Mac Power 1996 June/MACPOWER-1996-06.ISO.7z/MACPOWER-1996-06.ISO/AMUG/BUSSINESS_21/NetBooks 2.5/NetBooks ﾄ/NetBooks Help/NetBooks Help.rsrc/STR#_1035.txt

Text File | 1995-09-26 | 19KB | 867 lines

□□□□□

□

the recurring bill you have selected is displayed.□

Setup button.  This will take you to the Setup Recurring Bill window and

the Enter Recurring Bills window.  Select a recurring bill; then click the

SETUP BUTTON - You can set up one of your recurring bills directly from

□

recurring bills; then click Post.□

ENTER ALL BUTTON - Click the Enter All button to enter (post) all your

□

button.□

After you have selected the recurring bills to be entered, click the Post

□

         down the SHIFT.□

         together, click the individual recurring bills while holding□

     窶｢  To select a group of recurring bills that are not listed□

         recurring bill of the group.□

         SHIFT, and drag the arrow to the last□

         click the first recurring bill in the group, hold down the□

     窶｢  To select a group of recurring bill that are listed together,□

         recurring bills.□

     窶｢  Click the Enter All button to select all your□

select recurring bills to be entered:□

recurring bills at the same time.   There are a number of ways you can

You can post recurring bills selectively; you do not have to post all your

□

you have not entered for the G/L Period selected.□

and select the G/L Period.  NetBooks displays only the recurring bills that

Before you select the recurring bills you want to enter, enter the Date,

□□□□□

□

recurring bill explanations.□

vendor ID order listing approximately the first 25 characters of

bill.  To help you identify specific recurring bills, they are displayed in

you enter a recurring bill, the transaction posts to the Bill Journal as a

Use this window to enter (post) the recurring bills  you have set up.  When

□

□□□□□□□ﾂｻEnter Recurring Bills□

□□□□□

□

posting source.□

number on the bill's supporting documentation, sometimes referred to as

BILL NO. - The next bill number is displayed.  You may wish to write this

□

the Undistributed field reads zero.□

You cannot enter an amount to the Undistributed field or Post the bill until

□

zero.□

column.  If you enter the figures correctly, the Undistributed amount is

Invoice Total less the sum of the figures you've entered in the Amount

UNDISTRIBUTED - The Undistributed field amount is equal to the bill's

□

amount.  Enter credits as negative amounts, with a minus sign.□

AMOUNT - Enter the dollar amount of your bill transactions as a positive

□

         minus sign before or after the amount) are credits□

     窶｢  Credit memos:   negative account amounts (with a□

     窶｢  Bills:   positive account amounts are debits□

Enter amounts as follows:□

The Bill Journal has your A/P Control Account as a credit offset account.

□

account template.□

may still enter transactions to any G/L account, not in the vendor's

enter your bill transactions.  Even if you use an Account Template, you

G/L accounts you included in the template appear as prompts to help you

are to be posted.  If you set up the vendor with an Account Template, the

ACCOUNT - Enter the G/L account numbers to which the bill transactions

□

with a minus sign.□

you are entering a credit memo, enter the total as a negative amount,

INVOICE TOTAL - Enter the total amount of the bill as a plus amount.  If

□

         bills, or by revising bills you previously entered.□

         Date anytime prior to paying a bill when you enter□

     窶｢  You can override the Discount % and Discount□

         method you select.□

         date, NetBooks subtracts the discount no matter what□

     窶｢  If you pay the bill on or before the discount due□

Note:□

□

you are past the Discount Date.□

Discount method, NetBooks doesn't deduct the early payment discount if

early-payment discount from the total amount due.  With the Lose

With the Take Discount method, NetBooks automatically deducts

When you set up your A/P Profile, you selected the discount method.

□

discount information, or revise a bill previously entered.□

override when you are entering bills, setup the vendor and change the

There are three ways to change vendor bill's discount information:

□

Discount Amount and NetBooks calculates the Discount %.□

"1.375".  NetBooks calculates the Discount Amount.  Or, enter the

vendor, enter the Discount % and Discount Date.  Enter 1 3/8% as

you did not set up with discount information or a bill from an occasional

If your vendor allows a discount and if you are entering a bill for a vendor

□

Discount Date and enters the Discount Amount.□

Discount % and Discount Days, NetBooks displays the Discount % and

DISCOUNT DATE, %, AND AMOUNT - If you set up your vendor with a

□

change it.□

a Due Date thirty days from the bill's Invoice Date.  If this is not correct,

If you are entering a bill from an Occasional vendor, NetBooks defaults to

□

the date you enter isn't prior to the bill's Invoice Date.□

You can override the Due Date displayed and enter another date as long as

□

on the terms you entered when you set up the vendor.□

DUE DATE - NetBooks calculates the Due Date for a Regular vendor based

□

D.□

To enter the Macintosh system date, hold down the OPTION and press the

□

         not the period of the bill's Invoice Date.□

     窶｢  NetBooks posts the bill to the G/L Period you selected,□

         Invoice Date.  Enter a different date if this is not correct.□

         automatically enters the Due Date 30 days from the□

     窶｢  If the bill is from an Occasional vendor, NetBooks□

         Invoice Date.□

         calculates the bill's Due Date based on the bill's□

     窶｢  If the bill is from a Regular vendor, NetBooks□

There are a few things in mind when entering the bill date:□

□

have an Invoice Date.□

in Preferences.  You must enter a date, even if the vendor's bill does not

INVOICE DATE - Enter the vendor's Invoice Date in the format you selected

□

leave the invoice number blank.□

Invoice Number.  Press RETURN, or click on another field if you wish to

INVOICE NO. - Enter up to 14 alphanumeric characters for the vendor's

□

TAB to advance to the next field.□

Press the ENTER, or RETURN to go to the next address line.  Press the

this bill.  The address can be up to five lines of alphanumeric characters.

address, NetBooks will not print an address on the check when you pay

or press TAB if you wish to skip this field.  If you do not enter an

occasional vendor's name.  Then, enter the occasional vendor's address,

If you clicked the Occasional, the Vendor ID field is dimmed.  Enter the

□

open the Setup Vendor window and change the vendor's address.□

field is dimmed.  If you wish to change the vendor's address, you must

NetBooks displays the vendor's name and address.  However, the address

ADDRESS - If you clicked the Regular, after you enter a vendor ID,

□

window and change the vendor's address.□

you wish to change the vendor's address, you must open the Setup Vendor

the vendor's name and address.  However, the address field is dimmed.  If

alphanumeric characters that will identify a vendor.  NetBooks displays

VENDOR ID - If you clicked the Regular button, enter a code of one to six

□

     窶｢  Occasional:  a vendor you have not set up□

     窶｢  Regular:  a vendor you have set up  OR...□

VENDOR TYPE - You can enter bills for two Vendor Types:□

□

window.□

particular bill, it remains the same until you change it or close this

NetBooks defaults to Regular.  If you change the Vendor Type for a

□

     窶｢  Occasional:  a vendor you have not set up□

     窶｢  Regular:  a vendor you have set up  OR...□

You can enter bills for two Vendor Types:□

□□□□□

□

     窶｢  Amount                          debited       credited□

     窶｢  A/P Control Account     credited     debited□

                                                  Bill       Credit memo□

Bills and credit memos post to the Bill Journal as follows:□

□

□□□□□□□ﾂｻEnter Bills□

□□□□□

□□□□□

□

□□ﾃ｣

□□ﾃ｣□

□□ﾃ｣□

□□ﾃ｣□

□□ﾃ｣□

□□ﾃ｣□

□□ﾃ｣□

□□ﾃ｣□

□□ﾃ｣□

□□ﾃ｣

□

□□□□□□□ﾂｻEnter Accounts Payable Menu□

□□□□□

□

aging period's "From" days.□

of days you enter for an aging period's "to" days must be greater than the

aging period.  You can change your aging periods at any time.  The number

"to" days, NetBooks enters the number of days for the start of the next

of the aging periods.  Based on the number of days you entered for the

You can enter the aging periods by entering the number days that end each

□

     窶｢  Over 90□

     窶｢  61 to 90□

     窶｢  31 to 60□

     窶｢  Less than 30□

periods:□

AGING PERIODS - NetBooks defaults to the following intervals for aging

□

can be an income or expense account.□

account you want posted for your early-payment discounts.  This account

DISCOUNT CONTROL ACCOUNT - The Discount Control Account is the G/L

□

payments to vendors.□

The A/P Control Account is credited for bills and debited for your

the sum of your vendor balances.  This account must be a liability account.

you want posted for A/P transactions.  This account's balance is equals

A/P CONTROL ACCOUNT - The A/P Control Account is the G/L account

□

A/P Discount Control Account.)□

Account, this transaction will not be automatically transferred to the new

Discount Control Account, and then change the A/P Discount Control

transactions.  For example, if you enter a invoice and post it to the A/P

automatically to the new Control Account.  You will need to transfer these

the General Journal or Invoice Journal, will not be transferred

you've entered to the old Control Account through other journals, such as

     窶｢  You can change the A/P Control Accounts at any time.  Transactions

□□□□□

window.□

%, Discount Date, and Discount Amount fields on the Enter Vendor Bills

you do not enter a Discount Control Account, NetBooks dims the Discount

cannot use your A/P module until you enter an A/P Control Account.  If

     窶｢  You can enter your A/P Control Accounts anytime; however, you

□□□□ﾃ„□

□□□□ﾃ„□

□□□□ﾃ„

□□□□□

□

Control Accounts for you.□

are using one of NetBooks default charts of accounts, NetBooks enters the

automatically post your A/P transactions to the General Ledger.  If you

CONTROL ACCOUNTS - NetBooks uses the A/P Control Accounts to

□

         until after you print vendor checks.□

     窶｢  NetBooks doesn't post discounts to the General Ledger□

         bills, or by revising bills you previously entered□

         Days anytime prior to paying a bill when you enter□

     窶｢  You can override the Discount % and Discount□

         you select.□

         NetBooks deducts the discount no matter what method□

     窶｢  If you pay the bill on or before the Discount Date,□

         with a Discount % and Discount Days.□

         payment discount only for the vendors you set up□

     窶｢  When you enter bills, NetBooks calculates early-□

A few things to keep in mind:□

□

you are past the Discount Date.□

Discount method, NetBooks doesn't deduct the early payment discount if

early-payment discount from the total amount due.  With the Lose

method.  With the Take Discount, NetBooks automatically deducts

date, NetBooks calculates the check amount based on your discount

DISCOUNT METHOD - When you pay a bill after your vendor's discount

□□□□□

□

your Discount Method, Control Accounts, and Aging Periods.□

You can customize your A/P module by entering information, including

□

□□□□□□□ﾂｻSetup A/P Profile□

□□□□□

□□□□□

□

You can modify the 1099 print format.□

□

□□□□□□□ﾂｻSetup 1099 Form□

□□□□□

□

information for the vendor to the Setup Vendor History window.□

After you enter a transaction for a vendor, you cannot enter analysis

□

enter the vendor's bills.□

These fields are updated to the correct number and amount when you

         Year-To-Date Bills and Year-To-Date Payments□

     窶｢  Enter the revised number and amount as the vendor's□

         and year-to-date purchases□

     窶｢  Subtract these from the vendor's actual number of bills□

         will be entering for the vendor□

     窶｢  Calculate the total number and amount of the bills you□

information to the Setup Vendor History window:□

If you are entering the vendors unpaid bills, before you enter any

□

Year-To-Date Discounts.□

Balance, Year-To-Date Purchases, Year-To-Date Payments, and

and Year-To-Date Checks.  Then enter the amounts for Year-To-Date High

Year, first enter the number of transactions, including Year-To-Date Bills

THIS YEAR AND LAST - To enter vendor analysis for This Year and Last

□

information for the vendor to the Setup Vendor History window.□

After you enter a transaction for a vendor, you cannot enter analysis

□

vendor's bills.□

Amount blank because these fields are updated when you enter the

entering the vendor's unpaid bills, leave the Purchase Date and Purchase

Check Amount, last Purchase Date, and last Purchase Amount.  If you are

Recent information, including the last Check Number, last Check Date, last

MOST RECENT - Enter the vendor's last transaction information, Most

□

vendors.□

VENDOR ID - Enter the vendor ID that identifies one of your regular

□□□□□

□

window before you enter any of the vendor's unpaid bills.□

analysis), you must enter the vendor analysis to the Setup Vendor History

If you choose the last alternative (entering both unpaid bills and vendor

□□□□ﾃ„□

□□□□ﾃ„□

□□□□ﾃ„

□□□□□

□

bills, and how much vendor analysis (historical) information you need.□

your existing accounts payable system to phase out your existing unpaid

The alternative you choose depends on whether you want to continue using

□

Enter both unpaid bills and vendor analysis□

Enter only unpaid vendor bills and ignore vendor analysis  OR...□

     窶｢  Ignore vendor analysis  OR...□

     窶｢  Enter only new bills in NetBooks□

         the existing unpaid vendor bills□

     窶｢  Continue to use your current accounts payable system for□

Enter no history:□

history:□

When you begin to use NetBooks, you have three alternatives for vendor

□□□□□

□

information for the vendor to the Setup Vendor History window.□

After you enter a transaction for a vendor, you cannot enter analysis

□□□□ﾃ„□

□□□□ﾃ„□

□□□□ﾃ„

□□□□□

□

□□□□□

     窶｢  Year-to-date vendor analysis information□

     窶｢  Unpaid vendor bills ("unpaid bills")□

There are two kinds of vendor history:□

□

□□□□□□□ﾂｻSetup Vendor History□

□□□□□

□

that was included in your package.□

form that you can purchase.  For more information, see the forms booklet

The NetBooks vendor check form is formatted to print on a standard check

□□□□□

□

can paste in graphics, add title, and deactivate data fields.□

You can use the NetBooks vendor check form or customize your own.  You

□

□□□□□□□ﾂｻSetup Vendor Check Form□

□□□□□

□

click the Save button.  The recurring bill is deleted immediately.□

the recurring bill you want to delete.  Click the Delete check box; then

DELETE CHECK BOX - To delete one of your existing recurring bills, Select

□

the OK button.□

To select a recurring bill, click the appropriate recurring bill; then click

□

approximately 25 characters of the explanation.□

displayed in the Select the Recurring Bill window in vendor ID order with

to select one, click the Get button.  All of your recurring bills are

GET BUTTON - If you need to review a list of your existing recurring bills

□

entered.□

(positive) and credit (negative, with a minus sign) amounts you have

INVOICE TOTAL - The Invoice Total represents the total of the debit

□

A/P Control Account as a credit offset account.□

NetBooks enters your recurring bills into the Bill Journal that has your

□

     窶｢  The Invoice Total is  posted as a debit□

         as credits□

     窶｢  Numbers in the Amount column are posted□

or after the dollar amounts, your entries are posted as follows:□

However if you enter the amounts as negatives, with minus signs before

         A/P Control Account□

     窶｢  The Invoice Total is usually posted as a credit to the□

         as debits□

     窶｢  Numbers in the Amount column are usually posted□

follows:□

When you enter (post) your recurring bills, your entries are posted as

□

amount.□

Enter credits as negatives, with a minus sign (-) before or after the

AMOUNT - Enter the dollar amount of your recurring bill transactions.

□

are to be posted.□

ACCOUNT - Enter the G/L account numbers to which the bill transactions

□

9/30/99, end-of-month date based on the invoice date's month.□

Due Days Terms example above.  NetBooks enters the bill's due date as

End-of-Month Terms:  NetBooks enters the same Invoice Date as in the

□

after the end of calendar month in which the bill's invoice date falls.□

vendor,  NetBooks enters the bill's due date as 9/11/99, eleven days

Terms example above.  If you entered "11" for Days when you set up this

nth Day Terms:  NetBooks enters the same Invoice Date as in the Due Days

□

the bill's due date as 8/25/99, fifteen days after the invoice date.□

entered "15" for Days when you set up this vendor, NetBooks calculates

bill's Due Date based on the vendor's Due Days and Invoice Date.  If you

September 11, the Invoice Date is August 10.  NetBooks calculates the

you enter the recurring bill into a G/L Period, such as August 12 to

the recurring bill in August, 1999, the Invoice Date is 8/10/99.  Or if

Due Days Terms:  If you enter "10" as the Invoice Day, when you enter

□

Here are some examples:□

have as the Invoice Date when you enter the recurring bill each month.

INVOICE DAY - Enter the day of the month you want this recurring bill to

□

each month when you receive the bill.□

when you are originally setting up the recurring bill, and instead enter it

Number. blank.  Also, you may decide not to enter the invoice number

Press RETURN or click on another field if you wish to leave the Invoice

□

indicate that the bill was for January's rent.□

identify this particular bill.  For example, you could enter "JANRENT" to

invoice number, you may wish to insert something that will help you

vendor's Invoice Number.  If your vendor's bill does not indicate an

INVOICE NO. - Enter up to seven alphanumeric characters for your

□

these characters uppercase (CAPITAL letters).□

will identify a vendor.  If you use alphabetic characters, NetBooks enters

VENDOR ID - Enter a code from one to six alphanumeric characters that

□□□□□

□

not have to enter all your recurring bills at the same time.□

or delete it.  Also, you can enter (post) recurring bills selectively; you do

information each month.  After you set up a recurring bill, you can change

entries.  By using recurring bills, you avoid keying in the same bill

bills are sometimes referred to as recurring purchases or automatic

Use this window to add, change, or delete your recurring bills.  Recurring

□

□□□□□□□ﾂｻSetup Recurring Bills□