PBSI Positive Business Solutions, Inc. The Commercial Systems Specialists. ACCOUNTS PAYABLE Rev. 6.1

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1 PBSI Positive Business Solutions, Inc. The Commercial Systems Specialists ACCOUNTS PAYABLE Rev. 6.1 TABLE OF CONTENTS OVERVIEW... 1 REPORTS... 1 INITIAL INSTALLATION... 2 A/P PROCESS CYCLE... 2 DAILY... 2 WEEKLY... 3 MONTHLY... 3 YEARLY... 3 AS NEEDED... 3 CONTROL POINTS/AUDIT TRAIL REPORTS... 4 FILE MAINTENANCE... 5 VENDOR... 5 RECURRING PAYABLES... 7 VENDOR INVOICE INQUIRY... 8 CHART OF ACCOUNTS... 8 CONTROL... 8 DATA ENTRY INVOICES and CREDIT MEMOS MANUAL CHECKS DIRECT CHECKS PARTIAL PAYMENTS HOLDS AND VIEW DUE DATES CLEAR/VOID OUTSTANDING CHECKS REMOVE PARTIAL PYMTS FOR VOID REMOVE INVOICE FROM MTD INVOICES PAID PERIODIC PROCEDURES DATA ENTRY PROOF DATA ENTRY UPDATE CASH REQUIREMENTS SELECT INVOICES FOR PAYMENT CHECK WRITING, REGISTER, AND UPDATE G/L ACCOUNT DISTRIBUTION W/GL UPDATE MONTH-END UPDATE YEAR-END UPDATE REPORTING DUE INVOICES NOT TO BE PAID A/P AGED TRIAL BALANCE VENDOR ANALYSIS MTD PAID VENDOR INVOICES G/L ACCOUNT DIST FOR PAID OR UNPAID VENDOR PAYABLES INQUIRY/PRINT VENDOR CASH REQUIREMENTS INQUIRY PRINT 1099 FORMS OPEN PAYABLES BY DUE DATE... 19

2 SELECTING MENU OPTIONS FILE MAINTENANCE DATA ENTRY PERIODIC PROCEDURES REPORTING MONTH END YEAR END MISCELLANEOUS PROCEDURES CONVERTING A PERIODIC INVENTORY ACCOUNTING SYSTEM TO PERPETUAL INVENTORY TO CLOSE PURCHASES ACCOUNT AND CREATE COST OF GOODS WHEN USING A PERPETUAL INVENTORY SYSTEM METHOD TO DERIVE PURCHASES ACCOUNTS PAYABLE PROJECT ACCOUNTS PAYABLE DIAGRAM... 24

3 ACCOUNTS PAYABLE PRIMARY FILES: VENDOR, OPEN PAYABLES, BATCH FILES (NEWPYBL, MNLCHK) CUSTOM FORMS: A/P CHECK OVERVIEW The Accounts Payable module handles all the normal functions of accounts payables ranging from invoice entry and editing to check reconciliation. This module provides a comprehensive file that includes both permanent vendors, with whom you interact with on a regular basis, and one-time vendors designated as temporary. One-time data entry of Recurring Payable transactions allows designating a transaction as due for payment on a monthly basis over an extended period (more than one month). Until full payment is complete, or until something to the contrary is indicated, the system generates the Recurring Payable transactions for payment at the designated time each month. The system also provides a complete Recurring Payables listing. Initial entry of Invoices, Credit Memos, Adjustments, Manual Checks, Direct Checks, and Partial Payments to temporary data entry files allows the flexibility of making modifications before posting the transactions for normal processing as Open Payables. The system provides an online inquiry to the Open Payables file. This allows viewing the status of either a specific transaction or all transactions for a specific vendor. An open payable can be placed on hold. The transaction is held from payment until the hold status is altered. Data Entry Proof performs an inspection of each newly entered transaction. There is an option to print a Data Entry Proof Report, this is a detailed listing of all newly entered transactions on file. If errors exist, the Proof report shows the specific type of error for each transaction. Once the report runs without errors, the Data Entry Update can be run. It is the update that opens the transactions for processing in the payment cycle. Payment cycles begin with the printing of the Cash Requirements Summary report. The Selection of Vendor Invoices follows. This program provides the ability to have invoices selected for payment automatically or manually. The automatic procedure selects all invoices shown as due on the most recent Cash Requirements report except those identified as do not pay, partial pay, or are on hold. The manual procedure allows selection of invoices on file for payment regardless of their status. Use the standard accounts payable check forms to print checks and the System Check Reconciliation program to reconcile the checks. If a check passes through the Checkwriting Update and is then voided, there are two programs that will adjust the payment status of the transactions recorded as paid transactions. Change Payables Header adjusts the transaction payments to date, and discounts taken to date, on transactions that were paid in part by a voided check. All General Ledger transactions for the voided check are adjusted automatically if the invoice is returned to A/P for payment. If not, manual G/L entries must be made to adjust A/P and the original distribution accounts. REPORTS Accounts Payable produces a variety of reports. Listed below are just a few of what are available. REPORTS Due Invoices Not to Be Paid Aged Trial Balance Vendor Analysis MTD Invoices Paid DESCRIPTION Provides a list of due transactions that are currently not selected for payment. Use to monitor the status of each transaction open for payment. Provides a historical summary of the permanent vendors in the Vendor Master File. Provides an itemized listing of transactions paid-in-full within a selected date range. Profit Manager Accounts Payable Rev 6.1 Page 1

4 REPORTS Vendor Payables Inquiry/Print Vendor Cash Requirements Inquiry Print 1099 Forms DESCRIPTION Serves as a status report for a specific vendor. Shows outstanding invoices requiring payment as of a specified date. Print forms for year-end processing. INITIAL INSTALLATION 1. INITIAL SETUP When the Accounts Payable (A/P) module is installed, the following files need to be established. A. Build the A/P Control File B. Build the A/P Charts of Accounts if General Ledger (G/L) is not interfaced, or build the G/L Chart of Accounts if G/L is interfaced. C. Build the Vendor Master File. D. Set up Payables. E. Run listings of the Vendor Master File, Recurring Payables file, and the Chart of Accounts for verification. A/P PROCESS CYCLE 1. DAILY (or as needed) Invoice Entry The number of transactions entered during a short period of time determines the frequency of the following procedures: A. Data Entry for: 1. Invoices, Credit Memos, and Adjustment Transactions 2. Manual Checks 3. Direct Checks 4. Partial Payments B. Data Entry Proof C. Data Editing for: 1. Invoices, Credit Memos, and Adjustment Transactions 2. Manual Checks 3. Direct Checks 4. Partial Payments D. Perform step C until all transactions are correct and the transaction proof is in balance. E. Data Entry Update after the Data Entry Proof report runs with no errors. F. G/L Account Distribution (Daily option). 2. WEEKLY (or as needed) Check Printing Profit Manager Accounts Payable Rev 6.1 Page 2

5 A. Enter Invoice Holds and Change Due Dates. B. Cash Requirements C. Perform steps A and B until final approval by management. D. Check Cycle: 1. Cash Requirements (if not already run). 2. Select Vendor Invoices. 3. Checkwriting, Register, and Update. 3. MONTHLY (when bank statement is received) A. Check Reconciliation Cycle. 1. Clear Outstanding Checks. 2. Void Checks Invoices can be put back into open payable and removed. G/L and YTD Payment are adjusted automatically. 4. MONTHLY (required) The following procedures MUST be processed monthly. A. G/L Account Distribution (monthly option). B. Month-End Update last procedure after all other procedures are processed. 5. YEARLY At the close of every fiscal year, run the Year-End Update. 6. AS NEEDED Perform the following procedures at your discretion. A. Cash Requirements Report. B. Enter Holds and view Due Dates. C. Due Payables Not Being Paid report. D. G/L Account Distribution Summary report (monthly can run any time after a daily report prints). E. Aged Trial Balance report. F. Vendor Analysis report. Profit Manager Accounts Payable Rev 6.1 Page 3

6 CONTROL POINTS/AUDIT TRAIL REPORTS RECURRING PAYABLES A payable cannot be added until the transaction amount is equal to the amount distributed. Also the transaction discount amount cannot exceed the transaction amount. CHART OF ACCOUNTS If the system interfaces to General Ledger, Accounts Payable accesses the main G/L Chart of Accounts instead of the A/P Chart of Accounts. INVOICES and CREDIT MEMOS The system will not allow entry of the following: 1) A transaction for a vendor not on file 2) Duplicate vendor invoice numbers 3) Invalid dates 4) Negative amounts for invoices or credit memos 5) General Ledger account numbers not on file MANUAL CHECKS The batch and sequence number is needed to access a manual check. The system will not allow entry of the following: 1) A check for a vendor not on file 2) Duplicate vendor invoice numbers 3) Invalid dates 4) Negative check amount HOLDS and VIEW DUE DATES Invoices cannot be deleted through this option. Most of the fields are not changeable to ensure that an adequate audit trail is maintained. CLEAR/VOID OUTSTANDING CHECKS Only outstanding checks can be voided. You must know the check number in order to access the record. CHECK WRITING, REGISTER, and UPDATE The Check Register is your permanent audit report. Set up a binder and file each check register in sequence. Periodically, this file should be reviewed for missing check numbers. Profit Manager Accounts Payable Rev 6.1 Page 4

7 YOUR COMPANY NAME ACCOUNTS PAYABLE MAIN MENU FILE MAINTENANCE PERIODIC PROCEDURES 1. VENDOR 14. DATA ENTRY PROOF 2. RECURRING PAYABLES 15. DATA ENTRY UPDATE 3. VENDOR INVOICE INQUIRY 16. CASH REQUIREMENTS 4. CHART OF ACCOUNTS 17. SELECT VENDOR INVOICES FOR PAYMENT 5. CONTROL 18. CHECK WRITING, REGISTER & UPDATE 19. G/L ACCOUNT DISTRIBUTION W/GL UPDATE DATA ENTRY 20. MONTH-END UPDATE 6. INVOICES AND CREDIT MEMOS 21. YEAR-END UPDATE 7. MANUAL CHECKS AP REPORTING 8. DIRECT CHECKS 22. DUE INVOICES NOT TO BE PAID 9. PARTIAL PAYMENTS 23. A/P AGED TRIAL BALANCE 10. HOLDS AND VIEW DUE DATES 24. VENDOR ANALYSIS 11. CLEAR/VOID OUTSTANDING CHECKS 25. MTD PAID VENDOR INVOICES 12. REMOVE PARTIAL PYMT FOR VOID CHECKS 26. G/L ACCOUNT DIST FOR PAID OR UNPAID 13. REMOVE PAID INV FOR VOID CHECKS 27. VENDOR PAYABLES INQUIRY/PRINT 28. VENDOR CASH REQUIREMENTS INQUIRY 29. PRINT 1099 FORMS 30. OPEN PAYABLES BY DUE DATE SELECTION ( '0' TO END): 0 MENU OPTIONS and FIELD DEFINITIONS FILE MAINTENANCE 1. VENDOR Add, change, or delete vendors. Press Enter at the? for vendor search. The system provides identification of temporary vendors for one-time purchases. A vendor list and mailing labels can be printed from this option. The vendor file is shared by Accounts Payable and Purchasing. ABOUT DELETING VENDORS: Vendors cannot be deleted if: a recurring payable is on file the vendor is a pay-to vendor for another vendor the vendor has history attached. VENDOR FIELD DEFINITIONS NOTE: Required fields cannot be blank. 1 - VENDOR #: Required field. Up to 9 digits. Vendor file holds ship from's and pay to's. If pay-to field is 0, vendor is the pay-to vendor. 2 - ALPHA CODE: Required field. 10 alpha-numeric. Alpha code is used to search for vendor number in various screens that prompt for vendor number. 3 - TEMPORARY: Required field. Valid entries is 'Y' or 'N'. If 'Y' then vendor is a temporary vendor, the vendor will be deleted at month end if 1) there are no open transactions, and 2) the check written for payment is not written to a different pay-to vendor. No history is kept for temporary vendors. PBSI recommends setting this field to N. 4 - NAME: 30 alpha-numeric characters. Vendor name. Profit Manager Accounts Payable Rev 6.1 Page 5

8 5 - ADDR-1: 30 alpha-numeric characters. 6 - ADDR-2: 30 alpha-numeric characters. 7 - ADDR-3: 30 alpha-numeric characters. 8 - ZIP CODE: 5 digits. 9 - ZIP LOCN: 4 digits. Zip location CONTACT: 15 alphanumeric characters. This field contains the vendor contact name, for example, your customer service representative PHONE#: Area code (3 digits); 7 digits for phone number. Do not enter dash (system enters dash) FAX#: 7 digits. Do not enter dash (system will enter dash) OUR ACCT #: 12 characters. Contains the vendor's customer number you assign DISC FLAG: Required field. Valid entries: 'A' or a blank. If 'A', discount date is always the same as the due date and discount is always taken. If blank, discount date is determined by each invoice DISC %: 2 whole, 2 decimal. This field contains the vendor's standard discount percent. Discount amount is calculated when invoice is entered, based on this percent CURR BAL: Contains the amount currently owed to this vendor. Auto updated by system YTD PYMTS: Contains the year-to-date payments made to this vendor. Auto updated by system. Cleared when year end processing runs YTD DISC TKN: Contains the year-to-date discounts taken. Auto updated by system. Cleared when year end processing runs YTD DISC LST: This field contains the year-to-date discounts lost. Auto updated by system. Cleared when year end processing runs AVE DAYS PAY: This field contains the averages number of days it takes you to pay your vendor. Automatically updated by system. How the system calculates the average days to pay: The average # of days is multiplied by the average number of invoices with 99 added to this number. If either number is zero then it defaults to 99. The result of this calculation is divided by the days difference between the current check date and the transaction date which is divided by the average # of invoices plus one. If there are no average # of days or average # of invoices, the system defaults each to 99. If there are no average # of invoices the system defaults it to 1. The defaults average # of days is found by 99 divided by (current check datetransaction date (in days)) #INV IN AVE CALC: Contains the total number of invoices paid. Automatically updated by system LAST PYMT DATE: Last payment date, automatically updated by system LAST PYMT AMT: Last payment amount, automatically updated by system LAST INV DATE: Last invoice date, automatically updated by system. Profit Manager Accounts Payable Rev 6.1 Page 6

9 25 - LAST INV AMT: Last invoice amount, automatically updated by system YTD PURCHASES: Automatically updated by system. This amount is the accumulation of all invoices entered in the year. This field is cleared at year end PURCH LAST YR: The amount in YTD purchases is moved into this field during year-end processing NEEDED: Valid entries are: N - no 1099 prints with or without a federal ID number present in field 30. A - always print a 1099 with or without a federal ID number, even if the amount paid is less than $600. Y will not print if there is no federal ID number in field 30. Fed Tax ID or if the amount is less than $600. If field 30 does contain a federal ID and the amount is over $600 the 1099 will print PAY TO VENDOR#: This field is entered when the ship-from and pay-to addresses are not the same. If this field is zero, then vendor is the pay-to vendor number FED. TAX ID: This field is used to store the federal tax id or social security number of the vendor. It exists for convenience and is not used by the system TERMS CODE: Must exist in the terms code file. This code is used by the system to calculate the invoice due date based on the days till due entered in the terms code field ALT A/P: Contains the G/L account number to post to instead of the default account number in the A/P control file. If this field is 0, the system defaults to the account number in the A/P control file. This field can be used for taxable liability or to separate payables for inventory G/L DR1: G/L DR2 G/L DR3 G/L DR4 These fields contain the default accounts numbers that can be chosen when an invoice is entered. Fields are validated against the chart file. These can be overridden at A/P Invoice Entry EDI (Y/N) Required field. Yes/No field that asks whether this vendor accepts EDI transmissions. FUNCTIONS: LIST (L) VENDOR MASTER LIST: Vendor listing allows user to sort by vendor number or alpha code. LABELS (M) VENDOR MAILING LABELS: Vendor labels allows user to sort by vendor number or alpha code, and print up to 9 labels per vendor. There is an option to print a test pattern before continuing. Labels print on wide paper, 4 up. Label size is 3" x 15/16". If the POSTAL BAR CODES field in the SPECIAL ADD- ON PACKAGES section of the control file is set to Yes, the postal bar code prints at the bottom of each label. 2. RECURRING PAYABLES Recurring payables automatically create invoices that are due monthly, on the same day each month, and for the same amount. Recurring invoices, if due, are created when the cash requirements report runs Examples of recurring payables are rent, lease, or loan payments. The report displays the G/L distribution that is automatically made each month, and shows the number of months remaining until payments end (e.g. end of the lease period). RECURRING PAYABLES FIELD VENDOR#: INVOICE#: Must exist in the Vendor file (Press Enter for alpha search). 6 alpha numeric. When invoice is created, system appends a space and the sequence number to invoice number. 1 - TRAN DESC: 30 alpha numeric characters. Profit Manager Accounts Payable Rev 6.1 Page 7

10 2 - TRAN AMT: Contains the invoice amount paid monthly. 3 - TRAN DISC: This field contains the discount amount available each month. NOTE: When setting up a recurring payable for the first time, back date the FIRST CREATED and LAST CREATED dates to the previous month and make the LAST CREATED date the same as the FIRST CREATED date (the dates entered will be used by the system as the monthly due date). 4 - FIRST CREATED: Contains the date the recurring payable was created. The entered date is used as the monthly due date. If no date is entered, the field is updated by the system with the date of the first cash requirements run. 5 - LAST CREATED: This field contains the date of the most recent invoice created and is automatically updated by the system (except for first time entry, see note above). 6 - LAST SEQ#: This field contains the last sequence number generated. It is incremented each time an invoice is generated. Last seq # is appended to the invoice number when generated. 7 - LAST TO CREATE: Contains the last sequence to create. System will stop generating invoices when the last sequence no. is equal to the last to create. 8 - ACCOUNT: This field contains the General Ledger account number to debit when the invoice is created. User can distribute recurring invoices to six different general ledger accounts. AMOUNT: Contains the amount debited. 3. VENDOR INVOICE INQUIRY Press Enter at the? for vendor search. This option allows user to view selected invoices. The system displays the General Ledger distributions, along with amounts and date information. 4. CHART OF ACCOUNTS The Chart of Accounts is entered in this option only if the Accounts Payable module is not interfaced to General Ledger. Otherwise, enter Chart of Accounts through the G/L module. Select this option to add, change, find, delete, or list accounts. The first time you build chart of accounts, select the create for new company option. This saves the step of entering a company number for each account. It also allows copying from one company to another (budgets are not copied). Company numbers must already exist in the company file. The type of accounts are: A asset Q equity R revenue L liability E expense Current year and previous year budgets are stored in the Chart of Accounts file but cannot be accessed through this option (previous year amounts are updated at year end). 5. CONTROL The A/P Control file is set up during initial installation to customize the system to each client's needs without making program modifications. Functions include: Chance (C), Delete (D), and List (L). CONTROL FIELDS SCREEN ONE: 1 - COMPANY #: Must be the same company number used in other control files. Company number determines which company is posted to in General Ledger. 2 - COMPANY NAME: 30 alpha-numeric characters. This is your company name. It will print on the checks. Profit Manager Accounts Payable Rev 6.1 Page 8

11 3 - ADDRESS: 30 alpha-numeric characters per company address line. Can have up to 3 lines. This address prints on the check. 4 - ZIP CODE: 5 digits. 5 - ZIP LOCN: 4 digits. 6 - G/L INTERFACE: If 'Y', the option GL Account Distribution w/gl Update will not post to the general ledger journal file. If N, the account distribution will post to the journal. 7 - P/O INTERFACE: If 'Y', invoice entry prompts user if invoices are to be entered by purchase order number and allows invoices to be entered by received purchase order line. Purchasing system must be active. Default distribution account in the invoice entry is the inventory account number based on product line of item being invoiced. 8 - MFG/GL INTER: Used in conjunction with P.O. interface. If 'Y', and if invoices are entered by P.O., then the G/L distribution account number is the material received at standard account (the G/L account cannot be changed). If N the user can backslash and change the G/L account number regardless of whether the item is stocked or nonstocked. Purchase variances are created (uses variance account from APControl) based on FIM cost not buy cost. Uses inventory account from purchase record. The work order system must be active. If set to N, variance does not calculate. 9 - EWOS INTERFACE: If 'Y', then user can apply costs to a specific open work order and have the system create AP cost records for Detailed Job Analysis G/L DETAIL SWITCH: Automatically updated by the system. 0-indicates that there are no G/L transactions to be posted. 1-indicates that there is G/L transactions to be posted. 2-indicates update to G/L is running. 11-DATA ENTRY SWITCH 12 - CHECK SEQ SWITCH: Automatically updated by the system. 0-indicates that there are no transactions in the batch to be posted or data proof has not been run without errors. 1-indicates data proof has been run without errors. 2-indicates data entry update is running. Automatically updated by the system. 0-indicates check cycle has not been started. 1-indicates that cash requirements has been run. 2-indicates that invoice selection has been run. 3-indicates that checks have been run. 4-indicates that check writing update is running CASH REQMNTS DT: This field is updated by the cash requirements report. It contains the date last entered when cash requirements was last run. 14 -HIGH CHECK# USED: Updated by check writing NEXT P.O. NUMBER: This fields contains the next purchase order number, if the purchasing system is to assign the next P.O. number. When entering a new purchase order, press Enter at P.O. number field to enter this number. The number is incremented by ST MO FISCAL YR: This field contains the first month of the fiscal year. For example, if fiscal year started in March, then enter LST MO CLOSED: (YYMM) This field contains the calendar year and the most recently closed month. The field is updated during month-end processing. Profit Manager Accounts Payable Rev 6.1 Page 9

12 18 - LST YR CLOSED: 2 digits. This field is updated by year-end STATE ID #: Your company's assigned state ID # up to 11 characters; prints on the 1099 Form FEDERAL ID #: Your company's federal ID # up to 11 characters; prints on the 1099 Form AP270 CHECK # RESTART For use by PBSI only. SCREEN TWO: (Company # and name display at the top of this screen). GENERAL LEDGER ACCOUNT NUMBERS 1 - A/P: Up to 9 digits. Account number is validated against the chart of accounts file. This is the default G/L account number for accounts payable. 2 - DISCOUNT: Up to 9 digits. Account number is validated against the chart of accounts file. This field contains the G/L account number for discounts earned. 3 - CASH: Up to 9 digits. Account number is validated against the chart of accounts file. This field contains the G/L account number for cash. 4 - MAT VARIANCE: Up to 9 digits. Account number is validated against the Chart of Accounts file. This field contains the G/L account number for material variance. It is an expense account or inventory account and is similar to a purchase price variance. It is the difference between standard cost and the purchase order cost. The difference can either flow into inventory or be expensed as a cost of doing business. 5 - MAT STD: Up to 9 digits. Account number is validated against the Chart of Accounts file. This field contains the G/L account number for material received at standard. This is a liability account. It is the credit offset to an inventory debit when a purchase order is received. Basically this account is a holding accrual account for inventory that has been received but not yet invoiced in Accounts Payable. As transactions are processed, most of these entries will net to zero except for some that have not been attached to an A/P invoice. When the A/P invoice is entered and attached to the PO the MAT account is debited and Accounts Payable is credited. 6-8 EXTRA AP/ITEM COSTS: Up to 9 digits. Account number is validated (UP TO 3) against the chart of accounts file. The account description is stored in the control file. Up to 3 account numbers can be entered into these user defined accounts. DATA ENTRY 6. INVOICES and CREDIT MEMOS Select this option to enter new Accounts Payable invoices by batch (the opening screen displays the batches in use in the lower left corner). The system checks for duplicate invoices during the data entry and displays an error message preventing the duplicate entry. Data entered is stored in a batch file, and appears on the Data Proof Report. The batches are updated by the Data Entry Update option. Note: 1) If an AP Batch is entered but not updated and a work order is closed, the batch will still post to the work order. A manual entry to G/L is needed to correct (credit WIP and debit work order variances). 2) To void an invoice, enter type C - credit for the invoice amount. INVOICES & CREDIT MEMOS FIELD Profit Manager Accounts Payable Rev 6.1 Page 10

13 DO YOU WISH TO ENTER INVOICES BY P.O.'s (Y/N)? (N)O Interface to Purchasing; No PO in the system for these invoices. MODE: A-to add to batch. C-to change header (fields 1-16) or line items in the batch. NOTE: Only fields 1,5, and 9-16 can be changed in the header. D-to delete an invoice or distribution transaction in the batch; or delete a line. E-to end. 1 - G/L TRAN DATE: This date determines the month the transaction will post to and will post to the G/L ledger. The date is compared against the G/L Ledger company file to determine fiscal month of G/L transaction posting. Note: At month-end this date can be back dated to post to a prior month. 2 - BATCH: An assigned number to identify the batch, up to 6 digits. 3 - SEQ#: Assigned by system. 4 - VENDOR: This field contains the vendor number. It must exist on the vendor master file. Alpha search is available. 5 - PO: This field contains the purchase order and release number. Purchase order must exist in the purchasing system. Not required unless entering invoices by PO number. 6 - INV #: Enter up to 10-alphanumeric characters. Can't already exist in the open payables file. 7 - TYPE: Valid entries are: I - invoice (system default) C - credit (do not enter negatives) A - adjustments (can be positive or negative) 8 - INV DATE: Defaults to the system date. 9 - INVOICE AMT: Contains the gross amount of the invoice EXTRA AP/ ITEM COSTS: The field descriptions come from the master control file, up to 3 fields. EXTRA AP COST fields can be entered into these user defined fields DISCOUNT: This field contains the calculated allowable discount. Invoice amount minus EXTRA AP COSTS is multiplied by the discount percent in the vendor file. This field can be overridden HOLD?: Defaults to 'N'. This flag allows user to put this invoice on hold. When checks are automatically selected for payment, this invoice will not be paid. Invoices on hold are identified on the cash requirements report, and the due invoices on hold report. Use the hold and view due dates option to remove an invoice from hold DUE DATE: This date determines when an invoice is to be paid. The system calculates the due date based on the days till due entered in the terms code file. If the invoice date is changed, the system recalculates the due date DISC DATE: If there is an 'A' in the discount flag in the vendor file, due date becomes the discount date, no override allowed. If discount flag is blank, cursor will stop at this field for input. If discount is to be taken, via computer checks, due date must be changed to equal the discount date. This can be done in the view and change due dates option. Profit Manager Accounts Payable Rev 6.1 Page 11

14 SEQ#: This field increments by 1 for every distribution of invoice and is limited to G/L ACCT#: Contains the debited General Ledger account number. It is typically an inventory or expense account type. If interfaced to general ledger, this account must exist on the chart of accounts file. Chart of accounts description displays at the bottom of the screen. Screen will default to G/L DR (debit) account numbers stored in the vendor master file. To search by account number or description for a G/L account #, enter a question mark and press Enter DISTRIB AMT: This field contains the distribution amount. The sum of the distributions must equal the invoice amount for proof report to run without errors. If interfaced to the extended work order system, this amount can be assigned to a specific work order as other costs DESCRIPTION: 30 alpha-numeric characters. This field contains the distribution description W.O.#: This field only appears if the EWOS INTERFACE flag is set to 'Y' in the A/P control file. This distribution can be assigned directly to an open or closed work order. Note: If posting against a closed work order, the system warns: Work Order Closed! and asks whether to proceed. For an explanation of posting against a closed work order, see EWOS Module, File Maintenance, Receive or Close Work Orders. DO YOU WISH TO ENTER INVOICES BY P.O.'s (Y/N)? (Y) Interface to Purchasing; Yes there are POs in the system for these invoices. MODE: A-to add to batch. C-to change header (fields 1-16) or line items in the batch. NOTE: Only fields 1,5, and 9-16 can be changed in the header. D-to delete an invoice or distribution transaction in the batch; or delete a line. E-to end. 1 - G/L TRAN DATE: This date will post to the G/L ledger. The date is compared against the G/L Ledger company file to determine fiscal month of G/L transaction posting. Note: At month-end this date can be back dated to post to a prior month. 2 - BATCH: An assigned number to identify the batch, up to 6 digits. 3 - SEQ#: Assigned by system. 4 - VENDOR: This field contains the vendor number. It must exist on the vendor master file. Alpha search is available. 5 - PO/REL #: This field contains the purchase order and release number. Purchase order must exist in the purchasing system. Not required unless entering invoices by PO number. 6 - INV #: Enter up to 10 alphanumeric characters. Number can't already exist in the open payables file. 7 - TYPE: Valid entries are: I - invoice (system default) C - credit (do not enter negatives) A - adjustments (can be positive or negative) 8 - INV DATE: Defaults to the system date. 9 - INVOICE AMT: This fields contains the gross amount of the invoice. Profit Manager Accounts Payable Rev 6.1 Page 12

15 10 - EXTRA AP/ITEM COSTS: The field descriptions come from the master control file. Up to 3 EXTRA AP COST fields can be entered into these user defined fields DISTRIBUTED: These fields are displayed if the INCLUDE EXTRA COST PER ITEM flag is set to yes. Extra costs will be entered per purchase order line and accumulated in these fields DISCOUNT: This field contains the calculated allowable discount. Invoice amount minus tax and freight is multiplied by the discount percent in the vendor file. Can be overridden HOLD?: Defaults to 'N'. This flag allows users to put this invoice on hold. When checks are automatically selected for payment, this invoice is not paid. Invoices on hold are identified on the cash requirements report, and the due invoices on hold report. Use the hold and view due dates option to remove an invoice from hold DUE DATE: This date determines when invoices are paid DISC DATE: If there is an 'A' in the discount flag in the vendor file, due date becomes the discount date, no override allowed. If discount flag is blank, cursor will stop at this field for input. If discount is to be taken, via computer checks, due date must be changed to equal the discount date. This can be done in the view and change due dates option AMT DISTRIB: The field contain the sum of the entered distributions. This field is compared against the target to insure that the invoice is distributed properly. LN #: PART #: Automatically displays from the purchase order, but can be overridden to skip lines. This field automatically displays from the purchase order. If an item cross reference is set up for this part, the vendor part number and description display in the line item as a second line G/L ACCT: Defaults to the inventory account number based on the product line of the item or the material rec. at standard account number depending on how flags are set in the A/P control file. This field can be overridden, and if interfaced to G/L must exist in the Chart of Accounts file. To search by account number or description for a G/L account #, enter a question mark and press Enter QTY INV: This field is entered by operator. Quantity invoiced can not be greater than the quantity not invoiced. If no items are to be invoiced for the part enter '0' AMT INV: The system automatically displays the amount invoiced W.O. If the Control File flag, O/E or W/O INTERFACE, in the Purchasing section is set to 'W', the work order number displays in this field. NOTE: If the INCLUDE EXTRA COST PER ITEM flag is set to 'Y' then a window will open and prompt user to enter material cost, and up to 3 EXTRA AP/ITEM COSTS. Extra cost are added to the total distribution amount for this line to be posted to an inventory account instead of the expense accounts listed in the A/P control file. AMT INV: This field contains the material cost amount invoiced for this line on the invoice. This amount is posted to general ledger using the inventory account number based on the product line of the item or the material received at standard account, depending on flag settings in the A/P control file. If interfaced to EWOS this amount can be assigned to a specific work order as other costs. If the actual cost is different than the cost on the purchase order the user will be warned. Profit Manager Accounts Payable Rev 6.1 Page 13

16 MISC ACCT#: DISTRIB AMT: This is the G/L account number posted for distribution unrelated to inventory purchases. This account is typically used for freight, sales tax, or miscellaneous charges. If interfaced to General Ledger, this account must exist on the Chart of Accounts file. Chart of Accounts description displays at the bottom of the screen. This field contains the distribution amount for the misc account number. The sum of the misc. amounts, and amount invoiced must equal the total invoice amount for the proof report to run without errors. If interfaced to the extended work order system, this amount can be assigned to a specific work order. For miscellaneous distributions this field is entered under the QTY INV heading W.O.#: This field only appears if the EWOS INTERFACE flag is set to 'Y' in the A/P control file. This distribution can be assigned directly to an open or closed work order. Note: If posting against a closed work order, the system warns: Work Order Closed! and asks whether to proceed. For an explanation of posting against a closed work order, see EWOS Module, File Maintenance, Receive or Close Work Orders. 7. MANUAL CHECKS Enter handwritten checks in the system where an invoice exists on the open payables file (to find the invoices to be paid by manual checks, print the Vendor Payable Inquiry option). Since the payables system will not allow two sets of check numbers, it is important to use the next check from the box of computer checks, or set aside checks from the beginning of the box for manual checks. When running computer checks, the system validates the check number against the outstanding check file and does not allow a check number less than the highest check number. The system will issue a warning, LAST CHECK USED IS xxxxx. ENTER OK TO CONTINUE OR R TO RE-ENTER. Users can pay more than one invoice with a manual check. The sum of the payment amount must equal net check, same with discounts. A partial payment can be made. Note: Do not use the partial payment option to record partial payments for manual checks. ABOUT DISCOUNTS FOR MANUAL CHECKS: Make sure the discount date is not older than the date used for the manual check date otherwise the system will not allow the discount. If the discount date is older, either adjust the check date (this will affect the G/L transaction date) or change the discount date using the option, Holds and View Due Dates, on the AP Main Menu. The G/L Tran Date is the date the transaction posted to the ledger (can be back dated at month-end to post to a prior month). The Invoice, Type, Inv. Date fields must be exactly as they appear in the Vendor Payables Inquiry screen. Data entered is stored in the manual check batch, prints on the data proof, and is updated by the data entry update. The system allows up to 299 manual and direct checks in one batch. 8. DIRECT CHECKS Select this option to enter checks that were handwritten and an invoice does not exists on the open payables file (the opening screen displays the batches in use in the lower left corner). Since the payables system will not allow two sets of check numbers, it is important to use the next check from the box of computer checks, or set aside checks from the beginning of the box for manual checks. When running computer checks, the system validates the check number against the outstanding check file and does not allow a check number less than the highest check number. The system will issue a warning, LAST CHECK USED IS xxxxx. ENTER OK TO CONTINUE OR R TO RE-ENTER. When a direct check is entered, the system creates an invoice and a check in the batch (permits one invoice per check). The system checks for duplicate invoices during the data entry and displays an error message preventing the duplicate entry. Always handle changes to a direct check in the Direct Check option. The system allows up to 299 manual and direct checks in one batch. The G/L Tran Date is the date the transaction posted to the ledger (can be back dated at month-end to post to a prior month). If interfaced to EWOS, costs may be assigned to a specific work order. Profit Manager Accounts Payable Rev 6.1 Page 14

17 To search by account number or description for a G/L account #, enter a question mark and press Enter. 9. PARTIAL PAYMENTS Select to designate a partial payment of an invoice for computer checks only (the opening screen displays the batches in use in the lower left corner). Do not enter partial payments for manual checks. When computer checks are printed, only the partial payment is paid. 10. HOLDS AND VIEW DUE DATES This option allows user to change the hold flag, due date, discount available and discount date. This option is usually run after printing the cash requirements report. After making changes, print the cash requirements report again. 11. CLEAR/VOID OUTSTANDING CHECKS Choose this option to reconcile checks, using your monthly bank statement. Enter the amount cleared for each check on the bank statement. Reconcile checks every month, before running month end update. This option is also used to void checks. Enter the word 'VOID' in the CLEARED AMT field. The system prompts for the G/L transaction date (usually this is the check date). The system creates a G/L transaction to debit the cash account and credit the A/P account (a G/L transaction is not created if the HISTORY file has been purged for the voided invoice). The system removes invoice(s) from the month to date paid file; changes YTD payments, YTD discounts taken and lost, and YTD purchases in the Vendor Master file. The system prompts whether to re-enter the invoice. If yes is selected, the system re-enters the invoice. If no is selected, a manual G/L entry must be made to debit A/P and credit original distribution accounts for each invoice on the voided check. 12. REMOVE PARTIAL PYMTS FOR VOID Select this option only when an error occurs in the automatic check voiding procedure. Use this option to remove partial payment made by a check that was voided from an open invoice. If a partial payment paid off the invoice, then use the 'Remove Paid Invoice for Voided Checks (remove invoices from the MTD invoices paid screen). 13. REMOVE INVOICE FROM MTD INVOICES PAID Use this option only if an error occurred in the automatic check voiding procedure. This option deletes paid invoices from the MTD invoices paid file for voided checks. It can also be used as an inquiry of paid invoices. PERIODIC PROCEDURES 14. DATA ENTRY PROOF This report prints all data entered through invoice entry, manual check, direct checks, and partial payments. The report is used for control purposes to reveal errors in the data entry. The invoice date prints on the first detail line of each set of sequence numbers. After correcting any errors, run the proof again; then run the data entry update option. When the proof report prints without errors, the Data Entry Switch flag in the A/P Control File is updated to '1'. Note: About the Freight, Insurance, and Duty columns (these are user defined columns): If freight, insurance, and duty amounts are entered in the AP header fields, the amounts for these fields default to the account number set up in AP Control. If entered as a line item, user can choose the G/L distribution account number. 15. DATA ENTRY UPDATE This option updates files with new invoices, manual checks, direct checks, and adds partial payments to invoices, provided the Data Proof Report printed without errors. If manual or direct checks were entered, user is prompted to print the check register. If user chooses not to print the register, checks will appear on the next register run. The A/P Update Report prints at the end of the update showing totals for each batch and a grand total of all batches. After the update runs successfully, the DATA ENTRY SWITCH flag in the A/P Control File is updated to '0'. If interfaced to Purchasing, actual costs are stored in the purchase order record so that purchase order history can update the actual costs and calculate average cost, if the Inventory Control, Control File flag is set for average cost. Profit Manager Accounts Payable Rev 6.1 Page 15

18 Also if average cost is used, the system will not calculate average cost for non-stock items. Purpose: If a nonstock item number is used for miscellaneous sales, with a cost on file of zero, the cost always remains at zero so the cost will always be prompted at order entry time. Note: The A/P Update will post to work order variance if the associated work order is closed. The variance account used depends on the G/L account assigned to the transaction at the time of data entry. 16. CASH REQUIREMENTS This report prints all open payables and indicates which invoices are due or on hold as of the cash requirements date entered when report is printed. The last page of the report prints a summary aging in 15 day increments, with a total of checks to be written. After report prints, recurring payables are generated and updated to the open payables file. 17. SELECT INVOICES FOR PAYMENT Allows users to select invoices for payment automatically based on the due date or manually (individually) by vendor. If automatic is selected, the system displays the selected invoices and gives the user the option to deselect. If manual is selected, the system prompts for a vendor number and allows selection of invoices. If the vendor is re-displayed after selection, the system displays a running total of the amount selected for payment. If a discount is allowed, the user can change the discount date to match the due date to take the discount. 18. CHECK WRITING, REGISTER, AND UPDATE PURPOSE: Print checks, print a check register, and update the outstanding check file. HOW TO: Invoices must have been selected for payment before selecting this option. The system prompts for the starting check number, then verifies that the check number is greater than checks previously printed. The user is given the option to print a test pattern that will void the first check. The system also advances a check before it begins printing. In the event of a printer/forms jam, the system provides an option to reprint. RESULTS: A list of manual checks print first followed by the Invoices Not To Be Paid report, if selected by the user. Next, the system prompts to load the A/P checks in the printer and enter the check date. The checks print with the vendor number printed to the right of the check date. NOTE: If the vendor has a pay-to number entered in their vendor file, the pay-to vendor number, name and address print on the check; the check register will show the pay-to vendor number and name. After the checks, the check register prints (after prompting the user to change paper). The G/L distribution prints at the end of the check register. After the check register, the system automatically runs an update. The update removes all paid invoices and writes them to a paid invoice file, and updates the outstanding check file. CONTROL FILE: If the Control File flag, Replace Item Cost W/PO Cost', is set to yes, the update replaces the standard material cost in the Item Master file with the invoice cost if different from the receipt cost. 19. G/L ACCOUNT DISTRIBUTION W/GL UPDATE Select Daily (D) to post to G/l Journal File after Data Entry Update or Check Update. Select Monthly (M) run anytime prior to month-end, report only. Prints a list of G/L transactions that have been distributed to accounts. This is just a report and does not create new G/L transactions (new G/L transactions are created daily during day-end). If AP is interfaced with GL, this report will contain the fiscal month (not calendar month) each transaction will be posted to GL (for example, if July is your first fiscal month, then a transaction that is posted to July will have a 1 in the FMO (fiscal month) column). This report serves as a reference tool showing the AP transactions that have been updated to GL. If AP is not interfaced with GL, the FMO column is blank. The report serves as an important reference document in your manual posting of AP transactions to your GL. If the DAILY option is run, all unposted transactions update the G/L journal file if interfaced to G/L. Transactions are created by data entry and check writing update. The system prints only new distributions that have never Profit Manager Accounts Payable Rev 6.1 Page 16

19 been printed, or that have been printed for the first time today (today being the system date). If your system interfaces with GL, any distribution that has not been previously printed will update to the GL system. If the MONTH-TO-DATE option is run, all transactions that have been written to the 'APGL' file since the last month-end update print (this is a report only; no updates are processed). The monthly report should be run before running month-end and should only be run after all distributions have been printed at least once in the daily account distribution. NOTE: If the GL Company File is set for FISCAL MONTHS PER YEAR = 13, the system will ask for DAILY OR MTD ACCOUNT DISTRIBUTION just as it normally does. When MTD is selected the system will ask whether to report on CALENDAR or FISCAL PERIOD. If Fiscal Period is entered, the system prompts for the beginning and ending fiscal date (mmddyy). The DUAL YEAR FLAG in the GL Company File can be either yes or no. 20. MONTH-END UPDATE This option asks to verify the month-ending date. If the displayed date is incorrect, enter no and check the Last Month Closed (YYMM) flag in the A/P Control File. If Y is entered, the system defaults the date to remove G/L Detail Transactions (retaining two years of history) and prompts to enter N to cancel the purge if desired. Next the system defaults the A/P Paid Invoices prior to and including date to retain two years of history and also prompts to enter N to cacel the purge if desired. PBSI recommends keeping two years of A/P detail on the system. *Note: Never use the period ending date that you are closing. If you do, the month end process will remove all detail through that date. The system purges the MTD Invoice Paid file, the MTD G/L Detail file, the Cleared/Voided Checks from the Outstanding Checks file, removes inactive temporary vendors from the Vendor Master file, removes permanent vendors from the Vendor Masterfile only if there is no history for the vendor, and then rebuilds the indexes. 21. YEAR-END UPDATE Choose at year end. This option zeros the YTD fields in the Vendor Master File, and rolls purchase YTD into purchases last year. Note: Others users cannot be in the system when this option is run. Profit Manager Accounts Payable Rev 6.1 Page 17

20 REPORTING 22. DUE INVOICES NOT TO BE PAID Lists invoices due for payment but not being paid at this time (on hold). 23. A/P AGED TRIAL BALANCE Prints the accounts payable aged trial balance report as of date entered. If a paid invoice was open as of aging date it will appear on the report. Aging is based on invoice date or due date and sorts by vendor number. The report includes historical average days-to-pay for each vendor. This report should be run before month-end. Note: If future A/P transactions (transactions expended in future months) are part of the trial balance, the trial balance and the A/P monthly balance will not match. You will need to manually add the future A/P transactions to the monthly balance. 24. VENDOR ANALYSIS Prints the vendor analysis report. Information printed on the report comes from the vendor master file. It provides a summary of both purchase and payment history for each vendor for this year and last year. Temporary vendors do not appear on this report. This report should be run before year end processing. 25. MTD PAID VENDOR INVOICES Run before month-end update. This option prompts for a date range and provides a list of vendor invoices paid since the last month end update within the entered date range. Partial payments are not listed. Only invoices paid in full are listed. 26. G/L ACCOUNT DIST FOR PAID OR UNPAID This report prints account subtotals of either open AP invoices or paid AP invoices within a date range specified by the user (this is the due date not the invoice date). For open invoices, the data for the report is pulled from the A/P header and line records. For paid invoices, the data for the report is pulled from the AP/GL file not the month paid file. Note: Partial payments must be tracked manually. An invoice is not closed until it is fully paid. The system asks whether to print the subtotals to the screen (shows the G/L account and debit and credit amount only) or a printer. The printed report includes more detail: the G/L account number and title, vendor number and name, invoice number, type, fiscal month, transaction date, debits and credits, and a report total. 27. VENDOR PAYABLES INQUIRY/PRINT This option allows viewing and printing of open and/or closed (select PYMT HISTORY function) invoices for a selected vendor in order by the most recent to the oldest paid date. The report information includes invoice number, type of invoice, invoice date, amount, discounts, payment (this is the full amount paid), check number (this is the last check number received for payment), and check date. To search for a vendor, press Enter at the 'Vendor #?' prompt. An alpha search window is provided. 28. VENDOR CASH REQUIREMENTS INQUIRY Displays cash requirements for a specific vendor. 29. PRINT 1099 FORMS This option prints the 1099 Forms (based on the criteria in the 1099 Needed field of the Vendor Masterfile), usually as part of the year end process if there is a federal tax ID in the Vendor Master and purchases from one vendor YTD exceed $ A/P must be run on calendar year before year-end processing. The form is MISC which must be purchased from a printing service (contact PBSI Customer Support for form information). Note: If needed, you can print 1099s on plain paper for your internal use. Profit Manager Accounts Payable Rev 6.1 Page 18

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