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FINANCE MANAGER II ACCOUNTS PAYABLE LITE USER'S MANUAL Version 1.3f Hooper International P.O. Box 62219 Colorado Springs, CO 80962 Copyright (C) 1986-1989 by Hooper International All rights reserved. COPYRIGHT NOTICE FINANCE MANAGER is not a public domain program. It is Copyright (C) 1986-1989 by Hooper International. No part of this manual may be reproduced, translated, in any form or by any means, without the prior written permission of Hooper International. The software described in this manual is protected by copyright laws. Copyright (C) 1986-1989 Hooper International RESTRICTED PERMISSION TO COPY Clubs and other non-profit organizations are granted permission by Hooper International to copy the evaluation version of this program, as well as its documentation, for member use only. It is imperative that you be aware that said member use is subject to the following strictly-enforced restrictions: No price may be charged, by club or user group, for the software or documentation. A distribution fee may be charged solely for the cost of the diskette, as long as the total charge does not exceed $8. It is imperative that club members be informed of the user-support concept, which allows them to become familiar with FINANCE MANAGER through evaluation and hands-on use. It is also imperative that member users be informed that the program as well as its documentation is the sole property of Hooper International. Members, without exception, must be encouraged to support its use by sending their user payments directly to Hooper International. This software and documentation is fully copyrighted by Hooper International and may not be modified in any way or manner whatsoever. The complete package must be distributed intact, as a self-complementing unit. i WARRANTY INFORMATION HOOPER INTERNATIONAL LICENSES THIS SOFTWARE AND MANUAL "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE PARTICULAR PURPOSE. HOOPER INTERNATIONAL DOES NOT WARRANT THAT THE "FINANCE MANAGER" SOFTWARE WILL MEET YOUR REQUIREMENTS, OR THAT THE OPERATION OF FINANCE MANAGER WILL BE UNINTERRUPTED OR ERROR FREE. IN NO EVENT WILL HOOPER INTERNATIONAL BE LIABLE FOR CONSEQUENTIAL, INCIDENTAL, INDIRECT OR OTHER DAMAGES, INCLUDING ANY LOST PROFITS, LOST SAVINGS, OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OF, OR INABILITY TO USE, THESE PROGRAMS, EVEN IF HOOPER INTERNATIONAL HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY. Please keep in mind, WE DO NOT ACCEPT RETURNS OR GIVE REFUNDS ON REGISTERED COPIES. Instead, we give you every opportunity to try the software before you decide to register your copy. We will, however, replace defective disks for a minimal shipping and handling charge of $5.00, for up to a period of 90 days from initial shipping date. Please note that defective disks must be returned prepaid and insured by sender. In this way, we are assured of complete customer satisfaction. And, as you can see, we value your business. Information in this manual is subject to change without notice and does not represent a commitment on the part of Hooper International. This product could include technical inaccuracies or typographical errors. Changes are periodically made to the information herein; these changes may be incorporated in new additions of this publication. PRODUCT INFORMATION FINANCE MANAGER II is an extraordinary, easy-to-understand, user-supported software package. Since we are dedicated to customer satisfaction, we heartily recommend that you take advantage of the incredible money-saving opportunity that we offer, allowing you to use the evaluation copy in order to determine its suitability to your individual financial application. Please do this, and discover for yourself that this software is easy to use and certainly what you've been hoping it would be, before registering your copy with us. We sincerely value customer satisfaction. Since we are so confident of your satisfaction with our software, we are able to offer evaluation copies at an unbelievable minimal cost to you. We therefore urge you to take advantage of inspecting and evaluating this software, including hands-on use for your particular needs and financial applications. This is an unprecedented opportunity for complete customer satisfaction before you make any outlay of money for an individually-registered copy. We want your name to be added to our ever-growing list of satisfied customers throughout the world! ii Finance Manager II is User-Supported (Shareware) software. If you are using this software, and find it to be of value to you, your payment is necessary and appreciated. You are encouraged to copy this software and share it freely with others. You have the luxury of trying out the complete programs, at your own pace and in the comfort of your own home or workplace. This is not a crippled or "demo" copy, but the complete working version of the program. After you have used Finance Manager for a reasonable evaluation period you should either discontinue use of the program or purchase a licensed copy from Hooper International or from an authorized dealer. Your support is important and greatly appreciated. With it, User-supported (Shareware) authors are encouraged to design and distribute new products. Without it, a great deal of high quality, low cost software will cease to be available. _______ ____|__ | (tm) --| | |------------------ | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |-------------------- |___|___| MEMBER Hooper International is a member of the Assocication of Shareware Professionals and agrees with the association's standards of integrity in software distribution. iii FINANCE MANAGER II - ACCOUNTS PAYABLE TABLE OF CONTENTS COPYRIGHT NOTICE ........................................... i RESTRICTED PERMISSION TO COPY .............................. i WARRANTY INFORMATION ....................................... ii PRODUCT INFORMATION ........................................ ii SECTION ONE - GETTING STARTED 1a - Introduction ...................................... 3 1b - System requirements ............................... 4 1c - System Flowcharts ................................. 5 1d - Using the demo accounts ........................... 6 1e - Running the Accounts Payable module ............... 6 SECTION TWO - THE ACCOUNTS PAYABLE MAIN MENU ............... 8 SECTION THREE - VENDOR ACCOUNTS ............................ 9 3a - What are vendor accounts .......................... 9 3b - Vendor accounts organization ...................... 9 3c - Vendor accounts data fields ....................... 9 3d - Getting familiar with vendor account .............. 10 3e - Entering your own vendor Accounts ................. 11 3f - Changing existing vendors ......................... 13 3g - Deleting vendors .................................. 14 3h - Suggested method for setting beginning balances.... 14 SECTION FOUR - TRANSACTIONS ................................ 16 4a - What are transactions ............................. 16 4b - Transaction data fields ........................... 16 4c - Getting familiar with transactions ................ 18 4d - Entering transactions ............................. 19 4e - Entering multiple distributions ................... 22 4f - Changing existing transactions .................... 23 4g - Deleting transactions ............................. 25 4h - Points to remember ................................ 26 SECTION FIVE - REPORTS ..................................... 28 5a - General instructions for generating reports ....... 28 5b - Printing the Accounts Payable Journal ............. 29 5c - Printing the Payable Aging Report ................. 30 5d - Printing the Schedule of Payables Report........... 31 5e - Printing the Open Invoices Report ................. 31 5f - Printing Vendor Account History ................... 31 5g - Printing the Vendor Accounts List ................. 32 5h - Printing the Vendor Address Labels ................ 33 5i - Printing the Non-posted Transaction Journal ....... 34 5j - Printing the Payments Journal ..................... 35 5k - Printing the General Ledger Distribution Report ... 35 SECTION SIX - MAKING VENDOR PAYMENTS ....................... 37 PAGE 1 FINANCE MANAGER II - ACCOUNTS PAYABLE 6a - Selecting invoices for payment .................... 37 6b - Selecting from all invoices ....................... 40 6c - Selecting by Vendor number ........................ 40 6d - Selecting by Invoice number ....................... 40 6e - Selecting by due date ............................. 41 6f - Selecting by discount date ........................ 41 6g - Paying specific amount to vendor .................. 41 6h - Paying all invoices ............................... 42 6i - Clearing selected payments ........................ 42 6j - Printing selected payments journal ................ 42 6k - Printing checks ................................... 43 6l - Voiding printed checks ............................ 44 6m - Entering manual checks ............................ 45 SECTION SEVEN - OTHER FEATURES AND FUNCTIONS ............... 46 7a - Configuration settings ............................ 46 7b - Sorting Transactions .............................. 48 7c - Posting to the General Ledger ..................... 50 SECTION EIGHT - ENHANCEMENTS & HINTS ....................... 52 8a - Enhancements by Version ........................... 52 8b - Helpful hints and suggestions ..................... 52 SECTION NINE - ACCOUNTS PAYABLE DISK FILE NAMES ............ 54 APPENDIX A - SAMPLE REPORTS ................................ 55 USER COMMENT FORM .......................................... 68 ORDER FORM ................................................. 69 PAGE 2 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION ONE - GETTING STARTED 1a - INTRODUCTION The FINANCE MANAGER "Accounts Payable" module provides you with a wonderfully simple way to keep track of all of your vendor Payables. Likewise, you'll be delighted to note that the module is an essential element in easily managing your cash flow. Vendor (companies you purchase from) information and balances are always available to you through on-line features. This simple-to-use module will also greatly enhance your ability to track and to pay your vendors on time. Multiple distribution and full integration into your General Ledger will save you hours of time, effort and money. Apply this module to your needs and you will be thankful to us for allowing you, with little cost, to become familiar with this incredible and easy-to-use software. Be assured, we value you as our customer and are dedicated to customer satisfaction. Some of the helpful, time-saving, and outstanding features of this module are as follows: * Vendor accounts features - Zipcode sorted labels - Set discount days and percent - Set net due days - Up to 2,000 vendors (w/640K memory) - Vendor accounts listing in company order * Transaction entry features - Multiple G/L distributions - Prior period adjustments allowed - Miscellaneous debits & credits - Up to 32,000 transactions per year - Easy to correct or delete transactions - Multiple field transaction search capabilities - All transactions can be posted to your GL - Sort by date, Vendor or input order * Check writing features - Uses ANY continuous form top-stub checks - Advanced payment selection options - Selected payments journal - Ability to void printed checks - Manual checks can be entered - Use window envelopes for checks * Reports features - Provides full range of reports including: Payable journal Open invoices report Vendor account history Aging report Schedule of Payables Vendor accounts list Vendor address labels Non-posted transactions journal PAGE 3 FINANCE MANAGER II - ACCOUNTS PAYABLE Payments journal General Ledger distribution report - Print reports on your printer, or - Save reports on disk, or - Display reports on your screen - Reports may be printed multiple times * Integration - Transactions can be posted to the General Ledger with no additional inputs required * Fiscal year features - Use with any fiscal year - Multiple years on-line at one time - Books need not be closed in order to begin next month or year * System features - Posts to G/L in summary or detail format - Posts each check written to proper G/L account - Defaults for all input fields - No monthly closing hassle to go through - Allows you to post or pre-date all transactions This manual assumes you have, from an accounting point of view, a working knowledge of how an accounts-payable system operates. If you are new to accounts-payable bookkeeping, however, we suggest you either consult your accountant or get a book on accounts-payable bookkeeping. We do, nevertheless, try to explain each feature and function in layman terms, so it will be easy to understand with minimal confusion. This system is uniquely set up for the ease of operation by the novice. Consequently, sample basic transactions are included on your disk (filename "WORK") for your practice sessions. 1b - SYSTEM REQUIREMENTS - FINANCE MANAGER II General Ledger version 1.3 - IBM PC, XT, AT, PS/2 or compatible - 384K memory (more memory allows more vendors) - Two 360K disk drives (or 1 DSHD or Hard disk) - Dos 2.0 or higher PAGE 4 FINANCE MANAGER II - ACCOUNTS PAYABLE 1c - SYSTEM FLOWCHARTS --------------------------------- | ACCOUNTS PAYABLE MAIN MENU | --------------------------------- | ---------------------------------------------------- | | | | | | INPUT CHANGE/DELETE REPORTS UPDATE PAYMENTS UTILITY TRANS TRANSACTIONS MENU VENDOR MENU MENU ACCOUNTS --------------------------------- | ACCOUNTS PAYABLE REPORTS MENU | --------------------------------- | --------------------------------------------------------------- | | | | | | | | | | A/P | SCHEDULE | VENDOR | VENDOR | PAYMENTS | JOURNAL | OF | ACCOUNT | ADDRESS | JOURNAL | | PAYABLES | HISTORY | LABELS | | A/P OPEN VENDOR NON-POST G/L AGING INVOICES ACCOUNTS TRANSACTION DISTRIBUTION REPORT LIST JOURNAL ----------------- | PAYMENTS MENU | ----------------- | ------------------------------------- | | | | | PAYMENT SELECTED PRINT VOID MANUAL SELECTION PAYMENTS CHECKS PRINTED CHECKS JOURNAL CHECKS ------------------ | UTILITIES MENU | ------------------ | ------------------------------------------- | | | | SORT POST END OF A/P TRANSACTIONS TRANSACTIONS PERIOD CONFIGURATION TO G/L POSTING SETTINGS PAGE 5 FINANCE MANAGER II - ACCOUNTS PAYABLE 1d - USING THE DEMO ACCOUNTS Included, at no extra cost with the "Accounts Payable" module, is a set of sample/demo accounts for practice use. On your disk are some files with the name of "WORK". In order to use these demo files, simply copy all of the "WORK.*" files onto a blank disk to be used as your demo disk. When starting up FINANCE MANAGER, use this disk as your data disk and put it in the appropriate disk drive (usually B:). When FINANCE MANAGER asks you for the File name, enter "WORK". The use of these demo files will very likely get you going faster and help you to use this module to your best advantage. It is important to remember that you do not use these demo files when you are setting up your own live data, since demo files obviously contain existing practice-only data as well as existing practice-only demo vendors. Setting up a new "live" set of books, however, is very simple and is thoroughly described in the following section. 1e - RUNNING THE ACCOUNTS PAYABLE MODULE To run the "Accounts Payable" module, you must first install it by following the instructions under "Installing FINANCE MANAGER" in the "Getting Started" manual. After it is installed, follow the simple steps in the order given below: 1. Start up FINANCE MANAGER per the instructions in the "Getting Started" Manual. Upon starting FINANCE MANAGER, you must decide to use either live data or the practice-only demo accounts data on the Accounts Payable Documentation & Demo disk. If you prefer to practice and experiment, you should remember to use the Demo disk. If you wish to set up your own live Accounts Payable, you should put your FINANCE MANAGER General Ledger data disk in your drive B: (not necessary if you have a hard disk). 2. At the disk drive prompt, enter the disk drive letter where you put your Demo or G/L data disk, usually drive B: (or C: if you have a hard disk). 3. At the Enter Filename prompt, enter the name of the data file you want to use ("WORK" if you have the demo disk in drive B:, or if you are using your live G/L data files enter the filename of its files). Remember, you can only use this module if you have previously set up your General Ledger data files using the General Ledger module. When using the demo data files, this has already been done for you. 4. You will now be at the FINANCE MANAGER Master Menu. 5. OPTIONAL: If you have not already done so (when you set up your G/L data files), you may go to the System Utilities Menu and change any system defaults. This may, PAGE 6 FINANCE MANAGER II - ACCOUNTS PAYABLE however, be done at any time and is not necessary to run FINANCE MANAGER. We do, however, suggest you set up the "Compressed" and "Normal" print codes before printing the A/P reports, since you will find it is required for a few of them. 6. Next you must add an account to your General Ledger Chart of Accounts. Set up an Accounts Payable (type L) account. This G/L account is required to use the A/P module. See your General Ledger documentation manual on setting up your Chart of Accounts. If you have this account already setup in your General Ledger Chart of Accounts, this step is not necessary. 7. From the FINANCE MANAGER master menu: If you have floppy disks, put your Accounts Payable program disk into drive A: (if you have not already done so). Then select menu "F3", and this will take you into Accounts Payable. If this is the first time you are using Accounts Payable for this set of books, the system will ask you: Create File (Y/N), which you should answer with a "Y". This procedure will create all the necessary Accounts Payable Data files. Don't worry it will not damage your General Ledger data files. 8. You should now select "F6", and then "F4", in order to set up your A/P configuration settings. This step is important since it will set up the interface with your General Ledger Chart of Accounts. See section 7a for details. 9. Return to the A/P main menu and select "F4" to set up your vendors. See section three on vendor Accounts. 10. After setting up your vendors, you may print a vendor Accounts listing. See section 5 on reports. 11. You are now ready to input transactions (invoices). See section 4 on Transactions. 12. After you have entered some transactions, you may print an Accounts Payable Journal report to see what you have entered. See section five on reports. 13. Print any other reports as required. The two most useful reports are "OPEN INVOICES REPORT" and the "SCHEDULE OF PAYABLES". These basic steps are merely intended to show you the order of events in setting up new Payable books. PAGE 7 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION TWO - THE ACCOUNTS PAYABLE MAIN MENU The ACCOUNTS PAYABLE Main Menu is the starting point for all of the various ACCOUNTS PAYABLE functions. It is a sort of "Table of Contents" for the ACCOUNTS PAYABLE module. It can guide you to all of the other useful sub-menus and practical features of the time and money-saving ACCOUNTS PAYABLE module. The ACCOUNTS PAYABLE Main Menu appears as follows: |---- ACCOUNTS PAYABLE MAIN MENU ----| | | | ESC Return to Master Menu | | F1 INPUT Transactions | | F2 CHANGE/Delete Transactions | | F3 REPORTS Menu | | F4 Update VENDOR ACCOUNTS | | F5 PAYMENTS Menu | | F6 A/P Utility Menu | | | | | | | | | | ENTER YOUR SELECTION: | | | | A/P Configuration is not setup | -------------------------------------- Note that many of the selections are used to go on to other menus. All of the menu selections are discussed in later sections in this documentation. If you get a message, as above, saying "A/P Configuration is not set up" you should set up your configuration by selecting "F6", and then "F4", to get to the configuration setup. For clarification, this procedure is discussed in Section Seven - Configuration settings. As mentioned above, it is essential that you set up your configuration. Jump to Section 7a to complete that easy-to-follow procedure before continuing. The next step is to set up your vendor accounts. This procedure is as follows: PAGE 8 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION THREE - VENDOR ACCOUNTS Your Vendor Accounts are the very foundation of your Accounts Payable. To set up, or to change your vendors, select "F4 Update Vendor Accounts" from the A/P main menu. 3a - WHAT ARE VENDOR ACCOUNTS Your vendor accounts are used to keep track of all of your accounts-payable balances by vendor (who you owe money to). It is important to remember that any company or person you owe money to is a vendor and should be set up in this system. If you purchase something with cash and there is not a balance due, you do not have to set up that vendor. Whenever you receive a bill (invoice or statement) from a company, you must set up that company as a vendor (if that vendor is not already set up). Once set up, the vendor will always be available for more invoices in the future. Each vendor must be given an account number, to identify him, which will then be used whenever you are entering transactions for that vendor. 3b - VENDOR ACCOUNTS ORGANIZATION Your vendor account numbers, and their order within the program, are totally up to you. An important consideration for your account numbers is to group your vendors into account-number ranges. For example, put all of your out-of-state vendors into accounts 9000-9999. This may be useful when printing reports which ask for an account range to print (i.e. vendor labels). Different types of businesses may also be grouped in specific ranges. Remember to always leave enough room for new accounts to be added within your selected range. 3c - VENDOR ACCOUNTS DATA FIELDS Each account in your vendor database represents one specific vendor. As mentioned above, each vendor is assigned a unique account number between 1 and 9999. Along with this account number is kept other elements of information about each vendor. When you set up a vendor account, the following information about each vendor will be needed: VENDOR NUMBER A number between 1 and 9999 to be used to identify each vendor. This number is decided by you and can be any number. ATTENTION This is used as the first address line for statements and labels. It is usually the accounts receivable contact person for this vendor. COMPANY Name of the company. If a vendor is not a company, simply enter that vendors name here. PAGE 9 FINANCE MANAGER II - ACCOUNTS PAYABLE ADDRESS Street address for vendor. Used for checks and labels. CITY Vendors city. STATE Vendors two digit State/Province code. ZIPCODE Vendors zip or postal code. Used for sort order on mailing labels. May be used for any other purpose as well. PHONE Up to 12 character telephone number. May be used for other information if needed. DISCOUNT PERCENT Percentage discount for early payment of invoice. Enter percent between 0% and 99%. DISCOUNT DAYS Number of days after invoice date that discount may be applied. NET DUE DAYS Default number of days until purchases or invoices for this vendor are due. You will be able to override it, if necessary, when entering invoices. 3d - GETTING FAMILIAR WITH VENDOR ACCOUNTS Before beginning to enter your own vendors, follow the procedures below using only the demo accounts. 1. From the Accounts Payable Main Menu select F4 on the menu. You will then be prompted for the following information: Vendor Number (1-9999):____ Attention:______________________________ Company :______________________________ Discount Pct :_____% Address :______________________________ Discount Days:__ City :__________________ State:__ Net Due Days :__ Zipcode :__________ Phone:____________ 2. The cursor will be positioned at the "Vendor Number" prompt. On the lower half of your screen, you can see a portion of the existing vendors. Seeing these accounts is helpful when you are adding new vendors. The highlighted account is a pointer, showing the selected vendor. To move the highlighted account up or down, press the "up" or "down" arrow keys on the right keypad, while the cursor is positioned at this prompt. If you move the default pointer down a few lines, notice how the list scrolls. You may select an existing account number by moving the highlighted pointer up or down to the desired account and then pressing the enter key. To set up a new account, you simply type in the new PAGE 10 FINANCE MANAGER II - ACCOUNTS PAYABLE account (Vendor) number. 3. If you like, enter some data using the demo files for hands-on practice. Remember to keep this demo file well marked, and do not confuse its use with your actual file. 4. To return to the previous menu, press ESC. Before entering your own vendors, practice adding, changing and deleting vendor accounts by using the demo files to practice. This will familiarize you with how to enter, change, or delete vendor accounts. Changing and deleting vendor accounts is described in easy-to-follow lay terms in the following how-to sections. 3e - ENTERING YOUR OWN VENDOR ACCOUNTS When you actually enter your own vendor accounts, it would be a good idea to collate your vendors into some kind of logical order in your mind. This will be helpful to you later, each time you need to look up vendors by account number. In order to enter vendor accounts, first switch over to your live data files. To do this, simply return to the FINANCE MANAGER Master Menu (Press the ESC key until you are there). When you are at the Master Menu, enter one more ESC. The program will then prompt "DO YOU WANT TO RESTART (Y/N):_" enter "Y". At this point (if you have your data on floppy disks) switch the data disk to your live General Ledger data diskette. Select your real General Ledger data file name. After you enter the Accounts Payable module ("F3") again, the system should tell you that it did not find your A/P files. Enter "Y" at the "Create new Files" prompt. From the A/P main menu, select "F4" and you will be ready to enter your vendor accounts. 1. At the input screen, the cursor will be positioned at the vendor account number field. Unless you are entering your very first vendor account, there should be default data in this field. 2. Instead of using the default data (if any), enter a new vendor number of your choice. The step by step input procedure for a example vendor account is as follows: 3. First, enter the vendor account number. For example: Vendor Number (1-9999):100_ 4. Input the attention name: Attention:Attn: Accounts Receivable Dept 5. Input the company name: Company:John Smith and Associates_____ PAGE 11 FINANCE MANAGER II - ACCOUNTS PAYABLE 6. Input the company mailing address: Address:3000 Main Street______________ 7. Input the city: City:Denver____________ 8. Input the state: State:CO 9. Input the zip or postal code: Zipcode:80900_____ 10. Input the vendors phone number: Phone:303-123-4567 11. Input the vendors discount percent (if any): Discount Pct:2____% When entering the discount percent please note that 2% discount is input as "2" not ".02". 12. Input the number of days the discount percent is good for (if any): Discount Days:10 13. Input the net due days (the number of days until invoices for this vendor will be due): Net Due Days:30 14. If you make a mistake in a field, and would like to correct it, you can easily back up to a previous field by pressing the backspace key. 15. Once all of the data has been entered correctly, answer "Y" at the "ARE INPUTS CORRECT Y/N" prompt. If you answer with an "N", the cursor will return to the Account Number prompt and previous input will be ignored. PAGE 12 FINANCE MANAGER II - ACCOUNTS PAYABLE 16. If you answered with a "Y", the new account has been added and you will automatically return to the vendor account number prompt. You are then ready for more input. NOTE: Please note that the account number you have just added is inserted into the list at the bottom half of your screen. Use the cursor keys (when at the account number field) described above, in order to scroll through the active vendor accounts to search for the account you have just added. If you have added your account correctly, it will automatically be in numerical order within this list. 17. The cursor will once again be at the account number field. Repeat steps 2 - 16 until you have finished entering all of your vendors. 18. In order to return to the menu when you have finished entering, or at any other time that you wish to return to menu, simply press the ESC key. Your inputs will then be saved onto the disk and you will be back at the previous menu. 19. Any time you need to print a current vendor list, you may do so by going to the reports menu and printing the Vendor Accounts List (see section five - reports). 3f - CHANGING EXISTING VENDORS The steps below outline the procedure for making changes to your existing vendor accounts. 1. Select "F4" at the Accounts Payable main menu. 2. With the cursor at the vendor number prompt, type in the account number you wish to change. Instead of typing a number, you may accept the default account by simply pressing ENTER. In order to choose a different account, move the highlighted pointer by using the up and down keypad arrows. 3. Because the account number you have entered is an existing vendor account, the system prompts: ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_ Answer this prompt with "M". You are now in the change mode. 4. Make any desired changes. Press ENTER to leave any field unchanged. 5. If you want to go back to a previous field while you are changing data, you may do so by pressing the Backspace key. 6. After you have changed the data, press return until you get the "ARE INPUTS CORRECT (Y/N):" prompt. Press "Y" to accept your changes. If you enter a "N" instead, the system will ignore all changes to that account and the cursor will return to the account PAGE 13 FINANCE MANAGER II - ACCOUNTS PAYABLE number field. 3g - DELETING VENDORS When deleting vendors, there cannot be any transactions for that vendor number. If there are transactions for the account to be deleted, FINANCE MANAGER will not allow the account to be deleted. Remember, you will not be able to delete that vendor unless he has a zero balance when you run your end-of-period posting at the end of the year. You will then be able to delete the account. Be sure to practice deleting accounts by simulation on your dummy demo accounts. Do remember, only after a bit of practice should you be deleting a "real" vendor from your real data files. To delete a vendor account follow the steps below: 1. Select "F4" at the Accounts Payable main menu. 2. Then enter the number of the account to be deleted while at the Account Number prompt. The system will then prompt: ACTIVE ACCOUNT Modify/Delete/Quit(M/D/Q):_ 3. Select "D". The account will be deleted. However, if the account has transactions entered, the system will automatically tell you so. Fortunately, the account will not be deleted if the account shows activity. 3h - SUGGESTED METHOD FOR SETTING BEGINNING BALANCES When setting up your Accounts Payable, as well as vendor starting balances, you must be sure that you are in balance with your general ledger. This is a vitally important procedure to remember when setting up your books. The following steps will insure that all accounts are in balance: 1. Set up all your vendor accounts which have a non-zero starting balance (Section 3). 2. Be sure that your GENERAL LEDGER Accounts Payable account has a zero beginning balance and current balance (i.e. set up a new account for this modules use only). 3. Enter all vendor starting balances due by entering all non-paid invoices for each vender (Section 4). Be sure to enter proper invoice, discount, and due dates. 4. After all have been entered, print a Schedule of Payables or Vendor balance report and verify all current vendor balances. 5. After you have verified all account balances you are now up to date and fully operational. If you want your General Ledger Accounts PAGE 14 FINANCE MANAGER II - ACCOUNTS PAYABLE Payable account to reflect the current balances of all Payable accounts, you should go to the A/P Utility menu and post the transactions to the General Ledger. See section 7d for detailed information. PAGE 15 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION FOUR - TRANSACTIONS 4a - WHAT ARE TRANSACTIONS A transaction is any invoice or statement received from a vendor. Each time you receive a bill from a vendor, it must be entered as a transaction into the accounts payable system. Likewise, any other adjustments (interest, returns) to the account balance must be entered as a transaction. The only exception is when payments are made (checks written). Checks (payments) are discussed in section six - Making Vendor Payments. 4b - TRANSACTION DATA FIELDS The transactions input fields are described below. Each of these fields has a default of the last data entered into that field. When entering your data, this default saves keystrokes when doing repetitive data inputting. VENDOR NUMBER This is the account number for the vendor you are entering a transaction for. The account number of the company through which the purchase was made. Required. ITEM DATE This is the date when the transaction occurred, or it is the date on the invoice being entered. Required. DESCRIPTION A short description of the transaction. Optional. REFERENCE NUM Any 8 character reference to this transaction. This field will show up on the check stub as well as the Vendor Balance Report. To clear old data, simply press the space key. Optional. INVOICE NUM Any 8 character invoice number used to reference a specific invoice. It will be printed on the check stub detail. In order to clear old data, simple press the space key. Optional. TYPE CODE The type of transaction this is, I,D,C for Invoice (a purchase), Debit (debit to account or decrease account balance) and Credit (credit to account or increase account balance) respectively. Generally, you will be using type "I" when you receive an invoice from a vendor. The type "D" and "C" are for miscellaneous balance changes (returns, finance charges, etc.) Required. DUE DATE Date when payment is due for a purchase (type I). This field is only used for type "I" transactions. Its PAGE 16 FINANCE MANAGER II - ACCOUNTS PAYABLE default is the Tran Date above, plus the number of "Net Due Days" set up for the vendor selected. Of course, the default may be overwritten. This is required for type "I" transactions only. DISCOUNT % Percentage amount of the allowed discount if the payment is made by the discount date. The default percentage is the percent entered for this particular vendor. The default may be overwritten by entering a new number. Enter a space or a zero in order to clear. Optional. DISCOUNT DATE This is the date the invoice must be paid in order to take the above discount percent off the bill. The default is the Tran Date above, plus the number of "Discount Days" set up for the vendor selected. The default may be overwritten by entering a new date. This field is required only if there is a discount percentage entered above. DEPARTMENT If you are using departments, enter the department for which this transaction is for. Optional. DEBIT ACCOUNT The General Ledger debit account number. If you entered a "D" in the type code field above, the General Ledger Accounts Payable account will automatically be placed here since this type of transaction requires a debit to this account. Otherwise, enter the G/L account to debit. For type "I" transactions, this is the account for which the purchase was made. If you purchased an asset, debit the asset account. If you purchased an expense item (e.g. office supplies, rent), debit the expense account. Required. DEBIT AMOUNT Enter the amount to be debited. For a vendor purchase, this is normally the amount of the purchase for the debit account above. Required. CREDIT ACCOUNT The General Ledger credit account number. If you entered a "I" or "C" in the type code field above, the General Ledger Accounts Payable account will automatically be placed here since these types of transactions require a credit to this account. Otherwise, enter the G/L account to credit. Required. CREDIT AMOUNT This amount is normally the same as the debit amount. The ability to change this amount is provided as an advanced feature for those who wish to make multiple distributions to several G/L accounts (see section 4e). The default will be the debit amount entered above. PAGE 17 FINANCE MANAGER II - ACCOUNTS PAYABLE Required. 4c - GETTING FAMILIAR WITH TRANSACTIONS Before beginning to enter your own transactions, follow the procedures listed below by doing some practice simulation using only the demo accounts. This will aid you in learning how to enter transactions without using live data. 1. From the Accounts Payable Main Menu select "F1" on the menu. You will then be prompted for the following information: Vendor Number:____ Item Date :__-__-__ Description:______________________________ Reference Num:________ Invoice Num:________ Type Code(I,D,C):_ Due Date :__-__-__ Discount % :_____% Disc Date :__-__-__ Dept :____ DEBIT :Account:____ _________________________ Amount:___________ CREDIT:Account:____ _________________________ Amount:___________ 2. The cursor will be positioned at the "Vendor Number" prompt. On the lower half of your screen, you will see a pop-up accounts window which shows a portion of the existing vendors. Seeing these accounts is helpful when you are selecting vendors. The highlighted account is a pointer, showing the selected vendor. In order to move the highlighted account up or down, press the up or down arrow keys on the right keypad, while the cursor is positioned at this prompt. If you move the default pointer down a few lines, notice how the list scrolls. You may select an existing account number by moving the highlighted pointer up or down to the desired account and then pressing the enter key. This select-an-account mode will also work for account numbers when at the debit account, as well as at the credit account fields. This advanced feature allows you to scroll through your vendors and accounts without ever having to memorize, or even type in, an account number. 3. If you like, enter some data using the demo files for practice. 4. To return to the previous menu, press ESC. Before entering your own transactions, practice adding, changing and deleting transactions by using the demo files. This will familiarize you with how to enter, change, or delete transactions. Changing and deleting transactions is described in the following sections. PAGE 18 FINANCE MANAGER II - ACCOUNTS PAYABLE EVERY transaction has either a debit or a credit to the G/L accounts Payable account. For type "D" transactions it will be a debit, for type "I" and "C" transactions it will be a credit. Because of this, FINANCE MANAGER will always select that account number for you and then will skip on over to the amount field. This amount is the change you are making to the vendors account (the amount you owe). In effect, you are changing the vendor balance while, at the same time, you are changing the general ledger accounts Payable account. This keeps your general ledger Payables automatically up to date. Posting to the G/L is, of course, required to see this impact in your G/L reports. 4d - ENTERING TRANSACTIONS As you enter each transaction, FINANCE MANAGER saves this information and changes the vendor account as appropriate. A list of transactions entered may be printed by printing the Accounts Payable Journal report (see section five - reports). Each transaction entered is automatically checked to insure that it is in balance (i.e. debit amounts = credit amounts). This will effortlessly insure that you will always be in balance. 1. In order to begin entering transactions , select "F1" from the Accounts Payable Main Menu. You will then be prompted for the following information: Vendor Number:____ Item Date :__-__-__ Description:______________________________ Reference Num:________ Invoice Num:________ Type Code(I,D,C):_ Due Date :__-__-__ Discount % :_____% Disc Date :__-__-__ Dept :____ DEBIT :Account:____ _________________________ Amount:___________ CREDIT:Account:____ _________________________ Amount:___________ 2. When entering transactions, the last transaction entered always provides the default data (unless, of course, this is your very first transaction). To accept the default data, simply press ENTER and you will move to the next field. In order to change data, simply type in the new data and then press ENTER. 3. First enter the vendor number: Vendor Num :2000 The existing vendors are shown on the lower half of the screen. You may either select a vendor from this list by using the keypad arrow keys (as described earlier), or you may type in the vendor number. If you are using the keypad arrow keys, be sure the Num Lock key is off. PAGE 19 FINANCE MANAGER II - ACCOUNTS PAYABLE 4. Enter the Item (or invoice) date: Item Date :_1-_7-89 5. Enter the description: Description:Purchase PC clone computer____ 6. Enter the reference number: Reference Num:T001____ 7. Enter the invoice number: Invoice Num:87-0001_ When entering the Invoice number you may use the "+" key to automatically increment the invoice number. Also, if you are entering the same number in the invoice field as in the Reference field you may use the "=" key to input the same number automatically. 8. Enter the transaction type code: Type Code(I,D,C):I 9. If the transaction code is NOT type "I" then this field will be skipped, otherwise enter the due date: Due Date :_2-_6-89 10. Enter the Discount percentage: Discount % :2____% 11. Enter the discount date: Disc Date :_1-17-89 12. If you are using departments, enter the department name for this transaction. Dept :R&D_ 13. If the transaction type code is "I" or "C", simply enter the G/L account to be debited. For other types of transactions, this field will be preset by the system. PAGE 20 FINANCE MANAGER II - ACCOUNTS PAYABLE DEBIT :Account:1500 The existing G/L accounts are shown on the lower half of the screen. You may either select an account from this list by using the keypad arrow keys (as described earlier), or you may type in the account number. If you are using the keypad arrow keys, be sure the Num Lock key is off. In this example, we selected General Ledger account 1500. Since this transaction was a type "I" (Invoice), we debited the G/L Computer Hardware Asset account since this purchase increased that asset account. 14. Enter the transaction amount: Amount:899.89_____ 15. If the transaction type code is "D" enter the G/L account to be credited. For other types of transactions, this field will automatically be preset by the system. CREDIT:Account:2000 Again, the existing G/L accounts are shown on the lower half of the screen. You may either select an account from this list by using the keypad arrow keys (as described earlier), or you may type in the account number. If you are using the keypad arrow keys, be sure the Num Lock key is off. In this example, since the type code is "I", the system automatically selects a credit account 2000. This is the General Ledger Accounts Payable account as set up in the configuration. 16. Enter the credit amount: Amount:899.89_____ The default amount will be the amount entered above. You should press ENTER to accept this amount. If you have multiple distributions, and need a different amount, see the following section on Entering multiple distributions. If you enter an amount different from the debit amount, the system will tell you that you are out of balance. Press the backspace key to backup and correct the amount. 17. If you are entering a transaction and you want to go back to a previous field, you may back up by using the Backspace key. 18. You may abort the transaction at any time by pressing ESC. PAGE 21 FINANCE MANAGER II - ACCOUNTS PAYABLE 19. To accept the transaction: ARE INPUTS CORRECT(Y/N):Y Answer the prompt with "Y". The transaction will then be accepted and saved. The cursor will then automatically return to the Vendor Number field and be ready for the next transaction. If you answer this prompt with a "N", you will return to the Vendor Number field and be allowed to make any changes or corrections as necessary. 20. After you have entered all desired transactions, press ESC to return to the Accounts Payable Main Menu. 4e - ENTERING MULTIPLE DISTRIBUTIONS Many transactions have only one debit and one credit account. There are instances, however, when there are several debits or credits within a single transaction. Let's take the example shown above, except that we had to add 5% sales tax to the purchase. This transaction would have one debit of 899.89 to account 1500 (as above). However, we would now have a second credit of 44.99 for the sales tax, making the total purchase 944.88. This type of multiple-distribution transaction would be entered as follows: 1. Follow steps 1-15 in "Entering Transactions" above. 2. Enter the credit transaction amount: Amount:944.88_____ This is the total amount you owe the vendor, purchase plus taxes. 3. The system will now tell you that the transaction is out of balance: TRANSACTION IS OUT OF BALANCE, CONTINUE (Y/N):Y We know that we did not make an error, so we would answer with a "Y". 4. When the screen reappears, notice that there is a column labeled "CUM AMT", at the right, which registers the cumulative debit and credit amounts entered. 5. Now the second part of the transaction needs to be recorded, PAGE 22 FINANCE MANAGER II - ACCOUNTS PAYABLE namely, the sales tax for the transaction. 6. Since this is the second part of the transaction, the cursor will skip down to the debit account field. You will notice that all of the date, description, type code, invoice, etc. fields are left as they were in the first part of the transaction. They cannot be changed, and are displayed only as a reminder of which transaction you happen to be working on. Enter the second debit account: CREDIT:Account:5670 In this example we selected General Ledger account 5670, the G/L Sales tax expense account. 7. Enter the debit amount for account 5670: Amount:44.99______ Note that the system default for the amount is the cumulative remaining amount which is required to balance the transaction. The system thus saves you keystrokes in completing the transaction. 8. Answer the "ARE INPUTS CORRECT" prompt with a "Y": ARE INPUTS CORRECT (Y/N):Y 9. In this example, the transaction would now be in balance and you would be ready for the next one. You may have a situation in which there are more than one credit for two debits, or visa versa. As long as the cumulative amounts are not equal, you will be allowed to enter more accounts and amounts (up to 25 total parts). When you are entering multiple distributions, FINANCE MANAGER will go to either the debit or credit side of the transaction, depending on which has a lower cumulative amount (it assumes this is where you will put another amount). If you wish to put an amount on the other side of the transaction, move to the next or previous field by using the return or backspace keys respectively. 4f - CHANGING EXISTING TRANSACTIONS If you discover an error in an earlier transaction, or if you would like to change previously entered information, FINANCE MANAGER II allows you to do so. Outlined below are the procedures for changing previously entered transactions: PAGE 23 FINANCE MANAGER II - ACCOUNTS PAYABLE 1. Select "F2" at the Accounts Payable Main Menu. 2. The system prompts you for "Transaction Search Data". 3. Enter data in the fields where you want to match that data. For example, if you want to search for all transactions which have a description of "Purchase PC clone", you would move to the description field and enter the description. Upper and lower case does not matter, and you do not have to complete the description. For example, if you entered only the first part of the description "Purc", FINANCE MANAGER will find all descriptions which begin with the letters "purc" (i.e. "Purchase PC Clone"). You could also add a month and year parameter to the search and, consequently, find only the "purc" descriptions in a particular month. Any field left blank is an assumed wild card for that field. Thus, if you leave ALL of the fields blank, all transactions are selected by the search. While you are at one of the Account Number fields and do not remember the account number you are seeking press "F2" and a pop-up window will appear to select your account number from. To remove the select-an-account window press the Esc or Enter keys. 4. Next, FINANCE MANAGER II searches for all transactions containing the values you have specified. As each transaction is displayed, the program displays the following prompt: Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit: You must select M,D,C,R,B,E,+,-, or Q. Where: M = Modify (change) transaction shown. D = Delete (remove) transaction shown. C = Continue (find next transaction that matches search). R = Reverse continue (find prior tran. that matches search). B = Beginning (go to first transaction in file). E = Ending (go to last transaction in file). + = Go to next consecutive transaction in file. - = Go to prior consecutive transaction in file. Q = Quit transaction search. 5. As long as you continue to answer the above prompt with "C", FINANCE MANAGER continues searching for all transactions containing the values you have specified. Selecting "R" does the same as "C" except it searches backwards. 6. Answering the prompt with a "+" causes FINANCE MANAGER to display the next consecutive transaction; a "-" shows you the previous transaction. 7. Entering a "B" or an "E" will take you to the Beginning or End of the transaction file respectively. It ignores your search parameters. PAGE 24 FINANCE MANAGER II - ACCOUNTS PAYABLE 8. When the search function displays the transaction you wish to change, answer the prompt with an "M" (Modify). 9. You are now in the change mode. ENTER leaves a field unchanged. Change data in any field by typing in the new value for the given field. If the transaction has been posted to your General Ledger, the changes allowed will be minimal. This is necessary to avoid out-of-balance conditions with your General Ledger. If it is posted, there will be a "Transaction Posted Changes Limited" message on the screen, and you will only be allowed to change the dates, description, reference and invoice fields. Changes to any other fields would cause a conflict with your General Ledger. If you need to change other fields of a posted transaction, we suggest that you enter a new transaction which reflects an adjustment to the original transaction. 10. If you have made a mistake, or would like to return to a previous field, use the Backspace key. Use the ESC key to ignore your changes and return to the Main Menu. 11. If your changes cause the transaction to be out of balance, the system will not accept your change. You must re-enter your changes, making sure your cumulative debits equal cumulative credits. NOTE: If you are changing a transaction with multiple debits and/or credits you can not change the number of parts the transaction had originally. If you need to change the number of parts of a transaction we suggest that you delete the old transaction and add a completely new one. 4g - DELETING TRANSACTIONS To delete or remove a transaction permanently, do the following: 1. Select F2 at the Accounts Payable Main Menu. 2. Enter search data and find desired transaction as described in "Changing Transactions". 3. When the transaction you wish to delete is displayed on the screen, answer "D" at the prompt below. Modify/Delete/Continue/Reverse/Begin/End/+/-/Quit: If the transaction has been posted to the General Ledger, the system will not allow you to delete it. This would cause a conflict with your General Ledger. If you need to delete a posted transaction, we suggest that you enter a new transaction which reflects a reversal of the original PAGE 25 FINANCE MANAGER II - ACCOUNTS PAYABLE transaction. 4. When you are deleting a multiple-part transaction, all parts of the transaction are deleted. 5. After you have deleted the desired transaction(s), you may use the "Sort" function. (See Section Seven "Other features and functions - Sorting Transactions.") When sorting the transactions, the program frees disk space which was formerly used by deleted transactions. 4h - POINTS TO REMEMBER When entering transactions in this module, you are basically entering transactions with debits and credits, just as you would when you are entering transactions into your General Ledger. In fact, all of the debits and credits which you have entered will be posted to your General Ledger as if you had entered them into your General Ledger yourself. The only difference between entering transactions in your General Ledger, or the Accounts Payable module, is that this module keeps detailed information on each vendor without cluttering up your General Ledger. In fact, you could set up an Accounts Payable account (one for each vendor) in your General Ledger, and do exactly what this module is doing for you. The only disadvantage of doing that would be, for example, if you had 200 vendors, you would have 200 Accounts Payable accounts in your General Ledger Chart of Accounts liabilities. Obviously these would clutter up your balance sheet significantly. Of course, this module also allows you to do many vendor-related functions which you cannot do with your General Ledger. Each transaction must have at least one debit account and one credit account (just like in General Ledger transactions). However, it also needs one more account: the vendor account number. This third account number, the vendor account, is what allows you to keep track of each vendor individually. Other than this third account number, and other vendor related inputs, this transaction is the same as a General Ledger transaction. Think of debits and credits just as you would when entering purchases or payments in your General Ledger. Be sure to remember that any transactions which are entered here, should not be entered in your General Ledger transactions since they will automatically be placed there when you post to the General Ledger (see section 7c - Posting to the General Ledger). The accounts Payable module uses accrual accounting. This means that purchases are recorded at date of invoice, and not at the time that a payment is made. Thus, when recording a purchase, the system will always credit your Accounts Payable account, and you should debit the G/L account which is affected by this purchase. At time of payment (when you generate a check), the system will credit your G/L asset PAGE 26 FINANCE MANAGER II - ACCOUNTS PAYABLE checking account and debit the related vendor account balance as well as the G/L Accounts Payables account. There are three different types of transactions. A brief description of each, as well as typical debits and credits follow: ----- GENERAL LEDGER ACCOUNT ------ DESCRIPTION TYPE DEBIT CREDIT --------------------- ---- ----------------- ----------------- PURCHASE I Asset account or Accts Payable (receive invoice) Expense account (System Selected) MISC DEBIT TO ACCOUNT D Accts Payable Asset account or (For example, A purchase (System Selected) Expense account return or other REDUCTION of the account balance). MISC CREDIT TO ACCOUNT C Asset account or Accts Payable (For example, A finance Expense account (System Selected) charge or other INCREASE of the account balance). PAGE 27 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION FIVE - REPORTS The Accounts Payable Reports Menu allows you to generate a full spectrum of Payable reports from your database. The reports menu ("F3" from the Accounts Payable Main Menu) appears as follows: |--- ACCOUNTS PAYABLE REPORTS MENU ----| | | | ESC Return to A/P Main Menu | | F1 Payable Journal | | F2 Payable Aging | | F3 Schedule of Payables | | F4 Open Invoices | | F5 Vendor Account History | | F6 Vendor Accounts List | | F7 Vendor Address Labels | | F8 Non-Posted Transaction Journal| | F9 Payments Journal | | F10 G/L Distribution Report | | ENTER YOUR SELECTION: | | | ---------------------------------------- Reports can be generated to show results for a specific month, a range of months, a quarter, a year, etc. All reports may be generated at any time and for any time period. This means that you are not limited to printing a report only once, and it also means that you can print a report for a prior period as well. Samples of each report are shown in Appendix A, or may be printed while using the DEMO accounts. 5a - GENERAL INSTRUCTIONS FOR GENERATING REPORTS While printing any report you may, if desired, interrupt the printing in one of two ways: PAUSE THE PRINTER: When you are printing reports on your printer, you may pause the printing by pressing any key. Please keep in mind that most printers have a print buffer. Consequently, the report continues to print until the buffer is empty. Pressing any key again will continue your printout. This function will not work if you are sending reports to the screen, since reports will stop automatically as each screen is full. STOP THE PRINTER: If, while printing, you wish to stop the printer and return to the menu, all you have to do is press the "Esc" key. Please keep in mind that most printers have a print buffer, causing the report to continue to print until the buffer is empty. You will, however, return to the menu immediately. When generating reports, you have three output destination options. PAGE 28 FINANCE MANAGER II - ACCOUNTS PAYABLE First, you may simply list reports to the screen. Second, if you have a printer, you can print a hard copy of the reports. You also have the option of sending your reports to a disk file, instead of to the printer. With this useful option, reports can be stored and then printed at a later date. This "Destination" prompt is an option for each of the available reports. To select the destination, answer the prompt below: TO SCREEN/PRINTER/DISK (S/P/D):_ If you select "D" for disk, the system will prompt you for a disk filename. Enter a filename of up to eight characters. The file will be saved on your data disk, with the file extension of ".RPT". If a file with the name entered already exists, the system will tell you so and ask if you want to delete the old file. If you answer "N", the report will be appended to the already existing disk file. For some reports, you also need to specify reporting dates via the "Date" prompt. The date prompt appears as follows: ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ These dates determine which months and years are shown on your reports. The ending month and year must be within twelve months of the starting month and year. To get a year-to-date report you might select the dates 1-89 through 12-89. Likewise, if you want a first quarter report you could select 1-89 through 3-89. When entering prompts for reports, remember that you may back up to a previous field by pressing the Backspace key. If you want to go back to the reports menu while you are at the input screen, press ESC. If you want to return to the reports menu after your report has finished listing to the screen, press ENTER. Since there are different reporting options within reports, some of the different types of screen options follow, as well as the reports to which they apply. 5b - PRINTING THE ACCOUNTS PAYABLE JOURNAL This report is a listing of all transactions which took place during a specified period of time. When printing the Accounts Payable Journal (F1), be sure to employ the following procedures: a. Select "F1" from the reports menu. b. The following screen will appear: PAGE 29 FINANCE MANAGER II - ACCOUNTS PAYABLE TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ ENTER TRANSACTION TYPE:_ (I,D,C or space) space = all types ENTER DEPARTMENT:____ c. First, type in the destination for your report. Then, enter the date range wanted for your report. d. Next, enter the type of transactions to be included in this report. If you enter a space all transaction types will be included. The transaction types are the same types used when the transactions were entered. Unless you want only a specific type of transaction shown you would normally enter a space (for all types). e. If you are using departments, enter the department you would like included in this report. Blank or space equals all departments. f. The report will then be printed. 5c - PRINTING THE PAYABLE AGING REPORT This report shows vendor payables by due-date age. It allows quick access in order to show your payment habits as well as your past due invoice amounts. When printing the Payable Aging report (F2), the following procedures apply: a. Select "F2" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER REPORT DATE:__-__-__ c. Type in the destination for your report. Next, select the date you want the report to show. Normally this would be the current date. By selecting a future or past date, however, you can see how your vendor aging looked last week, versus what it might look like next week. By using different dates, you can readily see how you have been paying your vendors. You may, moreover, do cash-flow forecasting by selecting a date in the future. d. The report will then be printed. PAGE 30 FINANCE MANAGER II - ACCOUNTS PAYABLE 5d - PRINTING THE SCHEDULE OF PAYABLES REPORT This report shows vendor balances for any selected month. Trended option shows vendor balances, by month, for payables balances history. When printing the Schedule of Payables (F3), the following procedures apply: a. Select "F3" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ DO YOU WANT A TRENDED REPORT(Y/N):_ c. First, type in the destination for your report. Next, enter the date range wanted for your report. d. Then, answer the "Trended Report" prompt with "Y" or "N". See Appendix A for examples of trended and non-trended reports. e. The report will then be printed. 5e - PRINTING THE OPEN INVOICES REPORT This report shows all open invoices by vendor regardless of invoice and due dates. a. Select "F4" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ c. Type in the destination for your report. d. The report will then be printed. 5f - PRINTING VENDOR ACCOUNT HISTORY This report shows all activity (transactions & payments) for any selected vendor. It shows beginning balance, transactions and ending balance for a specific period of time. When printing this report be sure to employ the following procedures: a. Select "F5" from the reports menu. b. The following screen will appear: PAGE 31 FINANCE MANAGER II - ACCOUNTS PAYABLE TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ ACCOUNT NUMBER RANGE: STARTING ACCOUNT:____ ENDING ACCOUNT:____ c. First, type in the destination for your report. Next, enter the date range wanted for your report. Finally, enter the vendor account number range which you want printed (i.e. vendor number 1000 through 2000). d. The report will then be printed. 5g - PRINTING THE VENDOR ACCOUNTS LIST This report is a listing of all vendors, showing all information currently set up for each vendor. When printing this report, the following procedures apply: a. Select "F6" from the reports menu. b. The following screen will appear: |--------- SELECT SORT ORDER --------| | | | ESC Return to Reports Menu | | F1 Vendor Number Order | | F2 Zipcode Order | | F3 Vendor Name Order | | | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | -------------------------------------- c. Select either "F1", "F2", or "F3" depending on the order you what the labels to be in. d. Next, the following will be prompted: TO SCREEN/PRINTER/DISK (S/P/D):_ e. Type in the destination for your report. PAGE 32 FINANCE MANAGER II - ACCOUNTS PAYABLE f. The report will then be printed. 5h - PRINTING THE VENDOR ADDRESS LABELS This report provides mailing labels for your vendors, sorted by vendor account or zipcode order. Use one-up labels with any length from 6 to 99 lines per label. When printing this report the following procedures apply: a. Select "F7" from the reports menu. b. The following screen will appear: |------ VENDOR ADDRESS LABELS -------| | | | TO SCREEN/PRINTER/DISK (S/P/D):_ | | | | | | Number of lines per label:__ | | | | | | Labels for Printed Checks(Y/N):_ | | | | ACCOUNT NUMBER RANGE: | | STARTING ACCOUNT:____ | | ENDING ACCOUNT:____ | | | | Do you want an Alignment(Y/N):_ | -------------------------------------- c. Type in the destination for your report. d. Enter the number of lines per label (6-99). This is the number of print lines from the top of one label to the top of the next. Usually 6 lines for 15/16 inch long labels. e. If you want labels for only vendors whom you last printed checks for answer the "Labels for Printed Checks" prompt with "Y". If you want labels for ALL vendors answer with a "N". If you answered with a "Y" go to step G. f. Enter the vendor account number range for which you want labels (i.e. vendor number 1000 through 3000). g. Finally, load your printer with blank labels. In order to be sure you have them lined up properly, answer the alignment prompt with a "Y". Repeat this until your labels are aligned properly in your printer. Then answer with a "N". h. Next the following screen will appear: PAGE 33 FINANCE MANAGER II - ACCOUNTS PAYABLE |--------- SELECT SORT ORDER --------| | | | ESC Return to Reports Menu | | F1 Vendor Number Order | | F2 Zipcode Order | | F3 Vendor Name Order | | | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | -------------------------------------- i. Select either "F1", "F2", or "F3" depending on the order you what the labels to be in. j. The labels will then be printed. 5i - PRINTING THE NON-POSTED TRANSACTION JOURNAL This report is a listing of ALL transactions which have not yet been posted to your General Ledger. When printing this report the following procedures apply: a. Select "F8" from the reports menu. b. The following screen will appear: TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER TRANSACTION TYPE:_ (I,D,C or space) space = all types ENTER DEPARTMENT:____ c. Type in the destination for your report. d. Next, enter the type of transactions to be included in this report. If you enter a space all transaction types will be included. The transaction types are the same types used when the transactions were entered. Unless you want only a specific type of transaction shown you would normally enter a space (for all types). e. If you are using departments, enter the department you would like included in this report. Blank or space equals all departments. f. The report will then be printed. PAGE 34 FINANCE MANAGER II - ACCOUNTS PAYABLE 5j - PRINTING THE PAYMENTS JOURNAL This report is a listing of ALL payments which have not yet been posted to your General Ledger. a. Select "F9" from the reports menu. b. The following screen will appear: |----------- PAYMENTS JOURNAL ----------| | | | TO SCREEN/PRINTER/DISK (S/P/D):_ | | | | ENTER DATE RANGE FOR REPORTS: | | STARTING Month:__ Year:__ | | ENDING Month:__ Year:__ | | | | CHECK NUMBER RANGE: | | STARTING CHECK #:_____ | | ENDING CHECK #:_____ | | | | ACCOUNT NUMBER RANGE: | | STARTING ACCOUNT:____ | | ENDING ACCOUNT:____ | | | | Just NON-POSTED Payments (Y/N):_ | ----------------------------------------- c. First, type in the destination for your report. d. Next, enter the date range you would like included in this report. e. Then, enter the starting and ending check numbers you would like included in this report. Check numbers 1 through 99999 for starting and ending respectively will include all checks. f. Enter the vendor account number range which you want printed (vendor number 1 through 9999 will print all vendors). g. Lastly, if you only want to show non-posted payments select "N" at the "Just NON-POSTED Payments" prompt. A "Y" will select both posted and non-posted payments. h. The report will then be printed. 5k - PRINTING THE GENERAL LEDGER DISTRIBUTION REPORT This report shows the total amount of Accounts Payable transactions (including payments) posted to each General Ledger account number. a. Select "F10" from the reports menu. b. The following screen will appear: PAGE 35 FINANCE MANAGER II - ACCOUNTS PAYABLE TO SCREEN/PRINTER/DISK (S/P/D):_ ENTER DATE RANGE FOR REPORTS: STARTING Month:__ Year:__ ENDING Month:__ Year:__ c. First, type in the destination for your report. Then, enter the date range wanted for your report. d. The report will then be printed. PAGE 36 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION SIX - MAKING VENDOR PAYMENTS This section discusses the most important and powerful feature of this module. The biggest advantage of using this module is its ability to select invoices for payment while allowing the computer do all the thinking, including writing the check for you. Selection of invoices for payment by different methods allows you to maximize your cash flow and lessen your working capital requirements. The object is to select invoices for payments based on due dates and discount dates. You can avoid paying invoices early (and loosing cash flow) AND avoid paying invoices late (and incurring finance charges). As a result, your bank book may be fatter and your venders happier. In addition, you may even give your company a better credit rating. This section will discuss how to select invoices to pay, print the checks by computer, void any mistakes, and produce non-computer generated checks, if desired. The heart of these features lies within the Payments Menu. In order to get to the Payments Menu, select F5 from the A/P Main Menu. It appears as follows: |---------- PAYMENTS MENU -----------| | | | ESC Return to A/P Main Menu | | F1 PAYMENT Selection Menu | | F2 Print Selected Payments Journal| | F3 Print CHECKS | | F4 VOID Printed Checks | | F5 MANUAL Checks | | | | | | | | | | | | ENTER YOUR SELECTION: | | | -------------------------------------- We will discuss each of the above menu selections in the sections which follow. 6a - SELECTING INVOICES FOR PAYMENT After arriving at the Payments Menu, the first selection is "F1 PAYMENT Selection Menu". The "F1" menu selection is the first step in making vendor payments (printing checks). This is how you tell the computer which checks it should write. Select "F1" and the following screen will appear. PAGE 37 FINANCE MANAGER II - ACCOUNTS PAYABLE ---------------------------------- | | | PAY THROUGH DATE:__-__-__ | | | ---------------------------------- Enter the date where you will pay invoices. This date is used to validate discount dates and their expirations. The default is the current date. After entering the payment date you will be at the PAYMENTS SELECTION MENU. This screen is seen as follows: |------ PAYMENT SELECTION MENU ------| | | | ESC Return to Payments Menu | | F1 Select From ALL | | F2 Select By VENDOR Number | | F3 Select By INVOICE Number | | F4 Select By DUE DATE | | F5 Select By DISCOUNT DATE | | F6 SPECIFIC AMOUNT to Vendor | | F7 PAY ALL | | F8 CLEAR Selected Payments | | | | | | ENTER YOUR SELECTION: | | TOTAL SELECTED: 0.00 | -------------------------------------- As you can see, there are seven different methods available for selecting invoices for payment. Don't let all of the choices worry or confuse you. As we continue, we will discuss each in detail. In simple terms, the most important selection method is "F4 SELECT By DUE DATE". This is the way you would select payments if your main concern was to pay invoices on the due date. The "F8" option allows you to de-select payments in case you make an error in selecting. In each of the "Select" (F1 - F5) options, you will be shown individual invoices and you will be able to tell FINANCE MANAGER whether or not you want to pay that invoice. F6 and F7 are automatic selection methods where the computer decides what to pay, rather than letting you choose. After selecting F1, F2, F3, F4 or F5 FINANCE MANAGER will search for non-paid invoices. When it finds one, it will display the transaction and ask you if you want to pay it. The screen display when selecting invoices is as follows: PAGE 38 FINANCE MANAGER II - ACCOUNTS PAYABLE Vendor Number:____ Item Date :__-__-__ Description:______________________________ Reference Num:________ Invoice Num:________ Type Code(I,D,C):_ Due Date :__-__-__ Discount :_____% Disc Date :__-__-__ Dept :____ DEBIT :Account:____ _________________________ Amount:___________ CREDIT:Account:____ _________________________ Amount:___________ ------------------------------------------------------------------ | Discount Amount:__________ Total Amount :__________ | | Approved Amount:__________ Total Paid :__________ | | Discount Taken :__________ | | Are Inputs Correct (Y/N):_ End Balance Due:__________ | ------------------------------------------------------------------ Select for payment? (Y/N):_ Total Selected: 0.00 The procedure for selecting individual transactions for payment is as follows: 1. The cursor will be at the "Select for payment? (Y/N)" prompt. You may skip (not pay) this transaction by answering "N", or you may select it for payment by answering "Y". If you answer with a no, the computer will search for the next transaction and ask you again. Whenever you wish to stop and return to the menu, simply press the ESC key. 2. If you answered with a yes, you will then be prompted for the "Discount Amount" to take on this payment. If there is no discount percentage in the selected transaction, this input field will be skipped. The default for this field is calculated from the discount percent and amount for this transaction. If the payment date is past the discount date, the default discount will be zero. If you wish, you may change the default discount by entering another amount. 3. Next, enter the "Approved Amount". This is the amount you want to pay on this transaction. This is the net check amount (i.e. after discounts). If you do not pay the entire balance (amount due less discount), FINANCE MANAGER will not allow you to take a discount at this time and will zero out the "Discount Amount". The full discount may be taken at the time you pay the transaction in full. 4. Answer the "Are Inputs Correct? (Y/N)" prompt with a "Y" or "N" accordingly. If you answer with an "N", you will be returned to the "Discount Amount" prompt, and if you answer "Y", your selection will be saved and you will move to the next unpaid transaction. If you wish to stop selecting transactions, simply press the ESC key and you will return to the menu. Some points to remember: when selecting type "D" transactions, this PAGE 39 FINANCE MANAGER II - ACCOUNTS PAYABLE Miscellaneous Debit is a reduction in what you owe a vendor and will thus reduce the total amount paid. When selecting "D" type transactions, you are in effect applying that transaction to your payment and thus reducing the amount paid. Also, if you run through the selection process two or more times and see a non-zero "Approved Amount", this means that you selected that amount to be paid during your last pass at selecting payments. You may skip it (approved amount will remain unchanged) by not selecting it a second time, or you may change the amount paid by selecting it for payment again. You may also de-select a payment by entering a zero in the approved amount field of a selected transaction. We will now explain each selection method (and the time to use it) in detail. 6b - SELECTING FROM ALL INVOICES Choosing the menu option "F1 Select From All" allows you to select invoices for payment by showing you all open (non-paid) invoices and letting you decide whether or not to pay each one. This is an easy way to look at each transaction and decide whether you want to pay it. 6c - SELECTING BY VENDOR NUMBER Selecting "F2 Select by VENDOR Number" will allow you to select only those transactions for a specific vendor. It is useful when one vendor must be paid now, or if you only want to pay specific vendors. Upon choosing this selection method you will be prompted for the vendor number you want to select. The prompt is as follows: ENTER VENDOR NUMBER:____ As with all account number input requests, you may select the vendor from the list on the bottom of the screen by using the keypad arrow keys or by typing in the specific vendor number. After choosing your vendor you will be at the payment selection menu as described above. Only transactions for the selected vendor will be shown. You may select any or all transactions for this vendor. 6d - SELECTING BY INVOICE NUMBER Selecting "F3 Select by INVOICE Number" will allow you to select only those transactions for a specified vendor and with a specific invoice number. It is useful when a vendor is requesting payment for a specific invoice. Upon choosing this selection method you will be prompted for a vendor number and invoice number. The prompt is as follows: PAGE 40 FINANCE MANAGER II - ACCOUNTS PAYABLE ENTER VENDOR NUMBER:____ ENTER INVOICE NUMBER:________ As with all account number input requests, you may select the vendor from the list on the bottom of the screen by using the keypad arrow keys or by typing in the specific vendor number. If you leave the invoice number field blank, you will be selecting those transactions with no invoice number. After entering your responses you will be at the payment selection menu as described above. Only transactions for the selected vendor and invoice number will be shown. You may select any or all of the transactions for this vendor. 6e - SELECTING BY DUE DATE Selecting "F4 Select by DUE DATE" will allow you to select those transactions which fall on or before a specified due date. This selection option is useful when you want to pay all bills which are due on or before a certain date (e.g. pay all bills due by the end of the month). Invoices selected for payment are based on the "Pay through Date" selected earlier (see section 6a). Only transactions which have a due date on or before this date will be displayed. You may select any or all displayed transactions. 6f - SELECTING BY DISCOUNT DATE Choosing the menu option "F5 Select by DISCOUNT DATE" allows you to select transactions for payment based on the "Payment Date" selected earlier. All transactions which have a discount date on or before the payment date will be shown for selection. This method of selection is a great way to be sure you do not miss any discounts for early payments. You may select all or any of the displayed transactions. 6g - PAYING SPECIFIC AMOUNT TO VENDOR This selection option "F6" allows you pay a vendor only a specific amount. This is a marvelous method to use when you prefer to make monthly payments to a vendor. The selected payments are made automatically by FINANCE MANAGER, based on due dates, and with oldest transactions first. If any debit or credit type transactions are found they are also applied in date order. Upon choosing this selection option you will be prompted for a vendor number and an amount to pay. The input display is as follows: ENTER VENDOR NUMBER:____ ENTER AMOUNT TO PAY:________ PAGE 41 FINANCE MANAGER II - ACCOUNTS PAYABLE As with all account number input requests, you may select the vendor from the list on the bottom of the screen simply by using the keypad arrow keys or by typing in the specific vendor number. Next, enter the amount you want to pay that vendor. FINANCE MANAGER will then search for transactions and select them AUTOMATICALLY. You will not be prompted for specific ones to pay. After FINANCE MANAGER makes its selections, both the total amount requested to pay and the approved to pay for that vendor will be displayed. 6h - PAYING ALL INVOICES Menu selection "F7" will allow FINANCE MANAGER to SELECT ALL non-paid transactions. The difference between this and "F1 Select from ALL" is that you will not be prompted for each transaction. FINANCE MANAGER will select ALL for payment without any prompts. This method of payment selection is useful for those persons who have enough money to pay all invoices regardless of due dates. 6i - CLEARING SELECTED PAYMENTS The menu selection "F8 CLEAR Selected Payments" provides a way to undo all of the transactions which you have selected. It is useful if you have made a mistake in selecting payments and you want to start over. During all selection procedures, you will notice that the total amount you have selected is displayed on the lower half of the screen. Likewise, you will notice after you clear selected payments this number will return to zero. 6j - PRINTING SELECTED PAYMENTS JOURNAL After you have selected all the transactions you wish to pay, you would return to the PAYMENTS MENU by pressing ESC. This menu is again shown below: PAGE 42 FINANCE MANAGER II - ACCOUNTS PAYABLE |---------- PAYMENTS MENU -----------| | | | ESC Return to A/P Main Menu | | F1 PAYMENT Selection Menu | | F2 Print Selected Payments Journal| | F3 Print CHECKS | | F4 VOID Printed Checks | | F5 MANUAL Checks | | | | | | | | | | | | ENTER YOUR SELECTION: | | | -------------------------------------- By selecting "F2" at this menu a journal report will be printed listing all of the transactions which you have selected. You will be prompted for the destination of the report as follows: TO SCREEN/PRINTER/DISK (S/P/D):_ Select the report destination and your selected payments journal will then be printed. This report will show you, by vendor, the amount of each check to be written as well as the total of all checks to be written. It is suggested that you always review this report before actually printing checks so as to ensure you have selected the correct transactions for payment. A sample of this report is shown in Appendix A. After reviewing this report you are ready to print checks. This is clearly described in the following section. 6k - PRINTING CHECKS After you have selected the transactions for payment, and you have reviewed the Selected Payments Journal report, you are now ready to print checks. Load your printer with your pre-printed continuous-form checks and check to be sure you have set up the A/P configuration (utilities menu) for the checks you will be using. Select "F3" from the PAYMENTS MENU and you will be prompted for the following information: Enter DATE for Checks:__-__-__ Enter Next Check Number:_____ G/L Check Account Number:_____ 1. Enter the date you want printed on your checks. 2. Enter the check number of the first check in the printer (FINANCE MANAGER will increment the number for each check lineup you print). If your checks do not happen to have check numbers, enter the number you wish to have printed on the first LIVE (non-lineup) check. PAGE 43 FINANCE MANAGER II - ACCOUNTS PAYABLE 3. Enter the G/L checking account number for the checks you are writing. It is important that you get the correct account number for the checks you are writing or the funds will come out of the wrong account. 4. After entering the account number FINANCE MANAGER will ask you if you want a check lineup pattern printed. PRINT AN ALIGNMENT PATTERN? (Y/N):_ Answer with a "Y" until you have the checks properly lined up. When you answer this prompt with an "N", your checks will be printed. Until you answer the alignment pattern with a "N", you may at any time abort the check printing process and return to the menu by pressing the ESC key. 6l - VOIDING PRINTED CHECKS The last check written to a specific vendor may be voided by selecting "F4" from the payments menu. This function will allow you to void the last check written, either computer generated, or manual. Upon selecting this function the following screen will appear: ENTER VENDOR NUMBER:____ Enter the vendor number of the check to be voided. Finance Manager will then search for the check and ask if you want to void it. The following screen is displayed: ------------ VOID CHECK -------------- | | | ENTER VENDOR NUMBER:____ | | | | CHECK NUMBER:______ | | VOID THIS CHECK? (Y/N):_ | | | -------------------------------------- If you do not wish to void this check, answer with an "N" and you will be allowed to enter another vendor number. If you do want to void it, answer with a "Y". After answering with a "Y", in order to void the check, FINANCE MANAGER will show you a detail of all transactions that were paid with that check. Then you will be asked one more time if you want to "VOID THIS CHECK?" in order to be sure that you really want to void it. After the check is voided you will return to the Payments Menu. NOTE: You will only be allowed to void the last check written to any one vendor. PAGE 44 FINANCE MANAGER II - ACCOUNTS PAYABLE 6m - ENTERING MANUAL CHECKS Another great feature included in the FINANCE MANAGER Accounts Payables module is the ability to enter checks manually. This allows you the flexibility of hand writing those checks which must be paid, even if you do not want to do a full check run. In order to use this feature, select "F5" from the Payments Menu. Upon selecting this function you will be prompted for a vendor number as below: ENTER VENDOR NUMBER:____ After entering the vendor number for the manual check you wish to write, you will be allowed to select transactions for payment as in Section 6c - Selecting by Vendor Number. After you have selected the transactions for payment, the following screen is displayed: Enter DATE for Checks:__-__-__ Enter Manual Check Number:_____ G/L Check Account Number:_____ Enter the DATE, CHECK NUMBER and G/L ACCOUNT NUMBER as in section 6k - Printing Checks. This procedure is just like printing checks, except that no check will be printed. The transactions will be paid and the total paid by the manual check will be displayed when it is finished. You will then be returned to the Payments Menu for further processing. PAGE 45 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION SEVEN - OTHER FEATURES AND FUNCTIONS The remainder of the features and functions of the Accounts Payable Module are contained on the Accounts Payable Utilities Menu. These features are also very powerful and important functions of this module. To use these features select "F6" while on the Accounts Payable Main Menu. The following menu will be shown: |--------- A/P UTILITY MENU ---------| | | | ESC Return to A/P Main Menu | | F1 SORT Transactions | | F2 POST Transactions to GL | | F3 A/P CONFIGURATION Settings | | | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | -------------------------------------- In this section we will discuss each function as well as its uses and features. Since Configuration settings are required before you will be able to enter any transactions, we will discuss this selection first. 7a - CONFIGURATION SETTINGS The configuration settings allow you to configure this module to your specific company, and to its specific G/L account numbers. This configuration is very important to your transactions, to pre-printed continuous form checks, and to GL account numbers used. By selecting "F3" from the Configuration menu you will see the following screen: ROW COLUMN CHECK NUMBER( 6):27 73 STARTING ROW OF STUB:5 DATE( 8):31 45 MAXIMUM DETAIL LINES PER STUB:14 VENDOR NAME(30):35 12 NEXT CHECK NUMBER:1001 DECIMAL AMOUNT(14):31 65 VENDOR ADDRESS ON CHECK (Y/N):Y AMOUNT WITH WORDS(50):33 12 DETAIL POSTING TO G/L (Y/N):Y SIZE OF CHECK :42 80 G/L ACCOUNTS PAYABLE ACCOUNT:____ The configuration settings must be set up for each set of books which you happen to have. Be sure to carefully employ the following procedures when setting up your configuration settings: PAGE 46 FINANCE MANAGER II - ACCOUNTS PAYABLE 1. The input fields on the left are the row and column print positions on the continuous form checks which you will be using. The defaults are set up to use the following pre-printed checks from Nebs, Inc., Groton, MA 01471. To order, phone toll free 1-800-225-9550. The following product numbers should be ordered. Continuous form checks Product 9021-1 (1 part) 9021-2 (2 part) 9021-3 (3 part) Envelopes Product 775 DU-O-VUE If you already have continuous form checks, or want to use another kind, you may do so by changing the check printing location fields above. The only requirement is that you use a TOP-STUB check. There are eight print fields which you must specify for your checks. To set up the A/P check printing for your own checks you must tell FINANCE MANAGER where to print the fields listed above. These are as follows: CHECK NUMBER: Location of check number on check DATE: Location of check date VENDOR NAME: Location of vendors name (and address) DECIMAL AMOUNT: Location of decimal amount (i.e. 500.00) AMOUNT WITH WORDS: Location of amount spelled out (i.e. ***FIVE HUNDRED and NO/100) SIZE OF CHECK: This is the number of rows and columns on the physical check. Usually a check (including top stub) is 7" X 8 1/2", which is 42 rows and 85 columns. STARTING ROW: This is the first line available (from the OF STUB top) for printing detail invoice information on the check stub. MAXIMUM DETAIL: This is the maximum number of detail text LINES PER STUB lines that fit on the check stub. Enter the data into the input fields for your specific pre-printed checks. If your pre-printed check does not have a specific field for one of the 5 print position fields, simply enter zero (0) in the row field and the field will not be printed on your checks. 2. Next, enter your starting check number for your computer generated checks. (i.e. Your first check number.) 3. At the VENDOR ADDRESS ON CHECK field, enter either "Y" or "N", depending on whether or not your vendor's address is printed on the check. PAGE 47 FINANCE MANAGER II - ACCOUNTS PAYABLE 4. The next selection "DETAIL POSTING TO G/L" allows the option of posting transactions to your G/L in detail or summary format. Selecting detail posting will post each A/P transaction as a separate G/L transaction; while answering "N" will cause the A/P transactions to be grouped and summarized keeping the total number of transactions posted to the G/L to a minimum. Which ever method you choose the financial results will be the same. There is one other difference, however, if you select the detail posting each A/P transaction's date will be used in the resultant G/L transaction while summary posting will prompt you for a date at the time you post and use that date on the G/L transactions. If you are a beginner and do not have many transactions, we suggest that you select "Y" at this prompt. 5. Prior to setting up this configuration, you must set up (add) an Accounts Payable account in your General Ledger Chart of Accounts (using the General Ledger module). This account must be active in your General Ledger Chart of Accounts in order to be able to select it for use in this configuration setup. We recommend that you set up the account for use by the Accounts Payable module only (i.e. do not use these account numbers when entering your General Ledger transactions). This General Ledger account is the interface account, and is used to interface the Accounts Payable Module with your General Ledger Module. It's important to remember that the Accounts Payable Module cannot be used without this important GL account. Enter your G/L Accounts Payable account number at the input field. You may use the "select account" feature by using the keypad arrow keys. For easy selection, all active G/L liabilities accounts are shown on the bottom half of the screen. 6. Finally, at the "ARE INPUTS CORRECT (Y/N)" prompt, answer "Y". If you answer with "N", you will be returned to the first input line in order to allow you to make more changes. You may leave or skip over any field simply by pressing "return". You may back up to a previous field simply by pressing the Backspace key. Or you can easily quit, without saving any input, merely by pressing the Esc key. 7b - SORTING TRANSACTIONS The Accounts Payable module normally keeps transactions organized in the order in which they are input. The Sort function allows the user to choose the manner in which FINANCE MANAGER sorts or organizes the transactions. Transactions may be sorted either by date of input, transaction date, or vendor number order. The sort procedure is not a required feature but it is useful, for example, when printing transaction journals or vendor balance reports and you would like to be sure that all transactions are in date order. To accomplish this, all you have to do is select date order sort. It PAGE 48 FINANCE MANAGER II - ACCOUNTS PAYABLE would be good practice to sort the transactions once a month before printing your reports. The sort order does not affect any report balances and it is purely for cosmetic purposes. To start sorting transactions, select "F1" at the Accounts Payable Utilities Menu. The following screen appears: |--------- SORT TRANSACTIONS --------| | | | ESC Return to Utilities Menu | | F1 Transaction Input Order | | F2 Date Order | | F3 Vendor Number Order | | F4 Department Order | | | | | | | | | | | | | | ENTER YOUR SELECTION: | | | -------------------------------------- 1. Select the order in which you would like to sort the transactions. 2. FINANCE MANAGER automatically sorts all transactions. 3. Press any key to exit and return to the Main Menu when the sort is completed. If you have more transactions than memory can hold at one time, the default disk drive is used to store a temporary file while sorting transactions. It is important to remember, therefore, that the default drive must have adequate remaining disk space, and it must NOT be "write protected". If there is not enough space on your default drive to sort your file, you must put an empty disk in this drive (usually drive A:) before selecting your sort order. If you DO run out of disk space, your sort is aborted and your transaction file remains unchanged. If a temporary disk file is required for the sort, the system will inform you and it will allow you to put a blank disk in your default disk drive (NOT YOUR DATA DISK DRIVE). It is most important that you DO NOT take out your data disk from its drive, or the program will be aborted. PAGE 49 FINANCE MANAGER II - ACCOUNTS PAYABLE 7c - POSTING TO THE GENERAL LEDGER Accounts Payable Utilities Menu selection "F3" will post all transactions entered into this module to your General Ledger books. Depending on whether you selected the detail or summary post option in the configuration (described above) your Accounts Payables transactions are posted individually or are read, then summarized, and then posted to your General Ledger in summary format. You'll be pleased to know that this posting procedure is a smart procedure. It will only post the transactions which have not already been posted. Because of this incredible time-saving feature, you may accidentally post as many times as you wish without the worry of any errors or double posting. This posting process is mandatory in order to interface with the G/L, and should be done before you run any General Ledger reports. Without running this procedure, no transactions or activity from this module will be shown on your General Ledger reports. NOTE: After this posting procedure is complete, the transactions which were posted may no longer be changed as far as type, account numbers or amounts. Because of this unique safety feature, we recommend that you only post after you are absolutely sure all transactions have been entered correctly and that any adjustments have been made. Generally, a good rule for you to follow is to post transactions once a month, on the last day of that month. After you have run this procedure, you can print any General Ledger reports, and all activity from this module will be automatically included in your General Ledger reports. In order to run this procedure, select "F2" on the Accounts Payable Utilities menu. If you selected the detail post configuration option the posting will commence. If you did not select detail post you will be prompted for a date to use when posting transactions to the General Ledger. This prompt is as follows: Enter Post Transaction Date:__-__-__ When using the summary post option this date will show on your General Ledger transactions as the date of the posting. Usually this date should be the current date (i.e. the last date for the current month). If detail post was selected the General Ledger transactions will have the same date as they do in the Accounts Payable Journal. After you enter this date, the posting process will be run. You will be able to watch its progress on the screen as it is reading transactions and posting them to your General Ledger accounts. PAGE 50 FINANCE MANAGER II - ACCOUNTS PAYABLE PAGE 51 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION EIGHT - ENHANCEMENTS & HINTS 8a - ENHNACEMENTS BY VERSION Version 1.1 - First Release of this module. Version 1.2 - All changes included in version 1.2 of the General Ledger module. - Provide "=" and "+" keys for invoice number input to get same-as-reference-number or incremental invoice numbers respectively. - Added label sort by vendor company name. - Added Payments Journal. - Added G/L Distribution Report. - Option to print labels only for last checks printed. - Added transaction type selection to A/P Journal. - Allow check writing to 85 columns for wide carriage printers. - Added sort by company name to Vendor Accounts Listing. - Added "DETAIL POST" to General Ledger option. - Payments posted to G/L now show Vendor Name, account and check number. - Fixed delete vendor problem. Version 1.3 - All system changes included in version 1.3 of the General Ledger module. - Pop-up vendor selection window when selecting report options. - Pop-up vendor/chart of accounts window while entering transaction search parameters. - Enhanced format of Selected Payments Journal report. - Added Vendor Account History report. - Added new Open Invoices Report. 8b - HELPFUL HINTS AND SUGGESTIONS * Keep a CURRENT backup copy of your data disk each time you update your data. This will safeguard against loss of data due to a power or other problem. * Use the Shift PrtSc keys to make a hardcopy of current screen display. * You may run this module WITHOUT the interface to the General Ledger module simply by not posting to the General Ledger (F2 on the Utilities Menu). The system will, however, post to your General Ledger when you do an End of Period Posting (F3 on the Utilities Menu). To totally avoid any interface, simply set up this module with a separate data file, using a different name than your General Ledger data file name. You will, however, have to set up a few dummy G/L accounts (the required G/L accounts needed to run this module). * When printing checks, be sure that your printer is in its default 10 character per inch mode, and that it is set with its normal margins. PAGE 52 FINANCE MANAGER II - ACCOUNTS PAYABLE Deviation from this will result in the inability to line up your pre-printed checks. PAGE 53 FINANCE MANAGER II - ACCOUNTS PAYABLE SECTION NINE - ACCOUNTS PAYABLE DISK FILE NAMES Listed below is a description of files on your accounts Payable disk. File name Description ------------ --------------------------------------------------- FMAP-DOC ARC - Archived A/P documentation manual (see PRINT-AP). FMAP 000 - A/P module program overlay 0. FMAP 001 - A/P module program overlay 1. FMAP 002 - A/P module program overlay 2. FMAP 003 - A/P module program overlay 3. FMAP 004 - A/P module program overlay 4. FMAP 005 - A/P module program overlay 5. FMAP 006 - A/P module program overlay 6. FMAP CHN - A/P program module. PRINT-AP BAT - Prints documentation manual on your printer (PRN). PKUNPAK EXE - De-Archive program for manual. ORDER DOC - Blank order form which can be printed. README BAT - Display this information on screen. WORK APC - WORK demo A/P configuration file. WORK APK - WORK demo A/P check data file. WORK APV - WORK demo A/P vendor data file. WORK APT - WORK demo A/P transaction data file. WORK CHR - WORK demo Chart of Accounts data file. WORK CNF - WORK demo System configuration file. WORK GLT - WORK demo G/L transaction data file. PAGE 54 FINANCE MANAGER II - ACCOUNTS PAYABLE APPENDIX A - SAMPLE REPORTS Table of Contents Payable Journal ........................................ 56 Selected Payments Journal .............................. 57 Payable Aging Report ................................... 58 Schedule of Payables ................................... 59 Schedule of Payables - Trended ......................... 60 Open Invoices Report ................................... 61 Vendor Account History ................................. 62 Vendor Accounts List ................................... 63 Vendor Address Labels .................................. 64 Non-Posted Transaction Journal ......................... 65 Payments Journal ....................................... 66 General Ledger Distribution Report ..................... 67 PAGE 55 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:28am WORK Demo Accounts Test ACCOUNTS PAYABLE JOURNAL JAN-89 Through JUN-89 DATE VEND VENDOR NAME INVOICE REFER # T AMOUNT -------- ---- ----------------------------- -------- -------- - ------------- 01-01-89 1800 Tree & Landscape Service 1234 1234 I 350.00 Yearly maint. contract 01-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 02-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 03-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 03-25-89 1300 Computer Supplies I 3,150.00 Purchase AT clone computer 04-01-89 1500 Coastside Comunications 8700000 8700000 I 5,000.00 Phone System 04-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 04-07-89 1000 Hooper International 8700001 8700001 I 40.00 Finance Manager G/L 04-07-89 1000 Hooper International 8700001 8700001 I 15.00 Finance Manager Acct. Reconcil 04-07-89 1000 Hooper International 8700001 8700001 I 20.00 Finance Manager Fin. Utilities 04-07-89 1000 Hooper International 8700001 8700001 I 30.00 Finance Manager A/R 04-07-89 1000 Hooper International 8700001 8700001 I 30.00 Finance Manager A/P 04-07-89 1000 Hooper International 8700001 8700001 D -20.25 Multi order Discount 15% 04-07-89 1200 ABC Office Supplies 8700002 8700002 I 210.00 Office Supplies 04-15-89 1300 Computer Supplies 8700003 8700003 I 50.00 Computer cables 04-25-89 1300 Computer Supplies 67534 67534 I 15,000.00 Purchase Computer Inventory 05-01-89 1800 Tree & Landscape Service 1234 1234 C 15.75 Finance Charge 05-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 06-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent ------------- 32,890.50 PAGE 56 FINANCE MANAGER II - ACCOUNTS PAYABLE Jul-8-89 YOUR COMPUTER COMPANY PAGE 1 11:28am WORK Demo Accounts Test SELECTED PAYMENTS JOURNAL DUE DATE T DESCRIPTION INVOICE AMT DISC. AMT NET AMOUNT -------- - ------------------------------ ------------ ---------- ------------ 1000 Hooper International ------------------------- 04-22-89 D Multi order discount 15% 20.25 -20.25 04-22-89 I Finance Manager A/P 30.00 0.00 30.00 04-22-89 I Finance Manager A/R 30.00 0.00 30.00 04-22-89 I Finance Manager Fin. Utilities 20.00 0.00 20.00 04-22-89 I Finance Manager Acct. Reconcil 15.00 0.00 15.00 04-22-89 I Finance Manager G/L 40.00 0.00 40.00 ------------ TOTAL 114.75 1100 Jones Corporation ---------------------- 05-16-89 I Monthly office rent 1,500.00 0.00 1,500.00 ------------ TOTAL 1,500.00 1200 ABC Office Supplies ------------------------ 04-22-89 I Office supplies 210.00 0.00 210.00 ------------ TOTAL 210.00 1300 Computer Supplies ---------------------- 05-30-89 I Computer cables 50.00 0.00 50.00 05-09-89 I Computer Supplies 3,150.00 0.00 3,150.00 ------------ TOTAL 3,200.00 1500 Coastside Communications ----------------------------- 05-16-89 I Phone System 5,000.00 0.00 5,000.00 ------------ TOTAL 5,000.00 1800 Tree & Landscape Service ----------------------------- 01-31-89 I Yearly maint. contract 350.00 0.00 350.00 ------------ TOTAL 350.00 ============ GRAND TOTAL 10,374.75 PAGE 57 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:30am WORK Demo Accounts Test PAYABLE AGING As of JUN-8-89 ------ Days Past Due ----- VEND VENDOR NAME CURRENT 1 - 30 31 - 60 ---- ------------------------------ ------------ ------------ ------------ 1000 Hooper International 0.00 0.00 114.75 1100 Jones Corporation 3,000.00 1,500.00 1,500.00 1200 ABC Office Supplies 0.00 0.00 210.00 1300 Computer Supplies 15,000.00 3,200.00 0.00 1400 Soaps Inc. 0.00 0.00 0.00 1500 Coastside Comunications 0.00 5,000.00 0.00 1600 The Happy Balloon Ltd. 0.00 0.00 0.00 1700 John Smith and Associates 0.00 0.00 0.00 1800 Tree & Landscape Service 0.00 15.75 0.00 ------------ ------------ ------------ 18,000.00 9,715.75 1,824.75 PAGE 58 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:31am WORK Demo Accounts Test SCHEDULE OF PAYABLES JUN-89 VEND VENDOR NAME BALANCE ---- ----------------------------- ------------- 1000 Hooper International 114.75 1100 Jones Corporation 4,500.00 1200 ABC Office Supplies 210.00 1300 Computer Supplies 18,200.00 1400 Soaps Inc. 0.00 1500 Coastside Comunications 5,000.00 1600 The Happy Balloon Ltd. 0.00 1700 John Smith and Associates 0.00 1800 Tree & Landscape Service 365.75 ------------- Total Payable 28,390.50 PAGE 59 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:31am WORK Demo Accounts Test SCHEDULE OF PAYABLES APR-89 Through JUN-89 VEND VENDOR NAME APR-89 MAY-89 JUN-89 ---- ---------------------------- ------------- ------------- ------------- 1 test 0.00 0.00 0.00 1000 Hooper International 114.75 114.75 114.75 1100 Jones Corporation 1,500.00 3,000.00 4,500.00 1200 ABC Office Supplies 210.00 210.00 210.00 1300 Computer Supplies 18,200.00 18,200.00 18,200.00 1400 Soaps Inc. 0.00 0.00 0.00 1500 Coastside Comunications 5,000.00 5,000.00 5,000.00 1600 The Happy Balloon Ltd. 0.00 0.00 0.00 1700 John Smith and Associates 0.00 0.00 0.00 1800 Tree & Landscape Service 350.00 365.75 365.75 ------------ ------------- ------------- Total Payable 25,374.75 26,890.50 28,390.50 PAGE 60 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:31am WORK Demo Accounts Test OPEN INVOICES DUE DATE T DESCRIPTION INVOICE ORIG AMOUNT UNPAID AMOUNT -------- - ------------------------------ --------- ------------- ------------- 1000 Hooper International ------------------------- 04-22-89 I Finance Manager G/L 8700001 40.00 40.00 04-22-89 I Finance Manager Acct. Reconcil 8700001 15.00 15.00 04-22-89 I Finance Manager Fin. Utilities 8700001 20.00 20.00 04-22-89 I Finance Manager A/R 8700001 30.00 30.00 04-22-89 I Finance Manager A/P 8700001 30.00 30.00 04-22-89 D Multi order discount 15% 8700001 -20.25 -20.25 ------------- ------------- TOTAL 114.75 114.75 1100 Jones Corporation ---------------------- 05-16-89 I Monthly office rent 1,500.00 1,500.00 ------------- ------------- TOTAL 1,500.00 1,500.00 1200 ABC Office Supplies ------------------------ 04-22-89 I Office supplies 87123 210.00 210.00 ------------- ------------- TOTAL 210.00 210.00 1300 Computer Supplies ---------------------- 05-09-89 I Computer Supplies 3,150.00 3,150.00 05-30-89 I Computer cables 6478 50.00 50.00 ------------- ------------- TOTAL 3,200.00 3,200.00 1500 Coastside Communications ----------------------------- 05-16-89 I Phone System 870000 5,000.00 5,000.00 ------------- ------------- TOTAL 5,000.00 5,000.00 1800 Tree & Landscape Service ----------------------------- 01-31-89 I Yearly maint. contract 1234 350.00 350.00 ------------- ------------- TOTAL 350.00 350.00 ------------- GRAND TOTAL 10,374.75 PAGE 61 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:31am WORK Demo Accounts Test VENDOR ACCOUNT HISTORY APR-89 DATE T DESCRIPTION INVOICE REFERENCE AMOUNT -------- - ------------------------------ --------- --------- ------------- 1000 Hooper International ------------------------- BEGINNING BALANCE 0.00 04-07-89 I Finance Manager G/L 8700001 8700001 40.00 04-07-89 I Finance Manager Acct. Reconcil 8700001 8700001 15.00 04-07-89 I Finance Manager Fin. Utilities 8700001 8700001 20.00 04-07-89 I Finance Manager A/R 8700001 8700001 30.00 04-07-89 I Finance Manager A/P 8700001 8700001 30.00 04-07-89 D Multi order discount 15% 8700001 8700001 -20.25 ------------- ENDING BALANCE 114.75 1100 Jones Corporation ---------------------- BEGINNING BALANCE 0.00 04-01-89 I Monthly office rent 1,500.00 ------------- ENDING BALANCE 1,500.00 1200 ABC Office Supplies ------------------------ BEGINNING BALANCE 0.00 04-07-89 I Office supplies 87123 87123 210.00 ------------- ENDING BALANCE 210.00 1300 Computer Supplies ---------------------- BEGINNING BALANCE 3,150.00 04-15-89 I Computer cables 6478 6478 50.00 ------------- ENDING BALANCE 3,200.00 1400 Soaps Incorporated ----------------------- BEGINNING BALANCE 0.00 ------------- ENDING BALANCE 0.00 1500 Coastside Communications ----------------------------- BEGINNING BALANCE 0.00 04-01-89 I Phone System 870000 870000 5,000.00 ------------- ENDING BALANCE 5,000.00 ------------- GRAND TOTAL 10,024.75 PAGE 62 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:32am WORK Demo Accounts Test VENDOR ACCOUNTS LISTING ACT# VENDOR NAME & ADDRESS PHONE TERMS ---- ------------------------------ ------------ ---------------- 1000 Accounts Receivable 813-466-0050 Disc Pct : 0.00 % Hooper International Discount Days: 0 P.O. Box 08430 Net Due Days :10 Fort Myers FL 33908-8430 1100 Attn: John Jones 800-555-1212 Disc Pct : 0.00 % Jones Corporation Discount Days: 0 555 Main Street Net Due Days :15 Fort Myers FL 33111 1200 Mrs. Smith 206-123-4040 Disc Pct : 0.00 % ABC Office Supplies Discount Days: 0 4753 Supply Blvd. Net Due Days :15 Seattle WA 98000 1300 Attn: C. Crabtree 912-555-1212 Disc Pct : 2.00 % Computer Supplies Discount Days:10 2010 Seacoast Drive Net Due Days :45 Atlanta GA 11111 1400 Accounts Receivable 813-555-1212 Disc Pct : 0.00 % Soaps Inc. Discount Days: 0 1011 First Street NW Net Due Days :30 Fort Myers FL 33333 1500 Accounts Receivable 813-511-1000 Disc Pct : 2.00 % Coastside Comunications Discount Days:10 8100 Tech Center Drive Net Due Days :45 Fort Myers FL 33123 1600 Rick Johnston 813-444-3333 Disc Pct : 0.00 % The Happy Balloon Ltd. Discount Days: 0 6434 102nd Avenue Net Due Days :30 Fort Myers FL 33911 1700 Attn: Accounts Payable Dept. 303-123-4567 Disc Pct : 0.00 % John Smith and Associates Discount Days: 0 3000 Main Street Net Due Days :45 Denver CO 80000-0000 1800 Jerry Smith 213-444-3000 Disc Pct : 0.00 % Tree & Landscape Service Discount Days: 0 755 Picosa Street Net Due Days :30 Fort Myers FL 33900 PAGE 63 FINANCE MANAGER II - ACCOUNTS PAYABLE YOUR COMPUTER COMPANY WORK Demo Accounts Test VENDOR LABELS 1300 Attn: C. Crabtree Computer Supplies 2010 Seacoast Drive Atlanta GA 11111 1100 Attn: John Jones Jones Corporation 555 Main Street Fort Myers FL 33111 1500 Accounts Receivable Coastside Comunications 8100 Tech Center Drive Fort Myers FL 33123 1400 Accounts Receivable Soaps Inc. 1011 First Street NW Fort Myers FL 33333 1800 Jerry Smith Tree & Landscape Service 755 Picosa Street Fort Myers FL 33900 1000 Accounts Receivable Hooper International P.O. Box 08430 Fort Myers FL 33908-8430 1600 Rick Johnston The Happy Balloon Ltd. 6434 102nd Avenue Fort Myers FL 33911 1700 Attn: Accounts Payable Dept. John Smith and Associates 3000 Main Street Denver CO 80000-0000 PAGE 64 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:32am WORK Demo Accounts Test NON POSTED TRANSACTIONS JOURNAL DATE VEND VENDOR NAME INVOICE REFER # T AMOUNT -------- ---- ----------------------------- -------- -------- - ------------- 04-07-89 1000 Hooper International 8700001 8700001 I 40.00 Finance Manager G/L 04-07-89 1000 Hooper International 8700001 8700001 I 15.00 Finance Manager Acct. Reconcil 04-07-89 1000 Hooper International 8700001 8700001 I 20.00 Finance Manager Fin. Utilities 04-07-89 1000 Hooper International 8700001 8700001 I 30.00 Finance Manager A/R 04-07-89 1000 Hooper International 8700001 8700001 I 30.00 Finance Manager A/P 04-07-89 1000 Hooper International 8700001 8700001 D -20.25 Multi order Discount 15% 01-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 02-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 03-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 04-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 05-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 06-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 07-01-89 1100 Jones Corporation I 1,500.00 Monthly Office Rent 04-07-89 1200 ABC Office Supplies 8700002 8700002 I 210.00 Office Supplies 03-25-89 1300 Computer Supplies I 3,150.00 Purchase AT clone computer 04-15-89 1300 Computer Supplies 8700003 8700003 I 50.00 Computer cables 04-25-89 1300 Computer Supplies 67534 67534 I 15,000.00 Purchase Computer Inventory 04-01-89 1500 Coastside Comunications 8700000 8700000 I 5,000.00 Phone System 01-01-89 1800 Tree & Landscape Service 1234 1234 I 350.00 Yearly maint. contract 05-01-89 1800 Tree & Landscape Service 1234 1234 C 15.75 Finance Charge ------------- 34,390.50 PAGE 65 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:32am WORK Demo Accounts Test PAYMENTS JOURNAL DATE VEND VENDOR NAME ACT# CHECK# AMOUNT -------- ---- ----------------------------- ---- ------ ------------ 05-01-89 1000 Hooper International 1010 1001 114.75 05-01-89 1200 ABC Office Supplies 1010 1002 210.00 VOIDED 05-01-89 1800 Tree & Landscape Service 1010 1003 365.75 05-15-89 1200 ABC Office Supplies 1010 1004 210.00 ------------ 690.50 PAGE 66 FINANCE MANAGER II - ACCOUNTS PAYABLE JUL-8-89 YOUR COMPUTER COMPANY PAGE 1 11:32am WORK Demo Accounts Test PAYABLES G/L DISTRIBUTION JAN-89 Through DEC-89 ACT# ACCOUNT NAME DEBITS CREDITS ---- ------------------------- ----------- ----------- 1010 Checking Account #1 690.50 1300 Software Inventory 5,000.00 1400 Hardware Inventory 10,000.00 1500 IBM Personal Computer 3,150.00 1530 Other Computer Equipment 50.00 1550 Computer Software 114.75 1600 Office Building 5,000.00 2000 Accounts Payable 29,200.00 5620 Office expenses 200.00 5630 Rent on business property 6,000.00 5670 Sales tax expense 10.00 5900 Misc other expenses 365.75 ----------- ----------- 29,890.50 29,890.50 PAGE 67 FINANCE MANAGER II - ACCOUNTS PAYABLE FINANCE MANAGER II USER COMMENT FORM _ _ Product being used: |_|General Ledger |_|Account Reconciliation _ _ |_|Accounts Receivable |_|Accounts Payable _ _ |_|Financial Utilities |_|Payroll _ _ _ Use of product: |_|Business |_|Personal |_|Other____________________ What type of computer are you using:__________________________________ Do you have a unique use for this product?_____ If so please explain. ______________________________________________________________________ Please circle your rating: Poor Fair Average Very Good Excellent ---- ---- ------- --------- --------- Performance. x x x x x Documentation. x x x x x Ease of learning. x x x x x Ease of use. x x x x x Manual Reliability. x x x x x Error Handling. x x x x x Support. x x x x x Value. x x x x x Did you find any problems in using this product? Please describe. ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Do you have any suggestions for improving this program and/or documentation. Use the reverse side of this form if necessary: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Please add any other comments about product on reverse side of form. RETURN THE COMPLETED FORM AND HOOPER INTERNATIONAL ANY ADDITIONAL CORRESPONDENCE TO: P.O. Box 62219 Colorado Springs, CO 80962 PAGE 68 FINANCE MANAGER II - ACCOUNTS PAYABLE ----------------------------------------------------------------------- | F I N A N C E M A N A G E R II O R D E R F O R M | | | | MAIL:Hooper International 24 Hr ORDER LINE:1-800-245-7789 | | TO P.O. Box 62219 24 Hr FAX line:(719) 528-8997 | | Colorado Springs, CO 80962 | | U.S.A. Tech Support:(719) 528-8989 | |---------------------------------------------------------------------| | Mastercard:___ Visa:___ Amex:___ Check:___ (U.S. FUNDS ONLY) | | | | Card Number:________________________________ Expiration:__________ | | | | Name:______________________________ Signature:_____________________ | | | | Company Name:_______________________________ PC Brand:_____________ | | | | Address:____________________________________ DISK SIZE:3"___ 5"___ | | | | City:____________________________ State:____ Zipcode:____________ | | | | Country:______________________________ Phone:(____)_____________ | | | | Registration number on disk you were evaluating:___________________ | | | | How did you hear about FINANCE MANAGER?___________________________lap |---------------------------------------------------------------------| | ITEMS ORDERED - Version 1.3 |QTY|UNIT PRICE| AMOUNT | |--------------------------------------------|---|----------|---------| | FINANCE MANAGER II - REGISTERED COPIES: | | | | | | | | | | GENERAL LEDGER (Main module) | _ | $49.95 | $ | | | | | | | Accounts Receivable | _ | $36.95 | $ | | | | | | | Accounts Payable | _ | $36.95 | $ | | | | | | | Payroll | _ | $41.95 | $ | | | | | | | Account Reconciliation | _ | $14.95 | $ | | | | | | | Financial Utilities | _ | $25.95 | $ | | | | | | | | | | | | EVALUATION COPY of General Ledger Lite | _ | $ 3.00 | $ | |-----------------------------------------------------------|---------| | SUBTOTAL | $ | |-----------------------------------------------------------|---------| | LESS QUANTITY DISCOUNT SCHEDULE PER ORDER | | | 3 or 4 modules = 10% discount, 5+ modules 15% discount|$< >| |-----------------------------------------------------------|---------| | ADD Shipping/Handling charge | $ 3.00 | |-----------------------------------------------------------|---------| | ADD AIR MAIL POSTAGE for orders $3.00 | | | shipped out of North America per module | $ | |-----------------------------------------------------------|---------| | TOTAL | $ | |-----------------------------------------------------------|---------| | Colorado residents add 6.5% sales tax | $ | |-----------------------------------------------------------|---------| | Prices subject to change. | | | All amounts in US currency. GRAND TOTAL (US $) | $ | ----------------------------------------------------------------------- PAGE 69