ACCOUNTS PAYABLE
Contents
Accounts Payable Highlights
Accounts Payable Overview ... 1-4 Accounts Payable Roadmap ... 1-6 Accounts Payable Setup Guide ... 1-6
Table Files Menu
Option 1: Vendor Type File Maintenance ... 2-4 Option 2: Vendor Terms Code File Maintenance ... 2-5 Option 3: Bank Master Maintenance ... 2-6 Option 4: Inter-Company Account File Maintenance ... 2-8 Option 5: Country Code File Maintenance ... 2-9 Option 6: Direct Deposit Control File ... 2-10 Option 10: 1099 Company File maintenance ... 2-11 Option 11: 1099 State Code File Maintenance ... 2-12 Report Listings for the Table Files ... 2-13 Option 21: Vendor Type File Listing ... 2-13 Option 22: Vendor Terms Code File Listing ... 2-13 Option 23: Bank Listing ... 2-13 Option 25: Country Code File Listing ... 2-13 Option 31: 1099 State Code File Listing ... 2-13
Master Files Menu
Open Accounts Payable Listing Options ... 4-33 Option 11: Open A/P List by Voucher ... 4-33 Option 12: Open A/P List by Vendor ... 4-33 Option 13: Open A/P List by Net Due Date ... 4-34 Option 14: Open A/P List by Gross Due Date ... 4-34 Option 15: Open A/P Aging Report ... 4-35 Option 16: Open A/P List by Period ... 4-35 Option 21: Change Due Dates ... 4-36 Option 22: Release by Voucher ... 4-37 Option 23: Release by Vendor ... 4-38 Option 24: Release by Net Due Date ... 4-40 Option 25: Release by Gross Due Date ... 4-42 Option 26: Display Cash Requirements (per Bank) ... 4-44 Option 27: Print Cash Requirements Listings ... 4-45 Option 31: Print A/P Check Register ... 4-46 Option 32: Print A/P Check ... 4-47 Option 33: Post Checks and Update Master ... 4-49
Check Reconciliation Menu
Option 1: Print Outstanding Checks List ... 5-4 Option 2: Check Reconciliation Entry ... 5-5 Option 3: Check Reconciliation/Voids Listing ... 5-7 Option 4: Delete Reconciled/Voided Checks ... 5-8 Option 5: Damaged/Voided Check Entry ... 5-9 Option 6: Work With Bank Tapes ... 5-10
Period/Year End Menu
ACCOUNTS PAYABLE
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Accounts Payable Highlights
— ACH setup functions for bank and vendor
— Quick check feature in AP Entry
— Payment release capabilities at AP entry level
— Customized aging reports
— Multi-company, multi-level control
— Complete Data entry and check editing capabilities
— System generated voucher numbers
— Manual and auto payments
— Dollar or percent distribution by vouchers
— Automatically calculates net due date, gross due date, and discounts
— Automatically calculates amount subject to 1099
— Multiple voucher release options
— Cash requirements listing and inquiry
— Duplicate another voucher
— Vendor purchase and payment analysis reports
Accounts Payable Overview
This is an easy-to-use, full featured Accounts Payable module. In this module you will have the ability to enter, edit, or delete vouchers, track accounts, reconcile checks, and generate year end 1099’s. In addition to fast, accurate entry, and easy, effective methods for changes and voids, Accounts Payable offers strong management reporting and useful tools.
This module is designed to provide a seamless interface between other modules in the N/Compass package. The auto-vouchering feature of the Purchasing and Requisition module generates an Accounts Payable entry automatically. The General Ledger module is automatically updated when Accounts Payable transactions are posted within the module for easy tracking. The program can also be used as a superb stand alone module if you are not using one or more of the integrated modules.
A/P Entry
The multi-featured Accounts Payable Entry function allows you to manage your accounts payables with the flexibility required to make any business successful. With Quick Checks you can enter and print Accounts Payable checks on the fly, providing immediate reporting and posting of your transaction. You can also choose to release Accounts Payable entries for payment right from the Accounts Payable Entry screen if desired, or through any of our payment release functions elsewhere in the processing screen. You can also customize the distribution, amount or percent of the vouchers at entry. The Entry process also allows you to duplicate and set up recurring Accounts Payable entries for quick and easy use. Prepaid and Manual checks are no problem either, simply enter the check amount, check number, and bank!
Payment Release
The N/Compass Accounts Payable release options allows you the flexibility to release payments in many different ways. Release by Voucher to select only the specific vouchers you wish to release. You can Release by Vendor to select payment on all vouchers for a specified vendor. If you wish to Release by Net or Gross Due Date, you can select all of the vouchers for release by a certain date for payment.
Open A/P
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Vendor Maintenance
The Vendor Maintenance section of the Accounts Payable module allows you full control over your vendor information. Add comments, restrictions, and special instructions for each vendor. You can also add multiple addresses for each vendor to further add flexibility to your Accounts Payable functions. You can also
generate purchase and payment analysis reports for individual vendors to track your business.
Cash Requirements
The Cash Requirements listing and inquiry provides essential tools to your business, in tracking
disbursements for your vouchers. This is another level of control in Accounts Payable that will help forecast future needs, as well as current trends.
Accounts Payable Checks
Automatically generate Accounts Payable checks for your vendors using the N/Compass system. Run the check register to see potential problems before ever running the first check. You can track damaged or voided checks in the system, as well as inputting prepaid or manual checks. Use partial payments and multiple banks as well to further customize the module to fit your specific needs.
Vendor 1099’s
Accounts Payable Roadmap
This section will guide you through the essential, yet simple steps in setting up your Accounts Payable module. If Accounts Payable is your first N/Compass module, please refer first to the N/Compass Control Files manual for detailed information on how to sign onto your system and access either your live data or the sample data library we provide. The Control Files manual also provides detailed information on how to set up your Control Files and Chart of Accounts. You must have the Control Files and Chart of Accounts set up before continuing with the Accounts Payable Setup Guide below.
Accounts Payable Setup Guide
1. Start with the Vendor Type File Maintenance option in the Accounts
Payable Table File menu. You will need to set up your vendor types here. This is also where you set up the accounts from your Chart of Accounts that you will associate with these types of vendors.
2. Next, set up your Vendor Terms. These will determine your net discount
percentage rate, number of days before the balance is overdue, and the number of days the discount if any, is available.
3. You will need to set up the information of at least one bank to be used in
the managing of your Accounts Payable. In the Bank Master
Maintenance screen you will set up all of the definitions for your bank, including the cash account number, and check ranges for your A/P checks.
4. You will also need to set up your 1099 information in options 10 and 11
of the Table Files menu in order to automatically calculate 1099 amounts for your vendors, and generate 1099 Dividend reports later.
5. You will then need to move into Vendor Master Maintenance in the
Accounts Payable Master menu. Here you will define your vendors. This information will determine how the vendor’s checks will be processed, and how the Accounts Payable entries for that vendor will be handled in the system.
ACCOUNTS PAYABLE
chapter 2
Table Files Menu
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Table Files Menu
Purpose: The Accounts Payable Table Files define the values you will use throughout the Accounts Payable System. After completing this section, you can set up the system to enter vendors, pay vouchers, and produce managerial reports. You must define the Accounts Payable Table Files before you begin any Accounts Payable processing procedures. Each table file option has Table File listings available to verify the information. See the Table File Listing Options. Using this menu, you will:
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Define vendor types and terms—
Set up your bank information—
Set up any inter-company accounts you may have—
Set up direct deposit information for bank transfers to vendorsOption 1: Vendor Type File Maintenance
Description: The vendor type file defines different types of vendors and the assigned General
Ledger account numbers. The vendor type is used to determine the default discount and accounts payable liability account numbers to post the vendor’s transactions for each type. Codes are alphanumeric.
Type Description: Describe type of vendor (EX: trade, non-trade)
Discount Account Number: Enter the Division (level 2), Department (level 1) and G/L account number you
want to have this vendor’s discount transactions posted to. This is the discount earned account number for this vendor type.
A/P Account Number: Enter the Division (level 2), Department (level 1) and G/L account number of the
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Option 2: Vendor Terms Code File Maintenance
Description: The Vendor Terms Code File contains the net discount percentage rate, the net days and
gross days. This file determines the number of days the discount is available, the number of days before the invoice is overdue, and if a discount is due on a specific date.
Terms Code: Any valid number from 01 - 99.
Description: Used to describe the Terms Code. This will appear on various reports and inquiries.
Net Discount % Rate: The percent rate of a discount.
Net Days: The number of days the discount is available.
Gross Days: The number of days before the invoice is overdue.
End of Month: Enter a ‘Y’ if invoices are due on a specific day of the month. The ‘net days’ field will
Option 3: Bank Master Maintenance
Description: The Bank Master File contains all the information for a specific bank. It contains the
bank name and address, the General Ledger cash account number and the check ranges for your Accounts Payable check numbers. You may define as many banks as necessary by specifying that you want to use multiple banks in the Master Control File Maintenance. Accounts Payable Check runs may be separated by bank within each company. You may also assign multiple banks to different vendors. (See the Vendor Master Maintenance for more details).
A bank cannot be deleted if history exists.
Bank Name and Address: Enter the bank name and address. This information will be used for displays and
reports.
Name Description Abbreviation: Enter an abbreviated description of the bank name.
Telephone Number: Area code, number, and extension.
Fax Telephone Number: Area code, number, and extension.
Contact Name: Enter the contact person’s name at the bank.
General: User defined field for miscellaneous information.
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Also specify the Outqueue and Laser Printer Model Number on the lines provided.
If using laser check software, the account numbers, transit numbers and fractional routing numbers are provided by the bank.
Cash Account #: Enter a valid General Ledger account number that will be posted to for cash
disbursements.
Last Check number used: The system will automatically assign check numbers. Enter the last number that
you used; the system will begin assigning with following number. This number must be within the assigned check number range.
Prepaid Check Range: Enter the range for prepaid check numbers (manual checks).
Assigned Check Range: Enter the range for computer assigned check numbers.
Option 4: Inter-Company Account File Maintenance
Description: The Inter-Company file contains the account numbers to be used in transferring funds
from one company to another. This option will only be used if you specified a ‘Y’ to Inter-Company in the Control Files.
To Account: Enter the Division (level 2)/Department (level 1) combination and the account number.
Enter the General Ledger account number to be affected by the “receiving” (‘TO’ company). This account will be credited on the ‘TO’ company’s records. The account will receive entries routed from A/P entry transactions when posted.
From Account: Enter the Division (level 2)/Department (level 1) combination and the account number.
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Option 5: Country Code File Maintenance
Description: In this option you have the ability to define different country codes. These codes will
be entered in Vendor Master Maintenance and will print on the checks, allowing you to mail checks to different countries. Only companies which have need to define countries will need to use this option.
Code: Enter a 3 digit (alpha or numeric) code used to define the country
Country Description: Enter the name and/or description of a country (For example: USA - United States of
Option 6: Direct Deposit Control File
Description: The Direct Deposit Control File is used to define the last batch and last trace numbers
for your direct deposit file. The setup in this screen will establish those codes for future use, and will be automatically updated in the system.
Last Batch Number: Enter the batch number previous to the batch number you wish to use when creating
direct deposit media files. This number will increment automatically after each direct deposit run.
Last Trace Number: Enter the last trace number previous to the number you wish to use when creating
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Option 10: 1099 Company File maintenance
Description: The 1099 Company File is used to define the payer name for your company, the
transmitter control code, and other information that is needed for printing 1099’s. If your company is required to print 1099’s for their vendors, you will need to enter this information. You may define if a vendor is to receive a 1099, in the vendor file maintenance
Payer Name Control: This will come with your 1099 package from the IRS. Generally the first four
characters of your company name.
Transmitter Code: The IRS assigns this code.
Foreign Corporation Indicator: Blank if U.S., “1” if other.
Combined Federal/State Filer: Blank if no state records are to be generated, “1” if state records are to be
Option 11: 1099 State Code File Maintenance
Description: The 1099 State Code File Maintenance contains information for all states which require
1099 information to be reported on 1099 forms or on magnetic media. In this option you will define the state code number, and the minimum amount of vendor purchases required to generate a 1099 record.
Enter the appropriate state code and press the ENTER key. The state codes are listed in the “Combined Federal/State Filing” section of IRS publication 1220 for Filing Forms Magnetically or Electronically.
State Name: Name of state
Dollar Criteria: From IRS Publication 1255. A state record will generate if your vendor purchases are at
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Report Listings for the Table Files
The Following options (21 through 34) are to generate report listings for the previous table file maintenance options.
Option 21: Vendor Type File Listing
Option 22: Vendor Terms Code File Listing Option 23: Bank Listing
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Master Files Menu
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Master Files Menu
Purpose: In the Master File Maintenance section, you can define and maintain all vendor information for the N/Compass Accounts Payable system. These options allow you to do the following:
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Add, change, and delete your company’s vendor records.—
Schedule Automatic payments,—
Inquire into vendor records.—
Maintain vendor comment information.—
Produce 3-UP labels—
Calculate Amortization of loans.—
Enter, edit, and delete your accounts payable vouchers—
Release vouchers and print A/P checks—
Work with A/P checks (void, etc.)—
Run aging reportsOption 1: Vendor Master Maintenance
Description: This is where you will enter vendors into the Accounts Payable system. This
information will determine how the vendor’s checks will be processed. This process requires you to enter information about your vendors, which includes general information, check processing
information, and 1099 tax information.
Vendor Number: Key in the vendor number to use. This field is alphanumeric. Refer to the Master Control
Files (Option 1 in the Control Files Menu) screen titled “Fields Common to Accounts Payable Application” to determine if you want this field to be numeric input capable. If you select ‘Y’ for numeric input, the vendor numbers will be right justified in this field. Otherwise they will be left justified.
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Vendor Name- Address: Enter the vendor name and address. This information will be printed on the
Ac-counts Payable check when you are not using assigned vendors or remit-to addresses. If this vendor is from a different country you will need to enter the country code, otherwise leave blank.
Foreign Address Indicator: Enter a ‘1’ if this vendor is from a different country, otherwise this field should
be left blank. Our system uses this indicator during the generation of the Vendor 1099’s.
Proprietor: User defined field to allow for the owner or other contact person to be listed. This line will print
first on the Vendor 1099’s.
Contact Name: Enter your primary contact name for this vendor.
Vendor Search Field: The search word you enter here will be used for alpha searches/sequencing
throughout the Accounts Payable system.
Vendor Type Code: Enter the valid vendor type code for this vendor. This code must be set up in the
Last Purchase Date: The system will maintain this date for you once you begin to post vouchers. You are
not required to enter this field.
Separate Checks: This is where you will determine if the vendor should receive separate checks for each
voucher that has been entered. There are 3 valid responses:
N - One check will be produced that will include all released vouchers. Example: If vendor # 100
is the assigned vendor for vendors 55, 401, and 556, vendor 100 will receive 1 check that includes all the released vouchers for all 3 vendors plus released vouchers for vendor 100.
Y - One check will be produced for each voucher that is released for this vendor regardless if the
vendor is the assigned vendor for another vendor.
V - If this vendor is an assigned vendor for other vendors, a ‘V’ will produce a separate check for
each vendor. Example: If vendor 100 is the assigned vendor for vendors 55, 401, and 556, vendor 100 could receive up to 4 different checks. One would be for the released vouchers for vendor 55, a second for the released vouchers for vendor 401, a third for the released vouchers for vendor 556, and a fourth check would be produced for any vouchers released directly for vendor 100
If you use a code of ‘V’ and the vendor is not an assigned to vendor, the checks would print as if the code was a ‘N’ and print only one check for all of the vendor’s vouchers.
Assigned A/P Bank: Enter the bank number that you want to generate checks from for this vendor. This
bank number will default for all entry/reporting screens for this vendor. The bank must be set up as a valid bank in the Bank Master File Maintenance (Accounts Payable Table Files Option 3). You will be running most of your Accounts Payable functions using this bank number.
Partial Payments: This field will determine if your vendor will accept a partial payment. Enter a ‘Y’ if they
will accept partial payments. Otherwise an ‘N’ will default in the field during A/P entry. If this is set to ‘N’, you will get an error message if you try to make partial payment to this vendor. If you are running on a cash basis, you must have this flag set to ‘N’ for all vendors.
Assigned Vendor: The assigned vendor will determine who will receive the payable check for this vendor.
If you work with a vendor but always send the check to another vendor, enter the vendor that is to be paid here. Each time a check is produced for this vendor, it will be sent to the assigned vendor automatically. The assigned vendor must be a valid vendor in the Accounts payable system and cannot have an assigned vendor. If this vendor does not have an assigned vendor, the original vendor number will default here for you.
Comments on Checks: You will be able to key in a voucher comment for each voucher you enter. This field
will determine if that comment will print on the check. Enter a ‘Y’ for the comment to print on the check stub.
Min/Max Amounts: If the vendor has specified that the vouchers must have a minimum or maximum
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Retainage: The percent of an invoice that you wish to retain from payment. This percent will be deducted
from the payment amount as you enter the voucher. If you specify a retainage, you must have the partial payments field defined as ‘Y’.
Fax Number: Enter the vendor’s fax number. If you have a Fax product and Purchasing systems and will be
faxing purchase orders to this vendor, you must enter the vendor fax num- ber here (enter it exactly how you would dial it). This field is mandatory if you have the Print/ Fax routing codes set to ‘2’ or ‘3’.
Print/Fax Routing: If you do not have a Fax product enter a ‘1’ here for print only. If you have a Fax
product you will be able to fax purchase orders directly from our Purchasing application. To do this, enter a ‘2’ to fax PO’s only, or ‘3’ to print and fax them.
FOB Description: If you have our Purchasing application, this field will be used to describe who will
absorb transportation costs for this vendor. This is usually “Shipping point” or “Destination”. Leave blank otherwise.
Ship Via: If you have our Purchasing application, this field will be used to describe the method that will be
used for transportation. For example: Federal Express or UPS.
1099 Tax Information
Print on 1099: If this vendor is a 1099 vendor select a type of compensation here. The system will maintain
all 1099 dollars for you and will print a 1099-MISC for this vendor at the end of the year if the vendor has reached the minimum 1099 dollars. To see the YTD 1099 dollars, press the F2 (YTD adjustment) key. If the vendor does not require a 1099, enter an ‘N’ here. The 1099 options are as follows:
Y - Print 1099 N - No 1099 R - Rents H - Medical/Healthcare T - Royalties D - Dividends O - Other income
Tax ID Number: Enter the ID number for this voucher. For example: If the vendor is an individual or sole
proprietorship, use their social security number. If it is a corporation, use their federal ID number.
Type of Tax ID Number: Specify the type of ID has been entered for this vendor. For Individual (social
F2 - YTD Payment Adjustments
Calendar Year: Enter the calendar year for which you wish to adjust the payment.
YTD Payment Totals: Enter the year-to-date payment amount
YTD 1099 Payments: Enter the year-to-date 1099 payment amount
The YTD Payment Totals and YTD 1099 Payments are calculated by the system. This screen option is for manual adjustment purposes only and can be edited as necessary.
M as te r Fil es M enu F6 - Comments
This process will allow you to add vendor comments or perform maintenance on already existing vendor comments
Comment Type Code: Enter a valid three-character comment type code to only display comments for that
type code or leave blank to display all comments. Comment type codes are defined through the Control Files Menu.
Date: Defaults to current date. This date is the date given to any new comments added. This date can be
changed (overridden).
Press ENTER to display existing comments. The last page of comments will be displayed. Use the “Page Up” or “Page Down” keys to scroll through previous and current comments
Use the following function keys in the Comments screen:
F5: Change date of comment being entered
F6: Print all comments on record
F7: Print all comments by specific type.
F9: Display/remove additional fields for the comment line
Press F9 to Display The Following Fields
User: Defaults to current user profile for new comment entry. This option displays the ID of the user who
entered the comment(s).
Schedule Date: This refers to the date on which the action described on the comment line is scheduled to
take place
Action Date: This refers to the date on which the action described on the comment line was completed.
Reports can be run showing the scheduled action dates.
F13 - Customer Copy
M as te r Fil es M enu F14 - Employee Copy
This function key will display only during add mode. To copy an employee that currently exists in the Payroll application, press the F14 CMD key.
F5 - Remit to Address
If you write checks to several different addresses for this vendor, you will need to set up the addresses as remit to addresses. Once an address has been set up here, you can request a specific remit to address when you are entering a voucher. You can have up to 99 different remit to addresses for each vendor.
F7 - Distribution
The distribution option will allow you to preset G/L account numbers for posting expense transactions. This will save you time and effort if the vendor’s transactions are usually posted to the same account numbers. You may enter several account numbers, and divide the expense by percentage. This percentage total must equal 100%. If you decide to set up an automatic distribution, and want to change the distribution, it may be changed on the vendor screen or at voucher entry.
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F8 - Use Tax and Project
F8 – Direct Deposit
This screen allows you to set up the direct deposit account for your vendor.
D/D Indicator: This field can be blank for no direct deposit. Enter 2 if you wish to have the vendor on direct
deposit, and 3 if you wish to enter a pre-note.
Routing #: This number will be assigned by the bank.
Bank Account Number: Enter the bank account number for your vendor.
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Option 2: Vendor Master Listing
Description: This listing will display all vendor information, such as the Vendor Name, Address,
Phone Number and Contact Name. Also displayed on the listing are the Vendor Type code, Terms, Search Word, Separate Checks Y/N, Last Purchase Date, Status, Minimum/ Maximum Invoice Amounts, Retainage and the Default Distribution (if applicable). If the vendor gets a 1099, the recipient ID number, type and the associated State Code will be displayed as well.
Select option 1 or 2 to print the Vendor Master File Listing by Vendor Name or Number. Specify a Vendor Name or Number RANGE or leave blank for ALL vendors.
Specify a range of TYPE CODES and/or LAST PURCHASE DATE or leave blank for ALL. Choose 1 of the following to be included on your report:
Option 3: Automatic Payment File Maintenance
Description: The Automatic Payment File is used to enter payments that are to be made on a regular
basis. For example: weekly, monthly, etc. The information for these regular payments will be entered in this file, and at the designated time, the voucher will be automatically released and show as available for payment. Enter the vendor number and auto-payment number.
Vendor Number: Vendor number carried from previous screen
Vendor Name: Provided to verify that the vendor number and name records match
Auto Payment Nbr: Auto payment number carried from previous screen. Used to separate all individual
auto payment records.
Voucher Comment: Comments set by user for identification. These comments can print on checks if set up
in the Control Files to do so.
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Reference No: Key the reference number (EX: invoice number, car loan number, account number, etc.) This
field is optional and user defined.
Last Purchase Date: The last date a payment was made for this auto payment number. The system will
maintain the dates once entered.
Distribution A/P: For distribution, key an “A” for amount or “P” for percentage. You will want to use
percentage if the dollar amount changes per pay period (EX: utilities, phone etc.)
Fixed/Variable (F/V): Key if the amount if fixed or variable. (If variable, distribution must be percent.)
Installment Plan (Y/N): If this auto pay is an installment plan, key “Y”.
Payment Amount: Key an amount of the payment.
Paid to Date: Key in the amount paid to-date.
No. Of Installments: Key the total number of installments (will appear only if you responded with “Y’ on
Company: Only the companies set up for inter-company entry/posting will display. (Use F7 CMD key)
Division: Determined by the system Control Files. This is a valid level 2 value.
Department: Determined by the system Control Files. This is a valid level 1 value.
Account #: Enter the valid account number that you want the expense distribution to post to the General
Ledger.
(Amount): Key $ amount you wish to distribute or:
(Percentage): Will appear if you responded with “P” on distribution prompt (EX: 50% = .5000)
Function Keys:
F6 - Use this CMD key to view vendor comments
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Option 4: Automatic Payment File Listing
Description: This report should be printed to determine which auto payments you will process when
Option 5: Accounts Payable Inquiry (By Vendor)
Description: This option allows you to generate a report of your Accounts Payable activity by
vendor.
Type a valid option in the ‘OPT’ field to inquire about payables for a vendor. Options include:
1 General Info - Display vendor name and address, shipping information and payment defaults. 2 History - Display purchase, payments and discount history
3 Auto Payments - Display automatic payment information
4 Invoices - Display invoice information by voucher, by vendor reference, by date or by
posting period, or by status
5 Comments - Access vendor comment maintenance
Options 2 - 5 may be accessed from the General Information screen.
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F9 - One-Time Vendor Lookup - Access One-Time Vendor Information
Key valid vendor number or search word in “position to” field and press enter. This will bring your entry to the top of the list. Place a value next to the vendor you want to inquire about.
Option 1: A/P General Information
To review history, enter a “1” next to year, and enter the year you wish to review. Press the ENTER key enter. History can also be reviewed by placing a “2” next to the vendor on the first screen of Accounts Payable Inquiry.
You may review total year history or you may inquire into any open invoices by voucher number, reference number, invoice date, posting date, posting period, or all open invoices. You may also inquire into any auto payments for this vendor.
To review invoices, enter a ‘1’ next to any of the 6-invoice review option fields and enter a value identifying the invoice you wish to appear at the top of the list. The list is sorted according to
the option field entered. Options are as follows:
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Sort invoices by voucher number—
Sort invoices by reference number—
Sort invoices by invoice date—
Sort invoices by posting date—
Sort invoices by posting period—
All open invoicesFunction Keys
F6 - Comments - Access Vendor Comment Maintenance F7 - Distribution - Display vendor’s distribution defaults
F14 - Vendor Maintenance - Allows you to make changes to the Vendor Master File.
Option 2: A/P History
The A/P History screen shows one year’s purchase, payment and discount information by period for a vendor.
To review history for a different year, type the year in the ‘Year’ prompt field and press <En- ter>. ‘Previous Year’ and ‘Next Year’ and ‘1099 payment’ function keys are also available.
Function Keys
F6 - Comments - Access Vendor Comment Maintenance F7 - Previous Year - Review previous year history F8 - Next Year - Review next year history
F10 - 1099 History - Review 1099 YTD history
Option 3: Vendor Automatic Payments
The Automatic Payment screen lists all automatic payments set up for a vendor. It also shows the payments amount, frequency, last payment date and amount paid to date for each automatic payment listed. If further payment information is required type a ‘1’ in the option field to review invoice history for that auto payment.
Function Keys
F6 - Comments - Access Vendor Comment Maintenance
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Option 4: Vendor Invoice Inquiry
The Vendor Invoice Inquiry screen lists all vouchers created for a vendor and shows the invoice amount, invoice and posting dates, invoice status and check number (if paid) for each voucher listed.
The ‘Sort by’ field determines the order by which the vouchers are sorted. Valid values are as follows:
VCH - Sort invoices by voucher number REF - Sort invoices by reference number IDT - Sort invoices by invoice date PDT - Sort invoices by posting date PPR - Sort invoices by posting period STS - Sort invoices by invoice status
Once the sort order is determined, the starting voucher is selected according to the ‘Position to’ field. Valid values for the ‘Position to’ field depend on the sort order as follows:
Sort Order Valid Values
——— ————————————— VCH Any voucher number
REF Any reference numbers IDT Any valid invoice date PDT Any valid posting date PPR Any valid posting period STS ‘OPEN’, ‘PAID’, ‘VOID’
Function Keys
F6 - Comments - Access Vendor Comment Maintenance
F8 - Voucher Comments - Display/Hide Voucher Comments and Posting Period
F14 - Ascending/Descending - Allows you to change the displayed information to appear in Ascending or
Voucher Distribution
The Voucher Distribution screen lists the G/L expense account(s) to which an individual voucher was distributed. (By division, department and account number combinations)
This screen also shows the date of invoice, posting date and period, check amount/number/ date, and any comments
Function Keys
F6 - Comments - Access Vendor Comment Maintenance
F8 - Company/Project Number - Display/Hide Project numbers
Option 5: Vendor Comments File Maintenance
This process will allow you to add vendor comments or perform maintenance on any existing vendor comments.
Comment Type Code: Enter a valid three-character comment type code to only display comments for that
type code or leave blank to display all comments. Comment type codes are entered through the Table Files Menu.
Date: Defaults to current date. This date is the date given to any new comments added. This date can be
changed.
M as te r Fil es M enu
Option 6: Accounts Payable Detail Inquiry
Description: Allows for the search of vendors by certain information such as check numbers, P.O.
numbers, check dates, and voucher numbers, without knowing the vendor number.
Check Number: Enter the number of the check you want to report on.
Voucher Number: Enter the voucher number.
Reference Number: Enter the reference number.
Check date: Enter the check date
Invoice Date: Enter the invoice date.
P.O. Number: Enter the P.O. Number
Function Keys
F8 – Company/Project - Press this key to view inter-company posting company numbers and project
numbers
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Option 7: Vendor Comments Reporting
Description: This process will allow you to selectively print a listing of vendor comments currently
on file.
Enter information for one or more of the following:
Comment Date: This refers to the date the comment line was entered.
Schedule Date: This refers to the date on which the action described on the comment line is scheduled to be
completed.
Action Date: This refers to the date on which the action described on the comment line is completed.
Vendor Range: The range of vendor numbers whose comments you wish to print.
Comment Type: Enter a valid three-character comment type code to only print comments for that type code
Report Sequencing: Enter selection 1-5 to print the comments in the desired sequence. This is a required
entry. Select one of the following sequencing options:
—
Vendor, Comment Date—
User, Schedule Date—
Schedule Date, User—
Schedule date, Vendor, UserM as te r Fil es M enu
Option 8: Amortization Schedule
Description: This option will allow you to display or print an amortization schedule for your loans.
This amortization schedule does not interface with the installment plan in A/P Automatic Payment Entry.
Principal Amount: This is the amount being borrowed.
Annual percentage Rate (APR): Key in as a Percent. (i.e., 10.00 = 10%)
Number of Monthly Payments: Key in the total months involved in the terms of the loan.
Schedule Title: This will print on the heading of your schedule.
Option 9: Vendor 3-UP Labels.
Description: This option generates labels in a 3-across (side-by-side, 1 inch label) format.
Take option 1 or 2 to select by name or number.
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Option 10: One Time Vendor Report
Description: This option will allow you to run a one-time vendor report that will show a list of all
Option 15: Copy Vendor Masters
Description: This option allows you to copy vendor master information from one company to
ACCOUNTS PAYABLE
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Processing Menu
Purpose: This section allows you to enter the vouchers for payment, edit your vouchers, print various reports to show open vouchers, print checks and post your payables. In this menu you will be able to do the following:
—
Enter, edit and delete A/P Vouchers—
Release Auto-payments to be paid.—
List open payables by vender, voucher, net and gross due dates.—
Process partial payments for vouchers in dispute.—
Create Quick Checks to pay a voucher right away without going through all the steps.Option 1: Accounts Payable Entry
Description: In this option you will enter new vouchers, or change vouchers that have not yet been
posted. You may also release transactions that are on Hold status, or are waiting for approval to be released. Vouchers are entered in batches, which will allow several Accounts Payable clerks to keep their work separate.
P ro ce ss ing M enu 1. A/P Entry
Select Option 1: A/P Entry to enter vouchers.
In this option you will add, change or delete vouchers. You may only change or delete the vouchers that have not been posted through Option 3 of the processing menu.
Voucher entries are organized by batches. You can add a new batch, or change an existing batch. This gives you the ability to have multi-user entry. More than one user can enter vouchers without interfering with each other.
Last Batch Number: The last batch number entered.
Description: The description of the last batch.
Voucher Count: The number of voucher entries entered in the last batch.
To Add A New Batch
Next Batch Description: Type a description and press enter. The system will assign a new batch number.
To Edit an Existing Batch
Press the F2 CMD key. This will bring up the following screen. To select a batch, place a “1”next to your selection and press the ENTER key to execute.
Batch #: The batch number will display.
Batch Description: The batch description will display.
V-count: The number of voucher entries entered into that specific batch.
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Both Add and Edit mode will take you to the following screen:
The following are several types of voucher entries you can select by the function keys at the bottom of the screen: Use the function keys at the bottom of the screen to create the following types of voucher entries:
F2 - Manual invoice entry F5 - Auto voiding entries
F6 - Used to look up pre-existing vouchers F7 - Auto payment vouchers
F8 - Duplicate vouchers F13 - Auto crediting
Manual Invoice Entry F2
The entry screen will appear in ADD MANUAL VOUCHER ENTRY MODE. To enter a manual voucher, enter the vendor number and press the ENTER key. If you can’t remember the Vendor Number, use the F6 or F4 Function Key to lookup all existing vendors on the system.
Vendor Number: Enter the vendor number. Press the ENTER key to receive the following screen:
Vendor Number: The vendor number entered on the previous screen.
Vendor name: Defaults information from the Vendor File Maintenance.
Vendor Comment: Defaults to the vendor number and the vendor name. The comment can be overridden.
The voucher comment will print on the check stub if selected to print on the fields common to Accounts payable screen of the Master Control Files in the system Control Files Menu.
Posting Date: Enter the posting date in MMDDYY format.
Posting Period: Enter the posting period in MMYY format. The posting date must be defined to be within
the posting period and must also not be closed in the Posting Period File Maintenance. The posting period entered will be the date the voucher is posted in the General ledger.
Invoice Date: Enter the invoice date in MMDDYY format. If the invoice date is the same as the posting
date, leave this field blank and it will default to the posting date.
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Reference Number: Enter a reference number if available. The system will default to a blank field if no
number is entered. The following message will appear at the bottom of the screen if a voucher has already been entered with the same vendor and reference number: THIS VOUCHER MAY HAVE ALREADY BEEN ENTERED.
P.O. Number: Enter a Purchase Order number if applicable.
Rcv #: If the voucher has a P.O. number, also enter the receiver number.
Purchase order number and Receiver number, if entered, will bring in the distribution account detail from the PO and display it in the distribution section at the bottom of the screen (If you are using the Support Net Purchasing system).
Discount Basis: The discount basis is the portion of the invoice that is subject to discount. This field will
default to the invoice amount unless specified otherwise by manually changing the amount. For example, if the invoice includes freight charges and they are not discounted, then the field must be overridden.
1099 Amount: Enter the portion of the invoice subject to 1099 deductions. This field defaults for 1099
vendors.
Payment Amount: If there is a retainage % in the vendor master file, this field will be calculated.
PAYMENT = INVOICE AMOUNT X (100% - retainage %). This may be overridden.
Terms: The Terms Code assigned to the vendor. This field will default to the terms entered in the Vendor
File Maintenance for the vendor. This field can be overridden but will always default to the original term if the vouchers are displayed in the entry screen.
Status: Status of transaction:
Blank - Active T - To-Be-Approved H - Hold
Q - Quick Check R - Released
Press the ENTER key and the following screen will be displayed.
Payment Amount: This amount defaults to the invoice (voucher balance) amount. If the vendor allows
partial payments, the amount can be less than the invoice amount but not less than the discount amount
Bank: This defaults from the Vendor Master record(s) and may be changed as needed. This value
determines how the voucher processes and may be changed during release.
Assigned Vendor: The Vendor Record(s) assigned vendor defaults to this field. It can be changed as needed
Remit-to: If multiple remit-to-addresses were entered in the Vendor Master Maintenance, you may select
which address is to print on the check. The ‘*’ indicates multiple remit-to addresses
Discount Amount: This amount is calculated based on the discount basis and discount rate of the terms code
selected.
Disc Acct#: Defaults from the Vendor Type File. This account will be posted to at the time of payment if a
discount is taken.
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Check Type: Choose from the following options:
Blank - Leave blank for normal A/P Entry.
P - Prepaid checks. The system will ask for a check number, posting date, posting period and bank
number.
V - Void Check. The system will ask for a check number, posting date, posting period and bank
number. This option should only be used for voiding partial payments. Otherwise, AUTOVOID should be used.
Partial: This field defaults from the Vendor File to indicate whether this voucher will allow partial
payments. Accrual based companies support partial payments.
A/P Acct #: Defaults from the Vendor Type File. This account will be posted to when the A/ P posting
process is completed and when payments are made to the account.
Net Due Date: This date is calculated from the Vendor Terms by the system.
Check Posting Date And Period: (Quick check status only) The posting period and date for the check.
Defaults to the A/P posting date.
Source Codes: (Quick check status only) Displayed only when the General Ledger is installed. Defaults to
the A/P source code on the Master Control File, but may change to any valid code on the General Ledger Source Code Master File.
All of these fields may be overridden
Prepaid/Void (P/V): Enter “P” or “V”. If answered “P” or “V”, the system will ask for a check number,
Press the ENTER key and the following screen will be displayed.
By entering an “*” in the “Comments/Remarks” field, the previous comment will be repeated.
Company: Enter the company number you wish to distribute the expense to.
Division (Level 2): Enter Division for expense distribution.
Department (Level 1): Enter Department or Branch for expense distribution.
Account #: Enter account for expense distribution to G/L.
Description: Automatically displayed with a valid account number. On completion of the distribution, press
the ENTER key and the description of the account will appear.
Amount: Enter the dollar amount to be distributed. Enter an amount less than or equal to the payment
amount. The total distribution of expenses must equal the payment amount. Enter a debit for a payment, or a credit (with a trailing minus sign) if it is a credit voucher.
Comments: This will appear for G/L auditing. By entering an asterisk (“*”) in the comments field, the
previous comment will repeat.
P ro ce ss ing M enu Function Keys
F5 Completes Voucher: Regardless if this is a MANUAL or AUTO PAY voucher, F5 will enter for payment
and assign a voucher number.
If the distribution does not equal the payment amount, then the system will display the following message: TOTAL DISTRIBUTION NOT EQUAL TO PAYMENT INVOICE AMOUNT.
F6 Comments: Use this option to add, change, or view comments for vendor
Comments may be entered to use for auditing purposes. A comment follows its correlating expense account when posted to GL.
F7 Load Default Vendor Distributions: When in “add” mode, any vendor distribution records currently on
file for the company and vendor being entered may be loaded onto the screen.
F8 Company Project Number: Pressing the F8 key will “fold” the display to allow project number entry
and/or inter-company posting.
Quick Check
The Quick Check feature will allow you to generate a check directly from the manual A/P entry process. This process will complete the voucher posting, release the voucher, run the check register, produce a check(s), and post the checks to the General Ledger, all from the A/P entry option. To use the Quick Check feature, all you need to do is assign the voucher a status of ‘Q’ when you are entering the voucher.
When you are using the status of ‘Q’ you will be asked for the cash posting date and period, the G/L source codes for the postings and the starting check number. The starting check number will default to the next check number that has not been used. The last check number used is defined in the Bank Master File (Option 3 in the A/P Table Files). The screen will look like this:
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When you press F5, the system will generate your voucher register, voucher distribution journal, voucher posting journal, A/P check register, and the A/P check. As these reports are generated you will see several messages at the bottom of the screen. You will not need to do anything about them, they are indicating that the program is working.
These jobs go directly to the output queue and will not show up in the work with submitted jobs screen. You will get a message on the AS400 to change forms as usual.
At this point the voucher has been posted, but the check has not. After you have verified that the check and reports are accurate and correct, press the ENTER key to post the check. This will process the check completely through the A/P system and post to the A/P and G/L history files.
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One Time Vendors
By entering a vendor number of zero from the first screen, you can create a one-time vendor voucher entry. This screen will appear after pressing the ENTER key.
Enter the appropriate vendor name and address information. Vendor type and vendor terms code must be valid codes as entered in the Table Files.
Auto Void Entry F5
Auto void entries are to be used for voiding checks that have been posted to the General Ledger. If the check has not been posted to the General Ledger, an auto credit voucher is recommended.
Press the ENTER key and the following screen appears:
Bank: Enter the bank number associated with the check.
Check Number: The check that you wish to void
Check Posting Period and Date: The posting period (MMYY) and the posting date (MMDDYY) for the
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This screen will present you with the voucher(s) associated with your check. Pressing the F5 CMD key will void all vouchers for the check.
To edit or delete the original voucher of a voided check, the flag in the Control Files must be set to reopen the original voucher prior to voiding that check.
Auto Pay F7
If you have an Automatic Payment set up with a Variable amount, use this option to enter the amount for this Auto Payment.
P ro ce ss ing M enu Duplicate Voucher F8
Vendor Number: Enter the vendor number of the voucher you wish to duplicate.
Duplicate Voucher: Enter the voucher you wish to duplicate.
Credit Voucher: Y or N. “Y” will pull in the voucher information and will negate the dollar amounts.
Auto Credit F13
To enter an auto credit, press the F13 CMD key from the A/P entry screen.
Voucher Range: Enter the voucher or voucher range you need to transfer or credit. These vouchers MUST
have been posted through Option 3, Post Payables/Update Masters. To credit just one voucher, place that number in both fields.
Vendor: Vendor who currently has the voucher(s).
Credit Posting Period: Valid period you want to post to.
Credit Posting Date: Valid period date you want to post to.
Transfer to Company / Vendor: This can be used if you wish to transfer the open voucher to be credited to
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Press the ENTER key, the following screen will appear:
This screen will present you with the voucher(s) associated with the range selected: F5 will credit all vouchers displayed.
Once a voucher is credited, you can edit or delete the voucher entry by performing Accounts Payable Entry on the new voucher. This must be done prior to the Option 3 Accounts Payable posting run.
2. A/P Entry: Transaction Release
Select option 2 from the main A/P Entry screen to enter A/P Entry: Transaction Release
P ro ce ss ing M enu Status: T – To Be Approved H - Hold the batch
Blank – Release the batch
To release any transactions with a status of “T”, field exit through the “T” to give the voucher a blank status. You can also enter a “T” next to a transaction you wish to change to a “to-be-approved” status.
Option 2: Accounts Payable Voucher Edit
Description: This option is used to give a listing of all the invoices which have been entered in
option 1, but have not been posted. This is a good cross-referencing tool that can be used to verify that the correct information has been entered into A/P entry. Once the invoices have been posted in option 3 the invoices will no longer show on this listing.
Enter the From and To batch numbers to get a specific range of the listing. Or leave the fields blank and press the ENTER key to receive all the open batches with entered vouchers which have not been posted.
Batch #: The batch number will be displayed before the detailed information on the vouchers. If only one
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Option 3: Post Payables and Update Master
Posting in option 3 will credit the accounts payable account and debit the expense account if on an accrual basis. If cash basis accounting, then no debits or credits will take place at this option. The Accounts Payable account is set up by vendor type in the Accounts Payable Table Files or overridden at A/P entry and the expense accounts are entered in at time of voucher entry. This option will post entries to the Master Files in Accounts Payable and update General Ledger depending on the above information.
Enter FROM and TO range numbers to select vouchers for posting. Leave the fields blank if posting all the batches entered.
Source Code: This field is only displayed when General Ledger is installed. The value entered on the
Control Files menu will default. The code entered must exist on the General Ledger Source code master file.
Reserved Batch Numbers
9999: If any “voucher” transfers were entered, batch number 9999 will be created during the post. Voucher
Option 4: Change to Prepaid Entry
Use this option is you have already posted a voucher through Option 3 and you wish to change the voucher to a prepaid status.
Check Bank: The bank check will be processed from.
Check Number: The check number of the prepaid check.
Check Posting Date: Enter the date in MMDDYY format. This is usually the check date.
Period: Enter the period in MMYY format. This is the period the prepaid check will post to when updating
General Ledger.
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Press the ENTER key to Display the Following Screen
Make sure that you enter ALL of the vouchers that should be on this prepaid check BEFORE press-ing the ENTER key.
You cannot add vouchers to a check once the ENTER key has been pressed.
Voucher Number: Enter as many voucher numbers that are to be included on your prepaid check. Vouchers
must be of the same vendor.
Discount Taken: Enter the discount amount (only if you take the discount).
The system will calculate your check amount. Press the ENTER key to Update
Option 5: Auto Payment Release
Description: In this screen you may release auto payment records to create A/P Entry transactions.
The Auto Payment Release function is comprised of three steps.
1. Auto Payment Release Entry: This option allows you to selectively choose which auto- payment
records to create A/P entry transactions.
2. Auto Payment Release Edit: This option will generate an edit listing of all auto payments you have
chosen to release.
3. Create A/P Entry Transactions: This option will automatically create A/P entry transactions from
your release selections, just as if you entered them manually through A/P Entry. These transactions will be placed into Batch 9998 and may be edited and/or posted through the standard A/P Entry/Edit/ Posting process.
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1. Auto Payment Release Menu: Auto Payment Release Entry
Schedule Date: Enter the schedule date limit of auto payments you wish to work with.
Frequency: To see a specific auto payment frequency, enter the frequency code. To see all auto payments,
leave blank.
Enter one of the following next to the auto payment(s):
R - Release for payment
T - Qualifies the auto payment as a “to-be-approved” transaction. This status can be changed in A/P
Entry
H - Identifies the auto payment as on “Hold” and will not allow you to release until the
(H) is replaced with an (R)
Release ALL *ALL: Enter *ALL to release all auto payments displayed. (An Auto Payment with the (H)
status will not be released by the “*ALL” option).
3. Auto Payment Release Menu: Create A/P Entry Transactions
Invoice Posting Date and Period: Enter the Invoice Posting Date in (MMDDYY) format and the Period in
(MMYY) format. These dates will appear in the transaction(s) records.
This option will automatically create A/P entry transactions from your release selections, just as if you entered them manually through A/P Entry. These transactions will be placed into Batch 9998 and may be edited and/or posted through the standard A/P Entry/Edit/Posting process.
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Open Accounts Payable Listing Options
Option 11: Open A/P List by Voucher
Description: Lists all open Accounts Payable vouchers in ascending order. You can choose to either
display, print, or print and display the report.
Option 12: Open A/P List by Vendor
Description: Lists all open Accounts Payable vouchers by the vendor you specify. If an asterisk is
visible between the Balance Amount and Invoice Amount fields, it means the invoice has aged beyond the discount allowance period, and it has been lost. If the asterisk is between Invoice Amount and Net Amount, the discount is still available to be taken.
All options allow entry of a range (examples):
—
Vendor #’s and names—
Vendor Type Codes—
Search wordsTo view a range of information (multiple records), enter different information in the TO and FROM fields. To view an individual record, enter the same information in both fields.
Option 13: Open A/P List by Net Due Date
Description: Lists all open Accounts Payable vouchers based upon the cutoff date you specify.
Mainly used to show vouchers that need to be paid in order to take a discount. You may also select a single vendor, or a range of vendors instead of all vendors.
Enter Cutoff Date: Enter a valid date in MMDDYY format.
Discount Amount Sequence: Select a ‘Y’ to see the largest discount vouchers first within a due date
grouping. Select ‘N’ if this option is not desired.
Subtotal By Due Date: Select a ‘Y’ if you want subtotals printed by net due date. Select an ‘N’ if this option
is not desired.
Vendor Number / Search Word: Specify a range of vendors you want to report on by entering different
values in the ‘TO’ and ‘FROM’ fields. Enter the same value in both ‘TO’ and ‘FROM’ fields to view only one vendor.
When selecting a range, the TO value must be greater than the FROM value.
Option 14: Open A/P List by Gross Due Date
Description: Lists all open Accounts Payable vouchers based upon the cutoff date you specify.
Cutoff Date: Enter a valid date in MMDDYY format
Subtotal By Due Date:
N Enter to omit subtotals by due dates
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Option 15: Open A/P Aging Report
Description: This report will analyze historical data, thereby allowing the reporting of open, A/P as
of a date in time. The fields common to Accounts Payable screen in the Master Control Files will allow you to set up the column headings and days.
Enter the AGING CUTOFF DATE: The date that aging is to be based on. Select order for report to print:
1 = Vendor Number Order 2 = Vendor Name Order
An example of Column Headings:
Current
Days
Over 30 30 Over 60 60 Over 90 90 Over 120 120
Option 16: Open A/P List by Period
Description: This report will analyze historical data, thereby allowing the reporting of open A/P as of
a period in history.
Enter Cutoff Period: Enter valid period in MMYY format
Selection: Sort the report by the following:
Option 21: Change Due Dates
Description: This option will allow you to change the due dates for your open vouchers.
Voucher Number: Enter the voucher you wish to change the due dates on, and press the ENTER key.
