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TAKIN' CARE OF BUSINESS! TM
ACCOUNTS PAYABLE
USER'S MANUAL
Version 1.0
Hooper International, Inc.
P.O. Box 50200
Colorado Springs, CO 80949
Registration Number: ___________
Copyright (C) 1986-1990 by Hooper International, Inc.
All rights reserved.
TAKIN CARE OF BUSINESS!
COPYRIGHT NOTICE
TAKIN' CARE OF BUSINESS is not a public domain program. It is Copyright (C)
1986-1990 by Hooper International, Inc.
No part of this manual may be reproduced or translated, in any form or by
any means, without the prior written permission of Hooper International,
Inc.
Copyright ■ 1986-1990 Hooper International, Inc.
WARRANTY INFORMATION
Hooper International, Inc. 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, Inc. does not warrant that
the TAKIN' CARE OF BUSINESS software will meet your requirements, or
that the operation of TAKIN' CARE OF BUSINESS will be uninterrupted
or error free. In no event will Hooper International, Inc. be liable for
incidental, consequential, indirect or other damages including any lost
profits or lost savings, arising from the use of, or inability to use, these
programs; even if Hooper International, Inc. 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. We will, for a period of up to 90 days from initial shipping date,
replace defective disks for a minimal shipping and handling charge of $5.00.
Defective disks must be returned prepaid and insured by sender. In this
way, we are assured of complete customer satisfaction. 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, Inc.
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.
Page 2
TAKIN' CARE OF BUSINESS!
TABLE OF CONTENTS
COPYRIGHT NOTICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
WARRANTY INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
SECTION ONE - INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . 4
1a - The Accounts Payable Module . . . . . . . . . . . . . . . . . . . 4
1b - General Information . . . . . . . . . . . . . . . . . . . . . . . 4
SECTION TWO - VENDOR ACCOUNTS. . . . . . . . . . . . . . . . . . . . . . . 6
2a - What are Vendor Accounts. . . . . . . . . . . . . . . . . . . . . 6
2b - Vendor Accounts Organization. . . . . . . . . . . . . . . . . . . 6
2c - Vendor Accounts Data Fields . . . . . . . . . . . . . . . . . . . 6
2d - Getting Familiar with Vendor Accounts . . . . . . . . . . . . . . 7
2e - Adding/Modifying/Deleting Vendors . . . . . . . . . . . . . . . 8
2f - Entering Your Vendor Accounts . . . . . . . . . . . . . . . . . 11
2g - Setting Beginning Balances. . . . . . . . . . . . . . . . . . . 12
SECTION THREE - TRANSACTIONS . . . . . . . . . . . . . . . . . . . . . . 13
3a - Transaction Data Fields . . . . . . . . . . . . . . . . . . . . 13
3b - Entering Simple Transactions. . . . . . . . . . . . . . . . . . 15
3c - Entering Multiple-Part Transactions . . . . . . . . . . . . . . 18
3d - Changing/Deleting Transactions. . . . . . . . . . . . . . . . . 19
3e - Create Recurring Transactions . . . . . . . . . . . . . . . . . 20
3f - Modify/Delete Recurring Transactions. . . . . . . . . . . . . . 21
3g - Activate Recurring Transactions . . . . . . . . . . . . . . . . 21
3h - Points to Remember. . . . . . . . . . . . . . . . . . . . . . . 22
SECTION FOUR - REPORTS . . . . . . . . . . . . . . . . . . . . . . . . . 24
4a - Explanation of Reports . . . . . . . . . . . . . . . . . . . . 24
4b - General Instructions for Generating Reports . . . . . . . . . . 25
SECTION FIVE - PAYMENTS. . . . . . . . . . . . . . . . . . . . . . . . . 30
5a - Payment Selection . . . . . . . . . . . . . . . . . . . . . . . 30
5b - Printing Selected Payments. . . . . . . . . . . . . . . . . . . 34
5c - Printing Checks . . . . . . . . . . . . . . . . . . . . . . . . 35
5d - Voiding Checks. . . . . . . . . . . . . . . . . . . . . . . . . 35
5e - Manual Checks . . . . . . . . . . . . . . . . . . . . . . . . . 35
SECTION SIX - UTILITIES . . . . . . . . . . . . . . . . . . . . . . . . 36
6a - Sort Transactions . . . . . . . . . . . . . . . . . . . . . . . 36
6b - Changing Vendor Numbers . . . . . . . . . . . . . . . . . . . . 36
6c - Import A/P Transaction File . . . . . . . . . . . . . . . . . . 36
6d - Export A/P Transaction File . . . . . . . . . . . . . . . . . . 37
6e - A/P Configuration Settings. . . . . . . . . . . . . . . . . . . 38
SECTION SEVEN- HINTS AND SUGGESTIONS . . . . . . . . . . . . . . . . . . 41
LIST OF FIGURES. . . . . . . . . . . NOT AVAILABLE ON DISK DOCUMENTATION FILE
APPENDIX A - SAMPLE REPORTS. . . . . NOT AVAILABLE ON DISK DOCUMENTATION FILE
APPENDIX B - DISK FILE NAMES . . . . . . . . . . . . . . . . . . . . . . 42
Page 3
TAKIN' CARE OF BUSINESS!
SECTION ONE - INTRODUCTION
1a - The Accounts Payable Module
The TAKIN' CARE OF BUSINESS 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 easy-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.
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 ease of operation by the novice. Consequently, sample basic
transactions are included on your disk (filename "SAMPLE") for practice
sessions.
1b - General Information
Below is a simple list of steps to follow when using Accounts Payable for the
first time. These steps are for those who have already read the Getting
Started User's Manual and are now ready to set up their own "live" Accounts
payable data files. It is assumed here that you have already installed TAKIN'
CARE OF BUSINESS on your hard-disk drive and have started the program. If
this is not the case, refer to the Getting Started User's Manual before
reading any further.
These brief steps are intended to provide step-by-step guidance for getting
started on your own. They are not intended to replace reading either the
Getting Started User's Manual or this manual. Detailed instructions are
covered in the sections referenced.
1. First, we suggest you go to the main Configuration Menu to customize the
system configuration to meet your particular hardware and printing needs.
Although not absolutely necessary, doing this now may prevent printing
problems later. Refer to Section Five - "Utility Menu", in the Getting
Started User's Manual, for detailed instructions.
2. From the TAKIN' CARE OF BUSINESS Main Menu screen, select the "A/P" menu
item. The following screen appears:
Figure 1-1 Accounts Payable Main Menu
3. Figure 1-1 is the Accounts Payable Main Menu screen. From here you
select the different areas of the Accounts Payable module to work in.
4. First, select "A/P Utility Menu" from the Accounts Payable Main Menu in
order to set up your Accounts Payable configuration. Refer to Section
Six - "A/P Configuration Settings" for detailed instructions.
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TAKIN' CARE OF BUSINESS!
5. You should now select "Update Vendor Accounts" from the Accounts Payable
main menu, as you must have active accounts before you can enter any
transactions or print reports. Refer to Section Two - "Vendor Accounts"
for detailed instructions.
6. Next, select "Transactions Menu", from the Accounts Payable main menu,
in order to start entering your payables data. Refer to Section Three -
"Transactions" for detailed instructions.
7. After you have entered some transactions, you can print an Accounts
Payable Journal Report to verify the information you have entered. See
Section Four - "Reports" for more information.
8. To make payments (print checks), select "Payments Menu" from the Accounts
Payable main menu. Refer to Section Five - "Payments" for detailed
instructions.
Again, the above steps are merely intended to show you the order of events in
setting up your Accounts Payable data files. We strongly recommend you read
this entire manual before continuing.
Page 5
TAKIN' CARE OF BUSINESS!
SECTION TWO - VENDOR ACCOUNTS
Your Vendor Accounts are the very foundation of your Accounts Payable. In the
Accounts Payable module you can set up, up to 2000 vendor accounts (depending
on your available RAM memory).
2a - 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.
2b - 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 900000-999999. 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.
Another option for organizing your vendor account numbers is to use the first
six digits of the vendor company name as their account number. This allows
you to find and enter that vendor's account number without the need to hunt
for his account number in the account number listing window.
2c - 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. Along with
this account number, other elements of information about each vendor is
recorded. When you set up a vendor account, the following information about
each vendor will be needed:
VENDOR: (Required) A six-digit, alpha-numeric number which is used to
identify each vendor. This number is decided by you and may be any
number or letter with the six-digit range (e.g. "100000", "HOOPER" or
"HOO123"). The vendor number is also used as a sort option on some
reports.
ACTIVE: (Required) A yes/no option (Y/N), which allows you to tag the
vendor as either active or inactive. If you have labeled a vendor as
inactive, you will be unable to enter ANY transactions for this
customer.
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TAKIN' CARE OF BUSINESS!
ATTENTION: (Optional) This is used as the first address line for checks
and labels. It is usually the accounts receivable contact person for
this vendor.
COMPANY: (Required) Name of the company. If a vendor is not a company,
simply enter that vendor's name here.
ADDRESS: (Optional) Street address for vendor. Used for checks and labels.
CITY: (Optional) Vendor's city.
STATE: (Optional) Vendor's two (or three) digit state/province code.
ZIPCODE: (Optional) Vendor's zip or postal code. Used for sort order on
mailing labels. May be used for any other purpose as well.
PHONE: (Optional) Up to 12 character telephone number. May be used for
other information if needed.
COUNTRY: (Optional) This line is used for your foreign vendor's country
name.
COMMENTS: (Optional) Up to 30 characters of pertinent information may
be entered here, allowing instant recall of needed facts about your
customer.
DEFAULT G/L ACCOUNT: (Optional) A time saver, this default General Ledger
Expense account number is automatically used for this vendor when you
are entering type "I" transactions. By setting it up here, it will
automatically be the default debit distribution account. The account
number can be overridden at any time. See section 3b - "Entering
Simple Transactions" for usage.
SALES TAX PERCENT: (Optional) A time saver! This sales tax percentage
is another valuable option which can automatically calculate the sales
tax for this vendor when entering transactions. Simply enter here the
tax percent this vendor is charging you. Select any percentage from 0
to 50 (e.g. 6.5).
DUE DAYS: (Required) 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.
DISCOUNT DAYS: (Optional) Number of days after invoice date that discount
may be applied.
DISCOUNT PERCENT: (Optional) Percentage discount for early payment of
invoice. Enter percent between 0 and 50.
2d - Getting Familiar with Vendor Accounts
Before entering your own vendors, follow the procedures below by using the
"SAMPLE" accounts:
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TAKIN' CARE OF BUSINESS!
1. After you have started TAKIN' CARE OF BUSINESS select the filename
"SAMPLE". See your Getting Started User's Manual section 3b -
"Selecting the Disk Drive, Path, and Data File" for more information on
selecting the file name.
2. From the Main Menu, select the A/P menu, using the cursor arrow keys or
by typing in the highlighted or capitalized letter of that selection.
3. From the Accounts Payable Main Menu, select "Update Vendor Accounts".
The following screen appears:
Figure 2-1 Vendor Listing
Notice how this typical vendor account listing is organized. The window
will display eighteen account numbers at a time. To see more accounts, use
the cursor arrow keys or the mouse, to scroll through the listing. To select
a vendor account to be modified, press the <Enter> key when the cursor is
on that account, or, if you know the beginning number or letter of that
account, simply type it in. The first account number in that range will
appear at the bottom of the window, with the cursor automatically on that
account. For example entering "H" will take you to account numbers starting
with "H" (HOOPER); and entering "4" will take you to the accounts starting
with "4" (400000). If you know the account number, simply enter the number
and the cursor will position itself on that specific account.
Before setting up your own vendor accounts, you may want to create a
practice account by entering data into the "SAMPLE" data files. Simple
follow the steps in section 2e - "Adding/Modifying/Deleting Vendors" below
for practice.
2e - Adding/Modifying/Deleting Vendors
This section will describe how to add, modify, and/or delete vendors from
Accounts Payable. The "SAMPLE" data file is used in all of the following
examples.
From the Accounts Payable Main Menu, select the "Update Vendor Accounts"
menu item using either the arrow keys or type in the highlighted or
capitalized letter of that menu item and Figure 2-1 (above) will appear. At
the bottom of your Vendor Accounts screen you will notice five available
functions:
<F1>Help <F3>Add <F4>Mod <F5>Del <Esc>Exit
By selecting <F3> for "Adding", <F4> for "Modify", or <F5> for "Delete"
when working on your Vendor Accounts, you will be able to execute any one
of the three available functions. To do so, simply follow the appropriate
steps listed below:
NOTE: You may at any time call-up the extensive context sensitive help
function by pressing the <F1> function key.
ADDING AN ACCOUNT: Press the <F3> function key and Figure 2-2 will
appear. If there are no already existing vendor accounts, this add-account
window will automatically appear.
Page 8
TAKIN' CARE OF BUSINESS!
Figure 2-2 Adding An Account
NOTE: To move to the next input field after you have entered your
information, simply press the <Enter> key. To leave a field
blank, press the <Enter> key. To back-up to a previous field,
press the <Backspace> key or the <Shift><Tab> keys.
1. VENDOR: Enter here your six-digit, alpha-numeric vendor number or name
which you have selected for this vendor and then press <Enter> to
move to the next input field.
2. ACTIVE: Enter a yes or no (Y/N) for this vendor account activity. This
allows you to tag this vendor as either active or inactive. When you
first set up your vendor mark them as active. It is important to
understand that if you have marked a vendor account as inactive, you
will be unable to enter ANY transactions for his account. You may at
any time change the status of this vendor. Press <Enter> when complete.
3. ATTENTION: Enter the attention name (if any) for this vendor. It is
usually entered as the ACCOUNTS RECEIVABLE contact-person for this
vendor. Press <Enter> when complete.
4. COMPANY: Enter the name of your vendor's company here. If a vendor
account is not a company, enter your vendor's name here. Press
<Enter> when complete.
5. ADDRESS: Enter here the street address or the postal box number for
your vendor. Press <Enter> when complete.
6. CITY: Enter here your vendor's city name. Press <Enter> when complete.
7. STATE: Here you can enter your vendor's state or province code. You can
enter a code up to 3-digits long (e.g. "CO" for Colorado). Press
<Enter> when complete.
8. ZIPCODE: Enter your vendor's complete zip or postal code here. This is
also used for sort order on mailing labels. Press <Enter> when
complete.
9. PHONE: Here you can enter your vendor's telephone number, using up to
12 characters. You may use this field for other information, if
needed. Press <Enter> when complete.
10. COUNTRY: Enter your foreign vendor's country codes here. Press <Enter>
when complete.
11. COMMENTS: Here you can enter up to 30 characters of pertinent infor-
mation relating to your vendor's account. This information will print
on selected reports only. Press <Enter> when complete.
12. DEFAULT G/L ACCOUNT: Enter here a default G/L Expense (or asset)
account number for this vendor. This account number will
automatically become the default debit account number when you enter
a type "I" transaction for this vendor. If you choose not to use
this feature, enter "0".
Page 9
TAKIN' CARE OF BUSINESS!
NOTE: If you have your chart of accounts set to auto pop-up, then
your G/L chart of accounts will appear automatically for you to
select an expense account from or to create a new one. If you
have manual pop-up, simply press the <F2> function key and your
chart of accounts will appear. Please see your Getting Started
User's Manual, section 4d - "Setting the System Configuration",
for more details on this feature.
13. SALES TAX PERCENT: Enter here a sales tax percentage for this vendor.
Valid numbers are 0 to 50 (e.g. 5.5). This optional feature is a
real time saver which will automatically calculate the sales tax for
this vendor when entering type "I" transactions.
14. DUE DAYS: Enter here the days, from "0" to "256", in which this
vendor's invoices/bills come due (e.g. "30").
15. DISCOUNT DAYS: Enter here the days from "0" to "99", in which you are
entitled to take a discount if you pay in time (e.g. 10).
16. DISCOUNT PCT: Enter here the percentage of allowed discount. Enter the
discount percentage allowed by this vendor, from "0" to "50" percent,
if paid within the above specified discount days (e.g. 2% discount
for payment in, say, 10 days).
Once you have completed the last input field, your new vendor is
automatically added to the vendor listing window which appears whenever
you add, modify or delete vendors.
Your cursor will then return to the top of the input screen for you to
continue adding new vendors. Another time saver is that all input fields
have the default of your last entered vendor. This will save you time when
you are entering information that is similar.
MODIFYING A VENDOR ACCOUNT: Select "Update Vendor Accounts" from
the A/P main menu and then press the <F4> function key and Figure 2-3
will appear.
Figure 2-3 Modifying An Account
Notice that the cursor is automatically on the "Active" field, but may be
moved to the appropriate field you wish to modify, by pressing the
<Enter> key. If you want to blank out a field, move first to that field
and press the <spacebar>. In order to change the vendor number,
however, you will need to add a new account first and then change the
existing transactions to this account. See section 6b - "Changing Vendor
Numbers". Then, you may delete the old vendor account number as
described below.
In order to change any other data, simply move your cursor or mouse to
that field to be changed and start typing the new data over the old, and
then press <Enter>. Press <F10> and your new changes will be saved. If
you decide not to make any changes, simply press the <Esc> key and your
original data will be unchanged.
Page 10
TAKIN' CARE OF BUSINESS!
DELETING AN ACCOUNT: Select "Update Vendor Accounts" from the A/P main menu.
Move the highlighted cursor to the account to be deleted. Then press the
<F5> function key to delete that vendor account number.
To delete a vendor account, the account must not have any transactions. If
transactions exist, you must first delete them before you can delete the
vendor account.
To delete an account, move the cursor to the appropriate vendor in the
vendor accounts window, using the arrow keys or mouse. Next, press the
<F5> function key. Then answer "Y" to the "Are you sure" prompt, and the
account is deleted.
2f - Entering Your Vendor Accounts
When you actually create your own vendor accounts, it is important that you
have an organized plan of account numbers. For example, in the simple case
you may use the first six digits of the vendor's name as the account number.
In another scenario, you may want to have groups (range) of vendor
numbers. In this case you will probably use numbers or a combination of
numbers and letters for the account number. In any case, some planning can
save hours of time and frustration down the road when you need to change
vendor account numbers. Please refer to section 2b - "Vendor Accounts
Organization" for details.
NOTE: Whenever you are finished entering data into a field, press the <Enter>
key to move the next input field. To move to the previous input field,
press the <backspace> or <Shift><Tab> keys.
To add your first vendor, follow the steps below:
1. From the Accounts Receivable Main Menu select "Update Vendor Accounts".
The following window will appear.
Figure 2-4 Add Account
2. Since you are creating a new vendor accounts list, only a blank window
will appear asking for your first vendor information. Enter your
vendor information as outlined above in section 2e - "Adding/Modifying/
Deleting Vendors".
3. Enter your vendor account number at the "Vendor:" prompt.
4. At the "Active:" prompt, enter "Y" to make this new vendor active.
5. At the next 6 prompts, enter your vendor's mailing address.
6. At the "Phone:" prompt, enter your vendor's telephone number. This
can be used for other information as well.
7. If this vendor is from a different country, enter his "Country" here.
8. The next prompt asks for the "Default G/L Account". Enter here the
vendors default income account number. To omit, enter zero (0).
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TAKIN' CARE OF BUSINESS!
9. At the "Sales Tax Percent" prompt, enter the tax percentage you are
charged by this vendor, so the program will automatically calculate the
sales tax from your type "I" transactions.. Enter zero (0) to skip.
10. Next, enter the "Due Days" for this vendor.
11. Then enter the "Discount Days", if any.
12. Next, enter the "Discount PCT", if any.
13. Once you have answered the last prompt, press the <Enter> key to save
your new input. You may also press the <F10> key at any field to save
your data. You will then be returned to the top of the input screen to
continue entering your next vendor.
Your first active vendor is now added and will appear in the Vendor Accounts
window on the left side of the screen. To add additional accounts, see
section 2e - "Adding/Modifying/Deleting Vendors", above. To return to the A\P
main menu, press <Esc>.
NOTE: Any time during your input, you may go to the previous input field by
pressing the backspace key or arrow key up, so you can make any needed
changes immediately. You can also, at any time, press the <Esc> key to
leave what you are currently working on without your information being
saved. To save your input when your inputs are complete, press the
<F10> function key.
2g - 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 of your vendor accounts which have a non-zero starting
balance.
2. Be sure that your GENERAL LEDGER Accounts Payable account has a zero
balance (i.e. set up a new account for use by this module only).
3. Enter all vendor starting balances due by entering all non-paid
invoices for each vender (Section Three - "Transactions"). Be sure to
enter proper invoice, discount and due dates.
4. After all have been entered, print a Schedule of Payables or Vendor
Account History 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
Payable account to reflect the current balances of all Payable
accounts, you should go to the General Ledger Utility menu and post
the transactions to the General Ledger.
Page 12
TAKIN' CARE OF BUSINESS!
SECTION THREE - 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 module. Likewise, any other adjustments (interest, returns
etc.) 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 Five - "Payments". Examples of transactions are: a
purchase by your company on credit (type I), a merchandise return - debit
to account (type D) and an additional charge to the account - credit to
account (type C). Accounts Payable has no limitation as to the amount of
transactions you can enter. Anything you purchase with cash (i.e. no credit
terms) is NOT an Accounts Payable transaction and should NOT be entered
into this module.
When entering transactions into TAKIN' CARE OF BUSINESS, you have two
options:
1. "Input Transactions": Entering live transactions (i.e. transactions
which affect a vendors balance).
2. "Creating Recurring Transactions": Creating repetitive transactions
that occur weekly, bi-weekly, semi-monthly or monthly. These
transactions will not affect a vendor's balance until they are
activated. These transactions are described in detail below.
Each transaction involves entering vendor information as well as General
Ledger account distribution information. Another time saving feature is
that the Accounts Payable module will automatically total your distributions
and thus create the appropriate off-setting General Ledger debit or credit
amount to your Accounts Payable account without you having to enter the
A/P account number or transaction total amount. This off-setting total
amount is the amount which is added (subtracted) from the vendor's balance.
Each of the transaction input fields has a default of the last entered data
into that field. When entering repetitive data, this default will save you
keystrokes. In the section below we will describe "Input Transactions",
"Recurring Transactions", data fields and how to enter transactions.
3a - Transaction Data Fields
VENDOR: (Required) This is a valid six-digit, alpha-numeric vendor
number which was previously set up in Section Two - "Vendor
Accounts". Each time you are entering a transaction for a specific
vendor, simply enter your vendor number. The account name will
appear next to the vendor number. Press the <F2> function key for
a pop-up vendor account listing. If you enter a vendor account
number that does not exist, the Accounts Payable program will
automatically prompt you with "Invalid Vendor, Add Account?".
Here you have the option to add a new vendor on the fly. Refer to
section 2e - "Adding/Modifying/Deleting Vendors" for more detail.
TRAN TYPE: (Required) Enter here the one character type code for this
transaction. Valid types are as follows:
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I = Invoice (a vendor purchase)
C = Credit to account (increase to vendor balance)
D = Debit to account (decrease to vendor balance)
NOTE: Generally, you will be using type "I" (invoice) transactions
when you make a purchase. Payments to vendors are made by
check writing, either manually or by computer generated
checks. This function, which reduces vendor balances, is
described in Section Five - "Payments".
ITEM DATE: (Required) Enter here the date of this transaction (i.e.
when did you make the purchase).
DUE DATE: (Optional) Due date for this transaction. The default is
calculated based on the vendor configuration set-up in the vendor
accounts due days. This field only applies to type I (invoice)
transactions and can be overridden.
DISC %: (Optional) Discount percentage for this transaction (if any).
Default is based on vendor configuration set-up in his account, but
may be overridden (i.e. you are allowed a 2% discount if you pay the
invoice within the specified discount date below).
DISC DATE: (Optional) Here you can enter (override) the date through
which you are eligible to take a discount on the invoice. The default
is based on the vendor configuration set-up for this account, but can
be changed (i.e. if he pays within 10 days, he can take a 2% discount
as specified above).
INVOICE: (Required) Enter here the invoice number for this
transaction. This field is very important because the A/P module
uses the invoice numbers for grouping transactions for calculating
open invoices, aging and payment history information. It is
mandatory that some information is entered into this field. If left
blank, the transaction date will be automatically entered into this
field.
NOTE: If transactions for a particular vendor have the same invoice
number, they will be grouped together for both open invoice
and aging procedures. The transaction date and due dates for
these transactions will default to the first transaction with
this invoice number.
REFERENCE: (Optional) Enter here a reference number for this transaction.
(i.e. your account number with this vendor).
TRANSACTION DESCRIPTION: (Optional) This is the main description for this
transaction. Only this description will show on your vendor reports.
DISTRIBUTION: Here you record where the money is going to. Once your
cursor is at this prompt (cursor appears after "Distribution:"),
press the <Enter> key to begin entering your transaction distribution
to the G/L accounts. When you are finished with the distribution,
press <F10> to continue with transaction entry.
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DEPT: (Optional) Enter here your department code for this part of the
transaction distribution.
NOTE: The department code is a user modifiable four-digit alpha-
numeric code. This department code can be used to track your
expenses in more detail. This code does not need to be set up
in advance and works independently from your account numbers
(i.e. You could track your expenses not only by accounts, but
also by department). You then can print various reports by a
specific department code.
DESCRIPTION: (Optional) G/L description for each part of transaction.
Here you can enter a different description (the default is the
Transaction description above) or you can leave it blank. This
description will not show on your vendor reports. It is only used as
the description of the current G/L distribution and prints on the
reports that have debits and credits listed.
ACCT: (Required) Enter here your G/L account number. Usually a G/L
expense account number for type "I" transactions (debit side). This
account will be either debited or credited depending on whether a
debit or credit amount is entered in following fields. If you do not
have auto pop-up account windows turned on, simply press the <F2>
function key to receive a complete listing of your accounts. You are
also able to quickly add a new G/L accounts on the fly.
DEBIT: (Required) Enter here your debit amount (where is money going to)
for the "ACCT" field above.
CREDIT: (Required) Enter here your credit amount (where is money coming
from) for "Acct" field above.
NOTE: You can only enter one debit or credit per entry line. If you
have more than one debit or credit amount, you will need to
use a second distribution line.
SALES TAX: (Optional) Here you can enter the sales tax amount (if any)
for that transaction. If you have entered a tax percentage in this
vendor's account, the sales tax amount will be automatically
calculated for you. You can override the computer calculation.
TRANSACTION TOTAL: This is the total amount to be either added to or sub-
tracted from the vendor's balance. It is not an input field, but a
computer calculated sum of all the distributions entered above. For
type "I" and "C" transactions this amount will be credited to your
Accounts Payable account, which you have set up in the A/P
configuration. For type "D" transactions, this amount will be debited
to this Accounts Payable account.
3b - Entering Simple Transactions
Each transaction involves the debiting of one account and the crediting of
another account (the system will automatically enter the transaction total
debit/credit for you). If you happen to be new to double-entry bookkeeping,
you may wish to review Section Seven - "Basic Accounting Principles" in the
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Getting Started User's Manual. If you prefer, you may refer to the
transactions in the "SAMPLE" files and use them as examples.
As you enter each of your transactions, TAKIN' CARE OF BUSINESS will check to
ensure that it has a positive total balance. If your accounts in Accounts
Payable have been set up in balance, TAKIN' CARE OF BUSINESS will always keep
them in balance.
To enter a simple transaction, follow the steps below:
1. From the Accounts Payable Main Menu, select "Transactions Menu". The
following screen will appear:
Figure 3-1 Accounts Payable Transactions Menu
2. From the Accounts Payable Transactions Menu, select "Input
Transactions". The following screen will appear:
Figure 3-2 Add Transaction
The transaction below will simulate the purchase of software on credit
terms.
3. VENDOR: Enter the vendor number for this transaction by entering his
appropriate vendor number. For example, if the vendor number is
"HOOPER", simply enter "HOOPER" immediately after the prompt. If
you are unsure about the vendor account number, press the <F2> key
for a pop-up vendor listing, then press <Enter> when the correct
vendor number has been selected. If the vendor number does not
exist, the system will notify you and ask if you would like to add
that vendor. At that prompt, if you would like to add a new vendor,
press <Y> and follow the instructions in section 2e - "Adding/
Modifying/Deleting Vendors". If you answer "N" you will be returned
to the vendor prompt.
4. TRAN TYPE: Enter here the type code of this transaction, (I, C, D) as
described above.
5. ITEM DATE: Enter here the transaction date (e.g. 05-25-90).
6. DUE DATE: The system assumes zero due days for non type "I" trans-
actions. If the transaction code is not type "I", this field will
be skipped; otherwise, enter here the due date (e.g. "07-24-90").
The default due date is calculated based on the set-up in the
vendor account number configuration.
7. DISC %: If your vendor allowed a discount for this transaction, enter
the percentage here (e.g. "2.0" for 2.0%). If you have a default
discount percentage set up in the vendor's account, that discount
percentage will displayed automatically. For no discount, enter
zero.
8. DISC DATE: Enter here the discount date for this transaction. The
default is the number of days set up in the vendor account set-up.
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9. INVOICE: Enter your vendor's invoice number (e.g. 891001). This
should be a unique number.
10. REFERENCE: Enter here your vendor's reference number (e.g.
Reference: T00010). You can enter up to 10 characters/numbers.
11. DESCRIPTION: Enter the transaction description, which can be up to 30
characters.
12. DISTRIBUTION: At the distribution prompt, press the <Enter> key to
begin your distribution of this transaction to your G/L accounts.
13. DEPT: If you are using department codes, enter your code for this
transaction here (e.g. Dept: "R&D", for research and development),
otherwise press the <Enter> key to move to the next input field.
14. DESCRIPTION: Enter here the description for this part of this trans-
action distribution. The system will set the default description to
the "Transaction Description" entered above. To change it, begin
typing and the old description will disappear (e.g. Description:
Software). You can enter up to 30 character/numbers.
15. ACCT: Select here your G/L account number for this part of the
distribution. For type "I" transactions it is usually an expense
account (in this example we will use Acct: 1500, which is an asset
account).
16. DEBIT: Now enter either a debit or credit amount in the appropriate
field. To skip the debit field press <Enter>. It is important that
you only enter one amount, either in the debit or credit amount
fields. The Account Payable module will automatically generate the
appropriate off setting account balance. In the above example
"49.95" should be entered.
17. CREDIT: If this transaction were to be a credit to the above account,
you would enter the amount in this field instead of the debit field
above.
NOTE: When you press the <Enter> key after entering the amount in
either of the above two fields, you will automatically exit
the distribution field and be at the sales tax field. If you
have more than one distribution (debit or credit) see section
3c - "Entering Multiple-Part Transactions".
18. SALES TAX: Enter here the tax amount for this transaction, if any
(e.g. "2.75" for the software example). For type "I" transactions,
this amount will be automatically calculated for you, based on the
percentage you set up in the vendor account number configuration
set-up.
19. TRANSACTION TOTAL: This field is not an input field. You have now
finished entering your transaction. Notice that the "Transaction
Total" amount is automatically calculated based on the type of
transaction and the total sum of your distribution amounts.
Technically, Accounts Payable will automatically create the other
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side of your transaction by using your A/P configuration account,
thus completing your double-entry accounting transaction. To see
the effect of this, print a Transaction Journal Report (Section Four
- "Reports") and analyze the debits and credits.
You will now be prompted with "Inputs Correct(Y/N):_". Answer "Y" for
yes if everything is correct or "N" for no and you will be returned to the top
of the input field to begin again. When you answer the above prompt with
a "Y", your transaction will be saved to your disk and you will return to the
beginning of the input fields. At this point, you are ready for another
transaction. Your defaults will be the same as your last entered transaction,
to save key strokes (distribution information will be cleared). To quit
entering transactions and return to the menu prompt, press the <Esc> key at
any time. To receive help anywhere in the program, simply press the <F1>
function key.
3c - Entering Multiple-Part Transactions
Most transactions will have only one debit and one credit. However, there
are some instances when there are several credit and/or debit distributions
in a single transaction. TAKIN' CARE OF BUSINESS lets you make multiple
credit and/or debit entries, allowing up to 24 transaction distribution parts
for each transaction.
Multiple part transactions are entered just like any other transaction, except
there is more than one distribution. Follow the example outlined below to
enter a multiple debit/credit distribution transaction.
Let's take the example used in 3b, above, but purchasing a computer with
software. Let's use the example of a $1000.00 computer, $49.95 worth of
software and $57.75 tax making the total purchase $1107.70. An example of
entering this transaction is shown below:
Figure 3-3 Multiple-part Transaction
This type of multiple-part transaction would be entered as follows:
1. Follow steps 1 - 17 in 3b - "Entering Simple Transactions", above.
2. You will now be at the sales tax input field. Press the <Up> arrow
key, which will move the cursor to the "Distribution:" prompt. Then
press <Enter>. After pressing <Enter> you will be on the next
available (blank) distribution line (Pt=2).
3. Following steps 12 - 17, above, enter your second line of distribution
information as shown above.
4. After entering your debit amount (1000.00) you will be automatically
placed on the third line of distribution input. If you had more debits
or credits to enter you would do so now. We are now finished
entering the distribution data. To leave the distribution input fields
press <F10> and your cursor will be positioned at the sales tax field.
Accept or override the amount shown.
5. Follow steps 18 - 20, above, to complete your transaction.
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It is recommended that you enter a few experimental "Multiple-part"
transactions using the "SAMPLE" data file in order to familiarize yourself
with this powerful type of transaction entry.
3d - Changing/Deleting Transactions
If you discover that a transaction was entered incorrectly or should not have
been entered at all, TAKIN' CARE OF BUSINESS allows you to go back to
correct or delete that incorrect entry.
NOTE: Payments/checks cannot be modified/deleted here. You must remove
payments through the "Void Checks" procedure described in section 5d -
"Voiding Checks".
Follow the steps below to modify or delete a previously entered transaction:
1. From the Accounts Payable Transactions Menu, select "Change/Delete
Transactions". The following screen will appear:
Figure 3-4 Transaction Search Parameters
2. TAKIN' CARE OF BUSINESS is prompting you for transaction search
parameters. Enter here any appropriate search data (i.e. description).
It is not necessary to enter data in every field. You can simply enter
one description of the transaction and TAKIN' CARE OF BUSINESS will
search for any transactions with this description (e.g. "Computer").
Once you have entered your search data, press <F10> to initiate the
search.
NOTE: Leaving all fields blank will search/find all transactions in
the order in which you currently have them sorted.
If you remember the invoice number, enter it in the "Invoice" field
and press the <F10> key to initiate the search. To search by date,
enter the date of the transaction to display all transactions with that
date. A "Search Match" screen will then appear, displaying the
transaction. The bottom of this window will display:
Modify/Delete/Search/Reverse/Begin/End/+/-/Quit:
3. Select one of the following:
M = Modify transaction shown.
D = Delete transaction shown.
S = Find (search) next transaction which matches search.
R = Find (reverse) prior transaction which matches search.
B = Go to (beginning) first transaction in file.
E = Go to (end) last transaction in file.
+ = Go to next consecutive transaction.
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- = Go to prior consecutive transaction.
Q = Quit transaction search.
4. As long as you continue to answer the above prompt with "S" (default),
TAKIN' CARE OF BUSINESS will search for all transactions containing the
values you have specified. "R" does the same thing as "S", except it
searches in Reverse order.
5. To MODIFY a transaction, press "M" (Modify) and you will be in change
mode. Type in the correct information in the appropriate field(s) or
press <Enter> to leave a field unchanged. Use the <Backspace> or
<Shift><Tab> keys to go to a previous field. Pressing <Esc> will
ignore any changes and take you back to a new parameter search. Only
if you press the <F10> key will your new inputs be saved.
6. To DELETE a transaction, press "D" (Delete) and answer the "Delete
OK?[N]:" prompt with "Y". The transaction is now deleted. Press
<Esc> to go to a new parameter search. Pressing <Esc> again will
return to the Transaction Menu.
3e - Create Recurring Transactions
Recurring transactions are designed for those who have consistent entries
such as invoices/bills/dues on a weekly (W), biweekly (B), semi-monthly (S)
or monthly (M) basis and do not want to enter the complete transaction each
time. These transactions are not immediately active and will not affect the
vendor's balance until the are "Activated" see Section 3g - "Activate
Recurring Transactions" for that procedure. To enter a recurring
transaction, follow the steps below:
1. From the Accounts Payable Transaction Menu, select "Create Recurring
Transactions" and the following screen will appear:
Figure 3-5 Add Recurring Transaction
2. The first prompt asks for the "Vendor" number. Enter your vendor
number here. If you do not remember it, simply press the <F2>
function key and your vendor account listing will appear. Press
<Enter> to continue.
3. At the "Frequency" prompt you can enter one of four options: W -
weekly, B - biweekly, S - semi-monthly or M - monthly. The default
is set to "M" (monthly). Enter your selection and press <Enter> to
continue to the next input field.
4. At the "Tran Type" you would normally only use the type "I" for Invoice
transaction, since the purpose of recurring transactions is to not have
to enter the same type of transactions over and over (i.e invoices for
dues or bills) that take place every week, biweekly, semi-monthly or
monthly. However, you can use all other type codes as well.
5. The date fields can be any date, as they can be changed when the
transaction is activated. Also, the invoice number can be left blank
and filled in later as well.
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6. You can then complete the remaining transaction inputs as described
in section 3b - "Entering Simple Transactions" above.
7. When the transaction is complete, press <F10> to save your inputs.
Then press <Esc> to return to the Transaction Menu.
You have now created a recurring entry; however, it will not be usable until
it is activated. See section 3g - "Activate Recurring Transactions".
3f - Modify/Delete Recurring Transactions
If you have entered a recurring transaction incorrectly, need to make a
change to the data or no longer wish to keep it, you may change or delete
that entry at any time. To change or delete a recurring entry, follow the
steps below:
1. From the Accounts Payable Transaction Menu, select "Modify/Delete
Recurring Trans".
2. Follow steps 2 - 6 in section 3d - "Changing/Deleting Transactions" to
modify or delete your recurring transactions.
3. There is one additional input field in the search parameters, which
is "Frequency". At the "Frequency (W,B,S,M):" prompt, enter one of
the following:
W - weekly, B - biweekly, S - semi-monthly or M - monthly.
This allows you to search by one of the above frequencies or leave
this field blank to search for all frequencies.
4. After your changes or deletions, press the <F10> function key to save
your new recurring transaction and also answer "Y" (yes) at the
"Inputs Correct(Y/N):". You then will be returned to the top of the
input screen to continue with your next transaction. If you press
<Esc>, it will abort your current activity without saving it and you
will return to the prior menu.
3g - Activate Recurring Transactions
Once you have entered a recurring transaction, it does not become a live
transaction until it is activated. When activated, the system will generate a
live transaction based on the information you have entered in section 3e -
"Create Recurring Transactions". The following steps explain how to
activate a recurring transaction:
1. From the Accounts Payable Transaction Menu, select "Activate Recurring
Transactions". The following screen will appear:
Figure 3-6 Select Activate Frequency
2. Select the frequency of the recurring transactions you would like to
activate.
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3. The screen will then display all (one at a time) of the recurring
transactions with that frequency. Under the Activate Transaction
window the following prompt appears:
Activate/Next/Quit:
4. When you find the entry you wish to activate, press "A" (activate).
The screen will then display the transaction and allow you to enter
additional data or make changes described in section 3d - "Change/
Delete Transactions". When the transaction data is correct, press
<F10>. At the prompt "Inputs Correct(Y/N):" press "Y" and your
transaction will be saved and added as a live transaction.
If there is more than one recurring transaction with the same frequency,
they will be displayed one at a time. To skip the activation of any
particular entry, press "N" (Next) and the next recurring transaction will
be displayed.
3h - Points to Remember
1. When entering transactions into this module you are basically entering
transactions with debits and credits, just like you do when entering
transactions into your General Ledger module. In fact, all of the
debits and credits which you enter here will be posted to your General
Ledger as if you had entered them into your General Ledger yourself.
Posting these transactions to your General Ledger is performed through
the General Ledger. See section 6d - "Post Other Modules to the G/L"
in the General Ledger User's Manual.
The only difference between entering transactions in your General
Ledger or in the Accounts Payable module is that this module will keep
detailed information on each vendor, such as open invoices, current
and past due balances.
NOTE: Remember that any transactions which are entered in this
module should NOT be entered into your General Ledger since they
will automatically be placed there when you post them.
2. Payable aging is tracked by the combination of vendor number and
invoice number. It is very important that each purchase has a unique
invoice number. If these methods are not used the system will operate
without error; however, your aging as well as open invoices will not
reflect payments tied to a specific invoice, but will rather just use
the date of payment (i.e. not allow you to track specific invoices).
3. 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
checking account and debit the related vendor account balance as well
as the G/L Accounts Payables account.
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4. There are three different types of transactions. A brief description
of each one, as well as typical debits and credits follow:
GENERAL LEDGER ACCOUNTS
DESCRIPTION TYPE DEBIT ACCOUNT CREDIT ACCOUNT
Vendor Purchase I Asset or Expense Accounts Payable
account (System selected)
Misc Debit to Account D Accounts Payable Asset account or
(For example, a purchase (System selected) expense account
return or other reduction
in the account balance).
Misc Credit to Account C Asset or Expense Accounts Payable
(For example, a finance account (System selected)
charge or other increase
in the account balance).
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SECTION FOUR - REPORTS
The Accounts Payable Reports Menu allows you to generate a full spectrum of
payable reports from your database. Reports can be generated to show results
for a specific month, a range of months, a quarter, a year, etc. All reports
can 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. These can be printed while
using the "SAMPLE" accounts.
4a - Explanation of Reports
Each of the twelve reports available from TAKIN' CARE OF BUSINESS Accounts
Payable can be sent to your monitor's screen for immediate viewing, to your
printer for "hard" copy, to a disk drive for later retrieval or to import into
a database program for customization. Within each report you can specify
various parameters to give you exactly what you want. Some of the reports can
be generated in a cumulative format for the dates specified; and one report
may optionally be generated in a trended or month-by-month format.
Each of the available TAKIN' CARE OF BUSINESS payable reports are described
below. All reports may be printed at any time and as many times as necessary.
Samples of these reports are shown in Appendix A and can be printed while
using the "SAMPLE" accounts.
Payable Journal - This report lists all of the transactions which took
place during a specific date range. You can select all types of
transactions or specific types.
Recurring Transactions - This report lists all of your recurring
transactions for the frequency specified (not active transactions).
Schedule of Payables - This report lists all open (unpaid) vendor balances
for a specified month or range of months.
Payables Aging - This report shows all vendor balances with current, 1-30
days, 31-60 days, 61-90 days, and 91+ days past due balances, as of a
specific date.
Open Invoices - This report lists all open (unpaid) transactions for all
vendors.
Cash Requirements - This report is similar to the Open Invoices report by
listing open (unpaid) transactions for all vendors. The difference is
that it shows only those invoices which are due by a user selected
date, thus showing you what your "Cash Requirements" are in order
to pay invoices now due.
Vendor Account History - This report shows all the history (transaction
activity) for a specific vendor or group of vendors selected within a
specified date range.
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Vendor Listing - This report lists all of the set-up information you have
entered in your vendor accounts. It can be printed in vendor number,
name or zipcode order.
Address Labels - This report provides mailing labels for a specific vendor
or a group of vendors sorted by vendor number, name or zipcode order.
Non-Posted Transaction Journal - This report provides a transaction
journal which shows only those transactions which have not yet been
posted to the General Ledger module.
Payments Journal - This report shows payments (checks) within a
specified date, check and vendor range. It is useful to track any
checks written to vendors.
G/L Distribution Report - This report lists the total amount posted to
each General Ledger account number for all payable transactions
within a specific date range.
4b - General Instructions for Generating Reports
To generate any report, do the following:
1. From the Accounts Payable main menu, select "Reports Menu". The menu
screen will be as follows:
Figure 4-1 Accounts Payable Reports Menu
PAYABLES JOURNAL REPORT:
2. From the reports menu, select the report you want to generate (e.g.
Payable Journal). For this example we will print the Payable Journal
Report as shown below. Other reports are covered later in this
section.
Figure 4-2 Payable Journal Report
As stated earlier, you may send any of the reports to your monitor's
screen (S), to a printer (P) or to a disk drive (D) where the report
will be stored as a disk file with its own file name.
NOTE: If you do not have a printer and try to print a report to the
printer, you will receive an error message.
The first prompt on the screen for all reports is the destination
prompt. It appears as follows:
Screen,Printer,Disk(S,P,D):
Entering an "S" for screen or a "P" for printer will send the report to
the screen or printer, respectively. If you enter a "D" for disk, the
system will prompt you for a disk filename. You can enter any name
you wish, following the DOS naming conventions. The report will
then be saved on the default disk drive with the filename you entered,
followed by a filename extension of ".RPT". If you enter a filename
that already exists, the system will ask if you want to delete the old
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file. Answering "Y" will replace the existing report with the new
report. Answering "N" will append (add on) the new report to the
already existing report.
The disk file is created in ASCII format, thereby allowing it to be
imported into a word processor, spreadsheet or database for customized
reports.
At the "Screen,Printer,Disk(S,P,D):" prompt, enter the letter for the
destination of your report. For this example, enter the letter "S".
3. For some reports, you will need to specify a date range next. The date
prompt format will be the format specified in the Configuration
Settings. Refer to section 4d - "Setting the System Configuration" in
the Getting Started User's Manual. The date prompt appears as follows:
Starting Date: 05-01-90
Ending Date: 05-31-90
These dates determine the starting and ending date for the report.
NOTE: The ending date can never be more than one year after the
starting date (e.g. starting date 05-01-90 and ending date
04-30-91). You can also print a report for one specific day
of the month.
4. The next prompt, "Type of Transactions:" allows you to select the
transaction types you would like included in this report. Valid types
are I, D, C, P and A. These types are the same as those used when
entering transactions, with the exception of "A" and "P". Entering "P"
will select payments or checks written and entering "A" will select all
types of transactions.
5. After selecting your transaction, type your report will be printed.
The following discusses the other report selection input screens. Any
prompts already discussed will not be covered in detail.
RECURRING TRANSACTIONS REPORT:
The report options are as follows:
Figure 4-3 Recurring Transactions Report
1. At the destination prompt, select the destination for your report.
2. At the recurring frequency prompt, select the frequency type for this
report using one of the following codes:
A = All frequencies
M = Monthly
S = Semi-monthly
B = Bi-weekly
W = Weekly
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SCHEDULE OF PAYABLES:
The report options are as follows:
Figure 4-4 Schedule of Payables Report
1. At the destination prompt, select the destination of the report.
2. Next, enter the date range (as discussed above) for this report.
3. Lastly, answer the "Trended Report:" prompt with "Y" for a multiple
month, spreadsheet type report or "N" for a one column report. See
Appendix A for samples of both styles of reports.
PAYABLES AGING REPORT:
The report options are as follows:
Figure 4-5 Payables Aging Report
1. At the destination prompt, select the destination of the report.
2. Next, enter the report date at the "As of Date" prompt. This date
usually is the current date. Transactions which have a date in the
future of the date entered will not be shown on this report.
NOTE: The customer aging report is determined by the due date of the
transactions. Payments are either applied to specific invoices
(if marked as such by user) or by using the payment date if no
matching invoice number is found.
OPEN INVOICES REPORT:
The report options are as follows:
Figure 4-6 Open Invoices Report
At the destination prompt, select the destination of the report.
CASH REQUIREMENTS REPORT:
The report options are as follows:
Figure 4-7 Cash Requirements Report
1. At the destination prompt, select the destination of the report.
2. Next, enter the due by date at the "Due By Date" prompt. This date
usually is a date in the future. Transactions which have a due date
on or before the date entered will be shown on this report.
NOTE: The due date determination for multiple transactions with the
same invoice number is the due date of the first transaction.
Payments are either applied to specific invoices (if marked as
such by user) or by using the payment date, if no matching
invoice number is found.
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VENDOR ACCOUNT HISTORY
The report options are as follows:
Figure 4-8 Vendor Account History Report
1. At the destination prompt, select the destination of the report.
2. Next, enter the date range (as discussed above) for this report.
3. At the "Accounts on separate pages" prompt select "Y" if you want
each vendor to print on a separate page. Answer "N" if you want to
save paper and put as many vendors on a page as room permits.
4. Lastly, select a vendor account number range for this report. Enter
both the starting and ending vendor numbers. The Account History
Report for all vendors within this range will then be printed.
VENDOR LISTING
The report options are as follows:
Figure 4-9 Vendor Listing
1. At the destination prompt, select the destination of the report.
2. Next, enter the sort order for this report. Options are "A" (Account
Number order), "N" (Name order) or "Z" (Zipcode order).
ADDRESS LABELS
The report options are as follows:
Figure 4-10 Address Labels
1. At the destination prompt, select the destination of the report.
2. Then, enter the sort order for this report. Options are "A" (Account
Number order), "N" (Name order) or "Z" (Zipcode order) order.
3. Next, enter the number of printer lines per label. Small 15/16" tall
labels are 6 lines per label. To calculate, measure from the top of one
label to the top of another. Then divide that distance by the number of
lines per inch that your printer is set for.
4. Last, select your vendor account number range for this report. Enter
both your starting and ending vendor numbers. Labels for all
vendors within this range will be printed.
NON-POSTED TRANSACTION JOURNAL
The report options are as follows:
Figure 4-11 Non-Posted Transaction Journal
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1. At the destination prompt, select the destination of the report.
2. Next, enter the type of transactions you would like included in this
report (per explanation above).
PAYMENTS JOURNAL REPORT
The report options are as follows:
Figure 4-12 Payments Journal Report
1. At the destination prompt, select the destination of the report.
2. Next, enter the date range (as discussed above) for this report.
3. Next, select a check number range for this report. Enter both the
starting and ending check number. All checks within this range will
be printed.
4. Lastly, select a vendor account number range for this report. Enter
both the starting and ending vendor numbers. All vendors within this
range will then be printed.
G/L DISTRIBUTION REPORT
The report options are as follows:
Figure 4-13 G/L Distribution Report
1. At the destination prompt, select the destination of the report.
2. Next, enter the date range (as discussed above) for this report.
In conclusion, if you are unfamiliar with any of these reports, try printing
reports using the "SAMPLE" accounts as well as referencing Appendix A for
samples of these reports. Doing so will give you an idea of how the reports
look and how they might be used.
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SECTION FIVE - 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 payment
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 bankbook may be fatter and your vendors
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 "Payments Menu" from the A/P
Main Menu. The following prompt appears:
Figure 5-1 Select Pay Through Date
Select the date through which you want to make payments. This date is used to
validate due dates and discount dates, as well as their expirations. If, for
example, you want to pay all invoices due through next week, you would enter
next week's date. After entering your "Pay Through Date" and pressing
<Enter>, the payments menu will appear as follows:
Figure 5-2 Payments Menu
You are now ready to start the payments process. We will discuss each of the
above menu selections in the sections which follow.
5a - Payment Selection
After arriving at the Payments Menu, the first selection is "Payment
Selection Menu". This 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 "Payment Selection Menu" and the following menu
will appear:
Figure 5-3 Payment Selection Menu
As you can see, there are seven different methods available for selecting
invoices for payment. Do not 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 "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 "Clear All Selected" option allows you to de-select all payments in
case you make an error and wish to start the selection process over.
In each of the "Select" options, you will be shown the open invoices (the total
of all transactions for a specific vendor with a specific invoice number) and
you will be able to tell TAKIN' CARE OF BUSINESS whether or not you want to
pay that specific invoice.
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The menu selection items are cumulative, thus you can select by due date and
then select by discount date. The effect of this selection process is to group
or combine selections to do a larger invoice selection.
"Pay All" is an automatic selection method where the computer selects all
open invoices, rather than letting you choose.
Upon selection, TAKIN' CARE OF BUSINESS will search for non-paid-in-full
(open) 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
follows:
Figure 5-4 Selection Approval Screen
The procedure for selecting individual transactions for payment is as
follows:
1. The cursor will be at the "Select for payment?:" 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 with "Discount
Amount:" to take on this payment. If there is no discount percentage
in the selected transaction, this input field will be zero.
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), TAKIN' CARE OF BUSINESS 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. Upon pressing <Enter> at the "Approved Amount", 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
Miscellaneous Debit is a reduction in what you owe a vendor and will thus
reduce the total amount paid and when selecting type "D" transactions, you
are in effect applying that transaction to your payment and thus reducing
the amount selected.
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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 (press "N"
and the 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.
SELECTING FROM ALL INVOICES
Choosing the menu option "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.
SELECTING BY VENDOR NUMBER
Selecting "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:
VENDOR:
After choosing your vendor, you will be at the payment approval screen as
described above. Only transactions for the selected vendor will be shown.
You may select any or all transactions for this vendor.
SELECTING BY INVOICE NUMBER
Selecting "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:
INVOICE:
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 approval screen
as described above. Only transactions for the selected invoice number will
be shown. You may select any or all of the transactions displayed.
SELECTING BY DUE DATE
Selecting "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
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when you want to pay all bills which are due on or before a certain date (i.e.
pay all bills due by the end of the month).
Invoices selected for payment are based on the "Pay through Date" entered
earlier. Only transactions which have a due date on or before this date will
be displayed. You may select any or all displayed transactions.
SELECTING BY DISCOUNT DATE
Choosing the menu option "Select by Discount Date" allows you to select
transactions for payment based on the "Pay through Date" entered 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 any or all of the displayed
transactions.
PAYING SPECIFIC AMOUNT TO VENDOR
This selection option "Specific Amount to Vendor" allows you to 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 TAKIN' CARE OF BUSINESS, 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:
Figure 5-5 Amount to Vendor
First, enter the vendor account number you wish to pay.
Next, enter the amount you want to pay that vendor. TAKIN' CARE OF
BUSINESS will then search for transactions and select that specific amount
automatically. You will not be prompted for specific ones to pay.
After TAKIN' CARE OF BUSINESS makes its selections, both the total amount
requested to pay and the approved to pay for that vendor will be displayed.
PAYING ALL
Menu selection "Pay All" will allow TAKIN' CARE OF BUSINESS to select all non-
paid transactions. The difference between this and "Select from All" is that
you will not be prompted for each transaction. TAKIN' CARE OF BUSINESS will
select all for payment without any prompts. This method of payment selection
is useful for those who wish to pay all invoices regardless of due dates.
CLEARING SELECTED PAYMENTS
The menu selection "Clear All Selected" provides a way to undo all of the
invoices 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
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displayed on the bottom of the menu. Likewise, you will notice after you
clear selected payments that this number will return to zero.
You will be prompted for a "Pay Through Date" as described above. Enter
the date to select through.
5b - Printing Selected Payments
After you have selected all the transactions you wish to pay, you would
return to the "Payments Menu" by selecting "Leave Payment Selection Menu"
or by pressing <Esc>.
From the "Payments Menu" select "Print Selected Payments". You will be
prompted for the destination of the report as follows:
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.
5c - 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 checks and check to be sure you
have set up the A/P configuration (utilities menu) for the checks you will be
using. Select "Print Checks" from the Payments Menu and you will be
prompted for the following information:
Figure 5-6 Check Writing
1. 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.
2. Enter the check number of the first check in the printer (TAKIN'
CARE OF BUSINESS 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.
3. Enter the date you want printed on your checks.
4. After entering the account number, TAKIN' CARE OF BUSINESS will ask
you if you want a check lineup pattern printed.
Print Check Lineup[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.
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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.
5d - Voiding Checks
Checks written/printed may be voided by selecting "Void Checks" from the
payments menu. This function will allow you to void checks written either
manually or computer generated. Upon selecting this function, the following
screen will appear:
Figure 5-7 Void Check
Enter the check number to be voided. TAKIN' CARE OF BUSINESS will
then search for the check and ask if you want to void it.
Once the check number is found answer the "Void this check[N]:_" prompt
with a "Y" or "N". If you answer with an "N" the check search will continue.
If you do want to void the check displayed, answer with a "Y".
After the check is voided the search for more checks will continue. After
the last check is found, you will return to the Payments Menu.
5e - Manual Checks
Another great feature included in the TAKIN' CARE OF BUSINESS
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 "Manual Checks" from the Payments Menu.
Upon selecting this function you will be prompted for the following:
Figure 5-8 Manual Check Writing
1. Enter the checking account number for the manual check(s).
2. Next enter the check number for the first manual check.
3. Lastly, enter the date for the manual check(s).
You will now be shown each vendor selected and the amount to be paid.
This screen is shown below:
Figure 5-9 Manual Check
You will now be allowed to enter (override) the check number and date of
this check for the vendor and amount shown. After pressing <Enter> at the
date prompt, the invoice and check are paid. This process pays invoices as
the "Print Checks" selection described above, except no physical check is
printed on your printer. The above process will continue and you will be
allowed to override the check number and check date for each vendor until
all selected invoices are paid. You will then be returned to the Payments
Menu.
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SECTION SIX - UTILITIES
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 "A/P Utility Menu" from the Accounts Payable Main Menu. The following
menu will be shown:
Figure 6-1 A/P Utility Menu
In this section we will discuss each function as well as its uses and features.
6a - Sort Transactions
The Accounts Payable module normally keeps transactions organized in the order
in which they are entered. The Sort function allows the user to choose the
manner in which TAKIN' CARE OF BUSINESS sorts or organizes the transactions.
Transactions may be sorted either by date of input, transaction date, vendor
number/date or vendor number/invoice order.
The sort procedure is not a required feature; but it is useful, for example,
when printing transaction journals or vendor history 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". It 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 "Sort Transactions" from the Accounts
Payable Utility Menu. The following screen appears:
Figure 6-2 Select Sort Order
1. Select the order in which you would like to sort the transactions.
2. TAKIN' CARE OF BUSINESS automatically sorts all transactions.
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
free disk space. If you run out of disk space, your sort is aborted and your
transaction file remains unchanged.
If you have some deleted transactions, the sort function will prompt:
Free disk space used by deleted transactions[N]:
If you answer this prompt with "Y", the deleted transactions will be
physically removed from the transaction file and disk space will be
recovered accordingly. Your answer to this prompt will not affect your
reports or vendor balances. It is only provided for users who need to recover
disk space used by deleted transactions.
6b - Changing Vendor Numbers
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This powerful utility allows you to change the vendor account number for
every existing transaction for a specific customer. It can be thought of as a
"global replace" feature. For example, if you want to change the vendor
number from "HOOP" to "HOOPER"; you would first create the new vendor
account "HOOPER" and then run this utility to change all the transactions
that have vendor number "HOOP" to the new account "HOOPER".
NOTE: Since this is an advanced feature, we do not recommend its use by those
new to TAKIN' CARE OF BUSINESS. It is very important to make a
complete backup copy of your data files prior to running this utility.
Should something go wrong (i.e. power failure), it will be easier to
recover if you have an original copy of the data files. Please refer
to section 4g - "Backing Up Data Files" in the Getting Started User's
Manual.
To change a vendor number, do the following:
1. From the Accounts Payable Utility Menu, select "Change Vendor #
for Trans". The following screen appears:
Figure 6-3 Change Vendor Numbers
2. At the "Old Vendor:" prompt, enter the vendor number you wish to
change or delete and press <Enter>.
3. At the "New Vendor:" prompt, enter the new vendor number and press
<Enter>. Make sure you have your new vendor account already setup.
Once all transactions are transferred from your old vendor to your
new vendor, the cursor will return to the A/P Utility menu.
NOTE: At either of the above two prompts, you may press <F2> for a
pop-up vendor number list.
6c - Import A/P Transaction File
This import function is a very advanced feature primarily used by expert
users. It allows you to import ASCII text files into your Accounts Payable
transaction file.
To do this, you must first create an ASCII text file to import. This file must
be fixed-length records, with one record per line. The filename may be any
name; however, the filename extension must be ".TXT". The record layout
for the ASCII import file is as follows:
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Field Name Start Length Mask
Date 1 8 User defined in configuration
Vendor # 9 6 Text/Number
Tran Type 15 1 I,D,C,P
Due Date 16 8 User defined in configuration
Discount % 24 6 ##.###
Disc Date 30 8 User defined in configuration
Invoice # 38 10 Text
Reference # 48 10 Text
Department 58 4 Text
Description 62 30 Text
G/L Account 92 6 1-999999
Debit/Credit Type 98 1 D,C
Amount 99 11 ########.##
Posted Flag 110 1 Y,N
On a technical note, each part of the transaction should be a separate record.
The sum of debit type and credit type records must match within 23 records.
The system looks for "debits=credits" to determine the end of one transaction
and the beginning of the next. If this event does not happen within 23
records, errors in the imported transactions will result.
To import an ASCII text file into Accounts Payables, do the following:
1. Copy the ASCII text file to be imported into the disk directory
containing your TAKIN' CARE OF BUSINESS data files.
2. From the Accounts Payable Utility Menu, select "Import A/P
Transaction file".
3. At the "Import File Name:" prompt, enter the name of the ASCII text
file to be imported and then press <Enter>. Notice the filename
extension of ".TXT" is already included.
When the import is complete, you will be returned to the Utility Menu.
6d - Export A/P Transaction File
This export function is a very advanced feature primarily used by expert
users. It allows you to export ASCII text files from your Accounts Payable
transaction file.
The record layout for the exported ASCII file is as follows:
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Field Name Start Length Mask
Date 1 8 User defined in configuration
Vendor # 9 6 Text/Number
Tran Type 15 1 I,D,C,P
Due Date 16 8 User defined in configuration
Discount % 24 6 ##.###
Disc Date 30 8 User defined in configuration
Invoice # 38 10 Text
Reference # 48 10 Text
Department 58 4 Text
Description 62 30 Text
G/L Account 92 6 1-999999
Debit/Credit Type 98 1 D,C
Amount 99 11 ########.##
Posted Flag 110 1 Y,N
On a technical note, each part of the transaction will be a separate record.
To export your transaction file, do the following:
1. From the Accounts Payable Utility Menu, select "Export A/P
Transaction file".
2. At the "Export File Name:" prompt, enter the name of the ASCII text
file to be exported and then press <Enter>. Notice that the filename
extension of ".TXT" is already included.
3. Next, enter the date range of the transactions to be exported. Enter
"Starting Date:" and "Ending Date:" and all transactions within the
date range will be exported.
When the export is complete, you will be returned to the Utility Menu.
6e - A/P 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 form
checks and to General Ledger account numbers used.
To set up your configuration, select "A/P Configuration Settings" from the
Accounts Payable Utilities Menu. The following window will appear:
Figure 6-4 A/P Configuration Settings
1. The first prompt allows you to select which "Printer Port" to use for
check writing. This is a multiple choice field. To change the port
selection, press the space bar or click the left button on your mouse.
When your selection is complete press <Enter>. (Required)
2. At the "Accounts Payable Account:" prompt, enter your General
Ledger "Accounts Payable" liability account number. You must set
up (add) an Accounts Payable account in your General Ledger Chart
of Accounts. We recommend that you set up the account for use by
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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 General Ledger
account. (Required)
3. At the "G/L Sales Tax Account:" prompt, enter your General Ledger
"Sales Tax" expense account number. Enter zero (0) to skip.
(Optional)
4. The "1st Stub Starting Row:" prompt allows you to specify the first
line available (from the STUB top) for printing detail invoice
information on the check stub. (Required)
5. The "2nd Stub Starting Row:" prompt is optional. It is used if you
have two stubs on each check. The laserjet checks which we
recommend have a second stub and would necessitate the use of this
field. If your checks do not have two stubs, enter 0 (zero) to skip two
stub printing. (Optional)
6. The next field determines the maximum number of detail text LINES
PER STUB lines that fit on each check stub. Enter a number between
1 and 15. (Required)
7. The next 16 fields "Check Positions:" allow you to customize your
check print positions. Pre-printed checks may be purchased from our
recommended forms supplier, Deluxe Computer Forms (1-800-328-
0304). TAKIN' CARE OF BUSINESS also has an On-Line Order
Form for ordering checks from Deluxe. The following checks are
recommended for the Accounts Payables module and may be ordered
from DELUXE. (Optional)
The form numbers for A/P checks are as follows:
Continuous form checks #091003
Laserjet checks #081066
See Deluxe insert for more information on either style of check. To
order either invoices or statements, call Deluxe at 1-800-328-0304 and
mention product code "TO9212". In Canada call 1-800-826-3714.
The settings shown above (defaults) are for use with the recommended
A/P continuous form checks from Deluxe. By changing these positions,
you can use virtually any check with this software. Select the row and
column printing position for each of these fields. If you want to omit
an item from printing on the check, enter a zero (0) in the row field.
To move from one input field to the next, press <Enter>.
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NOTE: ROW indicates the horizontal lines starting from the top of the
check and counting down.
COLUMN indicates the vertical lines starting from the left side
of the check and counting to the right.
8. The next eight "Stub Positions" column fields are used to customize
your check stub. Enter the column (as described above) each of the
fields should be printed in. To omit a field from printing enter zero.
(Optional)
9. Check Init String: The initialization codes allow you to send a special
set-up string to the printer before printing checks. It can be used to
turn off your out-of-paper sensor or to use special fonts. (Optional)
10. Check Exit String: This is an optional field to reset the printer after
printing checks. (Optional)
When completed, press <F10> to save your new data and to return to the
Utilities Menu.
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SECTION SEVEN- 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 outage or
other problem.
Use the <Shift><PrtSc> keys to make a hard copy of current screen display.
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.
Deviation from this will result in the inability to line up your pre-
printed checks.
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APPENDIX B - DISK FILE NAMES
TAKIN' CARE OF BUSINESS Accounts Payable Program Disk
Filename Description
AP.EXE Accounts Payable Program file
AP.OVR Accounts Payable Overlay file
AP.HLP Accounts Payable Help file
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