ACCOUNTS PAYABLE MENU OVERVIEW

From the main menu, if 4 - Accounts Payable is selected, then this accounts payable menu appears on the screen. The selections on this menu are divided into three groups.

FILE MAINTENANCE PROGRAMS

This first group consists of only one selection and is used to set up and list vendors. There are no further entries in this area except to add new vendors or make file maintenance changes such as change of address.

4-1 Vendor File Maintenance

Vendors' names and addresses, account numbers, federal ID numbers for 1099s, and other pertinent information is maintained in this area.

ACCOUNTS PAYABLE ENTRY PROGRAMS

This second group, consisting of selections #2 through #5, is the entry programs group. It is in this area where you, the operator, spend the most time on a routine basis. Very briefly, here's what happens in this area.

4-2 Enter Accounts Payable Invoices

This is where you enter new invoices and look up old ones.

4-3 AP Payment Selection

You select invoices for payment here.

4-4 Accounts Payable Edit Report

After entering and/or selecting to pay invoices in #2 and #3 above, you must print this edit report to verify that everything is as you wish. If not, go back to #2 or #3 and make changes as needed, and then print the edit report again.

4-5 Prepare/Print Pre-Check Journal

This prints information, if any, on the checks. Specifically, discounts will be printed. If you find errors here, go back to #2 or #3 above and make changes.

ACCOUNTS PAYABLE PROCESSING

This third group, consisting of selections #6 through #8, is the processing group. These are the steps which process the information as you have posted it in #2 and #3 above and verified in #4 and #5.

4-6 Print AP Checks

This prints the checks selected in step #4-3. Voiding a prior check is also handled here.

4-7 Print AP Check Register

This prints a check register for the just-printed checks. Extended stubs are printed for checks needing them. Partial waivers of lien are produced as needed.

4-8 Post Payables Distributions

This step distributes the amounts to general ledger, job cost, and service orders, as applicable.

4-9 AP Analysis Reports

Included in this area are several management reports that allow you to print a payables aging report or a payables history report by vendor and job. Also included is a cash requirements report that shows you the cash required to pay all invoices by the due date for specified future dates.

4-10 AP Check Reconciliation

These procedures allow you to print and update the check register. A convenient procedure is also included to aid you in doing the monthly reconciliation of the AP bank account.

4-11 Cycle ID Status/Change

This selection displays the status of all cycles or allows you to switch cycle IDs. This allows you to work on more than one cycle at a time, if necessary, and to return to a particular cycle for completion. Additionally, step 4-11-3 allows a supervisor to set a closed accounting period date, as well as to take over another operator's cycle if necessary.

4-12 Delete Paid Invoices by Date

This selection allows you to delete paid invoices through a specified date, with cross checks for POs or Jobs.

4-13 Certificate of Insurance

This selection allows you to record and print certificate of insurance information.

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ACCOUNTS PAYABLE SETUP

CONTROL RECORD MAINTENANCE

• 13-8-1

In the 13-8-1 Accounts Payable Control Records Setup, the following three control records must be set:

Update PO receiving at invoice entry?: NO

If you answer YES, the system will allow you to update PO receiving when an invoice is entered into the system. If the same person is responsible for entering both invoices and PO receiving, this can be a convenient way to deal with both in one area. In entering the invoice, you first enter the PO number. If it is a valid PO number, the system initially takes you to the PO receiving screens where you can receive all or part of the PO. When receiving is concluded, you are returned to the AP invoice entry screen.

Require approval on exceeding PO at invoice entry?: NO

If you answer YES, the system will warn you that you are exceeding the PO, and then requires confirmation before allowing you to enter the invoice. If you answer NO (usual answer), it only warns you that you are exceeding the PO, then proceeds with the invoice entry.

Allow user to type audit descriptions?: NO

This switch allows you to relax an area of internal control built into the system if management makes a decision to do so.

If you answer NO, the description field, for both general ledger and job cost distributions in step 4-2: Enter Accounts Payable Invoices, is automatically completed by the system. This is a system generated description of this entry (vendor ID and invoice number) for auditing purposes which cannot be changed by the user.

If you answer YES, the system will automatically generate this description but allow the user to change it. Although it can be changed completely, most users simply add to it, preserving the system-generated description to facilitate auditing of this entry later, if required.

• 13-8-15 or 4-11-3

In 13-8-15 or 4-11-3, specify the end date of the most recent closed accounting period.

• 13-8-16

In 13-8-16: User Defined Data Maintenance, you can set up additional notational data fields for vendors, accessible through 4-1-1: AP Vendor Maintenance, field #18, Custom Data.

PAYABLES GL ACCOUNTS

VENDOR INFORMATION

Vendors are usually set up on the system in step 4-1-1: AP Vendor Maintenance before any invoices are processed. Vendors can be added as needed during step 4-2: Enter Accounts Payable Invoices.

FILE MAINTENANCE PROGRAMS

4-1 Vendor File Maintenance

This menu allows adding, modifying, viewing, or deleting accounts payable vendors, and printing various reports.

• 4-1-1 AP Vendor Maintenance

  This selection will display the following input screen with the following prompts:
  

  Enter Vendor ID
  

  You can type up to a twelve-character Vendor ID [H] or press ENTER to exit. If a vendor already exists with this ID, the information for that vendor will be displayed. You can modify the information as desired.

  If a vendor does not exist with this ID, you will see this message:

  No vendor exists. Do you want to create a new one? YES

  If you answer YES, you will be allowed to input information for a new vendor.

  If you answer NO, the cursor will return to the top line Enter vendor ID:. It is most efficient at this point to use the [H] F2 help feature to display a list of vendors. When the correct vendor is selected, you will be prompted:

  ENTER A FIELD # TO BE CHANGED OR ALL: ___ D = DE-ACTIVATE VENDOR

  Any field can be changed or corrected by selecting that field number, typing the correct information, and pressing ENTER. When you are finished, press ENTER again and you'll be prompted:

  Update MISC VENDOR INFORMATION:

  Type YES and press ENTER to go the miscellaneous information screen for the vendor, or just press ENTER and the cursor will return to the top.

  1. Vendor's name
     

     Enter the name of the vendor (up to 30 characters) as you wish it to appear on checks.

     Sort by
     

     The vendor sort (or search) field is used to make looking up vendors easier. For instance, vendor Dr. Frank Smith would have Dr. Frank Smith in the name field so that his printed checks look nice. In the sort (search) field, you should put something like Smith, Frank so that you can easily look him up (up to 15 characters).

  2. Address
     

     Additional address

  3. City/State/Zip
     

     Type the vendor's address (up to 2 lines of 30 characters each, plus a fourth line for city, state, and zip) as you wish it to appear on checks. Note that after you first enter the zip code, the city and state will be filled in automatically (as defined in 13-5: City/Zip Maintenance).

  4. Phone No.
     

     Type the vendor's area code and phone number. Phone numbers must be entered with area code and local number or left entirely blank.

  5. Last activity date
     
  6. Purchases this year
     
  7. Purchases last year
     

     These fields are updated by the system and reflect current information which is not part of the accounting system. These fields are usually modified manually only when setting up the system for the first time.

  8. Account # with vend
     

     This is the account number the vendor has assigned for you.

  9. FED ID for 1099s
     

     This is the vendor's federal ID for 1099s; ENTER if a 1099 is needed. This area can be used to record federal IDs even if a 1099 is not needed.

  10. 1099 payments this yr.
      

      The amount of payments to this vendor this year (updated by the system).

  11. Normal discount %   Days   Due Days
      

      Normal discount % is the normal discount percentage allowed by this vendor for your company expressed as a decimal (example: 2% = 2.00). If this vendor normally has the dollar amount of discount printed on the invoice, leave this entry blank.

      Discount days are the normal number of days from the invoice date allowed to take the discount.

  Due days are the normal number of days before the invoice is due. If the vendor normally shows the actual due date on the invoice, leave this blank.

  12. G/L Purchases Account
      

      This is your general ledger account number [H] and division number [H] (if your company has a divisionalized chart of accounts) to which purchases from this vendor are normally debited. Either or both can be left blank.

  13. Vendor status
      

      The status of a vendor can be A-active or I-inactive.

  14. Subcontractor $/hr
      

  15. Layover $/hr
      

      These are special fields not used for most applications.

  16. Vendor type
      

      This is a notational field and can be left blank.

  17. Subcontractor

      If you want to be able to enter retainage amounts for invoices from this vendor, answer YES here.

  18. Custom Data

      This gives access to an optional notational screen, as set up in 13-8-16: User Defined Data Maintenance.

  You can change any field by entering the field number and pressing ENTER, making the change, and pressing ENTER again. The status can be changed to inactive by entering a "D" and pressing ENTER.

• 4-1-2 Miscellaneous Vendor Data

This selection will request the Vendor ID [H]. When the Vendor ID is correctly chosen, the following screen will be displayed:


These fields are mostly self-explanatory. Type the vendor information, pressing ENTER after each line. The vendor name and address for POs are filled in only if the name and/or address for purchase orders are different from the mailing address entered in 4-1-1: AP Vendor Maintenance.

NOTE: If the vendor name and address for POs is left blank, purchase orders will be produced or created using the name and address entered in 4-1-1: AP Vendor Maintenance. If the vendor name and address for POs is completed, purchase orders will be produced or created using the name and address entered in 4-1-2: Miscellaneous Vendor Data.

9. Print 1099
   

   Answer YES if this vendor is to be processed in 4-1-5: Print 1099s.

10. Certificate of Insurance Required
    

    If purchases from this vendor require a certificate of insurance, answer YES. If the certificate is expired (see Certificate of Insurance Exp Date), no invoices can be paid for this vendor.

11. Certificate of insurance exp date
    

    Enter the expiration date of the certificate of insurance for this vendor if you answered YES above.

12. Insurance excess liability limit

13. Insurance general liability limit

14. Insurance auto liability limit

15. Insurance work comp liability limit

    These amounts and dates are notational only.

16. Minority Co

    Notational only. Enter YES if this company is classified as a minority company.

17. Type Minority

    Notational only. If you answered YES above, enter the type of minority.

    When all fields are completed, you are prompted: Correct? YES. If all information is correct, press ENTER to return to the 4-1 AP Vendor Maintenance Menu.

• 4-1-3 Vendor list by vendor ID

  This procedure will print a list of all vendors by vendor ID. When 4-1-3: Vendor List by Vendor ID is selected, the system will request the following:

Short List?
Active/Inactive/Both

Answering YES to this question will print a report with brief information, one line about each vendor. Answering NO will print a detailed report of the vendor information. Answering A will include only vendors coded active; I will include only inactive; B will include both active and inactive vendors in the report. The system will then display the printer selection screen. Choose the printer number and the number of copies and press ENTER. You will then see a screen message:

PRINTING - VENDOR LIST BY VENDOR ID

Your report will be printed and the screen will then return to the 4-1 AP Vendor Maintenance Menu.

• 4-1-4 Vendor List by Vendor Name

  This process prints a list of vendors in alphabetical order by name. The selection will first prompt:

  Short List?
  Active/Inactive/Both

  The same responses and procedures apply in this area as in 4-1-3: Vendor List by Vendor ID.

• 4-1-5 Print 1099s

  This procedure processes and prints 1099s. Step #1 must be completed and corrected at the calendar year end, after all work is processed through December 31, and before any payments are processed which have an accounting date in the new year. When selected, the following menu will be displayed:
  

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  • 4-1-5-1 Process 1099s

    This process prepares the numbers to be printed on 1099s. You'll be prompted:
    Enter cutoff limit: 600.00
    Use Print 1099 Flag instead of tax ID: YES

    Change the cutoff limit as needed. If you change the YES to a NO, the Print 1099 setting in 4-1-1 for vendors will be disregarded.

  • 4-1-5-2 Print 1099s

    This selection will prompt: Enter the printer number to be used: ______ Be sure the correct printer is chosen with the 1099 forms inserted before pressing ENTER to print.

  • 4-1-5-4 Delete inactive vendors

    This step deletes the vendors marked as inactive and reclaims the space and Vendor IDs for future use. You will see the following message:
    

    To abandon this action, press ENTER. To proceed, type YES and press ENTER.

    NOTE: Although you will be deleting invoice information from the payables section, this information, as it applies to particular jobs, is still available in the job cost area.

  • 4-1-5-5 Create Magnetic 1099s

    This is a specialized program which varies between hardware platforms, and we suggest you call SI Systems customer service if you want to create 1099s on magnetic media.

  • 4-1-5-6 Recalculate Vendor Totals

    This procedure lets you recalculate two pieces of data that are used to monitor vendor purchases and payments during the year. You can rebalance either one using the date range entered.
    

4-1-6 Print vendor labels

You will see the following screen:

Choose from the menu the order in which you want to print vendor labels, make your selection with the corresponding number, and press ENTER. The system will then display the printer selection screen. Type the printer number and the number of copies and ENTER.

Selection #1 lets you enter beginning and ending vendor IDs, and thus limit printing to a range of vendors. Selections #2, #3, #4 and #6 respectively, shows the following messages:

2. Enter state ID or <ENTER> for all:        
3. Enter telephone prefix or <ENTER> for all:        
4. Enter ZIP code prefix or <ENTER> for all:        
6. Enter GL account or <ENTER> for all:        

This allows you to print all or a portion of the vendors according to the selected criteria. When you have made your selection, press ENTER to print. When the job is completed, you will be returned to the 4-1 AP Vendor Maintenance menu.

4-1-7 Vendor Recurring Entries Maintenance

This selection allows you to set up and maintain recurring entries for vendors. These entries are used to automate entry of AP invoices by using steps 4-1-8 or 4-1-9 , or step 4-2, Enter AP Invoices. The system displays the following screen (examples are in bold type):

Press ENTER and the following screen will appear:

Enter how you want to have the "amount to be paid" distributed to GL accounts/divisions, just like when entering an invoice in 4-2. Here you have the added option of doing it by percentage, rather than by dollar amounts. You cannot use both methods on the same screen. If the percentage method is used, the total of the percentage column must add up to 100 before exiting this screen.

If percentages are used, you'll be asked for a dollar amount each time you run Step 4-1-8, 4-1-9 or 4-2 (recurring entries).

Press ENTER repeatedly to step through each field, or press F1 to accept all values as shown, and you'll be returned to the previous screen.

Use the ARROW, PAGE, ENTER, INS and DEL keys to update or add and delete entries, as needed.

Press END when done. You'll be prompted for a vendor ID.

To exit, leave the vendor ID blank and press ENTER.

4-1-8 Post Recurring Entries per Vendor

Use this procedure to create invoices for one vendor at a time, based on the entries set up in 4-1-7 above. This selection displays the following screen (examples are in bold type):

• Vendor ID

  Enter the ID [H] of the vendor for which you want to create invoice(s), and press ENTER.

• Invoice date

  Enter the date you want on the invoice(s). This date must be in the current accounting period month.

• Pay Now?

  Decide whether you want the invoice(s) paid in your current AP cycle (Y), prepaid (P), put on hold (H) or paid later (N).

• Prepaid check number

  If P is chosen, enter the number of the check used to pay the invoice(s).

  You will see each recurring entry for the vendor. To mark an entry so an invoice will be created, use the ARROW and PAGE keys to highlight it and press ENTER.

  If entry is by percentage, you'll be prompted:

  Amount to use with this percentage entry:

  Enter the amount and press ENTER.

  Note the asterisk (*) in front of entries selected for processing. Press the ENTER key again to de-select a highlighted entry.

  When you are satisfied with the entries chosen for processing, press END. The invoices will be created.

  WARNING! Any entry with an asterisk in front of it will be processed when you press the END key. Remove asterisks (*) from invoices you do not want created at this time.

  Complete the current AP cycle by doing steps 4-5 through 4-8.

4-1-9 Post Recurring Entries, All Vendors

Use this procedure to create invoices for all vendors, based on the entries above. This selection will display the following screen (examples are in bold type):

• Invoice date

  Enter the date on the invoice(s). This date must be in the current accounting period month.

  You will see each recurring entry for all vendors. To mark an entry so an invoice will be created, use the ARROW and PAGE keys to highlight it, and press ENTER.

  If the entry is by percentage, you'll be prompted:

  Amount to use with this percentage entry:

  Enter the amount and press ENTER.

  Note the asterisk (*) in front of entries selected for processing. Press the ENTER key again to de-select a highlighted entry.

  When you are satisfied with the selected entries, press END, and the invoices will be created.

  WARNING! Any entry with an asterisk in front of it will be processed when you press the END key. Remove asterisks from invoices you do not want created at this time.

  Be sure to complete the current AP cycle by doing steps 4-5 through 4-8.

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ACCOUNTS PAYABLE ENTRY PROGRAMS

PAYABLES ENTRY AND POSTING PROCEDURES

Entering, posting, and paying AP invoices is a relatively simple process if you understand the flow of procedures and the significance of the various dates used by the system.

Payables Cycles

Prepare to do a cycle of payables invoices by carefully separating the invoices into separate stacks by the accounting month in which you want to post these invoices to your books. Each stack is a cycle of invoices to be posted in a particular month.

DO NOT PLACE IN THE SAME STACK INVOICES THAT SHOULD BE POSTED TO TWO DIFFERENT MONTHS (CYCLE).

Although not required, you can further separate payables invoices into groups to be paid now and groups to be paid later, as long as each group is to be posted in one accounting month.

It is possible for one operator to have more than one cycle in process at a time. This is sometimes used at the beginning of a month when you are posting a cycle of invoices in the new month and you receive some invoices that need to be posted immediately to the previous month. Go to step 4-11-2 Change Cycle IDs, start another cycle dated in the previous month, and enter those invoices. Then go to step 4-11-2 Change Cycle IDs again, and change your cycle ID back to the cycle you interrupted, continuing to enter the new month's invoices. Each cycle must be individually processed through step 4-8. Click here for complete instructions for 4-11 Cycle ID Status/Change.

Payables Dates

• Accounting date (step 4-2 or 4-3)

  The accounting date is the date you assign to a cycle of payables and the date those transactions will be posted to GL, JC, and POs. Typically, the accounting date is today's date, but it need only be in the right month. The accounting date must be in the "current period" and the system will not allow you to specify an accounting date prior to the "closed account period date". Once this accounting date has been specified in step 4-2 Enter Accounts Payable Invoices or step 4-3 AP Payment Selection, it cannot be changed except by a supervisor in step 4-11-3 Supervisor Override of Cycle ID. Posting several cycles of payables during the month, each dated with the exact day they were posted, provides a good audit trail and makes it easier to research a problem.

• Accounting period

  The current month in which you are working, governed by the accounting date. In other words, any day of the month is in the accounting period for a cycle with an accounting date within that month.

• Closed account period date (step 4-11-3)

  The closed accounting period date is set by a supervisor in step 4-11-3 Supervisor Override of Cycle ID, and limits the oldest date that can be selected for the above accounting date. This date is provided for internal control purposes and allows supervisors to restrict postings to older dates. This means that a payables clerk cannot start a payables cycle dated prior to this "closed accounting period date" as specified by the supervisor, therefore preventing GL posting to a previous period that has been closed out. Typically, this would be the date of the end of the period last closed (the end of the previous month). If you do not want this kind of control, a date of 01/01/01 can be entered here.

• Current period

  The current period is any date after the "closed accounting period date" set by a supervisor in step 4-11-3 Supervisor Override of Cycle ID.

• Date of invoice (step 4-2)

  This date is specified by the vendor and is not used by the system except in the situation described above. The system will not accept an invoice dated in the future. Normally, the invoice date coincides with the month used to post your invoices. However, your accounting practices or situation can dictate otherwise, and the system does not rely on the invoice date.

• Discount date (step 4-2)

  This date is determined by vendor terms and is used by the system in step 4-5 to decide whether or not to take discounts. It can also be used on some reports, such as the cash requirements report. A discount date must be the same or later than the invoice date. The system will not accept a discount date prior to the invoice date. In the case of a prepaid check, the discount date represents the date on the hand check and cannot be outside of the current accounting period.

• Due date (step 4-2)

  This date is determined by vendor terms and can be used by the system in selecting invoices for payment and in some reports, such as the cash requirements report. A due date must be the same or later than the invoice date. The system will not accept a due date prior to the invoice date.

• Date of discounts (step 4-5)

  This date is specified by you and is the date the system will use to compare to the discount date on invoices being paid this cycle. Discounts will be taken only on invoices with discount dates on or after the date used in step 4-5. Thus, if you are printing checks on 2/11 and the actual last day for a discount was 2/10, you can specify 2/10 for the date of discount and take the discount anyway.

• Check date (step 4-6)

  The date that will be printed on the check. This should be the same as the accounting date but does not have to be today. It must be within the same month and year as the accounting date.

Summary of Payables Procedures

Payables invoices are typically processed by entering invoices in daily or periodic batches or cycles. Payables checks are then processed in weekly, monthly, or periodic check processing cycles. However, an entry cycle can include selecting one or all invoices being entered for immediate payment (or even invoices entered in previous cycles) and processing of checks as a part of the cycle. These procedures are summarized below.

NOTE: You can move back and forth in the AP entry programs, steps 4-2 through 4-5, to make additions or corrections until invoices are entered and payments correctly selected. The 4-4 Edit Report and the 4-5 Pre-Check Journal give you an opportunity to correct your work. As soon as you begin any of the processing programs, steps 4-6 through 4-8, it is too late to change your mind. At that point, changes can only be made with reversing entries.

• Entering invoices only

  Batches of payables invoices can be entered and distributed to the ledger for later payment by using these three steps:
  1. 4-2 Enter Accounts Payable Invoices
  2. 4-4 Accounts Payable Edit Report
  3. 4-8 Post Payables Distributions

  In step 4-2, be sure to choose the default "N" for the "pay now" field. This puts the invoices on hold for later payment. After step 4-8, the invoices will be included in GL, JC, and POs.

• Paying invoices only

  A cycle of invoice paying only can be performed by following these steps in this order:
  1. 4-3 AP Payment Selection
  2. 4-5 Prepare/Print Pre-Check Journal
  3. 4-6 Print AP Checks
  4. 4-7 Print AP Check Register
  5. 4-8 Post Payables Distributions

• Entering invoices and paying checks

  A combined cycle of entering invoices and paying checks can be performed by following these steps in order:
  1. 4-2 Enter Accounts Payable Invoices (entering new invoices)
  2. 4-3 AP Payment Selection (selecting to pay old invoices)
  3. 4-4 Accounts Payable Edit Report
  4. 4-5 Prepare/Print Pre-Check Journal
  5. 4-6 Print AP Checks
  6. 4-7 Print AP Check Register
  7. 4-8 Post Payables Distributions

  If you are paying only invoices that are a part of this entry cycle, you do not need to do step 4-3 because you will select the invoices to be paid in 4-2 by specifying "Y" in the field "pay now".

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4-2 Enter Accounts Payable Invoices

Accounting date for this cycle of payables / / for mary

If you are starting a cycle, and are entering this step for the first time since the distribution step, 4-8 Post Payables Distributions, the accounting date will be blank. You are required to enter a date in the current period in order to continue. The current period is any date after the "closed accounting period date" set by a supervisor in step 4-11-3 Supervisor Override of Cycle ID.

If you are re-entering this step after starting a cycle, the accounting date previously entered will be displayed a second. This date cannot be changed except by a supervisor in step 4-11-3 Supervisor Override of Cycle ID.

This date will be used later to post this cycle of payables to the general ledger and job cost journals. It is also used on most of the reports in steps 4-2 through 4-8. This date should be thought of as the accounting date to be used for all new invoices and any payments made during this cycle.

NOTE: You must not mix invoices that should be processed in different accounting months in the same cycle of payables. It is imperative that you do not process invoices that should have different accounting months in the same cycle.

Type the appropriate date and press ENTER. The system will then display the following input screen (items in bold type are examples):

• PO Number

  Type up to a 12-character purchase order number [H] or description (such as "power bill"). If you have previously entered the PO number into the system, the vendor ID will automatically be filled in. If you have not previously entered the PO number, you will hear a warning "beep".

  Pressing F5 lets you select the GL account number to be used for GL postings. You'll be prompted: Enter JOB-ID:. Type the ID of the job of this invoice and press ENTER. You'll then see listed the account number for each of the eight-phase expense categories for the sales type of the job you selected (as set up in 1-4-1 Sales Type Maintenance, second screen):

  Type ID 100 100 100 100 100 100 100 100 100

  CAT B C E H L M N O S

  ACCT# 55110 52170 51090 5100

  DIV 1000 1000 1000 1000 1000 1000 1000 1000 1000

Use the ARROW keys to select the one you want and press ENTER, or if you want the GL account to default to the one on the PO (or the vendor's, if no PO), press F1 or END.

If the purchase order system is installed: The PO number will be looked up and verified at the time you create a new invoice and the remaining money which can be spent on this PO will be displayed as follows, as will the sales tax percentage as entered on the PO and any Use Tax percentage applicable to the job of the PO:

Open PO amount $0.00 (PO %)
Total PO amount $0.00 (Use %)

• Vendor ID

  If the PO number typed in above already exists, the vendor ID will be filled in by the system. Otherwise, type the vendor ID. [H]

  NOTE: If you need to exit this area, press ENTER without filling in a vendor ID and you will return to the accounts payable menu. If you have typed in a vendor ID and wish to exit at this time, "blank out" the vendor ID and then press ENTER.

  Enter misc for the vendor ID if this is a one-time check for which you do not want to set up a vendor.

  If the vendor ID is blank, the system will return to 4 Accounts Payable Menu.

  If you have typed in a vendor ID that is not found, the following message will be displayed:

  There is no vendor xxxx. Do you wish to add one? NO

  If you answer YES, you will be taken to the input screen 4-1-1 AP Vendor Maintenance where you can enter this information.

  If you answer NO, blank out the incorrect vendor ID, access the help list [H], scroll through the list of vendors, choose the correct vendor, and press ENTER.

  When a valid vendor ID is typed, the system will display the vendor's name and the cursor will highlight the next area requiring input information.

• Invoice Number

  Type up to a 15-character invoice ID (numbers or letters).

• Invoice Date

  Type the date on the invoice. This date cannot be into the future from the current period governed by the accounting date.

• Invoice Amount

  Type total amount of this invoice (include freight, tax, etc). For a credit memo, type a negative amount.

• Discounts

  There are two options available:

  NOTE: If a discount percentage was previously entered for this vendor in 4-1-1 AP Vendor Maintenance, field #11, the discount % field will automatically display that percentage.

  Either

  1. If % calculation is used for discount, use the following entries:

     • (Non) Disc

       Type the amount not subject to discount (freight, tax, etc.).

     • Disc %

       Type the discount % to be deducted if paid by the discount date.
       Example: 2.0 for 2% discount

  Or

  2. If a predetermined dollar amount is used for discount, use the following entries:

     • (Non) Disc

       Type the dollar amount discounted.

     • Disc %

       Type 0 and press ENTER

  If the vendor has been marked as a subcontractor (4-1-1, field #17), the system will prompt:

  Enter Retainage Amount 0.00

  Type the amount to be retained for later payment.

• Pay Now

  Type one of the following codes:
  • Y Pay invoice now, this cycle, today.

  • N Hold invoice for later payment. The invoice will be stored and not available for payment until a future payables cycle (until after step 8 has been run).

  • H Hold indefinitely. Same as N except it will never be selected for automatic payment. This is generally used for disputed invoices.

    NOTE: Operation #3 Release All Invoices for Payment, under the AP selection procedures, will not select an invoice for payment that has been coded "H". To pay an invoice coded "H", you must specifically select that invoice for payment using operation #1 Release for Payment, or remove it from "H" status and change it to "N" status using operation #4 Place On/Take Off Indefinite Hold. Select it for payment using operation #1 or #3.

  • P This invoice has been prepaid (manual check). The computer will not automatically print a check for this invoice (there is an option to print the check immediately), but the number and amount of the hand-written check will appear on the check register, and appropriate postings to the ledger and jobs will be made.

• Discount date

  This is the date specified by the vendor's terms and must be entered here to take discounts. If "discount days" were previously entered in 4-1-1 AP Vendor Maintenance, field #11, the system will automatically calculate and display the discount date. This date must be the same or later than the invoice date; the system will not accept a discount date prior to the invoice date. The system will not accept a discount date earlier than the accounting period. Step 4-5 Prepare Pre-Check Journal makes use of this date to calculate discounts. If this is a prepaid check coded pay now (P), the discount date must be the check date.

• Post date

  This is filled in automatically after step 4-8 Post Payables Distributions and shows the date this invoice was posted to the ledger and job cost.

• Due Date

  Specified by the vendor's terms as the due date. If "due days" were previously entered in 4-1-1 AP Vendor Maintenance, field #11, the system will automatically calculate and display the due date. The due date must be the same or later than the invoice date; the system will not accept a due date prior to the invoice date. The due date cannot be earlier than the accounting period; the system will not accept a due date earlier than the accounting period.

• If you are entering a prepaid check with the pay now code (P), the system will next prompt:

  Type this check now ? NO

  You have the option of letting the computer print this check immediately. If you have written it by hand or typed it on a typewriter, choose the default NO by pressing ENTER. The system will prompt you for the check number. If you want the computer to print this check, type YES ENTER. The system will display three additional fields under a header "Print a Manual AP Check" as shown in the following input screen (items in bold type are examples):
  

  The vendor and date of the check will be shown as entered and the system will prompt you for the check number. Enter it and press ENTER. The system will now display four lines to enter the payee's name and address. Press F1 when finished.

  

  Fill in the check stub as needed.

  

  The printer selection screen will appear. Type the printer number and number of copies. Be sure you have properly positioned the check in the printer and press ENTER. The check will now be printed and the invoice entering procedure will continue with the prompt "Is this information correct?" as shown below.

• Check Number

  If you marked this invoice as prepaid, and you answered NO to the prompt above "Do you want to type this check now?," type the number (6 digits) of the check you prepared by hand and press ENTER.

The system will prompt:

• Is this information correct? YES

  If you need to go back and make corrections or changes, type NO ENTER. The system will prompt:

• Do you want to delete this invoice ? ___

  Type NO ENTER, and the invoice input fields will be underlined, indicating they are in edit mode. Tab through the input fields using the ENTER key, typing changes as necessary.

When you have made all corrections, press F1 to accept the remainder of the fields. You will again be prompted:

• Is this information correct? YES

  Type NO if you need to go back and make any corrections. You will be able to change any of the fields except the PO number, the vendor ID, and the invoice number. Type YES when you are ready to proceed. The cursor will now be positioned for you to enter a GL account number.

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4-2-1 (Ledger Entries) Enter Accounts Payable Invoices

• GL Account #

  The GL account number field will display either the GL number selected by pressing F5 in the Enter PO number field above, or the GL number previously entered for the selected PO. If F5 was not used and no PO was selected, the GL account number specified for the vendor will be used. Press ENTER again to use this account number, or type the appropriate account number and press ENTER. The description of that GL account will be displayed in the description area for your verification.

• Division #

  Type the division number (in general ledger), if requested.

• Distributed Amount

  Type the amount to be distributed to this GL account.

  If the invoice amount is to be distributed to this GL account only, press ENTER, END.

  If the invoice amounts will be distributed to two or more GL accounts, you will be typing two or more general ledger distribution lines, the sum of which will equal the total invoice amount. Type the amount to be distributed to this general ledger account and press ENTER.

Press ENTER again (or INS, if applicable) to add another line and make another set of entries to the second ledger line (these lines are numbered to the left of the GL number). Continue this process, adding ledger lines for each general ledger number for which you need to distribute a portion of the invoice. When no more ledger entries are required, press END. The invoice amount and total distribution will be compared.

If the amounts balance, the system will record the transaction and check to see if the ledger accounts used require postings to job cost.

If the ledger account(s) do not require job cost postings, the system will return to PO number for a new entry.

If the ledger account(s) require job cost postings, the system will go to job cost line posting.

If the amounts are not in balance, the system will display an Out of balance message and request the following:

• Invoice amount is $

  (Dollar amount of invoice)

• G/L Dist. amount is $

  (Total amount distributed to GL)

• Difference is $

  (Amount out of balance)

The ledger lines must be balanced with the invoice amount by either changing the amounts in the GL postings or adding or deleting one or more GL posting lines.

NOTE: You will not be able to leave the ledger posting area until the total amount posted to the ledger account(s) equals the total amount of the invoice.

• Description

  When the GL number is filled in, the field displays the name of that GL account for verification. After entering the distributed amount, press ENTER. The description field will automatically be completed by a system-generated description of the entry (vendor ID and invoice number). This description is for auditing purposes and normally cannot be changed by the operator.

  NOTE: Management can allow updating of this description field by changing the control record for this area in 13-8-1, described in the AP Setup Instructions.

4-2-2 (Job Entries) Enter Accounts Payable Invoices

From the menu at the bottom of your screen, press INS to add a posting to the job cost, if not already prompted for a job ID.

The job, phase, and category will be requested in a manner similar to the ledger lines. If the PO system is in use, the job, phase, and category will be displayed from information entered with the PO.

• Job #

  Type the ID [H] for the job to charge for the materials or services represented by this invoice.

• Phase ID

  Type the ID [H] for the phase of the job to charge for the materials or services represented by this invoice.

Category code

Specify the expense category code for the material being purchased.

M = material N or C = consumables S = subcontract H = overhead

E = equipment O = other B = burden L = labor

NOTE: These category codes are specified by you in 7-1-1 Job Description Maintenance on the fifth screen under this selection, called phase expense categories. The categories listed above are typical, but are user-defined in 7-1-1.

• Distributed amount

  Type the amount to be distributed to this phase of the job. If the total invoice amount is to be distributed to this job, press ENTER.

  If the invoice represents amounts that need to be distributed to two or more jobs and/or phases, press ENTER or INS to add another line, as applicable. Post another set of entries to the job line. If no more entries are required, press END.

  The portion of the invoice amount that must be charged to jobs and the total distribution will be compared.

  If amounts are in balance, the system will record the transaction and return you to the first screen in this procedure.

  If the amounts are not in balance, the system will display this message:

  *** JC DISTRIBUTION AMOUNT IS INCORRECT ***

  • Amount to distribute: (Dollar amount of invoice charged to job-related GL accounts)
  • JC distributed amount is: (Total amount distributed to jobs)
  • The difference is: (Amount out of balance)

  The job entry lines must be balanced with the invoice amount by either changing the amounts in the job entries, or adding or deleting one or more job posting lines.

  NOTE: You will not be able to leave the job entry area until the total amount entered to the job(s) equals the total portion of the invoice that must be charged to jobs.

• Description

  When the Job ID is first filled in, the field displays the name of the job for verification. After filling in the distributed amount, press ENTER and the description field will be completed automatically (vendor ID and invoice number). This description is for auditing purposes and generally cannot be changed by the operator.

  NOTE: Management can allow updating of this description field by changing the control record for this area in 13-8-1, described in the AP Setup Instructions.

If no more job entries are required, press END. If the job postings are in balance, the system will return you to the first screen in this procedure.

If there are more invoices to input from this vendor, press ENTER.

NOTE: The same vendor ID remains on this screen until you change it. This facilitates entering a group of invoices from one vendor.

If there are invoices to input from a different vendor, type the new vendor ID to continue.

NOTE: To exit this area, "blank out" the vendor ID, and press ENTER.

Deleting Payables Invoices

• To delete an invoice which has not been processed past step 4-5

  Go to 4-2 Posting Accounts Payable and fill in the vendor ID and invoice number. The system will display the invoice information entered previously, and the system will prompt:
  • Is this information correct ? YES

    Type NO ENTER. The system will then prompt:

  • Do you want to delete this invoice ? __

    Type YES ENTER. This invoice has been deleted from the system and can now be entered correctly or set aside for future consideration.

• To correct an invoice which has been processed past step 4-5

  Once you have begun step 4-6 Print AP Checks or 4-8 Payables Distributions, you can only correct an invoice by posting a credit memo. Both the invoice you wish to correct and the credit memo must be marked as prepaid to "wash out" this transaction and remove it from the aging reports. Removing these invoices is accomplished in two steps:
  1. Mark the invoice you wish to correct as prepaid

     Go to 4-3-1 AP Payment Selection by Vendor, type the vendor number, and press ENTER. The system will display all unpaid invoices for this vendor for the range of dates you specify. Select 5 = prepaid and enter the invoice number.

     You need to complete only the invoice amount paid and the check number. Type 00000 for the check number. You will use this same check number in the next step.

  2. Post a credit memo

     Post a credit memo by posting a new invoice for the same vendor (including the GL and job posting entries). It should be the same as the original except for a credit figure as the invoice amount (enter an amount equal to the original invoice with a minus sign). Specify P for prepaid in the pay now field and 00000 for the check number.

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4-3 AP Payment Selection

The following procedure lets you release invoices for full or partial payment. Selecting 4-3 AP Payment Selection will first prompt:

Accounting date for this cycle of payables 07/25/02 for mary

This is a reminder of the accounting date for the cycle of payables for which you are about to select invoices for payment. If this is not the correct accounting date for the payment of these invoices, press ENTER to exit, and go to step 4-11 to change to another cycle or start a new cycle.

Click here for instructions on how to pay retainage on an invoice.

When ready to continue, press the space bar. The system will display the following screen:

Select one of the following options:

• 4-3-1 Payment Selection by Vendor

  This allows you to select invoices from each vendor to pay. This affects only the vendors specified.

• 4-3-2 Payment Selection by Discount Date

  This allows you to select invoices for payment according to their discount dates. This affects all vendors.

• 4-3-3 Payment Selection by Invoice Date

  This allows you to select invoices for payment according to the date of the invoice. This affects all vendors.

• 4-3-4 Payment Selection by Job/Invoice Date

  This allows you to select invoices for payment for a specified job, by the invoice date. This affects one or all vendors.

• 4-3-5 Put All Invoices Back on Hold

  This allows you to put all invoices for one or all vendors, and one or all jobs, previously selected to be paid, back on hold.

• 4-3-6 Cash Requirement Report

  This prints a report of the cash needed to pay invoices for specified dates.

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4-3-1 Payment Selection by Vendor

This selection displays the following message:

• By DUE, INVoie or DISCount date ?

  Type DUE for payments to be selected by due date, ENTER.

  Type INV for payments to be selected by invoice date, ENTER.

  Type DISC for payments to be selected by discount date, ENTER.

An input screen for the selection of invoices to be paid will be displayed:

• Vendor ID

  Type the vendor ID [H] and press ENTER

  If the vendor ID is invalid, an error message will be displayed and the system will prompt for another vendor ID [H]. When a valid vendor ID is chosen, their full name will be displayed. You will be asked to fill in the start and ending dates:

• Start date / /

  This is the oldest invoice you want selected to be paid in this group.

• Ending date / /

  This is the newest invoice you want selected to be paid in this group.

  NOTE: These dates define the range of invoice, discount or due dates (as selected above) you want to pay today. If you want to pay only today's invoices, the start and ending dates are today's date. If you leave the start date blank, all invoices that have not coded H (indefinite hold) or P (prepaid) will be selected through the ending date.

• Direct/List

  If you will be entering invoice numbers from a printed list and do not want to wait for them to be displayed, select the Direct mode. If you want to scroll through all the invoices and mark them one at a time (mark some as prepaid, put some on hold, and release the rest for payment), select the List mode (on slow computers and with many invoices, you may experience a considerable delay for invoices to be processed and displayed.)

  Depending on which mode you select, you'll see one of the two screens below:

  

   

  

  Below is a list of these fields and the action to be taken. In List mode, use F1, F2, F4, F6 and F9 as "shortcut" keys instead of typing in the number of the operation you want to perform.

  • SELECT OPERATION (1, 2, 3, 4, 5, or 0 to exit):

  • (F1) 1 = Release for payment

    (To release a selected invoice for payment)

  • (F2) 2 = Partial payment

    (To release a partial payment on a selected invoice)

  • (F4) 3 = Release all invoices for payment

    (To release all invoices for payment which fall within the dates specified except those with a pay code of "H")

  • (F6) 4 =Place on/take off indefinite hold

    (To put an invoice back on hold,indefinite hold, or take off indefinite hold)

  • (F9) 5 = Mark as prepaid

    (Mark an invoice as paid with a hand check)

  If you selected List, use the HOME, ARROW or PAGE keys to highlight it. Alternately, type enough of the number of an invoice selected from one of the AP analysis reports generated in #4-9 or #4-3-6. Press F1 to release it for payment, F2 to make a partial payment, F6 to put it on hold, or F9 to mark it as prepaid. Press F4 to release all invoices for payment. (See 1 through 5 below for more detail.)

  Alternately, you can press ENTER and type the number of the operation you wish to perform as follows:

  4-3-1-1 To release an invoice for payment

  • Invoice number
    Type the number of an invoice selected from one of the AP analysis reports generated in #4-9 or #4-3-6. If the number is valid, the cursor will return for another invoice number. That invoice is now been marked to be paid with the next run of checks.

  4-3-1-2 To make a partial payment on an invoice

  This procedure works just as 4-3-1-1 above, except that after a valid invoice number has been typed, the system will prompt:

  • Amount paid
    Here you should indicate the amount you wish to pay on this invoice at this time. Type the amount and press ENTER.

  Paying retainage on an invoice: Use this selection (make partial payment) to pay the retainage portion of an invoice, after the non-retainage portion has been fully paid. Enter the total unpaid balance (the retainage portion) in Amount paid (above). The system will recognize that you have paid the retainage. If you pay less than the full amount of the invoice, the system assumes it is a regular payment on the invoice even if it results in an overpayment of the non-retainage portion of the invoice. In other words: Total payments on an invoice must equal the invoice total for the system to recognize that you have also paid the retainage, and for the system to remove the retainage amount from "retainage payable" in the general ledger.

  The cursor will return to the invoice # field for another invoice number. Note that you are still in the #2 Partial Payment operation. Continue to type invoice numbers until you are either through entering partial payments or you need to see more invoices. Pressing ENTER when the invoice # field is blank will prompt you to select an operation.

  4-3-1-3 To release all invoices for payment

  NOTE: This operation alone of all AP selection procedures will not select an invoice for payment if it has been coded "H". To pay an invoice coded "H," you must specifically select that invoice for payment using operation #1 Release for Payment, or remove it from "H" status and place it on "N" status using operation #4 Place on Hold/Indefinite. Select it for payment using operation #1 or #3.

  With this process you can decide to pay all invoices for this vendor which fall between the dates specified except those with a pay code of "H". There will be a delay as the invoices are processed. Then you will be asked:

  • DO YOU WANT TO PLACE ANY OF THESE INVOICES ON HOLD ? NO
    If you answer YES ENTER, the cursor will jump to the invoice number field to type the specific invoices you want to place back on hold. Type the invoice numbers one at a time, pressing ENTER after each one. Pressing ENTER when the invoice # field is blank will prompt you to select an operation.

    NOTE: If a vendor has 20 invoices in your system and you wish to pay 17 of them, the easiest way to do this is to select them all for payment and put three back on hold.

  4-3-1-4 To put an invoice back on hold, indefinite hold or take off hold

  You can put an invoice back on hold which you previously marked to be paid during this cycle. You will be prompted for:
  • Invoice number:
    Type the invoice number you wish to hold and press ENTER. You will be prompted:

  • Put on indefinite hold? NO
    If you answer this YES ENTER, then the invoice will be put on H, indefinite hold, and cannot be selected for payment until it is released (using this same procedure) or until manually selected for payment using step 4-3-1-1 (above).

    Answering NO ENTER will cancel this procedure or change the status of an invoice from H, indefinite hold to N, hold for later payment.

  4-3-1-5 To mark as prepaid

  Use this step to mark an invoice P, prepaid. This will be an invoice previously entered into the computer, then paid with a manual check. The screen will prompt:
  • Invoice number:
    Enter the number of the prepaid invoice.

  • Amount paid:
    Enter the amount of the prepayment.

  • (Non)Disc $:
    Enter the amount of the discount taken, if any. Next, you’ll be prompted:

  • Type this check now?
    Answer YES if you want to print the check. You will be prompted for check number and date and be allowed to update the vendor name and address as they will appear on the check.

  • Disc %:
    Not used for prepaid invoices.

  • Check #:
    Enter the number of the check paying the invoice or the number of the check to be printed now, as applicable.

  • Date:
    Enter the date of the check.

  At SELECT OPERATION, choose 0 and press ENTER, or in List mode, press END. You'll be prompted to ENTER another vendor ID.

  Press ENTER again and you will return to the 4-3 AP Payment Selection menu.

4-3-2 Payment Selection by Discount Date

Selecting this procedure will display the following input screen:

This procedure is similar to 4-3-1 above, except the system will prompt for beginning and ending discount dates, without a vendor ID.

First, type the Starting discount date: and press ENTER. This is the oldest discount date you want included in this cycle of invoices to be paid. If this is left blank, the system will select all invoices older than the ending discount date, no matter how old they are.

Next, type the Ending discount date: and press ENTER. This is the most recent due date you want included in this cycle. You must type a date here; this helps prevent selecting more invoices than you want. Leaving both the starting and ending due dates blank will exit the area.

The screen will then display invoices with discount dates in the selected date range.

Invoices are displayed in groups of vendors. To see the invoices for a particular vendor, type in the first part of that vendor's ID.

NOTE: Press the F1, F2, F6 or F9 keys to perform the corresponding operation on the highlighted invoice, or F4 to release all invoices for payment.

Press END ENTER ENTER to exit.

Alternately, highlight an invoice and press ENTER.

The SELECT OPERATION: area essentially works the same way as it does in 4-3-1 Payment Selection by Vendor (above) except invoices are chosen by, and you are prompted for, Sequence # instead of invoice number. The sequence number is uniquely assigned by the computer to identify that particular transaction. It is necessary to use the sequence number in this area because invoice numbers can be duplicated from one vendor to another.

From the SELECT OPERATION: area, choose 0 and press ENTER, and the cursor will return to the Enter starting discount date: field; press ENTER ENTER and you will return to the 4-3 AP Payment Selection menu.

4-3-3 Payment selection by Invoice date

This procedure is similar to 4-3-2 Payment Selection by Discount Date above except you are first prompted to type invoice dates instead of discount dates.

First, type the Starting Invoice Date: and press ENTER. This is the oldest invoice date you want included in this cycle of invoices to be paid. If this is left blank, the system will select all invoices older than the ending due date, no matter how old they are.

Next, type the Ending Invoice Date: and press ENTER. This is the most recent invoice date you want included in this cycle. You must type a date here; this helps prevent selecting more invoices than you want. Leaving both the starting and ending invoice dates blank will exit the area.

The SELECT OPERATION: area works the same as in 4-3-2 (above) using sequence numbers to identify specific invoices. From this area, press END ENTER ENTER and you will return to the 4-3 AP Payment Selection menu.

4-3-4 Payment selection by Job/Invoice date

This procedure will allow you to select for payment invoices for a specified job, by the invoice date.

This procedure is similar to 4-3-3 Payment Selection by Invoice Date (above) except you are first prompted to type invoice dates, and then prompted for a job and vendor ID.

First, type the Starting Invoice Date: and press ENTER. This is the oldest invoice date you want included in this cycle of invoices to be paid. If this is left blank, the system will select all invoices older than the ending invoice date, no matter how old they are.

Next, type the Ending Invoice Date: and press ENTER. This is the most recent invoice date you want included in this cycle. You must type a date here. Leaving both the starting and ending invoice dates blank will exit the area.

Third, type the Job ID: and press ENTER. The Job ID: can be selected using the [H] pop-up menu.

If you want to limit invoices to just one vendor, type the Vendor ID here. Otherwise, leave blank.

The SELECT OPERATION: area works the same as in 4-3-3 above using sequence numbers to identify specific invoices. From this area, press END ENTER ENTER and you will return to 4-3 AP Payment Selection menu.

4-3-5 Put all invoices back on hold

This procedure will put some or all invoices, previously selected to be paid in this cycle, back on hold. This is generally used to assist in correcting errors in the payment selection. Selecting this procedure will display the following input screen:

If you are not sure or if you have made a mistake, the default is NO. Press ENTER to return to the 4-3 AP Payment Selection menu.

If you want to put some or all invoices for this cycle back on hold, type YES ENTER. Type the Vendor ID using the [H] pop up menu, if necessary, or press ENTER for all. Type the Job ID or leave blank for all jobs, and press ENTER.

4-3-6 Cash requirements report

This management report projects the total amount of cash needed to pay all invoices (by discount, due or invoice date) over a specific period of time, to aid in the planning of cash flow over that period.

It will print a report of cash needed to pay invoices at four specified future dates. You choose these dates, but they are typically a week apart. On the printer selection screen, type the printer number and the number of copies, and press ENTER. The following input screen will then be displayed:

Specify the dates, from the oldest to the most future date on which to print the invoice balances due by those dates. Decide whether the report will be by Discount, Due or Invoice date. Next, type your chosen four dates, pressing ENTER after each. Then type the date for discount. This is the latest date on which you can pay current invoices and still take the discount. After you have typed all the dates, you are asked if they are correct. If YES, press ENTER. The AP Cash Requirements Report will now print, and the system will return to the 4-3 AP Payment Selection menu. Press ENTER again and you will return to the 4 Accounts Payable menu.

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4-4 Accounts Payable Edit Report

This procedure will print all transactions entered via 4-2 Post Accounts Payable Invoices and all invoices selected to be paid this cycle via 4-3 AP Payment Selection. The purpose of this report is to verify the correctness of the entries before continuing.

This report can reflect both "new invoices" (invoices in the current cycle which have not yet been distributed in step #8) and "old invoices" (invoices which were entered in previous cycles that have been distributed in step #8 and were selected to be paid via 4-3). Report totals will reflect sums of new and old invoices as follows:

On the printer selection screen, type the printer number and the number of copies and press ENTER. You will then be prompted:

• Print by order of entry (rather than by Vendor ID)?

  If you want invoices listed in the order they were entered, answer YES.

• ENTER DATE OF THIS RUN (MMDDYY)

  Fill in the date and press ENTER ENTER.

• Print discount date or source number

  Type D to have the discount date printed, otherwise type S for the source number.

• ARE ENTRIES CORRECT (Y/N)?

  Type Y and press ENTER. The report will now print.

4-5 Prepare/Print Pre-Check Journal

Calculate the discount and net amount for transactions coded to be paid on this cycle. Discounts will be taken if the date given below is before or the same as the discount date of each invoice.

The posted discount date will be compared to the date entered here. Invoices paid on time will have the discounts taken. Type the date and verify its accuracy. If correct, type YES ENTER. The screen will now display this message:

• Print by job?

  If YES, a report will print with a separate check for each job for each vendor. If NO, the report with print one check per vendor, consisting of the sum of multiple invoices due to that vendor. Normally this will be NO, with the job-specified waiver of lien (7-1-1-4, #10 Waiver of Lien Required) controlling separate checks for those jobs for each vendor.

If you selected credit memos to be "paid" in 4-2, and the related job requires a waiver of lien, this can result in a negative check. The system will reclassify the invoices and credit memos on the negative check so that they print as part of the main vendor check, instead of a waiver check.

NOTE: The above steps 4-2 through 4-5 can be performed several times, if necessary. However, make sure the edit report printed in 4-4 and the Pre-Check Journal printed in 4-5 are correct before you continue.

Transactions beyond this point are permanent. Changes will require adjusting entries, not erasure. Check the edit report and the pre-check journal carefully.

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ACCOUNTS PAYABLE PROCESSING

4-6 Print AP Checks

If there are checks to be printed, or if there are manual checks in this cycle, then you must do this procedure.

This procedure prints accounts payable checks and prepares the check register. Checks can be re-printed if you experience a paper jam or printer problem.

• 4-6-1 Print standard checks

  This is the standard procedure and will automatically produce separate checks for each job, vendor, and job requiring a waiver of lien. This procedure prints standard checks, listing each invoice on the check stub (or overflow stub, if the number of invoices exceeds the space available).

• 4-6-2 Print standard checks by job

  This procedure is not normally used. It prints standard checks, one for each job and each vendor. This is used when vendors require separate checks for each job. Again, the corresponding invoices will be listed on the check or overflow stub. See the next few pages for instructions.

• 4-6-3 Print custom checks

  This selection works like 4-6-1, but prints on special custom check forms if desired. See the next few pages for instructions.

• 4-6-4 Void a prior check

  Allows you to void an AP check that has been previously printed. This procedure must be selected before printing today's checks. You must void the check before you select steps 1, 2, or 3 above. On the printer selection screen, type the printer number, the number of copies, and press ENTER. You will then see the following screen (items in bold type are examples):
  

  Enter the vendor ID [H], the check number, and press ENTER. The system will print a copy of the original check information for confirmation. If this is the check you want voided, press YES to continue. If not, press NO to re-enter the check information, or E to exit this procedure.

  After selecting one of the check printing steps 1, 2, or 3 above, the following input screen will be displayed:

  

  Type the appropriate date (must be in correct accounting period), check number, and press ENTER. On the printer selection screen, type the printer number, the number of copies, and press ENTER. You will then be returned to the 4-6 Print AP Checks. Press ENTER again to return to the 4 Accounts Payable menu.

• If the printer jams while printing checks

  You will have to decide whether to:
  1. Cancel the printing, start over, and void the checks already printed, or
  2. Cancel the printing and resume printing checks after the last good check number.

  If you have printed only one or two checks, it is probably easier to start over. If you are in the middle of a large batch of checks and the printer jams, use the procedure below to restart printing in the middle of the batch.

  NOTE: If you are in the middle of a large batch, don't straighten the checks or allow the printing to continue. You will not be printing one or more checks in the middle of the batch and it will require several manual entries to correct. Use one of the following two procedures.

  1. Starting Over

     If you have printed only one or two checks, cancel the job using the F2 key, type cancel, and turn the printer off. Clear the jam and make sure the checks are loaded properly, then start the procedure again as in 4-6 (above) using the first good check as the starting check number.

     NOTE: Physically void these checks by writing void on them. Tell the system the status of those check numbers using 4-2 on the next cycle and by entering an invoice with a -0- amount and showing it prepaid (PO number = void, vendor ID = misc, invoice number = check number, invoice amount = 0, pay now = p), or by way of maintenance on 6-5-4, Enter Manual Checks/Receipts to Register Only, to show the voided checks.

  2. Restarting in the middle

     If you have printed numerous checks before the printer jams, cancel the job using the F2 key, type cancel, and turn the printer off. Clear the jam and make sure the checks are loaded properly, then start the procedure over as in 4-6 (above) using the next available check as the starting check number. Respond to the third prompt by typing the check number of the last good check in the check-printing procedure just canceled. The system will pick up where the jam occurred, printing new checks from that point on.

     NOTE: If any checks were ruined in this process, void them and inform the system as to their status using one of the procedures outlined in the note above.

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4-7 Print AP Check Register

The AP check register prints a complete list of all printed and prepaid check entries. On the printer selection screen, choose the printer number, the number of copies, and press ENTER. When printing is complete, the system will return to the 4 Accounts Payable menu.

4-8 Post Payables Distribution

This procedure processes and prints AP distribution to the posting journal in the general ledger (if used), job cost, and purchase orders.

• 4-8-1 Distribute payables postings to GL, JC, PO

  When this procedure is selected, the screen will prompt:

  • Accounting date for these transactions 07/25/02

    The system will display the date for the cycle of payables entered in step 4-2 when you began posting this cycle of transactions. The system will post entries to the ledger and job cost on this date. The date cannot be changed except by a supervisor in step 4-11-3 Supervisor Override of Cycle ID.

  If the data is correct, press ENTER and proceed. The screen will prompt the following, adding to the screen, one at a time.

  

  • GL bank account for checks 11010:

    This is the GL number of the bank account for checks entered in the original setup. If this is correct, press ENTER.

  • Cash in Bank

    The screen displays the name of the GL bank account for verification.

  • Automatically print distributions also? YES

    • NO
      The AP distributions will be completed without printing.
    • YES
      You will print the distributions to GL and JC in the next two steps.

  • Correct? (Y/N/E) N

    • NO
      The cursor will return to the accounting date to start the procedure again.
    • YES
      This step will be performed, and you will return to the 4-8 Post Payables Distributions menu.
    • END
      This will cancel the procedure, and you will return to the 4 Accounts Payable menu.

• 4-8-2 Print payables posting distributions to GL

  This procedure will print a list of distributions to General Ledger, either cumulatively for the month or for a particular cycle of invoice postings. This is a permanent report and should be safely stored for audit purposes. You will first be prompted:
  

  The date shown will be the default for the cycle you are in. If you have changed cycles and you are going back to print the distribution for a previous cycle, this date must match the date used when making the distribution. If the printed report comes out empty, verify the date as the same one used when running 4-8-1 Distribute Payables to GL, JC, PO (above). Type YES ENTER.

  

  Is this report cumulative for the month?

  • YES
    The printed report will show all AP postings to the general ledger for this month, not just the postings from this cycle.
  • NO
    The default is NO and only the postings specified will be printed.

  Enter reference # to print, or blank for all

  The system fills in the reference number for the cycle you are in. You can print that cycle by pressing ENTER, type another reference number, or blank out the field for all, and press ENTER.

  NOTE: This reference number will be printed on the Payables Distribution to General Ledger and will not be accessible again. If one or more reports are lost and need to be reprinted, the reference line will be left blank and all postings since the beginning of the month will be printed.

On the printer selection screen, type the printer number, number of copies, and press ENTER.

• 4-8-3 Print payables posting distributions to JC

  This prints a list of distributions to job cost, either cumulatively for the month or for a particular cycle of invoice postings. This is a permanent report and should be safely stored for audit purposes.
  

  The date shown is the default for the cycle you are in. If you have changed cycles and you are going back to print the distribution for a previous cycle, this date must match the date used when making the distribution. If the printed report comes out empty, verify the date as the same one used when running 4-8-1 Distribute Payables to GL, JC, PO (above). Type YES ENTER.

  

  Is this report cumulative for the month?

  • YES
    If you answer YES, the printed report will show all AP postings to job cost for this month, not just today's postings.
  • NO
    The default is NO and only the postings specified will be printed.

  On the printer selection screen, type the printer number, the number of copies, and press ENTER.

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4-9 AP Analysis Reports

Selecting this procedure will display the following menu:

• 4-9-1 Analysis/Aging by vendor

  This procedure will print a list of owed invoices. For each vendor, it will age the invoices as 1-30 days old, 31-60 days old, 61-90 days old, and over 90 days old, with totals for each category.

  .

  On the printer selection screen, type the printer number, the number of copies, and press ENTER. You will see this screen:

  

  Date for this analysis: This is the aging date. No invoices dated later than this date will be printed. Type the date for this report or use the default date, which is today's date, and press ENTER.

• Short report?

  • NO: The default will print a detailed report showing invoices due to a vendor, and totals by aging category for each one; press ENTER.
  • YES: This will print a summary report, listing each vendor and totals of the aging categories for each one; type YES ENTER.

• Vendor to print or blank for all

  Choose a particular vendor ID [H] or blank for all; press ENTER.

• Job to print or blank for all

  Choose a particular job ID [H] or blank for all; press ENTER.

• Print by Name (or ID)

  : Type N for vendors listed by name or I to have them listed by ID.

• Age by:

  1. Invoice date
  2. Discount date
  3. Due date

  Enter the number for the type of date you want to use for aging.

• Print by:

  1. Percent
  2. Discount date
  3. Due date

  Enter the number for what you want printed in the fourth column.

• Contested (indefinite hold) only or All:

  Type C to list invoices on indefinite hold, otherwise, type A for all.

  .

• Sub-contractors (Y/N/B)?

  • Y to print vendors marked as sub-contractors
  • N to print vendors not marked as sub-contractors
  • B to print both categories

  .

• Correct (Y/N/E)

  • Y to start printing
  • N to go back and make corrections
  • E to return to the menu without printing this report

  .

.

4-9-2 Display/Print vendor invoice history

This procedure will display or print a list of all invoices for a selected range of dates showing job ID, invoice date, invoice number, invoice amount, and for paid invoices, the check date, check number, check amount, and whether or not the check has cleared the bank.

.

• Print

  The default NO will display the report on the screen. Type Y ENTER to print the report.

  .

• GL cash account

  The system displays the GL number for the cash account specified in the original setup. If this is correct, press ENTER.

  .

• Beginning date - RET for earliest

  Type the date for the oldest invoice you want displayed or leave blank to display all invoices in the system; ENTER.

  .

• Ending date - RET for latest

  Type the date for the newest invoice you want displayed or leave blank to display all invoices in the system; ENTER.

  .

• Display PO # instead of check $

  The default NO will display the amount of the check on the report. Typing YES ENTER will display the PO number on the report instead.

  .

• Vendor to display

  Fill in the vendor ID [H] or type * for all vendors; press ENTER.

  .

• Job to display

  Fill in the job ID [H] or leave blank for all jobs; press ENTER.

  .

If you answered YES to the print report option, you will now see the printer selection screen. Type the printer number, the number of copies, and press ENTER. Your report will now print and the screen will return to the 4-9 AP Analysis Reports menu.

If you answered NO, the screen will display a report according to the parameters you defined:

You can use the ARROW, PAGE and HOME keys to scroll up and down and jump to the first/last invoice or type enough of the number of an invoice for it to show up. Press ENTER on a highlighted invoice to see the payment history (when the a check number or PO is displayed in the last column). Press F1 to switch back and forth between PO and check numbers in the last column.

.

Press END when finished and the screen will return to the 4-9 AP Analysis Reports menu.

.

4-9-3 Analysis/Aging by job

This prints an aging report by invoice number, date, and job, and it will age the invoices as 1-30 days old, 31-60 days old, 61-90 days old, and over 90 days old, with totals for each category.

.

On the printer selection screen, type the printer number, the number of copies, and press ENTER. You will see the following:

• Date for this analysis

  The default is today's date, but you can type in any date.

  .

• Summary only per vendor?

  Answer YES if you only want one line per vendor, rather than listing all invoices.

  .

• Enter beginning job ID

• Enter ending job ID

  Enter a range of job IDs or just leave blank for all jobs.

  .

• Entries correct?

  No to go back and correct above entries, YES to start printing; press ENTER. Your report will now print, and the screen will return to the 4-9 AP Analysis Reports menu.

  .

.

4-9-4 Display/Print job invoice history

This displays or prints a report of all invoices for a job, or a group of invoices selected by invoice dates, showing the vendor ID, invoice date, invoice number, invoice amount, check date, check number, check amount, and whether or not the check has cleared the bank.

.

You will see the following:

• Print

  The default NO will display the report on the screen. Type Y ENTER to print it.

  .

• GL cash account

  The system displays the GL number for the cash account specified in the original setup. If this is correct, press ENTER.

  .

• Beginning date - RET for earliest

  Type the date for the oldest invoice you want displayed or leave blank to display all invoices in the system; ENTER.

  .

• Ending date - RET for latest

  Type the date for the newest invoice you want displayed or leave blank to display all invoices in the system; ENTER.

  .

• Display PO # instead of check $

  The default NO will display the amount of the check on the report. Typing YES ENTER will display the PO number on the report instead.

  .

• Job to display

  Fill in the job ID [H] and press ENTER.

  .

• Vendor to display

  Fill in the vendor ID [H] or type * for all vendors; press ENTER.

  .

If you answered YES to the print report option, you will now see the printer selection screen. Type the printer number, the number of copies, and press ENTER. Your report will print and the screen will return to the 4-9 AP Analysis Reports menu.

If you answered NO, the screen will display a report according to the parameters you defined:

Use the ARROW, PAGE and HOME keys to scroll up and down and jump to the first/last invoice, or type enough of the invoice number for it to show up. Press ENTER on a highlighted invoice to see the payment history (when a check number or PO number is displayed in the last column). Press F1 to switch back and forth between PO and check numbers in the last column. Press END when finished, and the screen will return to the 4-9 AP Analysis Reports menu.

4-9-5 Cash requirements report

This procedure prints a report by vendor showing all invoices due by invoice or due date (your option) for four user-defined dates. Unlike an aging report that shows how old invoices are, this looks at invoices that are not yet due and projects their due dates into the future. This report allows management to analyze the cash needs of the company in order to manage cash flow.

.

On the printer selection screen, type the printer number, the number of copies, and press ENTER. The following input screen will be displayed:

This input screen allows you to specify the dates, from the oldest to the most future date, on which to print the invoice balances due by those dates.

First, specify whether the report will be by Discount, Due or Invoice date.
Next, type the four dates just discussed, pressing ENTER after each.

Last, type the date for discount. This is the latest date on which you can pay current invoices and still take the discount. When you have typed all the dates, you are asked if they are correct. If YES, press ENTER. The AP Cash Requirements Report will now be printed and you will return to the 4-9 AP Analysis Reports menu.

.

4-9-6 Print Retainage Payable

This procedure prints an analysis report of retainage payable for one or all vendors. You can print a short report showing only the retainage totals by vendor or a long report showing a breakdown of jobs and invoices totaled by vendor.

.

On the printer selection screen, type the printer number, the number of copies, and press ENTER. You will see the following screen (items in bold type are examples):

• Date for this analysis

  Press ENTER for an analysis of retainage payable through today's date, or change the date as required.

  .

• Short report? NO:

  Press ENTER to get a detailed report listing all jobs and invoices for a specified vendor(s). Type YES ENTER for a short report with only totals per vendor.

  .

• Vendor to print or blank for all

  Specify one vendor ID [H] or press ENTER for a report showing all vendors.

  .

• Correct?

  Press NO ENTER to go back and make changes. Type YES ENTER when you are ready to continue.

  .

The analysis report will print and the system will return to the 4-9 AP Analysis Reports menu.

.

4-9-7 Analysis/Aging by vendor - plus payments

This procedure allows you to print an AP analysis/aging report as of a date prior to today's date, showing all invoices payable on that report date, even though they may already have been paid.

.

On the printer selection screen, type the printer number, the number of copies, and press ENTER. You will see the following (items in bold type are examples):

• Date for this analysis

  Specify the analysis date and press ENTER.

  .

• Vendor to print or RET for all

  Specify a vendor ID or press ENTER to produce a report with all vendors.

  .

• By vendor ID or name

  Type I to list vendors by ID or N to list by vendor name.

  .

• Print vendor total only?

  Answer YES to list only one line per vendor.

  .

• Print detail/w paymts (or aging)

  Answer YES if you want amounts paid, retainage, and balance due listed. Answer NO if you want the 1-30, 31-60, 61-90 days aging listed.

  .

• Age by

  1. Invoice date
  2. Discount date
  3. Due date
  Enter the number for the type of date you want to use for aging.

  .

• Cut off source number (or blank)

  If you want to only look at invoices up to a certain AP source number (vendor/invoice), enter it here. Otherwise leave blank.

  .

• Sub-contractors (Y/N/B)?

  • Y to print vendors marked as sub-contractors
  • N to print vendors not marked as sub-contractors
  • B to print both categories

  .

• Correct Y/N/E

  • Y to start printing
  • N to go back and make correcttions
  • E to return to the menu without printing this report

  .

If you answered YES, this analysis report will be printed and the system will return to the 4-9 AP Analysis Reports menu.

.

Enter invoice #

You can specify an invoice number if you know it, or leave blank and press ENTER.

Leaving the invoice number blank, you'll then be prompted:

Beginning date
Ending date

Using the ARROW, PAGE or HOME keys, or by typing enough of the invoice number for it to show, select the invoice you wish to see and press ENTER.

If you want to exit this area, press END. You can then specify another vendor ID, or press ENTER again to exit this procedure.

To view additional information on a specified invoice, highlight the invoice number and press ENTER. The system will display a screen similar to the original invoice entry screen, showing general ledger postings as in the following example:

As you can see, this screen provides you with most of the original information entered to create this invoice as well as the source number and general ledger entries.

Press the space bar to continue, and the system will display this screen with the job entries, if there were originally any entries to a job.

Press the space bar again, and the system will display the check number, date, amount, and other pertinent information about all payments made on this invoice, as in the following example:

This screen is especially helpful when researching the status of payments to a vendor. Press the space bar again and you will be prompted:

• Print this invoice?

  Answer YES if you want to print the information you have just seen; press ENTER.

  To leave this area, blank out the vendor ID when prompted (space bar or F8), and press ENTER. You'll be returned to the 4-9: AP Analysis Reports Menu.

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4-11 Cycle ID Status/Change

NOTE: For an explanation of AP cycles, see the Summary of Payables Procedures.

These procedures display the status of different AP cycles, start new cycles, and change from one cycle to another. They tell you which steps have been completed and then return to unfinished cycles. In addition, 4-11-3 allows the supervisor to take over another operator's cycle, if necessary. Selecting this procedure will display the following menu:

• 4-11-1 Display Cycle Status

  This procedure displays the last payables step performed (cycle status) for each cycle of payables in progress. You can display the cycles for a specified user or for all users. This selection will first prompt:

  • User or blank for all ____

    Type the user name of a particular user or leave blank for all, and press ENTER. The screen will then display the following (items in bold type are examples):

  

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• 4-11-2 Change Cycle IDs

  This procedure allows you to change your cycle to an existing cycle or start a new one by assigning a new cycle ID.

  Selecting this procedure will prompt:

  Cycle ID to use 07/01/02

  Type the cycle ID chosen from 4-11-1 and press ENTER to return to an existing cycle. You can start a new cycle by typing any single character and pressing ENTER. You’ll be prompted for it's accounting date. Otherwise, the accounting date for the selected cycle will be displayed if the cycle has not been completed through the 4-8: Post Payables Distribution step.

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• 4-11-3 Supervisor override of cycle ID

  This selection will first prompt:

Closed accounting period date 07/01/02

This date is provided for internal control purposes and allows supervisors to specify a limiting date for all posting. This means that a payables clerk cannot start a payables cycle dated prior to the "closed accounting period date" specified by the supervisor, thereby preventing GL posting to a previous closed out period. Typically, this would be the date at the end of the period last closed (the end of the previous month). If you do not want this kind of control, a date of 01/01/10 could be entered here.

Normally, each operator is responsible for his/her cycle and that cycle should be finished every day or so. One operator cannot access another operator's cycle. This procedure allows the supervisor to take over another operator's cycle if necessary. This selection will next prompt:

User name                    cycle ID       /   /  

Type the user name you wish to override and press ENTER. Next, type the single letter cycle ID, if the cycle has one, and press ENTER. Lastly, type the accounting date for this cycle ID and press ENTER. The system will return to the #4 AP main menu, and you will now have access to the other operator's cycle. This cycle ID will be displayed in the header, "ACCOUNTS PAYABLE for mary" (for example), verifying the cycle ID you have now assumed.

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4-12 Delete Paid Invoices by Date

This procedure allows you to delete old invoices. You'll be prompted:

Enter cutoff date

Enter the last invoice date through which you want to delete invoices.

Delete only if PO deleted:

Answer YES if you want to delete invoices if their accompanying PO has been deleted.

Delete only if job closed or deleted:

Answer YES if you want to delete invoices if their job has been deleted or is closed.

OK TO START DELETE:

This is your last chance to abandon this action. Answer YES and press ENTER to start deleting invoices.

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4-13 Certificate of Insurance

This selection allows you to maintain and print certificates of insurance information for vendors:

• 4-13-1 Certificate of insurance maintenance

  This selection presents the following maintenance screen (note: this data is also available through 4-1-2: Miscellaneous Vendor Data):

Enter Vendor ID

Enter the ID [H] of the vendor.

1. Certificate of insurance required

If purchases from this vendor requires a certificate of insurance answer YES. When entering invoices from this vendor in 4-2, you'll be warned if the certificate of insurance has expired (see exp date, next).

2. Certificate of insurance exp date

If you answered YES above, enter the expiration date of the certificate of insurance for this vendor.

3. Insurance excess liability limit

4. Insurance general liability limit

5. Insurance auto liability limit

6. Insurance work comp liability limit

These amounts and dates are notational only.

7. Subcontractor Flag:

Answer YES if this vendor is a subcontractor.

ENTER A FIELD # TO BE CHANGED OR ALL

Type the number of the field you wish to change or type ALL to access all fields; press ENTER. To exit, press ENTER, and you will be prompted for another vendor ID. Press ENTER again, and you'll be returned to the menu, 4-13: Certificate of Insurance.

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• 4-13-2 Print certificate reports

  This selection presents the following menu:

• 4-13-2-1 Print all vendors with certificate of insurance

  This selection will print a list of all vendors with a certificate of insurance, listing the vendor ID and name, expiration date, and the values and dates in the insurance fields, as entered in 4-13-1.

• 4-13-2-2 Print only vendors with expired certificates

  This selection will print a list of all vendors with an expired certificate of insurance, listing the vendor ID and name, expiration date, and the values and dates in the insurance fields, as entered in 4-13-1.

• 4-13-2-3 Print by certificate expiration date

  This selection will print a list of all vendors with a certificate of insurance with expiration dates prior to the entered cut-off date, in order of expiration dates, listing the vendor ID and name, expiration date, and the values and dates in the insurance fields, as entered in 4-13-1.

• 4-13-2-4 Print all subcontractors

  This selection will print a list of all vendors with a certificate of insurance who are also marked as being sub-contractors, listing the vendor ID and name, expiration date, and the values and dates in the insurance fields, as entered in 4-13-1.

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