H • A • R • D • G • O • O • D • S
Accounts Payable
Workbook
with reference information
Personalized By: for:
This manual contains reference information about Triad’s hardgoods line of software products. The software described in this manual, as well as the manual itself, are furnished under the terms and conditions of a license agreement. The software consists of software options which are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Triad.
From time to time, Triad makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens which appear in the manual may differ somewhat from the version of the software provided to you.
Created by
Learning Products Development for Triad Systems Corporation
Copyright© 1991, 1994 Triad Systems Corporation. All rights reserved. Printed in the United States of America.
Hardgoods Division 3055 Triad Drive
Livermore, CA 94550-9559
Proprietary Rights Notice: This material contains proprietary information created by MCBA, Glendale, California, USA, the possession, use and/or disclosure of which is subject to MCBA's
duly authorized license agreement and or written permission.
Copyright Notice: Copyright © 1986, 1988 MCBA, an unpublished work. All Rights Reserved.
Publication No. 1075170 Revision No. 4711
iii
Contents
Using This Workbook
1
In This Section
1-1
About Accounts Payable
1-1
Who Should Use This Workbook
1-2
About This Workbook
1-2
Tabbed Sections
1-2
Conventions Used in This Workbook
1-3
Where to Get Help
1-6
Introduction to Accounts Payable
2
What Should You Know About Accounts
Payable
2-1
Moving Through Screens
2-1
Function Keys
2-1
About Account Numbers
2-2
Personalizing This Workbook
2-4
Before Class
2-4
During Class
2-4
After Class
2-4
The Goal
2-5
What Does the System Need to Produce a
Check
2-5
iv
Setting Up Accounts Payable Constants3
Big Picture
3-1
ACON—Accounts Payable Control File
Maintenance
3-3
Step 1—Setting Up Accounts Payable
Constants
3-3
ADMT—AP Valid G/L Account File
Maintenance
3-9
Step 2—Setting Up Valid G/L Accounts
3-9
ABMU—Bank Code File Maintenance
3-11
Step 3—Setting Up Bank Codes for Cash
Account(s)
3-11
ACMU—Terms Code File Maintenance
3-13
Step 4—Setting Up Terms Codes
3-13
MVR—Vendor File Maintenance
3-15
Step 5—Updating Vendor Files
3-15
AADM—Automatic A/P Account Distribution 3-17
Step 6—Setting Up Expense
Distribution(s)
3-17
ATMU—New AP Transaction Processing
3-19
Step 7—Loading Existing Balances
3-19
Lab Exercise
3-21
Step 1—Setting Up Valid G/L Accounts
3-21
Step 2—Setting Up Bank Codes for Cash
Account(s)
3-22
Step 3—Setting Up Accounts Payable
Constants
3-22
Step 4—Setting Up Terms Codes
3-23
Step 5—Updating Vendor Files
3-24
Step 6—Setting Up Expense
Distribution(s)
3-24
v
Processing Transactions
4
Big Picture for Processing Transactions
4-1
Big Picture for Entering and Posting
Transactions
4-3
Big Picture for Entering Recurring Invoices
4-5
Big Picture for Changing Due Dates and
Discounts
4-7
ATMU—New AP Transaction Processing
4-9
Step 1—Entering and Posting
Transactions
4-9
APRM—Recurring Voucher Processing
4-15
Step 2—Entering Recurring Invoices
4-15
AAMU—A/P Invoice Adjustment
4-19
Step 3—Changing Due Dates and
Discounts
4-19
Lab Exercise
4-23
Step 1—Entering and Posting
Transactions
4-23
Step 2—Entering Recurring Invoices
4-28
Step 3—Changing Due Dates and
Discounts
4-28
Checklist
4-29
Paying Bills
5
Big Picture
5-1
RACR—Print Cash Requirements Report
5-3
Step 1—Planning Payment Strategies
5-3
APMU—Payment Preparation
5-7
Step 2—Selecting Transactions for
Payment
5-7
APCM—Check Processing
5-15
Step 3—Printing and Posting Checks
5-15
ATMU—New A/P Transaction Processing or
APCM—Manual Payments Processing
5-19
Step 4—Entering Prepaid Transactions
vi
Lab Exercise
5-23
Step 1—Planning Payment Strategies
5-23
Step 2—Selecting Transactions for
Payment
5-23
Step 3—Printing and Posting Checks
5-23
Step 4—Entering Prepaid Transactions
or Manual Checks
5-24
Checklist
5-25
Checking Entries for General Ledger
6
Big Picture
6-1
RAGL—AP Distribution to G/L Report
6-3
Steps 1, 2, and 3—Checking Entries for
General Ledger
6-3
Lab Exercise
6-5
Steps 1, 2, and 3—Checking Entries for
General Ledger
6-5
Voiding and Reconciling Checks
7
Big Picture
7-1
APCM—Check Processing
7-3
Step 1—Voiding Unposted and Posted
Checks
7-3
ACKR—Check Reconciliation
7-7
Step 2—Reconciling Checks
7-7
Lab Exercise
7-11
Step 1—Voiding Unposted and Posted
Checks
7-11
vii
Maintaining Files
8
Big Picture
8-1
AVIQ—Vendor Account Inquiry
8-3
Step 1—Displaying the Open Item File
8-3
RAOI—Print A/P Open Item Report
8-7
Step 2—Printing the Open Item File
8-7
APGI and APVM—Purge A/P Invoice Files and
Purge Temporary Vendors
8-9
Steps 3 and 4—Purging Paid Invoice
Detail File and Temporary Vendors
8-9
Lab Exercise
8-11
Step 1—Displaying the Open Item File
8-11
Step 2—Printing the Open Item File
8-11
Steps 3 and 4—Purging Paid Invoice
Detail File and Temporary Vendors
8-11
End-of-Year
9
APCT—Clear Vendor YTD Accumulators
9-3
Step 1—Clearing YTD Fields in
Function MVR
9-3
RA99—Print Federal 1099 Forms
9-5
Step 2—Printing 1099 Forms
9-5
Lab Exercise
9-7
Step 1—Clearing YTD Fields in
Function MVR
9-7
viii
Questions You May Have
1 0
About Setting Up Accounts Payable
Constants
10-1
About Processing Transactions
10-3
About Paying Bills
10-4
About Checking Entries for General Ledger 10-6
About Voiding and Reconciling
10-7
About Maintaining Files
10-8
About End-of-Year
10-9
Functions
1 1
What is This Section For?
11-1
Codes in the Screen Samples
11-1
AADM—Vendor Auto Distribute
Maintenance
AADM-1
AAMU—A/P Invoice Adjustment
AAMU-1
ABMU—Bank Code File Maintenance
ABMU-1
ACKR—Check Reconciliation
ACKR-1
ACMU—Terms Code File Maintenance ACMU-1
ACON—A/P Control File Maintenance
ACON-1
ADMT—AP Valid G/L Account File
Maintenance
ADMT-1
AJMT—Job File Maintenance
AJMT-1
APCM—Check Processing
APCM-1
APCT—Clear Vendor YTD Accumulators APCT-1
APGI—Purge A/P Invoice Files
APGI-1
APMU—Payment Preparation
APMU-1
APRI—Reset A/P Invoice File
APRI-1
APRM—Recurring Voucher Processing APRM-1
APVM—Purge Temporary Vendors
APVM-1
ATMU—New A/P Transaction
Processing
ATMU-1
AVIQ—Vendor Account Inquiry
AVIQ-1
ix
Reports
1 2
What Is This Section For?
12-1
Cross-Reference
12-1
AAMU—A/P Invoice Adjustment, Menu
Option 4 (Print Adjustment Edit List)
AAMU-1
AAMU—A/P Invoice Adjustment, Menu
Option 5 (Post Invoice Adjustment
Register)
AAMU-1
ABMU—Bank Code File Maintenance,
Menu Option 4 (Bank Code Report)
ABMU-1
ACKR—Check Reconciliation, Menu
Option 2 (Print A/P Check Reconciliation
Report)
ACKR-1
ACMU—Terms Code File Maintenance,
Menu Option 4 (Terms Code Report)
ACMU-1
ADMT—AP Valid G/L Account File
Maintenance, Menu Option 4 (Print
Valid G/L Accounts List)
ADMT-1
AJMT—Job File Maintenance, Menu
Option 4 (Print Job List)
AJMT-1
APCM—Check Processing, Menu
Option 1 (Print Checks)
APCM-1
APCM—Check Processing, Menu
Option 2 (Print A/P Unposted Check
List)
APCM-1
APCM,—Check Processing, Menu
Option 4 (Post Checks and Print
Check Register)
APCM-1
APCM—Check Processing, Menu
Option 5, Submenu Option 4 (Print
Void Posted Checks Transaction
Edit List)
APCM-1
APCM—Check Processing, Menu
Option 5, Submenu Option 5 (Post
Void Posted Check Transactions to
A/P Files)
APCM-1
APCM—Check Processing, Menu
Option 6, Submenu Option 4 (Print
x
Reports (Cont'd)
1 2
APCM—Check Processing, Menu
Option 6, Submenu Option 5 (Post
Manual Payments to A/P Files)
APCM-1
APCM—Check Processing, Menu
Option 7 (Print Manual and Prepaid
Check Register)
APCM-1
APMU—Payment Preparation, Menu
Option 6 (Print Invoice Deferral
Report)
APMU-1
APMU—Payment Preparation, Menu
Option 7 (Print Pre-Check Writing
Report)
APMU-1
APRM—Recurring Voucher
Processing, Menu Option 4 (Print
Recurring Vouchers List)
APRM-1
APRM—Recurring Voucher
Processing, Menu Option 5 (Post
Recurring Vouchers)
APRM-1
ATMU—New A/P Transaction
Processing, Menu Option 4 (Print
New A/P Transaction Edit List)
ATMU-1
ATMU—New A/P Transaction
Processing, Menu Option 5 (Post
New A/P Transaction Register)
ATMU-1
RA99—1099 Forms
RA99-1
RAAN—Print Vendor Analysis
RAAN-1
RACH—Print Check History Report
RACH-1
RACR—Print Cash Requirements
Report
RACR-1
RAGL—Print A/P Distribution to G/L
Report
RAGL-1
RAJD—Print Job Distribution List
RAJD-1
RAOI—Print A/P Open Item Report
RAOI-1
RAVA—Vendor Report (Alphabetical)
RAVA-1
RAVH—Print Vendor History Report
RAVH-1
RAVM—Vendor Report (Numerical)
RAVM-1
xi
Converting Customers
1 3
Who is This Section For?
13-1
How This Section is Organized
13-1
How To Find a Function or Report
13-1
What's New In Accounts Payable?
13-2
<Clear>
13-2
Accounts Payable Check Forms
13-2
Function AAMU
13-2
Function APCM, Menu Option 6
13-2
Function ABMU
13-3
Function ACMU
13-3
Function MVR
13-3
Function ACON
13-3
Function ADMT
13-3
Function ACON
13-4
Function APCM, Menu Option 2
13-4
Function APCM, Menu Option 5
13-4
Function APCM, Menu Option 3
13-4
Function APCT
13-4
Report RA99
13-4
Function MVR
13-4
Function APGI
13-5
Function AVIQ
13-5
Report RAOI
13-5
Function APRM
13-5
Function ATMU
13-5
Function ATMU
13-5
Function ATMU
13-6
Function ATMU
13-6
Function Key Prompts
13-6
Function MSE
13-6
Function MTR
13-6
Function MSR
13-6
Function MVR, Screen S
13-7
Function MVR, Screen H
13-7
Function MVR
13-7
Function ATMU
13-7
Function QUE
13-7
Function MSP
13-7
Function ABO
13-7
Report RAAN
13-8
xii
Converting Customers (Cont’d)
1 3
Report RACH
13-8
Report RAVH
13-8
List of Accounts Payable Programs
13-9
Purchasing Passoff
Introduction
5
Questions You May Have
13
Setting Up
19
Using Method 1
23
Using Method 2
31
Using Method 3
39
i
1
Using This Workbook
In This Section
1 - 1
About Accounts Payable
1 - 1
Who Should Use This Workbook
1 - 2
About This Workbook
1 - 2
Tabbed Sections
1-2
Conventions Used in This Workbook 1 - 3
Using This Workbook
0/1090/H5293 In This Section 1-1
Using This Workbook
In This Section
This section introduces this Accounts Payable Workbook and describes, in general terms, what the Accounts Payable application can do for you. This section also describes: • who should use this workbook
• how this workbook is structured
• what conventions are used throughout this workbook • who to call for help
About Accounts Payable
The Accounts Payable application is designed to pay your vendors' invoices and track accounts payable discounts and purchases. Once transactions are entered into the system, you will be able to take advantage of prompt payment discounts and manage your cash flow more effectively.
You will be able to print: • accounts payable checks • vendor lists
• open item report • cash flow report
• general ledger distribution report • 1099 forms
Using This Workbook
1-2 In This Section 0/1090/H5293
The Accounts Payable application tracks all General Ledger transactions. You can post the transactions manually to General Ledger, or you can tell the system to post those transactions to General Ledger for you (this is called automatic pass-off).
NOTE: If you want to use the automatic pass-off feature, you
must have invested in Triad's General Ledger application.
Who Should Use This Workbook
The store's bookkeeper or person in charge of paying bills should use this workbook. Triad Systems Corporation strongly suggests that you attend the Accounts Payable Class offered at your Triad Education Center before using this application.
About This Workbook
The Accounts Payable Workbook illustrates basic procedures through Big Pictures. For each task in the Big Picture, you will practice on the system using Triad-supplied or your own
information.
Tabbed Sections
The tabbed sections included in this workbook are:USING THIS WORKBOOK — describes the workbook, structure, and conventions which will help you find the information you need.
INTRODUCTION TO ACCOUNTS PAYABLE — describes general information about Accounts Payable and how to move through the screens.
SETTING UP ACCOUNTS PAYABLE CONSTANTS — covers all aspects of initial set up for Accounts Payable.
PROCESSING TRANSACTIONS — covers all procedures for entering all transaction types, recurring entries, and adjustments.
PAYING BILLS — covers basic procedures selecting transactions for payment.
Using This Workbook
0/1090/H5293 In This Section 1-3
CHECKING ENTRIES FOR GENERAL LEDGER — covers all procedures for checking accounts payable entries so that you can post transactions to general ledger.
VOIDING AND RECONCILING CHECKS — covers basic procedures for voiding unposted and posted checks and reconciling cashed checks.
MAINTAINING FILES — covers basic procedures for taking care of your Accounts Payable application.
END-OF-YEAR — covers basic procedures for ending the year.
QUESTIONS YOU MAY HAVE — includes common questions and answers for each tabbed section.
FUNCTIONS — describes in detail every field used in the Accounts Payable application.
REPORTS — describes the purpose of each Accounts Payable Report. This section also includes report samples highlighting the important parts of the reports.
CONVERTING CUSTOMERS — describes the new fields, functions, and reports in the Accounts Payable application. This section is specifically for existing Triad owners using Accounts Payable.
INDEX— helps you find information based on a topic.
Conventions Used in This Workbook
You will notice several style conventions in this workbook that have been designed to make the information more accessible. They are described below:
Convention Description
Tasks Tasks are illustrated in the Big Picture. As you work through the lab exercises, you will practice these tasks.
Keys The keys you press to perform a function at the terminal appear with initial caps, boldface, within delimiters (for example,
Using This Workbook
1-4 Conventions Used in This Workbook 0/1090/H5293
Convention Description
Footers At the bottom of every page is a footer. Use these as guides when looking for information. Look at the bottom of this page to see an illustration of a footer.
• On the top line is the name of this section — Using This Workbook
• Underneath the section name is the topic name — Conventions Used in This Workbook.
• Next to the topic name is the page number — 1-4
• On the opposite side of the page is the software release level, date, and workbook model number — 0/1090/H5293
Big Pictures Use the Big Pictures at the the beginning of each tabbed section to see the order of tasks to be completed. Once you are familiar with the procedures, you can use the Big Pictures as quick reference guides.
Mini-Big
Pictures Use the Mini-Big Pictures at the beginning ofeach step to find what task you are on in the Big Picture.
For example, in the tabbed section Setting Up Accounts Payable Constants, the Mini-Big Picture on page 3-3 is for Function ADMT which is the first task in the Big Picture on page 3-1.
Using This Workbook
0/1090/H5293 Conventions Used in This Workbook 1-5
Convention Description
Codes in Screen Samples
On every screen, the information underlined is the type and amount of characters allowed in each field.
For example, the code 5 N with 2 D (-) means: Five numeric characters including two
decimal positions and an optional minus sign; therefore, the highest amount allowed would be 999.99.
Here are other codes used in the screen samples:
Code Definition
A/N Alphanumeric (letters or numbers)
A Alpha (letters) N Numeric (numbers) D Decimal position Y or N Yes or No
other codes Valid codes for the field (-) Optional negative sign Blank Lines In all Steps and Questions You May Have
sections, you will see lots of blank lines. You should use these lines to:
• write questions about the Accounts Payable application before class • write notes from class
• write answers discussed in class Blank lines were included to help you: • prepare for class
• remember class instructions and discussions
• enter specific information to use at your store
Using This Workbook
1-6 Conventions Used in This Workbook 0/1090/H5293
Convention Description
Acronyms At the beginning of each Step, you will see the software's acronym and description. For example, in the tabbed section Setting Up Accounts Payable Constants, the first step is titled:
ADMT AP Valid G/L Account File Maintenance For easy reference, this title looks the same in the tabbed sections Functions and Reports.
Where to Get Help
You should rely on the information in this workbook and the notes you took in class. The tabbed sections Functions and Reports are good places to look for detailed information about a specific function or report.
For procedural questions, you should refer to the appropriate tabbed section in this workbook.
i
2
Introduction to Accounts Payable
What You Should Know About Accounts
Payable
2 - 1
Moving Through Screens
2-1
Function Keys
2-1
<Clear>
2-1
<End>
2-2
<Enter>
2-2
<Next Item>
2-2
<Prev Item>
2-2
<Print>
2-2
<Query>
2-2
<Run>
2-2
About Account Numbers
2 - 2
Personalizing This Workbook
2 - 4
Before Class
2-4
During Class
2-4
ii
The Goal
2 - 5
What Does the System Need to Produce
a Check?
2 - 5
Introduction to Accounts Payable
0/1090/H5293 What You Should Know About Accounts Payable 2-1
Introduction to Accounts Payable
What You Should Know About Accounts Payable
This section explains how to:
• move through the menus and screens • personalize this Workbook
This section also describes reasons why you must enter specific information into the system before you can produce an Accounts Payable check.
Look at the end of this section. You will see a Big Picture that introduces the Accounts Payable process.
Moving Through
Screens
To move through the screens in the Accounts Payable application, you should keep in mind the following rules: • use submenus instead of <Change> and <Delete> function
keys
• correct mistakes using the ITEM NUMBER TO CHANGE?
prompts or the submenus
• press <Enter> to skip fields or accept default values • press <Run> to print reports
• print edit lists either from submenus or unique acronyms • press <End> to return to the submenus and menus
Function Keys
Below are the available function keys and how they work.<Clear> Press <Clear> to leave a screen before entering all the information in the fields.
<End> Press <End> to leave programs and return to sub-menus and menus. The <End> key only works in certain fields so that you
Introduction to Accounts Payable
2-2 What You Should Know About Accounts Payable 0/1090/H5293
leave programs at logical points. If you want to leave a program before completing the fields, press <Clear>. <Enter> Press <Enter> to skip fields and to accept default values, or
after typing information in a field.
<Next Item> Press <Next Item> to browse through the information in the file. This function key moves you forward through the file. <Prev Item> Press <Prev Item> to browse through the information in the file. This function key moves you backward through the file. <Print> Press <Print> to print copies of the screen.
<Query> Press <Query> to display a list of vendor names in Function ATMU (New A/P Transaction Processing). From the list, you can select a specific vendor.
<Run> Press <Run> to print or spool reports.
About Account Numbers
You will not need Triad's General Ledger application to run the Accounts Payable application, but you will need to use a
standard account number to track accounts payable. The account number contains the following parts:
1001-000
1001-100
1001-200
Account Number
Subaccount Number
The account number should remain the same for all subaccount numbers. In the example above, account number 1001 is assigned to the cash account in stores 1 and 2 (subaccounts 100 and 200).
Introduction to Accounts Payable
0/1090/H5293 Personalizing This Workbook 2-3
Personalizing This Workbook
Personalizing this workbook will:
• help you remember how to complete a procedure
• help you customize information to meet your store's needs • help you write notes for future reference
Before Class
Do the following:• Organize your source documents (if you need help, talk to your local CER).
• Think about how the Accounts Payable application can meet your store's needs.
• Browse through the tabbed section Setting Up Accounts Payable Constants.
• Write down any questions you think of in the appropriate blanks.
During Class
Do the following:• Ask the questions you wrote down before class.
• Take notes during instructor's lectures and class discussions. • Practice tasks using the system entering your store's or
Triad-supplied information.
After Class
Do the following:• Refer to notes taken in class to customize your information. • Use the Big Pictures and notes taken in class to remember
how to complete a procedure.
• Use the reference section for detailed descriptions of fields and purposes of reports.
• Use the table of contents and index to find information. • Use the Notepads for quick reference.
Introduction to Accounts Payable
2-4 The Goal 0/1090/H5293
The Goal
Producing an Accounts Payable
Check
Vendor:Your Ref No. Your Inv No. Invoice Date Invoice Amt Discount Taken Net Check Amt
Check No:
Check Amount
Pay
To The
Order Of
Check No Check Date Vendor No
99999 99999 99/99/99 9999.99 99.99 9999.99
99999 999
Check No 999
999 99/99/99 99999
9,999.00 Nine Thousand Nine Hundred Ninety-Nine and 00/100 Dollars
Vendor Name Address 1 Address 2 Address 3
City, State Zip Code
What Does the System Need to Produce a Check?
The system needs:
• general ledger account numbers to distribute debits and credits
• bank codes to identify cash account(s)
• aging days and descriptions to track past due invoices • terms codes to calculate prompt payment discounts • vendor files to print information on the check and store
accounts payable and purchasing history • invoice information to print on the check
Introduction to Accounts Payable
0/1090/H5293 Introducing Accounts Payable 2-5
Introducing Accounts Payable
The diagram below illustrates the Accounts Payable application. Paying Bills Voiding and Reconciling Checks Processing Transactions Setting Up Accounts Payable Constants
You have to do this only once!
Maintaining Files
End of Year
You will need to do this routinely!
You will need to do this periodically (every month, quarter, or year)! Checking
Entries for General
i
3
Setting Up Accounts Payable
Constants
Big Picture
3 - 1
ACON—Accounts Payable Control File
Maintenance
3 - 3
Step 1—Setting Up Accounts Payable
Constants
3-3
ADMT—AP Valid G/L Account File
Maintenance
3 - 9
Step 2—Setting Up Valid G/L Accounts
3-9
ABMU—Bank Code File Maintenance3-11
Step 3—Setting Up Bank Codes for Cash
Account(s)
3-11
ACMU—Terms Code File Maintenance3-13
ii
MVR—Vendor File Maintenance
3 - 1 5
Step 5—Updating Vendor Files
3-15
AADM—Automatic A/P Account
Distribution
3 - 1 7
Step 6—Setting Up Expense Distribution(s) 3-17
ATMU—New AP Transaction Processing
3 - 1 9
Step 7—Loading Existing Balances
3-19
Lab Exercise
3 - 2 1
Step 1—Setting Up Accounts Payable
Constants
3-21
Step 2—Setting Up Valid G/L Accounts
3-21
Step 3—Setting Up Bank Codes for Cash
Account(s)
3-22
Step 4—Setting Up Terms Codes
3-22
Step 5—Updating Vendor Files
3-24
Step 6—Setting Up Expense Distribution(s) 3-24
Step 7—Loading Existing Balances
3-25
Setting Up Accounts Payable Constants
0/1090/H5293 Big Picture 3-1
Setting Up Accounts Payable
Constants
Big Picture
The following diagram shows the sequence of steps for setting up accounts payable constants. The Accounts Payable
application will not work properly unless you enter specific information about general ledger account numbers, cash accounts, terms codes, aging periods, vendors, or existing open items.
Once the constants are entered, you can always add new bank codes or terms codes during the year. You will maintain the vendor file as information changes and new vendors are added. You can save time entering invoices by setting up automatic expense distribution in Function AADM. After setting up the expense distribution, the system will always post the accounting entries to the account numbers in Function AADM. You can also enter an A/P Account Number in Function MVR to set up automatic distribution to the liability account.
You can also set up jobs in Function AJMT (optional), see the tabbed section Functions, page AJMT-1 for more information.
2. Set up Valid G/L Accounts
Function ADMT
3. Set up Bank Code File
Function ABMU
1. Set up Accounts Payable Control File
Function ACON
4. Set up Terms Code File
Function ACMU
5. Update the Vendor Files
Function MVR
6. Set up Expense Distributions
Function AADM
7. Load Existing Balances
ACON
0/1090/H5293 Accounts Payable Control File Maintenance 3-3
ACON
Accounts Payable Control File Maintenance
Step 1 — Setting Up Accounts Payable Constants
ACON
You will use Function ACON to customize the control file (two screens) to fit your store's accounting needs. You will need to decide whether or not you want to use the following features: • check reconciliation
• tracking and reporting expenses by job number • multiple accounts payable account numbers • multiple bank codes
• vendor audit trail
• Accounts Payable Chart of Accounts
You will also use Function ACON to set up defaults for: • bank code
• aging days and descriptions of four periods • accounts payable account number
• discount account number • miscellaneous account number • sales tax account number • freight account number
ACON
3-4 Accounts Payable Control File Maintenance 0/1090/H5293
The first screen of the Accounts Payable Control File appears:
A/P Control File Maintenance
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.
# Age Days In Period 1 # Age Days In Period 2 # Age Days In Period 3 # Age Days In Period 4 Aging Period 1 Description Aging Period 2 Description Aging Period 3 Description Aging Period 4 Description Federal ID Number Federal ID Type Reconcile Checks? Use Job Numbers? Last Voucher Number Used Keep Vendor File Audit Trail? Last G/L Interface Date
Item Number To Change?
3 N 3 N 3 N 3 N 12 A/N 12 A/N 12 A/N 12 A/N 9 N S or F Y or N Y or N 6 N Y or N 6 N
Field Names
Notes
1.
# Age Days in
Period 1
2.
# Age Days in
Period 2
3.
# Age Days in
Period 3
4.
# Age Days in
Period 4
5.
Aging Period 1
Description
6.
Aging Period 2
Description
ACON
0/1090/H5293 Accounts Payable Control File Maintenance 3-5
7.
Aging Period 3
Description
8.
Aging Period 4
Description
9.
Federal ID
Number
10. Federal ID Type
11. Reconcile
Checks?
12. Use Job
Numbers?
13. Last Voucher
Number Used
14. Keep Vendor File
Audit Trial?
15. Last G/L Interface
Date
ACON
3-6 Accounts Payable Control File Maintenance 0/1090/H5293
ACON, Screen 2
After entering information on the first screen, with the cursor at
ITEM NUMBER TO CHANGE? press <Enter>. The second screen
appears:
N
N
Field Names
Notes
1.
Multiple A/P
Accounts?
2.
Default A/P
Account No
3.
Multiple Bank
Codes?
4.
Default Bank Code
5.
Discount Account
ACON
0/1090/H5293 Accounts Payable Control File Maintenance 3-7
6.
Misc Charges
Account No
7.
Misc Charges
Discountable?
8.
Sales Tax Account
No
9.
Sales Tax
Discountable?
10. Freight Charges
Account No
11. Freight Charges
Discountable?
12. Accts Verified by
A/P?
13. Accrue Temp A/P
Trx’s?
14. Default Accrued
A/P Account
15. Default Accrued
Purch Account
ACON
3-8 Accounts Payable Control File Maintenance 0/1090/H5293
16. Default Purchases
Account
ADMT
0/1090/H5293 AP Valid G/L Account File Maintenance 3-9
ADMT
AP Valid G/L Account File Maintenance
Step 2 — Setting Up Valid G/L Accounts
ADMT
If you are not using Triad's General Ledger application, you
must enter general ledger account numbers in this function to
track accounts payable accounting.
If you are using Triad's General Ledger application, make sure the account numbers are set up in General Ledger and skip this step. The Accounts Payable application will use the account numbers set up in Function GCMU (Chart of Accounts File Maintenance).
NOTE: If you skip this step, enter N in the Accts Verified by
A/P field in Function ACON, Screen 2 (Accounts Payable Control File).
At any menu, type ADMT and press <Enter>.
The A/P Valid G/L Account File Maintenance Submenu appears:
1. ADD G/L ACCOUNTS
2. CHANGE/INQUIRE G/L ACCOUNTS 3. DELETE G/L ACCOUNTS
ADMT
3-10 AP Valid G/L Account File Maintenance 0/1090/H5293
Here is a sample of the A/P Valid G/L Account File Maintenance Screen.
A/P Valid G/L Account File Maintenance
1. 2. Account No Description 7 N 30 A/N
Item Number to Change?
Field Names
Notes
1.
Account Number
ABMU
0/1090/H5293 Bank Code File Maintenance 3-11
ABMU
Bank Code File Maintenance
Step 3 — Setting Up Bank Codes for Cash
Account(s)
ABMU
For your checking account(s), you should assign bank code(s) so that you can:
• run reports based on bank codes • identify different checking accounts • write checks on different checking accounts At any menu, type ABMU and press <Enter>. The Bank Code File Maintenance Submenu appears:
1. ADD BANK CODES 2. CHANGE/INQUIRE CODES 3. DELETE BANK CODES 4. PRINT BANK CODES LIST
Here is a sample of the Bank Code File Maintenance Screen.
Bank Code File Maintenance
1. 2. 3. 4. 5. Bank Code Bank Code Description Cash Account No Maximum Check Amount Allowed
Last Check No Used 3 A/N 30 A/N 7 N 9 N with 2 D
ABMU
3-12 Bank Code File Maintenance 0/1090/H5293
Field Names
Notes
1.
Bank Code
2.
Bank Code
Description
3.
Cash Account No.
4.
Maximum Check
Amount Allowed
5.
Last Check No
ACMU
0/1090/H5293 Terms Code File Maintenance 3-13
ACMU
Terms Code File Maintenance
Step 4 — Setting Up Terms Codes
ACMU The terms codes is used by the system to calculate discounts duefor prompt payment. For example, you may have a vendor that gives you a 5% discount when you pay your bill within 15 days of the invoice date.
Normally, you use only a few different payment terms. You should set up a code for each different payment term you plan to use in the Accounts Payable application.
After setting up terms codes, you need to assign the appropriate terms code to your vendors (Function MVR). When you post an invoice for a vendor, the system will automatically calculate the prompt payment discount due based on the code entered in the field Terms Code in Function MVR. You can override the
system calculated discount.
At any menu, type ACMU and press <Enter>. The Terms Code File Maintenance Submenu appears:
1. ADD TERMS CODES
2. CHANGE/INQUIRE TERMS CODES 3. DELETE TERMS CODES
ACMU
3-14 Terms Code File Maintenance 0/1090/H5293
Here is a sample of the Terms Codes File Maintenance Screen.
Terms Code File Maintenance
1. 2. 3. 4. 5. 6. Terms Code Terms Code Type Description Due Days Discount Days Discount Percent 3 A/N N, P, or E 15 A/N 3 A/N 3 N 4 N with 2 D
Item Number to Change?
Field Names
Notes
1.
Terms Code
2.
Terms Code Type
3.
Description
4.
Due Days
5.
Discount Days
MVR
0/1090/H5293 Vendor File Maintenance 3-15
MVR
Vendor File Maintenance
Step 5 — Updating Vendor Files
MVR
If you are using Triad's Purchasing and Receiving application, you would have vendor files set up. When you begin using the Accounts Payable application, you may want to update those files with information specific to the Accounts Payable application. Here are the fields you may want to update on each vendor file:
• Federal ID Number for printing 1099s • Federal ID Type for printing 1099s • 1099 Category for printing 1099s
• Terms Code for calculating discounts (codes are set up in Function ACMU)
• Temporary or Permanent Vendor for tracking vendor history • Accounts Payable Account Number for automatically
distributing the credits (liabilities) • FAX Phone Number for sending orders
If you are not using Triad's Purchasing and Receiving application, you will need to enter complete information for each vendor so that you can post invoices and write checks. At any menu, type MVR and press <Enter>.
MVR
3-16 Vendor File Maintenance 0/1090/H5293
The Vendor File Maintenance Screen appears.
Screen: S Vendor File Maintenance Store: 1 Vendor Code: (__) Sort Name: (__) Pay To Vendor:
Name Address Address City Zip Code Type Temp/Perm: State: Fed ID Type: 1099 Category: Phone: Contact: Alt Ph#: Fax #: Fed ID#: Assigned Cust #: Lead Time: Backorder: Ship Via: FOB Point: Drop/Ship: Codes: Auto Distribute: A/P Account: Show Booth: Terms Code: Terms Desc:
Terms Type: Due Days: Disc Days:
Discount Pct: Vendor Status:
Minimum Dollars: Minimum Weight: Minimum PO Line Amt:
Minimum Units: Minimum Bill Amt $:
Last Activity Date: Last Report: : : : : : :
5 A/N 10 A/N 5 A/N 1 N
32 A/N 32 A/N 32 A/N 16 A/N 9 N I, M, W, or Blank 2 A F or S 0, 1, 2, 3, 4, 5, 6, 7 10 N 24 A/N 10 N 10 N 9 N 12 A/N T or P 3 N Y or N 20 A/N O or D Y or N 4 A/N Display Only 7 N 5 A/N 3 A/N Display Only
Display Only Display Only Display Only Display Only Blank, H, N, or A Display Only 5 N 5 N 3 N with 2 D 3 N 3 N 3 N 3 N Display Only 3 N 3 N
Field Names
Notes
1099 Category
Alt Ph #
A/P Account
Fax #
Fed ID #
Fed ID Type
Temp/Perm
Terms Code
AADM
0/1090/H5293 Automatic A/P Account Distribution 3-17
AADM
Automatic A/P Account Distribution
Step 6 — Setting Up Expense Distribution(s)
AADM
In Function MVR (Vendor File Maintenance), you enter the Accounts Payable account number to which the credits
(liabilities) should be distributed. For the debits (expenses), use Function AADM to link the expense distribution(s) to the vendor. If you link account number(s) to a vendor number in Function AADM, the system will enter Y in the Auto Distribute field in Function MVR.
When the field Auto Distribute is Y (in Function MVR), the system will display the prompt DO YOU WISH TO ACCEPT AUTO DISTR? in Function ATMU. You can accept the automatic
distributions or override them. For automatic distributions, the system posts the debits to the expense account number(s) in Function AADM to offset the liability account number in Function MVR. If the A/P Account No in Function MVR is blank, the system will post the credit to the Default A/P Account entered in Function ACON.
For example:
• In Function MVR for the telephone company, the A/P Account is 2005-000.
• In Function AADM, 100% of the expense is distributed to the Utilities account number 5040-000
The system will post in the following manner: 2005-000 5040-000
DR CR DR CR
100 100
If you use multiple subaccount numbers, you could set up the same thing for the different subaccount numbers (100 and 200), and the liability account number in Function MVR could be the corporation subaccount number (000). For example:
2005-000 5040-100 5040-200
DR CR DR CR DR CR
AADM
3-18 Automatic A/P Account Distribution 0/1090/H5293
At any menu, type AADM and press <Enter>.
The Vendor Auto Distribute Maintenance Submenu appears:
1. ADD AUTO DISTRIBUTIONS
2. CHANGE/INQUIRE AUTO DISTRIBUTIONS 3. DELETE AUTO DISTRIBUTIONS
After selecting menu option 1, the system will prompt
VENDOR NO, enter the vendor number for which you want to set
up the auto distribution feature.
The Automatic AP Account Distribution Screen appears.
Vendor Auto Distribute Maintenance
Next Item = Next Distribution Vendor No:
Name:
Display Only Display Only
---Percent(s) to be Distributed---Account Number ---Description--- Distrib-Pct
Percent Remaining to Distribute: Display Only 7 N Display Only 9 N with 2 D (-)
Use menu options 2 (Change) and 3 (Delete) to enter necessary corrections to your automatic distributions.
Field Names
Notes
Account Number
Distrib-Amt
Job
ATMU
0/1090/H5293 New AP Transaction Processing 3-19
ATMU
New AP Transaction Processing
Step 7 — Loading Existing Balances
ATMU
The last thing you have to do to set up your Accounts Payable application is enter and post outstanding open items as of a specific cutoff date.
The concept is the same as Accounts Receivable. When you started using the Triad system for Accounts Receivable, you had to set a cutoff date and enter all outstanding customer balances as of that date.
For Accounts Payable, select the cutoff date, enter all outstanding open items, and post these transactions. The suggested way to enter outstanding open items is to: • group the information (invoices) into small batches • run a calculator tape on the batch
• enter the information • print the edit list
• verify that totals are the same as the calculator tape • enter corrections as needed
• post the transactions
After all outstanding open items are entered, all setup procedures are completed and your Accounts Payable application is ready to help you manage your business.
Setting Up Accounts Payable Constants
0/1090/H5293 Lab Exercise 3-21
Lab Exercise
Step 1 — Setting Up Accounts Payable Constants
For this lab, you review the fields in Function ACON. Ask the instructor questions about any situations unique to your store. You should have taken notes when the instructor described each field earlier.
Step 2 — Setting Up Valid G/L Accounts
For this lab, add general ledger account numbers and print the list of accounts to check your work. Add the following accounts or substitute your store's numbers for the accounts listed below:
• 1001-000 Cash #1 • 1002-000 Cash #2 • 1020-000 Inventory • 2005-000 Accounts Payable • 4010-000 Discounts Taken • 5020-000 Purchases • 5025-000 Advertising Expense • 5030-000 Supplies Expense • 5035-000 Computer Expense • 5040-000 Utilities Expense • 5045-000 Freight Expense • 5050-000 Miscellaneous Expense • 5055-000 Sales Tax Expense
After entering all account numbers, you should print the edit list to check your work. To print an edit list:
• select Option 4 from the submenu
• enter the account number range you want to print
Setting Up Accounts Payable Constants
3-22 Lab Exercise 0/1090/H5293
• press <Next Item> to include all account numbers • at ITEM NUMBER TO CHANGE, press <Enter>
• press <Run> to print the edit list
Step 3 — Setting Up Bank Codes for Cash Accounts
For this lab, add bank codes and print the list of codes to check your work. Add the following bank codes or your store's information:
• 100 — Bank of America • Cash Account No. 1001-000
• Max Check Amount Allowed $2,500.00 • Last Check No Used 376
and
• 200 — Central Bank • Cash Account No. 1002-000
• Max Check Amount Allowed $25,000.00 • Last Check No Used 1001
After entering all bank codes, you should print the edit list to check your work. To print an edit list:
• select Option 4 from the submenu
• enter the bank code range you want to print
or
• press <Next Item> to include all bank codes • at ITEM NUMBER TO CHANGE, press <Enter>
• press <Run> to print the edit list
Step 4 — Setting Up Terms Codes
For this lab:
• add three different terms codes • print the edit list to check your work
Setting Up Accounts Payable Constants
0/1090/H5293 Lab Exercise 3-23
The terms codes can be your store's information, or enter the information listed below:
• Terms Code 1 • Type N (Normal) • Description 2/10/N/30 • Due Days 30 • Discount Days 10 • Discount Percent 2.00 and • Term Code 2 • Type P (Proximo) • Description Net 10 Prox • Due Days 10 • Discount Days 0 • Discount Percent 0.00 and • Terms Code 3 • Type E (End-of-Month) • Description 2/10 EOM • Due Days EOM • Discount Days 10 • Discount Percent 2.00
After entering all terms codes, you should print the edit list to check your work. To print an edit list:
• select Option 4 from the submenu
• enter the terms code range you want to print
or
• press <Next Item> to include all terms codes • at ITEM NUMBER TO CHANGE, press <Enter>
Setting Up Accounts Payable Constants
3-24 Lab Exercise 0/1090/H5293
Step 5 — Updating Vendor Files
For this lab, update a vendor with the following information: • Federal ID Number
• Federal ID Type • 1099 Category
• Terms Code (from Lab 4)
• Accounts Payable Account Number • FAX Phone Number
After entering the above information, press <Change>. The vendor file has been updated by the system.
To print a listing of vendors:
• At any menu, type RVE and press <Enter>. • Enter the appropriate information. • Press <Run> and the report prints.
Step 6 — Setting Up Expense Distribution(s)
If you plan to use the automatic distribution feature, here are two examples to help you set up distributions at your store: • For a telephone company vendor for one subaccount number:
- In Function AADM, enter the account number for telephone expense (debit) and distribute 100% to the account.
- In Function MVR, make sure the Accounts Payable account is entered in the A/P Account field. If Function AADM is set up, the system will display Y in the Auto Distribute field.
NOTE: If the Accounts Payable account number in Function
MVR is left blank, the system will use the Default A/P Account No field from Function ACON. You do not have to update Function MVR for any vendors that the system will distribute to the Default A/P Account No set up in Function ACON.
Setting Up Accounts Payable Constants
0/1090/H5293 Lab Exercise 3-25
• For a telephone company vendor for which you want to distribut expenses to more than one account number:
- In Function AADM, enter the account numbers for store 1 and store 2 telephone expense (debit) and distribute the appropriate percent to each account.
- In Function MVR, make sure the Accounts Payable account for the corporation is entered in the A/P Account field (if it is different than the Default A/P Account No field in Function ACON). The system will display Y in the Auto Distribute field.
In class, you will not practice setting up automatic distributions.
Step 7 — Loading Existing Balances
This function is discussed in more detail in the next tabbed section. It is important that you understand the importance of the cutoff date. You will practice entering transactions in the next section.
i
4
Processing Transactions
Big Picture for Processing
Transactions
4 - 1
Big Picture for Entering and Posting
Transactions
4 - 3
Big Picture for Entering Recurring
Invoices
4 - 5
Big Picture for Changing Due Dates
and Discounts
4 - 7
ATMU—New AP Transaction
Processing
4 - 9
Step 1—Entering and Posting Transactions
4-9
APRM—Recurring Voucher
Processing
4 - 1 5
ii
AAMU—A/P Invoice Adjustment
4 - 1 9
Step 3—Changing Due Dates and
Discounts
4-19
Lab Exercise
4 - 2 3
Step 1—Entering and Posting Transactions 4-23
Step 2—Entering Recurring Invoices
4-28
Step 3—Changing Due Dates and
Discounts
4-28
Processing Transactions
0/1090/H5293 Big Picture 4-1
Processing Transactions
Big Picture
The Triad system has three ways of processing invoices: • posting vendor invoices to be paid by computer check • setting up recurring invoices to be paid on a regular basis by
computer check
• changing due dates and discounts on existing transactions to manage your cash flow
When you receive an invoice from a vendor, you will enter the invoice information into the system. The system makes a record that is called a transaction.
If you pay a vendor the same amount on a regular basis, you can set up recurring invoices so that you do not have to enter
transactions every time you have to pay the vendor. However, you will have to post the recurring invoices 30 days before the due dates so that the system knows when it is time to pay those bills again.
Once transactions are recorded in the system, you may change specific fields on that transaction to help you manage your cash flow.
Enter and Post Transactions
Function ATMU
Enter Recurring Invoices
Function APRM
Change Due Dates and Discounts
Function AAMU
2
1
Entering and Posting Transactions
0/1090/H5293 Big Picture 4-3
Entering and Posting Transactions
Big Picture
The following diagram shows the steps for entering and posting transactions. See the chart on page 4-9 for more information about the different transaction types you can use to identify invoices, credit memos, debit memos, prepaids, cancellations, or adjustments.
3. Print Edit List Function ATMU
Option 4
4. Any Mistakes?
Yes
2. Enter Transactions by Type Function ATMU Option 1 5. Make Corrections Function ATMU Option 2 Option 3 1. Organize Source Documents
(invoices, credit memos, debit memos, prepaids, cancellations, or adjustments) 6. Post Transactions Function ATMU Option 5 No
Entering Recurring Invoices
0/1090/H5293 Big Picture 4-5
Entering Recurring Invoices
Big Picture
For bills that are the same amount and are due at the same time, you should set up recurring invoices (for example, rent, loan payments, mortgages, etc.). If you set up recurring invoices, you have to enter transactions only once. However, you will have to post these transactions before you want to pay these bills!
3. Print Edit List Function APRM
Option 4
4. Any Mistakes?
Yes
2. Enter Recurring Transactions Function APRM Option 1 5. Make Corrections Function APRM Option 2 Option 3 1. Decide Which Transactions
to Set Up as Recurring
6. Post Transactions 30 Days Before Due Date
Function APRM Option 5
No
Entering and Posting Adjustments
0/1090/H5293 Big Picture 4-7
Changing Due Dates and
Discounts
Big Picture
After posting transactions, you can change specific fields in the transaction by posting adjustments. These changes are called adjustments, because the system creates an audit trail. You can change the following fields:
• remit-to vendor • due date • discount date • discount amount • reference
3. Print Edit List Function AAMU
Option 4
4. Any Mistakes?
Yes
2. Enter Transaction Changes Function AAMU Option 1 5. Make Corrections Function AAMU Option 2 Option 3 6. Post Transactions Function AAMU Option 5 No
1. Decide Which Fields to Change (remit-to vendor, due date, discount date, discount amount, or reference)
ATMU
0/1090/H5293 New AP Transaction Processing 4-9
ATMU
New AP Transaction Processing
Step 1 — Entering and Posting Transactions
ATMU When you enter transactions, the system assigns a vouchernumber that is used throughout the application to identify that transaction. Normally, you will enter an invoice as a Regular Voucher (Transaction Type R). Once the Regular Voucher is posted, you can use the adjustment Transaction Types to change debits and credits shown on Report RAGL (A/P Distribution to G/L Report).
For definitions of each transaction type, refer to the tabbed section Functions, page ATMU-1.
Listed below are the transaction types and how the system posts the debits and credits on Report RAGL:
Transaction Type Cash Accounts Payable Expense
R (Regular) Credit Debit
C (Credit Memo) Debit Credit
P (Prepaid) Credit Debit Credit Debit
X (Cancellation) Debit Credit
D (Debit Memo) Credit Debit
ATMU
4-10 New AP Transaction Processing 0/1090/H5293
At any menu, type ATMU and press <Enter>.
The New AP Transaction Processing Submenu appears:
1. ADD TRANSACTIONS
2. CHANGE/INQUIRE TRANSACTIONS 3. DELETE TRANSACTIONS
4. PRINT TRANSACTION EDIT LIST 5. POST TRANSACTIONS TO A/P FILES
Here is a sample of the first New AP Transaction Processing Screen.
New A/P Transaction Processing
* 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Voucher No Vendor No Remit-To Vendor Trx Type P.O. Number Vendor Ref No Applies to Invoice Date Invoice Amt Non-Disc Amt Misc Charges Discountable? Sales Tax Discountable? Freight Discountable? A/P Account Voucher Ref 1. 15. 16. 17. 18. 19. Voucher Date Terms Description Due Days Due Date Disc Days Disc Date Disc Percent Disc Amount Type Display Only 5 A/N 5 A/N R, C, D, P, X, or A 6 N with 2 D 8 A/N 8 A/N 6 N 9 N with 2 D (-) 9 N with 2 D (-) 9 N with 2 D (-) Y or N 9 N with 2 D (-) Y or N 9 N with 2 D (-) Y or N 7 N 30 A/N 6 N 3 A/N Display Only 3 N 6 N 3 N 6 N 4 N with 2 D 9 N with 2 D (-) Display Only
Item Number to Change?
If the Auto Distribute field in Function MVR is N, you will have to manually distribute expenses on the second New AP Transaction Processing Screen.
New A/P Transaction Processing
Next Item = Next Distribution Vendor No:
Type:
Display Only
Display Only Voucher No: Display Only Voucher Amount: Display Only Invoice No: Display Only
---Amount(s) to be Distributed---Account Number ---Description--- Job Distrib-Amt
Amount Remaining to Distribute: Display Only 7 N Display Only 6 A/N 9 N with 2 D (-)
ATMU
0/1090/H5293 New AP Transaction Processing 4-11
Field Names for
Screen 1
Notes
*
Voucher No
1.
Voucher Date
2.
Vendor No
3.
Remit-To Vendor
4.
Trx Type
5.
P. O. Number
6.
Vendor Ref No
Applies To
7.
Invoice Date
8.
Invoice Amt
9.
Non-Disc Amt
10. Misc Charges
ATMU
4-12 New AP Transaction Processing 0/1090/H5293
Discountable?
11. Sales Tax
Discountable?
12. Freight
Discountable?
13. A/P Account
14. Voucher Ref
15. Terms
16. Due Days
17. Disc Days
18. Disc Percent
19. Disc Amount
ATMU
0/1090/H5293 New AP Transaction Processing 4-13
Field Names for
Screen 2
Notes
Account Number
Description
Job
Distrib-Amt
APRM
0/1090/H5293 Recurring Voucher Processing 4-15
APRM
Recurring Voucher Processing
Step 2 — Entering Recurring Invoices
APRM
Recurring invoices can be set in one of the following ways, either:
• monthly
or
• by number of days between payments For example:
• Rent payment is due on the 5th of every month:
- enter M in the Type of Recurrence field and enter 5 in the Interval field.
or
• Loan payment is due every 20 days:
- enter N in the Type of Recurrence field and enter 20 in the Interval field.
You should post the transactions 30 days before the due date so that the transactions appear on the Cash Requirements Report (Report RACR).
At any menu, type APRM and press <Enter>. The Recurring Voucher Processing Submenu appears:
1. ADD RECURRING VOUCHERS
2. CHANGE/INQUIRE RECURRING VOUCHERS 3. DELETE RECURRING VOUCHERS
4. PRINT RECURRING VOUCHERS LIST
APRM
4-16 Recurring Voucher Processing 0/1090/H5293
Here is a sample of the Recurring Voucher Processing Screen:
Recurring Voucher Processing
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Vendor No Recurring ID Description Type of Recurrence Interval Starting Date Ending Date Amount Remit-To Vendor No Last Voucher Date A/P Account No Due 5 A/N 4 A/N 30 A/N M or N 3 N 6 N 6 N 9 N with 2 D 6 A/N 6 N 7 N Display Only
Item Number to Change?
Field Names
Notes
1.
Vendor No
2.
Recurring ID
3.
Description
4.
Type of
Recurrence
5.
Interval
6.
Starting Date
7.
Ending Date
APRM
0/1090/H5293 Recurring Voucher Processing 4-17
8.
Amount
9.
Remit-To Vendor
No
10. Last Voucher Date
AAMU
0/1090/H5293 A/P Invoice Adjustment 4-19
AAMU
A/P Invoice Adjustment
Step 3 — Changing Due Dates and Discounts
AAMU
You can display transactions in two different ways depending on what information you want to change. You can either: • enter the Invoice Number to change Due Date or Remit-to
Vendor fields
or
• enter the Voucher Number to change the Discount Date, Discount Amount, or Reference fields
NOTE: You cannot change the Remit-to Vendor field after
selecting the transaction for payment in Function APMU (Payment Preparation).
If you need to change the Remit-To Vendor field, clear previous selections in Function APMU, change the Remit-To Vendor field, and reselect voucher for payment.
At any menu, type AAMU and press <Enter>. The A/P Invoice Adjustment Submenu appears:
1. ADD ADJUSTMENTS
2. CHANGE/INQUIRE ADJUSTMENTS 3. DELETE ADJUSTMENTS
4. PRINT ADJUSTMENTS EDIT LIST 5. POST ADJUSTMENTS TO A/P FILES
AAMU
4-20 A/P Invoice Adjustment 0/1090/H5293
Here is a sample of the A/P Invoice Adjustment Screen.
A/P Invoice Adjustment
Item Number to Change? 1. 2. 3. 4. 5.
New Remit-To Vendor New Due Date New Disc Date New Discount New Reference Vendor No Invoice No Voucher No Invoice Date Invoice Bal Invoice Disc Bal Old Remit-To Vendor Old Due Date Old Disc Date
5 A/N 8 A/N 6 N Display Only Display Only Display Only Display Only Display Only Display Only 5 A/N 6 N 6 N 9 N with 3 D (-) 30 A/N
Field Names
Notes
Vendor No
Invoice No
Voucher No
Invoice Date
Invoice Bal
Invoice Disc Bal
Old Remit-To
Vendor
AAMU
0/1090/H5293 A/P Invoice Adjustment 4-21
Old Due Date
Old Disc Date
1.
New Remit-To
Vendor
2.
New Due Date
3.
New Disc Date
4.
New Discount
Processing Transactions
0/1090/H5293 Lab Exercise 4-23
Lab Exercise
Step 1 — Entering and Posting Transactions
For the first part of this lab, do the following:
• Enter the invoices starting on the next page (Transaction Type R).
IMPORTANT!
Field 8 (Invoice Amount) is not the total invoice amount. It is the total without sales tax, freight or miscellaneous charges. The system automatically distributes these charges so that you need only distribute the merchandise or service amounts!
• Distribute the merchandise to the utilities account number for Invoice 3 (you will correct this in the second part of this
lab).
• Print the edit list. • Make corrections. • Post transactions.
• Print and review Report RAGL.
You must post transactions to finalize the information in the Open Item File. Once the information is in the Open Item File, enter changes using one of the following transaction types: • C — Vendor Credit Memo
• D — Vendor Debit Memo • X — Cancellation • A — Adjustment
NOTE: Transaction Type P (Prepaid) will be discussed in
