Accounts Payable User Guide COPYRIGHT Copyright 2011 Computer Guidance Corporation. The information contained in this User Guide is proprietary to Computer Guidance Corporation (CGC). No part of this guide may be reproduced or transmitted in any form or by any means. Furthermore, it is not to be disclosed to any third party, or used in any manner not authorized in the Program License Agreement with Computer Guidance Corporation. The only exception to this is with prior written authorization from Computer Guidance Corporation. Printed in the United States of America. Version 3.7.0 June 20th, 2012 Documentation Please send comments to: documentation@computerguidance.com Support To contact support, please call 1-800-952-2002
Contents Accounts Payable Overview................................................... i Chapter 1 Accounts Payable Procedures............................................... 1-1 Recording Prepayments (Manual Checks)...................................... 1-2 Subcontract Vendors with Existing Invoices................................... 1-2 Releasing Halt Codes................................................. 1-2 Enter pre-payment information.......................................... 1-3 Subcontract Vendors with No Existing Invoices................................. 1-5 Invoice Entry Selection screen.......................................... 1-6 Invoice Detail screen................................................. 1-7 Prepaid Data screen.................................................. 1-8 Invoice Entry Detail screen............................................. 1-9 Post Manual Checks.................................................. 1-9 Using 1099 Forms......................................................... 1-10 Reconciling 1099 Miscellaneous Form Information............................. 1-10 1099 Selection screen............................................... 1-10 Assigning Payments to Attorneys on 1099 Miscellaneous Forms.................. 1-11 1099 Type Code Selection screen...................................... 1-11 1099 Type Code Detail screen......................................... 1-12 Assign the 1099 Type Code to Vendors.................................. 1-12 Setting Up Federal ID Numbers Used for 1099 Reporting........................ 1-14 Working with Vendors in Accounts Payable................................... 1-16 Recalculating Vendor YTD Payments....................................... 1-16 Recalc Vendor Balances screen....................................... 1-16 View the Balances.................................................. 1-16 Removing History for Universal Vendors..................................... 1-19 Removing Vendors from the Vendor Master.................................. 1-19 Removing Accounts Payable Vendor History................................. 1-20 Tying the A/P Control Account to the G/L...................................... 1-21 Showing New G/L Accounts in Existing Invoices............................... 1-22 Clearing Work Files for Subcontract A/P Progress Billing........................ 1-23 Working with Checks in Accounts Payable.................................... 1-24 Applying A/P Credit Invoices (Memos) to Manual/Prepaid Checks................. 1-24 Auto-Reversing A/P Checks.............................................. 1-24 Removing A/P Reconciled/Voided Checks................................... 1-25 Listing Outstanding A/P Checks........................................... 1-25 Determining if an A/P Check Has Cleared.................................... 1-25 Determining the Joint Payee on an A/P Check................................ 1-25 Creating Separate Checks for Vendors...................................... 1-26 Creating Separate Checks for Vendors when Entering Invoices............... 1-26 Separating Remit Locations for Vendors................................. 1-26 Printing Checks by Jobs.............................................. 1-26 Fixing A/P Cash Disbursements Update Errors................................. 1-28 3.7.0 Accounts Payable User Guide
Contents Setting Up Sales Tax Rates for Accounts Payable............................... 1-29 Using A/P Sales Tax........................................................ 1-30 Manually Reversing A/P Checks that are Subcontract Retention Payments.......... 1-31 Requirements for Subcontract Documents to Comply with Non-Compliance Reports. 1-32 Running the A/P Purchase Journal........................................... 1-33 Running the A/P Purchase Journal Manually.................................. 1-33 Scheduling the A/P Purchase Journal to run automatically....................... 1-33 Chapter 2 File Maintenance........................................................... 2-1 Vendor Master............................................................. 2-3 Vendor Master Selection.................................................. 2-3 Vendor Master Detail - General............................................. 2-4 Vendor Master Detail - General 2............................................ 2-7 Vendor Contact Information................................................ 2-9 Vendor Balances....................................................... 2-11 Working with Vendors in Accounts Payable................................... 2-11 Adjusting and Recalculating Vendor YTD Payments........................ 2-12 Removing History for Universal Vendors................................. 2-12 Removing Vendors from the Vendor Master............................... 2-12 Removing Accounts Payable Vendor History.............................. 2-12 Chart of Accounts......................................................... 2-13 Chart of Accounts Selection............................................... 2-13 Chart of Accounts Detail.................................................. 2-14 Open Payables............................................................ 2-16 Open Payables Selection................................................. 2-16 Open Payables Detail.................................................... 2-17 Open Payables Halt Code Maintenance...................................... 2-18 Change Orders............................................................ 2-20 Change Order Maintenance Selection....................................... 2-20 Change Order Header................................................... 2-21 Change Order Detail - Single Line Entry..................................... 2-23 Change Order Detail - Multiple Line Entry.................................... 2-25 Change Order Text Maintenance........................................... 2-26 Change Order Total..................................................... 2-27 Enter Checks............................................................. 2-28 Check Reconciliation Selection............................................ 2-28 Check Reconciliation Detail............................................... 2-29 Job Setup................................................................ 2-30 A/P 1099 Code Maintenance................................................. 2-31 1099 Code Maintenance Selection.......................................... 2-31 1099 Code Maintenance Detail............................................ 2-32 Vendor Remit Address Master............................................... 2-33 Vendor Remit Address Master Selection..................................... 2-33 Vendor Remit To Address Detail........................................... 2-34 Default Document Maintenance.............................................. 2-35 Default Document Cross Reference Detail.................................... 2-35 Insurance Broker Maintenance............................................... 2-37 Insurance Broker Maintenance Selection..................................... 2-37 3.7.0 Accounts Payable User Guide
Contents Insurance Broker Maintenance Detail....................................... 2-38 Terms Description......................................................... 2-39 Terms Description Maintenance Selection................................... 2-39 Terms Description Maintenance Detail...................................... 2-40 State/Local Tax Master..................................................... 2-42 State/Local Tax Master Selection.......................................... 2-42 State/Local Tax Master Detail - Payables tab................................. 2-43 State/Local Tax Master Detail - Receivables.................................. 2-45 Standard Invoice.......................................................... 2-47 Standard Invoice Maintenance Selection..................................... 2-47 Standard Invoice Maintenance............................................ 2-48 Standard Invoice G/L Numbers Entry....................................... 2-50 Standard Invoice Detail.................................................. 2-51 Control Totals.......................................................... 2-53 Bank Account Master...................................................... 2-54 Bank Account Master Selection............................................ 2-54 Bank Account Master Detail - General tab.................................... 2-55 Bank Acount Master Detail - eforms tab..................................... 2-56 Lien Waiver Text Maintenance............................................... 2-59 Lien Waiver Text Maintenance Selection..................................... 2-59 Subcontract Lien Waiver Text Maintenance Detail............................. 2-60 State 1099 Selection File.................................................... 2-61 State 1099 Selection.................................................... 2-61 State 1099 Detail Entry.................................................. 2-62 Lienor Master............................................................. 2-63 Lienor Master Maintenance Selection....................................... 2-63 Lienor Detail........................................................... 2-64 Halt Code Master.......................................................... 2-65 Halt Code Maintenance Selection.......................................... 2-65 Halt Code Maintenance Detail............................................. 2-66 Document Description..................................................... 2-67 Document Description Maintenance Selection................................ 2-67 Document Description Maintenance Detail................................... 2-68 1099 Type Codes.......................................................... 2-69 1099 Type Code Selection................................................ 2-69 A/P 1099 Code Table Maintenance Detail.................................... 2-70 Subcontract Default Text................................................... 2-71 Subcontract Document Text Maintenance Selection............................ 2-71 Subcontract Text Maintenance Header...................................... 2-71 Subcontract Text Maintenance Detail....................................... 2-72 Bank ID Master............................................................ 2-73 Bank ID Number Selection................................................ 2-73 Bank ID Number Description.............................................. 2-74 Chapter 3 File Listings.............................................................. 3-1 Chapter 4 Management Reports...................................................... 4-1 Open Payables............................................................. 4-2 3.7.0 Accounts Payable User Guide
Contents Open Payables Report Selection............................................ 4-2 Open Payables by Due Date.................................................. 4-4 Open Payables by Due Date Selection....................................... 4-4 Open Payables by Job.......................................................4-6 Open Payables by Job Selection............................................ 4-6 Open Payables Aging.......................................................4-8 Open Payables Aging Selection............................................. 4-8 Vendor Analysis........................................................... 4-10 Vendor Analysis Report Selection.......................................... 4-10 Sales Tax Report.......................................................... 4-12 Sales Tax Report Selection............................................... 4-12 Standard Invoice Balances.................................................. 4-14 Standard Invoice Balances Report Selection.................................. 4-14 Subcontract Transmittal Report.............................................. 4-16 Transmittal Report Selection.............................................. 4-16 Material Transmittal Report.................................................. 4-17 A/P Transmittal Report Selection........................................... 4-17 A/P Retention Report.......................................................4-18 A/P Retention Report Selection............................................ 4-18 Chapter 5 Processing............................................................... 5-1 Approve/Enter Invoices......................................................5-2 Invoice Entry Selection.................................................... 5-2 Invoice Entry............................................................ 5-4 Standard Detail.......................................................... 5-7 Subcontract Detail...................................................... 5-12 Job Cost Detail.........................................................5-14 General Ledger Detail.................................................... 5-17 Equipment Detail....................................................... 5-19 Transmittal Control...................................................... 5-21 Inventory Detail.........................................................5-23 Account Number Overrides............................................... 5-24 Purchase Orders........................................................ 5-25 Purchase Order Approval Detail............................................ 5-28 Purchase Order Receiving................................................ 5-31 One-Time Vendor Name/Address.......................................... 5-33 Automatic Credit Memo.................................................. 5-33 Automatic Check Reversal................................................ 5-35 Prepaid Invoice.........................................................5-36 Halt Code Selection..................................................... 5-37 Control Totals..........................................................5-37 Purchase Order Control Totals............................................. 5-39 Miscellaneous Item...................................................... 5-40 Pay Select/Cash Requirements............................................... 5-43 Invoice Order on Check Stub.............................................. 5-43 Application Installation Default screen 2...................................... 5-44..................................................................... 5-44 Payment Selection Method................................................ 5-45 Payable Invoice Selection - by Date......................................... 5-46 3.7.0 Accounts Payable User Guide
Contents Payable Invoice Selection - by Vendor...................................... 5-47 Payable Invoice Selection - by Invoice...................................... 5-48 Manual Check/Partial Pay Selection........................................ 5-49 Payable Invoice Selection - by Job/Sub Job Number........................... 5-51 Payable Invoice Selection - by Voucher..................................... 5-52 Payable Invoice Selection - by Vendor Type.................................. 5-53 Multiple Invoice Selection................................................ 5-54 Joint Check Processing Entry............................................. 5-55 End of Payment Selection................................................ 5-57 Recording Prepayments (Manual Checks)................................... 5-59 Recording Prepayments for Subcontract Vendors with Existing Invoices........ 5-59 Clear Selection............................................................ 5-61 Clear Selection......................................................... 5-61 Print Checks.............................................................. 5-62 Check Printing Options.................................................. 5-63 Bank Account Processing................................................ 5-65 Clear Checks............................................................. 5-67 Clear Check - Selection screen........................................ 5-67 Cash Disbursements Update................................................ 5-68 Cash Disbursements Update Selection...................................... 5-68 Process Manual Checks.................................................... 5-71 Process Manual Checks Selection......................................... 5-71 Purchase Journal......................................................... 5-73 Purchase Journal Selection............................................... 5-73 Purchase Journal Audit.................................................... 5-74 Purchase Journal Audit.................................................. 5-74 Standard Invoice.......................................................... 5-75 Standard Invoices Selection.............................................. 5-75 Remove Standard Invoice................................................... 5-77 Remove Standard Invoices Selection....................................... 5-77 Release Multiple Halt Codes................................................. 5-78 Open Payables Halt Release Selection...................................... 5-78 Open Payables Halt Release Detail......................................... 5-79 Release or Halt by Vendor/Job............................................... 5-80 Open Payables Halt or Release Selection.................................... 5-80 Blank Check Print......................................................... 5-81 Blank Check Print Selection............................................... 5-81 Blank Check Print Detail................................................. 5-81 Image Association......................................................... 5-83 Print Supplier Lien Waiver.................................................. 5-84 Print Lien Waivers for Suppliers Selection.................................... 5-84 Batch Entry/Correction..................................................... 5-86 Batch Entry/Correction Selection........................................... 5-86 Batch Edit................................................................ 5-87 Batch Edit Selection..................................................... 5-87 Batch Update............................................................. 5-89 Batch Update Selection.................................................. 5-89 3.7.0 Accounts Payable User Guide
Contents Cash Disbursements Overview............................................... 5-90 Chapter 6 Monthly/Yearly Processing.................................................. 6-1 General Ledger File......................................................... 6-2 Independent Contractor Reporting............................................. 6-3 Independent Contractor Selection Screen..................................... 6-3 Save Independent Contractor File........................................... 6-4 Update Monthly File......................................................... 6-5 Annual Vendor Report.......................................................6-6 Update Current Year Vendor File.............................................. 6-7 Print 1099 Forms........................................................... 6-8 1099 Selection screen.................................................... 6-8 Create 1099 Diskette/Tape screen.......................................... 6-10 1099 Save Files screen.................................................. 6-11 Initialize Diskette screen.............................................. 6-11 Delete History File......................................................... 6-12 Delete History File Selection screen......................................... 6-12 Job Description Selection screen........................................... 6-13 Vendor Selection screen.................................................. 6-14 Canadian T5018 Forms..................................................... 6-15 T5018 Selection........................................................6-15 Print 1099 Register......................................................... 6-17 Print 1099 Register Selection.............................................. 6-17 Chapter 7 Subcontract Processing.................................................... 7-1 Enter/Change Subcontracts.................................................. 7-2 Subcontract Selection..................................................... 7-2 Subcontract Header...................................................... 7-3 Subcontract Detail - Single Line............................................. 7-5 Subcontract Detail - Multi Line.............................................. 7-8 Subcontract Text Detail Maintenance......................................... 7-9 Copy Text Values....................................................... 7-10 Subcontract Header and Detail Totals....................................... 7-10 Copy Subcontract - Header Entry........................................... 7-13 Payment Request Worksheet................................................ 7-14 Payment Request Worksheet Selection screen................................ 7-14 Payment Request and Certificate............................................. 7-16 Payment Request Selection screen......................................... 7-16 Subcontract Progress Billing................................................ 7-18 Select Subcontract Progress Billing screen................................... 7-18 Subcontract Progress Billing Header/Invoice screen............................ 7-19 Subcontract Progress Billing Invoice Detail screen............................. 7-21 Subcontract Progress Billing Lien........................................... 7-22 Subcontract Progress Billing Control Totals screen............................. 7-23 Progress Billing Retention screen........................................... 7-24 Print Preliminary Progress Billings........................................... 7-25 Print Preliminary Progress Billing screen..................................... 7-25 Status Report Job........................................................ 7-27 3.7.0 Accounts Payable User Guide
Contents Status Report by Job Selection screen...................................... 7-27 Status Report Vendor..................................................... 7-30 Status Report by Vendor Selection screen................................... 7-30 Status Report Journal Date................................................ 7-32 Status Report by Journal Date Selection screen............................... 7-32 Subcontract Inquiry........................................................ 7-34 Subcontract Inquiry Selection screen....................................... 7-34 Subcontract Selection Listing (By Job) screen................................ 7-35 Job Number Summary screen............................................. 7-36 Subcontract Item Detail screen............................................ 7-36 Subcontract Detail - Invoices screen........................................ 7-37 Subcontract Detail - Change Orders screen.................................. 7-38 Subcontract Detail - Documents screen..................................... 7-38 Subcontract Detail - Liens screen.......................................... 7-39 Subcontract Detail - Lien Tracking screen.................................... 7-39 Enter Lien Notices......................................................... 7-40 Lien Notice Selection.................................................... 7-40 Lien Notice Detail....................................................... 7-41 Preliminary Notice Status Report............................................ 7-43 Preliminary Notice Report Selection screen.................................. 7-43 Record Receipts of Lien Waivers............................................. 7-45 Lien Waiver Date Selection............................................... 7-45 Lien Waiver Update..................................................... 7-46 Enter Documents.......................................................... 7-47 Document Maintenance Selection screen.................................... 7-47 Open Invoices With Halt Codes Selection screen.............................. 7-48 Open Invoices With Halt Codes Detail screen................................. 7-48 Document Maintenance Detail screen....................................... 7-49 Additional Insured Maintenance Detail screen................................. 7-51 Insurance Broker Maintenance Detail screen................................. 7-52 Outstanding Document Report.............................................. 7-53 Outstanding Document Report Selection screen............................... 7-53 Second Tier Lien Tracking.................................................. 7-55 Second-Tier Lien Tracking Selection screen.................................. 7-55 Second-Tier Lien Tracking Detail screen..................................... 7-56 Non-Compliance Letters.................................................... 7-57 Non-Compliance Letters Selection screen.................................... 7-57 Non-Compliance Report.................................................... 7-58 Subcontractor Insurance Report Selection screen............................. 7-58 Non-Receipt Letters....................................................... 7-59 Non-Receipt Letters Selection screen....................................... 7-59 Non-Compliance Inquiry.................................................... 7-60 Non-Compliant Inquiry Selection screen..................................... 7-60 Job Listing Selection screen.............................................. 7-60 Copy Documents.......................................................... 7-61 Copy Documents From Selection screen.................................... 7-61 Copy Documents To Job/Sub Job Selection screen............................ 7-62 Subcontract Print......................................................... 7-63 3.7.0 Accounts Payable User Guide
Contents Subcontract Print Selection screen.......................................... 7-63 Chapter 8 Check Reconciliation....................................................... 8-1 List Outstanding Checks.....................................................8-2 Check Reconciliation Report Selection........................................ 8-2 Enter Reconciled/Voided Checks.............................................. 8-4 Check Reconciliation Selection............................................. 8-4 Check Reconciliation Detail................................................ 8-5 Print Monthly Transactions...................................................8-6 Check Reconciliation Audit List Selection...................................... 8-6 Remove Reconciled/Voided Check............................................ 8-7 Remove Reconciled/Voided Checks Selection.................................. 8-7 Full Screen Check Reconciliation.............................................. 8-8 Full Check Reconciliation Selection.......................................... 8-8 Full Check Reconciliation Detail............................................. 8-9 Bank Import Reconciliation Maintenance...................................... 8-10 Bank Import Reconciliation Maintenance Selection............................. 8-10 Bank Import Reconciliation Detail........................................... 8-11 Bank Import Reconciliation Edit.............................................. 8-12 Bank Import Reconciliation - Edit........................................... 8-12 Bank Import Reconciliation Update........................................... 8-13 Bank Import Reconciliation - Update........................................ 8-13 Chapter 9 History................................................................... 9-1 Vendor History Inquiry....................................................... 9-2 Vendor History Inquiry Selection screen....................................... 9-2 Vendor History Inquiry by Number screen..................................... 9-3 Vendor History Inquiry Detail screen......................................... 9-4 Inquiring into Invoices Paid by Vendors Using A/P Checks.................... 9-5 History Report by Vendor Number............................................. 9-9 History Report By Vendor Number Selection screen............................. 9-9 History Report by Job Number............................................... 9-11 History Report By Job Number Selection screen............................... 9-11 History Report by Check Date................................................ 9-13 History Report By Check Date Selection screen............................... 9-13 History Report by Check Number............................................. 9-15 History Report By Check Number Selection screen............................. 9-15 History Report by P/O Number............................................... 9-17 History Report By P/O Number Selection screen............................... 9-17 History Report by Journal Date.............................................. 9-19 History Report by Journal Date Selection screen............................... 9-19 Tying the A/P Control Account to the G/L..................................... 9-20 Chapter 10 Inquiry.................................................................. 10-1 Open Payables............................................................ 10-2 Open Payables Inquiry Selection screen..................................... 10-2 Open Payables Inquiry Selection screen..................................... 10-3 3.7.0 Accounts Payable User Guide
All Companies/All Divisions Selection Listing.............................. 10-3 Summary Vendor Information screen....................................... 10-4 Open Invoices screen................................................... 10-4 Invoice Detail screen.................................................... 10-5 Invoice Halt Codes...................................................... 10-6 Purchase Order Inquiry - Control Data...................................... 10-6 Purchase Order Item Summary Inquiry screen................................ 10-7 Standard Purchase Order Item Detail Inquiry screen........................... 10-7 Dollar Purchase Order Item Detail Inquiry screen.............................. 10-8 Blank Purchase Order Item Detail Inquiry screen.............................. 10-8 Purchase Order Inquiry-Item Instructions screen.............................. 10-8 Vendor Master............................................................ 10-9 Vendor Master Inquiry Selection screen..................................... 10-9 Vendor Listing Selection screen.......................................... 10-10 Vendor Master Inquiry Detail screen....................................... 10-10 Appendix A Searching for Records..................................................... A-1 Scrolling through a Lookup Table............................................. A-2 Setting Filter Conditions..................................................... A-3 Customizing the Filter and Sort Options........................................ A-6 Changing the Column Name drop-down list entries............................. A-6 Changing a Table s Sort Order............................................. A-8 Primary and Secondary sort orders...................................... A-8 3.7.0 Accounts Payable User Guide 1-9
3.7.0 Accounts Payable User Guide
Accounts Payable Overview Using Accounts Payable, you can process payments to your vendors and subcontractors. Transactions are distributed to general ledger accounts, plus job cost, subcontract, equipment repairs, check reconciliation, and vendor history files. The system also lists current and future amounts due and provides assistance in selecting which vendors should be paid. In addition, accurate audit trails are provided. Entries and Distributions Data is entered into Accounts Payable from vendor invoices, credit memos, and purchase order approvals. Invoices entered may be fully or partially prepaid, and check reversals may also be entered. A separate program to speed up the entry of subcontract progress billing is also provided. All entered data is accurately distributed to the appropriate job cost and/or general ledger accounts. Subcontract Accounting To help you process your payments to subcontractors, the subcontract progress billing program can prevent the entry of billings in excess of contract amounts. It also tracks the status of lien releases, insurance certificates, and performance bonds and makes it easy to pay subcontractors with joint checks. Additional tracking is done for preliminary liens, certified payroll reports, signed contracts, and five user-defined documents. Progress billings may be entered from subcontractors invoices or from the Payment Request/Waiver of Lien Form produced by the system. This form is completed by the subcontractor and returned instead of an invoice. During the cash disbursement cycle, payment advice and lien release forms are printed to provide your subcontractors with a breakdown of amounts paid and retained, contract balances, and lien releases to be signed and returned. The Accounts Payable System maintains a history of all subcontract transactions. Accounts payable provides both detail and summary subcontract status inquiry and reports. The Subcontract Status Report by Job gives you information to accurately control contract billings, payments, and retention amounts. The Payment Request Worksheet highlights contract balances and recommends actual payment amounts based on the percentage complete that you enter for the contract. Actual payments may be based on percentage complete or may be a fixed dollar amount. Retention amounts are calculated for you and are tracked separately. Management Reports The management reports produced by Accounts Payable let you plan and process payments to your vendors. These reports list your current amounts due as well as amounts due in 30, 60, and 90 or more days. And to help you make your payments on time, the system prints the number of days until due. Other management reports allow you to select which vendors are due to be paid at any given time. Open payables reports may be printed by vendor, due date, and job. Sales tax reports can be printed based on state or local tax code for the job location or tax code entered at invoice entry time. Payments With this system, you process your payments. You can select payments by date, vendor, invoice manual check, partial payment, job or voucher. For each item selected, a cash requirements report is produced. Additional selections or changes can be made before the checks are printed for the selected items. Vendor checks can be written to pay for jobs separately or to pay for more than one job per check. Each item paid is listed on a check stub; when necessary, overflow stubs are printed. You can even select an option to print your name on your checks if you have many companies or divisions. Audits 3.7.0 Accounts Payable User Guide Accounts Payable Overview i
A cash disbursements journal accounts for all paid items. In addition, this journal provides an audit trail to help you analyze cash accounts and accounts payable. Easy-to-use check reconciliation reports are also printed. Tracking and History To help you monitor your accounts, the system maintains a history of all transactions for each vendor. The history reports may be printed in job, vendor, check date, P.O., or check number sequence. The history information may also be accessed by on-line inquiry. The user decides how long the history is maintained on the system. Estimating Interface An estimating interface to move data from a PC-based estimating package via a PC file to the AS/400 has been created. This file will load the Job Cost Master Files and Contract Information for both Accounts Payable and Accounts receivable. Item Number The Item Number is displayed throughout all Subcontract Processing, Approve/Enter Invoices, and Subcontract and Job Cost inquiries. Up to 15 characters are allowed for this field. Manufacturing Vendor Used for internal vendors. The Manufacturing Vendor field opens if the Bill of Materials module has been purchased by your company and currently resides on your system. This type of vendor, used in conjunction with a job that is used as a manufacturing center, provides the ability to produce the product and move it into the Order Processing module. In general, a job is set up to collect all the component costs for the end product. As Purchase Orders are entered for the end product (using the manufacturing vendor), the On-Order value in the Item Balance is updated. As the warehouse receives the internally produced end product, the On-Hand balance is increased in the Item Balance file and the On-Order is decreased. At the same time, a general ledger entry is made that debits the Inventory account (from the Item Balance file) and credits the job using the WIP account found in either the Job Number Cost Type file or the Cost Type Description file. (See the Job Cost Documentation for more information regarding the Job Cost Type file.) The Purchasing defaults further dictate the actual Job Cost posting. When posting to the job, the system will use the Job Cost Distribution entered in the Purchasing defaults. If the distribution is not found in the job, the Job Cost Allocation account is used (from the Purchasing defaults). There are no Job Cost postings. At this point, no journal is produced at receiving time, however, the entry is done under the journal type of PO. Also note that the journal entry does not occur at receiving time and no approval record is created. ii Accounts Payable Overview 3.7.0 Accounts Payable User Guide
Chapter 1 Accounts Payable Procedures The topics in this section include common procedures for the ecms Accounts Payable application. Menu Selections "Recording Prepayments (Manual Checks)" on page 1-2 "Using 1099 Forms" on page 1-10 "Working with Vendors in Accounts Payable" on page 1-16 "Tying the A/P Control Account to the G/L" on page 1-21 "Showing New G/L Accounts in Existing Invoices" on page 1-22 "Clearing Work Files for Subcontract A/P Progress Billing" on page 1-23 "Working with Checks in Accounts Payable" on page 1-24 "Fixing A/P Cash Disbursements Update Errors" on page 1-28 "Setting Up Sales Tax Rates for Accounts Payable" on page 1-29 "Using A/P Sales Tax" on page 1-30 "Manually Reversing A/P Checks that are Subcontract Retention Payments" on page 1-31 "Requirements for Subcontract Documents to Comply with Non-Compliance Reports" on page 1-32 "Running the A/P Purchase Journal" on page 1-33 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-1
Recording Prepayments (Manual Checks) Subcontract Vendors with Existing Invoices Recording Prepayments (Manual Checks) This section illustrates how you can record pre-payments for Subcontract, or miscellaneous Vendors with, and without, pre-existing invoices. Subcontract Vendors with Existing Invoices Invoices cannot be selected for payment until all Halt Codes have been released. Releasing Halt Codes 1. Select Accounts Payable from the Main Menu, click Processing, and then select Release Multiple Halt Codes (you can also use the Release or Halt by Vendor/Job option). Open Payables Halt Release Selection 2. Enter the Vendor number, and the associated Pay Select number for the Invoice containing the Halt Codes. Click either prompt to make these selections from a list. A Pay Select number is a unique identifier assigned to an invoice. It differs from an Invoice Number in that the same Invoice Number can be assigned to multiple invoices. 3. Click OK. 1-2 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Recording Prepayments (Manual Checks) Subcontract Vendors with Existing Invoices Open Payables Halt Release Detail 4. Release all Halt Codes associated with this Invoice by placing an X in each check box in the Sel column. Note It is not necessary to set the Select Invoice for Payment option. We will be setting this later on the Pay Select/Cash Requirements screen. 5. Click OK. Enter pre-payment information 6. On the Main Menu, select Accounts Payable, click Processing, and then select Pay Select/Cash Requirement. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-3
Recording Prepayments (Manual Checks) Subcontract Vendors with Existing Invoices A/P Payment Selection 7. Click the Manual Checks/Partial Pmt tab. 1-4 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Recording Prepayments (Manual Checks) Subcontract Vendors with No Existing Invoices Manual Checks/Partial Pmt tab 8. Enter the Vendor and Check information 9. Click OK. 10. Click EXIT. 11. On the A/P Payment Processing Selection screen, specify how you want to process the record, and then click OK. 12. To post recorded checks, on the Main Menu, click Accounts Payable, select Processing, and then click Process Manual Checks. Subcontract Vendors with No Existing Invoices 1. On the Main Menu, click Accounts Payable, select Processing, and then click Approve/Enter Invoices. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-5
Recording Prepayments (Manual Checks) Subcontract Vendors with No Existing Invoices Invoice Entry Selection 2. Specify the Purchase Order or Vendor information a. The Screen Definition (screen default) determines the type of detail screen you will use for processing. Select one of the following from the drop-down list: Standard General Ledger Inventory Subcontract Equipment Job Cost Transmittal b. Select the Fully Prepaid option from the Prepaid Code drop-down list. 3. Click OK. 1-6 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Recording Prepayments (Manual Checks) Subcontract Vendors with No Existing Invoices Invoice Detail 4. On the Invoice Detail screen, enter the appropriate information. Required fields, for all Invoice types, include Invoice Date, Invoice Amount and Invoice Due Date. The Invoice Due Date is automatically entered if you have set up a Terms Code for this Vendor (in the Vendor Master). If you are not using Terms Codes, the Invoice Date is used as the Invoice Due Date. We recommend that you select a Job/Sub Job Number, which will be used on the detail screens. 5. Click OK. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-7
Recording Prepayments (Manual Checks) Subcontract Vendors with No Existing Invoices Prepaid Data 6. On the Full Prepaid Data, enter the Check Number and Date 7. Click OK. 1-8 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Recording Prepayments (Manual Checks) Subcontract Vendors with No Existing Invoices Invoice Entry Detail The screen that opens is determined by the Screen Definition entry made on the "Invoice Entry Selection" (see page 1-6). Note To enter Subcontract payments, you must include the Contract Number and Item Number to properly update files for the Contract Status report. 8. Enter the appropriate information on the detail screen. 9. Click Control Totals. 10. Click OK on the Control Totals screen.. If there aren t any errors, you return to the "Invoice Entry Selection" (see page 1-6). 11. Click EXIT. Post Manual Checks 12. On the Main Menu, click Accounts Payable, select Processing, and then click Process Manual Checks. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-9
Using 1099 Forms Reconciling 1099 Miscellaneous Form Information Using 1099 Forms This section includes the following topics: "Reconciling 1099 Miscellaneous Form Information" on page 1-10 "Assigning Payments to Attorneys on 1099 Miscellaneous Forms" on page 1-11 "Setting Up Federal ID Numbers Used for 1099 Reporting" on page 1-14 Reconciling 1099 Miscellaneous Form Information The 1099 Forms can be run as many times as necessary. For verification purposes, you should run the forms on stock paper first. 1. On the Main Menu, select Accounts Payable, click Monthly/Yearly Processing, and then select Print 1099 Register. 1099 Selection 2. (Optional) To generate the 1099 Magnetic Media Filing Control Listing, enter D in the 1099 to PC Diskette/AS440 Tape field. 3. (Optional) Use the Annual Vendor report to verify the Vendor 1099 vendor amounts (if you are not using Universal Vendors). Accounts Payable Management Reports Annual Vendor Report This report pulls data from the Vendor Master. 4. (Optional) Use the History Report by Vendor Number option to include more detail, and to both Universal and non-universal Vendors, on one report Accounts Payable History History Report by Vendor Number 1-10 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Using 1099 Forms Assigning Payments to Attorneys on 1099 Miscellaneous Forms Because this report can be lengthy, we recommend that you run only one Vendor at a time. 5. (For advanced users) To create a very detailed report, you can run IBM Queries using the APPOPD and APPOPC files. The APPOPD file contains the 1099 code data and the APPOPC contains the check date. 6. (Optional) Use the AP 1099 Code Maintenance option to maintain records for 1099 codes on paid invoices. Accounts Payable File Maintenance AP 1099 Code Maintenance Assigning Payments to Attorneys on 1099 Miscellaneous Forms 1. On the Main Menu, select Accounts Payable, click File Maintenance, and then select 1099 Type Codes. 1099 Type Code Selection 2. Enter a new 1099 Type Code. 3. Click OK. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-11
Using 1099 Forms Assigning Payments to Attorneys on 1099 Miscellaneous Forms 1099 Type Code Detail 4. Enter 14 (for gross proceeds paid to an attorney) in the Box Number field. 5. Specify all additional information (description, form type, and type of gross) 6. Click OK. 7. Click EXIT. Assign the 1099 Type Code to Vendors 8. On the Main Menu, click Accounts Payable, select File Maintenance, and then click Vendor Master. 1-12 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Using 1099 Forms Assigning Payments to Attorneys on 1099 Miscellaneous Forms Vendor Master Selection 9. Enter the Vendor Number, or click the prompt to select from a list 10. Click OK. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-13
Using 1099 Forms Setting Up Federal ID Numbers Used for 1099 Reporting Vendor Master Detail 11. In the 1099 Code field, enter the newly created 1099 code, or click the prompt to select it from a list. Use the AP 1099 Code Maintenance option to maintain records for 1099 codes on paid invoices. Accounts Payable File Maintenance AP 1099/T5018 Code Maint. Setting Up Federal ID Numbers Used for 1099 Reporting This section covers how to set up the Payer Federal ID number used for 1099 reporting on forms and magnetic media. 1. Navigate to the 2nd Payroll defaults screen in System Administration: System Administration Application Installation Set-Up Default Values 1-14 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Using 1099 Forms Setting Up Federal ID Numbers Used for 1099 Reporting Payroll option - 2nd screen. 2. In the Federal ID field, enter the payer Federal ID number used for 1099 reporting on forms and magnetic media. Note If you set up a separate company for accounts payable processing only, you must also setup the payroll defaults to use 1099 processing in accounts payable. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-15
Working with Vendors in Accounts Payable Recalculating Vendor YTD Payments Working with Vendors in Accounts Payable The topics in this section cover the following common procedures involving Vendors: "Recalculating Vendor YTD Payments" on page 1-16 "Removing History for Universal Vendors" on page 1-19 "Removing Vendors from the Vendor Master" on page 1-19 "Removing Accounts Payable Vendor History" on page 1-20 Recalculating Vendor YTD Payments 1. On the Main Menu, click System Administration, select File Utility, and then click Vendor YTD. Recalc Vendor Balances 2. Accept the current year ending-date, or click the prompt to select from a calendar. 3. Enter a Y in the Update amt to date from history field 4. Click OK. View the Balances 5. On the Main Menu, select Accounts Payable, click File Maintenance, and then click Vendor Master. 1-16 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Working with Vendors in Accounts Payable Recalculating Vendor YTD Payments Vendor Master Selection 6. Enter a Vendor Number, or click the prompt to select from a list 7. Click OK. 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-17
Working with Vendors in Accounts Payable Recalculating Vendor YTD Payments Vendor Master Detail 8. Click the Balances tab. 1-18 Accounts Payable Procedures 3.7.0 Accounts Payable User Guide
Working with Vendors in Accounts Payable Removing Vendors from the Vendor Master Vendor Master - Balances tab To print the values in report form On the Main Menu, click Accounts Payable, select Monthly/Yearly Processing, and then click Annual Vendor Report. Removing History for Universal Vendors Note To remove history for a universal vendor, you must clear security using Company 99/Division 999. 1. On the Main Menu, click Accounts Payable, select Monthly/Yearly Processing, and then click Delete History File. 2. On the Payment History Delete screen, specify the criteria for the records with the history you want to remove, and then click OK. Removing Vendors from the Vendor Master 1. On the Main Menu, select Accounts Payable, click File Maintenance, and then click Vendor Master. 2. On the Vendor Master Maintenance Selection screen, in the Vendor box, enter the vendor number you want to delete, and then click OK. 3. On the Vendor Master Maintenance Detail screen, click. 4. When prompted, click to confirm that you want to delete the vendor. If a message displays stating why you cannot delete the vendor, you must resolve the error before deleting. Note The most common reason why you cannot delete a vendor is because history records exist. To delete history records, refer to "Removing Accounts Payable Vendor History". 3.7.0 Accounts Payable User Guide Accounts Payable Procedures 1-19