MAS 90 Demo Guide: Accounts Payable Vendors, invoice tracking, and check creation is a necessity of business. In this guide we will look at how vendors are set up, invoices are recorded, and checks are printed. To access the A/P module select it from the Tree menu and click on the Main menu. When prompted for a date, enter 05/31/03. Please note: Printing this document will resolve any blurriness or focusing issues on images or screenshots. Vendor Maintenance This function is used to set up the vendors that sell you goods and services. - To create, modify, or view vendor information, please double click on Customer Maintenance in the main portion of the screen.
- To look up an existing vendor, click on the magnifying glass icon beside the Vendor Number field. This will bring up a list of vendors you can select from. - To create a new vendor type in 01 and then any combination of letters or numbers you wish (between 1 and 7 characters in length). The 01 represents the division number and may, or may not, be required depending on how the options in A/P are set. You will know you have selected an unused customer number because all of the informational fields will be blank. - Additional information about this vendor and their sales history can be viewed by clicking on any of the tabs across the top of the screen.
Invoice Entry This function is used to record the invoices you receive from your vendors. - Access to this function is gained by double-clicking on Invoice Data Entry in the main portion of the screen. - If prompted for a batch number just click the # key to be assigned the next number and then click Ok.
- The first step to recording an invoice is to identify the vendor who issued the invoice. This is done by entering the identification number you assigned them in the Vendor No. field or by clicking the Magnifying Glass icon next to that field and selecting the vendor from the list. - Next enter the invoice number in the Invoice No. field. - Fill in the additional information that is needed, such as the invoice data and the invoice amounts. - To specify which expense accounts should be posted to by this entry, start by clicking on the Lines tab or press ALT 2. If the vendor has been assigned a default expense account, it will appear in the lower half of the screen. - To modify an existing line, highlight it by clicking on the entry. The information will appear in the data entry fields above and can be modified there. - To enter a new line, select the expense account you want to post to by selecting one from the list that is produced by clicking the Magnifying Glass icon next to the G/L Account field.
Check Creation This function is used to print checks and to pay invoice that are already recorded in the system. - Start by clicking the Check Printing option on the Tree menu, then double clicking the Invoice Payment Selection.
- To cut a check for an invoice you need to let the system know which ones you wish to pay. - On the Invoice Payment Selection screen you could enter the criteria that best describes the invoices you want, and then click the Proceed button to mark those invoices. - To check to see which invoices have been selected for payment, click on the Printer Icon in the lower right corner of the Invoice Payment Selection screen. At the next prompt, click on the Preview button. This will print the Invoice Payment Selection Register. - To add or remove specific invoices from the list to be paid, you would need to access Check Maintenance.
- Double click on the Check Maintenance option in the main screen.
- To remove or modify an invoice selection, please click on the Flashlight icon (next to the Vendor No. field) to display the list of vendors that are currently selected for payment. - Type in 1 in the Entry No. field. This will bring up the information that would have been used to create the check for this vendor. You can remove or modify invoice payment amounts by highlighting the line that represents the invoice and clicking delete or changing the data fields. - To add an invoice selection, click on the Magnifying Glass icon next to the Vendor No. field to display the vendor list and select the one who has the invoice you want to pay. - Type in 1 in the Entry No. field. Since this is a new selection the rest of the screen should still be empty. - Click on the Magnifying Glass icon next to the Invoice No. field to see the list of invoices you have entered for this vendor. Select one from the list you would like to pay.