PRMS Accounts Payable. Version 8.4. RMS/Present. Master Production Schedule. Material Requirements Plan. Soft Bill Maintenance.

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1 PRMS Accounts Payable Version 8.4 RMS/Present SHOP FLOOR CONTROL Work Order/ FPO Maintenance Auto Allocation to Lots Pick Slip Print Master Production Schedule Material Requirements Plan Soft Bill Maintenance Stage Request Consolidated Pick Scheduling Workbench by Production Line RMS/Present Version 2.2 A Product of MXB - Managing the Business 100 N. Freeman Road Tucson, AZ (520)

2 Day 1 Morning Sample Agenda Payment Processing Overview Master File Configuration Afternoon Master File Configuration Workshop Day 2 Morning Entering Invoices Processing Payments Afternoon Workshop Invoice Registration Month End Page i

3 Payment Processing Overview SHOP FLOOR CONTROL Work Order/ FPO Maintenance Auto Allocation to Lots Pick Slip Print Master Production Schedule Material Requirements Plan Soft Bill Maintenance Stage Request Consolidated Pick Scheduling Workbench by Production Line RMS/Present Page 1

4 Accounts Payable Major Features INVOICE REGISTRATION PO RECEIPTS MATCHING WITH VALIDATION AND TOLERANCES AUTO PAYMENT SELECTION STANDARD G/L DISTRIBUTION SETS MULTI CURRENCY SUPPORT CHECK AND DRAFT PROCESSING DISCOUNT TRACKING - GROSS AND NET METHOD MULTIPLE VENDOR CLASSIFICATIONS 1099 REPORTING AND SUPPORT TRADE ALLOWANCES FROM ORDER ENTRY 8.3 CHARGE TO INTERCOMPANY SUPPORT Page 2

5 PRMS Accounts Payable Invoice Entry Dock Match to Stock Receivers Invoice Correction Distribute G/L Unmatched Invoice Processing Trade Allowances Recurring Payables Payment Processing Bank Status Reset C h e c k s D r a f t s Code 1 Payment Processing Auto Payment Selection C h e c k s Voided Payments Payment Selection Maintenance Other O t h e r Payment Print Reset Code 3 Code 2 Bank 1 Bank 2 Payment Reconciliation MXB, 1998 Page 4

6 Accounts Payable Invoice Entry Types Purchase Orders MATCHED RECEIPTS - STANDARD AND NON STANDARD LINE ITEMS Quantity, Unit Price, Extended Price Landed Cost Elements Foreign & Domestic Freight, Duty, Miscellaneous Cost 1 & 2 SPECIAL CHARGES Unmatched Line Items STAND ALONE INVOICES TRADE ALLOWANCE BILL-BACKS Determine by Customer Order Activity Utilizes Vendor to Customer Cross Reference File RECURRING PAYABLES Mortgage, Rent, Lease, etc. Page 6

7 Accounts Payable Invoice Registration Engineering Invoice Information Systems A/P Data Entry Invoice Invoice EN1 Status 1 A/P Review/Approve Invoice Invoice Invoice Invoice Invoice Status 2 IS1 OK Price Invoice Price Invoice Qty Purchasing Review Status 5 Invoice Entry Dock Match to Stock Receivers (AP0013) Unmatched Distribute G/L MXB, 1998 Page 8

8 SHOP FLOOR CONTROL Work Order/ FPO Maintenance Auto Allocation to Lots Pick Slip Print Master Production Schedule Material Requirements Plan Soft Bill Maintenance Stage Request Consolidated Pick Scheduling Workbench by Production Line RMS/Present Page 11

9 System Control (WCINQ-AP) Installed Functions G/L INTERFACE VALIDATE G/L ACCOUNTS EDIT G/L ACCOUNTS ON OUTPUT Uses the G/L Edit Word to implant dashes in the G/L Number PAYMENT RECONCILIATION Updates are made to Reconciliation File (APRCP100) MULTIPLE BANKING Allows multiple bank codes, required for Multi Currency MULTIPLE DISCOUNT DISTRIBUTION Determines if Gross or Net Method is used for discounts. Net tracks lost discounts as expense to Discount Lost Account. Gross tracks discounts as income to the Discounts Earned Account. Default Bank Code BANK CODE Overridden by Vendor Payment Data (AP0800) or Transaction Entry (AP0013) PAYMENT CODE Page 12

10 System Control (cont.) (WCINQ-AP) Period End Dates PERIOD 1 THROUGH 13 FIRST PERIOD NEXT YEAR Default G/L Accounts ACCOUNTS PAYABLE Amount paid for invoices (Vendor Payment/Sys Cntl) DISCOUNTS EARNED Discounts taken (Vendor Payment/Sys Cntl) DISCOUNTS LOST Discounts eligible but not taken (Vendor Payment/Sys Cntl) DISCOUNTS PENDING Discounts available on open invoices (Vendor Payment/Sys Cntl) Invoice Registration INSTALLED Invoices are entered and tracked prior to updating Accounts Payable STATUS 1 THROUGH 5 DESCRIPTIONS Page 14

11 System Control (cont.) (WCINQ-AP) Period Close Status NUMBER OF USERS UPDATING OPEN A/P Tracking of Transaction Entry (AP0013) activity for edit by Month End Close PERIOD-END UPDATES REQUESTED Signals if Period-End Update (AP0140) has been submitted and not completed Period End Control OPEN PERIODS ONE AND TWO Two periods may be open. Updated by Period End Update (AP0140) NUMBER OF PERIODS IN YEAR May be 12 or 13 RECORD RETENTION DAYS - INVOICE HEADER # of Calendar Days until Closed Invoice Headers are posted to history file RECORD RETENTION DAYS - INVOICE DETAIL # of Calendar Days until Closed Invoice Details are posted to history file. May be less but not greater than Header retention days SAVE HISTORY BY YEAR OR PERIOD Determines whether historical Invoice Header and Detail records are saved in one file for the year or a file per period Page 16

12 System Control (cont.) (WCINQ-AP) Next Available Vendor Number One time vendors (999999) may be created at Transaction Entry (AP0013) or Purchase Order Entry (PO0110) time. The vendor number is automatically and sequentially assigned from this number for one time vendors Vendor Masters created with are flagged as Temporary Vendor Voucher Numbers USED REQUIRED SYSTEM GENERATED NEXT AVAILABLE NUMBER DUPLICATE NUMBERS ALLOWED Aging Periods ONE, TWO, THREE Default aging periods for Aged Payables Report (AP0070) Page 18

13 System Control (cont.) (WCINQ-System Wide Options) Bank Identification Control DEFINES SCREEN ENTRY AND FORMAT OF DATABASE FOR BANK DRAFTS AND TRANSFER FILES Field Name Ex. Bank Number, Branch Number, Address, etc. Relative Screen Position Type ( 1-Numeric, 2-Alpha PROVIDES DEFAULTS TO BANK CODE, CUSTOMER MASTER AND VENDOR PAYMENT DATA 15 FIELDS - DISTINGUISHED BY LENGTH One/2, One/3, One/4, Two/5, One/6, One/7, One/8, One/9, Two/10, One/11 Page 20

14 Payment Codes (MS0831) Default Values for Payment Criteria of Bank Codes SPECIAL PROCESSING CODE Check, Draft or Other PAYMENT MEDIA PAPER, DISKETTE, TAPE, FILE Method of transmission to bank PAYMENT FORMAT PROGRAM NAME Pre-defined, country specific format of payment TRANSMITTAL ADVICE FORMAT PROGRAM NAME Name of User-Defined program that generates the accompanying Transmittal Advice REMITTANCE ADVICE Generation of a list of invoices being paid to vendor DOMESTIC CURRENCY ONLY Can restrict payments to domestic currency only Available Formats U.S., French Drafts/Transfers, Netherland Transfers, German Options. All others require programming Page 22

15 Bank Codes (Master) (MS0833) Specific Cash or Currency Account within a Bank ONE BANK MAY HAVE SEVERAL BANK CODES BANK CODE BANK NAME AND ADDRESS PERSON TO CONTACT PHONE NUMBER G/L ACCOUNT NUMBER (CASH) CURRENCY CODE Bank Identification (Drafts and Transfer Files) BANK NUMBER - USER DEFINED BRANCH NUMBER - USER DEFINED BANK ACCOUNT NUMBER - USER DEFINED CHECK DIGIT ADDRESS LINE 1, 2 USER DEFINED FIELDS FROM SYSTEM CONTROL, BANK IDENTIFICATION CONTROL Page 24

16 Bank Codes (cont.) (MS0833) Payment Summary - Checks Payments are processed (status) by Payment Code PAYMENT CODE PAYMENT DESCRIPTION PAYMENT FORMAT PROGRAM TRANSMITTAL ADVICE PROGRAM REMITTANCE ADVICE SPECIAL PROCESSING CODE DOMESTIC ONLY The above will default from the Payment Code and except for Special Processing Code, may be changed with each Bank Code application SINGLE CHECK STOCK Determines if same check stock will be used for both automatic and manual payments CHECK STUB PRINTED Determines if invoice detail will be printed with check ONE CHECK PER VENDOR If "Y", will consolidate all payments within a run by vendor If "N", number of checks for multiple invoices is determined by number of invoices per stub or remittance advice Page 26

17 Bank Codes (cont.) (MS0833) Payment Summary - Checks (cont.) NUMBER OF INVOICES PER REMITTANCE ADVICE CHECK PRINTING SEQUENCE Sort by 1) Vendor Number, 2) Vendor Name, 3) Postal Code, 4) Check Amount (Descending) LAST MANUAL CHECK NUMBER If using different check stock for manual payments, enter the last number used LAST AUTOMATIC CHECK NUMBER Tracked by Payment Processing STATUS AUTO CHECK PRINT Current status of payments with this payment code/bank code (APBAP200) 0 - No batch exists 1 - Automatic Batch Selected 2 - Updated Batch 4 - Checks have been printed 3 - Reprint Checks Requested 9 - Abnormal termination, or, manual payments, or, void payments Page 28

18 Bank Codes (cont.) (MS0833) Payment Summary - Standard Payment (Other) Special Processing Code 3 PAYMENT CODE PAYMENT DESCRIPTION PAYMENT FORMAT PROGRAM TRANSMITTAL ADVICE PROGRAM REMITTANCE ADVISE SPECIAL PROCESSING CODE DOMESTIC ONLY The above will default from the Payment Code and except for Special Processing Code, may be changed with each Bank Code application NUMBER OF INVOICES PER REMITTANCE ADVICE LAST AUTOMATIC PAYMENT NUMBER Tracked by Payment Processing STATUS CURRENT AUTOMATIC PAYMENT Current status of payments with this payment code/bank code Page 30

19 Bank Codes (cont.) (MS0833) Payment Summary - Drafts Special Processing Code 2 PAYMENT CODE PAYMENT DESCRIPTION PAYMENT FORMAT PROGRAM TRANSMITTAL ADVICE PROGRAM REMITTANCE ADVISE SPECIAL PROCESSING CODE DOMESTIC ONLY The above will default from the Payment Code and except for Special Processing Code, may be changed with each Bank Code application SINGLE DRAFT STOCK Determines if same draft stock will be used for both automatic and manual payments DRAFT STUB PRINTED Determines if invoice detail will be printed with check NUMBER OF INVOICES PER STUB NUMBER OF INVOICES PER REMITTANCE ADVICE Page 32

20 Bank Codes (cont.) (MS0833) Payment Summary - Drafts (cont.) A/R AND A/P DRAFT ACCOUNTS BY PERIOD Draft receipts and withdrawals may be tracked by a unique account by period or by an account for all periods LAST MANUAL DRAFT PAYMENT If using different check stock for manual payments, enter the last number used LAST AUTOMATIC DRAFT PAYMENT Tracked by Payment Processing STATUS AUTO DRAFT PAYMENT Current status of payments with this payment code/bank code DRAFT ACCOUNTS A/R Deposits and A/P Payment Account Numbers (by period, optionally) Page 34

21 Distribution Set Maintenance (AP0811) DISTRIBUTES TOTAL INVOICE AMOUNT BY PERCENTAGE TO G/L ACCOUNTS APPLIED IN VENDOR PAYMENT DATA MAINTENANCE AND INVOICE ENTRY Key Fields SET ID - 8 CHARACTERS, A/N G/L ACCOUNT 8.4 Standardized to 15 like all other accounts DISTRIBUTION PERCENT DISCOUNT FLAG Allows discount application to selected lines within the set 1099 Override to 1099 Code in Vendor Payment Data COMPANY Charge to PRMS Company Page 36

22 Vendor Master Maintenance (MS0806) Key Fields VENDOR NAME AND ADDRESS CURRENCY CODE TEMPORARY VENDOR FLAG Set to "Y" when Vendor Number is used to create PO ALPHA SORT CODE Used as lookup for vendor numbers MINIMUM/MAXIMUM ORDER VALUE Checked at PO Entry time MAXIMUM ON ORDER VALUE Checked at PO Entry time MINIMUM ORDER WEIGHT PO ENTRY HOLD PO's cannot be entered for this vendor if "Y" VENDOR CATEGORY CODES Auto Payment Selection (AP0080), Discount Analysis Report (AP0200) and A/P Trial Balance (AP0050) use as selection ACCRUED A/P G/L ACCOUNT Page 38

23 Vendor Master Maintenance (cont.) (MS0806) Key Fields VENDOR SCHEDULE Y,N 8.4 Determines if vendor schedules will be generated for this vendor SHIP VIA AND CARRIER INFO PO AND SALESMAN CONTACT VENDOR TEXT EDI FLAG 8.3 PO's may be output as a printed P.O., an outbound EDI file or both EDI VENDOR SCHEDULE (Y,N) COUNTRY OF ORIGIN 8.4 Used as default for Export Documentation tracking SECOFI REGISTER NUMBER 8.4 For trade with Mexico documentation LANGUAGE CODE Determines language of column headings for PO Print and Vendor Schedules. Utilizes Literal File Maintenance (MS0817) Page 40

24 Vendor Payment Data Maintenance (AP0800) Key Fields VENDOR TEXT Allows maintenance/review of Vendor Specific Text PAYMENT TERMS (DISCOUNT AND DAYS) Net Monthly calculates due date then schedules payment on next "Net Monthly Due Date" HOLD PAYMENTS FLAG Defaults "Hold Payment" flag to (Y)es when entering invoice. May be overridden FORCE DISCOUNT TO BE TAKEN PAY BY DISCOUNT DATE PAY PAST DISCOUNT DATE If above = Y, selects invoices after discount date/before due date DO NOT ALLOW ANY PAYMENTS Sets Hold Payment flag to Yes on Invoices. Invoice may not be overridden PAY NEXT TIME If override of "Y" is used, payments will be processed next run even if items are not yet due REMIT TO ADDRESS Can be different than P.O. address in Vendor Master Page 42

25 Vendor Payment Data Maintenance (cont.) (AP0800) Key Fields PRINT 1099'S AND RECIPIENTS 1099 NUMBER DEFAULT 1099 TYPE CODE (IRS REPORTING) ACCOUNTS PAYABLE G/L NUMBER DISCOUNT EARNED G/L NUMBER DEFAULT DISTRIBUTION G/L NUMBER Use if Distribution of Total Invoice is only to one G/L account DEFAULT DISTRIBUTION COMMENTS DEFAULT DISTRIBUTION SET ID DEFAULT APPROVAL CODE Defaults for Invoice Registration. Must be active in Approval Code Maintenance (AP0811) BANK CODE FOR PAYMENTS May be left blank and default from System Control (APBANK) PAYMENT CODE FOR PAYMENTS May be left blank and default from System Control (APBANK) Page 44

26 Bank Identification Maintenance (MS0832) Default Bank Control configured to Vendor Specific Called from Vendor Payment Data (AP0800) Overrides supported for Vendors and Customers. Primarily used for Bank Drafts and Transfers BANK NUMBER BRANCH NUMBER CHECK DIGIT ADDRESS LINE 1 & 2 BANK CONTROL USER DEFINED FIELDS Each of the fields defined in System Control Bank Control will appear for input/display Page 46

27 Product Master Maintenance (MS0825) General Product Information IMPORT FLAG For purchased items, determines if item is expressed in Domestic or Foreign currency and if the landed cost fields of Duty and Foreign Freight are applicable CURRENCY CODE For imported purchased items, the Currency code that reflects the currency conversion rates UNIT OF MEASURE May be any valid two character designation 8.3 ALTERNATE UNIT OF MEASURE For purchased parts conversion. May also be assigned on product/vendor or quote record CUBIC SIZE PER U/M AND ALT. U/M Can be used for landed cost determination WEIGHT PER UNIT OF MEASURE AND ALT U/M Can be used for landed cost determination, freight allocation in the A/P process, and simulation screen in Warehouse Order Release (Replenishment Orders) CONVERSION FACTOR FOR ALT U/M Alt U/M x Conversion Factor = Inv. U/M Page 48

28 Product Master Maintenance (cont.) (MS0825) Costing Data DOMESTIC PURCHASE PRICE OR FOREIGN PURCHASE PRICE RATE CODES Domestic Freight, Duty, Miscellaneous Cost 1 and 2, Foreign Freight, and Purchasing Burden IF AN ITEM IS DESIGNATED AS AN IMPORT ITEM, THE DOMESTIC PURCHASE PRICE WILL BE CALCULATED FROM PRODUCT COST UPDATE THE TOTAL MATERIAL COST IS CALCULATED BY PRODUCT COST UPDATE General Ledger SEE APPENDIX FOR SPECIFIC DESCRIPTIONS Page 50

29 Product Master Maintenance (cont.) (MS0825) Purchasing Data UNIT PRICE TOLERANCE The percentage difference between the PO price and the A/P invoice price that is allowed for an A/P match to be considered "OK to Pay" QTY BILLED VS. QTY RECEIVED TOLERANCE The percentage difference allowed between the A/P invoice quantity and the quantity received. Exceptions will force matching hold EXTENDED AMOUNT TOLERANCE The percentage difference allowed between (A/P Invoice Qty times Unit Price) and (PO Unit Price times Qty Received) QTY REMAINING VS. QTY ORDERED TOLERANCE The percentage difference allowed between PO Quantity Ordered or Remaining and Quantity Received Page 52

30 Dock to Stock Inbound Interface Files 8.4 Purchase Order DOCK RETURN Warehouse Receiving Transaction From/To Disposition From/To Transaction Code OK for Insp Req. Products? QUARANTINE 8.4 Disposition STOCK Resident Warehouse Available for MRP Completed Disposition? Update Accept, Reject, Return? Edits for transactions to completed dispositions relaxed in 8.4 Warehouse ID Comes From: A) Dispositon Master or B) Purchase Order Header 8. 3 C) Purchase Order Line MXB, 1998 Page 54

31 Each one of our RMS/Teachkit courses and training presentations are available for your selection. Choose the full color, 'Present' format for self-review or your presentation document for the class through your projection system. If you would like to print student manuals, select '+ Print' format. In addition to receiving the 'Present', you will receive an additional file specifically configured and optimized for two-sided student workbook production. Submit to your own laser printer or send outside. If you prefer, you can choose the 'Present' format only and order the student manuals from us! All our printing is crisp, laser printing, two-sided, soft bound and delivered on time 100% of the time. Education & Reference General Present + Print Present + Print Manufacturing Welcome to PRMS Product Definition PRMS Overview Manufacturing Planning Version 9 Enhancements Shop Floor Control 'Canned' Reports & Inquiries Router Training Distribution Inventory Forecasting Workbench Inventory Control Customer Order Processing Cycle Count & Phys. Inv Order Entry Training Lot Control RGA's & C/D Memos Financial Replenishment Orders Standard Costing Purchasing & Receiving Accounts Payable Online Tutorials The Keyboard & PRMS Navigating PRMS Purchasing Overview Requisition Processing Measuring Execution Performance Contact us: [email protected] u.s , , fax