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 Copyright Notice: Copyright 1986, 1988 MCBA, an unpublished work.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

65 Here is a sample of the Recurring Voucher Processing Screen: Recurring Voucher Processing Vendor No Recurring ID Description 5 A/N 4 A/N 30 A/N Type of Recurrence Interval Starting Date Ending Date M or N 3 N 6 N 6 N Due Display Only 8. Amount 9 N with 2 D Remit-To Vendor No Last Voucher Date 6 A/N 6 N 11. A/P Account No 7 N Item Number to Change? Field Names Notes 1. Vendor No 2. Recurring ID 3. Description 4. Type of Recurrence 5. Interval 6. Starting Date 7. Ending Date APRM 4-16 Recurring Voucher Processing 0/1090/H5293

66 8. Amount 9. Remit-To Vendor No 10. Last Voucher Date 11. A/P Account No APRM 0/1090/H5293 Recurring Voucher Processing 4-17

67 AAMU A/P Invoice Adjustment Step 3 Changing Due Dates and Discounts AAMU You can display transactions in two different ways depending on what information you want to change. You can either: enter the Invoice Number to change Due Date or Remit-to Vendor fields or enter the Voucher Number to change the Discount Date, Discount Amount, or Reference fields NOTE: You cannot change the Remit-to Vendor field after selecting the transaction for payment in Function APMU (Payment Preparation). If you need to change the Remit-To Vendor field, clear previous selections in Function APMU, change the Remit-To Vendor field, and reselect voucher for payment. At any menu, type AAMU and press <Enter>. The A/P Invoice Adjustment Submenu appears: 1. ADD ADJUSTMENTS 2. CHANGE/INQUIRE ADJUSTMENTS 3. DELETE ADJUSTMENTS 4. PRINT ADJUSTMENTS EDIT LIST 5. POST ADJUSTMENTS TO A/P FILES AAMU 0/1090/H5293 A/P Invoice Adjustment 4-19

68 Here is a sample of the A/P Invoice Adjustment Screen. A/P Invoice Adjustment Vendor No Invoice No Voucher No Invoice Date Invoice Bal Invoice Disc Bal Old Remit-To Vendor Old Due Date Old Disc Date New Remit-To Vendor New Due Date New Disc Date New Discount New Reference 5 A/N 8 A/N 6 N Display Only Display Only Display Only Display Only Display Only Display Only 5 A/N 6 N 6 N 9 N with 3 D (-) 30 A/N Item Number to Change? Field Names Notes Vendor No Invoice No Voucher No Invoice Date Invoice Bal Invoice Disc Bal Old Remit-To Vendor AAMU 4-20 A/P Invoice Adjustment 0/1090/H5293

69 Old Due Date Old Disc Date 1. New Remit-To Vendor 2. New Due Date 3. New Disc Date 4. New Discount 5. New Reference AAMU 0/1090/H5293 A/P Invoice Adjustment 4-21

70

71 Lab Exercise Step 1 Entering and Posting Transactions For the first part of this lab, do the following: Enter the invoices starting on the next page (Transaction Type R). IMPORTANT! Field 8 (Invoice Amount) is not the total invoice amount. It is the total without sales tax, freight or miscellaneous charges. The system automatically distributes these charges so that you need only distribute the merchandise or service amounts! Distribute the merchandise to the utilities account number for Invoice 3 (you will correct this in the second part of this lab). Print the edit list. Make corrections. Post transactions. Print and review Report RAGL. You must post transactions to finalize the information in the Open Item File. Once the information is in the Open Item File, enter changes using one of the following transaction types: C Vendor Credit Memo D Vendor Debit Memo X Cancellation A Adjustment NOTE: Transaction Type P (Prepaid) will be discussed in Section 5. Processing Transactions 0/1090/H5293 Lab Exercise 4-23

72 For the second part of this lab, do the following: Enter the credit memo on page Enter an adjustment to correctly distribute merchandise amount for Invoice 3. Print the edit list. Make corrections. Post transactions. Print Report RAGL (A/P Distribution to G/L Report). Compare the two RAGL Reports and notice the changes of debits and credits (look at the chart on page 4-9 to understand these changes). Invoice 1 Remit To: Pacific Bell Attention Judy 1648 Pacific Avenue Pacific Grove, CA INVOICE Invoice No Invoice Date: Today's Date Terms Net 10 Prox Pay This Amount: Processing Transactions 4-24 Lab Exercise 0/1090/H5293

73 Invoice 2 Remit To: Blue Water Company Attention: Bob 999 Flood Avenue Half Moon Bay, CA INVOICE Invoice No Invoice Date: Today's Date Pay This Amount Terms Net 10 Prox Invoice 3 Remit To: National Hardware Attention: Terri 5743 Treat Street Oklahoma City, OK INVOICE Invoice Date: Today's Date Invoice No Terms 2/10 EOM Sales Tax: Add Freight Charges: Invoice Total: Processing Transactions 0/1090/H5293 Lab Exercise 4-25

74 Invoice 4 Remit To: Black and Decker Attention: Terri 68 State Street Salem, OR INVOICE Invoice No Invoice Date: Today's Date Terms 2/10/N/30 Sales Tax: Freight: Total: Invoice 5 Remit To: Black and Decker Attention: Terri 68 State Street Salem, OR INVOICE Invoice No Invoice Date: Today's Date Terms 2/10/N/30 Sales Tax: Freight: Total: 1, Processing Transactions 4-26 Lab Exercise 0/1090/H5293

75 Invoice 6 Remit To: National Hardware Attention: Terri 5743 Treat Street Oklahoma City, OK INVOICE Invoice Date: Today's Date Invoice No Terms 2/10 EOM Sales Tax: Add Freight Charges: Invoice Total: Credit Memo Remit To: National Hardware Attention: Terri 5743 Treat Street Oklahoma City, OK Credit Memo Invoice No 243CM Date: Future Date Merchandise Defective (Reference Invoice # 27789) Merchandise: Sales Tax: Total: Processing Transactions 0/1090/H5293 Lab Exercise 4-27

76 Step 2 Entering Recurring Invoices You will not practice entering recurring invoices in class. Step 3 Changing Due Dates and Discounts For this lab, do the following: Change a field for a transaction entered in Step 1. Print the edit list. Make corrections. Post the adjustments. Review the report. Processing Transactions 4-28 Lab Exercise 0/1090/H5293

77 Checklist Entering and Posting Transactions Organize Source Documents Enter Transactions by Type Function ATMU, Option 1 Print Edit List Function ATMU, Option 4 Make Corrections Function ATMU, Options 2 or 3 Post Transactions Function ATMU, Option 5 Processing Transactions 0/1090/H5293 Checklist 4-29

78 5 Paying Bills 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 i

79 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 ii

80 Paying Bills Big Picture Paying bills has four steps planning what to pay, selecting what to pay, printing then posting checks, and entering manual checks or posting prepaid transactions. If you use Report RACR (Cash Requirements Report), you will save money by taking advantage of prompt payment discounts. If you do not receive discounts on transactions, you will pay by due date so that you are not late, and you still earn interest on your checking account. If you do not want to complete a check run for one check or you paid a transaction before entering it into the system, you can enter a manual check or a prepaid transaction. 1. Plan Payment Strategies Report RACR 4. Enter Manual Checks or Prepaid Transactions Functions APCM or ATMU (as needed) 2. Select Transactions for Paymen t Function APMU 3. Print and Post Checks Function APCM Paying Bills 0/1090/H5293 Big Picture 5-1

81 APMU Payment Preparation Step 2 Selecting Transactions for Payment APMU On the Cash Requirements Report (Report RACR), mark the transactions you want to pay. Use Function APMU, to select these transactions for payment. The steps for selecting transactions are: Clear previous selections. Defer specific transactions from payment (optional). - If you want to place a temporary or permanent hold on a transaction, use Menu Option 4. Select all remaining transactions for payment. Select any additional transactions for full or partial payments (optional). - If you want to partially pay a transaction or fully pay a transaction not due yet, use Menu Option 3. Print the Pre-Check Writing Report to verify what you selected. You will use the Payment Preparation Submenu to complete the above steps. At any menu, type APMU, press <Enter>. The Payment Preparation Submenu appears: 1. CLEAR PREVIOUS SELECTIONS 2. GENERALIZED PAYMENT SELECTION 3. SELECT INVOICES FOR PAYMENT (FULL OR PARTIAL) 4. DEFER INVOICES FROM PAYMENT 5. PRINT UNMATCHED INVOICE DETAIL LIST 6. PRINT INVOICE DEFERRAL REPORT 7. PRINT PRE-CHECK WRITING REPORT APMU 0/1090/H5293 Payment Preparation 5-7

82 For more information about the menu options, see the tabbed section Functions, page APMU-1. Menu Option 1 1. CLEAR PREVIOUS SELECTIONS Payment Preparation Clear Previous Selections Please Enter: Clear Temporary Deferrals? Clear Partial Payments? Clear Full Payments? Starting Vendor No Ending Vendor No Y or N Y or N Y or N 5 A/N 5 A/N Field Names Notes 1. Clear Temporary Deferrals? 2. Clear Partial Payments? 3. Clear Full Payments? 4. Starting Vendor No 5. Ending Vendor No APMU 5-8 Payment Preparation 0/1090/H5293

83 Menu Option 2 2. GENERALIZED PAYMENT SELECTION Payment Preparation Generalized Payment Selection Please Enter: Cut-Off Date Payment Date Next Pmt Date 6 N 6 N 6 N Pay Past Due Invoices? Pay Current Invoices? Pay Optional Invoices? Starting Vendor No Ending Vendor No A/P Account No Y or N Y or N Y or N 5 A/N 5 A/N 7 N Field Names Notes 1. Cut-Off Date 2. Payment Date 3. Next Pmt Date 4. Pay Past Due Invoices? 5. Pay Current Invoices? 6. Pay Optional Invoices? APMU 0/1090/H5293 Payment Preparation 5-9

84 7. Starting Vendor No 8. Ending Vendor No 9. A/P Account No Menu Option 3 3. SELECT INVOICES FOR PAYMENT Payment Preparation Select Invoices For Payment * Vendor No * Invoice No 5 A/N 8 A/N Voucher No 6 N Invoice Date Orig Invoice Amt Debit & Credit Memos Current Invoice Bal Net Invoice Amount Display Only Due Date Display Only Discount Date Display Only Display Only Display Only Display Only Display Only Partial Paymts Made Original Discount Discount Taken Discount Balance Display Only Display Only Display Only Display Only Pay Full Invoice Net? Field Names Notes * Vendor No * Invoice No Voucher No APMU 5-10 Payment Preparation 0/1090/H5293

85 Menu Option 4 4. DEFER INVOICES FROM PAYMENT Payment Preparation Defer Invoices From Payment * Vendor No * Invoice No 5 A/N 8 A/N Voucher No 6 N Invoice Date Orig Invoice Amt Debit & Credit Memos Current Invoice Bal Net Invoice Amount Display Only Due Date Display Only Discount Date Display Only Display Only Display Only Display Only Display Only Partial Paymts Made Original Discount Discount Taken Discount Balance Display Only Display Only Display Only Display Only Temporary or Permanent Deferral? T or P Field Names Notes * Vendor No * Invoice No Voucher No Menu Option 5 5. PRINT UNMATCHED INVOICE DETAIL LIST Not in use. APMU 0/1090/H5293 Payment Preparation 5-11

86 Menu Option 6 6. PRINT INVOICE DEFERRAL REPORT Payment Preparation Print Invoice Deferral Report Please Enter: 1. Starting Vendor No 5 A/N 2. Ending Vendor No 5 A/N Item Number to Change? Field Names Notes 1. Starting Vendor No 2. Ending Vendor No APMU 5-12 Payment Preparation 0/1090/H5293

87 Menu Option 7 7. PRINT PRE-CHECK WRITING REPORT Payment Preparation Print Pre-Check Writing Report Please Enter: Payment Date Minimum Check Amount on Report 6 N 9 N with 2 D 3. Show Deferred Items On Report? Y or N 4. Bank Code 3 A/N Item Number to Change? Field Names Notes 1. Payment Date 2. Minimum Check Amount on Report 3. Show Deferred Items on Report? 4. Bank Code APMU 0/1090/H5293 Payment Preparation 5-13

88 RACR Print Cash Requirements Report Step 1 Planning Payment Strategies RACR Report RACR prints information based on the following dates: due date also known as cut-off date payment date next payment date The information on Report RACR will help you make decisions about what to pay to take advantage of prompt payment discounts. This report will also help you manage your cash flow, because you will see how much money is needed to pay your bills. The date you enter tells the system how to group the information so that you can see what to pay for that time period. Here are examples of how the dates help you make payment decisions: Cut-Off Date 03/14/91 Payment Date 03/01/91 Next Payment Date03/15/91 Invoice # Due Date 01/30/91 02/25/91 03/10/91 03/01/91 Discount Date None 02/15/91 03/05/91 None Past Due Lost Discount Discount Available Due Now The Cut-Off Date includes all transactions with due dates on or before the date entered. In the example above, Report RACR prints all transactions with due dates on or before March 14, RACR 0/1090/H5293 Print Cash Requirements Report 5-3

89 The Payment Date is when the checks will be printed and mailed. In the example above, Invoice #1 has a Due Date of 1/30/91, which is 30 days before the payment date 3/1/91, meaning that the transaction is past due. The Next Payment Date is the next time checks will be printed and mailed. In the example above, Invoice #3 has a Discount Date of 3/5/91, which is before the next payment date, but after the due date. Report RACR prints future transactions to help you take advantage of discounts. At any menu, type RACR and press <Enter>. The Print Cash Requirements Report Screen appears: Print Cash Requirements Report Please Enter: Cut-Off Date Payment Date Next Payment Date Show Detail? Starting Vendor No Ending Vendor No A/P Account No 6 N 6 N 6 N Y or N 5 A/N 5 A/N 7 A/N Field Names Notes 1. Cut-Off Date 2. Payment Date 3. Next Payment Date 4. Show Detail? RACR 5-4 Print Cash Requirements Report 0/1090/H5293

90 5. Starting Vendor No 6. Ending Vendor No 7. A/P Account No RACR 0/1090/H5293 Print Cash Requirements Report 5-5

91 APCM Check Processing Step 3 Printing and Posting Checks If the information on the Pre-Check Writing Report is correct, you are ready to print checks. You should use the same Bank Code, Payment Date, and Vendor Number range to print checks that you used on the Pre-Check Writing Report. APCM The system will print up to 15 lines of detail on the check stub. If all the invoices being paid to the vendor cannot be printed on one check stub, the system will: print the first 15 invoices and void the check attached print the next 15 invoices and void the check attached The system will continue to print and void until all invoices are printed and the amount prints on the last check. At any menu, type APCM and press <Enter>. The Check Processing Submenu appears: 1. PRINT CHECKS 2. PRINT A/P UNPOSTED CHECK LIST 3. VOID UNPOSTED CHECKS 4. POST CHECKS AND PRINT CHECK REGISTER 5. VOID POSTED CHECKS 6. MANUAL PAYMENTS PROCESSING 7. PRINT MANUAL AND PREPAID CHECK REGISTER When you select Menu Option 1 (Print Checks), the system will display the printer prompt. Press <Run> to continue, the system will display the following: PLEASE MOUNT CHECK FORMS ON PRINTER ENTER "DONE" WHEN READY PRINT ALIGNMENT? APCM 0/1090/H5293 Check Processing 5-15

92 Once checks are on the printer and aligned, the following screen appears: Check Processing Print Checks Please Enter: Bank Code Payment Date Check Date Starting Check No Starting Vendor No Starting Vendor No 3 A/N 6 N 6 N 6 N 5 A/N 5 A/N The system guides you through check printing with the following prompts: ARE THE CHECKS JUST PRINTED OK? DO YOU WISH TO PRINT MORE CHECKS? DO YOU NEED TO SWITCH CHECK FORMS? PLEASE MOUNT CHECK FORMS ON PRINTER ENTER "DONE" WHEN READY PLEASE MOUNT REGULAR PAPER ON PRINTER ENTER "DONE" WHEN READY After replacing checks with regular paper, select Menu Option 2 to print the A/P Unposted Check List. Review the list before posting checks. After reviewing the A/P Unposted Check List, select Menu Option 4 to post checks, and the system will display the following prompt: CLEAR STATUS OF TEMPORARILY DEFERRED INVOICES DURING POSTING OF INVOICES? APCM 5-16 Check Processing 0/1090/H5293

93 Field Names Notes 1. Bank Code 2. Payment Date 3. Check Date 4. Starting Check No 5. Starting Vendor No 6. Ending Vendor No HELPFUL HINT! On your first check run, mark the printer with a magic marker or dark fingernail polish in the following manner to save time when aligning checks: Mark a line on the left side of the check. Make a connecting line where the top of the check begins. Label the mark APCK to indicate Accounts Payable Checks. Align with top of check APCK Align with left side of check APCM 0/1090/H5293 Check Processing 5-17

94 ATMU or APCM New A/P Transaction Processing or Manual Payments Processing Step 4 Entering Prepaid Transactions or Manual Checks APCM ATMU You can use two types of manual transactions in the Accounts Payable application. They are: Prepaid Vouchers used for transactions paid by manual check before being entered and posted in Function ATMU. or Manual Payments used for transactions paid by manual check after being entered and posted in Function ATMU. Both of these manual transactions update debits and credits in the same manner on Report RAGL (Print AP Distribution to GL Report). For more information about how the system posts to General Ledger, see the debit and credit table in Section 4. Use the table below to decide when you should use Functions ATMU or APCM: When You Should Using Transactions are not in Function ATMU Transactions are in Function ATMU and have been posted (they can be viewed in Function AVIQ) Write a manual check and enter a prepaid voucher Write a manual check and enter a manual payment Function ATMU, Transaction Type P (Prepaid) Function APCM, Menu Option 6 ATMU or APCM 0/1090/H5293 New A/P Transaction Processing or Manual Payments Processing 5-19

95 Using Function ATMU (Prepaids) At any menu, type ATMU and press <Enter>. The New A/P 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 At the New A/P Transaction Processing Submenu, you will do the following: Enter prepaid vouchers using Transaction Type P (menu option 1). Print the edit list. Make corrections. Post prepaid vouchers. Here is a sample of the New A/P 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? ATMU or APCM 5-20 New A/P Transaction Processing or Manual Payments Processing 0/1090/H5293

96 Using Function APCM (Manual Checks) At any menu, type APCM and press <Enter>. The Check Processing Submenu appears: 1. PRINT CHECKS 2. PRINT A/P UNPOSTED CHECK LIST 3. VOID UNPOSTED CHECKS 4. POST CHECKS AND PRINT CHECK REGISTER 5. VOID POSTED CHECKS 6. MANUAL PAYMENTS PROCESSING 7. PRINT MANUAL AND PREPAID CHECK REGISTER At the Check Processing Submenu, select 6, and the Manual Payments Processing Submenu appears: 1. ADD MANUAL PAYMENTS 2. CHANGE/INQUIRE MANUAL PAYMENTS 3. DELETE MANUAL PAYMENTS 4. PRINT MANUAL PAYMENTS EDIT LIST 5. POST MANUAL PAYMENTS TO A/P FILES At the Manual Payments Processing Submenu, you will do the following: Enter manual payments (menu option 1). Print the edit list. Make corrections. Post manual payments. ATMU or APCM 0/1090/H5293 New A/P Transaction Processing or Manual Payments Processing 5-21

97 Here is a sample of the Manual Payments Processing Screen. Check Processing Manual Payments Processing 1. Vendor No 5 A/N 2. Invoice No 8 A/N Invoice Date Display Only Invoice Balance Display Only Check No Check Date Gross A/P Amt Disc Taken Net Cash Amt 6 N 6 N 9 N with 2 D (-) 9 N with 2 D (-) Display Only Discount Balance Display Only 7. Bank Code 3 A/N Printing Manual Check and Prepaid Register After entering all manual payments and prepaid vouchers, select 7 from the Check Processing Submenu to print the Manual and Prepaid Check Register. Field Names for APCM, Option 6 Notes 1. Vendor No 2. Invoice No 3. Check No 4. Check Date 5. Gross A/P Amt 6. Disc Taken 7. Bank Code ATMU or APCM 5-22 New A/P Transaction Processing or Manual Payments Processing 0/1090/H5293

98 Lab Exercise Step 1 Planning Payment Strategies For this lab, print Report RACR for the transactions entered in Section 4. After printing the report, review the information. If you have any questions, you should discuss them with your instructor during class. Step 2 Selecting Transactions for Payment For this lab, do the following: Clear previous selections (Menu Option 1). Defer a voucher from payment (Menu Option 4). Select all transactions for payment (Menu Option 2). Print the Pre-Check Writing Report (Menu Option 7). Verify that all transactions were selected for payment. Step 3 Printing and Posting Checks For this lab, do the following: Print accounts payable checks. Print the A/P Unposted Check List. Review the A/P Unposted Check List to verify the transactions. Post checks. Print Report RAGL (Print AP Distribution to GL Report). Compare this Report RAGL with Report RAGL printed in Section 4. Paying Bills 0/1090/H5293 Lab Exercise 5-23

99 Step 4 Entering Prepaid Transactions or Manual Checks For this lab, do the following: Enter a prepaid voucher. Print an edit list. Make corrections (if necessary). Post the prepaid voucher. Print Report RAGL and review how the system posted the debits and credits. In this lab, you will not practice entering manual checks in Function APCM, but you should understand the differences between the two types of manual transactions. Paying Bills 5-24 Lab Exercise 0/1090/H5293

100 Checklist Paying Bills Plan Payment Strategies Report RACR Clear Previous Selections Function APMU, Option 1 Select Transactions for Payment Function APMU, Options 2 or 3 Print Pre-Check Writing Report Function APMU, Option 7 Print and Post Checks Function APCM, Options 1 and 4 Paying Bills 0/1090/H5293 Checklist 5-25

101 6 Checking Entries for General Ledger Big Picture 6-1 RAGL AP Distribution to G/L Report6-3 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 i

102 Checking Entries for General Ledger Big Picture Triad Systems Corporation recommends that you check and post general ledger transactions after posting transactions and running checks. During class, you will not practice using Function GLP (General Ledger Pass Off). If you use Function GLP, refer to the Big Picture below to find out how to post accounts payable transactions to General Ledger. If you do not use Function GLP, you will need to: enter accounts payable transactions in General Ledger from Report RAGL (AP Distribution to G/L Report) print and check the journal transaction edit list (Function GGMU, Menu Option 4) post accounts payable transactions (Function GGMU, Menu Option 5) 1. Print Debits and Credits Report RAGL 2. Auto Pass Off? No 3. Purge File Report RAGL Yes 3. Run Auto Pass Off Function GLP 4. Print and Check Edit List Report GGMU, Option 4 5. Post Transactions Report GGMU, Option 5 Checking Entries for General Ledger 0/1090/H5293 Big Picture 6-1

103 RAGL AP Distribution to G/L Report Steps 1, 2, and 3 Checking Entries for General Ledger Print To get a listing of debits and credits, you will print Report RAGL. Report RAGL is a list of all accounts payable transactions and how they affect general ledger. You should also make sure the transactions will be posted to the correct General Ledger account numbers. GLP? No Purge NOTE: If you are using Function GLP, you should never purge transactions in Report RAGL until after running Function GLP. You can purge transactions with either Function GLP or Report RAGL. At any menu, type RAGL and press <Enter>. The AP Distribution G/L Report Screen appears: Print A/P Distribution to G/L Report Please Enter: Print Report? Purge File? Period Starting Date Period Ending Date Detail or Summary? Y or N Y or N 6 N 6 N D or S 6. Distributions to Print A, I, or N RAGL 0/1090/H5293 AP Distribution to G/L Report 6-3

104 Field Names Notes 1. Print Report 2. Purge File? 3. Period Ending Date 4. Detail or Summary? 5. Distributions to Print RAGL 6-4 AP Distribution to G/L Report 0/1090/H5293

105 Lab Exercise Steps 1, 2, and 3 Checking Entries for General Ledger For this lab, you will print the Accounts Payable Distribution Report and purge the file. You will not practice using Function GLP, but you can see from the Big Picture what steps to follow. For more information about Function GLP, see the General Ledger Workbook. If you have any questions about the debits and credits shown on the report just printed, see the debits and credits table in Section 4. Checking Entries for General Ledger 0/1090/H5293 Lab Exercise 6-5

106 7 Voiding and Reconciling Checks 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 i

107 Voiding and Reconciling Checks Big Picture In the Accounts Payable application, you can void unposted and posted checks. Unposted checks have been printed but not posted. Posted checks have been printed and posted. For example, unposted checks would be checks used to align the forms or checks printed with the wrong starting check number. Posted checks are ready to be or have been mailed to the vendor, but you find a mistake or they are lost in the mail. Reconciling checks is an optional feature, but Triad Systems Corporation suggests that you reconcile checks. Reconciling completes the check cycle by tracking cashed and uncashed checks. 1. Void Unposted and Posted Chec ks Function APCM (as needed) 2. Reconcile Checks Function ACKR (as needed) Voiding and Reconciling Checks 0/1090/H5293 Big Picture 7-1

108 APCM Check Processing Step 1 Voiding Unposted and Posted Checks APCM When printing checks, the system displays the following prompt: ARE THE CHECKS JUST PRINTED OK? If you answer N, the system will automatically display the Void Unposted Check Submenu where you can void the checks. If you have checks with additional check stubs due to more than 15 transactions for a vendor, the system automatically voids those checks. At any menu, type APCM and press <Enter>. The Check Processing Submenu appears: 1. PRINT CHECKS 2. PRINT A/P UNPOSTED CHECK LIST 3. VOID UNPOSTED CHECKS 4. POST CHECKS AND PRINT CHECK REGISTER 5. VOID POSTED CHECKS 6. MANUAL PAYMENTS PROCESSING 7. PRINT MANUAL AND PREPAID CHECK REGISTER APCM 0/1090/H5293 Check Processing 7-3

109 Voiding Unposted Checks (Menu Option 3) At the Check Processing Submenu, select 3 (Void Unposted Checks). The system displays the Void Unposted Checks Submenu: 1. VOID PRINTED CHECKS 2. VOID FORM ALIGNMENT CHECKS Here is a sample of the Void Unposted Check Screen. Check Processing Void Unposted Checks Void Printed Checks Please Enter: Bank Code Starting Vendor For Voiding Checks Ending Vendor For Voiding Checks 3 A/N 5 A/N 5 A/N Field Names Notes 1. Bank Code 2. Starting Vendor For Voiding Checks 3. Ending Vendor For Voiding Checks APCM 7-4 Check Processing 0/1090/H5293

110 Voiding Posted Checks (Menu Option 5) At the Check Processing Submenu, select 5 (Void Posted Checks). The system displays the Void Posted Checks Submenu: 1. ADD VOID CHECK TRANSACTIONS 2. CHANGE/INQUIRE VOID CHECK TRANSACTIONS 3. DELETE VOID CHECK TRANSACTIONS 4. PRINT VOID CHECK TRANSACTION EDIT LIST 5. POST VOID CHECK TRANSACTIONS TO A/P FILES Here is a sample of the Void Posted Check Screen. Check Processing Void Posted Checks Bank Code Check No 3 A/N 6 N 3. Check Amount 9 N with 2 D 4. Void Date 6 N Remit-To Vendor Display Only Invoice Total Paid Display Only Discount Taken Display Only Field Names Notes 1. Bank Code 2. Check No 3. Check Amount 4. Void Date APCM 0/1090/H5293 Check Processing 7-5

111 ACKR Check Reconciliation Step 2 Reconciling Checks Using the check reconciliation feature is optional. If you want to reconcile checks, in Function ACON (A/P Control File Maintenance), enter Y in the Reconcile Checks field. ACKR To reconcile checks, you will: enter cashed checks (Menu Option 1) print and review the reconciliation report (Menu Option 2) purge reconciled checks (Menu Option 2) At any menu, type ACKR and press <Enter>. The Check Reconciliation Submenu appears: 1. SELECT RECONCILED CHECKS 2. PRINT A/P CHECK RECONCILIATION REPORT Menu Option 1 Here is a sample of the Select Reconciled Checks Screen. Check Reconciliation Select Reconciled Checks Please Enter: Bank Code Check No Check Date Vendor Amount 3 A/N 6 N Display Only Display Only Display Only 3. Date Reconciled 6 N ACKR 0/1090/H5293 Check Reconciliation 7-7

112 Field Names Notes 1. Bank Code 2. Check No 3. Date Reconciled Menu Option 2 Here is a sample of the Print A/P Check Reconciliation Report Screen. Check Reconciliation Print A/P Check Reconciliation Report Please Enter: Bank Code Reconciliation Date Starting Check Date Ending Check Date Print Reconciled Checks? 3 A/N 6 N 6 N 6 N Y or N 6. Print Unreconciled Checks? Y or N 7. Purge Reconciled Checks? Y or N Field Names Notes 1. Bank Code 2. Reconciliation Date ACKR 7-8 Check Reconciliation 0/1090/H5293

113 3. Starting Check Date 4. Ending Check Date 5. Print Reconciled Checks? 6. Print Unreconciled Checks? 7. Purge Reconciled Checks? ACKR 0/1090/H5293 Check Reconciliation 7-9

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115 Lab Exercise Step 1 Voiding Unposted and Posted Checks For this lab, do the following: Void a check printed in Section 5. Print the edit list. Review the edit list. Make corrections (if necessary). Post the void check transaction. Step 2 Reconciling Checks You will not practice reconciling checks in class. Voiding and Reconciling Checks 0/1090/H5293 Lab Exercise 7-11

116 8 Maintaining Files 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 i

117 Maintaining Files Big Picture The Accounts Payable Open Item File can be displayed on your terminal by vendor, or you can print a report for all or a range of vendors. If you just want a quick look at a vendor's open items, use Function AVIQ (Vendor Inquiry). To print the Open Item Report, use Report RAOI to show aged balances and transaction detail for all or a range of vendors. In Function ACON (A/P Control File Maintenance), you entered aging days and descriptions which the system uses to age transactions in the Open Item File. After paying invoices, the system keeps the information in the Open Item Detail and Summary Files. This information is no longer needed after the transactions are paid; therefore, you should purge paid invoices on a regular basis. Function APGI (Purge A/P Invoice Files) prints a report which you should keep as a permanent record of Accounts Payable activity. You can also purge old temporary vendors using Function APVM to keep your files clean. 1. Display the Open Item File Function AVIQ (as needed) 2. Print the Open Item File Report RAOI (as needed) 3. Purge Paid Invoice Detail File Function APGI (as needed) 4. Purge Temporary Vendors Function APVM (as needed) Maintaining Files 0/1090/H5293 Big Picture 8-1

118 AVIQ Vendor Account Inquiry Step 1 Displaying the Open Item File AVIQ If you need to see the open item file for a specific vendor or invoice number, use Function AVIQ. The system will display the open item file for the time period entered, or you can display the entire file. Using Function AVIQ will save you time and paper, because you can see up-to-the-minute information without printing a report. At any menu, type AVIQ and press <Enter>. Screen 1 (Open Item Details) The first Vendor Account Inquiry Screen appears. Vendor Account Inquiry Vendor No: 5 A/N Terms: Display Only Starting Date: 6 N Ending Date: 6 N Show Paid Invoices? Y or N Vendor- Invoice Inv-Date Chk-Date Type Vch-No Chk-No Disc Date Due Date Invc/Chk Amount Discount Amt/Taken Net-A/P Amount 8 A/N Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only Query = Lookup by Vendor Name AVIQ 0/1090/H5293 Vendor Account Inquiry 8-3

119 Field Names Notes Vendor No Terms Starting Date Ending Date Show Paid Invoices? Vendor- Invoice Inv-Date Chk-Date Type Vch-No Chk-No Disc Date AVIQ 8-4 Vendor Account Inquiry 0/1090/H5293

120 Due Date Invc/Chk Amount Discount Amt/Taken Net-A/P Amount Screen 2 (Open Item Detail Totals) After displaying the detail screen of Function AVIQ, press <Query> to display the totals screen. Vendor Account Inquiry Vendor No: Display Only Starting Date: Display Only Ending Date: Display Only Vouchers Total: Payments Made: Discounts Taken: Net Amount Due: Discount Available: Total Amount Due: With Discount: Display Only Display Only Display Only Display Only Display Only Display Only Display Only Query = Lookup by Vendor Name Field Names Notes Vouchers Total Payments Made AVIQ 0/1090/H5293 Vendor Account Inquiry 8-5

121 Discounts Taken Net Amount Due Discount Available Total Amount Due With Discount AVIQ 8-6 Vendor Account Inquiry 0/1090/H5293

122 9 End-of-Year Big Picture 9-1 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 i

123 End-of-Year Big Picture In Function MVR, the following Accounts Payable history fields accumulate calendar year information: Amount Paid Discounts Taken Discounts Lost Function APCT clears the information from these fields so that you can begin accumulating information for the new calendar year. This information is rolled into the Last Year fields. NOTE: Purchases information may be cleared based on calendar or fiscal year. You clear this information using Report RVU. See the Purchasing and Receiving Manual for more information. After running Function APCT, you can run Federal 1099 Forms. NOTE: You do not need to print 1099 forms if you use the Non- Employee feature in the Payroll application. 1. Clear YTD Amount Paid and ount Disc fields in Function MVR Function APCT 2. Print 1099 Forms Report RA99 End-of-Year 0/1090/H5293 Big Picture 9-1

124 APCT Clear Vendor YTD Accumulators Step 1 Clearing YTD Fields in Function MVR APCT When you use Function APCT, the system does the following: moves the YTD amounts to the Last Year amounts enters zeros in the YTD amounts Function APCT is used at the end of the calendar year to clear the amount paid and discounts information Do not run Function APCT more than once, because the system will zero out the Last Year column the second time! Using this function will help you track vendor activity on a calendar year basis. At any menu, type APCT and press <Enter>. The Clear Vendor YTD Accumulators Screen appears. Clear Vendor YTD Accumulators This application will move the following information from Year-to-Date to Last-Year (in Function MVR): Amount Paid Discounts Taken Discounts Lost The system will clear the YTD information to begin accumulating Accounts Payable history for the new calendar year. Are you sure you want to do this? If you are sure you want to end your year, type Y and press <Enter>. APCT 0/1090/H5293 Clear Vendor YTD Accumulators 9-3

125 RA99 Print Federal 1099 Forms Step 2 Printing 1099 Forms RA99 The system tracks what you have paid a vendor in the Vendor Amount Paid field in Function MVR, Screen H. When you run Function APCT, the Amount Paid This Year is cleared and the Amount Paid Last Year is updated with the closing year's amount. This is the reason, you must run Function APCT, before printing 1099 Forms. For more information about 1099 vendors, see the tabbed section Functions, MVR. At any menu, type RA99 and press <Enter>. The Print Federal 1099 Forms Submenu appears: 1. PRINT 1099 FORMS 2. CREATE TAPE OF 1099 INFORMATION (Not in use at this time) 3. CREATE DISKETTE OF 1099 INFORMATION (Not in use at this time) RA99 0/1090/H5293 Print Federal 1099 Forms 9-5

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127 Lab Exercise Step 1 Clearing YTD Fields in Function MVR For this lab, do the following: Clear amount paid and discounts information in Function MVR. Display a vendor record to see the change. Step 2 Printing 1099 Forms For this lab, you will not practice printing 1099 forms. End-of-Year 0/1090/H5293 Lab Exercise 9-7

128 10 Questions You May Have 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 Checks10-7 About Maintaining Files 10-8 About End-of-Year 10-9 i

129 Questions You May Have About Setting Up Accounts Payable Constants Below are common questions and answers about setting up Accounts Payable constants. Use the blank lines to write questions and answers discussed during class. Do I have to assign terms codes to my vendors? No, you don't have to. However, assigning terms codes to your vendors can help you manage your cash flow, because you are taking advantage of prompt payment discounts and paying bills on time. With terms codes, you can use the Cash Requirements Report to select invoices to pay, taking advantage of discounts which directly increase your "bottom line." Can I have two different addresses for a vendor? Yes. The primary vendor address is where the vendor is located. The other address is called the Remit-To address, which is the location where you send payments. NOTE: The vendor codes must be different when you have a primary vendor and remit-to vendor. How do I change a vendor code? In Function MVR, do the following: Review Report RAOI to make sure the original vendor does not have any open items on file. Display the vendor. Print Screens S and H. Press <Delete> twice. Add the vendor with a new vendor code using information from the screen printouts. RULES ABOUT DELETING VENDORS Do not delete vendors, if the vendor code has been: used to add transactions to the Open Item File used to create purchase orders used in Function IMU used as a Remit-To Vendor in Function MVR Questions You May Have 0/1090/H5293 About Setting Up Accounts Payable Constants 10-1

130 Can I have more than one discount account? No. In Function ACON, you will enter the account number for which to track discounts. If you are multistore user, you can have one discount account for each store. Questions You May Have 10-2 About Setting Up Accounts Payable Constants 0/1090/H5293

131 About Processing Transactions Below are common questions and answers about processing transactions. Use the blank lines to write questions and answers discussed during class. What happens if I accidentally post transactions twice? In Function ATMU: enter X (Cancellation) in the Transaction Type field for the duplicated transactions. post the cancelled transactions. What should I do if I enter the incorrect invoice date and post the transaction? In Function ATMU: enter X (Cancellation) in the Transaction Type field for the incorrect transaction. enter the transaction again using the correct invoice date. post the transactions. I entered a prepaid voucher that should have been a regular voucher, posted, and purged Report RAGL. What should I do? When you entered the prepaid voucher, you had to enter a check number. You should void this check number in Function APCM, Menu Option 5. After you void the check, you have a regular voucher in the Open Item File to be paid when it is due. You must also run either Report RAGL or Function GLP (if you use automatic passoff) to move the distributions to General Ledger. NOTE: The prepaid voucher has the same effect as entering a regular voucher and then immediately paying the voucher in full. Questions You May Have 0/1090/H5293 About Processing Transactions 10-3

132 About Paying Bills Below are common questions and answers about paying bills (invoices). Use the blank lines to write questions and answers discussed during class. Can I print two checks for one vendor during a check run? No. You must: select the transactions you want to pay on the first check. complete the normal check run. post transactions. Then, you must: select the other transactions you want to pay on the second check. complete the normal check run. post transactions. What if I selected a transaction to pay in Function APMU, but it does not appear on the Pre- Check Writing Report? You should check to see if the transaction has been permanently deferred. If the transaction has been deferred, use Function APMU, Menu Option 4 to clear the deferral or use Menu Option 3 to select it. If the transaction has not been deferred, use Function APMU, Menu Option 3 to re-select the transaction for payment. I ran out of checks before all checks were printed in a check run. What should I do? The system will display a printer error. You must: verify which checks were actually processed by running Function APCM, Menu Option 2. - If a check was processed and did not print, you must void it with Function APCM, Menu Option 3. - If a check was not processed, you will have to print it after reloading the printer. load checks into the printer. run the checks again beginning where the system stopped processing. Questions You May Have 10-4 About Paying Bills 0/1090/H5293

133 How can I pay optional transactions (not due this check run)? In Function APMU: select Menu Option 2 (Generalized Payment Selection). enter Y in the Pay Optional Invoices field. Questions You May Have 0/1090/H5293 About Paying Bills 10-5

134 About Checking Entries for General Ledger Below are common questions and answers about checking entries for General Ledger. Use the blank lines to write questions and answers discussed during class. When should I post entries to General Ledger? Triad Systems Corporation suggests you verify and post Accounts Payable transactions to General Ledger every time you process transactions and run checks. When should I purge the Distribution Report (RAGL)? If you use Function GLP, the system will purge the Accounts Payable transactions after posting to General Ledger. If you don't use Function GLP, purge after printing Report RAGL and manually posting entries to General Ledger. If you never purge, the Distribution File will get too big and cause serious file problems. Purging the Distribution File should be completed regularly. Why should I use Function GLP? If you use Triad's General Ledger application, Function GLP will save time when posting transactions to General Ledger. You will not have to manually enter every transaction, which reduces data entry errors. What should I do if Report RAGL doesn't balance? You should run Report RAGL with a future date so that you can find any vouchers that may have been entered with an incorrect date. Questions You May Have 10-6 About Checking Entries for General Ledger 0/1090/H5293

135 About Voiding and Reconciling Checks Below are common questions and answers about voiding and reconciling checks. Use the blank lines to write questions and answers discussed during class. How do I reconcile voided checks? In Function ACKR, select the voided check and enter a reconciliation date. Questions You May Have 0/1090/H5293 About Voiding and Reconciling 10-7

136 About Maintaining Files Below are common questions and answers about maintaining files. Use the blank lines to write questions and answers discussed during class. Can I display a voucher number without a vendor number in Function AVIQ? No. You must have the vendor number, before entering a voucher number. If you do not know the vendor number, in Function AVIQ, press <Query> to list vendors by name. I entered a voucher in Function ATMU, but it doesn't appear in Function AVIQ. What's wrong? You must post transaction in Function ATMU before the voucher can appear in Function AVIQ. Questions You May Have 10-8 About Maintaining Files 0/1090/H5293

137 About End-of-Year Below are common questions and answers about end-of-year. Use the blank lines to write questions and answers discussed during class. What if I forget to run Function APCT at the end of my calendar year? The Vendor YTD Amount Paid and Discounts fields in Function MVR will not be cleared. Are there any other required procedures for the end-of-year? No. You can run Report RAOI or other vendor history reports. Questions You May Have 0/1090/H5293 About End-of-Year 10-9

138 11 Functions 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 AdjustmentAAMU-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 i

139 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 APP Purchasing To AP Passoff APP-1 APRI Reset A/P Invoice File APRI-1 APRM Recurring Voucher Processing APRM-1 APVM Purge Temporary VendorsAPVM-1 ATMU New A/P Transaction Processing ATMU-1 AVIQ Vendor Account Inquiry AVIQ-1 MVR Vendor File MaintenanceMVR-1 ii

140 Functions What is This Section For? Use the Functions section to find the purposes of functions and definitions of fields used in the Accounts Payable application. The functions are in alphabetical order, and the field definitions are in the order that they appear on the screen. Codes in the Screen Samples Each function includes screen samples with codes to indicate the type and amount of characters allowed in the field. For example, the code 5 N with 2 D (-) means: Five numeric 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 (both letters and numbers) A Alpha (letters only) N Numeric (numbers only) D Decimal Position (how many numbers after the decimal) Y or N Yes or No other codes Valid codes for the field (a specific letter or number code) (-) Optional negative sign Functions 0/1090/H5293 What is This Section For? 11-1

141 AADM Vendor Auto Distribute Maintenance Purpose If you always distribute expenses to the same account numbers for a vendor, use Function AADM to link the expense account number(s) to the vendor. When you post transactions for the vendor in Function ATMU, the system will prompt DO YOU WISH TO ACCEPT AUTO DISTR?. You can: accept the automatic distributions set up in Function AADM or change the distributions on the second screen of Function ATMU 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 AADM 0/1090/H5293 Vendor Auto Distribute Maintenance AADM-1

142 Field Definitions Listed below are definitions in the order that they appear on the screen. Vendor No and Name After selecting a menu option, the system prompts VENDOR NO, enter the number of the vendor for which you want to set up automatic distributions. The Vendor Number and Name will be displayed on the Auto Distribution Screen. Account Number The expense account number you want to use to offset the liability account number in Function MVR. Description Self-explanatory. Distrib-Pct The percentage you want to distribute to the account number entered. The distributions must equal 100% you cannot leave this screen until all distributions equal 100%. AADM AADM-2 Vendor Auto Distribute Maintenance 0/1090/H5293

143 AAMU A/P Invoice Adjustment Purpose Use Function AAMU to change the information on transactions that have been posted in Function ATMU (New A/P Transaction Processing). Once a transaction has been posted, you can change: Remit-To Vendor Due Date Discount Date Discount Amount Reference If you need to change any other fields, you will have to cancel the transaction in Function ATMU and re-enter the invoice information. RULES TO REMEMBER! Remit-To Vendor cannot be changed on transactions selected for payment (Function APMU Payment Preparation) or on transactions with partial payments and The Reference and Discount Amount fields can only be changed by entering the transaction's voucher number. AAMU 0/1090/H5293 A/P Invoice Adjustment AAMU-1

144 A/P Invoice Adjustment Vendor No Invoice No Voucher No Invoice Date Invoice Bal Invoice Disc Bal Voucher Disc Bal Old Remit-To Vendor Old Due Date Old Disc Date Old Reference 5 A/N 8 A/N 6 N Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only 1. New Remit-To Vendor 2. New Due Date 3. New Disc Date 4. New Discount 5. New Reference 5 A/N 6 N 6 N 9 N with 2 D (-) 30 A/N Item Number to Change? Field Definitions Listed below are definitions for fields in the order that they appear on the screen. Vendor No The vendor number or code which was set up in Function MVR (Vendor File Maintenance). After you enter the vendor number, the system will display the vendor name. If you don't know the vendor number, press <Query> to look up the vendor by name. Invoice No The number of the original invoice you wish to adjust. If you only enter an Invoice Number, then you will be able to change the following fields: Remit-To Vendor Due Date Disc Date AAMU AAMU-2 A/P Invoice Adjustment 0/1090/H5293

145 If you don't know the invoice number, press <Enter> to move the cursor to the Voucher No field. If you want to change the Reference or Discount Amount fields, press <Enter> to skip this field. You must enter a Voucher Number to change these fields! Voucher No If you didn't enter an Invoice Number, you must enter the voucher number for the transaction you wish to adjust. The system assigns the Voucher Number to the transaction in Function ATMU. If you want to change the Reference or Discount Amount fields, enter the voucher number. If you enter both an Invoice and Voucher Number, you can change information in all fields. Invoice Date The system displays the Invoice Date from the original transaction. You should always verify that this is the transaction you wish to adjust. Invoice Bal The system displays the Invoice Balance. The system calculates the Invoice Balance in the following manner: invoice amount $ partial payment (if any) $ discounts taken (if any) $25.00 invoice balance $ Invoice Disc Bal The system displays the Invoice Discount Balance from the original transaction. The amount in this field is the prompt payment discount available based on the transaction's terms code. Check the Discount Date to make sure the discount is still available. Voucher Disc Bal When you enter a Voucher Number instead of an Invoice Number, the system displays the Voucher Discount Balance from the original transaction. The amount in this field is the prompt payment discount available based on the transaction's terms code. Check the Discount Date to make sure this discount is still available. AAMU 0/1090/H5293 A/P Invoice Adjustment AAMU-3

146 Old Remit-To Vendor The system displays the Remit-To Vendor from the original transaction. Old Due Date The system displays the Due Date from the original transaction. Old Disc Date The system displays the Discount Date from the original transaction. Old Reference When you enter a Voucher Number instead of an Invoice Number, the system displays the Reference from the original transaction. 1. New Remit-To Vendor If you want to change the Remit-To Vendor, enter the correct vendor number. Remember, you cannot change this field when you have selected the transaction for payment or made a partial payment. If you don't know the vendor number, press <Query> to look up the vendor by name. or If you don't want to change the Remit-To Vendor field, press <Enter> to keep the original Remit-To Vendor. 2. New Due Date If you want to change the Due Date, enter the correct date. or If you don't want to change the Due Date field, press <Enter> to keep the original Due Date. 3. New Disc Date If you want to change the Discount Date, enter the correct date. or If you don't want to change the Discount Date field, press <Enter> to keep the original Discount Date. AAMU AAMU-4 A/P Invoice Adjustment 0/1090/H5293

147 4. New Discount If you entered the voucher number instead of the invoice number, you may change the Voucher Discount Balance displayed for this transaction. or If you don't want to change the Discount Amount field, press <Enter> to keep the original Voucher Discount Balance. 5. New Reference If you entered the voucher number instead of the invoice number, you may change the Reference displayed for this transaction. The Reference field is a description of the voucher and can be used to track invoices. or If you don't want to change the Reference field, press <Enter> to keep the original Reference. AAMU 0/1090/H5293 A/P Invoice Adjustment AAMU-5

148 ABMU Bank Code File Maintenance Purpose You must set up bank codes for each checking account you use for paying bills. You will use bank codes throughout the Accounts Payable application to differentiate between cash accounts. 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 ABMU-1

149 Field Definitions You will use this screen to assign every cash account a bank code. Listed below are definitions for fields in the order that they appear on the screen. 1. Bank Code You must assign a code to each of your checking accounts. 2. Bank Code Description The description you want the system to display or print when you use that bank code. You can use the same description that you used for the cash account in Function ADMT (AP Valid G/L Account File Maintenance) or Function GCMU (Chart of Accounts File Maintenance). For example, Checking Account Central Bank. 3. Cash Account No The cash account number identifying this bank code. 4. Maximum Check Amount Allowed Function APCM (Check Processing) will never print a check greater than the amount entered in this field. If you do not want to use this feature, enter all 9s. 5. Last Check No Used You do not need to enter any information. The system will update this field when you print checks. ABMU ABMU-2 Bank Code File Maintenance 0/1090/H5293

150 ACKR Check Reconciliation Purpose If you entered Y in the Reconcile Checks field in Function ACON (A/P Control File Maintenance), you will use Function ACKR to compare your information to the bank's records. The system keeps track of manual and computer-generated checks. When you receive your bank statement, do the following: Organize the checks by check number. Enter the cashed checks with the appropriate reconciliation date into the system (Menu Option 1). Print the A/P Check Reconciliation Report (Menu Option 2) in the following manner: - At the Print Reconciled Checks field, enter Y. - At the Print unreconciled Checks field, enter Y. - At the Purge Reconciled Checks field, enter N. Balancing the Bank Statement to the Report You should balance the A/P Check Reconciliation Report to the bank statement in the following manner: find the balance in your checkbook record for the statement ending date + total outstanding checks printed on the report within date range of statement - bank charges listed on the statement the ending balance on the statement ACKR 0/1090/H5293 Check Reconciliation ACKR-1

151 Check Reconciliation Select Reconciled Checks Please Enter: Bank Code Check No Check Date Vendor Amount Date Reconciled 3 A/N 6 N Display Only Display Only Display Only 6 N Field Definitions (Menu Option 1 Select Reconciled Checks) Use this screen to enter cashed checks into the system. Here are definitions for fields in the order that they appear on the screen. 1. Bank Code If you entered a Default Bank Code in Function ACON, the system displays that code. Press <Enter> to accept the default; otherwise, type a different bank code and press <Clear Field>. The bank code identifies which checking account you are reconciling. ACKR ACKR-2 Check Reconciliation 0/1090/H5293

152 2. Check No If you organized your checks by check number, enter the first check number or press <Next Item> to display the first check in the file verify the information and at the prompt RIGHT CHECK?, enter Y accept the system date or enter a different reconciliation date continue this process until all your checks are reconciled Check Date The system displays the check date on which the check was written or printed. Vendor The system displays the vendor number and name to which the check was written or printed. If the vendor name displayed on the screen does not match the vendor name on the check, the check was probably manually written to the wrong vendor. If the check was written to the wrong vendor, reconcile the check call the incorrect vendor and ask for a credit memo or ask the incorrect vendor to send you a check for the amount due write and post a new manual payment to the correct vendor Amount The system displays the amount for which the check was written or printed. If the amount displayed on the screen does not match the amount on the check, the check was probably manually written for the wrong amount. ACKR 0/1090/H5293 Check Reconciliation ACKR-3

153 If the check was written for the wrong amount, do not reconcile the check void the check in Function APCM (Check Processing), Menu Option 5 (Void Posted Checks) post a new manual payment for the correct amount using the same check number (Function APCM) reconcile the check with the correct amount when the bank returns it to you If you overpaid the vendor, ask the vendor for a credit memo or check for the amount overpaid If you underpaid the vendor, post another manual check for the difference mail the check for the difference to the vendor 3. Date Reconciled Enter the ending date from your bank statement. Check Reconciliation Print A/P Check Reconciliation Report Please Enter: Bank Code Reconciliation Date Starting Check Date Ending Check Date Print Reconciled Checks? Print Unreconciled Checks? Purge Reconciled Checks? 3 A/N 6 N 6 N 6 N Y or N Y or N Y or N ACKR ACKR-4 Check Reconciliation 0/1090/H5293

154 Field Definitions (Menu Option 2 Print A/P Check Reconciliation Report) Use this screen to print a record of cashed and uncashed checks. Here are definitions for fields in the order that they appear on the screen. 1. Bank Code If you entered a Default Bank Code in Function ACON, the system displays that code. Press <Enter> to accept the default; otherwise, type a different bank code and press <Clear Field>. The bank code identifies which checking account you are reconciling. 2. Reconciliation Date If you want to print only unreconciled checks in the file for the bank code, skip this field. If you want to print reconciled checks, you must enter the exact date you used when entering cashed checks. This date should be the bank statement's ending date. If you accept the default ALL, all reconciled checks will print unless the check dates do not match the range entered in the Starting and Ending Check Date fields. 3. Starting Check Date The first check date you wish to see on the report. Press <Enter> to run the report for all dates. 4. Ending Check Date The last check date you wish to see on the report. 5. Print Reconciled Checks? If you want to print checks paid by the bank and reconciled by you, enter Y. (Checks that have not been purged yet.) If you want to print all voided checks within the check date range, enter Y. If you want to print only outstanding checks, enter N. (Voided checks will not appear.) ACKR 0/1090/H5293 Check Reconciliation ACKR-5

155 6. Print Unreconciled Checks? If you want to print only outstanding checks, enter Y. If you want to print only reconciled checks, enter N. 7. Purge Reconciled Checks? If you have balanced your bank statement to your check records, enter Y to purge the records. You should do this on a regular basis so that your disk drive does not get overloaded with old information. If you do not want to purge information from the Check Reconciliation File, enter N. ACKR ACKR-6 Check Reconciliation 0/1090/H5293

156 ACMU Terms Code File Maintenance Purpose The system uses terms codes to calculate prompt payment discounts and due dates for each vendor. Use Function ACMU to set up all the terms codes you will be using with all your vendors. In Function MVR (Vendor File Maintenance), you will assign the appropriate terms code to the vendor. When you process transactions for that vendor, the system will decide the amount of your discount for paying within a specific time period and when full payment is due. Here is an example of how the system uses each Terms Code Type for Invoice Date of 6/1 with Invoice Amount $1,000: If Code Type is And Terms Are Then N 5% 15 Net 30 Disc Date = 6/16 Due Date = 7/1 Disc Amt = $50 (if paid by 6/16) P Net 25th No Discount Due Date = 7/25 E 2% 10th Net EOM Disc Date = 7/10 Due Date = 7/31 Disc Amt = $20 (if paid by 7/10) Using terms codes to take advantage of prompt payment discounts and due date control will: save money on purchases improve cash flow increase the "bottom line" (profits) save time ACMU 0/1090/H5293 Terms Code File Maintenance ACMU-1

157 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 Definitions Use this screen to enter all the terms codes you will be assigning to vendors. Here are definitions for fields in the order that they appear on the screen. 1. Terms Code You must decide what coding scheme you want to use for your terms codes. It can be alphabetic or numeric or both. ACMU ACMU-2 Terms Code File Maintenance 0/1090/H5293

158 2. Terms Code Type Here are available codes: Code Type Definition N P E Normal A discount percent is available if the invoice is paid within a specific number of days from the purchase date. Normal payments are due within a specific number of days from the invoice date. Proximo No discount is available. Normal payments are due on a specific day of the month. End-of-Month Discount is available if the invoice is paid by a specific date in the following month. Normal payments are due on the last day in the following month. 3. Description Describes the terms code and displays next to the code on the screen. For example: Description is: 5/15 Net 30 This description means that you will get a 5% discount by paying within 15 days and net payment is due within 30 days. 4. Due Days The system uses the Due Days to calculate the due date when processing transactions in Function ATMU. If Terms Code Type is N P Then enter the number of days after the invoice date on which payment is due enter the day in the following month on which payment is due ACMU 0/1090/H5293 Terms Code File Maintenance ACMU-3

159 E accept the default EOM and the payment will be due on the last day of the following month 5. Discount Days The system uses the Discount Days to calculate the prompt payment discount when processing transactions in Function ATMU. If Terms Code Type is N P E Then enter the number of days from the purchase date on which discounted payment is due discount is not available enter the day in the following month on which discounted payment is due 6. Discount Percent If you entered Code Types N or E in the Discount Days field, enter the appropriate percentage that the system should use when calculating prompt payment discounts. ACMU ACMU-4 Terms Code File Maintenance 0/1090/H5293

160 ACON A/P Control File Maintenance Purpose Customizes information to meet your store s accounts payable needs. The information entered on two screens will affect how you use the application. You can decide whether or not to use the following features: check reconciliation job expense tracking multiple Accounts Payable account numbers multiple bank codes 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 Federal ID Number Federal ID Type 3 N 3 N 3 N 3 N 12 A/N 12 A/N 12 A/N 12 A/N 9 N S or F 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? A/P Control File Maintenance ACON-1

161 Field Definitions for Screen 1 Use this screen to customize aging days, descriptions, and federal tax reporting information. Here are definitions for fields in the order that they appear on the screen. 1. # Age Days In Period 1 The highest number of days in the first period which is the current or net due period. For example, if you enter 30 the system will age the invoice 30 days from the invoice date. 2. # Age Days In Period 2 The highest number of days in the second period which must be higher than the first period. For example, if you enter 60 the system will age the invoice 60 days from the invoice date. 3. # Age Days In Period 3 The highest number of days in the third period which must be higher than the second period. For example, if you enter 90 the system will age the invoice 90 days from the invoice date. 4. # Age Days In Period 4 The highest number of days in the fourth period which must be higher than the third period. For example, if you enter 120 the system will age the invoice 120 days from the invoice date. 5. Aging Period 1 Description Describes period 1 and will be printed on Report RAOI (A/P Open Item Report). 6. Aging Period 2 Description Describes period 2 and will be printed on Report RAOI. 7. Aging Period 3 Description Describes period 3 and will be printed on Report RAOI. 8. Aging Period 4 Description Describes period 4 and will be printed on Report RAOI. 9. Federal ID The federal identification number that prints on 1099 forms. Do ACON-2 A/P Control File Maintenance

162 Number not enter dashes. The system will format the number based on what you enter in the next field. 10. Federal ID Type Enter F (Federal ID Number), and the system will redisplay the number in the following format: Reconcile Checks? If you want to use the check reconciliation feature, enter Y. 12. Use Job Numbers If you want to track expenses by job number, enter Y. 13. Last Voucher Number Used You can decide the starting number the system will use to assign voucher numbers. The system begins numbering in the following manner: If you want to begin at 1, enter 0. If you want to begin at 1000, enter 999. If you ever need to change this field, press <Change>. Type 13 and press <Enter>. Then type the voucher number and press <Enter>. 14. Keep Vendor File Audit Trail? You must enter N, because this feature is not available. 15. Last G/L Interface Date The last cut-off date used to interface to General Ledger. The system automatically updates this field when you run Function GLP (General Ledger Pass-Off). A/P Control File Maintenance ACON-3

163 N N Field Definitions for Screen 2 Use this screen to customize how the expenses and liabilities are posted, and how you handle temporary transactions. Here are definitions for fields in the order that they appear on the screen. 1. Multiple A/P Accounts? If you want to use more than one Accounts Payable account number to post liabilities, enter Y. When you enter transactions, the system will always ask you which account number you want to use. If you have only one Accounts Payable account number to post liabilities, enter N. When you enter transactions, the system will automatically use the default Accounts Payable account number. ACON-4 A/P Control File Maintenance

164 2. Default A/P Account No If you use multiple Accounts Payable account numbers, enter the liability account number that will be used most often. If you do not use multiple Accounts Payable account numbers, enter the liability account number that you will always use. 3. Multiple Bank Codes? If you will be using more than one cash account, enter Y. When printing accounts payable checks or entering manual checks, the system will require a bank code to identify which checking account you are using to pay your vendors. 4. Default Bank Code If you use more than one cash account, enter the bank code you want to use as your default. NOTE: You must have bank codes set up in Function ABMU (Bank Code File Maintenance). 5. Discount Account No The discounts account number (revenue taken) from Function ADMT (A/P Valid G/L Account File Maintenance) or Function GCMU (G/L Chart of Accounts File Maintenance) should be entered in this field. 6. Misc Charges Account No If you always want the system to distribute miscellaneous expenses to one account number, enter the expense account number. If you do not want the system to distribute miscellaneous expenses to one account number, press <Next Item> to leave this field blank. If you enter an account number, you will not be able to distribute miscellaneous charges to job numbers. A/P Control File Maintenance ACON-5

165 7. Misc Charges Discountable? If miscellaneous charges are discountable, you can take a prompt payment discount based on the miscellaneous charges plus the amount due for goods or services. The following codes are available: Code A X Y N Blank Definition Always Discountable In Function ATMU (New A/P Transaction Processing), the system will always include miscellaneous charges when calculating discounts. Never Discountable In Function ATMU, the system will never include miscellaneous charges when calculating discounts. Usually Discountable In Function ATMU, the system will ask you whether or not the miscellaneous charges should be included when calculating discounts. The default will be Y. Not Usually Discountable In Function ATMU, the system will ask you whether or not the miscellaneous charges should be included when calculating discounts. The default will be N. Sometimes Discountable and Sometimes Not In Function ATMU, the system will ask you whether or not the miscellaneous charges should be included when calculating discounts. The system will not display a default. 8. Sales Tax Account No If you always want the system to distribute sales tax to one account number, enter the expense account number. If you do not want the system to distribute sales tax to one account number, press <Next Item> to leave this field blank. If you enter an account number, you will not be able to distribute sales tax to job numbers. ACON-6 A/P Control File Maintenance

166 9. Sales Tax Discountable? If sales taxes are discountable, you can take a prompt payment discount based on the sales tax plus the amount due for goods or services. The following codes are available: Code A X Y N Blank Definition Always Discountable In Function ATMU (New A/P Transaction Processing), the system will always include sales tax when calculating discounts. Never Discountable In Function ATMU, the system will never include sales tax when calculating discounts. Usually Discountable In Function ATMU, the system will ask you whether or not the sales tax should be included when calculating discounts. The default will be Y. Not Usually Discountable In Function ATMU, the system will ask you whether or not the sales tax should be included when calculating discounts. The default will be N. Sometimes Discountable and Sometimes Not In Function ATMU, the system will ask you whether or not the sales tax should be included when calculating discounts. The system will not display a default. 10. Freight Charges Account No If you always want the system to distribute freight charges to one account number, enter the expense account number. If you do not want the system to distribute freight charges to one account number, press <Next Item> to leave this field blank. If you enter an account number, you will not be able to distribute freight charges to job numbers. A/P Control File Maintenance ACON-7

167 11. Freight Charges Discountable? If freight charges are discountable, you can take a prompt payment discount based on the freight charge plus the amount due for goods. The following codes are available: Code A X Y N Blank Definition Always Discountable In Function ATMU (New A/P Transaction Processing), the system will always include freight charges when calculating discounts. Never Discountable In Function ATMU, the system will never include freight charges when calculating discounts. Usually Discountable In Function ATMU, the system will ask you whether or not the freight charges should be included when calculating discounts. The default will be Y. Not Usually Discountable In Function ATMU, the system will ask you whether or not the freight charges should be included when calculating discounts. The default will be N. Sometimes Discountable and Sometimes Not In Function ATMU, the system will ask you whether or not the freight charges should be included when calculating discounts. The system will not display a default. 12. Accts Verified by A/P? If you enter Y, all account number validation will use the account numbers set up in Function ADMT (A/P Valid G/L Account File Maintenance). If you enter N, all account number validation will use the account numbers set up in Function GCMU (Chart of Accounts File Maintenance). If you do not have the General Ledger application, you must enter Y. NOTE: If you enter N, you do not need to set up account numbers in Function ADMT. ACON-8 A/P Control File Maintenance

168 13. Accrue Temp A/P Trx's? If you type Y, the system posts offsetting entries to the Default Accrued A/P Account (field #14) and the Default Accrued Purchases Account (field #15) when you finalize the regular voucher. If you type N, the system will not create temporary accounts payable vouchers. (You are telling the system that you do not accrue accounts payable.) 14. Default Accrued A/P Account Enter the accounts payable account to which you want accrued accounts payable amounts distributed. If you run Function GLP (Automatic Passoff To General Ledger) after you post the vouchers, the system creates general ledger entries. It debits the Default Accrued Purchases Account (field # 15) and credits the Default Accrued A/P Account. This allows you to print accurate financial statements before you reconcile your purchases to the invoice. 15. Default Accrued Purch Account Enter the purchases account to which you want accrued purchase amounts distributed. You can use the same account number for the Default Accrued Purch Account and the Default Purchases Account (field #16). However, the A/P Open Item Report (Report RAOI) will not balance with the A/P account balance in general ledger until you: Change the temporary voucher to a regular voucher. Post the transaction in Function ATMU # Default Purchases Account Enter the purchases account to which you want the final purchase amounts distributed. If you enter asterisks in the sub-account section (for example, 4000-***), the system distributes the purchases to your departments based on the sub-accounts you enter in Function MDE (Modify Department File). If no department is available (for example, if an item isn t in your Inventory file) or if the department doesn t have a sub-account number, the system debits the Default Purchases Account with a sub-account of 000 (for example, ). A/P Control File Maintenance ACON-9

169 If you set up your Accounts Payable system to automatically distribute purchases to other accounts (for example, you distribute a certain percentage of purchases to each department), the system debits the purchases distribution accounts you set up in Function AADM (Vendor Auto Distribution Maintenance). It ignores what you enter in the Default Purchases Account field. If you do not automatically distribute purchases to other accounts, the system debits the Default Purchases Account. ACON-10 A/P Control File Maintenance

170 ADMT AP Valid G/L Account File Maintenance Purpose If you entered N in the Accts Verified by A/P field in Function ACON (Accounts Payable Control File Maintenance), do not use this function. If you are using Function ADMT, the following accounts must be entered: cash discount Accounts Payable liability sales tax expense freight expense all other expense accounts you want to use If the account number is not entered here, and you try to use it, the system will display the message ACCOUNT NUMBER NOT FOUND. ADMT 0/1090/H5293 AP Valid G/L Account File Maintenance ADMT-1

171 A/P Valid G/L Account File Maintenance Account No Description 7 N 30 A/N Item Number to Change? Field Definitions You will use this screen to enter all General Ledger account numbers you plan to use in the Accounts Payable application. Here are definitions for fields in the order that they appear on the screen. 1. Account No The General Ledger account number. The first four digits is the account number which is constant. The last three digits is the subaccount number (profit center) which is variable. 2. Description The description of the account number. In other functions, the description will display on the screen after entering the account number. ADMT ADMT-2 AP Valid G/L Account File Maintenance 0/1090/H5293

172 AJMT Job File Maintenance Purpose If you want to track expenses for a particular project or activity, you can use this function to assign job numbers. Make sure the field Use Job Numbers is Y in Function ACON, Screen 1. When you process transactions, you can distribute expenses to the appropriate job number. You can print the Job Distribution Report (RAJD) for a listing of expenses by job number. You can also print Report RAJB (Print Job List) for a list of jobs. Job File Maintenance Job Description 6 A/N 30 A/N Item Number to Change? AJMT 0/1090/H5293 Job File Maintenance AJMT-1

173 Field Definitions Use this screen to assign job numbers to specific projects or activities to track supply expenses. Here are definitions for fields in the order that they appear on the screen. 1. Job The job number you want to assign to the project or activity. You should design a numbering scheme that is meaningful to you and your business. 2. Description The description of the job number. In other functions, the description displays on the terminal when the job number is entered. AJMT AJMT-2 Job File Maintenance 0/1090/H5293

174 APCM Check Processing Purpose Use Function APCM to do the following: Print checks. Post checks. Print check registers. Void posted checks. Void unposted checks. Print unposted check lists. Enter and post manual checks. Print manual and prepaid check registers. Updating Files When you post checks, the system automatically updates information in the following files: Open Item Detail File In Function MVR, the Amount Paid and Discount Taken fields are updated. Also, new detail records are created to provide: history of all checks which is printed on Report RACH (Check History Report) history of accounts payable which is displayed in Function AVIQ (Vendor Account Inquiry) and printed on Report RAOI (A/P Open Item Report) Open Item Summary File In Function MVR, the Amount Paid, Discount Taken and Vendor Balance Due fields are updated. APCM 0/1090/H5293 Check Processing APCM-1

175 Vendor File For the billing vendor in Function MVR, the following fields are updated: Amount Paid Discount Taken Last Activity Date (with the payment date) For the remit-to vendor in Function MVR, the following fields are updated: Amount Paid (with net amount of the invoice) Discount Taken (updates billing vendor) Last Activity Date (with the payment date) Distribution File The debits and credits for each check are listed on Report RAGL (Print A/P Distribution to G/L Report). If you manually post to General Ledger, you can easily find on this report the information you will need. If you use Function GLP, you will need to check the edit list before posting transactions in General Ledger. For more information about Function GLP, see the tabbed section Checking Entries for General Ledger in this workbook. Each menu option displays a different screen requiring specific information. Here is the Check Processing Submenu: 1. PRINT CHECKS 2. PRINT A/P UNPOSTED CHECK LIST 3. VOID UNPOSTED CHECKS 4. POST CHECKS AND PRINT CHECK REGISTER 5. VOID POSTED CHECKS 6. MANUAL PAYMENTS PROCESSING 7. PRINT MANUAL AND PREPAID CHECK REGISTER Following are the screens and field definitions for each menu option. APCM APCM-2 Check Processing 0/1090/H5293

176 Check Processing Print Checks Please Enter: Bank Code Payment Date Check Date Starting Check No Starting Vendor No Ending Vendor No 3 A/N 6 N 6 N 6 N 5 A/N 5 A/N Field Definitions for Menu Option 1 (Print Checks) Use Menu Option 1 to print accounts payable checks. After you follow the prompts to align the checks, the system will display the screen shown above. Here are definitions for fields in the order that they appear on the screen. 1. Bank Code You can accept the default bank code set up in Function ACON (A/P Control File Maintenance). or You can enter the bank code that corresponds to the checking account. 2. Payment Date The system uses this date to calculate discounts. The system displays a default date which was entered when Report RACR (Cash Requirements Report) was printed or APMU (Payment Preparation) was run. APCM 0/1090/H5293 Check Processing APCM-3

177 By using the same date from Report RACR and Function APMU, the Pre-Check Writing Report will match the Check Register. Triad Systems Corporation suggests you use the same payment date in all functions and reports during a check run. 3. Check Date The system uses this date to print on the checks and post to General Ledger. 4. Starting Check No Enter the next blank check number, so that the system knows where to start numbering checks. 5. Starting Vendor No If you want to print checks for a specific range of vendors, enter the first vendor number. If you want to print checks for all vendors, leave this field blank, and press <Enter>. 6. Ending Vendor No If you want to print checks for a specific range of vendors, enter the last vendor number. Menu Option 2 (Print A/P Unposted Check List) Use Menu Option 2 to print a preliminary list of checks to verify before posting checks. You need only enter the printer number to print this list of unposted checks. NOTE: This list can help you spot any mistakes before posting the checks. APCM APCM-4 Check Processing 0/1090/H5293

178 Check Processing Void Unposted Checks Void Printed Checks Please Enter: Bank Code Starting Vendor For Voiding Checks Ending Vendor For Voiding Checks 3 A/N 5 A/N 5 A/N Menu Option 3, Submenu 1 (Void Printed Checks) Use Menu Option 3 to void checks before posting or to void checks used for form alignment. After selecting menu option 3, you will see the following submenu: 1. VOID PRINTED CHECKS 2. VOID FORM ALIGNMENT CHECKS Also, in Menu Option 1, after printing checks, the system will display the following prompt: ARE THE CHECKS JUST PRINTED OK? If you answer N, the system will automatically display the VOID UNPOSTED CHECKS, VOID PRINTED CHECKS Screen, so you can void the checks just printed. Here are definitions for fields in the order that they appear on the Void Printed Checks Screen (Menu Option 3, Submenu 1). 1. Bank Code You can accept the default bank code set up in Function ACON APCM 0/1090/H5293 Check Processing APCM-5

179 (A/P Control File Maintenance). or You can enter the bank code that corresponds to the checking account. NOTE: If you are voiding checks just printed, the default will be the bank code used in the last check run. 2. Starting Vendor For Voiding Checks If you want to void checks for a specific range of vendors, enter the first vendor number. NOTE: If you are voiding checks just printed, the default will be the starting vendor used in the last check run. 3. Ending Vendor For Voiding Checks If you want to void checks for a specific range of vendors, enter the last vendor number. NOTE: If you are voiding checks just printed, the default will be the ending vendor used in the last check run. Check Processing Void Unposted Checks Void Form Alignment Checks Please Enter: Bank Code Starting Form Alignment Check to Void Ending Form Alignment Check to Void 3 A/N 5 A/N 5 A/N APCM APCM-6 Check Processing 0/1090/H5293

180 Menu Option 3, Submenu 2 (Void Form Alignment Checks) Use Menu Option 3 to void checks before posting or to void checks used for form alignment. After selecting menu option 3, you will see the following submenu: 1. VOID PRINTED CHECKS 2. VOID FORM ALIGNMENT CHECKS Here are definitions for fields in the order that they appear on the Void Form Alignment Screen (Menu Option 3, Submenu 2). 1. Bank Code You can accept the default bank code set up in Function ACON (A/P Control File Maintenance). or You can enter the bank code that corresponds to the checking account. 2. Starting Form Alignment Check to Void The first check number you used to align check forms. 3. Ending Ending Form Alignment Check to Void The last check number you used to align check forms. Menu Option 4 (Post Checks and Print Check Register) Use Menu Option 4 to post checks and print the register. Before posting, make sure you are satisfied with the A/P Unposted Check List. You need only enter the printer number to post and print the check register. Before printing the register, the system will prompt: CLEAR TEMPORARILY DEFERRED INVOICES DURING POSTING OF INVOICES? APCM 0/1090/H5293 Check Processing APCM-7

181 You will have to answer yes or no depending on the check run. Check Processing Void Posted Checks Bank Code Check No 3 A/N 6 N 3. Check Amount 9 N with 2 D 4. Void Date 6 N Remit-To Vendor Display Only Invoice Total Paid Display Only Discount Taken Display Only Menu Option 5 (Void Posted Checks) Use Menu Option 5 to void checks after posting. After selecting menu option 5, you will see the following submenu: 1. ADD VOID CHECK TRANSACTIONS 2. CHANGE/INQUIRE VOID CHECK TRANSACTIONS 3. DELETE VOID CHECK TRANSACTIONS 4. PRINT VOID CHECK TRANSACTION EDIT LIST 5. POST VOID CHECK TRANSACTIONS TO A/P FILES From the submenu, you will add, change, delete, print and post void posted checks. The screen shown above is used in menu options 1 through 3. After you enter voided check transactions, you should: print the edit list (Menu Option 4) check your work post the voided transactions (Menu Option 5) APCM APCM-8 Check Processing 0/1090/H5293

182 When you post voided checks, the system will reverse the entire transaction from the files updated during the check posting. The voided check transactions will be printed on the Manual and Prepaid Check Register in Function APCM, Option 7. Here are definitions for fields in the order that they appear on the screen when you add, change, or delete void posted checks. 1. Bank Code You can accept the default bank code set up in Function ACON (A/P Control File Maintenance). or You can enter the bank code that corresponds to the checking account. 2. Check No The check number you wish to void. If the system finds more than one check with the bank code and check number entered, you will be prompted to enter the check date. To view checks on file, press <Enter>, and the system will display checks in the file. 3. Check Amount If you are using the check reconciliation feature, the system will automatically display the check amount. If you are not using the check reconciliation feature, enter the check amount. 4. Void Date The date you are voiding the check. Remit-To Vendor The system automatically displays the Remit-to Vendor from the check. Invoice Total Paid The system automatically displays the Invoice Total from the check. APCM 0/1090/H5293 Check Processing APCM-9

183 Discount Taken The system automatically displays the Discount Taken Total from the check. Check Processing Manual Payments Processing 1. Vendor No 5 A/N 2. Invoice No 8 A/N Invoice Date Display Only Invoice Balance Display Only Discount Balance Display Only Check No Check Date Gross A/P Amt Disc Taken Net Cash Amt 6 N 6 N 9 N with 2 D (-) 9 N with 2 D (-) Display Only 7. Bank Code 3 A/N Menu Option 6 (Manual Payments Processing) Use Menu Option 6 to enter and post manual checks. After selecting menu option 6, you will see the following submenu: 1. ADD MANUAL PAYMENTS 2. CHANGE/INQUIRE MANUAL PAYMENTS 3. DELETE MANUAL PAYMENTS 4. PRINT MANUAL PAYMENTS EDIT LIST 5. POST MANUAL PAYMENTS TO A/P FILES From the submenu, you will add, change, delete, print and post manual checks. The screen shown above is used in menu options 1 through 3. You only need to enter manual payments for transactions that have been entered in Function ATMU. APCM APCM-10 Check Processing 0/1090/H5293

184 After you enter manual payments, you should: print the edit list (Menu Option 4) check your work post the manual payments (Menu Option 5) When you post manual payments, the system update the appropriate files. The manual payments will be printed on the Manual and Prepaid Check Register in Function APCM, Option 7. Here are definitions for fields in the order that they appear on the screen when you add, change, or delete manual payments. 1. Vendor No The number of the vendor you are paying by manual check. Press <Query> to look up the vendor by name. If you are entering several invoices for one check, the check must have the same Remit-To Vendor. 2. Invoice No The invoice number you are paying by manual check. When changing or deleting (Menu Option 2 or 3), after entering Vendor No and Invoice No, the system will display: - Invoice Date - Invoice Balance - Discount Balance 3. Check No The check number from the manual check. 4. Check Date The date of the manual check. APCM 0/1090/H5293 Check Processing APCM-11

185 5. Gross A/P Amt The invoice balance not including any discount taken. For example: If you are paying $100 invoice with a $5 discount, you would enter $100 in the Gross A/P Amt field, because you are reducing the Accounts Payable liability account by $100. If the invoice balance is negative, the full invoice balance must be credited and the system will display this field. 6. Disc Taken The discount taken from the Discount Balance displayed on the screen. For example: If you are paying $100 invoice with a $5 discount, you would enter $5 in the Disc Taken field. After you enter the Gross A/P Amt and Disc Taken fields, the system automatically displays the Net Cash Amount which is calculated in the following manner: Gross A/P Amount - Discount Taken If the invoice balance is negative, the full discount balance must be credited and the system will display this field. 7. Bank Code You can accept the default bank code set up in Function ACON (A/P Control File Maintenance). or You can enter the bank code that corresponds to the checking account. APCM APCM-12 Check Processing 0/1090/H5293

186 Menu Option 7 (Print Manual and Prepaid Check Register) Use Menu Option 7 to print a check register of all manual checks and prepaid transactions. The system will display the following prompt: PRINT REGISTER FOR WHICH BANK CODE Enter the bank code that corresponds to the checking account. If the same Bank Code is used for computer checks and manual checks, manual checks will print on the Computer Check Register unless the Manual Check Register is printed first. APCM 0/1090/H5293 Check Processing APCM-13

187 APCT Clear Vendor YTD Accumulators Purpose Use Function APCT at the end of the calendar year to do the following: Move YTD Vendor Amount Paid, Discounts Taken, and Discounts Lost information to last year in Function MVR (Vendor File Maintenance). Clear YTD Vendor Amount Paid, Discounts Taken, and Discounts Lost fields. The Vendor Amount Paid field tracks what you have paid to a vendor for services. The government requires you to report this income; therefore, you must track it by calendar year. Purchasing information can be tracked by fiscal year. For more information about Accounts Payable purchasing information, see your Purchasing and Receiving Manual. Always print your 1099 forms after running Function APCT! NOTE: Function APCT will not clear purchasing information, you must use Report RVU Vendor Update Report. APCT 0/1090/H5293 Clear Vendor YTD Accumulators APCT-1

188 Clear Vendor YTD Accumulators This application will move the following information from Year-to-Date to Last-Year (in Function MVR): Amount Paid Discounts Taken Discounts Lost The system will clear the YTD information to begin accumulating Accounts Payable history for the new calendar year. Are you sure you want to do this? Field Definitions Use this screen to clear calendar year-to-date information in Function MVR. Are You Sure You Want to Do This? If you are ready to run your end-of-year procedure, enter Y at this prompt, then print your 1099 forms. If you are not ready to run your end-of-year procedure, enter N at this prompt. The system will return to the Main Menu. APCT APCT-2 Clear Vendor YTD Accumulators 0/1090/H5293

189 APGI Purge A/P Invoice Files Purpose Use Function APGI to purge fully paid invoices. The system will print a report showing all paid invoices purged. You should save this report as a record of paid invoices purged from the system. When an invoice has been fully paid, the information remains in the A/P Open Item Files. If you never purge using Function APGI, the disk will eventually get full, and the system speed will slow down. Once Function APGI is run, this information will no longer appear on Report RAOI (Open Item Report) or Report RACH (Check History Report). THINGS TO REMEMBER Do not purge frequently, because the journals will be too hard to use to find information. Run Report RACH before running Function APGI. APGI 0/1090/H5293 Purge A/P Invoice Files APGI-1

190 Purge A/P Invoice Files Please Enter: Purge Cut-off Date 6N Field Definitions Below is the definition of the field Purge Cut-Off Date. Purge Cut-Off Date The date entered here tells the system to purge all paid invoices on or before that date. For example: Today is 3/1/91, and you purge on a quarterly basis; therefore, you would enter the Purge Cut-Off Date as 12/1/90. All fully paid invoices as of 12/1/90 will be purged. Report Sample On the next page is a sample of the A/P Invoice Files Purge Journal. APGI APGI-2 Purge A/P Invoice Files 0/1090/H5293

191 APGI 0/1090/H5293 Purge A/P Invoice Files APGI-3

192 APMU Payment Preparation Purpose Before printing checks, you must tell the system what you want to pay. Based on the information printed on Report RACR (Cash Requirements Report), select the invoices you want to pay using Function APMU. Each menu option displays a different screen requiring specific information. Here is the Payment Preparation Submenu: 1. CLEAR PREVIOUS SELECTIONS 2. GENERALIZED PAYMENT SELECTION 3. SELECT INVOICES FOR PAYMENT (FULL OR PARTIAL) 4. DEFER INVOICES FROM PAYMENT 5. PRINT UNMATCHED INVOICE DETAIL LIST 6. PRINT INVOICE DEFERRAL REPORT 7. PRINT PRE-CHECK WRITING REPORT Following are the screens and field definitions for each menu option. APMU 0/1090/H5293 Payment Preparation APMU-1

193 Payment Preparation Clear Previous Selections Please Enter: Clear Temporary Deferrals? Clear Partial Payments? Clear Full Payments? Starting Vendor No Ending Vendor No Y or N Y or N Y or N 5 A/N 5 A/N Field Definitions for Menu Option 1 (Clear Previous Selections) Use this screen to clear previous selections and temporary deferrals. Menu Option 1 should be your first step when preparing for a check run. If you made a mistake when selecting generalized payments, you should use this screen to clear those selections and begin again. You can also clear temporary deferrals or partial payments for one vendor, a range of vendors, or all vendors. Here are the definitions for fields in the order that they appear on the screen. 1. Clear Temporary Deferrals? If you previously selected transactions for temporary deferrals and want to release the hold, enter Y. You will usually clear temporary deferrals after each check run. You may want to enter Y, in case deferrals were not cleared after the check run. APMU APMU-2 Payment Preparation 0/1090/H5293

194 2. Clear Partial Payments? If you previously selected transactions for partial payment and do not want to partially pay, enter Y. 3. Clear Full Payments? If you previously selected transactions for full payment and do not want to pay, enter Y. 4. Starting Vendor No The first vendor number for which you want to clear previous selections. If you want to select all vendors, press <Enter>. 5. Ending Vendor No The last vendor number for which you want to clear previous selections. APMU 0/1090/H5293 Payment Preparation APMU-3

195 Payment Preparation Generalized Payment Selection Please Enter: Cut-Off Date Payment Date Next Pmt Date Pay Past Due Invoices? Pay Current Invoices? Pay Optional Invoices? Starting Vendor No Ending Vendor No A/P Account No 6 N 6 N 6 N Y or N Y or N Y or N 5 A/N 5 A/N 7 N Field Definitions for Menu Option 2 (Generalized Payment Selection) Use this screen to select transactions to pay based on: range of vendors due date payment date next payment date The selection information should be the same as you used when printing Report RACR (Cash Requirements Report). For more information about how the dates work, see the tabbed section Paying Bills, "Lab 11 Planning Payment Strategies." Menu Option 2 should be run after deferring transactions you do not want to pay. Here are the definitions for fields in the order that they appear on the screen. APMU APMU-4 Payment Preparation 0/1090/H5293

196 1. Cut-Off Date The Cut-Off Date includes all transactions with due dates on or before the date entered. 2. Payment Date The Payment Date is when the checks will be printed and mailed. 3. Next Pmt Date The Next Payment Date is the next time checks will be printed and mailed. 4. Pay Past Due Invoices? If any invoices have due dates before the cut-off date and will be past due on the payment date, enter Y to pay those invoices. If you don't want to pay those invoices, enter N. 5. Pay Current Invoices? If any invoices have due dates before the cut-off date and will not be past due on the payment date, enter Y to pay those invoices. If you don't want to pay those invoices, enter N. 6. Pay Optional Invoices? If any invoices have due dates after the cut-off date but will lose the discount if not paid before the next payment date, enter Y to pay those invoices. If you don't want to pay those invoices, enter N. 7. Starting Vendor No The first vendor number for which invoices should be paid. If you want to print all vendors, press <Enter>. 8. Ending Vendor No The last vendor number for which invoices should be paid. 9. A/P Account No You can accept the default Accounts Payable account number set up in Function ACON (A/P Control File Maintenance). or APMU 0/1090/H5293 Payment Preparation APMU-5

197 If you use multiple Accounts Payable account numbers, enter the appropriate account number. Payment Preparation Select Invoices For Payment * Vendor No * Invoice No Invoice Date 5 A/N 8 A/N Voucher No 6 N Display Only Due Date Display Only Discount Date Display Only Orig Invoice Amt Debit & Credit Memos Current Invoice Bal Net Invoice Amount Display Only Display Only Display Only Display Only Partial Paymts Made Original Discount Discount Taken Discount Balance Display Only Display Only Display Only Display Only Pay Full Invoice Net? Field Definitions for Menu Option 3 (Select Invoices For Payment Full or Partial) Use this screen to select transactions to pay based on: vendor number invoice number or voucher number APMU APMU-6 Payment Preparation 0/1090/H5293

198 You will use Menu Option 3 to select specific invoices that you want to pay partially or fully. This menu option is useful for: pre-paying or paying before the due date or making partial payments Menu Option 3 should be run after using Menu Option 2 to select most of the invoices for payment. Here are the definitions for fields in the order that they appear on the screen. Payment Date After selecting Menu Option 3, the system will ask for the payment date. This date is when the checks will be printed and mailed. After you enter the date, the system will display another screen with the following fields: * Vendor No The vendor number for the invoice you want to pay. If you do not know the vendor number, press <Query> to look up the vendor by name. * Invoice No The invoice number you want to pay. If this invoice has been deferred, the system will display a message on the next line telling you that the invoice was permanently or temporarily deferred. A prompt appears at the bottom of the screen asking whether or not you want to select this invoice for payment. If you want to see the next invoice, press <Next Item>. When you see the invoice you want, at the prompt RIGHT INVOICE?, enter Y. If you want to enter the voucher number instead of the invoice number, press <Enter> to skip this field. APMU 0/1090/H5293 Payment Preparation APMU-7

199 Voucher No If you did not enter an invoice number, you must enter the system-assigned voucher number. Remaining Fields The system will display the existing information for all other fields on the screen. You cannot change any of the remaining fields. Prompts at the Bottom of the Screen The following prompts appear at the bottom of the screen. PAY FULL INVOICE NET After an invoice is displayed, the following prompt appears: PAY FULL INVOICE NET If you want to pay the invoice fully, enter Y. The system will calculate the discount based on the terms code. If you want to pay the invoice partially or take a discount regardless of the terms, enter N. GROSS AMOUNT TO PAY ON INVOICE DISCOUNT TO TAKE If you enter N at the PAY FULL INVOICE NET prompt, the system will prompt: GROSS AMOUNT TO PAY ON INVOICE DISCOUNT TAKEN At the GROSS AMOUNT TO PAY ON INVOICE prompt, enter the total amount of full or partial payment. For example, if you are sending a check for $50 and taking a $2 discount, enter $52. At the DISCOUNT TAKEN prompt, enter the total amount of the discount taken. After entering the discount taken, the system will display the net check amount which is: gross amount - discount taken APMU APMU-8 Payment Preparation 0/1090/H5293

200 APPLY THIS CREDIT BALANCE? If the transaction total is negative or a credit memo, the following prompt displays: APPLY THIS CREDIT BALANCE? Enter Y to select the transaction so that when you run Function APCM (Check Processing) the system will reduce the balance you owe the vendor. Payment Preparation Defer Invoices From Payment * Vendor No * Invoice No Invoice Date 5 A/N 8 A/N Voucher No 6 N Display Only Due Date Display Only Discount Date Display Only Orig Invoice Amt Debit & Credit Memos Current Invoice Bal Net Invoice Amount Display Only Display Only Display Only Display Only Partial Paymts Made Original Discount Discount Taken Discount Balance Display Only Display Only Display Only Display Only Temporary or Permanent Deferral? T or P Field Definitions for Menu Option 4 (Defer Invoices From Payment) Use this screen to defer invoices from payment based on: vendor number invoice number or voucher number APMU 0/1090/H5293 Payment Preparation APMU-9

201 You will use Menu Option 3 to select specific invoices that you want to place on permanent or temporary hold. This menu option is useful for stopping payments for disputed invoices. Here are the definitions for fields in the order that they appear on the screen. * Vendor No The vendor number for the invoice you want to defer. If you do not know the vendor number, press <Query> to look up the vendor by name. * Invoice No The invoice number you want to defer. If this invoice has been deferred, the system will display a message on the next line telling you that the invoice was permanently or temporarily deferred. A prompt appears at the bottom of the screen asking whether or not you want to select this invoice for payment. If you want to see the next invoice, press <Next Item>. When you see the invoice you want, at the prompt RIGHT INVOICE?, enter Y. If you want to enter the voucher number instead of the invoice number, press <Enter> to skip this field. Voucher No If you did not enter an invoice number, enter the systemassigned voucher number. Remaining Fields The system will display the existing information for all other fields on the screen. You cannot change any of the remaining fields. Prompt at the Bottom of the Screen The following prompt appears at the bottom of the screen. APMU APMU-10 Payment Preparation 0/1090/H5293

202 TEMPORARY OR PERMANENT DEFERRAL? After an invoice is displayed, the following prompt appears: TEMPORARY OR PERMANENT DEFERRAL? T=TEMPORARY P=PERMANENT If you want to defer the payment until the next payment date, enter T (Temporary). If you want to defer the payment indefinitely, enter P (Permanent). CAUTION The system will never automatically select permanently deferred invoices (Menu Option 2). You should try to use primarily temporary deferrals to avoid placing permanent holds and forgetting about them. If you have invoices permanently or temporarily deferred, you can use Menu Option 3 to select that invoice for payment. Menu Option 2 (Generalized Payment Selection) will not select deferred invoices for payment. After printing checks, you can clear temporary deferrals so that all Temporary deferrals are released. You will be able to pay these invoices the next time you run checks. Field Definitions for Menu Option 5 (Print Unmatched Invoice Detail List) Menu Option 5 is not in use at this time. APMU 0/1090/H5293 Payment Preparation APMU-11

203 Payment Preparation Print Invoice Deferral Report Please Enter: Starting Vendor No Ending Vendor No 5 A/N 5 A/N Item Number to Change? Field Definitions for Menu Option 6 (Print Invoice Deferral Report) Use this screen to print a listing of deferred invoices. After deferring invoices in Menu Option 4, print this list to keep as a record of permanent and temporary deferrals. Here are the definitions for fields in the order that they appear on the screen. 1. Starting Vendor No The first vendor number you want to include on the deferrals list. 2. Ending Vendor No The last vendor number you want to include on the deferrals list. APMU APMU-12 Payment Preparation 0/1090/H5293

204 Payment Preparation Print Pre-Check Writing Report Please Enter: Payment Date Minimum Check Amount on Report Show Deferred Items On Report? Bank Code 6 N 9 N with 2 D Y or N 3 A/N Item Number to Change? Field Definitions for Menu Option 7 (Print Pre-Check Writing Report) Use this screen to print what invoices will be paid and what discounts will be taken for each vendor. You should print this after you finish selecting everything for payment. You should consider this report a preliminary check register. Review the report and make any necessary corrections before printing checks (in Function APMU). Here are the definitions for fields in the order that they appear on the screen. 1. Payment Date Enter the same date that you enter for Report RACR and Menu Option 2 (Generalized Payment Selection). APMU 0/1090/H5293 Payment Preparation APMU-13

205 2. Minimum Check Amount on Report The lowest check amount to be included on the report. Any invoices selected with Menu Options 2 and 3 with total check amounts less than the amount entered will not be included. 3. Show Deferred Items on Report? If you want to see all deferred invoices on this report, enter Y. 4. Bank Code You can accept the default bank code set up in Function ACON (A/P Control File Maintenance). or You can enter the bank code that corresponds to the checking account. APMU APMU-14 Payment Preparation 0/1090/H5293

206 APP Purchasing To AP Passoff Purpose Use Function APP to pass purchasing information to Accounts Payable. When you use this function, the system creates regular vouchers (transaction type R) or temporary vouchers (transaction type T) in Function ATMU. Purchasing To AP Passoff APP-1

207 Field Definitions Listed below are definitions in the order that they appear on the screen. Print and Spool Request Types In the parentheses, enter your option for printing and spooling the report. Option Description P Print the report and do not spool it S Spool the report and do not print it B Spool and print the report at the same time ASpool the report, then print the report after it spools DSpool the report, print the report after it spools, then delete the spooled copy of the report after it prints NOTE: Option B ties up the printer while it searches, sorts, or calculates information. Use Option A or D instead. This field is required. Printer Enter the printer number or spooler channel number where you want the report to print or spool. The value in this field defaults from the Default Printer field in Function MTR (Modify Terminal Record). If you enter this is the parentheses Then P, B, A, or D Enter a printer number S A or D Enter a channel number Enter a spooler channel number after you press <Run> This field is required. The number you enter must exist in Function MPS (Modify Printer Status). Copies Enter the number of copies you want to print. APP-2 Purchasing To AP Passoff

208 Report Sample Here is a sample of the Purchasing To AP Passoff Report. Purchasing To AP Passoff APP-3

209 APMU Payment Preparation Purpose Before printing checks, you must tell the system what you want to pay. Based on the information printed on Report RACR (Cash Requirements Report), select the invoices you want to pay using Function APMU. Each menu option displays a different screen requiring specific information. Here is the Payment Preparation Submenu: 1. CLEAR PREVIOUS SELECTIONS 2. GENERALIZED PAYMENT SELECTION 3. SELECT INVOICES FOR PAYMENT (FULL OR PARTIAL) 4. DEFER INVOICES FROM PAYMENT 5. PRINT UNMATCHED INVOICE DETAIL LIST 6. PRINT INVOICE DEFERRAL REPORT 7. PRINT PRE-CHECK WRITING REPORT Following are the screens and field definitions for each menu option. APMU 0/1090/H5293 Payment Preparation APMU-1

210 Payment Preparation Clear Previous Selections Please Enter: Clear Temporary Deferrals? Clear Partial Payments? Clear Full Payments? Starting Vendor No Ending Vendor No Y or N Y or N Y or N 5 A/N 5 A/N Field Definitions for Menu Option 1 (Clear Previous Selections) Use this screen to clear previous selections and temporary deferrals. Menu Option 1 should be your first step when preparing for a check run. If you made a mistake when selecting generalized payments, you should use this screen to clear those selections and begin again. You can also clear temporary deferrals or partial payments for one vendor, a range of vendors, or all vendors. Here are the definitions for fields in the order that they appear on the screen. 1. Clear Temporary Deferrals? If you previously selected transactions for temporary deferrals and want to release the hold, enter Y. You will usually clear temporary deferrals after each check run. You may want to enter Y, in case deferrals were not cleared after the check run. APMU APMU-2 Payment Preparation 0/1090/H5293

211 2. Clear Partial Payments? If you previously selected transactions for partial payment and do not want to partially pay, enter Y. 3. Clear Full Payments? If you previously selected transactions for full payment and do not want to pay, enter Y. 4. Starting Vendor No The first vendor number for which you want to clear previous selections. If you want to select all vendors, press <Enter>. 5. Ending Vendor No The last vendor number for which you want to clear previous selections. APMU 0/1090/H5293 Payment Preparation APMU-3

212 Payment Preparation Generalized Payment Selection Please Enter: Cut-Off Date Payment Date Next Pmt Date Pay Past Due Invoices? Pay Current Invoices? Pay Optional Invoices? Starting Vendor No Ending Vendor No A/P Account No 6 N 6 N 6 N Y or N Y or N Y or N 5 A/N 5 A/N 7 N Field Definitions for Menu Option 2 (Generalized Payment Selection) Use this screen to select transactions to pay based on: range of vendors due date payment date next payment date The selection information should be the same as you used when printing Report RACR (Cash Requirements Report). For more information about how the dates work, see the tabbed section Paying Bills, "Lab 11 Planning Payment Strategies." Menu Option 2 should be run after deferring transactions you do not want to pay. Here are the definitions for fields in the order that they appear on the screen. APMU APMU-4 Payment Preparation 0/1090/H5293

213 1. Cut-Off Date The Cut-Off Date includes all transactions with due dates on or before the date entered. 2. Payment Date The Payment Date is when the checks will be printed and mailed. 3. Next Pmt Date The Next Payment Date is the next time checks will be printed and mailed. 4. Pay Past Due Invoices? If any invoices have due dates before the cut-off date and will be past due on the payment date, enter Y to pay those invoices. If you don't want to pay those invoices, enter N. 5. Pay Current Invoices? If any invoices have due dates before the cut-off date and will not be past due on the payment date, enter Y to pay those invoices. If you don't want to pay those invoices, enter N. 6. Pay Optional Invoices? If any invoices have due dates after the cut-off date but will lose the discount if not paid before the next payment date, enter Y to pay those invoices. If you don't want to pay those invoices, enter N. 7. Starting Vendor No The first vendor number for which invoices should be paid. If you want to print all vendors, press <Enter>. 8. Ending Vendor No The last vendor number for which invoices should be paid. 9. A/P Account No You can accept the default Accounts Payable account number set up in Function ACON (A/P Control File Maintenance). or APMU 0/1090/H5293 Payment Preparation APMU-5

214 If you use multiple Accounts Payable account numbers, enter the appropriate account number. Payment Preparation Select Invoices For Payment * Vendor No * Invoice No Invoice Date 5 A/N 8 A/N Voucher No 6 N Display Only Due Date Display Only Discount Date Display Only Orig Invoice Amt Debit & Credit Memos Current Invoice Bal Net Invoice Amount Display Only Display Only Display Only Display Only Partial Paymts Made Original Discount Discount Taken Discount Balance Display Only Display Only Display Only Display Only Pay Full Invoice Net? Field Definitions for Menu Option 3 (Select Invoices For Payment Full or Partial) Use this screen to select transactions to pay based on: vendor number invoice number or voucher number APMU APMU-6 Payment Preparation 0/1090/H5293

215 You will use Menu Option 3 to select specific invoices that you want to pay partially or fully. This menu option is useful for: pre-paying or paying before the due date or making partial payments Menu Option 3 should be run after using Menu Option 2 to select most of the invoices for payment. Here are the definitions for fields in the order that they appear on the screen. Payment Date After selecting Menu Option 3, the system will ask for the payment date. This date is when the checks will be printed and mailed. After you enter the date, the system will display another screen with the following fields: * Vendor No The vendor number for the invoice you want to pay. If you do not know the vendor number, press <Query> to look up the vendor by name. * Invoice No The invoice number you want to pay. If this invoice has been deferred, the system will display a message on the next line telling you that the invoice was permanently or temporarily deferred. A prompt appears at the bottom of the screen asking whether or not you want to select this invoice for payment. If you want to see the next invoice, press <Next Item>. When you see the invoice you want, at the prompt RIGHT INVOICE?, enter Y. If you want to enter the voucher number instead of the invoice number, press <Enter> to skip this field. APMU 0/1090/H5293 Payment Preparation APMU-7

216 Voucher No If you did not enter an invoice number, you must enter the system-assigned voucher number. Remaining Fields The system will display the existing information for all other fields on the screen. You cannot change any of the remaining fields. Prompts at the Bottom of the Screen The following prompts appear at the bottom of the screen. PAY FULL INVOICE NET After an invoice is displayed, the following prompt appears: PAY FULL INVOICE NET If you want to pay the invoice fully, enter Y. The system will calculate the discount based on the terms code. If you want to pay the invoice partially or take a discount regardless of the terms, enter N. GROSS AMOUNT TO PAY ON INVOICE DISCOUNT TO TAKE If you enter N at the PAY FULL INVOICE NET prompt, the system will prompt: GROSS AMOUNT TO PAY ON INVOICE DISCOUNT TAKEN At the GROSS AMOUNT TO PAY ON INVOICE prompt, enter the total amount of full or partial payment. For example, if you are sending a check for $50 and taking a $2 discount, enter $52. At the DISCOUNT TAKEN prompt, enter the total amount of the discount taken. After entering the discount taken, the system will display the net check amount which is: gross amount - discount taken APMU APMU-8 Payment Preparation 0/1090/H5293

217 APPLY THIS CREDIT BALANCE? If the transaction total is negative or a credit memo, the following prompt displays: APPLY THIS CREDIT BALANCE? Enter Y to select the transaction so that when you run Function APCM (Check Processing) the system will reduce the balance you owe the vendor. Payment Preparation Defer Invoices From Payment * Vendor No * Invoice No Invoice Date 5 A/N 8 A/N Voucher No 6 N Display Only Due Date Display Only Discount Date Display Only Orig Invoice Amt Debit & Credit Memos Current Invoice Bal Net Invoice Amount Display Only Display Only Display Only Display Only Partial Paymts Made Original Discount Discount Taken Discount Balance Display Only Display Only Display Only Display Only Temporary or Permanent Deferral? T or P Field Definitions for Menu Option 4 (Defer Invoices From Payment) Use this screen to defer invoices from payment based on: vendor number invoice number or voucher number APMU 0/1090/H5293 Payment Preparation APMU-9

218 You will use Menu Option 3 to select specific invoices that you want to place on permanent or temporary hold. This menu option is useful for stopping payments for disputed invoices. Here are the definitions for fields in the order that they appear on the screen. * Vendor No The vendor number for the invoice you want to defer. If you do not know the vendor number, press <Query> to look up the vendor by name. * Invoice No The invoice number you want to defer. If this invoice has been deferred, the system will display a message on the next line telling you that the invoice was permanently or temporarily deferred. A prompt appears at the bottom of the screen asking whether or not you want to select this invoice for payment. If you want to see the next invoice, press <Next Item>. When you see the invoice you want, at the prompt RIGHT INVOICE?, enter Y. If you want to enter the voucher number instead of the invoice number, press <Enter> to skip this field. Voucher No If you did not enter an invoice number, enter the systemassigned voucher number. Remaining Fields The system will display the existing information for all other fields on the screen. You cannot change any of the remaining fields. Prompt at the Bottom of the Screen The following prompt appears at the bottom of the screen. APMU APMU-10 Payment Preparation 0/1090/H5293

219 TEMPORARY OR PERMANENT DEFERRAL? After an invoice is displayed, the following prompt appears: TEMPORARY OR PERMANENT DEFERRAL? T=TEMPORARY P=PERMANENT If you want to defer the payment until the next payment date, enter T (Temporary). If you want to defer the payment indefinitely, enter P (Permanent). CAUTION The system will never automatically select permanently deferred invoices (Menu Option 2). You should try to use primarily temporary deferrals to avoid placing permanent holds and forgetting about them. If you have invoices permanently or temporarily deferred, you can use Menu Option 3 to select that invoice for payment. Menu Option 2 (Generalized Payment Selection) will not select deferred invoices for payment. After printing checks, you can clear temporary deferrals so that all Temporary deferrals are released. You will be able to pay these invoices the next time you run checks. Field Definitions for Menu Option 5 (Print Unmatched Invoice Detail List) Menu Option 5 is not in use at this time. APMU 0/1090/H5293 Payment Preparation APMU-11

220 Payment Preparation Print Invoice Deferral Report Please Enter: Starting Vendor No Ending Vendor No 5 A/N 5 A/N Item Number to Change? Field Definitions for Menu Option 6 (Print Invoice Deferral Report) Use this screen to print a listing of deferred invoices. After deferring invoices in Menu Option 4, print this list to keep as a record of permanent and temporary deferrals. Here are the definitions for fields in the order that they appear on the screen. 1. Starting Vendor No The first vendor number you want to include on the deferrals list. 2. Ending Vendor No The last vendor number you want to include on the deferrals list. APMU APMU-12 Payment Preparation 0/1090/H5293

221 Payment Preparation Print Pre-Check Writing Report Please Enter: Payment Date Minimum Check Amount on Report Show Deferred Items On Report? Bank Code 6 N 9 N with 2 D Y or N 3 A/N Item Number to Change? Field Definitions for Menu Option 7 (Print Pre-Check Writing Report) Use this screen to print what invoices will be paid and what discounts will be taken for each vendor. You should print this after you finish selecting everything for payment. You should consider this report a preliminary check register. Review the report and make any necessary corrections before printing checks (in Function APMU). Here are the definitions for fields in the order that they appear on the screen. 1. Payment Date Enter the same date that you enter for Report RACR and Menu Option 2 (Generalized Payment Selection). APMU 0/1090/H5293 Payment Preparation APMU-13

222 2. Minimum Check Amount on Report The lowest check amount to be included on the report. Any invoices selected with Menu Options 2 and 3 with total check amounts less than the amount entered will not be included. 3. Show Deferred Items on Report? If you want to see all deferred invoices on this report, enter Y. 4. Bank Code You can accept the default bank code set up in Function ACON (A/P Control File Maintenance). or You can enter the bank code that corresponds to the checking account. APMU APMU-14 Payment Preparation 0/1090/H5293

223 APP Purchasing To AP Passoff Purpose Use Function APP to pass purchasing information to Accounts Payable. When you use this function, the system creates regular vouchers (transaction type R) or temporary vouchers (transaction type T) in Function ATMU. Purchasing To AP Passoff APP-1

224 Field Definitions Listed below are definitions in the order that they appear on the screen. Print and Spool Request Types In the parentheses, enter your option for printing and spooling the report. Option Description P Print the report and do not spool it S Spool the report and do not print it B Spool and print the report at the same time ASpool the report, then print the report after it spools DSpool the report, print the report after it spools, then delete the spooled copy of the report after it prints NOTE: Option B ties up the printer while it searches, sorts, or calculates information. Use Option A or D instead. This field is required. Printer Enter the printer number or spooler channel number where you want the report to print or spool. The value in this field defaults from the Default Printer field in Function MTR (Modify Terminal Record). If you enter this is the parentheses Then P, B, A, or D Enter a printer number S A or D Enter a channel number Enter a spooler channel number after you press <Run> This field is required. The number you enter must exist in Function MPS (Modify Printer Status). Copies Enter the number of copies you want to print. APP-2 Purchasing To AP Passoff

225 Report Sample Here is a sample of the Purchasing To AP Passoff Report. Purchasing To AP Passoff APP-3

226 APRI Reset A/P Invoice File Purpose Use Function APRI to recalculate the amounts in the Open Item Summary File and the Vendor Balance Due field in Function MVR. This file and field must match the information in the A/P Open Item Detail File. Following are reasons for which you may need to run Function APRI: after initial entry of Accounts Payable information hardware failure while processing invoices blackout or power failure abnormal exit from program During normal system operation, Function APRI should never have to be used. You can run this function to recalculate the information in the Open Item Summary File and the Vendor Balance Due field in Function MVR. APRI 0/1090/H5293 Reset A/P Invoice File APRI-1

227 Reset A/P Invoice Files Please Enter: Starting Vendor No Starting Vendor No 5 A/N 5 A/N Field Definitions Here are the definitons of the fields shown on this screen. 1. Starting Vendor No The first vendor number you want to include in the recalculation. 2. Ending Vendor No The last vendor number you want to include in the recalculation. APRI APRI-2 Reset A/P Invoice File 0/1090/H5293

228 APRM Recurring Voucher Processing Purpose Use Function APRM to enter invoices on which you pay the same amount on a regular basis. Once you enter the information about the transaction, you need only post the transactions 30 days before they are due. You will not have to enter the same information every time the bill is due! You will be able to set up recurring invoices for a specific period of time. If you have a loan payment and the amount due changes every quarter, you can set up different recurring vouchers for each quarter. Recurring Voucher Processing 1. Vendor No 5 A/N 2. Recurring ID 4 A/N 3. Description 30 A/N Type of Recurrence Interval Starting Date Ending Date M or N 3 N 6 N 6 N Due Display Only Amount Remit-To Vendor No Last Voucher Date A/P Account No 9 N with 2 D 6 A/N 6 N 7 N Item Number to Change? APRM 0/1090/H5293 Recurring Voucher Processing APRM-1

229 Field Definitions for Screen 1 Use Screen 1 to enter recurring invoices into the system. Here are the definitions for fields in the order that they appear on the screen. 1. Vendor No The vendor number that you want to pay. If you do not know the vendor number, press <Query> to look up by vendor name. 2. Recurring ID You must decide a meaningful identification of this invoice. 3. Description Describes the recurring invoice. For example, Rent for Warehouse. 4. Type of Recurrence Determines how often the invoice will be paid. Here are available codes: Code M N Definition Monthly When payment is due on a specific day in the month regardless of how many months are between payments. For example, payment is due the 5th of every other month. Number of Days Between Payments When payment is due every specific number of days. For example, payment is due every 30 days. APRM APRM-2 Recurring Voucher Processing 0/1090/H5293

230 5. Interval Determines how long between each payment. If you entered M, enter the number of months between each payment. - If payment is due every month, enter 1. - If payment is due every other month, enter 2. If you entered N, enter the number of days between each payment. - If payment is due every week, enter 7. - If payment is due every other week, enter Starting Date The first date the payment is due. If you entered M in the Recurrence Type field, payments will be due on this day each month. After entering this date, the system will display a description of when the payment is due in the Due field. You should check this date and make sure this is what you want. 7. Ending Date The last date the payment is due. 8. Amount The amount you want to pay the vendor. 9. Remit-To Vendor No If you need to remit payment to a different vendor, enter the vendor number. If you don't know the vendor number, press <Query> to look up by vendor name. 10. Last Voucher Date If you are entering a new recurring voucher, skip this field. The system updates the voucher date as you create new recurring vouchers. APRM 0/1090/H5293 Recurring Voucher Processing APRM-3

231 11. A/P Account No You can accept the default Accounts Payable account number set up in Function ACON (A/P Control File Maintenance). or If you use multiple Accounts Payable account numbers, enter the appropriate account number. Recurring Voucher 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 Field Definitions for Screen 2 Use Screen 2 to enter expense distributions for each recurring voucher. Here are the definitions for fields in the order that they appear on the screen. Account Number The expense account number to which you want to distribute all or a portion of the expense. After entering the account number, the system will display the description. APRM APRM-4 Recurring Voucher Processing 0/1090/H5293

232 Job If you are distributing by job number, enter the job number. Distrib-Amt The amount you want to distribute to the account number entered. You must completely distribute the total amount of the recurring voucher. APRM 0/1090/H5293 Recurring Voucher Processing APRM-5

233 APVM Purge Temporary Vendors Purpose Use Function APGI to purge fully paid temporary vendors. Depending on how many temporary vendors you create, you should set up a schedule to run Function APVM on a regular basis. Purge Temporary Vendors Cut-off Date 6N APVM 0/1090/H5293 Purge Temporary Vendors APVM-1

234 Field Definitions Below is the definition of the field Cut-Off Date. Cut-Off Date The date entered here tells the system to purge all paid temporary vendors on or before that date. For example: Today is 3/1/91, and you purge on a quarterly basis; therefore, you would enter the Cut-Off Date as 12/1/90. All fully paid temporary vendors as of 12/1/90 will be purged. APVM APVM-2 Purge Temporary Vendors 0/1090/H5293

235 ATMU New A/P Transaction Processing Purpose Function ATMU is the "workhorse" of the Accounts Payable application. Every transaction except recurring invoices and adjustment transactions must be entered through this function. When you enter a transaction, the system assigns a voucher number to identify that transaction. As you enter transactions, the system holds the information in a temporary file until you post. You can easily change transactions until you post. After posting transactions, you must enter debit memos, credit memos, adjustments, or cancellations to change the transaction. The system posts transactions to the following files: Open Item Detail File Open Item Summary File If you plan on using a vendor only one time, you can enter transactions for temporary vendors. A temporary vendor information screen appears that you fill in with basic information. If you are using the automatic distribution feature for vendors, you will not need to enter general ledger expense distributions for every transaction. The system will display the distribution screen; you can accept automatic distributions or manually change them. (Use Function AADM to set up automatic distributions.) ATMU 0/1090/H5293 New A/P Transaction Processing ATMU-1

236 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 Terms Description Due Days Due Date Disc Days Disc Date Disc Percent Disc Amount 6 N 3 A/N Display Only 3 N 6 N 3 N 6 N 4 N with 2 D 9 N with 2 D (-) Type Display Only 14. Voucher Ref 30 A/N Item Number to Change? Field Definitions for Screen 1 Use Screen 1 to enter specific information about the transaction. Here are the definitions for fields in the order that they appear on the screen. * Voucher No The system assigns a unique number to every transaction. The starting voucher number was entered in Function ACON (A/P Control File Maintenance). If you are changing a transaction (Menu Option 2), press <Next Item> to see the transactions in voucher number order. You should write the voucher number on the invoice for future reference! ATMU ATMU-2 New A/P Transaction Processing 0/1090/H5293

237 1. Voucher Date The voucher date is used for general ledger distributions. If you enter a voucher date earlier than the General Ledger Interface Date in Function ACON, the system will display a warning message telling you that you are posting in an accounting period that has already been closed. You should not enter transactions before the General Ledger Interface Date. 2. Vendor No For quicker data entry, write the vendor number on the invoice so that all the information you need to enter into the system is on the invoice. If you want to add a transaction for a temporary vendor, press <Next Item>. The system will display the Temporary Vendor Data Screen. For more information about this screen, see page ATMU-11. If you enter a temporary vendor, and decide later that you want to keep that vendor on file, you can change the status from T (Temporary) to P (Permanent) in Function MVR. If you don't know the vendor number, press <Query> to look up the vendor by name. 3. Remit-To Vendor If you are paying the invoice to a different vendor, enter that vendor number. If you don't know the vendor number, press <Query> to look up the vendor by name. All vouchers applying to the same invoice number must have the same Remit-To Vendor. 4. Trx Type Identifies the type of transactions. For information about how the accounting entries work for each transaction type, see the tabbed section Processing Transactions, "Lab 8 Entering and Posting Transactions." Here are available transaction types: ATMU 0/1090/H5293 New A/P Transaction Processing ATMU-3

238 Type R C D P X Definition Regular Voucher For normal invoices you receive from the vendor. Vendor Credit Memo For credit memos you receive from the vendor, and debit memos you send to the vendor. A credit memo usually applies to a specific invoice, but you can enter credit memos that do not apply to any existing transaction. If you enter a credit memo that applies to an existing transaction, the terms codes must be the same. Vendor Debit Memo For debit memos received from the vendor for additional charges due which were not included in the original invoice. A debit memo usually applies to a specific invoice, but you can enter debit memos that do not apply to any existing transaction. If you enter a debit memo that applies to an existing transaction, the terms codes must be the same. Prepaid For manual checks written before the transaction has been entered into the accounts payable application. This is used when merchandise is paid for in advance. Cancellation For regular vouchers, vendor credit memos, and vendor debit memos that you want to delete from the Open Item Detail and Summary Files. ATMU ATMU-4 New A/P Transaction Processing 0/1090/H5293

239 Type X Definition Cancellation (Cont'd) CANCELLATION RULES Unposted transactions cannot exist for the voucher. The following fields must match the original transaction exactly: - Reference Number - Invoice Date - Total Invoice Amount Credit Memo cancellations must be negative. Transactions selected for payment cannot be cancelled. Transactions partially paid cannot be cancelled. Expense distributions must match the original transaction exactly. A Adjustment Vouchers For incorrect general ledger distributions on regular vouchers, vendor credit memos, and vendor debit memos that you need to correct after posting transactions. Here's an example of using Adjustment Vouchers: If $100 was distributed to account number , but the distribution should have been to account number ; enter an adjustment voucher in the following manner: $ $100 The total equals zero. Adjustment vouchers move expenses around to change general ledger information. 5. P. O. Number Your purchase order number shown on the invoice. ATMU 0/1090/H5293 New A/P Transaction Processing ATMU-5

240 6. Vendor Ref No The Vendor Reference Number is usually the invoice number. If there is not an invoice number, you can: press <Next Item> to enter the voucher date in year/month/day format. press <Prev Item> to enter the voucher number. The system does not allow duplicate reference numbers for the same vendor. You will have to have unique reference numbers for every voucher. Applies To You will see this field for the following transaction types: vendor credit memo vendor debit memo adjustment voucher cancellation voucher You must enter the Reference Number from the original transaction. 7. Invoice Date The date printed on the invoice. All vouchers using the same invoice number must have the same invoice date. If there is no invoice, enter the statement date. If there is no statement, enter the due date. 8. Invoice Amt The amount of the invoice not including miscellaneous charges, sales tax, and freight. This amount is the merchandise total only! The system automatically signs the amount as negative or positive based on the transaction type. The amount should always be positive except when cancelling a credit memo. 9. Non-Disc Amt The portion of the invoice amount that the system cannot use when calculating the prompt payment discount. This amount does not include miscellaneous charges, sales tax, or freight charges. For example, if you cannot take a prompt payment discount on pencils included on an invoice, you would enter the cost of the pencils in the Non-Disc Amt field. ATMU ATMU-6 New A/P Transaction Processing 0/1090/H5293

241 10. Misc Charges The miscellaneous charges printed on the invoice. The system adds miscellaneous charges to the total invoice amount and automatically distributes to the appropriate general ledger account number in Function ACON. Discountable? In Function ACON (A/P Control File Maintenance), you decided when miscellaneous charges can be included in the prompt payment discounts. Depending on what you entered in Function ACON, the Discountable field may or may not appear on the screen. If you want the system to include miscellaneous charges when calculating prompt payment discounts, enter Y. 11. Sales Tax The sales tax printed on the invoice. The system adds sales tax to the total invoice amount and automatically distributes to the appropriate general ledger account number in Function ACON. Discountable? In Function ACON (A/P Control File Maintenance), you decided when sales tax can be included in the prompt payment discounts. Depending on what you entered in Function ACON, the Discountable field may or may not appear on the screen. If you want the system to include sales tax when calculating prompt payment discounts, enter Y. 12. Freight The freight charges printed on the invoice. The system adds freight charges to the total invoice amount and automatically distributes to the appropriate general ledger account number in Function ACON. Discountable? In Function ACON (A/P Control File Maintenance), you decided when freight charges can be included in the prompt payment discounts. Depending on what you entered in Function ACON, the Discountable field may or may not appear on the screen. If you want the system to include freight charges when calculating prompt payment discounts, enter Y. ATMU 0/1090/H5293 New A/P Transaction Processing ATMU-7

242 13. A/P Account You can accept the default Accounts Payable account number entered in Function MVR. or If you use multiple Accounts Payable account numbers, enter the appropriate account number. All vouchers for the same invoice number and date must have the same Accounts Payable account number. 14. Voucher Ref Describes the voucher. You should enter information to help you identify this transaction. The information will print on the New A/P Transaction Edit List and Register, and the A/P Open Item Report. The Voucher Reference also appears in Function AVIQ (Vendor Account Inquiry). Use of this field is optional. 15. Terms The terms code that you negotiated with the vendor. The terms code must be set up in Function ACMU (Terms Code File Maintenance). If you do not know the terms code, press <Next Item> to display each terms code in Function ACMU. If the vendor has a terms code in Function MVR, the system will display that code as the default. Description After entering the terms code, the terms type and description fields are displayed. Also, fields 16 through 19 are displayed. If you want to accept the default values in each of the fields, press <Next Item>. Otherwise, press <Enter> until you reach the field or fields you want to change. 16. Due Days The number of days after the invoice date that the invoice is due. If you enter the Due Date, the system automatically calculates the Due Days. All vouchers with the same invoice number and invoice date must have the same due days. ATMU ATMU-8 New A/P Transaction Processing 0/1090/H5293

243 The terms code automatically calculates the due days. For more information about terms codes, see ACMU in this tabbed section. Due Date The date payment is due. The system will automatically calculate this date based on the terms code. If you enter the Due Days, the system will automatically calculate the Due Date. 17. Disc Days The number of days after the invoice date that the discount will be available. All vouchers with the same invoice number and invoice date must have the same discount days. Disc Date The last date the discount can be taken. The system will automatically calculate this date based on the terms code. 18. Disc Percent The percent of discount available. The system will automatically calculate this percent based on the terms code. You can also manually enter a percentage in this field. 19. Disc Amount The total amount of the discount that can be taken. The system will automatically calculate this amount based on the terms code or the percentage entered in the Disc Percent field. 20. Bank Code If you entered a Prepaid Transaction Type, the Bank Code field appears. You can accept the default bank code set up in Function ACON. or You can enter the bank code that corresponds to the checking account on which you wrote the manual check. 21. Check No If you entered a Prepaid Transaction Type, the Check No field appears. You should enter the number of the manual check. ATMU 0/1090/H5293 New A/P Transaction Processing ATMU-9

244 22. Check Date If you entered a Prepaid Transaction Type, the Check Date field appears. The date on which you wrote the manual check. 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 Field Definitions for Screen 2 Use Screen 2 to enter general ledger and/or job distributions for each transaction. If you are using the automatic expense distribution feature (Function AADM), the system will display the distribution screen and you can accept the distributions or enter changes. For more information about automatic distributions, see AADM, Vendor Auto Distribute Maintenance in this tabbed section. If you want to distribute expenses to specific job numbers, you must manually enter the distributions. Here are the definitions for fields in the order that they appear on the screen. ATMU ATMU-10 New A/P Transaction Processing 0/1090/H5293

245 Account Number The expense account number to which you want to distribute all or a portion of the expense. After you enter the account number, the system will display the account number description. Job If you are tracking expenses by job number, enter the appropriate job number. Distrib-Amt The amount you want to distribute to the account number entered. You must completely distribute the total amount of the transaction before leaving this screen. New A/P Transaction Processing *** Add Temporary Vendor Data **** Vendor No Vendor Name Address-1 Address-2 City State Zip Code Country Phone No Contact Remit-To Vendor Default A/P Acct No Terms 6 A/N 30 A/N 30 A/N 30 A/N 15 A/N 2 A/N 10 A/N 15 A/N 12 A/N 20 A/N 6 A/N 7 N 3 A/N Item Number to Change? Field Definitions for Add Temporary Vendor Data Screen Use the Temporary Vendor Data Screen to enter basic information about the vendor so that you can mail the check. ATMU 0/1090/H5293 New A/P Transaction Processing ATMU-11

246 Here are the definitions for fields in the order that they appear on the screen. 1. Vendor No At a later time, you can change this vendor's status from Temporary to Permanent in Function MVR. 2. Vendor Name Self-explanatory. 3. Address-1 Self-explanatory. 4. Address-2 Self-explanatory. 5. City Self-explanatory. 6. State Self-explanatory. 7. Zip Code Self-explanatory. 8. Country Self-explanatory. 9. Phone No Self-explanatory. 10. Contact The name of the person you should contact about any billing questions. Use of this field is optional. 11. Remit-To Vendor The number or code of the vendor that should receive payments. ATMU ATMU-12 New A/P Transaction Processing 0/1090/H5293

247 12. Default A/P Acct No You can accept the default Accounts Payable account number set up in Function ACON. or If you use multiple Accounts Payable account numbers, enter the appropriate account number. 13. Terms The terms code you want to assign this vendor. The terms code must be set up in Function ACMU. ATMU 0/1090/H5293 New A/P Transaction Processing ATMU-13

248 AVIQ Vendor Account Inquiry Purpose When you need information about a vendor's account or a specific invoice, use Function AVIQ to see this information on the screen. The system displays two screens Screen 1 is invoice details and Screen 2 is vendor totals You can search the accounts payable files based on the following information: Starting Invoice Date Ending Invoice Date Paid and/or Unpaid Invoices Invoice Number You can enter information in all the fields listed above or selectively search based on an invoice number or a particular invoice date. The system displays the invoices in the order they were entered in Function ATMU. After reviewing the invoice details, press <Query> to display the second screen containing totals for the vendor. These totals include all invoices on file, not just the invoices within the date range entered. AVIQ 0/1090/H5293 Vendor Account Inquiry AVIQ-1

249 Vendor Account Inquiry Vendor No: 5 A/N Terms: Display Only Starting Date: 6 N Ending Date: 6 N Show Paid Invoices? Y or N Vendor- Invoice Inv-Date Chk-Date Type Vch-No Chk-No Disc Date Due Date Invc/Chk Amount Discount Amt/Taken Net-A/P Amount 8 A/N Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only Query = Lookup by Vendor Name Field Definitions for Screen 1 Use this screen to see invoice details by vendor, invoice date, or invoice number. Here are the definitions for fields in the order that they appear on the screen. Vendor No If you don't know the vendor number, press <Query> to look up the vendor by name. Terms The system displays the vendor's terms code from Function MVR (Vendor File Maintenance). Starting Date The first invoice date that you want invoice details to be displayed. Ending Date The last invoice date that you want invoice details to be displayed. AVIQ AVIQ-2 Vendor Account Inquiry 0/1090/H5293

250 Show Paid Invoices? If you want to see fully paid invoices, enter Y. Function APGI (Purge A/P Invoice Files) deletes fully paid invoices so that any invoices purged by this function will not be displayed on the screen. If you need information on paid invoices that have been purged, check the report printed when Function APGI is run. Vendor-Invoice If you want information for a specific invoice number, enter that invoice number. The system will display all details according to the dates entered, the invoice you selected will be indicated by an asterisk (*). If you want to see all invoices for the time period entered, press <Enter>. If there is more than one screen of information, press <Enter> to page through the screens. If you want to see a previous screen, press <Prev Item>. If you want to see the totals screen, press <Query>. Inv-Date/ Chk-Date The system displays the following information: For vouchers, vendor credit memos, and vendor debit memos, the invoice date displays. For checks or voided checks, the check date displays. Type The system displays the following transaction types: Type VCHR CR-M DR-M CCHK MCHK VOID Definition Regular Voucher Vendor Credit Memo Vendor Debit Memo Computer Printed Check Manually Written Check Voided Check AVIQ 0/1090/H5293 Vendor Account Inquiry AVIQ-3

251 Vch-No/Chk-No The system displays the following information: For vouchers, vendor credit memos, and vendor debit memos, the voucher number displays. For checks or voided checks, the check number displays. Disc Date The system displays the date on which prompt payment discount expires. Due Date The system displays the due date. Invc/Chk Amount The system displays the invoice and/or check amount. This amount either increases or decreases the Accounts Payable liability account. Here is how the system increases and decreases the Accounts Payable account: Regular vouchers and vendor debit memos increase the Accounts Payable liability account. These totals are positive numbers. Vendor credit memos and checks decrease the Accounts Payable liability account. These totals are negative numbers. NOTE: Some transactions will have both invoice and check number. For example, fully paid or partially paid invoices. Discount Amt/Taken The system displays the discount amount taken for checks and voided checks. For regular vouchers, the system displays the original discount available. Net-A/P Amount The system displays the net amount of the check after subtracting discounts taken, vendor credit memos, and partial payments. Only one net amount is displayed for each invoice number. The system posts the net amount to the accounts payable liability account number. Ref The system displays the Reference field entered in Function ATMU, if any. AVIQ AVIQ-4 Vendor Account Inquiry 0/1090/H5293

252 Remit The system displays the Remit-To Vendor from Function ATMU, if any. Vendor Account Inquiry Vendor No: Display Only Starting Date: Display Only Ending Date: Display Only Vouchers Total: Display Only Payments Made: Display Only Discounts Taken: Display Only Net Amount Due: Display Only Discount Available: Display Only Total Amount Due: Display Only With Discount: Display Only Query = Lookup by Vendor Name Field Definitions for Screen 2 (Totals) Use this screen to see totals for all invoices on file. Here are the definitions for fields in the order that they appear on the screen. Vouchers Total The system calculates this total in the following manner: invoices + debit memos - credit memos Payments Made The total of all payments made to the vendor, not including discounts taken. AVIQ 0/1090/H5293 Vendor Account Inquiry AVIQ-5

253 Discounts Taken The total of all discounts taken from the vendor. Net Amount Due The system calculates this total in the following manner: vendor balance - payments made - discounts taken Discount Available The system calculates this total in the following manner: discounts available - discounts taken Total Amount Due With Discount The total amount due to a vendor if you take advantage of all available discounts. AVIQ AVIQ-6 Vendor Account Inquiry 0/1090/H5293

254 MVR Vendor File Maintenance Purpose Function MVR contains all the information you will need on a vendor. You can customize the vendor file to meet the vendor's payment requirements and your store's accounting needs. On the standard screen, you can: assign a terms code to automatically calculate due dates and prompt payment discounts use the automatic distribution feature identify the type of 1099 vendor change temporary vendors to permanent place a vendor on hold so that no payments are made The history screen in function MVR contains history information for: amount paid YTD and last year discounts taken YTD and last year discounts lost YTD and last year (system does not maintain) vendor balance due MVR 0/1090/H5293 Vendor File Maintenance MVR-1

255 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: Terms Desc: 3 A/N Terms Type: Display Only Due Days: Display Only Discount Pct: Display Only 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 Definitions for the Standard Screen Use the first screen in Function MVR to customize the vendor file for the accounts payable application. Here are the definitions for fields in the order that they appear on the screen. Vendor Code A code you assign to identify the supplier. Sort Name An abbreviation of the vendor name. You can use this name to find the vendor when you don't know the vendor code. The system enters the default of the first 10 characters of the vendor name. Pay To Vendor The number/code of the vendor that should receive payment for purchases. The Pay To Vendor is also known as the Remit-To Vendor. If the vendor is in a different store, enter the store number in the one-digit field on the right of the Pay To Vendor number. MVR MVR-2 Vendor File Maintenance 0/1090/H5293

256 Name The name of the vendor that prints on checks, unless you are using a Remit-To Vendor (Pay To Vendor). Address The address of the vendor that prints on checks. Address The address of the vendor that prints on checks. City The city of the vendor that prints on checks. Zip Code The zip code of the vendor that prints on checks. Type Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Temp/Perm If you entered vendor information in Function ATMU, the system will display T (Temporary) in this field. You will be able to exclude temporary vendors on certain accounts payable reports. If you want to make this a permanent vendor, enter P. When you enter new vendor in Function MVR, this field will default to P. State Self-explanatory. MVR 0/1090/H5293 Vendor File Maintenance MVR-3

257 Fed ID Type If the vendor uses a federal ID number for tax identification, enter F. If the vendor uses a social security number for tax identification, enter S Category Identifies the type of compensation the vendor receives from you. The following codes are available: Category Definition 0 No 1099 form is printed for this vendor 1 Rent 2 Royalties 3 Prizes and awards 5 Fishing boat proceeds 6 Medical and health care payments 7 Non-employee compensation If a vendor needs more than one 1099 category, create a new vendor record for each category. NOTE: Category 4 is not included in this field. Category 4 is for Federal Income Tax Withheld which is not tracked in the Accounts Payable application. If you want 1099 forms for Category 4, you must track and enter the information manually. Phone Self-explanatory. Contact The person whom you should call about billing questions. Alt Ph# Self-explanatory. Fax # The phone number to dial when faxing orders to the vendor. MVR MVR-4 Vendor File Maintenance 0/1090/H5293

258 Fed ID # If you entered F in the Federal ID Type field, enter the federal ID number assigned to the vendor by the government. If you entered S in the Federal ID Type field, enter the social security number of the individual. Assigned Cust # The number this vendor uses to identify you as a customer for their Accounts Receivable. Lead Time Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Backorder Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Ship Via Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. FOB Point Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Drop/Ship Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Codes You decide what you want to use these code for. There are four codes, and each position is independent of the other positions; therefore, A is not the same as _A. You could use a code to restrict the range of vendors for whom you print labels in Report RVL (Vendor Mailing Labels Report). Auto Distribute If you want to automatically distribute expenses, use Function AADM (Vendor Auto Distribute Maintenance) to link expense distributions to this vendor. If you set up distributions in Function AADM, the system will display Y in this field. The system will always distribute expenses to the account numbers you specify, unless you change the distributions when entering transactions in Function ATMU. MVR 0/1090/H5293 Vendor File Maintenance MVR-5

259 Show Booth The location of the vendor's booth at a trade show. (Informational Only) Terms Code The appropriate terms code that calculates due dates, discount dates, and discount amounts. The terms code must be set up in Function ACMU (Terms Code File Maintenance). Terms Desc The system displays the terms code description from ACMU. Terms Type The system displays the terms type from ACMU. Due Days The system displays the due days from ACMU. Disc Days The system displays the discount days from ACMU. Discount Pct The system displays the discount percent from ACMU. Vendor Status Identifies any special payment situation. Here are available codes: Code A H N Blank Definition Always take the discount regardless of due dates. Hold payments so that computer checks will not be produced for this vendor. You will still be able to enter manual payments for this vendor. No purchases orders can be created in the Purchasing and Receiving application. Normal status. Minimum Dollars Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. MVR MVR-6 Vendor File Maintenance 0/1090/H5293

260 Minimum Weight Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Minimum PO Line Amt Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Minimum Units Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Minimum Bill Amt $ Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Last Activity Date The last date the vendor was used in the Accounts Payable application. Last Report The last time Report RVU (Vendor Update Report) was run with the update option. (It should be run every quarter.) MVR 0/1090/H5293 Vendor File Maintenance MVR-7

261 Screen: H Vendor File Maintenance Store: 1 Vendor Code: From Screen S ( ) Sort Name: From Screen S ( ) Pay To Vendor: From Screen S Name Phone Contact : : : From Screen S From Screen S From Screen S Codes: Type: Terms: From Screen S From Screen S From Screen S Accounts Payable History Amount Paid : Discounts Taken : Discounts Lost : Year To Date Display Only Display Only User Maintained Last year Display Only Display Only User Maintained Vendor Balance Due: Display Only Purchasing History Purchase Type Current Qtr Last Qtr Year To Date Last Year Warehouse ($/Buys) Drop/Ship Special : : : Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only Display Only Units Ordered: Display Only Received: Display Only Fill Pct: Display Only Last Rec: Display Only Field Definitions for the History Screen Use the second screen in Function MVR to view history information about accounts payable. You can change all fields except Terms, Vendor Balance Due, and Fill Percent. You should not change information on this screen unless absolutely necessary! You may want to set a high security level on this screen so that information can be displayed but not changed. Here are the definitions for fields in the order that they appear on the screen. MVR MVR-8 Vendor File Maintenance 0/1090/H5293

262 Amount Paid The system tracks and displays the amount paid to the vendor for the calendar year. You will see year-to-date and last year totals. When you run Report RA99 (1099 Forms), the system uses the total amount paid from the last year column. Discounts Taken The system tracks and displays the amount of discounts taken for the fiscal year. You will see year-to-date and last year totals. Discounts Lost You can enter the amount of discounts lost for the fiscal year. The system does not track this amount. Vendor Balance Due The system tracks and displays the total amount you owe the vendor regardless of discounts taken. Warehouse ($/Buys) Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Drop/Ship Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Special Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Units Ordered Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Received Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. Fill Pct Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. MVR 0/1090/H5293 Vendor File Maintenance MVR-9

263 Last Rec Used in the Purchasing and Receiving application for more information, see the Purchasing and Receiving Manual. MVR MVR-10 Vendor File Maintenance 0/1090/H5293

264 12 Reports 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 i

265 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 ii

266 APCM Check Processing, Menu Option 6, Submenu Option 4 (Print Manual Payments Edit List) APCM-1 APCM Check Processing, Menu Option 6, Submenu Option 5 (Post Manual Payments to A/P Files) APCM-1 APCM Check Processing, Menu Option 7 (Print Manual and Prepaid Check Register) APCM-1 APMU Payment Preparation, Menu Option 6 (Print Invoice Deferral Report) APMU-1 APMU Payment Preparation, Menu Option 7 (Print Pre-Check Writing Report) APMU-1 APRM Recurring Voucher Processing, Menu Option 4 (Print Recurring Vouchers List) APRM-1 ATMU New A/P Transaction Processing, Menu Option 4 (Print New A/P Transaction Edit List) ATMU-1 ATMU New A/P Transaction Processing, Menu Option 5 (Post New A/P Transaction Register) ATMU-1 iii

267 RA Forms RA99-1 RAAN Print Vendor Analysis RAAN-1 RACH Print Check History ReportRACH-1 RACR Print Cash Requirements Report RACR-1 RAGL Print A/P Distribution to G/L Report RAGL-1 RAJD Print Job Distribution ListRAJD-1 RAOI Print A/P Open Item ReportRAOI-1 RAVA Vendor Report (Alphabetical)RAVA-1 RAVH Print Vendor History ReportRAVH-1 RAVM Vendor Report (Numerical)RAVM-1 RVE Vendor Report RVE-1 iv

268 Reports What is This Section For? Use the Reports section to find the purposes and samples of reports used in the Accounts Payable application. The reports are in alphabetical order. NOTE: If you need more information about a specific field on a report, see the tabbed section Functions, under the appropriate program abbreviation. Cross-Reference Below is a cross-reference listing of reports that can be printed by two different methods (the same report prints), either: at a submenu or by program abbreviation Reports Printed at Submenus AAMU A/P Invoice Adjustment (Option 4 Print Adjustment Edit List) AAMU A/P Invoice Adjustment (Option 5 Post Invoice Adjustment Register) ABMU Bank Code File Maintenance (Option 4 Bank Code Report) ACKR Check Reconciliation (Option 2 Print A/P Check Reconciliation Report) ACMU Terms Code File Maintenance (Option 4 Terms Code Report) ADMT AP Valid G/L Account File Maintenance (Option 4 Print Valid G/L Accounts List) Reports Printed by Program Abbreviation Direct program abbreviation is not available. RAAJ Post Invoice Adjustment Register RABC Bank Code Report RAPU Print A/P Check Reconciliation Report RATC Terms Code Report RADS Print Valid G/L Accounts List Reports 0/1090/H5295 What is This Section For? 12-1

269 Reports Printed at Submenus AJMT Job File Maintenance (Option 4 Print Job List) APCM Check Processing (Option 1 Print Checks) APCM Check Processing (Option 2 Print A/P Unposted Check List) APCM Check Processing (Option 3 Void Unposted Checks) * APCM Check Processing (Option 4 Post Checks and Print Check Register) APCM Check Processing (Void Posted Checks) * APCM Check Processing (Menu Option 5, Submenu Option 4 Print Void Posted Checks Transaction Edit List) APCM Check Processing (Menu Option 5, Submenu Option 5 Post Void Posted Check Transactions to A/P Files) APCM Check Processing (Option 6 Manual Payments Processing Sub-Menu)* APCM Check Processing (Menu Option 6, Submenu Option 5 Print/Post Manual Payments Register) APCM Check Processing (Option 7 Print Manual and Prepaid Check Register) APMU Payment Preparation (Option 6 Print Invoice Deferral Report) APMU Payment Preparation (Option 7 Print Pre-Check Writing Report) APRM Recurring Voucher Processing (Option 4 Print Recurring Vouchers List) ATMU New A/P Transaction Processing (Option 4 Print New A/P Transaction Edit List) ATMU New A/P Transaction Processing (Option 5 Post New A/P Transaction Register) Reports Printed by Program Abbreviation RAJB Print Job List RACK Print Checks and Check Register RAUC Print A/P Unposted Check List APUM Void Unposted Checks APPC Post Checks and Print Check Register APPM Void Posted Checks RAVC Print Void Posted Checks Transaction Edit List APPV Post Void Posted Check Transactions to A/P Files APMM Manual Payments Processing RAMP Print/Post Manual Payments Register RAAC Print Manual and Prepaid Check Register RAID Print Invoice Deferral Report RAPC Print Pre-Check Writing Report RARV Print Recurring Vouchers List Direct program abbreviation is not available. RATJ Post New A/P Transaction Register * These programs do not print reports, but you can use either the sub-menu or program abbreviation to display them. Reports 12-2 What is This Section For? 0/1090/H5295

270 AAMU A/P Invoice Adjustment Menu Option 4 (Print Adjustment Edit List) Purpose Use Menu Option 4 to print an edit list of adjustment transactions entered in Function AAMU. You should always review the edit list before posting adjustments with Menu Option 5. If you need to make corrections, use Menu Option 2 or 3. For more information, see the tabbed section Functions, page AAMU-1. Report Sample On the next page is a sample of the A/P Invoice Adjustment Report. AAMU, Option 4 0/1090/H5293 A/P Invoice Adjustment AAMU- 1

271 AAMU, Option 4 AAMU- 2 A/P Invoice Adjustment 0/1090/H5293

272 AAMU A/P Invoice Adjustment Menu Option 5 (Post Invoice Adjustment Register) Purpose Use Menu Option 5 to post adjustment transactions entered in Function AAMU. You should always check the edit list before posting transactions. For more information, see the tabbed section Functions, page AAMU-1. Report Sample On the next page is a sample of the A/P Invoice Adjustment Register. AAMU, Option 5 0/1090/H5293 A/P Invoice Adjustment AAMU- 1

273 AAMU, Option 5 AAMU- 2 A/P Invoice Adjustment 0/1090/H5293

274 ABMU Bank Code File Maintenance Menu Option 4 (Bank Code Report) Purpose Use Menu Option 4 to print an edit list of bank codes entered in Function ABMU. You can use this list as a reference of what bank codes are assigned to your cash accounts. For more information, see the tabbed section Functions, page ABMU-1. Report Sample On the next page is a sample of the Bank Code List. ABMU, Option 4 0/1090/H5293 Bank Code File Maintenance ABMU- 1

275 ABMU, Option 4 ABMU- 2 Bank Code File Maintenance 0/1090/H5293

276 ACKR Check Reconciliation Menu Option 2 (Print A/P Check Reconciliation Report) Purpose Use Menu Option 2 to print a list of all cashed and uncashed checks. The check reconciliation feature is set up in Function ACON (A/P Control File Maintenance). For more information about how to use check reconciliation, see the tabbed sections: Functions, page ACKR-1 Voiding and Reconciling Checks, ACKR Check Reconciliation, "Step 2 Reconciling Checks." Report Sample On the next page is a sample of the Accounts Payable Check Reconciliation Report. ACKR, Option 2 0/1090/H5293 Check Reconciliation ACKR- 1

277 ACKR, Option 2 ACKR- 2 Check Reconciliation 0/1090/H5293

278 ACMU Terms Code File Maintenance Menu Option 4 (Terms Code Report) Purpose Use Menu Option 4 to print the edit list of terms codes entered in Function ACMU. You may want to keep this list on file as a record of all the terms codes set up on your system. For more information, see the tabbed section Functions, page ACMU-1. Report Sample On the next page is a sample of the Terms Code List. ACMU 0/1090/H5293 Terms Code File Maintenance ACMU-1

279 ACMU, Option 4 ACMU-2 Terms Code File Maintenance 0/1090/H5293

280 ADMT AP Valid G/L Account File Maintenance Menu Option 4 (Print Valid G/L Accounts List) Purpose Use Menu Option 4 to print an edit list of general ledger account numbers set up in Function ADMT. You should keep this list handy when processing transactions so that you can distribute amounts to the appropriate account numbers. If the field Accounts Verified by A/P is Y, then use this list when you are creating financial statement layouts in General Ledger. If the field Accounts Verified by A/P is N, then use the chart of accounts edit list from Function GCMU, Option 4 when you are creating financial statement layouts in General Ledger. For more information, see the tabbed section Functions, page ADMT-1. Report Sample On the next page is a sample of the A/P Valid G/L Accounts List. ADMT, Option 4 0/1090/H5293 AP Valid G/L Account File Maintenance ADMT-1

281 ADMT, Option 4 ADMT-2 AP Valid G/L Account File Maintenance 0/1090/H5293

282 AJMT Job File Maintenance Menu Option 4 (Print Job List) Purpose Use Menu Option 4 to print an edit list of job numbers set up in Function AJMT. You can keep this list as a reference of projects or activities for which you want to track expenses. For more information, see the tabbed section Functions, page AJMT-1. Report Sample On the next page is a sample of the Job File List. AJMT, Option 4 0/1090/H5293 Job File Maintenance AJMT- 1

283 AJMT, Option 4 AJMT- 2 Job File Maintenance 0/1090/H5293

284 APCM Check Processing Menu Option 1 (Print Checks) Purpose Use Menu Option 1 to print Accounts Payable Checks. First, you should print the Pre-Check Writing List (Function APMU, Menu Option 7) to verify the check transactions. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Accounts Payable Check. APCM, Option 1 0/1090/H5293 Check Processing APCM-1

285 APCM-2 APCM, Option 1 Check Processing 0/1090/H5293

286 APCM Check Processing Menu Option 2 (Print A/P Unposted Check List) Purpose Use Menu Option to print a list of unposted checks. This report should be run immediately after printing checks to verify that the transactions are what you want to post in Menu Option 4. It is important that you review this report, because it is your last chance to make changes before posting checks. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Accounts Payable Unposted Check List. APCM, Option 2 0/1090/H5293 Check Processing APCM-1

287 APCM, Option 2 APCM-2 Check Processing 0/1090/H5293

288 APCM Check Processing Menu Option 4 (Post Checks and Print Check Register) Purpose Use Menu Option 4 to post and print a check register of the computer checks just printed. You should print the Unposted Check List in Menu Option 2 before posting just to make sure the check run is correct. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Accounts Payable Check Register. APCM, Option 4 0/1090/H5293 Check Processing APCM-1

289 APCM, Option 4 APCM-2 Check Processing 0/1090/H5293

290 APCM Check Processing Menu Option 5, Submenu Option 4 (Print Void Posted Checks Transaction Edit List) Purpose Use Menu Option 5 to display the Void Posted Checks Submenu. Use Submenu Option 4 to print an edit list of voided posted checks. You should make sure this edit list is correct before posting checks with Submenu Option 5. If you need to make corrections, use Submenu Options 2 or 3. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Void Check Transaction Edit List. APCM, Menu Option 5, Submenu Option 4 0/1090/H5293 Check Processing APCM-1

291 APCM, Menu Option 5, Submenu Option 4 APCM-2 Check Processing 0/1090/H5293

292 APCM Check Processing Menu Option 5, Submenu Option 5 (Post Void Posted Check Transactions to A/P Files) Purpose Use Menu Option 5 to display the Void Posted Checks Submenu. Use Submenu Option 5 to post voided posted checks. If you decide to use the check reconciliation feature, you should keep this report until you have reconciled all your voided checks. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Void Check Transaction Register. APCM, Menu Option 5, Submenu Option 5 0/1090/H5293 Check Processing APCM-1

293 APCM, Menu Option 5, Submenu Option 5 APCM-2 Check Processing 0/1090/H5293

294 APCM Check Processing Menu Option 6, Submenu Option 4 (Print Manual Payments Edit List) Purpose Use Menu Option 6, Submenu Option 4 to print the edit list of manual transactions entered in Function APCM. You should always check your work with the edit list before posting manual checks. If you need to make corrections, use Submenu Options 2 or 3. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Manual Payments Edit List. APCM, Menu Option 6, Submenu Option 4 0/1090/H5293 Check Processing APCM-1

295 APCM, Menu Option 6, Submenu Option 4 APCM-2 Check Processing 0/1090/H5293

296 APCM Check Processing Menu Option 6, Submenu Option 5 (Post Manual Payments to A/P Files) Purpose Use Menu Option 6, Submenu Option 5 to post manual transactions entered in Function APCM. Remember to check the edit list before posting transactions. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Manual Payments Register. APCM, Menu Option 6, Submenu Option 5 0/1090/H5293 Check Processing APCM-1

297 APCM, Menu Option 6, Submenu Option 5 APCM-2 Check Processing 0/1090/H5293

298 APCM Check Processing Menu Option 7 (Print Manual and Prepaid Check Register) Purpose Use Menu Option 7 to print a check register of all manual checks and prepaid transactions entered in Function APCM. If you use the same bank code for computer and manual checks, the system will print these transactions on the check register from Menu Option 4 unless you run Menu Option 7 first. For more information, see the tabbed section Functions, page APCM-1. Report Sample On the next page is a sample of the Manual and Prepaid Check Register. APCM, Option 7 0/1090/H5293 Check Processing APCM-1

299 APCM, Option 7 APCM-2 Check Processing 0/1090/H5293

300 APMU Payment Preparation Menu Option 6 (Print Invoice Deferral Report) Purpose Use Menu Option 6 to print a listing of deferred invoices selected in Function APMU. You should print this report before every check run to make sure you don't have transactions deferred that should be paid. For more information, see the tabbed section Functions, page APMU-1. Report Sample On the next page is a sample of the Invoice Deferral Report. APMU, Option 6 0/1090/H5293 Payment Preparation APMU-1

301 APMU, Option 6 APMU-2 Payment Preparation 0/1090/H5293

302 APMU Payment Preparation Menu Option 7 (Print Pre-Check Writing Report) Purpose Use Menu Option 7 to print a preliminary check register. You should print this register: after you select transactions for payments and before you run checks Review the checks on this report to make sure you have included the correct transactions in the check run. Using this report will help you reduce the number of checks you have to void, because you selected the wrong transacations. This is your last opportunity to change transactions before printing checks. For more information, see the tabbed section Functions, page APMU-1. Report Sample On the next page is a sample of the Pre-Check Writing Report. APMU, Option 7 0/1090/H5293 Payment Preparation APMU-1

303 APMU, Option 7 APMU-2 Payment Preparation 0/1090/H5293

304 APRM Recurring Voucher Processing Menu Option 4 (Print Recurring Vouchers List) Purpose Use Menu Option 4 to print an edit list of permanent and variable recurring transactions entered in Function APRM. You should use this list as a reminder of when you should post these transactions so that they can be paid on time. For more information, see the tabbed section Functions, page APRM-1. Report Sample On the next page is a sample of the Recurring Vouchers List. APRM, Option 4 0/1090/H5293 Recurring Voucher Processing APRM-1

305 APRM, Option 4 APRM-2 Recurring Voucher Processing 0/1090/H5293

306 ATMU New A/P Transaction Processing Menu Option 4 (Print New A/P Transaction Edit List) Purpose Use Menu Option 4 to print an edit list of all transactions entered in Function ATMU. You should always check the edit list and make necessary corrections, before posting transactions with Menu Option 5. For more information, see the tabbed section Functions, page ATMU-1. Report Sample On the next page is a sample of the New A/P Transaction Edit List. ATMU, Option 4 0/1090/H5293 New A/P Transaction Processing ATMU-1

307 ATMU, Option 4 ATMU-2 New A/P Transaction Processing 0/1090/H5293

308 ATMU New A/P Transaction Processing Menu Option 5 (Post New A/P Transaction Register) Purpose Use Menu Option 5 to post all transactions entered in Function ATMU. You should always check the edit list and make necessary corrections using Menu Options 2 or 3 before posting transactions. For more information, see the tabbed section Functions, page ATMU-1. Report Sample On the next page is a sample of the New A/P Transaction Register. ATMU, Option 5 0/1090/H5293 New A/P Transaction Processing ATMU-1

309 ATMU, Option 5 ATMU-2 New A/P Transaction Processing 0/1090/H5293

310 RA99 Print 1099 Forms Purpose Use Report RA99 to print 1099 forms for vendors providing over $600 in services during the calendar year. You must run Function APCT before printing 1099 forms. For more information about end-of-year procedures, see the tabbed section End-of-Year in this workbook. Report Sample On the next page is a sample of the 1099 Form. RA99 0/1090/H Forms RA99-1

311 RA99 RA Forms 0/1090/H5293

312 RAAN Print Vendor Analysis Purpose Use Report RAAN to print YTD and Last Year purchases and discounts information from the History Screen in Function MVR. You can compare history from last year to this year to make buying and discount decisions about your vendors. Report Sample On the next page is a sample of the Vendor Analysis Report. RAAN 0/1090/H5293 Print Vendor Analysis RAAN- 1

313 RAAN RAAN- 2 Print Vendor Analysis 0/1090/H5293

314 RACH Print Check History Report Purpose Use Report RACH to print information about checks that have been written since the last purge date. This report is almost the same as the Accounts Payable Check Register. You could use it as a monthly check register, or for check history for a specific vendor. If you run this report for your entire store, you will see: all computer checks printed all manual checks entered voided checks for all transaction types except Transaction Type X (Cancellations) system voided checks (form alignment checks, stubs) You can also run this report for: a range of vendors a range of check numbers a range of dates a specific bank code or all bank codes Remember, print Report RACH before running Function APGI. Report Sample On the next page is a sample of the Accounts Payable Check History Report. RACH 0/1090/H5293 Print Check History Report RACH-1

315 RACH RACH-2 Print Check History Report 0/1090/H5293

316 RACR Print Cash Requirements Report Purpose Use Report RACR to decide which invoice can be paid with the available cash or how much cash you need to bring your accounts payable up to a certain status Report RACR prints transactions due based on the following dates: due date also know as cut-off date payment date next payment date For more information about these dates and how they work, see the tabbed section Paying Bills, "RACRÑPrint Cash Requirements Report." Report Sample On the next page is a sample of the Cash Requirements Report. RACR 0/1090/H5293 Print Cash Requirements Report RACR-1

317 RACR RACR-2 Print Cash Requirements Report 0/1090/H5293

318 RAGL Print A/P Distribution to G/L Report Purpose Use Report RAGL to print a list of all distributions to General Ledger from Functions APRM, ATMU, and APCM. You may run this report at any time. Do not enter Y in the field Purge File until you have posted all transactions with Function GLP or manually into your General Ledger. You can use this report to post amounts to the appropriate account numbers in General Ledger. If you use Function GLP, the amounts printed on this report will be automatically passed off to General Ledger. This report is divided into the following five sections: Expense Distributions This section includes all transactions that will be posted to the expense accounts in General Ledger to distribute purchases of assets, inventory, and services. New A/P Added This section includes all transactions that will be posted to the Accounts Payable accounts in General Ledger to offset the expense and asset distributions. Check Amounts Paid This section includes all transactions that will be posted to the cash acounts in General Ledger for checks generated to pay invoices. Discounts Taken This section includes all transactions that will be posted the discount accounts in General Ledger for checks generated to pay invoices with discounts. RAGL 0/1090/H5293 Print A/P Distribution to G/L Report RAGL- 1

319 A/P Paid This section include all transactions that will be posted to the Accounts Payable accounts in General Ledger for checks generated to pay invoices. Report Sample On the next page is a sample of the Accounts Payable Distribution to General Ledger Report. RAGL RAGL- 2 Print A/P Distribution to G/L Report 0/1090/H5293

320 RAGL 0/1090/H5293 Print A/P Distribution to G/L Report RAGL- 3

321 RAJD Print Job Distribution List Purpose Use Report RAJD to print a list of job numbers and the amounts distributed. If you are tracking expenses by job number, you can use this report to find out how much you have spent on a particular project. Report Sample On the next page is a sample of the Job Distribution Report. RAJD 0/1090/H5293 Print Job Distribution List RAJD- 1

322 RAJD RAJD- 2 Print Job Distribution List 0/1090/H5293

323 RAOI Print A/P Open Item Report Purpose Use Report RAOI to print a list of all transactions on the A/P Open Item File. You can print the following information on this report: A range of vendors. What you owe a vendor. Aging based on invoice or due date. A specific Accounts Payable account number (if you are using multiple payable account numbers). What you owe as of any date. Paid transactions. Report Sample On the next page is a sample of the A/P Open Item Report. RAOI 0/1090/H5293 Print A/P Open Item Report RAOI-1

324 RAOI RAOI-2 Print A/P Open Item Report 0/1090/H5293

325 RAVA Vendor Report (Alphabetical) Purpose Use Report RAVA to print a list of vendors in alphabetical order by Vendor Name entered in Function MVR. Report Sample On the next page is a sample of the Alphabetical Vendor List. RAVA 0/1090/H5293 Vendor Report (Alphabetical) RAVA- 1

326 RAVA RAVA- 2 Vendor Report (Alphabetical) 0/1090/H5293

327 RAVH Print Vendor History Report Purpose Use Report RAVH to print vendor invoices paid after the last cut-off date used to purge transactions in Function APGI (Purge A/P Invoice Files). All paid invoices already purged will not print on this report. If you are trying to find a paid invoice that has been purged, you should look through the purge journals printed when you run Function APGI. Report Sample On the next page is a sample of the Vendor History Report. RAVH 0/1090/H5293 Print Vendor History Report RAVH-1

328 RAVH RAVH-2 Print Vendor History Report 0/1090/H5293

329 RAVM Vendor Report (Numerical) Purpose Use Report RAVM to print a list of vendors in numerical order by Vendor Code entered in Function MVR. Report Sample On the next page is a sample of the Numeric Vendor List. RAVM 0/1090/H5293 Vendor Report (Numerical) RAVM-1

330 RAVM RAVM-2 Vendor Report (Numerical) 0/1090/H5293

331 RVE Vendor Report Purpose Use Report RVE to print information from Function MVR. You can use this report as an edit list to make sure you have entered vendor information correctly. Report Sample On the next page is a sample of the Vendor Report. RVE 0/1090/H5293 Vendor Report RVE-1

332 RVE RVE-2 Vendor Report 0/1090/H5293

333 13 Converting Customers 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 i

334 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 Functon ABO 13-7 Report RAAN 13-8 Report RACH 13-8 Report RAVH 13-8 List of Accounts Payable Programs 13-9 ii

335 Converting Customers Who is This Section For? If you are converting from another Triad system and you were using Accounts Payable, you should read this section. This section summarizes the new features in the Accounts Payable application. With each summary, you are directed to tabbed sections where you can find more detailed information. If you are a new Triad customer, you can disregard this section, because it contains only summary information about the new features. You should concentrate on the other parts of the Accounts Payable Workbook to learn about the Accounts Payable application. How This Section is Organized This section is organized alphabetically by new function, report, or field. For each of these categories, you will find a what's new summary of the feature and a reference where you can find more detailed information. Converting Customers 0/1090/H5293 Who is This Section For? 13-1

336 What's New In Accounts Payable? What's New? Description/Benefits For More Information <Clear> Accounts Payable Check Forms Function AAMU Function APCM, Menu Option 6 You can use <Clear> in all functions and reports. Instead of pressing <Shift>-<Charge> to clear a screen, press <Clear>. Triad Business Productions stocks the new Accounts Payable Check forms and window envelopes. You will use Function AAMU to enter adjustments to the A/P Open Item File. In Function AAMU, you can change: Remit-To Vendor Due Date Discount Date Discount Amount Vendor Reference You will enter manual payments in Function APCM, Menu Option 6 instead of Function AAMU. Accounts Payable Workbook The tabbed section: Introduction Function Keys Accounts Payable Workbook The tabbed section: Reports APCM, Menu Option 1 Accounts Payable Workbook The tabbed sections: Processing Transactions Big Picture for Changing Due Dates and Discounts AAMU A/P Invoice Adjustment Paying Bills ATMU New A/P Transaction Processing or APCM Manual Payments Processing Functions AAMU APCM ATMU Converting Customers 13-2 What's New In Accounts Payable? 0/1090/H5293

337 What's New? Description/Benefits For More Information Function ABMU Function ACMU Function MVR Function ACON: Accts Verified by A/P field Function ADMT You will use Function ABMU to assign bank codes to each cash account. You will be able to run checks and reports for multiple cash accounts. You will set up terms codes in Function ACMU, then assign the appropriate code to the vendor in Function MVR. The following types of terms codes are available: 2 % 10 Days Net 30 Days Net 25th 2 % 10th Net EOM If you are using the General Ledger application, you can use the G/L Chart of Accounts instead of entering account numbers in Function ADMT. You will not have to enter account numbers in General Ledger and Accounts Payable. You will be able to set up default expense accounts for freight, miscellaneous charges, and sales tax. When you enter transactions, you will not have to manually distribute these charges. Accounts Payable Workbook The tabbed sections: Setting Up Accounts Payable Constants ABMU Bank Code File Maintenance Functions ABMU Accounts Payable Workbook The tabbed sections: Setting Up Accounts Payable Constants ACMU Terms Code File Maintenance Functions ACMU Accounts Payable Workbook The tabbed sections: Setting Up Accounts Payable Constants ADMT AP Valid G/L Account File Maintenance ACON Accounts Payable Control File Maintenance Functions ACON ADMT Converting Customers 0/1090/H5293 What's New In Accounts Payable? 13-3

338 What's New? Description/Benefits For More Information Function ACON: # Age Days In Period field Aging Period Description field Function APCM, Menu Option 2 Function APCM, Menu Option 5 Function APCM, Menu Option 3 Function APCT Report RA99 Function MVR: Amount Paid Last Year field You can define how long your aging periods are and assign appropriate descriptions in Function ACON. To find mistakes in your check run before posting, you can print the Unposted Check Register to make sure this is what you want to post. You can quickly and easily void posted and unposted checks, for example, checks used to align the forms. After running Function APCT, you can print 1099 forms for vendors that provided you services during the year. Accounts Payable Workbook The tabbed sections: Setting Up Accounts Payable Constants ACON Accounts Payable Control File Maintenance Functions ACON Accounts Payable Workbook The tabbed sections: Paying Bills APCM Check Processing Reports APCM Accounts Payable Workbook The tabbed sections: Paying Bills APCM Check Processing Functions APCM Accounts Payable Workbook The tabbed sections: End-of-Year Functions APCT MVR Reports RA99 Converting Customers 13-4 What's New In Accounts Payable? 0/1090/H5293

339 What's New? Description/Benefits For More Information Function APGI Function AVIQ Report RAOI Function APRM Function ATMU: Temporary Vendor Screen Function APVM Function ATMU: Voucher Date field You can display or print paid invoice history from the Open Item File, because the system will not purge an invoice as soon as you pay it. You will use Function APGI to purge paid invoices on a regular basis instead of Function AZBL and Report RAZB. Triad Systems Corporation recommends you keep only two to three months of paid invoice history. You can set up recurring transactions so that you do not have to enter the same transactions each time they are due. For example: You can set up a transaction to pay your rent every month. After you add the transaction, you need to post it before it is due and include it on your check run. You can use the Temporary Vendor Screen to add vendors in Function ATMU instead of returning to Function MVR. You can change temporary vendors to permanent vendors in Function MVR. Some reports will include or exclude temporary vendors. You can also purge old temporary vendors using Function APVM. The voucher date is different from the invoice date. The voucher date defaults to the date you enter in the Triad system. The invoice date is when the vendor dated the invoice. You will pass-off transactions in Function GLP by voucher date instead of invoice date. Using the voucher date provides flexibility with the date you with to post transactions in your General Ledger. Accounts Payable Workbook The tabbed sections: Maintaining Files APGI Purge A/P Invoice Files Functions APGI AVIQ Reports RAOI Accounts Payable Workbook The tabbed sections: Processing Transactions Big Picture for Entering Recurring Transactions APRM Recurring Voucher Processing Functions APRM Accounts Payable Workbook The tabbed section: Functions ATMU Accounts Payable Workbook The tabbed section: Functions ATMU Converting Customers 0/1090/H5293 What's New In Accounts Payable? 13-5

340 What's New? Description/Benefits For More Information Function ATMU: Transaction Type field Function ATMU: Vendor Name field Function Key Prompts Function MSE Function MTR: Lockin Store field Function MSR: Which A/P? field Which P/R? field Which G/L? field New transaction types were added and some of the existing types were changed. The following transaction types are available: R = Regular Vouchers C = Vendor Credit Memo Vouchers (new) D = Vendor Debit Memo Vouchers (new) P = Prepaid Vouchers X = Cancellation Vouchers (was Type C) A = Adjustment Vouchers You can separate freight, miscellaneous charges, and sales tax on transactions. You can tell the system whether or not these charges are discountable. The system automatically distributes them to the default expense account numbers set up in Function ACON. You don't have to remember vendor codes or have a vendor list handy, because you can press <Query> to look up vendors by name. When the cursor is in a field, the system displays a prompt telling you which function key you can use and what it does. The prompts appear in every field and application. You must assign security bits to all accounting functions and reports. Multistore accounting decisions are set up in Function MSR. You can set up how you want to pass-off information to General Ledger using the new fields in Function MSR. To enter information for different stores, you will change the Lockin Store field in Function MTR to work in each store. Accounts Payable Workbook The tabbed sections: Processing Transactions Big Picture for Entering and Posting Transactions ATMU New AP Transaction Processing Functions ATMU Accounts Payable Workbook The tabbed section: Functions ATMU Accounts Payable Workbook The tabbed section: Introduction Function Keys Security Guide General Ledger Workbook The tabbed section: Functions MSR Converting Customers 13-6 What's New In Accounts Payable? 0/1090/H5293

341 What's New? Description/Benefits For More Information Function MVR, Screen S: Alt Ph# field Fax # field Fed ID Type field Fed ID # field Temp/Perm field A/P Account field Auto Distribute field Terms Code field Terms Desc field Due Days field Disc Days field Discount Pct Function MVR, Screen H: Amount Paid (YTD) Amount Paid (Last Year) Vendor Balance Due Function MVR: Pay-To Vendor field Function ATMU: Remit-To Vendor field New fields were added and some of the existing fields were changed in Function MVR. You can bill one vendor and pay a different vendor with one transaction. The system uses the Pay-To Vendor field from Function MVR as the Remit-To Vendor in Function ATMU. Or, you can manually enter the Remit-To Vendor in Function ATMU. Accounts Payable Workbook The tabbed sections: Setting Up Accounts Payable Constants MVR Vendor File Maintenance Functions MVR Accounts Payable Workbook The tabbed sections: Processing Transactions ATMU New AP Transaction Processing Functions ATMU MVR Converting Customers 0/1090/H5293 What's New In Accounts Payable? 13-7

342 What's New? Description/Benefits For More Information Function QUE Function MSP Function ABO Report RAAN Report RACH Report RAVH Most General Ledger reports have been integrated with Triad's Reporting system. This will prevent reports from processing while the screen is displayed. The system will also allow your terminal to be used for other applications while reports are processing. You can: display printing status with Function QUE display spooled reports with Function MSP abort reports with Function ABO The system will prevent any other reports from printing when you are printing special forms, for example, checks, W-2s. You can print a vendor history summary from this year or last year. The information printed is accumulated in Function MVR, Screen H. You can print check history on Report RACH (this report prints in the same format as the A/P Check Register). Triad recommends that you keep two to three months of check history on the system. The paid invoices are purged when you run Function APGI. You can print paid invoice history for vendors with Report RAVH. The system keeps paid invoice history for vendors as of the cut-off date entered in Function APGI to purge the A/P Open Item File. Triad recommends that you keep two to three months of paid invoice history for your vendors on the system. Reports Reference Manual Guide to Your Triad System Accounts Payable Workbook The tabbed sections: Functions MVR Reports RAAN Accounts Payable Workbook The tabbed sections: Maintaining Files APGI Purge A/P Invoice Files Reports RACH Accounts Payable Workbook The tabbed sections: Maintaining Files APGI Purge A/P Invoice Files Reports RAVH Converting Customers 13-8 What's New In Accounts Payable? 0/1090/H5293

343 List of Accounts Payable Programs Program AADM AAMU ABMU ACKR ACMU ACON ADMT AJMT APCM APCT APMM APMU APPC APPM APPV APRM APUM ATMU AVIQ MVR RAAC RAAJ RABC RACK RADS RAID RAJB RAMP RAPC RAPU RARV Description Vendor Auto Distribute Maintenance A/P Invoice Adjustment Bank Code File Maintenance Check Reconciliation Terms Code File Maintenance A/P Control File Maintenance A/P Valid G/L Account File Maintenance Job File Maintenance Check Processing Clear Vendor YTD Accumulators Manual Payments Processing Payment Preparation Post Checks and Print Check Register Void Posted Checks Post Void Posted Check Transactions to A/P Files Recurring Voucher Processing Void Unposted Checks New A/P Transaction Processing Vendor Account Inquiry Vendor File Maintenance Print Manual and Prepaid Check Register Print/Post Invoice Adjustment Register Bank Code Report Print Checks and Check Register Print Valid G/L Accounts List Print Invoice Deferral Report Print Job List Print/Post Manual Payments Register Print Pre-Check Writing Report Print A/P Check Reconciliation Report Print Recurring Vouchers List Converting Customers 0/1090/H5293 What's New In Accounts Payable? 13-9

344 Program RATC RATJ RAUC RAVC Description Terms Code Report Print/Post New A/P Transaction Register Print A/P Unposted Check List Print Void Posted Checks Transaction Edit List Converting Customers What's New In Accounts Payable? 0/1090/H5293

345 Index * This information is in the tabbed section Reports. A Account inquiry See vendor account inquiry Account numbers field definitions ADMT-2 general information about 2-2 to 2-3 purpose of ADMT-1 purpose of list (Menu Option 4) ADMT-1* report sample ADMT-2* setting up (ADMT) 3-9 to 3-10 lab exercise 3-21 to 3-22 Accounts Payable general information about 1-1 to 1-2, 2-1 introducing 2-6 Accounts Payable checks See checks Accounts Payable constants See constants Accounts Payable Distribution to General Ledger Report purpose of RAGL-1 to RAGL-2* report sample RAGL-3* using 6-1, 6-3 to 6-4 when to purge 10-6 Accrual defaults Accrual Method 10-12, Adjustments field definitions AAMU-2 to AAMU-5 purpose of AAMU-1 purpose of list (Menu Option 4) AAMU-1* report sample AAMU-2* purpose of register (Menu Option 5) AAMU-1* report sample AAMU-2* rules about AAMU-1 Alphabetical Vendor List purpose of RAVA-1* report sample RAVA-2* B Balances loading existing (ATMU) 3-19 lab exercise 3-25 Bank codes field definitions ABMU-2 purpose of ABMU-1 purpose of list (Menu Option 4) ABMU-1* report sample ABMU-2* setting up (ABMU) 3-11 to 3-12 lab exercise 3-22 Bills paying 5-1 to 5-22 checklist 5-25 lab exercise 5-23 to 5-24 questions about 10-4 to 10-5 C Cancellations rules about ATMU-5 Cash accounts See bank codes Index I-1

346 C (Cont d) Cash Requirements Report purpose of RACR-1* report sample RACR-2* using 5-3 to 5-5 Check History Report purpose of RACH-1* report sample RACH-2* Checklists paying bills 5-25 processing transactions 4-29 Checks posting (APCM) 5-1, 5-15 to 5-17, APCM-8 lab exercise 5-23 purpose of register (Menu Option 4) APCM-1* report sample APCM-2* printing (APCM) 5-1, 5-15 to 5-17 field definitions (Menu Option 1) APCM-3 to APCM-4 lab exercise 5-23 report sample APCM-2* printing register APCM-8 purpose of register (Menu Option 4) APCM-1* report sample APCM-2* printing two checks in one run 10-4 printing unposted APCM-4 purpose of list (Menu Option 2) APCM-1* report sample APCM-2* processing APCM-1 reconciling (ACKR) 7-1, 7-7 to 7-9 field definitions (Menu Option 1) ACKR-2 to ACKR-4 field definitions (Menu Option 2) ACKR-4 to ACKR-6 lab exercise 7-11 purpose of ACKR-1 purpose of list (Menu Option 2) ACKR-1* report sample ACKR-2* questions about 10-7 reconciling voided 10-7 running out of checks 10-4 voiding form alignment (Menu Option 3, Submenu 2) APCM-7 to APCM-8 voiding posted (APCM) 7-1, 7-3 to 7-5 field definitions APCM-9 to APCM-11 lab exercise 7-11 purpose of list (Menu Option 5, Submenu Option 4) APCM-1* report sample APCM-2* purpose of register (Menu Option 5, Submenu Option 5) APCM-1* report sample APCM-2* voiding printed (Menu Option 3, Submenu 1) APCM-5 to APCM-6 voiding unposted (APCM) 7-1, 7-3 to 7-5 lab exercise 7-11 what s needed to produce 2-5 See manual checks Constants field definitions for screen 1 ACON-2 to ACON-3 field definitions for screen 2 ACON-4 to ACON-8 purpose of ACON-1 questions about 10-1 to 10-2 setting up (ACON) 3-1, 3-3 to 3-7 lab exercise 3-21 Control file field definitions for screen 1 ACON-2 to ACON-3 field definitions for screen 2 ACON-4 to ACON-8 purpose of ACON-1 questions about 10-1 to 10-2 setting up (ACON) 3-1, 3-3 to 3-7 lab exercise 3-21 D Discounts changing (AAMU) 4-1, 4-7, 4-19 to 4-21 lab exercise 4-28 rules about changing AAMU-1 using more than one account 10-2 Discounts taken field when to clear APCT-1 Distribution File updating by the system APCM-2 Distributions See expense distributions I-2 Index

347 Due dates changing (AAMU) 4-1, 4-7, 4-19 to 4-21 lab exercise 4-28 rules about changing AAMU-1 what are 5-3 E Edit list printing 24, 32, 40, 45 End-of-year clearing YTD fields in Function MVR (APCT) 9-1, 9-3 to 9-4 field definitions APCT-2 to APCT-3 lab exercise 9-7 purpose of APCT-1 closing 9-1, 9-3 to 9-5 lab exercise 9-7 questions about 10-9 Expense distributions field definitions AADM-2 purpose of AADM-1 setting up (AADM) 3-17 to 3-18 lab exercise 3-24 F Files maintaining 8-1 to 8-10 lab exercise 8-11 questions about 10-8 Form 1099 printing (RA99) 9-1, 9-5 lab exercise 9-7 purpose of RA99-1* report sample RA99-2* Function keys using 2-1 to 2-2 G General Ledger checking entries for (RAGL) 6-1, 6-3 to 6-4 lab exercise 6-5 printing distributions 26, 35, 41-42, when to post 10-6 General Ledger pass off See pass off H Help where to get 1-6 I Invoice date entering incorrectly and posting 10-3 Invoice File purpose of resetting APRI-1 field definitions APRI-2 Invoices purging paid (APGI) 8-1, 8-9 to 8-10 field definitions APGI-2 lab exercise 8-11 purpose of APGI-1 report sample APGI-3 rules about APGI-1 See bills See transactions J Job Distribution List purpose of RAJD-1* report sample RAJD-2* Job files field definitions AJMT-2 purpose of AJMT-1 purpose of list (Menu Option 4) AJMT-1* report sample AJMT-2* K, L Index I-3

348 M Manual and Prepaid Check Register purpose of (Menu Option 7) APCM-1* report sample APCM-2* Manual checks entering (APCM) 5-1, 5-19 to 5-22 lab exercise 5-24 field definitions APCM-12 to APCM-13 printing register APCM-14 purpose of (Menu Option 6, Submenu Option 5) APCM-1* report sample APCM-2* purpose of APCM-11 purpose of list (Menu Option 6, Submenu Option 4) APCM-1* report sample APCM-2* when to use 5-19 N Next payment dates what are 5-3 Non-accrual method regular vouchers 6-7, temporary vouchers 8-9, Numeric Vendor List purpose of RAVM-1* report sample RAVM-2* O Online help 12 Open Item Detail File displaying (AVIQ) 8-1, 8-3 to 8-6 lab exercise 8-11 printing (RAOI) 8-1, 8-7 to 8-8 lab exercise 8-11 updating by the system APCM-1 See vendor account inquiry Open Item Summary File updating by the system APCM-1 P Pass off when not to use 6-1 when to use 6-1 why use 10-6 Payment dates what are 5-3 Payment preparation field definitions (Menu Option 1) APMU-2 to APMU-3 field definitions (Menu Option 2) APMU-4 to APMU-6 field definitions (Menu Option 3) APMU-6 to APMU-9 field definitions (Menu Option 4) APMU-9 to APMU-11 field definitions (Menu Option 6) APMU- 12 field definitions (Menu Option 7) APMU- 13 to APMU-14 purpose of APMU-1 Payment strategies planning (RACR) 5-1, 5-3 to 5-5 lab exercise 5-23 Payments deferring APMU-9 to APMU-11 printing invoice deferrals APMU-12 purpose of report (Menu Option 6) APMU-1* report sample APMU-2* selecting transactions for (APMU) 5-1, 5-7 to 5-13 generalized APMU-4 to APMU-6 lab exercise 5-23 See payment preparation Open Item Report purpose of RAOI-1* report sample RAOI-2* I-4 Index

349 P (Cont d) Pre-Check Writing Report printing APMU-13 to APMU-14 purpose of (Menu Option 7) APMU-1* report sample APMU-2* Prepaid transactions entering (ATMU) 5-1, 5-19 to 5-22 lab exercise 5-24 printing register APCM-14 when to use 5-19 Purchase distributions Purchasing Passoff 5 benefits 5 setting up passing off information 24, 32, 40 purpose of APP-1 Q Questions about Purchasing Passoff R Receipts finalizing 23, 31, 39 Recurring invoices entering (APRM) 4-1, 4-5, 4-15 to 4-17 lab exercise 4-28 field definitions for screen 1 APRM-2 to APRM-4 field definitions for screen 2 APRM-4 to APRM-5 purpose of APRM-1 purpose of list (Menu Option 4) APRM-1* report sample APRM-2* S Screens defining codes in samples 11-1 moving through 2-1 T Temporary vendors field definitions ATMU-11 to ATMU-13 purging 8-1, 8-9 to 8-10, 8-11, APVM-1 to APVM-2 Terms codes assigning requirements 10-1 field definitions ACMU-2 to ACMU-4 purpose of ACMU-1 purpose of list (Menu Option 4) ACMU-1* report sample ACMU-2* setting up (ACMU) 3-13 to 3-14 lab exercise 3-22 to 3-23 Transactions changing 25, 44 deferring from payment APMU-9 to APMU-11 printing deferrals APMU-12 purpose of report (Menu Option 6) APMU-1* sample report APMU-2* entering (ATMU) 4-1, 4-3, 4-9 to 4-13 lab exercise 4-23 to 4-27 passing off to general ledger 28, 33, 36, 42, 47 paying optional 10-5 posting (ATMU) 4-1, 4-3, 4-9 to 4-13, 26, 34, 41, 45 lab exercise 4-23 to 4-27 posting twice 10-3 Remit-to vendor rules about changing AAMU-1 Reversing entry 11, 46 Index I-5

350 T (Cont d) Transactions (Cont d) processing 4-1 to 4-21 checklist 4-29 field definitions for screen 1 ATMU-2 to ATMU-10 field definitions for screen 2 ATMU-10 to ATMU-11 field definitions for temporary vendor screen ATMU-11 to ATMU-13 lab exercises 4-23 to 4-28 purpose of ATMU-1 purpose of list (Menu Option 4) ATMU-1* report sample ATMU-2* purpose of register (Menu Option 5) ATMU-1* report sample ATMU-2* questions about 10-3 selecting for payment (APMU) 5-1, 5-7 to 5-13 clearing previous selections APMU-2 to APMU-3 for full or partial APMU-6 to APMU-9 lab exercise 5-23 See prepaid transactions U V Vendor account inquiry field definitions for screen 1 AVIQ-2 to AVIQ-5 field definitions for screen 2 AVIQ-5 to AVIQ-6 purpose of AVIQ-1 Vendor amount paid field when to clear APCT-1 Vendor Analysis Report purpose of RAAN-1* report sample RAAN-2* Vendor code changing 10-1 Vendor files field definitions for standard screen MVR- 2 to MVR-7 field definitions for history screen MVR-8 to MVR-10 purging temporary (APVM) 8-1, 8-9 to 8-10, 8-11, APVM-1 to APVM-2 purpose of MVR-1 updating (MVR) 3-15 to 3-16 lab exercise 3-24 updating by the system APCM-2 Vendor History Report purpose of RAVH-1* report sample RAVH-2* Vendor lists See alphabetic vendor list See numeric vendor list Vendor Report purpose of RVE-1* report sample RVE-2* Voucher defaults 21 regular 6-7, 23 temporary 8-12, 31, 39 changing 33, W Workbook conventions used 1-3 to 1-6 descriptions of tabbed sections 1-2 to 1-3 how to use 1-2 personalizing 2-4 who should use 1-2 X Y Year See end-of-year YTD fields clearing in Function MVR (APCT) 9-1, 9-3 to 9-4 lab exercise 9-7 purpose of APCT-1 when to clear APCT-1 Z I-6 Index

351 Document Change Request Form YOUR NAME CUSTOMER# BUSINESS NAME BUSINESS ADDRESS ZIP BUSINESS TELEPHONE ( ) DATE * * * SOFTWARE LEVEL FULL NAME OF MANUAL SECTION PAGE NUMBER(S) DESCRIPTION OF PROBLEM SUGGESTIONS FOR IMPROVEMENTS GENERAL COMMENT ON THE MANUAL Triad s intention in acquiring the suggestions set forth in this Change Request Form ( Suggestions ) is for evaluation. Triad assumes no obligation with respect to the suggestions and retains all right, title, and interest to any ideas, concepts, expressions, know-how and/or techniques related to the suggestions.

352 NO POSTAGE NECESSARY IF MAILED IN THE UNITED STATES BUSINESS REPLY CARD FIRST CLASS PERMIT NO LIVERMORE, CA POSTAGE WILL BE PAID BY ADDRESSEE TRIAD SYSTEMS CORPORATION 3055 Triad Drive Livermore, CA Attn: Learning Products Development