Monster Media 1994 #1

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P R O F I T P L A N A C C O U N T S P A Y A B L E U S E R 'S M A N U A L Silver Hill Development 1811 Porter Avenue Suitland, Md. 20746 (301) 736-7299 Copyright 1993 Silver Hill Development All Rights Reserved PROFIT PLAN ACCOUNTS PAYABLE Table of Contents Chapter 1 About Profit Plan Accounts Payable........... 3 Chapter 2 Getting Started.............................. 4 2.1 Setting Up Accounts Payable.................. 4 2.2 Running Accounts Payable..................... 4 Chapter 3 Entering System Information.................. 5 Chapter 4 Preparing Data Files......................... 6 4.1 Vendors...................................... 6 4.2 Automatic Invoices........................... 9 Chapter 5 Using Accounts Payable...................... 11 5.1 Create Payables............................. 11 5.2 Enter Credits............................... 13 5.3 Void Payables............................... 13 5.4 Generate Automatic Invoices................. 14 5.5 Select For Payment.......................... 14 5.6 Print Checks................................ 15 5.7 Enter Manual Checks......................... 17 5.8 Vendor Summary.............................. 17 5.9 General Journal Entries..................... 18 5.10 Close Period/Year........................... 18 Chapter 6 Accounts Payable Reports and File Lists..... 19 6.1 Transaction Register........................ 19 6.2 Invoice Register............................ 20 6.3 Selected For Payment........................ 20 6.4 Check Register.............................. 21 6.5 Aging Report................................ 21 6.6 Cash Requirements........................... 22 6.7 Discounts Pending........................... 23 6.8 List Vendors................................ 23 6.9 List Automatic Invoices..................... 24 Chapter 7 Maintenance Functions....................... 24 7.1 Rebuild Files............................... 24 7.2 Delete History.............................. 25 Page 3 1. A B O U T A C C O U N T S P A Y A B L E Profit Plan Accounts Payable is a computerized system of recording your company's purchases or disbursements. It enables you to identify and take advantage of early payment discounts for any invoice. Then, the program automatically prints checks for your vendors. And if you wish, Accounts Payable can also create general journal entries that can be transferred automatically to the General Ledger module. At the end of an accounting period or year, Accounts Payable will automatically close the period and prepare files for the next period or year. The program also offers extensive reporting to help you analyze your data. Following is a more extensive listing of Accounts Payable features: * Permits accounting for more than 1,000 companies, assuming sufficient disk space. * Allows for early payment discounts. * Automatically creates invoices that occur on a regular basis. * Automatically closes each accounting period. * Permits creation of vendor records during transaction entry. * Allows for up to 10 check accounts. * Allows for partial payment of invoices. * Prints cash requirements and aging reports. * Can apply credit to any invoice. * Allows onscreen review of invoices and credits for any vendor. * Links to General Ledger module at summary or detail level. * Automatically prints Accounts Payable checks. Before proceding, it is recommended that you become familiar with the information in the file INTRO.DOC. The manual in this file explains how to install the Profit Plan program files and begin to configure the system for your company. It also contains a general explanation of the Profit Plan system and outlines basic rules and conventions that the program follows. Page 4 2. G E T T I N G S T A R T E D This chapter outlines the steps necessary to configure Accounts Payable for your company and briefly describes some of the functions that you will need to use on a regular basis. 2.1 SETTING UP ACCOUNTS PAYABLE You will probably need to set up Accounts Payable in two separate steps. First, you will need to define the basic Accounts Payable system information. This process is described in Chapter 3. Then, the appropriate data files must be loaded. You will need to create at least one vendor record. You will only need to create automatic invoices if you want to account for purchases that occur on a regular basis. Preparing data files is discussed in Chapter 4. 2.2 RUNNING ACCOUNTS PAYABLE After you have entered the system information and loaded the data files, you will be prepared for regular processing. The ENTER INVOICES function is used to record invoices from your vendors. You can apply credit to invoices with the ENTER CREDITS function. You can also use the GENERATE AUTOMATIC INVOICES function to create any invoices that occur on a regular basis. The VOID PAYABLES function can be used to void any invoices that have been entered in error. When you want to make payments, you must use the SELECT FOR PAYMENT function to select the invoices that you wish to pay before using the PRINT CHECKS function. And you can review all invoices and credits entered during the current period for any vendor with the VENDOR SUMMARY function. At the end of each accounting period, you can use the CLOSE PERIOD/YEAR function to prepare your data files for the next period or year. Accounts Payable also allows you to analyze your data with several reports. The TRANSACTION REGISTER lists the current period invoices and credits for each vendor. If you want to list only invoices, you can print the INVOICE REGISTER. The AGING REPORT lists each vendor's invoices aged from their due dates. You can print the CASH REQUIREMENTS report to project the cash that will be needed to pay invoices that are due within the number of days that you specify. And you can print the DISCOUNTS PENDING report to list invoices for which discounts will be available on specified dates. Accounts Payable allows the user to create vendors "on the fly" as you enter invoices. However, you should be aware that when you use this feature you will not be able to enter period-to-date and year-to-date information. If you need to enter this information, Page 5 you should use the ENTER VENDORS function to create the record. 3. E N T E R I N G S Y S T E M I N F O R M A T I O N This chapter explains how to enter or change the basic Accounts Payable system information for your company. You must run the SYSTEM INFORMATION function at least once before using Accounts Payable on a regular basis. Select SYSTEM INFORMATION from the Accounts Payable System Maintenance menu. You will first be asked if you want to edit the displayed system information. Answer "Y" to change the displayed information or "N" to return to the main menu. If you elect to continue, you will need to enter the following fields: Link to General Ledger:You can link to the General Ledger module in summary or detail. If you link in summary form, the program will summarize transactions so that only one general journal entry is created for each account number. If you link in detail, no summarization will take place. This may result in a very large number of general journal entries. Enter "S" in this field to link in summary form or "D" to link in detail. Enter "N" if you do not want to link Accounts Payable to the General Ledger module. If you do not link to the General Ledger module, you will still be able to use Accounts Payable to update another general ledger. Keep AP History:Ordinarily, all checks and fully paid invoices are removed from the system when you close a period. The program does not use this information. However, you do have the option of saving checks and paid invoices in history files. You can then use this information to create your own customized reports. Enter "Y" if you want to keep prior period transactions on file. If you enter "N" in this field, Accounts Payable will automatically remove all checks and fully paid invoices at the close of each period. Print Name on Checks:Enter "Y" if you want the program to print your company's name on your checks or "N" if your company's name is already printed on the checks. Credit Account:This is the account to which credits are posted. After entering the above fields, you can define up to ten checking accounts. You MUST define at least one checking account. You will need to enter the following fields: Page 6 Code:Enter the code that will represent this checking account or press ENTER if you are finished entering checking accounts. Next Check:Enter the next check number for this checking account. GL Account:Enter the General Ledger account number to use for cash disbursements from this checking account. You will not be able to make the same entry in this field for more than one checking account code. Dsc Account:This is the account to which early payment discounts will be posted for this checking acccount. Description:This is the description for this checking account. You will then be asked if you want to save the changes that you have made. Answer "Y" to save and return to the main menu or "N" to return to the main menu without changing anything. 4. P R E P A R I N G D A T A F I L E S This chapter outlines the steps necessary to prepare all the Accounts Payable data files. You will need to create at least one vendor. You can also create automatic invoices to allow for invoices of a fixed amount that occur on a regular basis. 4.1 VENDORS Use this function to create, modify, or delete records for each vendor. Select ENTER VENDORS from the Accounts Payable File Maintenance menu. You will be asked to enter a vendor number. At this point, you can: 1. Enter a new vendor number 2. Enter an existing vendor number 3. Press ENTER to return to the main menu If you want to create a new vendor, go to section 4.1.1. If you want to modify or delete an existing vendor, go to section 4.1.2. 4.1.1 CREATING A NEW VENDOR Enter the number that will represent this vendor. You will then be asked if you want to add a new vendor. Answer "Y" to continue or "N" to reenter the vendor number. If you elect to continue, you will need to enter the following fields (You can press the F3 Page 7 key at any time to accept the currently displayed information): Vendor Name:Enter a name to identify the vendor. Address:These should contain the vendor's address. Address:These should contain the vendor's address. City, State, Zip Code:Enter the rest of the address. Telephone:Enter a telephone number for this vendor. Contact:You can use this field to identify the person you will correspond with. Taxpayer ID:You can use this field to enter the vendor's federal taxpayer identification number or social security number. This field is for your reference only. Type:You can specify a type for each vendor. Later, you can use the LIST VENDORS function to list only one type of vendor. Code:You can also specify a code for each vendor. Later, you can use the LIST VENDORS function to list vendors for only one code. Acct Balance:This is your current balance with this vendor. You will only be able to make an entry here when first defining a vendor. Due Days:This is the number of days that the vendor usually allows before payment is due. This will be supplied as the default for all invoices that you enter for this vendor. Discount %:Specify the discount percentage that this vendor usually offers, if any. Accounts Payable will use this percentage in combination with the value entered in the following field to automatically calculate a default discount amount for any invoices that you enter for this vendor. Discount Days:This is the number of days during which payments to this vendor usually are eligible for a discount. This will be supplied as the default for all invoices that you enter for this vendor. Credit Limit:You can specify a credit limit for each vendor. You will be notified when you are about to create an invoice that will cause the credit limit to be exceeded. Leave this field set to zero if there is no credit limit. Distribution Acct:Specify the distribution account that you will most often use for invoices for this vendor. Page 8 YTD Bills:When defining a new vendor, you should use this field to enter the year-to-date dollar amount purchased from this vendor. You will only be able to make an entry in this field when first defining the vendor. Thereafter, it is maintained by the system. YTD Payments:When defining a new vendor, you should use this field to enter the year-to-date amount payed to this vendor. You will only be able to make an entry in this field when first defining the vendor. Thereafter, it is maintained by the system. YTD Discounts:When defining a new vendor, you should use this field to enter the year-to-date discounts taken from this vendor. You will only be able to make an entry in this field when first defining the vendor. Thereafter, it is maintained by the system. Last Bill:When you create a new vendor record, you can specify the date of the last invoice recorded for the vendor. Thereafter, this field will be maintained automatically by the system. Last Payment:When you create a new vendor record, you can also specify the date of the last payment made to the vendor. Thereafter, this field will be maintained automatically by the system. After completing the last field, you will be asked if you want to save the vendor. You can: 1. Answer "S" to save the vendor as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon entry of this vendor Whether you elect to save the vendor or not, you will be returned to the previous screen and asked to enter another vendor number as described in section 4.1. 4.1.2 CHANGING OR DELETING AN EXISTING VENDOR Enter an existing vendor number or press F2 to use the lookup window to search for the vendor. After you enter the number, the screen will display the information previously entered for this vendor and you will be asked if you want to make changes or delete the vendor. You can: 1. Answer "E" to make changes for this vendor 2. Answer "D" to delete the vendor 3. Answer "Q" to return to the previous screen IMPORTANT NOTE:You will not be able to delete a vendor with current period invoices on file. If you elect to delete the vendor, you will be asked to confirm Page 9 that you actually want to delete it. Answer "Y" to delete or "N" to return to the previous prompt. If you elect to make changes, you will need to reenter each displayed field as described in section 4.1.1. You will then be asked if you want to save any changes that you have made. You can: 1. Answer "S" to save the vendor as shown on screen 2. Answer "M" to change the displayed information 3. Answer "Q" to abandon any changes that you have made Whether or not you save changes, you will be returned to the previous screen and asked to enter another vendor number as described in section 4.1. 4.2 AUTOMATIC INVOICES You can use this function to create, modify, or delete automatic invoices that occur at a regular interval for a given vendor. You will then be able to use these automatic invoices to record regular vendor invoices as described in section 5.4. Select ENTER AUTOMATIC INVOICES from the Accounts Payable File Maintenance menu. You will first be asked to enter the vendor number for this automatic invoice. You can: 1. Enter an existing vendor number 2. Press ENTER to return to the main menu If you elect to continue, the next step will depend on whether you intend to create a new automatic invoice or modify one that has already been created. If you want to create a new automatic invoice, go to section 4.2.1. If you want to modify or delete an existing automatic invoice, go to section 4.2.2. 4.2.1 CREATING A NEW AUTOMATIC INVOICE Each automatic invoice for a given vendor must be assigned a unique number. Enter the number that will represent this automatic invoice. This number will become the invoice number for all vendor invoices generated by this automatic invoice. After you enter the automatic invoice number, you will be asked if you want to add a new record. Answer "Y" to continue or "N" to reenter the number. If you elect to continue, you will need to enter the following fields: Type:You can specify a "Type" code for each automatic invoice. Later, you can create vendor invoices from only one type of automatic invoice. Active?:Enter "Y" if this is an active automatic invoice or "N" if not. Vendor invoices will only be created by active automatic invoices. Page 10 Next Date:Enter the next date that this automatic invoice is to be used. Each time this invoice is used, this field will be updated automatically. You can, however, change this date at any time. Times to Bill:Specify the maximum number of times that you want the program to use this automatic invoice. Leave this field set to zero if you do not want to set a maximum. Times Billed:This field shows how many times this automatic invoice has been used and is updated automatically by the system. However, you can change the value displayed here at any time. Period:The entry that you make in this field will be used in combination with the next field to determine when this automatic invoice is to be used. Enter "D" if you will use the next field to specify the number of days between invoices or "M" if you will specify the number of months between invoices. Frequency:Use this field to specify the number of days or months between invoices. For example, if you entered "M" in the previous field and enter "6" in this field, invoices will be created every six months. Or, if you entered "D" in the previous field and "30" in this field, invoices will be created every thirty days. Reference:You can use this field to identify invoices created by this automatic invoice. Invoice Total:This is the total amount for each invoice that will be created. No Discount Amt:Enter the portion of the invoice total for which no discount is allowed. The program wiil subtract this amount from the invoice total before calculating the discount. Due Days:Enter the number of days before payment is due. Discount Days:Enter the number of days during which payments are eligible for a discount. Discount %:Specify the discount percentage for this invoice, if any. Accounts Payable will use this percentage to automatically calculate a discount amount. Discount Amount:The program will automatically calculate the total discount, but you can change it. AP Account:Enter the accounts payable account for the invoices that will be created. Page 11 After entering the accounts payable account, you must enter the expense distribution(s). You can distribute expenses to as many accounts as necessary. For each individual expense item, you will need to enter two fields: Dist. Acct:Enter the account number to which this expense will be distributed or press ENTER if the invoice amount has been fully distributed. Dist. Amount:Enter the dollar amount to distribute to this account. You will not be able to complete the distributions until the expense distributions exactly match the invoice total that you have entered. After you have completed the expense distributions, you will be asked if you want to save the automatic invoice that you have entered. Answer "Y" if you want to save the record as it is displayed on the screen or "N" if you don't. Whether you elect to save or not, you will then be returned to the previous screen and asked to enter another vendor number as described in section 4.2. 4.2.2 CHANGING OR DELETING AN EXISTING AUTOMATIC INVOICE Enter an existing automatic invoice number. The screen will then display the information previously entered for this invoice and you will be asked if you want to make changes or delete the automatic invoice. You can: 1. Answer "E" to make changes for this automatic invoice 2. Answer "D" to delete the automatic invoice 3. Answer "Q" to return to the previous screen If you choose to delete the invoice, it will be deleted immediately. If you elect to make changes, you will need to reenter each displayed field as described in section 4.2.1. You will then be asked if you want to save any changes that you have made. Answer "Y" if you want to save changes or "N" if you do not. Whether or not you elect to save changes, you will be returned to the previous screen and asked to enter another vendor number as described in section 4.2. 5. U S I N G A C C O U N T S P A Y A B L E This chapter describes the Accounts Payable functions that you will most likely use on a regular basis. 5.1 CREATE PAYABLES Use this function to record invoices from your vendors. Select CREATE PAYABLES from the Accounts Payable Transaction menu. Page 12 For each invoice, you will need to complete the following fields: Vendor:Enter the vendor number for this invoice. You can press the F2 key to use the lookup window to search for the correct vendor. If you enter an undefined vendor number, you will be given a chance to add a new vendor. You can return to the main menu by pressing ENTER while this field is highlighted. Invoice #:Enter the invoice number. Reference:You can make an entry in this field to help identify this invoice. Date:Enter the date for this invoice. Invoice Total:Enter the total amount for this invoice. No Discount Amt:Enter the portion of the invoice total for which no discount is allowed. The program wiil subtract this amount from the invoice total before calculating the discount. Due Days:Enter the number of days before payment is due. Discount Days:Enter the number of days during which payments are eligible for a discount. Discount %:Specify the discount percentage for this invoice, if any. Accounts Payable will use this percentage to automatically calculate a discount amount. Discount Amount:The program will automatically calculate the total discount, but you can change it. AP Account:Enter the accounts payable account for this invoice. After entering the accounts payable account, you must enter the expense distribution(s). You can distribute expenses to as many accounts as necessary. For each individual expense item, you will need to enter two fields: Dist. Acct:Enter the account number to which this expense will be distributed or press ENTER if the invoice amount has been fully distributed. Dist. Amount:Enter the dollar amount to distribute to this account. You will not be able to complete the distributions until the expense distributions exactly match the invoice total that you have entered. After you have completed the expense distributions, you will be asked if you want to save the invoice that you have entered. Answer "Y" if you want to save the invoice as it is Page 13 displayed on the screen or "N" if you don't. Whether you elect to save or not, you will then be asked to enter another vendor number. 5.2 ENTER CREDITS This function is used to record credits from your vendors. Select ENTER CREDITS from the Accounts Payable Transaction menu. For each credit, you will need to complete the following fields: Vendor:Enter the vendor number for this credit. You can press the F2 key to use the lookup window to search for the correct vendor. You can return to the main menu by pressing ENTER while this field is highlighted. Invoice #:Enter the number of the invoice to which you will apply the credit. The details of the invoice will then be displayed. Credit Date:Enter the date for this credit. Credit Amount:Enter the amount of the credit. After entering the amount of the credit, you must distribute the credit to the distribution account(s). If the invoice has more than one distribution account, you can distribute the credit among the accounts in any way you like. You will not be able to complete the distributions until the distributions exactly match the credit amount that you have entered. After you have completed the distributions, you will be asked if you want to save the credit that you have entered. Answer "Y" if you want to save the credit as it is displayed on the screen or "N" if you don't. Whether you elect to save or not, you will then be asked to enter another vendor number. IMPORTANT NOTE:When you record credits with this function, the vendor's "Acct Balance" field will not be updated to reflect the credit until the relevant invoice is selected and paid. 5.3 VOID PAYABLES You can use this function to void any invoice that has not been selected for full or partial payment. Select VOID PAYABLES from the Accounts Payable Transaction menu. You will need to complete the following fields: Vendor:Enter the vendor number for the invoice that you want to void. You can press the F2 key to use the lookup window to search for the correct vendor. You can return to the main menu by pressing ENTER while this field is highlighted. Page 14 Invoice #:Enter the number of the invoice that you want to void. After you enter the invoice number, the details of the invoice will be displayed and you will be asked to confirm that you want to void the invoice. Answer "Y" if you want to void the invoice or "N" if you don't. Whether you elect to void the invoice or not, you will then be asked to enter another vendor number. 5.4 GENERATE AUTOMATIC INVOICES This function uses the automatic invoices that you have entered to create regular vendor invoices. Select GENERATE AUTOMATIC INVOICES from the Accounts Payable main menu. You will need to complete the following fields: Beginning Vendor:Enter the number of the first vendor for which you want to create invoices or skip this field to begin with the first vendor. Ending Vendor:Enter the number of the final vendor for which you want to create invoices or skip this field to end with the last vendor. Type:Only automatic invoices with the "Type" code that you enter here will be used to create vendor invoices. Skip this field if you want to use all automatic invoices. Invoice Date:Only automatic invoices that are due on or before the date that you specify here will be processed. This date will also become the invoice date for all invoices that are created. List Invoices:Enter "Y" in this field to print a report listing the invoices that will be created. You will then be able to review this report before actually creating invoices. Enter "N" if you do not want to print a report. If you have elected to print the report, you will then be asked to specify the report device. Otherwise, you will simply be asked if you want to continue and create the invoices. In either case, you can answer "Y" to continue or "N" to return to the main menu. 5.5 SELECT FOR PAYMENT Use this function to select any invoice for full or partial payment and approve any discount that may be available. If you have entered any credits for an invoice, the credits will be applied automatically. Page 15 Select SELECT FOR PAYMENT from the Accounts Payable main menu. You will first be asked to enter a vendor number. If you want to return to the main menu, press ENTER while this field is highlighted. Otherwise, enter the number of the vendor whose invoice(s) you want to select. Then, enter the code for the checking account that you will use to pay this vendor. If you elect to continue, the program will search for invoices that have not yet been selected for full payment. If any are found, the screen will display details of the first such invoice from the vendor that you have chosen. You will then be able to scan all invoices that have not been fully selected. You can: 1. Press F3 to select the displayed invoice for payment 2. Press F4 to select the invoice for partial payment 3. Press PgUp to display the previous invoice 4. Press PgDn to display the next invoice 5. Press ESC to return to the vendor field As you scan the invoices, each invoice that you select for full payment will no longer be available for display. If you elect to partially pay an invoice, you will need to enter the following fields: Amount Approved:Enter the total amount of the invoice to be paid, including any discounts that will be taken. Discounts Approved:Enter the amount of any discounts that will be taken. This amount cannot exceed the amount entered in the previous field. Whether you choose to select an invoice in part or in full, any credits that are available will be automatically subtracted from the unpaid balance for the invoice. When all invoices for a vendor have been selected for full payment, you must press ESC to return to the vendor field. You can then select invoices for another vendor or press ENTER to return to the main menu. After you have printed checks for your vendors, you can use this function to select any partially paid invoices for additional payments. 5.6 PRINT CHECKS After selecting invoices for payment, you can use the PRINT CHECKS function to actually pay the selected invoices. Pre-printed Accounts Payable checks may be ordered directly from RAPIDFORMS (800-257-8354). Be sure to order form number DB2860. The Accounts Payable module is also compatible with a variety of other general purpose top-stub checks. Select PRINT CHECKS from the Accounts Payable main menu. Page 16 You will need to enter the following fields: Beginning Vendor:Enter the number of the first vendor whose check you intend to print or skip this field to begin with the first vendor. Ending Vendor:Enter the number of the final vendor whose check you intend to print or skip this field to end with the last vendor. Checking Account:Specify the number of the checking account for which you want to print checks. Next Check Number:Enter the number of the next check that is to be printed for this checking account. Check Date:The date that you enter in this field will appear on each check. After selecting the print device, you are asked if you want to print an alignment test. This option enables you to print a test pattern in order to be certain that all information will be printed in the proper locations. You can print this test as many times as necessary. Since the check forms are only 7 inches in length, most printers will require that you begin printing on the second available check. Answer "Y" to print the test pattern or "N" if you do not want to print an alignment test. You are then asked if you want to print the checks. Answer "Y" to continue and print the checks or "N" to return to the main menu. Each check includes a stub listing the invoices (and any credits) paid by the check. If more than 12 transactions are covered by a single check, the program will print as many stubs as necessary to list the transactions and mark the extra checks as "VOID." After printing, you are given a chance to reprint the checks. If you do reprint, you must specify a new beginning check number. Any previously printed checks will be automatically voided. Finally, you are asked if you want to save the checks just printed. If you are satisfied with these checks, remove the check forms from the printer and replace them with stock paper. Then, answer "Y" to continue and print a check register. Answer "N" if you don't want to save the checks. All checks will then be automatically voided. Whether you save the checks or not, the program will then automatically return to the main menu. IMPORTANT NOTE:The Accounts Payable module allows for as many as 10 checking accounts. This option should be used with care. If you use more than one checking account and are using Accounts Payable to update your general ledger, you should be careful not to print a check from one checking account and then immediately print another check with the same check number from a second checking account. That is, no two consecutive checks should have the same check number. Otherwise, the program will use the same Page 17 general ledger account number for both checks. To avoid this, simply change the check number displayed in the "Next Check Number" field. 5.7 ENTER MANUAL CHECKS If you have written a check manually, you can use this function to record the check and update the appropriate files. Before recording a manual check, all invoice amounts paid by the check must be selected for payment. Select ENTER MANUAL CHECKS from the Accounts Payable main menu. You will need to complete the following fields: Vendor:Enter the number of the vendor whose check you will record. You can press the F2 key to use a lookup window to search for the correct vendor. If you want to return to the main menu, press ENTER while this field is highlighted. Check Acct:Enter the code for the checking account for this check. You can press the F2 key to use a lookup window to search for the correct account. The program will assign the next available check number to this check and display the total for all invoices to be paid by the check. Next, you will be asked if you want to create the check. Answer "Y" to continue and create the check or "N" to return and reenter the vendor number. If you elect to continue, you will be asked to enter the check date. After entering the check date, you will be asked if you want to print a check register. You can use this report to verify that the correct invoice amounts have been approved for payment. Answer "Y" to print the report or "N" to skip the report. If you have elected to print the report, you will need to specify the report device. Otherwise, you will simply be asked if you want to continue and save the check. Answer "Y" to update your files with this check or "N" to return to the main menu. 5.8 VENDOR SUMMARY You can use this function to scan all current period invoices and credits for any vendor. Select VENDOR SUMMARY from the Accounts Payable main menu. You will be asked to enter a vendor number. Enter the vendor number for the vendor whose transactions you want to view. Press ENTER while this field is highlighted to return to the main menu. If you continue and enter the vendor number, the program will search for invoices for this vendor. If any are found, the screen will display details of the first invoice for the selected vendor. Page 18 You will then be able to scan all invoices and credits on file for this vendor. You can: 1. Press PgUp to display the previous transaction 2. Press PgDn to display the next transaction 3. Press ESC to return to the previous screen After reviewing the transactions for the vendor that you have chosen, press ESC to return to the previous screen. You can then select another vendor or press ENTER to return to the main menu. 5.9 GENERAL JOURNAL ENTRIES This function can be used to create entries in the Accounts Payable linking file for transfer to the General Ledger module. Or, if you are using Accounts Payable with another general ledger, you can print a report listing the general ledger entries that you will need to make. You should use this function immediately before closing the current period. Select GENERAL JOURNAL ENTRIES from the Accounts Payable System Maintenance menu. You will need to enter the following fields: Create GJ Entries?:Answer "Y" if you want Accounts Payable to update the linking file. All entries created by this function will be assigned general ledger source code "AP" for Accounts Payable. If you are not using the General Ledger module or only want to list the entries that will be created, enter "N" in this field. List Transactions?:Answer "Y" if you want to print a report listing the entries to be created. Answer "N" if you do not want to print a report. You will then be returned to the main menu. If you have elected to update the linking file, this field is automatically set to "Y" and the report will print as the entries are created. Report Date:The date that you enter here will appear on the report header. You will then be asked to specify the report device. If you choose to continue, Accounts Payable will then print the report. If you have elected to update the linking file, the update will occur as the report prints. 5.10 CLOSE CURRENT PERIOD Use this function to close the current period and prepare files for a new period. Select CLOSE CURRENT PERIOD from the Accounts Payable System Maintenance menu. Page 19 IMPORTANT NOTE:If you are linked to the General Ledger module, you should be certain to run the GENERAL JOURNAL ENTRIES function before closing the period. All record of any general journal entries to be created during the current period is lost when the period is closed. When you close the period, all current period checks and fully paid invoices are deleted. If you have elected to keep Accounts Payable history, these transactions will first be saved in history files. If the current period is the last of the year, all year-to-date fields are set to zero. You will need to enter the following fields: Close Year?:Answer "Y" if you are closing the final period of the year. Otherwise, enter "N" in this field. List Transactions:Answer "Y" if you want to print a list of all invoices and credits to be deleted or moved to the transaction history file. Answer "N" if you do not want to print a report. Report Date:If you have elected to print a report, the date that you enter here will be specified as the period ending date on the report header. Otherwise, this field will be skipped. If you have elected to print the report, you will then be asked to specify the report device. Otherwise, you will simply be asked if you want to continue and close the period. In either case, you can answer "Y" to continue or "N" to return to the main menu. 6. R E P O R T S A N D F I L E L I S T S This chapter describes the various Accounts Payable reports and file lists. Most reports and file lists can be formatted to include only the items that you want. None of the reports updates Accounts Payable data files. 6.1 TRANSACTION REGISTER This report lists all current period invoices and credits taken for each vendor. Unpaid invoices from prior periods also appear on the report. Select TRANSACTION REGISTER from the Accounts Payable Reports menu. To format the report, you will need to enter the following fields: Beginning Vendor:Enter the first vendor number to include in the report or skip this field to begin with the first vendor. Page 20 Ending Vendor:Enter the final vendor number to include in the report or skip this field to end with the last vendor. Beginning Date:Only invoices dated after the date specified here will be included in the report. Skip this field if you want to begin with the earliest invoice. Ending Date:Only invoices dated prior to the date specified here will be included in the report. Skip this field if you want to end with the final invoice. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print the report. 6.2 INVOICE REGISTER This report lists all current period invoices for each vendor. Unpaid invoices from prior periods also appear on the report. Select INVOICE REGISTER from the Accounts Payable Reports menu. To format the report, you will need to enter the following fields: Beginning Vendor:Enter the number of the first vendor whose invoices you want to include in the report or skip this field to begin with the first vendor. Ending Vendor:Enter the number of the final vendor whose invoices you want to include in the report or skip this field to end with the last vendor. Beginning Date:Only invoices dated after the date specified here will be included in the report. Skip this field if you want to begin with the earliest invoice. Ending Date:Only invoices dated prior to the date specified here will be included in the report. Skip this field if you want to end with the final invoice. Void Invoices?:Enter "Y" if you want to include void invoices in the report or "N" to exlude void invoices. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print the report. 6.3 SELECTED FOR PAYMENT This report lists invoices currently selected for payment. For each invoice, it shows the amount previously paid and the amounts currently approved. Page 21 Select SELECTED FOR PAYMENT from the Accounts Payable Reports menu. To format the report, you will need to enter the following fields: Beginning Vendor:Enter the number of the first vendor whose invoices you want to include in the report or skip this field to begin with the first vendor. Ending Vendor:Enter the number of the final vendor whose invoices you want to include in the report or skip this field to end with the last vendor. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print the report. 6.4 CHECK REGISTER This report lists the invoices and credits for each check currently on file for any range of vendors. You can optionally limit the report to one checking account. Select CHECK REGISTER from the Accounts Payable Reports menu. To format the report, you will need to enter the following fields: Beginning Vendor:Enter the number of the first vendor whose checks you want to include in the report or skip this field to begin with the first vendor. Ending Vendor:Enter the number of the final vendor whose checks you want to include in the report or skip this field to end with the last vendor. Checking Acct:Specify the code for the checking account whose checks you want to list or skip this field to list checks for all checking accounts. Include Void Checks?:Enter "Y" if you want to include void checks in the report or "N" to exclude void checks. Include Prior Periods?:Enter "Y" if you want to include checks from previous periods or "N" to include only current period checks. This field only appears if you have elected to keep prior period transaction history. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print the report. 6.5 AGING REPORT This report lists the amount due for each unpaid or partially paid invoice. Each invoice is aged from a date that you specify and is Page 22 classified as "Current" or is placed in one of four aging categories that you specify. The report can be printed or displayed for any range of vendors. Select AGING REPORT from the Accounts Payable Reports menu. To format the report, you will need to enter the following fields: Beginning Vendor:Enter the number of the first vendor whose invoices you want to include in the report or skip this field to begin with the first vendor. Ending Vendor:Enter the number of the final vendor whose invoices you want to include in the report or skip this field to end with the last vendor. Aging Date:Enter the date that is to be used as the basis for calculating the age of invoices. 1st Period:Enter the number of days in the first aging period. All invoices that are not yet due or are past due by less than the number of days specified here will be classified as "current" on the report. 2nd Period:Specify the number of days in the second aging period. 3rd Period:Enter the number of days in the third aging period. 4th Period:Enter the number of days in the fourth aging period. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print or display the report. 6.6 CASH REQUIREMENTS This report lists all unpaid and partially paid invoices, showing the cash required to pay the invoices that fall due on or before the dates that you specify. The report places an "x" next to past due invoices. 1st Period:Enter the number of days until the first payment date. 2nd Period:Specify the number of days until the second payment date. 3rd Period:Enter the number of days until the third payment date. 4th Period:Enter the number of days until the fourth payment date. Page 23 After completing the above fields, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print or display the report. 6.7 DISCOUNTS PENDING This report lists all current period and unpaid prior period invoices with discount dates that fall on or after dates that you specify. For each invoice, it shows the original invoice amount, the amount paid to date, discounts taken to date, and the remaining discount. 1st Period:Enter the number of days until the first payment date. 2nd Period:Specify the number of days until the second payment date. 3rd Period:Enter the number of days until the third payment date. 4th Period:Enter the number of days until the fourth payment date. After completing the above fields, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print or display the report. 6.8 LIST VENDORS This report lists each of your vendors. It can be printed or displayed for one vendor, any range of vendors, or all vendors. Select LIST VENDORS from the Accounts Payable File Lists menu. To format the report, you will need to enter the following fields: Beginning Vendor:Enter the first vendor number to include in the report or skip this field to begin with the first vendor. Ending Vendor:Enter the final vendor number to include in the report or skip this field to end with the last vendor. Type:Only vendors with the "Type" code specified here will appear on the report. If you do not want to limit the report to a specific type, you can skip this field. Code:Only vendors with the "Code" specified here will appear on the report. If you do not want to limit the report to a specific code, you can skip this field. After completing these fields, you will need to specify the report device. Accounts Payable will then print or display the report. Page 24 6.9 LIST AUTOMATIC INVOICES This report lists each of your automatic invoices. It can be printed or displayed for any range of vendors. Select LIST AUTOMATIC INVOICES from the Accounts Payable File Lists menu. To format the report, you will need to enter the following fields: Beginning Vendor:Enter the vendor number for the first vendor whose automatic invoices you want to include in the report or skip this field to begin with the first vendor. Ending Vendor:Enter the vendor number of the final vendor whose automatic invoices you want to include in the report or skip this field to end with the last vendor. Type:Only automatic invoices with the "Type" code that you specify here will appear on the report. If you do not want to limit the report to a specific type, you can skip this field. After completing the above fields, you will need to specify the report device. Accounts Payable will then print or display the report. 7. M A I N T E N A N C E F U N C T I O N S Accounts Payable includes two functions that you should rarely, if ever, need to use. The REBUILD FILES function enables you to conserve disk space and to recover from certain errors. You can use the DELETE HISTORY function to remove old Accounts Payable transactions and further conserve disk space. 7.1 REBUILD FILES Unless you need to recover disk space, you will probably never need to use this function. If, however, you find that some reports are not showing all records or that you are not able to access certain records, rebuilding your data files may correct the problem. Select REBUILD FILES from the Accounts Payable System Maintenance menu. You will first be asked if you want to include Accounts Payable History files. Answer "Y" if you want to rebuild the Transaction History and Check History files. If these files contain a large number of transactions, this may be time consuming. Answer "N" to rebuild all files except for these. Page 25 You will then be asked if you want to continue and rebuild your files. Answer "Y" to continue or "N" to return to the main menu. If you elect to continue, Accounts Payable will then rebuild your files and return automatically to the main menu. 7.2 DELETE HISTORY You can use this function to delete transactions from the Transaction History and Check History files. If these files contain a large number of transactions, this may be time consuming, but can conserve considerable disk space. Select DELETE HISTORY from the Accounts Payable System Maintenance menu. You will need to enter the following fields: Delete Invoices?:Enter "Y" if you want to delete invoices and credits from the Transaction History file. Otherwise, enter "N" in this field. Cutoff Invoice Date:Only transactions that occurred prior to the date that you enter here will be deleted. If you do not make an entry in this field all invoices and credits will be removed from the history file. Delete Checks?:Enter "Y" if you want to delete checks from the Check History file. Otherwise, enter "N" in this field. Cutoff Check Date:Only checks printed prior to the date that you enter here will be deleted. If you do not make an entry in this field all checks will be removed from the history file. List Deletions?:Enter "Y" if you want to print a list of all transactions that will be deleted. You will then have a chance to review this list before proceding. If you elect to print the report, you will need to specify the device for the report. If you elect to continue, Accounts Payable will then print the report. Otherwise, you will be asked if you want to continue and remove the transactions. Answer "Y" to continue or "N" to return to the main menu.