms will be printed for vendors whose YTD amount for boxes 2 and 8 are equal to or more than this amount Format 9 999 999 999 99 Example Select lt Enter gt 329 Passport Business Solutions The default amount is 10 5 Print all vendors This determines if you print vendors with amounts that do not meet the minimum amounts for the boxes mentioned in fields 3 and 4 and other boxes that require more than zero Enter Y to print all or N to only print the vendors that meet the minimum amounts Format 1 character Y or N Example Type N When you select Y to print all vendors three possible errors could print on the report Note e Invalid or missing tax ID from the vendor record e Invalid state code in the vendor address e Negative amounts for the vendor in the A P Federal Auxiliary file 6 Year end Enter the year for which you are reporting 1099 information The defaul
382. rinting the forms The program prints 1099 forms for each vendor to whom you paid at least the minimum reportable amount Please mount regular paper on printer Type DONE when ready This message appears when all forms have printed Format 4 characters Example Type DONE The following screen appears Year end Print 1099 forms XYZ Company Please copy the following information for inclusion on form 1096 Payer s name XYZ Company Payer s address 8920 N Wilson Blvd Chicago IL 60052 847 729 7900 Federal ID 98 4532564 Number of 1099 forms 3 Total non employee compensation reported 1 123 00 Total federal income tax withheld 8 000 00 Processing complete lt Esc gt exit O This information is useful because it provides some of the information needed for filling out IRS Form 1096 which must be completed and sent with the module of 1099 forms to the IRS To print this screen select lt Ctrl P gt in Windows Select lt Ctrl F10 gt for UNIX or Linux to print to the first printer set up in Company information Press lt Esc gt to return to the A P menu Producing Magnetic 1099 s If you unchecked no to the field Print 1099 forms in Control information this selection is not available 333 Passport Business Solutions 1099 MISC reports are written to a disk file named IRSTAX This file gets generated in the top level PBS directory If you need to produce magnetic 1099 MISC reports for more than
383. riod 2 descrip 8 Number age days period 3 12 Aging period 3 descrip 9 Number age days period 4 13 Aging period 4 descrip 14 Check format to use 22 Print 1099 forms 15 Print comp name on chks 23 Batch controls level 16 Print check number on 17 Keep vend history file 18 Last voucher number 19 Allow print immediately 20 Dflt immediate cash acct 21 Dflt immediate printer Enter the following Default Accounts A P account Each vendor is assigned a default A P account number This account is used for that vendor s vouchers Since the same account is often used for many vendors you can provide a default for the default The account number you enter here becomes the default in the VendorsA P_ account no field The account must be defined in the A P Accounts selection which in turn is defined in the CTL Valid G L accounts selection Your standard account number format as defined in Com Format i pany information Example Enter account 2000 000 The messages below appear if the account you have entered is not in the Valid G L Account file or in the A P Accounts file If you have entered the number incorrectly Select lt Enter gt to correct it Answer the lt Space bar gt to add the new account number This account is not on file and or This account is not in the A P accounts file Would you like to add it Format Yes No window Example does not occur in this example Type in account descrip
384. rom pre note to normal based on the date entered in the Thru start date cut off field If this date is before the cut off then the status is changed See the A P Pre note ACH File and Report section Options You may also use this option lt F4 gt To select a date with the calendar lookup Format MMDDYY Example Not used in this example State ID Enter the State ID This will print on 1099 forms This field is optional and when present is not validated Format 10 characters Example Press lt Enter gt Options Make any desired changes For an existing entry you may also use one of the options lt F1 gt For the next vendor on file lt SF1 gt For the previous vendor lt F3 gt To delete this vendor lt F6 gt To add or change notes for this vendor lt F7 gt To add or change contacts for this vendor Press lt Enter gt to proceed to the next tab Accounts The following tab appears 45 Passport Business Solutions General Terms Accounts Totals Default vendor accounts A P account no 2000 000 ih Accounts payable Discount account no 501 0 100 dh Purchases misc items Default Dist acct no 1200 000 al Merchandise inventory In character mode the following screen appears vendors Enter XYZ Compan Current period ending 1 01 06 For vendor 100 Vermont Metal Products 19 A P acct 20 Discount acct 21 Dflt distrib acct 22 Current Balance PTD YTD Last
385. rotsekze Correcting entry Account description Purchases tools Voucher ECH Invoice 8 123 Check Vendor 100 Vermont Metal Product Exit Each row in this list box represents a single G L account entry in order by voucher number One screen can accommodate ten account entries and you can view more items with the function keys The details for the entry display in the fields at the bottom of the screen Distribution history will not be available after upgrading from an older sys tem PBS 11 7 9 and earlier versions as well as RealWorld do not have a distribution history file When there is no history the View Distribution His tory button will be grayed Note Options Select the account entry you wish to view You may use one of the options lt F1 gt or For the next account entry on file Down arrow RE previous account entry on file arrow lt Page Dowis To move to the next group of account entries 184 Passport Business Solutions lt Page Up gt To move to the previous group of account entries End To move to the last account entry Home To move to the first account entry Columns The columns are Distribution acct This is the valid G L account number Cash account This is the cash account number If there was not cash posted with the voucher then this field will be empty Indicates a correcting entry Amount This amount of the distribution Reference This is the r
386. rs for vendors 500 and 800 are optional because their due dates are on or after the next payment date while their discount dates are between the payment date and the next payment date The sample report does not show all vouchers on file for these vendors Only those vouchers of immediate interest are shown The report also will not show vouchers that have been deferred from payment and vouchers for vendors with a status of H hold payment as these conditions are not applicable to the sample report The deferral of vouchers from payment is discussed in Prepare payments print checks 207 Passport s Business Solutions Prepare Payments Checks and ACH This chapter contains the following topics Selection Payments and Checks ACH Overview Selecting Vouchers for Payment EE egEENEE Pre check writing rept ccccuccccscisccvessscessueewsssensenuness Print checks Process ACH and post 208 Passport Business Solutions SELECTION PAYMENTS AND CHECKS ACH OVERVIEW Prepare payments print checks contains the functions needed to select the vouchers you want to pay verify your selections then pay them and post the checks ACH to the A P files There are three main steps to this process Selecting Vouchers Verifying the Selections and Printing and Posting checks or Process ACH and Posting payments Selecting vouchers Several selection functions are included to provide flexibility in choosing th
387. rval between uses of this recurring payable Enter a number and then a time period You must specify an interval even if you intend to use this recurring payable at unpredictable intervals In this case you may wish to give this entry a group code of its own even if your automatic selection is normally done by date Otherwise you must unselect this entry manually when it is not wanted if you have chosen a short interval or select it manually when it is wanted if you have chosen a long interval for the interval 99 Format for the time period A single letter either D for Days W for Weeks or M for Months Eam Type 1 press lt Enter gt type M press lt Enter gt again This p means that the payable recurs once each month Next Date Enter the next date the recurring payable should be activated This date is used as a default when you later run Select for use in Field 4 distribution date and Field 6 the invoice date The next date is automatically advanced by the time interval entered in field 27 each time a voucher is created from this recurring payable by running Use selected Paying one cycle a few days late or early does not upset the schedule for the next cycle When calculating the next date by day or by week the interval specified is projected forwards without regard to day of month When calculating the next date by month this month s calendar date is projected forwards into the next month except that the last
388. s select the printer on which this form is to be printed If you are on Windows or Thin client and you have selected to merge data with a form file then the form file will print with the test check form Copying Forms You can rapidly produce a new check form by copying an existing check form that is similar to the new one After copying the form tailor the new form by changing the form and field information as necessary To copy a form at the first Forms screen Display the existing check form that you wish to copy and press lt F6 gt A window displays for you to enter the following information 358 Passport Business Solutions Copy to form ID Enter the ID of the new form The form ID will be automatically created during the copy process if it does not already exist Copy to type Enter the character that designates the type of check for which this new form will be used The types are 1 Checks top bottom stub 2 Check top stub only R Remittance form Options You may also use the Option To copy All types of the existing form ID to the same er types for the new form ID If the type you specify already exists for the new form ID the form cannot be copied and an error message is displayed After the copy process is complete you may change the new form as needed 359 Passport Business Solutions PRINTING A CHECK AND REMITTANCE FORMS LIST This selection prints a report that lists the ch
389. s for one or all A P accounts and for one or all payment groups You must use continuous form labels that are 3 1 2 inches wide by 15 16 high and 1 or 2 across except when printing on a laser printer For a laser printer you may use any one of the following label sizes e 4 inches wide by 1 inch high 20 per page e 4 inches wide by 1 1 3 inches high 14 per page e 4 inches wide by 1 1 2 inches high 14 per page When printing vendor labels on a laser printer you are asked to choose one of these label sizes Select Vendor labels from the Reports vendor menu The following screen appears vendor Print vendor labels xyz Company 1 labels per vendor 2 Print by vendor s 3 For vendor type 4 For A P account 5 For payment group 6 Overflow drop line blank count only 1 labels per vendor Enter the number of labels per vendor You can print up to nine You may enter zero here by pressing lt Enter gt This will not actually print the labels but will give you a count of the vendors who meet the conditions you are about to enter This is sometimes useful for verifying that you have entered the right conditions or have enough labels on hand No labels are printed for temporary vendors but any temporary vendors within the range requested are included in the count 63 Passport Business Solutions Format 9 Example Type 2 2 Print by vendor es Select 1 for vendor name or 2 f
390. s gt 5000 to buyer Enter 1 for sales by you of 5000 or more of consumer products to a person on a buy sell or other commission basis for resale by the buyer or any other person anywhere other than in a permanent retail establishment Otherwise leave the field blank This field is not accumulated through postings It may only be entered before you do your year end processing Format 1 digit either 1 or blank Example Press lt Enter gt 10 Crop insurance proceeds Enter insurance crop proceeds of 600 or more This field is not accumulated through postings It may only be entered before you do your year end processing Format 9999999 99 Example Press lt Enter gt 13 Excess golden parachute payments Enter any excess golden parachute amounts This field is not accumulated through postings It may only be entered before you do your year end processing Format 9999999 99 Example Press lt Enter gt 14 Gross proceeds paid to an attorney Enter the amount of gross proceeds paid to an attorney This field is not accumulated through postings It may only be entered before you do your year end processing Format 9999999 99 Example Press lt Enter gt 323 Passport Business Solutions 15 Section 409A deferrals income Box 15a Enter the total amount of current year and past years deferred of at least 600 This field is not accumulated through postings It may only be entered before you do yo
391. s for the year selected It does not include amounts or information for boxes 4 15 16 17 and 18 This report will shows the total 1099 amounts for each 1099 vendor and does not break down the different 1099 types If you want a report by 1099 MISC type see the Printing a 1099 MISC Report List section Select Brief 1099 Report from the Year end menu The following screen appears Year end Brief 1699 report XYZ Company 1 Starting vendor number _ 2 Ending vendor number 3 Minimum 1699 reportable amount required for boxes 1 3 6 7 16 and 15a 4 Minimum 1699 reportable amount required for boxes 2 and 5 Print all vendors 6 Year end Control information 1699 year end 2009 lt F2 gt First 326 Passport Business Solutions Starting vendor Ending vendor For both starting and ending vendor to select the correct vendor you may locate the number by using the vendor lookup or enter manually In graphical mode the default is First and Last respectively Options You may also use the option lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters each Example Press lt F2 gt for each field Minimum 1099 reportable amount required for boxes 1 3 6 7 10 and 15a Enter the minimum cut off or select the Enter key to use the default If any 1099 amounts are above the reportable amount a 1099 MISC forms will be printed for the vendor whose YTD
392. s posted neither the previous voucher now canceled nor the cancellation voucher itself is recorded in that vendor s history file To enter a cancellation voucher you must know the vendor number number of the voucher to cancel invoice number original invoice amount distribution date and expense distribution the G L expense account where the expense was distributed of the voucher you want to cancel This information can be found on the Payables Register that shows the voucher you want to cancel You can also get this information from the Aged Open Item Report the Vendor History Report if history is kept and the Payables Distributions to G L Report unless the distributions have already been purged from the A P Distribution to G L file When you enter a cancellation voucher do not enter an invoice amount opposite in sign to the voucher you are canceling The program automatically reverses the invoice amount of the cancellation voucher During the posting of vouchers to the A P Open Item file the program searches for a voucher with the invoice number and invoice amount that matches those on the cancellation voucher If a match is found the program deletes the voucher from the A P Open Item file and then posts the distributions for the cancellation voucher to the A P Distribution to G L file with the sign of the distribution amounts reversed For the cancellation voucher s distributions to cancel the original voucher s distribu
393. s selection in G L If you encounter any system difficulty e g power failure while run ning Get distributions then restore your backup and repeat this procedure Print the Purchases Discounts Report to obtain a comparison for each ven dor of purchases year to date as com pared with last year Read more about this in the Vendor Purchases and Discounts chapter Purge fully paid open items using Purge open items Once a fully paid open item has been purged from the system it can no longer be voided using Void checks Thus you should only purge a fully paid open item when you no longer expect that the check which paid the open item will have to be voided The Purge Open Items chapter has more information Purge temporary vendors using Purge temporary vendors The Purge Temporary Vendors chap ter has more information Temporary vendors who are no longer referenced in the system will be purged from the Vendor file Passport Business Solutions Each Period Each Period As Needed Purge vendor history Once ven dor history is purged it is no longer accessible to you Thus you should retain history as long as needed for normal operations When you purge a report is printed for all items purged to allow you to retain a permanent record of this information The Purging Vendor History section of the Vendor History chapter has more information Passport Business Solutions A P Accounts
394. s signs or parentheses for negative numbers and commas Date fields only contain dates Check date fields may be formatted 353 Passport Business Solutions Literal fields contain text that you type Literal fields are defined by pressing lt Enter gt at Field number rather than specifying a field number Alphanumeric Fields The following two fields display for each alphanumeric field 6 Length Enter the number of characters you want to print in this field up to the maximum number shown or press lt Enter gt for the maximum length of the field Format Up to two digits 7 Justify Enter R to right justify the characters or press lt Enter gt for no justification to print the characters as entered If you specify right justify the characters will be aligned with the right hand margin of the space for this field Numeric Fields The following five fields display for each numeric field 6 Integer digits Enter the number of integers digits to the left of the decimal point you want to print in this field up to the maximum shown or press lt Enter gt for the maximum shown Format Up to two digits 7 Decimal digits If the field has no decimal places Not applicable displays here Enter the number of decimal places you want to print up to the maximum shown or press lt Enter gt for the maximum shown Options You may also use the option Float This means that there is no fix
395. s them as default values which can be used while entering information Payables can be entered for temporary vendors so that one time vendors can be used without having to maintain Vendor File records for them Payable distributions can be made to an unlimited number of G L accounts Credit vouchers adjustments and prepaid can also be entered through this function The Payables Edit List is available on request as an aid in the editing process On request new payables are posted to the A P Open Item File and a Payables Register is printed Recurring Payables You can also enter and edit recurring payables A recurring payable is one that you know occurs at some regular time interval 11 Passport Business Solutions You only have to enter the recurring payable once Then you simply select the recurring payables that are currently due Regular A P transactions are created for them automatically Aged Open Items Report The Aged Open Items Report can be printed on request for all or selected vendors Two formats are available The detailed format shows all open items by invoice with aged totals for each vendor The summary format shows only the aged totals for each vendor Four user defined aging periods are provided and aging can be done by either the invoice date or the due date View Open items You can view all open items for a selected vendor Cash Requirements Report You can print the Cash Requirements Report
396. s used in this selection and in this chapter Check Forms Each Check form consists of three information groups Header stub Detail stub and Stub total and Check The stub fields can print twice on a laser check before and after the check However you only have to set up the stub fields once because the same fields will repeat on the bottom stub They print once on a dot matrix check Header stub is the top part of the stub and typically includes information that relates to the check in general for example the vendor number check date and check number Header information always prints before the stub line information Stub lines are beneath the Header stub fields and includes information on each voucher such as the voucher number reference discount taken and amount paid Stub lines always prints after Header stub information You can enter one or multiple stub lines each line with a different set of fields The printing program will print as many sets of lines as possible on one stub However if there are more lines to print than will fit on the stub then it will print the remaining lines on as many additional stubs as needed When multiple stubs are needed all checks but the last one will be printed as a void check on the amount field Stub total and Check fields will print on the bottom of the stub and on the check This means the middle of a laser form or the second half of a dot matrix form There are two total am
397. sand amp next to the vendor number indicates that there is a note on file for this vendor Looking up the vendor by name In Character Mode only you have the option to enter the Vendor name Viewing Invoices Once a vendor has been selected if there is no history for this vendor then the list box at the top of screen will be empty If the vendor does have history then the invoices will display in the upper list box The associated records for the selected invoice display below in the fields and the lower list box Within the upper list box you have the following options to locate an existing invoice View Vendor Invoices List Box The list box displays up to 6 historical transactions at a time The data for the selected transaction displays in the fields below To help you locate a transaction you may sort the history by invoice number invoice date check number check date voucher number or P O number all in ascending or descending order Only column names in red may be sorted To change the sort order or sort field click on the column name or the arrow to the right of the column name or use the View menu options To locate a voucher start typing a number or date depending on which sort field is selected You may also use the following options Options Within the list box at the top of the screen you have the additional options to locate an existing historical transaction lt F1 gt ae ee Flor For the next transaction
398. scellaneous 1099 for this vendor These are the options None Vendor does not require 1099 processing Rents Royalties Other income Fishing boat proceeds Medical and health care payments 42 Passport Business Solutions Non employee compensation Substitute payments in lieu of dividends or interest Format Drop down list box with the options listed above Example Select Non employee compensation 1099 ID This is the vendor s Taxpayer Identification Number TIN as distinct from your own which was entered in Control information If you specified in Control Information that you do not print 1099 s at all or if you specified that this particular vendor does not get them this field may not be changed Otherwise a 1099 form will be required You may leave the field blank if you do not know the number now but it must be supplied before the next 1099 printing Format 999999999 no hyphens Example Type 127659821 1099 ID type This field displays if you supplied a 1099 ID number in the preceding step Enter either Business or Individual Upon entry the displayed tax identification number will be reformatted as either an Employer Identification Number EIN with format 99 9999999 or as a Social Security Number SSN with format 999 99 9999 There is no connection between what you enter in this field and the vendor name field whether you have entered a corporate name or a personal name Format Dro
399. scroll but you can page up or down as needed An invoice total appears following the last item The columns are Date This is the date of the transaction Type This identifies the transaction Payables transactions are identified by a type code corresponding to that entered in Payables Payments are identified as computer checks computer ACH or manual checks modifications are identified as such and so on Check This is the check number and is present only on check transactions In the case of an ACH payment it is the transaction number and has the letter T to the right of the number Amount paid This is the amount of the transaction Discount taken This is the discount taken Retainage This is the retainage paid This column only appears if you are interfaced to Job Cost Options Select from the following options For the next page of items for this invoice if there is lt F1 gt one For the previous page of items for this invoice if lt F2 gt there is one To see more information about this vendor details lt F5 gt below To view or enter notes for this vendor For details lt F6 gt refer to the Using Notes section in the Use of Func tion Keys Tool Bar and Windows chapter of the Sys tem User documentation Eiter To display more information about the items details below lt Esc gt To clear the screen of this invoice s items and return 278 Passport Business Solutions
400. se If you have any questions regarding this License you may contact Passport at 847 729 7900 or email to psi pass port com iv Passport s Business Solutions Understanding Accounts Payable This chapter contains the following topics Passport Business Solutions KEY TERMS 1099 1099 s are a means of reporting to IRS and taxpayers dividends interest and other forms of income You may read more about the various types by accessing the 1099 type field in the vendors chapter Accounting Accounting provides quantitative information about your company through the collection categorization and presentation of financial records Accounts Payable Accounts payable are the purchases and disbursements of your company and the money it owes As used here account means a record of financial activity Payable means that the account is paid or due another Accounts Payable is often abbreviated A P or AP Aging To age means to determine how old a payables document is You can age either by Due date or by Invoice date Four aging periods are available in A P e Current e 31 60 days e 61 90 days e Over 90 days You can use these aging periods or define your own When aging is done by invoice date a document becomes 1 day old on the first day after the vendor s invoice is posted An invoice entered with a date of January 1 would be 30 days old on January 31 regardless of the due date When aging is done
401. selected to not use memo tracking as determined in the A P Control information 285 Passport Business Solutions This selection allows you to retain sales tax memo records while you purge non sales tax memo records Format One letter either Y or N The default is N Example Press lt Enter gt 9 Purge invoices with open retainage This field appears on the screen only if you are interfaced with Job Cost and using payables retainage An invoice may be fully paid but associated with it there may be an open retainage amount which has not been paid If you were to purge such an invoice you would lose the fact that there is an open retainage amount If this is how you keep track of open retainage amounts press lt Enter gt for N Fully paid invoices with open retainage amounts will not be purged If you track open retainage amounts some other way answer Y Fully paid invoices with open retainage amounts will be purged Format One letter either Y or N The default is N Example Press lt Enter gt Field number to change Make any needed changes then press lt Enter gt Are you sure Answer N to return to Field number to change Answer Y to continue with the purge There will be a period of processing as records are deleted A Purge Vendor History Report is printed 286 Passport Business Solutions TAX BY STATE REPORT If you are not using memo tracking then this report will not be able t
402. sport Business Solutions Four check formats are provided allowing increased flexibility in the format of the check stub A reference field may be printed on the stub for each voucher paid One line per voucher may be printed using compressed 17 characters per inch format Two lines per voucher are used if 10 character per inch printing including reference is required Three check forms are available one of which has a blank stub compatible with payroll processing Provisions are included for restarting check printing from any specified point if necessary to recover from a printer jam After printing checks the A P Check Register is automatically printed showing all computer written checks as well as all manual checks and prepaids entered since the last Check Register was printed The vouchers paid by each check are also shown Automatic Check Voiding A simple check voiding procedure is provided Distributions for checks are reversed and vouchers are reinstated to the Open Item File automatically This requires that Vendor History be used Vendor History A complete history of all transactions and payments for all vendors is kept on file for as long as desired At any time you can print various reports showing this vendor history information These reports include the Open payables by date and the full Check register showing all checks printed for any date range The history of any particular invoice can be inquired into on re
403. ssport 4 Limited Warranty and Disclaimers Passport warrants that the CD ROM and or other media on which the Software and User Documentation is recorded are readable by a compatible hardware system For a period of 90 days the Warranty Period after the initial date of this license if Licensee discovers any defects in the readability of the original CD ROM and or other media Licensee may return it to Licensee s Passport Partner your Pass port Software supplier or Passport for a free replacement which is Licensee s sole and exclusive remedy in the event of such defect s EXCEPT AS SPECIFICALLY PROVIDED HEREIN THE SOFTWARE IS NOT ERROR FREE AND IS BEING PROVIDED AS IS WITHOUT WARRANTY OF ANY KIND PASSPORT SOFTWARE INC ITS PROGRAM LANGUAGE SUPPLIERS AND OTHER VENDORS HEREBY DISCLAIM ALL WARRANTIES WHETHER EXPRESS ORIMPLIED ORAL OR WRITTEN WITH RESPECT TO THE SOFTWARE INCLUDING WITHOUT LIMITATION ALL IMPLIED WARRANTIES OF TITLE NON INFRINGEMENT MERCHANTABILITY FITNESS FOR ANY PARTICULAR PURPOSE COURSE OF DEALING OR TRADE USAGE NO WARRANTY IS MADE REGARDING THE RESULTS OF ANY SOFTWARE OR SERVICES OR THAT ALL ERRORS IN THE SOFTWARE WILL BE COR RECTED REGARDLESS OF THE FORM OR NATURE OF ANY CLAIM SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF IMPLIED WARRANTIES AND DO NOT ALLOW A LIMITATION ON HOW LONG ANY IMPLIED WARRANTY LASTS SO THE ABOVE LIMITATIONS MAY NOT APPLY NO PASSPORT EMPLOYEE SUPPLIER OR AGENT IS AUTHORI
404. ssport Business Solutions PRINTING A VOID CHECKS EDIT LIST This selection lets you review your void entries before posting You can compare the edit list to the original Check Register or Modify Open Items Register to ensure that the vouchers listed are the ones that were paid by the check or ACH payment Select Edit list from the Void checks menu or Void checks edit list from the Reports menu You may view an example of the A P Voided Checks Edit List in the Sample Reports appendix No selection screen appears because all void check entries are printed unconditionally The A P Voided Checks Edit List is not separately illustrated but is identical except for the title to the A P Voided Checks Register in the Reports appendix 255 Passport Business Solutions POSTING VOIDED CHECKS AND ACH PAYMENTS This selection posts the voided checks ACH payment entries and prints a register After running this selection there will no longer be any entries in Void checks Enter Select Post from the Void checks menu You may view an example of the A P Voided Checks Register in the Sample Reports appendix No selection screen appears There will be a period of processing as each of the actions described in the What Void checks does section is performed for each check and ACH payment voided A running display of the current check or ACH payment being processed appears on the screen You may now reselect the vouchers that we
405. ssport Business Solutions Company information you will not be able to use this selection Otherwise the change log is an audit trail of all changes that have been made in Vendors since the log was last purged This report indicates who made what change and when Select Vendor change log from the Reports vendor menu The following screen appears Purge change log Answer Y to purge the change log or N to leave changes on file they will appear on the next change log printed Format One letter either Y or N The default is N Example Press lt Enter gt You will be asked to select a printer You can choose to display on the screen only if you are not purging 68 Passport Business Solutions A P PRE NOTE ACH FILE AND REPORT This option is only available if you are generating ACH electronic payments as indicated in the Generate ACH Control information field ACH is used to pay your vendors electronically via your bank Before you run this utility there is setup information that must be in place See Appendix B Implement Positive Pay and Direct Depost for the steps needed to get ACH implemented on your system There are two possible statuses for an ACH vendor pre notification and normal e lt A pre notification status means that you are notifying the bank that there is at least one new vendor with ACH bank information or changes to an existing vendor s bank account infor mation This gives them time at yo
406. stem date Example Press lt F2 gt Field number to change Make any needed changes then press lt Enter gt to print the Tax by State report 288 Passport Business Solutions Purge Open Items This chapter contains the following topic Introduction to Purge Open Items 2 2 0 0 2222 ee eee 289 Passport Business Solutions INTRODUCTION TO PURGE OPEN ITEMS The Purge Open Items selection enables you either to purge completely remove fully paid open items vouchers etc from the A P Open Item File or to print a report showing which items can be purged If you have chosen in Control information to keep vendor history you can review these items in the Vendor History File or print a report including them using Vendor history Open items are retained in the Open Item File and used to void posted checks when necessary They are invisible e do not appear on any reports or screens but remain on file for future reference Since they are used in voiding posted checks you should purge them only after you know that no checks associated with these fully paid open items will be voided For example if all vouchers with a due date up to January 31 were paid in January and all these January checks have been cashed or are otherwise accounted for then you can purge all fully paid open items with a due date up to January 31 You would set the first field displayed Cut off due date to January 31
407. subfields one for the first name and optional middle initial and another for the family name or surname The advantages are e When printing the name on a check or displaying it on the screen the name has a normal appearance John Smith not Smith John This also neatly handles the case of surnames con taining two words such as Martin van Buren or Leonardo di Caprio e When printing vendors by name sequence the sequence is based on surname e When looking up a vendor by name in Payables the lt F1 gt and lt SF1 gt lookups are by sur name but only by surname you can ask for the first Jones but not for the first Jones Eben ezer You can ignore lt F2 gt and enter the name as John Smith or Smith John if you prefer Best results are obtained when you decide on one method and enforce it consistently 10 characters for personal name Format 14 characters for surname Does not appear in this example because you entered a E l EE corporate name 35 Passport Business Solutions Address 1 Address 2 Enter the vendor s address as you wish it to appear on the check This will print below the vendor name and be used in window envelopes 30 characters for the 1st address line Format 30 characters for the 2nd address line Type 300 Holcraft Avenue Ezample Press lt Enter gt Default contact You must enter a vendor contact first before you enter this field Vendor contacts are accessed via Cont
408. swer No You are asked if you want to void all remittances on this run If you answer Yes then all ACH payments are voided and you are returned to the selection screen 241 Passport Business Solutions Format Either a Yes or No button Example Answer Yes If you answer Yes then all the payments are considered to be correct and you are returned to the selection screen If you answer No the following question appears Are the remittances ok to post This question is asked after you have chosen not to void checks or after you have voided some but not all checks If you answer N you are returned to the selection screen If you answer Y there will be a period of processing as checks are posted Format One letter either Y or N Example Answer Y to Are checks OK to post Void any remittances At this point you have processed one or more sets of ACH payments each set corresponding to one selection screen For each set you have had the opportunity to void that entire set Now you have pressed lt Esc gt to indicate there are no further sets to be processed You are given another chance to void any ACH remittances and this time you can select ranges of ACH transaction numbers It is preferable to void spoiled remittances before they are posted and before the ACH file is generated Once payments are posted a separate selection is required to void an ACH payment and the ACH file will have to be deleted If you have alre
409. t Business Solutions GENERAL LEDGER IS USED The A P Distribution to G L file contains debits and credits created by A P transactions that must be transferred to General Ledger The distributions are actually transferred by selecting Get distributions from the G L menu and then specifying that you want to get distributions from the A P module Refer to Get Distributions in the G L User Manual Prior to running Get distributions print the Payables Distributions to G L Report All accounts should be printed The date range should be from Earliest to the end of your accounting period Do not specify that the file is to be purged If you purge distributions here in A P before transferring them to the G L module you would have to enter these distributions again manually in the G L module using General journal This defeats the purpose of the Get distributions selection The purpose of printing this report is to obtain an accurate list of the debits and credits that are to be transferred to G L You may print the report to disk and then obtain a printed copy using Print reports from disk In this way you can retain a copy of the report on the hard disk in case a spare copy of the report is needed After printing the report back up your data files and run Get distributions When running this selection specify that the distributions are to be purged as they are copied to the General Journal Transaction file If a power failure and c
410. t and it cannot be for a labor cost Once the cost item number is entered its description and that of the sub job and change order if any displays Each J C cost item contains a vendor number but this is optional and in any case is only a default You are not warned if you purchase the item from some other vendor Options Enter the cost item number This field must be entered in segments You may also use one of the options lt F1 gt For the next direct cost item for this job lt SF1 gt For the previous cost item 9999999 For cost category number 999 For sub job number This segment is skipped if the job entered does not have sub jobs Format 999 For change order number If you do not use change orders in J C this segment is skipped automatically If this entry is not for a change order press lt Enter gt at this segment ee This screen does not occur in this example because you P are not interfaced to J C Account Options Enter the account number for this distribution which must already be present in Valid G L accounts If this distribution is for a job you may use the option 106 Passport Business Solutions lt F2 gt For this cost item s cost account Your standard account number format as defined in Com Format pany information Example This screen does not occur in this example because you p are not interfaced to J C Amount Options Enter the amount of the distribution or use
411. t the bottom of the stub and on the check These fields are from either the vendor file the A P open item file or they are calculated fields based on data in the A P open item file Stub Line fields print in the middle of the stub between the Header Stub and Stub Total and Check fields Stub Line fields relate to each invoice being paid from the A P open item file Stub information is only entered once even if your check form has two stubs Whatever is defined for one stub it will print the same on the second stub Remittance Forms Design A remittance form type is more like an order There are Header open item Line and a Total fields When selecting a Header or a Total field you are selecting the same set of fields for each 429 Passport Business Solutions Em STUB HEADER STUB TOTAL AND CHECK FIELDS The following table lists the fields available from the Header stub Stub Total and the Check field groups The same fields are available for both groups but certain fields may not be appropriate for one or the other The Stub total fields and the Check fields have a particular relationship Stub total fields This group includes a special stub total line It is always the first line for this group and when used it is normally the first line after the stub details Never put any field on the stub total line unless you include the Total amount on stub field The stub total line is not restricted to just the Total a
412. t 130 payables register report 387 payablesselection list recurring report 389 payment defined immediate 4 payment defined manual 4 payment handling options 418 payment preparation defined 12 payment defer vouchers from 209 219 payments and checks overview 209 payments and modifications manual 12 PBS exiting 28 General Ledger if you are notusing 21 General Ledger when using 21 percent amount or 146 period close 314 periods by days aging 171 by specific dates aging 174 showing projected payablesfor future 164 permanent deferral temporary or 221 positive number entry 42 positive pay information required for processing 419 introduction 419 setup steps 419 positive pay defined 9 positive pay fields introduction to 437 positive pay file name path and backup 426 positive pay forms entering 365 positive pay forms introduction to 363 positive pay line fields 438 439 positive pay total fields 441 positive pay non a p payable 129 post defined 8 post print checks and 210 226 post process ACH and 210 14 posting adjustment vouchers cancellation vouchers non A P check vouchers open items modifications regular vouchers retainage now due vouchers voided checks vouchers pre check writing report selecting pre check writing report report pre check writing report defined pre note ACH file and report A P prepaid defined preparation defined payment print by vendor name vendor num
413. t Up to 6 characters Example Press lt F2 gt for the first vendor on file 2 Ending vendor Enter the vendor number for the last vendor whose invoices you want to include on this report or use the option lt F2 gt For the Last vendor on file 310 Passport Business Solutions Format Up to 6 characters Example Press lt F2 gt for the last vendor on file 3 Select date by The date range in fields 3 and 4 is selectable by distribution date or vendor invoice date Enter D for a distribution date range or V for a Vendor invoice date range Distribution date range Vendor invoice date range Format 1 character either D or V Example Press lt D gt for the distribution date range 4 Starting date Enter the starting date for the earliest invoice or distribution date you want to include on this report or use the option lt F2 gt For the Earliest date on file Format MMDDYY Example Press lt F2 gt for the earliest date on file 5 Ending date Enter the ending date for the latest invoice you want to include on this report or use the option lt F2 gt For the Latest date on file Format MMDDYY Example Press lt F2 gt for the latest date on file 6 Include memos The value for this field will display as Not applicable if you have designated the A P Control information to not use memo tracking Enter Y to include memos on your report or select N to not include them Format 1 charact
414. t and is not an employee agent or partner of Passport This License Agreement is governed by the laws of the State of Illinois and jurisdiction for any claim or controversy raised by Licensee against Passport Software Inc shall only be in the Circuit Court of Cook County State of Illinois If either party commences any action or proceeding against the other party to enforce or interpret this License the prevailing party in such action or proceeding shall be entitled to recover from the other party the actual costs expenses and attorneys fees including all related costs and expenses incurred by such prevailing party in connection with such action or proceeding and in connection with obtaining and enforcing any judgment or order thereby obtained This License andthe rights and obligations hereunder may not be assigned in whole orin part by Licensee except to a successor to the whole of Licensee s business without the prior written consent of Passport In the case of any permitted assignment or transfer of or under this License this License and all of its terms and conditions shall be binding Upon and inure to the benefit of the successors executors heirs representatives administrators and assigns of the parties hereto This is the complete and exclusive statement of the License between you and Passport and this License supersedes any prior agree ments or understanding oral or written with respect to the subject matter of this Licen
415. t and post the payable you update the 1099 field for the vendor with an incorrect accumulation The 1099 year ending date in Control information is used by various functions to update the correct 1099 amount field in the Vendor file If this date is set incorrectly incorrect 1099 amounts are accumulated See the Year end chapter for more information Last check number used This field is entered in order to account for any check forms which have been used for manual checks since the last time computer checks were cut The check number displayed on the screen for last check used is obtained from the appropriate cash account record in Cash accounts This record was updated with the highest check number used the last time you cut computer checks If this check number is one less than the serial number on the first check form originally mounted on the printer then press lt Enter gt Otherwise enter a number which is one less than the serial number of the first check form you placed in the printer prior to printing any test alignments If you enter a check number greater than the displayed number the intervening numbers appear on the check register as Not accounted for For example the number originally displayed is 157 The first serial number on the checks you mount on the printer is 162 You then print two alignment forms You would enter 161 for last check used as this number is one less than the serial number of the first check form
416. t is accumulated for you however the full requirements of 1099 reporting go beyond the scope of the day to day operations of the accounts payable system 1099 Miscellaneous Reporting Information To enable you to effectively use the accounts payable system for 1099 reporting this function allows you to edit and record additional vendor information so that it is available to the 1099 reporting functions The screen contains calculated information and entry fields The IRS instructions refer to these fields by referencing the 1099 box number Each field on the screen is followed by the corresponding 1099 box number For detailed information on each box number refer to the IRS instructions for filling out 1099 forms 1099 data is accumulated in the 7099 Miscellaneous Information file during A P postings When this occurs both the calculated and override fields are updated This automated calculation may be all you need to print your 1099 s However you may use this screen to change accumulated amounts or include data that is not accumulated by the system When you print 1099 s or generate 1099 magnetic media the program uses the amounts in the override fields Therefore the calculated fields provide amounts for what was accumulated throughout the year but do not get used when printing 1099 s or magnetic media Many of the fields may not be applicable to your vendors When this is the case press lt Enter gt for the field to set it to zero
417. t purch date 1099 amt YTD Pmt grp Current Balance 1099 amt nxt yr 100 Vermont Metal Products John Smith 802 445 9134 12 7659821 A 410 Pinecrest Road Howard Brice 802 445 9136 Business MFG 12769 1 28 05 4 596 69 MFG Newton VT 12345 12 848 13 0 00 Country USA PTD YTD Last year Purchases 17 538 63 17 538 63 00 Discounts 93 81 93 81 0 00 Payments 4 596 69 4 596 69 00 LAST CHECK Date 03 10 2005 Time 13 09 54 XYZ Company VENDORS BY VENDOR LAST CHECK PTD YTD Last year Purchases ID STO AP 12 575 45 0 00 Discounts 0 00 0 00 0 00 Payments 0 00 0 00 0 00 11 Vendors on file gt End Gf report ce 380 VENDORS BY VENDOR NAME Date 03 10 2005 Time 13 21 06 XYZ Company OR NAME nt N Report not to be purchased from 1099 ID 1099 ID type 1099 amt YTD 1099 amt nxt yr A P Acct Disc acct Dflt dist acct 0038 Page 0001 Roe ers SSS e5 Type Due days Cutoff Disc days Disc VENDORS Bo x V END Starting vendor name First Payment group All Ending vendor name Last A P account All Vendor status Blank normal A always take discount H hold payme Terms types D days P proximo day of next month EOM end of current month Vend Name Contact 1 Phone 1 Status Address Contact 2 Phone 2 Type Vend ref Last purch date Pmt grp Current Balance 200 Acme Office Supplies B Caldwell 213 999 9765 456 N Broadway CAP 1 23 05 SPL Los Angel
418. t the voucher s due date is before the payment date Current This means that the voucher s due date is on or after the payment date but before the next payment date It must be paid to avoid falling past due before the next check printing run It may or may not be eligible for discount Optional This means that the voucher s due date is on or after the next payment date and the voucher s discount date is on or after the payment date but before the next payment date An optional voucher will not fall past due before the next payment date but the discount will be lost if payment is postponed until then Valid Discount A discount is valid only when payment is made on or before the discount date for that voucher unless the vendor s status as defined in the Vendor File is A always take discount The amount of valid discount shown on the report is the discount balance the original discount minus any discounts already taken for that voucher Net Amount This is the amount of a voucher minus the valid discount for that voucher 206 Passport Business Solutions Discount Lost If all or part of the original discount amount remains but the discount is no longer valid the discount balance is referred to as the discount lost On the sample Cash Requirements Report the vouchers for vendors 100 and 300 are current because their due dates are on or after the payment date but before the next payment date The vouche
419. t year is the 1099 year ending date field from A P Control information Format 4 digits Example Select lt Enter gt key Control information 1099 year end This is for informational purposes only to let you know the 1099 year ending date in A P Control information This date has no effect on what is being reported It is the 6 Y ear endY ear end field that determines which year s data is printed Any change Answer Y to re enter the screen or N to continue The full report will be printed Printing 1099 Forms If you unchecked no the Print 1099 forms field in Control information this selection is not available This selection prints a 1099 MISC form for each vendor who is to get a 1099 MISC as specified in Vendors and whose 1099 amount YTD is equal to or greater than the minimum reportable amount entered Select Print 1099 forms from the Year end menu The following screen appears 330 Passport Business Solutions Year end Print 1099 forms XYZ Company Starting vendor number Ending vendor number Ne 3 Minimum 1099 reportable amount required for boxes 1 3 6 7 10 and 15a 4 Minimum 1099 reportable amount required for boxes 2 and 8 5 Payor s phone number Company information printer is recommended for printing 1099 s lt F2 gt First 1 Starting Vendor 2 Ending Vendor Options Enter the range of vendors by number to include on the report You may also use the
420. t you want change your selections via Select for use before using them After choosing a printer you are told Regular payables will now be created for selected recurring payables and asked whether you wish to proceed Format One letter either Y or N The default is N Example Type Y There will be a period of processing as vouchers are created No report is printed if you want one use Selection list before running this selection 160 Passport Business Solutions Once the vouchers are created they are indistinguishable from vouchers entered manually You still have to post them through Payables Until you do so you can change or delete them at will 161 Passport Business Solutions Aged Open Items This chapter contains the following topics Introduction to Aged Open Items 2 20 2 Printing the Aged Open Items Report Aging periods by AS oi casos d et eier Age Ke Aging periods by specific dakeg oe EN NEEN EEN ENdEN Using the Aged Open Items Report For Projections 162 Passport Business Solutions INTRODUCTION TO AGED OPEN ITEMS The Aged open items selection enables you to print a report showing all open items as of the date you specify called the aging date The Aged Open Items Report shows the age of open items in days as of the aging date and groups them into aging periods In order for the Aged Open Items Report to be accurate you must be using Ven
421. tarting vendor Ending vendor OPEN XYZ Company Orig amount Orig discount Payables as of 6 30 05 Inv Inv date A P account 2000 000 Vendor 100 34 1 24 05 Doc Doc date 34 1 24 05 401 1 27 05 Doc Doc date 401 1 27 05 44455 3 10 05 Doc Doc date 44455 3 10 05 490 1 28 05 Doc Doc date 490 1 28 05 5 1 24 05 Doc Doc date 5 1 24 05 934898 3 10 05 Doc Doc date 934898 3 10 05 Date 03 12 2005 Time 10 38 49 Vermont Metal Products 965 19 Amount 965 60 2 350 47 Amount 27 350 55 125 ER Amount 125 60 3 500 70 Amount 3 500 00 925 18 Amount 925 00 ESCH GESb Amount 399 34 60 31 55 01 60 00 00 00 50 34 PAYABLES Bs wt DATE SPA Pst A P account All Last Open amount First P O Open discount Jrnl Vchr Reference 965 60 AP0020 1061 d SC Discount Doc type Dist dte Jrnl Vchr 19 31 Invoice 1 24 05 AP0020 1061 2 350 55 AP0022 1075 47 01 Discount Doc type Dist dte Jrnl Vchr 47 01 Invoice 1 27 05 AP0022 1075 125 60 AP0042 1083 2 tors Discount Doc type Dist dte Jrnl Vchr 2 51 Invoice 3 10 05 AP0042 1083 3 500 00 AP0022 1074 70 00 Discount Doc type Dist dte Jrnl Vchr 70 00 Invoice 1 28 05 AP0022 1074 925 00 AP0021 1071 5 18 50 Discount Doc type Dist dte Jrnl Vchr 18 50 Invoice 1 24 05 AP0021 1071 399 34 AP0042 1085 Lesh Discount Doc type Dist dte Jrnl Vchr 7 31 Invoice 3 10 05 AP0
422. ter either U P or A Example Type Y Field number to change Make any needed changes then press lt Enter gt to print the Vendor Memo Report 126 Passport Business Solutions POSTING VOUCHERS Select Post from the Payables menu You may also select Post from the Payables Enter Print menu The Payables Register is printed You may view an example of the Payables Register in the Sample Reports appendix The vouchers are posted to e The Vendor A P Open Item A P Distribution to G L and Vendor History files e IfJob Cost is being used the Job Detail file is also updated e IfPurchase Order is being used receivings in the P O Receiving History file for the invoices posted are marked as invoiced If you are using Positive pay if you are posting an immediate check or Non A P payable then a positive pay file will be generated Posting Regular Vouchers A regular voucher type R is posted as a new voucher to the A P Open Item file and the Vendor History file The purchases period to date PTD and year to date YTD fields in the Vendor file are updated for the vendor by the amount of the invoice The distributions are posted to the A P Distribution to G L file The invoice amount is posted as a credit or debit if negative to the accounts payable account specified in the A P Control file and the expense distributions are posted as debits or credits if negative If Using Job Cost with Retainage Payable Th
423. ter return key is known as a hard return and is used only at the end of a paragraph Text files are not always compatible between operating systems For example in Linux each line ends with LF which indicates line feed With Microsoft products lines end with a combination of both CR LF carriage return line feed Macintosh files are saved with CR Various text files are created throughout PBS This includes files for ACH magnetic media positive pay and CSV May be saved with either CR LF or LF formats Accrual Accrual is one of the two methods of accounting for revenues and expenses that are commonly used and approved by the Internal Revenue Service in the United States The other method is called the cash method Using the accrual method You count a sale as revenue when you deliver on the sale not when you actually get paid for it which can be weeks or months later e You count a purchase as an expense when you receive goods or purchases not when you actually pay for it which can be weeks or months later Using the cash method e You count a sale as revenue only when you are paid for it e You count a purchase as an expense only when you pay for it Auxiliary Files An easily maintainable control file allows you to define various parameters that control many of the characteristics of the module Transactions As used in accounting transaction means a business event involving money and goods or services For exam
424. ter the cash account for which to generate ACH or use one of the options lt F1 gt For the next entry in Cash accounts lt SF1 gt For the previous cash account lt F2 gt For the default cash account in A P Control information Your standard account number format as defined in Com Format p pany information Example Press lt F2 gt If you are using date controls the entry period from Control information displays in the upper right does not exist Verify that the path in Ctl Banks matches the directory on your system After you select the Enter key for the selected cash account the bank name will display beneath the cash account name The bank is set up in Banks under Ctl The PBS System User manual has more information on this set up Any change Respond Y to re enter the Cash account field or N to continue Please mount remittance forms on printer Mount the remittance forms on the printer when using a laser printer by loading the check forms in the printer s paper tray according to the instructions in the printer s user manual 237 Passport Business Solutions If using a dot matrix printer load the form with the perforation even with the top of the print head It is recommended that you do not select Windows printer if you are using a dot matrix printer Performance may be slow and the alignment of the data to the form may produce undesirable results Format Four characters Example Type DONE whe
425. tering notes refer to the Using Notes section of the Use of Function Keys Tool Bar and Windows chapter in the System User documentation Format 10 rows of 77 characters each Open items information In character mode there are some additional options for view more fields For more information on the open items shown you can press lt Enter gt This controls what appears in the central columns of the screen There are three possible configurations and each time you press lt Enter gt you cycle to the next configuration the third time takes you go back to the initial configuration Disc bal Initially P O Due date Inv balance SC ance Disc bal Ps Inv Inv date Inv balance pete lt Enter gt ance Press Inv P O Reference lt Enter gt Disc bal Press P O Due date Inv balance iba lt Enter gt ance 183 Passport Business Solutions VIEW DISTRIBUTION HISTORY Distribution history provides a list of the accounts amounts journal number and the distribution date associated with the voucher The fields display the associated invoice number and check number Select the View distribution history button from the Open items gt View window A screen similar to the following will display Distribution history File Tools Distribution acct Cash account Amount Reference Jml Dist date Distribution type 5020 200 AP1600 07 27 2009 Expense distribution AP1600 07 27 2009 Transaction added La cka
426. th and Day In order to prevent the backup file from being over written if more than one check run is done on the same day the file name is incremented alpha A betically A B C D etc However once the file name gets to Z 26 files in one day it will start over with A again on the 27th check run and delete the previous A file CC This represents the company number The B means that the bank number follows BILBK The bank number may be to 4 characters In the example it is ILBK which is four characters 426 PART OF FILE AP YYMMDD ACH Passport Business Solutions DESCRIPTION Represents the Accounts Payable module Date of run Year Month and Day If your bank number is A then it is one character If the bank number is all numeric like 1 then it writes 0001 to the file This is the extension and it indicates that is a file that contains ACH information The backup file contents are the same as the main ACH file Therefore if your main ACH file gets overwritten you can rename the backup to the name your bank expects and submit that file to your bank Both the ACH file path and name and the backup file path and name are printed on the ACH Register and on the A P pre note ACH file and report utility report There is no purge function for the ACH file backups You may want to delete them manually on a regular basis An ACH backup file contains confidential payment amounts for v
427. that the distribution date entered on the payable is at least 1 year greater than the 1099 year ending date in A P Control information This probably means that you have not run Close Year for 1099s and when you print and post the payable you update the 1099 field for the vendor with an incorrect accumulation The 1099 year ending date in Control information is used by various functions to update the right 1099 amount field in the Vendor file If this date is set incorrectly incorrect 1099 amounts are accumulated See the Year end chapter for more information Last transaction number used The transaction number displayed on the screen for Last trans used is obtained from the appropriate cash account record in Cash accounts This record was updated with the highest transaction number used the last time you generated ACH records If you enter a transaction number greater than the displayed number the intervening numbers appear on the ACH register as Not accounted for 999999 The default is the last transaction number from Format Cash accounts Example Press lt Enter gt Starting transaction number If the number displayed here corresponds to what you expect then press lt Enter gt Otherwise enter the starting transaction number of the ACH payment Format 999999 Example Press lt Enter gt 240 Passport Business Solutions Starting vendor number Ending vendor number Options Enter the range of vendors to pay N
428. till be required to type DONE as needed to confirm printer availability Notes on the A P check register and ACH register The check register lists all computer printed checks cut on this check printing run Checks not accounted for described earlier in this chapter are listed as well as checks which have been voided during the check printing process The check register will print both checks and ACH payments The A P ACH register lists the vendor payments generated in the ACH file during the Process ACH and post procedure All manual or non A P checks for all cash accounts are also printed on this register if they have not been shown on a previous check register If you want to have these checks shown on a separate check register use the selection Check register from the Reports menu prior to processing computer checks After the register is printed the checks and ACH transactions are posted to the A P Open Item file the A P Distribution to G L file the Vendor file and the Vendor History file if used Clear all vouchers If any vouchers were temporarily deferred for this check printing run you are asked whether you want to clear them Answer Y to allow these vouchers to be selected in the future or N to leave them deferred Permanently deferred vouchers are unaffected If a check number in the range matches another check that was already posted it will show as void on the A P Check Register but will not replace the valid che
429. ting check number However since 2 test alignments were printed the serial number of the check form that prints next is 164 because the starting serial number was 162 and forms 162 and 163 were used for test alignments Thus you would enter 164 for the starting check The computer logs checks 162 and 163 as void on the register They will be written to the positive pay file as voided if you selected to write void check numbers to the file See the Entering Positive Pay File Forms section in the Positive Pay File Forms chapter Format 999999 Example Press lt Enter gt Starting vendor number Ending vendor number Options Enter the range of vendors to pay Neither vendor is required to be on file but the range should enclose at least one vendor You may use the option lt F2 gt For the First starting vendor or Last ending vendor Format 6 characters for each field Example Press lt F2 gt for each field 232 Passport Business Solutions Form ID This field is only available if you entered the Check format to use field in Control information as Forms This means you have chosen to design or modify a form that fits your checks See the Check and Remittance Forms chapter for more information Enter the form ID or use one of the options lt F1 gt For the next form ID and form type lt SF1 gt For the previous form ID and form type Format 5 characters Example Does not occur in this example Form type This fi
430. tion Example Enter account 2000 000 If this account already exists in the Valid G L Accounts file its description is displayed If not the message NOT A VALID G L ACCOUNT is displayed You are prompted to add it Answer Y to add the account or N to enter a different account Description If the account is already on file its description is displayed If it is not and you want to add it enter the account description here The result is the same as if you had entered the account using the Valid G L accounts feature Format 30 characters Example Displays automatically in this example Comments Enter any comments about the A P account In character mode this field uses Passport s text editing function Refer to the Using Notes section in chapter 4 of the System User Manual Format 10 lines of 65 characters each Example Type Primary A P account Options In character mode make any needed changes or use one of the options lt F1 gt For the next A P account on file lt SF1 gt For the previous A P account For an existing entry only Used to delete this entry You can not delete an A P account if it appears as a lt F3 gt default in Control information and you should not delete it if any vendor is still using it as its default A P account For practice as well as to enable you to use some of the Example other A P features enter the other accounts from the report at the end of this chapter 10 Passport Busi
431. tion Passport Business Solutions 1 Enter dates or 1 Change dates If your last action before selecting this screen was anything other than the Select a group of vouchers selection or the Cash Requirements selection this field displays as Enter dates The three date subfields are blank and the cursor moves through them in succession to allow entry of all three dates If your last action before selecting this screen was to utilize one of these selections the dates you entered at that time are displayed and this field displays as Change dates If you respond Y the cursor moves to Field 2 and the displayed dates are accepted If you respond N the cursor moves through the three date subfields in succession and lets you accept or change each date Format One letter either Y or N Type N to use the dates you entered in the example in the sans previous chapter Payment Date Nxt Pmt Date Cut off Date For an explanation of these terms refer to the explanation at beginning of the Cash Requirements chapter Format MMDDYY at each subfield The cursor does not move to these subfields in this exam SSES ple because you answered N to Change dates 2 Pay past due vouchers 3 Pay current vouchers 4 Pay optional vouchers Based on the dates in Field 1 vouchers are divided into three categories e Past due means that the voucher s due date is before the payment date e Current means that the voucher s
432. tion Enter a new account s description for the Valid G L Account file Format 30 characters 14 Passport Business Solutions Example does not occur in this example Cash account Checks must be paid from a cash account which must be defined in the CTL Cash accounts selection This in turn must be defined in the CTL Valid G L accounts selection Use this field to specify a default value for this account number to be used in the Payables Cash account field Open items Modify manual payment and in Checks Cash account field but not for the immediate check voucher which has its own Control information default defined in the Default immediate cash account field The cash account used when generating a direct deposit ACH file and or positive pay file must also be entered in CTL lt Banks gt See Implement Positive Pay and Direct Depost Your standard account number format as defined in Com Format p pany information Example Enter account 1000 000 This account is not on file and or This account is not in the Cash accounts file Would you like to add it These message s appear if the account you have entered is not in the Valid G L Account file or in the Cash Accounts file Answer lt Enter gt to correct an erroneous entry or select the lt Space bar gt to add the item to the file s Format Yes No window Example does not occur in this example Type in account description If adding a new accou
433. tion Fld Description Fld Description Company report name 10 Transmission date Company display name Company address 1 Company address 2 Company address 3 Company bank name Company bank acct Company bank ABA Company phone number 1 Ae 3 4 Ss 6 Z 8 9 lt F1 gt next field on or after Line 1 column 1 The window that displays at the bottom of this screen shows the 13 fields available for printing from the Header or Totals group If you specify a Line group a window with different fields display If you had previously selected any of these fields to print on this form an asterisk appears next to the field number Refer to thePositive Pay Form Fields appendix for a description of each field from each group Continue entering the information as follows 4 Field number Options Enter the number of the field that you wish to select or use one of the options To display the next field on file that is on or after this ee line number and column number lt SF1 gt To display a previous field This will not display until a field has been selected through lt F1 gt Enei To enter a Literal text instead of a field number Refer to Literal Fields section of this chapter F Up to three digits however there are less than 99 fields ormat per field group available Example Type 1 5 Conditional print Answer Y if this field is to print only when some field to be specified next mee
434. tions Enter the range of vendor numbers to be included on the report or use one of the options lt F1 gt For the next vendor on file lt SF1 gt For the previous vendor lt F2 gt For the First starting vendor number or Last ending ven dor number Format 6 characters for each field Example Press lt F2 gt for each field Neither field is required to be a valid vendor number but the range should enclose at least one vendor 266 Passport Business Solutions 6 A P account Enter the A P account number that you want to restrict the report to This must be an existing entry in A P accounts This field is required even if only one vendor has been entered in Fields 4 and 5 You may use one of the options For the next entry in A P accounts If there is only lt F1 gt one entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry lt F2 gt For the default A P account from Control information lt F5 gt For All items regardless of A P account Your standard account number format as defined in Com pany information Example Press lt F5 gt Format If you choose to show All A P accounts vendors are grouped within A P account Otherwise invoices are grouped by vendor 7 Payment group This field is required even if only one vendor has been entered in Fields 4 and 5 Options Enter the payment group of the vendors whose items are to be included in the re
435. tions the distribution dates of both vouchers must be identical If two or more cancellation vouchers exist that are identical to each other posting of the cancellation vouchers is not allowed until you change or delete one of them If you have duplicate vouchers in the A P Open Item file and want to cancel each of them do so in separate posting runs Partially paid vouchers Vouchers that have been partially paid cannot be canceled using a cancellation voucher 80 Passport Business Solutions In order to cancel the balance of a partially paid voucher do the following e Mark the voucher as manually paid using Modifying Open Items This transaction requires entry of a cash account Enter any valid cash account Post this transaction e Enter a negative non A P check to the same vendor for the same amount as was entered in 1 Use the same cash account that was entered in 1 Distribute the amount to the same accounts that were used in the original payable Post this transaction Marking the voucher as manually paid credits the cash account and debits the vendor s accounts payable account This reduces the accounts payable account correctly A negative non A P check debits cash and credits the expense distribution accounts Thus the debit and credit to the cash account wash and the net result is to reduce the account s payable account and to reduce the expense accounts There are other methods you can use to cancel a
436. toggle between entering a per lt F3 gt son s name and a company name The default format is a company name For a vendor number 6 characters For a company name 25 characters SE For a person s first name 14 characters For a person s last name 10 characters Example Press lt F2 gt at each field Group by A P accounts This field displays as Not applicable and may not be entered if you are printing by vendor name Otherwise state here whether you want to group vendors by A P account All vendors for a certain A P account appear together e Ifyou check the box you will be prompted to print open items for a specific A P account or to print open items for all A P accounts grouping them by A P account number e Ifyou don t check the box vendors are printed in sequence by name or number without regard to A P account Format Check box Example Select the lt Space bar gt to check the box 167 Passport Business Solutions For A P account This field cannot be entered if you are printing by vendor name or if you are not grouping by account number Options Otherwise enter the account number to restrict the report to the specific account This account number must be a valid entry in A P accounts You may use one of the options lt F1 gt For the next A P account lt F2 gt For the default A P account from Control information lt F5 gt For All accounts The report will be grouped by vendor within account
437. ts report 412 defined 13 printing 307 purchasing addresses report 385 entering 73 introduction to 72 printing list of 77 purge open items introduction to 290 purge report fully paid open items 408 report purge report temporary vendor report 409 purge temporary vendors introduction 295 to purge vendor history report purging history for multiple vendors purging history for one vendor purging vendor history R reconciliation defined check recovery procedure defined file recurring payables automatic selection edit list report edit list report entering introduction to selecting selection list report recvr His recvr s memo adjustment recvr s memo distribution recvr s memo entry register defined register only print register A P voided checks report register check report register modify open item report register notes A P check register payables report 406 284 283 282 13 11 390 388 134 133 151 389 91 122 111 117 8 210 245 400 407 393 243 387 register printing check regular use regular voucher regular vouchers posting relationships accounts payable remittance advice defined remittance defined remittance form fields introduction to check and ACH remittance forms mounting remittance forms entering check and remittance forms introduction to check and report A P pre note ACH fi
438. ts a specific condition Answer N if this field should always print 370 Passport Business Solutions Format One character Example Type N If you answer Y these additional fields appear When Field 999 When the field selection window appears enter the number of the field upon which printing is dependent Enter the conditions that this field must meet in order for the field being defined to print Two characters Formai ES characters alpha S 999 999 999 99999 numeric MMDDYY date First enter one of the following abbreviations EQ equal to NE not equal to GT greater than LT less than GE greater than or equal to LE less than or equal to Then enter the value that the dependent field must contain to complete the condition Press lt Enter gt to indicate a value of zero for a numeric or date field or spaces for an alphanumeric field Format One letter either Y or N Example Type Y and then press lt Enter gt Fields With Multiple Conditions If you need to write a field to the positive pay file when either one condition or another is met define the field specifying the first condition as described above Then redefine the field using the same line number column number and field number After entering the field number the following message displays This field is already defined Do you wish to define a duplicate Answer Y to define the duplicate field and complete the definitio
439. ts menu The following screen displays Reports Purchase journal Print by vendor type DI Enter the following information Print by vendor type Answer Y to print the report for vendors of one vendor type only or to print the report for all vendor types Answer N to print in order by vendor number If you have not defined vendor types in Vendors answer N to this question Format One letter either Y or N Example Type Y Which vendor type If you answered N to the preceding question this field does not display on the screen 309 Passport Business Solutions Options Otherwise enter the vendor type to be included in this report or use the option lt F5 gt For All vendor types You may leave this field blank in which case only those vendors will be included on the report who have not been assigned to a vendor type Format 3 characters Example Press lt F5 gt Any change Answer Y to re enter the screen or N to continue to the next screen A screen similar to the following screen will be displayed Reports Purchase journal 1 Starting vendor 4 Ending vendor Select date by Starting date Ending date um A Ww WN Include memos Press lt F2 gt First 1 Starting vendor Enter the vendor number for the first vendor whose invoices you want to include on this report or use the option lt F2 gt For the First vendor on file Forma
440. ture is active Vendor memo records can be entered or assigned to payable distributions and later posted to vendor history With tracking the history of memo distributions PBS provides more complete vendor reporting by enabling you to identify the actual purchase from vendor for specific purchases that are being paid to another vendor such as a credit card company or employee expense reimbursement account 79 Passport Business Solutions Credit memo You must enter a negative invoice amount in order to record a vendor s credit memo Entering a negative invoice amount debits decreases accounts payable When entering the credit memo set the due days and discount days to zero For the G L distributions distribute the amount to the same account that was used earlier when the original payable for which this entry is a credit memo was entered or distribute the amount to a returned purchases account Consult with your accountant as to the exact account to use which may vary depending on the nature of the credit memo Enter the distribution amount as a negative number If multiple G L distributions were used for the original payable then you have to determine the amounts distributed to each account Cancellation Voucher A cancellation voucher enables you to cancel a previous voucher that has already been posted to the A P Open Item file but has not been paid yet no check printed Once a cancellation voucher i
441. tus defaults to Y Pre Note ACH File and Report Run the Pre note ACH file amp report to create an ACH file with pre note records For more information on running this utility see the A P Pre note ACH File and Report section in the Vendors chapter The following occurs during Print checks and post when you select to print checks and generate an ACH file both on the same run in relation to the pre notification status pre notification data on the vendor record Note e If the vendor pre note status is set to no an ACH record is generated and no check is printed for the vendor e f the vendor pre note status is set to yes then a check is printed and no ACH record is generated for the vendor 424 Passport Business Solutions Send ACH file to Your Bank Send the ACH file to the processing bank per your banks normal submission requirements Update Vendor s Information After you have received the pre notification confirmation verification from the bank update the vendor field 34 to remove the pre notification status by changing the field to N The vendor s next check will be written to the ACH file You may run the Pre note ACH file amp report to automatically update the status to N for multiple vendors 425 Passport Business Solutions FILE NAME PATH AND BACKUP The conventions for saving ACH and positive pay files are similar In this section of the documentation the ACH file name path and backup wi
442. u discover additional A P transactions for the accounting period which have not yet been entered into A P simply enter and post these transactions in A P and repeat the alternate procedure starting with step 1 305 Passport s Business Solutions Vendor Purchases and Discounts This chapter contains the following topics P rchases Discounts h P rchase Journal EE DEE ee 306 Passport Business Solutions PURCHASES DISCOUNTS The Purchases Discounts selection enables you to print a report comparing purchases and discounts for vendors of a specific type or for all vendors regardless of type The vendor type is defined for each vendor using the Vendors selection The report includes the last purchase date for a vendor Purchases percent of total purchases discounts and percent of total discounts are reported for the current year to date and for last year Select Purchases Discounts from the Reports menu The following screen appears Purchases Discounts XYZ Company Print by vendor type DI Enter the following information Print by vendor type Answer Y to either 1 print the report for vendors of one vendor type only or 2 print the report in order by vendor number within vendor type with subtotals by vendor type Answer N to print in order by vendor number Vendor type is an optional field if you have chosen in Vendors not to categorize your vendors by type answer N to this quest
443. u will see the following prompt Check date greater than 1 year after 1099 yr OK to continue This means that the invoice date entered is at least 1 year greater than the 1099 year ending date in Control information This probably indicates that you have not run Close year for 1099 s and if you continue this 1099 transaction print and post you update the 1099 fields for the vendor The 1099 year ending date in Control information is used by various functions to update the right 1099 amount field in the Vendor file If this date is set incorrectly incorrect 1099 amounts are accumulated See the Year end chapter for more information P O Enter the purchase order number that authorized the purchase from the vendor This field is optional but you should not omit it for purchase orders processed by the Purchase Order module It is recognized that even if you interface to P O you may be paying on a hand written purchase order that never went through the P O module A purchase order number is accepted after a warning even if that number is not on file in P O However if it is on file it cannot be for a different vendor than you have entered in Field 2 Format 15 characters Example Type 1179 90 Passport Business Solutions Recvr s These fields only appear if you are interfaced to Purchase Orders Receiver numbers are numbers corresponding to the receiving paperwork for goods authorized by the purchase order You
444. umber you may use this option to enter an amount equal to the totals of the receivers entered lt F5 gt Enter receiver totals lt F5 gt 999 999 99 The nines in the above option is variable and represents the receiver totals If you enter an amount that is not equal to the receiver totals you will get the warning message Invoice amount is not equal to the receiver totals A negative amount is only valid for a credit memo A zero amount is valid only for a non A P check voucher This feature is intended for a manual check which you have had to void Entering such a check here with a zero amount will cause the check to appear on the monthly Check Register Format 999 999 999 99 Example Type 1200 Non disc amt Enter the part of the invoice amount that is not eligible for a discount For regular and immediate check vouchers 0 00 displays when you press lt Enter gt Format 999 999 999 99 Example Type 50 Reference This reference can be useful in these ways e It can optionally be printed on check stubs if certain check formats are used See details on the Check format to use in the Control information chapter 93 Passport Business Solutions e Ifyou use G L you can choose to transfer either this reference or the vendor name to G L through Get Distributions in GL This is useful if you want G L to show the reason why something was purchased instead of the vendor from whom it was purchased You shoul
445. unts Pct of total Purchases Pct of tot al Discounts Pct of Vendor type Blank 777 Harmon Industries None Type totals Average for vendor type Vendor type CAP 200 Acme Office Supplies 1 23 05 Type totals Average for vendor type Vendor type EXP 300 Red Line Freight 3 10 05 400 Jones Property Management 1 23 05 500 E Z Repairs 1 22 05 600 Wells Fargo Bank 1 22 05 700 Pacific Telephone 1 25 05 Type totals Average for vendor type Vendor type MFG 100 Vermont Metal Products 3 10 05 Type totals Average for vendor type Vendor type PCH 800 Hanson Manufacturing Co 1 25 05 900 Reynolds Tool Company 1 24 05 Type totals Average for vendor type Date 03 12 2005 Time 12 03 57 18 390 18 390 18 390 3 366 14 742 4 064 103 3 324 25 601 5 120 18 063 18 063 18 063 11 595 689 12 285 6 142 00 00 00 84 84 84 45 60 00 75 89 69 34 57 57 57 79 88 67 84 24 2i 29 20 20 14 o o A ow 93 93 93 XYZ Company 412 00 00 00 00 00 00 00 00 00 00 00 00 00 81 81 81 00 00 00 00 100 100 o oO o o o o oO o oO o 00 00 00 00 00 00 00 00 00 00 lt 00 00 00 00 00 00 00 00 00 00 o oO oO oO o oO oO oO oO o Report 0063 total 00 0 0 00 0
446. ur year end processing Format 9999999 99 Example Press lt Enter gt Box 15b Enter the amount to be deferred this year This field is not accumulated through postings It may only be entered before you do your year end processing Format 9999999 99 Example Press lt Enter gt 16 State tax withheld This box may or may not be appropriate for your state Enter the dollar amount This field is not accumulated through postings It may only be entered before you do your year end processing Format 9999999 99 Example Press lt Enter gt 17 State This box may or may not be appropriate for your state Enter the state or accept the default from the vendor file Format 2 characters Example Press lt Enter gt Payer s state no This box may or may not be appropriate for your state Enter the state tax ID number or accept the default from the vendor file Format 10 characters Example Press lt Enter gt 18 State income This box may or may not be appropriate for your state Enter the dollar amount 324 Passport Business Solutions This field is not accumulated through postings It may only be entered before you do your year end processing Format 9999999 99 Example Press lt Enter gt Field number to change Make any needed changes then press lt Enter gt Printing a 1099 MISC Report List If you unchecked no to the field Print 1099 forms in Control information this selection is n
447. ur bank the format they prefer If you are still unsure select the operating system default and send a test ACH file to your bank using that choice A representative from the bank will let you know if you need to try the other option For the system default For a system installed on Win dows this is 0 CR LF DOS format For a system install on UNIX Linux LF only in UNIX or Linux 366 Passport Business Solutions For a system installed on Windows the choice will dis play as Line feed only UNIX Linux file l On a UNIX or Linux installed system this will display as CR LF DOS file Format One number either 0 or 1 Example Type lt Enter gt for the default 5 Width max 998 This field will display as Not applicable if you selected a CSV form type Enter the number of columns that may be written to each record of the text file Format Up to four digits Example Not applicable in this case 6 Include voided checks Consult with your bank contact person to determine if they want a list of the voided checks in the positive pay file These are the options To include voided checks To not included voided checks One character either Y for yes or N for no N is the oe default Example Type Y 7 Void format This field can not be entered if you selected N for field 6 Select how you want the void check amounts to be written to the positive pay file 1 Show void amount as zero 2 Show void as a ne
448. ur bank to verify the routing and bank account number before you do your next check run e A normal status means that the account has gone through the pre notification process with your bank and it is now OK to make a payment to the vendor via ACH electronic processing This utility is used to create an ACH file of pre notification vendor bank accounts and it can also be used to update a vendor bank account status from pre notification to normal The ACH file created using this process will only contain pre notification records The name of the file will be the same as when an ACH file is created during a check run See Appendix B Implement ACH and Positive Pay for more information on the ACH file and where it is created on the system Select A P pre note ACH file and report from the Utilities menu You will see a screen like the following Utility A P pre note ACH file and report XYZ Company 1 Update pre note status O 2 Thru start date cut off 3 Date for pre note file 4 Company ACH bank code Enter the following fields 69 Passport Business Solutions 1 Update pre note status Enter Y if you want to update the status of the pre note vendor bank accounts from pre notification to normal status Enter N if you are only generating a pre note ACH file Format 1 letter either Y or N Example Enter N If you enter N for the this field then the next field will be skipped and display as Not applicable 2
449. user may reset his or her password during login to PBS For the initial setup of passwords refer to PBS Users chapter in the PBS Administration documentation Help Help refers to descriptions of functions which appear on the screen by pressing a designated key The Help text gives you a quick reference to the highlights of functions while you are running the application 26 Passport Business Solutions Graphical Mode In this mode help is accessed via the lt Ctr F1 gt keys The link may be to the chapter a section of a chapter or a field From there you may access the entire chapter At the top and bottom of the chapter there is a link to Open topic with navigation From there you may access the documentation for the entire application module Character Mode Help is accessed via the lt F8 gt key You can press the lt F8 gt key at any time from any field Pressing lt F8 gt once will retrieve either a Pop up window for data lookup or on line Help about a task or selection you are currently using If a Pop up window is displayed but you want Help press lt F8 gt a second time Lookups Data Lookup Look ups refer to a list of available entries for a particular field Many fields allow you to press a designated key lt F8 gt to show all available data on file For instance when entering an invoice you may press this key at the Account number field to bring up a list of all G L accounts on file Selecting an e
450. using the Enter selection and the Edit list selection on the Payables menu The account numbers of the external accounting system do not have to be the same as the account numbers used in the Passport Business Solutions software External account numbers can be linked to the Passport Business Solutions account numbers in the Passport Business Solutions Link File For further information about this function including file and field formats refer to the Interface to CounterPoint user documentation The mport program is not effected by date control as defined in the A P Control information 130 Passport Business Solutions DATA IMPORT Select Data import from the Payables menu Data Import is licensed separately and may not be available on your system For information on using data import see the Data Import User documentation The data import program is not effected by date control as defined in the A P Control information 131 Passport Business Solutions Recurring Payables This chapter contains the following topics Introduction to Recurring Payables 0 0 0 0 0 02 0222 Entering Recurring Payables 22 0 0 00 o eee eee Pining an EE Selecting recurring payables for use Luet EE 132 Passport Business Solutions INTRODUCTION TO RECURRING PAYABLES The Recurring Payables selection makes it easier to handle payables which occur periodically Examples are rent
451. ut normally it is the last day of the current month When you run the Close a period function you will be asked to re enter this date Options You have the following option lt F4 gt To select a date from the calendar lookup Format MMDDYY Example Type 073106 Make any changes required then press lt Enter gt to accept your changes 28 Passport Business Solutions Ezz Vendors This chapter contains the following topics Jntroduction to Mentee Edge cpnaneneercavdelancses sence Entering Menger esusg CN EReNRRekESSNRNESEKN ENNEN KENNEN Additional Vendor Contacts _ 02 00 02002 0c cee ce cece Printing Vendors by Vendor Number Printing Vendors by Vendor Name cic cicsicsscccseeescieessseuens Printing Vendor Labels ccassscsencenerencicesacieesssecasuevecd Printing the Vendor Change Log esst RSRNESEE ENNEN A P Pre note ACH File and Report 29 Passport Business Solutions INTRODUCTION TO VENDORS Use this selection to enter information about your vendors The vendor name and address as well as the vendor purchasing status are defined for each of your vendors Vendor contact information and specific payment terms are also defined in this selection Information regarding purchasing history discounts payments is recorded in the vendor record 1099 information is readily available Bank information may be entered for ACH processing Unlimited date and time stamped notes particular
452. utilities telephone loan payments and insurance premiums Setting up a recurring payable does not commit you to creating a voucher when a certain time interval falls due It merely simplifies the process of creating such vouchers and ensures consistency and accuracy for them You still have to select the recurring payables before using them as regular vouchers This is a two stage process selection is one step and using is another This allows you to review your selections before committing to them e The selection process can be done manually or automatically Automatic selection allows you to select many entries at a time You can do this by groups based on a group code you assign to each entry Manual selection lets you select entries individually You can combine both methods For instance suppose this is the last week of the last month of a quarter You automatically select groups W2 M2 and Q where these are respectively your codes for weekly bills monthly bills paid at month end and quarterly bills You then use manual selection to unselect one entry for a vendor whose bill you dispute You then use man ual selection again to select the snow plowing bill which does not have a group number because it occurs at irregular intervals For both automatic and manual selection you can optionally select recurring payables by date as they fall due In order to do this you specify for each entry the date when it is first due and the
453. ve Format One list box option from the list above Example Select Selective If memo transactions have been entered in the memo transaction file you can not turn off memo tracking Memos cannot be used if you are interfaced with Job Cost Generate ACH Check this box to generate a direct deposit ACH file when paying vouchers or do not check the box to not use this feature ACH direct deposit can be selective per vendor For more information on the features and setup of direct deposit ACH processing see the appendix Implement Positive Pay and Direct Depost Check box checked is generate ACH and unchecked is no SE ACH generation Example Select lt Enter gt to not generate ACH 20 Passport Business Solutions Generate positive pay Enter Y to generate a positive pay file when printing checks or N to not use this feature For more information the features and setup of positive pay see the appendix Implement Positive Pay and Direct Depost Check box checked is to generate positive pay and F t ee wee unchecked is no positive pay Example Select lt Enter gt to not generate positive pay Batch controls level This field displays as N A and may not be entered whenever CTL Company information specifies that batch controls are not used Otherwise enter the level of batch control desired No controls Partial or Full controls Refer to the Batch Processing Control chapter in the System User documentation for more
454. vendor history not used conditions voiding checks contacts additional vendor Control file A P Control information introduction to control if using inventory 209 9 9 26 18 244 247 52 18 13 100 copies laser printers number of remit 241 tance copies laser printers print checks and 235 post number of copying check and remittance forms 358 copying positive pay forms 375 cost with retainage payable if using Job 127 count defined lock 10 credit memo 80 credits defined debit and 5 CSV defined 9 current date cash requirements report 206 D daily operations 2 data files accounts payable 18 data import payables 131 data lookup 27 data organization defined 7 date report open payables by 401 date controls print checks and post 231 date controls set up of 26 date fields check and remittance form 353 date fields positive pay 372 date including items past aging 174 date open payables by 259 dates aging periods by specific 174 days aging periods by 171 days terms by 40 debit and credits defined 5 default A P account number 14 cash account number 15 discount account number 15 distribution account number 16 defer vouchers from payment 209 219 deferral temporary or permanent 221 deferrals clear selections 209 deferrals clearing selections and or 221 deferred items on report show 224 definitions check and remittance forms 343 deletions vendor 51 detai
455. vendors are to be purged This must be an existing entry in A P accounts For the next entry in A P accounts If there is only one lt FI gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry lt F2 gt For the default A P account from Control information lt F5 gt For All temporary vendors regardless of A P account Your standard account number format as defined in Com Format pany information Example Press lt F5 gt 4 Payment group This field is required even if only one temporary vendor has been entered in Fields 1 and 2 Enter the payment group of the temporary vendors to be purged or use the option To purge All temporary vendors regardless of which Zb payment group if any they belong to You may leave this field blank in which case only those temporary vendors will be purged who do not belong to any payment group Format 3 characters Example Press lt F5 gt 5 Print or purge Select one of the following 296 Passport Business Solutions To print a list of temporary vendors eligible to be purged without actually purging To purge the temporary vendors which meet all the 2 criteria entered above without printing a list You could select this if you had already printed a list 3 To print a list then purge the temporary vendors Format One digit from the list above Example Type 1 If you choose either of the purge options
456. vious entry for this vendor Format 6 characters Example Type SUPPLY Entry type This is the type of recurring payable F for fixed or V for variable e A fixed recurring payable has the same invoice amount each period An example is rent e A variable recurring payable has a variable invoice amount from period to period An exam ple is a telephone bill For either type you can still change the amount due and non discountable amount when you select the recurring payables for use using manual selection refer to Selecting Recurring Payables for Use When you select recurring payables for use you can choose between automatic and manual selection e In manual selection you may enter changes to the amount due and non discountable amount as above This is most suitable for variable recurring payables since you would usually want to make such changes e In automatic selection the recurring payable fixed or variable is selected as is This is most suitable for fixed recurring payables which usually require no changes In the next field Group you could set up separate groups for fixed and variable recurring payables Then you could choose the fixed group in Select for use and use automatic selection on them Similarly you could choose the variable group and use manual selection for them so that you could enter the varying information If in Field 1 or Field 2 you have used one of the option keys to select an existing entry
457. voice date al IS Discount acet EC Invoice amt ees Check H i Non disc amt ey Check date e i Reference SSS Cash account IW lt F1 gt next voucher lt SF1 gt previous voucher lt F3 gt delete entry Assign memo F From this menu selection you can work with both new and existing vouchers In the screen above no payables have been entered Payables List Box The list box displays up to 6 unposted payables at a time You may sort the payables by voucher number or invoice number both in ascending or descending order Only column names in red may be sorted Click on the column name or the arrow to the right of the column name to change the sort or use the View options 83 Passport Business Solutions To locate a voucher start typing the voucher number or invoice number depending on which sort field is selected You may also use the up down arrows Page up Page down Home and End keys to locate a voucher The lt F1 gt and lt SF1 gt function the same as the up down arrow keys Vouchers that display in the list box are available for changes or deletion The fields for the selected voucher display in the lower part of the screen When a voucher is found you may select the lt Enter gt key or Edit button to start editing Buttons You may select a button for editing deleting or adding a new payable Button Keyboard Description New Alt n To enter a new payable Delete Alt d To delete the payable selecte
458. x checked is yes and unchecked is no Example Press lt Enter gt Dist date The distribution date displayed is the original check date If you are voiding the check in the same accounting period as it was posted press lt Enter gt to use this date If you are voiding the check in a later accounting period enter a distribution date within the current accounting period Options You have the following option lt F4 gt To select a field from the date lookup Format MMDDYY The default is the original check date Example Press lt Enter gt You may be warned or stopped against entering a date that is outside the allowed date range For more information read the Date control section of the Control information chapter Reference Enter whatever reference you wish Format 25 characters Example Type Shipment returned Options Make any needed changes then select the press lt Enter gt You may also use one of the button options 253 Save Save New Cancel Exit lt F5 gt Passport Business Solutions Save the existing entry Save the existing entry and starting adding a new one To cancel the current entry To cancel the current entry and return to the menu To toggle between a correcting entry and a non cor recting one This option is only available if you are interfaced to the General Ledger module and you have answered Y to the question Allow correcting entries in G L Control information 254 Pa
459. xample Press lt F2 gt at each field 4 A P account This field is required even if only one vendor has been entered in Fields 2 and 3 Enter the A P account number for which fully paid open items are to be purged This must be an existing entry in A P accounts You may use one of the options For the next entry in A P accounts If there is only one lt F1 gt entry on file the lt F1 gt and lt SF1 gt options do not appear lt SF1 gt For the previous entry lt F2 gt For the default A P account from Control information lt F5 gt For All open items regardless of A P account Passport Business Solutions Selection is on the basis of the vendor s current A P account If you have transferred a vendor from one A P account to another his items prior to the change will still be purged Your standard account number format as defined in Com Format S pany information Example Press lt F5 gt 5 Payment group This field is required even if only one vendor has been entered in Fields 2 and 3 Options Enter the payment group of the vendors whose fully paid open items are to be purged or use the option To purge All open items regardless of which payment SE group if any the vendor belongs to Selection is on the basis of the vendor s current payment group If you have transferred a vendor from one payment group to another his items prior to the change will still be purged You may leave this fie
460. y introduction to vendor 258 history purge vendor report 406 history purging vendor 282 history vendor report 403 I immediate check 82 immediate check vouchers for 98 immediate payment defined 4 import into payables 130 import payables data 131 including items past aging date 174 individual vouchers select information about open items view invoices more information required for positive pay processing information 1099 MISC information introduction to control information open items information vendor integrated defined in accounting introduction to check and ACH remittance form fields introduction to aged open items cash disbursements projection cash requirements check and remittance forms control information open items payables positive pay fields positive pay forms purchasing addresses purge open items purge temporary vendors recurring payables vendor history 209 214 219 419 319 13 183 182 429 163 199 203 341 13 188 79 437 363 72 290 295 133 258 vendors view open items void checks year end introduction ACH processing introduction positive pay inv balance inventory control if using invoice view invoices invoice full payment invoice memo invoice view standard invoices viewing vendor item file A P open register modify open item defined open item fields check and remittance line items introduction to aged open introduction to
461. y less than the period 1 cut off date Including items past aging date When aging by due date it is sometimes useful to include items which are past the aging date In order to include items past the aging date you move the aging date forward in time to the last date on which a payable can be expected to be due and then use the second parameter screen to control the aging periods appropriately For example if the aging date is July 31 2005 and you know that there are no payables posted that are due based on the normal terms given by your vendors after Sept 30 2005 you set the aging date as Sept 30 2005 Then using the second parameter screen you could set your period cut offs as follows Period 1 cut off July 1 2005 Period 2 cut off June 1 2005 Period 3 cut off May 1 2005 Period 4 cut off lt F2 gt for Unlimited 174 Passport Business Solutions With this setup all payables due from July Ist through Sept 30th appear together in the first aging period all payables due from June 1st through June 30th appear in the second aging period all payables due from May Ist through May 31st appear in the third aging period and all payables due on or before April 30th appear in the fourth aging period Enter the following information Cut off date for period 1 Options Enter the starting date for period 1 or use the option For a date thirty days earlier than the aging date not K one month
462. y not be earlier than the invoice date nor later than the new due date Enter the new discount date or use the option lt F2 gt To retain the old discount date Format MMDDYY Example Press lt F2 gt 3 New disc bal Options The discount balance may not be greater than nor have the opposite sign from the invoice balance Enter the new discount balance or use the option lt F2 gt To retain the old discount balance Format 999 999 999 99 Example Press lt F2 gt Field number to change Options Make any needed changes or use one of the options To delete this modification available only for an exist ing entry To toggle between making the open item a correcting entry and a non correcting one This option is only lt F5 gt available if you are interfaced to the General Ledger module and you have answered Y to the question Allow correcting entries in G L Control information lt F3 gt After making all changes press lt Enter gt to proceed to another modification 192 Passport Business Solutions Modification type M Use this modification type for an A P open item that has been paid manually with a hand written check The distributions that result from this modification are a debit to accounts payable and credits to cash and discount taken If the payment was made from a cash account other than one of the cash accounts used in A P you must adjust entries to correct the distribution of cash Suc
463. y view the all the selected vouchers The totals for Payment amount Discount amount and Net amount also display You may also cancel individual vouchers by selecting the voucher and then click on the Cancel selection button Here is an example of this screen View all selected vouchers Vendor H Name Vchr Invoice Payment amount Disc amount Net amount 100 Vermont Metal Product 1662 4512 LC 450 00 12 38 437 62 600 Wells Fargo Bank 1664 CA789 850 00 00 850 00 Total selected 1 200 00 12 38 1 287 62 Partial payment Exit Cancel selection When finished viewing and canceling selections click on the Exit button to go back to the Select individual vouchers screen 218 Passport Business Solutions View Selected Vouchers List Box The list box lists up to 16 selected vouchers at a time You may sort the vouchers by vender number in ascending or descending order Only column names in red may be sorted Click on the column name or the arrow to the right of the column name to change the sort or use the View options To locate a voucher start typing a vendor number You may also use the up down arrows Page up Page down Home and End keys to locate an item The lt F 1 gt and lt SF1 gt keys are the same as the up down arrow keys Cancel Button Clicking on the Cancel button cancels the selected voucher and removes that voucher from the next payment run Character Mode In character mode the screen a
464. yables from which a voucher is to be produced by a certain date Only recurring payables with a next date on or before the date entered are included Options You may enter a date manually or use the date lookup to enter a chosen date Or you may use the following option For the Latest date on file This means that entries will lt F2 gt f SS be printed regardless of what their next date is Format MMDDYY The default is the system date Example Press lt F2 gt Entries to show Select which entries are to appear on the edit list In Graphical mode select either All Expired or Over annual maxfrom the drop down box The default is All In Character mode A All entries Only expired entries This feature can be used to iden E tify Recurring payable entries which are good can didates for deletion Only entries for which the amount paid this year is over 9 the annual maximum Format One letter from the list above Example Type A 150 Passport Business Solutions SELECTING RECURRING PAYABLES FOR USE The Select for use menu selection enables you to select which recurring payables will become vouchers To create a voucher from a recurring payable you must select it here first then run the Use selected function below to transfer it to the A P Transaction file In the A P Transaction file it becomes just like any other voucher You may choose either automatic or manual selection You may also us
465. yables posted from this point forward create G L distributions These distributions can be printed and purged The Payables Distribution to G L report is used to transfer the debits and credits from A P to your manual General Ledger See Distributions to G L When using PBS General Ledger Print the Payables Distribution to G L Report specifying that the distributions be purged Print this report Earliest Latest for all G L accounts Specify that all distributions are purged not just distributions already interfaced to G L You want all distributions purged in this case because your A P account balance already includes all of these distributions and you do not want any of these distributions transferred to General Ledger The outstanding balance for your A P account as shown on the Aged Open Items Report when run by invoice date should tie out to the A P account in your General Ledger At this point the open items in A P correspond to your A P account balance in General Ledger and there are no outstanding unpurged distributions in A P You are ready to start using A P on a regular basis Payables posted from this point forward create G L distributions These distributions are transferred to General Ledger by using Get Distributions in G L Refer to the G L Distributions chapter for more information 21 Passport Business Solutions USING A P When you finish building your data files you are ready to use A P The remaini
466. you placed in the printer prior to printing any test alignments The check register would then show that checks 158 161 are unaccounted for on this register Checks numbered 162 and 163 are marked as void when the procedure for Starting check is followed as described below Passport Business Solutions 999999 The default is the last check number from Cash accounts Poenat The format you enter here may be different that what is printed on the check See the note below Example Press lt Enter gt The date format that prints on the check is variable and is based on the Note setup in Cash accounts or if you are using a custom check format it is based on the set up of the check date field Starting check number Enter this field to ensure that the check number printed by the computer on the check form corresponds to the serial number on the check form If the number displayed here corresponds to the serial number of the check form that is currently mounted on the printer then press lt Enter gt Otherwise enter the serial number of the check form that is currently mounted on the printer If the starting check is not one greater than the last check used then the computer logs all checks between these numbers as void on the check register These correspond exactly to the check forms used for test alignment Continuing the example from above if you enter 161 for the last check used the computer displays 162 as the star
467. ype If you responded to not Print 1099 forms this field cannot be entered Otherwise enter the type of taxpayer ID number Business employer ID number Individual Social Security number Format List box Example Select Business The Taxpayer id number field changes to the appropriate format 99 9999999 for a business or 999 99 9999 for an individual 1099 year ending date If you responded to not Print 1099 forms this field cannot be entered Otherwise enter the date on which the current calendar year ends This automatically updates when you perform the Close year for 1099 s procedure Options You have the following option lt F4 gt To select a date from the calendar lookup This field has no effect on the accumulation of 1099 amounts that you will report at year end These amounts are accumulated in the AP Federal Aux iliary file See the 1099 Year End Processingsection of the Year end chapter for more information However this date is used to update the 1099 amount fields in the Vendor file If this date is set incorrectly then incorrect 1099 MISC amounts are Note accumulated in the vendor file This date is checked when entering a 1099 immediate check payable print ing a Pre check writing report and when running Print checks and post Warn ings will display or print if it is a 1099 payable and the date is more than one year after the 1099 year ending date The 1099 amounts in the vendor file are for in
468. ype SYT700 It is strongly recommended that you always make the invoice number Note unique for each voucher entry per vendor Purchase date Enter the date on the purchase from vendor s invoice or the date you made the purchase or use the option Options lt F4 gt To select a date by using the calendar lookup Format MMDDYY The default is the today s date Example Press lt Enter gt Purchase order Enter the purchase order number that authorized the purchase from the purchase from vendor This field is optional but you should not omit it for purchase orders processed by the Purchase Order module It is recognized that even if you interface to P O you may be paying on a hand written purchase order that never went through the P O module A purchase order number is accepted 116 Passport Business Solutions after a warning even if that number is not on file in P O However if it is on file it cannot be for a different vendor than you have entered in the Invoice number field Format 15 characters Example Type 1179 Receiver number Receiver numbers are numbers corresponding to the receiving paperwork for goods authorized by the purchase order You cannot enter a receiver that is for a different purchase order than the one specified in Field 4 You may enter receiver numbers without a purchase order number but only for goods received without a purchase order With P Os it is considered that a receiving is u

Accounts Payable - Passport Software, Inc.

Contents

Download Pdf Manuals

Related Search

Related Contents