Accounts Payable Workbook

Transcription

1 H A R D G O O D S Accounts Payable Workbook with reference information Personalized By: (your name) for: (store name)

2 This manual contains reference information about Triad s hardgoods line of software products. The software described in this manual, as well as the manual itself, are furnished under the terms and conditions of a license agreement. The software consists of software options which are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Triad. From time to time, Triad makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens which appear in the manual may differ somewhat from the version of the software provided to you. Created by Learning Products Development for Triad Systems Corporation Copyright 1991, 1994 Triad Systems Corporation. All rights reserved. Printed in the United States of America. Hardgoods Division 3055 Triad Drive Livermore, CA Proprietary Rights Notice: This material contains proprietary information created by MCBA, Glendale, California, USA, the possession, use and/or disclosure of which is subject to MCBA's duly authorized license agreement and or written permission. Copyright Notice: Copyright 1986, 1988 MCBA, an unpublished work. All Rights Reserved. Publication No Revision No. 4711

3 Contents Using This Workbook 1 In This Section 1-1 About Accounts Payable 1-1 Who Should Use This Workbook 1-2 About This Workbook 1-2 Tabbed Sections 1-2 Conventions Used in This Workbook 1-3 Where to Get Help 1-6 Introduction to Accounts Payable 2 What Should You Know About Accounts Payable 2-1 Moving Through Screens 2-1 Function Keys 2-1 About Account Numbers 2-2 Personalizing This Workbook 2-4 Before Class 2-4 During Class 2-4 After Class 2-4 The Goal 2-5 What Does the System Need to Produce a Check 2-5 Introducing Accounts Payable 2-6 iii

4 Setting Up Accounts Payable Constants3 Big Picture 3-1 ACON Accounts Payable Control File Maintenance 3-3 Step 1 Setting Up Accounts Payable Constants 3-3 ADMT AP Valid G/L Account File Maintenance 3-9 Step 2 Setting Up Valid G/L Accounts 3-9 ABMU Bank Code File Maintenance 3-11 Step 3 Setting Up Bank Codes for Cash Account(s) 3-11 ACMU Terms Code File Maintenance 3-13 Step 4 Setting Up Terms Codes 3-13 MVR Vendor File Maintenance 3-15 Step 5 Updating Vendor Files 3-15 AADM Automatic A/P Account Distribution 3-17 Step 6 Setting Up Expense Distribution(s) 3-17 ATMU New AP Transaction Processing 3-19 Step 7 Loading Existing Balances 3-19 Lab Exercise 3-21 Step 1 Setting Up Valid G/L Accounts 3-21 Step 2 Setting Up Bank Codes for Cash Account(s) 3-22 Step 3 Setting Up Accounts Payable Constants 3-22 Step 4 Setting Up Terms Codes 3-23 Step 5 Updating Vendor Files 3-24 Step 6 Setting Up Expense Distribution(s) 3-24 Step 7 Loading Existing Balances 3-25 iv

5 Processing Transactions 4 Big Picture for Processing Transactions 4-1 Big Picture for Entering and Posting Transactions 4-3 Big Picture for Entering Recurring Invoices 4-5 Big Picture for Changing Due Dates and Discounts 4-7 ATMU New AP Transaction Processing 4-9 Step 1 Entering and Posting Transactions 4-9 APRM Recurring Voucher Processing 4-15 Step 2 Entering Recurring Invoices 4-15 AAMU A/P Invoice Adjustment 4-19 Step 3 Changing Due Dates and Discounts 4-19 Lab Exercise 4-23 Step 1 Entering and Posting Transactions 4-23 Step 2 Entering Recurring Invoices 4-28 Step 3 Changing Due Dates and Discounts 4-28 Checklist 4-29 Paying Bills 5 Big Picture 5-1 RACR Print Cash Requirements Report 5-3 Step 1 Planning Payment Strategies 5-3 APMU Payment Preparation 5-7 Step 2 Selecting Transactions for Payment 5-7 APCM Check Processing 5-15 Step 3 Printing and Posting Checks 5-15 ATMU New A/P Transaction Processing or APCM Manual Payments Processing 5-19 Step 4 Entering Prepaid Transactions or Manual Checks 5-19 v

6 Lab Exercise 5-23 Step 1 Planning Payment Strategies 5-23 Step 2 Selecting Transactions for Payment 5-23 Step 3 Printing and Posting Checks 5-23 Step 4 Entering Prepaid Transactions or Manual Checks 5-24 Checklist 5-25 Checking Entries for General Ledger 6 Big Picture 6-1 RAGL AP Distribution to G/L Report 6-3 Steps 1, 2, and 3 Checking Entries for General Ledger 6-3 Lab Exercise 6-5 Steps 1, 2, and 3 Checking Entries for General Ledger 6-5 Voiding and Reconciling Checks 7 Big Picture 7-1 APCM Check Processing 7-3 Step 1 Voiding Unposted and Posted Checks 7-3 ACKR Check Reconciliation 7-7 Step 2 Reconciling Checks 7-7 Lab Exercise 7-11 Step 1 Voiding Unposted and Posted Checks 7-11 Step 2 Reconciling Checks 7-11 vi

7 Maintaining Files 8 Big Picture 8-1 AVIQ Vendor Account Inquiry 8-3 Step 1 Displaying the Open Item File 8-3 RAOI Print A/P Open Item Report 8-7 Step 2 Printing the Open Item File 8-7 APGI and APVM Purge A/P Invoice Files and Purge Temporary Vendors 8-9 Steps 3 and 4 Purging Paid Invoice Detail File and Temporary Vendors 8-9 Lab Exercise 8-11 Step 1 Displaying the Open Item File 8-11 Step 2 Printing the Open Item File 8-11 Steps 3 and 4 Purging Paid Invoice Detail File and Temporary Vendors 8-11 End-of-Year 9 APCT Clear Vendor YTD Accumulators 9-3 Step 1 Clearing YTD Fields in Function MVR 9-3 RA99 Print Federal 1099 Forms 9-5 Step 2 Printing 1099 Forms 9-5 Lab Exercise 9-7 Step 1 Clearing YTD Fields in Function MVR 9-7 Step 2 Printing 1099 Forms 9-7 vii

8 Questions You May Have 1 0 About Setting Up Accounts Payable Constants 10-1 About Processing Transactions 10-3 About Paying Bills 10-4 About Checking Entries for General Ledger 10-6 About Voiding and Reconciling 10-7 About Maintaining Files 10-8 About End-of-Year 10-9 Functions 1 1 What is This Section For? 11-1 Codes in the Screen Samples 11-1 AADM Vendor Auto Distribute Maintenance AADM-1 AAMU A/P Invoice Adjustment AAMU-1 ABMU Bank Code File Maintenance ABMU-1 ACKR Check Reconciliation ACKR-1 ACMU Terms Code File Maintenance ACMU-1 ACON A/P Control File Maintenance ACON-1 ADMT AP Valid G/L Account File Maintenance ADMT-1 AJMT Job File Maintenance AJMT-1 APCM Check Processing APCM-1 APCT Clear Vendor YTD Accumulators APCT-1 APGI Purge A/P Invoice Files APGI-1 APMU Payment Preparation APMU-1 APRI Reset A/P Invoice File APRI-1 APRM Recurring Voucher Processing APRM-1 APVM Purge Temporary Vendors APVM-1 ATMU New A/P Transaction Processing ATMU-1 AVIQ Vendor Account Inquiry AVIQ-1 MVR Vendor File Maintenance MVR-1 viii

9 Reports 1 2 What Is This Section For? 12-1 Cross-Reference 12-1 AAMU A/P Invoice Adjustment, Menu Option 4 (Print Adjustment Edit List) AAMU-1 AAMU A/P Invoice Adjustment, Menu Option 5 (Post Invoice Adjustment Register) AAMU-1 ABMU Bank Code File Maintenance, Menu Option 4 (Bank Code Report) ABMU-1 ACKR Check Reconciliation, Menu Option 2 (Print A/P Check Reconciliation Report) ACKR-1 ACMU Terms Code File Maintenance, Menu Option 4 (Terms Code Report) ACMU-1 ADMT AP Valid G/L Account File Maintenance, Menu Option 4 (Print Valid G/L Accounts List) ADMT-1 AJMT Job File Maintenance, Menu Option 4 (Print Job List) AJMT-1 APCM Check Processing, Menu Option 1 (Print Checks) APCM-1 APCM Check Processing, Menu Option 2 (Print A/P Unposted Check List) APCM-1 APCM, Check Processing, Menu Option 4 (Post Checks and Print Check Register) APCM-1 APCM Check Processing, Menu Option 5, Submenu Option 4 (Print Void Posted Checks Transaction Edit List) APCM-1 APCM Check Processing, Menu Option 5, Submenu Option 5 (Post Void Posted Check Transactions to A/P Files) APCM-1 APCM Check Processing, Menu Option 6, Submenu Option 4 (Print Manual Payments Edit List) APCM-1 ix

10 Reports (Cont'd) 1 2 APCM Check Processing, Menu Option 6, Submenu Option 5 (Post Manual Payments to A/P Files) APCM Check Processing, Menu Option 7 (Print Manual and Prepaid Check Register) APMU Payment Preparation, Menu Option 6 (Print Invoice Deferral Report) APMU Payment Preparation, Menu Option 7 (Print Pre-Check Writing Report) APRM Recurring Voucher Processing, Menu Option 4 (Print Recurring Vouchers List) APRM Recurring Voucher Processing, Menu Option 5 (Post Recurring Vouchers) ATMU New A/P Transaction Processing, Menu Option 4 (Print New A/P Transaction Edit List) ATMU New A/P Transaction Processing, Menu Option 5 (Post New A/P Transaction Register) RA Forms RAAN Print Vendor Analysis RACH Print Check History Report RACR Print Cash Requirements Report RAGL Print A/P Distribution to G/L Report RAJD Print Job Distribution List RAOI Print A/P Open Item Report RAVA Vendor Report (Alphabetical) RAVH Print Vendor History Report RAVM Vendor Report (Numerical) RVE Vendor Report APCM-1 APCM-1 APMU-1 APMU-1 APRM-1 APRM-1 ATMU-1 ATMU-1 RA99-1 RAAN-1 RACH-1 RACR-1 RAGL-1 RAJD-1 RAOI-1 RAVA-1 RAVH-1 RAVM-1 RVE-1 x

11 Converting Customers 1 3 Who is This Section For? 13-1 How This Section is Organized 13-1 How To Find a Function or Report 13-1 What's New In Accounts Payable? 13-2 <Clear> 13-2 Accounts Payable Check Forms 13-2 Function AAMU 13-2 Function APCM, Menu Option Function ABMU 13-3 Function ACMU 13-3 Function MVR 13-3 Function ACON 13-3 Function ADMT 13-3 Function ACON 13-4 Function APCM, Menu Option Function APCM, Menu Option Function APCM, Menu Option Function APCT 13-4 Report RA Function MVR 13-4 Function APGI 13-5 Function AVIQ 13-5 Report RAOI 13-5 Function APRM 13-5 Function ATMU 13-5 Function ATMU 13-5 Function ATMU 13-6 Function ATMU 13-6 Function Key Prompts 13-6 Function MSE 13-6 Function MTR 13-6 Function MSR 13-6 Function MVR, Screen S 13-7 Function MVR, Screen H 13-7 Function MVR 13-7 Function ATMU 13-7 Function QUE 13-7 Function MSP 13-7 Function ABO 13-7 Report RAAN 13-8 xi

12 Converting Customers (Cont d) 1 3 Report RACH 13-8 Report RAVH 13-8 List of Accounts Payable Programs 13-9 Purchasing Passoff Introduction 5 Questions You May Have 13 Setting Up 19 Using Method 1 23 Using Method 2 31 Using Method 3 39 Index xii

13 1 Using This Workbook In This Section 1-1 About Accounts Payable 1-1 Who Should Use This Workbook 1-2 About This Workbook 1-2 Tabbed Sections 1-2 Conventions Used in This Workbook 1-3 Where to Get Help 1-6 i

14 Using This Workbook In This Section This section introduces this Accounts Payable Workbook and describes, in general terms, what the Accounts Payable application can do for you. This section also describes: who should use this workbook how this workbook is structured what conventions are used throughout this workbook who to call for help About Accounts Payable The Accounts Payable application is designed to pay your vendors' invoices and track accounts payable discounts and purchases. Once transactions are entered into the system, you will be able to take advantage of prompt payment discounts and manage your cash flow more effectively. You will be able to print: accounts payable checks vendor lists open item report cash flow report general ledger distribution report 1099 forms Using This Workbook 0/1090/H5293 In This Section 1-1

15 The Accounts Payable application tracks all General Ledger transactions. You can post the transactions manually to General Ledger, or you can tell the system to post those transactions to General Ledger for you (this is called automatic pass-off). NOTE: If you want to use the automatic pass-off feature, you must have invested in Triad's General Ledger application. Who Should Use This Workbook The store's bookkeeper or person in charge of paying bills should use this workbook. Triad Systems Corporation strongly suggests that you attend the Accounts Payable Class offered at your Triad Education Center before using this application. About This Workbook The Accounts Payable Workbook illustrates basic procedures through Big Pictures. For each task in the Big Picture, you will practice on the system using Triad-supplied or your own information. Tabbed Sections The tabbed sections included in this workbook are: USING THIS WORKBOOK describes the workbook, structure, and conventions which will help you find the information you need. INTRODUCTION TO ACCOUNTS PAYABLE describes general information about Accounts Payable and how to move through the screens. SETTING UP ACCOUNTS PAYABLE CONSTANTS covers all aspects of initial set up for Accounts Payable. PROCESSING TRANSACTIONS covers all procedures for entering all transaction types, recurring entries, and adjustments. PAYING BILLS covers basic procedures selecting transactions for payment. Using This Workbook 1-2 In This Section 0/1090/H5293

16 CHECKING ENTRIES FOR GENERAL LEDGER covers all procedures for checking accounts payable entries so that you can post transactions to general ledger. VOIDING AND RECONCILING CHECKS covers basic procedures for voiding unposted and posted checks and reconciling cashed checks. MAINTAINING FILES covers basic procedures for taking care of your Accounts Payable application. END-OF-YEAR covers basic procedures for ending the year. QUESTIONS YOU MAY HAVE includes common questions and answers for each tabbed section. FUNCTIONS describes in detail every field used in the Accounts Payable application. REPORTS describes the purpose of each Accounts Payable Report. This section also includes report samples highlighting the important parts of the reports. CONVERTING CUSTOMERS describes the new fields, functions, and reports in the Accounts Payable application. This section is specifically for existing Triad owners using Accounts Payable. INDEX helps you find information based on a topic. Conventions Used in This Workbook You will notice several style conventions in this workbook that have been designed to make the information more accessible. They are described below: Convention Tasks Keys Description Tasks are illustrated in the Big Picture. As you work through the lab exercises, you will practice these tasks. The keys you press to perform a function at the terminal appear with initial caps, boldface, within delimiters (for example, <Enter>). Using This Workbook 0/1090/H5293 In This Section 1-3

17 Convention Footers Big Pictures Mini-Big Pictures Description At the bottom of every page is a footer. Use these as guides when looking for information. Look at the bottom of this page to see an illustration of a footer. On the top line is the name of this section Using This Workbook Underneath the section name is the topic name Conventions Used in This Workbook. Next to the topic name is the page number 1-4 On the opposite side of the page is the software release level, date, and workbook model number 0/1090/H5293 Use the Big Pictures at the the beginning of each tabbed section to see the order of tasks to be completed. Once you are familiar with the procedures, you can use the Big Pictures as quick reference guides. Use the Mini-Big Pictures at the beginning of each step to find what task you are on in the Big Picture. For example, in the tabbed section Setting Up Accounts Payable Constants, the Mini-Big Picture on page 3-3 is for Function ADMT which is the first task in the Big Picture on page 3-1. Using This Workbook 1-4 Conventions Used in This Workbook 0/1090/H5293

18 Convention Codes in Screen Samples Description On every screen, the information underlined is the type and amount of characters allowed in each field. For example, the code 5 N with 2 D (-) means: Five numeric characters including two decimal positions and an optional minus sign; therefore, the highest amount allowed would be Here are other codes used in the screen samples: Code Definition A/N Alphanumeric (letters or numbers) A Alpha (letters) N Numeric (numbers) D Decimal position Y or N Yes or No other codes Valid codes for the field (-) Optional negative sign Blank Lines In all Steps and Questions You May Have sections, you will see lots of blank lines. You should use these lines to: write questions about the Accounts Payable application before class write notes from class write answers discussed in class Blank lines were included to help you: prepare for class remember class instructions and discussions enter specific information to use at your store Using This Workbook 0/1090/H5293 Conventions Used in This Workbook 1-5

19 Convention Acronyms Description At the beginning of each Step, you will see the software's acronym and description. For example, in the tabbed section Setting Up Accounts Payable Constants, the first step is titled: ADMT AP Valid G/L Account File Maintenance For easy reference, this title looks the same in the tabbed sections Functions and Reports. Where to Get Help You should rely on the information in this workbook and the notes you took in class. The tabbed sections Functions and Reports are good places to look for detailed information about a specific function or report. For procedural questions, you should refer to the appropriate tabbed section in this workbook. Using This Workbook 1-6 Conventions Used in This Workbook 0/1090/H5293

20 2 Introduction to Accounts Payable What You Should Know About Accounts Payable 2-1 Moving Through Screens 2-1 Function Keys 2-1 <Clear> 2-1 <End> 2-2 <Enter> 2-2 <Next Item> 2-2 <Prev Item> 2-2 <Print> 2-2 <Query> 2-2 <Run> 2-2 About Account Numbers 2-2 Personalizing This Workbook 2-4 Before Class 2-4 During Class 2-4 After Class 2-4 i

21 The Goal 2-5 What Does the System Need to Produce a Check? 2-5 Introducing Accounts Payable 2-6 ii

22 Introduction to Accounts Payable What You Should Know About Accounts Payable This section explains how to: move through the menus and screens personalize this Workbook This section also describes reasons why you must enter specific information into the system before you can produce an Accounts Payable check. Look at the end of this section. You will see a Big Picture that introduces the Accounts Payable process. Moving Through Screens To move through the screens in the Accounts Payable application, you should keep in mind the following rules: use submenus instead of <Change> and <Delete> function keys correct mistakes using the ITEM NUMBER TO CHANGE? prompts or the submenus press <Enter> to skip fields or accept default values press <Run> to print reports print edit lists either from submenus or unique acronyms press <End> to return to the submenus and menus Function Keys Below are the available function keys and how they work. <Clear> Press <Clear> to leave a screen before entering all the information in the fields. <End> Press <End> to leave programs and return to sub-menus and menus. The <End> key only works in certain fields so that you Introduction to Accounts Payable 0/1090/H5293 What You Should Know About Accounts Payable 2-1

23 leave programs at logical points. If you want to leave a program before completing the fields, press <Clear>. <Enter> Press <Enter> to skip fields and to accept default values, or after typing information in a field. <Next Item> Press <Next Item> to browse through the information in the file. This function key moves you forward through the file. <Prev Item> Press <Prev Item> to browse through the information in the file. This function key moves you backward through the file. <Print> Press <Print> to print copies of the screen. <Query> Press <Query> to display a list of vendor names in Function ATMU (New A/P Transaction Processing). From the list, you can select a specific vendor. <Run> Press <Run> to print or spool reports. About Account Numbers You will not need Triad's General Ledger application to run the Accounts Payable application, but you will need to use a standard account number to track accounts payable. The account number contains the following parts: Account Number Subaccount Number The account number should remain the same for all subaccount numbers. In the example above, account number 1001 is assigned to the cash account in stores 1 and 2 (subaccounts 100 and 200). Introduction to Accounts Payable 2-2 What You Should Know About Accounts Payable 0/1090/H5293

24 Personalizing This Workbook Personalizing this workbook will: help you remember how to complete a procedure help you customize information to meet your store's needs help you write notes for future reference Before Class Do the following: Organize your source documents (if you need help, talk to your local CER). Think about how the Accounts Payable application can meet your store's needs. Browse through the tabbed section Setting Up Accounts Payable Constants. Write down any questions you think of in the appropriate blanks. During Class Do the following: Ask the questions you wrote down before class. Take notes during instructor's lectures and class discussions. Practice tasks using the system entering your store's or Triad-supplied information. After Class Do the following: Refer to notes taken in class to customize your information. Use the Big Pictures and notes taken in class to remember how to complete a procedure. Use the reference section for detailed descriptions of fields and purposes of reports. Use the table of contents and index to find information. Use the Notepads for quick reference. Introduction to Accounts Payable 0/1090/H5293 Personalizing This Workbook 2-3

25 The Goal Vendor: Producing an Accounts Payable Check Check No: 999 Your Ref No. Your Inv No. Invoice Date Invoice Amt Discount Taken Net Check Amt /99/ Check No Check Date Vendor No /99/ Check No 999 Nine Thousand Nine Hundred Ninety-Nine and 00/100 Dollars Check Amount 9, Pay To The Order Of Vendor Name Address 1 Address 2 Address 3 City, State Zip Code What Does the System Need to Produce a Check? The system needs: general ledger account numbers to distribute debits and credits bank codes to identify cash account(s) aging days and descriptions to track past due invoices terms codes to calculate prompt payment discounts vendor files to print information on the check and store accounts payable and purchasing history invoice information to print on the check specific information to identify which invoices to pay Introduction to Accounts Payable 2-4 The Goal 0/1090/H5293

26 Introducing Accounts Payable The diagram below illustrates the Accounts Payable application. Setting Up Accounts Payable Constants You have to do this only once! Processing Transactions Voiding and Reconciling Checks Checking Entries for General Ledger Paying Bills You will need to do this routinely! End of Year Maintaining Files You will need to do this periodically (every month, quarter, or year)! Introduction to Accounts Payable 0/1090/H5293 Introducing Accounts Payable 2-5

27 3 Setting Up Accounts Payable Constants Big Picture 3-1 ACON Accounts Payable Control File Maintenance 3-3 Step 1 Setting Up Accounts Payable Constants 3-3 ADMT AP Valid G/L Account File Maintenance 3-9 Step 2 Setting Up Valid G/L Accounts 3-9 ABMU Bank Code File Maintenance3-11 Step 3 Setting Up Bank Codes for Cash Account(s) 3-11 ACMU Terms Code File Maintenance3-13 Step 4 Setting Up Terms Codes 3-13 i

28 MVR Vendor File Maintenance 3-15 Step 5 Updating Vendor Files 3-15 AADM Automatic A/P Account Distribution 3-17 Step 6 Setting Up Expense Distribution(s) 3-17 ATMU New AP Transaction Processing 3-19 Step 7 Loading Existing Balances 3-19 Lab Exercise 3-21 Step 1 Setting Up Accounts Payable Constants 3-21 Step 2 Setting Up Valid G/L Accounts 3-21 Step 3 Setting Up Bank Codes for Cash Account(s) 3-22 Step 4 Setting Up Terms Codes 3-22 Step 5 Updating Vendor Files 3-24 Step 6 Setting Up Expense Distribution(s) 3-24 Step 7 Loading Existing Balances 3-25 ii

29 Setting Up Accounts Payable Constants Big Picture The following diagram shows the sequence of steps for setting up accounts payable constants. The Accounts Payable application will not work properly unless you enter specific information about general ledger account numbers, cash accounts, terms codes, aging periods, vendors, or existing open items. Once the constants are entered, you can always add new bank codes or terms codes during the year. You will maintain the vendor file as information changes and new vendors are added. You can save time entering invoices by setting up automatic expense distribution in Function AADM. After setting up the expense distribution, the system will always post the accounting entries to the account numbers in Function AADM. You can also enter an A/P Account Number in Function MVR to set up automatic distribution to the liability account. You can also set up jobs in Function AJMT (optional), see the tabbed section Functions, page AJMT-1 for more information. 1. Set up Accounts Payable l Contro File Function ACON 4. Set up Terms Code File Function ACMU 2. Set up Valid G/L Accounts Function ADMT 5. Update the Vendor Files Function MVR 3. Set up Bank Code File Function ABMU 6. Set up Expense Distributions Function AADM 7. Load Existing Balances Function ATMU Setting Up Accounts Payable Constants 0/1090/H5293 Big Picture 3-1

30 ACON Accounts Payable Control File Maintenance Step 1 Setting Up Accounts Payable Constants ACON You will use Function ACON to customize the control file (two screens) to fit your store's accounting needs. You will need to decide whether or not you want to use the following features: check reconciliation tracking and reporting expenses by job number multiple accounts payable account numbers multiple bank codes vendor audit trail Accounts Payable Chart of Accounts You will also use Function ACON to set up defaults for: bank code aging days and descriptions of four periods accounts payable account number discount account number miscellaneous account number sales tax account number freight account number At any menu, type ACON and press <Enter>. ACON 0/1090/H5293 Accounts Payable Control File Maintenance 3-3

31 The first screen of the Accounts Payable Control File appears: A/P Control File Maintenance # Age Days In Period 1 # Age Days In Period 2 # Age Days In Period 3 # Age Days In Period 4 Aging Period 1 Description Aging Period 2 Description Aging Period 3 Description Aging Period 4 Description 3 N 3 N 3 N 3 N 12 A/N 12 A/N 12 A/N 12 A/N Federal ID Number Federal ID Type 9 N S or F Reconcile Checks? Use Job Numbers? Last Voucher Number Used Keep Vendor File Audit Trail? Last G/L Interface Date Y or N Y or N 6 N Y or N 6 N Item Number To Change? Field Names Notes 1. # Age Days in Period 1 2. # Age Days in Period 2 3. # Age Days in Period 3 4. # Age Days in Period 4 5. Aging Period 1 Description 6. Aging Period 2 Description ACON 3-4 Accounts Payable Control File Maintenance 0/1090/H5293

32 7. Aging Period 3 Description 8. Aging Period 4 Description 9. Federal ID Number 10. Federal ID Type 11. Reconcile Checks? 12. Use Job Numbers? 13. Last Voucher Number Used 14. Keep Vendor File Audit Trial? 15. Last G/L Interface Date ACON 0/1090/H5293 Accounts Payable Control File Maintenance 3-5

33 ACON, Screen 2 After entering information on the first screen, with the cursor at ITEM NUMBER TO CHANGE? press <Enter>. The second screen appears: N N Field Names Notes 1. Multiple A/P Accounts? 2. Default A/P Account No 3. Multiple Bank Codes? 4. Default Bank Code 5. Discount Account No ACON 3-6 Accounts Payable Control File Maintenance 0/1090/H5293

34 6. Misc Charges Account No 7. Misc Charges Discountable? 8. Sales Tax Account No 9. Sales Tax Discountable? 10. Freight Charges Account No 11. Freight Charges Discountable? 12. Accts Verified by A/P? 13. Accrue Temp A/P Trx s? 14. Default Accrued A/P Account 15. Default Accrued Purch Account ACON 0/1090/H5293 Accounts Payable Control File Maintenance 3-7

35 16. Default Purchases Account ACON 3-8 Accounts Payable Control File Maintenance 0/1090/H5293

36 ADMT AP Valid G/L Account File Maintenance Step 2 Setting Up Valid G/L Accounts If you are not using Triad's General Ledger application, you must enter general ledger account numbers in this function to track accounts payable accounting. ADMT If you are using Triad's General Ledger application, make sure the account numbers are set up in General Ledger and skip this step. The Accounts Payable application will use the account numbers set up in Function GCMU (Chart of Accounts File Maintenance). NOTE: If you skip this step, enter N in the Accts Verified by A/P field in Function ACON, Screen 2 (Accounts Payable Control File). At any menu, type ADMT and press <Enter>. The A/P Valid G/L Account File Maintenance Submenu appears: 1. ADD G/L ACCOUNTS 2. CHANGE/INQUIRE G/L ACCOUNTS 3. DELETE G/L ACCOUNTS 4. PRINT G/L ACCOUNTS LIST ADMT 0/1090/H5293 AP Valid G/L Account File Maintenance 3-9

37 Here is a sample of the A/P Valid G/L Account File Maintenance Screen. A/P Valid G/L Account File Maintenance 1. Account No 7 N 2. Description 30 A/N Item Number to Change? Field Names Notes 1. Account Number 2. Description ADMT 3-10 AP Valid G/L Account File Maintenance 0/1090/H5293

38 ABMU Bank Code File Maintenance Step 3 Setting Up Bank Codes for Cash Account(s) For your checking account(s), you should assign bank code(s) so that you can: run reports based on bank codes identify different checking accounts write checks on different checking accounts ABMU At any menu, type ABMU and press <Enter>. The Bank Code File Maintenance Submenu appears: 1. ADD BANK CODES 2. CHANGE/INQUIRE CODES 3. DELETE BANK CODES 4. PRINT BANK CODES LIST Here is a sample of the Bank Code File Maintenance Screen. Bank Code File Maintenance Bank Code Bank Code Description Cash Account No Maximum Check Amount Allowed Last Check No Used 3 A/N 30 A/N 7 N 9 N with 2 D 6 N ABMU 0/1090/H5293 Bank Code File Maintenance 3-11

39 Field Names Notes 1. Bank Code 2. Bank Code Description 3. Cash Account No. 4. Maximum Check Amount Allowed 5. Last Check No Used ABMU 3-12 Bank Code File Maintenance 0/1090/H5293

40 ACMU Terms Code File Maintenance Step 4 Setting Up Terms Codes ACMU The terms codes is used by the system to calculate discounts due for prompt payment. For example, you may have a vendor that gives you a 5% discount when you pay your bill within 15 days of the invoice date. Normally, you use only a few different payment terms. You should set up a code for each different payment term you plan to use in the Accounts Payable application. After setting up terms codes, you need to assign the appropriate terms code to your vendors (Function MVR). When you post an invoice for a vendor, the system will automatically calculate the prompt payment discount due based on the code entered in the field Terms Code in Function MVR. You can override the system calculated discount. At any menu, type ACMU and press <Enter>. The Terms Code File Maintenance Submenu appears: 1. ADD TERMS CODES 2. CHANGE/INQUIRE TERMS CODES 3. DELETE TERMS CODES 4. PRINT TERMS CODES LIST ACMU 0/1090/H5293 Terms Code File Maintenance 3-13

41 Here is a sample of the Terms Codes File Maintenance Screen. Terms Code File Maintenance Terms Code Terms Code Type Description Due Days Discount Days Discount Percent 3 A/N N, P, or E 15 A/N 3 A/N 3 N 4 N with 2 D Item Number to Change? Field Names Notes 1. Terms Code 2. Terms Code Type 3. Description 4. Due Days 5. Discount Days 6. Discount Percent ACMU 3-14 Terms Code File Maintenance 0/1090/H5293

42 MVR Vendor File Maintenance Step 5 Updating Vendor Files MVR If you are using Triad's Purchasing and Receiving application, you would have vendor files set up. When you begin using the Accounts Payable application, you may want to update those files with information specific to the Accounts Payable application. Here are the fields you may want to update on each vendor file: Federal ID Number for printing 1099s Federal ID Type for printing 1099s 1099 Category for printing 1099s Terms Code for calculating discounts (codes are set up in Function ACMU) Temporary or Permanent Vendor for tracking vendor history Accounts Payable Account Number for automatically distributing the credits (liabilities) FAX Phone Number for sending orders If you are not using Triad's Purchasing and Receiving application, you will need to enter complete information for each vendor so that you can post invoices and write checks. At any menu, type MVR and press <Enter>. MVR 0/1090/H5293 Vendor File Maintenance 3-15

43 The Vendor File Maintenance Screen appears. Screen: S Vendor File Maintenance Store: 1 Vendor Code: 5 A/N ( ) Sort Name: 10 A/N ( ) Pay To Vendor: 5 A/N 1 N Name : Address: Address: City : Zip Code: Type : 32 A/N 32 A/N 32 A/N 16 A/N 9 N I, M, W, or Blank State: Fed ID Type: 1099 Category: Temp/Perm: T or P 2 A F or S 0, 1, 2, 3, 4, 5, 6, 7 Phone: Contact: Alt Ph#: Fax #: Fed ID#: Assigned Cust #: 10 N 24 A/N 10 N 10 N 9 N 12 A/N Lead Time: Backorder: Ship Via: 3 N Y or N 20 A/N FOB Point: Drop/Ship: Codes: O or D Y or N 4 A/N Auto Distribute: A/P Account: Show Booth: Display Only 7 N 5 A/N Terms Code: 3 A/N Terms Type: Display Only Due Days: Display Only Discount Pct: Display Only Terms Desc: Display Only Disc Days: Display Only Vendor Status: Blank, H, N, or A Minimum Dollars: Minimum Weight: Minimum PO Line Amt: 5 N 3 N 5 N 3 N 3 N with 2 D Minimum Units: 3 N 3 N Minimum Bill Amt $: 3 N 3 N Last Activity Date: Display Only Last Report: Display Only Field Names Notes 1099 Category Alt Ph # A/P Account Fax # Fed ID # Fed ID Type Temp/Perm Terms Code MVR 3-16 Vendor File Maintenance 0/1090/H5293

44 AADM Automatic A/P Account Distribution Step 6 Setting Up Expense Distribution(s) In Function MVR (Vendor File Maintenance), you enter the Accounts Payable account number to which the credits (liabilities) should be distributed. For the debits (expenses), use Function AADM to link the expense distribution(s) to the vendor. If you link account number(s) to a vendor number in Function AADM, the system will enter Y in the Auto Distribute field in Function MVR. AADM When the field Auto Distribute is Y (in Function MVR), the system will display the prompt DO YOU WISH TO ACCEPT AUTO DISTR? in Function ATMU. You can accept the automatic distributions or override them. For automatic distributions, the system posts the debits to the expense account number(s) in Function AADM to offset the liability account number in Function MVR. If the A/P Account No in Function MVR is blank, the system will post the credit to the Default A/P Account entered in Function ACON. For example: In Function MVR for the telephone company, the A/P Account is In Function AADM, 100% of the expense is distributed to the Utilities account number The system will post in the following manner: DR CR DR CR If you use multiple subaccount numbers, you could set up the same thing for the different subaccount numbers (100 and 200), and the liability account number in Function MVR could be the corporation subaccount number (000). For example: DR CR DR CR DR CR AADM 0/1090/H5293 Automatic A/P Account Distribution 3-17

45 At any menu, type AADM and press <Enter>. The Vendor Auto Distribute Maintenance Submenu appears: 1. ADD AUTO DISTRIBUTIONS 2. CHANGE/INQUIRE AUTO DISTRIBUTIONS 3. DELETE AUTO DISTRIBUTIONS After selecting menu option 1, the system will prompt VENDOR NO, enter the vendor number for which you want to set up the auto distribution feature. The Automatic AP Account Distribution Screen appears. Vendor Auto Distribute Maintenance Vendor No: Name: Display Only Display Only Percent(s) to be Distributed Account Number Description Distrib-Pct 7 N Display Only 9 N with 2 D (-) Next Item = Next Distribution Percent Remaining to Distribute: Display Only Use menu options 2 (Change) and 3 (Delete) to enter necessary corrections to your automatic distributions. Field Names Notes Account Number Distrib-Amt Job Vendor No AADM 3-18 Automatic A/P Account Distribution 0/1090/H5293

46 ATMU New AP Transaction Processing Step 7 Loading Existing Balances The last thing you have to do to set up your Accounts Payable application is enter and post outstanding open items as of a specific cutoff date. The concept is the same as Accounts Receivable. When you started using the Triad system for Accounts Receivable, you had to set a cutoff date and enter all outstanding customer balances as of that date. ATMU For Accounts Payable, select the cutoff date, enter all outstanding open items, and post these transactions. The suggested way to enter outstanding open items is to: group the information (invoices) into small batches run a calculator tape on the batch enter the information print the edit list verify that totals are the same as the calculator tape enter corrections as needed post the transactions After all outstanding open items are entered, all setup procedures are completed and your Accounts Payable application is ready to help you manage your business. ATMU 0/1090/H5293 New AP Transaction Processing 3-19

47

48 Lab Exercise Step 1 Setting Up Accounts Payable Constants For this lab, you review the fields in Function ACON. Ask the instructor questions about any situations unique to your store. You should have taken notes when the instructor described each field earlier. Step 2 Setting Up Valid G/L Accounts For this lab, add general ledger account numbers and print the list of accounts to check your work. Add the following accounts or substitute your store's numbers for the accounts listed below: Cash # Cash # Inventory Accounts Payable Discounts Taken Purchases Advertising Expense Supplies Expense Computer Expense Utilities Expense Freight Expense Miscellaneous Expense Sales Tax Expense After entering all account numbers, you should print the edit list to check your work. To print an edit list: select Option 4 from the submenu enter the account number range you want to print or Setting Up Accounts Payable Constants 0/1090/H5293 Lab Exercise 3-21

49 press <Next Item> to include all account numbers at ITEM NUMBER TO CHANGE, press <Enter> press <Run> to print the edit list Step 3 Setting Up Bank Codes for Cash Accounts For this lab, add bank codes and print the list of codes to check your work. Add the following bank codes or your store's information: 100 Bank of America Cash Account No Max Check Amount Allowed $2, Last Check No Used 376 and 200 Central Bank Cash Account No Max Check Amount Allowed $25, Last Check No Used 1001 After entering all bank codes, you should print the edit list to check your work. To print an edit list: select Option 4 from the submenu enter the bank code range you want to print or press <Next Item> to include all bank codes at ITEM NUMBER TO CHANGE, press <Enter> press <Run> to print the edit list Step 4 Setting Up Terms Codes For this lab: add three different terms codes print the edit list to check your work Setting Up Accounts Payable Constants 3-22 Lab Exercise 0/1090/H5293

50 The terms codes can be your store's information, or enter the information listed below: Terms Code 1 Type N (Normal) Description 2/10/N/30 Due Days 30 Discount Days 10 Discount Percent 2.00 and Term Code 2 Type P (Proximo) Description Net 10 Prox Due Days 10 Discount Days 0 Discount Percent 0.00 and Terms Code 3 Type E (End-of-Month) Description 2/10 EOM Due Days EOM Discount Days 10 Discount Percent 2.00 After entering all terms codes, you should print the edit list to check your work. To print an edit list: select Option 4 from the submenu enter the terms code range you want to print or press <Next Item> to include all terms codes at ITEM NUMBER TO CHANGE, press <Enter> press <Run> to print the edit list Setting Up Accounts Payable Constants 0/1090/H5293 Lab Exercise 3-23

51 Step 5 Updating Vendor Files For this lab, update a vendor with the following information: Federal ID Number Federal ID Type 1099 Category Terms Code (from Lab 4) Accounts Payable Account Number FAX Phone Number After entering the above information, press <Change>. The vendor file has been updated by the system. To print a listing of vendors: At any menu, type RVE and press <Enter>. Enter the appropriate information. Press <Run> and the report prints. Step 6 Setting Up Expense Distribution(s) If you plan to use the automatic distribution feature, here are two examples to help you set up distributions at your store: For a telephone company vendor for one subaccount number: - In Function AADM, enter the account number for telephone expense (debit) and distribute 100% to the account. - In Function MVR, make sure the Accounts Payable account is entered in the A/P Account field. If Function AADM is set up, the system will display Y in the Auto Distribute field. NOTE: If the Accounts Payable account number in Function MVR is left blank, the system will use the Default A/P Account No field from Function ACON. You do not have to update Function MVR for any vendors that the system will distribute to the Default A/P Account No set up in Function ACON. Setting Up Accounts Payable Constants 3-24 Lab Exercise 0/1090/H5293

52 For a telephone company vendor for which you want to distribut expenses to more than one account number: - In Function AADM, enter the account numbers for store 1 and store 2 telephone expense (debit) and distribute the appropriate percent to each account. - In Function MVR, make sure the Accounts Payable account for the corporation is entered in the A/P Account field (if it is different than the Default A/P Account No field in Function ACON). The system will display Y in the Auto Distribute field. In class, you will not practice setting up automatic distributions. Step 7 Loading Existing Balances This function is discussed in more detail in the next tabbed section. It is important that you understand the importance of the cutoff date. You will practice entering transactions in the next section. Setting Up Accounts Payable Constants 0/1090/H5293 Lab Exercise 3-25

53 4 Processing Transactions Big Picture for Processing Transactions 4-1 Big Picture for Entering and Posting Transactions 4-3 Big Picture for Entering Recurring Invoices 4-5 Big Picture for Changing Due Dates and Discounts 4-7 ATMU New AP Transaction Processing 4-9 Step 1 Entering and Posting Transactions 4-9 APRM Recurring Voucher Processing 4-15 Step 2 Entering Recurring Invoices 4-15 i

54 AAMU A/P Invoice Adjustment 4-19 Step 3 Changing Due Dates and Discounts 4-19 Lab Exercise 4-23 Step 1 Entering and Posting Transactions 4-23 Step 2 Entering Recurring Invoices 4-28 Step 3 Changing Due Dates and Discounts 4-28 Checklist 4-29 ii

55 Processing Transactions Big Picture The Triad system has three ways of processing invoices: posting vendor invoices to be paid by computer check setting up recurring invoices to be paid on a regular basis by computer check changing due dates and discounts on existing transactions to manage your cash flow When you receive an invoice from a vendor, you will enter the invoice information into the system. The system makes a record that is called a transaction. If you pay a vendor the same amount on a regular basis, you can set up recurring invoices so that you do not have to enter transactions every time you have to pay the vendor. However, you will have to post the recurring invoices 30 days before the due dates so that the system knows when it is time to pay those bills again. Once transactions are recorded in the system, you may change specific fields on that transaction to help you manage your cash flow. 1 Enter and Post Transactions Function ATMU 2 Enter Recurring Invoices Function APRM 3 Change Due Dates and Discounts Function AAMU Processing Transactions 0/1090/H5293 Big Picture 4-1

56 Entering and Posting Transactions Big Picture The following diagram shows the steps for entering and posting transactions. See the chart on page 4-9 for more information about the different transaction types you can use to identify invoices, credit memos, debit memos, prepaids, cancellations, or adjustments. 1. Organize Source Documents (invoices, credit memos, debit memos, prepaids, cancellations, or adjustments) 2. Enter Transactions by Type Function ATMU Option 1 3. Print Edit List Function ATMU Option 4 4. Any Mistakes? No 6. Post Transactions Function ATMU Option 5 Yes 5. Make Corrections Function ATMU Option 2 Option 3 Entering and Posting Transactions 0/1090/H5293 Big Picture 4-3

57 Entering Recurring Invoices Big Picture For bills that are the same amount and are due at the same time, you should set up recurring invoices (for example, rent, loan payments, mortgages, etc.). If you set up recurring invoices, you have to enter transactions only once. However, you will have to post these transactions before you want to pay these bills! 1. Decide Which Transactions to Set Up as Recurring (rent, loan payments, mortgages, tc.) e 2. Enter Recurring Transactions Function APRM Option 1 3. Print Edit List Function APRM Option 4 4. Any Mistakes? No 6. Post Transactions 30 Days Before Due Date Function APRM Option 5 Yes 5. Make Corrections Function APRM Option 2 Option 3 Entering Recurring Invoices 0/1090/H5293 Big Picture 4-5

58 Changing Due Dates and Discounts Big Picture After posting transactions, you can change specific fields in the transaction by posting adjustments. These changes are called adjustments, because the system creates an audit trail. You can change the following fields: remit-to vendor due date discount date discount amount reference 1. Decide Which Fields to Change (remit-to vendor, due date, discount date, discount amount, or reference) 2. Enter Transaction Changes Function AAMU Option 1 3. Print Edit List Function AAMU Option 4 4. Any Mistakes? No 6. Post Transactions Function AAMU Option 5 Yes 5. Make Corrections Function AAMU Option 2 Option 3 Entering and Posting Adjustments 0/1090/H5293 Big Picture 4-7

59 ATMU New AP Transaction Processing Step 1 Entering and Posting Transactions ATMU When you enter transactions, the system assigns a voucher number that is used throughout the application to identify that transaction. Normally, you will enter an invoice as a Regular Voucher (Transaction Type R). Once the Regular Voucher is posted, you can use the adjustment Transaction Types to change debits and credits shown on Report RAGL (A/P Distribution to G/L Report). For definitions of each transaction type, refer to the tabbed section Functions, page ATMU-1. Listed below are the transaction types and how the system posts the debits and credits on Report RAGL: Transaction Type Cash Accounts Payable Expense R (Regular) Credit Debit C (Credit Memo) Debit Credit P (Prepaid) Credit Debit Credit Debit X (Cancellation) Debit Credit D (Debit Memo) Credit Debit A (Adjustment) Changes Expense and Job Distribution Only ATMU 0/1090/H5293 New AP Transaction Processing 4-9

60 At any menu, type ATMU and press <Enter>. The New AP Transaction Processing Submenu appears: 1. ADD TRANSACTIONS 2. CHANGE/INQUIRE TRANSACTIONS 3. DELETE TRANSACTIONS 4. PRINT TRANSACTION EDIT LIST 5. POST TRANSACTIONS TO A/P FILES Here is a sample of the first New AP Transaction Processing Screen. New A/P Transaction Processing * Voucher No Vendor No Remit-To Vendor Trx Type P.O. Number Vendor Ref No Applies to Invoice Date Invoice Amt Non-Disc Amt Misc Charges Discountable? Sales Tax Discountable? Freight Discountable? A/P Account Display Only 5 A/N 5 A/N R, C, D, P, X, or A 6 N with 2 D 8 A/N 8 A/N 6 N 9 N with 2 D (-) 9 N with 2 D (-) 9 N with 2 D (-) Y or N 9 N with 2 D (-) Y or N 9 N with 2 D (-) Y or N 7 N Voucher Date 6 N Terms 3 A/N Description Display Only Due Days 3 N Due Date 6 N Disc Days 3 N Disc Date 6 N Disc Percent 4 N with 2 D Disc Amount 9 N with 2 D (-) Type Display Only 14. Voucher Ref 30 A/N Item Number to Change? If the Auto Distribute field in Function MVR is N, you will have to manually distribute expenses on the second New AP Transaction Processing Screen. New A/P Transaction Processing Vendor No: Type: Invoice No: Display Only Display Only Display Only Voucher No: Display Only Voucher Amount: Display Only Amount(s) to be Distributed Account Number Description Job Distrib-Amt 7 N Display Only 6 A/N 9 N with 2 D (-) Next Item = Next Distribution Amount Remaining to Distribute: Display Only ATMU 4-10 New AP Transaction Processing 0/1090/H5293

61 Field Names for Screen 1 Notes * Voucher No 1. Voucher Date 2. Vendor No 3. Remit-To Vendor 4. Trx Type 5. P. O. Number 6. Vendor Ref No Applies To 7. Invoice Date 8. Invoice Amt 9. Non-Disc Amt 10. Misc Charges ATMU 0/1090/H5293 New AP Transaction Processing 4-11

62 Discountable? 11. Sales Tax Discountable? 12. Freight Discountable? 13. A/P Account 14. Voucher Ref 15. Terms 16. Due Days 17. Disc Days 18. Disc Percent 19. Disc Amount ATMU 4-12 New AP Transaction Processing 0/1090/H5293

63 Field Names for Screen 2 Notes Account Number Description Job Distrib-Amt ATMU 0/1090/H5293 New AP Transaction Processing 4-13

64 APRM Recurring Voucher Processing Step 2 Entering Recurring Invoices APRM Recurring invoices can be set in one of the following ways, either: monthly or by number of days between payments For example: Rent payment is due on the 5th of every month: - enter M in the Type of Recurrence field and enter 5 in the Interval field. or Loan payment is due every 20 days: - enter N in the Type of Recurrence field and enter 20 in the Interval field. You should post the transactions 30 days before the due date so that the transactions appear on the Cash Requirements Report (Report RACR). At any menu, type APRM and press <Enter>. The Recurring Voucher Processing Submenu appears: 1. ADD RECURRING VOUCHERS 2. CHANGE/INQUIRE RECURRING VOUCHERS 3. DELETE RECURRING VOUCHERS 4. PRINT RECURRING VOUCHERS LIST 5. POST RECURRING VOUCHERS TO NEW A/P TRX FILE APRM 0/1090/H5293 Recurring Voucher Processing 4-15