Accounting Pro - Accounts Payable

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					Accounting Pro - Accounts Payable
                                                   Table Of Contents
Accounting Pro Accounts Payable .................................................................................................. 1

Important Information ..................................................................................................................... 1

Special Thanks! ............................................................................................................................... 2

        Members of The Accounting Pro Customer Advisory Committee ........................................ 2

Is This a Better Payables System? ................................................................................................... 5

Chasing the "Clean Cut Off" ........................................................................................................... 7

How Do I Fix the Inventory?........................................................................................................... 8

Overview of Accounts Payable Menu Tasks 721--733 ................................................................... 9

        721 Accounts Payable Inquiry ................................................................................................ 9

        722 Accounts Payable Entry ................................................................................................... 9

        723 Print & Book Entered Payables ....................................................................................... 9

        724 Select Payables For Payment ........................................................................................... 9

        725 Print & Book Checks ..................................................................................................... 10

        726 Vendor Dictionary ......................................................................................................... 10

        727 Vendor Listing ............................................................................................................... 10

        728 Aged Accounts Payable ................................................................................................. 10

        729 Cash Requirements ........................................................................................................ 10

        730 Print Checkbook ............................................................................................................ 11

        731 Vendor File Maintenance............................................................................................... 11

        732 Accounting Pro Global Parameter Maintenance............................................................ 11

        733 Check Maintenance ....................................................................................................... 11

Basic Accounting Information ...................................................................................................... 13

Basic System Assumptions............................................................................................................ 13



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Basic Accounting Procedures ........................................................................................................ 14

Stock Receipts Before Invoice Entry ............................................................................................ 15

The Timing of Stock Receipt Updates .......................................................................................... 16

Multiple Receipts on One Invoice ................................................................................................. 17

One Stock Receipt with Many Invoices ........................................................................................ 18

Writing Off a Vendor Invoice Error .............................................................................................. 19

Posting a Debit Memo to a Vendor ............................................................................................... 20

Correcting a Stock Receipt Error .................................................................................................. 21

Paying an Invoice Before the Receipt ........................................................................................... 22

Task 815--Configuring Employees for Accounts Payable Tasks .................................................. 23

Configuring Employees for Accounts Payable Tasks ................................................................... 23

Accounts Payable Start Up and Coding ........................................................................................ 27

Initial System Start Up .................................................................................................................. 27

Preparing General Ledger Accounts ............................................................................................. 29

Task 731 (Vendor File Maintenance) ............................................................................................ 31

Coding Accounts Payable Vendors ............................................................................................... 31

Setting Up Payable Vendor Information in Task 731 ................................................................... 33

     Task 731--Option 1 Enter or Maintain Vendors ....................................................................... 36

        Task 731's First Screen of Vendor Fields ............................................................................. 36

Using Commands on the Copy/Source Menu Bar......................................................................... 39

Sourcing Options ........................................................................................................................... 41

Using Commands on the A/P Vendor Menu Bar .......................................................................... 44

Definitions of Payable Vendor Fields in Task 731........................................................................ 47

Task 731's Second Screen of Vendor Fields ................................................................................. 53




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Task 731's Third Screen of Vendor Fields .................................................................................... 57

Task 731--Option 2 Accounts Payable Vs. Purchasing Comparison ............................................ 59

Option 2--Basic Task Flow ........................................................................................................... 60

    Task 731--Option 3 Corporate Default Accounts ..................................................................... 65

Setting Up Corporate Defaults in Task 731, Option 3 .................................................................. 67

Corporate Default Menu Bar Commands ...................................................................................... 69

Entering and Changing Default Accounts ..................................................................................... 70

Corporate Default Field Definitions .............................................................................................. 71

Task 732--Accounting Pro Global Parameters .............................................................................. 73

Setting Up Global Parameters in Task 732 ................................................................................... 73

Global Options Used for A/P Vendors .......................................................................................... 73

No Longer Print A/P Checks for Zero Dollar Invoices ................................................................. 73

Passwords for Access to Accounting Pro Functions ..................................................................... 73

Employee-Specific Parameters ...................................................................................................... 74

Definitions of Global Parameter Fields ......................................................................................... 77

Task 721--Accounts Payable Inquiry ............................................................................................ 83

Overview ....................................................................................................................................... 83

Task 721 Main Screen and Menu Bar ........................................................................................... 85

        Task 721 Header Information ............................................................................................... 86

        Task 721 Main Menu Bar ..................................................................................................... 87

Finding Additional Vendor Information ....................................................................................... 90

Listing Open and Paid Invoices ..................................................................................................... 92

        Invoice Display Options ....................................................................................................... 92

Inquiring on an In-transit ............................................................................................................... 94




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        Listing and Display Options ................................................................................................. 94

Inquiring on a Check ..................................................................................................................... 96

        Check Listing and Display Options ...................................................................................... 97

Listing Vendors ............................................................................................................................. 99

Task 722--Accounts Payable Entry ............................................................................................. 101

Overview ..................................................................................................................................... 101

A/P Entry Main Menu Bar .......................................................................................................... 104

Booking In-transit Invoices ......................................................................................................... 106

     Entering a New Accounts Payable Run .................................................................................. 107

Vendor Invoice Header Screen .................................................................................................... 110

Entering Vendor Invoice Header Information ............................................................................. 111

Entering Non-Trade Payables...................................................................................................... 113

Entering Payment Related Information ....................................................................................... 114

     Selecting an Existing A/P Run ................................................................................................ 117

The A/P Run Maintenance Menu Bar ......................................................................................... 120

Discount Options for Vendor Invoices ........................................................................................ 122

     Maintaining an Unbooked Invoice .......................................................................................... 123

The Task 722 Main Menu Bar..................................................................................................... 124

Displaying and Selecting In-transits ............................................................................................ 126

Selecting Partial In-transits.......................................................................................................... 128

In-transit Line Items Screen and Menu Bar................................................................................. 129

Maintaining a Booked Invoice .................................................................................................... 131

     General Ledger Distributions .................................................................................................. 133

        General Ledger Distributions Screen .................................................................................. 133




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Adding or Changing a General Ledger Distribution ................................................................... 135

Adding Vendor Invoice Comments ............................................................................................. 138

Print a Preliminary Payables Report............................................................................................ 141

    Pending Payables .................................................................................................................... 142

Pending Payables Menu Bar ........................................................................................................ 143

Entering Manual Check Information in Task 722 ....................................................................... 144

        Error Messages ................................................................................................................... 147

Purging Old In-Transit Invoices .................................................................................................. 148

Correcting Factory Drop Shipments ............................................................................................ 149

Drop Shipment Credits & Rebills................................................................................................ 150

Task 723--Print & Book Payables ............................................................................................... 151

Overview ..................................................................................................................................... 151

Printing and Booking Entered Payables ...................................................................................... 153

        Listing Parameter Sets ........................................................................................................ 155

Variance Report Rules................................................................................................................. 156

Accounting Entries Reports ......................................................................................................... 157

Task 724--Select Payables for Payment ...................................................................................... 159

Overview ..................................................................................................................................... 159

    Option 1--Individual Invoice Selection ................................................................................... 161

Invoice Selection Menu Bar ........................................................................................................ 164

Partial Payments .......................................................................................................................... 166

Negative Invoice Amounts .......................................................................................................... 168

How the DISC System Calculates Discountable Dollars ............................................................ 169

Option 2--Automatic Batch Selection ......................................................................................... 170




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Batch Selection Menu Bar ........................................................................................................... 173

Option 3--Deselect Negative Checks .......................................................................................... 174

Option 4--Print Preliminary Check Register ............................................................................... 175

Task 725--Print and Book Entered Payables ............................................................................... 177

Overview ..................................................................................................................................... 177

Printing Checks ........................................................................................................................... 178

Check Reports ............................................................................................................................. 180

Parameters Set Menu Bar ............................................................................................................ 181

Printing Checks ........................................................................................................................... 183

Payment Accounts ....................................................................................................................... 184

Negative Check Amounts ............................................................................................................ 185

Checks for Vendors with Invoice Address Changes ................................................................... 186

Zero Dollar Checks ..................................................................................................................... 187

Updating the General Ledger ...................................................................................................... 188

        Distribution Entries ............................................................................................................. 188

        Updating System Files ........................................................................................................ 188

Error Messages ............................................................................................................................ 189

        No Checks Selected ............................................................................................................ 189

        Run Out of Balance ............................................................................................................ 189

        Printer Errors ...................................................................................................................... 189

Tasks 726-730--Accounts Payable Reports................................................................................. 191

Task 726--Vendor Dictionary...................................................................................................... 191

     Task 727--Vendor Listings ..................................................................................................... 192

Using Report Options to Create a Vendor Listing ...................................................................... 193




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Definitions of Vendor Listings Fields ......................................................................................... 195

    Task 728--Aged Accounts Payable ......................................................................................... 199

Creating an Aged Accounts Payable Report ............................................................................... 203

Using Commands on the Aged A/P Menu Bar............................................................................ 205

Definitions of Aged Accounts Payable Report Parameters ......................................................... 206

Creating an Aged Accounts Payable In-Transit Report .............................................................. 211

Task 729--Cash Requirements .................................................................................................... 213

    Task 730--Print Checkbook .................................................................................................... 215

Set Parameters Menu Bar ............................................................................................................ 219

Task 733--Check File Maintenance............................................................................................. 221

Overview ..................................................................................................................................... 221

    Check File Maintenance.......................................................................................................... 224

Check File Maintenance Screen .................................................................................................. 224

Check Action Menu Bar .............................................................................................................. 226

Changing the Status of Check(s) ................................................................................................. 228

Entering Manual Checks in Task 733 ......................................................................................... 231

    Maintaining Payment Account Information............................................................................ 233

Creating or Maintaining Payment Accounts ............................................................................... 235

Maintaining Check Control Information ..................................................................................... 236

Sample Reports............................................................................................................................ 239

Accounting Entries Report .......................................................................................................... 239

Task 725 - Check Registers ......................................................................................................... 243

Task 726--Vendor Dictionary Report .......................................................................................... 247

Task 727--Vendor Listings .......................................................................................................... 249




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Task 728--Aged Accounts Payable ............................................................................................. 255

Task 728--Aged Accounts Payable In-transit Report .................................................................. 258

Task 729--Cash Requirements .................................................................................................... 261

Task 730--Print Checkbook......................................................................................................... 269

FastTracks ................................................................................................................................... 273

Entering a Payable Vendor--FastTrack ....................................................................................... 273

Payable Vendor Maintenance--FastTrack ................................................................................... 275

Payable Vs. Purchasing Comparison--FastTrack ........................................................................ 276

Entering a New Accounts Payable Run--FastTrack .................................................................... 278

Selecting Payables for Payment--FastTrack ................................................................................ 279

Book and Print Entered Payables--FastTrack.............................................................................. 280

Reconciling Checks with Bank Statements--FastTrack .............................................................. 281

Reconciling Accounts Payable (728) and the General Ledger--FastTrack ................................. 282

Reconciling Accounts Payable In-transit (728) and the General Ledger--FastTrack.................. 284

Accounts Payable Recovery Tools .............................................................................................. 287

Overview ..................................................................................................................................... 287

Task 911 Main Menu Options ..................................................................................................... 288

        Task 911 Main Menu Bar Commands ................................................................................ 289

Task 911--Accounts Payable Reconstruction Options ................................................................ 291

        Accounts Payable Reconstruction Data .............................................................................. 291

Index ............................................................................................................................................ 293




viii
       Accounting Pro Accounts
               Payable
Revised: 04/28/03

Important Information

The information herein is proprietary to and considered a trade secret of Distributor Information
Systems Corporation and shall not be reproduced in whole or in part without the written
authorization of Distributor Information Systems Corporation.

The information contained in this manual is not guaranteed to be error free. DISC accepts no
responsibility for any errors or omissions in this manual nor for any problems arising in
applications which are based on this manual. The information in this manual is subject to change
without notice.

Copyright (C) 1999, 2000, 2001, 2002, 2003 Distributor Information Systems Corporation. All
rights reserved.

DISC is a registered trademark of Distributor Information Systems Corporation.




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Accounting Pro - Accounts Payable




Special Thanks!

     DISC relies very heavily on the users of the DISC System to guide the perpetual development
     of the System. Every DISC customer is encouraged to aid in this process. Although many
     people had a great deal of input on the design of Accounting Pro™, some left an indelible
     mark on the design, the documentation, and the testing of this product. DISC thanks everyone
     who helped, but adds a special thanks to those individuals listed below:




Members of The Accounting Pro Customer Advisory
     Committee
     Donna Adams, Adams Air & Hydraulics, Tampa, FL
     Karen Ansdell, Unit Process Company, Kirkland, WA
     Darlene Armstrong, Norcan Fluid Power, Richmond, BC
     Rita Bargeron, C.F. Wheelock & Assoc., Birmingham, AL
     Bill Beaupre, WMH Fluidpower, Portage, MI
     Keith Betz, River Bend Hose Specialty, South Bend, IN
     Lynn Bjorklund, Calkins Fluid Power Inc., Spokane, WA
     Shelly Blades, Industrial Logic Controls, Kalamazoo, MI
     Patricia Boutilette, Lindco Inc., Marlboro, MA
     James Brice, Southwestern Controls, Houston, TX
     Rose Butler, Sturgis Equipment Company, Fenton, MO
     Maria Callahan, Pemco, Danbury, CT
     Henry Campau, Carolina Fluid Components, Charlotte, NC
     Jeff Campbell, Hydro-Flex Corp., Topeka, KS
     Peter Campbell, Distributor Information Systems Corp., Farmington, CT
     John Carrigg, Simone Engineering Inc., Mequon, WI
     Marilynn Cashin, The Knotts Company Inc., Berkley Heights, NJ
     Sue Cooper, Mosier Fluid Power, Indianapolis, IN
     Don Courtney, Ives Equipment Copr., King of Prussia, PA
     Tammy Cromwell, Mosier Fluid Power, Miamisburg, OH
     Michael DiGeronimo, Stauff Corp., Waldwick, NJ
     Cindy Doogan, Triad Fluid Power Inc., Englewood, OH
     Mary Duerr, The Hartfiel Company, Eden Prarie, MN
     Mike Dutcher, Williams Equipment Co. Inc., Olathe, KS
     Denise Dreher, Heeren Company, Rock Island, IL
     Melinda Driskell, Edwards Technical Sales, Norcross, GA
     Marie Eastwood, Winco Fluid Power Inc., Willow Grove PA
     Paula Ellis, Behco, Farmington Hills, MI
     Bobbie Fields, Hydraulic & Pneumatic Sales, Charlotte, NC
     Jana Fogle, Air Oil Products, Portland, OR
     Barbara Fox, Van Air & Hydraulics Inc., Maple Shade, NJ
     Bob Frazer, Pearse-Pearson, Bloomfield, CT
     Bruce Galbraith, Rousseau Controls Inc., Pointe Claire, PQ
     Paula Gigoux, Hydradyne, Harvey, LA
     Susan Girouard, Dapra Corp., Bloomfield, CT
     Randy Goneau, Action Automation & Controls, North Attleboro, MA


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                                                                Accounting Pro Accounts Payable



Mark Gorton, Action Automation & Controls, North Attleboro, MA
Deborah Hansen, Wistech Controls Co., Phoenix, AZ
Nancy Hanson, Fluid Air Components, Portland, OR
Nikki Henning, Gatlin Corporation, Brookhaven, MS
Marty Holleran, Ralph W. Earl Co., Syracuse, NY
Susan Holliday, Ralph W. Earl Co., Syracuse, NY
Renee Jackson, G.A. Wirth Company, Livermore, CA
Mike Jenkins, Cowper Inc., Lachine, Quebec
Cecil Jones, TRC Hydraulics, Dieppe, NB
Maria Jones, Fluidtrols Corp., Avon Lake, OH
James Juhasz, Art Kuhn Co.Inc., Toledo, OH
John Kates, Gallagher Fluid Seal Inc., King of Prussia, PA
Lisa Kehrle, Eastern Controls Inc., Edgemnont, PA
Cathy Keuhn, Affiliated Control Equipment, Wood Dale, IL
Tim Kraus, Innotek, Minneapolis, MN
Cindy Kuehr, Taylor-NewcombIndustries, Indianapolis, IN
Carol Lalli, Eastern Controls Inc., Edgemnont, PA
Becky Lewis, Ogle Fluid Power, Seattle, WA
Jean Lidinsky, Gulf Controls Corp., Tampa, FL
Marlene Lindquist, Ohlheiser Corp., West Hartford, CT
Charles Lukavsky, Catching Fluid Power Inc., Elmhurst, IL
Jane Maranville, Hydraulic Industries, Kent, WA
George Marino, General Process Controls, San Ramon, CA
Peter Marks, Advance Motion Control, Cheshire, CT
Mary Martin, Air Hydro Power, Louisville, KY
Janet McDonough, Barker Air & Hydraulics, Mauldin, SC
Mary McDowell, Western Fluid Power Corp., Portland, OR
Charlotte McVay, Hydro/Power Inc., Birmingham, AL
Donna Merchant, Ralph W. Earl Co., Syracuse, NY
Jason Miller, Service Mfg. & Supply Inc., Fraser, MI
Jeff Moderacki, Tate Engineering, Baltimore, MD
Patty Moore, JCI Industries Inc., Lee's Summit, MO
Tammy Moulder, TSI Solutions, Stone Mountain, GA
Peter Moxen, Alpha Controls Ltd., Iver Bucks, England
Sheila Oaster, RG Industries, York, PA
David Ottesen, Brevini USA Inc., Vernon Hills, IL
Scott Page, Wajax Motion Technolgies, Concord, Ontario
Scott Patterson, Detroit Pump & Manufacturing, Detroit, MI
Harry Phillips, Scott Industrial Systems, Dayton, OH
Lauri Portz, Price Engineering Co. Inc., Waukesha, WI
Melissa Pratas, Skeans Engineering, Vancouver, BC
Scott Putnam, Hayes Pump Inc., West Concord MA
Darrel Quiring, JCI Industries Inc., Lee's Summit, MO
Ella Raymond, Tri-State Technical Sales Corp., Malvern, PA
Derrick Rebensdorf, Control Technology Specialists, Sacramento, CA
John Reidy, Airdyne Inc., Houston, TX
Debby Riley, Cumberland Valve, Bridgeton, NJ
Ray Robbins, Rankin Corp., Broomall, PA
Bob Sherick, RG Industries, York, PA
Jean Sollenberger, Dynamic Technology Inc., Dayton, OH
Casey Tincler, Gibson Engineering, Norwood, MA


                                                                                             3
Accounting Pro - Accounts Payable



     Darrell Townson, Robbins & Bohr, Chattanooga, TN
     Meghan Webb, Biglow Industrial, Inc., Mountainside NJ
     Tiffany Weiss, Fluid System Components Inc., Green Bay, WI
     Tina Weiss, A.W. Company., Franksville, WI
     Noreen White, Hydro Air Inc., North Haven, CT
     Mark Wilkins, Tec-Hackett Inc., Fort Wayne, IN
     Jenny Wilson, Pneumatic Automation, Pelham, AL
     Lori Wolff, Fluid Power Engineering, Elk Grove Village, IL




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                                                                        Accounting Pro Accounts Payable




Is This a Better Payables System?

 An accounts payable system allows a distributor to pay bills and that's it, right? Wrong! It
 should also be integrated into the inventory control system, the accounting system, and yet
 appear to just pay the bills. All in all, it should make the payment process easier rather than
 simply automating the check writing process. That's exactly what the Accounting Pro
 Accounts Payable System does! It is designed to make life easier in the accounting
 department.

 Below is a list of a few of the features of the Accounting ProAccounts Payable System:


 1. There is little vendor invoice preparation. Invoices can be entered randomly without
    concern over fiscal month, profit center, or vendor. Grab a pile and start entering!
 2. Accounting Pro has been designed to allow multiple operators whenever possible and to
    limit task interferences. Several people can enter journal entries, others can enter accounts
    payables--while someone else prints checks. Now everyone can be busy at once.
 3. Wherever possible, list and pick options and menu bar commands have been added for ease
    of use. Single key strokes are used to post values and avoid duplicate entry.
 4. Since the System stores all prior stock receipts, vendor invoices are matched with the
    receipts right on the screen--not against a large pile of paper!
 5. Invoice a lot of factory drop shipments? The System stores all of these. Just enter the
     vendor's invoice number and your purchase order number and the System matches the
     costs automatically.
 6. A fiscal month is automatically assigned to each vendor invoice to ensure that it agrees
    with the month on the actual receipt. This certainly helps to close each month cleanly. But
    if you need the flexibility to post to a different month, Accounting Pro can accommodate
    that.
 7. In Systems which include duty and exchange rate multipliers, Accounting Pro allows you
     to go back and change rates which were used when the material was delivered.
 8. What if there are multiple stock receipts covered by one vendor invoice or multiple
    invoices to be applied against a single receipt? Accounting Pro handles them.
 9. Do trade invoices have to be separated from non-trade invoices? Of course not! And with
   Accounting Pro , you can set up an additional expense account for S-order purchases for
   accounts payable vendors. No "adjusting out" non-trade purchases that were posted to a
   "PLP" account.
 10. Ever worry that there might be large variations between the received amounts and the
     vendor invoiced amounts? A variance report prints which highlights all of these
     differences. This is a nice auditing feature!
 11. Comments can be added to explain unusual circumstances so you won't waste time later
     tracking down information. During accounts payable entry, the System allows comments
     on the vendor's invoice, on the stock order which was received, on the stock receipt line
     items which were corrected, on the disbursements against the general ledger, and on the



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Accounting Pro - Accounts Payable



          entire run! You can even specify that a comment will be printed on the remittance
          voucher of the check so that it is communicated to the vendor.
     12. What about vendor payment terms? You control the number of days which you take to
         pay each bill. No more "Net 30" when you know full well that the supplier allows about a
         month and a half. How about "Net 47" or "Pay on the 21st of next month" for payment
         terms?
     13. Do you have multiple profit centers or multiple in-house corporations? Accounting Pro
         allows you to print reports with the dollars split between various groups of profit centers.
     14. Some vendors no longer print the subtotal of the material without the freight. They list all
         the material and then add a freight line item and post a grand total. Enter the freight and
         the grand total and the System automatically calculates the total material amount!
     15. How about "clean cut off"? There must be a way to receive stock before the invoices
         arrive and still balance inventory against accounts payable. Accounting Pro does this for
         you! Accounting Pro also makes it possible to select in-transits from different purchase
         orders for one invoice. Or part of an in-transit for an invoice, leaving the rest of the items
         for a future invoice.
     16. The System ought to handle prompt payment discounts and maintain the date through
         which the distributor can take them. Accounting Pro does.
     17. Ever been a little short of cash? How do you decide whom to pay? Possibly you pay the
         discounted invoices first or possibly the oldest ones for selected vendors? Want to make a
         partial payment of an invoice now and save the rest for later? This System allows you to
         make repeated selections like the ones above until you decide what works best. Then, and
         only then, are the checks written.
     18. Debit Memos? Print them whenever you need to.
     19. You assume that the System communicates everything to the General Ledger. Of course it
         does, but it also can be told when to communicate the detail and when to combine the
         detail into a single transaction.
     20. Ever wonder how much money you will owe after you receive the invoices for the
         material which has come in during the last week or so? No, it is not in the Accounts
         Payable System yet. The vendor's invoices have not arrived. You guessed it! Accounting
         Pro knows that answer too and can tell you about other potential invoices for orders
         which may have been received months ago.
     21. Have more than one checking account? How about other payment options (such as
         VISA)? Accounting Pro makes it easy to keep track of them!
     22. Need a "snapshot" report of your Aged Accounts Payables? You're able to reprint the
         Aged Accounts Payable report and get accurate month-end numbers even after the close
         of the month.
     The DISC Accounting Pro Accounts Payable System is certainly not an ordinary accounts
     payable system. You'll be glad you bought it!




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                                                                        Accounting Pro Accounts Payable




Chasing the "Clean Cut Off"


 It is near the end of the month and a large shipment from your primary supplier arrives. He
 usually makes large shipments right at the end of the month to clean out his warehouse. But
 this receipt is really needed to satisfy several of your most important customers. The cartons
 are opened, the packing lists are checked, and the items are shipped or placed on the shelves.
 The customers are happy as the invoices go out the door. It will be a good month, and the
 accounting department will have good news to report.

 During the following month, the profit and loss statements are prepared. Much to everybody's
 surprise, gross margin percentages are extremely high! Then the invoice for that last big
 receipt arrives and the accounting department realizes that it should have been included in the
 previous month's trade purchases. Adjustments are made and gross margin dollars drop. But
 then a lost shipment arrives and the accounting department realizes that the invoice for the
 material was booked in the previous month. More adjustments, and gross margin returns to
 normal. But is it? Is there a chance that the accounting department will have to make just a
 few more "adjustments"?

 These two examples are typical of the search for the "clean cut off." The accounting
 department wants desperately to produce accurate and timely financial statements, but there
 are so many stock receipts and vendor invoices that the job is extremely difficult. The more
 they adjust to improve the accuracy, the more suspicious management becomes of the results.

 The basic problem with inventory and trade purchase values is that they are not traditionally
 updated at the same time. Stock receipts updates the inventory value; accounts payable entry
 updates trade purchases. Accounting Pro takes a new tack. The act of receiving inventory
 updates both inventory and trade purchases. Stock receipts are debited to trade purchases and
 credited to "accounts payable in-transit." This payables account is reserved for received
 material where the invoice has not arrived. Receiving merchandise has no effect on cost of
 goods sold!

 Later, when the vendor's invoice arrives and is entered into the Accounts Payable System a
 debit is issued against in-transit payables and a credit is made against standard trade payables.
 The receipt of a factory invoice has no impact on either cost of goods sold or total accounts
 payable (i.e. the sum of in-transit payables and trade payables).

 Unless a prompt payment discount is available, invoices which are received before the
 material arrives should be delayed until after the stock receipt has been completed. The only
 month end adjustment which has to be made is for invoices which were paid before the
 material arrived.

 What does all this mean? Regardless of when the stock receipts are made, Accounting Pro is
 always ready for a "clean cut off." The "chase" has ended!




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Accounting Pro - Accounts Payable




How Do I Fix the Inventory?

     When an order is received from the manufacturer, there may be customers already waiting for
     some of the material. The items must be received rapidly into the computer so that customer
     service can be as responsive as possible, right? But wait! The accounting department has
     reservations about receiving the order until the vendor's invoice has arrived and the actual
     prices are known. They say that once the stock order has been received and the inventory
     item quantity and costs have been updated, it is next to impossible to go back and fix them
     later. Suppose the vendor's invoice includes a large, unannounced price increase? Who will
     go back and manually fix all of those inventory costing errors? If the errors are ignored, the
     inventory will be undervalued and the company will appear less profitable. If the errors
     overvalue the inventory, excess taxes will be paid. In either case, the inventory value will
     destroy the validity of the balance sheet.

     Frequently, distributors have been put in the middle between customer service requirements
     and the need for accurate record keeping. Usually when this happens, the distributor rules in
     favor of customer service, receives the material, makes a half-hearted attempt to correct the
     records, and takes his chances with the auditors.

     Relax! With the Accounting Pro Accounts Payable System, there is no need to pit the sales
     manager against the accountant.

     When material arrives, it is received into the System at the prices which were on the original
     order. When the invoice arrives, an accounts payable clerk enters it into the Accounts Payable
     System. After the vendor's invoice number and the distributor's purchase order number have
     been entered, the task displays all of the earlier stock receipts which have been made against
     the order. If the totals agree, the operator accepts the list and moves to the next invoice.

     If, however, the totals do not agree, the operator can ask to see all of the detail for each of the
     receipts. Any item which was received in error can be corrected. Corrections can be made to
     the quantity, the list price, any discounts, even to the total net amount of each line item! After
     making the appropriate adjustments and verifying that the stock receipts now agree with the
     supplier's invoice, the vendor's invoice can be passed for payment. Later, during the
     automatic update phase, Accounting Pro returns to the inventory records and corrects them
     for the operator's adjustments. A report is printed which lists the operator's adjustments and
     the actual corrections to the inventory master records. Appropriate corrections are made even
     if some of the material has been sold in the meantime!

     No more fights between receiving and accounting--just smoother customer service!




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                                                                          Accounting Pro Accounts Payable




Overview of Accounts Payable Menu Tasks 721-
-733

721 Accounts Payable Inquiry
   Looking for accounts payable information? With a few keystrokes you'll find:

      General information (addresses, terms, discounts available)
      List of open invoices
      List of paid invoices
      General Ledger account information

Payment summary

      List of in-transit invoices
      List of checks
      Aging information


722 Accounts Payable Entry
   Here's where you begin the entry of accounts payable invoices. Actual stock receipts are
   applied against each vendor invoice and distributions to the General Ledger are determined.
   In-transits can be booked with one keystroke! Both booked and unbooked invoices are easily
   maintained in this task. You'll also have an online list of Pending Payables at your fingertips.


723 Print & Book Entered Payables
   Once a batch of vendor invoices has been entered into Task 722, it is ready to be booked to
   the accounts payable files and the General Ledger. This is where Task 723 (Print & Book
   Entered Payables) takes over. In addition to booking to the General Ledger, the task also
   prints the following reports:

      Accounts Payable Vendor Invoice Report
      Accounts Payable Corrected Receipts Report
      Accounts Payable Variance Report
      Accounts Payable In-transit Report


724 Select Payables For Payment
   Task 724 is used to determine which vendor invoices should be paid. This task allows for the
   selection of individual invoices--or even a partial payment of an individual invoice--or
   batches of invoices selected by groups of profit centers, by ranges of dates where discounts
   are available, by standard term due dates, by ranges of vendors, and by combinations of
   vendor payment groups. Preliminary check registers can be run for easy review of the results.



                                                                                                       9
Accounting Pro - Accounts Payable




725 Print & Book Checks
     When you have selected a batch of invoices for payment in Task 724 (Select Payables for
     Payment), you continue to Task 725 (Print & Book Entered Payables) to print the checks and
     to update the appropriate System files. This task automatically numbers the checks (with
     override - but no duplicates), prints checks, prints an invoice payment register for each check,
     prints a check register, prints a list of checks (check book), generates a general ledger
     transaction file by profit center, prints a general ledger disbursement report, updates the
     General Ledger, and updates all appropriate accounts payable information.


726 Vendor Dictionary
     The Vendor Dictionary is a compressed listing of vendor names and account numbers similar
     to a phone book. If you need to print a copy of this, Task 726 is the place to go.


727 Vendor Listing
     This task prints an assortment of vendor listings with addresses and payment groups, or with
     payables balances and history totals, or with standard general ledger distribution account
     numbers.


728 Aged Accounts Payable
     Aged Accounts Payable (Task 728) provides the tools you need to create Aged Accounts
     Payable and Aged Accounts Payable In-transit reports which:

         Spot a payment trend
         Pinpoint overdue invoices
         Highlight invoices which are on "hold"
         Create a quick summary of your cash requirements for future time periods
         Identify old material receipts for which the payables invoice is long overdue
         Assist you with matching vendor invoices with stock receipts
         Help you project the receipt of future vendor invoices
         Isolate in-transit invoices that have not been applied to vendor invoices
         Create an historical aging report for a past date


729 Cash Requirements
     You can print a forecast of future cash requirements by due date for the next thirty-one days
     by day, the next thirteen weeks by week, and the next six months by month. The report
     includes totals by period, cumulative totals and percentages. Options allow sub-reports by
     ranges of vendors, profit center groups, payment groups, and selected starting dates.




10
                                                                       Accounting Pro Accounts Payable




730 Print Checkbook
  Task 730 (Print Checkbook) prints check history information and creates a report of the check
  reconciliation entries you've made in Task 733 (Check File Maintenance).



731 Vendor File Maintenance
  You'll use Vendor File Maintenance (Task 731) to set up all of the information needed by the
  System to process payments to your trade and non-trade vendors. Each vendor is established
  here with an account number, name, address, nickname, telephone number, accounts payable
  balance, this year and last year's (payables paid, discounts available, discounts taken), date
  started, discount terms with discount percent, standard terms, payment group, general ledger
  payables account number, up to nine standard distribution account numbers, and a list of
  standard accounts for automatically posting material in-transit.


732 Accounting Pro Global Parameter Maintenance
  You'll use Accounting Pro Global Parameter Maintenance (Task 732) to set up and store
  global values for Accounts Payable vendor fields and to establish and maintain passwords
  which allow employees to access Accounting Pro tasks. Global fields allow you to enter
  general information about your Accounts Payable vendor accounts in one central location.
  You'll code only the "exceptions to the rule" at the vendor account level in Accounts Payable
  Vendor File Maintenance (Task 731, option 1). This design makes it easier to make changes
  in the future and reduces the amount of data entry when you initially code and set up your
  A/P vendor accounts.



733 Check Maintenance
  Task 733 (Check File Maintenance) assists you with reconciling the checks you issue with
  your bank statements. Task 733 also enables you to create and maintain payment accounts
  and record the checks you issue manually. You can use Task 733 to display all the checks
  you've printed and booked in Task 725 (Print & Book Checks) within the history period you
  specify.




                                                                                                   11
Basic Accounting Information
Basic System Assumptions

 The following assumptions are used throughout the Accounts Payable System:
 1. Multiple fiscal months must be allowed within the same accounts payable run.
 2. In order to avoid merged reports which include two fiscal years, multiple fiscal years must
    not be allowed within the same accounts payable run.
 3. Future fiscal months within the current fiscal year should be allowed within a current fiscal
    year accounts payable run.
 4. Task interferences between different accounting entry tasks (e.g. Accounts Payable Entry
    versus Accounting Journal Entry ) must be minimized.
 5. When there are multiple fiscal months within the same accounts payable entry run, in
    addition to balancing the total run, each fiscal month must also balance.
 6. When there are multiple profit centers within the same accounts payable run, each profit
    center must also balance at both the run level and the fiscal month level.
 7. Printed journal entry reports must be sorted by fiscal month but need not be printed with
    each fiscal month on a separate page.
 8. Variances between the received prices and the vendor's invoiced prices should be posted
    either to task recommended General Ledger accounts or to operator entered accounts.
 9. Since it is extremely rare to drop ship material over international borders, factory drop ship
    orders (i.e. "F" orders) need not be handled with duty and exchange rates.
 10. Accounts payable should assume that the freight billed to a customer on a factory drop
   shipment should be the same as the freight entered from the vendor's invoice.
 11. Since factory drop shipment orders (i.e. "F" orders) affect sales, commissions, sales
   analysis, etc., factory drop shipment orders cannot be corrected at the line item level. They
   should be credited and rebilled.
 12. If there are multiple in-transit invoices which reference the same purchase order, the first
   in-transit invoice which is applied to a vendor's invoice determines the fiscal month (also,
   if applicable, the exchange rate) of the vendor's invoice.
 13. In most all cases, vendors issue individual invoices for each total shipment.
 14. It is desirable to allow the correction of stock receipt errors (i.e. correct the individual
   inventory items) during accounts payable entry, but all general ledger accounts which are
   affected must also be corrected.
 15. All in-transit invoices which are applied to a vendor's invoice must have been originally
   transacted during the same fiscal month and year.
 16. No purchase orders which start with "F" (i.e. factory drop shipment order) can be applied
   to a non-trade vendor invoice.




                                                                                                    13
Accounting Pro - Accounts Payable




Basic Accounting Procedures

     On the following pages are examples of most of the day to day transactions which the
     accounts payable department is likely to encounter. Each example fills one page. As a result,
     each example can only discuss one or two points of interest. With a bit of cleverness, the
     examples can be combined to handle even more complex transactions.

     Accountants will recognize that each page contains almost the same chart of "T" accounts.
     This is intended to make the reading of the examples a bit easier. This simplified approach is
     not intended to limit the selection of the accounts nor their location in the user's chart of
     accounts. Task 722 (Accounts Payable Entry), through the use of a default account list, can
     recommend those accounts which the user selects for the actual entry of his or her payable
     invoices and variances. Each user can select the quantity of accounts payable variance
     accounts and control their use through operator training.

     For example, although it is possible to direct all purchase price variances to the main trade
     purchase account, it may assist the accounting department if several variance accounts are
     used. The accounting department might want to have several of the following variance
     accounts:

     1. Trade Purchase Variances - Write Offs
     2. Trade Purchase Variances - Pending Vendor Clarification
     3. Trade Purchase Variances - Clearing Account
     4. Trade Purchase Variances - Uncleared Receipts
     5. Trade Purchase Variances - Price Differences
     6. Trade Purchase Variances - Salesmen Trial Material
     7. Accounts Payable - Prepaid Invoices
     8. Accounts Payable - Clearing Account
     9. Accounts Payable - Prepaid Trade (etc.)

     Remember! If all of the trade purchase accounts, including variance accounts, are within the
     "PLP" series of accounts (e.g. "PLP505B"), they will be consolidated into one trade purchase
     total on the profit and loss statement. But, they will also be shown separately within the
     General Ledger for easy auditing. Nice feature!

     Most of the examples are based on stock replenishment orders (i.e. "S" orders). Factory drop
     shipment orders (i.e. "F" orders) are handled in the same manner, except that they do not have
     any inventory impact. In-transit accounts payable invoices are created in two places. Factory
     drop shipments are added during customer invoice booking; stock receipts are added during
     the entry of stock receipts.




14
                                                                               Basic Accounting Information




Stock Receipts Before Invoice Entry

     The set of transactions below summarizes the events involved when the material arrives and
     is received into inventory before the vendor's invoice arrives. The general ledger transactions
     involving the stock receipt are actually created at different times of the month. The timing of
     these transactions is illustrated on the next page.


                           BALANCE SHEET                                 PROFIT AND LOSS


          Asset                  Liabilities                            (Cost of Goods Sold)

                              AP                                       NET
                         INVOICES             AP                    INVENTORY             TRADE
        INVENTORY       IN-TRANSIT          TRADE                    CHANGES            PURCHASES
        __________      __________        _________                 ___________         ___________
1.     100 |                |                 |                          | 100               |
2.          |               | 100             |                          |               100 |
3.          |            100|                 | 100                      |                   |
            |               |                 |                          |                   |



     1. The net effect of a stock receipt is to increase inventory value and update cost of goods
        sold by adjusting the net change to inventory (i.e., beginning inventory less ending
        inventory). In case of factory drop shipments (i.e., "F" orders), there is no impact to
        inventory; hence, this transaction would be omitted.
     2. When the inventory receipts are booked to accounts payable, the accounts payable in-
        transit account is updated along with trade purchases. Both this transaction and transaction
        1) above are effectively completed at the same time during stock receipts. Factory drop
        shipments do not have transaction 1) but do have this transaction.
     3. When the actual vendor invoice is received, it is posted to the trade payables account and
        the in-transit accounts payable account is cleared.
     The use of in-transit accounts payable allows the General Ledger to acknowledge the receipt
     of the material, and its associated accounts payable, while the actual invoice is still pending.
     This ensures recognition of both the asset and the contingent liability at the same moment.
     When the actual liability (i.e. supplier invoice) is received and then entered, the pending
     liability becomes real, but there is no net effect to total accounts payable. The result is a
     General Ledger which always accurately reflects inventory, accounts payable, and trade
     purchases--a continuous clean cut off.




                                                                                                        15
Accounting Pro - Accounts Payable




The Timing of Stock Receipt Updates

     The previous example illustrated the debits and credits which are necessary to acknowledge
     the receipt of inventory followed by the receipt of the supplier's invoice. Although the
     illustration showed the net effects, it did not define which tasks and when each part of the
     transactions is actually created. The steps below clarify this sequence by breaking each
     transaction into its component parts:


                                BALANCE SHEET                              PROFIT AND LOSS


            Asset                   Liabilities                          (Cost of Goods Sold)

                                   AP                                   NET
                              INVOICES         AP                    INVENTORY             TRADE
        INVENTORY            IN-TRANSIT      TRADE                    CHANGES            PURCHASES
        __________           __________    _________                 ___________         ___________
1.     100 |                     |             |                          |                   |
2.          |                    |             |                          | 100               |
3.          |                    | 100         |                          |               100 |
4.          |                100 |             | 100                      |                   |



     1. Task 404 (Enter Inventory Receipts) actually updates the value of each inventory item as
        the received quantity and price are accepted by the operator. Once an order has been
        received, the task places the receipt in the payables in-transit file, but it does not update the
        General Ledger. Factory drop shipments are processed in a similar manner during Task 206
        (Print Invoices & Booked Invoice Reports).
     2.The next time that Task 501 (Inventory Status Report) is run for all items, the total value of
       inventory is placed in the accounting communication file. When Task 706 (Accounting -
       Automatic Update) is run, normally during month end, the total value of inventory and the
       net change to inventory are updated in the General Ledger.
     3.Upon entering Task 722 (Accounts Payable Entry) , the task allows the operator to book all
       of the recently entered stock receipts to in-transit accounts payable and trade purchases.
     4. Task 722 (Accounts Payable Entry) is used to enter the supplier's invoices. After the batch
        has been completed, Task 723 (Print & Book Entered Payables) updates the General
        Ledger for the final postings to in-transit and trade payables.
     An aged accounts payable in-transit report can be run at any time to support the summary
     totals in the ledger.




16
                                                                               Basic Accounting Information




Multiple Receipts on One Invoice

     Due to split factory shipments or accidentally entered receipts, it is possible to have multiple
     receipts which are ultimately covered by a single vendor invoice. The accounts payable entry
     task allows the operator to select several stock receipts and apply them to a single factory
     invoice. For ease of reading, the stock receipt transactions are shown in summary format
     rather than in the detailed format of the previous example.


                           BALANCE SHEET                                PROFIT AND LOSS


          Asset                  Liabilities                           (Cost of Goods Sold)

                              AP                                      NET
                         INVOICES             AP                   INVENTORY              TRADE
        INVENTORY       IN-TRANSIT          TRADE                   CHANGES             PURCHASES
        __________      __________        _________                ___________          ___________
1.     125 |                | 125             |                         | 125            125 |
2.      75 |                | 75              |                         | 75              75 |
3.          |            200|                 | 200                     |                    |
            |               |                 |                         |                    |



     1.As each stock order receipt is entered into Task 404 (Enter Inventory Receipts), the
       inventory is updated and the full detail of the receipt is appended to the accounts payable
       in-transit file.
     2.Here again, the receipt updates inventory records and is saved in the accounts payable in-
       transit file.
     3.When the invoice is received and entered into Task 722 (Accounts Payable Entry), Task
       722 shows the operator all of the open receipts for the specified purchase order. The
       operator selects the multiple receipts and applies them against the supplier's invoice. When
       the selected receipts and vendor invoice are printed and booked in Task 723 (Print & Book
       Entered Payables), Task 723 clears the receipts from the accounts payable in-transit detail
       file and credits trade payables.
     The posting of each of the receipts and the entry of the ultimate vendor's invoice could occur
     in different fiscal months without any negative impact to the balance of the General Ledger.
     Inventory and trade purchases are balanced for each receipt in each month. This helps to
     eliminate problems with monthly closings.




                                                                                                        17
Accounting Pro - Accounts Payable




One Stock Receipt with Many Invoices

     If a vendor includes several shipments against the same order in the same carton, the
     distributor may receive several invoices which all reference the same receipt of a purchase
     order. The following example shows how to use a payables clearing account to make sure
     that all of the pieces fit together.

     Whenever a vendor's invoice does not agree with the original stock receipt, Task 722
     (Accounts Payable Entry) prompts the operator with a list of user selected general ledger
     account numbers for posting variances. This method allows each user to control how dollar
     differences are reconciled. Notice that the invoices could all be entered in the same run or in
     several runs in different months.


                                BALANCE SHEET                           PROFIT AND LOSS


            Asset                         Liabilities                  (Cost of Goods Sold)

                 A/P                                   A/P               NET
               INVOICES                  AP           TRADE            INVENTORY            TRADE
   INVENTORY IN-TRANSIT                 TRADE        PENDING            CHANGES           PURCHASES
   __________ __________              __________    ___________        ___________        ___________
1. 250 |           | 250                    |            |                   | 250         250 |
2.      |       250|                        | 100        | 150               |                 |
3.      |          |                        | 125     125|                   |                 |
        |          |                        |  25      25|                   |                 |



     1. This is a typical stock receipt as discussed in the previous examples.
     2. After the supplier's first invoice arrives, in Task 722 (Accounts Payable Entry), the
        operator attempts to locate a stock receipt for the same amount. After displaying the line
        items on the available receipts, the operator discovers that the items were part of the $250
        consolidated stock receipt. As a result, the operator posts the $100 invoice to accounts
        payable and posts the $150 variance to accounts payable pending. The operator also
        instructs Task 722 (Accounts Payable Entry) to print a copy, during Task 723 (Print &
        Book Entered Payables), of the $250 receiving report to be held with the partial invoice
        pending clarification.
     3. The second invoice ($125) arrives. After the operator has unsuccessfully attempted to
        locate a stock receipt in Task 722 (Accounts Payable Entry), the operator checks his or her
        open accounts payable pending invoices and discovers the previous receipt. As a result, the
        operator posts the invoice against pending trade payables and trade payables.
     4. When the final $25 invoice is received, it is posted in the same manner as detailed in Step
        3) above.




18
                                                                                Basic Accounting Information




Writing Off a Vendor Invoice Error

   Following the sequence on the previous pages of a stock receipt before the arrival of the
   supplier's bill, this example shows how to accept an allowable error on the vendor's invoice.
   The "Trade Purchases Variances" account is assumed to be within the trade purchases series
   of account numbers (i.e. starts with "PLP"). This allows the System to track variances
   separately, but include them in the grand total for trade purchases. Since the error was minor
   and was written off, no attempt was made to correct inventory.


                          BALANCE SHEET                                  PROFIT AND LOSS


         Asset                          Liabilities                     (Cost of Goods Sold)

                 A/P                                    NET                                    TRADE
               INVOICES               AP             INVENTORY             TRADE              PURCHASE
   INVENTORY IN-TRANSIT              TRADE            CHANGES            PURCHASES            VARIANCES
   __________ __________           __________       ___________         ___________          ___________
1. 100 |           | 100                 |               | 100            100|                    |
2.      |       100|                     | 99            |                   |                    | 1
        |          |                     |               |                   |                    |
        |          |                     |               |                   |                    |



   1. This transaction is the standard posting of a stock receipt.
   2. When the vendor's invoice for $99 is entered, the operator discovers that the original stock
      receipt was entered for $100. Possibly this difference was due to a small error in the list
      price or even due to the rounding of the extension of the line item(s). Task 722 (Accounts
      Payable Entry) requires that each variance between stock receipt and vendor invoice, no
      matter how trivial, must be applied to some account. Inasmuch as the error is insignificant,
      the operator posts the $1 to the variance account for trade purchases. This decision
      effectively writes off the error but still keeps a running total of the write offs for this year.
      Each company must establish its own guidelines for what is considered an allowable write
      off and what dollar amounts are to be posted to a "pending clarification" account.




                                                                                                         19
Accounting Pro - Accounts Payable




Posting a Debit Memo to a Vendor

     Like the previous example, this transaction assumes that a valid stock receipt was made
     which was followed by the arrival of the vendor's invoice. However, this invoice is assumed
     to contain a large error which could be offset by issuing a debit memo or, depending on the
     supplier, by waiting for a credit to be issued. When the original invoice is entered against the
     stock receipt, the variance is booked against "Trade Purchases Variances." When the debit, or
     factory credit, is entered, it clears the purchase variance.


                                BALANCE SHEET                            PROFIT AND LOSS


            Asset                         Liabilities                   (Cost of Goods Sold)

                 A/P                                     NET                                 TRADE
               INVOICES                  AP           INVENTORY            TRADE            PURCHASE
   INVENTORY IN-TRANSIT                 TRADE          CHANGES           PURCHASES          VARIANCES
   __________ __________              __________     ___________        ___________        ___________
1. 100 |           | 100                    |             | 100           100|                  |
2.      |       100|                        | 150         |                  |               50 |
3.      |          |                    50 |              |                  |                  |    50
        |          |                        |             |                  |                  |



     1. This transaction is the standard posting of a stock receipt.
     2. When the vendor's invoice for $150 is received, the operator attempts to enter it into Task
        722 (Accounts Payable Entry) and discovers, by comparing the invoice to the original
        receipt, that the supplier has made a significant $50 error on the invoice. As a result, the
        operator accepts the invoice and posts the $50 variance against the trade purchases
        variance account.
     3. In the case of a debit memo, the operator enters, in the same or in a later run, the debit
        memo for $50 and posts the total variance (i.e. no receipt available) against the same trade
        purchase variance account. This corrects the invoicing error and clears the variance
        account. If debit memos are not acceptable, the $50 error must be held in suspense while
        the operator waits for the supplier's credit. When the credit is received, it is posted in the
        same manner as the debit memo.
     The ability to debit supplier's or accept credit memos against invoices which are in error is
     fundamental to accounts payable processing. The above method is simple, and yet it still
     shows the detail of the transaction and also consolidates the result into a single trade purchase
     total.




20
                                                                                Basic Accounting Information




Correcting a Stock Receipt Error

     In this example, the stock receipt is assumed to be in error but the vendor's invoice is correct.
     Since Accounts Payable Entry ( Task 722 ) allows the operator to adjust the original stock
     receipt, the error can be corrected during the entry of the supplier's invoice. The values in the
     actual stock items are corrected during the accounts payable booking phase ( Task 723). Since
     the adjusted version of the stock receipt agrees with the vendor's invoice, there is no variance
     to be booked. The task also makes an adjustment to the inventory value in the General Ledger
     for the appropriate fiscal month affected by the stock corrections. This correction method can
     also be used with a partial variance write off.


                           BALANCE SHEET                                   PROFIT AND LOSS


           Asset                  Liabilities                             (Cost of Goods Sold)

                               AP                                         NET
                          INVOICES             AP                      INVENTORY           TRADE
        INVENTORY        IN-TRANSIT          TRADE                      CHANGES          PURCHASES
        __________       __________        _________                   ___________       ___________
1.     150 |                 | 150             |                            | 150         150 |
2.          |            150 |                 | 100                        |                 | 50
3.          | 50             |                 |                         50 |                 |
            |                |                 |                            |                 |



     1. This transaction is the standard posting of a stock receipt.
     2. Task 722 (Accounts Payable Entry) allows the operator to correct the stock receipt error. It
        then creates the necessary data to allow Task 723 (Print & Book Entered Payables) to
        remove the original $150 in-transit amount, post the operator entered $100 invoice to trade
        payables, and automatically adjust trade purchases for the $50 variance.
     3. After Task 723 (Print & Book Entered Payables) has made the accounts payable
        transactions in 2) above, it then stocks out the originally received quantity at the original
        prices and stocks in the adjusted quantity at the newly accepted prices. These transactions
        are then documented later in Task 407 (Print Inventory Adjustments Report). After the
        individual inventory items have been corrected, the task automatically updates the ledger's
        inventory value in the month of the original stock receipt. This corrects the inventory value
        and the trade purchase in the correct month!
     This interlocked repair of previous stock receipts eliminates many of the manual corrections
     by the inventory department. It also greatly simplifies the accounts payable correction
     process.




                                                                                                         21
Accounting Pro - Accounts Payable




Paying an Invoice Before the Receipt

     When a vendor offers an adequate prompt payment discount and submits his invoice before
     the material arrives, it is necessary to pay the vendor before the stock receipt is completed.
     This example shows the sequence of this type of transaction. For simplicity, the ultimate
     receipt is assumed to agree with the vendor's original invoice. The same rules used for
     correcting errors illustrated in previous examples could be applied here. When the vendor's
     invoice is entered, the operator finds that there was no prior stock receipt and selects "A/P
     Prepaid Trade" for the total unreceived dollar amount. Notice that there is no net change to
     current liabilities nor impact on trade purchases as a result of entering the invoice before the
     stock receipt. Also, the inventory can be received in a different month without requiring
     knowledge of when the original invoice was prepaid. A zero value vendor invoice is entered
     after the receipt is completed to clear the "A/P Invoices In-transit" account against the "A/P
     Prepaid Trade" account.


                                BALANCE SHEET                            PROFIT AND LOSS


            Asset                         Liabilities                   (Cost of Goods Sold)

                 A/P                                     A/P               NET
               INVOICES                  AP            PREPAID          INVENTORY            TRADE
   INVENTORY IN-TRANSIT                 TRADE          TRADE             CHANGES            PURCHASES
   __________ __________              __________     ___________        ___________        ___________
1.      |          |                        | 100     100 |                  |                  |
2. 100 |           | 100                    |             |                  | 100          100 |
3.      |      100 |                        |   0         | 100              |                  |
        |          |                        |             |                  |                  |



     1. When the vendor's original invoice is entered into accounts payable entry, there is no stock
        receipt on file. The operator determines that the invoice is early and posts the $100
        variance against accounts payable prepaid trade invoices. Due to the lack of space on this
        page, the payment of the invoice is not shown. This would, of course, be a debit to trade
        payables and a credit to cash. The prepaid invoice is held by the operator until the stock
        receipt has been completed.
     2. This transaction is the standard posting of a stock receipt.
     3. When the in-transits are listed on the Task 728 Aged Accounts Payable Report, the operator
        enters a zero value vendor invoice against the $100 in-transit payables amount and posts
        the $100 variance against the accounts payable prepaid trade account.
     This method makes the prepaying of discounted vendor invoices easy without losing the
     automated interlock between stock receipts and vendor invoice verification.




22
Task 815--Configuring Employees
for Accounts Payable Tasks
Configuring Employees for Accounts Payable
Tasks

In Task 815 (Employee File Maintenance), you set up a user profile for each of your employees
that might restrict their ability to enter specific tasks and to perform functions in those tasks.
When you install Accounting Pro™, as a default, your employees are restricted from performing
certain accounts payable tasks. One of the first things you will want to do is to allow your
accounts payable personnel the ability to perform their job functions.

Access Task 815, by typing 815 and pressing the Enter key. Once you enter the correct
password, you see the following screen of options:

            ENTER INITIALS OR EMPLOYEE ID, 'F6' FOR HELP, 'F1' TO LIST,
      DISPLAY 'M'ORE, 'F2' TO PRINT A HARD COPY OF ALL EMPLOYEES, OR 'END'

Enter the initials or employee ID of the first employee that you want to perform accounts payable
functions. A screen similar to the following is presented:

                                    EMPLOYEE FILE MAINTENANCE                SCREEN 1 OF 2

EMPLOYEE ID      PEARJ00     PEARSE, JOHN D

 1   LAST NAME                       PEARSE           18   ALLOW FULL CUSTOMER MAINTENANCE?          Y
 2   FIRST NAME                        JOHN           19   ALLOW CUSTOMER ORDER ENTRY?               Y
 3   MIDDLE INITIAL                       D           20   ALLOW CUSTOMER ORDER MAINTENANCE?         Y
 4   INITIALS                           JDP           21   PASSWORD CUSTOMER PRICE OVERRIDE?         Y
 5   EMPLOYEE PASSWORD               (NONE)           22   PASSWORD DEALER PRICE DISPLAY?            Y
 6   PHONE EXTENSION                    401           23   PASSWORD DEALER PRICE OVERRIDE?           Y
 7   DEFAULT FAX COVER PAGE            DISC           24   ALLOW ONE-STEP BILLING?                   Y
 8   EMPLOYEE CREATED       10/20/95 22.28            25   ALLOW CUSTOMER INVOICE ENTRY?             Y
 9   INCOMING E-MAIL ALIAS            (N/A)           26   ALLOW CUSTOMER ORDER FAXING?              Y
10   ALLOW CREDIT CARD MAINTENANCE?       Y           27   ALLOW PURCHASE ORDER ENTRY?               N
11   ALLOW CREDIT CARD ORDER ENTRY?       Y           28   ALLOW PURCHASE ORDER MAINTENANCE?         N
12   ALLOW CREDIT CARD TRANSACTIONS?      Y           29   ALLOW PURCHASE ORDER FAXING?              Y
13   DISPLAY CREDIT CARD INFO?            Y           30   ALLOW PURCHASE ORDER EDI?                 Y
14   ALLOW JOB ENTRY?                     N           31   RESERVED
15   ALLOW JOB MAINTENANCE?               N           32   RESERVED
16   ALLOW JOB CLOSING/TERMINATION?       N           33   RESERVED
17   PASSWORD LABOR PRICING?              Y           34   RESERVED

Change    Next    Back     Delete   More   Previous        pRofile   Print     Help   End



Choose the Next command from the menu bar at the bottom of the screen. A screen of fields
applicable to accounts payable is presented:




                                                                                                 23
Accounting Pro - Accounts Payable




                             YOUR COMPANY NAME       - EMPLOYEE FILE MAINTENANCE           SCREEN 2 OF 2

EMPLOYEE ID         BADSD00         BADSTUEBNER, DEBRA L

35   ALLOW A/P RUN ENTRY?                                                                           N
36   ALLOW A/P BOOKED INVOICE MAINTENANCE?                                                          N
37   ALLOW A/P INTRANSIT PRICING CHANGES?                                                           N
38   ALLOW DELETING OF BOOKED A/P INVOICES?                                                         N
39   REQUIRE PASSWORD FOR A/P INVOICE ADDRESS CHANGES?                                              Y
40   ALLOW A/P CHECK ON DEMAND PRINTING?                                                            N
41   ALLOW A/P CHECK VOIDING?                                                                       N
42   REQUIRE PASSWORD FOR POSTING TO PRIOR FISCAL MONTH?                                            Y
43   REQUIRE PASSWORD FOR POSTING TO PRIOR FISCAL YEAR?                                             Y
44   ALLOW MASTER P-A-L MAINTENANCE?                                                                N
45   ALLOW MASTER P-A-L FORM MAINTENANCE?                                                           N
46   ALLOW P-A-L ENTRY?                                                                             Y
47   ALLOW P-A-L MAINTENANCE?                                                                       Y
48   RESERVED
49   RESERVED
50   RESERVED


Change      Next     Back      Delete     More   Previous   pRofile   Print   Help   End



Here is an explanation of each of these fields:

ALLOWA/P RUN ENTRY?

This field indicates whether or not this employee is able to create an accounts payable run in Task
722 (Accounts Payable Entry). You would enter Y in this field if this employee is authorized to
perform this accounts payable function, or a N in this field if this employee is not authorized to
perform this accounts payable function.

ALLOW A/P BOOKED INVOICE MAINTENANCE

This field indicates whether or not this employee is allowed in Task 722 (Accounts Payable
Entry) to change information such as address or pricing on an accounts payable vendor invoice
that has already been booked in Task 723 (Print & Book Entered Payables). A Y in this field
means that this employee can change the information on the invoice. A N in this field indicates
that this employee cannot change the information on an invoice.

ALLOW A/P IN-TRANSIT PRICING CHANGES?

If you want this employee is to be able to change the pricing on in-transit invoices in Task 722
(Accounts Payable Entry), you would enter a Y in this field. A N in this field indicates that the
employee is not allowed to change the pricing.

ALLOW DELETING OF BOOKED A/P INVOICES?

This field indicates whether or not this employee is allowed in Task 722 (Accounts Payable
Entry) to delete an accounts payable vendor invoice that has already been booked in Task 723
(Print & Book Entered Payables). A Y in this field indicates that the employee is allowed to


24
                                                      Task 815--Configuring Employees for Accounts Payable Tasks



delete booked A/P invoices. A N in this field indicates that the employee is not allowed to delete
booked invoices.

REQUIRE PASSWORD FOR A/P INVOICE ADDRESS CHANGES?

The ability to change the name and address information on an accounts payable vendor invoice
(i.e., for vendors set up as "miscellaneous vendors" or because the remittance address varies) is a
function you might consider password-protecting for security reasons. Passwords are set up in
Task 732 (Accounting Pro Global Parameter Maintenance). The default in this field is Y to
password-protect this ability. A N in this field means that the employee can change the address
on the accounts payable invoice (without a password required).

ALLOW A/P CHECK ON DEMAND PRINTING?

This field allows you to indicate whether or not this employee is allowed to print a check on
demand in Task 722 (Accounts Payable Entry) if your System includes Laser Printed Checks.
You may want to limit this ability to just a few people in your accounts payable department. A Y
in this field indicates that this employee is allowed to print a check on demand. A N in this field
indicates that this employee is not able to print a check on demand.

ALLOW A/P CHECK VOIDING?

For security reasons, you may want to limit the ability to void a check to a few people in your
accounts payable department. A Y in this field indicates that the employee is allowed to void a
check. A N in this field indicates that the employee is not allowed to void a check.

REQUIRE PASSWORD FOR POSTING TO PRIOR FISCAL MONTH?

This field lets you decide whether or not this employee is required to enter a password in Task
705 to post journal entries and in Accounts Payable Entry (Task 722) to post in-transit invoices to
fiscal months prior to the current fiscal month. This is occasionally necessary at month-end. A Y
in this field indicates that the employee must enter a password in order to post to a prior fiscal
month. A N in this field indicates that the employee is allowed to post to a prior fiscal month
(without a password).

REQUIRE PASSWORD FOR POSTING TO PRIOR FISCAL YEAR?

Again you may want to require this employee to enter a password if they are posting journal to a
prior fiscal year in Task 705 (Enter Transactions) and to post in-transit invoices to a prior fiscal
year in Task 722 (Accounts Payable Entry). This is occasionally necessary at year-end. A Y in
this field indicates that the employee must enter a password in order to post to a prior fiscal
month. A N in this field indicates that the employee is allowed to post to a prior fiscal month
(even without a password).

Choose the Change command then enter the field number that you want to change for this
employee. After you make the change, you can use the arrow keys to move to other fields or the
End command to return to the EMPLOYEE ID field to enter another employee's ID.




                                                                                                             25
Accounting Pro - Accounts Payable



If you need to make other changes to your employee files in Task 815, refer to the DISC System
Start Up and Coding manual for more information.




26
Accounts Payable Start Up and
Coding
Initial System Start Up

    Starting up your Accounts Payable System is quite similar to the process of coding and
    entering customer accounts. Since most distributors have far fewer vendors than customers,
    you'll be glad to learn there's a lot less work involved!

    Accounts Payable is essentially a separate, stand alone product and can be started at most any
    time that is convenient for your company. Some DISC customers, especially those without
    separate Accounting Departments, prefer to delay the start up of accounts payables until
    they've mastered the daily processing of customer and inventory orders. Some prefer to "go
    live" with the entire DISC System, including the Accounts Payable System from "day one."

    When deciding what's best for your company, bear in mind that as long as you have some
    method of paying your bills, there is no mandate to starting the Accounts Payables System
    when you "go live" with the DISC System. All vendor invoices which are paid outside of the
    DISC System can be manually entered through Accounting - Enter Transactions (Task 705)
    as journal entries against the General Ledger.

    Use the following steps as a guideline and checklist for starting up DISC's Accounts Payable
    System. When your startup date has been selected--usually the first day of a fiscal month--
    everything is ready to go!

Step A--Order your preprinted checks! They may take a few weeks to get.

Step B--Refer to the "DISC Accounting" section of your General Ledger Accounting manual and
    review the mandatory General Ledger accounts that have been automatically set up for
    Accounts Payables. You will use Accounting File Maintenance (Task 712) to add new A/P
    accounts, change the descriptions associated with mandatory A/P accounts and set up alias
    account names if you prefer to use them.

    You will see A/P figures subtotaled by these accounts in the reports generated by Print &
    Book Entered Payables (Task 723) and Print & Book Checks (Task 725). You will use the
    figures on these reports to update your manual ledger.

Step C--Using the guidelines discussed in Task 731 Option 3--Corporate Default Accounts,
    prepare your lists of default accounts. With default accounts, you set up the most typical
    account used for each type of transaction. If you want to use accounts other than these
    accounts (e.g., to break out trade purchases by vendor), you have that option as well.

Step D--Using the instructions provided in Coding Accounts Payable Vendors, prepare and then
    enter all of your vendors into Vendor File Maintenance (Task 731) . Print a Vendor
    Dictionary (Task 726) and/or Vendor Listings (Task 727) to check that all of the data has
    been entered correctly and that the vendors are in alphabetical order.




                                                                                                 27
Accounting Pro - Accounts Payable



Step E--You can ease into the Accounts Payable System by first picking the date after which you
    will no longer pay your bills with your pre-DISC System. Once that date has been selected,
    you can start entering vendor invoices in Accounts Payable Entry (Task 722) which will need
    to be paid after the cut off date. This allows you to enter future payments well in advance of
    having to select and pay any vendors. Use several small batches (i.e. less than 250 invoices
    per batch) which are easier to reconcile Aged Accounts Payable (Task 728) can be used to
    verify the entries.

Step F--After the existing vendor invoices have been entered, have your accountant check the
    accounts payable totals in the General Ledger. If the accounting department has previously
    entered a starting balance sheet, journal entries will have to be made to reconcile the General
    Ledger's accounts payable total with the actual list of open invoices.

Step G--When start up day arrives, there should not be many invoices left to be paid under the old
    system. Make a final payment with the old system and enter any remaining invoices into
    Accounts Payable Entry (Task 722) . When this is done, the conversion is essentially
    completed!

Step H--Each day, as more vendor invoices arrive, continue entering them into the DISC System,
    using Task 722 .

Step I--When the first payment day arrives, use Select Payables for Payment (Task 724) to select
    the invoices to be paid. You can print a preliminary check register in Task 724 to review the
    selected group before printing checks and updating payables files in Print & Book Checks
    (Task 725) . Cash Requirements (Task 729) can also be used to help you determine how much
    cash will be required to pay your bills.

Step J--If you decided to delay the creation of vendor in-transit invoices from stock receipts
    entered in Enter Inventory Stock Receipts (Task 405) , pick a date when you wish to turn on
    this feature. The first of a fiscal month is a good choice. Right after the month end closing,
    but before any stock receipts or customer invoicing is entered, enter your Corporate Default
    Account List into Vendor File Maintenance (Task 731) . This will trigger the System to start
    creating in-transit invoices.

       Note: You should make sure that each vendor in Vendor File Maintenance (Task 731) has a
       list of accounts in fields 49 through 54. This will help to eliminate the unnecessary use of
       the default accounts.

       After the DISC System has started to create in-transit invoices, Accounts Payable Entry
       (Task 722) will offer these invoices for application against vendor invoices. After about a
       month, it may be necessary to print an Aged Accounts Payable In-transit Report (Task 728)
       to check for cut off problems around the time that the System first started to create in-transit
       invoices. Zero dollar value invoices can be used to clear out the problems.



Step K--Enjoy! The Accounts Payable System is totally operational!




28
                                                                    Accounts Payable Start Up and Coding




Preparing General Ledger Accounts

 In preparation for the startup of your Accounts Payable System, you'll need to review the
 general ledger accounts used by accounts payable tasks. During the entry of each general
 ledger account in Accounting File Maintenance (Task 712), you're offered the following
 option:

 "ONE LEDGER ENTRY FOR ALL THE DISTRIBUTIONS IN EACH PAYABLES RUN?"

 The purpose of the question is to help the accounting department eliminate unnecessary
 transactions from the General Ledger.

 Most accounting departments do not wish to see a trade purchase entry for every single
 vendor invoice which is booked to the General Ledger. These transactions could add
 thousands and thousands of detail lines to the ledger! Besides, all of these entries are printed
 on the accounts payable entry reports. As a result, if the question is answered Y es, then all of
 these detailed lines will be consolidated into one entry for each entire payables batch. The
 accounts payable report becomes the supporting ledger for the consolidated entry.

 Trade Purchases is only one account which should be considered for consolidation. You
 should make a list of every general ledger account number which is used in either an
 accounting payable vendor account or in the Corporate Default Account List in Task 731.
 Then decide if each account used should be consolidated in each payables entry run. Listed
 below are a few of the accounts which other DISC System users have decided to post in the
 summarized form:

    Cash Accounts
    Inventory--Distribution
    Inventory--Work in Process
    Inventory--Non-stock Items
    Accounts Receivable
    Accounts Payable (all accounts)
    Accruals for Sales Tax
    Sales
    Trade Purchases
    Year to Date Changes in Inventory (PLC500)
    Year to Date Changes in Non-stock Inventory (PLC550)
    Payroll Expenses (all accounts)
    Postage and Freight (all Accounts)

  It is a good idea to print a chart of accounts (use Task 712) and review every account in the
 list. Then select the accounts which will be summarized and enter Y es when prompted with
 "ONE LEDGER ENTRY FOR ALL THE DISTRIBUTIONS IN EACH PAYABLES RUN?"

 After this has been completed, print another chart of accounts, and use the report to double-
 check that all the entries were made.

 If you do not consolidate transactions of this type, you may fill up your data files sooner than
 necessary and produce unwieldy General Ledgers.


                                                                                                     29
Task 731 (Vendor File
Maintenance)
Coding Accounts Payable Vendors

 You'll use Vendor File Maintenance (Task 731) to set up all of the information needed by the
 System to process payments to your trade and non-trade vendors. This includes where to mail
 the checks, the vendor's payment terms, etc.

 In addition to being set up in the Accounts Payable System, trade vendors are also set up in
 Customer File Maintenance (Task 801). The information you enter for the vendor in Task 801
 is used by the System to enter, process, and receive inventory purchase orders. The account
 numbers you assign to your trade vendors in Task 801 and Task 731 should be the same.

 All accounts payable vendor numbers must begin with a "9" (e.g., 950000). You should use
 the same number for the same vendor in both Task 801 and Task 731. If you do not use the
 same number, there will be no "link" between purchasing and payables for the vendor.

 It's a good idea to separate your trade and non-trade vendors within the range of available
 vendor numbers. For example, code all your trade vendors within the range of 900000-
 979999 and use the range from 980000-999999 to code your non-trade vendors. Separating
 trade from non-trade makes it easy for you to create vendor reports for each unique group of
 vendors. Most vendor reports in the DISC System are run by entering the vendor number or
 range of numbers to include in the report. Remember, you do not have to set up non-trade
 vendors in Task 801. You should, however, take them into consideration when assigning
 account numbers.

 Each vendor should be entered into Task 801 first, so that purchase orders can be issued to
 the vendor. Then, the same vendor can be set up in Task 731. In Task 731 you can compare,
 source and copy common fields of information that exist in purchasing accounts ( Task 801)
 and payables accounts ( Task 731). Common fields shared between vendors in Task 801 and
 Task 731 are:

    Vendor name and nickname
    Address lines 1 and 2
    City and state/province
    Zip code
    E-mail address
    Phone number
    Fax number
    Instructions
    VIP Vendor Code
    Vendor instruction book information:
    First and last page number range
    Auto-display during inquiry and payables entry flag




                                                                                            31
Accounting Pro - Accounts Payable




     In Task 801, vendor numbers can include a "ship-to" dash number (e.g., 910000-3) which is
     used to identify separate locations from which you may order material. All accounts payable
     information for vendors is consolidated into a single "remit to" account. Therefore, Accounts
     Payable vendor numbers are only six characters long (e.g. 910000). Any purchase order
     mailed to a vendor's "mail to" address (e.g. 910000-3) will flow into the vendor's "remit to"
     account (e.g. 910000) in the Accounts Payable System.

     If you have a vendor who is also a customer, you'll have to assign two different numbers - a
     vendor number which starts with a "9" and a customer number which starts with a number
     less than nine. This allows the System to keep track of accounts receivable and accounts
     payable for the same company.

     Especially when you are just starting up, it is best to fill out a Vendor File Maintenance Form
     for each vendor. This allows you to gather the information in one spot and then to alphabetize
     the sheets before assigning the vendor numbers. This process is identical to the initial coding
     and number assignment for customers.

     Once the sheets have been filled out and alphabetized, it is time to assign the vendor
     numbers. In order to leave room for future vendors, leave as much space as possible between
     vendors. The first vendor number should be a little above 900000 and the last number near
     999999. For example, if you have about 475 vendors, you might choose to let the first vendor
     be 900200 and skip 200 numbers between each successive vendor. Make sure that the last
     number will be below 999999! In the future, as each new vendor is assigned, you would just
     pick the logical alphabetical spot and insert the new vendor halfway between two existing
     vendor numbers.




32
                                                                      Task 731 (Vendor File Maintenance)




Setting Up Payable Vendor Information in Task
731

When you first enter Task 731, you're offered a menu of options to choose from. The sample
screen below illustrates this menu:


                                      YOUR COMPANY NAME                                               T731
                                  VENDOR FILE MAINTENANCE




                   1)   ENTER OR MAINTAIN VENDORS

                   2)   ACCOUNTS PAYABLE VS PURCHASING COMPARISON

                   3)   ENTER OR MAINTAIN CORPORATE DEFAULT ACCOUNTS




         ENTER OPTION NUMBER TO SELECT, 'F6' FOR HELP, OR 'END' ```




ENTER OPTION NUMBER TO SELECT

To select an option from this menu, just enter the selection number ( 1 - 4 ) and press the Enter
key. You can also press the Help Key ( F6 ) at this screen for an overview of Task 731. To return
to DISC's Main Menu, press the End Key (F12 on most keyboards) or type END and press the
Enter key.

Each option and its basic function is described briefly below.

1) ENTER OR MAINTAIN VENDORS

You'll use option 1 ENTER OR MAINTAIN VENDORS to enter new Accounts Payable vendor
accounts and access accounts you've already set up for change or removal from the Accounts
Payable System . When you access option 1, you're presented with three screens of fields that can
be used to define the vendor account. Source options make it easy for you to copy information
from a payables or purchasing vendor account that has already been set up in Task 801 or Task
731.




                                                                                                     33
Accounting Pro - Accounts Payable




2) ACCOUNTS PAYABLE VS. PURCHASING COMPARISON

Before we discuss this option, let's review some vendor coding "basics."

Accounts Payable Vendor File Maintenance (Task 731) is used to set up all of the information
needed by the System to process payments to your trade and non-trade vendors. Trade vendors
are also set up in Customer File Maintenance (Task 801). The information you enter for the
vendor in Task 801 is used by the System to process and receive inventory purchase orders. The
account numbers you assign to your trade vendors are shared between Task 801 and Task 731 and
should be the same.

The sourcing option offered in Task 731, option 1 helps you quickly copy information from Task
801 when setting up new Accounts Payable vendors in Task 731. So why do you need option 2?

Option 2 ACCOUNTS PAYABLE VS. PURCHASING COMPARISON helps you keep existing
vendor account information in sync between Task 731 and Task 801.

When you access option 2, you're offered an on-screen comparison of the information entered for
the same vendor account in Task 801 and Task 731. Menu bar commands can be used to compare
and update common fields shared between the purchasing and payables account for the same
vendor or even between different purchasing and payables accounts! Common fields shared
between vendors in Task 801 and Task 731 are:

                   Vendor name and nickname
                   Address lines 1 and 2
                   City and state/province
                   Zip code
                   E-mail address
                   Phone number
                   Fax number
                   Instructions
                   VIP Vendor Code
                   Vendor instruction book information:
                   First and last page number range
                   Auto-display during inquiry and payables entry flag

3) CORPORATE DEFAULT ACCOUNTS

Option 3 ENTER OR MAINTAIN CORPORATE DEFAULT ACCOUNTS serves two purposes
within the Accounts Payable System :

                   To provide default in-transit accounts for use when none exist at the vendor level.
                    You have the option of adding accounts at the vendor level if you want to break
                    out your transactions by vendor on your General Ledger.




34
                                                                     Task 731 (Vendor File Maintenance)



               To signal the rest of the System that the in-transit feature (included in
                Accounting Pro ) has been activated and should be used as inventory receipts and
                `F'actory drop-ship invoices are processed.

The System needs a default list of general ledger account numbers which will be used when a
vendor's master record is either missing an account or contains a currently undefined general
ledger account number. This can occur when a General Ledger account is deleted from the master
chart of accounts.

These default accounts are entered and stored in option 3 of Task 731. Turn to Task 731 Option
3--Corporate Default Accounts for complete instructions for setting up Corporate default
accounts.




                                                                                                    35
Accounting Pro - Accounts Payable




Task 731--Option 1 Enter or Maintain
Vendors
Task 731's First Screen of Vendor Fields
When you select option 1 ENTER OR MAINTAIN VENDORS from the Task 731 menu screen,
you'll see a screen similar to the sample below. This sample illustrates the first of three screens of
fields available in Vendor File Maintenance (Task 731).

Task 731--Accounting Pro Screen 1 of 3



                  YOUR COMPANY NAME    - VENDOR FILE MAINTENANCE                SCREEN 1 OF 3


     VENDOR         ````````````````````

 1   VENDOR NAME                                            18   DISCOUNT TERMS
 2   ADDRESS LINE 1                                         19   DISCOUNT %
 3   ADDRESS LINE 2                                         20   STANDARD TERMS
 4   CITY AND STATE                                         21   PAY GROUP CODE
 5   ZIP CODE                                               22   VIP VENDOR CODE
 6   NICKNAME                                               23   IS THIS VENDOR ON HOLD?
 7   E-MAIL ADDRESS
 8   TELEPHONE NUMBER
 9   FAX NUMBER                                                   - I N S T R U C T I O N S -
10   DATE STARTED                                           24
11   MISCELLANEOUS VENDOR?                                  25
12   INSTRUCTION BOOK-FIRST PAGE                            26
13                   -LAST PAGE                             27
14                   -AUTO DISPLAY?                         28
15   REQUIRE A 1099 TAX DOCUMENT?                           29
16                  TAX ID                                  30
17   G/L PAYABLES ACCOUNT                                   31

                 ENTER VENDOR NAME OR NUMBER, DISPLAY 'M'ORE LINE NUMBERS,
                      'F1' TO LIST VENDORS, 'F6' FOR HELP, OR 'END'




VENDOR

When the cursor is in the VENDOR field, you're prompted with:

     ENTER VENDOR NAME OR NUMBER, DISPLAY `M'ORE LINE NUMBERS, `F1' TO LIST
                       VENDORS, `F6' FOR HELP, OR `END'

Choose one of the following options:



36
                                                                       Task 731 (Vendor File Maintenance)




ENTER VENDOR NAME OR NUMBER

To set up a new payables vendor, enter the six-digit A/P vendor number you assigned to the
vendor account in this field. Unlike customer and vendor account numbers used for purchasing
(set up in Task 801 ), payables vendor account numbers do not have a ship-to dash number
associated with them. All Accounts Payable vendor numbers must begin with a 9 (e.g.,
950000). You should use the same number for the same vendor in both Task 801 and Task 731.

In lieu of the vendor account number, you can enter the vendor's nickname from Task 801 (if the
vendor has not already been set up in Task 731).

MORE LINE NUMBERS

You can view the next screen of vendor fields without entering a vendor by entering M and
pressing the Enter key.

`F1' TO LIST VENDORS

Press F1 to display a list of payables vendors. When you choose a vendor from the list, all
payables information for the vendor displays and is available for change.

HELP KEY FOR HELP

You can also press the Help Key ( F6 ) at this screen for an on-screen overview of option 1.

END

To return to the Task 731 menu screen, press the End Key (F12 on most keyboards) or type
END and press the Enter key.

Vendor Has a Purchasing Account in Task 801

When you enter a new vendor number, if the vendor account has already been set up in Task 801
as a purchasing vendor, you're prompted with:

                  THIS PAYABLE VENDOR DOESN'T EXIST - ADD IT? (Y/N)

This means that a payables account has not yet been set up in Task 731. Enter Y and press Enter
to begin setting up the new accounts payable vendor or enter N and press Enter to return to the
VENDOR field.

Please refer to the instructions entitled Using Commands on the Copy/Source Menu Bar to
continue setting up the new payables account.




                                                                                                      37
Accounting Pro - Accounts Payable



Vendor Does Not Have a Purchasing Account in Task 801

Next the System checks to see if the vendor has not been set up as a purchasing vendor in Task
801. If it has not, you'll receive the following warning:

     WARNING! THIS ACCOUNT HAS NOT BEEN SET UP AS A PURCHASING VENDOR -
                                 `ENTER'

Press Enter to automatically advance to the sourcing screen where you are prompted to:

  ENTER SOURCE VENDOR NAME OR NUMBER, `F1' TO LIST VENDORS, `F2' FOR SAME,
     `F3' TO ENTER PURCHASING VENDOR, `ENTER' TO SKIP SOURCING OR `END'




38
                                                                        Task 731 (Vendor File Maintenance)




Using Commands on the Copy/Source Menu Bar

   When you answer Yes to add the new accounts payables vendor, all information from the
   purchasing vendor (in Task 801 ) with the same account number displays in the respective
   fields. You'll see a screen similar to the one below:
Copy and Source Menu Bar for New Vendor Entry
                             YOUR COMPANY NAME - VENDOR FILE MAINTENANCE                     SCREEN 1 OF 3

     VENDOR       987654                SOURCE FROM PURCHASING VENDOR      987654-0

 1   VENDOR NAME                  YOUR AP VENDOR           18   DISCOUNT TERMS         (NONE)
 2   ADDRESS LINE 1     DANVERS INDUSTRIAL PARK            19   DISCOUNT %            0.0000%
 3   ADDRESS LINE 2                                        20   STANDARD TERMS         (NONE)
 4   CITY AND STATE                  DANVERS, MA           21   PAY GROUP CODE         (NONE)
 5   ZIP CODE                              01923           22   VIP VENDOR CODE        (NONE)
 6   NICKNAME                                 AP           23   IS THIS VENDOR ON HOLD?     N
 7   E-MAIL ADDRESS                       (NONE)
 8   TELEPHONE NUMBER               617+555-0101
 9   FAX NUMBER                           (NONE)                 - I N S T R U C T I O N S -
10   DATE STARTED                          11/98           24
11   MISCELLANEOUS VENDOR?                     N           25
12   INSTRUCTION BOOK-FIRST PAGE          (NONE)           26
13                   -LAST PAGE           (NONE)           27
14                   -AUTO DISPLAY?            N           28
15   REQUIRE A 1099 TAX DOCUMENT?              N           29
16                  TAX ID                (NONE)           30
17   G/L PAYABLES ACCOUNT                 AAC202           31

Copy     Source    More    Help   End




     The Copy/Source Menu Bar displays along the bottom of your screen. You'll use commands
     on this menu bar to quickly set up the payables vendor account.

Copy Source More Help End

Copy
     Copies all information from the selected source to the new payables account. If you've chosen
     a payables account as the source, all information is copied to the new account with the
     exception of the source vendors' A/P balance, and this year and last year's payment history. If
     the source vendor is a purchasing vendor, the following fields are copied from Task 801 to
     the new payables account in Task 731:

        Vendor name and nickname
        Address lines 1 and 2
        City and state/province
        Zip code
        E-mail address
        Phone number
        Fax number
        Instructions



                                                                                                       39
Accounting Pro - Accounts Payable



         VIP Vendor Code
         Vendor instruction book information:
         First and last page number range
         Auto-display during inquiry and payables entry flag


     When all fields have been copied, the A/P Vendor Menu Bar displays. Refer to Using
     Commands on the A/P Vendor Menu Bar for a review of the commands available on this
     menu bar.

Source
     The "sourcing" feature lets you quickly copy information to the new account. You can source
     from the "purchasing" account already set up for the vendor in Customer File Maintenance
     (Task 801), source from a different purchasing account in Task 801 or choose to source from
     any Accounts Payable vendor that has already been set up in Task 731. You can also use the
     Source command to access the option to "skip sourcing" which allows you to manually
     enter all vendor information.

     When you select a source, all values that will be copied to the new account display and can be
     reviewed before using the Copy command. For more information on using the sourcing
     feature in Task 731, see Sourcing Options.

More
     Allows you to advance to the next screen of fields which display values from the selected
     source vendor. You'll be able to review the information before using the Copy command.

Help
     Use this command to display online, context sensitive help text for the menu bar commands.

End
     Clears the screen of information and returns the cursor to the VENDOR field.




40
                                                                       Task 731 (Vendor File Maintenance)




Sourcing Options

There are two ways to advance to the SOURCE FROM field.

     1. When the payables vendor account you're setting up in Task 731 does not have a
        purchasing account in Customer File Maintenance (Task 801), a warning message displays.
        When you press the Enter key to continue, the cursor moves to the SOURCE FROM
        field and a source type of "PAYABLE VENDOR" is automatically selected. If the vendor
        has not been set up as a purchasing vendor in Task 801, choosing a payable vendor as a
        source offers more fields of information to be copied to the new account.
     2. Choose the Source command from the Source/Copy Menu Bar. The cursor moves to the
        SOURCE FROM field (located to the right of the VENDOR field) and a source type of
        "PURCHASING VENDOR" is automatically selected. The default purchasing vendor is
        the vendor's own account from Task 801 as it's assumed that you'll want to copy
        information from that account.

The sourcing screen and options are illustrated in the sample below:



                       YOUR COMPANY NAME      - VENDOR FILE MAINTENANCE                  SCREEN 1 OF 3

     VENDOR     987654             SOURCE FROM PURCHASING VENDOR 9876540`````````````

 1   VENDOR NAME                                         18   DISCOUNT TERMS
 2   ADDRESS LINE 1                                      19   DISCOUNT %
 3   ADDRESS LINE 2                                      20   STANDARD TERMS
 4   CITY AND STATE                                      21   PAY GROUP CODE
 5   ZIP CODE                                            22   VIP VENDOR CODE
 6   NICKNAME                                            23   IS THIS VENDOR ON HOLD?
 7   E-MAIL ADDRESS
 8   TELEPHONE NUMBER
 9   FAX NUMBER                                                - I N S T R U C T I O N S -
10   DATE STARTED                                        24
11   MISCELLANEOUS VENDOR?                               25
12   INSTRUCTION BOOK-FIRST PAGE                         26
13                   -LAST PAGE                          27
14                   -AUTO DISPLAY?                      28
15   REQUIRE A 1099 TAX DOCUMENT?                        29
16                  TAX ID                               30
17   G/L PAYABLES ACCOUNT                                 31

  ENTER SOURCE VENDOR NAME OR NUMBER, 'F1' TO LIST VENDORS, 'F2' FOR SAME,
       'F3' TO ENTER PAYABLE VENDOR, 'ENTER' TO SKIP SOURCING OR 'END'




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Accounting Pro - Accounts Payable



The sourcing feature reduces the amount of time and keyboarding it takes to set up new vendor
accounts. When you access the sourcing feature, you can select any purchasing or payable vendor
to use as an "information source." Once you've chosen the "source" vendor, you'll return to the
Copy/Source Menu Bar where you'll use the Copy command to copy fields from the source to
the new account. Here's a breakdown of your options when you're prompted with:

  ENTER SOURCE VENDOR NAME OR NUMBER, `F1' TO LIST VENDORS, `F2' FOR SAME,
      `F3' TO ENTER PAYABLE VENDOR, `ENTER' TO SKIP SOURCING OR `END'

ENTER SOURCE VENDOR NAME OR NUMBER
  Enter the (nick)name or account number of the vendor account you're using as the source and
  press the Enter key. All values for the source vendor are displayed along with the
  Copy/Source Menu Bar. At this point, you can:

         Copy all information from the source vendor to the new account
         Select a new source vendor
         Review the source values displayed on additional screens of vendor fields before
          accepting the source
         Display online Help Text
         End sourcing and new account entry and return to the VENDOR field

`F1' TO LIST VENDORS

If you would like to select the source from a list of vendor accounts, press F1. A list of vendor
accounts displays in numeric order, beginning with the first account. You can use the "list and
pick" options to locate and select the source account.

`F2' FOR SAME

If you've already used the source option in this session of Vendor File Maintenance, the last
source vendor used is displayed as a default. If the vendor account has already been set up in
Task 801 as a purchasing vendor, the vendor's purchasing account displays as the default. Press
F2 to accept the default account as the source.

`F3' TO ENTER PAYABLE/PURCHASING VENDOR

This option works as a toggle between the two type of vendor accounts that can be selected for
sourcing; payables and purchasing. The "SOURCE FROM..." label to the right of the VENDOR
field displays the type of vendor account currently selected and the label will change between
"PURCHASING VENDOR" and "PAYABLE VENDOR" each time you press F3.

`ENTER' TO SKIP SOURCING

If you want to skip sourcing and manually enter vendor information, press the Enter key. The
cursor moves to the VENDOR NAME field where you can type in the new vendor name. Use
your arrow keys to accept your entry and navigate to other fields. When you press the Menu Key
( F7 ), the A/P Vendor Menu Bar displays. Mandatory fields (ones you have to enter before
exiting the new account) are: NICKNAME, ZIP CODE, PAY GROUP, DISCOUNT,
STANDARD TERMS, DISCOUNT % and G/L PAYABLES ACCOUNT.



42
                                                                 Task 731 (Vendor File Maintenance)



` END '

To end sourcing and cancel new vendor entry, press the END key (F12 on most keyboards) or
enter END and press the Enter key. The "SOURCE FROM..." field is removed and the cursor
returns to the VENDOR field.




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Accounting Pro - Accounts Payable




Using Commands on the A/P Vendor Menu Bar

When you access an existing vendor account or you create a new account (either by using the
Copy command or by manual entry), the A/P Vendor Menu Bar displays:

# Next Back booK Delete Vendor cUstomer Print Help End


This menu bar offers commands which allow you to:

         Access fields and add or change information
         Move between screens of vendor information
         Display instruction book pages set up for the vendor (a good test when you've defined a
          range of pages in fields 12 and 13)
         Display the next payable vendor (in numeric sequence)
         Print a hard copy of all information entered in Task 731 for the vendor
         Exit the display of information for the new vendor account and return to the VENDOR
          field

Each command is described in detail below:

#

Allows you to type in a field number and positions the cursor in the selected field. (You do not
have to type the # key first.)

Change the information into the selected field and use the arrow keys to accept your entry and
navigate to other fields, if desired. Press the Menu Key ( F7 ) if you want to accept your entry
and quickly return to the A/P Vendor menu bar.

Next

Displays the next screen of fields. Use the command in conjunction with the Back command to
scroll through screens of vendor fields.


Back

Redisplays the previous screen of fields. By using this command and the Next command, you
can scroll forward and backward through screens of vendor fields.


booK

Displays the first page in the range of instruction book pages defined for the vendor. You're then
able to scroll through the full range of pages you've set up and defined for the A/P vendor. This is
a good test to make sure you've set up the correct range of pages for the vendor in fields (12 and
13-INSTRUCTION BOOK-FIRST and LAST PAGE).



44
                                                                        Task 731 (Vendor File Maintenance)




You can access the A/P instruction book and pages designated for the vendor during inquiry and
payables processing throughout the Accounts Payable System.

        Note: The A/P instruction book is set up in DISC-Scribe (Task 703) and assigned to the
        Accounts Payable System in Task 731, option 4--ENTER OR MAINTAIN GLOBAL
        VENDOR PARAMETERS.
Delete

Use this command to delete a vendor from the Accounts Payable System (either an existing
vendor, or one you have just entered). You'll receive the following warning and be asked to
confirm that you want to delete the account:

 WARNING! ALL INFORMATION FOR THIS VENDOR IS ABOUT TO BE DELETED FROM
                      THE FOLLOWING DATA FILES
                          A/P SUMMARY FILE
                        VENDOR MASTER FILES

                                        PROCEED? (YES/N)


To delete the vendor, type YES and press the Enter key. However, to delete a vendor, the
following conditions are required:

         The accounts payable balance for the vendor must be zero (0). No open payables can
          exist for the vendor account.
         All payment history stored as payment summary information must be purged. A/P history
          is purged during month-end/year-end close when it has exceeded the maximum number
          of months/years you've set up for A/P History.

If these requirements are not met, when you use the Delete command, you'll receive the
following message(s) and after a brief time, the A/P Vendor menu bar redisplays:

                     TO DELETE: A VENDOR CANNOT HAVE A/P BALANCE
                     TO DELETE: A VENDOR CANNOT HAVE A/P HISTORY
Vendor

Exits the display of the current vendor account and displays the next vendor account, in numeric
sequence, set up for payables in Task 731.


Print

Use this command to print a hard copy of all three screens of fields set up for the vendor account
in Task 731. You may want to keep a hard copy of your vendor information for backup purposes.
However, Vendor Listings (Task 727) offers more flexible features you can use to generate
consolidated reports of payable vendor information stored in Task 731.




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Accounting Pro - Accounts Payable



Help

Accesses online, context-sensitive help for the menu bar.


End

Exits the vendor account and the A/P Vendor Menu Bar, clears the screen of information and
positions the cursor the VENDOR field.




46
                                                                        Task 731 (Vendor File Maintenance)




Definitions of Payable Vendor Fields in Task
731

This section contains a definition of each field stored for accounts payable vendors in Task 731.

1 VENDOR NAME

You can enter up to 25 free-form characters in the VENDOR NAME field to record the complete
vendor name. Use the company's full name as it should appear on your checks.

2 ADDRESS LINE 1

Be sure to use the vendor's "remit to" address. ADDRESS LINE 1 will accept up to 25 free-form
characters and should be used to enter your vendor's primary street address. Due to postal
regulations, you should refrain from using punctuation within the address line. For example,
"ST." should be replaced by "ST" to abbreviate "street."

3 ADDRESS LINE 2

ADDRESS LINE 2 will accept up to 25 free-form characters and should be used to enter
additional address information. For example, a Post Office box number or a suite number, etc.
Due to postal regulations, you should refrain from using punctuation within the address line. For
example, "P.O." should be replaced by "PO" to abbreviate "Post Office" box numbers.

4 CITY AND STATE

The vendor's CITY and STATE information is stored together in this one field. Up to 22 free-
form characters can be entered, using a comma and space or a single space to separate the CITY
and STATE names. You should use the state's standard two-character abbreviation, rather than
the full state name (e.g., TX for Texas). This standard state name format allows DISC's Electronic
Data Interchange (EDI) feature to correctly transmit the city and state names.

5 ZIP CODE

The ZIP CODE can be either a five-, six-, or nine-character code. If you enter a six- or nine-
character zip code, you do not need to add a dash (-) between the fifth and sixth characters. Six-
character (Canadian) zip codes must be in the following format:

             alpha, number, alpha, SPACE, number, alpha, number.

6 NICKNAME

Enter the name by which the vendor is most often remembered. The default value displayed in
this field is the first 20 characters entered in the VENDOR NAME field. Nicknames offer an
alternate (and faster) means of accessing the account.




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Accounting Pro - Accounts Payable



For example, the vendor nickname might be GM. The formal corporate name in the VENDOR
NAME field is General Motors Corporation. To access the account throughout the
Accounts Payable System, you would just type GM.

7 E-MAIL ADDRESS

This field stores the corporate e-mail address of the vendor. You may enter up to 48 characters in
this field, taking care to enter the e-mail address exactly as it was provided to you. Even small
errors, such as a missing period, etc. can result in failed transmission. Currently, this field is for
reference only. E-mail addresses display during vendor inquiry and appear on vendor reports
created in Accounts Payables System tasks.

8 TELEPHONE NUMBER

The vendor's TELEPHONE NUMBER is made up of three sections as follows:

860+674-0550

        860 --This section is referred to as the AREA CODE.
        674 --This section is called the EXCHANGE
        0550 --This section is the IDENTIFIER.


Enter the vendor's telephone number (including area code) with or without the plus sign (+) and
dash (-). If you enter just 10 characters, the number is automatically formatted. For example, if
you enter 8606740550, 860+674-0550 appears in the TELEPHONE NUMBER field when
you accept your entry. Do not enter the number 1 for long distance numbers.

9 FAX NUMBER

You can enter the vendor's fax number (including area code) with or without the plus sign (+) and
dash (-). If you enter just 10 characters, the number is automatically formatted. For example, if
you type 8606740550 and press the Enter key, 860+674-0550 will be entered in the fax
number field. Do not enter the number 1 for long distance numbers.

If you begin your fax number entry with 011, the System assumes you are entering an
international number and allows you to enter up to twenty characters. However, to provide room
for the additional characters international numbers require, your entry is not formatted.

       Note: The "Payables" fax number set up for the vendor in Customer File Maintenance (Task
       801) is used by Fax-IT. The fax number entered in Task 731 is used for your reference only.
       The fax number displays during vendor inquiry and appears on vendor reports created in
       Accounts Payables System tasks.

10 DATE STARTED

This date is established by the System when the account is initially set up in Vendor File
Maintenance ( Task 801 and 731). It is not changed after that date.




48
                                                                         Task 731 (Vendor File Maintenance)



11 MISCELLANEOUS VENDOR?

Allows you to indicate whether this A/P account number will be used to process payables for
miscellaneous vendors (those you do not wish to set up with unique accounts in Task 731).

The name and address for the purchasing vendor (from Task 801 ) is not usually transferred to the
vendor's invoice. However, if your System includes Purchase Pro™ and the purchase order was
entered using a miscellaneous purchasing vendor (set up in Task 801), the vendor name and
address entered on the purchase order in InventoryPurchase Order Processing (Task 401) is
transferred to the in-transit invoice created in Accounts Payable Entry (Task 722).

12 INSTRUCTION BOOK-FIRST PAGE

You can use DISC-Scribe (Task 703) to create an A/P vendor instruction book. This book can
store pages of instructions and helpful information unique to each accounts payable vendor
account and is accessible in Task 721 (Accounts Payable Inquiry) and Task 722 (Accounts
Payable Entry). Think of the instruction book as your own custom Help Text to use when
processing payables. You define the actual name of the Accounts Payable Vendor instruction
book in Task 732 (Global Parameters). You can access the A/P instruction book and pages
designated for the vendor during inquiry and payables processing throughout the Accounts
Payable System.

The INSTRUCTION BOOK-FIRST and LAST PAGE fields store the range of pages reserved in
your A/P instruction book for the specific Accounts Payable vendor account.

During payables entry or inquiry, when you ask for information from the Instruction Book, the
first page displays and you'll be able to scroll through the full range of pages you've set up and
defined for the A/P vendor.

13 INSTRUCTION BOOK-LAST PAGE

The LAST PAGE field contains the last page in the range of pages you've set aside in your A/P
Vendors instruction book for this specific vendor.

14 INSTRUCTION BOOK-AUTO DISPLAY?

Entering Y in the AUTO DISPLAY? field automatically displays instructions specific to the
vendor account every time the vendor is accessed during accounts payable inquiry and entry.
Keep in mind that you must first set these instructions up in the vendor's designated pages in the
instruction book. Instruction book pages can always be manually accessed using the Book
command when it is offered at the menu bar level.

By entering Y to AUTO-DISPLAY? in Task 731 , you ensure that critical information about
managing this A/P vendor account is automatically displayed to all persons preparing to enter,
change, or cancel accounts payable transactions and during inquiry.




                                                                                                        49
Accounting Pro - Accounts Payable



15 REQUIRE A 1099 TAX DOCUMENT

This field allows you to identify that the vendor requires a 1099 tax document. Vendor Listings
(Task 727) can be used to easily create a report of vendors that require a 1099, provided that you
have first used this field in Task 731 to identify them.

16 TAX ID

If the vendor requires a 1099 tax document, you can store the vendor's tax ID number in this field
to assist you with preparing that document. The tax ID number is also included in Vendor
Listings (Task 727) when you choose to limit the report to vendors who require a 1099 tax
document.

17 G/L PAYABLES

The accounts payable general ledger account number to which this vendor's invoices will be
credited during Accounts Payable Entry (Task 722) is entered in this field. The two most common
account numbers used here are listed below:

         ALC202 - Trade Payables
         ALC204 - Non-trade Payables

Any ALC account or its alias name is accepted in this field. (However, if you enter an account
other than ALC202 or ALC204, you must be sure you have included that account when doing a
reconciliation.)

Profit center codes are not appended as they depend on where the account is used.

18 DISCOUNT TERMS

Discount terms define when it is appropriate to discount a vendor's invoice. If a vendor does not
offer discounts, zero is the correct entry for this field. Listed below are the "standard" discount
terms codes and their default values available in the Accounts Payable System. Contact DISC
Customer Services if you would like assistance with customizing this information for your
company.




                                            Sample 1: Terms Codes



        Code                                                    Meaning
A - 10th Prox.               Payment is due on the 10th of the following month.
B - 15th Prox.               Payment is due on the 15th of the following month.
                             If the invoice is dated before the 16th, it is due by the 25th of the same
C - 10th & 25th              month. If it is dated after the 15th, it is due by the 10th of the following
                             month.
P?? - ?? Prox.               For example, "P17" means that the payment is due on the 17th of the


50
                                                                        Task 731 (Vendor File Maintenance)




                       following month. This is helpful for spacing out the payment of regular
                       monthly bills like rent. Note that "P10" and "P15" are redundant to codes
                       "A" and "B".
0                      The vendor does not extend payment terms. Invoices are due upon receipt.
                       The number of days after the invoice date on which payment is due (e.g.
1 - 999                "Net 30" becomes "30"). If the vendor's terms are "2% in 10, Net 30", then
                       the vendor's "discount terms" are "10" and his "standard terms" are "30".




19 DISCOUNT%

Enter the discount percent the vendor allows if you pay within the discount terms. If the vendor
does not offer any discounts, use 0 in this field.

20 STANDARD TERMS

Your interpretation of each vendor's standard terms. For example, if your vendor's terms are "net
30," but you always pay in 48 days, you would enter a 48. All of the DISCOUNT TERMS
CODES defined for field 18 are also valid entries in this field.

     Note: Discount terms, discount percent, and standard terms are used during Accounts
     Payable Entry (Task 722) . As each vendor's invoice date is entered, a "Discount Date" and
     "Standard Due Date" are automatically calculated. You're offered the option of either
     accepting these dates or entering an alternate date. For example, assume that a vendor gives
     a discount for payment within fifteen days and normal payment is made, usually, in forty-
     seven days. If an invoice is dated September 12, 2000, then the System will recommend
     both a discounted payment on September 27, 2000 and a full payment on October 30, 2000.
     Either date can be selected later, depending on whether it is desirable to take the discount or
     not.

     Also, if the vendor's payment terms are changed in the future, Task 731 (Vendor File
     Maintenance) allows the option of automatically recalculating the due dates for all existing
     invoices for that vendor. Since this will force all due dates to agree with the vendors' new
     terms, caution is suggested as all manually entered dates will also be overridden.

21 PAY GROUP

A single number or letter which labels a group of similar vendors. Pay groups are used during
invoice payment selection and accounts payable aging to select lists of vendors with a common
pay group code. A vendor's pay group can be changed and the new code will affect all future
uses. (Run Task 723 Print & Book Entered Payables prior to changing pay group codes.)
Examples of pay groups include trade vendors, non-trade vendors, those who are always paid on
the same day, etc. In Systems with duty and exchange rate calculations, pay groups P through Z
are reserved for foreign vendors. For example, if a vendor is assigned pay group U , Accounts
Payable Entry (Task 722) will require the operator to enter an exchange rate which will be
applied to each of the vendor's invoices.

22 VIP VENDOR CODE


                                                                                                       51
Accounting Pro - Accounts Payable



The VIP VENDOR CODE field lets you associate a six-character comment code with the vendor.
When you call up the vendor for inquiry (Task 721) or during invoice entry (Task 722) , the
comment associated with the code you enter in the VIP VENDOR CODE field appears in the
upper right corner of the screen. The comment code must first be set up in Order Comment Code
Maintenance (Task 802).

This feature can be used as a reminder when a vendor has specific instructions you want to
communicate to everyone who handles their account.

23 IS THE VENDOR ON HOLD?

This field can only be accessed with a valid password. Please see your System Administrator if
you need to know the password.

Only enter Y es in this field when payments are not to be processed for the vendor because you've
placed the A/P vendor on "hold." When you enter Yes in this field, the vendor will not be
available for selection in Select Payables for Payment (Task 724). When the vendor is no longer
on hold, you must update this field with N o before you'll be able to select the vendor for
payment in Task 724.

24-31 INSTRUCTIONS

The INSTRUCTIONS fields are used to enter information such as contact names, special
instructions, etc. The instructions you enter for the A/P vendor appear in many inquiry tasks and
during payables entry. You may enter up to eight lines of instructions. Up to 30 free-form
characters can be entered in each INSTRUCTION field.




52
                                                                          Task 731 (Vendor File Maintenance)




Task 731's Second Screen of Vendor Fields

This sample details the second screen of options available in Task 731:

Task 731--Accounting Pro Screen 2 of 3



                     YOUR COMPANY NAME       - VENDOR FILE MAINTENANCE                   SCREEN 2 OF 3


     VENDOR     ````````````````````

32   A/P BALANCE                                                ---- 'F' ORDER ----
33   YTD A/P PAID                                        49 PURCHASES
34   YTD DISCOUNTS AVAILABLE                             50 FREIGHT
35   YTD DISCOUNTS TAKEN                                 51 IN-TRANSIT
36   LYTD A/P PAID                                               ---- 'S' ORDER ----
37   LYTD DISCOUNTS AVAILABLE                            52 PURCHASES
38   LYTD DISCOUNTS TAKEN                                53 FREIGHT
39   INCLUDE FREIGHT IN DISCOUNTABLE $? N                54 IN-TRANSIT
40   G/L DISTRIBUTION                   TRADE1           55 CHECKS IN U.S. CURRENCY?
41   G/L DISTRIBUTION                   TRADE1           56 RESERVED
42   G/L DISTRIBUTION                   TRADE1           57 RESERVED
43   G/L DISTRIBUTION                   TRADE1           58 RESERVED
44   G/L DISTRIBUTION                   TRADE1           59 RESERVED
45   G/L DISTRIBUTION                   (NONE)           60 RESERVED
46   G/L DISTRIBUTION                   (NONE)           61 RESERVED
47   G/L DISTRIBUTION                   (NONE)           62 RESERVED
48   G/L DISTRIBUTION                   (NONE)           63 RESERVED

              ENTER VENDOR NAME OR NUMBER, DISPLAY 'M'ORE LINE NUMBERS,
                  'F1' TO LIST VENDORS, 'F6' FOR HELP, OR 'END'




Each field is described in the following section. Additional screens of fields can be accessed
either by using the More option when it is presented along the bottom of the screen or by using
the Next command when the A/P Vendor Menu Bar displays. You can also use the Back
command on the menu bar to display the previous screen of fields.

32 A/P BALANCE

This total is maintained by the System and cannot be accessed for change.

The dollar amount displayed in the A/P balance field is the total amount due of all open invoices
entered in the Accounts Payables System for the vendor.

FIELDS 33 - 38

These fields store the totals of all payables processed in the DISC System for the vendor for this
year-to-date and last year-to-date. Payables dollars are totaled for payables paid, discounts
available and discounts taken. Monitoring these totals helps you determine if you are taking full



                                                                                                         53
Accounting Pro - Accounts Payable



advantage of all discounts the vendor offers and may also help you qualify for discounts, based
on the total amount of payables processed for the vendor's account. These fields are updated by
the System during normal accounts payable processing and are not normally altered manually in
Task 731, except during Accounts Payable System startup.

39 INCLUDE FREIGHT IN DISCOUNTABLE $

If the vendor offers prompt payment discounts, the System needs to know how many dollars are
eligible for the discount. Since discounts are normally applied only to the material portion of an
invoice, this field allows you to indicate whether or not you may include freight charges as well.
Enter Yes in this field if the vendor allows freight dollars to be included in prompt payment
discounts. To exclude freight charges from prompt payment discounts, enter No. ( No is the
default for this field.)

40-48 G/L DISTRIBUTION

This optional list of up to nine general ledger account numbers is used during Accounts Payable
Entry (Task 722). When an invoice has been entered and is ready for distribution, each of these
accounts is offered as a potential distribution account. The person entering payables either accepts
one of these account numbers or enters a new one. This list of account numbers can save a lot of
typing later, and helps to reduce entry errors. A trade vendor's list will probably include an entry
for "trade purchases" and one for "incoming freight."

FIELDS 49- 51 `F' ORDER: PURCHASES, FREIGHT, and A/P IN-TRANSIT

At the beginning of Accounts Payable Entry (Task 722), you're offered an option to book in-
transit invoices to the General Ledger. During this booking phase, the task uses the general ledger
accounts found for the vendor in fields 49-54 to update the general ledger. See the note regarding
Corporate Defaults below for exceptions to this rule.

There are two types of in-transit invoices created in the DISC System. One type of in-transit
invoice is created when `F'actory drop-shipped orders are processed in Print Invoices & Booked
Invoice Reports (Task 206). The second type is created when `S'tock replenishment orders are
received in Enter Inventory Receipts (Task 404).

When you choose to book in-transit invoices in Task 722, the general ledger accounts entered for
the vendor in field 49 `F': PURCHASES and field 50 `F': FREIGHT of Task 731 are debited and
the `F': A/P IN-TRANSIT account entered in field 52 is credited as follows:

         The "PURCHASES" account in field 49 is debited with the total dealer net for all line
          items on the `F'actory order/invoice.

         The total freight entered on the order/invoice is debited from the account entered for
          "FREIGHT" in field 50.

         The total amount of the dealer net plus freight on the customer invoice is credited to the
          account entered in field 51 `F': A/P IN-TRANSIT.




54
                                                                           Task 731 (Vendor File Maintenance)



This creates a balanced transaction to your General Ledger.

Let's use a simple example to illustrate this transaction. In our example, we have booked an in-
transit drop-ship invoice for the vendor that contains a total dealer net of $1,000 and freight
charges of $100. Here's what happens to the General Ledger when the `F' in-transit invoice is
booked in Task 722:




        Note: Corporate defaults are set up in Task 731, option 3--ENTER OR MAINTAIN
        CORPORATE DEFAULT ACCOUNTS and include default general ledger accounts to use
        when booking both `F'actory and `S'tock order in-transit invoices in Task 722. The default
        accounts are used when no accounts have been entered in fields 49-54 or an invalid general
        ledger account exits for the vendor in fields 49-54.

        This gives you the option to set up individual accounts by vendor if you wish to break out
        the transaction by vendor. The Accounts Payables System will always look to the vendor's
        account record first to find the appropriate general ledger accounts for in-transit invoices.


FIELDS 52 - 54 `S' ORDER: PURCHASES, FREIGHT, and A/P IN-TRANSIT

In Accounts Payable Entry (Task 722), when you choose to book in-transit invoices, the task uses
the general ledger accounts found for the vendor in fields 49-54 to update the General Ledger.
See the note regarding Corporate Defaults above for exceptions to this rule.

When in-transit invoices from `S'tock receipts are booked in Task 722, the general ledger
accounts entered for the vendor in field 52 `S': PURCHASES and field 53 `S': FREIGHT of Task
731 are debited and the `S': A/P IN-TRANSIT account entered in field 54 is credited as follows:

         The "PURCHASES" account in field 52 is debited with the total dealer net for all line
          items on the `S'tock order.

         The total freight entered on the order is debited from the account entered for "FREIGHT"
          in field 53.

         The total amount of the dealer net plus freight on the `S'tock order is credited to the
          account entered in field 54 `S': A/P IN-TRANSIT.


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Accounting Pro - Accounts Payable



See the example used for fields 49-51 above, substituting `S' order for `F' order.

       Note: The DISC System is used for entering both your trade payables and your non-trade
       payables. For non-trade payables, expense accounts are entered in these fields.

       DISC recommends that you set up parts for your non-trade vendors in Task 804 (Vendor
       File Maintenance) as "Class 4" parts with no on-hand control. This way there will be no
       cost to the parts and inventory will not be impacted. When non-trade vendor purchase
       orders are entered in Task 401 (Inventory Purchase Order Processing) and the items are
       received in Task 404 (Enter Inventory Item Receipts), an in-transit is created that you select
       in Task 722 (Accounts Payable Entry). The expense account that you have set up here in
       Task 731 is then debited.


CHECKS IN U.S. CURRENCY?

This field is only available if you have the Stock Receipts for Foreign Vendors (SRFV) feature on
your DISC System. It allows you to choose whether you want checks for this vendor to print in
U.S. (par) rather than "local" dollars. It eliminates the need to print a voucher to bring to the bank
to convert the check to U.S. dollars.

This vendor must be set up as a foreign vendor (pay group P - Z).

The checks are still posted to the general ledger in "local" dollars.

             DISC TIP: For tracking purposes, you may want to set up a separate payment account
             in Task 733 (Vendor File Maintenance) to pay these checks. If so, you would print
             checks in U.S. dollars in a separate check run on this account.

FIELDS 56-63

These fields are reserved for the future development of Vendor File Maintenance. However, a
third screen of fields used to store the vendor's accounts payable summary is available from this
screen.




56
                                                                       Task 731 (Vendor File Maintenance)




Task 731's Third Screen of Vendor Fields

A third screen of fields for accounts payable vendors can be accessed either by using the More
option when it is presented along the bottom of the screen or by using the Next command when
the A/P Vendor Menu Bar is displayed.


                   YOUR COMPANY NAME      - VENDOR FILE MAINTENANCE                SCREEN 3 OF 3

     VENDOR     ````````````````````

64 DATE OF LAST PAYMENT

65   WEIGHTED AVERAGE PAYMENT DAYS
66   THIS YEAR: LONGEST PAY DAYS
67            : HIGHEST BALANCE
68   LAST YEAR: LONGEST PAY DAYS
69            : HIGHEST BALANCE
70   DATE OF FIRST INVOICE

71   1ST COMMENT             CONTACT:
72   2ND COMMENT
73   RESERVED
74   RESERVED
75   RESERVED
76   RESERVED
77   RESERVED
78   RESERVED
79   RESERVED

              ENTER VENDOR NAME OR NUMBER, DISPLAY 'M'ORE LINE NUMBERS,
                  'F1' TO LIST VENDORS, 'F6' FOR HELP, OR 'END'




Vendor Payment Summary is a feature of Accounts Payable History--included in Accounting Pro.
Payment summary stores payment history for each vendor (i.e., date of last payment, average
payment days, the longest pay days and highest balance for this year and last year and, the date of
the vendor's first invoice). You can manually enter this information in Task 731 or allow the
System to update this information as payables are processed for the vendor.

64 DATE OF LAST PAYMENT

This field stores the date that the last payment was made to this vendor. The System
automatically updates this field as payables are processed in Task 725 (Print & Book Checks).

65 WEIGHTED AVERAGE PAYMENT DAYS

The average number of days it takes your company to pay invoices is stored in this field. The
weighted average payment days are calculated when you run Task 707 (Accounting - Purge-
month & Year).




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Accounting Pro - Accounts Payable



The WEIGHTED AVERAGE PAYMENT DAYS is a weighted average of all payments ever
made and is recalculated monthly based on the existing average plus new payments made this
month. The dollars paid by each invoice are multiplied by the number of payment days for that
invoice. Payment days are comprised of the number of days between the invoice date entered in
Task 722 (Accounts Payable Entry) and the check date entered in Task 725. Each value
determined from this calculation is added together. The total value is then divided by the total
dollars paid to determine the "Weighted Average Payment Days."

This weighted average is "smoothed" by weighting this month's payments by 20% and weighting
the existing average by 80%. This "smoothing" eliminates drastic swings due to temporary
changes in your payment patterns.

66 THIS YEAR: LONGEST PAY DAYS

This field is automatically updated by Task 725 (Print & Book Checks). At year-end, this value is
moved to field 70 and becomes last year's longest pay days.

67 THIS YEAR: HIGHEST BALANCE

This field is automatically updated by Task 723 (Print & Book Entered Payables) and Task 725.
At year-end, this value is moved to field 71 and becomes last year's highest balance.

68 LAST YEAR: LONGEST PAY DAYS

The value from field 68 - THIS YEAR: LONGEST PAY DAYS is transferred to field 70 during
year-end by Task 707 (Accounting - Purge - Month & Year).

69 LAST YEAR: HIGHEST BALANCE

The value from field 69 - THIS YEAR: HIGHEST BALANCE is transferred to field 71 at year-
end by Task 707.

70 DATE OF FIRST INVOICE

Task 723 (Print & Book Entered Payables) automatically updates this field when an invoice is
entered for this vendor in Task 722 (Accounts Payable Entry).

71 1ST COMMENT

You can enter two free-form comments (up to thirty characters each) for each vendor in fields 73
and 74. These comments appear in Accounts Payable Inquiry (Task 721) and on the Aged
Accounts Payable report printed in Aged Accounts Payable (Task 728). Enter up to thirty
characters of information for this vendor and press the Enter key or press Enter to leave this
field blank.

72 2ND COMMENT

Enter an additional line (up to thirty characters) of information and press the Enter key or press
Enter to skip this field.



58
                                                                    Task 731 (Vendor File Maintenance)




Task 731--Option 2 Accounts Payable Vs.
Purchasing Comparison

 Vendor accounts are set up in the DISC System in two separate file maintenance tasks. One
 type of account is used for placing and receiving purchase orders. Purchasing accounts are set
 up and maintained in Customer File Maintenance (Task 801) . The second type of account is
 used for processing payables. Payable accounts are set up and updated in Vendor File
 Maintenance (Task 731). For a more detailed discussion of this topic, please refer to Coding
 Accounts Payable Vendors.

 To help you keep these two type of accounts in sync with each other, Accounting Pro
 provides you with Task 731, Option 2 ACCOUNTS PAYABLE VS. PURCHASING
 COMPARISON. Option 2 offers an on-screen comparison of the fields of information that
 are common to purchasing and payable accounts and, lets you copy selected fields from one
 account to another. It's an easy-to-use tool that allows you to quickly respond to changes in
 your vendor information, such as a company name or address change, new phone number, e-
 mail address, etc.

 When copying fields between payable and purchasing accounts, you can select a single field
 or any combination of fields to copy. You can choose to copy selected fields from the payable
 account to the purchasing account and vice-versa. How's that for flexibility?




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Accounting Pro - Accounts Payable




Option 2--Basic Task Flow

To access option 2, enter Task 731 by typing 731 and pressing the Enter key from any DISC
System menu. When the Task 731 menu screen appears, type 2 and press the Enter key to
select option 2 ACCOUNTS PAYABLE VS PURCHASING COMPARISON. You'll see a
screen similar to the sample below:


                                    YOUR COMPANY NAME - VENDOR FILE MAINTENANCE

 PAYABLE VENDOR ````````````````````
 PURCHASING VENDOR

                                           ACCOUNTS PAYABLE SYSTEM           PURCHASING
SYSTEM
 1 VENDOR NAME
 2 VENDOR ADDRESS 1
 3 VENDOR ADDRESS 2
 4 CITY & STATE
 5 ZIP CODE
 6 NICKNAME
 7 TELEPHONE NUMBER
 8 FAX NUMBER
 9 VENDOR BOOK-FIRST PAGE
10            -LAST PAGE
11            -AUTO DISPLAY?
12 VIP VENDOR CODE
13 E-MAIL ADDRESS



                     ENTER VENDOR NAME OR NUMBER, 'F1' TO LIST VENDORS,
                        'F2' FOR THE NEXT DIFFERING VENDOR, OR 'END'




The same vendor fields that exist in Task 731 and Task 801 are listed along the left side of the
screen. You'll use the PAYABLE VENDOR and PURCHASING VENDOR entry fields at the
top of the screen to select one of each type of vendor account to compare. List and pick options
make this step fast and easy! To speed up the selection process, when you enter a payables
vendor, the purchasing account is automatically selected and displayed, if one that uses the same
account number exists in Task 801.

When you've selected the two vendor accounts, you'll see information from Task 731 in the
ACCOUNTS PAYABLE SYSTEM column and, from Task 801 in the PURCHASING SYSTEM
column.

You're then offered menu bar commands which allow you to:

         Copy selected fields from the purchasing account to the payables account and vice-versa




60
                                                                       Task 731 (Vendor File Maintenance)



       Bring up the next vendor account number with differences in fields shared between Task
        731 and Task 801

       Change the selected purchasing or payables vendor

It's that simple!

The next section offers more detail on the selection process, display screens, menu bars and other
options.

Select a Payables Vendor

Here's a breakdown of the prompt that appears when the cursor is in the PAYABLE VENDOR
field:

    ENTER VENDOR NAME OR NUMBER, `F1' TO LIST VENDORS, `F2' FOR THE NEXT
                       DIFFERING VENDOR, OR `END'




    1. ENTER VENDOR NAME OR NUMBER-- Enter the six-digit A/P vendor number for the
       vendor account or enter the vendor's nickname from Task 731. If an exact match cannot be
       found for your entry, the next closest match for the vendor name/number displays.

    2. `F1' TO LIST VENDORS-- Press F1 to display a list of payables vendors and the Vendor
       List menu bar. Use commands on the menu bar to scroll through the list and select a
       payables vendor. The Options command allows you to list payable vendors in sequence
       by vendor name or number to make it easier to find the account you're looking for.

    3. `F3' FOR THE NEXT DIFFERING VENDOR --Press F3 to bring up the next vendor
       account number with different information in fields shared between Task 731 and Task 801
       . This option displays only vendors who share the same vendor account number in Task
       801 and Task 731.
    4. `END' --Press the End Key (F12 on most keyboards) or type END and press the Enter
       key to return to Task 731 's Main Menu screen.

If the payable vendor you enter in the PAYABLE VENDOR field is also set up in Task 801, the
PURCHASING VENDOR field is automatically filled in with the same account number and you
advance right to the Vendor Comparison menu bar.

Select a Purchasing Vendor

If the payable vendor account is not set up in Task 801 with the same account number, the cursor
advances to the PURCHASING VENDOR field where you're asked to:

           ENTER VENDOR NAME OR NUMBER, `F1' TO LIST VENDORS, OR `END'




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Accounting Pro - Accounts Payable



     1. ENTER VENDOR NAME OR NUMBER --Enter the purchasing vendor's nickname or
        account number from Task 801 and press the Enter key.
     2. `F1' TO LIST VENDORS-- Press F1 to display a list of purchasing vendors and the
        Vendor List menu bar. Commands on the menu bar help you scroll through the list and
        select a purchasing vendor to use for the comparison. The Options command can be used
        to sort the list of vendors in sequence by vendor name or number.
     3. `END' --Press the End Key (F12 on most keyboards) or type END and press the Enter
        key to return to Task 731 's Main Menu screen.



Using the Vendor Comparison Screen and Menu Bar

Once you've selected the payable and purchasing vendors, all information for the selected
accounts display, along with the Vendor Comparison menu bar. Review the sample screen below
to become familiar with the screen:




                         Task 731--Option 2 Vendor Comparison Screen and Menu Bar

                                    YOUR COMPANY NAME    - VENDOR FILE MAINTENANCE

 PAYABLE VENDOR 900500 SAMPLE PAYABLE HYDRAULICS DIV
 PURCHASING VENDOR 902000-0 SAMPLE PURCHASING DIV

                                 ACCOUNTS PAYABLE SYSTEM                        PURCHASING SYSTEM
 1   VENDOR NAME           SAMPLE PAYABLE HYDRAULICS DIV                    SAMPLE PURCHASING DIV
 2   VENDOR ADDRESS 1                    100 MAIN STREET                       312 MARVIN GARDENS
 3   VENDOR ADDRESS 2                         DRAWER 22                                 SUITE 625
 4   CITY & STATE                         MILWALKEE, WI                              DANVERS, MA
 5   ZIP CODE                                     53278                                    01923
 6   NICKNAME                                       PAY                                      BUY
 7   TELEPHONE NUMBER                      677+890-9000                             617+555-0101
 8   FAX NUMBER                            677+890-9012                             617+555-0001
 9   VENDOR BOOK-FIRST PAGE                         100                                      149
10              -LAST PAGE                          150                                      199
11              -AUTO DISPLAY?                        N                                        Y
12   VIP VENDOR CODE                             (NONE)                                   (NONE)
13   E-MAIL ADDRESS                       pay@payme.com                            buy@buyme.com


Copy     Differ      Vendor         Purchasing   Help   End




Each command offered on the Vendor Comparison Menu Bar is described below:

Copy Differ Vendor Purchasing Help End




62
                                                                      Task 731 (Vendor File Maintenance)



Copy

This command displays the Vendor Copy menu bar which offers commands to:

        Copy selected fields from the purchasing account to the payable account
        Copy selected fields from the payable account to the purchasing account

Refer to Copying Fields Between Vendor Accounts for more detailed instructions.

Differ

Advances your display to the next vendor account where differences exist in fields common to
Task 801 and Task 731 . This command is identical to the "F3 FOR NEXT DIFFERING
VENDOR" option available in the PAYABLE VENDOR field.

Vendor

With one keystroke ( V ), you can change the PAYABLE VENDOR to the next payable vendor
account that exists, in numeric sequence.

Purchasing

Use the Purchasing command to clear the screen of information for the current purchasing
vendor and return to the PURCHASING VENDOR field.


Help

Displays online help for commands on the Vendor Comparison menu bar.


End

Clears the screen of information in both columns (ACCOUNTS PAYABLE SYSTEM and
PURCHASING SYSTEM) and returns to the PAYABLE VENDOR field.

Copying Fields Between Vendor Accounts

When you choose the Copy command from the Vendor Comparison menu bar, the Vendor Copy
menu bar displays:

Purchasing paYable Help End

Use the End command to exit the Vendor Copy menu bar and return to the Vendor Comparison
menu bar. The Help command displays online help.

The Purchasing command copies fields from the purchasing account to the payable account.
The paYable command copies fields from the payable account to the purchasing account.




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Accounting Pro - Accounts Payable




The same field selection options are offered when you choose the Purchasing and paYable
commands. You're asked to:

  ENTER A LIST OF FIELD NUMBERS TO COPY (E.G.. 020410), `F1' TO COPY ALL FIELDS,
                           OR `ENTER' TO CONTINUE

Press F1 to copy all fields to the purchasing/payable account. You can limit the fields that are
copied to a single field or list of fields by entering the field number(s) and pressing the Enter
key.

Field numbers are entered in a continuous list with no spaces between them. If the number is a
single digit number (1-9), enter a zero as the first number (e.g., 01 for field 1). This allows the
program to distinguish between numbers in the list. For example, if you enter 12 , the program
knows you want field 12 and not fields 1 and 2, which are entered as 01 and 02 ).

You can enter any field number displayed on the Vendor Comparison screen. For example, to
copy fields 1, 2, 3, 4, 5, and 13, you would type 010203040513 and press the Enter key.

When you press the Enter key to accept the list of fields to copy, all selected fields are copied
to the target vendor account and the Vendor Comparison menu bar redisplays. Check your
selections to make sure you've accomplished your goal before you exit the account.




64
                                                                         Task 731 (Vendor File Maintenance)




Task 731--Option 3 Corporate Default
Accounts
    Option 3 ENTER OR MAINTAIN CORPORATE DEFAULT ACCOUNTS serves two
    purposes within the Accounts Payable System:

       To provide default in-transit accounts for use when none exist at the vendor level.You
        have the option of adding accounts at the vendor level if you want to break out your
        transactions by vendor on your General Ledger.
       To signal the rest of the System that thein-transit feature (included in Accounting Pro )
        has been activated and should be used as inventory receipts are processed and `F'actory
        drop-ship orders are invoiced.


    Each vendor has a general ledger account number list (fields 49 through 54 in Task 731,
    option 1) which tells the Accounts Payable System where to automatically post the vendor's
    in-transit invoices. This list includes a set of general ledger accounts for trade purchases,
    freight, and in-transit invoices for both factory drop shipments (`F' orders) and stock receipts
    (`S' orders). This list of accounts is usually set up when the vendor is first entered into Task
    731, option 1.

    Before we discuss the entry of corporate default in-transit accounts, let's review the way the
    System creates and processes in-transit invoices.


How In-transit Invoices are Created
  There are two types of in-transit invoices created in the DISC System. One type of in-transit
  invoice is created when `F'actory drop-shipped orders are processed in Print Invoices &
  Booked Invoice Reports (Task 206). The second type is created when `S'tock replenishment
  orders are received in Enter Inventory Receipts (Task 404).


What Happens When In-transit Invoices are Booked to Accounts Payable
  When you choose to book in-transit invoices in Accounts Payable Entry ( Task 722), the
  general ledger accounts entered for the vendor for PURCHASES and FREIGHT are debited
  and the A/P IN-TRANSIT account is credited as follows

    The "PURCHASES" account is debited with the total dealer net for all line items on the
    `F'actory order/invoice or `S'tock receipt.


       The total freight entered on the `F'actory order/invoice or `S'tock receipt is debited from
        the account entered for "FREIGHT."

       The total amount of the dealer net plus freight is credited to the "A/P IN-TRANSIT"
        account.




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Accounting Pro - Accounts Payable



     This creates a balanced transaction to your General Ledger. Here's a sample to illustrate this
     transaction:




When Are Corporate Default Accounts Used?
  If the vendor isn't set up with valid general ledger accounts (an account may have been
  deleted from the Chart of Accounts), when the in-transit invoice is booked in Task 722, the
  System looks to the accounts you've entered in Task 731, option 3. Based on the type of in-
  transit invoice (F or S), the corporate accounts you've established are used as defaults.

     Corporate default accounts are also used when payables are entered in Task 722 to post
     differences between in-transit invoices and the actual amounts billed to you on your vendor's
     invoice. (In a perfect world, they would always match, but we know better!) During payable
     entry, all of the General Ledger accounts associated with the vendor account are offered as
     distribution accounts. However, you may also choose a variance account from the corporate
     default list for the corresponding type of in-transit invoice (F or S).


Activating the In-transit Feature (included in Accounting Pro)
   Since the Accounts Payable System will not save in-transit invoices until the Corporate
   Default Account List has been entered, the entry of this list can be used as a "switch" to turn
   on the processing of in-transit vendor invoices.

     The Accounts Payable System is functional without the entry of the Corporate Default
     Account List. The only difference is that each vendor invoice will have to be posted manually
     to the appropriate purchases and payables accounts during Accounts Payable Entry (Task
     722). In-transit invoices will not exist to post against the vendor's actual invoice.


Set up Defaults Too Soon? Zero Payables Run are Needed!
   If the Corporate Default Accounts are entered too soon and unnecessary in-transit invoices
   are saved, you can clear them out by processing a series of zero value invoices to clean out
   the unwanted data.




66
                                                                       Task 731 (Vendor File Maintenance)




Setting Up Corporate Defaults in Task 731,
Option 3

When you're ready to enter corporate default in-transit accounts, enter Task 731 from any DISC
System menu by entering 731 and pressing the Enter key. When the Task 731 menu screen
appears, enter 3 and press the Enter key to select option 3 ENTER OR MAINTAIN
CORPORATE DEFAULT ACCOUNTS. You'll see a screen similar to the sample below:




                                     YOUR COMPANY NAME
                                   T731
                                 CORPORATE DEFAULT ACCOUNTS

                                          DROP          STOCK
   DESCRIPTION                          SHIPMENT       RECEIPT
   -----------                          --------       -------
   PURCHASES                           1 PLP500      14 PLP500
   FREIGHT EXPENSE                     2 E1010C      15 E1010C
   A/P INVOICES IN-TRANSIT             3 ALC206      16 ALC206

   A/P   VARIANCE ACCOUNTS:
   G/L   ACCOUNT                     4   AAC100      17   E1010C
   G/L   ACCOUNT                     5   ALC206      18   PLC500
   G/L   ACCOUNT                     6   (NONE)      19   (NONE)
   G/L   ACCOUNT                     7   (NONE)      20   E1010C
   G/L   ACCOUNT                     8   (NONE)      21   (NONE)
   G/L   ACCOUNT                     9   (NONE)      22   (NONE)
   G/L   ACCOUNT                    10   (NONE)      23   (NONE)
   G/L   ACCOUNT                    11   (NONE)      24   (NONE)
   G/L   ACCOUNT                    12   (NONE)      25   (NONE)
   G/L   ACCOUNT                    13   (NONE)      26   (NONE)

   #   Change    Print   Help    End




If no Corporate Default accounts are set up, before the Corporate Default menu bar displays, a
brief message appears across the bottom of the screen:

 DO NOT ENTER YOUR CORPORATE DEFAULT ACCOUNTS UNTIL YOU ARE READY TO
                     PROCESS IN-TRANSIT INVOICES!

This message is just a reminder that once you enter a list of corporate default accounts, the DISC
System will begin to create in-transit invoices for the Accounts Payable System. Refer to How In-
transit Invoices are Created and What Happens When In-transit Invoices are Booked to Accounts
Payable for an explanation of this process.




                                                                                                      67
Accounting Pro - Accounts Payable



All general ledger account fields displayed on the Corporate Defaults screen are divided into two
separate columns: DROP SHIPMENT (for in-transits created from `F' orders) and STOCK
RECEIPTS (in-transits from `S' order receipts).

Four types of accounts can be established for each column:

         Purchases
         Freight expense
         A/P invoices in-transit
         A/P variance (difference between in-transit and actual vendor invoice)

You'll use commands on the Corporate Default menu bar to enter general ledger accounts in these
fields and optionally, print a hard copy of your corporate default accounts for backup reference.
When you exit option 3, the following message displays briefly before you return to Task 731 's
Main Menu screen:

     MAKE SURE ALL CORPORATE DEFAULT ACCOUNTS HAVE BEEN SET UP FOR ALL
                              PROFIT CENTERS!




68
                                                                       Task 731 (Vendor File Maintenance)




Corporate Default Menu Bar Commands

    Each command on the Corporate Default menu bar is described below, followed by a section
    which defines each general ledger account field.

# Print Help End

#
    This symbol on the menu bar indicates that you can select a line number to change by typing
    the line number. (You do not have to press the # key first.) When the cursor moves to the
    selected field, you're offered options to:

       Enter a new account number
       List general ledger accounts
       Clear the field
       Exit the field without changing the displayed value
       Display help text which defines the general ledger account field
       Return to the Corporate Default menu bar


Print
    Prints a hard copy of your corporate default accounts. It's recommended that you keep a file
    copy for backup purposes.

Help
    Displays online, context sensitive help text for using commands on this menu bar.

End
    Exits option 3 and returns you to the Task 731 Menu screen.




                                                                                                      69
Accounting Pro - Accounts Payable




Entering and Changing Default Accounts

     When you select any field for change, you're prompted to:

     ENTER ACCOUNT NUMBER, `F1' TO LIST ACCOUNT NUMBERS, OR `F4' TO CLEAR
             PRESS `HELP KEY' FOR HELP OR `MENU KEY' FOR OPTIONS

     You can use your arrow keys to navigate from field to field. To update a field, choose one of
     the options below:

     1. ENTER ACCOUNT NUMBER--Type in the six-character general ledger account number
        you want to use in the field.
         If you have created alias account names in Task 712 (Account File Maintenance) you may
         enter the alias account names in these fields.

     2. `F1' TO LIST--Press F1 to list general ledger accounts established in your Chart of
        Accounts. You'll see a list of account descriptions and numbers. Standard "list & pick"
        options allow you to:

          Sort the list in sequence by account number or description
          List from a specific account
          Scroll through the list
          Select the account


         When you select an account from the list, it displays in the field and the Corporate Default
         menu bar redisplays.

     3. `F4' TO CLEAR--Press F4 to quickly clear the field of information. " (NONE) " appears
        in the field and the cursor advances to the next field.
     4. PRESS `HELP KEY' FOR HELP--To display an online description of the field you've
        accessed, press the Help Key ( F6).
     5. `MENU KEY' FOR OPTIONS-- Press the Menu Key ( F7 ) to exit the field and return to
        the Corporate Default Menu Bar. Any value displayed in the field is automatically accepted
        when you press the Menu Key.




70
                                                                             Task 731 (Vendor File Maintenance)




Corporate Default Field Definitions

    This section contains a definition of each general ledger account field used for corporate
    defaults in Task 731, option 3.

     Note: In order to activate theAccounts Payable In-transit feature (included in Accounting
     Pro), an account is required in fields 1-3 and 14-16.

    If purchases of material are not separated between stock and drop shipments in your
    accounting practices, the account numbers in the DROP SHIPMENT and STOCK RECEIPT
    columns will be the same.

    Using corporate defaults makes it easier to set up vendors. The defaults are used when the
    vendor account has no specific in-transit account numbers. If you'd like to break out trade
    purchases by vendor in the general ledger, you have this option. Otherwise, the System uses
    the corporate defaults.


1 DROP SHIPMENT PURCHASES

    Enter the most common trade purchases general ledger account used for drop shipment
    purchases. If you are using DISC account numbers, the type of account required for this field
    is a " PLP " account (i.e., a ` P 'rofit and ` L 'oss account for ` P 'urchases).

2 DROP SHIPMENT FREIGHT EXPENSE
   An expense account is usually entered in this field, although you may enter any type of
   account. Enter the most typical account used to track freight billed to customers for drop
   shipments.

3 DROP SHIPMENT A/P INVOICES IN-TRANSIT

    Enter the most common general ledger account to use as a default for in-transit invoices
    created for drop-ship orders. If you are using DISC account numbers, the type of account
    required for this field is an " ALC " account (i.e., an ` A 'sset ` L 'iability that is ` C 'urrent).

4-13 DROP SHIPMENT VARIANCE ACCOUNTS:

    Fields 4 through 13 are optional and are used to recommended variance accounts during
    accounts payable entry in Task 722 . When in-transit invoices are booked and applied to a
    vendor's actual invoice, there may be differences (i.e. variances) between the in-transit
    amount and the amount shown on the vendor's invoice. Variance accounts are used to post
    these differences. Any type of account may be entered as a variance account in fields 4-13.

14 STOCK RECEIPT PURCHASES
    Enter the most common trade purchases general ledger account used for purchases. If you are
    using DISC account numbers, the type of account required for this field is a " PLP " account
    (i.e., a ` P 'rofit and ` L 'oss account for ` P 'urchases).




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Accounting Pro - Accounts Payable



15 STOCK RECEIPT FREIGHT EXPENSE

     An ` E 'xpense account is usually entered in this field, although you may enter any type of
     account. Enter the most typical account used to track freight charged for trade purchases.

16 STOCK RECEIPT A/P INVOICES IN-TRANSIT

     Enter the most common general ledger account to use as a default for in-transit invoices
     created from stock receipts. If you are using DISC account numbers, the type of account
     required for this field is an " ALC " account (i.e., an ` A 'sset ` L 'iability that is ` C 'urrent).

17-26 STOCK RECEIPT VARIANCE ACCOUNTS:

     Fields 17 through 26 are optional and are used to recommended variance accounts during
     accounts payable entry in Task 722 . When in-transit invoices are booked and applied to a
     vendor's actual invoice, there may be differences (i.e. variances) between the in-transit
     amount and the amount shown on the vendor's invoice. Variance accounts are used to post
     these differences. Any type of account may be entered as a variance account in fields 17-26.




72
Task 732--Accounting Pro Global
Parameters
Setting Up Global Parameters in Task 732


 You'll use Accounting Pro Global Parameter Maintenance (Task 732) to set up and store
 global values for accounts payable vendor fields and to establish and maintain passwords
 which allow employees to access Accounting Pro tasks.


Global Options Used for A/P Vendors

 Global fields allow you to enter general information about your Accounts Payable vendor
 accounts in one central location. You'll code only the "exceptions to the rule" at the vendor
 account level in Account Payable Vendor File Maintenance (Task 731, option 1). This design
 makes it easier to make changes in the future and reduces the amount of data entry when you
 initially code and set up your A/P vendor accounts. Global fields available for A/P vendors
 include:

    payables instruction book name
    flag to include freight charges in dollars available for discount terms




No Longer Print A/P Checks for Zero Dollar
Invoices

 In addition to global values for A/P vendors, another global option allows you to determine if
 you want to suppress the printing of "zero dollar" invoices--which are used to purge payables
 from the A/P system--in Print & Book Checks (Task 725), along with other checks selected
 for payment. Zero dollar checks can occur when you are writing a check for a zero dollar
 invoice (to purge it from the System) or for invoices and credits that when added up, equal
 zero.


Passwords for Access to Accounting Pro
Functions

 Passwords can also be established in Task 732 to limit specific actions during accounts
 payable and general ledger processing. Using the password fields in Task 732, you can
 require Accounting Pro to ask for a valid password when each the following actions occur:


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Accounting Pro - Accounts Payable



         when field 23, IS THIS VENDOR ON HOLD?, is accessed for change in Vendor File
          Maintenance (Task 731, option 1) .
         when an invoice status is changed to "hold" or released from "hold" in Select Payables
          For Payment (Task 724).
         when a vendor's invoice address is selected for change in Accounts Payable Entry (Task
          722).
         when a check status is changed to "Void" in Check File Maintenance (Task 733).
         when journal entries and payable entries are posted to a prior fiscal month in Accounts
          Payable Entry (Task 722) , Print & Book Checks (Task 725) and Accounting--Enter
          Transactions (Task 705) .
         when journal entries and payable entries are posted to a prior fiscal year in Accounts
          Payable Entry (Task 722), Print & Book Checks (Task 725) and Accounting--Enter
          Transactions (Task 705).



Employee-Specific Parameters

Employee File Maintenance (Task 815) offers a number of "permission" fields that are related to
the global parameters and passwords you establish in Task 732. Each employee is individually set
up in Task 815 with fields that indicate if the employee can perform certain actions within the
DISC System, including Accounting Pro functions. The following fields in Task 815 are directly
related to Accounting Pro Global Parameters:

         require the employee to enter password for changing an account payable invoice address
          in Accounts Payable Entry (Task 722)
         allow the employee to void checks in Check File Maintenance (Task 733)
         ask the employee to enter a password before posting to a prior fiscal month and/or year in
          Accounts Payable Entry (Task 722), Print & Book Checks (Task 725) and Accounting -
          Enter Transactions (Task 705)

Employee-specific entries in Task 815, if different from those you establish as global parameters,
are always used

Please ask your System Administrator for more information about all fields used in Task 815 that
you can use to limit employees from performing accounting functions.

To access Task 732, type 732 and press the Enter key from any DISC menu. You'll be asked
to enter a password before the following screen displays:




74
                                                                  Task 732--Accounting Pro Global Parameters



Accounting Pro Global Parameters Options Screen

                                    YOUR COMPANY NAME
                              ACCOUNTING PRO GLOBAL PARAMETERS


 1   INSTRUCTION BOOK                                                                            (NONE)
 2   INCLUDE FREIGHT IN DISCOUNTABLE $?                                                               N
 3   PRINT ZERO DOLLAR CHECKS?                                                                        N
 4   PASSWORD TO CHANGE VENDOR HOLD STATUS                                                     PASSWORD
 5   PASSWORD TO CHANGE INVOICE HOLD STATUS                                                    PASSWORD
 6   PASSWORD TO MAINTAIN VENDOR INVOICE ADDRESS                                               PASSWORD
 7   PASSWORD TO VOID CHECK                                                                    PASSWORD
 8   PASSWORD TO POST TO PRIOR FISCAL MONTH                                                    PASSWORD
 9   PASSWORD TO POST TO PRIOR FISCAL YEAR                                                     PASSWORD
10   USE FISCAL DATES OF IN-TRANSIT INVOICES?                                                         N
11   PRE-NUMBERED CHECKS?                                                                             N
12   LASER CHECK FORMAT: 'S'INGLE, 'D'OUBLE, OR 'N'O VOUCHER                                          S
13     FIRST CHECK VOUCHER - RANGE OF ROWS                                                        00,44
14     SECOND CHECK VOUCHER - RANGE OF ROWS                                                       (N/A)
15     LOCATION OF CHECK DATE - ROW NUMBER                                                           51
16   REQUIRE PROFIT CENTERS TO BALANCE IN ACCOUNTING ENTRY?                                           Y
17   RESERVED

#    Print   Help   End




You'll use commands on the Accounting Pro Global Parameters menu bar to enter information in
these fields and optionally, print a hard copy of these parameters for backup reference. Each
command on the Accounting Pro Global Parameters menu bar is described below:

# Print Check Help End

#

This symbol indicates that you can change the information in a field by entering the number of
the field you want to change. (You do not have to press the # key first.) The cursor will advance
to the selected field where you can enter new information or clear the existing information stored
in the field. Press the Help Key ( F6 ) to display online help for the selected field. When you're
done making changes, you can use the arrow keys to navigate to other fields or press the Menu
Key ( F7 ) to return to the Accounting Pro Global Parameters menu bar.

Print

Prints a hard copy of your global parameters. You'll be asked to select a printer before the
parameters print.


Sample

If your System includes the Laser Check feature, use this command to print a sample of the laser
check format you have specified so that you can check the alignment.




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Accounting Pro - Accounts Payable




Help

Displays online, context sensitive help text for using commands on this menu bar.


End

Exits Task 732 and returns you to the DISC Main Menu screen.




76
                                                                  Task 732--Accounting Pro Global Parameters




Definitions of Global Parameter Fields

When you use the Change command and enter the field number, the cursor advances to the
selected field. The following section contains a definition of each field and discusses your options
for entry.

1 INSTRUCTION BOOK

Field 1 is used to enter the name of your company's vendor instruction book. The book is first
created in DISC-Scribe (Task 703) and is used to store pages of instructions and helpful
information unique to each vendor account.

During inquiry, payables entry and, selection, you'll be able to use menu bar commands to display
the vendor's range of pages. Although the book name is set up in Accounting Pro Global
Parameters, vendor pages are assigned to vendor accounts in Task 731, option 1 along with an
option to "auto-display" the information whenever the vendor account is accessed in Accounts
Payable Entry. Think of the vendor instruction book as your own custom Help Text to use when
processing accounts payable.

        Note: A vendor instruction book and page range can also be set up for purchasing vendors
        in Customer File Maintenance (Task 801), option 5) ENTER OR MAINTAIN GLOBAL
        CUSTOMER PARAMETERS and option 1 ENTER OR MAINTAIN CUSTOMERS.
        Purchasing and payables vendors can use the same book but be assigned different page
        ranges in Task 801 and Task 731 to separate purchasing and payables information. Or, you
        can set up completely separate books for purchasing and payables vendors.

Enter the one to four-character book name of your vendor instruction book into the
INSTRUCTION BOOK field when prompted to:

  ENTER A NEW VALUE, `F1' TO EDIT, `F4' TO CLEAR, OR `ENTER' TO RETAIN VALUE
                  PRESS `F6' FOR HELP OR `F7' FOR OPTIONS

Other options allow you to:

         Press F4 to clear the field
         Press the Enter key or use the arrow keys to accept the displayed value and move to the
          next field
         Press the Help Key ( F6 ) to display online help text for the field
         Press the Menu Key ( F7 ) to return to the Accounting Pro Global Parameters menu bar

2 INCLUDE FREIGHT IN DISCOUNTABLE $?

This field is also available at the vendor account level in Task 731-- option 1 and is used to
determine if freight charges should be included in the amount of dollars available for early
payment discount. When a vendor offers prompt payment discounts, the System needs to know
how many dollars are eligible for the discount. Since discounts are normally applied only to the
material portion of an invoice, this field allows you to indicate whether or not to include freight
charges as well. During accounts payable processing, the Accounts Payable System checks the
vendor account ( Task 731, option 1) for this field and will always use that value, if one exists.


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Accounting Pro - Accounts Payable



The global value is used as a default when no value exists at the vendor level and should contain
the most typical response. When you access this field, the following options display along the
bottom of your screen:

     INCLUDE FREIGHT IN DISCOUNTABLE DOLLARS? (Y/N) OR `F1' FOR NEXT VALUE
                    PRESS `F6' FOR HELP OR `F7' FOR OPTIONS

Enter Y es in this field to allow freight dollars to be included in prompt payment discounts. To
exclude freight charges from prompt payment discounts, enter No. ( N o is the default for this
field.) Other options allow you to:

         Press F1 to toggle between Y and N
         Press the Help Key ( F6 ) to display online help text for the field
         Press the Menu Key ( F7 ) to return to the Accounting Pro Global Parameters menu bar

3 PRINT ZERO DOLLAR CHECKS?

Zero dollar checks can occur when you are writing a check for a zero dollar invoice (to purge it
from the System) or for invoices and credits that when added up, equal zero. When you set the
option to PRINT ZERO DOLLAR CHECKS? to No, zero dollar checks do not print in Print &
Book Checks ( Task 725) . These invoices are assigned a check number of zero in addition to an
internal sequence number to keep track of them. Detail for zero dollar invoices is also saved in
history and appears on the check register. You can include detail for zero dollar invoices in all
historical reports and display this information during Accounts Payable inquiry.

If you enter Yes to PRINT ZERO DOLLAR CHECKS?, all zero dollar checks print in Task 725
when selected in Select Payables for Payment ( Task 724). Chances are, you will file instead of
mail these checks. Because they have been printed, a sequential check number is assigned to
these zero dollar checks and they become part of the check history stored in the Accounting Pro
System.

Basically, the only difference between printing zero dollar checks is the assignment of a check
number (zero VS. the actual printed check number) and the consumption of check forms.

4 PASSWORD TO CHANGE VENDOR HOLD STATUS

Vendor File Maintenance (Task 731, option 1) offers you the ability to place a vendor account on
hold or release the account from hold by changing field 23, IS THIS VENDOR ON HOLD? to `
Y 'es or ` N 'o. When you place the vendor on "Hold," the vendor is not available for selection in
Select Payables for Payment (Task 724) . In order to select the vendor for payment in Task 724 ,
this field must be set to ` N 'o in Task 731.

Accounting Pro Global Parameters lets you password this ability to change the vendor's hold
status in Task 731. When you enter a password (up to 15 characters) in field 4 PASSWORD TO
CHANGE VENDOR HOLD STATUS, whenever field 23 in Task 731, option 1 is accessed for
change, the person making the change must enter the password before changing the vendor's hold
status.




78
                                                                   Task 732--Accounting Pro Global Parameters



5 PASSWORD TO CHANGE INVOICE HOLD STATUS

Select Payables for Payment (Task 724) allows you to place a specific vendor invoice on "hold"
or release the invoice from "hold." Accounting Pro Global Parameters lets you password this
ability to change an invoice "hold" status in Task 724. When you enter a password (up to 15
characters), in field this field, payables operators in Task 724 must enter the password before
changing an invoice's hold status.

6 PASSWORD TO MAINTAIN VENDOR INVOICE ADDRESS

When entering vendor invoices in Accounts Payable Entry (Task 722), you can change the
address on an invoice. Usually, the address automatically entered for the vendor is the address
entered in Accounts Payable Vendor File Maintenance (Task 731)1 . However, you can always
change an invoice address in Task 722. This global parameter allows you to password the ability
to change the address fields on the vendor invoice. When you enter a password (up to 15
characters) in this field, a password is requested in Task 722 whenever someone attempts to
modify vendor invoice addresses.

7 PASSWORD TO VOID CHECK

You can change a check status to "Void" in Check File Maintenance (Task 733), restoring the
invoice as an open invoice for selection. Understandably, you might want to limit this ability to
specific persons in your Accounts Payables department. When you enter a password (up to 15
characters), in this field, the password must be entered in Task 733 whenever anyone attempts to
change the check status to "void."

8 PASSWORD TO POST TO PRIOR FISCAL MONTH

You can password the ability of accounting personnel to post manual transactions and payable
entries to a prior fiscal month by entering a password (up to 15 characters) in this global
parameter. Posting to a prior fiscal month can be selected during Accounts Payable Entry (Task
722), Print & Book Checks (Task 725) and Accounting--Enter Transactions (Task 705). If a
password exists in this field, Accounting Pro will request the password when anyone attempts to
post payables entries, check runs and manual transactions to a prior fiscal month in these tasks.

9 PASSWORD TO POST TO PRIOR FISCAL YEAR

The ability to post to a prior fiscal year occurs in the same tasks as posting to a prior fiscal month
(see above). You can restrict the ability of accounting personnel to post manual transactions and
payable entries to a prior fiscal year by entering a password (up to 15 characters) in this global
parameter. If a password exists in this field, Accounting Pro will request the password when
anyone attempts to post payables entries ( Task 722), check runs ( Task 725 ) and manual
transactions ( Task 705 ) to a prior fiscal year.

10 USE FISCAL DATES OF IN-TRANSIT INVOICES?

This field determines which month your invoice general ledger distributions will be posted to
when entering a new run in Task 722 . If you enter Y in this field, the distributions are posted to
the same fiscal month that the material was received.



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Accounting Pro - Accounts Payable




Entering N in this field causes the distributions to be posted to the month that you entered on the
invoice header.

11 PRE-NUMBERED CHECKS?

If your System includes the Laser Checks feature, you need to specify whether or not the checks
you use are to be pre-numbered by your supplier or not. Enter Y in this field if you use pre-
numbered checks or N in this field if the checks are not pre-numbered.

12 LASER CHECK FORMAT:

Laser checks are available in one of three formats: single, double or no voucher. Again, this
decision is made when laser checks are ordered. Enter S for checks with a single remittance
voucher, D or checks with a double remittance voucher or N for checks with no remittance
voucher. For more information on check format specifications, see the Laser Checks manual.

If your System does not include the Laser Checks feature, N/A appears in this field. If your
System includes the Laser Check feature but it has not been activated by your System
administrator yet, (None) appears in this field.

13 FIRST CHECK VOUCHER

If your System includes the Laser Checks feature and you have specified the single or double
remittance voucher format in field 12, the range of rows on the 8 1/2" by 11" paper where
information prints for the first (or only) remittance voucher appears in this field (e.g., 00, 22).
You may print a sample of your alignment mask and change this range if necessary.

14 SECOND CHECK VOUCHER

If your System includes the Laser Checks feature and you have specified the double remittance
voucher format in field 12, the range of rows on the 8 1/2" by 11" paper where the information
prints for the second remittance voucher appears in this field (e.g., 26, 45). You may print a
sample of your alignment mask and change this range if necessary.

15 LOCATION OF CHECK DATE

If your System includes the Laser Checks feature, the row number for the location that your
check date is printed appears in this field. Again, you may print a sample of your alignment mask
and change this location by changing the row number in this field.

16 REQUIRE PROFIT CENTERS TO BALANCE IN ACCOUNTING ENTRY?

This field determines whether runs must be in balance by profit center in Task 705 in order to be
posted. If you answer 'N'o here, you will be allowed to post the run with the P/C's being out of
balance in Task 705. If you answer 'Y'es, and profit centers are not in balance when you post the
run, Task 705 automatically adds ALL900x transactions to the run for you (x is the profit center
code) balancing the profit centers as needed.



80
                                                                       Task 732--Accounting Pro Global Parameters



17 RESERVED

This field is not currently in use and is reserved for future development.




    1. The name and address for the purchasing vendor (from Task 801) is not usually transferred to the
       vendor's invoice. However, if your System includes Purchase Pro and the purchase order was entered
       using a miscellaneous purchasing vendor (set up in Task 801), the vendor name and address entered
       on the purchase order in Inventory Purchase Order Processing (Task 401) is transferred to the in-
       transit invoice created in Accounts Payable Entry (Task 722).




                                                                                                              81
Task 721--Accounts Payable
Inquiry
Overview


   Accounts Payable Inquiry allows you to inquire on accounts by vendor name (or nickname)
   or by vendor invoice number. With this task you are able to find:

General Information
       Address, Phone and Fax Numbers
       Terms (Discount and Standard)
       Payment Group Code
       Is This Vendor a Miscellaneous Vendor?
       Year to Date Payables Paid
       Discounts Available
       Year to Date Discounts Taken

Open and Paid Invoices
       Purchase Order Number
       Totals
       Freight
       Invoice Date
       Date Entered into System
       If Open, Number of Days Open

General Ledger Accounts
       Accounts for `F' orders and `S' orders (for Purchases, Freight Expense and In-
          transits)
       Preferred Accounts for Disbursements

Payment Summary Information
      Date of First Invoice
      Date of Last Payment
      Weighted Days
      This Year's High (Days and Balance)
      Last Year's High (Days and Balance)
      A/P Comments from Task 731(Vendor File Maintenance)

In-transit Information
        Vendor Number
        Order Number
        Profit Center
        FOB Point
        Shipped Date
        Receipt Date



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Accounting Pro - Accounts Payable



              Run Number
              Booked Date

Check Information
       Check number
       Payment Account Code
       Vendor Name
       Type of Check (`M'anual from Task 733 , `P'rinted from Task 722 or Task 725 )
       Amount
       Date Printed
       Statement Date
       Status (`O'pen, `C'leared or `V'oid)
       Profit Center of Payment Account

Aging Information
        For Paid or Open Invoices
        Over 30/60/90 Days
        Total
        Number of Days
        Discounts Taken
        Discounts Available

List of Vendors

Find Information by Vendor Invoice Number




84
                                                                           Task 721--Accounts Payable Inquiry




Task 721 Main Screen and Menu Bar

To enter this task, type721 at the Main Menu and press the Enter key. When you enter Task
721, you are presented with this screen:



                                 ACCOUNTS PAYABLE INQUIRY

VENDOR |````````````````````````` YTD PAYABLES PAID
TELEPHONE DISCOUNTS AVAILABLE
PAYMENT GROUP YTD DISCOUNTS TAKEN
TERMS: DISCOUNT
STANDARD
--------------------------------------------------------------------------------




           ENTER VENDOR NAME/NUMBER, 'F1' TO LIST, 'F2' FOR SAME,
              'F3' TO LOCATE BY INVOICE, 'F6 FOR HELP', OR 'END'




The cursor pauses at the vendor name/number field and you are prompted to:

ENTER VENDOR NAME/NUMBER

Enter the six-digit A/P vendor number for the vendor account or enter the vendor's nickname set
up in Task 731. If an exact match cannot be found for your entry, the next closest match for the
vendor name/number displays.

`F1' TO LIST

Press F1 to display a list of payables vendors and the Vendor List menu bar. Use the commands
on the menu bar to scroll through the list and select a payables vendor. The Options command
allows you to list payable vendors in sequence by vendor name or number to make it easier to
find the account you're looking for.

`F2' FOR SAME

Press F2 to continue to inquire on the vendor that is already listed in this field.

`F3' TO LOCATE BY INVOICE

When you press F3, you are able to enter an invoice number to locate the vendor and additional
inquiry information.


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Accounting Pro - Accounts Payable



`HELP KEY'

Press the `Help Key' ( F6 ) to access online help information.

`END'

Press the `End Key' ( F12 on most keyboards) or type END and press the Enter key to return
to the Main Menu.


Task 721 Header Information
When you enter a vendor into this task, some vendor information remains in the header of the
screen so you will have access to it regardless of which command you choose from the Task 721
Main menu bar. This information includes:

         Vendor Number and Name
         Telephone Number
         Payment Group Code
         Payment Terms (Discount and Standard)
         Year-to-Date Payables Paid
         Discounts Available
         Year-to-Date Discounts Taken


                                           ACCOUNTS PAYABLE INQUIRY

VENDOR            902500 - LENZ COMPANY YTD PAYABLES PAID               1,256.3
TELEPHONE                  511+235-9631 DISCOUNTS AVAILABLE                 0.0
PAYMENT GROUP                         C YTD DISCOUNTS TAKEN                 0.0
TERMS: DISCOUNT                    NONE
       STANDARD                  NET 50
-------------------------------------------------------------------------------
 ADDRESS      THE LENZ COMPANY           SPECIAL INSTRUCTIONS:        BOOK? NO
              33 KLIPTON DRIVE
 902500       P O BOX 998
              DAYTON OHIO 45501
 TELEPHONE                 511+235-9631
 FAX NUMBER                      (NONE)
 TERMS: DISCOUNT                   NONE
        STANDARD                 NET 50
 PAYMENT GROUP C       MISC VENDOR? NO
 YTD PAYABLES PAID             1,256.30
 DISCOUNTS AVAILABLE               0.00


Add'l     Open      Paid     In-transit   Check   Summary   aGe   List   Next   Find   Vendor...
 .




86
                                                                          Task 721--Accounts Payable Inquiry




Task 721 Main Menu Bar
When you enter a vendor into this task, you'll use the commands on the Main menu bar for
further inquiry on your accounts payable for this vendor. Here is a summary of the commands on
this menu bar:

Add'l Open Paid In-transit Check Summary aGe List Next Find Vendor ...
Help End

Add'l

Using the Add'l command allows you quick access to general ledger account information and
summary payment information that was entered into Task 731 (Vendor File Maintenance). For
more information about using this command, see Finding Additional Vendor Information.


Open

The Open command lists your open invoices for this vendor so you can view information about
their purchase order number, totals, freight, the date of the invoice, the date they were entered
into the System and the current number of days they are open. You have option to display this
information in different formats using the Options command from the menu bar that appears
below the list. If you know the purchase order number or exact vendor invoice number, you can
search the list by this information.


Paid

The Paid command similarly lists your paid invoices so you can view information about
purchase order numbers, totals, freight, date of invoice and date entered into the System. Again,
you have many display and listing options by using the menu bar commands below the list.


In-transit

This command lists the in-transit invoices for this vendor. If you know the invoice number for the
in-transit, you can easily begin the list with that in-transit. If you want further information on the
line items of the in-transit, you have the option to display the list in several different formats:
Summary, Pricing, Quantity, and Full. There is also an option to print a hard copy of the in-transit
to be used as a debit memo. For more information, see Inquiring on an In-transit.


Check

The Check command allows you inquire about accounts payable payments and view
information such as:

       The check number
       The payment account code



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Accounting Pro - Accounts Payable



         The type of check (`M'anual checks written using Task 733 or checks `P'rinted in Task
          722 or 725 )
         The check amount
         The date the check was printed
         The statement date
         The status of the check (open, cleared or void)
         The profit center of the payment account

For further information on using this command, see Inquiring on a Check.

Summary

With this command you can view a Summary of your accounts payable for this customer with
one keystroke! You see:

         Date of first invoice
         Date of last payment
         Weighted days
         This year's high (days and balance)
         Last year's high (days and balance)


aGe

This command allows you to inquire about the aging on your accounts payables. When you use
the aGe command you can see your total open accounts payable, the discounts available and
aging of your open payables. You can also see the aging of your paid payables including the
discounts taken and any discounts still available.

List

Use the List command to list your accounts payable vendors. You can choose to list by Vendor
`A'ccount Number or by Vendor `N'ame by using the Options command from the menu bar that
appears below the list. Then you can select a vendor from this list for further inquiry by entering
the line number for the vendor.


Next

You can inquire about the next vendor on your list by choosing the Next command.


Find

If you know the vendor invoice number and you want accounts payable information for that
invoice or vendor, use the Find command.




88
                                                                          Task 721--Accounts Payable Inquiry



Vendor

Use the Vendor command to enter another vendor into this task for further inquiry.


...

The ellipsis symbol(" ... ") on the menu bar indicates that there are more commands on this menu
bar than can be seen at the bottom of this screen. You can use the arrow key or the press the " . "
key to see the rest of the commands. When there is an ellipsis after the End command, pressing
the " . " key will return you to the first menu bar. You can still select any command from this
entire menu bar (whether you can see it or not) if you know the capitalized letter that activates it.


Help

The Help command activates online context-sensitive Help Text.


End

Use this command to exit this task and return to the Main Menu.




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Accounting Pro - Accounts Payable




Finding Additional Vendor Information

     If you need quick access to your general ledger accounts and summary payment information
     for this vendor, choose the Add'l command from the Task 721 Main menu bar. When you
     choose this command, the Additional Information menu bar appears at the bottom of the
     screen.

Additional Information Screen and Menu Bar

                                            ACCOUNTS PAYABLE INQUIRY

VENDOR             902500 - LENZ COMPANY YTD PAYABLES PAID              1,256.30
TELEPHONE                   511+235-9631 DISCOUNTS AVAILABLE                0.00
PAYMENT GROUP                          C YTD DISCOUNTS TAKEN                0.00
TERMS: DISCOUNT                     NONE
       STANDARD                   NET 50
--------------------------------------------------------------------------------
 ADDRESS      THE LENZ COMPANY           SPECIAL INSTRUCTIONS:        BOOK? NO
              33 KLIPTON DRIVE
 902500       P O BOX 998
              DAYTON OHIO 45501
 TELEPHONE                  511+235-9631
 FAX NUMBER                       (NONE)
 TERMS: DISCOUNT                    NONE
        STANDARD                  NET 50
 PAYMENT GROUP C        MISC VENDOR? NO
 YTD PAYABLES PAID              1,256.30
 DISCOUNTS AVAILABLE                0.00


Address       G/l-accounts          payment-Info   Help   End



     Using the G/l-accounts command allows you to view the purchase, freight expense and
     in-transit general ledger account numbers for both `F' orders and `S' orders. In addition, you
     see the preferred general ledger distribution accounts for this vendor.




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                                                              Task 721--Accounts Payable Inquiry




General Ledger Accounts Information
                               ACCOUNTS PAYABLE INQUIRY

VENDOR             902500 - LENZ COMPANY YTD PAYABLES PAID              1,256.30
TELEPHONE                   511+235-9631 DISCOUNTS AVAILABLE                0.00
PAYMENT GROUP                          C YTD DISCOUNTS TAKEN                0.00
TERMS: DISCOUNT                     NONE
       STANDARD                   NET 50
--------------------------------------------------------------------------------
 ADDRESS      THE LENZ COMPANY                     GENERAL LEDGER ACCOUNTS
              33 KLIPTON DRIVE
 902500       P O BOX 998                                 'F'-ORDER   'S'-ORDER
              DAYTON OHIO 45501               PURCHASES      (NONE)     (NONE)
 TELEPHONE                  511+235-9631      FREIGHT        (NONE)     (NONE)
 FAX NUMBER                       (NONE)      IN-TRANSIT     (NONE)     (NONE)
 TERMS: DISCOUNT                    NONE
        STANDARD                  NET 50      DISBURSEMENTS:
 PAYMENT GROUP C        MISC VENDOR? NO       1ST PLP500 4TH (NONE) 7TH (NONE)
 YTD PAYABLES PAID              1,256.30      2ND E2030J 5TH (NONE) 8TH (NONE)
 DISCOUNTS AVAILABLE                0.00      3RD (NONE) 6TH (NONE) 9TH (NONE)

Address   G/l-accounts   payment-Info   Help   End



   The payment-Info command on the Additional Information menu bar gives you quick
   access to summary accounts payable information as seen in the following screen.

Payment Information
                                 ACCOUNTS PAYABLE INQUIRY

VENDOR            902500 - LENZ COMPANY YTD PAYABLES PAID               1,256.30
TELEPHONE                  511+235-9631 DISCOUNTS AVAILABLE                 0.00
PAYMENT GROUP                         C YTD DISCOUNTS TAKEN                 0.00
TERMS: DISCOUNT                    NONE
       STANDARD                  NET 50
--------------------------------------------------------------------------------
 ADDRESS      THE LENZ COMPANY                     PAYMENT INFORMATION
              33 KLIPTON DRIVE                FIRST INVOICE 07/93
 902500       P O BOX 998                     LAST PAYMENT   11/26/98
              DAYTON OHIO 45501               WEIGHTED DAYS   49
 TELEPHONE                 511+235-9631       THIS YEAR HIGH: DAYS     BALANCE
 FAX NUMBER                      (NONE)                        56       1,534.00
 TERMS: DISCOUNT                   NONE       LAST YEAR HIGH: DAYS     BALANCE
        STANDARD                 NET 50                        52         985.00
 PAYMENT GROUP C       MISC VENDOR? NO        A/P COMMENTS:
 YTD PAYABLES PAID             1,256.30
 DISCOUNTS AVAILABLE               0.00

Address   G/l-accounts   payment-Info   Help   End




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Listing Open and Paid Invoices

If you need information regarding an open or paid invoice, choose either the Open or Paid
command from the Task 721 Main menu bar. You are presented with a screen similar to the
following. On the screen for open invoices, the number of days that the invoice is open is seen in
the column at the right of the screen. On the screen for paid invoices, this column indicates that
the invoice is PAID.




                                                List of Open Invoices
                                          ACCOUNTS PAYABLE INQUIRY

VENDOR    902000 - HANSEN MANUFACTURING YTD PAYABLES PAID             452,354.87
TELEPHONE                  617+555-0101 DISCOUNTS AVAILABLE             6,729.32
PAYMENT GROUP                         A YTD DISCOUNTS TAKEN             6,501.22
TERMS: DISCOUNT         2.0000% PROX 15
       STANDARD                  NET 30
--------------------------------------------------------------------------------
L#   VENDOR INVOICE     OUR PO      TOTAL    FREIGHT     INVOICE ENTERED DAYS

 1   1                                               0.00         0.00   01/21/02   02/23/02   411
 2   DCLAPT30                       S40010         885.75         0.00   03/07/02   03/07/02 NOBK
 3   DCLAPTSBP                      S40005           0.00         0.00   03/06/02   03/06/02      1
 4   DCLTESTAPT                     S40000          67.20         0.00   03/06/02   03/06/02      1
 5   DCLTESTAPT1                    S40002           0.00         0.00   03/06/02   03/06/02      1
 6   MARLENE                        S45000           0.00         0.00   03/06/02   03/06/02      1
     (END OF LIST)



More     Previous        Relist     #   Find   Options   Help   End



You can use the More, Previous and Relist commands from the menu bar at the bottom of
the screen to navigate the list of invoices. If you know the purchase order number or vendor
invoice number for the invoice, you can search the list using the Find command on the List
Invoices menu bar. You then enter the vendor invoice number and press the Enter key or the
purchase order number and press F1. You can also select an invoice for further inquiry from the
list by simply entering the line number of the invoice.


Invoice Display Options
You can view the information about your list of invoices in several different formats by choosing
the Options command from the menu bar at the bottom of the screen. Your display format
options are:




92
                                                                        Task 721--Accounts Payable Inquiry



       `N'one--You view the invoice number, purchase order number, invoice total, freight, date
        invoiced, date entered, and status (not booked, number of days open, or PAID) but no
        other detail.

       `S'ummary--In addition to the information above, you also view the run number, discount
        dates and standard due dates.

       `I'n-transit--You view line item detail for each in-transit on the invoice including vendor
        number and name, profit center, FOB point, shipped and received dates, run number, date
        booked, part description, quantity, list price, discount and total-net for the invoice.

       `P'ayment--You view payment information including the check number, profit center,
        invoice amount, discount information and payment comments added in Task 724 (Select
        Payables for Payment) .

       `G'eneral Ledger--You view General Ledger distributions for each line item and
        comments from Task 722 (Accounts Payable Entry.)

Try each option by choosing the Change command from the menu bar at the bottom of the
screen and entering the designated letter for the format you want. Then press the menu key ( F7 )
and End to return to the list of invoices to see the effect. (Remember that if you use the saVe
command after the Change command, your settings will be saved with your initials for the next
time you log onto the System.)




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Accounting Pro - Accounts Payable




Inquiring on an In-transit

     If you need more information about an in-transit invoice for this vendor, choose the In-
     transit command from the Task 721 Main menu bar. A list of your in-transits, similar to the
     screen below will display:

In-transit Information

                                          ACCOUNTS PAYABLE INQUIRY

VENDOR    902000 - HANSEN MANUFACTURING YTD PAYABLES PAID             450,550.25
TELEPHONE                  617+555-0101 DISCOUNTS AVAILABLE             6,730.60
PAYMENT GROUP                         A YTD DISCOUNTS TAKEN             6,501.22
TERMS: DISCOUNT         2.0000% PROX 15
       STANDARD                  NET 30
--------------------------------------------------------------------------------
                                        PROFIT     SHIPPED RECEIPT        BOOKED
L# VENDOR     VENDOR NAME       ORDER CENTER FOB     DATE     DATE    RUN DATE
 1 902000 HANSEN MANUFACTURING S40000A B100.00 HA 12/08/98 12/11/98        12/98
 2 902000 HANSEN MANUFACTURING S40002A B100.00 HA 11/30/98 12/08/98        12/98
 3 902000 HANSEN MANUFACTURING S40005A B100.00 HA 12/05/98 12/11/98        12/98
 4 902000 HANSEN MANUFACTURING S40005B B100.00 HA 12/07/98 12/09/98        12/98
 5 902000 HANSEN MANUFACTURING S40010A B100.00 HA 12/04/98 12/06/98        12/98
 6 902000 HANSEN MANUFACTURING S45000A B100.00 HA 11/18/98 11/28/98        11/98
 7 902000 HANSEN MANUFACTURING S45000B B100.00 HA 11/25/98 12/05/98        12/98
 8 902000 HANSEN MANUFACTURING S57895A B100.00 HA 10/12/98 10/14/98        10/98
 9 902000 HANSEN MANUFACTURING S58620A B100.00 HA 11/26/98 11/28/98        11/98
10 902000 HANSEN MANUFACTURING S76000A B100.00 HA           01/01/99       01/99
   (END OF ORDERS)

More     Previous        Relist     #   Find   prInt   Options   End



     On this screen, you view information on the purchase order number, the profit center, the
     FOB point, the shipped, receipt and booked dates and the run number if the in-transit has
     been selected for an accounts payable run.

     The PROFIT CENTER field shows the profit center for this in-transit invoice and indicates
     any profit center splits. "B100.00" means 100% of this in-transit is credited to profit center B.
     "B 33.33 means that this in-transit is split between three profit centers (B and two others).

     If you want more information on one of the in-transits, you can select the in-transit by
     entering the line number listed on the screen. Line item information in Summary format
     displays on the screen.



Listing and Display Options
     You have many listing options for your in-transits. You can limit your list of in-transit
     invoices to those on `S'tock orders only, those on `F'actory Drop Ship orders, or include both.
     You can choose to include all in-transits or limit the list to those not selected on an accounts



94
                                                                     Task 721--Accounts Payable Inquiry



payable run or those with some line items that have been selected (partial in-transits). You
can also limit the list to specified profit centers.

These options are accessed by choosing the Options command from the List In-transits
menu bar, then choosing the Listing command. Try each option by choosing the Change
command from the menu bar at the bottom of the screen and entering the designated letter for
the format you want. Then press the menu key ( F7 ) and End to return to the list of invoices
to see the effect. (Remember that if you use the saVe command after the Change
command, your settings will be saved with your initials for the next time you log onto the
System.)

You also have options about the way you display your in-transits on the screen. You can view
the information about the in-transit's line item detail in several different formats:


   `N'one--You view the vendor number, vendor name, order number, profit center split,
    shipped and received dates, accounts payable run number and booked date, but no line
    item detail.

   `S'ummary--In addition to the above information, you view the part description, received
    quantity, list price, discount percent, total-net and inventory class for each line item.

   `P'ricing--Line item information includes the quantity ordered and received, the list price,
    discount percent, net cost per unit, total-net cost and inventory class.

   `Q'uantity--You view "our part" numbers, part descriptions, ordered/received/back-
    ordered quantities, and total-net cost for each line item.

   `F'ull--With this format you view ordered/received quantities, list prices, customer
    discount percents, customer net prices, dealer discount percents and dealer net prices.


You access the options by choosing the Option command from the List In-transit menu bar,
then using the Display command for display options. Again try changing the options to see
which one best fits your needs.




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Accounting Pro - Accounts Payable




Inquiring on a Check

If you want more information about a check that you have issued, use the Check command from
the Task 721 Main menu bar. You are presented with a screen similar to the following that lists
your checks:

Check Information



                                         ACCOUNTS PAYABLE INQUIRY

VENDOR    902000 - HANSEN MANUFACTURING YTD PAYABLES PAID             450,884.25
TELEPHONE                  617+555-0101 DISCOUNTS AVAILABLE             6,729.32
PAYMENT GROUP                         A YTD DISCOUNTS TAKEN             6,507.22
TERMS: DISCOUNT         2.0000% PROX 15
       STANDARD                  NET 30
--------------------------------------------------------------------------------
 L CHECK ACCT       VENDOR       ------C-H-E-C-K------   STATEMENT --STATUS-- P
 # NUMBR CODE        NAME        TYPE   AMOUNT    DATE      DATE   CODE DATE C

 1       11    CN HANSEN       MANUFACTURING   P    134,585.98   04/04/02   04/24/02   C            A
 2       11    CN HANSEN       MANUFACTURING   M       -200.00   04/04/02   06/02/02   C   06/02/02 A
 3       11    CN HANSEN       MANUFACTURING   M        -20.00   04/04/02   04/24/02   C   04/24/02 A
 4       11    CN HANSEN       MANUFACTURING   M     -1,000.00   04/04/02   06/02/02   C   06/02/02 A
 5       11    CN HANSEN       MANUFACTURING   M          1.00   04/04/02   04/24/02   C            A
 6       11    CN HANSEN       MANUFACTURING   M        500.00   04/04/02   04/24/02   C   04/23/02 A
 7       25    CN HANSEN       MANUFACTURING   P     40,000.00   06/01/02   06/19/02   C   06/17/02 A
 8       35    CN HANSEN       MANUFACTURING   P     39,044.00   04/21/02   06/19/02   C   06/17/02 A
 9    12345    CN HANSEN       MANUFACTURING   M        100.00   05/02/02              O            B
     (THERE    ARE MORE)

More     Previous       Relist      #   Find   Options   Help    End




You can use the More, Previous and Relist commands to navigate this list or the Find
command if you know the check number. The codes in the TYPE field refer to checks that are
`M'anual checks entered into the System in Task 722 or checks `P'rinted in Task 722 or 725.




96
                                                                   Task 721--Accounts Payable Inquiry




Check Listing and Display Options
If you choose the Options command from the Check List menu bar, you can change the listing
and display options for your checks. To change the display options, choose the Display
command from the Options menu bar. You will see the following screen of options:


                                   ACCOUNTS PAYABLE INQUIRY

VENDOR    902000 - HANSEN MANUFACTURING YTD PAYABLES PAID             452,351.14
TELEPHONE                  617+555-0101 DISCOUNTS AVAILABLE             6,826.21
PAYMENT GROUP                         A YTD DISCOUNTS TAKEN             6,532.11
TERMS: DISCOUNT         2.0000% PROX 15
       STANDARD                  NET 30
--------------------------------------------------------------------------------
OPTIONS FOR DISPLAYING CHECKS:
  DISPLAY INVOICES PAID BY EACH CHECK? (Y/N)                                   N
  CHECK NUMBER TO LIMIT DISPLAY OR 'F1' FOR NONE                          (NONE)
  MINIMUM CHECK DOLLAR AMOUNT TO LIMIT DISPLAY OR 'ENTER' FOR NONE        (NONE)

  LIST   OF   PAYMENT ACCOUNT CODES TO INCLUDE OR 'ENTER' FOR ALL                           (ALL)
  LIST   OF   PROFIT CENTERS TO INCLUDE OR 'ENTER' FOR ALL                                  (ALL)
  LIST   OF   STATUS CODES TO INCLUDE (EG: COV) OR 'ENTER' FOR AL                           (ALL)
  LIST   OF   CHECK TYPES TO INCLUDE (EG: MP) OR 'ENTER' FOR ALL                            (ALL)
  DATE   OF   OLDEST BANK STATEMENT TO INCLUDE OR 'ENTER' FOR OLDEST                       OLDEST
              NEWEST BAMK STATEMENT TO INCLUDE OR 'ENTER' FOR NEWEST                       NEWEST

Change   Display    Listing   Restore   saVe   Help   End



You can also change listing options by selecting the Listing command from the Options menu
bar, you can choose to list checks by payment account number or check date.




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Accounting Pro - Accounts Payable



Check Listing Options


                                             YOUR COMPANY
                                      ACCOUNTS PAYABLE INQUIRY

VENDOR    902000 - HANSEN MANUFACTURING YTD PAYABLES PAID             452,351.14
TELEPHONE                   617+555-0101 DISCOUNTS AVAILABLE            6,826.21
PAYMENT GROUP                          A YTD DISCOUNTS TAKEN            6,532.11
TERMS: DISCOUNT         2.0000% PROX 15
       STANDARD                   NET 30
--------------------------------------------------------------------------------
OPTIONS FOR LISTING CHECKS:

LIST BY     'P'AYMENT ACCOUNT CODE OR CHECK 'D'ATE                                           P
  ENTER     CHECK DATE OR 'F1' FOR FIRST                                             N/A
  ENTER     PAYMENT ACCOUNT CODE OR 'F1' FOR FIRST                                 FIRST
  ENTER     CHECK NUMBER OR 'F1' FOR FIRST                                         FIRST



Change      Display       Listing   Restore   saVe   Help   End



You can change either your listing or display options by selecting the Change command from
the Options menu bar. If you use the saVe command, you can save these options with your
initials so they remain whenever you log on to the System. You can use the Restore command
from this menu bar to change the options back to the last values that were saved.




98
                                                                         Task 721--Accounts Payable Inquiry




Listing Vendors

     To inquire about additional vendors, choose the Vendor command from the Task 721 Main
     menu bar. You may then use the F1 key to list vendors, the F2 key for further inquiry on the
     same vendor or the F3 key to locate a vendor if you know the vendor invoice number. If you
     choose F1 to list, a screen similar to the following will display:

List Vendors

                                       ACCOUNTS PAYABLE INQUIRY

VENDOR            902500 - LENZ COMPANY YTD PAYABLES PAID               1,256.30
TELEPHONE                  511+235-9631 DISCOUNTS AVAILABLE                 0.00
PAYMENT GROUP                         C YTD DISCOUNTS TAKEN                 0.00
TERMS: DISCOUNT                    NONE
       STANDARD                  NET 50
--------------------------------------------------------------------------------
 L        VENDOR        VENDOR
 #         NAME         NUMBER                    ADDRESS

 1   LENZ COMPANY             902500   33 KLIPTON DRIVE, P O BOX 998, DAYTON OHIO 45501
 2   MOSIER INDUSTRIES        957000   325 CARR DRIVE, BROOKVILLE OHIO 45309
 3   NORGREN COMPANY          903000   442 WEST SIDE DRIVE, LITTLETON, CO 61723
 4   OMRON ELECTRONICS IN     904000   487 DEVON PARK DRIVE, SUITE 214, WAYNE, PENN 19088
 5   RACINE HYDRAULICS DI     905100   DANA CORP, DRAWER 21, MILWAUKEE WI 53278
 6   SOUTH HARTFORD DIST.     907000   1137 WHELAN AVE, PO BOX 1222, NEW HAVEN, CT 02022
 7   WEATHERHEAD - CA         992430   105 INDUSTRIAL DRIVE, P.O. BOX 20987, MANTECA, CA




More    Previous    Relist    #   Options    Help    End



     Using the Options command on the menu bar at the bottom of the screen, you can choose to
     list by account number or vendor name, beginning with a specified number or name.

     If you select a vendor from the list by entering the line number listed on the screen, you view
     the general information for this vendor (address, phone numbers, terms, etc.) that was entered
     into Task 731 (Vendor File Maintenance).




                                                                                                        99
Task 722--Accounts Payable Entry
Overview

   Task 722 (Accounts Payable Entry) is the pivotal task in the Accounts Payable System. This
   task controls:

      The booking of in-transit invoices (created during inventory receipts and the invoicing of
       factory drop shipments)
      The actual entry of vendor invoices into the appropriate General Ledger expense and
       payable accounts.


   The Accounts Payable System allows you to start the entry of a batch of vendor invoices, exit
   the task at almost any point, and re-enter the task at a later time--without losing any of the
   earlier data. Each time you enter the task again, you can see if an accounts payable run--a
   batch of invoices whose total value can been entered into the task as a check to see if each
   invoice is entered correctly--is in progress. When you enter this task, the System displays all
   runs that are in progress:

Accounts Payable Run Screen

                                    ACCOUNTS PAYABLE ENTRY

EMPLOYEE ID NUMBER YOSTB00 ELY                                         8 UNBOOKED IN-TRANSITS
WAREHOUSE CODE     D - FARMINGTON, CT                                  25 PENDING PAYABLES

--------------------------------------------------------------------------------
 L     RUN    OPERATOR    ENTERED    TOTAL AMOUNT     REMAINING PROFIT FISCAL
 #    NUMBER INITIALS      DATE        TO APPLY        TO APPLY CENTER    YEAR

 1     0007        (IN USE BY ANOTHER OPERATOR)
 2     0008        ELY      06/12/99         500.00                    500.00       F      1999
 3     0009        RRV      06/12/99       1,750.00                  1,750.00       D      1999
 4     0010        ELY      06/12/99       2,375.00                  2,375.00       B      1999
(END OF LIST)


List   New   #   Invoice   Update    Book-intransit      Pending     Destroy    Help    End



The header of this screen shows the following information:

EMPLOYEE ID NUMBER

   This field shows the employee number and ID of the person logged on to the terminal. Any
   display options that are saved in this task stay with this employee ID and are available
   whenever this employee logs on.




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Accounting Pro - Accounts Payable




WAREHOUSE CODE

      The warehouse code listed here is the warehouse code for the employee when the task was
      entered. Both the employee ID number and the warehouse code can be changed with the
      Update command (See the description of this command in A/P Entry Main Menu Bar.)


UNBOOKED IN-TRANSITS

      The value in this field is the number of in-transits that have not yet been booked. (i.e., posted
      to the General Ledger). For more information see Booking In-transit Invoices.

PENDING PAYABLES

      This field shows the number of vendor invoices that have been added to the Pending Payables
      list in the System. This list helps you to keep track of invoices that have arrived before the
      materials have been received. For more information, see the section entitled Pending
      Payables.


      The following fields are beneath the header:


L#

      This column lists line numbers used with the selection symbol (#). This symbol on the menu
      bar means that you can select one of the accounts payable runs to display more detail and
      continue adding or changing invoices, in-transits or General Ledger distributions in the run.

RUN NUMBER

      This is the number assigned by the System to the "accounts payable run"--a batch of invoices
      whose total value (including tax and freight) can be entered into the task as a double check of
      the individual entry of each invoice. This run number remains with this run for tracking
      purposes even if the run has been destroyed.


OPERATOR INITIALS

      This field lists the initials of the person who created the accounts payable run. This is useful
      if you have several people making accounts payable entries and you want to be sure that this
      is a run you started.


ENTERED DATE

      The date that the run was first created is listed in this field.




102
                                                                            Task 722--Accounts Payable Entry




TOTAL AMOUNT TO APPLY

  This field lists the total dollar amount of all invoices you're entering for the run. You can
  change this value using the Totals command on the A/P Run Maintenance menu bar. See
  The A/P Run Maintenance Menu Bar for further information on the Totals command.

TOTAL REMAINING TO APPLY

  The value listed in this field is the remainder of the amount you entered to apply for the run
  minus the total value of invoices already entered in this run.

PROFIT CENTER

  This field lists the default profit center of the run. This is used when posting to the General
  Ledger. However, when you are processing an accounts payable run and you select an in-
  transit for the run, the profit center listed on the in-transit is used, not the one in this field.

FISCAL YEAR

  The fiscal year listed here is the fiscal year of the General Ledger affected by this run.




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Accounting Pro - Accounts Payable




A/P Entry Main Menu Bar

      The A/P Entry Main menu bar appears at the bottom of this screen. Here is a summary of the
      commands available on that menu bar:

List New # Invoice Update Book-intransit Pending Destroy Help End

List
      If there are more runs than can be seen on the screen, press the List command to see the List
      Runs menu bar:

Stop More Previous Relist Help

      When you see the line number of the run you want to select, use the Stop command to return
      to the A/P Entry Main menu bar where you can select it.

New
      If you wish to start a new run, use the New command. For further instructions, see the
      following section on Entering a New Accounts Payable Run.

#
      This symbol on the menu bar means that you can select one of the accounts payable runs to
      display more detail and to continue adding or changing invoices, in-transits or general ledger
      distributions in the run by entering the line number for the run. You do not need to press the
      # key first. See the section on Selecting an Existing A/P Run.


Invoice

      Choose the Invoice command if you wish to maintain an invoice that has been booked in
      Task 723 Print and Book Payables. You cannot use this command to change the dollar
      amounts on the invoice. If you wish to change the dollar amount, you must maintain an
      invoice within a run. For more information, see Maintaining a Booked Invoice.

Update
      If you want to change the employee ID information or warehouse information at the top of
      the screen, choose the Update command.

Book-intransit
      This command allows you to book all in-transit invoices. Unbooked in-transit invoices cannot
      be applied to vendor invoices until they are booked to the General Ledger. In order to reduce
      the number of postings to the General Ledger, it is advisable to book in-transits in batches
      rather than individually. The number of unbooked invoices is listed at the top of the screen.
      For more information, see Booking In-transit Invoices.

Pending
      If the invoices were received before the stock was received (for example, if the invoice was
      faxed but the stock was shipped), the invoice can be stored in this task as a "pending
      payable." When you enter an invoice that does not have a matching in-transit, you can choose



104
                                                                         Task 722--Accounts Payable Entry



  to save the payable to a pending payables list. Choose the Pending command to display and
  maintain this list. For more information, see Pending Payables.

Destroy
  Select this command if you want to Destroy a run. You enter the line number and confirm
  that you want this run destroyed. All invoices for this run are deleted. The in-transit invoices
  still exist and can be entered in another run. For audit trail purposes, the run number is
  updated (with a zero total) in the General Ledger and the run number will not be used again.

Help
  The Help command displays online help text specific to the field or menu bar where your
  cursor is displayed. You can also create your own Help Text, specific to your company's
  procedures. This is done by creating a book in DISC-Scribe (Task 703) and then using the
  custom Help Text feature in Task 703 to indicate where custom Help Text page(s) are
  available in the tasks. Refer the DISC-Scribe manual for more information about creating
  custom help text.

End
  Use this command to exit Task 722 and return to the Main Menu.




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Accounting Pro - Accounts Payable




Booking In-transit Invoices


      The number of unbooked in-transit invoices is listed in the header of Accounts Payable
      screens in Task 722 .

      When the you use the Book-intransit command from the A/P Entry Main menu bar, the
      System prints a "Booked In-transit Invoice Report" (i.e., a summary of all of the original
      detail on the receipt), and proceeds to update the General Ledger. The general ledger update
      phase produces a report of all general ledger transactions. This is all done with one keystroke!

       Note: Upon entering Task 722 for the first time, the System tests to see if in-transit invoices
       are actually being saved by checking for the existence of the Corporate Default Accounts. If
       the default accounts have not been entered, you see the following warning:

                     USE VENDOR FILE MAINTENANCE TO ENTER STANDARD
                                    DEFAULT ACCOUNTS

       See Task 731 Option 3--Corporate Default Accounts and Initial System Start Up for more
       information about how to set up Corporate Default Accounts so that you can book these in-
       transit invoices.




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                                                                             Task 722--Accounts Payable Entry




Entering a New Accounts Payable Run
If you want to enter a new accounts payable run, choose the New command from the A/P Entry
Main menu bar. You begin with the following screen:


                                       ACCOUNTS PAYABLE ENTRY

EMPLOYEE ID NUMBER TRAIN10 T10                                             9 UNBOOKED IN-TRANSITS
WAREHOUSE CODE     D - FARMINGTON, CT                                     15 PENDING PAYABLES

--------------------------------------------------------------------------------


NEW ACCOUNTS PAYABLE RUN INFORMATION:

        1   TOTAL ACCOUNTS PAYABLE TO APPLY                                    0.00``````````
        2   FISCAL YEAR BEING PROCESSED                                                    02
        3   USE FISCAL DATES OF IN-TRANSIT INVOICES?                                        N
        4   PROFIT CENTER CODE                                                              D
        5   EXCHANGE RATE MULTIPLIER                                               1.00000000


                                'F7' TO RETURN TO OPTIONS




Header information is automatically entered on this screen by the System. See Vendor Invoice
Header Screen for an explanation of these four fields:

       EMPLOYEE ID NUMBER
       WAREHOUSE CODE
       NUMBER OF UNBOOKED IN-TRANSITS
       NUMBER OF PENDING PAYABLES

Enter the following information for the new run:

TOTAL ACCOUNTS PAYABLE TO APPLY

As a double-check on the accuracy of your entry, you can enter a batch total for all of the invoices
which will be entered during the run. This number comes from adding up the total invoice
amounts, including any tax and freight, on each vendor's invoice. Credits should be considered
negative and invoices should be treated as positive. As a result, the total is normally a positive
number.

FISCAL YEAR BEING PROCESSED

This determines which General Ledger is updated. The default year is the current fiscal year. If
you want to apply this run to the previous fiscal year, enter that year in this field. Since there are
separate General Ledgers for each fiscal year, the System does not allow the processing of
different fiscal years in the same run. This ensures that there will be separate reports to file with



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each year. It is important to add that any processing for last year which affects a balance sheet
account, is automatically rolled forward through last year and then through the starting balances
for each month in the current year.

USE FISCAL DATES OF IN-TRANSIT INVOICES

Answer No in this field unless instructed by your chief financial officer. You will assign a fiscal
month to each vendor invoice when you enter the invoice later in Task 722 .

PROFIT CENTER CODE

The profit center code (e.g. "A") which is entered here is used only when the System cannot find
a profit center code from the appropriate in-transit invoice(s) for each vendor invoice. It should be
the most common profit center code for this particular payables run. The default is the warehouse
code you associated with your employee ID when you entered this task.

EXCHANGE RATE MULTIPLIER

If you have the Stock Receipts for Foreign Vendors™ feature, you enter an exchange rate in this
field. It becomes the default in the header invoice exchange rate field. The System normally uses
the exchange rate from the in-transit invoices and only uses this default when no in-transits are
applied. The default is 1.00000000 (i.e., no effect on the calculation) but this can be overridden at
any time.

When you have entered information into these five fields for this run, the New A/P Run menu bar
displays at the bottom of the screen:

# Run Help End



The following is a description of the commands on this menu bar:

#

This symbol means that you can select one of the fields on the screen to change the information in
that field by entering the line number associated with it. You do not have to press the # key first.


Run

Use this command save the Run and to go to the Vendor Invoice Header screen to continue
adding vendor information about this run.

Help

The Help command displays online help text specific to the commands on this menu bar.




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                                                                      Task 722--Accounts Payable Entry



End

Use the End command to return to the Task 722 Main screen that lists the accounts payable runs.




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Vendor Invoice Header Screen

When you choose the Run command on the New A/P Run menu bar, the following screen
displays:



RUN:     0020                         ACCOUNTS PAYABLE ENTRY

VENDOR ````````````````````               VENDOR INVOICE
REMAINING FREIGHT                         OUR P-O NUMBER
REMAINING SUBTOTAL
--------------------------------------------------------------------------------
 1 INVOICED FREIGHT                       7 STANDARD DUE DATE
 2 INVOICED SUBTOTAL                      8 DISCOUNT DATE
 3 INVOICED DATE                          9 DISCOUNTABLE DOLLARS
 4 FISCAL MONTH                          10 DISCOUNT PERCENT
 5 ENTERED DATE                          11 DISCOUNT DOLLARS
 6 EXCHANGE RATE                         12 RESERVED

13 VENDOR ADDRESS INFORMATION                       INSTRUCTIONS?           BOOK?




               ENTER VENDOR NAME/NUMBER, 'F1' TO LIST, 'F2' FOR SAME,
             'ENTER' FOR OUR PURCHASE ORDER NUMBER, 'F6 FOR HELP, OR 'END'




The following header information is supplied by the System:

RUN

A run number is assigned by the System. The runs are numbered consecutively for each fiscal
year beginning with one (0001). This allows the accounting department to check if they have hard
copy of all of the runs to date.

REMAINING FREIGHT

This field contains the value of the remaining freight to apply (the value in the INVOICED
FREIGHT field) minus any amount already applied.

REMAINING SUBTOTAL

The field contains the value of the remaining accounts payable to apply (the value in the
INVOICED SUBTOTAL field) minus the amount being applied.




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                                                                          Task 722--Accounts Payable Entry




Entering Vendor Invoice Header Information

You are now ready to enter header information for the next batch of invoices for a particular
vendor. Although multiple batches of invoices can be entered for the same vendor in the same
run, gathering all the invoices for each vendor together and entering them all at once does save a
little typing.

You are prompted to:

              ENTER VENDOR NAME/NUMBER, 'F1' TO LIST, 'F2' FOR SAME,
           'ENTER' TO ENTER OUR PURCHASE ORDER NUMBER, 'F6', OR 'END'

ENTER VENDOR NAME/NUMBER

You can enter either the vendor's account number or nickname. The task displays both the
number and the name. If you have set up an accounting reference book for this vendor in DISC-
Scribe (Task 703) and set it to auto-display in Task 731 Vendor File Maintenance the first page of
the book displays when the vendor is entered.

`F1' TO LIST

Press F1 to list vendors. Using the Options command from the menu bar that appears on the
bottom of the list screen, you can choose to list by vendor number or vendor name.

`F2' FOR SAME

Press F2 if the vendor you want is already entered in this field from the previous transaction.

`ENTER' TO ENTER PURCHASE ORDER NUMBER

When your cursor is in this field, you have the following options:

 ENTER OUR PURCHASE ORDER NUMBER, 'ENTER' TO ENTER VENDOR, 'F2' FOR NON-
                                      TRADE
     'F1' TO LIST IN-TRANSITS, 'F3' TO LIST PENDING, 'F6 FOR HELP', OR 'END'

      Note: If you enter the purchase order number before the vendor number, the System fills in
      the vendor number field automatically. However, task operation does not continue until you
      enter a number into the invoice number field.


For more information on listing Pending Payables, see Pending Payables.

END

If you type END and the invoices do not balance against the run total, you get the following
warning:




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Accounting Pro - Accounts Payable



                         INVOICE NOT IN BALANCE - 'ENTER' TO CONTINUE


When you press the Enter key, the task returns to the Accounts Payable Run Screen that
displays the run information. You can exit the task, destroy the run, check your entries, print a
preliminary report, etc.

VENDOR INVOICE NUMBER

Enter the vendor's invoice number exactly as it is shown on the vendor's invoice. You may enter
up to 20 characters in this field. Entering the invoice number exactly as it appears on the invoice
makes it easier to inquire on the invoice and select it for payment later on in the process.

You also have the option to press F1 to list booked invoices. In Task 722, you can change an
invoice that has already been booked in Task 723 (Print & Book Invoices) by selecting it from
this list and adding it to a run.

If you enter an invoice number that has been previously entered (but not booked), you receive an
error message:

                   INVOICE PREVIOUSLY ENTERED FOR ANOTHER ACCOUNTS
                            PAYABLE RUN - 'ENTER' TO RE-ENTER

This prevents duplicate entry by you or another accounts payable person.

If you enter an invoice number that is a pending payable, you get the following message:

                     THIS INVOICE IS A PENDING PAYABLE - SELECT IT? (Y/N)


You may then choose Y to select it from the pending payables list. For more information on
pending payables, see Pending Payables Menu Bar.

PURCHASE ORDER NUMBER

The System uses the purchase order number to locate any prior stock receipts or factory drop ship
purchase orders which may apply to this vendor invoice.

 ENTER OUR PURCHASE ORDER NUMBER, 'ENTER' TO ENTER VENDOR, 'F2' FOR NON-
                                      TRADE
     'F1' TO LIST IN-TRANSITS, 'F3' TO LIST PENDING, 'F6 FOR HELP', OR 'END'




112
                                                                      Task 722--Accounts Payable Entry




Entering Non-Trade Payables

 As directed by the above prompt, if the purchase order is for a non-trade payable, press F2
 after you enter the purchase order number. Then continue entering payment related
 information as indicated in the next section.

  Note: The DISC System is used for entering both your trade and non-trade purchasing and
  payables. The key to making non-trade purchasing and payables easy with Accounting Pro
  is the purchasing account number entered in Task 731 (Vendor File Maintenance) , option
  1, field 52. (See Task 731's Second Screen of Vendor Fields.) For trade vendors, you set up
  trade purchase accounts. For non-trade vendors, you set up expense accounts.

  In order to set up your non-trade purchasing correctly, DISC recommends that you set up
  parts for non-trade vendors in Task 804 (Inventory File Maintenance) as "Class 4" parts
  with no on-hand control. This way there will be no cost to the parts and inventory will not
  be impacted. You may set up one part number for generic non-trade items or many part
  numbers. For example, you may have one part number for office supplies or separate part
  numbers for pencils, paper, etc. Most DISC customers use generic part numbers.

  Both trade and non-trade vendor purchase orders are entered in Task 401 (Inventory
  Purchase Order Processing). When the items are received in Task 404 (Enter Inventory
  Receipts), non-trade vendors are treated just like a trade vendor, but because they are set up
  as "Class 4" items, on-hand inventory is not updated. This creates an in-transit that you can
  select later in Task 722. When you book the in-transit, the expense account that you set up
  in Task 731 is debited in the case of a non-trade payable. In the case of a trade payable, a
  trade purchase account is debited.




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Entering Payment Related Information

In order to pay the invoice, the Accounts Payable System requires certain fundamental
information about the vendor's terms, dates of payments, etc. as follows. You may press the Menu
Key ( F7 ) to return to the header menu after entering information into these fields.

1 INVOICED FREIGHT

Enter the freight amount shown on the invoice or press F2 for applied. (If you choose F2 for
applied, the System totals all the freight on the in-transit invoices and the freight on the general
ledger distributions to apply.)

2 INVOICED SUBTOTAL

You can enter the subtotal on the invoice without freight charges and press the Enter key or
enter the total with freight and press F1. You can also press F2 for applied. (Again, if you press
F2, the System totals all the in-transit invoices and general ledger distributions and applies the
total to this field.)

3 INVOICED DATE

Enter the date of the invoice. This date is used to calculate the discount and standard due date
using the discount terms set up for the vendor in Task 731 (Vendor File Maintenance) . You may
press F1 for today's date or F2 to increment the date by days, weeks, months or years. This field
is a required field--you must enter a date in this field in order to return to the header menu by
pressing the F7 key.

4 FISCAL MONTH

This is the fiscal month to which the invoice is booked in Task 723 (Print & Book Vendor
Invoice). How and when this field can be changed depends on how you answered the question
"USE FISCAL DATES OF IN-TRANSIT INVOICES?" when starting this run.

5 ENTERED DATE

The default in this field is today's date. Enter today's date by pressing F1 or F2 to increment the
date by days, weeks, months or years.

6 EXCHANGE RATE

You must have the Stock Receipts for Foreign Vendors feature and this vendor must be in pay
groups P - Z for this field to be operational. "N/A" appears in this field if you do not have this
feature.

7 STANDARD DUE DATE




114
                                                                          Task 722--Accounts Payable Entry



Using the information established for the vendor in Task 731 (Vendor File Maintenance), and the
information in the INVOICED DATE field, the task calculates the recommended payment date.
You either accept the date or enter a new date.

You may press F1 for today's date or F2 to increment the date by days, weeks, months or years.

Unless the vendor offers discounts, the next four fields are automatically skipped.

8 DISCOUNT DATE

Here again, using the discount terms established for the vendor in Task 731 (Vendor File
Maintenance) , and the information in the INVOICED DATE field, the task calculates the latest
date that the invoice can be paid while taking any allowed prompt payment discounts. You can
accept or alter this date. You may press F1 for today's date or F2 to increment the date by days,
weeks, months or years.

9 DISCOUNTABLE DOLLARS

If the vendor offers prompt payment discounts, the System needs to know how many dollars are
eligible for the discount. Since discounts are normally applied only to the material portion of an
invoice, you may press F1 for sub-total plus freight or F2 for sub-total. Manually entered
numbers are also allowed.

10 DISCOUNT PERCENT

The prompt payment discount percentage which is stored in the vendor's master record ( Task 731
Vendor File Maintenance ) is displayed on the screen, and you can either accept the number or
enter a new percentage.

11 DISCOUNT DOLLARS

Using the DISCOUNTABLE DOLLARS and the DISCOUNT PERCENT, the System calculates
the total discount dollars which can be subtracted from the invoice for prompt payment. If the
vendor has supplied a different amount, you can override the displayed value.

12 RESERVED

This field is reserved for future use.

13 VENDOR ADDRESS INFORMATION

You are able to enter additional information into these seven fields about this vendor's name,
address, phone and fax numbers. This is especially necessary if this vendor is set up as a
miscellaneous vendor in Task 731 (Vendor File Maintenance.

The name and address for the purchasing vendor (from Task 801 ) is not usually transferred to
these fields. However, if your System includes Purchase Pro™ and the purchase order was
entered using a miscellaneous purchasing vendor (set up in Task 801), the vendor name and




                                                                                                      115
Accounting Pro - Accounts Payable



address entered on the purchase order in Purchase Order Processing (Task 401) is displayed as
the default. You can, however, change this information as necessary.

       Note: Information entered into these fields changes the information that is printed on checks
       issued. A separate check prints for all vendors whose name and address have been changed.

INSTRUCTIONS?

Special instructions for this vendor that were entered in Task 731 (Vendor File Maintenance)
appear here.

BOOK?

This field indicates whether or not you have set up pages in the vendor instruction book in DISC-
Scribe (Task 703) . You can set up an option in Task 731 (Vendor File Maintenance) to display
the first page of these instructions automatically when the vendor is entered.




116
                                                                           Task 722--Accounts Payable Entry




Selecting an Existing A/P Run
When you want to re-open an existing A/P run, you select that run from a list similar to the one
below by entering the line number for the run at the A/P Entry Main menu bar.

                                          ACCOUNTS PAYABLE ENTRY

EMPLOYEE ID NUMBER YOSTB00 ELY                                           0 UNBOOKED IN-TRANSITS
WAREHOUSE CODE     D - FARMINGTON, CT                                    0 PENDING PAYABLES

--------------------------------------------------------------------------------
 L     RUN    OPERATOR    ENTERED    TOTAL AMOUNT     REMAINING PROFIT FISCAL
 #    NUMBER INITIALS      DATE        TO APPLY        TO APPLY CENTER    YEAR

 1      0007        (IN USE BY ANOTHER OPERATOR)
 2      0008        ELY      06/12/02         500.00                     500.00         F          2001
 3      0009        ELY      06/12/02       1,750.00                   1,750.00         D          2001
 4      0010        ELY      06/12/02       2,375.00                   2,375.00         B          2001



List   New    #   Invoice    Update    Book-intransit      Pending     Destroy     Help      End




Enter the line number for the run you want to select from the list of accounts payable runs. (You
do not have to press the # key first.) If that run is currently being processed by another person,
you receive the following warning:

 ACCOUNTS PAYABLE RUN IN USE BY ANOTHER OPERATOR - 'ENTER' TO CONTINUE


When you press the Enter key, you return to the A/P Entry Main screen to select another
accounts payable run or begin a new run.

If the run you selected is not currently in use, you see a screen similar to the following with
information about this run:




                                                                                                       117
Accounting Pro - Accounts Payable




RUN:      40                              ACCOUNTS PAYABLE ENTRY
LEFT:     0.00

 L VENDOR               VENDOR             OUR FISCAL DATE               - I N V O I C E D - N
 # NUMBER           INVOICE NUMBER        ORDER MONTH INVOICED P/C      FREIGHT      SUBTOTAL T

 1 900500 rrv23                                    11   07/23/02             0.00            0.00
   (END OF LIST)



More     Previous       Relist #    Add   Delete   Totals   prInt    Book-run   Help   End



Here is a description of the information contained on this screen:

RUN NUMBER

The run number is displayed in the top left-hand corner of the screen for reference.

LEFT

The amount of total accounts payable dollars left to apply appears in this field.

VENDOR NUMBER

This column lists the vendor numbers in numeric order.

VENDOR INVOICE NUMBER

The vendor invoice numbers that have been applied to this run are listed in this column.

OUR ORDER NUMBER

The purchase order (S order) numbers and factory drop-ship order (F order) numbers for this
vendor invoice are listed in this column. If an asterisk (*) appears after the order number, it
means that there is more than one order for this invoice.

FISCAL MONTH

The fiscal month that the vendor invoice is posted to is indicated in this column.

DATE INVOICED

The date of the invoice is listed here.




118
                                                                             Task 722--Accounts Payable Entry



P/C

The profit center listed here is from the purchase order, or if not available, the profit center listed
on the first general ledger distribution account.

FREIGHT INVOICED

This column shows the amount of freight that appears on the invoice.

SUB-TOTAL INVOICED

This column shows the amount of the invoice minus any freight that appears on the column to the
left.

NT

If the invoice has been booked, a "B" will appear in this "notes" (NT) column.




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Accounting Pro - Accounts Payable




The A/P Run Maintenance Menu Bar

      The A/P Run Maintenance menu bar appears at the bottom of this screen. Here is a
      description of the commands on that menu bar:

More Previous Relist # Add Delete Totals prInt Book-run Help End

More/Previous/Relist
      These three commands allow you to view more vendor invocies if there are more in the list
      than can be seen on this screen at one time. Use More to see the next screen, Previous to
      see the previous screen, and Relist to see the list again from the beginning.

#
      The # symbol on the menu bar indicates that you can select one of the vendor invoices listed
      on the screen by entering the line item number that corresponds to that invoice. You do not
      have to press the # key first. See the section on Maintaining an Unbooked Invoice for more
      information.

Add
      Use the Add command to add an invoice to this accounts payable run. The Vendor Invoice
      Header screen appears. Follow the instructions included in Vendor Invoice Header Screen to
      add another vendor invoice to this accounts payable run.


Delete
      If you want to Delete a vendor invoice from the System, you choose this command. If you
      are deleting an unbooked invoice, this command removes it from the run and the System
      immediately. If you are deleting a booked invoice, this command flags the invoice so that
      when Task 723 (Print & Book Payables ) is run, the original general ledger distributions are
      reversed, the in-transits are restored and the entire vendor invoice is removed from the
      System.

Totals
      Use the Totals command to change the TOTAL DOLLAR AMOUNT TO APPLY. You use
      this command if you change the number of vendor invoices in this run or the amount on one
      of the invoices. You are prompted to:

               ENTER TOTAL RUN AMOUNT TO APPLY OR 'F2' TO BALANCE RUN

      The total dollar amount to apply is included in the prompt. To change the amount, type in a
      new amount. To balance the run, press F2.

prInt
      You can print a report consisting of information from an individual invoice or an entire
      accounts payable run of invoices by choosing this command. For more information, see Print
      a Preliminary Payables Report.

Book-run
      This command is a "hot key" that posts the entries in this run to the General Ledger and prints
      the Accounting Entries Reports directly without first going to Task 723 . If for some reason,


120
                                                                          Task 722--Accounts Payable Entry



  the entries cannot be booked (e.g., if there is a conflict with another task), you are returned to
  the Main Menu after using this command. For more information, see Accounting Entries
  Reports.

Help
  This command allows you to access online help information while working in the task.

End
  Use the End command to exit this accounts payable run and return to the list of accounts
  payable runs.




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Discount Options for Vendor Invoices

      There are relationships between certain values stored for vendor invoices. When changes are
      made to an invoice date, it may or may not affect the invoice due date. Similarly, when you
      make a change to the total invoice dollar amount, the amount of dollars available for prompt
      payment discount may be affected.

      When you choose the Discount command from the menu bar, the following screen
      displays:

Discount Options for Vendor Invoices

RUN:       40                             ACCOUNTS PAYABLE ENTRY
LEFT:      300.00

OPTIONS FOR ENTERING DISCOUNTS

   UPDATE DUE DATES WHEN INVOICED DATE CHANGES (Y/N) OR 'A'SK                                        A

   UPDATE DISCOUNTABLE DOLLARS WHEN INVOICED AMOUNT CHANGES? (Y/N) OR 'A'SK                          A




Change      cOmments        Discount   Restore   saVe   Help   End




      These options determine how due dates and "discountable" dollars are affected when changes
      are made in Task 722 to the vendor's invoice. For each option, you can choose Y es to always
      update due dates and/or discountable dollars or No to never update them. You can also
      choose to have the System Ask you if you want to update the "discountable" dollars
      whenever a change is made to the invoiced date and/or the invoiced amount so you can
      decide on a case-by-case basis.

      Use the Change command from the menu bar that appears at the bottom of the screen to
      change a setting. You may also use the Restore command to restore your settings to the last
      time you saved. These settings can be saved so that they remain with your employee ID--
      regardless of which terminal you log on to--using the saVe command.




122
                                                                        Task 722--Accounts Payable Entry




Maintaining an Unbooked Invoice
   If you wish to maintain a vendor invoice from the list of invoices in an accounts payable run,
   select that invoice by entering the line number associated with it. The Task 722 Main screen
   and menu bar is displayed:

Task 722 Main Screen

RUN:   0007                          ACCOUNTS PAYABLE ENTRY

VENDOR 902000                              VENDOR INVOICE ELY-10
REMAINING FREIGHT             0.00        OUR P-O NUMBER S40000
REMAINING SUBTOTAL            0.00
--------------------------------------------------------------------------------
 1 INVOICED FREIGHT                0.00   7 STANDARD DUE DATE           07/01/99
 2 INVOICED SUBTOTAL          1,000.00    8 DISCOUNT DATE               07/15/99
 3 INVOICED DATE              06/01/99    9 DISCOUNTABLE DOLLARS        1,000.00
 4 FISCAL MONTH                  12/98   10 DISCOUNT PERCENT            200.0000
 5 ENTERED DATE               06/15/99   11 DISCOUNT DOLLARS            2,000.00
 6 EXCHANGE RATE                    N/A  12 RESERVED

13 VENDOR ADDRESS INFORMATION                      INSTRUCTIONS? NO   BOOK? NO
                                                    CONTACT: MARY D'AUGUSTINO
                                                    FAX: 401+555-1900



in-Transit    G/L   checK   Update    #   List cOmment       Delete   saVe     Help




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Accounting Pro - Accounts Payable




The Task 722 Main Menu Bar

      The appearance of the Task 722 Main menu bar depends on whether the vendor invoice has a
      purchase order with any in-transits or not. If there is a purchase order associated with the
      vendor invoice that has in-transits on it, the first command on the menu bar is the in-
      Transit command (because you are selecting in-transits to include). If there is no purchase
      order associated with the vendor invoice, or there are no in-transits on the purchase order (as
      in the case of a non-trade invoice), the first command on this menu bar is the G/L command.
      In this case, the in-Transit command is the second command on the menu bar.

in-Transit G/L checK Update # List Comment hOld Delete saVe Help

in-Transit
   Use the in-Transit command to display all in-transit invoices with the same purchase order
      number as the PO that was entered on the vendor invoice. See the section entitled Displaying
      and Selecting In-transits for further information.

G/L
      The G/L command displays the manual general ledger distributions for this invoice. For
      more information about this command, see General Ledger Distributions Screen.

checK
      Use this command to add manual check information to your System. See Entering Manual
      Check Information for further instructions. If your System has the Laser Checks feature
      installed, you can print a laser check after adding manual check information.

Update
      This command allows you to update the VENDOR INVOICE NUMBER and the OUR
      PURCHASE ORDER NUMBER fields.

#
      The # symbol on this menu bar indicates that you can select one of the fields on this invoice
      to update.

List
      This command allows you to choose inquiry and listing options.

Comment
      This command allows you to enter a free form cOmment concerning the run or the
      particular vendor invoice. This comment will remain in history with the invoice. See the
      section entitled Adding Vendor Invoice Comments for further information.

hOld
      Individual invoices can be placed on hold or released from hold using this command. Placing
      an invoice on hold ensures that it will never be automatically selected for payment until the
      hold is released. Invoices on hold are tagged in the Aged Accounts Payable Report to make
      them easy to find.

      When you are placing an invoice on hold, you have the option to add a 30-character free form
      comment. This comment can be used to explain who put the invoice on hold and why.


124
                                                                    Task 722--Accounts Payable Entry




Delete
  Use this command to delete an invoice from the accounts payable run.

saVe
  Use this command to saVe the information you have entered and to return to the VENDOR
  field to enter a new vendor.

Help
  This command allows you to access online help information while working in the task.




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Accounting Pro - Accounts Payable




Displaying and Selecting In-transits

When you choose the in-Transit command from the Task 722 Main menu bar, you see a screen
that lists all the in-transits associated with the purchase order that was entered on the main vendor
invoice screen. Any in-transits that have been previously selected have an asterisk (*) next to
them.

Display In-transits Screen and Menu Bar

RUN:      40                             ACCOUNTS PAYABLE ENTRY

VENDOR 903000 - NORGREN FILTERS           VENDOR INVOICE rrvabc
REMAINING FREIGHT            25.00        OUR P-O NUMBER S40001
REMAINING SUBTOTAL          100.00
--------------------------------------------------------------------------------
L# OUR P-O      SUBTOTAL     FREIGHT   P/C FOB FISCAL SHIPPED RECEIVED BOOKED

 1    S40001A                473.70        0.00       B    NN   11/02   11/12/02   11/14/02     11/02
 2    S40001B                198.80        0.00       B    NN   11/02   11/12/02   11/15/02     11/02
                             (END OF LIST)


line-Items        #    Add     List   Print   maiN   G/L    saVe Help



The Display In-transits menu bar appears at the bottom of this screen. The following commands
are available on the Display In-transits menu bar:

line-Items # Add List Print maiN G/L saVe Help

line-Items

If you wish to display line-item detail of an in-transit, choose this command. You can then select
individual line items from this in-transit for your vendor invoice if you are making a partial
payment.


#

This symbol indicates that you can select this in-transit and add it to the vendor invoice by
entering the line item number of the in-transit. You do not have to press the # key first.

You may also de-select an in-transit using this command. When you select an in-transit that has
already been selected, you are prompted:

         DE-SELECT THIS IN-TRANSIT FROM THIS VENDOR INVOICE? ('Y'/'ENTER')


If you answer Y to this prompt, the in-transit is removed from this invoice and is available again.




126
                                                                         Task 722--Accounts Payable Entry




Add

You can add a new in-transit to this invoice using this command.


List

Use this command to List more in-transits if there are more than can be seen on the screen and to
change listing options.


Print

You may Print a hard copy with line item detail of a selected in-transit using this command. The
printed copy can be used as a debit memo. When you select this command you are prompted:


            PRINT `N'OW OR `L'ATER DURING REPORTING PHASE OR `E'ND?


If you choose to print it "now," you are further prompted to choose a printer. However, if you
choose to print "later," the debit memo does not print until you run Print & Book Entered
Payables (Task 723) .



maiN

This command returns you to the Task 722 Main Screen where you can continue to add more
vendor invoices to this run, delete invoices from this run, add a comment or print a check if you
have the Laser Checks feature.


G/L

The G/L command displays the manual general ledger distributions for this in-transit so that you
can view and change them if necessary.

saVe

Use this command to saVe the information you have entered and to go to the VENDOR field to
continue entering another invoice.

Help

The Help command allows you to access online Help Text while you are working in this task.




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Selecting Partial In-transits


      Once the list of in-transit invoices has been displayed, you can select or reject one or all of
      them. When you display the line item detail on a selected in-transit, you can add one or more
      of these line items, leaving the others to be selected at a later time. You can also add
      comments to each selection to explain any unusual circumstances.




128
                                                                         Task 722--Accounts Payable Entry




In-transit Line Items Screen and Menu Bar

     When you choose the line-Items command from the Display In-transits menu bar, the In-
     transit Line Items screen appears.

In-transit Line Items Screen and Menu Bar

RUN:     43                        ACCOUNTS PAYABLE ENTRY

VENDOR 902000 - HANSEN MANUFACTURING      VENDOR INVOICE ELY-23
REMAINING FREIGHT              0.00       OUR P-O NUMBER S40005
REMAINING SUBTOTAL          -763.75       MINIMUM BILLING WAIVED
--------------------------------------------------------------------------------
 L -    Q U A N T I T Y   -     LIST    PRICE DISCOUNT      NET        TOTAL
 # INTRANSIT INVOICE REMAIN     PRICE   UNIT   PER CENT     EACH    INVOICE NET
OUR-PO: S40005A                                             TOTAL:        763.75
 1 HA04560B HANSEN 1-K11 PLUG
     125      125       0        2.06       1   50.0000       1.03        128.75

 2   HA02133B HANSEN 3300 SOCKET
      250      250       0       5.08                 1     50.0000            2.54            635.00

 3   FREIGHT CHARGES:                                                                              0.00
     (END OF LIST)

More      Previous       Relist      #     re-Set         Inquiry     maiN       G/L       in-Transit
saVe      Help




     The In-transit Line Items menu bar appears at the bottom of the screen:

More Previous Relist # re-Set Inquiry maiN G/L in-Transit saVe Help

     Here is a description of these commands:

More/Previous/Relist
     These three commands allow you to view more in-transit line items if there are more in the
     list than can be seen on this screen at one time. Use More to see the next screen, Previous
     to see the previous screen, and Relist to see the list again from the beginning.

#
     This symbol on the menu bar indicates that you can select one of the line items for this
     vendor invoice by typing the number associated with it. Additionally when you select a line
     item, you can change the values such as price or quantity.

re-Set
     This command allows you to re-Set the values that you may have changed on an in-transit
     line item to the original values. When you choose this command, you are prompted to choose
     a line number to reset or all to reset all lines.




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Inquiry
      Use the Inquiry command to access further information about this vendor or this line item.
      Vendor inquiry displays the vendor instruction pages if you have set them up using Task 703
      (DISCScribe) to communicate special instructions about this vendor. Inventory inquiry allows
      you to access information about this line item including full description, pricing, usage, other
      in-process orders, and inventory purchase orders.

maiN
      This command returns you to the Task 722 Main Screen where you can continue to add more
      vendor invoices to this run, delete invoices from this run, add a comment or print a check if
      you have the Laser Checks feature.

G/L
      The G/L command brings you to the general ledger distributions screen where you can enter
      general ledger distributions for this invoice.

in-Transit
      Use this command to display the in-Transits for this invoice.

saVe
      This command saves the information you have entered for this invoice.

Help
      The Help command allows you to access online Help Text while you are working in this
      task.




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                                                                          Task 722--Accounts Payable Entry




Maintaining a Booked Invoice

    With Accounting Pro, you can maintain information on a vendor invoice, even after it has
    been booked in Task 723 (Print and Book Payables.)

    You are notified if an invoice has been booked when you enter the vendor invoice number or
    select it from a list You are asked if you want to maintain this booked invoice. If you answer
    Yes, the following screen and menu bar appears:

Maintaining a Booked Invoice

RUN:      70                          ACCOUNTS PAYABLE ENTRY

VENDOR 902000 - HANSEN MANUFACTURING      VENDOR INVOICE 4456
REMAINING FREIGHT             0.00        OUR P-O NUMBER S58630
REMAINING SUBTOTAL            0.00
--------------------------------------------------------------------------------
 1 INVOICED FREIGHT              10.00    7 STANDARD DUE DATE           11/14/99
 2 INVOICED SUBTOTAL             98.56    8 DISCOUNT DATE               11/15/99
 3 INVOICED DATE              10/15/99    9 DISCOUNTABLE DOLLARS          108.56
 4 FISCAL MONTH                      10  10 DISCOUNT PERCENT              1.9989
 5 ENTERED DATE               10/15/99   11 DISCOUNT DOLLARS                2.17
 6 EXCHANGE RATE                   N/A   12 RESERVED

13 VENDOR ADDRESS INFORMATION                        INSTRUCTIONS? YES BOOK? NO
    HANSEN MANUFACTURING                              CONTACT: MARY D'AUGUSTINO
    DANVERS INDUSTRIAL PRK                            FAX: 401+455-1900

      DANVERS, MA.
      01923
      617+555-0101


in-Transit      G/L   #   Update   List    Comment    hOld   Delete    saVe    Help



in-Transit
   Use the in-Transit command to display all in-transit invoices with the same purchase order
    number as the PO that was entered on the vendor invoice. See the section entitled Displaying
    and Selecting In-transits for further information.

G/L
    The G/L command displays the manual general ledger distributions for this invoice. To
    change the general ledger distributions for this booked invoice, zero out the old account and
    Add a new distribution for the corrected amount. For more information about this command,
    see General Ledger Distributions Screen.

#
    The # symbol on this menu bar indicates that you can select one of the fields on this invoice
    to change.

       Note: You cannot change the total of an invoice that has been partially paid in Task 724
       (Select Payables for Payment) .


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Update
      If you wish to Update the information on the header (such as the vendor or invoice
      number), use this command.

List
      This command allows you to choose inquiry and listing options.

Comment
      This command allows you to enter a free form cOmment concerning the run or the
      particular vendor invoice. This comment will remain in history with the invoice. See the
      section entitled Adding Vendor Invoice Comments for further information.

hOld
      Individual invoices can be placed on hold or released from hold using this command. Placing
      an invoice on hold ensures that it will never be automatically selected for payment until the
      hold is released. Invoices on hold are tagged in the Aged Accounts Payable Report to make
      them easy to find.

      When you are placing an invoice on hold, you have the option to add a 30-character free form
      comment. This comment can be used to explain who put the invoice on hold and why.

Delete
      Use this command to Delete an invoice from the accounts payable run. If you are deleting a
      booked invoice, this command flags the invoice so that when Task 723 (PRINT & BOOK
      PAYABLES) is run, the original general ledger distributions are reversed, the in-transits are
      restored and the entire vendor invoice is deleted from the System.

saVe
      Use this command to saVe the information you have entered and to return to the VENDOR
      field to enter a new vendor or END to exit the task.

Help
      This command allows you to access online help information while working in the task.


      Use the commands on the menu bar to make the changes as needed, then saVe your changes
      and return to task processing.




132
                                                                              Task 722--Accounts Payable Entry




General Ledger Distributions
General Ledger Distributions Screen
    The General Ledger Distribution screen is used to make a General Ledger entry to offset the
    A/P account when the in-transit is booked. You'll also use this screen to post variances to the
    General Ledger when there are differences between the amounts on the in-transit invoice and
    the actual amounts billed to you on your vendor's invoice.

    When you choose the G/L command when it is available on a menu bar, a list of the General
    Ledger distributions for the in-transit displays.

General Ledger Distributions Screen and Menu Bar

RUN:      25                                ACCOUNTS PAYABLE ENTRY

VENDOR 902000 - HANSEN MANUFACTURING       VENDOR INVOICE ELY-999
REMAINING FREIGHT             0.00         OUR P-O NUMBER S45000
REMAINING SUBTOTAL            0.00         MINIMUM BILLING WAIVED
--------------------------------------------------------------------------------
 L ACCOUNT         ACCOUNT             DOLLARS            COMMENT
 # NUMBERS      DESCRIPTION          DISTRIBUTED

 1 PLP500B PURCHASES                                     283.64
 2 E2030JB POSTAGE - FREIGHT                             100.00f
(END OF LIST)


More       Previous        Relist       #      Add      Delete       maiN      in-Transit          saVe          Help



       Note: If a line item has an "f" after the value in the dollars distributed, it means that this
       distribution is for freight only.

    Use the General Ledger Distributions Menu Bar to see more distributions, select a
    distribution to change, add more distributions or delete a distribution. Here is a description of
    the commands on this menu bar:

More Previous Relist # Add Delete maiN in-Transit saVe Help

More/Previous/Relist
    These three commands allow you to view more general ledger distributions if there are more
    in the list than can be seen on this screen at one time. Use More to see the next screen,
    Previous to see the previous screen, and Relist to see the list again from the beginning.

#
    This symbol indicates that you can select a general ledger distribution from this vendor
    invoice and change it by entering the line item number that corresponds to that general ledger
    distribution.




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Accounting Pro - Accounts Payable



Add
      If you wish to add a new general ledger distribution to this vendor invoice, select the Add
      command.

Delete
      Choose this command to Delete a general ledger distribution from this vendor invoice.

maiN
      This command returns you to the Task 722 Main Screen where you can continue to add more
      vendor invoices to this run, delete invoices from this run, add a comment or print a check if
      you have the Laser Checks feature.

in-Transit
      Use this command to display the in-Transits for this invoice.

saVe
      This command allows you to save the information you have entered and return to the
      VENDOR field to enter a new invoice.

Help
      The Help command allows you to access online Help Text while working in this task.




134
                                                                         Task 722--Accounts Payable Entry




Adding or Changing a General Ledger
Distribution

When you use the Add command or select a general ledger distribution for change, one of the
following two prompts appears:

                          ENTER ACCOUNT NUMBER, `F1' TO LIST,
                               ACCOUNT DESCRIPTION + `F2',
                              DISC ACCOUNT NUMBER + `F3',
                      `F4' FOR NEXT PREFERRED ACCOUNT, OR `END'


You have the following options:

ENTER ACCOUNT NUMBER

Enter either DISC account numbers or alias account names or numbers in this field and press the
Enter key.

`F1' TO LIST

Your list of general ledger accounts displays in alphanumeric order when you press F1.

ACCOUNT DESCRIPTION + `F2'

You may enter a description of the account and press F2. The account that best matches what you
have entered displays on the screen.

DISC ACCOUNT NUMBER + `F3'

If you have set up alias account name for this account in Task 712 (Accounting File Maintenance)
but are entering a DISC account number for this account, enter the DISC account number and
press F3.

`F4' FOR NEXT PREFERRED ACCOUNT, OR `END'

If you have preferred distribution accounts set up for this vendor in Task 731 (Vendor File
Maintenance), you can use the F4 key to display a list of these accounts then select an account
from this list.

     Note: The list of preferred general ledger accounts begins with the nine accounts listed in
     fields 40 to 48 in Task 731, Option 1, then continues with the global drop shipment
     accounts and stock receipt accounts listed in fields 1 to 26 of Task 731, Option 3.

After you enter the account number, you are prompted to enter a profit center code. Press the
Enter key when you have chosen the account number. The cursor moves to the DOLLARS
DISTRIBUTED field where you are prompted to:



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Accounting Pro - Accounts Payable



                    ENTER DISTRIBUTION AMOUNT, FREIGHT AMOUNT + 'F1',
                        'F2' FOR REMAINING FREIGHT, OR 'MENU KEY'

Listing General Ledger Accounts

If you press F1 to list general ledger accounts when you are entering general ledger distributions,
a list similar to the following displays in the lower portion of the screen:




RUN:      7                               ACCOUNTS PAYABLE ENTRY

VENDOR 902000 - HANSEN MANUFACTURING       VENDOR INVOICE TEST3
REMAINING FREIGHT             0.00         OUR P-O NUMBER S40005
REMAINING SUBTOTAL            0.00
--------------------------------------------------------------------------------
 L ACCOUNT        ACCOUNT              DOLLARS            COMMENT
 # NUMBERS      DESCRIPTION          DISTRIBUTED

--------------------------------------------------------------------------------
L# ACCOUNT      DESCRIPTION        START-BALANCE    NET-CHANGE    ENDING-BALANCE
 1          GMS                             0.00            0.00            0.00
 2 AAC202A* RECEIVABLES - TRADE             0.00            0.00            0.00
 3 AAC202B* RECEIVABLES-TRADE         469,078.74            0.00      469,078.74
 4 AAC202M* RECEIVABLES-TRADE         545,314.17            0.00      545,314.17
 5 AAC204B* RECEIVABLES-COMM'S         25,353.27            0.00       25,353.27
 6 AAC204M* RECEIVABLES-COMM'S         -1,574.75            0.00       -1,574.75
   (THERE ARE MORE ITEMS)

More      Previous      Relist      #   Find   Options   Help   End




You may use the menu bar at the bottom of the list to:

         Navigate the list
         Select an account from the list
         Find an account if you know the alias account number, description, or DISC account
          number
         Change listing and display options. (You may limit the list to certain profit centers, list by
          account number, name or DISC account number and choose whether or not to display
          disabled accounts)



Entering Distribution Amounts

When you have selected or entered an account number using any of the above methods, the
cursor moves to the DOLLARS DISTRIBUTED field where you are prompted to:




136
                                                                       Task 722--Accounts Payable Entry



                ENTER DISTRIBUTION AMOUNT, FREIGHT AMOUNT + 'F1',
                    'F2' FOR REMAINING FREIGHT, OR 'MENU KEY'

Enter the amount as indicated. You can then enter a free-form comment that will appear in the
General Ledger and in the reports printed in Task 723 Print & Book Entered Payables. You use
this comment to explain anything unusual about the entry, for example an invoice from an air
express company that is distributed to a sales account might be explained with "NEW PRICE
LISTS FOR SALES."

When you have finished adding or changing distributions, enter END to return to task processing.




                                                                                                   137
Accounting Pro - Accounts Payable




Adding Vendor Invoice Comments

You can enter comments that will remain in history with the invoice. Comments can explain
anything unusual, record possible special filing instructions, add alternate account numbers,
explain why the amount you are paying does not equal the total of the invoice, etc. You can
optionally print the comment on the "remittance advice" to communicate this information to the
vendor.

To add a comment or to view comments already added, use the cOmment command on the
Task 722 Main menu bar. A list of the comments added to this invoice, if any, is displayed:



RUN:      13                                   ACCOUNTS PAYABLE ENTRY

VENDOR 902000 - HANSEN MANUFACTURING      VENDOR INVOICE rrv-45
REMAINING FREIGHT             0.00        OUR P-O NUMBER S76000
REMAINING SUBTOTAL            0.00
--------------------------------------------------------------------------------
                          VENDOR INVOICE COMMENTS                       CHECK

 1 see RRV for more information                                                        N/A
 2 freight in dispute                                                                  N/A




More     Previous       Relist      #   List   Add   Delete   Options   Help   End




The Vendor Invoice Comment menu bar appears at the bottom of this screen. Use this menu bar
to navigate the list of comments, select a comment to change, add or delete a comment or, to
change the display options for the comment.

Add a Comment

To add a comment, choose the Add command from the Vendor Invoice Comment menu bar. You
are prompted to indicate where in the list the comment should appear:

 ENTER LINE NUMBER AFTER WHICH TO ADD COMMENTS OR 'ENTER' TO CONTINUE


Enter the line number or Enter to continue. You are prompted to:

                 ENTER VENDOR INVOICE COMMENT OR 'END'
   ENTER A NEW VALUE, 'F1' TO EDIT, 'F4' TO CLEAR, OR 'ENTER' TO RETAIN VALUE




138
                                                                        Task 722--Accounts Payable Entry



Type the comment you wish to add. When you are finished, press the Enter key. You return to
the Vendor Invoice Comment menu bar.

The CHECK field on the right side of the screen gives you the option of printing this comment of
the check. Enter Y to include the comment on the check or N to suppress the comment.



Change a Comment

To change a comment, type the line number of the comment when you are at the Vendor Invoice
Comment menu bar. You are prompted to:

  ENTER A NEW VALUE, 'F1' TO EDIT, 'F4' TO CLEAR, OR 'ENTER' TO RETAIN VALUE


Press F1 to edit and follow the prompts to change the comment as you wish. Press the Enter key
when you are finished. You return to the Vendor Invoice Comment menu bar.



Delete a Comment

To delete a comment, use the Delete command from the Vendor Invoice Comment menu bar.
You are prompted to:

       ENTER LINE NUMBER OF COMMENT TO DELETE - 'ENTER' TO CONTINUE

Press the Enter key when you are finished. You return to the Vendor Invoice Comment menu
bar.

When you have finished adding, changing or deleting comments, choose the End command from
the Vendor Invoice Comment menu bar to return to the Vendor Invoice Maintenance menu bar.

Comment Options

You can suppress or restore the prompts that ask if you wish to enter different types of comments
during task processing by choosing the Options command from the In-Transit Line Items menu
bar and the Vendor Invoice Comment menu bar. A screen similar to the following is displayed:




                                                                                                    139
Accounting Pro - Accounts Payable




RUN:      28                                ACCOUNTS PAYABLE ENTRY

VENDOR 903000 - NORGREN-FILTERS           VENDOR INVOICE rrv4
REMAINING FREIGHT             0.00        OUR P-O NUMBER (NONE)
REMAINING SUBTOTAL            0.00
--------------------------------------------------------------------------------
OPTIONS FOR ENTERING COMMENTS
  SUPPRESS ENTERING RUN COMMENTS? (Y/N)                                        Y

   SUPPRESS ENTERING INVOICE COMMENTS? (Y/N)                                                        Y

   SUPPRESS ENTERING IN-TRANSIT COMMENTS? (Y/N)                                                     Y

   SUPPRESS ENTERING IN-TRANSIT LINE ITEM COMMENTS? (Y/N)                                           Y

   DEFAULT FOR PRINTING INVOICE COMMENTS ON CHECK (Y/N)                                             N


Change      cOmments       Discount   Restore   saVe   Help   End




If the settings are set to Y, you are asked during task processing if you wish to enter this type of
comment. These options remain whenever you log on with your user ID, no matter what terminal
you use.

To change one of these options, choose the Change command from the menu bar at the bottom
of the screen. The cursor pauses at the first option. Use your arrow key to go to the setting you
want to change. These options can be saved so that they remain with your employee ID--
regardless of which terminal you log on to--by choosing the saVe command. Choosing the
Restore command changes the settings back to the last time you used the saVe command.




140
                                                                                Task 722--Accounts Payable Entry




    Print a Preliminary Payables Report

    You can print a preliminary payables report of any A/P run in progress that is not being
    maintained by another operator.

    Select the prInt command from the A/P Run Maintenance menu bar. You are prompted to:

               ENTER LINE NUMBER OF INVOICE TO PRINT, 'A'LL, OR 'ENTER' TO END

    When you have entered the line number or A for all, you are presented with a list of possible
    printers. Select your printer from the list.

    This is a sample of the report that prints:



     T722                                                                                             08/28/02
OPERATOR:RRV    PAGE    1

                                             PRELIMINARY PAYABLES REPORT


ENTRY DATE   08/24/02
                                                                                     AMOUNT:
VENDOR              INVOICE        DATE      OUR P-O    AMOUNT       DOLLAR     LEDGER
              DISTRIBUTION
NUMBER VENDOR NAME NUMBERS      INVOICED     NUMBERS    INVOICED     DISCOUNT   ACCOUNT     LEDGER NAME
     AMOUNT

903000   NORGREN        TEST      08/22/02                 100.00        1.00    PLP500B       PURCHASES
          100.00
                                EXCHANGE     =    1.0
                                                        ---------- ---------                                  ------
--------
                                TOTAL POSTED              100.00        1.00
                                 100.00
                                AMOUNT TO APPLY            100.00
                                                        ----------

                                TO BE APPLIED             0.00




    This report can be used as a tool to find a discrepancy between the accounts payable run total and
    the amount entered. You can also use this report to review general ledger distributions for
    accuracy.




                                                                                                            141
Accounting Pro - Accounts Payable




Pending Payables
      Sometimes an invoice arrives days before the material is received--for example when the
      invoice is faxed and the material is shipped. Typically, you store these invoices in a file
      folder until the material is received. Instead of searching through your entire file folder every
      day, you can store information about these "pending payables" online in Task 722. The
      System lets you know when the shipment has arrived.

      The total number of pending payables is shown at the top right of the Accounts Payable Entry
      screen. To access the list of pending payables, press the Pending command on the A/P
      Entry Main menu bar. You see a screen similar to the one below:

Pending Payables Screen and Menu Bar

                                            ACCOUNTS PAYABLE ENTRY

EMPLOYEE ID NUMBER TRAIN10 T10                                             0 UNBOOKED IN-TRANSITS
WAREHOUSE CODE     D - FARMINGTON, CT                                     24 PENDING PAYABLES

--------------------------------------------------------------------------------
 L VENDOR         VENDOR            INVOICE            OUR    ENTERED   RECEIVED
 # NUMBER          NAME             NUMBER             P-O      DATE      DATE

 1 901000        ABCO BUSINESS FORMS         Q1230-83                 S14900     05/22/99
 2 901000        ABCO BUSINESS FORMS         T7891-00                 S71900     06/14/99
 3 901000        ABCO BUSINESS FORMS         Y1234-45                 S67000     05/22/99
 4 902000        HANSEN MANUFACTURING        ELY-1234                 S40000     06/17/99    11/11/98
 5 902000        HANSEN MANUFACTURING        ELY-1902                 S32000     06/01/99
 6 902000        HANSEN MANUFACTURING        ELY-2345                 S45000     06/17/99    10/29/98
 7 902000        HANSEN MANUFACTURING        ELY-3178                 S33000     06/08/99
 8 902000        HANSEN MANUFACTURING        ELY-3891                 S98112     06/01/99
 9 902000        HANSEN MANUFACTURING        ELY-4567                 S13000     06/17/99
10 902000        HANSEN MANUFACTURING        ELY-6409                 S69600     06/08/99
11 902000        HANSEN MANUFACTURING        ELY-8919                 S53100     06/14/99
(THERE ARE       MORE)

More     Previous        Relist     Add   Delete   Options   Help   End



      When the material has arrived, and an in-transit invoice for this now exists in the System, you
      see an entry in the RECEIVED DATE field. In the example above, material has arrived for
      the payables on line 4 and on line 6.




142
                                                                         Task 722--Accounts Payable Entry




Pending Payables Menu Bar

   You can maintain this list of pending payables using the commands on the Pending Payables
   menu bar described below:

More Previous Relist Add Delete Options Help End

More/Previous/Relist
   These three commands allow you to view more pending payables if there are more in the list
   than can be seen on this screen at one time. Use More to see the next screen, Previous to
   see the previous screen, and Relist to see the list again from the beginning.

Add
   Choose the Add command to add a vendor invoice to the pending payables list. Enter the
   vendor number, the vendor invoice number and the purchase order number in the indicated
   fields. Then file the paper copy of the vendor invoice in your folder. Invoices on the screen
   are listed in reverse chronological order to match the typical way they would be filed in the
   folder.

Delete
   To delete a vendor invoice, choose the Delete command. You are prompted to enter the line
   item number of the invoice that you want removed from the list.

Options
   You can change the listing options for the pending payables by choosing this command. You
   can list the pending payables by vendor invoice number or by the date they were entered. You
   can display all pending payables, just the ones where material has been received or just the
   ones that are still outstanding. You can also choose to display only the pending payables for a
   certain vendor or for all vendors. These options can be saved so that they remain with your
   employee ID, regardless of which terminal you log on to.

Help
   Use this command to access online Help Text while working in the task.

End
   Use this command to End the display of pending payables and return to the A/P Entry Main
   Screen.


   When you list Pending Payables during task processing, you are able to select one of the
   payables from this list.




                                                                                                     143
Accounting Pro - Accounts Payable




Entering Manual Check Information in Task 722

When you write a check "outside" of the DISC System (i.e., if you have written a check by hand),
you need to enter the information into the System. Choose the checK command when it is
available on a menu bar. A screen similar to the following will display:



RUN:      86                           ACCOUNTS PAYABLE ENTRY

VENDOR 902500 - LENZ COMPANY              VENDOR INVOICE 222
REMAINING FREIGHT             0.00        OUR P-O NUMBER S45001
REMAINING SUBTOTAL            0.00
--------------------------------------------------------------------------------

 1    PAYMENT CODE                           ``     6   CHECK STATUS                           O
 2    CHECK NUMBER                                  7   CHECK STATUS DATE                    N/A
 3    CHECK DATE                       10/25/99     8   STATEMENT DATE                       N/A
 4    FISCAL MONTH                           10     9   RESERVED                             N/A
 5    PAY WITH DISCOUNT?                      N    10   RESERVED                             N/A
            INVOICE TOTAL
            LESS DISCOUNT


11 PAYMENT COMMENT



                          ENTER PAYMENT CODE, 'F1' TO LIST, OR 'MENU KEY'




Enter the information into the following fields:

1 PAYMENT CODE

Enter the two-character code for the payment account from which you are making a payment into
the PAYMENT ACCOUNT CODE field. You may have more than one code if you have more
than one checking account (i.e., different bank accounts) or have set up other payment options
such as credit card accounts.

If you are not sure of the correct code, you may list codes by pressing the F1 key and then
selecting a payment code from the list by entering the line number of the code. When you enter a
code, a brief description of the account will appear to the right of the code.

       Note: You may exit this screen without entering a check if you have not yet entered
       information into the payment code field.




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                                                                            Task 722--Accounts Payable Entry




2 CHECK NUMBER

Enter the check number. Because you are entering a manual check into the System, there is no
default check number in this field.

If you are using the Laser Checks feature without pre-numbered checks, and you want to print a
check immediately, you will find the "F1 FOR FIRST AVAILABLE" option helpful. Pressing F1
automatically inserts the number of the first check that is available in your System into this field.

3 CHECK DATE

Enter the check date. The System prompts you with today's date which you may select by
pressing F1 , you may increment this date by pressing F2 or you may enter any date in this field.



4 FISCAL MONTH

This field indicates the FISCAL MONTH that these checks will be posted to. You may change
this date to post to a prior fiscal month or a future fiscal month, although depending on the way
your System is configured, you may need to enter a password before doing so. These passwords
are configured Task 815 (Employee File Maintenance) and set up in Task 732 (Accounting Pro
Global Parameters) .



5 PAY WITH DISCOUNT

If you are writing a manual check for this invoice, you may either pay the total amount of the
invoice or pay the invoice less the available discount. If you wish to pay the total amount of the
invoice, enter N in this field. If you wish to pay the invoice less the available discount, enter Y in
this field. For your convenience, the screen shows the amounts of the invoice and the amount less
the discount.

6 CHECK STATUS

Enter one of the following codes for the status of the check:

       C for Cleared checks--those received back from the bank and entered into the System as
        cleared
       O for Outstanding checks--those that have been written but not entered into the System as
        cleared
       V for Voided checks that are non-negotiable

The status of this manual check can be changed in Task 733 (Check File Maintenance ) if
necessary.




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7 CHECK STATUS DATE

If the check status in field 6 has been changed, the date of that change appears in this field.

8 STATEMENT DATE

If this manual check has cleared, enter the statement date in this field.

When you have entered the information you need to process this check, press the Menu Key (
F7). The Manual Check menu bar displays at the bottom of the screen:

# cAncel maiN in-Transit G/L Print saVe Help


Here is a description of the commands on this menu bar.

#

If you want to change any of the information in the above fields, this symbol indicates that you
can select that field by typing the number for that field. You do not have to press the # key first.

cAncel

If you wish to exit this screen without processing this manual check, choose the cAncel
command.

maiN

This command returns you to the Task 722 Main Screen where you can continue to add more
vendor invoices to this run, delete invoices from this run, add a comment or print a check if you
have the Laser Checks feature.

in-Transit

Use the in-Transit command to display all in-transit invoices with the same purchase order
number as the PO that was entered on the vendor invoice. See the section entitled Displaying and
Selecting In-transits for further information.

G/L

The G/L command displays the manual general ledger distributions for this in-transit so that you
can view and change them if necessary.

Print

If you have the Laser Check feature installed, you may use this command to print a laser check
with the information that you have entered. If you intend to print the check, use the Print
command before using the saVe command below.




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                                                                       Task 722--Accounts Payable Entry




saVe

Use this command to saVe the information you have entered for this manual check. This
command updates the General Ledger.

If the information you have entered for this invoice is correct, use the saVe command to enter
the information into the System. Then you may use the maiN , in-Transit or G/L commands
on the menu bar to continue task processing.


Error Messages
The System checks to see if the check number you entered has already been used and give a
warning that states:


                              REUSE CHECK NUMBER XX (Y/'ENTER')



If you use the Save command before the Print command, so the check does not print but General
        Ledger was updated. A warning has been added to prevent users from doing that:


        CHECK HAS NOT BEEN PRINTED - CONTINUE TO SAVE WITHOUT PRINTING? (Y/'ENTER')



The System was does not allow negative check amounts.. An error message is displayed saying
that negative checks are not allowed:


              CANNOT SAVE A NEGATIVE DOLLAR CHECK - PRESS 'ENTER' TO CONTINUE




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Purging Old In-Transit Invoices


      Periodically it will be necessary to purge old in-transit invoices from the System. Sample
      material may have been received for which the distributor will never be billed. Material may
      have been returned, and the vendor decided not to issue an invoice and a credit. Whatever the
      reason, there will be times when the distributor needs to purge these old receipts or factory
      drop shipments from the system. The zero value "invoice" is the easiest way!

      First, it is usually best to isolate these purging entries from the normal day to day batches of
      accounts payable entry. It makes it easier to audit them later. For this reason, it is
      recommended that a separate batch be entered which has a "total accounts payable to be
      applied" value of zero.

      In order to select the fiscal month in which the general ledger transaction will be posted, you
      may want to answer the question, "USE THE FISCAL DATES OF IN-TRANSIT
      INVOICES?", with a "NO". This will allow you to control all of the fiscal month numbers on
      all of the transactions.

      After selecting a vendor with in-transit invoices to be purged, create an artificial vendor
      invoice number (e.g. "JFK 01/15/89") and enter the purchase order number which is to be
      purged. The invoice amounts are always zero.

      After selecting the obsolete in-transit invoices, the total variance will equal the total value to
      be purged. Then select the general ledger account(s) to which the invoices should be credited.
      Trade purchases might be a logical variance account (PLP500?). This would reverse the
      original receipt. When the zero invoice is in balance, the in-transit invoice has been applied to
      one or more general ledger accounts.

      During the booking of accounts payable ( Task 722 or 723 ), the in-transit invoices will be
      removed from the Accounts Payable Invoices In-transit File and their total value will be
      distributed to various general ledger accounts. They are also printed on the Accounts Payable
      Journal.




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                                                                        Task 722--Accounts Payable Entry




Correcting Factory Drop Shipments

 Since most invoices to customers for drop shipments from a vendor are invoiced directly off
 the vendor's invoice, there should be a relatively low level of cost discrepancies between the
 invoice to the customer and the invoice from the supplier. When errors do occur, they cannot
 be corrected during the entry of the accounts payable invoice. This limitation is necessary
 because it is unreasonable to expect the accounts payable system to correct salesperson
 commissions and to adjust the myriad of sales history files in the main system.

 As a result, when errors occur during the entry of an invoice to a customer for material which
 was drop shipped, the following steps are recommended:

 1. An accounts payable operator attempts to enter the vendor's invoice into the accounts
    payable system. After selecting the appropriate in-transit invoice, the operator discovers
    that the cost which was used on the invoice to the customer was entered in error.
 2. The operator rejects the vendor's invoice and prints a copy of the original invoice to the
    customer.
 3. The vendor's invoice plus the copy of the invoice to the customer are forwarded to the
    customer billing department.
 4. The customer billing department enters a credit and a new factory drop shipment invoice to
    the customer (i.e. "F" order) and returns the papers to the accounts payable department. Be
    sure to enter the original purchase order number when you get the message "ENTER OUR
    P-O XREF OR F4 FOR SAME AS FACTORY ORDER NUMBER." This will create the
    intransit of the credit and the rebill under the same purchase order.
 5. The accounts payable operator adds the vendor's invoice to the next batch to be entered
    into Task 722. This time, when in-transit invoices are selected, the operator finds the
    original customer invoice plus the credit and re-bill. The sum of these three transactions
    should equal the total on the vendor's invoice. Any agreed upon variances can be posted to
    the proper general ledger accounts.




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Drop Shipment Credits & Rebills

      When any customer invoice for a drop shipment is credited and rebilled, an in-transit invoice
      for each of the two transactions is created for the Accounts Payable System. Accounts payable
      in-transit invoices are normally purged when the associated vendor's invoice is entered in
      Task 722 . If the original vendor's invoice was entered before the credit and rebill, these in-
      transit invoices could remain in the System forever. As a result, the Aged Accounts Payable
      Report (created in Task 728 Aged Accounts Payable Reports) should be reviewed periodically
      with an eye out for these old transactions. Any factory drop shipment order (i.e. "F" order),
      which has a negative balance, is a potential candidate for review.

      Whenever an old credit and rebill is identified, it should be cleared from the Accounts
      Payable System by using a zero value vendor invoice which references the original factory
      purchase order. During Accounts Payable Entry (Task 722), apply the in-transit credit and
      rebill invoices against the zero value invoice. If a variance results, it should be posted to one
      of your general ledger accounts.




150
Task 723--Print & Book Payables
Overview

    Once a batch of vendor invoices has been entered into Task 722 (Accounts Payable Entry)
    and has balanced against a run total, it is ready to be booked to the accounts payable files and
    the General Ledger. This is where Task 723 (Print & Book Entered Payable) takes over. In
    addition to booking to the General Ledger, the task also prints the following reports:

The Accounts Payable Vendor Invoice Report
   This report contains all vendor invoices by run number. You also have the option to print one
   vendor per page and attach invoices by vendor. You will usually run two copies of this report.
   The first copy needs to be filed in a binder as an audit trail (and kept for seven years). The
   second copy is folded and filed with the batch of vendor invoices by run number.

The Accounts Payable Corrected Receipts Report
   This report lists changes to in-transit receipts. This report is given to the inventory manager
   for review. It can be thrown away after it has been reviewed.

    If you have Purchase Pro installed on your System, for any line item that appears on this
    report, comments entered in Task 404 (Enter Inventory Receipts) will be printed on the report
    following that line item. This report will not contain comments added in Task 404 for any line
    item on the order, only the line items on the report.

The Accounts Payable Variance Report
   This report highlights significant differences between actual and expected invoice values.
   This report can be given to your bookkeeper/accountant for detail of variances. It can be kept
   in a binder if you feel you need the detail, or it can be thrown away.

    In order for a vendor invoice to show up on the report, there has to have been a difference
    between the in-transit values of the invoice, and the values entered in Task 722. The
    difference also has to meet certain requirements for an invoice to appear on the Variance
    Report and the requirements can be changed in the parameter set. The default is that the
    difference between the in-transit and the vendor invoice has to have been greater than $1 and
    greater than 1% of the total order value.

    For example:
    Invoice # 1 Total Order Value: $1,123.63
    Difference between In-transit & Vendor Invoice: $9.58

    This invoice does not appear on the Variance Report because the difference does not meet
    both of the above conditions. The variance is greater than $1, but it is not greater than 1% of
    the total order value.

    Invoice # 2 Total Order Value: $210.79
    Difference between In-transit & Vendor Invoice: $2.90




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      This invoice does appear on the Variance Report because the variance/difference is both
      greater than $1 and greater than 1% of the total order value. Any invoices that meet both of
      those conditions (differences, or, variances, of greater than $1 and greater than 1% of total
      order value) will appear on the Accounts Payable Variance Report.

      If you have Purchase Pro installed on your System, comments entered into Task 404 (Enter
      Inventory Receipts) will be printed on this report.

The Accounts Payable In-transit Report
   Use this hard copy for debit memo purposes, to help reconcile a vendor invoice, etc. They can
   be kept for as long as you need or until they are resolved. Specifically, you should save this if
   you've invoiced the entire in-transit, but only part of the invoice is being paid.




152
                                                                         Task 723--Print & Book Payables




Printing and Booking Entered Payables

When you first enter Task 723, you are presented with a list of the accounts payable runs from
Task 722 (Accounts Payable Entry).




                             PRINT AND BOOK ENTERED PAYABLES

 L     RUN       OPERATOR        ENTERED       TOTAL AMOUNT      REMAINING      PROFIT
 FISCAL
 #    NUMBER     INITIALS         DATE            TO APPLY         TO APPLY     CENTER        YEAR

 1       40        RRV        07/09/02               300.00          -200.00         D        2001
 2       43        ELY        07/10/02             1,000.00         1,000.00         B        2001
 3       44        ELY        07/12/02             1,199.31             0.00         B        2001
 4       45        ELY        07/12/02               100.00           100.00         D        2001
 5       46        GMS        07/12/02                 0.00          -239.50         B        2001
(END OF LIST)

More   Previous    Relist    #    Help   End




Select the A/P run to book by typing the line number that corresponds to the run. (You do not
have to press the # key first.) The last-used set of parameters for these reports displays.


RUN:    40
                             PRINT AND BOOK ENTERED PAYABLES

                                                                                          NUMBER
OF
                                                                                           COPIES

PRINT ACCOUNTS PAYABLE VENDOR INVOICE REPORT                                                     1
 -PRINT COPY WITH ONE VENDOR PER PAGE? (Y/N)                N

PRINT ACCOUNTS PAYABLE CORRECTED RECEIPTS REPORT                                                 1

PRINT ACCOUNTS PAYABLE VARIANCE REPORT                                                           1
 -INVOICE VS IN-TRANSIT DOLLAR VARIANCE                  1
 -INVOICE VS IN-TRANSIT PERCENT VARIANCE              1.00

PRINT ACCOUNTS PAYABLE IN-TRANSIT REPORT                                                         1

List     Change      Print        saVe     Help       End




These parameters determine the number of copies and format of the reports. The Task 723 Main
menu bar displays across the bottom of your screen:




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List Change Print saVe Help End

Each command on the menu bar is described below:

List

Use List to access the Saved Parameters screen and menu bar. This screen lists all parameters
sets previously saved for the task and offers additional commands which allow you to:

         Select or delete a set of saved parameters
         Copy a saved set into a new set
         Dedicate a specific printer to a set of saved parameters
         Change or add a descriptive comment for the saved parameter set



Change

The Change command positions the cursor in the first report parameter field and allows you to
update the field and/or use the arrow keys to navigate through the fields on the screen. Each time
you press the Enter key or use the down arrow key, the cursor advances to the next field. When
you've finished updating fields, press the Menu Key ( F7 ) to redisplay the Task 723 Main menu
bar. If you'd like more information about a specific report parameter, press the Help Key ( F6 )
when the cursor is in that field to display online help text.

Print

When you've finished entering report parameters or you've chosen a set of saved parameters,
choose the Print command to print the report. When you choose the Print command, the
System updates the inventory and prints the number of reports that you have indicated. After all
reports are printed, the General Ledger is updated.


saVe

Use the saVe command to save the complete set of parameters you've selected. Saved parameter
sets can be Listed and selected for reuse.

When you use the saVe command, you're asked to:

                               ENTER A PARAMETER SET NAME OR 'END'

Enter a unique name for the parameter set (up to 30 characters) and press the Enter key. The set
is saved under the entered name. The Task 723 Main menu bar redisplays. If you have made
changes to a saved parameter set and then choose the saVe command or, if you've assigned a
parameter set name that is already in use, you're asked to:




154
                                                                         Task 723--Print & Book Payables



                      OVERWRITE EXISTING PARAMETER SET? (Y/N)

This prompt is asking if you want to save your changes to the same parameter set name (thereby
overwriting the existing values) or if you want to assign a new name to the changed set you've
created. Enter Y to overwrite the existing parameter set or enter N and enter a new parameter set
name.

Help

The Help command displays online Help Text for commands on this menu bar. Online help text
is available for all menu bars and most fields throughout the DISC System. Help is always just a
keystroke away!


End

The End command exits the task and returns you to DISC's Main Menu.




Listing Parameter Sets
When you choose the List command, the available parameter sets display on the screen.




 RUN:    40

                             PRINT AND BOOK ENTERED PAYABLES

LN#     PTR DED?              PARAMETER SET NAME                           COMMENT

 1    (MANUAL)        Test parameters
 2    (MANUAL)        RRV's parameters
(END OF LIST)




Select   More    Relist    Copy   Printer    cOmment    Delete    Help    End




Use the menu bar at the bottom of the screen to Copy one of these parameter sets to another
name, choose a different Printer than the one that is listed, add a Comment to further identify
the parameter set or Delete a parameter set. When you choose the Select command you are
prompted to enter the number for the parameter set you want to display.




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Variance Report Rules

      The purpose of a variance report is to highlight significant differences between "actual"
      values and "expected" values. If the report includes too much detail, the report is ignored. If
      the report eliminates too much detail, errors may not be caught.

      The Accounts Payable System includes a variance report which is intended to help the
      auditors catch significant differences between the received values of inventory and the
      vendor's invoiced value. The System makes the following assumptions which help to limit the
      size of each report:

      1. A trade invoice is not included unless at least one in-transit invoice was applied to it. This
         assumes that the material has either not been received or was received in through stock
         adjustments. In either case, the variance adds little to the information content of the report.
      2. A non-trade invoice is not included unless at least one in-transit invoice was applied to it.
         If an in-transit invoice is applied to a non-trade vendor invoice, it is assumed that the
         inventory system was used to process the order and, as a result, variances are relevant. If
         no in-transit invoices were applied to the vendor's invoice, it is assumed that the material
         was ordered outside of the system and variances cannot be calculated.
      3. No zero value vendor invoice is ever included in the variance report--even if one or more
         in-transit invoices were applied to it. Zero value vendor invoices are reserved for purging
         old in-transit invoices from the System.
      4. Similar to a zero value invoice, if an in-transit invoice does not include a freight charge,
         entry of a freight charge with the vendor's invoice does not produce a freight variance.
      5. If the cost variance between the vendor's invoice and the total received value is less than
         one, it is not included in the variance report. This helps to eliminate variances which are
         caused by rounding errors.
      6. If the percentage variance between the vendor's invoice and the total received value is less
         that one percent, it is not included in the variance report. Variances under one percent are
         often caused by the accuracy of the extension of each line item.
      These assumptions are programmed into the Accounts Payable System, but they can be
      modified to meet individual customer requirements.




156
                                                                            Task 723--Print & Book Payables




Accounting Entries Reports

In several Accounting Pro tasks, you post or book entries to the General Ledger and print the
Accounting Entry Report:

       Task 705 (Enter Transactions) when posting journal entries
       Task 706 (Automatic Update)
       Task 722 (Accounts Payable Entry) when you book an accounts payable run directly in
        Task 722 without going to Task 723
       Task 723 (Print and Book Payables)
       Task 725 (Print and Book Checks)
       Task 733 (Check File Maintenance) if you have affected the General Ledger when
        changing the status of checks

You have the option of printing the report by fiscal month or by fiscal month by account. If you
print the report by fiscal month, the offset accounts are grouped together. If you print the report
by fiscal month by account, the accounts are listed in alphanumeric order.

When you print the report in each of these tasks, the System first checks to see if you have
parameters set up for these reports. If you do not, you are prompted to select a printer. When you
select a printer and press the Enter key, the Accounting Entry Report Parameters screen appears
(displayed below):




                           Accounting Entry Report Parameters Screen
RUN: J00017                    YOUR COMPANY NAME - ACCOUNTING ENTRY
           FISCAL:10/99
LEFT:0.00



PARAMETER SET NAME: (NOT SELECTED)
                                                             NUMBER OF
GENERAL LEDGER POSTING REPORTS:                               COPIES

  ACCOUNTING ENTRIES REPORT                                       1
  ACCOUNTING ENTRIES BY FISCAL MONTH BY ACCOUNT                   1




List    Change   Print    saVe    Help




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Accounting Pro - Accounts Payable



You can use the menu bar at the bottom of the screen to specify the number of copies of each
report you want printed.

This menu bar also lets you:

         Save settings under a unique name so that the next time you print the report(s), the same
          parameters will be used
         Select a previously saved parameter set, using the List command
         Print the reports, adding a comment if you wish

When you use the List command to display previously saved sets of parameters you are also
offered options to:

         Change the printer you've selected
         Add cOmments to help you identify the parameter set
         Copy a displayed parameter set into a new parameter set
         Delete parameter sets

When you're satisfied with the parameters you have choose, use the Print command to begin
printing the report.

You are prompted to enter a comment for each of the reports. You are also given the option of
rerunning the reports if you encounter a printer error.

You return to the Main Menu when this is completed.




158
Task 724--Select Payables for
Payment
Overview


    Task 724 (Select Payables for Payment) is used to determine which vendor invoices should
    be paid. This is an easy task to learn, because it only selects invoices and does not actually
    make any permanent changes to the System. In addition, the selection process can be
    terminated at almost any point, and all of the selections which have been made can be
    destroyed without affecting any data files. You can experiment with the task, print reports of
    the process, and destroy all of the data without fear of causing a problem!

    When you decide on your final selection, you proceed to Task 725 (Print & Book Checks)
    where checks for the selected invoices are printed and System files are updated.

    Separating the invoice selection process from check printing has two purposes. First, it allows
    you to create simulated selections for a future date and see how much cash will be required.
    Second, it allows a manager to create the selection, possibly earlier in the week, and have an
    accounts payable clerk print the checks while the manager is out of the office. Obviously,
    when cash is tight, the ability to make simulated selections can be a real management tool.

Flexible Payment Options
   The selection of vendor invoices for payment can be a simple one step task (e.g,. "Pay all the
   invoices which are due today.") or, the selection process can be much more complex (e.g,.
   "Select all of the invoices which offer cash discounts which were available through yesterday
   and will still be available through this Friday. Let me see the total, after discounts, and I will
   give you another batch of invoices to be added.") You can even pay part of an invoice, with
   or without discounts applied.

    With Accounting Pro, Task 724 handles all of these requests. The task allows for the selection
    of individual invoices--or even a partial payment of an individual invoice. It also offers an
    initial selection of a batch of invoices and then allows more batches to be added or individual
    invoices to be rejected or added. One strategy, then, is to choose the invoices in batches
    which meet the needs of the company's cash flow. When cash is plentiful, select all of the
    invoices in the System which are due shortly. When cash is tight, select the most important
    vendors first and select their invoices up through a fairly current date. If cash permits, add
    more current invoices for the same or other vendors to be paid in full or in part.

    Upon entering Task 724 , the following menu is displayed on the screen:




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Accounting Pro - Accounts Payable




Screen Display 1 724 Main Menu

                                         SELECT PAYABLES FOR PAYMENT



                                    1)   INDIVIDUAL INVOICE SELECTION

                                    2)   AUTOMATIC BATCH SELECTION

                                    3)   DESELECT NEGATIVE VENDOR CHECKS

                                    4)   PRELIMINARY CHECK REGISTER




              ENTER OPTION NUMBER TO SELECT, 'HELP KEY' FOR HELP, OR 'END' ```




      This screen gives you four options:
           With Option 1 (INDIVIDUAL INVOICE SELECTION), you can select individual
              invoices to pay in full or in part.

              You can use Option 2 (AUTOMATIC BATCH SELECTION) to enter selection
               criteria and have the System search for all possible invoices. The criteria can then be
               modified if you wish and you can search again.

              If you have received an error in Task 725 (Print & Book Checks) that you have
               selected an amount that would result in a negative check, Option 3 (DESELECT
               NEGATIVE VENDOR CHECKS) makes it easy for you to correct this.

              Option 4 (PRELIMINARY CHECK REGISTER) allows you to print a preliminary
               check register based on the invoices you have selected so that you can easily review
               your choices.




160
                                                                        Task 724--Select Payables for Payment




Option 1--Individual Invoice Selection
Task 724, Option 1 (INDIVIDUAL INVOICE SELECTION) allows you to select individual
invoices for possible payment. Often you will use option 2 (AUTOMATIC BATCH
SELECTION) to select a batch of invoices within a certain range of dates, then return to option 1
to refine this selection by taking advantage of the discounts and partial payments available to you
on individual invoices.

When you enter this option, if you have already selected some invoices, you are prompted with
this total and given the option of continuing with the selection, or destroying the selection and
starting fresh:


                       CHECKS HAVE BEEN SELECTED WORTH XXX.00

            'DESTROY' THIS PAYMENT SELECTION OR 'ENTER' TO PROCEED

Destroying This Payment Selection

If you are destroying this selection and beginning again, the cursor pauses at the PAYMENT
GROUP CODES field. You are prompted to:

               ENTER A LIST OF PAYMENT GROUP CODES, OR 'F1' FOR ALL


The payment group code is a simple method of assigning a group of vendors with common
payment cycles one-character codes. Trade vendors might be coded as "S"mall, "M"edium, or
"L"arge. Or, possibly they might be coded with "A", "B", "C", or "D" to denote which week of
the month payment is made. Systems which use duty and exchange rate multipliers further divide
the payment group codes into domestic and foreign suppliers (i.e. A through O are reserved for
domestic vendors). These codes are entered into Task 731 (Vendor File Maintenance), Option 1.
You may type a list of the codes in this field or press the F1 key for all codes.

When you have entered the payment group codes, the cursor advances to the

PROFIT CENTER CODES field. You are prompted to:

                ENTER A LIST OF PROFIT CENTER CODES, OR 'F1' FOR ALL


Since many Systems include multiple profit centers, the Accounts Payable System allows the
selection of vendor invoices by lists of profit center codes. This ensures that separate checks will
be printed for each group of profit centers. If you enter a specific list of profit center codes,
instead of allowing all profit centers to be included in the run, each invoice is inspected to be sure
that at least one of its general ledger distributions was applied against a profit center in the
entered list. This is a convenient method for separating the checks between various in-house
corporations.




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Enter the list of codes that you want to include or press F1 to include all codes.

Continuing The Payment Selection

If you are continuing with this payment selection or have destroyed a payment selection and have
updated the code lists, the cursor pauses at the VENDOR NAME field. You are prompted to:

                ENTER VENDOR NAME OR NUMBER, 'F1' TO LIST VENDORS,
       'F2' TO LIST ALL SELECTED INVOICES, 'F3' TO UPDATE CODE LISTS, OR 'END'


Enter the vendor number, press F1 to list and pick from all vendors or F2 to list and pick from
the list of selected vendor invoices. Picking from the list of selected vendors is helpful if you have
already selected a batch and are refining that selection. To change the lists of payment group
codes or profit center codes, press F3 to access those fields.

The cursor then advances to the VENDOR INVOICE field. The prompt at the bottom of the
screen instructs you to:

      ENTER VENDOR INVOICE NUMBER, 'F1' TO LIST VENDOR INVOICES, 'F2' TO LIST
         SELECTED INVOICES, 'F3' TO UPDATE CODE LISTS, 'ENTER' FOR VENDOR


You may enter up to 20 characters of the vendor invoice number in this field. Again, you may use
the F keys to list and pick vendor invoices. In this case, F2 lists only the selected invoices for the
vendor you have entered. Picking from the list of invoices from the selected vendor is helpful if
have already selected a batch and are refining that selection. You can, for example, pick a
selected invoice and decide to partially pay it instead of paying it in full.

If you enter or pick an invoice number that has already been selected, you are prompted that this
has happened. A menu bar appears at the bottom of the screen that allows you to enter a new
Invoice, Deselect this invoice or Change the information on this invoice. When you choose
to change the information, all payment information, including general ledger distributions are
cleared from the invoice.

If you enter or pick an invoice number that has not yet been booked in Task 723 (Print and Book
Invoices), you will receive a message that indicates:

                  INVOICE XXXXXXX IS NOT BOOKED - `ENTER' TO CONTINUE

You cannot select this invoice until it has been booked.

When you enter a vendor invoice number, information about that invoice displays on the screen.
This information allows you to make decisions regarding the amount you are going to pay on this
invoice.




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If this vendor invoice is on "hold," that is indicated below the VENDOR INVOICE NUMBER
field, along with any comment that was added when the invoice was put on hold. (You can
release the "hold" later in this process.)

                                 INDIVIDUAL INVOICE SELECTION



VENDOR NAME HANSEN MANUFACTURING 902000           PAYMENT GROUP CODES                              (ALL)
VENDOR INVOICE DS-158                             PROFIT CENTER CODES                              (ALL)
               0 PRIOR PAYMENTS                   NET DOLLARS SELECTED                              0.00


                               DUE          INVOICE           DISCOUNT               TOTAL
                               DATE         BALANCE           DOLLARS               NET DUE

    STANDARD PAYMENT:       11/01/98             668.89               0.00                 668.89
    DISCOUNT PAYMENT:       02/16/94             668.89              12.26                 656.63


                                            INVOICE           DISCOUNT              BALANCE
                                            AMOUNT             TAKEN                  DUE

    PAYMENT SELECTED:

Standard    Discount    Partial     List-payments     hOld    Help   End



The Individual Invoice Selection screen displays both the standard payment information and
information factoring in discounts that are available based on the information that was entered
into Task 722 Accounts Payable Entry. You see the due date, the invoice balance, the discount
dollars that are available and the total net due. Review this information and decide which type of
payment (Standard, Discount or Partial) you are mostly likely to add to your selection.




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Invoice Selection Menu Bar

At the bottom of this screen is the Invoice Selection menu bar. When you have determined the
type of payment that you are going to make, use the commands on this menu bar to add the
payment to your selection. Here is a description of the commands on this menu bar:

Standard Discount Partial List-payments hOld Help End
Standard

Choose the Standard command when you wish to pay an invoice in full without a discount.
The PAYMENT SELECTED area of this screen shows the total of this invoice. You are
prompted to:

                    ACCEPT THE PAYMENT SELECTED AMOUNTS? ('ENTER'/N)

If you press the Enter key, the invoice is added to your list of selected invoices and you return
to the Individual Invoice Selection screen to process another vendor invoice for payment. If you
enter N, you return to the Invoice Selection menu bar to select another type of payment.


Discount

This command allows you to pay an invoice in full with a discount applied. The PAYMENT
SELECTED area of this screen shows the invoice total with discount information as it was
entered into Task 722 (Accounts Payable Entry). You prompted to:

                    ACCEPT THE PAYMENT SELECTED AMOUNTS? ('ENTER'/N)

If you press the Enter key, the invoice is added to your list of selected invoices and you return
to the Individual Invoice Selection screen to process another vendor invoice for payment. If you
enter N , you return to the Invoice Selection menu bar to select another type of payment.


Partial

If you wish to pay part of an invoice with or without discounts applied, choose the Partial
command. You then enter the amount that you want to reduce the invoice by, plus any discount
taken. See Partial Payments for further information.

List-payments

If there are prior payments indicated at the top of the screen for this invoice, you can see a list of
these payments using this command.


hOld




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                                                                      Task 724--Select Payables for Payment



Individual invoices can be placed on hold or released from hold using this command. Placing an
invoice on hold ensures that it will never be automatically selected for payment until the hold is
released. Invoices on hold are tagged in the Aged Accounts Payable Report to make them easy to
find.

When you place an invoice on hold, you have the option to add a 30-character free form
comment. This comment can be used to explain who put the invoice on hold and why.

hold-Comment

The hold-Comment command is used to change the comment that was entered when the
invoice was put on hold.


Help

Choose this command for online context-sensitive Help information.


End

Use this command to exit this screen without selecting the invoice for payment.




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Partial Payments

With Accounting Pro, you have the ability to make partial payments on your invoices with or
without discounts applied.

When you choose the Partial command from the Invoice Selection menu bar, you see the
following screen.




                                        SELECT PAYABLES FOR PAYMENT

VENDOR NAME HANSEN MANUFACTURING 902000                 PAYMENT GROUP CODES                 (ALL)
VENDOR INVOICE DS-158                                   PROFIT CENTER CODES                 (ALL)
               0 PRIOR PAYMENTS                         NET DOLLARS SELECTED                 0.00


                                      DUE          INVOICE       DISCOUNT        TOTAL
                                      DATE         BALANCE       DOLLARS        NET DUE

      STANDARD PAYMENT:             11/01/98           668.89           0.00         668.89
      DISCOUNT PAYMENT:             02/16/94           668.89          12.26         656.63


                                                   PAYMENT       DISCOUNT       BALANCE
                                                   AMOUNT         TAKEN           DUE

      PAYMENT SELECTED:                        0.00``````````           0.00         668.89

                  ENTER AMOUNT, 'F6' FOR HELP, OR 'F7' TO END




The cursor pauses at the PAYMENT AMOUNT field. Enter the amount that you want to reduce
the invoice balance by and press he Enter key. If you are not taking a discount, press Enter
again at the discount taken field. The System calculates the balance due.

       Note: Zero dollar invoices may not be partially paid.

If you are taking a discount, the PAYMENT AMOUNT is not the amount that you are writing the
check for--it is the amount of the check plus the amount of the discount taken. If you applying a
discount to this total, enter that amount into the DISCOUNT TAKEN field and press he Enter
key. The System calculates the balance due.

You are then asked if you want to apply any discount to the entire invoice balance, for example:

                            APPLY DISCOUNT TO INVOICE BALANCE? (Y/N)




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You would answer Y es to this question if you think that there will be an opportunity to take a
discount at during final payment of this invoice. You would answer N o if you are sure that you
will not take a discount during final payment.

Next you are prompted to enter a 30-character free form comment. This comment may be made
to explain anything that you want to remember about this partial payment.




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Negative Invoice Amounts

      Understandably, checks for a negative amount cannot be written. Invoices for negative
      amounts should be handled by selecting invoices to offset the negative amounts when
      selecting invoices for a payment. If you do not offset the negative amount, there are two
      places in the System where you are prompted that your selection will result in a negative
      check amount: here upon exiting option 1 and later in Task 725 (Print & Book Checks).

      In Task 724, when you exit option 1, the System prompts you if the selected invoices result in
      a negative check amounts:

                     NEGATIVE DOLLAR CHECKS EXIST - REVIEW LIST? (Y/N)

      If you answer Y es to this prompt, the task brings your directly to Option 3. For more
      information on reviewing the list and deselecting negative checks, see Option 3--Deselect
      Negative Checks.




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                                                                  Task 724--Select Payables for Payment




How the DISC System Calculates Discountable
Dollars

 When you make a partial payment you may take discounts available at that time or postpone
 taking the discounts until later payments are made. The DISC System calculates a new
 "Discountable Dollars" amount for the invoice balance based on whether you take a discount
 with the payment and how you answer the question when making a partial payment:

             APPLY XX.0000% DISCOUNT TO INVOICE BALANCE? (Y/N)

 If you answer Yes to this question, and do not take any discounts with the partial payment,
 the entire balance becomes eligible for discounts when you make a future payment.

 If you answered No to this question, and do not take any discounts with the partial payment,
 you are indicating that you do not want any of the balance to be eligible for discounts.

 If you make a partial payment and choose to take a portion of the discount available, the
 System calculates the "Discountable Dollars" based on the following formula:

 Invoice Discountable Dollars minus Payment Discountable Dollars equals Balance
 Discountable Dollars.




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Option 2--Automatic Batch Selection

Task 724, Option 2 (AUTOMATIC BATCH SELECTION) allows you to enter a range of
payment group codes, profit center codes, discount due dates, standard due dates and vendor
numbers and have the System create a group of invoices selected for payment. Most often, you
will use this option to select a batch of invoices, then use option 1 to refine your selection by
taking discounts or making partial payments.

When you enter Option 2, the System checks to see if you have a group of invoices already
selected. You have the option to destroy this run (by entering DESTROY) or continue with a
selection you have already made (by pressing the Enter key). In either case, you are presented
with the following screen (if you are continuing, there will be a value in the NET DOLLARS
SELECTED field):




                                         Automatic Batch Selection Screen

                                           SELECT PAYABLES FOR PAYMENT

ENTER A LIST OF VENDOR PAYMENT GROUP CODES                                       |```````````````

ENTER A LIST OF PROFIT CENTERS CODES

INCLUDE DISCOUNTABLE INVOICES WITH DISCOUNT DUE DATES FROM:                               07/19/99
                                                      THRU:                               07/28/99

INCLUDE INVOICES WITH STANDARD DUE DATES THRU:                                            07/28/99

ENTER A RANGE OF VENDOR NUMBERS: FIRST VENDOR NUMBER                                       (FIRST)
                                 LAST VENDOR NUMBER                                         (LAST)




                                    NET DOLLARS SELECTED:             0.00



                    ENTER A LIST OF PAYMENT GROUP CODES, OR 'F1' FOR ALL




Enter the following criteria to govern the selection of invoices:

VENDOR PAYMENT GROUP CODES

The payment group code is a simple method of coding a group of vendors which have common
payment cycles with one-character codes. You might code your Trade vendors as "S"mall,
"M"edium, or "L"arge. Or, possibly they might be coded with "A", "B", "C", or "D" to denote


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                                                                        Task 724--Select Payables for Payment



which week of the month payment is made. Systems which use duty and exchange rate
multipliers further divide the payment group codes into domestic and foreign suppliers (i.e., A
through O are reserved for domestic vendors). These codes are entered into Task 731 (Vendor
File Maintenance). You may type a list of the codes in this field or press the F1 key for all codes.

PROFIT CENTER CODES

Since many Systems include multiple profit centers, the Accounts Payable System allows the
selection of vendor invoices by lists of profit center codes. This ensures that separate checks will
be printed for each group of profit centers. If you enter a specific list of profit center codes,
instead of allowing all profit centers to be included in the run, then each invoice is inspected to be
sure that at least one of its general ledger distributions was applied against a profit center in the
entered list. (This is a convenient method for separating the checks between various in-house
corporations.) Type the list of codes that you want to include here or press F1 to include all
codes.

DISCOUNTABLE INVOICES WITH DISCOUNT DUE DATES (RANGE)

Invoices which can be discounted are tagged with the latest date through which the vendor will
honor the discount. By entering a range of dates, the System can search for all discount due dates
within the range and add these invoices to the batch with their values set at the discounted net
invoice value. A range is necessary, because invoices before the first date no longer include valid
discounts and invoices after the second date can probably be delayed until the next payment
period. The range should start with a date a few days after the checks are to be mailed, to allow
the vendor time to receive them, and end with a date a few days after the next payment date.



INVOICES WITH STANDARD DUE DATES THROUGH A GIVEN DATE

Once the invoices with discounts have been selected, it is necessary to select invoices from
vendors who do not offer prompt payment discounts. This group may also include invoices that
no longer contain a valid discount. An ending date is all that is required, as the range always starts
with the oldest due date in the system. Unless the invoice is on hold, the oldest invoice should
always be selected. By repeatedly entering a new date which is closer to today, additional
invoices can be added to the run.



VENDOR NUMBERS

Once the invoice dates have been entered, the last option is to limit the selection to a particular
range of vendors. This is a convenient method of limiting the selection to one vendor. Some
Systems have blocks of vendor numbers where major vendors fall and these ranges can be used,
too. To ensure that all the invoices in the System are checked against the date ranges above, a
range of 900000 through 999999 is entered.




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You are then prompted:

         SELECT INVOICES FOR PAYMENT BASED ON THE ABOVE CRITERIA? (Y/N)

The System checks for all invoices that meet this criteria and prints the total dollars selected.




                                               Net Dollars Selected

                                           SELECT PAYABLES FOR PAYMENT

ENTER A LIST OF VENDOR PAYMENT GROUP CODES                                                      (ALL)
ENTER A LIST OF PROFIT CENTERS CODES                                                            (ALL)

INCLUDE DISCOUNTABLE INVOICES WITH DISCOUNT DUE DATES FROM:                                 07/25/99
                                                      THRU:                                 07/28/99

INCLUDE INVOICES WITH STANDARD DUE DATES THRU:                                              07/28/99

ENTER A RANGE OF VENDOR NUMBERS: FIRST VENDOR NUMBER                                         (FIRST)
                                 LAST VENDOR NUMBER                                           (LAST)




                                    NET DOLLARS SELECTED:        6,763.05


                             (6,763.05 DOLLARS ADDED TO THIS CHECK RUN)


Add    Select       Help     End




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                                                                 Task 724--Select Payables for Payment




Batch Selection Menu Bar


 Now that you have seen the total of the invoices the System has selected, you can either
 choose the Add command to add to the selection criteria, then Select again based on the
 new information, or End to return to the task menu. There you can either print a preliminary
 check register using option 4 (PRINT PRELIMINARY CHECK REGISTER) so that you can
 easily review your choices or enter option 1 (INDIVIDUAL INVOICE SELECTION) to
 view individual invoices. Option 1 allows you to refine your selection by determining
 discounts that can be taken and partial payments that may be made.




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Option 3--Deselect Negative Checks

Understandably, checks for a negative amount cannot be written. Negative invoices should be
handled by selecting an invoice to offset it for the same check. When you exit option 1in Task
724, the System prompts you if there are invoices for negative amounts in your selection:

                     NEGATIVE DOLLAR CHECKS EXIST - REVIEW LIST? (Y/N)

If you answer Y es to this prompt, you are presented with a list of the invoices selected for this
check. You may deselect any or all of the invoices (either all the invoices or just the one for the
negative amount that causes this to be a negative invoice).

You also receive a message in Task 725 (Print & Book Checks) if you select a number of
invoices for payment that result in a negative check amount (i.e., the negative amount is larger
than the total of invoices that offset it).

You may also use option 3 in this task to deselect negative invoices at any time. When you enter
option 3, you are presented with the following screen.




                               Task 724 Option 3 Deselect Negative Vendor Checks

                                         SELECT PAYABLES FOR PAYMENT

L# VENDOR     VENDOR NAME                           ADDRESS             ZIP CODE         PAYMENT
 1 900500 AAA OFFICE SUPPLY                331 FRANKLIN AVE             06034               -200.00




More     Previous        Relist     Deselect   Help   End



The menu bar at the bottom of the screen allows you to navigate this list if there are more
negative checks than you can see on this screen. When you know the invoices that you are going
to deselect, choose the Deselect command. You are prompted to:

   ENTER A LINE NUMBER OR RANGE OF LINE NUMBERS TO DESELECT (E.G. 1,5), `````
    'F1' TO DESELECT ALL NEGATIVE VENDOR CHECKS, OR 'ENTER' TO CONTINUE

Enter the line numbers to remove the checks from your selection. Then use the End command to
exit this option and return to the Task 724 Main menu screen.




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                                                                               Task 724--Select Payables for Payment




          Option 4--Print Preliminary Check Register

          The third option on the Task 724 menu instructs the System to print a preliminary register of what
          the checks would look like if they were prepared from the invoices which have been selected so
          far. This register looks identical to an actual check register (see Task 725--Print Checks ), but
          with two notable exceptions. First this report is labeled "Preliminary", and second, there are no
          check numbers on the report. This report is similar to the standard check register produced during
          the actual check writing process.

          The purpose of the report is to allow accounts payable personnel to review the selection process
          before actual checks are printed. Invoices which should be on hold can be located on the report
          and, using individual invoice selection, they can be removed from the selected list and placed on
          hold. The report is also useful as a progress report while multiple batches are being added to a
          particular run.

          When you choose Option 4, you are prompted to:

            INCLUDE `A'LL DISTRIBUTIONS, `P'ARTIAL PAYMENT DISTRIBUTIONS OR `ENTER'
                                            FOR NONE '

          A sample of the report is show below:


                                             PRELIMINARY CHECK REGISTER

VENDOR VENDOR NAME CHECK      INVOICE OUR P-O       DATE     DISCOUNT STANDARD       AMOUNT      DISCOUNTS AMOUNT

NUMBER               NUMBERS NUMBERS NUMBERS INVOICED          DATE     DUE DATE INVOICED            TAKEN         PAID

90300    HANSEN       ?????   ABC-ED    S40000    09/30/02 10/15/02                   525.00          25.00        500.00


90501    ALCO PROD    ?????   1267-9    S6753     09/30/02 10/15/02                   568.00          29.35




                                                  ACCOUNT       DESCRIPTION             TOTAL            PAYMENT
                                                  PLP500M




                                        TOTALS

                                        TOTAL OF ALL INVOICES




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Once the invoice selection process has been completed, it remains stored in the System until it is
either used to prepare checks ( Task 725 Print & Book Checks ) or destroyed by re-entering this
task and selecting either of the first two options on the task menu followed by entering the word
DESTROY.




176
Task 725--Print and Book Entered
Payables
Overview

 When you have selected a batch of invoices for payment in Task 724 (Select Payables for
 Payment), you continue to Task 725 (Print & Book Entered Payables) to print the checks and
 associated registers and to update the appropriate System files. You have only a few simple
 tasks to complete and the checks are ready for authorization and mailing.

  Note: If your System includes the Laser Check™ feature, these instructions do not apply.
  Please see the Laser Check Manual for information about laser printed checks.




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Printing Checks

When you first enter Task 725, you are prompted to select a printer then load the checks into that
printer. The question, "PRINT ALIGNMENT MASK? (Y/N)" is asked. If you want to verify that
the printing will line up with the preprinted checks, answering Yes will cause the task to print a
voided check mask. After the one or more masks have been printed and the checks are properly
aligned, you answer No. You are then presented with the following screen:



                                    PRINT & BOOK ENTERED PAYABLES

PRINT AND BOOK CHECKS:
  PAYMENT ACCOUNT CODE                           |
``
  FIRST CHECK NUMBER
  CHECK DATE                               08/12/99
  FISCAL MONTH                                   06
  FISCAL YEAR                                  1999



                                             NUMBER OF
CHECK REPORTS:                                COPIES
  INVOICE PAYMENT REGISTER                       1
  CHECK REGISTER                                 1
  LIST OF CHECKS                                 1


          ENTER PAYMENT ACCOUNT CODE OR 'F1' TO LIST PAYMENT ACCOUNT CODES




PAYMENT ACCOUNT CODE

The cursor pauses at the payment account code field. Enter the two-character code for the
payment account from which you are making a payment. You may have more than one code if
you have more than one checking account (i.e., different bank accounts) or have set up other
payment options such as credit card accounts. If you are not sure of the correct code, you may list
codes by pressing the F1 key and then selecting a payment code from the list by entering the line
number of the code. When you enter the code, a brief description of the account will appear to the
right of the code.

FIRST CHECK NUMBER

When you have entered the payment account code, the cursor advances to the check number field.
Since it is desirable to issue checks which are numbered in sequence, the System stores the last
check number which was used and offers the next sequential number as a default. You can accept
this number by pressing Enter or override the number (if, for instance, you have written manual
checks) and enter a new starting check number. The new number must be greater than the number



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                                                                  Task 725--Print and Book Entered Payables



which is stored in the System. This ensures that duplicate check numbers will not be issued. A
total of six characters are available for the check number.

CHECK DATE

The CHECK DATE is the date that will print on the check. The task prompts you with today's
date as a default, but allows you to override that date. This allows you to print checks which may
not be mailed for a few days.

FISCAL MONTH

This field indicates the fiscal month that these checks will be posted to. You may change this date
to post to a prior fiscal month or a future fiscal month, although depending on the way your
System is configured, you may need to enter a password before doing so. These passwords are
configured Task 815 and set up in Task 732 (Accounting Pro Global Parameters).

FISCAL YEAR

This month indicates the fiscal year that these checks will be posted to. You may change these
dates to post to the previous fiscal year, although depending on the way your System is
configured, you may need to enter a password before doing so. Again, these passwords are
configured in Task 815 and set up in Task 732.




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Check Reports

      The number of copies of the three check reports that print after the checks print are also listed
      on this screen. These reports are described below:

Invoice Payment Register
   This report is a copy for your records of what was printed on the remittance voucher portion
   of the checks. This includes any comments entered in Task 722 (Accounts Payable Entry)
   flagged to be printed on the checks.

      When the checks have printed, the task prompts you load the forms for this report. Load
      standard, full width printer paper.



Check Register
   This report fills the entire width of the page and is intended to be used as the Accounts
   Payable Department's backup copy of the check stubs. It contains:

         the vendors number/name
         the check number
         invoice number
         purchase order number
         date invoiced
         discount date
         standard due date
         payment selected
         discounts taken
         amount paid
         distribution account (if option is selected)


      If the check is for a foreign vendor, the report also includes totals for all foreign dollars and
      local equivalent amounts.

List of Checks
    This report simply lists all of the checks which were printed in the run with the names to
    whom they were issued, the gross amounts paid, any discounts taken, and the net amount of
    each check. This report can be cut down to 8 1/2" x 11" pages which can be filed in a note
    book as a record of the actual checks issued.




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                                                                  Task 725--Print and Book Entered Payables




Parameters Set Menu Bar

You can setup and save parameters for printing these reports. Press the Menu Key ( F7 ) when
you are on this screen for the Parameters Set menu bar. This menu bar allows you to list, change
and save parameters sets for these reports. The commands on this menu bar are:

List Change Print Save Help End


Here is a brief description of the commands on this menu bar:

List

use List to access the Saved Parameters screen and menu bar. This screen lists all parameters
sets previously saved for the task and offers additional commands which allow you to:

       Select or delete a set of saved parameters
       Copy a saved set into a new set
       Dedicate a specific printer to a set of saved parameters
       Change or add a descriptive comment for the saved parameter set

Change

The Change command positions the cursor in the first report parameter field and allows you to
update the field and/or use the arrow keys to navigate through the fields on the screen. Each time
you press the Enter key or use the down arrow key, the cursor advances to the next field. When
you've finished updating fields, press the Menu Key ( F7 ) to redisplay the Parameter Set menu
bar. If you'd like more information about a specific report parameter, press the Help Key ( F6 )
when the cursor is in that field to display online help text.

Print

When you've finished entering report parameters or you've chosen a set of saved parameters,
choose the Print command to print the checks you have entered for the run and the number of
reports that you have indicated.


saVe

Use the saVe command to save the set of parameters you've selected for the check reports only.
Saved parameter sets can be Listed and selected for reuse.

When you use the saVe command, you're asked to:

                         ENTER A PARAMETER SET NAME OR 'END'




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Enter a unique name for the parameter set (up to 30 characters) and press he Enter key. The set
is saved under the entered name. The Set Parameters menu bar displays again. If you have made
changes to a saved parameter set and then choose the saVe command or, if you've assigned a
parameter set name that is already in use, you're asked to:

                            OVERWRITE EXISTING PARAMETER SET? (Y/N)

This prompt is asking if you want to save your changes to the same parameter set name (thereby
overwriting the existing values) or if you want to assign a new name to the changed set you've
created. Enter Y to overwrite the existing parameter set or enter N and enter a new parameter set
name.



Help

The Help command displays online Help Text for commands on this menu bar. Online help text
is available for all menu bars and most fields throughout the DISC System. Help is always just a
keystroke away!


End

The End command returns you to Task 725 to continue printing checks and reports.




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Printing Checks

 When you choose the Print command from the Parameters Set menu bar, and the checks
 print, you are prompted:

                                       RE-RUN? (Y/N)

 If you want to print a second copy of the check(s) for your records or in the event of a
 printing error, choose Yes. You are given the option of choosing a new printer. You are then
 prompted:

          CHECK RUN WILL BE REPRINTED - ENTER STARTING CHECK #

 If you are reprinting because you want a back-up copy, enter the same starting check number
 as the original check run. This is the default in this field. If you are reprinting because of a
 printer error, change the starting check number to the next available check number.




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Payment Accounts


      If you are making a payment from a payment account that is not a checking account (such as
      a "Visa" account), no checks will be printed and you will get the following message:

             NO CHECKS WILL BE PRINTED - ACCEPT THIS PAYMENT ACCOUNT?

      The payments will be listed on the reports but will have "N/A" in the check number field.




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                                                                    Task 725--Print and Book Entered Payables




Negative Check Amounts

Understandably, you cannot print a check for a negative amount. Negative invoices should be
handled by selecting an invoice for the same check to offset it. If the total that you have selected
to print a check for results in a negative amount, the following warning is issued:

        SELECTED INVOICES RESULT IN NEGATIVE CHECK(S) - `ENTER' TO END


Return to Task 724 (Select Payables for Payment) and reselect the batch or to deselect the
invoices and credits so that the batch of checks does not result in a negative number. Or, you can
easily view and de-select the negative invoice by choosing option 3 of Task 724.




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Checks for Vendors with Invoice Address
Changes

      If you have changed the address on a vendor invoice in Accounts Payable Entry--Task 722
      (e.g., in the case of a miscellaneous vendor), the address entered in Task 722appears on the
      check. Each check for a vendor with a changed address will print as a separate check in Task
      725.




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                                                                Task 725--Print and Book Entered Payables




Zero Dollar Checks

 Zero dollar checks can occur when you are writing a check for a zero dollar invoice (to purge
 it from the System) or for invoices and credits that when added up, equal zero.

 If you have set the option in Task 732 (Accounting Pro Global Parameters) for PRINT
 ZERO DOLLAR CHECKS? to No, zero dollar checks will not print here in Task 725. These
 invoices are assigned a check number of zero in addition to an internal sequence number to
 keep track of them. Detail for zero dollar invoices is also saved in history and appears on the
 check register. Detail for zero dollar invoices may also be included in all historical reports
 and displayed during Accounts Payable inquiry.

 If the option in Task 732 (Accounting Pro Global Parameters) is set to Yes, zero dollar
 checks will print and you will simply not mail them. The check number that is assigned to
 them in history is the number of the check that prints.




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Updating the General Ledger


      After the checks and reports are printed, the next phase is to prepare for updating the General
      Ledger. While the task creates the general ledger transactions, the System informs you of its
      progress by displaying the vendor number which is being processed.


Distribution Entries
      Once the general ledger transactions have been created, the task prints a standard general
      ledger update listing, sorted by general ledger transaction number. After the report has been
      accepted, you have the option of printing the report again, but in sequence by general ledger
      account number. The need for this additional report must be determined by the accounting
      department. These reports are consecutively numbered and are usually filed together as a log
      of the general ledger transactions.


Updating System Files
      The final phase of Task 725 is the updating all of the System files which were impacted by
      the issuing of the checks. This includes accounting master records, accounts payable master
      records, the General Ledger, payables backlog, the open accounts payable file and the
      payments file. When all of these files have been updated, the task resets the check selection
      file and returns to the System's Main Menu.




188
                                                                    Task 725--Print and Book Entered Payables




Error Messages

No Checks Selected
If a check run is not set up in Task 724 (Select Payables for Payment), the following message is
displayed:

                 NO CHECKS SELECTED FOR PAYMENT - `ENTER' TO END




Return to Task 724 to select payables.


Run Out of Balance
If for some reason the check file is corrupt (most likely because of an abnormal termination of
Task 724 ) and the check run totals do not equal the sum of the checks, the following message is
displayed:

                    CHECK RUN IS OUT OF BALANCE - `ENTER' TO END




If this occurs, press the Enter key. You must then return to Task 724, destroy the run and start
over with a new run.


Printer Errors
If a printing error occurs, you receive the following warning:

            PRINTER ERROR HAS OCCURED - `ENTER' TO RESTART PRINTING




The first thing to do is to determine is what checks, if any, need to be reprinted. Then determine
at what point you want to renumber the checks.

When you press the Enter key to restart printing you will be prompted to:

               ENTER THE NUMBER OF THE FIRST CHECK TO BE PRINTED

Enter the original number of the first check that needs to be printed or reprinted.

Then you will be prompted to:




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                        ENTER THE NUMBER OF THE NEXT CHECK TO PRINT

This would be the number that you want to print on the next check that is printed. For example, if
your original check numbers are checks 001-005, and an error occurred when printing checks 004
and 005, you would answer 004 to the first prompt and 006 to the second prompt. Checks 004
and 005 would be destroyed and would be logged as "void" if you have the option set in Task 732
(Accounting Pro Global Parameters) to log voided checks.




190
Tasks 726-730--Accounts Payable
Reports
Task 726--Vendor Dictionary

This report creates a compressed dictionary which lists all accounts payable vendors in numeric
sequence. Only two fields of information appear on this report, the vendor nickname and the
vendor number. An asterisk is used to highlight those payable vendors that are set up in the
Accounts Payable System but are not set up for purchasing in Customer File Maintenance (Task
801). Each page of the Vendor Dictionary report includes about 150 names. Because of its simple
format, it's easy to create and review this report.

If you would like more detailed reporting features for accounts payable vendors, please see Task
727--Vendor Listings.

To print a Vendor Dictionary for your company, enter Task 726 by typing 726 and pressing the
Enter key from any DISC System menu or submenu. You're asked:

                                     FORMS READY? (Y/N)

Enter Y and press the Enter key to print the report or N and the Enter key to exit the report
task. When you choose to print the report, if more than one printer is available for your Employee
ID, select a printer for the Vendor Dictionary. When Task 726 has sent the report to your selected
printer, you're returned to the DISC Main Menu.

For a sample of this report, see Task 726--Vendor Dictionary Report.




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Task 727--Vendor Listings
      Vendor Listings (Task 727) can be used to create reports from the information entered for
      accounts payable vendors in Vendor File Maintenance (Task 731, option 1). An easy-to-use
      selection screen lets you limit the vendors included on the report to:

         A specific range of vendor account numbers
         A single pay group or list of pay groups
         Vendors with information entered in fields 24-31for "INSTRUCTIONS"
         Miscellaneous vendors
         Vendors who require a 1099 tax document


      You can choose not one--or even two--but up to five unique formats for your vendor listings
      report! Information for the selected vendor(s) prints in sequence by vendor account number,
      and will be formatted accordingly when you choose one of the following formats:

      1. ONE PAGE PER VENDOR--This format prints all information entered in Task 731 for the
         selected vendor(s) on a single page per vendor. This format is a "snapshot" of the vendor's
         account information and creates a hard copy reference.
      2. ADDRESS AND PAY GROUPS--If you'd like to create a simple, one-line-per-vendor list
         of addresses, phone numbers and pay group codes, this is the format for you!
      3. VENDOR INSTRUCTIONS--Along with all "INSTRUCTIONS" entered in fields 24-31
         in Task 731 for the selected vendors, you'll also see vendor phone and fax numbers,
         discount terms, discount percentage, standard terms, and the vendor's tax ID number in this
         format.
      4. A/P BALANCE AND HISTORY--Interested in just seeing the "bottom" line for your A/P
         vendors? This format creates a simple, one-line report for each vendor which includes the
         vendor's tax ID number, accounts payable balance stored in field 32 (A/P BALANCE), and
         this-year-to-date and last-year-to-date totals for payables paid, discount dollars "available"
         and total discounts taken.
      5. G/L DISTRIBUTIONS--In addition to the vendor's phone number, discount terms,
         discount percentage and standard terms, this report format includes all of the general ledger
         account numbers which were assigned to the vendor account in Task 731 for use during
         accounts payable entry in Accounts Payable Entry (Task 722).




192
                                                                  Tasks 726-730--Accounts Payable Reports




Using Report Options to Create a Vendor Listing

To begin creating a vendor listing report, enter Vendor Listings by entering 727 and pressing the
Enter key from any DISC System menu. A report options screen similar to the sample below
displays:


                                     YOUR COMPANY NAME
                                   VENDOR LISTING REPORT


ENTER A RANGE OF VENDOR NUMBERS: LOWEST VENDOR NUMBER OR 'ENTER' FOR:                          FIRST
                               : HIGHEST VENDOR NUMBER OR 'ENTER' FOR:                          LAST

LIST OF PAYMENT GROUP CODES OR 'ENTER' FOR:                                                       ALL

LIMIT THE REPORT TO VENDORS WITH SPECIAL INSTRUCTIONS? (Y/N)                                         N

LIMIT THE REPORT TO MISCELLANEOUS VENDORS? (Y/N)                                                     N

LIMIT THE REPORT TO VENDORS WHO REQUIRE 1099 TAX DOCUMENT? (Y/N)                                     N

ENTER CALENDAR YEAR (YYYY) FOR 1099 TAX DOCUMENT OR 'ENTER' FOR CURRENT YEAR                         2002

SELECT A REPORT FORMAT FROM THOSE LISTED BELOW OR 'ENTER' FOR:                1
 1. ONE PAGE PER VENDOR      2. ADDRESS AND PAY GROUPS   3. VENDOR INSTRUCTIONS
 4. A/P BALANCE AND HISTORY 5. G/L DISTRIBUTIONS         6. RESERVED

PRINT YOUR 'A'LIAS ACCOUNT NUMBERS OR 'D'ISC SYSTEM ACCOUNTS                                            A


List    Change   Print   saVe   Help    End




The Vendor Listings menu bar displays across the bottom of your screen. You can use the
commands on this menu bar to:

       Save settings under a unique name so that the next time you print the report(s), the same
        parameters will be used
       Select a previously saved parameter set, using the List command
       Print the reports, adding a comment if you wish

When you use the List command to display previously saved sets of parameters you are also
offered options to:

       Change the printer you've selected
       Add cOmments to help you identify the parameter set
       Copy a displayed parameter set into a new parameter set
       Delete parameter sets




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Accounting Pro - Accounts Payable



When you're satisfied with the parameters you have choose, use the Print command to begin
printing the report. You are prompted to enter a comment for each of the reports. You are also
given the option of rerunning the reports if you encounter a printer error.




194
                                                                     Tasks 726-730--Accounts Payable Reports




Definitions of Vendor Listings Fields

This section offers a description of each field available for creating Vendor Listings reports in
Task 727.

ENTER A RANGE OF VENDOR NUMBERS: LOWEST/HIGHEST VENDOR NUMBER

You're being asked to enter a range of vendor numbers. The entered range is used to limit the
vendors included in the report, based on other report parameters. You can limit the Vendor
Listings to a single vendor by entering the same vendor number as the first and last number in the
range.

The full range of possible vendor account numbers is 900000 - 999999. Use this range when you
do not want to limit the report to specific vendor accounts. Press the Enter key in the LOWEST
and HIGHEST VENDOR NUMBER fields to quickly select the FIRST and LAST accounts.
Information for all vendors is included, subject to the rest of the report parameters you define.

LIST OF PAYMENT GROUP CODES OR 'ENTER' FOR: (ALL)

You can limit the report to vendors with a specific payment group or list of payment groups by
entering the group(s) in this field. To include all payment groups, press the Enter key. When you
enter a list of payment group codes, they must be entered together with no spaces or commas,
etc., between them. For example, to include payment group codes A, B and C, you would enter
ABC in this field.

Payment group codes consist of a single number or letter which labels a group of similar vendors.
Pay groups are used during invoice payment selection and accounts payable aging to select lists
of vendors with a common pay group code. Examples of pay groups include trade vendors, non-
trade vendors, those who are always paid on the same day, etc. In Systems with duty and
exchange rate calculations, pay groups P through Z are reserved for foreign vendors. For
example, if a vendor is assigned pay group U, Accounts Payable Entry (Task 722) prompts you to
enter an exchange rate which is applied to each of the vendor's invoices.

LIMIT THE REPORT TO VENDORS WITH SPECIAL INSTRUCTIONS?

You can further limit the customers included in the Vendor Listings Report to only those who
have special instructions entered in Vendor File Maintenance ( Task 731 , option 1). Special
instructions are used to enter information such as contact names, special payment instructions,
etc. The instructions you enter in Task 731 appear in many inquiry tasks and provide essential
information to help you manage the vendor's payable account. To limit the vendors who appear in
the report to just those with special instructions entered in fields 24-31, enter Y. To include all
selected vendors, enter N.

LIMIT THE REPORT TO MISCELLANEOUS VENDORS?

You can use this field to design a Vendor Listings report that consists just of vendor accounts that
have been set up for use in the Accounts Payable System as "miscellaneous" vendors. If you enter
a Y for this report parameter, only vendors set up in Task 731 with Yes in field 11



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Accounting Pro - Accounts Payable



MISCELLANEOUS VENDOR are included. Enter N to included all selected vendors in the
report, not just those set up as miscellaneous.

LIMIT THE REPORT TO VENDORS WHO REQUIRE 1099 TAX DOCUMENT?

Looking for an easy way to identify vendors who require a 1099 from your company at "tax
time?" This option is just what you're looking for! In addition to the tax ID number, the current
balance and year-to-date totals included in this report format can help you prepare the 1099 tax
form required by your vendors.

Enter Y in this field to create a report of all vendors in your Accounts Payable System who
require a 1099. Select format 4) A/P BALANCE AND HISTORY. You must have at least 13
month of history to get the correct figures on the report that is printed. If you do not have enough
history for an accurate report you are warned that complete history is not available, but can
continue with the report .

Enter N in this field if you do not wish to limit the report to vendors who require a 1099 tax
document.

ENTER CALENDAR YEAR (YYYY) FOR 1099 TAX DOCUMENT OR 'ENTER' FOR
  CURRENT YEAR

If you select Y to limit the report to those who require the 1099 tax document, this field defaults
to the current year. You can change it or press the Enter key to accept the default.


SELECT A REPORT FORMAT

Task 727 offers five unique report formats you can use for Vendor Listings. Choose the report
format you would like to use by entering the corresponding selection number in this field (1-5).
To review the differences between these formats, please return to the overview entitled Task 727-
-Vendor Listings.

PRINT YOUR `A'LIAS ACCOUNT NUMBERS OR `D'ISC SYSTEM ACCOUNTS

This field is where you'll specify whether to print "Alias" account numbers (set up in Task 712--
Account File Maintenance ) or DISC System account numbers on the Vendor Listing. Enter an A
in this field to print alias account numbers, or a D to print DISC account numbers. If you have not
created any alias account numbers, DISC account numbers print by default.

Experiment!


To become more familiar with the different types of reports you can create in Task 727, we
recommend that you select a small range of vendors and experiment with the different formats
and options. Use the Saved Parameters feature to save the report formats you find most useful.




196
                                                                    Tasks 726-730--Accounts Payable Reports



In the future, to recreate these reports, using current data in Vendor File Maintenance (Task 731),
all you'll need to do is:

        Enter Task 727
        List saved parameters
        Select the one you want
        Print the report

It's that easy!

For samples of this report, see Task 727--Vendor Listings.




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Accounting Pro - Accounts Payable




198
Task 728--Aged Accounts Payable


 When you review the sample Aged Accounts Payable Report on next page, you will notice invoices annotated with "NB" in the OPEN
 STATUS column. This code is used to mark invoices which have not been booked against the General Ledger and appears only in reports
 printed in sequence by vendor account number. (Report sequenced by general ledger account don't include invoices which have not been
 booked.)

 You'll also see invoices marked with "HD," used to indicate that the invoice is on "hold" and "PD" for paid invoices.

 If you process stock receipts from foreign vendors, their total currency amounts are printed in both local and par currency on the report.




      T728 10/06/99 11:05 RRV -
                                                                     YOUR COMPANY NAME
                                                               AGED ACCOUNTS PAYABLE INVOICES
                                                                                                                                   AGING DATE
      10/06/99
                          NUMBER + TELEPHONE
          VENDOR NAME     PAY GROUP NUMBER          PAYMENT TERMS                              PAYABLES COMMENTS
      -----------------------------------------------------------------------------------------------------------------------------
      -------
        DATE   PAY         AMOUNT     DISCOUNT        VENDOR           DUE    OPEN
        PAID   DAYS         PAID      AVAILABLE     INVOICE #'S        DATE STATUS 0- 30 DAYS     31- 60 DAYS    61- 90 DAYS OVER
      90 DAYS
      -----------------------------------------------------------------------------------------------------------------------------
      -------

      HANSEN MANUFACTURING 902000A 617+555-0101 2.0000% PROX 15, NET 30      CONTACT: MARY D'AUGUSTINO FAX: 401+445-1900
      FIRST INVOICE:07/94 LAST PAYMENT:10/04/99 AVE DAYS 25 HIGH BALANCE & DAYS-THIS YR:    323,337 333 DAYS -LAST YR:   125,650
      48 DAYS
                                                12345                04/17/98 NB1
      09/30/99 333         668.89         12.26 CHECK#:         OUR-PO#: S39408 EXCHANGE RATE: 0.0
                                                DS-189               04/12/94 PD
      09/30/99 308         618.23         11.32 CHECK#:39      OUR-PO#: S39561 EXCHANGE RATE: 0.0
                                                DS-195               04/14/94 PD
      09/30/99 306         380.00          7.10 CHECK#:39      OUR-PO#: S39567 EXCHANGE RATE: 0.0




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Accounting Pro - Accounts Payable




                                                     DS-197               04/15/94 PD
            09/30/99      305       137.50      2.51 CHECK#:        OUR-PO#: S39700 EXCHANGE RATE: 0.0
                                                     LKSDJF               10/13/93D HD

            10/04/99p        0      150.00      0.00 CHECK#:44      OUR-PO#: F51094   EXCHANGE RATE: 0.0
            09/28/99p        0       20.00      0.00 CHECK#:1       OUR-PO#: S40000   EXCHANGE RATE: 0.0
                                                     PAK-2                10/15/99D               29.00
            09/28/99p        0       20.00      0.00 CHECK#:38      OUR-PO#: S12345   EXCHANGE RATE: 0.0
                                                     rrv6                 10/15/99                 0.00
                                                                    OUR-PO#: S40005   EXCHANGE RATE: 0.0

             TOTALS       38        1784.62    33.19 (FLOAT DAYS = 36.5)       336.66       336.66          0.00          0.00
            0.00




            LEGRIS               902400B 518+778-9696 1.0000% PROX 15, NET 45      CONTACT: GENE LEVINSON
            FIRST INVOICE:07/98 LAST PAYMENT:09/30/99 AVE DAYS 15 HIGH BALANCE & DAYS-THIS YR:        619 318 DAYS -LAST YR:             0
            0 DAYS
                                                      LG123                04/13/94 PD
            09/30/99 312         190.00          1.65 CHECK#:40      OUR-PO#: S38566 EXCHANGE RATE: 0.0
                                                      LG129                04/07/94 PD
            09/30/99 318         135.60          1.26 CHECK#:40      OUR-PO#: S39468 EXCHANGE RATE: 0.0
                                                      LG458                04/11/94 PD
            09/30/99 314         293.00          2.48 CHECK#:40      OUR-PO#:        EXCHANGE RATE: 0.0

             TOTALS     314         618.60      5.39                               0.00           0.00         0.00            0.00
            0.00

            LENZ COMPANY         902500C 511+235-9631 NET 50
            FIRST INVOICE:07/93 LAST PAYMENT:09/30/99 AVE DAYS 49 HIGH BALANCE & DAYS-THIS YR:        634 325 DAYS -LAST YR:            985
            52 DAYS
                                                      LC95                 12/29/98 PD
            09/30/99 325         634.00          0.00 CHECK#:41      OUR-PO#:        EXCHANGE RATE: 0.0

             TOTALS     325         634.00      0.00                               0.00              0.00          0.00          0.00
            0.00




200
                                                                                                 Tasks 726-730--Accounts Payable Reports




T728 10/06/99 11:05 RRV -
PAGE    2
                                                         YOUR COMPANY NAME
                                                  AGED ACCOUNTS PAYABLE INVOICES
                                                                                                                    AGING DATE
10/06/99
                    NUMBER + TELEPHONE
    VENDOR NAME     PAY GROUP NUMBER          PAYMENT TERMS                              PAYABLES COMMENTS
-----------------------------------------------------------------------------------------------------------------------------
-------
  DATE   PAY         AMOUNT     DISCOUNT        VENDOR           DUE    OPEN
  PAID   DAYS         PAID      AVAILABLE     INVOICE #'S        DATE STATUS 0- 30 DAYS     31- 60 DAYS    61- 90 DAYS OVER
90 DAYS
-----------------------------------------------------------------------------------------------------------------------------
-------

 GRAND
 TOTALS    40      2,937.02        38.58                             3,336.66      3,336.66            0.00               0.00
0.00




                                                                                                                                    201
202
                                                                     Tasks 726-730--Accounts Payable Reports




Creating an Aged Accounts Payable Report

When you select option 1 AGED ACCOUNTS PAYABLES REPORT, you'll see a screen similar
to the sample below:


                                     YOUR COMPANY NAME                                   SCREEN 1 OF 2
                                   AGED ACCOUNTS PAYABLE

INCLUDE 'O'PEN INVOICES, 'P'AID INVOICES, OR 'B'OTH? (O/P/B)                                              B

ENTER A RANGE OF VENDOR NUMBERS: LOWEST VENDOR NUMBER OR 'ENTER' FOR                             (FIRST)
                               : HIGHEST VENDOR NUMBER OR 'ENTER' FOR                             (LAST)

ENTER A LIST OF PROFIT CENTER CODES OR 'ENTER' FOR                                                  (ALL)

ENTER A LIST OF VENDOR PAYMENT GROUP CODES OR 'ENTER' FOR                                           (ALL)

AGE USING 'I'NVOICE DATE OR 'D'UE DATE? (I/D)                                                             D

ENTER STARTING AGING DATE OR 'ENTER' FOR                                                       08/03/02

INCLUDE PAYABLES THAT WERE OPEN ON 08/03/02? (Y/N)                                                        N

INCLUDE PAYABLES WITH INVOICE DATE AFTER 08/03/02? (Y/N)                                                  Y

PRINT REPORT BY 'V'ENDOR OR 'G'ENERAL LEDGER ACCOUNT? (V/G)                                               V

List   Change    Next    Back   Print    saVe    Help    End


This screen lists the first of two full screens of report parameters available for designing the Aged
Accounts Payable Report. You'll use the Next and Back commands on the Aged A/P menu bar-
-which appears along the bottom of the screen--to switch between the two screens.

Before we discuss other commands available on the Aged A/P menu bar, let's review a sample of
the second screen of report parameters. By taking a few minutes to look over these sample
screens, you'll gain an understanding of the types of choices you can make when designing Aged
Accounts Payable reports.




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Accounting Pro - Accounts Payable



Here's a sample of the second screen of report parameters:


                                         YOUR COMPANY NAME                     SCREEN 2 OF 2
                                       AGED ACCOUNTS PAYABLE

TAKE DISCOUNTS AFTER THIS DATE OR 'ENTER' FOR                                            08/03/02

INCLUDE 'I'NVOICES OR 'T'OTALS ONLY? (I/T)                                                      I

INCLUDE GENERAL LEDGER distributionS? (Y/N)                                                     N

ENTER AGING DAYS:            FIRST PERIOD:     30    SECOND PERIOD:   60 THIRD PERIOD:     90

INCLUDE PAID INVOICES FROM:             STARTING DATE: (OLDEST)       ENDING DATE: (NEWEST)

INCLUDE VENDOR PAYMENT SUMMARY INFORMATION? (Y/N)                                               Y

SELECT THE OPEN INVOICES TO INCLUDE             FROM THE LIST BELOW:                            1
 1. ALL INVOICES                                4. INVOICES OLDER THAN     60 DAYS
 2. INVOICES ON HOLD                            5. INVOICES OLDER THAN     90 DAYS
 3. INVOICES OLDER THAN 30 DAYS                 6. RESERVED



List     Change      Next      Back   Print   saVe    Help   End




204
                                                            Tasks 726-730--Accounts Payable Reports




Using Commands on the Aged A/P Menu Bar


 You'll use commands on the Aged A/P menu bar to:
     List and select from sets of previously saved report parameters
     Change report parameter defaults displayed on the screen, using arrow key
         navigation tools
     Switch between the two screens of report parameters with a single keystroke
     Print the report, using the parameters you've selected
     Save the report parameters you've selected for reuse at a later time
     Display online help text for the menu bar
     Exit option 1 and return to the Task 728 menu




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Accounting Pro - Accounts Payable




Definitions of Aged Accounts Payable Report
Parameters

INCLUDE `O'PEN INVOICES, `P'AID INVOICES, OR `B'OTH? (O/P/B)

You can limit the report to just paid invoices (stored in Accounts Payable History ) by entering P
for this parameter. This type of Aged Accounts Payable report can help you analyze payment
history and allows you to easily provide that information to your vendors who require it. You can
also include vendor summary information on the second screen of report parameters--also a
feature of Accounts Payable History--to provide payment history detail for the time period you
are reviewing.

Enter O to limit the report to only open payable invoices--a selection you're likely to use when
analyzing the effect of pending payables on your cash flow. Or, enter B to include both paid and
open payable invoices in the aging report.

* 1ENTER A RANGE OF VENDOR NUMBERS: LOWEST/HIGHEST VENDOR NUMBER

You're being asked to enter a range of vendor numbers. The entered range is used to limit the
vendors included in the report, based on other report parameters. You can limit the report to a
single vendor by entering the same vendor number as the first and last number in the range.

The full range of possible vendor account numbers is 900000 - 999999. Use this range when you
do not want to limit the report to specific vendor accounts. Press the Enter key in the LOWEST
and HIGHEST VENDOR NUMBER fields to quickly select the FIRST and LAST accounts.
Information for all vendors is included, subject to the rest of the report parameters you define.

*ENTER PROFIT CENTERS OR `ENTER' FOR ALL:

You can limit the invoices on the aging report to those entered for a single profit center, a group
of profit centers or include payable invoices entered for all profit centers. The profit center
associated with an accounts payable invoice is determined from the general ledger account used
for each distribution of the invoice in Accounts Payable Entry (Task 722). If distribution accounts
for different profit centers are applied to the same invoice, report totals by profit center only
include the portion of the invoice that was applied. For example, let's say we have an open
invoice for $100. $50 of that invoice was applied to a distribution account for profit center A and
$50 was applied to a distribution account for profit center B. If you ran the Aged Accounts
Payable report for just profit center A, only $50 of this invoice is included in the totals for open
invoices.

For in-transit invoices created from `S'tock order receipts, the ship-to warehouse entered on the
purchase order in Task 401 (Purchase Order Processing) is the profit center associated with the
in-transit invoice.

For in-transit invoices created from `F'actory drop-shipped orders, sales codes at the line item
level are used when the `F'actory order/invoice is booked in Print Invoices & Booked Invoice
Reports (Task 206) to determine which profit center is associated with the in-transit invoice. It's




206
                                                                      Tasks 726-730--Accounts Payable Reports



possible that more than one profit center is involved. Therefore, the in-transit invoice carries a
"profit center split" at the header level.

The profit center split for the in-transit invoice consists of the total percentage of invoice dollars
that are credited to each profit center. The payables due are then apportioned to each profit center,
based on the profit center split. So when you run the Aged Accounts Payable In-transit report,
payables dollars for a drop-ship in-transit invoice may be split between profit centers for this
reason.

Enter a single, one-character profit center code in this field, a list of profit center codes or, press
the Enter key to include invoices for all profit centers set up for your company. To enter a list of
codes, enter them together with no spaces (e.g., to include profit centers A, B and C, enter ABC).

ENTER A LIST OF VENDOR PAYMENT GROUP CODES OR 'ENTER' FOR: (ALL)

You can limit the report to invoices entered for vendors assigned to a specific payment group or
include a list of payment groups by entering the group code(s) in this field. To include all
payment groups, press the Enter key. When you enter a list of payment group codes, they must
be entered together with no spaces or commas, etc., between them. For example, to include
payment group codes D, E and F, you would enter DEF in this field.

Payment group codes are assigned to vendor accounts in Vendor File Maintenance (Task 731)
and consist of a single number or letter which labels a group of similar vendors. Pay groups are
used during invoice payment selection and accounts payable aging to select lists of vendors with
a common pay group code. Examples of pay groups include trade vendors, non-trade vendors,
those who are always paid on the same day, etc. In Systems with duty and exchange rate
calculations, pay groups P through Z are reserved for foreign vendors.

AGE USING `I'NVOICE DATE OR `D'UE DATE? (I/D)

If you are designing this aging report for accounting purposes, you may prefer to see vendor
invoices aged by their original vendor invoice date. If this is true, enter I to age the invoices
you've selected using their invoice dates. To design an aging report which tells you more about
when invoices need to be paid, enter D to age the invoices based on their due date.

*ENTER STARTING AGING DATE OR `ENTER' FOR

In order to age an invoice there must be a date against which the invoice or due date is compared
to and evaluated. This date is referred to as the aging date. The aging date can be the last day of
the month being closed, today's date (which is the default and can be accepted by pressing the
Enter key), or any prior or future date you prefer. You do not need to format the date you enter,
the System will interpret and format it for you. For example, if you type 93102 and press the
Enter key, 09/31/02 displays in this field. If you enter an aging date that is older than today,
you can recreate an aging payables report for that specific date by also answering Y es to include
payables that were open on that date (see description of the next report parameter).




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INCLUDE PAYABLES THAT WERE OPEN ON XX/XX/XX? (Y/N)

When you enter an aging date that is older than the current System date (today), you'll access this
option. The date that you entered as the aging date displays as part of this report parameter. If you
answer Y es to include payables that were open on the aging date, Task 728 searches through
Accounts Payable History and finds all invoices that were open on the aging date. Even invoices
that were entered after the aging date but given invoice dates that are older than or the same as the
aging date are included!

Enter N to include invoices in the aged payable report that remain open from the aging date to the
present, based on other reports parameters you've chosen.

INCLUDE PAYABLES WITH INVOICE DATE AFTER XX/XX/XX? (Y/N)

The aging date that was entered also appears as part of this report parameter. If you said Y es to
include payables open on an aging date older than "today," you can also enter Y to this parameter
and include invoices that had future invoice dates but were entered on or before the aging date.
This allows you to create a report which reflects the true profile of your accounts payable
invoices at that point in time, on that specific date. If your aging date is not in the past (i.e., it's
today or a future date), entering Y includes all open invoices, regardless of their invoice dates.

If you answer N to this option, you eliminate all payable invoices from the aging report that have
an invoice date that is more recent than the aging date.

*PRINT REPORT BY `V'ENDOR OR `G'ENERAL LEDGER ACCOUNTS? (V/G )

If you included paid invoices or both open and paid invoices in the aging report, V is
automatically selected for this report parameter. If you've chosen to print only open invoices, you
have a choice of sequencing the report by vendor account number or by general ledger payables
account numbers. Printing the report by vendor produces a fairly standard aged payable report for
analyzing the open invoices from each vendor. Printing the report by general ledger account
number summarizes the invoices by the general ledger payables account to which their
transactions were posted and helps you verify the payables totals in the General Ledger.

Enter V to select vendor account number sequence or G to sort and print aged accounts payable
invoice totals by general ledger distribution account. When you choose to sequence the report by
general ledger account, you're not able to include the vendor summary information. (See the
definition below for "INCLUDE VENDOR SUMMARY INFORMATION.")

TAKE DISCOUNTS AFTER THIS DATE OR `ENTER' FOR

If the report is being used to estimate future cash requirements, entering a date slightly into the
future automatically applies discounts to all discountable invoices which are due after that date
(this date overrides each invoice's discount date). If the report is intended as a pure accounts
payable status report, entering date far into the future will effectively ignore all potential invoice
discounts and the standard terms are applied to the invoice. The current System date (i.e., today's
date) is offered as a default. Press the Enter key to accept the default date or enter another date.
You do not need to format the date you enter, the System will interpret and format it for you. For
example, if you type 93102 and press the Enter key, 09/31/02 displays in this field. This
option is not available if you've chosen to print the report by general ledger accounts.


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*INCLUDE `I'NVOICES OR `T'OTALS ONLY? (I/T)

Enter T to create a condensed report which includes aged totals for each vendor without actual
invoice detail. Choose I to include all invoice detail as well as provide aged totals by vendor,
based on the other report parameters you select.

INCLUDE GENERAL LEDGER DISTRIBUTIONS? (Y/N)

In addition to printing the individual invoice totals, you can also print all of the actual
distributions of the invoice against the General Ledger that were made during payables entry in
Accounts Payable Entry (Task 722) . Enter Y to include this additional detail or N to exclude it
from printing.

*ENTER AGING DAYS: FIRST/SECOND/THIRD PERIOD:

It's common to see aged payable reports aged on a 30, 60, 90 day basis, but there are times when
different aging periods may be more useful to you. You're provided with three different aging
periods to control the grouping of aged accounts payable invoices. The numbers you enter in
these fields are also used as report headings. Enter any series of three numbers (from 1-3 digits)
in these fields. For example, you might find aging days of 15, 30, 45 or even 15, 45, 75 to be
helpful. Invoices are aged by subtracting either the invoice or due date (depending on what you
selected) from the entered aging date. Aged invoices are then placed in one of the three groupings
you select here. The group of invoices that appear in the FIRST PERIOD are invoices with dates
that are more recent and therefore, less critical. Invoices that fall into the SECOND and THIRD
PERIOD groups are older and require more immediate attention.

INCLUDE PAID INVOICES FROM: STARTING DATE/ENDING DATE

This option is available when you've chosen to limit the report to only paid invoices or you've
included both open and paid invoices in the aging report. You can limit the paid invoices that are
included in the report to a specific range of dates by using the starting and ending date fields. You
do not need to format the date you enter, the System will interpret and format it for you. For
example, if you type 93102 and press the Enter key, 09/31/02 displays in the field. If you
press the Enter key in both these fields, you can quickly include all paid invoices stored in
Accounts Payable History for the vendor by accepting the OLDEST and NEWEST date range.

INCLUDE VENDOR PAYMENT SUMMARY INFORMATION?(Y/N)

Vendor summary information is a feature of Accounts Payable History and consists of the
following:

       Date of last payment
       Average payment days
       The longest pay days and highest balance for this year and last year
       The date of the vendor's first invoice

This report parameter is not available if you've chosen to print the report in sequence by general
ledger account number. If you've chosen to sequence the report by accounts payable vendor
number, you can use this report parameter to optionally include payment summary information
for each vendor. Enter Y to include summary information or N to exclude it from the report.


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*SELECT THE OPEN INVOICES TO INCLUDE FROM THE LIST BELOW:

This final report parameter might be the most helpful when designing your Aged Accounts
Payable report! You can reduce the information you've selected to just the essential invoices you
want to review by choosing one of the options offered here. Only one option can be selected for a
single report run. Choose the option by entering the corresponding number ( 1 - 5 ) in this field.
Here's a brief description of each option:

           Option 1) ALL INVOICES is the default and includes all invoices that meet the selection
            criteria you've chosen, using other report parameters. This option does not limit the
            information included in the report.

           Option 2) INVOICES ON HOLD limits the report to just invoices for vendors that have
            been placed on hold in Select Payables for Payment (Task 724) .

          Note: This option is not available when creating Aged Accounts Payable In-transit reports.


           The remaining options for INVOICES OLDER THAN XX/XX/XX creates a report of
            just invoices that fall one of the aging periods you defined for aging days. Invoices are
            aged by subtracting either the invoice or due date (depending on what you selected) from
            the entered aging date. Aged invoices are then placed in one of the three groupings you
            selected. The group of invoices that appear in the FIRST PERIOD are invoices with dates
            that are more recent and therefore, less critical. Invoices that fall into the SECOND and
            THIRD PERIOD groups are older and require more immediate attention. This report
            format lets you see only the most critical payments you need to make.

For a sample of this report, see Task 728--Aged Accounts Payable.




      1. * Indicates that this option is available in option 1 Aged Accounts Payable Report and also in option 2
          Aged Accounts Payable In-transit Report.




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                                                                   Tasks 726-730--Accounts Payable Reports




Creating an Aged Accounts Payable In-Transit
Report

When you choose option 2) AGED ACCOUNTS PAYABLE IN-TRANSIT REPORT from the
Task 728 menu screen, you'll see a screen of report parameters you can use to define the report,
as illustrated below:




                  Task 728, Option 2 Aged Accounts Payable In-Transit Screen (1 of 1)
                                    YOUR COMPANY NAME                                                  T728
                             AGED ACCOUNTS PAYABLE IN-TRANSIT

ENTER A RANGE OF VENDOR NUMBERS: LOWEST VENDOR NUMBER OR 'ENTER' FOR                           (FIRST)
                               : HIGHEST VENDOR NUMBER OR 'ENTER' FOR                           (LAST)

ENTER A LIST OF PROFIT CENTER CODES OR 'ENTER' FOR                                                  (ALL)

ENTER STARTING AGING DATE OR 'ENTER' FOR                                                     08/03/02

INCLUDE 'I'NVOICES OR 'T'OTALS ONLY? (I/T)                                                              T

ENTER AGING DAYS:      FIRST PERIOD:      30   SECOND PERIOD:      60   THIRD PERIOD:          90

PRINT REPORT BY 'V'ENDOR OR 'G'ENERAL LEDGER ACCOUNT? (V/G)                                             V

SELECT FROM THE LIST BELOW THE IN-TRANSIT INVOICES TO INCLUDE:                                          1
 1. ALL INVOICES                    3. INVOICES OLDER THAN 60 DAYS
 2. INVOICES OLDER THAN 30 DAYS     4. INVOICES OLDER THAN 90 DAYS


List   Change    Print    saVe   Help    End




Common Menu Bar and Report Parameters

The menu bar commands on this screen are identical to those available for creating Aged
Accounts Payable Reports using Task 728 , option 1 AGED ACCOUNTS PAYABLE REPORT.
The report parameters you see on this screen are a subset of the parameters used in option 1 as
well. Because option 2 creates reports of just in-transit invoices, many parameters in option 1 do
not apply. However, the options that are common to option 1 and option 2 function in much the
same way to limit and format the selected group of payables invoices or in-transit invoices.

Printing In-Transit Invoices by General Ledger Account

One report parameter worthy of note is the option to "PRINT THE REPORT BY `V'ENDOR OR
`G'ENERAL LEDGER ACCOUNT? (V/G)." Printing the report by general ledger account
number (i.e., entering G ) summarizes the booked in-transit invoices by the general ledger
accounts which contain their value. Unbooked in-transit invoices are summarized at the end of
the report. This report sequence can help you verify the totals in your General Ledger. Although
all of the in-transit invoices are in the one central in-transit invoice file, they may have been



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booked into a variety of general ledger accounts, based on accounts set up for each vendor in
Vendor File Maintenance (Task 731 , option 1).

For more information about using the Aged A/P menu bar commands and Aged Accounts
Payable In-transit report parameters, please refer to Using Commands on the Aged A/P Menu Bar
and Definitions of Aged Accounts Payable Report Parameters. Each report parameter that may
also be used when creating Aged Accounts Payable In-transit reports has been annotated with an
asterisk in the "definitions" section to make them easier to locate.

For a sample of this report, see Task 728--Aged Accounts Payable In-transit Report.




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                                                                    Tasks 726-730--Accounts Payable Reports




Task 729--Cash Requirements

Rather than experimenting with Task 724 (Select Payables for Payment) to determine how much
cash will be required to meet future payables obligations, this task can create a cash requirements
projection into the future. The reports include cash requirement projections by day for thirty-one
days, by week for thirteen weeks, and by month for six months.

       Note: The total value of the cash requirements may not equal the current accounts payable
       total in the General Ledger. This can occur because invoices prior to the aging date and
       invoices beyond six months into the future are not included in the report.

When you access Task 729 by entering 729 at the Main Menu, the following screen of report
parameters appears:




                                      Task 729 Cash Requirements

                                          YOUR COMPANY NAME                                                   T729

                                          CASH REQUIREMENTS


ENTER A RANGE OF VENDOR NUMBERS: LOWEST VENDOR NUMBER OR 'ENTER' FOR                               FIRST
                               : HIGHEST VENDOR NUMBER OR 'ENTER' FOR                               LAST

ENTER A LIST OF PROFIT CENTER CODES OR 'ENTER' FOR                                                 (ALL)

ENTER A LIST OF PAYMENT GROUP CODES OR 'ENTER' FOR                                                 (ALL)

ENTER STARTING AGING DATE OR 'ENTER' FOR                                                      10/13/02

TAKE DISCOUNTS AFTER THIS DUE DATE OR 'ENTER' FOR                                             10/13/02

USE 'L'OCAL OR 'P'AR DOLLARS                                                                          N/A



List    Change    Print   saVe    Help   End



Each of the parameters is described below:

1) FIRST AND LAST VENDOR NUMBER:

This range of vendor numbers allows you to project the cash requirements for one vendor or the
entire vendor file (e.g. 900000 through 999999).




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2) PROFIT CENTERS:

By entering a list of profit centers, or pressing the Enter key for all profit centers, you can limit
the report to selected offices or, if applicable, to selected in-house corporations.

3) VENDOR GROUP PAYMENT CODES:

By entering a list of Group Payment Codes, you can limit the projection to certain groups of
vendors.

The Group Payment Code is a simple method of coding a group of vendors which have common
payment cycles. Trade vendors might be coded as "S"mall, "M"edium, or "L"arge. Or, possibly
they might be coded with "A", "B", "C", or "D" to denote which week of the month payment is
made. Systems which use duty and exchange rate multipliers further divide the Group Payment
Codes into domestic and foreign suppliers (i.e. A through O are reserved for domestic vendors).

4) ENTER STARTING AGING DATE:

This entry allows you to pick which date, either before or after today, should be assumed as the
first date of the projection. Using the first of next month or the first of this month as the selected
date, forces the report to be oriented toward month ends.

5) TAKE DISCOUNTS AFTER THIS DUE DATE:

Some of the future invoices may include prompt payment discounts. The System needs to know
whether it should assume that the full amount of each invoice or the discounted amount will be
paid. If cash is very tight, a date far in the future can be entered and no cash discounts will be
assumed to be taken.

6) USE `L'OCAL OR `P'AR DOLLARS:

If your System includes the Stock Receipts from Foreign Vendors feature, the task can use either
the originally assumed local value of each invoice or the actual invoiced value in the vendor's
own currency (i.e. "par" dollars). Depending on the Vendor Group Payment Codes which were
selected in field 3) above, either choice can be a logical one. If, for example, all of the specified
Vendor Group Payment Codes were in the last half of the alphabet (i.e. all foreign vendors), and
all of these vendors are United States suppliers to a Canadian distributor, it would be logical to
project the cash requirements in the actual U.S dollars which will have to be paid.

As in the other report tasks, you use the menu bar at the bottom of the screen to List previously
saved parameter sets, Change the parameters that are listed, saVe a set of parameters for later
use and Print the report.

A sample of this report is shown in the section entitled Task 729--Cash Requirements.




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                                                                  Tasks 726-730--Accounts Payable Reports




Task 730--Print Checkbook
You will use Task 730 (Print Checkbook)to print check history information and create reports of
the check reconciliation entries you've made in Task 733 (Check File Maintenance).

You can limit your reports to specific checking account codes; a range of checks and vendors;
include or exclude manual checks; and print checks with specific status codes. You can select a
range of check dates and statement dates and further limit the checks which print by entering a
minimum dollar amount.

To enter Task 730, type 730 and press the Enter key from Main Menu or any submenu. The
first of two screens of parameters displays:



                                                                                         SCREEN 1 OF 2
                                        LIST OF CHECKS

ENTER A LIST OF PAYMENT ACCOUNT CODES OR 'ENTER' FOR                                             (ALL)

ENTER A LIST OF PROFIT CENTERS OR 'ENTER' FOR                                                    (ALL)

ENTER A RANGE OF CHECK NUMBERS: LOWEST CHECK NUMBER OR 'ENTER' FOR                               FIRST
                              : HIGHEST CHECK NUMBER OR 'ENTER' FOR                               LAST

ENTER A RANGE OF VENDOR NUMBERS: LOWEST VENDOR NUMBER OR 'ENTER' FOR                             FIRST
                               : HIGHEST VENDOR NUMBER OR 'ENTER' FOR                             LAST

LIMIT REPORT TO 'O'UTSTANDING, 'C'LEARED, 'V'OIDED CHECKS OR 'ENTER' FOR                            OCV

HIGHLIGHT CHECKS OUTSTANDING FOR MORE THAN             30 DAYS                                       30

MANUAL CHECKS: 'I'NCLUDE, 'E'XCLUDE, OR MANUAL CHECKS 'O'NLY                                           I

ENTER A RANGE OF CHECK DATES: OLDEST DATE OR 'ENTER' FOR                                    EARLIEST
                            : MOST RECENT DATE OR 'ENTER' FOR                                 LATEST

List   Change    Next   Back    Print   saVe    Help    End




Here is an explanation of the parameters on this screen:

ENTER A LIST OF PAYMENT ACCOUNT CODES

To limit your report to a specific payment account or group of payment accounts, enter the two-
character payment account code or a list of payment account codes (no spaces between) and press
the Enter key. Press Enter to include all payment account codes.




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ENTER A LIST OF PROFIT CENTERS

Enter a single profit center code or a list of profit center codes and press the Enter key. To
include checks for all profit centers, press Enter ("ALL" will be displayed in this field).

ENTER FIRST CHECK NUMBER

In this field, enter the first check number in the range of checks you're printing and press the
Enter key.

Press the Enter key to begin your report with the first check that exists in the check history file
("FIRST" will be displayed in this field).

ENTER LAST CHECK NUMBER

Enter the last check number in the range of checks you're printing and press the Enter key.

Press the Enter key to end your report with the last check that exists in the history file ("LAST"
will be displayed in this field).

ENTER FIRST VENDOR NUMBER

You can limit the checks which print to a specific vendor or a range of vendors. Enter the first
vendor number and press the Enter key.

Press Enter to begin the range with the first vendor (in numeric sequence) in the vendor file. To
print voided checks or manually entered checks that are not associated with a specific vendor
number, you must press the Enter key to begin your range with the "FIRST" vendor.

ENTER LAST VENDOR NUMBER

When you advance to the LAST VENDOR NUMBER field, enter the last vendor number to
include in the range and press the Enter key or press Enter to end the range of vendors with
the "LAST" vendor in the vendor file.

LIMIT REPORT TO `O'UTSTANDING

To limit your report to checks with specific status codes, enter the check status codes (`O', `C',
and/or `V') that you want to print and press the Enter key.

Press the Enter key to automatically include all three status codes (OCV).

HIGHLIGHT CHECKS OUTSTANDING MORE THAN ''' DAYS

To print an asterisk (*) next to those checks older than a specific number of days, enter that
number ( 0 - 999 ) and press the Enter key. The check is aged using the difference between
the check date and the current System date.



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MANUAL CHECKS:

To include or exclude manual checks from the selected range or print only manual checks that
exist in the selected range, enter I , E or O and press the Enter key.

Press the Enter key to `I'nclude manual checks in this report.

CHECK DATES:

To limit your report to checks within a certain time period, enter the oldest check date you want
to print and press the Enter key. Task 730 automatically formats your date entry so you don't
need to enter slashes.

Press the Enter key to begin your range with the "OLDEST" check in the check history file.

When you advance to the MOST RECENT DATE field, enter the most recent check date to print
and press the Enter key.

Press the Enter key to end your range with the "NEWEST" check in the check history file.

To go to the next screen of parameters, use the Next command from the menu bar at the bottom
of the screen. The second screen displays:



                                                                                           SCREEN 2 OF 2
                                         LIST OF CHECKS

ENTER A RANGE OF BANK STATEMENT DATES: OLDEST DATE OR 'ENTER' FOR                             EARLIEST
                                     : NEWEST DATE OR 'ENTER' FOR                               LATEST

ENTER THE MINIMUM CHECK DOLLAR AMOUNT TO INCLUDE OR 'ENTER' FOR                                     0.00

ENTER THE NUMBER OF COPIES TO PRINT OR 'ENTER' FOR                                                       1




List   Change    Next    Back   Print    saVe   Help    End



BANK STATEMENT DATES:

To limit your report to a specific bank statement date or a range of bank statement dates, enter the
first bank statement date to print and press the Enter key.




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Press the Enter key to include checks with the "OLDEST" bank statement date.

When you advance to the MOST RECENT DATE field, enter the most recent bank statement
date to include in this report and press Enter.

Press the Enter key to include checks with the "NEWEST" bank statement date.

ENTER MINIMUM CHECK DOLLAR AMOUNT

To limit your report to only those checks with a minimum dollar value, enter a minimum dollar
amount and press Enter.

Press the Enter key if you want all checks, regardless of their dollar value, to print on this report
(NONE will be displayed in this field).

NUMBER OF COPIES

Enter the number of copies you want printed and press the Enter key. Just press Enter to print
a single report.




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                                                                 Tasks 726-730--Accounts Payable Reports




Set Parameters Menu Bar


 The Set Parameters Menu Bar appears at the bottom of the screen. The commands on this
 menu bar allow you to:
     List any parameter sets you have previously saved in this task
     Change any of the parameters currently listed on the screen
     Print your checkbook with the parameters are currently listed on the screen
     Save the parameters that are listed on the screen
     Access online Help information
     Return to the Main Menu using the End command


 When you've finished entering report parameters or you've chosen a set of saved parameters,
 choose the Print command to print the report. You're asked to select a printer (if more than
 one choice is available for your Employee ID) and asked whether or not you wish to dedicate
 the printer to this report (reserve it exclusively for Task 730 until the report has finished
 printing). The screen displays the check numbers on the report as the report is printing. After
 the report has printed, you are given the option to Rerun the report in case there was a
 problem with the printer. You then return to the Main Menu.

 For a sample of this report, see Task 730--Print Checkbook.




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Task 733--Check File Maintenance
Overview

The purpose of Task 733 (Check File Maintenance) is to assist you with reconciling the checks
you issue with the bank statements you receive. You can use Task 733 to display all the checks
you've printed and booked in Task 725 (Print & Book Checks) within the history period you
specify.

Specific status codes are associated with each check you issue. The status codes are defined as
follows:

       `O'utstanding--Checks that have been issued but are not acknowledged as having been
        paid by the bank.
       `C'leared--Checks that have been issued and acknowledged as paid by the bank.
       `V'oid--Checks that are nonnegotiable.

Initially, all checks printed in Task 725 are coded as `O'utstanding--except for the following
cases:

       When you skip a range of checks; the unused checks are coded as `V'oid
       If your company uses pre-numbered checks with stubs, and the list of invoices prints on
        more than one check stub, the unused check(s) are automatically voided.

When you receive your bank statement, or whenever necessary, you'll use Task 733 to change the
check's status (e.g., when a check has been cleared by the bank, you change the status from
`O'utstanding to `C'leared).

To access Task 733, enter 733 and press the Enter key from the Main Menu or any submenu.
The check reconciliation screen is displayed, the cursor appears in the PAYMENT ACCOUNT
CODE field and you're prompted to:

ENTER PAYMENT ACCOUNT CODE, 'F1' TO LIST PAYMENT ACCOUNT CODES OR 'END'


Enter the two-character payment account code and press the Enter key, press F1 to list your
payment accounts and pick one from the list orenter END and press the Enter key to return to
the Main Menu.

Continue with Last Check Reconciliation Run?

If you have previously used this task to reconcile checks for this payment account, you are asked:

           CONTINUE WITH LAST CHECK RECONCILIATION RUN? (`ENTER'/N)




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If you choose to continue with your last reconciliation run, press the Enter key. The cursor will
pause at the STATUS CODES field (explained below) so that you can limit your list of checks to
those with the specified status codes. Enter the status codes or press the Enter key to retain the
default codes. Your list of checks will appear. Continue with the instructions entitled Check File
Maintenance Screen.

If you choose to begin a new reconciliation run with a new statement date, profit center list or
date range, enter N to enter new information into the header beginning with the PROFIT
CENTER LIST field. A screen similar to the following displays:




                                    Task 733 Check Maintenance Screen

CHECK FILE MAINTENANCE
--------------------------------------------------------------------------------
                               CHECK FILE MAINTENANCE
--------------------------------------------------------------------------------
PAYMENT CODE FA FARMINGTON SAVINGS BANK      STATEMENT DATE
PROFIT CENTERS                            | TOTAL CHECK DOLLARS
CHECK DATE RANGE:                         |     0 CHECKS CLEARED
DISPLAY CHECKS WITH STATUS CODES          | OUTSTANDING CHECKS
--------------------------------------------------------------------------------
 CHECK #     CHECK     --STATUS--    STMT      CHECK   FISCAL      VENDOR
  + P/C      AMOUNT    CODE DATE     DATE      DATE    MONTH        NAME




             ENTER PAYMENT ACCOUNT CODE, `F1' TO LIST PAYMENT ACCOUNT CODES
      `F2' FOR PAYMENT ACCOUNT MAINTENANCE, `F3' FOR CONTROL INFORMATION OR `END'




PROFIT CENTER LIST

To display checks from one or more profit centers, enter a single profit center code or a list of
profit center codes (no spaces between) and press the Enter key.

Or, press the Enter key to display checks for all profit centers. The profit center code(s) you
entered are then displayed ("ALL CODES" is displayed if you pressed the Enter key for all).




222
                                                                         Task 733--Check File Maintenance



CHECK DATE RANGE:

The cursor next pauses in the CHECK DATE RANGE field. Enter the first check date in the
range of checks to display and press the Enter key. Or just press Enter to begin your range
with the FIRST check stored in the check history file. (The CHECK DATE is the date that was
entered in Task 725 ).

Then, enter the last check date in the range of checks to display and press the Enter key. Or just
press Enter to begin your range with the LAST check stored in the history file.

DISPLAY CHECKS WITH STATUS CODES

Continuing to the DISPLAY CHECKS WITH STATUS CODES field, you enter the status
code(s) associated with the types of checks you want to display (e.g., OVC ) and press the Enter
key. You can also press Enter to list checks with the default status code.

STATEMENT DATE

To update check status codes to `C'leared, enter the date of the bank statement date (slashes are
not required) and press the Enter key. This bank statement date is assigned to the checks you
clear during this session of Task 733. You can change the status code of previously cleared
checks if their assigned statement date matches the date you enter here.

Display Totals for Selected Checks?

When advance from the STATEMENT DATE field, you are asked if you wish the System to:


                  DISPLAY TOTALS FOR SELECTED CHECKS? (`ENTER'/N)



Press the Enter key to display summary totals for the selected checks in the upper right hand
portion of your screen. The total dollar value of all outstanding checks in the entered range is
displayed as the "TOTAL CHECK DOLLARS". The number of checks that have been cleared
with the same bank statement date and their total dollar value appears in the "CHECKS
CLEARED" field. The last field, "OUTSTANDING CHECKS," lists the total dollar value of all
outstanding checks in the range you've selected. As you progress with check reconciliation for the
entered bank statement date, these fields are updated automatically.

Enter N to skip check summary totaling and display zeros in the summary fields. This option
saves time, as the check history file is not read to generate totals.




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Check File Maintenance
Check File Maintenance Screen

When you have specified in the header which checks you want to review, your list of checks
displays:


                              CHECK FILE MAINTENANCE
--------------------------------------------------------------------------------
PAYMENT CODE CN CONNECTICUT NATIONAL      | STATEMENT DATE               07/21/02
PROFIT CENTERS                 ALL CODES | TOTAL CHECK DOLLARS         10,827.57
CHECK DATE RANGE:   06/22/02 TO 07/21/02 |     10 CHECKS CLEARED       10,345.00
DISPLAY CHECKS WITH STATUS CODES     OVC | OUTSTANDING CHECKS              482.57
--------------------------------------------------------------------------------
 CHECK #     CHECK     --STATUS--    STMT      CHECK   FISCAL      VENDOR
  + P/C      AMOUNT    CODE DATE     DATE      DATE    MONTH        NAME

      4998B          5,025.00 *                           07/29/02~   09/02   STEPHANIE STONE
      4999B            102.02                             09/22/02    09/02   AT&T
      5000B             10.00                             09/22/02    09/02   CAROL ALTMAN CORP
      5001B              5.00                             09/22/02    09/02   CAROL ALTMAN CORP
M     5002B            120.32                             09/22/02    09/02   HANSEN MANUFACTURING
M     5003B            -10.00 V 09/22/02                  09/22/02    09/02   HANSEN MANUFACTURING




Next     Back     Clear      Void   Undo   ranGe   More   Previous    Relist    Find...



Checks more than 30 days old are indicated with a tilde (~) to the right of the check date. Manual
checks are have a "M" to the left of the check number. The following information is displayed for
each check:

CHECK # + PC

The check number and profit center assigned in Task 725 (Print & Book Checks)--based on your
entry of a profit center code in Task 724 (Select Payables for Payment). The first profit center
listed when selecting checks for payment in Task 724 becomes the profit center assigned to all
selected checks. If no profit center code was entered in

Task 724, the System uses the default profit center code set up for your company.

CHECK AMOUNT

The total dollar value (in local dollars) of the displayed check.




224
                                                                          Task 733--Check File Maintenance



STATUS CODE

The status code assigned to the displayed check. For clarity, `O' is not displayed for `O'utstanding
checks.

STATUS DATE

Use this field to record the date that a check's status code was changed. When you change a check
status code to `C'leared, the status date should reflect the date the check was cleared on the bank
statement. The status date is used to report the average float days--the number of days between
the CHECK DATE and the STATUS DATE--for each vendor and appears in Task 728 (Aged
Accounts Payable). Checks voided in Task 725 have the same STATUS DATE as their CHECK
DATE. Checks `V'oided in Task 733 are automatically assigned the current System date as their
STATUS DATE. The status date cannot exceed the entered BANK STATEMENT date.

STMT DATE

The statement date previously entered in Task 733 and assigned to a `C'leared check.

CHECK DATE

The date that was entered in Task 725 when you're prompted to "ENTER CHECK DATE OR
`ENTER' FOR TODAY'S DATE".

PROCESS MONTH

The month and year when the check was booked in Task 725.

VENDOR NAME

The vendor to whom the check was issued. The vendor name is entered in Task 722 (Accounts
Payable Entry) or Task 733 for manually issued checks.




                                                                                                      225
Accounting Pro - Accounts Payable




Check Action Menu Bar

At the bottom of the screen, the Check Action menu bar appears. The commands on this menu
bar allow you to navigate the list of checks you are viewing and select the checks (or a range of
checks) from the list so that you can change their status codes. Here's a brief description of each
command available on this menu bar:

Next

When you are viewing the list of checks, an asterisk (*) appears next to the check that you have
currently selected. Use the Next command to skip this check and go to the next check on the list.

          DISC TIP: Since this command is the first on the menu bar, you can press the Enter key
          repeatedly to quickly move the asterisk down the list of checks until you select the one you
          want.
Back

Use the Back command to skip a check and go to the previous check on the list.

          DISC TIP: You can press B repeatedly to move the asterisk up the list of checks.
Clear

Use this command to change the status of a selected check to `C'leared.

Void

When you want to change the status of a selected check to `V'oid, (usually because of a mistake
in the invoice), use this command. There are special circumstances where you cannot change a
check status to `V'oid. See Changing the Status of Check(s) for more information.

Undo

The Undo command changes the status of the selected check (the one marked with an asterisk)
from `C'leared or `V'oid back to that of an `O'utstanding check. If you are changing the status of a
`C'leared check, the bank statement date of the check must match the bank statement date you
entered for this session.


ranGe

When you choose this command, you can enter a range of checks whose status you want to
change.

When you choose the ranGe command, the Check Action (Range) menu bar displays. You use
the commands on this menu bar to:

           Change the status of `O'utstanding checks to `C'lear, or `V'oid




226
                                                                         Task 733--Check File Maintenance



        Undo the status of `C'leared checks as long as the bank statement is the same as the
         check date of the `O'utstanding checks.

Once you have chosen the menu bar command for the action you want, the System prompts you
to enter the range of checks. There are some special circumstances when using the ranGe
command will not affect the status of individual checks. See the section entitled Changing the
Status of Check(s) for more information about these special circumstances.

More

To view the next screen of checks on your list, use the More command.

Previous

To return to the Previous screen of checks on your list, use this command.

Relist

To view your list of checks from the beginning of the list, choose the Relist command.

Find

If you know the check number, you may quickly find that check in the list by choosing this
command then entering the check number.

Help

Access online Help Text with this command.


End

Choose this command to return to the PAYMENT CODE field to enter a new payment account or
END to return to the Main Menu. If changes have been made to the General Ledger during this
session, the Accounting Entries Report screen displays so that you can print copy of your changes
for audit trail purposes.




                                                                                                     227
Accounting Pro - Accounts Payable




Changing the Status of Check(s)

This section describes the choices and limitations you have when changing the status of your
checks.

From Outstanding to Cleared

When you want to clear an individual outstanding check, move the selection asterisk (*) to select
that check and choose the Clear command from the menu bar. If you want to clear a range of
checks, choose the ranGe command, then the Clear command and enter the range of checks.

Enter the status date as indicated. Remember this is the date that the status of this check was
changed, most likely today. (If you choose F2 to increment from the date that appears, you may
increment by days, weeks, months, or years. However, the status date cannot be a date later than
the entered BANK STATEMENT date.) You then see the new status of the check(s) display on
the screen.


From Outstanding or Cleared to Void

When you want to void an individual outstanding check or a check that has been cleared, select
the check and choose the Void command from the menu bar.



If you want to void an range of checks, choose the ranGe command, then the Void command
and enter the range of checks.



In the case of a check that has been cleared, you are warned:

                       CHECK WAS PREVIOUSLY CLEARED - PROCEED (Y/N?)

If you are not authorized to void in Task 815 (Employee File Maintenance), you receive a
warning message indicating this.

If this change would impact the General Ledger, you receive the following warning:

 RE-OPEN THE INVOICES PAID BY THIS CHECK AND UPDATE THE GENERAL LEDGER?
                                    (Y/N)


If you answer Yes to this question, you reverse the transactions created in Task 725 (Print &
Book Checks). The invoices will again become available for selection and the General Ledger
will be updated when you exit Task 733. If you answer No, this change does not impact the
General Ledger and you will have to make a manual adjustment to the General Ledger in Task
705 (Enter Transactions).



228
                                                                           Task 733--Check File Maintenance



        Note: Once you exit Task 733 and post changes to the General Ledger, you cannot undo or
        clear the check that you have voided.

You are then asked which month/year of the General Ledger you want to post the changes to:

  'C'URRENT FISCAL MONTH/YEAR, `F'ISCAL MONTH/YEAR OF CHECK, 'M'ANUALLY
                                   ENTER

This prompt asks you to choose between posting changes to the `C'urrent month/year, the `F'iscal
month of the check (seen in the FISCAL MONTH field) or to a month/year you enter manually.
(You may be required to enter a password to post to a different fiscal month or year depending on
how your System is configured in Task 815--Employee File Maintenance.) Enter your choice.

        Note: You may only post changes to a single fiscal year during each session of Task 733.


If the System does not allow you to void the check because you have already selected another
fiscal year when voiding a check in the same session, you are prompted:

`S'KIP THIS CHECK OR `ENTER' TO RE-ENTER THE FISCAL YEAR

You cannot void an `O'utstanding check in a range, if all of the following are true:

          a.   You have chosen to post the change to the fiscal date of each check in the range
          b.   That fiscal month is not the same as the current month
          c.   You are required to enter a password to void a check

The check will be skipped rather than voided.

        Note: When you select a range of checks, Task 733 will not:

         Clear any checks in the selected range that have a status code of `V'oid (and the void has
          been posted to the General Ledger)
         Void any checks in the selected range that have a status code of `C'leared.


From Cleared to Outstanding

To change the status of an individual check from `C'leared to `O'utstanding, select the check and
choose the Undo command.

If you want to change a range of checks from `C'leared to `O'utstanding, choose the ranGe
command, then the Undo command, and enter the range of checks. You will see the new status
of the check(s) display.

        Note: When "undoing" a range of checks, only those checks with a status code of `C'leared
        and a matching bank statement date are changed to `O'utstanding. Checks with a status code
        of `V'oid in the entered range are not updated.




                                                                                                       229
Accounting Pro - Accounts Payable




From Void to Outstanding or Cleared

Again in the event of an error, you might want to change the status of a check from `V'oid to
`O'utstanding or `C'lear. To change the status of an individual check, select the check and choose
the Undo command.

You cannot change a range of checks from `V'oid to `C'lear or `O'utstanding.

When you have finished your check reconciliation, choose the End command to return to the
PAYMENT ACCOUNT CODE field on the header. You can then enter a code to begin a
reconciliation run for a different account or END and return to the Main Menu. You may return
to this reconciliation run later if you wish.




230
                                                                      Task 733--Check File Maintenance




Entering Manual Checks in Task
733

 Important Note: There are two ways of entering manual checks in Accounting Pro:
         In Task 722, using the checK command. This method allows you to update
            multiple accounts in the General Ledger. For more information, see Entering
            Manual Check Information in Task 722.

           In Task 733, by answering Y when prompted "MANUAL CHECK ENTRY?
            (Y/'ENTER')." This method does not update the General Ledger and should
            only be used to record manual checks with no impact on the General Ledger.

 To enter a manual check in Task 733 without updating the General Ledger:
         1. Begin by entering Task 733 then entering the two character code for the
             payment account.

        2. Answer Y to the MANUAL CHECK ENTRY? (Y/'ENTER') prompt.

        3. Enter the check number for the first manual check.

        4. Enter the profit center code.

        5. Enter the amount of the check.

        6. Enter one of the following codes for the status of the check and the check status
           date:
               o C for Cleared checks--those received back from the bank and entered
               into the System as cleared
               o O for Outstanding checks--those that have been written but not entered
               into the System as cleared
               o V for Voided checks that are non-negotiable

        7. If this manual check has cleared, enter the statement date in this field.

        8. Enter the check date.

        9. This field indicates the FISCAL MONTH that these checks will be posted to.
           You may change this date to post to a prior fiscal month or a future fiscal month,
           although depending on the way your System is configured, you may need to enter
           a password before doing so. These passwords are configured Task 815
           (Employee File Maintenance) and set up in Task 732 (Accounting Pro Global
           Parameters).

        10. Enter the vendor name and number and press the Enter key or the vendor
            nickname and press F1.



                                                                                                  231
Accounting Pro - Accounts Payable



               11. If all the information entered is correct, press the Enter key to accept the
                   information.

               12. Enter the number for the next manual check or END to exit to the Task 733
                   screen. The General Ledger is not updated.




232
                                                                        Task 733--Check File Maintenance




Maintaining Payment Account Information
   In Task 733, you set up and maintain two types of payment account information. One type is
   information specific to this payment account such as the name and the general ledger cash
   account that the account is drawn from. The other is the check control information that is
   common to all payment accounts and specifies when payment information is purged from the
   System.

   You maintain both of these types of information from the Check File Maintenance screen:

Check File Maintenance

                               CHECK FILE MAINTENANCE
--------------------------------------------------------------------------------
PAYMENT CODE FA FARMINTON SAVINGS BANK      STATEMENT DATE
PROFIT CENTERS                            | TOTAL CHECK DOLLARS
CHECK DATE RANGE:                         |     0 CHECKS CLEARED
DISPLAY CHECKS WITH STATUS CODES          | OUTSTANDING CHECKS
--------------------------------------------------------------------------------
 CHECK #     CHECK     --STATUS--    STMT      CHECK   FISCAL      VENDOR
  + P/C      AMOUNT    CODE DATE     DATE      DATE    MONTH        NAME




          ENTER PAYMENT ACCOUNT CODE, `F1' TO LIST PAYMENT ACCOUNT CODES
   `F2' FOR PAYMENT ACCOUNT MAINTENANCE, `F3' FOR CONTROL INFORMATION OR `END'



   To create or maintain payment accounts, press F2 when your cursor is in the PAYMENT
   ACCOUNT field. The following screen displays:

     Note: Once payment accounts are created, they cannot be deleted.




                                                                                                    233
Accounting Pro - Accounts Payable




Payment Account Maintenance Screen

                                    CHECK FILE MAINTENANCE

PAYMENT ACCOUNT ```

 1    ACCOUNT NAME
 2    GENERAL LEDGER CASH ACCOUNT
 3    LAST CHECK NUMBER USED
 4    ACCOUNT IS A CHECKING ACCOUNT?
 5    RESERVED
 6    RESERVED
 7    RESERVED
 8    RESERVED
 9    RESERVED
10    RESERVED

#     Help    End




234
                                                                         Task 733--Check File Maintenance




Creating or Maintaining Payment Accounts

  Enter or change the information in the following fields:


PAYMENT ACCOUNT

  This is the two-character code for the payment account. If you are entering a new account,
  you may enter any two characters for the code except the tilde (~), the pipe (|) and the left ({)
  and right (}) brackets.

ACCOUNT NAME

  This field contains the name of your payment account. If you are entering a new payment
  account, enter up to 25 characters in this field.

GENERAL LEDGER CASH ACCOUNT

  This field contains the name or number of the general ledger cash account used by this
  payment account. If you are creating a payment account, enter the cash account number or
  account alias name set up in Task 712.

LAST CHECK NUMBER USED

  The last check number used in Task 725 (Print & Book Checks) for this payment account is
  displayed in this field. You may edit this field if necessary.

  If you are setting up a new payment account and the account is not a checking account, enter
  zero (0) in this field. The System uses these numbers as transaction numbers to track
  payments to this account.


ACCOUNT IS A CHECKING ACCOUNT?

  In Accounting Pro, you may set up payment accounts that are not checking accounts to track
  payments such as American Express® or VISA®. If you enter Y in this field, checks are
  printed for this account. If you enter N in this field, no checks are printed for this account.




                                                                                                     235
Accounting Pro - Accounts Payable




Maintaining Check Control Information

Check control information refers to the amount of paid invoice and check information that is
stored in history. To access the maintenance screen, press F3 when you are in the PAYMENT
ACCOUNT FIELD on the Check File Maintenance screen. The following screen displays:

                                      CHECK FILE MAINTENANCE


 1    NUMBER OF MONTHS OF PAID INVOICES TO STORE                                               01
 2    IGNORE CHECK STATUS DURING MONTH-END/YEAR-END PURGE?                                      Y
 3    LOG VOIDED CHECKS DURING CHECK PRINTING?                                                  Y
 4    RESERVED
 5    RESERVED
 6    RESERVED
 7    RESERVED
 8    RESERVED
 9    RESERVED
10    RESERVED




#     Help   End



Maintain the following fields as indicated:

NUMBER OF MONTHS OF PAID INVOICES TO STORE

Enter the number of months ( 1-99 ) that you want the System to store paid invoices and checks.
Be sure to include the current month in this number. For example, if you want to store accounts
payable history for one year, enter 13. The age of a paid invoice is determined by the difference
between the process month in which the invoice is printed in Task 725 (Print & Book Checks)
and the current process month. Invoices and checks older than the month entered in this field are
purged.

Enter No in this field if you do not want the System to purge paid invoices and checks regardless
of their age.

IGNORE CHECK STATUS DURING MONTH-END/YEAR-END?

Your response to this question determines the conditions used by Task 707 (Accounting - Purge
Month & Year) to purge checks and invoices from the accounts payable history files. If you want
Task 707 to purge only checks that are older than the history period and that have also been
updated with a status code of `C'leared in Task 733 (Check File Maintenance), enter N and press
the Enter key. Invoices paid by these checks will also be purged.




236
                                                                            Task 733--Check File Maintenance



Enter Y and press the Enter key if you want Task 707 to purge all checks that are older than the
history period, regardless of their check status code. Invoices paid by these checks will also be
purged.

LOG VOIDED CHECKS DURING CHECK PRINTING

Your reponse to this question indicates whether or not you want to store checks that were
automatically voided in Task 725 (Print & Book Checks).

When you skip a check number or range of numbers between check runs, the unused checks are
also automatically voided. The unused checks are stored and displayed as a single record.

If your company uses checks with a single or double voucher format and the list of invoices prints
on more than one voucher, the unused checks are automatically voided.

Enter Y in this field to include voided checks in the check history file. Enter N in this field to
excluded voided checks in the check history file.




                                                                                                        237
Sample Reports
Accounting Entries Report

    The Accounting Entries Report prints in Tasks 722 (Accounts Payable Entry), Task 723 (Print & Book Payables), Task 725 (Print & Book
    Checks) and Task 733 (Check File Maintenance-- if you have affected the General Ledger when changing the status of checks) as well as
    General Ledger Tasks 705 and 706. It is used as an audit trail and to verify that the transactions you've entered are correct.

    There are two versions of this report. The first version prints the report by fiscal month, and groups offset accounts together. The second
    version prints by fiscal month by account and lists accounts in alphanumeric order.

    Listed below are a few key fields on each version:

Accounting Entries Report
   1.Accounting Run Number --The run number assigned by the System for the run you are currently working on. The System automatically
     maintains a separate run counter for each run type (`C'ash receipt, cash `D'isbursment, `J'ournal entry, `P'ayables or `I'n-transit) and assigns
     numbers sequentially whenever new runs are created. Run counters are re-set at the beginning of each fiscal year, and are useful when
     trying to find information in your General Ledger.
    2.Item Number--The number assigned to each transaction when it is posted to the General Ledger. Items numbers are assigned sequentially
       beginning with 1 and tell you how many items have been added to the G/L so far this year.
    3.Account Number--The general ledger account that will be updated when the transaction is posted.
    4.Transaction Comment--Any additional information about the transaction that was added to the entry in order to clarify why it was entered on
      the run. This information appears on the General Ledger when it is printed. For transactions posted automatically by the System, a System
      assigned comment appears in this field.
    5.Run Total--The total dollars remaining for the run. This field subtracts the sum of all of the transactions entered on the run from the Total
      Dollars to Apply and displays the difference.
    6.Run Comment--General information about the run itself displays in this field. For example, if the run was posted by someone other than the
      usual operator, you might enter a comment telling people to direct any questions about the run to the susitute operator. These comments are
      added when you select to print the Accounting Entry report.




                                                                                                                                                      239
Accounting Pro - Accounts Payable




Accounting Entries By Fiscal Month By Account
   1.Fiscal Month--The fiscal month that the transactions are grouped by. The first fiscal month on the report is listed with its corresponding
     transactions, then the next month is displayed, etc. Transactions within each fiscal month are sequenced by account number.
      2.Operator Initials--The initials of the person who entered each transaction.




            TSHW 10/04/99 13:45 SHW
            PAGE   1
                                                                              YOUR COMPANY NAME
                                                                            CASH RECEIPT ENTRIES
                                                                              1RUN     14 - 1999

                                                                                                                                                  4
            FISCAL ITEM2       ACCOUNT        ACCOUNT           REFERENCE   ENTERED           ITEM             DOLLAR
            MONTH NUMBER       NUMBERS      DESCRIPTION          NUMBERS     DATES        DESCRIPTIONS         AMOUNT                   COMMENT

               9        175    AAC100M3 CASH - CHECKING                     10/04/99   CASH RECEIPT ENTRY      1,000.00
                        176    AAC202M RECEIVABLES-TRADE         4587B-2    10/04/99   CHECKING                 -250.00       MERCHANDISE - 4TH
            QUARTER
                        177    ALC202M   ACCOUNTS PAY - TRADE    AAB*R       10/04/99 ACME                      -432.12
                        178    ALC207M   IN TRANSIT                         10/04/99 NOT YET REC'D              -48.94
                        179    ALL900M   INTRA-CO BRANCH INV                 10/04/99 TRANSFER MERCHANDISE       -88.20
                        180    PLP550M   TRADE PURC-DROP SHIP    WXX482      10/04/99 DROPSHIP                  -180.74


                                                                                                                          5
                                                                                                     TOTAL         0.00


                                                                                      6
                                               RUN POSTED BY SHW. JKR OUT SICK 10/1/99




240
                                                                                                                        Sample Reports




TSHW 10/04/99 13:46 SHW
PAGE    1
                                                             YOUR COMPANY NAME
                                                            CASH RECEIPT ENTRIES
                                                              RUN     14 - 1999

FISCAL ACCOUNT     ACCOUNT            ITEM REFERENCE      ENTERED         ITEM                DOLLAR
        2
OPERATOR
MONTH NUMBER     DESCRIPTION         NUMBER NUMBERS        DATES      DESCRIPTIONS           AMOUNT              COMMENT
INITIALS

1
9 AAC100M CASH - CHECKING            175               10/04/99 CASH RECEIPT ENTRY         1,000.00
SHW

      AAC202M RECEIVABLES-TRADE         176 4587B-2       10/04/99 CHECKING                    -250.00 MERCHANDISE - 4TH QUARTER
SHW

      ALC202M ACCOUNTS PAY - TRADE         177 AAB*R      10/04/99 ACME                        -432.12
SHW

      ALC207M IN TRANSIT                178              10/04/99 NOT YET REC'D                 -48.94
SHW

      ALL900M INTRA-CO BRANCH INV          179            10/04/99 TRANSFER MERCHANDISE         -88.20
SHW

      PLP550M TRADE PURC-DROP SHIP      180 WXX482       10/04/99 DROPSHIP                     -180.74
SHW



                                                                                   TOTAL         0.00


                               RUN POSTED BY SHW. JKR OUT SICK 10/1/99




                                                                                                                                   241
Accounting Pro - Accounts Payable




242
                                                                                                                                            Sample Reports




Task 725 - Check Registers

Three reports print after the checks are printed.

Invoice Payment Register
   This report is a copy for your records of what was printed on the remittance voucher portion of the checks. This includes any comments
   entered in Task 722 (Accounts Payable Entry) flagged to be printed on the checks.

    When the checks have printed, the task prompts you load the forms for this report. Load standard, full width printer paper.
          T725 02/24/03 14:27 725
                                                                                                                      PAGE        1
                                                                       DISC DEMO SYSTEM
                                                                      DISBURSEMENT ENTRIES
                                                                        RUN     80 - 2003
          FISCAL ITEM     ACCOUNT         ACCOUNT        REFERENCE    ENTERED           ITEM                  DOLLAR
          MONTH NUMBER    NUMBERS       DESCRIPTION       NUMBERS      DATES        DESCRIPTIONS              AMOUNT                      COMMENT
            2    25586    AAC100B   CASH - CHECKING                   02/24/03 PAYABLES PAID                -10,296.01   CHECKS       9-13 02/24/03
                 25587    AAC100M   CASH - CHECKING                   02/24/03 PAYABLES PAID                 -3,206.65   CHECKS       9-13 02/24/03
                 25588    ALC202B   ACCOUNTS PAY - TRADE              02/24/03 PAYABLES PAID                 10,296.01   CHECKS       9-13 02/24/03
                 25589    ALC202M   ACCOUNTS PAY - TRADE              02/24/03 PAYABLES PAID                  3,206.65   CHECKS       9-13 02/24/03
                                                                                               TOTAL              0.00


          T725 02/24/03 14:27 725
                                                                                                                      PAGE        1
                                                                       DISC DEMO SYSTEM
                                                                      DISBURSEMENT ENTRIES
                                                                        RUN     80 - 2003
          FISCAL ACCOUNT        ACCOUNT           ITEM REFERENCE     ENTERED         ITEM                  DOLLAR
                                        OPERATOR
          MONTH    NUMBER     DESCRIPTION        NUMBER NUMBERS       DATES       DESCRIPTIONS             AMOUNT                     COMMENT
                   INITIALS
            2     AAC100B CASH - CHECKING           25586          02/24/03 PAYABLES PAID                -10,296.01 CHECKS 9-13 02/24/03
                      725
                  AAC100M CASH - CHECKING           25587          02/24/03 PAYABLES PAID                 -3,206.65 CHECKS 9-13 02/24/03
                      725
                  ALC202B ACCOUNTS PAY - TRADE      25588          02/24/03 PAYABLES PAID                 10,296.01 CHECKS 9-13 02/24/03
                      725




                                                                                                                                                      243
Accounting Pro - Accounts Payable




                    ALC202M ACCOUNTS PAY - TRADE         25589          02/24/03 PAYABLES PAID                   3,206.65 CHECKS 9-13 02/24/03
                        725
                                                                                                  TOTAL               0.00




Check Register
   This report fills the entire width of the page and is intended to be used as the Accounts Payable Department's backup copy of the check stubs.
   It contains:

         the vendors number/name
         the check number
         invoice number
         purchase order number
         date invoiced
         discount date
         standard due date
         payment selected
         discounts taken
         amount paid
         distribution account (if option is selected)


      If the check is for a foreign vendor, the report also includes totals for all foreign dollars and local equivalent amounts.


            T725 02/24/03 - 14:26 - DATE OF CHECKS 02/24/03
                                                                                               PAGE   1
                                                                            DISC DEMO SYSTEM
                                                                              CHECK REGISTER
            VENDOR                      CHECK              INVOICE         OUR PO    DATE   DISCOUNT STANDARD           PAYMENT       DISCOUNTS
                  AMOUNT
            NUMBER     VENDOR NAME     NUMBERS             NUMBER          NUMBERS INVOICED      DATE     DUE DATE      SELECTED       TAKEN
                     PAID
            902000 HANSEN MANUFACTURING       9          DS-189            S39561   01/05/01 05/22/96 02/04/01               618.23         0.00
                   618.23




244
                                                                                                             Sample Reports




                                                   TOTALS - HANSEN MANUFACTURING           618.23          0.00
      618.23

                                      LG458                 12/30/00 05/21/96 02/13/01     293.00          0.00
      293.00
                                                   TOTALS - LEGRIS                         428.60          0.00
      428.60

902500 LENZ COMPANY             11    LC95                  12/19/00 04/02/96 02/07/01     634.00          0.00
       634.00
                                                   TOTALS - LENZ COMPANY                   634.00          0.00
      634.00

                                      143-AP       S39562   12/11/00 12/27/00 01/10/01     501.93          0.00
      501.93
                                      412-DT       S39569   12/29/00 01/12/01 01/28/01     132.00          0.00
      132.00
                                      448-PDY               12/21/00 01/12/01 01/20/01       55.25         0.00
       55.25
                                      9325         S10254   05/16/00 05/29/00 06/15/00   4,383.00          0.00
    4,383.00
                                      9632         S01245   05/04/00 05/14/00 06/03/00   2,279.00          0.00
    2,279.00
                                                   TOTALS - NORGREN COMPANY              8,615.18          0.00
    8,615.18

957000 MOSIER INDUSTRIES        13    MP-S39800    S39800   12/30/00 01/12/01 01/29/01   3,206.65          0.00
     3,206.65


                                                   TOTALS - MOSIER INDUSTRIES            3,206.65          0.00
    3,206.65


                                                   TOTAL OF ALL INVOICES                 13,502.66         0.00
   13,502.66




T725 02/24/03 - 14:26 - DATE OF CHECKS 02/24/03
                                                                       PAGE   2
                                                    DISC DEMO SYSTEM
                                                      CHECK REGISTER
VENDOR                     CHECK         INVOICE   OUR PO    DATE   DISCOUNT STANDARD    PAYMENT     DISCOUNTS
      AMOUNT




                                                                                                                       245
Accounting Pro - Accounts Payable




            NUMBER     VENDOR NAME           NUMBERS      NUMBER         NUMBERS INVOICED   DATE   DUE DATE     SELECTED        TAKEN
                     PAID
            990000 RAC                              7   MANUAL           TAX     02/24/03 03/26/03 03/26/03           80.00          0.00
                    80.00
                                                                                         'PAR' DOLLARS (1.0       )                     (
                       80.00)


List of Checks
    This report simply lists all of the checks which were printed in the run with the names to whom they were issued, the gross amounts paid, any
    discounts taken, and the net amount of each check. This report can be cut down to 8 1/2" x 11" pages which can be filed in a note book as a
    record of the actual checks issued.


                                    +   T725 02/24/03                                                         PAGE    1    +
                                                                       DISC DEMO SYSTEM
                                                                         LIST OF CHECKS
                                            CHECK                        DATE      PAYMENT      DISCOUNTS        AMOUNT
                                           NUMBERS    VENDOR NAME       ISSUED     SELECTED       TAKEN           PAID
                                                9 HANSEN MANUFACTURING 02/24/03        618.23          0.00        618.23
                                               10 LEGRIS               02/24/03        428.60          0.00        428.60
                                               11 LENZ COMPANY         02/24/03        634.00          0.00        634.00
                                               12 NORGREN COMPANY      02/24/03      8,615.18          0.00      8,615.18
                                               13 MOSIER INDUSTRIES    02/24/03      3,206.65          0.00      3,206.65
                                                                       TOTALS       13,502.66          0.00     13,502.66




                                    +   T725 02/24/03                                                          PAGE    2    +
                                                                       DISC DEMO SYSTEM
                                                                         LIST OF CHECKS
                                            CHECK                        DATE      PAYMENT      DISCOUNTS        AMOUNT
                                           NUMBERS    VENDOR NAME       ISSUED     SELECTED       TAKEN           PAID
                                                7 RAC TEST VENDOR      02/24/03         80.00          0.00         80.00                   80.00




246
                                                                                                                          Sample Reports




Task 726--Vendor Dictionary Report


 On the next page is a sample of the Vendor Dictionary Report. You see:

 1. Vendor Nickname
 2. Vendor Number
 3. Asterisk used to highlight vendors not set up in Customer File Maintenance




      T726 10/06/99 10:03 RRV
      PAGE    1
                                                                 THE DISC DEMO SYSTEM
                                                                   VENDOR DICTIONARY

         1VENDOR NAME        2NUMBER          VENDOR   NAME      NUMBER          VENDOR   NAME   NUMBER   VENDOR   NAME
      NUMBER
      AAA OFFICE SUPPLY      *900500
      ABCO BUSINESS FORMS     901000
      ABBICUS HYDRAULICS      901200
      ACE CONTROLS INC        901300
      HANSEN MANUFACTURING    902000
      LEGRIS                  902400
      LENZ COMPANY            902500
      NORGREN COMPANY         903000
      OMRON ELECTRONICS IN    904000
      ABCO BUSINESS FORMS    *905000
      RACINE HYDRAULICS DI    905100
      U-K                    *906700
      SOUTH HARTFORD DIST.    907000
      ABBICUS HYDRAULICS     *911444




                                                                                                                                    247
Accounting Pro - Accounts Payable




            MOSIER INDUSTRIES       957000
            WEATHERHEAD - CA        992430
                16 TOTAL VENDORS             3('*' INDICATES THAT THE ACCOUNT IS NOT SET UP AS A PURCHASING VENDOR)




248
                                                                                                                                      Sample Reports




Task 727--Vendor Listings

 On the following pages are samples of Vendor Listings from Task 727. The first sample is the ONE PAGE PER VENDOR format. This
 format prints all information entered in Task 731 for the selected vendor(s) on a single page per vendor. This format is a "snapshot" of the
 vendor's account information and creates a hard copy reference.

 The additional samples show the differences between the other available formats:

    ADDRESS AND PAY GROUPS--If you'd like to create a simple, one-line-per-vendor list of addresses, phone numbers and pay group
     codes, this is the format for you!



    VENDOR INSTRUCTIONS--Along with all "INSTRUCTIONS" entered in fields 24-31 for the selected vendors, you'll also see vendor
     phone and fax numbers, discount terms, discount percentage, standard terms, and the vendor's tax ID number in this format.



    A/P BALANCE AND HISTORY--Interested in just seeing the "bottom" line for your A/P vendors? This format creates a simple, one-line
     report for each vendor which includes the vendor's tax ID number, accounts payable balance stored in field 32 (A/P BALANCE), and this-
     year-to-date and last-year-to-date totals for payables paid, discount dollars "available" and total discounts taken.



    G/L DISBURSEMENTS--In addition to the vendor's phone number, discount terms, discount percentage and standard terms, this report
     format includes all of the general ledger account numbers which were assigned to the vendor account in Task 731 for use during accounts
     payable entry in Accounts Payable Entry (Task 722) .




                                                                                                                                                249
Accounting Pro - Accounts Payable




            T727 10/06/99 10:36 RRV
                                                                     YOUR COMPANY NAME
                                                           VENDOR LISTING (ONE VENDOR PER PAGE FORMAT)


                                     1   NAME           HANSEN MANUFACTURING    18   DISCOUNT TERMS        PROX 15
                                     2   ADDRESS 1    DANVERS INDUSTRIAL PRK    19   DISCOUNT %            2.0000%
                                     3   ADDRESS 2                              20   STANDARD TERMS        NET 30
                                     4   CITY & STATE            DANVERS, MA.   21   PAYGROUP CODE               A
                                     5   ZIP CODE                       01923   22   VIP VENDOR CODE        (NONE)
                                     6   NICKNAME       HANSEN MANUFACTURING    23   IS THIS VENDOR ON HOLD?     N
                                     7   E-MAIL ADDRESS                (NONE)
                                     8   TELEPHONE NUMBER        617+555-0101
                                     9   FAX NUMBER                    (NONE)       - I N S T R U C T I O N S -
                                    10   DATE STARTED                   05/89   24 CONTACT: MARY D'AUGUSTINO
                                    11   MISCELLANEOUS VENDOR?              N   25 FAX: 401+455-1900
                                    12   INSTRUCTION BOOK-FIRST PAGE (NONE)     26
                                    13                    -LAST PAGE   (NONE)   27
                                    14                    -AUTO DISPLAY?    N   28
                                    15   REQUIRE A 1099 TAX DOC?            N   29
                                    16                  TAX ID         (NONE)   30
                                    17   G/L PAYABLES ACCOUNT          ALC202   31


                                    32   A/P BALANCE                3,721.93    49   'F' ORDER:   PURCHASES    PLP500
                                    33   YTD A/P PAID             453,544.87    50            :   FREIGHT      (NONE)
                                    34   YTD DISCOUNTS AVAILABLE    6,818.11    51            :   IN-TRANSIT   ALC206
                                    35   YTD DISCOUNTS TAKEN        6,501.22    52   'S' ORDER:   PURCHASES    PLP500
                                    36   LYT A/P PAID             529,650.20    53            :   FREIGHT      (NONE)
                                    37   LYTD DISCOUNTS AVAILABLE   9,005.35    54            :   IN-TRANSIT   ALC206
                                    38   LYTD DISCOUNTS TAKEN       8,200.31    55   RESERVED
                                    39   INCLUDE FRT IN DISCOUNTABLE $?    N*   56   RESERVED
                                    40   G/L DISTRIBUTION             PLP500    57   RESERVED
                                    41   G/L DISTRIBUTION             E2030J    58   RESERVED
                                    42   G/L DISTRIBUTION             (NONE)    59   RESERVED
                                    43   G/L DISTRIBUTION             (NONE)    60   RESERVED
                                    44   G/L DISTRIBUTION             (NONE)    61   RESERVED
                                    45   G/L DISTRIBUTION             (NONE)    62   RESERVED
                                    46   G/L DISTRUBUTION             (NONE)    63   RESERVED
                                    47   G/L DISTRIBUTION             (NONE)    64   RESERVED
                                    48   G/L DISTRIBUTION             (NONE)    65   RESERVED


                                    66 DATE OF LAST PAYMENT                          10/04/99
                                    67 WEIGHTED AVERAGE PAYMENT DAYS                       25
                                    68 THIS YEAR: LONGEST PAY DAYS                        333




250
                                                                                                                               Sample Reports




                   69           : HIGHEST BALANCE             323,337.01
                   70   LAST YEAR: LONGEST PAY DAYS                   48
                   71            :HIGHEST BALANCE             125,650.42
                   72   DATE OF FIRST INVOICE                      07/94
                   73   IST COMMENT            CONTACT: MARY D'AUGUSTINO
                   74   2ND COMMENT                    FAX: 401+445-1900

                                  * NO VALUE - GLOBAL DEFAULT VALUE IS SHOWN

T727 10/06/99 10:36 RRV
PAGE    1

                                                           YOUR COMPANY NAME
                                             VENDOR LISTING (ADDRESS AND PAYGROUP FORMAT)

VENDOR                       TELEPHONE                                                                                            ZIP
PAY
NUMBER    VENDOR NAME         NUMBERS              FIRST ADDRESS               SECOND ADDRESS               CITY & STATE        CODES
GRP

902000 HANSEN MANUFACTURING 617+555-0101 DANVERS INDUSTRIAL PRK                                      DANVERS, MA.              01923
A
902400 LEGRIS               518+778-9696 124 MAIN STREET                                             ROCHESTER, NY             02589
B
902500 LENZ COMPANY         511+235-9631 33 KLIPTON DRIVE                 P O BOX 998                DAYTON OHIO               45501
C

    3 TOTAL VENDORS


T727 10/12/99
PAGE   1
                                                           YOUR COMPANY NAME
                                         VENDOR LISTING (PAYABLES AND BALANCE HISTORY FORMAT)

VENDOR                       TELEPHONE     - TERMS -      PAYABLE         - - - - - THIS   YEAR - - - - -     - - - - - LAST   YEAR - -
- - -
NUMBER    VENDOR NAME         NUMBERS     DISC %    STD BALANCE DUE PAYABLES PAID DISC AVAIL       & TAKEN PAYABLES PAID DISC AVAIL       &
TAKEN

902000 HANSEN MANUFACTURING 617+555-0101 P1 2.0 30            618.68       458,932.37   6,872.24   6,648.94     529,650.20   9,005.35
8,200.31
902400 LEGRIS               518+778-9696 P1 1.0 45                 0.00      1,068.60      17.39     14.91            0.00        0.00
0.00
902500 LENZ COMPANY         511+235-9631 0      50                 0.00      1,890.30       0.00      0.00          985.85        0.00
0.00




                                                                                                                                         251
Accounting Pro - Accounts Payable




            903000 NORGREN COMPANY                          1   1.0 30          0.00     991,069.71   7,257.56   7,132.49    785,650.25   6,005.89
            5,450.85

                 4 TOTAL VENDORS                                TOTALS        618.68   1,452,960.98 14,147.19 13,796.34     1,316,286.30 15,011.24
            13,651.16




            T727 10/12/99 13:20 RRV
            PAGE    1
                                                                         YOUR COMPANY NAME
                                                          VENDOR LISTING REPORT (VENDOR INSTRUCTIONS FORMAT)

            VENDOR                            TELEPHONE             FAX                   - TERMS -       TAX ID
            NUMBER           VENDOR NAME       NUMBERS            NUMBERS              DISC %      STD    NUMBERS     - - - - INSTRUCTIONS - - - -

            902000     HANSEN MANUFACTURING   617+555-0101           (NONE)             P15   2.0000 30   (NONE)       CONTACT: MARY D'AUGUSTINO
                                                                                                                       FAX: 401+455-1900
            902400     LEGRIS                 518+778-9696           (NONE)             P15   1.0000 45   (NONE)       A/P CONTACT: GENE LEVINSON
            902500     LENZ COMPANY           511+235-9631           (NONE)             0     0.0000 50   (NONE)       A/P CONTACT: GENE LEVINSON
            903000     NORGREN COMPANY          (NONE)               (NONE)             C     1.0000 25   (NONE)       CONTACT: WILL SMITH
                                                                                                                       FAX: 303+655-9053

                   4 TOTAL VENDORS

            T727 10/12/99 13:20 RRV
            PAGE    1


            T727 10/12/99
            PAGE   1
                                                                            YOUR COMPANY NAME
                                                          VENDOR LISTING (GENERAL LEDGER DISTRIBUTIONS FORMAT)

            VENDOR                            TELEPHONE     - TERMS -  G/L         DISTRIBUTION       PAYABLE
            NUMBER         VENDOR NAME         NUMBERS     DISC % STD NUMBER       ACCOUNT NAME       ACCOUNT      GENERAL LEDGER PAYABLES ACCOUNT
            NAME

            902000 HANSEN MANUFACTURING 617+555-0101 P1 2.0 30             DISTRIBUTION ACCOUNTS:    ALC202 ACCOUNTS PAYABLE - TRADE
                                                                         PLP500 PURCHASES
                                                                         E2030J POSTAGE - FREIGHT
                                                                         ALC202 ACCOUNTS PAY - TRADE
            902400 LEGRIS                  518+778-9696 P1 1.0 45          DISTRIBUTION ACCOUNTS:    ALC202 ACCOUNTS PAYABLE - TRADE
                                                                         PLP500 PURCHASES
                                                                         E2030J POSTAGE - FREIGHT




252
                                                                                                                   Sample Reports




902500 LENZ COMPANY      511+235-9631 0       50     DISTRIBUTION ACCOUNTS:    ALC202 ACCOUNTS PAYABLE - TRADE
                                                   PLP500 PURCHASES
                                                   E2030J POSTAGE - FREIGHT
903000 NORGREN COMPANY               1    1.0 30     DISTRIBUTION ACCOUNTS:    ALC202 ACCOUNTS PAYABLE - TRADE
                                                   PLP502 NORGREN STOCK SHIP
                                                   PLP552 NORGREN DROPSHIPS
                                                     IN-TRANSIT ACCOUNTS:
                              'F':PURCHASES    :   PLP552 NORGREN DROPSHIPS
                                 :FREIGHT      :   E2030M NORGREN DROPSHIP FRT
                                 :A/P INTRANSIT:   ALC206 A/P IN-TRANSIT
                              'S':PURCHASES    :   PLP502 NORGREN STOCK SHIP
                                 :FREIGHT      :   E2030N NORGREN STK SHIP FRT
                                 :A/P INTRANSIT:   ALC206 A/P IN-TRANSIT

     4 TOTAL VENDORS                      TOTALS        618.68   1,452,960.98 14,147.19 13,796.34   1,316,286.30 15,011.24
13,651.16




                                                                                                                             253
Accounting Pro - Accounts Payable




254
Task 728--Aged Accounts Payable
Aging your open accounts payable invoices is a technique you can use to analyze the condition of
your payments to suppliers. Using this technique, you can spot a payment trend, pinpoint overdue
invoices, highlight invoices which are on "hold," create a quick summary of your cash requirements
for future time periods, regenerate an aged accounts payable report for an prior date--and more!


Aging Accounts Payable In-Transits



Aging open in-transit invoices quickly isolates in-transit invoices that were not applied to vendor
invoices, either because the invoice was never received or the in-transit was overlooked (or remained
unbooked) when the vendor invoice was entered and paid. A separate report option (2) is provided in
Task 728 to create reports that consist exclusively of in-transit invoices.

Flexible Report Tools

Aged Accounts Payable (Task 728) provides the tools you need to:

   Identify old material receipts for which the payables invoice is long overdue
   Assist you with matching vendor invoices with stock receipts
   Help you project the receipt of future vendor invoices
   Create an historical aging report for a past date

Easy-to-use, flexible report parameters enable you to quickly prepare all of these types of aging
reports. Report parameters can be saved and retrieved to rerun reports you need weekly or monthly--
using current information--with just a few keystrokes!


Corrections to Prior Months? No Problem!



Task 728 is also run at month-end and is used as a subsidiary ledger, providing detail to support your
General Ledger. After month-end, it's common to locate payables hich should have been applied to
the month you just closed. Posting payables to a prior month isn't a problem in the Accounts Payable
System, but what about the Aged Accounts Payable report you ran at month-end? Your new entries
won't be reflected in the report and it won't reconcile with the adjusted closing balances. Now what
are you going to do? The solution is simple. Just rerun the Aged Accounts Payable report using the
month-end close date as the invoice aging date.

 Choose an aging date in the past and include payables that were open on that date. The payables
entries you applied after the month-end close to the previous month appear on the report--as if they
were always there. Problem solved!

To run Task 728, type 728 and press the Enter key from any DISC menu. You're offered a menu
which lists the available report types, as illustrated below:


                                                                                                   255
Accounting Pro - Accounts Payable




                                      YOUR COMPANY NAME                                       T728
                                    AGED ACCOUNTS PAYABLE




                          1) AGED ACCOUNTS PAYABLE REPORT

                          2) AGED ACCOUNTS PAYABLE IN-TRANSIT REPORT




            ENTER OPTION NUMBER TO SELECT, 'F6' FOR HELP, OR 'END' ```




            Enter Option Number to Select



            To select an option from this menu, just enter the selection number ( 1 or 2 ) and
            press the Enter key. You can also press the Help Key ( F6 ) at this screen for an
            online overview of Task 728. To return to DISC's Main Menu, press the End Key (F12
            on most keyboards) or type END and press the Enter key.



            You'll find information and instructions for creating each type of report in separate
            sections, as indicated below. Read on to learn more about using Task 728:

                     Creating an Aged Accounts Payable Report
                     Creating an Aged Accounts Payable In-Transit Report




256
Sample Reports




          257
Task 728--Aged Accounts Payable In-transit
Report


Like the Aged Accounts Payable Report, the Aged Accounts Payable Invoices In-transit Report
includes the code "NB" for invoices which have not been booked against the General Ledger.
This code appears only in the report which is printed by vendor. It's also important to note that if
your System includes Stock Receipts from Foreign Vendors, their total currency amounts are
printed in both local and par currency for in-transit invoices included in the report.




                    T728 09/30/99 9:45 ELY VENDORS FIRST - LAST
                    PAGE    1
                                            PROFIT CENTERS (ALL)
                                                                                  YOUR COMPANY
                    NAME
                                                                        AGED ACCOUNTS PAYABLE
                    INVOICES IN-TRANSIT

                    AGING DATE 09/30/99
                                          VENDOR TELEPHONE    FACTORY                OUR   IN-
                    TRANSIT
                        VENDOR NAME       NUMBER   NUMBERS    X-REF #              P-O #      DATE
                    0- 30 DAYS   31- 60 DAYS   61- 90 DAYS OVER 90 DAYS

                    HANSEN MANUFACTURING     902000 617+555-0101            TOTALS         2,779.40
                    689.08          0.00             0.00      2,090.32

                    LEGRIS                   902400 518+778-9696            TOTALS               26.70
                    0.00            0.00           0.00         26.70

                    LENZ COMPANY             902500 511+235-9631            TOTALS         7,511.98
                    0.00            0.00           0.00      7,511.98

                    OMRON ELECTRONICS IN     904000 608+445-9696            TOTALS         33,553.80
                    136.10          0.00             0.00     33,417.70

                    RACINE HYDRAULICS DI     905100 414+552-7710            TOTALS         31,197.61
                    0.00          0.00             0.00     31,197.61

                    SOUTH HARTFORD DIST.     907000 203+848-8433            TOTALS         1,390.77
                    0.00          0.00             0.00      1,390.77

                    MOSIER INDUSTRIES        957000 513+833-4033            TOTALS         21,884.44
                    0.00          0.00             0.00     21,884.44

                    WEATHERHEAD - CA         992430 508+569-3535            TOTALS         5,208.25
                    0.00          0.00             0.00      5,208.25


                    T728 09/30/99 9:45 ELY VENDORS FIRST - LAST
                    PAGE    2
                                            PROFIT CENTERS (ALL)
                                                                                  YOUR COMPANY
                    NAME
                                                                        AGED ACCOUNTS PAYABLE
                    INVOICES IN-TRANSIT

                    AGING DATE 09/30/99
                                             VENDOR   TELEPHONE     FACTORY          OUR   IN-
                    TRANSIT



                                                                                                     258
                                                                Sample Reports



    VENDOR NAME       NUMBER   NUMBERS      X-REF #     P-O #       DATE
0- 30 DAYS   31- 60 DAYS   61- 90 DAYS   OVER 90 DAYS

                                                 GRAND TOTALS
125,179.92       995.48          0.00           0.00    124,184.44




                                                                           259
Accounting Pro - Accounts Payable




260
Task 729--Cash Requirements


 Rather than experimenting with Task 724 (Select Payables for Payment) to determine how much cash will be required to meet future payables
 obligations, this task can create a cash requirements projection into the future. The reports include cash requirement

        Note: The total value of the cash requirements may not equal the current accounts payable total in the General Ledger. This can occur
        because invoices prior to the aging date and invoices beyond six months into the future are not included in the report.



 T729 10/13/99 14:38 RRV                                                                                                            PAGE        1

                                                             YOUR COMPANY NAME

                                                             CASH REQUIREMENTS




                   RANGE OF VENDOR NUMBERS:            LOWEST VENDOR NUMBER                                         902000

                                                       HIGHEST VENDOR NUMBER                                        903999



                   LIST OF PROFIT CENTER CODES                                                                       (ALL)



                   LIST OF PAYMENT GROUP CODES                                                                       (ALL)



                   SARTING AGING DATE                                                                             10/13/99




                                                                                                                                                    261
Accounting Pro - Accounts Payable




                        TAKE DISCOUNTS AFTER THIS DUE DATE                                                 12/15/00



                        USE 'L'OCAL OR 'P'AR DOLLARS                                                           N/A



T729 10/13/99 14:38 RRV                                                                                                    PAGE   2

                                                                YOUR COMPANY NAME

                                                                CASH REQUIREMENTS



      FROM AGING           THRU         INVOICED             DISCOUNT               NET       PERCENT   CUMULATIVE     PERCENT

         DATE              DATE       DOLLARS OWED      DOLLARS TAKEN         DOLLARS DUE    OF TOTAL   DOLLARS DUE   OF TOTAL



        0 DAYS          10/13/99            360.00                 0.00             360.00      5.95         360.00      5.95



        1 DAYS          10/14/99              0.00                 0.00               0.00     0.00         360.00      5.95



        2 DAYS          10/15/99              0.00                 0.00               0.00      0.00         360.00      5.95



        3 DAYS          10/16/99              0.00                 0.00               0.00     0.00         360.00      5.95



        4 DAYS          10/17/99               0.00                0.00               0.00      0.00         360.00      5.95



        5 DAYS          10/18/99              0.00                 0.00               0.00     0.00         360.00      5.95




262
                                                                         Sample Reports




6 DAYS    10/19/99       0.00   0.00       0.00    0.00     360.00    5.95



7 DAYS    10/20/99      0.00    0.00      0.00    0.00     360.00    5.95



8 DAYS    10/21/99       0.00   0.00       0.00    0.00     360.00    5.95



9 DAYS    10/22/99      0.00    0.00      0.00    0.00     360.00    5.95



10 DAYS   10/23/99   1,000.00   0.00   1,000.00   16.53   1,360.00   22.48



11 DAYS   10/24/99      0.00    0.00      0.00    0.00    1,360.00   22.48



12 DAYS   10/25/99      0.00    0.00      0.00    0.00    1,360.00   22.48



13 DAYS   10/26/99      0.00    0.00      0.00    0.00    1,360.00   22.48



14 DAYS   10/27/99   2,087.00   0.00   2,087.00   34.49   3,447.00   56.97



15 DAYS   10/28/99     91.23    0.00     91.23    1.51    3,538.23   58.48



16 DAYS   10/29/99      0.00    0.00      0.00    0.00    3,538.23   58.48



17 DAYS   10/30/99    493.70    0.00    493.70    8.16    4,031.93   66.64




                                                                                   263
Accounting Pro - Accounts Payable




      18 DAYS           10/31/99    938.58   0.00   938.58   15.51   4,970.51   82.15



      19 DAYS           11/01/99     0.00    0.00    0.00    0.00    4,970.51   82.15



      20 DAYS           11/02/99     0.00    0.00    0.00    0.00    4,970.51   82.15



      21 DAYS           11/03/99    220.55   0.00   220.55   3.65    5,191.06   85.80



      22 DAYS           11/04/99    -50.00   0.00   -50.00    0.83   5,141.06   84.97



      23 DAYS           11/05/99    16.39    0.00   16.39    0.27    5,157.45   85.24



      24 DAYS           11/06/99    225.00   0.00   225.00   3.72    5,382.45   88.96



      25 DAYS           11/07/99    200.00   0.00   200.00   3.31    5,582.45   92.27



      26 DAYS           11/08/99     0.00    0.00    0.00    0.00    5,582.45   92.27



      27 DAYS           11/09/99     0.00    0.00    0.00    0.00    5,582.45   92.27



      28 DAYS           11/10/99    210.00   0.00   210.00   3.47    5,792.45   95.74



      29 DAYS           11/11/99     0.00    0.00    0.00    0.00    5,792.45   95.74




264
                                                                                                                Sample Reports




     30 DAYS      11/12/99          0.00            0.00                 0.00      0.00       5,792.45     95.74



     31 DAYS      11/13/99          0.00            0.00                 0.00      0.00       5,792.45      95.74




T729 10/13/99 14:38 RRV                                                                                       PAGE      4

                                                  YOUR COMPANY NAME

                                                  CASH REQUIREMENTS



    FROM AGING      THRU       INVOICED       DISCOUNT                NET        PERCENT    CUMULATIVE    PERCENT

       DATE        DATE      DOLLARS OWED   DOLLARS TAKEN       DOLLARS DUE      OF TOTAL   DOLLARS DUE   OF TOTAL



      0 DAYS      10/13/99        360.00            0.00               360.00      5.95         360.00      5.95



      7 DAYS      10/20/99      1,000.00            0.00              1,000.00     16.53       1,360.00     22.48



     14 DAYS      10/27/99      3,610.51            0.00              3,610.51    59.68       4,970.51     82.15



     21 DAYS      11/03/99        611.94            0.00                611.94    10.11        5,582.45    92.27



     28 DAYS      11/10/99        210.00            0.00               210.00      3.47       5,792.45     95.74




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      35 DAYS           11/17/99    257.81   0.00   257.81   4.26   6,050.26   100.00



      42 DAYS           11/24/99     0.00    0.00    0.00    0.00   6,050.26   100.00



      49 DAYS           12/01/99     0.00    0.00    0.00    0.00   6,050.26   100.00



      56 DAYS           12/08/99     0.00    0.00    0.00    0.00   6,050.26   100.00



      63 DAYS           12/15/99     0.00    0.00    0.00    0.00   6,050.26   100.00



      70 DAYS           12/22/99     0.00    0.00    0.00    0.00   6,050.26   100.00



      77 DAYS           12/29/99     0.00    0.00    0.00    0.00   6,050.26   100.00



      84 DAYS           01/05/00     0.00    0.00    0.00    0.00   6,050.26   100.00



      91 DAYS           01/12/00     0.00    0.00    0.00    0.00   6,050.26   100.00




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T729 10/13/99 14:38 RRV                                                                                       PAGE      5

                                                  YOUR COMPANY NAME
                                                  CASH REQUIREMENTS


    FROM AGING      THRU       INVOICED       DISCOUNT                 NET        PERCENT   CUMULATIVE     PERCENT

       DATE        DATE      DOLLARS OWED   DOLLARS TAKEN       DOLLARS DUE      OF TOTAL   DOLLARS DUE   OF TOTAL



      0 DAYS      10/13/99      5,792.45            0.00              5,792.45    95.74       5,792.45      95.74



     30 DAYS      11/12/99        257.81            0.00               257.81      4.26       6,050.26     100.00



     60 DAYS      12/12/99          0.00            0.00                 0.00      0.00       6,050.26     100.00



     90 DAYS      01/11/00          0.00            0.00                 0.00      0.00       6,050.26     100.00



    120 DAYS      02/10/00          0.00            0.00                 0.00      0.00       6,050.26     100.00



    150 DAYS      03/11/00          0.00            0.00                 0.00      0.00       6,050.26     100.00



    180 DAYS      04/10/00          0.00            0.00                 0.00      0.00       6,050.26     100.00



    210 DAYS      05/10/00          0.00            0.00                 0.00      0.00       6,050.26     100.00



                   TOTALS       6,050.26            0.00              6,050.26   100.00        6,050.26    100.00




                                                                                                                            267
268
Task 730--Print Checkbook


A sample of the list of checks that print for a payment account in Task 730 (Print Checkbook) follows:

T730 10/06/99 8:11 RRV                                                                                                       PAGE   1

                                                            YOUR COMPANY NAME

                                                              LIST OF CHECKS




                                SELECTED CHECKING ACCOUNT CODE                                   CN (CONNECTICUT NATIONAL)



                                SELECTED PROFIT CENTER LIST                                      B



                                CHECK NUMBER RANGE:    FIRST CHECK NUMBER                        FIRST

                                                        LAST CHECK NUMBER                        LAST



                                VENDOR NUMBER RANGE:    FIRST VENDOR NUMBER                      FIRST

                                                         LAST VEDNOR NUMBER                      LAST



                                CHECK STATUS CODES INCLUDED IN THIS REPORT                       OCV

                                     'O'UTSTANDING

                                     'C'LEARED

                                     'V'OIDED




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                                    HIGHLIGHT CHECKS OUTSTANDING FOR HOW MANY DAYS?     30



                                    MANUAL CHECKS:   'I'NCLUDE, 'E'XCLUDE, OR 'O'NLY    I



                                    SELECTED CHECK DATES:       OLDEST DATE             EARLIEST

                                                            MOST RECENT DATE            LATEST



                                    SELECTED BANK STATEMENT DATES:       OLDEST DATE    EARLIEST

                                                                     MOST RECENT DATE   LATEST



                                    MINIMUM CHECK DOLLAR AMOUNT TO INCLUDE              0.00



                                    NUMBER OF COPIES TO PRINT                           1




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                                                                                                                                             Sample Reports




T730 10/06/99 8:11 RRV                                                                                                                      PAGE     1

CHECKING ACCOUNT CODE: CN (CONNECTICUT NATIONAL)

                                                              YOUR COMPANY NAME

                                                               LIST OF CHECKS



      CHECK     CHECK    VENDOR          VENDOR              CHECK        CHECK          PROFIT   PROCESS   STATUS     CHECK     STATEMENT

      TYPE      NUMBER   NUMBER          NAME                DATE         AMOUNT         CENTER   MONTH      DATE       STATUS       DATE



        M          104   903000   NORGREN COMPANY          04/10/00             200.00    B       05/00     06/15/00   CLEARED   (06/15/00)

        M          105            SPRING MFG               04/10/00             123.02    B       05/00     06/15/00   CLEARED   (06/15/00)

        M          106            LIK MFG                  04/10/00       12,356.12       B       05/00     06/15/00   CLEARED   (06/15/00)

        M          107            AT&T                    *04/10/00             102.02    B       05/00                OUTSTANDING

        M          108   903000   NORGREN COMPANY         *04/10/00             120.00    B       05/00                OUTSTANDING

        M          109            LITTLE CO                04/10/00               1.25    B       05/00     06/15/00   CLEARED   (06/15/00)




        M          110            LITTLE CO                04/10/00             21.25     B       04/00     04/15/00   VOID

        M          111            BUY MFG                  04/10/00        3,265.25       B       05/00     06/15/00   CLEARED   (06/15/00)

        M          112            BETTY FLAG               04/12/00             25.15     B       05/00     06/15/00   CLEARED   (06/15/00)

        M          113            JOHN GRIFFIN             04/12/00       21,548.00       B       05/00     06/15/00   CLEARED   (06/15/00)

        M          114            HANSEN                   04/12/00             350.00    B       05/00     06/15/00   CLEARED   (06/15/00)




              M - INDICATES A MANUAL CHECK,     * - INDICATES THAT THE CHECK HAS BEEN OUTSTANDING FOR MORE THAN        30 DAYS




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                STATUS SUMMARY:        8 CLEARED CHECKS     FOR         37,855.54

                                       1 VOIDED CHECKS      FOR             21.25

                                       2 OUTSTANDING CHECKS FOR            222.02

                                    ----------------------------------------------

                                      11 TOTAL CHECKS FOR               38,089.81




272
FastTracks
Entering a Payable Vendor--FastTrack

This FastTrack offers you a step-by-step guide through setting up a new accounts payable vendor
in Vendor File Maintenance (Task 731) . More detailed descriptions of screens, menu bars and
fields in Task 731 can be found in the section entitled Task 731--Option 1 Enter or Maintain
Vendors. Use the FastTrack below to learn the basics of how to enter a new account.

     Note: When you are in Task 731, use the Help Key ( F6 ) at the prompt and field level or
     the Help command found on all menu bars to access context-sensitive help text. Detailed
     information displays for the field, prompt or menu bar from which you've accessed "Help."
     You'll have all the information you need at your fingertips!


Step A--Assign a six-character vendor account number, beginning with `9' to the new payable
    vendor. If the vendor account is already set up for purchasing in Customer File Maintenance
    (Task 801) , use the same vendor account number, minus the "ship-to dash number." This is
    also true when setting up miscellaneous vendor numbers used for payables.

Step B--Access Task 731 by typing 731 and pressing the Enter key from the Accounts
    Payable Menu (717) or any DISC System menu. You'll be presented with a screen of options.

Step C--Type 1 and press the Enter key to access option 1) ENTER OR MAINTAIN
    VENDORS.

Step D--Enter the six-character vendor number assigned to the new payable vendor. If the vendor
    exists in Task 801, you can type in the vendor nickname or use the list and pick options by
    pressing F1.

Step E--When you enter in the vendor name or number, enter Y if you're prompted with:

                  THIS PAYABLE VENDOR DOESN'T EXIST - ADD IT? (Y/N)

Continue with Step G.



Step F--If the vendor has not been set up as a purchasing vendor in Task 801, instead of the
    prompt above, press the Enter key when you receive the following warning:

    WARNING! THIS ACCOUNT HAS NOT BEEN SET UP AS A PURCHASING VENDOR -
                                `ENTER'



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You automatically advance to the "SOURCE FROM..." field where you are prompted to:

  ENTER SOURCE VENDOR NAME OR NUMBER, `F1' TO LIST VENDORS, `F2' FOR SAME,
   `F3' TO ENTER PURCHASING/PAYABLE VENDOR, `ENTER' TO SKIP SOURCING OR
                                  `END'1

Using these options, select a purchasing or payables vendor to use as the source of information
for the new account. Continue with the next Step.

Step G--If you answered Y es to set up the new vendor account, all information from the
    purchasing vendor ( in Task 801 ) displays on the first screen of fields. along with the
    Copy/Source menu bar. If you've selected a source vendor, all information for the selected
    source displays on the first screen with the Copy/Source Menu Bar:

Copy Source More Help End

To see all the information that will be copied to the new account, use the More command to
move between screens and review the fields. Use the Copy command when you're ready to copy
the source information to the new payables account .

Step H--When all fields have been copied, the A/P Vendor menu bar displays:

Change Next Back booK Delete Vendor Print Help End

This menu bar offers commands which allow you to:

         Access fields and add or change information
         Move between screens of vendor information
         Display instruction book pages set up for the vendor (a good test when you've defined a
          range of pages in fields 12 and 13)
         Display the next payable vendor (in numeric sequence)
         Print a hard copy of all information entered in Task 731 for the vendor
         Exit the display of information for the new vendor account and return to the VENDOR
          field.

Step I--This completes the FastTrack for new vendor account entry in Task 731.


      1. You can pressF3 to skip sourcing and manually enter information for the new vendor account. The
         cursor will move to the VENDOR NAME field. Use your arrow keys to navigate fields. When you press
         the Menu Key (F7), the A/P Vendor Menu Bar displays. Mandatory fields (ones you have to enter
         before exiting the new account) are: NICKNAME, ZIP CODE, PAY GROUP, DISCOUNT and
         STANDARD TERMS and DISCOUNT %.




274
                                                                                           FastTracks




Payable Vendor Maintenance--FastTrack

Making changes to a vendor account you've set up is a snap! The FastTrack below outlines the
sequence of steps you'll take to make a change to a payable vendor in Task 731:



Step A--Access Task 731 by typing 731 and pressing the Enter key from the Accounts
    Payable Menu (717) or any DISC System menu. You'll be presented with a screen of options.

Step B--Type 1 and press the Enter key to access option 1) ENTER OR MAINTAIN
    VENDORS.

Step C--Enter the six-character vendor number assigned to the payable vendor or, enter the
    vendor nickname, and press the Enter key. You may also use the list and pick options to
    select the vendor account by pressing F1 .

Step D--All information for the vendor displays on the first screen of fields along with the A/P
    Vendor menu bar:

Change Next Back booK Delete Vendor Print Help End

If the field you want to access for change is not displayed on the screen, use the Next and Back
commands to access the field. Then use the Change command to position the cursor in the field
for change. You'll be asked to:

         ENTER THE LINE NUMBER TO BE CHANGED OR `ENTER' TO CONTINUE

Enter the line number of the field you want to access (you do not need to press the Enter key).

Step E--Type the new information into the selected field and use the arrow keys to navigate to
    other fields, if desired. Press the Menu Key ( F7 ) if you want to accept your entry in the
    field and quickly return to the A/P Vendor menu bar.

Step F--When all changes have been made for the vendor, use the End key to exit the vendor's
    account and return to the VENDOR field.

Step G--This completes the FastTrack for maintaining vendor accounts in Task 731, using option
    1.




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Accounting Pro - Accounts Payable




Payable Vs. Purchasing Comparison--FastTrack

This FastTrack covers Task 731 's option 2--ACCOUNTS PAYABLE VS. PURCHASING
COMPARISON. Option 2 offers an on-screen comparison of the fields of information that are
common to purchasing and payable accounts and lets you copy selected fields from one account
to another. For more detail than what's offered in this FastTrack (sample screens, prompt and
menu bar definitions, etc.), please refer to Task 731--Option 2 Accounts Payable Vs. Purchasing
Comparison.

Step A--Access Task 731 by typing 731 and pressing the Enter key from the Accounts
    Payable Menu (717) or any DISC System menu.

Step B--When the Task 731 menu screen appears, type 2 and press the Enter key to select
    option 2.

Step C--In the PAYABLE VENDOR field, enter the vendor account number or nickname, or use
    F1 to list & pick. You can press F2 to quickly select the first vendor (in numeric sequence)
    with differences between fields in Task 731 and Task 801.

Step D--If the payable vendor you selected is also set up in Task 801 , the PURCHASING
    VENDOR field automatically fills in with the same account number and you advance to the
    Vendor Comparison menu bar. If this happens, continue with Step F.

Step E--In the PURCHASING VENDOR field, enter the vendor account number or nickname
    from Task 801 or press F1 to list & pick a purchasing vendor account.

Step F--When you've selected the two vendor accounts, information from Task 731 displaysin the
    ACCOUNTS PAYABLE SYSTEM column and, from Task 801 in the PURCHASING
    SYSTEM column. The Vendor Comparison menu bar also displays:

Copy Differ Vendor Purchasing Help End

Choose the Copy command to select the account you want to update and the fields you want to
copy.

Step G--The Vendor Copy menu bar displays:

Purchasing paYable Help End

The Purchasing command copies fields from the purchasing account to the payable account.
The paYable command copies fields from the payable account to the purchasing account. Pick
one of these commands.

Step H--The same field selection options are offered whether you choose the Purchasing or
    paYable command. You're prompted to:

        ENTER A LIST OF FIELD NUMBERS TO COPY (E.G.. 020410), ``````````````````````````
                  `F1' TO COPY ALL FIELDS, OR `ENTER' TO CONTINUE




276
                                                                                             FastTracks




Press F1 to copy all fields to the purchasing or payable account or, limit the fields to copy to a
single field or list of fields by entering the field number(s) and pressing the Enter key.

Field numbers are entered in a continuous list with no spaces between them. If the number is a
single digit number (1-9), enter a zero as the first number (e.g., 01 for field 1). You can enter any
field number displayed on the Vendor Comparison screen. For example, to copy fields 1, 2, 3, 4,
5, and 13, you would type 010203040513 and press the Enter key.

Step I--When you press the Enter key to accept the list of fields to copy, all selected fields are
    copied to the target vendor account and the Vendor Comparison menu bar redisplays. Check
    your selections to make sure you've accomplished your goal before you exit the account.

Step J--This completes the FastTrack for using Task 731, option 2.




                                                                                                     277
Accounting Pro - Accounts Payable




Entering a New Accounts Payable Run--
FastTrack

Accounting Pro makes entering accounts payable information as easy as can be! This FastTrack
gives you the essential information you need to get you going fast. For more detailed information,
see Entering a New Accounts Payable Run.

Step A--Access Task 722 by typing 722 and pressing the Enter key from the Main Menu.

Step B--Choose the New command from the A/P Entry Main menu bar.

Step C--Enter the total for the invoices in the accounts payable run, the fiscal year information,
    the profit center and the exchange rate multiplier (if this is a foreign vendor).

Step D--Choose the Run command from the menu bar that appears. This saves this accounts
    payable run with your initials so that you may exit and re-enter at any time.

Step E--Enter Vendor Invoice Header Information for your vendor.

Step F--Enter payment-related information for each vendor invoice. The INVOICED DATE is
    required. Press the Menu Key ( F7 ) for menu options when you have completed entering the
    information.

Step G--Select In-transits or in-transit line-items (for partial in-transits). Add invoice
    cOmments as needed. Book-intransits in a batch when necessary.

Step H--Use the G/L command to make distributions to your general ledger accounts.

Step I--When everything is in balance, book the run using the menu bar command hot key (
    Book-run ), or go to Task 723 to book the run.




278
                                                                                          FastTracks




Selecting Payables for Payment--FastTrack

This FastTrack provides the essential information on the most common method for selecting
payables for payment. Be sure to check the Task 724 Overview for all your options when
selecting payables.



Step A--Access Task 724 by typing 724 and pressing Enter at the Main Menu.

Step B--Use option 2 to select a batch of payables.

Step C--Enter the group codes, profit centers, discount and standard due dates and range of
    vendors that you want to limit your batch selection.

Step D--Return to the Task 724 menu and use option 1 to refine your selection. You can deselect
    invoices, take advantage of discounts and make partial payments of invoices.

Step E--Print a Preliminary Payment Register at any time to review your selections.

Step F--When you are satisfied with your selection, continue on to Task 725 to print your checks
    and book your payments to the General Ledger.




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Accounting Pro - Accounts Payable




Book and Print Entered Payables--FastTrack

This FastTrack provides a step-by-step guide to printing checks using Task 725 (Book and Print
Entered Payables). For more complete details, see Printing Checks.

          Note: If your System includes the Laser Check™ feature, these instructions do not apply.
          Please see the Laser Check Manual for information about laser printed checks.


Step A--Access Task 725 by typing 725 at the Main Menu and pressing the Enter key.

Step B--Place check stock in the appropriate printer. Print an alignment mask to determine that
    check stock is placed appropriately.

Step C--Enter the payment account number, beginning check number, check date, and fiscal
    month/year information in Task 725.

Step D--Set or choose the parameters for printing the following check reports:

           Invoice Payment Register
           Check Register
           List of Checks



Step E--Choose the Print command to begin printing checks. Review checks when printing is
    complete.

Step F--After the checks print, the General Ledger is updated. You are asked to set or choose the
    parameters for the general ledger reports.

Step G--Store reports according to your internal procedures.




280
                                                                                           FastTracks




Reconciling Checks with Bank Statements--
FastTrack

This FastTrack provides basic information for using Task 733 (Check File Maintenance) to
reconcile checks in the System with your bank statement. For more specific information, see Task
733 Check File Maintenance.

Step A--Access Task 733 by typing 733 at the Main Menu and pressing the Enter key.

Step B--Enter the code for this PAYMENT ACCOUNT. You may list available payment account
    codes by pressing F1 and selecting from the list.

Step C--Enter the PROFIT CENTER(S) included in this payment account.

Step D--Enter the DATE RANGE for the checks that are included on this statement.

Step E--Enter the STATUS CODES that you want to see on the screen. You may choose to see
    all checks (OVC) or just the `O'utstanding and/or `V'oided checks.

Step F--Enter the STATEMENT DATE from your bank statement.

Step G--Your list of checks displays. The check that is currently selected is indicated with an
    asterisk (*). Manual checks are indicated with a "M" in the first column. Checks that are
    outstanding more than 30 days are indicated with a tilde (~) next to the check date.

    You may change the status of checks from outstanding to `C'lear in several ways:

       Change the status of a single selected check using the Clear command on the Check
        Maintenance Menu bar
       Change the status of a range of checks using the ranGe command on the Check
        Maintenance menu bar, then the Clear command and entering the range of checks to be
        cleared (e.g., 1,15 )



Step H--Make any other adjustments necessary (e.g., `V'oid checks that have not been previously
    entered as void).

Step I--When you are finished reconciling checks for this payment account, use the End
    command.

Step J--If you have no more payment accounts to reconcile, enter END in the PAYMENT
    ACCOUNT field to return to the Main Menu.




                                                                                                  281
Accounting Pro - Accounts Payable




Reconciling Accounts Payable (728) and the
General Ledger--FastTrack


      Use this FastTrack if you have not "turned on" the In-transit feature of Accounting Pro.

Step A-- Before beginning the reconciliation process, suspend Accounts Payable Invoice Entry in
    Task 722 (Accounts Payable Entry) .

Step B-- Run Task 723 (Print and Book Entered Payables) to book payables.

Step C-- Run Task 728 (Aged Account Payables) for Vendor Invoices. Include:

              All vendors
              All profit centers
              All invoices (not just vendor totals)
              Today's date as the aging date
              The discount due date far enough so that no invoice will appear with discount
               applied1.
              Report run by vendor (not general ledger account)

Step D-- Review this report to be sure all invoices are actually open and have not been paid to the
    vendor. Any invoice that should not appear on the report needs to be offset by a negative
    invoice and paid through Task 724 (Select Payables for Payment). The distribution account to
    use for the negative invoice will most likely be the Trade Purchases Account (PLP500.)

Step E-- In the same sitting, run Task 711 (General Ledger) for all accounts payable liability
    accounts. (Normally the accounts payable liability accounts are ALC202 and ALC204. But
    be sure to include any other accounts numbers your company may use.) Run this report for:

              All profit centers
              All months this year for a current picture of the General Ledger.

      (You may find journal entries to future months which are causing the figures not to match,
      depending on what you are comparing.)

Step F-- Compare the totals of these accounts to the total of the Task 728 Aged Accounts Payable
    report. Do the totals agree? If not, how much are they off?

      If the totals match, you can resume normal processing! Otherwise, continue on with the
      instructions.

Step G-- Run Task 727 (Vendor Listing) for all vendors for option 3 (General Ledger Distribution
    Accounts).

Step H-- Review this report to see if any vendors have payables accounts in addition to your
    standard accounts payable liability account. If any are listed, verify that the account is
    actually a valid accounts payable account. If the accounts are not valid, remove them from the


282
                                                                                                       FastTracks



    vendor accounts using Task 731 and reverse entries made to the account into accounts
    payable liability accounts.

Step I-- Review the General Ledger you ran earlier. Look down through the "TRANSACTION"
    column at the transaction run types (the first character in the string of characters). See if any
    of these run types is a letter other than "P" for payable or "D" for disbursement run. Other run
    types would indicate manual adjustments to the in-transit account which would account for
    the difference between the totals on the two reports.

    If all the run types check out, then another suggestion would be to look for the "nested"
    adjustments to the accounts made in Task 722. If there is manual disbursement to the
    accounts payable liability account in Task 722, the posting would be included in the posting
    the System makes automatically to record the value of the payable run. You will need to look
    at the detail of all the Task 723 Accounts Payable Journal Reports (during the time in
    question) to see if the account was ever posted to in error. If this is the case, you will need to
    reverse the entry from this account using Task 705 and post to the correct account.




    1. An example of a valid discount due date for running the report on August 1, 2000 would be 12/31/01.




                                                                                                             283
Accounting Pro - Accounts Payable




Reconciling Accounts Payable In-transit (728)
and the General Ledger--FastTrack



Step A-- Before beginning the reconciliation process, suspend all stock receipts (Task 404) ,
    Accounts Payable Invoice Entry in Task 722 (Accounts Payable Entry), Factory Drop ship
    and Credit Invoicing (Task 201 and/or 205) until later in these instructions.

Step B-- Run the following tasks:

              Task 206 and 207 to book all in-transits F and C's
              Task 405 to print stock receipts
              Task 722 , checking for and booking all in-transit invoices
              Task 723 (Print and Book Entered Payables) to book payables.
              Task 706 to update the General Ledger

Step C-- In Task 728 (Aged Account Payables), run Option 2, The Accounts Payable In-transit
    Report for Vendor Invoices. Include:

              All vendors
              All profit centers
              All invoices (not just vendor totals)
              Today's date as the aging date
              Report run by vendor (not general ledger account)

Step D-- Review this list to be sure all in-transit invoices on this report are actually open, waiting
    for a vendor's invoice.

Step E-- Any in-transit invoices that should not be still open should be selected out of the in-
    transit file in Task 722. The General Ledger distribution account will most likely be A/P
    Trade Purchases (PLP500).

Step F-- In the same sitting, run Task 711 (General Ledger) for all accounts payable in-transit
    accounts. (Normally the accounts payable in-transit account is ALC206. But be sure to
    include any other accounts numbers your company may use.) Run this report for:

              All profit centers
              All months this year for a current picture of the General Ledger.

      (You may find journal entries to future months which are causing the figures not to match,
      depending on what you are comparing.)

Step G-- Compare the totals of these accounts to the total of the Task 728 Aged Accounts Payable
    report. Do the totals agree? If not, how much are they off?

      If the totals match, you can resume normal processing! Otherwise, continue on with the
      instructions.


284
                                                                                              FastTracks



Step H-- Run Task 727 (Vendor Listing) for all vendors for option 3 (General Ledger Distribution
    Accounts).

Step I-- Review this report to see if any vendors have in-transit accounts in addition to your
    standard accounts payable liability account.

    This can be determined by looking for 'F':A/P INTRANSIT: and 'S':A/P INTRANSIT: under
    each vendor. If this is not listed for the vendor then there is no special intransit account for
    the vendor. If these are listed, verify that the account is actually a valid A/P account. If the
    accounts are not valid, remove them from the vendor's account the Task 731 and reverse any
    entries made to the account into A/P Intransit account.

Step J-- Review in Task 731 the list of default accounts. Fields 3 and 16 should be your accounts
    payable in-transit account (probably ALC206). Fields 1 and 14 should be trade purchase
    accounts. Fields 2 and 15 should be 'E'xpense accounts. Fields 4 through 13 and 17 through
    26 should be either 'P' or 'E' accounts. (You should not have any 'ALC' accounts set up in the
    fields.)

Step K-- Review the General Ledger you ran earlier. Look down through the "TRANSACTION"
    column at the transaction run types (the first character in the string of characters). See if any
    of these run types is a letter other than "P" for payable or "I" for in-transit run. Other run
    types would indicate manual adjustments to the in-transit account which would account for
    the difference between the totals on the two reports.

    If all the run types check out, then another suggestion would be to look for the "nested"
    adjustments to the accounts made in Task 722. If there is manual disbursement to the
    accounts payable liability account in Task 722, the posting would be included in the posting
    the System makes automatically to record the value of the payable run. You will need to look
    at the detail of all the Task 723 Accounts Payable Journal Reports (during the time in
    question) to see if the account was ever posted to in error. If this is the case, you will need to
    reverse the entry from this account using Task 705 and post to the correct account.




                                                                                                    285
Accounts Payable Recovery Tools
Overview


 In the event of an abnormal termination in Accounting Pro , there are reconstruction options
 available in Task 911 (Diagnose/Repair Damaged Files) to assist you in reconstructing your
 data. This section of the manual describes the Accounts Payable options.

 Consult your DISC System Termination and Recovery Manual for more information on
 abnormal terminations. Of course, your DISC Customer Service representative is on hand to
 assist you with specific questions or problems.




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Accounting Pro - Accounts Payable




Task 911 Main Menu Options

Customer and inventory data files are updated during many processing tasks. When a file
updating task (e.g., Task 206 ) is abnormally terminated, files may be damaged or only partially
updated. To assist you with the reconstruction and repair of these data files, DISC provides you
with Task 911 (System Reconstructs).

You must run Task 911 from Terminal Zero (0) with control seized ( Task 901 ).

When you enter Task 911, you're presented with the following screen of options:

                                                YOUR COMPANY NAME

                                            SYSTEM RECONSTRUCTIONS


                                    1)   CUSTOMER RECONSTRUCTS

                                    2)   INVENTORY RECONSTRUCTS

                                    3)   CORPORATE RECONSTRUCTS

                                    4)   ACCOUNTING PRO RECONSTRUCTS




#         List      reConstruct          saVe      Help    End




Task 911 's Main menu bar offers you access to additional selection screens of reconstruct
options, categorized by file types. Option 1 groups together all reconstructs that affect customer
files. Inventory processing reconstructs are grouped together under option 2. Option 3 offers
access to general file reconstructs that affect corporate processing, such as employee files, etc.
Option 4 includes the reconstruction options specific to Accounting Pro.

Enter the option number (1-4) to display the reconstruct options available for the selected group.

Once you've selected the file reconstruct(s) you need from the other screen(s), use the
reConstruct command to actually execute the file reconstructs. The reConstruct command
can be run from either the Task 911 Main menu bar or from the menu bars and screens available
once you've selected an option from Task 911's Main Menu.

Other commands offered on Task 911 's Main menu bar allow you:

          access saved parameters sets
          save the parameters you've selected for the task




288
                                                                           Accounts Payable Recovery Tools




Task 911 Main Menu Bar Commands
Each command in the Task 911 Main Menu Bar is described in detail in the following section.

# List reConstruct saVe Help End

#

This symbol indicates that you can select an option on the screen by entering the selection/line
number. You do not need to enter the # symbol, just the number itself. For example, to select
option 4) ACCOUNTING PRO RECONSTRUCTS, press 4 . It's that simple!

When you choose an option from this screen, you'll display a list of file reconstructs available for
the selected group.

List

Use List to access the Saved Parameters screen and menu bar. This screen lists all parameters
sets previously saved for the task and offers additional commands which allow you to:

       Select or delete a set of saved parameters
       Copy a saved set into a new set
       Dedicate a specific printer to a set of saved parameters
       Change or add a descriptive comment for the saved parameter set

reConstruct

Choose the reConstruct command when you've finished selecting reconstruct options from the
Additional Options screens or when you've selected a set of saved reconstruct parameters to use.
As files are reconstructed, the percentage complete displays across the screen. The number of the
reconstruct currently in-process and the total number of reconstructs that were selected display in
the center of your screen (e.g., 2 of 5) so you can track the progress of Task 911 as it performs the
reconstructs you've chosen.

saVe

Use the saVe command to save the reconstruction options you've selected for the task. Saved
parameter sets can be Listed and selected for reuse.

When you use the saVe command, you're asked to:

                         ENTER A PARAMETER SET NAME OR 'END'

Enter a unique name for the parameter set (up to 30 characters) and press the Enter key. The set
is saved under the entered name. The Task 911 Main menu bar redisplays. If you have made
changes to a saved parameter set and then choose the saVe command or, if you've assigned a
parameter set name that is already in use, you're asked to:




                                                                                                      289
Accounting Pro - Accounts Payable



                            OVERWRITE EXISTING PARAMETER SET? (Y/N)

This prompt is asking if you want to save your changes to the same parameter set name (thereby
overwriting the existing values) or if you want to assign a new name to the changed set you've
created. Enter Y to overwrite the existing parameter set or enter N and enter a new parameter set
name.

Help

The Help command displays online Help Text for Task 911 's Main menu bar. Online help text is
available for all menu bars and most fields throughout the DISC System. Help is always just a
keystroke away!

End

The End command exits the task and returns you to DISC's Main Menu.




290
                                                                     Accounts Payable Recovery Tools




Task 911--Accounts Payable Reconstruction
Options

  Below is a description of each of the accounts payable reconstruction options available.
  (Options 11 and 12 are used for General Ledger reconstruction. Consult your Accounting Pro
  General Ledger Accounting Manual for a description of these options.)


Accounts Payable Reconstruction Data
1) ACCOUNTS PAYABLE VENDOR NICKNAME INDEX

  This is used to reconstruct the Accounts Payable Vendor Nickname in Accounting Pro. The
  A2_NICKNAME file is erased and recreated from each Vendor record in the A2_MASTER
  file added in Task 731 (VENDOR FILE MAINTENANCE).



2) ACCOUNTS PAYABLE IN-TRANSIT BY PO INDEX

  This reconstructs Accounts Payable in-transit invoices by our PO number. The
  A2_INTRANSITPO file is erased and recreated for each vendor in-transit invoice record in
  the A2_INTRANSIT file.


3) NEW ACCOUNTS PAYABLE IN-TRANIST INDEX

  You use this to reconstruct the new (unbooked) Accounts Payable in-transit invoices. The
  A2_NEWINTRANS file is erased and recreated from each un-booked vendor in-transit
  invoice record in the A2_INTRANSIT file.


4) ACCOUNTS PAYABLE PENDING INVOICES BY DATE INDEX

  This is used to reconstruct pending invoices by date. The A2_PENDBYDATE file is erased
  and recreated from each Pending Accounts Payable invoice record in the A2_PENDING file.


5) ACCOUNTS PAYABLE IN-TRANSIT HISTORY BY OUR PO INDEX

  This reconstruct erases the A2_INTRANHIST file and recreates it from each Accounts
  Payable in-transit history header record in the A2_INTRANSHD file.




                                                                                                291
Accounting Pro - Accounts Payable




6) ACCOUNTS PAYABLE VENDOR INVOICE INDEX

      This is used to reconstruct the Vendor Invoice Index in Accounting Pro. The A2_INVINDEX
      file is erased and recreated from the Open and Paid Accounts Payable Vendor Invoice files
      (A2_INVOICE and A2_PAIDINVOICE).


7) ACCOUNTS PAYABLE CHECK BY DATE INDEX

      This reconstructs checks by date in Accounting Pro . The A2_CHECKBYDATE file is erased
      and recreated for each Accounts Payable check history file (A2_CHECKSOUT).


8) ACCOUNTS PAYABLE INVOICES BY DATE INDEX

      This reconstruct is used in Accounting Pro to reconstruct invoices by date. The
      A2_INVBYDATE file is erased and recreated from the open and paid accounts payable
      invoice files (A2_INVOICE and A2_PAIDINVOICE).


9) ACCOUNTS PAYABLE INVOICES BY CHECK INDEX

      Use this to reconstruct Accounting Pro invoices by check date. The A2_INVBYCHECK file
      is erased and recreated from each payment record in the Accounts Payable Invoice Payments
      file (A2_PAYMENTS).



10) ACCOUNTS PAYABLE CHECK BY VENDOR INVOICE INDEX

      This is used to reconstruct Accounts Payable checks by vendor invoice. The
      A2_CHECKBYVEND file is erased and recreated from each record in A2_CHECKSOUT,
      the check history file.




292
Index
*                                                                  A2_MASTER file ................................... 291

* on Check Register ................................ 226           A2_NEWINTRANS file......................... 291

* on In-transit List ................................... 126       A2_NICKNAME file ............................. 291

~                                                                  A2_PAIDINVOICE................................ 291

~ on Check Register ................................ 224           A2_PAYMENTS .................................... 291

1                                                                  A2_PENDBYDATE file ........................ 291

1099 Tax Form                                                      A2_PENDING file ................................. 291

    prepare................................................. 195   Account File Maintenance .............27, 29, 70

    require ................................... 47, 192, 195       Accounting Entries Report .....120, 157, 226,
                                                                     239
10th Prox ................................................... 47
                                                                   Accounting Journal Entry ......................... 13
15th Prox ................................................... 47
                                                                   Accounting Pro Global Parameter
A                                                                    Maintenance ......................................9, 73

A2_CHECKBYDATE file ...................... 291                     Accounts Payable Corrected Receipts
                                                                     Report ..............................................9, 151
A2_CHECKBYVEND file...................... 291
                                                                   Accounts Payable Entry .....9, 13, 14, 16, 17,
A2_CHECKSOUT .................................. 291                  18, 19, 20, 21, 23, 27, 47, 53, 57, 65, 73,
                                                                     74, 77, 92, 107, 110, 117, 122, 123, 126,
A2_INTRANHIST file ............................ 291                  129, 131, 133, 135, 138, 142, 144, 150,
                                                                     151, 153, 157, 164, 180, 195, 206, 224,
A2_INTRANSHD file ............................. 291                  239, 249, 282, 284

A2_INTRANSIT file ............................... 291              Accounts Payable History..................57, 206

A2_INTRANSITPO file.......................... 291                  Accounts Payable Inquiry ...9, 47, 57, 83, 85,
                                                                     90, 92, 94, 96, 99
A2_INVBYCHECK file.......................... 291
                                                                   Accounts Payable In-transit Report .....9, 151
A2_INVBYDATE file ............................ 291
                                                                   Accounts Payable Invoice Entry......282, 284
A2_INVINDEX file ................................ 291
                                                                   Accounts Payable Invoice Payments file 291
A2_INVOICE .......................................... 291



                                                                                                                            293
Accounting Pro - Accounts Payable



Accounts Payable Invoices In-transit File                             Aged Account Payables ......5, 9, 27, 57, 203,
  ............................................................. 148     206, 224, 255, 282, 284

Accounts Payable Journal........................ 148                  Aged Accounts Payable In-transit ..... 9, 206,
                                                                        211
Accounts Payable Menu Tasks 721--733 .... 9
                                                                      Aged Accounts Payable Invoices In-transit
Accounts Payable Pending Invoices ........ 291                          Report ................................................. 258

Accounts Payable Reconstruction Data... 291                           Aged Accounts Payable Report ..... 124, 131,
                                                                        150, 164, 199, 203, 206, 211, 258
Accounts Payable Run Screen ......... 101, 111
                                                                      ALC Accounts .......................................... 47
Accounts Payable Variance Report ..... 9, 151
                                                                      Alias Account Names ............................. 195
Accounts Payable Vendor ................... 31, 47
                                                                      Allow A.P Booked Invoice Maintenance . 23
Accounts Payable Vendor File Maintenance
  ............................................... 9, 33, 73, 77       Allow A/P Check on Demand Printing .... 23

Accounts Payable Vendor Invoice Index 291                             Allow A/P Check Voiding ........................ 23

Accounts Payable Vendor Invoice Report . 9,                           Allow A/P In-Transit Pricing Changes ..... 23
  151
                                                                      Allow A/P Run Entry ............................... 23
Accounts Payable Vendor Nickname ...... 291
                                                                      Allow Credit Card Maintenance ............... 23
Accounts Payable Vendor Nickname Index
  ............................................................. 291   Allow Credit Card Order Entry ................ 23

Accounts Payable vrs Purchasing                                       Allow Credit Card Transactions ............... 23
  Comparison ..................................... 33, 60
                                                                      Allow Customer Order Faxing ................. 23
Accounts Receivable ................................. 29
                                                                      Allow Deleting of Booked Accounts
Activating In-Transit Feature .................... 71                   Payable Invoices ................................... 23

Add Command ........................................ 135              Allow Job Closing/Termination ............... 23

Additional Information Screen .................. 90                   Allow Job Entry ........................................ 23

Additional Options .................................. 288             Allow Job Maintenance ............................ 23

Additional Vendor Information ................. 90                    Allow Master P-A-L Maintenance ........... 23

Add'l Menu Bar Command.................. 85, 90                       Allow P-A-L Entry ................................... 23

AGe Command .......................................... 85             Allow P-A-L Maintenance ....................... 23



294
                                                                                                                             Index



American Express®................................. 235             Check Display Options ............................. 96

Area Code Field......................................... 47        Check File Maintenance ...9, 73, 74, 77, 144,
                                                                     157, 215, 221, 224, 233, 236, 281
Arrived
                                                                   Check File Maintenance Screen ............. 224
    payables............................................... 142
                                                                   Check Information ...............................83, 96
Arrived..................................................... 142
                                                                   Check Listing............................................ 96
Automatic Batch Selection ...................... 170
                                                                   Check Maintenance .................................... 9
Automatic Display of Instruction Book .... 47
                                                                   Check Register ........................................ 180
Automatic Update.............................. 16, 157
                                                                   Check Registers ...................................... 243
B
                                                                   Check Reports......................................... 180
Batch Selection of Invoices ..................... 173
                                                                   Check Status ....................................144, 228
Book Checks.............. 9, 27, 73, 77, 157, 175
                                                                   Check Vouchers ........................................ 77
Book Entered Payables ... 9, 27, 47, 126, 135,
  153, 178, 282, 284                                               Class 4..................................................... 113

Book Invoices .................................. 131, 161          Clearing Checks ...................................... 226

Book Payables ......................... 104, 131, 157              Coding

Booked Date .............................................. 83         Accounts Payable Vendors................... 31

Booked In-transit Invoice Report ............ 106                  Coding .................................................23, 31

Booked Invoice Reports ........ 16, 53, 65, 206                    Comment Options ................................... 138

Book-intransit .......................... 104, 106, 278            Corporate Default Account List... 27, 29, 65,
                                                                     67, 71, 106
C
                                                                   Corporate Default Field Definitions ......... 71
Cash Accounts ........................................... 29
                                                                   Correcting
Changed Address ..................................... 186
                                                                      Factory Drop Shipments..................... 149
Check Action ........................................... 226
                                                                      Stock Receipt Error .............................. 21
Check Amount ......................................... 224
                                                                   Correcting ..........................................21, 149
Check Control Information...................... 236



                                                                                                                               295
Accounting Pro - Accounts Payable



Credit Invoicing ....................................... 284     Discounts Available .............................83, 85

Customer File Maintenance.... 31, 33, 39, 41,                    Discounts Taken ....................................... 83
  47, 59, 77, 191, 247, 273
                                                                 Display In-transits Screen ....................... 126
D
                                                                 Display Options .......................92, 94, 96, 99
Date Changes ............................................. 29
                                                                 Distribution Amounts ............................. 135
Date Discounts Taken ............................... 83
                                                                 Distribution Entries................................. 188
Date Entered .............................................. 83
                                                                 Drop Shiments ...................................71, 149
Date of First Invoice .................................. 57
                                                                 Drop Shipment Credits & Rebills ........... 150
Date Vendor Established ........................... 47
                                                                 E
Debit Memos ............................................. 20
                                                                 E-Mail Address ......................................... 47
Default Accounts ....................................... 70
                                                                 Employee File Maintenance 23, 74, 144, 228
Definitions
                                                                 Employee ID Information ....................... 104
    Aged Accounts Payable Report
      Parameters....................................... 206      Employee Initials ...................................... 23

    Global Parameter Fields ........................ 77          Entering a Payable Vendor ..................... 273

    Payable Vendor Fields .......................... 47          Error Messages ....................................... 189

    Vendor Listings Fields ........................ 195          Exchange Rate .........................107, 114, 199

Definitions ........................... 47, 77, 195, 206         F

Deleting an Invoice ................................. 131        Factory Drop Shipments ......................... 149

Deselecting Negative Checks .................. 174               FastTracks....... 273, 275, 276, 278, 279, 280,
                                                                   281, 282
Destroying a Run ..................... 104, 161, 170
                                                                 Fax Number .............................................. 47
Discount Date .......................................... 114
                                                                 Fax-IT ....................................................... 47
Discount Options ............................... 47, 122
                                                                 Features................................................... 5, 7
Discount Payments .......................... 144, 170
                                                                 Finding Checks on Register .................... 226
Discountable Dollars ................. 77, 114, 169
                                                                 Fiscal Dates of In-Transit Invoices ....77, 114



296
                                                                                                                               Index



Fiscal Month/Year ................................... 178           H

Fiscal Year being Processed .................... 107                Header Information............................85, 110

Foreign Currency ..................................... 161          HOld ..................................77, 124, 131, 164

Foreign Vendors ...................... 114, 213, 258                Hold-Comment ....................................... 164

Freight ......................................... 71, 77, 114       I

G                                                                   Ignore Check Status During Month/Year
                                                                       End ..................................................... 236
G/L Accounts Menu Command................. 90
                                                                    Include Freight in Discountable Dollars ... 77
G/L Menu Bar Command ........................ 126
                                                                    Inquiry
General Ledger ... 5, 9, 13, 14, 15, 16, 17, 21,
  27, 29, 33, 53, 65, 92, 104, 106, 107, 120,                           Check.................................................... 96
  133, 135, 151, 153, 157, 188, 199, 206,
  211, 226, 228, 239, 258, 261, 279, 280,                               In-transit ............................................... 94
  282, 284, 291
                                                                        Invoice .................................................. 85
General Ledger Accounts
                                                                    Instruction Book ....................47, 74, 77, 114
    Listing ................................................. 135
                                                                    Instructions Field ...................................... 47
    Preparing ............................................... 29
                                                                    In-Transit ...... 83, 90, 94, 124, 126, 128, 129,
General Ledger Accounts ....... 27, 29, 47, 83,                        131, 133, 144, 282
  135, 211
                                                                    IN-TRANSIT ACCOUNTS ................... 249
General Ledger Accounts Information ...... 90
                                                                    IN-TRANSIT ALC206 ........................... 249
General Ledger Distribution Accounts ... 133,
  282, 284                                                          In-transit Feature

General Ledger Distributions .......... 133, 135                        Activating ............................................. 65

Global Parameter Fields ...................... 73, 77               In-transit Feature....................................... 65

Global Parameters ............................... 47, 73            In-transit Information ..........................83, 94

Goods Sold ...... 15, 16, 17, 18, 19, 20, 21, 22                    In-transit Invoices

Group Payment Codes ............................. 213                   Booking .............................................. 106

                                                                        Printing ............................................... 211




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In-transit Invoices ...................... 65, 106, 211                Runs.................................................... 104

In-transit Line Items ................................ 129             Vendors ................................................ 99

Inventory Status Report ............................. 16           M

Invoice Address Changes ........................ 186               M in Check Type Field ............................. 96

Invoice Display Options ............................ 92            MaiN Menu Bar Command ....126, 129, 133,
                                                                    144
Invoice Payment Register ........................ 180
                                                                   Maintaining
Invoice Selection ............................. 164, 166
                                                                       Booked Invoice ...........................104, 131
Invoices
                                                                       Check Control Information ................ 236
    Accounts Payable System ..................... 67
                                                                       Payment Account Information ........... 233
    Choose................................................. 104
                                                                       Unbooked Invoice .............................. 123
    General Ledger ...................................... 53
                                                                   Maintaining......................123, 131, 233, 236
Invoices ............................... 53, 67, 104, 161
                                                                   Manual Check Information ..............144, 231
L
                                                                   Miscellaneous Vendor .......47, 114, 186, 195
Laser Checks ...... 74, 77, 124, 126, 129, 131,
  133, 144                                                         Month-end/year-end ................................. 44

Laser Printed Checks ................................. 23          Multiple Receipts on One Invoice ............ 17

Last Check Number Used........................ 235                 N

Last Check Reconciliation Run ............... 221                  Negative Check Amounts ....................... 185

List In-transits menu bar............................ 94           Negative Invoice Amounts ..................... 168

List Invoices menu bar .............................. 92           New Accounts Payable Run ............107, 278

List of Checks Printed ............................. 243           No Checks Selected ................................ 189

Listing                                                            Non-Trade Payables ............................... 113

    Checks ................................................. 180   Non-Trade Vendors .................................. 31

    Open and Paid Invoices......................... 92             Number of Months of Paid Invoices to Store
                                                                     ............................................................ 236
    Payments ............................................. 164



298
                                                                                                                             Index



Numbering Vendors .................................. 31              General Ledger ....................101, 228, 239

O                                                                 Posting ....... 20, 101, 228, 239, 255, 282, 284

Open/Paid Invoices.................................... 85         Preferred Accounts ................................... 83

Outstanding Checks ................................. 226          Preliminary Check Register .................... 175

P                                                                 Preliminary Payables Report .................. 141

P in Check Type Field ............................... 96          Preliminary Payment Register ................ 279

Paid Invoices ........................................... 236     Pre-Numbered Checks .......................77, 144

Parameters Menu Bar .............................. 219            Prepaid Invoices ....................................... 14

Partial In-transits ..................................... 128     Prepaid Trade............................................ 14

Passwords ............................................ 73, 77     Prepare

Pay Group .................................................. 47      1099 .................................................... 195

PaYable Menu Bar Command ... 60, 249, 276                            General Ledger Accounts ..................... 29

Payment Accounts ........................... 184, 235             Prepare ...............................................29, 195

Payment Discountable Dollars ................ 169                 Print

Payment Group Code .................. 83, 85, 161                    Accounting Entries Reports.........120, 157

Payment Group Codes ............................. 195                Aged Accounts Payable In-transit Report
                                                                       ......................................................... 27
Payment Information ................................. 90
                                                                     Checkbook.......................................... 269
Payment Summary Information ................ 83
                                                                     Checks ................................................ 183
Payment Terms .......................................... 85
                                                                     In-Transit Invoices ......................126, 211
Pending Payables ......... 9, 101, 104, 111, 143
                                                                     Preliminary Payables Report .............. 141
PLP Accounts ............................................ 71
                                                                     Preliminary Payment Register ............ 279
Post to Prior Fiscal Month/Year ................ 77
                                                                     Vendor Dictionary .........................27, 191
Posting
                                                                  Print .. 9, 27, 73, 77, 120, 126, 131, 141, 153,
    Debit Memo .......................................... 20         157, 181, 183, 191, 193, 211, 213, 219,
                                                                     279, 280



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Print & Book Checks .. 9, 57, 73, 74, 77, 168,                         Registers ................................................. 243
   174, 221, 224, 228, 235, 236, 239
                                                                       Report Parameters Menu Bar.................. 219
Print & Book Entered Payables 9, 16, 17, 18,
   21, 23, 57, 151                                                     Require Password for A/P Invoice ........... 23

Print & Book Entered Payables Main Screen                              Require Password for Posting to Prior
   ............................................................. 178     Month/Year .......................................... 23

Print & Book Invoices ............................. 111                Require Profit Centers to Balance .......74, 77

Print & Book Payables .................... 120, 239                    Run in Use by Another Operator ............ 117

Print & Book Vendor Invoice.................. 114                      Run Number ..............................83, 117, 239

Print Checkbook .................................. 9, 269              Run Out of Balance ................................ 189

Print Entered Payables............................. 280                S

Print Inventory Adjustments Report .......... 21                       Sample

Print Invoices ......................... 16, 53, 65, 206                   Preliminary Check Register................ 175

Printer Errors ........................................... 189             Vendor Dictionary Report .................. 247

Process Month ......................................... 224                Vendor Listings .................................. 249

Profiles....................................................... 23     Sample .............................................247, 249

Profit Center ............................ 107, 161, 224               Sample Reports ....................................... 243

Purchase Order Cross Reference ....... 36, 149                         Selecting a Run ....................................... 117

Purchase Order Processing .............. 114, 206                      Selecting Payables .................................. 279

Purge Month ............................................ 236           S-order ........................................................ 5

Purging                                                                Source/Copy Menu Bar ............................ 41

    Old In-Transit Invoices ....................... 148                Sourcing Options ...................................... 41

Purging .............................................. 57, 148         Special Instructions................................. 195

R                                                                      Standard Due Date .................................. 170

Reconciling Checks and Bank Statements                                 Standard Terms ......................................... 47
  ............................................................. 281
                                                                       Standard, Discount.................................. 161



300
                                                                                                                              Index



Start Up Checklist ..................................... 27           111, 113, 122, 142, 149, 150, 153, 157,
                                                                      161, 164, 180, 186, 224, 239, 282, 284
Statement Date ........................................ 224
                                                                   Task 723 . 9, 16, 17, 18, 21, 23, 57, 104, 111,
Status Code .............................................. 224       114, 120, 131, 135, 151, 153, 157, 161,
                                                                     278
Status Date............................................... 224
                                                                   Task 724 ..... 9, 27, 47, 77, 92, 131, 166, 168,
STMT Date .............................................. 224         174, 177, 185, 189, 224, 261, 279, 282

Stock Receipt Errors .................................. 21         Task 725 . 9, 57, 77, 168, 174, 175, 178, 181,
                                                                     186, 187, 188, 221, 224, 228, 235, 236,
Stock Receipt Updates............................... 16              243, 279, 280

Stock Receipts Before Invoice Entry ........ 15                    Task 726 ..............................................9, 191

Stock Receipts from Foreign Vendors 18, 71,                        Task 727 ..........................................195, 249
   107, 114, 213, 258
                                                                   Task 728 ... 22, 150, 203, 206, 211, 224, 255,
T                                                                    258, 282, 284

Task 206 ............................................ 16, 288      Task 729 ................................................. 213

Task 401 .................................... 53, 113, 206         Task 730 ..........................................219, 269

Task 404 .............................. 17, 53, 113, 151           Task 731 ... 29, 31, 33, 36, 39, 41, 44, 47, 53,
                                                                     57, 59, 60, 65, 67, 69, 71, 77, 83, 85, 99,
Task 407 .................................................... 21     113, 114, 135, 161, 170, 195, 249, 273,
                                                                     275, 276, 282, 284, 291
Task 501 .................................................... 16
                                                                   Task 732 .. 23, 47, 73, 74, 144, 178, 187, 189
Task 703 .......................................... 104, 129
                                                                   Task 733 . 9, 77, 85, 144, 215, 221, 224, 228,
                                                                     231, 233, 236, 239, 281
Task 705 ...................... 23, 77, 228, 282, 284
                                                                   Task 801 . 31, 33, 36, 39, 41, 47, 60, 77, 114,
Task 706 .................................................... 16
                                                                     273, 276
Task 707 ............................................ 57, 236
                                                                   Task 804 ............................................53, 113
Task 711 .......................................... 282, 284
                                                                   Task 815 ......................23, 74, 144, 178, 228
Task 712 ...................... 29, 70, 135, 195, 235
                                                                   Task 911 ..................................287, 288, 291
Task 721 .............................................. 47, 85
                                                                   Tax ID ....................................................... 47
Task 7229, 16, 17, 18, 20, 23, 27, 47, 53, 57,
                                                                   Telephone Number ................................... 47
  65, 71, 77, 83, 85, 92, 96, 104, 106, 107,
                                                                   Terminal Zero ......................................... 288


                                                                                                                                301
Accounting Pro - Accounts Payable



Terms Codes .............................................. 47       Vendor Dictionary Report ...................... 247

Total Accounts Payable to Apply ............ 107                    Vendor File Maintenance ......................... 31

Total Dollars ............................................ 239      Vendor Header Information.................... 111

Total Order Value .................................... 151          Vendor Information .............................33, 47

Trade Payables .................................. 47, 113           Vendor Instruction Book .......................... 77

Trade Purchases ......................................... 29        Vendor Invoice Comments

Trade Purchases Account ........................ 282                   Adding ................................................ 138

Trade Purchases Variances .................. 19, 20                 Vendor Invoice Comments ..................... 138

Trade Vendors ........................................... 31        Vendor Invoice Error ................................ 19

Transaction Comment--Any .................... 239                   Vendor Invoice Header ....................107, 120

U                                                                   Vendor Invoice Header Information

Unbooked                                                               Entering .............................................. 111

    deleting ................................................ 120   Vendor Invoice Header Information ....... 111

    number ........................................ 104, 106        Vendor Invoice Header Screen ............... 110

Unbooked .... 9, 104, 106, 120, 211, 255, 291                       Vendor Invoice Index ............................. 291

Unbooked Invoice ................................... 123            Vendor Invoice Maintenance menu bar .. 138

Uncleared Receipts .................................... 14          Vendor Invoice Number ...83, 111, 117, 124,
                                                                      161
Use Fiscal Dates of In-Transit Invoices ... 77,
  107, 114                                                          Vendor Listings ...................................... 249

V                                                                   Vendor Nickname ................................... 247

Variance Accounts .................................... 71           Vendor Number ...................31, 85, 117, 247

Variance Report ....................................... 151         Vendor Payment Summary ....................... 57

Variance Report Rules............................. 156              VIP Vendor Code ..................................... 47

Vendor Comparison Screen....................... 60                  VISA® .................................................... 235

Vendor Dictionary ................. 9, 27, 191, 247                 Voided Checks .................................269, 281



302
                                                                                                                  Index



Voiding Checks ....................................... 226    Year-to-Date Payables Paid ...................... 85

W                                                             Z

Weighted Days .......................................... 83   Zero Dollar Checks ................................. 187

Y                                                             Zero Dollar Invoices ................................. 73

Year-to-Date Discounts Taken .................. 85            Zero Payables Run .................................... 65




                                                                                                                   303

				
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