Sample of Suspending Accounts

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					ACS Version 10 - Accounts Payable
                                                           Table Of Contents
1.   Accounts Payable ........................................................................................................................................................ 1
     Accounts Payable Overview .......................................................................................................................................... 1
     Accounts Payable Startup Outline ................................................................................................................................. 2
     Procedures Outline ........................................................................................................................................................ 2


2.   Customizing Program Defaults .................................................................................................................................. 5
     Understanding Accounts Payable Posting Month and Year .......................................................................................... 5
     Understanding Accounts Payable Setup ....................................................................................................................... 5
     Defining Accounts Payable Setup ................................................................................................................................. 6
     Understanding the Default Calculation Method ............................................................................................................. 6
     Understanding Fund Accounting ................................................................................................................................... 7
     Defining the General Ledger Interface........................................................................................................................... 7


3.   Customizing Lists ........................................................................................................................................................ 9
     Defining Vendor Types .................................................................................................................................................. 9
         Adding a Vendor Type............................................................................................................................................. 9
         Updating a Vendor Type ....................................................................................................................................... 10
         Deleting a Vendor Type......................................................................................................................................... 10
     Managing Lists used in Vendor Records ..................................................................................................................... 10
         Managing Vendor Lists.......................................................................................................................................... 10


4.   Adding Vendors ..........................................................................................................................................................11
     Adding New Vendors ................................................................................................................................................... 11
     Adding Vendors While Entering An Invoice ................................................................................................................. 12
     Managing Vendor Information ..................................................................................................................................... 12
     Updating a Vendor Record .......................................................................................................................................... 13
     Editing Vendors While Adding an Invoice.................................................................................................................... 13
     Deleting or Deactivating a Vendor ............................................................................................................................... 14


5.   Customizing Vendor Information ............................................................................................................................. 15
     Profile Information........................................................................................................................................................ 15
         Adding Vendor Profile Information ........................................................................................................................ 15
         Updating Profile Information.................................................................................................................................. 15
     Addresses.................................................................................................................................................................... 16
         ZIP Codes ............................................................................................................................................................. 16
         Adding Addresses ................................................................................................................................................. 16
         Updating Address Information............................................................................................................................... 17
         Deleting an Address .............................................................................................................................................. 17
     Phone Numbers........................................................................................................................................................... 18
         Adding Phone Numbers ........................................................................................................................................ 18
         Updating Phones/E-mail Information .................................................................................................................... 18
         Deleting a Phone Number or E-mail Address ....................................................................................................... 19
     E-mail Addresses......................................................................................................................................................... 19
         Adding E-mail Addresses ...................................................................................................................................... 19
         Setting the Primary or Mailing Address ................................................................................................................. 20
         Updating Phones/E-mail Information .................................................................................................................... 20
         Deleting a Phone Number or E-mail Address ....................................................................................................... 21
     Expense Account Information...................................................................................................................................... 21
         Adding Expense Account Information ................................................................................................................... 21
         Updating Expense Account Information ................................................................................................................ 21
     Comments ................................................................................................................................................................... 22
         Adding Comments................................................................................................................................................. 22
         Updating Comments.............................................................................................................................................. 22



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ACS Version 10 - Accounts Payable



     Contacts....................................................................................................................................................................... 23
        Adding Contacts .................................................................................................................................................... 23
        Setting the Primary Contact .................................................................................................................................. 23
        Updating Contact Information................................................................................................................................ 24
        Deleting a Contact................................................................................................................................................. 24
     Payment Type Information........................................................................................................................................... 24
        Adding Payment Type Information ........................................................................................................................ 24
        Entering Direct Payment Information for a Specific Vendor .................................................................................. 25
        Updating Payment Type Information..................................................................................................................... 25


6.   Invoices ...................................................................................................................................................................... 27
     Memorizing Invoices .................................................................................................................................................... 27
         Memorizing A Previously Entered Invoice............................................................................................................. 27
         Entering Vendor and Payment Information on a Memorized Invoice.................................................................... 28
         Editing a Memorized Invoice from the Invoice Calendar ....................................................................................... 29
     Scheduling Invoices..................................................................................................................................................... 29
         Scheduling Memorized Invoices............................................................................................................................ 29
         Adjusting the Number of Payments....................................................................................................................... 30
         Changing the Scheduled Invoice Due Date .......................................................................................................... 31
         Removing the Scheduled Date from an Invoice .................................................................................................... 31
         Editing a Scheduled Invoice .................................................................................................................................. 32
     Creating Memorized Invoices ...................................................................................................................................... 32
         Understanding Invoice Frequencies...................................................................................................................... 32
         Adding Memorized Invoices .................................................................................................................................. 33
         Entering Disbursement Information....................................................................................................................... 34
         Editing a Memorized Invoice ................................................................................................................................. 35
         Deleting a Memorized Invoice ............................................................................................................................... 35
         Viewing a Memorized Invoice................................................................................................................................ 36
     Entering Invoices ......................................................................................................................................................... 36
         Understanding Partial Payment............................................................................................................................. 36
         Adding An Invoice ................................................................................................................................................. 36
         Entering Disbursement Information....................................................................................................................... 37
         Creating an Invoice from a Purchase Order.......................................................................................................... 38
         Deleting Invoice Distributions ................................................................................................................................ 38
         Disbursing to Multiple Accounts ............................................................................................................................ 39
         Entering Disbursement Information....................................................................................................................... 40
         Editing an Invoice .................................................................................................................................................. 41
         Editing an Invoice from the Pay Invoices Window ................................................................................................ 41
         Deleting an Invoice................................................................................................................................................ 42
         Setting Partial Payment Amounts on Posted Invoices .......................................................................................... 42
         Reviewing Invoices................................................................................................................................................ 43
         Posting Invoices .................................................................................................................................................... 46
         Suspending Invoices ............................................................................................................................................. 47
         Completing Invoices .............................................................................................................................................. 49
         Voiding Invoices .................................................................................................................................................... 50
     Generating Invoices..................................................................................................................................................... 53
         Creating an Invoice from a Memorized Invoice..................................................................................................... 53
         Creating an Invoice from a Memorized Invoice..................................................................................................... 53
         Generating Multiple Invoices from Memorized Invoices........................................................................................ 53
         Generating Multiple Invoices from the Invoice Calendar....................................................................................... 55
         Generating New Invoices from Memorized Invoices ............................................................................................. 56
         Creating an Invoice from a Memorized Invoice in Add/Edit Invoices .................................................................... 56


7.   Checks ........................................................................................................................................................................ 57
     Resetting the Check Lock............................................................................................................................................ 57
     Understanding Check Memo Options.......................................................................................................................... 57
     Printing Checks............................................................................................................................................................ 58



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           Starting a Check Run ............................................................................................................................................ 58
           Printing the Cash Requirements Report ............................................................................................................... 59
           Editing Checks on the Pay Invoices — Checks Tab ............................................................................................... 60
           Printing a Sample Check....................................................................................................................................... 60
           Printing Checks and Posting to the General Ledger ............................................................................................. 61
           Printing the Check Proof List................................................................................................................................. 62
           Printing the Check Register Report....................................................................................................................... 62
       Issuing Checks ............................................................................................................................................................ 63
           Issuing Checks ...................................................................................................................................................... 63
           Issuing a Handwritten Check for a New Invoice in an Accrual Environment......................................................... 64
           Issuing a Handwritten Check for an Unpaid Invoice ............................................................................................. 65
           Issuing a Handwritten Check for a New Invoice in a Cash Basis Environment .................................................... 65
           Issuing a Printed Check for a New Invoice in an Accrual Environment ................................................................ 66
           Issuing a Printed Check for a New Invoice in a Cash Basis Environment ............................................................ 67
           Issuing Printed Checks for an Unpaid Invoice ...................................................................................................... 67
       Voiding Checks............................................................................................................................................................ 68
           Finding a Check in the Void Checks Window ....................................................................................................... 68
           Voiding a Check .................................................................................................................................................... 68
           Clearing the Check Run ........................................................................................................................................ 69
           Voiding a Check in Accounts Payable .................................................................................................................. 70
       Reprinting Checks ....................................................................................................................................................... 70
           Reprint Checks Option .......................................................................................................................................... 70
       ACH Payments ............................................................................................................................................................ 71
           Creating an ACH Transmission File ...................................................................................................................... 71
           Creating a Direct Payment Prenotification File ..................................................................................................... 71


8.     Invoice and Check Inquiry ........................................................................................................................................ 73
       Setting Filter Options ................................................................................................................................................... 73
       Customizing the Invoice Display.................................................................................................................................. 74
       Viewing Invoice Information from the Inquiry Window ................................................................................................. 74
       Viewing Check Information from the Inquiry Window .................................................................................................. 75
       Viewing Totals from the Inquiry Window...................................................................................................................... 75
       Finding a Check Using the Find Option ....................................................................................................................... 76
       Finding an Invoice Using the Find Option.................................................................................................................... 77
       Year-to-Date Check Totals .......................................................................................................................................... 77


9.     Reports ....................................................................................................................................................................... 79
       Customizing YTD Purchases List Report Dates .......................................................................................................... 79
       Customizing and Printing Labels ................................................................................................................................. 79
       Customizing Accounts Payable Reports on the Options Tab ...................................................................................... 80
       Customizing Reports in Report Options ...................................................................................................................... 81
       Customizing Reports on the Vendor Search Tab ........................................................................................................ 81
       Viewing a List of Accounts Payable Lists Reports....................................................................................................... 81
       Viewing a List of Available Labels ............................................................................................................................... 82
       Viewing a List of Accounts Payable Journals .............................................................................................................. 83
       Printer Setup ................................................................................................................................................................ 85
       Customizing and Printing Labels ................................................................................................................................. 85
       Printing Rolodex Cards................................................................................................................................................ 86


10. Period End.................................................................................................................................................................. 87
       Closing the Month........................................................................................................................................................ 87
       Entering 1099 Adjustments.......................................................................................................................................... 87
       Period End Reports ..................................................................................................................................................... 89
           1099 Options ......................................................................................................................................................... 89
           1099 Setup Options............................................................................................................................................... 89
           1099 Preview Options ........................................................................................................................................... 90
           Printing 1099 Forms .............................................................................................................................................. 90



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ACS Version 10 - Accounts Payable



             1096 Fields............................................................................................................................................................ 91
             Printing the 1096 ................................................................................................................................................... 91


11. Glossary ..................................................................................................................................................................... 93


12. Index ......................................................................................................................................................................... 101




vi
                                                       Accounts Payable

Accounts Payable Overview
            The ACS Accounts Payable module is designed to automate the accounts
            payable process for your organization. The following are just a few of the many
            features in the Accounts Payable module:
                •   ACS can process regular, recurring or one-time invoices. The user can
                    set up the parameters (number of payments, etc.) and include one,
                    some, or all recurring invoices in the current check printing.
                •   You can print reports at any time, showing the status of payables and
                    payable cash requirements.
                •   You can print checks at any time. Functions are included to handle the
                    issuing or voiding of system-issued or manually-written checks.
                •   In addition to the automatic printing of checks by due date, ACS also
                    provides a method for suspending or forcing the payment of any
                    invoice, regardless of due date.
                •   The Account Payable module is interfaced with the ACS General
                    Ledger module so that entries are made automatically.
                •   Interchangeable checks are available from ACS.
                •   You can schedule memorized invoices to become due on specific dates.
                •   The Accounts Payable module interfaces with the Purchase Orders
                    Module. You can create an Accounts Payable invoice from a purchase
                    order in the Purchase Orders module.
                •   You can generate 1099 forms. If you begin using the Account Payable
                    module after the beginning of the year, you can use the 1099
                    Adjustments utility to add accumulated totals for each 1099.




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ACS Version 10 - Accounts Payable




Accounts Payable Startup Outline
                     Before you begin using the Accounts Payable module, follow these startup
                     procedures.

                     Startup Procedures
                         1. Enter your site information. You can enter your site information in
                             Admin Utilities>Site/Account Information.
                          2. Define Accounts Payable Setup.
                          3. Define the General Ledger Interface.
                          4. Set up Vendor Types in Define Lists.
                          5. Set up Invoice Frequencies in Define Lists.
                          6. Accrual Basis Only: If you are setting up an accrual system, add
                             accrual accounts for each fund in Add/Edit Chart of Accounts in
                             General Ledger.
                          7. Tracking Discounts Only: If you want to track discounts, add
                             Discounts Taken Accounts for each fund in Add/Edit Chart of
                             Accounts in General Ledger.
                          8. Fund Accounting Only: If you are setting up fund accounting, define
                             an A/P Accrual Account and a Discounts Account for each fund in
                             General Ledger Define Lists.
                          9. Add all necessary vendors in Add/Edit Vendors.
                          10. Optional:
                          11. Optional:Enter all 1099 totals for each vendor using the 1099 & YTD
                              Adjustments option under the Period End Procedures tab under
                              Manage Records.


Procedures Outline
                     Daily/weekly procedures:
                          1. Add any new vendors.
                          2. Add any new memorized invoices.
                          3. Schedule memorized invoices as desired.
                          4. Enter any new invoices.
                          5. Print the invoice proof list to check the accuracy of invoices entered.
                          6. Correct invoices, if necessary.
                          7. Post invoices.

                     Check printing procedures:
                          1. Optional: Print the Cash Requirements report.
                          2. Suspend, force or change invoice dates, if necessary.
                          3. Start the Check Run.


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                                                                Accounts Payable



   4. Print the Check Proof List to check the accuracy of check information
      prior to printing.
   5. Print Checks and post them to the General Ledger.
   6. Post any handwritten checks to the General Ledger or issue printed
      checks "on the fly" as needed.
   7. Create an ACH Transmission file.
   8. Print the Check Register report.

Month-end procedures:
                           Backup and keep a copy of your data
                           each month. Be certain not to overwrite
                           the previous month's data so that at the
                           end of the year you have an accurate
        CAUTION
                           record of the year's activities (with
                           twelve separate months of data).

   1. Enter any remaining invoices for the month.
   2. Post remaining invoices for the month.
   3. Print all reports that you need.
   4. Backup all financial data files.
   5. Close out the month.

Year-end procedures:
   1. Finish all daily/weekly, month-end, and quarter-end procedures.
   2. Back up all financial data files.
   3. Print 1099's.
                       In the Accounts Payable module, there is not
                       an option to close the year. Once you close
         Note          your last month of the current fiscal year, you
                       are working in the new fiscal year.




                                                                              3
                              Customizing Program Defaults

Understanding Accounts Payable Posting Month and Year
            The AP posting month and year is defined on the AP Setup tab in Accounts
            Payable Setup. These dates are the period to which transactions originating
            from Accounts Payable are posted. You can make the Current AP Month and
            the Current AP Year different from the G/L Period.
            Checks which are printed and posted to the general ledger are posted to the
            month in which they originate from Accounts Payable. Therefore, balances in
            the general ledger do not reflect these payments until the current month and
            current year in the General Ledger module matches the date of the Accounts
            Payable transactions.
            Example: Your current AP month is October. The G/L Period is September.
            You have issued a check in AP for $176.00. The Accounts Payable invoice is
            posted and paid, but the general ledger balance is not affected. When the G/L
            Period reaches October, the $176.00 is deducted from the checking account.


Understanding Accounts Payable Setup
            Use Accounts Payable Setup to configure default program settings.
                Warn on Duplicate Invoice Numbers — Select to receive a warning
                message when a duplicate invoice number is entered.
                Current AP Month — Select the current accounts payable month. Click
                the down arrow to select a month from the drop-down list.
                Current AP Year — Select the current accounts payable year. Click the
                down arrow to select a year from the drop-down list.
                Prompt to void invoices when void check — Select to receive a prompt
                to void the invoices associated with the check when voiding checks.




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ACS Version 10 - Accounts Payable



                           Print Invoice Detail on Vendor Check Stub — Select to print the
                           invoice account distribution on the vendor's check stub.
                           Check Layout Design — Click to access the Check Layout Design
                           feature.


Defining Accounts Payable Setup
                     Use the Accounts Payable Setup to configure settings in Accounts Payable that
                     make processing transactions easier and quicker. Indicate whether or not you
                     want to receive a warning message when a duplicate invoice number is entered.

                     To define Accounts Payable setup
                        1. Under AdvancedTools, click the Settings tab.
                          2. In the drop-down list, select AccountsPayable.

                          3. Click Go     .
                          4. You can choose to receive a warning message when a duplicate invoice
                             number is entered. To select this option, click
                             WarnonDuplicateInvoiceNumbers.
                          5. Select the current month for accounts payable. Click the down arrow to
                             select a month in the drop-down list.
                          6. Select the current year for accounts payable. Click the down arrow to
                             select a year in the drop-down list.
                          7. When you void a check, you can choose to receive a prompt to void
                             invoices associated with the check. To select this option,
                             clickPrompttovoidinvoiceswhenvoidcheck.
                          8. You can choose to print the invoice account distribution on the
                             vendor's check stub. To select this option, click
                             PrintInvoiceDetailonVendorCheckStub.
                          9. Click OK.


Understanding the Default Calculation Method
                     By default, ACS calculates year-to-date (YTD) totals based upon the following
                     (which you can change if necessary by entering different dates):
                          •   If you are operating on a fiscal year, totals are calculated beginning
                              from the first day of the fiscal year (MM/01/20XX) to the last day of
                              the current month in Accounts Payable.
                          •   If you are operating on a calendar year, totals are calculated beginning
                              from the first day of the calendar year (01/01/20XX) to the last day of
                              the current month in Accounts Payable.
                          •   By default, all 1099 amounts are calculated beginning from the first day
                              of the calendar year (01/01/20XX) to the last day of the current month
                              in Accounts Payable.




6
                                                                  Customizing Program Defaults




Understanding Fund Accounting
             Fund accounting properties
             If you have different funds set up in General Ledger, you can select the Enable
             Fund Accounting option on the G/L Interface tab in General Ledger Setup.
             When Enable Fund Accounting is selected, the following is true:
                 •   Default checking accounts that display are based upon the checking
                     account for each fund. Default checking accounts are set up in the
                     General Ledger module in Define Lists>Add/Edit Funds.
                 •   (Applicable for Accrual Basis only) Account distributions for invoices
                     are placed in the appropriate Accrual account that is defined from each
                     fund. Accrual accounts for each fund are defined in the General Ledger
                     module in Define Lists>Add/Edit Funds.
                 •   If you select the Track Discounts Taken option, discounts for
                     account distributions are placed in the appropriate Discount account
                     that is defined for each fund.
                                     If you do not have funds set up in General
                                     Ledger, ACS Technologies recommends that
                                     you do not select the Enable Fund
                                     Accounting option. Instead, define the
                        Note         default Accounts Payable Checking Account,
                                     Accrual Account, and Discounts Taken
                                     Account on the G/L Interface tab in General
                                     Ledger Setup.

             Fund accounting invoice distribution
             When distributing an invoice to different funds, ACS displays the checking
             account for each expense account (as defined by which fund the account is
             assigned to). You can distribute to different funds, as long as the checking
             accounts are assigned to the same bank account.


Defining the General Ledger Interface
             The G/L Interface tab in Accounts Payable Setup is used to configure
             Accounts Payable on an accrual or cash basis and to define the default settings
             which are used to interface with General Ledger.
             If you choose to operate on an accrual basis, you must select the Track
             Discounts Taken option and identify a default accrual transaction source.
             However, if you choose to operate on a cash basis, setting up a Discounts
             Taken account is optional.
             If you select the Enable Fund Accounting option, the following fields are
             disabled:
                 •   Default A/P Checking Account
                 •   Default Accrual Account
                 •   Default Discounts Taken Account


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ACS Version 10 - Accounts Payable



                     To define the general ledger interface
                        1. Under Advanced Tools, click the Settings tab.
                          2. In the drop-down list, select Accounts Payable.

                          3. Click Go     .
                          4. Click the G/L Interface tab.
                          5. Select an Accounts Payable Mode.
                          6. Optional: To allow the use of different checking accounts for different
                             funds, select Enable Fund Accounting.
                          7. Select a Default A/P Check Source. Click the down arrow to select a
                             transaction source in the drop-down list.

                          8. Enter a Default A/P Checking Account.Click Lookup            to select
                             an account in the Account Lookup window.
                          9. For accrual basis accounting only: Select a Default Accrual Source.
                             Click the down arrow to select a transaction source in the drop-down
                             list.
                          10. For accrual basis accounting only: Enter a Default Accrual
                              Account. Click Lookup       button to select an account in the Account
                              Lookup window.
                          11. To maintain discounts in a separate account, select the Track
                              Discounts Taken option.

                          12. Enter a Default Discounts Taken Account.Click Lookup            to
                              select an account in the account Lookup window.
                          13. Click OK.




8
                                                             Customizing Lists

Defining Vendor Types
Adding a Vendor Type
               The vendor type allows you to categorize vendors by description. For example,
               you can use the description of Utility for all utility companies that you use, such
               as phone, water, electricity, and natural gas. Once you assign the vendor type to
               vendors, you can group vendors by type in the vendor list to help you find
               vendors easier.

               To add a vendor type
                  1. Under Advanced Tools, click the Define Lists tab.
                   2. In the list, select Accounts Payable.

                   3. Click Go      .
                   4. Under Available Lists, select Vendor Types.
                   5. Click Add.
                   6. Enter a description for the type of vendor.
                   7. Optional: Select the Active check box to display the appropriate
                      status. The available statuses are:
                            •   Active
                            •   Not active
                   8. Optional: To add another vendor type, select Add Another.
                   9. Click OK.
                   10. Optional: To print a Vendor Type List report, click Print.




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ACS Version 10 - Accounts Payable



Updating a Vendor Type
                     When editing a vendor type, the vendor records are updated also. If you change
                     the type status to inactive, the vendor type remains attached to any vendor to
                     which it is assigned.

                     To change a vendor type
                        1. Under Advanced Tools, click the Define Lists tab.
                          2. In the list, select, Accounts Payable.

                          3. Click Go     .
                          4. Under Available Lists, select Vendor Types.
                          5. Select thevendor type that you want to update, and click Edit.
                          6. Enter the revised information, and click OK.


Deleting a Vendor Type
                     If a vendor type is assigned to vendors, ACS alerts you that the type is assigned
                     to vendors and issues a prompt to clear the type from all vendors. You can
                     select to continue or cancel at that time.

                     To delete a vendor type
                        1. Under Advanced Tools, click the Define Lists tab.
                          2. In the list, select Accounts Payable.

                          3. Click Go     .
                          4. Select the vendor type you want to delete, and click Delete.
                          5. Click Yes to the confirmation message.


Managing Lists used in Vendor Records
Managing Vendor Lists
                     You can change or remove an item in any of the lists you defined for use in the
                     vendor file. However, keep in mind that Vendor Type is the only list that is
                     unique to vendors. All of the other lists are also used in the other Financial Suite
                     modules.
                     When you make a change to the Other lists, the change affects any record with
                     the item assigned to it. For example, you add an address type named Business,
                     and you assign this address type to contacts in the Accounts Receivable module.
                     You decide to change the description of Business to Street for use in your vendor
                     records. All of the contacts in Accounts Receivable with an address type of
                     Business also change to Street.




10
                                                           Adding Vendors

Adding New Vendors
           Vendors are companies or individuals with whom you do business. Some
           vendors may provide a service for you, such as lawn care or payroll processing.
           Other vendors may provide supplies for you such as office equipment or robes
           for the choir. Your utility companies are vendors as well. Make it a habit to
           enter anyone in the Vendor file that you pay for services rendered.
           Prior to entering vendors, you need to set up your vendor types in Define Lists.
           If you need help with setting up the vendor types, see Adding a Vendor Type.
           If an individual has a record in ACS, you can select the individual's name in the
           Global Name List to quickly add the vendor record type. Using the record in
           the Global Name List speeds up your data entry by copying personal
           information, such as address, phone number, e-mail address, and social security
           number. Besides saving you a great deal of time entering duplicate information,
           it prevents you from inadvertently adding a duplicate record. Once the vendor
           record is created, you can add any additional information to each tab that is
           necessary to complete the record.
           If a vendor is not an individual, make sure to select the Company check box in
           the Name Information area. Enter the company name in the Last Name
           field, and leave the First Name and Middle fields blank. When searching for
           vendors, search in the Last Name field to include all vendors.
           In General Ledger Setup, the format of the display name is defined. All names
           throughout the Financial Suite display in the defined format. This includes
           reports, both preview and print, and ACS grids. If you want to change the way a
           particular name displays, select the Retain check box in the Name
           Information area and enter the name in the new format.

           To add a vendor
              1. Under Manage Records, click the Records tab.
               2. In the drop-down list, select Add/Edit Vendors.


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ACS Version 10 - Accounts Payable




                          3. Click Go     .
                          4. Click Add.
                          5. Enter information in the appropriate fields under Name Information.
                             For more information on these fields, see Understanding Name
                             Information.
                          6. Enter the information in the appropriate fields on each tab. For
                             information on each tab, see Getting an Overview of the Add Vendor
                             Window.
                          7. Click OK.

                     To add a vendor from the global name list
                        1. Under Manage Records, click the Records tab.
                          2. In the drop-down list, select Add/Edit Vendors.

                          3. Click Go     .
                          4. Click Add.

                          5. In the Last Name field, click Lookup      and select a record in the
                             Global Name List.
                          6. Click OK.
                          7. Enter the information in the appropriate fields on each tab. For more
                             information about each tab, see Getting an Overview of the Add
                             Vendor Window.
                          8. Click OK.


Adding Vendors While Entering An Invoice
                     In the Accounts Payable module, you can add vendors while entering invoices.

                     To add a vendor while entering an invoice
                          1. In the Accounts Payable Add Invoice window, click       button in the
                             Vendor Code field.
                          2. Click Add.
                          3. Beginning with step #5, follow the steps in the topic named Adding
                             Vendors.


Managing Vendor Information
                     You can print, change, or delete vendor information at any time. You can
                     change which address is global, and which is the primary, or mailing address.
                     You can add a new phone number or e-mail address for the vendor or a
                     contact. You can delete a contact and add a new one. On the accounts tab, you
                     can change the general ledger account number for the vendor, or change the
                     setting for the memo. If the vendor decides to use the Automated Clearing
                     House (ACH) for receiving payment, you can add the ACH information on the



12
                                                                               Adding Vendors



            Payment tab. All of these actions are part of updating a vendor's record even
            though you are adding new information to an existing record.
            If you delete an existing vendor record, you are updating the record also.
            Deleting a vendor record removes the record from the global name list, which
            updates the global name list. Deactivating a vendor is a record update also.
            You can print a list all vendors, a range of vendors, or information for one
            vendor.


Updating a Vendor Record
            If you change the 1099 option for a vendor with invoices in ACS, a message
            displays when you click OK. You must choose one of the following:
                 Yes — changes the 1099 flag on all invoices for the vendor to match the
                 new 1099 setting
                 No — leaves the 1099 setting unchanged
                 Cancel — cancels the changes you entered on the vendor's record

            To change vendor record
               1. Under Manage Records, click in the Enter Name field, and enter the
                   company name or the individual's last name.
                2. Press ENTER.
                3. If necessary, select the correct record in the Find Individual window,
                   then click Use Selected. If multiple records exist for the individual,
                   select the correct record type in the list, then click OK.
                4. Click any tab and enter the revised information.
                5. Click OK.


Editing Vendors While Adding an Invoice
            In Accounts Payable, you can edit vendors while entering invoices.

            To edit a vendor while entering an invoice
               1. Under Manage Records, click the Transactions tab.
                2. In the drop-down list, select Accounts Payable Invoices.

                3. Click Go      .
                4. Click Add/Edit Invoices.
                5. Click Add.
                6. In the Vendor Code field, click Lookup        .
                7. Select the vendor and click Edit.
                8. Enter the necessary information.
                9. Click OK.




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ACS Version 10 - Accounts Payable




Deleting or Deactivating a Vendor
                     You can only delete a vendor if the vendor has had no transactions in the
                     current year. If you cannot delete a vendor, but still want the vendor removed
                     from your list of active vendors, you can deactivate the vendor record instead.

                     To delete or deactivate a vendor record
                        1. Under Manage Records, click the Records tab.
                          2. In the drop-down list, select Add/Edit Vendors.

                          3. Click Go     .
                          4. Select the vendor's record that you want to delete or deactivate.
                          5. If deactivating the record, click Edit. If deleting the record, go to step
                             #7.
                          6. Under Name Information, clear the Active check box. This is the last
                             step for deactivating a vendor record.
                          7. Click Delete.
                          8. Click Yes to the confirmation message.




14
                               Customizing Vendor Information

Profile Information
Adding Vendor Profile Information
                If the vendor is to receive a 1099 at year-end, you can mark the vendor as a
                1099 vendor on the Profile tab.
                The vendor's contact information displays on the Profile tab so you can access
                this information quickly.

                To add profile information
                   1. Under Manage Records, click in the Enter Name field and enter the
                       company name or the individual's last name.
                    2. Press ENTER.
                    3. If necessary, select the correct record in the Find Individual window,
                       then click Use Selected. If multiple records exist for the individual,
                       select the correct record type in the list, then click OK.
                    4. Click the Profile tab.
                    5. Enter the vendor information. For information on these fields, see
                       Getting an Overview of the Vendor Profile Tab.
                    6. Click OK.


Updating Profile Information
                You can change the vendor information on the profile tab in the vendor's
                record at any time.

                To change the profile information
                   1. Under Manage Records, click in the Enter Name field and enter the
                       company name or the individual's last name.
                    2. Press ENTER.


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ACS Version 10 - Accounts Payable



                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Profile tab.
                          5. Enter the revised information, and click OK.


Addresses
ZIP Codes
Adding a ZIP Code
                     Use this procedure to add a ZIP Code when you are adding a vendor in the
                     Accounts Payable module or adding a customer in the Accounts Receivable
                     module.

                     To add a ZIP Code
                        1. In the ZIP Code field, click Lookup          .
                          2. Click Add.
                          3. Enter the city.
                          4. Enter the two-letter state abbreviation.
                          5. Enter the ZIP Code.
                          6. If you are not entering a United States ZIP Code, clear the USA ZIP
                             option.
                          7. Enter the country. If you do not clear the USA ZIP option, the
                             Country option is not available.
                          8. Click OK.


ZIP Code Lookup

                     To search for a ZIP code
                          1. Click Lookup      .
                          2. Click in the field that you want to search.
                          3. Begin typing your search criteria. ACS performs the search as you type.
                          4. When the record you want is highlighted, click OK.


Adding Addresses
                     You can add as many addresses to a record as you need and assign an address
                     type to help differentiate between multiple addresses. However, if the individual
                     has more than one record type in ACS, you need to add the address only once.
                     Each address displays on all record types for the individual.
                     If the individual has more than one address, you can select one as the global
                     address. You can assign the global setting to only one address for the individual.



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                                                                  Customizing Vendor Information



               If you want to clear the setting from an address, you must assign the global
               setting to another address. The global address displays in the Global Name List.

               To add an address
                  1. Under Manage Records, in the Enter Name field, enter the company
                      name or individual's last name.
                   2. Press ENTER.
                   3. If necessary, select the correct record in the Find Individual window,
                      then click Use Selected. If multiple record types exist for the
                      individual, select the correct record type in the list, then click OK.
                   4. Click the Addresses tab.
                   5. Click Add.
                   6. In the Address Type list, select a description for the address you are
                      entering.
                   7. If you want to make this the global address for the individual's record,
                      select the Global check box.
                   8. Enter the address information in the appropriate fields. For
                      information on these fields, see Understanding Address Information.
                   9. Click OK.


Updating Address Information
               You can change or remove the address information for a vendor or an
               individual at any time. You can also change the primary or mailing address
               whenever necessary.

               To change the address information for an individual or vendor
                  1. Under Manage Records, click in the Enter Name field, and enter the
                      company name or the individual's last name.
                   2. Press ENTER.
                   3. If necessary, select the correct record in the Find Individual window,
                      then click Use Selected. If multiple records exist for the individual,
                      select the correct record type in the list, then click OK.
                   4. Click the Addresses tab.
                   5. Select the address that you want to change, and click Edit.
                   6. Click in the address field and enter the revised information.
                   7. Click OK.
                   8. Repeat steps 5–7 for each address that you want to change.


Deleting an Address
               You can remove the address information for an individual or a vendor at any
               time.




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                     To delete an address
                        1. Under Manage Records, click in the Enter Name field, and enter the
                            company name or the individual's last name.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Addresses tab.
                          5. Select the address that you want to remove, then click Delete.
                          6. Click Yes to the confirmation message.


Phone Numbers
Adding Phone Numbers
                     You can add as many phone numbers to a record as you need and assign a type
                     to each one to help differentiate between multiple phone numbers. However, if
                     the individual has more than one record type in ACS (for example, vendor,
                     customer, contact, or employee), you need to add a phone number only once.
                     Each one displays on all record types for the individual.

                     To add a phone number
                        1. Under Manage Records, in the Enter Name field, enter the company
                            name or the individual's last name.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Phones/E-mail tab.
                          5. Under Phones, click Add.
                          6. In the Phone Typelist, select a description for the phone number you
                             are entering.
                          7. Enter the phone number information. For information on these fields,
                             see Understanding Phone Fields.
                          8. Click OK.


Updating Phones/E-mail Information
                     You can change a phone number or e-mail address on a vendor's or individual's
                     record at any time. You can also change the primary phone number and e-mail
                     address for the record.

                     To change a phone number or e-mail address
                        1. Under Manage Records, click in the Enter Name field and enter the
                            company name or the individual's last name.
                          2. Press ENTER.


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                                                                  Customizing Vendor Information



                   3. If necessary, select the correct record in the Find Individual window,
                      then click Use Selected. If multiple records exist for the individual,
                      select the correct record type in the list, then click OK.
                   4. Click the Phones/E-mail tab.
                   5. Select the phone number or e-mail address that you want to change,
                      then click Edit.
                   6. Enter the revised information, and click OK.


Deleting a Phone Number or E-mail Address
               You can remove a phone number or e-mail address from a vendor's or
               individual's record at any time.

               To delete a phone number or an e-mail address
                  1. Under Manage Records, click in the Enter Name field and enter the
                      company name or the individual's last name.
                   2. Press ENTER.
                   3. If necessary, select the correct record in the Find Individual window,
                      then click Use Selected. If multiple records exist for the individual,
                      select the correct record type in the list, then click OK.
                   4. Click the Phones/E-mail tab.
                   5. Select the phone number or e-mail address that you want to remove,
                      then click Delete.
                   6. Click Yes to the confirmation message.


E-mail Addresses
Adding E-mail Addresses
               You can add as many e-mail addresses to a record as you need and assign a type
               to each one to help differentiate between multiple e-mail addresses. However, if
               the individual has more than one record type in ACS (for example, vendor,
               customer, contact, or employee), you only need to add an e-mail address once.
               Each one displays on all record types for the individual.

               To add e-mail addresses
                  1. Under Manage Records, in the Enter Name field, enter the company
                      name or the individual's last name.
                   2. Press ENTER.
                   3. If necessary, select the correct record in the Find Individual window,
                      then click Use Selected. If multiple records exist for the individual,
                      select the correct record type in the list, then click OK.
                   4. Click the Phones/E-mail tab.
                   5. Under E-mail Addresses, click Add.
                   6. In the E-mail Type list, select a description for the e-mail address you
                      are entering.


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                          7. Enter the e-mail address information. For information on these fields,
                             see Understanding E-mail Address Fields.
                          8. Click OK.


Setting the Primary or Mailing Address
                     You can select one primary and one mailing address for each vendor. The
                     primary address and the mailing address can be the same, or they can be
                     different. You can set one as the street address and set the other as the post
                     office box. You can also select which address type to print on reports and
                     labels.

                     To set the primary or mailing address
                        1. Under Manage Records, click in the Enter Name field and enter the
                             company name or the individual's last name.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Addresses tab.
                          5. Under Active Addresses, make the following selections:
                                    •   Click in the Primary list and select a description.
                                    •   Click in the Mailing list and select a description.
                          8. Click OK.




Updating Phones/E-mail Information
                     You can change a phone number or e-mail address on a vendor's or individual's
                     record at any time. You can also change the primary phone number and e-mail
                     address for the record.

                     To change a phone number or e-mail address
                        1. Under Manage Records, click in the Enter Name field and enter the
                            company name or the individual's last name.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Phones/E-mail tab.
                          5. Select the phone number or e-mail address that you want to change,
                             then click Edit.
                          6. Enter the revised information, and click OK.




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                                                                  Customizing Vendor Information



Deleting a Phone Number or E-mail Address
               You can remove a phone number or e-mail address from a vendor's or
               individual's record at any time.

               To delete a phone number or an e-mail address
                  1. Under Manage Records, click in the Enter Name field and enter the
                      company name or the individual's last name.
                   2. Press ENTER.
                   3. If necessary, select the correct record in the Find Individual window,
                      then click Use Selected. If multiple records exist for the individual,
                      select the correct record type in the list, then click OK.
                   4. Click the Phones/E-mail tab.
                   5. Select the phone number or e-mail address that you want to remove,
                      then click Delete.
                   6. Click Yes to the confirmation message.


Expense Account Information
Adding Expense Account Information
               You can save time when you are entering invoices by assigning a general ledger
               expense account to a vendor's record. When you select the vendor for an
               invoice, the expense account is automatically assigned to the invoice. If
               necessary, you can change the expense account on the invoice.

               To add expense account information
                  1. Under Manage Records, click in the Enter Name field and enter the
                      company name or the individual's last name.
                   2. Press ENTER.
                   3. If necessary, select the correct record in the Find Individual window,
                      then click Use Selected. If multiple records exist for the individual,
                      select the correct record type in the list, then click OK.
                   4. Click the Accounts tab.
                   5. Enter the expense account information. For information on these
                      fields, see Getting an Overview of the Accounts Tab.
                   6. Click OK.


Updating Expense Account Information
               You can change the expense account assigned to a vendor at any time. Some
               reasons to change the expense account are:
                   •   You decided to charge expenses for the vendor to a different account
                   •   You discovered the wrong account was assigned to the vendor.

               To change the expense account information




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ACS Version 10 - Accounts Payable



                          1. Under Manage Records, click in the Enter Name field, and enter the
                             company name, or the individual's last name.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Accounts tab.
                          5. Enter the revised information, and click OK.


Comments
Adding Comments
                     You can add comments to a vendor's record and assign a description to indicate
                     the comment type. You can also designate a comment as the key comment for
                     the record. If you include comments in the ACS grid, the key comment displays.

                     To add comments to a record
                        1. Under Manage Records, in the Enter Name field, enter the company
                            name or the individual's last name.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Comments tab.
                          5. Click Add.
                          6. Enter the comment information. For information on these fields, see
                             Understanding Comment Fields.
                          7. Click OK.


Updating Comments
                     You can update a comment for a vendor or an individual at any time. You can
                     also change which comment is the key comment.

                     To change a comment
                        1. Under Manage Records, click in the Enter Name field, and enter the
                            company name or the individual's last name.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Comments tab.
                          5. Select a comment, and click Edit.
                          6. Enter the revised information, and click OK.


22
                                                                     Customizing Vendor Information




Contacts
Adding Contacts
                  You can add contacts to the vendor's or employee's record and select a
                  description for the contact type. There is no limit to the number of contacts you
                  can add to a vendor or individual. The first contact you add is considered the
                  primary contact for both vendors and individuals. For employees, the first
                  contact you add is also considered the emergency contact. For information on
                  setting these fields, see Setting the Primary and Emergency Contacts.

                  To add contacts
                     1. Under Manage Records, in the Enter Name field, enter the company
                         name or the individual's last name.
                      2. Press ENTER.
                      3. If necessary, select the correct record in the Find Individual window,
                         then click Use Selected. If multiple records exist for the individual,
                         select the correct record type in the list, then click OK.
                      4. Click the Contacts tab.
                      5. Click Add.
                      6. Enter the name information for the contact. For information on these
                         fields, see Understanding Name Information.
                      7. In the Type list, select a description for the contact person.
                      8. Click a tab, then click Add. Enter the information for each tab. For
                         more information, see Understanding Contacts Fields.
                      9. Click OK.


Setting the Primary Contact
                  ACS marks the first contact you enter for a vendor or individual as the primary
                  contact. Although you can have only one primary contact for each record, you
                  select which contact is the primary contact. This is the contact that prints on
                  most reports.

                  To set the primary contact
                     1. Under Manage Records, click in the Enter Name field and enter the
                          company name or the individual's last name.
                      2. Press ENTER.
                      3. If necessary, select the correct record in the Find Individual window,
                         then click Use Selected. If multiple records exist for the individual,
                         select the correct record type in the list, then click OK.
                      4. Click the Contacts tab.
                      5. In the PrimaryContact list, select a contact.
                      6. Click OK.




                                                                                                  23
ACS Version 10 - Accounts Payable



Updating Contact Information
                     You can change contact information on a vendor or an individual at any time.
                     You can also change the primary contact whenever necessary.

                     To change contact information
                        1. Under Manage Records, in the Enter Name field, enter the company
                            name, or the last name of the individual.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Contacts tab.
                          5. Select the contact that you want to update, and click Edit. If you want
                             to update the phone number only, select the contact. Under Phones,
                             select the phone number, then click Edit.
                          6. Enter the revised information, and click OK.


Deleting a Contact
                     You can delete a contact at any time. If you delete the primary contact, the next
                     contact listed becomes the primary contact. If no other contact exists for the
                     record, the record does not display or print on Contact List reports, and no
                     contacts display or print on Master List reports.

                     To delete a contact
                        1. Under Manage Records, in the Enter Name field, enter the name of
                            the company, or the last name of the individual.
                          2. Press ENTER.
                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Contacts tab.
                          5. Select the contact that you want to remove, then click Delete.
                          6. Click Yes to the confirmation message.


Payment Type Information
Adding Payment Type Information
                     You can add the payment information for a vendor on the Payment Type tab of
                     the vendor's record.

                     To add payment type information
                        1. Under Manage Records, in the Enter Name field, enter the company
                            name or the individual's last name.
                          2. Press ENTER.



24
                                                                   Customizing Vendor Information



                    3. If necessary, select the correct record in the Find Individual window,
                       then click Use Selected. If multiple records exist for the individual,
                       select the correct record type in the list, then click OK.
                    4. Click the Payment Type tab.
                    5. Select the payment type for the vendor. If you select ACH, click
                       Update Account Information. Otherwise, skip to step # 7. For more
                       information on the Payment Type tab, see Getting an Overview of the
                       Payment Type Tab.
                    6. Click Add, then enter the information in the appropriate fields. For
                       more information on the bank account fields, see Understanding the
                       Add Bank Account Window.
                    7. Click OK.


Entering Direct Payment Information for a Specific Vendor
                If a vendor chooses to have their payments sent directly to a bank account
                rather than receiving a check, you can enter direct payment information on the
                vendor's record. The vendor must provide you with the following information:
                    •   Type of account (checking, savings, money market)
                    •   Account number
                    •   Bank transit number

                To enter direct payment information for a specific vendor
                   1. Under Manage Records, in the Enter Name field, enter the name of
                       the company or the individual's last name.
                    2. Press ENTER.
                    3. If necessary, select the correct record in the Find Individual window,
                       then click Use Selected. If multiple records exist for the individual,
                       select the correct record type in the list, then click OK.
                    4. Click the PaymentType tab.
                    5. Select ACH, then click Update Account Information.
                    6. Enter the information in the appropriate fields. For more information
                       on these fields, see Understanding the Add Bank Account Window.
                    7. Click OK.


Updating Payment Type Information
                You can change the payment type information on a vendor's record at any time.

                To change the payment type information
                   1. Under Manage Records, in the Enter Name field, enter the company
                       name, or the individual's last name.
                    2. Press ENTER.




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ACS Version 10 - Accounts Payable



                          3. If necessary, select the correct record in the Find Individual window,
                             then click Use Selected. If multiple records exist for the individual,
                             select the correct record type in the list, then click OK.
                          4. Click the Payment Type tab.
                          5. Enter the revised information, and click OK.




26
                                                                                  Invoices

Memorizing Invoices
Memorizing A Previously Entered Invoice
                You can memorize an invoice that is already in ACS.

                To memorize a previously entered invoice
                   1. Under ManageRecords, click the Transactions tab.
                    2. In the drop-down list, select AccountsPayableInvoices.

                    3. Click Go     .
                    4. Click Add/EditInvoices.
                    5. Click the View bar above the invoice listing to define the invoice
                       display.
                    6. Select the invoice to memorize.
                    7. Click Memorize.
                    8. Click Yes to memorize the invoice.
                    9. Enter a MemorizedTransactionDescription.
                    10. Select a payment Frequency.
                    11. Choose one of the following payment options:
                            •    If you want to pay this invoice indefinitely, select the
                                 ContinuousPaymentsoption.
                            •    If this invoice has a set number of payments, enter the number
                                 of payments. For example, enter 60 for the number of
                                 payments on a 5 year van loan.
                    12. Click OK.
                          Note          If you select ContinuousPayments, the


                                                                                             27
ACS Version 10 - Accounts Payable



                                               NumberofPayments option is not available.
                                               If you choose to enter a number of payments,
                                               the invoice is not available for selection in
                                               ACS when the number of payments reaches
                                               the amount of times specified.




Entering Vendor and Payment Information on a Memorized Invoice
                     If you select the Continuous Payments option when memorizing an invoice,
                     the Number of Payments option is not available. If you choose to enter a
                     number of payments, once that number is reached, you cannot generate that
                     invoice again. However, the invoice remains in ACS. If you need to generate the
                     invoice again, you can edit the invoice and increase the number of payments.
                     If you select Warn on Duplicate Invoice Numbers in Accounts Payable
                     Setup, ACS adds a record indicator (beginning with 1) to the end of the invoice
                     number when the invoice is generated. This signifies a generated invoice and
                     prevents duplicate invoice numbers. For example, an invoice number of 1234
                     becomes number 12341 when the invoice is generated. The second time the
                     invoice is generated, the invoice number becomes 12342. If you do not select
                     the Warn on Duplicate Invoice Numbers option in Accounts Payable Setup,
                     the invoice number on the memorized invoice remains the same each time it is
                     generated.
                     By default, if there are multiple invoices for the same vendor when payments
                     are generated, all invoice amounts are combined into one sum. The vendor
                     receives one check for the total amount. When you select the Pay Separate
                     option, ACS prints a separate check for each invoice.

                     To enter vendor and payment information
                          1. Enter a vendor code.Click Lookup           to select a vendor in the Vendor
                             Lookup window.
                          2. Enter an invoice description.
                          3. Enter an invoice number. Click Next to assign the next available
                             invoice number for the selected vendor.
                          4. To assign the same invoice number each time you generate the
                             memorized invoice for payment, select the Retain option.
                          5. Enter an invoice frequency. Click the down arrow to select a frequency
                             in the drop-down list.
                          6. Select one of the following payment options:
                                    •   If you want to pay this invoice indefinitely, select
                                        ContinuousPayments.
                                    •   Enter the number of paymentsdue on this invoice.
                          7. To print a separate check for this invoice, select the Pay Separate
                             option.



28
                                                                                        Invoices



                    8. To include the invoice amount on the vendor's 1099, select the
                       1099option.
                    9. Enter the following amounts:
                            •   InvoiceAmt— Enter the amount of the invoice.
                            •   DiscountAmt— Enter any discount offered to your
                                organization by the vendor.
                            •   PartialAmt—To pay an amount less than the full invoice
                                amount, enter the partial payment amount.
                    10. In the Memofield, enter any information that you want to print in the
                        memo field of the check for this invoice.


Editing a Memorized Invoice from the Invoice Calendar

                To edit a memorized invoice from the Invoice Calendar
                   1. Under Manage Records, click the Transactions tab.
                    2. In the drop-down list, select AccountsPayableInvoices.

                    3. Click Go      .
                    4. Click MemorizedInvoices.
                    5. Click InvoiceCalendar.
                    6. Under MemorizedInvoices, select the invoice you want to edit.
                    7. Click EditMemorized.
                    8. Make the necessary changes.
                    9. Click OK.
                    10. Click Yes.


Scheduling Invoices
Scheduling Memorized Invoices
                A scheduled invoice differs from a memorized invoice in that it is due on a
                specific date. When you create a non-scheduled memorized invoice, you set the
                invoice payment frequency (monthly, weekly, daily), but you do not assign a
                specific date that the invoice is due. With a scheduled invoice, you define the
                date the invoice is due and the frequency it is paid.

                To schedule a memorized invoice
                   1. Under Manage Records, click the Transactions tab.
                    2. In the drop-down list, select Accounts Payable Invoices.

                    3. Click Go      .
                    4. Click Memorized Invoices.
                    5. Click Invoice Calendar.



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ACS Version 10 - Accounts Payable



                          6. Select the Month and Year to schedule the invoice. You can view the
                             calendar year using the navigational buttons below:

                                    •   Click     to scroll backward through the months prior to the
                                        current month.

                                    •   Click     to scroll forward through the months beyond the
                                        current month.
                          7. Under Schedule Options, select the invoice payment frequency in the
                             Frequency list.
                          8. Optional: Under Memorized Invoices, select one of the following
                             options:
                                    •   Select Scheduled to view and change the payment dates of
                                        previously scheduled invoices.
                                    •   SelectNon-Scheduled to view only non-scheduled,
                                        memorized invoices.
                                    •   Select All to view scheduled and non-scheduled invoices.
                          9. To schedule an invoice, select an invoice under Memorized Invoices
                             and drag it to the appropriate date on the calendar.
                          10. Continue scheduling invoices.


Adjusting the Number of Payments
                     If you did not select the Continuous Payments? option when you created a
                     memorized invoice, you indicated a designated number of payments until the
                     invoice is paid. You can edit both the number of payments assigned and the
                     number of payments already paid from the invoice calendar.

                     To adjust the payment option from the invoice calendar
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Memorized Invoices.
                          5. Click Invoice Calendar.
                          6. Under Memorized Invoices, select the invoice that you want to
                             change.
                          7. Click in the #Pmts (Number of Payments) field, and enter the number
                             of scheduled payments.
                          8. Press ENTER.
                          9. Click in the #Made (Number of Payments Made) field, and enter the
                             number of payments made.
                          10. Press ENTER.



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                                                                                          Invoices



Changing the Scheduled Invoice Due Date
               To change the scheduled date of a single scheduled invoice to another date
               within the same month, click and drag the red dot beside the scheduled date on
               the calendar and drop it over a different date.
               A blue dot indicates that more that one invoice is due on a date. The amount
               that displays beside the dot reflects the combined total of all invoices due on the
               same date. You cannot change the scheduled date of multiple invoices by
               dragging the blue dot.
               To change the due dates of multiple scheduled invoices, follow steps 1–5 in the
               following procedure.

               To change the scheduled invoice due date
                  1. Under Manage Records, click the Transactions tab.
                   2. In the drop-down list, select Accounts Payable Invoices.

                   3. Click Go      .
                   4. Click Memorized Invoices.
                   5. Click Invoice Calendar.
                   6. In the Memorized Invoices area, select the scheduled date (Sch.
                      Date) field for the invoice.
                   7. Enter the new date. Click the down arrow to select a date in the
                      calendar.
                   8. Press ENTER.


Removing the Scheduled Date from an Invoice

               To remove the scheduled date from an invoice
                   1. Under ManageRecords, click the Transactions tab.
                   2. In the drop-down list, select AccountsPayableInvoices.

                   3. Click Go      .
                   4. Click MemorizedInvoices.
                   5. Click InvoiceCalendar.
                   6. Use one of the following methods to remove the scheduled date:
                            •   In the MemorizedInvoices area, click the SchDate
                                (Scheduled Date) field and press DELETE.
                            •   In the MemorizedInvoices area, click the SchDate
                                (Scheduled Date) field. Click the down arrow and select
                                Clearin the calendar.
                            •   If multiple invoices are due on the same date, select the date in
                                the invoices calendar. In the list of invoices, select the invoice
                                that you want to remove from that date and drag it to the
                                MemorizedInvoices area.



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Editing a Scheduled Invoice
                                               Editing the frequency option is different from
                                               assigning a different frequency option to the
                                               invoice. When you assign a new frequency to
                                               an invoice, you simply swap one payment
                                Note
                                               frequency for another. When you edit a
                                               frequency option, you are redefining the
                                               option. The changes are applied globally to any
                                               invoice using the newly defined frequency.


                     To edit a scheduled invoice
                        1. Under ManageRecords, click the Transactions tab.
                          2. In the drop-down list, select AccountsPayableInvoices.

                          3. Click Go      .
                          4. Click MemorizedInvoices.
                          5. Click InvoiceCalendar.
                          6. Optional: Under ScheduleOptions, assign a different invoice
                             frequency to the invoice. Click the down arrow to select a frequency in
                             the drop-down list.
                          7. Optional: Edit the Frequency Option.
                          8. Optional: Adjust the Payment Option.
                          9. Optional: Change the Scheduled Invoice Due Date.
                          10. Optional: Unschedule the invoice.
                          11. Optional: View and edit the original invoice information.
                          12. Make other changes as necessary.


Creating Memorized Invoices
Understanding Invoice Frequencies
                     An Invoice Frequency option is selected when memorizing an invoice or
                     when scheduling a memorized invoice. Assigning a frequency option to an
                     invoice allows the user to track how often the invoice is paid.
                     You can select one of the predefined frequencies, or you can create additional
                     frequencies. In most cases, user-defined frequencies are a variation of an
                     existing invoice frequency. The following is a list of the predefined frequencies:
                          •   Annual — once per year

                          •   Bi-Monthly — every two months

                          •   Bi-Weekly — every two weeks

                          •   Daily — every day




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                                                                                           Invoices



                   •   Monthly — once every month

                   •   Quarterly — once every quarter

                   •   Semi-Annual — twice a year

                   •   Semi-Monthly — twice a month

                   •   Weekly — every week

               Example 1: You have several utility bills which are due monthly, but the due
               dates fall at different times within the month. Create a frequency called
               "Monthly1" for invoices due the first week in the month, "Monthly2" for
               invoices due the second week in the month, and so on. Although the schedule
               option (monthly) and the frequency (once per month) of newly created invoice
               frequencies are identical to the ACS-defined Monthly frequency, making these
               small distinctions in the name of the frequency will help you to identify when
               the invoice is due at a glance.
               Example 2: Your exterminator comes every three months. Create a frequency
               option where the schedule option is "monthly" and the frequency is "three."


Adding Memorized Invoices

               Regular memorized invoices
               You can memorize invoices that are entered frequently so you do not have to
               enter them multiple times. Think of a memorized invoice as a template or a
               master copy of the invoice. Use it over and over to create invoices for recurring
               bills. This will save you the trouble of having to enter the statistical information
               each time the invoice is due. Instead, when the invoice is due, open the
               memorized copy and create a new invoice from the memorized version.
               Because it is the master copy, the memorized invoice does not have an invoice
               number. To create a new invoice, you will only need to add an invoice number
               and make any other minor changes.
               Invoices such as bank notes, office equipment service contracts, and software
               support contracts are examples of the kinds of invoices you might memorize.
               These invoices do not usually vary in amounts; therefore, it is more efficient to
               memorize them. Many users also find it helpful to memorize invoices that do
               vary in amount when the bill is a recurring one. For instance, an invoice for a
               utility bill varies in amount, but could be memorized to save time since the
               amount is the only part of the invoice that changes.

               Scheduled memorized invoices
               A Scheduled invoice is a type of memorized invoice which has been assigned a
               specific due date. In addition to selecting the payment frequency of the invoice,
               the user also selects the date that the invoice is paid.
               Example: Your church van payment of $315.87 is due on the 15th of every
               month. You schedule a monthly payment of $315.87 to be paid on the 10th of
               the month. Schedule the invoice earlier than the actual payment due date to
               make sure the payment arrives on time.



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                                                  A Scheduled Invoice does not automatically
                                                  generate a standard invoice when the invoice is
                                                  due. Scheduling the invoice assists you in your
                                                  record keeping by allowing you to view the
                                                  invoices, payment amounts, and due dates from
                                    Caution
                                                  the invoice calendar. However, you still have to
                                                  create an invoice in time for the invoice due
                                                  date.


                     To add a memorized invoice
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go         .
                          4. Click MemorizedInvoices.
                          5. Click Add.
                          6. Enter Vendor and Payment and Information.
                          7. Enter Disbursement Information.
                          8. Click OK.
                          9. Click Yes.


Entering Disbursement Information
                     If you did not select the Projects In Use option in General Ledger Transaction
                     Setup, the Proj field is not available.
                     If you selected the 1099 option when you entered invoice and amount
                     information, the distribution amount is included in the vendor's YTD purchases
                     total.
                     Comments print on the check stub, along with the associated expense account
                     and distribution amount.

                     To enter disbursement information
                        1. In the Exp Acct (Expense Account) field, press ENTER to accept the
                            default expense code for the selected vendor. If no expense account is
                            assigned, or you want to change the general ledger account, click the
                            Lookup button to select an account in account Lookup window.
                          2. In the Chk Acct (Checking Account) field, press ENTER to accept the
                             default checking account code for the selected vendor. If no checking
                             account is assigned, or you want to change the checking account, click
                             the Lookup button to select an account in the account Lookup
                             window.
                          3. To distribute the invoice amount to one expense account, press TAB.
                             To distribute the invoice amount to multiple accounts, enter the
                             amount to distribute to the current account and press TAB. After you
                             finish adding information related to this account, press enter to add a


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                                                                                        Invoices



                       new line. Select a new account to disburse some portion or the
                       remaining portion of the invoice.
                   4. In the Proj field, enter or select a project code.
                   5. In the Comments field, enter a comment.
                   6. To exclude an amount from the 1099, double-click in the 1099 field to
                      clear the check box.


Editing a Memorized Invoice

                To edit a memorized invoice
                   1. Under Manage Records, click the Transactions tab.
                   2. In the drop-down list, select Accounts Payable Invoices.

                   3. Click Go     .
                   4. Click Memorized Invoices.
                   5. Optional: Select a FrequencyFilter. For example, if you want to see
                      only invoices with a monthly payment frequency, select Monthly.
                   6. To customize the invoices view, select Memorized, Scheduled, or All.
                   7. Select the invoice that you want to edit and click Edit.

                   8. Make the necessary changes.
                   9. Click OK.


Deleting a Memorized Invoice

                To delete a memorized (scheduled or non-scheduled) invoice
                   1. Under Manage Records, click the Transactions tab.
                   2. In the drop-down list, select Accounts Payable Invoices.

                   3. Click Go     .
                   4. Click Memorized Invoices.
                   5. Optional: Select a Frequency Filter. For example, if you want to see
                      only invoices with a monthly payment frequency, select Monthly.
                   6. To customize the view of invoices, select Memorized, Scheduled, or
                      All.
                   7. Select the invoice that you want to delete.

                   8. Click Delete.
                   9. Click Yes.




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Viewing a Memorized Invoice
                     You can view a selected memorized invoice from the View Memorized
                     Invoice screen. You can continue viewing other memorized invoices from
                     View Memorized Invoice without having to return to Add/Edit Memorized
                     Invoices.

                     To view a memorized invoice
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Memorized Invoices.
                          5. Optional: To sort the invoices, click the column header to sort.
                          6. Select the invoice you want to view.
                          7. Click View.

                          8. To view the first and last invoices in the list, click    and       .

                          9. To scroll through the list one invoice at a time, click      and        .


Entering Invoices
Understanding Partial Payment
                     A partial payment amount is an amount due on an invoice which is a portion of
                     the total disbursement of the invoice. For example, you may wish to suspend
                     one or more disbursements of an invoice if the vendor’s obligation has not been
                     met.
                     The partial payment amount is either the portion you are paying, or the portion
                     left due on the invoice, depending on when you are viewing the invoice.


Adding An Invoice
                     Many users find it helpful to enter invoices as they are received. Adopting this
                     practice significantly increases your efficiency.
                     You can display inquiry information for a vendor in the Add Invoice window.
                     After selecting a vendor for the invoice, click Vendor Inquiry . You can add
                     new vendors while you are entering an invoice, if necessary. For information on
                     adding vendors, see Adding New Vendors.
                     The information entered in the Memo field prints in the memo section of your
                     checks.

                     To add an invoice
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Add/Edit Invoices.



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                                                                                        Invoices



                    5. Click Add.
                    6. Enter a vendor code. Click Lookup       to select a code or add a new
                       vendor.
                    7. From Post Month/Year, press ENTER to accept the current posting
                       period. Click the up and down arrows in the Month and Year date
                        boxes                to select a different posting period.
                    8. Enter the Invoice number and amount information.
                    9. Optional: Enter a Memo ordescription of the invoice.
                    10. Press TAB.
                    10. Enter invoice disbursement information.
                    11. Click OK.
                    12. Click Yes.


Entering Disbursement Information
                In the Distribution section, determine the number of expense and checking
                accounts you want to use.
                If you assigned an expense account to the vendor, ACS populates the expense
                account field (Exp Acct) with the account code. You can change the account
                code in the distribution line. Click Lookup  to select an account in the
                account Lookup window.
                If you selected the Enable Fund Accounting option in Accounts Payable
                Setup, ACS populates the checking account field (Chk Acct) with the account
                code for the fund. You can change the account code in the distribution. Click
                Lookup       to select an account in the Account Lookup window. If you enter a
                checking account from a different fund, a crossing funds message displays.
                The Proj option is not available unless you selected Projects In Use in the
                General Ledger Transaction Setup.
                Comments print on the check stub, along with the associated expense account
                and the distribution amount. Comments also print on several Accounts Payable
                reports and are also displayed on the Inquiry window when you view Accounts
                Payable information.

                To enter disbursement information
                   1. Press ENTER to accept the default expense account (Exp Acct)
                       assigned to the vendor.Click Lookup  to select a different account in
                       the Account Lookup window.
                    2. Press ENTER to accept the default checking account (Chk Acct)
                       assigned to the bank. Click Lookup   to select a different account in
                       the Account Lookup window.
                    3. In the Amount field, the total amount of the invoice displays. To
                       distribute the invoice to one expense account, press TAB. To distribute
                       the invoice to multiple accounts, enter the amount to distribute to the



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                              current account and press TAB. After you finish adding information
                              related to this account, press enter to add a new line and select a new
                              account to disburse some portion or the remaining portion of the
                              invoice.
                          4. Optional: In the Proj field, enter or select a General Ledger project
                             code.
                          5. Optional: Enter a comment.
                          6. Optional: For each distribution line, select or clear the 1099 option as
                             needed.
                          7. Optional: To suspend payment on a line item amount, clear the Pay
                             check box.


Creating an Invoice from a Purchase Order
                     Before creating an invoice from a purchase order, you must "receive" and post
                     the purchase order in the Purchase Orders module.

                     To create an invoice from a purchase order
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go     .
                          4. Click Create From PO.
                          5. Select the purchase orders for which you want to create invoices.
                          6. Click Create Invoices.
                          7. Click Yes to create the invoice.


Deleting Invoice Distributions
                     Use these instructions to delete invoice distributions when editing regular and
                     memorized invoices in Accounts Payable.

                                         When the invoice amount is decreased, the balance
                                         on the invoice changes from zero to a negative
                               Note      amount. To clear the negative balance, you must
                                         delete a distribution line, or cancel the edit
                                         transaction.


                     To delete invoice distributions
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go     .
                          4. Select Add/Edit Invoices. If necessary, select the correct posting
                             period.
                          5. Highlight the invoice that you want to change, and click Edit.


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                                                                                          Invoices



                    6. In the Invoice Amt field, enter the new invoice total and press
                       ENTER.
                    7. Press ENTER to advance the pointer, or use the mouse to highlight
                       the general ledger account number to delete.
                    8. Press and hold the CTRL key, then press DELETE.
                    9. Click OK.
                    10. If you need to delete more than one invoice distribution, repeat steps
                        7–9.
                    11. Click OK.
                    12. Click Yes.


Disbursing to Multiple Accounts
                The Accounts Payable module allows you to easily distribute amounts to more
                than one expense account. The following are examples of invoices that are
                distributed to multiple accounts.

                Example 1
                                     Vendor: Computer Dimensions, Inc.
                Item Description                                                Amount Owed
                Forms and Supplies                                                        $500.00
                Software Support, August                                                   $76.00
                The invoice is disbursed as follows:




                Example 2
                You can distribute portions of the invoice so disbursement amounts are
                included as part of the 1099 for this vendor. In this example, the 1099 option is
                not selected for travel expenses.
                                           Vendor: William Arnette
                Item Description                                                Amount Owed
                Speaking Fee                                                            $1,000.00
                Traveling Expenses                                                         $25.00
                The invoice is disbursed as follows:




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                     Example 3
                     You can pay portions of the invoice while suspending payment on the
                     remaining disbursements. In this example, the vendor has not completed the
                     Drainage Installation. The Pay option is not selected for Drainage Installation
                     thereby suspending the distribution until the terms of the contract have been
                     met.
                                               Vendor: MD Construction
                     Item Description                                               Amount Owed
                     Educational Building Framing                                           $2,600.00
                     Landscaping                                                              $230.00
                     Drainage Installation                                                    $100.00
                     The invoice is disbursed as follows:




Entering Disbursement Information
                     If you did not select the Projects In Use option in General Ledger Transaction
                     Setup, the Proj field is not available.
                     If you selected the 1099 option when you entered invoice and amount
                     information, the distribution amount is included in the vendor's YTD purchases
                     total.
                     Comments print on the check stub, along with the associated expense account
                     and distribution amount.

                     To enter disbursement information
                        1. In the Exp Acct (Expense Account) field, press ENTER to accept the
                            default expense code for the selected vendor. If no expense account is
                            assigned, or you want to change the general ledger account, click
                            Lookup      to select an account in account Lookup window.
                          2. In the Chk Acct (Checking Account) field, press ENTER to accept the
                             default checking account code for the selected vendor. If no checking
                             account is assigned, or you want to change the checking account, click
                             Lookup      to select an account in the account Lookup window.
                          3. To distribute the invoice amount to one expense account, press TAB.
                             To distribute the invoice amount to multiple accounts, enter the
                             amount to distribute to the current account and press TAB. After you
                             finish adding information related to this account, press enter to add a
                             new line. Select a new account to disburse some portion or the
                             remaining portion of the invoice.



40
                                                                                         Invoices



                     4. In the Proj field, enter or select a project code.
                     5. In the Comments field, enter a comment.
                     6. To exclude an amount from the 1099 at year-end, double-click in the
                        1099 field to clear the check box.


Editing an Invoice
                 The fields you can change on an invoice is determined by the invoice status.
                 The statuses are:
                     •   Open — Invoice is entered, but not posted.
                     •   Posted, not paid — Invoice is posted, but not paid.
                     •   Posted, partial paid — Invoice is posted, but partially paid.
                     •   Closed — Invoice is posted and paid in full.
                     •   Void — Invoice is closed, but voided.
                 To determine the fields and options that you can change on an invoice, see the
                 topic Invoices - Editing and Voiding Rules.

                 To edit an invoice
                    1. Under Manage Records, click the Transactions tab.
                     2. In the drop-down list, select Accounts Payable Invoices.

                     3. Click Go      .
                     4. Click Add/Edit Invoices.
                     5. Select the invoice that you want to change.
                     6. Click Edit.
                     7. Make the necessary revisions.
                     8. Click OK to continue.
                     9. Click Close.


Editing an Invoice from the Pay Invoices Window

                 To edit an invoice from the Pay Invoices window
                    1. Under ManageRecords, click the Transactions tab.
                     2. In the drop-down list, select AccountsPayableInvoices.

                     3. Click Go      .
                     4. Click PayInvoices.
                     5. Optional: Right-click in the InvoicesGrid to suspend or reinstate an
                        invoice, or to pay a partial amount of an invoice.
                     6. Select the invoice that you want to edit and double-click.
                     7. Make the necessary changes.


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                          8. Click OK to continue.
                          9. Click Yes.


Deleting an Invoice
                     In a cash environment, you can delete any unpaid (posted or unposted)
                     invoices. In an accrual environment, you can delete any unposted invoices.
                     Although you cannot delete posted invoices in an accrual system, you can void
                     them if they are not paid in full.

                     To delete an invoice
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Add/Edit Invoices.
                          5. Select the invoice that you want to delete.
                          6. Click Delete.
                          7. Click Yes.


Setting Partial Payment Amounts on Posted Invoices
                     You may have a situation in which you want to edit the payment amounts on a
                     posted invoice and make a partial payment. Consider the following example:
                     Your organization hires a vendor for landscaping and drainage services. You
                     created the invoice and posted it. Due to unforeseen budgetary constraints, you
                     postpone the drainage installation for several months. In such a situation, you
                     need to edit the posted invoice to set a partial payment amount for the portion
                     of the work that is completed.
                     The partial amount is paid with the next check run, if the invoice is due.

                     To set a partial amount
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Add/Edit Invoices.
                          5. Click the selection bar above the invoice display window and select
                             Posted Invoices.
                          6. Select an invoice.
                          7. Click Edit.
                          8. In the Partial Amt field, enter the partial payment amount.
                          9. Click OK.




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                                                                                            Invoices




                                           This option is available only when you are on
                                           the accrual system. If you are on an accrual
                            Note           system, select the invoice and click Set
                                           Partial Amt. Enter the amount in the Partial
                                           Amount field.




Reviewing Invoices
Printing an Invoice Proof List
                 Use the Invoice Proof List to review invoices prior to posting them to ensure
                 the accuracy of the invoices.

                 To print an Invoice Proof List
                    1. Under Manage Records, click the Transactions tab.
                     2. In the drop-down list, select Accounts Payable Invoices.

                     3. Click Go       .
                     4. Click Invoice Proof List.
                     5. Set your filtering and sorting preferences.
                     6. Optional: Preview the Invoice Proof List.
                     7. Click Print.


Previewing an Invoice Proof List
                 The invoice proof list displays the invoice information that you entered on the
                 Add Invoices window or generated through Add/Edit Memorized Invoices.
                 Use the invoice proof list to verify that the invoice information is correct before
                 posting the invoices.

                 To preview a proof list
                    1. Under Manage Records, click the Transactions tab.
                     2. In the drop-down list, select Accounts Payable Invoices.

                     3. Click Go       .
                     4. Click Invoice Proof List.
                     3. Select from the following optional print options:
                              •    All Users —Select this option to include invoices created by
                                   all users on your system.
                              •    All Posting Periods —Select this option to include invoices
                                   created in all posting periods.
                              •    Show Distribution —Select this option to include account
                                   distribution information for each invoice.
                              •    Vendor Name —Select this option to sort the invoices on the
                                   proof list by vendor name.



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                                    •   Vendor Code —Select this option to sort the invoices by
                                        vendor code.
                                    •   As Entered — Select this option to sort the invoices by the
                                        order that they were entered.
                                    •   Month and Year —Select a month and year to display
                                        invoices from a particular posting period. Click the up and
                                        down arrows in the Month and Year date boxes
                                               to select a different posting period. If you selected All
                                        Posting Periods, this option is not available.
                          4. Click Preview.
                          5. Use the preview tools to view the report from the Preview window.

                          6. To print the proof list from the preview screen, click Print       .


Editing an Invoice from the Proof List Window

                     To edit invoice information
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Invoice Proof List.
                          5. Under Open Transactions, select the invoice you want to edit.
                          6. Click Edit.
                          7. Make changes as necessary.
                          8. Click OK.
                          9. Click Yes.


Deleting an Invoice

                     To delete an invoice
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Invoice Proof List.
                          5. Under Open Transactions, select the invoice to delete.
                          6. Click Delete.
                          7. Click Yes.




44
                                                                                                 Invoices



Viewing an Invoice
                You can view a selected invoice from the View Invoice window. In addition,
                you can continue to view other invoices in the list from the View Invoice
                window without returning to Add/Edit Invoices.

                To view an invoice
                   1. Under Manage Records, click the Transactions tab.
                     2. In the drop-down list, select Accounts Payable Invoices.

                     3. Click Go      .
                     4. Click Add/Edit Invoices.
                     5. Define the invoice display order.
                     6. Define the selection of invoices.
                     7. Select the invoice that you want to view.
                     8. Click View.

                     9. To view the first and last invoices in the list, click      and           .

                     10. To scroll through the list one invoice at a time, click           and         .
                     11. Click Close.


Viewing an Invoice
                You can view a particular invoice from the View Invoice window. While
                viewing the selected invoice, you also have the option of viewing other invoices
                from the list of open transactions without returning to the Invoice Proof List
                window.

                To view an invoice
                   1. Under Manage Records, click the Transactions tab.
                     2. In the drop-down list, select Accounts Payable Invoices.

                     3. Click Go      .
                     4. Click Invoice Proof List.
                     5. Under Open Transactions, select the invoice that you want to view.
                     6. Click View.

                     7. To view the first and last invoices in the list, click the First         and
                         Last        buttons.

                     8. To scroll through the list one invoice at a time, click the Previous
                         and Next         buttons.




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Posting Invoices
Accrual Basis Invoice Posting
                     Under Unposted Invoices on the Post Invoices window, you can select any
                     invoice in the list of invoices to display a detailed description of the invoice at
                     the bottom of the window.

                     To post invoices in an accrual environment
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Post Invoices.
                          5. Enter the posting date. Click the down arrow to select a date from the
                             calendar.

                          6.   Click the up and down arrows in the PostMonth/Yeardate boxes
                                        to select the correct month and year. To post invoices for all
                               periods, select AllPeriods.

                          7. The default Transaction Source displays. Click the down arrow to
                             select a different source.
                          8. The default Accrual Account displays. Click Lookup  to select an
                             account. Note: If you selected the EnableFundAccounting option in
                             Setup, the AccrualAccount option is not available.
                          7. Click PostInvoices.
                          8. Click Yes to post the invoices.
                          9. Click OK.


Cash Basis Invoice Posting

                     To post invoices in a cash environment
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go      .
                          4. Click Post Invoices.
                          5. Enter a Posting Date. Click the down arrow to select a date in the
                             calendar.
                          6.   To post invoices for a specific month, click the up and down arrows in
                               the PostMonth/Yeardateboxes                       to select the posting
                               period. To post invoices for all periods, select AllPeriods.

                          7. Optional: In the UnpostedInvoicessection, select any invoice to view
                             a detailed description of the invoice in the window at the bottom of the
                             screen.


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                                                                                            Invoices



                       8. Click PostInvoices.
                       9. Click Yes to post invoices.
                       10. Click OK.


Posting Invoices
                   Invoices entered into ACS do not affect account balances until they are posted
                   and paid. After you finish editing and viewing invoices, you cannot issue checks
                   for vendors until the invoices are posted.
                   If you post transactions to an inactive account, the account status changes to
                   Active. The steps for posting invoices for cash basis and accrual basis systems
                   differ.


Editing Posted Invoices
                   You can edit invoices even after they are posted. Perform the following editing
                   tasks from Add/Edit Invoices:
                       •   Void a Posted Invoice
                       •   Set a Partial Payment Amount on a Posted Invoice
                       •   Complete a Partially Paid, Posted Invoice


Suspending Invoices
About Suspended Invoices
                   The Suspend? option allows you to halt payment of an invoice. If this option is
                   selected, no distribution amounts are paid until you clear the Suspend? option.
                   Even if the invoice is due when you process invoices, a suspended invoice is
                   ignored.
                   Note in the example below that when you select Suspend? from the Add
                   Invoice window, the Pay option for each distribution is still selected. However,
                   the Suspend? option overrides these settings. Neither of the distributions are
                   paid until the user reinstates the invoice.




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Suspending an Invoice
                     You can suspend payment on unposted invoices and posted, unpaid invoices.

                     To suspend an invoice
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go     .
                          4. Click Add/Edit Invoices.
                          5. Click the view bar to define your selection of invoices.
                          6. Right-click the invoice, and select Suspend.


Reinstating a Suspended Invoice
                     Once the invoice is reinstated, the invoice is selected for payment the next time
                     you process invoices if the due date falls within the pay-through-date.

                                              You can also edit the invoice and clear the
                                Note
                                              Suspend option to reinstate the invoice.


                     To reinstate a suspended invoice
                         1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go     .
                          4. Click Add/Edit Invoices.
                          5. To define the invoice display and locate the invoice, click the View bar
                             above the invoice listing.
                          6. Right-click the invoice.


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                                                                                         Invoices



                    7. Select Reinstate.


Completing Invoices
Completing a Partially Paid, Posted Invoice in an Accrual Environment
                To complete a partially paid, posted invoice in an accrual environment, you
                must void the invoice.

                To select a partially paid, posted invoice for completion
                   1. Under Manage Records, click the Transactions tab.
                    2. In the drop-down list, select Accounts Payable Invoices.

                    3. Click Go     .
                    4. Click Add/Edit Invoices.
                    5. Click the selection bar above the invoice display and select Posted
                       Invoices.
                    6. Click the selection bar again and select Partially Paid.
                    7. Select the invoice that you want to complete.
                    8. Click Complete.
                    9. Click Yes. The Reversing Accrual Transaction Completing Invoice
                       dialog box opens.

                To complete a partially paid, posted invoice
                   1. Enter a Posting Date. Click the down arrow to select a date in the
                      calendar.

                    2. In the Month and Year date boxes                  , click the up and
                       down arrows to select the correct posting period.
                    3. Select the appropriate Transaction Source.
                    4. If the Enable Fund Accounting option is not selected on the G/L
                       Interface tab in Setup, verify the correct accrual account code displays.
                        If necessary, click Lookup    to select a different account code in the
                        account Lookup window.
                    5. Enter an explanation in the Void Explanation memo text box.
                    6. Click Complete.


Completing a Partially Paid, Posted Invoice in a Cash Environment

                To complete a partially paid, posted invoice
                   1. Under Manage Records, click the Transactions tab.
                    2. In the drop-down list, select Accounts Payable Invoices.

                    3. Click Go     .
                    4. Click Add/Edit Invoices.


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                          5. Click the selection bar above the invoice display and select Posted
                             Invoices.
                          6. Click the selection bar again and select Partially Paid.
                          7. Select the invoice that you want to complete.
                          8. Click Complete.
                          9. Click Yes.


Completing a Partially Paid, Posted Invoice
                     After paying a partial amount on an invoice, you may later discover that the
                     remaining portion of the invoice can never be paid. Consider the following
                     scenario.
                     You hired a vendor for building repairs. You posted the invoice and partially
                     paid the invoice for the portion of the service that was completed. Later, you
                     discover that some of the work was not completed satisfactorily. As a result,
                     you hire a new vendor to complete the remainder of the job.
                     In order to account for the remaining amount of the invoice with the first
                     vendor that will never be paid, you must complete the invoice so that the partial
                     amount is no longer in ACS as an outstanding invoice. A completed invoice is
                     marked posted and paid in ACS. The method for completing invoices differs
                     depending on whether or not you are working in an accrual basis or cash basis
                     environment.


Creating an Invoice from a Purchase Order
                     Before creating an invoice from a purchase order, you must "receive" and post
                     the purchase order in the Purchase Orders module.

                     To create an invoice from a purchase order
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go     .
                          4. Click Create From PO.
                          5. Select the purchase orders for which you want to create invoices.
                          6. Click Create Invoices.
                          7. Click Yes to create the invoice.


Voiding Invoices
Voiding an Invoice
                     You can void a posted invoice in Accounts Payable as long as the invoice is not
                     paid. If an invoice is paid, you must void the check associated with the invoice.
                     Once the check is voided, the invoice is marked Unpaid and you can void it. If
                     an invoice is partially paid, you must complete it. For more information, see




50
                                                                                                       Invoices



                Completing an Invoice. The method for voiding invoices differs depending on
                whether you are operating in a cash basis or accrual basis system.


Understanding Invoice Editing and Voiding Rules
                The following are general guidelines in place for the Accounts Payable module:

                Cash basis accounting guidelines
                    •   You can change all information on unposted invoices.
                    •   You can change all information on posted, unpaid invoices (in other
                        words, the checks are not printed and posted).
                    •   You can change the remaining partial payment amount of a paid
                        invoice.

                Accrual basis accounting guidelines
                    •   You can change all information on unposted invoices.
                    •   You can change the following for posted invoices:
                               •   The Pay Separate? flag

                               •   The Force? flag

                               •   The Suspend? flag

                               •   The 1099? flag

                               •   The Partial Payment amount

                    •   You can change the remaining partial payment amount of a paid
                        invoice.


Voiding an Invoice in a Cash Basis Environment
                You can void any posted invoice that is not paid. You must complete invoices
                with a partial payment.
                                        When you void an invoice, the invoice remains in ACS.
                                        You can reference voided invoices from the Inquiry
                                        window. The voided invoices are identified by an asterisk
                                        (*). Alternately, if you delete an invoice, it is completely
                        CAUTION         removed from ACS. For good record keeping purposes,
                                        voiding an invoice is preferable to deleting an invoice.



                To void an invoice
                   1. Under Manage Records, click the Transactions tab.
                    2. In the drop-down list, select Accounts Payable Invoices.

                    3. Click Go     .
                    4. Click Add/Edit Invoices.
                    5. Define your selection of invoices.


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                          6. Select the invoice that you want to void and click Void.
                          5. Click Yes.


Voiding an Invoice in an Accrual Basis Environment
                     You can void any posted invoice that is not paid. You must complete partially
                     paid invoices.

                     To select an invoice for voiding
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go     .
                          4. Click Add/Edit Invoices.
                          5. Define your selection of invoices.
                          6. Select the invoice that you want to void and click Void.
                          8. Click Yes to continue. The Reversing Accrual Transaction Voiding
                             Invoice dialog box displays.

                     To void the invoice
                        1. Enter a Posting Date. Click the down arrow to select a date in the
                            calendar.
                          2. Select the correct posting period. Click the up and down arrows in the
                              Month and Year                       date boxes to select a posting period.
                          3. Select a Transaction Source. Click the down arrow to select a
                             transaction source in the drop-down list.
                          4. If the Enable Fund Accounting option is not selected on the G/L
                             Interface tab in Accounts Payable Setup, verify the correct accrual
                              account code displays. If necessary, click Lookup to select a
                              different account code in the Account Lookup window.
                          5. In the Void Explanation memo field, enter an explanation for voiding
                             the invoice.
                          6. Click Void Invoice.
                                              When you void an invoice, the invoice remains in ACS.
                                              You can reference voided invoices from the Inquiry
                                              screen. The voided invoices are identified by an asterisk
                                              (*). Alternately, if you delete an invoice, it is removed
                              CAUTION         from ACS. For good record keeping purposes, voiding an
                                              invoice is preferable to deleting an invoice.




Voiding an Invoice
                     You can void a posted invoice in Accounts Payable as long as the invoice is not
                     paid. If an invoice is paid, you must void the check associated with the invoice.
                     Once the check is voided, the invoice is marked Unpaid and you can void it. If
                     an invoice is partially paid, you must complete it. For more information, see


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                                                                                        Invoices



                Completing an Invoice. The method for voiding invoices differs depending on
                whether you are operating in a cash basis or accrual basis system.


Generating Invoices
Creating an Invoice from a Memorized Invoice
                A memorized invoice allows you to save all of the static information on an
                invoice and use it as a template to create new invoices. In most cases, the only
                adjustment you need to make is to add a new invoice number each time you pay
                the invoice.
                You have two options for creating a new invoice from a memorized invoice.
                You can create an invoice from the Add/Edit Invoices window or from the
                Add/Edit Memorized Invoice window, depending on where you are working in
                the Accounts Payable module.


Creating an Invoice from a Memorized Invoice
                When a scheduled or non-scheduled memorized invoice is due, you must create
                a new invoice. The memorized invoice saves you data-entry time by serving as a
                template from which you can create a new invoice.

                To create an invoice from a memorized invoice
                   1. Under Manage Records, select the Transactions tab.
                    2. In the drop-down list, select Accounts Payable Invoices.

                    3.   Click Go    .
                    4. Click Memorized Invoices.
                    5. Optional: Select a Frequency Filter. For example, if you want to see
                       only invoices with a monthly payment frequency, select Monthly.
                    6. Optional: Select Memorized, Scheduled, or All to customize the
                       view of invoices.
                    7. Optional: To sort the invoices, click the header of the column that you
                       want to sort.
                    8. Highlight the invoice that you want to create and click Create Invoice.

                    9. Enter an invoice number. Click Next to enter the next auto-generated
                       invoice number for the selected vendor.
                    10. Make other changes as necessary.
                    11. To accept the changes, click OK.
                    12. Click Yes.


Generating Multiple Invoices from Memorized Invoices
                The Generate Invoices option is used to create multiple invoices from
                multiple scheduled and non-scheduled memorized invoices. The Generate



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                     Invoices option performs the same function as the Create Invoice option,
                     except that you create more than one invoice at a time.

                     To generate multiple invoices from memorized invoices
                        1. Under ManageRecords, click the Transactions tab.
                          2. In the drop-down list, select AccountsPayableInvoices.

                          3. Click Go      .
                          4. Click MemorizedInvoices.
                          5. Click GenerateInvoices.
                          6. Choose an invoice display option:
                                    •   To display all memorized, non-scheduled invoices, select
                                        Memorized.
                                    •   To display all memorized, scheduled invoices, select
                                        Scheduled.
                          8. Select a frequency filter. For example, if you want to see only invoices
                             with a monthly payment frequency, select Monthly.
                          9. Optional: To display invoices associated with any frequency, select
                             Show All Frequencies.
                          10. To display all memorized, scheduled and non-scheduled invoices, select
                              ShowAllInvoices.
                          11. To display invoices with a due date in a certain number of days, click
                              the up and down arrows in the Days              box to select the number
                              of days.
                          12. Enter an invoicedue date.Click the down arrow to select a date from
                              the calendar.
                          13. In the DiscDate (Discount Date) field, enter a discount date. Click the
                              down arrow to select a date from the calendar.
                          14. In the InvDate (Invoice Date) field, enter the invoice date. Click the
                              down arrow to select a date from the calendar.
                          15. To select memorized invoices to generate new invoices from, choose
                              one of the following options:
                                    •   To select all memorized invoices in the current list, click
                                        SelectAll.
                                    •   To select two or more invoices on the list, press the CTRL key
                                        while selecting invoices.
                                    •   To select a range of invoices, highlight the first invoice in the
                                        range, press the SHIFT key, then click the last invoice in the
                                        range.
                          16. Click Generate to generate invoices for all selected memorized
                              invoices.
                          17. Click OK.


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                                                                                          Invoices



                    18. Click OK again.


Generating Multiple Invoices from the Invoice Calendar
                The Generate Invoices option is used to create multiple invoices from
                multiple scheduled and non-scheduled memorized invoices. This performs the
                same function as the Create Invoice option, except that you create more than
                one invoice at a time.

                To generate multiple invoices from the invoice calendar
                   1. Under Manage Records, click the Transactions tab.
                    2. In the drop-down list, select Accounts Payable Invoices.

                    3. Click Go     .
                    4. Click MemorizedInvoices.
                    5. Click InvoiceCalendar.
                    6. Click GenerateInvoices.
                    7. Choose an invoice display option:
                            •   To display all memorized, non-scheduled invoices, select
                                Memorized.
                            •   To display all memorized, scheduled invoices, select
                                Scheduled.
                    9. Select afrequency filter. For example, if you only want to see invoices
                       with a monthly payment frequency, select Monthly.
                    10. Optional: Select Show All Frequencies to display all invoice
                        frequencies.
                    11. To display all memorized, scheduled and non-scheduled invoices, select
                        ShowAll Invoices.
                    12. Enter an invoice due date.Click the down arrow to select a date from
                        the calendar.
                    13. Enter aDiscount Date (Disc. Date). Click the down arrow to select a
                        date from the calendar.
                    14. Enter an Invoice Date (Inv. Date). Click the down arrow to select a
                        date from the calendar.
                    15. Select memorized invoices to generate invoices using one of the
                        following options:
                            •   To select all memorized invoices in the current list, click Select
                                All.
                            •   To select two or more invoices on the list, press the CTRL key
                                while selecting invoices.
                            •   To select a range of invoices, highlight the first invoice in the
                                range, press and hold the SHIFT key, then click the last invoice
                                in the range.



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                                                   Click Unselect All at any time to reset your
                                        Note       selections.
                          16. Click Generate to generate invoices for all selected memorized
                              invoices.
                          17. Click OK.
                          18. Click OK again.


Generating New Invoices from Memorized Invoices
                     You have two options for creating new invoices from a group of memorized
                     invoices. You can generate invoices from the Add/Edit Memorized Invoices
                     window or from within the Invoice Calendar depending on where you are
                     working in Accounts Payable.


Creating an Invoice from a Memorized Invoice in Add/Edit Invoices

                     To select a memorized invoice
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Invoices.

                          3. Click Go     .
                          4. Click Add/Edit Invoices.
                          5. Click Add.
                          6. Click Sel Mem (Select Memorized).
                          7. Optional: Click the column header to sort invoices by Vendor, Name,
                             Description, Amount, or Frequency.
                          8. Select the invoice that you want to memorize and click OK.
                          9. In the Invoice# field, enter an invoice number. Click Next to auto-
                             assign the next available invoice number for the selected vendor.
                          10. Change any other information as necessary.
                          11. Click OK.




56
                                                                              Checks

Resetting the Check Lock
            Only one user can print checks at a time. When a user is printing checks, ACS
            places a lock on check printing so that no other user on your network can print.
            If an event out of the ordinary occurs (such as a power outage) during check
            printing, the check lock remains in place. Before checks can print again, reset
            the check lock.

            To reset the check lock
                1. Under AdvancedTools, click the AdminUtilities tab.
                2. In the drop-down list, select MaintenanceUtilities.

                3. Click Go      .
                4. Click ResetCheckLock.
                5. Click Yes.
                6. Click OK.
                7. Click Close.


Understanding Check Memo Options
            You can only select Check Memo options if you are not paying all invoices
            separately. If vendors with multiple invoices are included in the check run, the
            total amount due to each vendor is combined on one check when the Check
            Memo option is selected. The selected memo option determines the text that
            prints on the memo line of checks in the check run.
                •   First Invoice — In a multiple invoice situation, the memo on the first
                    invoice for the vendor is used for the entire check. For example, many
                    users always type the vendor's account number in the Memo field. This



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                              way they can let the memo from either the first or last invoice print on
                              every check for the vendor.
                          •   Last Invoice — Same as First Invoice, except the memo on the last
                              invoice is used for the entire check.
                          •   Generated — ACS generates a standard memo.
                          •   Prompt for Memo — When processing checks, a prompt displays to
                              enter a check memo for each vendor with multiple invoices to pay.


Printing Checks
Starting a Check Run

                     To start a check run
                        1. Under ManageRecords, click the Transactions tab.
                          2. In the drop-down list, select AccountsPayableChecks.

                          3. Click Go      .
                          4. On the Print/Post Checks menu, click PayInvoices.
                          5. Enter a Pay Through Date, or select ShowAllInvoices to show all
                             unpaid invoices. Click the down arrow to select a date in the calendar.
                          6. Enter a check date. Click the down arrow to select a date in the
                             calendar.
                          7. Enter the first check number you want to use when printing checks.
                          8. Select the bank from which you want to pay invoices. Click the down
                             arrow to select a bank in the drop-down list.
                          9. Enter the first ACH/Online reference number you want to use when
                             processing ACH and online payments.
                          10. Optional: If you want to print a separate check for each invoice, select
                              the PayAllInvoicesSeparatelyoption. If you do not select this option
                              and a vendor has multiple invoices in the check run, ACS combines the
                              amounts of all the invoices and generates a single check for the sum of
                              the invoices.
                          11. In the MemoOptionfield, select a memo option.
                          12. Optional: Right-click in the InvoicesGrid to suspend/reinstate an
                              invoice or to pay a partial amount of an invoice.
                          13. Select the Pay check box for each invoice to pay in this check run. To
                              select all invoices, select the PayAllInvoices option, or right-click and
                              select SelectAll.
                          14. Click ProcessChecks.

                                               If you selected the option toPaySeparate on
                                               one or more of the invoices, ACS prints a
                                    Note
                                               separate check for that invoice.
                                               If you selected the


58
                                                                                             Checks




                                       PayAllInvoicesSeparatelyoption, the
                                       MemoOptionfield is not available.




Printing the Cash Requirements Report
               The Cash Requirements report displays a list of unpaid invoices and the
               current amount due for each invoice. The amounts on this report are compared
               against your current account balances in the general ledger. Reviewing the Cash
               Requirements report can help you determine if there is currently enough money
               in your accounts to pay all invoices that are due. You can also print this report
               periodically to track expenses before invoices are due.

               To print a cash requirements report
                  1. Under Manage Records, click the Transactions tab.
                   2. In the drop-down list, select Accounts Payable Invoices.

                   3. Click Go     .
                   4. Click Pay Invoices.
                   5. Enter a Pay Through Date.To view payments due through a certain
                      date, click the down arrow to select a date in the calendar. To view all
                      unpaid invoices, select the Show All Invoices option.
                   6. Enter a Check Date. Click the down arrow to select a date in the
                      calendar.
                   7. Select a bank. Click the down arrow to select a bank in the drop-down
                      list.
                   8. Select the invoices.
                   9. Click PrintCashRequirements.
                   11. Choose one of the following SortOptions.
                          •   Select VendorName to sort the report by vendor name.
                          •   Select AccountDistribution to sort the report by account.
                   12. Select PrintDistributionsto print account distributions on the report.
                   13. Optional: Select AllBanks to print cash requirements for all bank
                       accounts. If you do not select AllBanks, only the cash requirements for
                       the bank you selected on the PayInvoices -Invoices tab print on the
                       report.
                   14. Do one of the following:
                          •   Select PrintMarkedInvoicesto print cash requirements for all
                              of the invoices marked for payment.
                          •   Select PrintUnmarkedInvoices to print the cash requirements
                              for all of the invoices not marked for payment.
                          •   Select both to print the cash requirements for all invoices.



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                          15. Optional: Click Preview to preview the report.
                          16. Click the Print button to print the report.

                                                  The check date is the date ACS uses to verify
                                                  you are making the payment in time to honor
                                    Note          a vendor discount (if applicable). If the check
                                                  date is on or before the discount date, the
                                                  discount is taken.




Editing Checks on the Pay Invoices — Checks Tab
                     You can edit a check on the Pay Invoices — Checks tab before the check is
                     printed and posted. Checks must be processed for the Checks tab to display.
                     You can edit the following fields on the Checks tab:
                                     •     Check No — You can change the check number only when
                                           the Printed? box is selected.
                                     •     Date
                                     •     Memo
                                     •     Printed — Select this option to post a handwritten check to
                                           the general ledger. Accounts Payable recognizes the check as
                                           printed, but posts the check information to the general ledger.

                     To edit checks on the Pay Invoices — Checks tab
                        1. Under ManageRecords, click the Transactions tab.
                          2. In the drop-down list, select AccountsPayableChecks.

                          3. Click Go         .
                          4. Select the Checks tab.
                          5. Select the check that you want to edit.
                          6. Make the necessary changes in the allowed fields.
                          7. Optional: To view the CheckDistribution, double-click on the check.


Printing a Sample Check
                     Many users find it helpful to print a sample check on a piece of paper to
                     conserve checks. Simply mark an X in the upper right hand corner of the paper
                     where the check number would normally print. Print the sample and lay it over
                     a blank check to verify the positioning of the fields.

                     To print a sample check
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Checks.

                          3. Click Go         .



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                                                                                          Checks



                    4. Click Pay Invoices.
                    5. Start a check run.
                    6. On the Pay Invoices - Checks tab, click Print/Post Checks.
                    7. Position blank checks in your printer.
                    8. Click Print Sample.


Printing Checks and Posting to the General Ledger
                All of the check printing options (for example, check numbers) are controlled
                by the check layout template in Accounts Payable Setup.
                If you post transactions to an inactive account, the account status changes to
                active.

                To print and post checks to the general ledger
                   1. Under Manage Records, click the Transactions tab.
                    2. In the drop-down list, select Accounts Payable Checks.

                    3. Click Go     .
                    4. Click Pay Invoices.
                    5. Start a check run.
                    6. Click Print/Post Checks.
                    7. Enter a posting date.Click the down arrowto select a date in the
                       calendar.
                    8. In the Post Month/Yearfield, select the posting period you want the
                       checks to post to the general ledger. Click the up and down arrows in
                        the Month and Year date boxes                    to select the posting
                        period.
                    9. Enter the first check number that you want to print and post.
                    10. Enter the first ACH/Online Ref # that you want to assign to the first
                        online or ACH payment in the check run.
                    11. In the Transaction Source field, verify that the correct source
                        displays. Click the down arrow to select a different source.
                    12. Optional:Create Extract File— If you want ACS to generate a report
                        of the check and check stub information, select this option. The report
                        automatically opens in a preview window for your review. You can also
                        print the report. The information for each check displays and prints on
                        a separate page.
                    13. Optional:Extract Check Numbers— To extract the check numbers
                        to the extract file report, select this option.
                    14. Optional: Show Printer Dialog— To display printer properties
                        before printing, select this option.
                    15. Click Preview to preview the checks.



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                          16. Click Print to print the checks. A message displays to place checks or
                              stock paper in the printer. Click OK. ACS prints the checks.
                          17. A message displays asking if the checks printed correctly. If the checks
                              printed properly, click Yes. If the checks did not print properly, click
                              No.
                                    •   If you clicked No in step 17, the Reprint Checks window
                                        displays. In the Print column, select the checks you want to
                                        reprint and click OK.
                                    •   A message displays asking if you want to reprint the selected
                                        checks. Click Yes.
                                    •   The Accounts Payable - Print Checks window displays. Click
                                        Print.
                                    •   Return to step 17.
                          18. If you clicked Yes in step 17, a message displays asking if you want to
                              post the checks now. Click Yes to post the checks.
                          19. Click OK.


Printing the Check Proof List
                     The Check Proof List displays a complete listing of all the checks in the latest
                     check run. Print this report before you print your checks and post them to the
                     general ledger to double-check the accuracy of checks.

                     To print the check proof list
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Checks.

                          3. Click Go         .
                          4. Click PayInvoices.
                          5. Start a check run.
                          6. Click CheckProofList.
                          7. Select or clear ACH, Online, and Check, depending on which types of
                             transactions you want to print on the report.
                          8. Select a sorting criteria:
                                    •   Unprinted, Unposted
                                    •   Printed, Unposted
                                    •   All
                          9. Click Preview to view the report.
                          10. Click Print.


Printing the Check Register Report
                     The check register report prints a list of checks after posting.


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                                                                                            Checks



                 To print the check register report
                    1. Under Manage Records, click the Transactions tab.
                     2. In the drop-down list, select Accounts Payable Checks.

                     3. Click Go       .
                     4. Click CheckRegister.
                     5. Select or clear ACH, Online, and Check, depending on which types of
                        transactions you want to print on the report.
                     6. Click Preview to view the check register.
                     7. Click Print.


Issuing Checks
Issuing Checks
                 Starting a check run to generate a batch of checks for a series of invoices that
                 are due is one approach for managing invoices in Accounts Payable. Sometimes,
                 however, you need the added flexibility of being able to print one or more
                 checks "on the fly" or enter information from handwritten checks into ACS.
                 The Issue Checks option provides this flexibility. Using this option, you can
                 issue printed checks while adding an invoice, quickly print checks for invoices
                 already entered, or you can post information from handwritten checks to the
                 general ledger.

                 Issuing handwritten checks for a new invoice
                 You can use the Issue Checks option to enter handwritten checks into ACS.
                 For example, your church is having a fundraising dinner for the new day care
                 center the church is building. You go to Flowers-R-Us florist shop and ACME
                 Paper Supply to purchase decorations for the fellowship hall. You use two,
                 handwritten checks to pay for your purchases. To get these checks into ACS so
                 that they are posted to the general ledger, you must issue the checks in the
                 Accounts Payable module. When you issue a handwritten check, an invoice is
                 created and the check is posted to the general ledger, but the check is not
                 printed.

                 Issuing printed checks for a new invoice
                 You can also use the Issue Checks option to quickly print checks to pay for
                 items or services for which no invoice has been previously entered. For
                 example, one morning, you discover that a squirrel is trapped in the building.
                 You call the Pests-B-Gone pest removal service. Use the Issue Checks option
                 to quickly enter an invoice, set up the vendor as a one-time vendor, if necessary,
                 and print the check.

                 Issuing handwritten checks for an unpaid invoice
                 You can issue a handwritten check for an unpaid invoice. For example, a cake
                 has been ordered for your church's anniversary dinner from The Cake Factory,
                 a local bakery. You have already called ahead, found out the pricing and entered
                 an invoice. However, you decide not to print a check because the Associate
                 Pastor has the church checkbook and has been asked to drop by the bakery and


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                     write a check for the cake. Use the Issue Checks option to post the invoice
                     without printing a check.

                     Issuing printed checks for an unpaid invoice
                     You can use the Issue Checks option to quickly print a check for an existing,
                     unpaid invoice. For example, Joe Smith mows the church grounds every second
                     Thursday in the Summer. You have a scheduled invoice on file for Joe. Because
                     he plans to be out of town the rest of the week, Joe comes by to mow the lawn
                     three days ahead of schedule. Use the Issue Checks option to print the check.


Issuing a Handwritten Check for a New Invoice in an Accrual Environment
                     You can issue and post handwritten and printed checks together. Handwritten
                     checks post to the general ledger along with the printed checks, but do not
                     print.

                     To issue a handwritten check for a new invoice
                         1. Under ManageRecords, click the Transactions tab.
                          2. In the drop-down list, select AccountsPayableChecks.

                          3. Click Go      .
                          4. Click Issue Checks.
                          5. In the Acctfield, select the appropriate bank account. Click the down
                             arrow to select a bank account in the drop-down list.

                          6. Enter a vendor code. Click Lookuo         to select a vendor in the Vendor
                             Lookup window.
                          7. Select the Printedoption.
                          8. Enter the number of the check that you issued.
                          9. Enter the date of the check. Click the down arrow to select a date in
                             the calendar.
                          10. Click the AddNewInvoice button to create a new invoice.
                          11. The Creating Accrual Transaction Posting Invoice window displays.
                              Enter the following information:
                                    •   In the PostingDatefield, enter a transaction date. Click the
                                        down arrow to select a date in the calendar.
                                    •   In the Post Month/Year field, select the month and year you
                                        want the transaction to post to the general ledger. Click the up
                                        and down arrows in the Month and Year date boxes
                                                to select the posting period.
                                    •   Select a transaction source. Click the down arrow to select a
                                        source in the drop-down list.
                                    •   Click PostInvoice.
                          12. Click OK.


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                                                                                          Checks



                    13. Issue additional checks, if necessary.
                    14. When finished issuing checks, click the Print/Post Issued Checks
                        button to print the checks (if applicable) and post to the General
                        Ledger.


Issuing a Handwritten Check for an Unpaid Invoice
                You can issue and post handwritten and printed checks together. Handwritten
                checks post to the general ledger along with the printed checks, but do not
                print.

                To issue a handwritten check for an unpaid invoice
                    1. Under ManageRecords, click the Transactions tab.
                    2. In the drop-down list, select AccountsPayableChecks.

                    3. Click Go     .
                    4. Click IssueChecks.
                    5. In the Acctfield, select the appropriate bank account. Click the down
                       arrow to select a bank account in the drop-down list.

                    6. Enter a vendor code. Click Lookup         to select a vendor in the Vendor
                       Lookup window.
                    7. Select the Printed option.
                    8. Enter the number of the check.
                    9. Click the UnpaidInvoices tab and select the invoice for which you
                       want to issue a check.
                    10. Click the PayInvoice button, then select the CheckInformation tab.
                    11. Issue any additional checks.
                    12. When finished issuing checks, click the Print/Post Issued Checks
                        button to print (if applicable) and post your checks.


Issuing a Handwritten Check for a New Invoice in a Cash Basis Environment
                You can issue and post handwritten and printed checks together. Handwritten
                checks post to the general ledger along with the printed checks, but do not
                print.

                To issue a handwritten check for a new invoice
                    1. Under ManageRecords, click the Transactions tab.
                    2. In the drop-down list, select AccountsPayableChecks.

                    3. Click Go     .
                    4. Click IssueChecks.
                    5. In the Acctfield, select the appropriate bank account. Click the down
                       arrow to select a bank account in the drop-down list.



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                          6. Enter a vendor code. Click Lookup         to select a vendor in the Vendor
                             Lookup window.
                          7. Select the Printed option.
                          8. Enter the number of the check that you issued.
                          9. Click AddNewInvoice to create a new invoice.
                          10. Click OK.
                          11. Issue additional checks, if necessary.
                          12. When finished issuing checks, click Print/Post Issued Checks to print
                              the checks (if applicable) and post to the general ledger.


Issuing a Printed Check for a New Invoice in an Accrual Environment
                     You can issue and post handwritten and printed checks together. Handwritten
                     checks post to the general ledger along with the printed checks, but do not
                     print.

                     To issue a printed check for a new invoice
                         1. Under ManageRecords, select the Transactions tab.
                          2. In the drop-down list, select AccountsPayableChecks.

                          3. Click Go      .
                          4. Click IssueChecks.
                          5. In the Acctfield, select the appropriate bank account. Click the down
                             arrow to select a bank account in the drop-down list.

                          6. Enter a vendor code. Click Lookup         button to select a vendor in the
                             Vendor Lookup window.
                          7. Select the Printed option.
                          8. Enter the number of the check that you printed.
                          9. Click AddNewInvoice to create a new invoice.
                          10. The CreatingAccrualTransactionPostingInvoice window displays.
                              Enter the following information:
                                    •   In the PostingDatefield, enter a transaction date. Click the
                                        down arrow to select a date in the calendar.
                                    •   In the Post Month/Year field, select the month and year you
                                        want the transaction to post to the general ledger. Click the up
                                        and down arrows in the Month and Year date boxes
                                                to select the posting period.
                                    •   Select a transaction source. Click the down arrow to select a
                                        source in the drop-down list.
                                    •   Click PostInvoice.
                          11. Click OK.


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                                                                                         Checks



                   12. Issue additional checks, if necessary.
                   13. When finished issuing checks, click Print/Post Issued Checks to print
                       the checks and post to the general ledger.


Issuing a Printed Check for a New Invoice in a Cash Basis Environment

                To issue a printed check for a new invoice
                    1. Under Manage Records, click the Transactions tab.
                   2. In the drop-down list, select Accounts Payable Checks.

                   3. Click Go     .
                   4. Click Issue Checks.
                   5. In the Acctfield, select the appropriate bank account. Click the down
                      arrow to select a bank account in the drop-down list.

                   6. Enter a vendor code. Click Lookup         to select a vendor in the Vendor
                      Lookup window.
                   7. Select the Printed option.
                   8. Enter the number of the check you printed.
                   9. Click AddNewInvoice to create a new invoice and enter the
                      appropriate information.
                   10. Click OK.
                   11. Issue any additional checks.
                   12. When finished issuing checks, click Print/Post Issued Checks to print
                       the checks and post to the general ledger.


Issuing Printed Checks for an Unpaid Invoice

                To issue a printed check for an unpaid invoice
                    1. Under Manage Records, click the Transactions tab.
                   2. In the drop-down list, select Accounts Payable Checks.

                   3. Click Go     .
                   4. Click IssueChecks.
                   5. In the Acctfield, select the appropriate bank account. Click the down
                      arrow to select a bank account in the drop-down list.

                   6. Enter a vendor code. Click Lookup         to select a vendor in the Vendor
                      Lookup window.
                   7. Enter the check number that you want to assign to this check.
                   8. Select the UnpaidInvoices tab and select the invoice for which you
                      want to issue a check.
                   9. Click PayInvoice, then select the CheckInformation tab.


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                          10. Issue any additional checks.
                          11. When finished issuing checks, click Print/Post Issued Checks to print
                              and post your checks.


Voiding Checks
Finding a Check in the Void Checks Window
                     The first step in voiding a check is to locate the check. You can find a check
                     quickly in the Void Checks window with the Find Checks option. You can use
                     the following search criteria to locate the checks:
                          •   Vendor — enter a vendor code. Click Lookup        to select a vendor in
                              the Vendor Lookup window.
                          •   Check number — enter a check number in the Check No field.
                          •   Bank account — enter a bank account in the Bank field. Click the
                              down arrow to select a bank account in the drop-down list.
                          •   Memo — enter a check memo in the Memo field.
                          •   Check date — enter a date. Click the down arrow to select a date in
                              the calendar.
                          •   Amount — enter the amount of the check in the Amount field.

                     To find a check
                         1. Under ManageRecords, click the Transactions tab.
                          2. In the drop-down list, select AccountsPayableChecks.

                          3. Click Go     .
                          4. Click VoidChecks.
                          5. Specify one or more of the search criteria.
                          6. Click FindChecks. All checks that match your search criteria display.


Voiding a Check
                     You must issue a void in the Accounts Payable module for any check that you
                     issued in Accounts Payable.

                     To select a check for voiding
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Checks.

                          3. Click Go     .
                          4. Click Void Checks.
                          5. Locate the check that you want to void.
                          6. Click FindChecks. All checks matching your search criteria display.
                          7. Select the check you want to void.



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                                                                                             Checks



                   8. If necessary, you can verify the check information with the following
                      options:
                            •    To view the check information, select ViewCheck.
                            •    To view the invoice information, select any invoice associated
                                 with the check, then click ViewInvoice.
                   9. Select the VoidCheck option.
                   10. If the selected check is reconciled in the general ledger, a confirmation
                       message displays. To continue, click Yes.
                   11. The VoidAccountsPayableCheck window displays.

               To void a check
                  1. Select the correct posting period. Click the up and down arrows in the
                       Month and Year                     date boxes to select the posting
                       period.
                   2. Select a Transaction Source. Click the down arrow to select a
                      transaction source in the drop-down list.
                   3. In the Void Explanation memo text field, enter an explanation for
                      voiding the invoice.
                   4. To void the check, click Void Check.
                   5. If you selected the Prompt to void invoices when void check option
                      in Accounts Payable Setup, a confirmation message displays. To void
                      the invoices attached to the check, click Yes.


Clearing the Check Run
               When you process checks in the Accounts Payable module, ACS creates a file
               that identifies the checks to print for the selected invoices. Once you print and
               post all checks, ACS clears the check file.
               If you need to re-run your checks, use the Clear Check Run option to
               manually clear checks from the check file. For instance, if you experience a
               printer malfunction early in the check printing process, you can clear the check
               file and start the check run again.
                                        If you have successfully printed a number of
                                        checks in the batch prior to experiencing
                                        printing difficulties, see the topic entitled The
                          Note          Print Restart Option. This option allows you
                                        to restart printing from a particular check
                                        number.

               To clear the check run
                  1. Under Manage Records, click the Transactions tab.
                   2. In the drop-down list, select Accounts Payable Checks.

                   3. Click Go      .



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                          4. Click Pay Invoices.
                          5. Click the Checks tab.
                          6. Click Clear Checks.
                          7. Click Yes to clear the check file.


Voiding a Check in Accounts Payable
                     When you select to void a check in Accounts Payable, the Void Accounts
                     Payable Check window displays.

                     To void a check
                        1. Select the correct posting period. Click the up and down arrows in the
                              Month and Year                      date boxes to select the posting
                              period.
                          2. Select a Transaction Source. Click the down arrow to select a
                             transaction source in the drop-down list.
                          3. In the VoidExplanation memo field, enter an explanation for voiding
                             the invoice.
                          4. To void the check, select VoidCheck.
                          5. If you selected the Prompttovoidinvoiceswhenvoidcheck option in
                             Setup, a confirmation message displays. To void the invoices associated
                             with the check, select Yes.


Reprinting Checks
Reprint Checks Option
                     If you experience printer difficulties after you have already printed a number of
                     checks, use the Reprint Checks option. This option allows you to resume
                     printing at the point where the problem occurred instead of restarting the check
                     run and reprinting the entire batch of checks. However, if you need to reprint
                     the batch, you have that option as well.
                                             If printing difficulties occur early in the check
                                             printing process, you may want to create a
                                             new check file by deleting the existing check
                                    Note     file and starting the check run again. For more
                                             information on deleting a check file, see:
                                             Clearing the Check Run.

                     To reprint checks using the Reprint Checks option
                         1. After checks are sent to your printer, you receive the following
                            message: "Did the Checks Print Correctly?" If the checks did not print
                            at all or did not print correctly, select No. The ReprintChecks dialog
                            box opens.
                          2. In the Print column, select the checks you want to reprint and click
                             OK. To reprint all checks, click SelectAll.



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                                                                                            Checks



                     3. Click Yes.
                     4. Click Print.


ACH Payments
Creating an ACH Transmission File
                 The ACH (Automated Clearinghouse) transmission file is used by your bank to
                 electronically deposit direct payment participants' checks in the appropriate
                 bank accounts of the various banks used by your vendors. You can create the
                 ACH file before or after printing/posting checks. Check with your banking
                 institution for specific transmission requirements.
                                               Before sending your first ACH file, your
                                               bank may require you to send a
                                               prenotification file. The bank uses this
                              Note             file to verify that vendor data is being
                                               transmitted correctly. For more
                                               information, see: Creating a Direct
                                               Payment Prenotification File.

                 To create an ACH file
                    1. Under Manage Records, click the Transactions tab.
                     2. In the drop-down list, select Accounts Payable Checks.

                     3. Click Go       .
                     4. Click CreateACHFile.
                     6. Select the ACH file Options.
                     7. Click Process.
                     8. Optional: Click Print to print an ACHProofList.
                     9. Optional: Click Delete to delete an ACH entry.
                     10. Click CreateFile to create the ACH file.
                     11. Enter the location to save the file and a file name. Click Save.
                     12. A message displays indicating the total number of direct payment
                         records written to the file and the total amount of the transmission. To
                         complete the process, click OK.
                                               You can also access the CreateACHFile
                              Note             option on the Checks tab of the
                                               PayInvoices window.




Creating a Direct Payment Prenotification File
                 Before sending your first ACH file, your bank may require you to send a pre-
                 notification file. Your bank uses this file to verify your direct payment




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ACS Version 10 - Accounts Payable



                     information and to make sure that electronic transmission of data is occurring
                     properly.

                     To create an ACH Pre-notification File
                        1. Under Manage Records, click the Transactions tab.
                          2. In the drop-down list, select Accounts Payable Checks.

                          3. Click Go     .
                          4. Click CreateACHFile.
                          5. Select PrenotificationFile.
                          6. Click Process.
                          7. Optional: Click Print to print an ACHProofList.
                          8. Optional: Click Delete to delete an ACH entry.
                          9. Click CreateFile to create the ACH file.
                          10. Enter the location, file name, and click Save. A message displays
                              indicating the total number of records written to the file and the total
                              amount of the transmission.
                          11. Click OK to complete the process.
                          12. Close the CreateACHFile window. The
                              DirectPaymentPrenotification option is automatically cleared.




72
                                         Invoice and Check Inquiry

Setting Filter Options
             You can use any of the filtering options to locate an invoice or a range of
             invoices. You can use the filtering options together to narrow your search, if
             necessary.
             To reset the default values, click the Reset button.

             To set filter options
                1. Under Manage Records, select the Transactions tab.
                 2. In the drop-down list, select Accounts Payable Invoices.

                 3. Click Go      .
                 4. Click Add/Edit Invoices.
                 5. In the Unposted Invoices portion of the ACS grid, right-click and select
                    Filter by.
                 6. In the Vendor field, enter the vendorcode. Click Lookup         to select a
                    vendor in the Vendor Lookup window.
                 7. In the Bank field,click the down arrow to select the bank account in
                    the drop-down list.
                 8. Under Status Fields, select the following:
                          •   In the Paid section, select Paid, Unpaid, or All.
                          •   In the Posted section, select Posted, Unposted, or All.
                    For example, if you want to view all paid invoices (regardless of whether
                    or not they are posted), from Paid, select the Paid option and from
                    Posted, select All.




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                          10. Under Flags, select one or more settings. You can select from three
                              filtering options for each flag. If necessary, select an option multiple
                              times to achieve the correct setting.
                                    •     Only transactions matching the option selection display.

                                    •     or All transactions display, whether or not that option is
                                        selected when you entered the transaction.

                                    •     Only transactions that are not selected display.

                          11. Enter a range of dates from any of the following categories. Click the
                              down arrow to select a date in the calendar.
                                    •   Due (Invoice Due Date)
                                    •   Discnt (Discount Date)
                                    •   Invoice (Invoice Date)
                                    •   Posted (Date Invoice Posted)
                          12. Enter a range of Amounts from any of the following categories:
                                    •   Invoice
                                    •   Discnt
                                    •   Partial (Amount of Partial Payment)
                                    •   Paid (Amount of the Payment)
                          13. Click OK.



Customizing the Invoice Display
                     The displayed invoice information is user-defined. You can select up to eight
                     different fields that detail the entire invoice. You must have invoices in the
                     Inquiry window to customize the invoice display fields.

                     To customize the invoice display
                        1. Display invoice information in the Inquiry window.
                          2. Select the fields that you want to display in the Inquiry window.
                          3. Optional: Select the field display order.
                          4. Optional: Resize the column widths.


Viewing Invoice Information from the Inquiry Window
                     You can double-click on an invoice to view complete information for it.
                     If you select to view invoice information, you can select the 1099 check box to
                     select or clear the invoice as a 1099 amount.

                     To view invoice information
                        1. Under Run Inquiries, select Vendor Inquiry in the drop-down list.


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                                                                          Invoice and Check Inquiry




                2. Click Go     .

                3. Enter a Vendor Code.Click Lookup           to select a vendor in the
                   Vendor Lookup window.
                4. The current posting month displays. Click the up and down arrows in
                    the Month date box          to select a different month.
                5. The current posting year displays. Click the up and down arrows in the
                    Year date box           to select a different year.
                6. Select to view Paid, Unpaid, or Bothpaid and unpaid invoices.
                7. Select to view Posted, Unposted, or Both posted and unposted
                   invoices.
                8. Select one of the following options:
                        •   MTD— view current month-to-date checks
                        •   YTD— view current year-to-date checks
                        •   All— view all checks for the selected vendor


Viewing Check Information from the Inquiry Window
            You can double-click on any check to view the invoices associated with it.

            To view check information
               1. Under Run Inquiries, select Vendor Inquiry in the drop-down list.

                2. Click Go     .
                3. Click the Checks tab.

                4. Enter a Vendor Code.Click Lookup           to select a vendor in the
                   Vendor Lookup window.
                5. The current posting month displays. Click the up and down arrows in
                    the Month date box           to change the month.
                6. The current posting year displays. Click the up and down arrow in the
                    Year date box           to change the year.
                7. Select one of the following options:
                        •   MTD— view current month-to-date checks
                        •   YTD— view current year-to-date checks
                        •   All— view all checks for the selected vendor


Viewing Totals from the Inquiry Window
            Use the Totals Inquiry feature to view the following information:
                •   Vendor Totals



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ACS Version 10 - Accounts Payable



                          •   Invoice Totals
                          •   Month-To-Date Check Totals
                          •   Year-To-Date Check Totals

                     To view totals from the Inquiry window
                        1. Under Run Inquiries, select Vendor Inquiry in the drop-down list.

                          2. Click Go      .

                          3. Enter a Vendor Code.Click Lookup             to select a vendor in the
                             Vendor Lookup window.
                          4. The current posting month displays. Click the up and down arrows in
                              the Month date box             to select a different month.
                          5. The current posting year displays. Click the up and down arrows in the
                              Year date box             to select a different year.
                          6. Click the Totals tab.
                          7. To calculate the totals, click Yes.
                          8. Under Display Selection, select to view totals for the selected vendor
                             or for all vendors.


Finding a Check Using the Find Option
                     If you have a large number of checks and need to find a specific check or group
                     of checks, you can use the Find option. The Find option offers expanded
                     search criteria and filtering capability and is similar to locating invoices from the
                     Inquiry window.

                                               To return to the Inquiry window with a
                                               specific check selected, double-click on the
                                Note
                                               check. To view the invoice associated with the
                                               check, double-click on the check again.


                     To find a check
                         1. Under Run Inquiries, select Vendor Inquiry in the drop-down list.

                          2. Click Go      .
                          3. Select the Checks tab.
                          4. Click Find.
                          5. Enter information for any combination of the check filters. For
                             example, search by Reference Number only, or search by Reference
                             Number and Amount.
                          6. Click Find.




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                                                                       Invoice and Check Inquiry




Finding an Invoice Using the Find Option
             If you have a large number of invoices and need to find a specific invoice or
             group of invoices, you can use the Find option. The Find option offers
             expanded search criteria and filtering capability and is similar to locating
             invoices from the Inquiry window.

                                      To return to the Inquiry window with a
                                      specific invoice selected, double-click on the
                       Note           invoice. Double-click on the invoice once
                                      again to view complete invoice information on
                                      the selected invoice.


             To find an invoice
                 1. Under Run Inquiries, select Vendor Inquiry in the drop-down list.

                 2. Click Go      .
                 3. Click Find.
                 4. Enter information for any combination of the invoice filters. For
                    example, search by Invoice Amount only or search by Invoice Due
                    Date and Invoice Amount.
                 5. Click Find.


Year-to-Date Check Totals
             The Year-to-Date Check Totals in Inquiry are based on the Post Month/Year
             of a check. The amount represents a total of all checks and voids posted to the
             year selected in Inquiry. Checks that are voided from previous years, or check
             dates that do not match the selected Post Month/Year when the checks were
             posted can affect the YTD Check Totals.
             Use YTD Check Totals to view the following items:
                 •   # of Checks Written
                 •   # of Voided Checks
                 •   YTD Checks
                 •   YTD Discounts
                 •   YTD Voids




                                                                                             77
                                                                             Reports

Customizing YTD Purchases List Report Dates
            When you print the YTD Purchases List report, ACS populates the date fields
            for year-to-date purchases and 1099 purchases based on the beginning of your
            accounting year, the beginning of the tax year, and the last day of the current
            posting month in the Accounts Payable module. You can change these dates to
            meet the needs of your organization.

            To customize the report dates
               1. Under Generate Reports, click the Reports tab.
                2. In the drop-down list, select Accounts Payable.

                3. Click Go     .
                4. In the list of reports, expand Lists, then select YTD Purchases List.
                5. Click Preview.
                6. Enter the dates of your choice. For more information about the date
                   fields, see Getting an Overview of the Enter Report Dates Window.
                7. Click OK.


Customizing and Printing Labels
            You can print labels at any time. ACS provides six options for printing labels on
            a dot matrix printer and two options for printing labels on a laser printer.
            After previewing the labels, you can click Customize to change the label layout
            if you decide that changes are needed. You can access the Customize option in
            the following methods:
                •   After previewing the report, click Customize in the report menu bar.
                •   Right-click the report list, then click Customize.


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                     To print labels
                        1. Under Generate Reports, click the Labels tab.
                          2. In the drop-down list, select Vendor Labels.

                          3. Click Go       .
                          4. Under Reports, select a label format.
                          5. Click Customize.
                          6. Optional: Select the filter options.
                          7. Click Label Layout.
                          8. Select the fields that you want to print on each line of the labels. For
                             more information on the available fields, see Getting an Overview of
                             the Label Layout.
                          9. Click OK.

                          10. Click Print       .
                          11. Optional: Click Save to save your label settings.
                          12. To exit, click Close.


Customizing Accounts Payable Reports on the Options Tab
                     Use the Options tab in Accounts Payable Reports for configuring your report to
                     meet the needs of your organization. You can access the Options tab in the
                     following ways:
                          •   Select the report, then click Customize.
                          •   Preview the report, then click Customize in the report menu bar.
                          •   Right-click in the report list, then click Customize.

                     To customize reports on the Options tab
                        1. Under Generate Reports, click the Reports tab.
                          2. In the list, select Accounts Payable.

                          3. Click Go       .
                          4. Expand the report type and select the report you want to display or
                             print.
                          5. Click Customize.
                          6. Select the options and fields that you want for your report. For more
                             information about the options and fields, see Getting an Overview of
                             the Accounts Payable Options Tab.
                          7. Click OK.




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                                                                                        Reports




Customizing Reports in Report Options
             Using the Report Options dialog box, you can customize the title of your
             selected report without clicking Customize. If your report uses a period view
             and dates, you can also select the View and the dates of the information that
             you want to include in the report in Report Options.

             To customize reports in Report Options
                1. Under Generate Reports, click the Reports tab.
                 2. In the drop-down list, select Accounts Payable.

                 3. Click Go     .
                 4. In the list of report types, expand the report type for the report that
                    you want to print, then select the report.
                 5. In the Report Options dialog box, enter the information for your
                    report. For information about the fields in Report Options, see
                    Getting an Overview of the Report Options.
                 6. Click Preview or Print.


Customizing Reports on the Vendor Search Tab
             You can focus your report to a particular vendor, a range of vendors, or a range
             of check numbers or check dates. You can select to print all vendors in one ZIP
             Code, or select 1099 vendors with purchases in a dollar range. Using the
             Vendor Search tab, you can focus your report in a variety of ways as long as the
             information is in ACS.

             To customize reports on the Vendor Search tab.
                1. Under Generate Reports, click the Reports tab.
                 2. In the drop-down list, select Accounts Payable.

                 3. Click Go     .
                 4. In the list of report types, select the one that you want to print, then
                    click Customize.
                 5. Click the Vendor Search tab.
                 6. Enter your search criteria in the fields that you want to search. For
                    more information about these fields, see Getting an Overview of the
                    Vendor Search Tab.
                 7. Click OK.


Viewing a List of Accounts Payable Lists Reports
             The Accounts Payable module contains the following list reports:

                  Report         Description




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                                         List of all memorized invoices and descriptions. You can
                     Memorized
                                         select to include vendors that are not active. You can
                     Invoice List
                                         print the report in either Detail or Summary format.

                                         List of all vendors' comments. The report includes the
                     Vendor
                                         comment type and date of the comment. You can select
                     Comments List
                                         to include vendors that are not active.

                                         List of all vendors' contact information. The report
                     Vendor Contact      includes the contact's addresses, phone numbers, and e-
                     Master List         mail addresses. You can select to include vendors that are
                                         not active.

                                         List of all vendors. The report includes the vendors'
                     Vendor List         primary or mailing address and vendor types. You can
                                         select to include vendors that are not active.

                                         List of all vendors. The report includes the vendors'
                                         primary address, phone number, e-mail address. You can
                     Vendor Master       select to include additional information types. The default
                     List                general ledger account code for each vendor is included
                                         in the report. You can also select to include vendors that
                                         not active.
                                         List of all vendors. The report includes the vendors'
                     Vendor Phone        primary phone number and e-mail address. You can
                     List                select to include additional information types in the
                                         report. You can also select to include vendors that are
                                         not active.
                                         List of all vendors. The report includes the vendors'
                                         phone number, social security number, 1099 purchases
                     YTD Purchases       total for the current tax year, and fiscal year-to-date
                     List                purchases. You can select to include vendors that are not
                                         active.



Viewing a List of Available Labels
                     You can select the report options you want to include when printing your labels.
                     By customizing your label options, you can print labels in batches, or you can
                     eliminate those vendors that do not need a label. For information on selecting
                     the label report options, see Customizing Label Options.
                     The following table lists the label formats that you can print in the ACS
                     Accounts Payable module.

                              Label            Description

                     Address Label Dot         Avery 4013/ACS 12205 Address Labels: 3-1/2" x
                     Matrix (1-Up)             15/16", Paper size: 4-1/4" x 12" Fanfold (1 x 12



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                                                                                      Reports




                                       labels per sheet)

             Address Label Dot
             Matrix (1-Up) for
             Label Printer

             Address Label Dot         Avery 4030, 4602/ACS 12225 Address Labels: 3-
             Matrix (2-Up)             1/2" x 15/16", Paper size: 8" x 12" Fanfold (2 x
                                       12 labels per sheet)

             Address Label Dot
             Matrix (2-Up) for
             Label Printer

             Address Label Dot         Avery 4031, 4603/ACS 12210 Address Labels: 3-
             Matrix (3-Up Wide         1/2" x 15/16", Paper size: 11-1/2" x 12" Fanfold
             Carriage)                 (3 x 12 labels per sheet)

             Address Label Dot         Avery 4144 Address Labels: 2-1/2" x 15/16",
             Matrix (3-Up)             Paper size: 9-/1/2" x 12" Fanfold (3 x 12 labels
                                       per sheet)

             Address Label Laser       Avery 5161/ACS 12220 Address Labels: 4" x 1",
             (2-Up)                    Paper size: 8-1/2" x 11" Letter (2 x 10 labels per
                                       sheet)

             Address Label Laser       Avery 5160/ACS 12215 Address Labels: 2-5/8" x
             (3-Up)                    1", Paper size: 8-1/2" x 11" Letter (3 x 10 labels
                                       per sheet)




Viewing a List of Accounts Payable Journals
             The following Accounts Payable Journal reports are available:

                  Report        Description

                                Transaction report that displays unpaid invoice
                                information. The report displays the following for each
                                invoice: invoice detail information, current amounts due
             A/P Cash
                                on each invoice, and current amounts that are not yet
             Requirements
                                due. You can print the report using one of four available
                                formats: by Account Distribution, Due Date, Detail,
                                or Summary.

                                Transaction report of all invoices due but not paid by the
                                Pay Through Date. You can print the report in either
             Aging Journal      Detail or Summary format.
                                The Detail report groups invoices by vendor name/code
                                and sorts them by invoice number. The following


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                                        information displays:
                                            •    Invoice number
                                            •    Invoice description
                                            •    Due date
                                            •    Current amount due
                                            •    Amount not yet due
                                            •    Amount over 30 days due
                                            •    Amount over 60 days due
                                            •    Amount over 90 days due
                                            •    Total amount due
                                        A subtotal for each vendor and a grand total display at
                                        the end of the report.
                                        The Summary report prints totals only for each vendor
                                        name/code. It displays the same individual amounts as
                                        the detail report as well as a grand total at the end of the
                                        report.
                                        The Current Due column on both reports represents the
                                        distribution amount. The Aging period columns
                                        represent where the distribution amount falls based on its
                                        due date, as compared to the pay through date.
                                        The Not Yet Due column represents any invoice with a
                                        due date that is after the pay through date. This
                                        information prints only if you select the Include
                                        invoices not yet due option in Customize.

                     Check/Invoice
                     Cross Reference Transaction report of all vendors' checks and the
                     by Check Date   corresponding invoices for a specified date range.
                     Range

                     Check/Invoice Transaction report of all vendors' checks and the
                     Cross Reference corresponding invoices for a report view.

                                        Transaction report of all unpaid invoices. The report
                                        displays invoice detail information including the discount
                                        amount, the partial amount paid, amount paid, and the
                     Open A/P
                                        net amount for each invoice.
                     Report
                                        You can print the report using one of three available
                                        formats: by Account Distribution, Summary, or
                                        Detail.
                     Voided Check       Transaction report of all voided checks for a specified
                     List               check date range.




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                                                                                            Reports




                Voided Check
                                     Transaction report of all voided checks for a specified
                List by Bank
                                     check date range separated by bank account.
                Account


Printer Setup
                After ACS financial software is installed, you should set up your printer to meet
                your organization's needs. By default, ACS uses the printer and font defaults set
                in the Microsoft® Windows® Control Panel. Any changes made to Windows
                Printers and Fonts settings are normally reflected in ACS.
                You can choose a printer other than the Windows default printer to use with
                ACS. Once a printer is selected, modify the report fonts and printer setup from
                within ACS. The changes you make will not affect other applications you are
                currently using. Printer settings will vary depending on the printer selected.
                The default font used by ACS is usually Times New Roman - 10pt. On most
                reports, you can change the default font. However, there are a few reports that
                require a specific font and/or font size in order to print correctly. Also, keep in
                mind that some fonts may take longer to print than others.
                If you change printers without modifying fonts and printer setup, the printer
                setup is reset to ACS defaults.


Customizing and Printing Labels
                You can print labels at any time. ACS provides six options for printing labels on
                a dot matrix printer and two options for printing labels on a laser printer.
                After previewing the labels, you can click Customize to change the label layout
                if you decide that changes are needed. You can access the Customize option in
                the following methods:
                    •   After previewing the report, click Customize in the report menu bar.
                    •   Right-click the report list, then click Customize.

                To print labels
                   1. Under Generate Reports, click the Labels tab.
                    2. In the drop-down list, select Vendor Labels.

                    3. Click Go      .
                    4. Under Reports, select a label format.
                    5. Click Customize.
                    6. Optional: Select the filter options.
                    7. Click Label Layout.
                    8. Select the fields that you want to print on each line of the labels. For
                       more information on the available fields, see Getting an Overview of
                       the Label Layout.
                    9. Click OK.



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                          10. Click Print       .
                          11. Optional: Click Save to save your label settings.
                          12. To exit, click Close.


Printing Rolodex Cards
                     When you print Rolodex® cards, vendors are printed one per card with the
                     following information:
                          •   Address information
                          •   Primary phone information
                          •   Primary e-mail information
                          •   Primary contact information and one additional contact
                     Once you select the report options, you can preview the cards to make sure the
                     information displays correctly. In the Preview window, you can choose to send
                     the cards by electronic mail to a recipient or export the cards to another
                     application.
                     You can save the report setup so that you do not have to remember the
                     selections you made.

                     To print Rolodex cards
                        1. Under Generate Reports, click the Reports tab.
                          2. In the drop-down list, select Accounts Payable.

                          3. Click Go       .
                          4. In the list of report types, select Cards.
                          5. Select the card format, then click Customize.
                          6. Select the report options.
                          7. Click OK.

                          8. Click Print        .




86
                                                                      Period End

Closing the Month
            Closing the month simply changes your default posting month.
            If you have unposted invoices, you can still close the current month and post
            these invoices in the correct month at a later time.

            To close the month
               1. Under Manage Records, click the Transactions tab.
                2. In the drop-down list, select Accounts Payable Invoices.

                3. Click Go     .
                4. Click Close Current Month.
                5. If you have unposted invoices for the month, a message displays. Click
                   Yes to continue with closing the month. Click No to exit.
                6. If you do not have unposted invoices, the following message displays:
                   "You are about to close the current month! Ok to set posting period to
                   [Month/Year]?" Click Yes to close the month.


Entering 1099 Adjustments
            Beginning Accounts Payable after January 1
            If you begin using the Accounts Payable module after the first of the year, you
            can enter the 1099 adjustments for each vendor. You can enter all accumulated
            dollar amounts for all applicable 1099 invoices without entering each invoice
            manually into the system.
            Example: You begin using the Accounts Payable module on March 1, 2007.
            You paid your groundskeeper 4 times in the period January through February.
            You paid him $75.00 each time. Instead of entering four separate invoices for


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                     $75.00, use the 1099 Adjustment option to input the total dollar amount of
                     $300.00.

                     1099 adjustment function
                     When entering 1099 adjustments, ACS prompts you to enter an expense
                     account and a checking account. However, the adjustments are not posted to the
                     General Ledger. The adjustments are treated as invoices and are marked posted
                     and paid. That is, they are treated as if the invoice is already posted and the
                     check is already printed. The main purpose of the 1099 Adjustment option is
                     to make sure that 1099 totals for each vendor are correct at the end of the year.
                     If you want to change the 1099 status of an existing invoice that is incorrectly
                     marked, you can make the change in Inquiry or Add/Edit Invoices.

                                        The 1099 Adjustment Utility adjusts the vendor's
                             Note       1099 total as well as the vendor's YTD purchases
                                        total.


                     To enter 1099 adjustments
                        1. Under Manage Records, click the Period End Procedures tab.
                          2. In the drop-down list, select 1099 & YTD Adjustments.

                          3. Click Go      .
                          4. Enter a vendor code. Click Lookup       to select a vendor in the Vendor
                             Lookup window.
                          5. In the Invoice# field, enter an invoice number. Click Next to auto-
                             assign the next available invoice number for the selected vendor.
                          6. In the Invoice Amt field, enter the dollar amount by which you want
                             change the vendor's purchases total. Enter a positive amount to
                             increase the 1099 and YTD purchases amounts. Enter a negative
                             amount to decrease the 1099 and YTD purchases amounts.
                          7. Enter the following dates. Click the down arrow to select a date from
                             the calendar.
                                    •   Invoice Date— date the invoice is created.
                                    •   Due Date— month and year the 1099 adjustments display in
                                        the Inquiry window.
                                    •   Post Date— date the invoice is posted.
                          8. In the Invoice Memo textfield, enter a description. "1099 Adjustment"
                             is a typical example.
                          9. In the Chk Acct field, enter a checking account number.
                          10. In the Exp Acct field, enter an expense account number.
                          11. In the Post Month/Year field, click the up and down arrows in the
                              Month and Year date boxes                   to select the correct
                              posting period.
                          12. Click Apply.


88
                                                                                       Period End




Period End Reports
1099 Options
                     Reports — Select 1099's - Laser Printer.
                     Print Transactions From and to — Enter the beginning and ending date
                     range for the 1099 information to include in the 1099 totals. Click the
                     down arrow to select a date in the calendar.
                     Preview — Select to preview 1099s before printing the forms.
                     Print — Click to select a printer and print 1099s.
                     Printer Setup — Select to change your printer settings.
               View Reports Fields
                   Select one of the following options:
                     •    <user name> — Select to display all saved reports for the current
                         user and all ACS reports.
                     •   Public — Select to display all saved reports marked as Public and all
                         ACS reports.
                     Print 1096 — Click to edit 1096 fields or print the 1096.


1099 Setup Options
               In Period End Reports, the following fields and options are available for the
               Accounts Payable 1099s on the Setup tab:
               Report Options
                  Sort By — To print 1099s in a particular order, select a sort option.
                     Fed Tax ID — Verify your federal tax ID number. If necessary, enter
                     your federal tax ID number in the Fed Tax ID field.
                     State Tax ID — Verify your state tax ID number. If necessary, enter your
                     state tax ID number in the State Tax ID field.
               Vendor Options
                   Include Inactive Vendors — Select to print 1099s for both inactive and
                   active vendors.
                     Include 1099 Purchases Under $600 — Select to print 1099s for vendors
                     with 1099 purchases that total less than $600 and 1099s for vendors with
                     purchases over $600.
                     Vendor Type — To filter by vendor type, select this option and click
                     Select to choose the vendor types.
               Selection Options
                    Vendor Code — To filter by vendor code, enter a range of vendor codes.
                    Click Lookup to select the codes in the Vendor Lookup list.
                     Vendor Name — To filter by vendor names, enter a range of vendor
                     names. Click Lookup to select the names from the Vendor Lookup list.




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                           Address Line 1 and Address Line 2 — Enter address information as the
                           filter.
                           City — Enter a city as the filter.
                           State — Enter a two-letter state abbreviation as the filter.
                           ZIP Code — Enter a range of ZIP Codes as the filter.
                           YTD Purchases — Enter a range of year-to-date purchase amounts as
                           the filter.
                           YTD 1099 Purchases — Enter a range of year-to-date 1099 purchase
                           amounts as the filter.


1099 Preview Options
                     Use the following preview tools in the 1099 preview window:
                     Option                      Description
                                                 Click this button to print the 1099.
                          Print
                                                 Displays entire page of 1099s in the Preview
                         Whole Page              window.
                                                 Displays the width of 1099s in the Preview
                         Page Width              window.
                                                 Displays the full size of 1099s in the Preview
                          100%                   window.
                                                 Displays the first page of 1099s.
                          First Page
                                                 Displays the previous page of 1099s.
                          Prior Page
                                                 Displays the next page of 1099s.
                          Next Page
                                                 Displays the last page of 1099s.
                          Last Page
                                                 Click this button to exit without printing the
                                                 1099s.


Printing 1099 Forms

                     To print 1099 Forms
                        1. Under GenerateReports, click the PeriodEndReports tab.
                          2. In the drop-down list, select AccountsPayable1099sand1096.

                          3. Click Go      .
                          4. Select 1099's-Laser Printer.




90
                                                                                       Period End



                    5. To enter the beginning and ending date range for the 1099 information
                       that you want to include in the 1099 totals, use
                       PrintTransactionsFromandto.
                    6. To select report options, click the Setup tab.
                    7. Enter ReportOptions.
                    8. Select VendorOptions.
                    9. Enter 1099 SelectionOptions.
                    10. Optional: To preview the 1099s prior to printing, click Preview.
                    11. Optional: To change your printer settings, click PrinterSetup.
                    12. To print the 1099s, click Print.


1096 Fields
                In Period End Reports, use the 1096 Fields window to select 1096 information
                before printing the 1096 form. ACS Technologies recommends that you print
                the form on plain paper first to make sure the form lines up correctly and your
                settings are correct.
                     Preaddressed 1096? — If your organization's name and address are pre-
                     printed on the 1096 form, select this option.
                     Final Return? — If your organization is not required to file Forms 1099,
                     1098, 5498, or W2-G in the future, either on paper, magnetically, or
                     electronically, select this option.
                Contact Information
                    Enter the following optional information:
                    •   Contact Name
                    •   Telephone Number
                    •   E-mail Address
                    •   Fax Number
                     Preview — Click to preview the form before printing.
                     Print — Click to select the printer and print the form.
                     Cancel — Click to exit the 1096 fields window without printing.


Printing the 1096

                To print 1096 forms
                   1. Under GenerateReports, click the PeriodEndReports tab.
                    2. In the drop-down list, select AccountsPayable1099sand1096.

                    3. Click Go     .
                    4. Click Print1096.




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                          5. If your name and address are pre-printed on the 1096 form and you do
                             not want it to be overwritten, select thePreaddressed1096option.
                          6. If you will not be required to file Forms 1099, 1098, 5498, or W2-G in
                             the future, either on paper, magnetically, or electronically, select
                             theFinalReturnoption.
                          7. Enter your contact information.
                          8. Click Preview to preview the 1096.
                          9. Click Print to print the 1096.




92
                                                                       Glossary

                                          A
A/P Check Source: You may define a default check source for the Accounts Payable
    module. The system defaults to this source when you are ready to post checks to
    General Ledger. This is a default value only, if you need to select a different check
    source for a specific check or batch of checks, it may easily be changed from the Post
    Checks option.
Account: A record of financial transactions for one specific portion of an organization,
    which shows inflow and outflow of dollar amounts.
Account Code: A code assigned to an account used to locate, identify, and store data in
    the correct place within the General Ledger. Account numbers can be up to 20
    characters and can be alphabetical or numerical.
Account Inquiry: A way of attaining data, through display, of all financial transactions
    within an account, along with various other information that can provide a complete
    picture of an accounts current and past activity.
Account Type: A description of the function of an account within the accounting system. In
    ACS for Windows General Ledger account types are called Major Headings.
Accrual Source: You may define a default accrual source for the Accounts Payable
    module. The system defaults to this source.
Accumulated Depreciation: Refers to the total, cumulative amount of depreciation
    expense that has been recorded since the fixed asset was acquired. The purpose is to
    show how much of the total cost a fixed asset has been depreciated over time.
Acquired Date: The date the fixed asset was obtained by the organization. You can also
    track whether it was donated by an individual or group, or purchased outright by the
    organization.
Addition: An adjustment which adds a certain amount or percentage to an employee's
    wages.
Adjustments: A recording of the completed part of a continuous transaction that occurs
    over time.
Adjustments (Payroll): A customized amount or percentage that modifies an employee's
    wages. The three types of adjustments are an Addition to an employee’s wages, a
    Deduction to an employee’s wages, a Contribution to specific General Ledger
    accounts (does not affect employee wages).
Area 1: An area that can be used to group accounts together for reports even if the
    accounts are in different funds.



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                          Area 2: An area that can be used to group accounts together for reports even if the
                              accounts are in different funds.
                          Asset: 1. An economic resource belonging to an organization. Assets can be cash, cash in
                              the bank, savings, bonds, investments, equipment, land, etc. 2. A particular Major
                              Heading (account type).



                                                                    B
                          Backup: Preserves copies of files on a different drive, directory or media to protect against
                              the destruction or loss of the original files in the event of hardware or system failure.
                          Bank Accounts: Accounts your organization has established at a financial institution.
                          Batch: A group of Time Sheet records that can be recalled and posted at any point in time.
                              For example, you can set up a recurring batch named "Standard Payroll" that contains
                              all your normal payroll information.
                          Billing Address: The address to which payments are sent.
                          Billing Code: A code used to define each type of billing.
                          Bookkeeping Month: The calendar month for which you are entering financial transactions
                              into the General Ledger. This month does not necessarily have to be the same as the
                              current month.
                          Budget (monthly): An amount belonging to an account that indicates the anticipated inflow
                              and outflow of funds during a calendar month.
                          Budget (yearly): An amount belonging to an account that indicates the anticipated annual
                              inflow and outflow of funds.



                                                                    C
                          Cash Journal Entry: A journal entry that described the effect of a cash transaction on the
                              accounts of an entry.
                          Chart of Accounts: A list showing all account descriptions, account codes, and Major
                              Headings (account types) that exist in the General Ledger.
                          Check Date: The date printed on the check.
                          Check Entry: A transaction that is based on a check stub.
                          Check Reconciliation: A comparison of a bank statement with the organization’s general
                              ledger conducted to identify errors and necessary adjustments
                          Checking Account: The default account that displays when adding an invoice for the
                              vendor.
                          Closed Transactions: Transactions which have been entered into the ledger and have
                              been posted to the desired period, these cannot be changed.
                          Closing Account: The account to which other accounts are closed into at the end of a
                              period in order to reduce the account balances to zero
                          Committees: An area to which accounts of a specific type are assigned so that they can
                             be grouped together by reports, even if the accounts are in separate funds.
                          Common Law Employees: An individual who performs a service for you, if you have
                             control over how those services are performed.
                          Condition: A user-defined element used to describe the actual physical condition of the
                              asset (poor, fair, good, excellent, etc.).
                          Contact: An individual to whom you can address questions or concerns.
                          Continue Payments: This option is available for memorized invoices. Select this option of
                              you wish to pay this invoice for an indeterminate time period.
                          Contribution: An adjustment which is an employer contribution to specific General Ledger
                              accounts. This adjustment does not affect employee wages.




94
                                                                                    Glossary



Cost Centers: A Cost Center is used to define which General Ledger accounts to debit
    and credit for each Time Sheet entry. You can associate Cost Centers with each
    employee's record in order to track wages and other compensation.
Credit: A transaction amount that appears in the right hand column of an account record.
Credit Memo: A credit adjustment applied to an invoice.
Customer: An individual being provided goods or services.



                                          D
Debit: A transaction amount that appears in the left hand column of an account record.
Debit Memo: A debit adjustment applied to an invoice.
Deduction: An adjustment which subtracts a certain amount or percentage from an
    employee's wages.
Department: An area to which accounts of a specific type are assigned so that they can be
    grouped together by reports, even if the accounts belong to different sets of funds.
Department (F/A): An area to which assets of a specific type or location are assigned. For
    example, departments can be Administration, Education, Maintenance, Accounting, or
    Music.
Deposit: A transfer of funds from the originator into the bank account.
Depreciable Basis: Refers to the dollar amount from which an asset's depreciation is
    calculated. This can be the original cost of a recently purchased item, or the estimated
    current value of a donated item.
Depreciation Methods: The three most popular methods of calculating depreciation are,
    Straight Line Depreciation, Double Declining Balance Depreciation, and Sum of the
    Year’s Digits Depreciation.
Direct Deposit: A deposit which is made electronically.
Direct Withdrawal: A payment or withdrawal made without a check.
Disbursed: The amount of the invoice that is disbursed to the appropriate expense
    accounts.
Discount: A discount is a percentage of the invoice that is deducted if the invoice is paid
    by a certain date. For example, you receive a discount of 2.5% if an invoice is paid
    within 15 days.
Discount (A/R): An amount deducted from the amount billed if the invoice is paid by the
    terms specified at the time of billing. This amount is entered when posting payments.
Discount Date: The date by which the invoice must be paid in order to receive a discount.
Discounts Taken: You have the option to track discounts taken, which disburses all
    discounts to an account which you designate.



                                          E
Employee Record: The master file which contains all pertinent information regarding an
   employee.
Enter (Transactions): The process of typing data regarding financial transactions into the
    computer. This is different from posting transactions. When transactions are entered
    into the computer they remain in a collective file and wait to be disbursed into the
    proper account during posting.
Expense: A type of account that reflects the cost of operating such as Utilties, Salary or
    Postage.
Expense Account: The default expense account that displays when adding an invoice for
    this vendor.



                                          F

                                                                                              95
ACS Version 10 - Accounts Payable



                          Fixed Assets: Anything of value owned by your organization, including but not limited to
                              land, buildings, tools, furniture, machinery, and vehicles.
                          Force Payment: An option which forces payment of an invoice the next time checks are
                              printed.
                          Form 1099: A form required by the Internal Revenue Service for vendors who meet certain
                              requirements as specified by the United States Tax Code.
                          Form 941 Worksheet: The 941 Worksheet aids an employer in calculating the required
                              information in Form 941.
                          Frequency: A recording of how often an asset will have its depreciation calculated.
                          Fund Accounting: Fund Accounting is the use of funds as separate sets of books.
                          Fund Code: A three character code used to separate accounts or different sets of financial
                              books.
                          Fund Principal Account: The resources of an organization (comparable to owner’s equity
                              in a business). The Fund Principal is equal to the difference between the Assets and
                              Liabilities. All Revenue and Expense accounts are closed to a Fund Principal account
                              at the end of a year. Although the Fund Principal heading is a Major Heading, it is also
                              a Liability. In order for the balance sheet to print correctly, you must have your Fund
                              Principal accounts located under the Fund Principal heading.



                                                                      G
                          Global Amount: The default amount of the adjustment which affects all occurrences of the
                              adjustment.
                          Global Limit: The default maximum limit of the adjustment.



                                                                      H
                          Headings: An account description that serves as a the main heading for an account type
                              group. such as Assets and Liabilities.
                          Historical Cost: This is the original value/price of the fixed asset at the time of its
                               acquisition.



                                                                       I
                          Inquiry: A method of viewing and printing accounts only, neither transactions nor accounts
                               may be edited.
                          Invoice Filter: Invoice filters are used to control which invoices display on the Add/Edit
                               screen. For example, you may wish to view only posted invoices, only invoices
                               entered for a particular vendor, or invoices with a range of discount dates.



                                                                      J
                          Journal: A form of report.
                          Journal Entry: A transaction entry that is not from a check or a deposit. Corrections and
                              adjustments are examples of Journal Entries.



                                                                      L
                          Late Charges: Charges generated when an invoice goes unpaid for more than thirty days.
                               Late charges can be generated from Add/Edit Invoices. The amount of the late charge
                               is determined by the percentage stated in Setup.
                          Liability: A type of account that reflects a debt owed, such as goods or services bought on
                               credit or time.




96
                                                                                     Glossary



Life: This is the estimated time, expressed in years, that a fixed asset will hold useful value
      for your organization. After this period, the asset is usually retired and sold for its
      salvage value.
List: 1. A form of report. 2. Areas of categorization used to cross-reference accounts.



                                           M
Maintenance: Section where records of an asset's maintenance history is recorded.
    Important records, such as oil changes, tune ups, and repairs are logged here.
Memorized Transaction: A transaction which is used frequently in your organization can
   be memorized so that it need not be entered multiple times.



                                           O
One time Vendor: A vendor who is paid either one time only, or very infrequently. An
    invoice may be entered and posted for a one time vendor without storing the vendor
    record in the system.
Open Transactions: An open transaction is a transaction which has been entered but not
   yet posted to the General Ledger.
Other Expense: A type of account that reflects a cost of operating that is not a regular or
    expected expense, i.e. non-budgeted.
Other Revenue: A type of account that reflects amounts received by an organization that
    are not part of the regular anticipated source of revenue or income, i.e. non-budgeted.



                                           P
Partial Amount: An amount due on an invoice which is a fraction of the total disbursement
     of the invoice. For example, you may wish to suspend one or more disbursements of
     an invoice if the vendor’s obligation has not been met.
Pay Periods: The period of time for which an employee is paid for services rendered.
Pay Through Date: The date the system uses to determine which invoices are paid.
    Invoices with a due date on or before the Pay Through Date are paid, unless payment
    has been suspended.
Pay Types: Pay Types define a category of pay and taxes which are applicable to that
    category. The Pay Types are then associated with an employee's record to define
    amounts which are subject to various taxes.
Payables: An amount that is owed to a provider of a good or service that is due sometime
    in the near future.
Payees: Payees are individuals or companies to whom you owe a dollar amount in return
    for a purchased good or service. When you are entering Check transactions, you must
    specify the Payee for the check.
Period End Procedures: Steps which you should perform at the end of each month and
     year in order to ensure the ledger is kept accurate and is in line with Generally
     Accepted Accounting Principles.
Permanent Restricted: A restricted account, such as a donation in the form of a grant, that
    one can only use the interest on the principal, but cannot use the principal itself.
Post (Transactions): The computer actions of placing all financial transactions that have
    been entered into the proper General Ledger accounts to provide an accurate record
    of the organizations financial business. This closes all open transactions.
Posting Journal: A record of all posting activity for the desired period.
Project: A three character code that allows you follow transactions that belong to a specific
     project and then report on the financial status of that project. For example, if your
     organization is renovating a building, you can attach Project Codes to all transactions
     (or parts of transactions) that deal with building renovations.




                                                                                              97
ACS Version 10 - Accounts Payable



                          Proof List: A list of open transactions, primarily used as a method of checking transactions
                              to ensure accuracy.
                          Public Report: A Public Report is a report that you create and allow other users in your
                              organization to access.



                                                                      R
                          Receivables: An amount that is due for goods or services rendered.
                          Restricted Accounts: Accounts which are amounts designated for a single use only, i.e.
                              renovations, flowers, community projects.
                          Retire Date: The date on which a fixed asset's useful life has expired.
                          Revenue: A type of account that reflects amounts received by an organization in the form
                              of contributions and donations, which are the regular economic resources for that
                              organization.
                          Revenue Center: A code used to define each income account set up in General Ledger.



                                                                      S
                          Salvage Value: The estimated dollar value an asset still holds after its useful life has
                              expired.
                          Separate Payments: An option which, if selected, results in a separate check for each
                              invoice to a single vendor in a check run. If this is not selected, all invoices for this
                              vendor, in the same check run, are paid with one check.
                          Setup: The process of setting up the General Ledger by providing the system with items
                              such as the date, account formats, transaction options, etc.
                          Source (Transaction): A Source is the journal origin of a transaction entered into the
                              General Ledger. These codes can be used to separate transactions for viewing and
                              reporting purposes.
                          Source Type: The Source Type of the transaction is the category of origination the Source
                              is associated. There are 10 default sources, but the user can add additional sources at
                              any time. However, the default Source Types cannot be changed. They are
                              Adjustment, Check, Deposit, Direct Deposit, Direct Withdrawal, Bank Transfer, Bank
                              Interest, Bank Charge.
                          Statutory Employees: An individual who works for you, but is not covered under the
                               common law definition. Statutory employees are considered employees for Social
                               Security, Medicare, and FUTA taxes under certain conditions.
                          Street Address: The physical address of the vendor.
                          Sub Heading: You may define up to four levels of Sub Headings. Sub Headings are used
                              to determine the placement of accounts on reports.
                          Subtotal: Allows you to subtotal subheadings which groups those accounts into one total
                              for the Detailed Analysis Reports. This allows you to print detail and summary
                              information on one report.
                          Suspending Payments: An option which, if selected, results in not paying the invoice until
                              the option is deselected.



                                                                      T
                          Tax Accounts: The General Ledger accounts to which taxes are disbursed for both
                              employee and employer.
                          Tax District: A user-defined field, used to separate asset and depreciation information for
                              report purposes.
                          Tax Tables: A complete set of applicable Federal and State taxes that affect your payroll
                              operations. Additional tax tables may be added to reflect Local Taxes.
                          Temporary Restricted: A restricted account, such as a gift designated for a certain
                             purpose.



98
                                                                                 Glossary



Time Sheets: An accounting of the hours worked in a specific pay period, for a group of
    employees.
Toolbar: A row of icons or buttons which serve as shortcuts to certain menu functions.



                                         V
Vendor: A vendor is a provider of the good or service which your organization purchases.
Vendor Code: A unique code that is assigned to each vendor.
Vendor Type: A 3 character code defined by the user to group types of vendors together,
    such as Utilities, Caterers and Florists.
vendors:



                                        W
W-2 Form: A form detailing wages and taxes for an employee for a given year.
Worker's Compensation Category: A job type description that takes into account an
    individual's risk of injury while performing their duties.
Worker's Compensation Code: A code that is either published by the state governing
    body and given to you by your insurance provider or a unique six character code that
    you define.




                                                                                          99
Index




   101
1                                                                  Add/Edit Invoices Window...................... 45
                                                                   Add/Edit Invoices Window...................... 47
1099 Adjustments
  Entering ............................................. 87        Add/Edit Memorized Invoices Window
                                                                     Editing Memorized Invoices............... 35
1099 Adjustments................................... 87
                                                                     Generating Invoices........................... 53
                                                                     Viewing Memorized Invoices ............. 36
A
                                                                   Add/Edit Memorized Invoices Window... 35
A/P Setup
  Defining................................................ 6       Add/Edit Memorized Invoices Window... 36
  Defining the General Ledger Interface. 7                         Add/Edit Memorized Invoices Window... 53
  Entering 1099 Adjustments................ 87
  Setting Up Vendor Types..................... 9                   Adding
  Start Up Outline ................................... 2             Invoices.............................................. 36
                                                                     Memorized Invoices........................... 33
A/P Setup ................................................. 2        Vendors ............................................. 11
A/P Setup ................................................. 6      Adding .................................................... 33
A/P Setup ................................................. 7      Adding .................................................... 36
A/P Setup ................................................. 9      Addresses .................................. 16, 17, 20
A/P Utilities
  Entering 1099 Adjustments................ 87                     C
A/P Utilities ............................................. 87     Cash Basis Accounting
                                                                     Completing a Partially Paid, Posted
About
                                                                     Invoice ............................................... 49
  Accounts Payable ................................ 1
                                                                     Invoice Posting .................................. 46
  Fund Accounting.................................. 7
                                                                     Issuing a Handwritten Check for a New
  Issuing Checks .................................. 63
                                                                     Invoice ............................................... 65
  Memorized Invoices.. 27, 28, 29, 33, 34,
                                                                     Issuing a Printed Check for a New
  35, 36, 53, 56
                                                                     Invoice ............................................... 67
  Posting Invoices................................. 47
                                                                     Voiding an Invoice ............................. 51
  Scheduled Invoices.......... 29, 30, 31, 32
  Suspended Invoices .......................... 47                 Cash Basis Accounting .......................... 46
  The A/P Posting Month and Year ........ 5                        Cash Basis Accounting .......................... 49
About ........................................................ 5   Cash Basis Accounting .......................... 51
About ........................................................ 7   Cash Basis Accounting .......................... 65
About ...................................................... 47    Cash Basis Accounting .......................... 67
About ...................................................... 47    Cash Requirements ............................... 59
About ...................................................... 63    Changing
Accrual Basis Accounting                                             Due Date of a Scheduled Invoice ...... 31
  Completing a Partially Paid, Posted                              Changing ................................................ 31
  Invoice ............................................... 49
  Invoice Posting .................................. 46            Check Lock
  Issuing a Printed Check for a New                                  Resetting............................................ 57
  Invoice (Accrual) ................................ 66            Check Lock ............................................ 57
  Issuing Handwritten Checks for a New
  Invoice ............................................... 64       Check Printing
  Voiding an Invoice ............................. 52                Clearing the Check Run .................... 69
                                                                     Issuing Printed Checks on the Fly ..... 63
Accrual Basis Accounting....................... 46
                                                                   Check Printing........................................ 63
Accrual Basis Accounting....................... 49
                                                                   Check Printing........................................ 69
Accrual Basis Accounting....................... 52
                                                                   Check Register....................................... 62
Accrual Basis Accounting....................... 64
                                                                   Checks
Accrual Basis Accounting....................... 66                   About Issuing ..................................... 63
ACH File ................................................. 71        Clearing the Check Run .................... 69
                                                                     Editing from Preview Checks Window60
Add/Edit Invoices Window                                             Finding ............................................... 76
  Adding Invoices ................................. 36               Initiating a Check Run ....................... 58
  Deleting Invoices ............................... 42               Issuing a Handwritten Check for a New
  Editing Invoices.................................. 41              Invoice (Accrual) ................................ 64
  Editing Posted Invoices ..................... 47                   Issuing a Handwritten Check for a New
  Viewing Invoices ................................ 45               Invoice (Cash).................................... 65
Add/Edit Invoices Window...................... 36                    Issuing a Handwritten Check for an
                                                                     Unpaid Invoice ................................... 65
Add/Edit Invoices Window...................... 41
                                                                     Issuing a Printed Check for a New
Add/Edit Invoices Window...................... 42                    Invoice (Accrual) ................................ 66



                                                                                                                           102
                                                                                                                           Index



    Issuing a Printed Check for a New                              Deleting .................................................. 44
    Invoice (Cash).................................... 67          Direct Payment....................................... 25
    Issuing a Printed Check for an Unpaid
    Invoice ............................................... 67     Disbursing
    Printing a Sample Check ................... 60                    Multiple Accounts............................... 39
    Printing and Posting to the General                            Disbursing .............................................. 39
    Ledger................................................ 61
    Printing Check Proof List ................... 62               Distributions
    Viewing Check Information from Inquiry                            Disbursing to Multiple Accounts ........ 39
    Window .............................................. 75       Distributions ..................................... 37, 38
    Viewing Check Summary Totals........ 75
    Voiding............................................... 68      Distributions ........................................... 39

Checks ................................................... 58      Distributions ........................................... 40

Checks ................................................... 60      E
Checks ................................................... 60      Editing
Checks ................................................... 61        Checks from Preview Checks Window
                                                                     ........................................................... 60
Checks ................................................... 62
                                                                     Invoice Editing and Voiding Rules ..... 51
Checks ................................................... 64        Invoices from Add/Edit Invoices Window
Checks ................................................... 65        ........................................................... 41
                                                                     Invoices from Invoice Proof List Window
Checks ................................................... 65        ........................................................... 44
Checks ................................................... 66        Memorized Invoices from Add/Edit
                                                                     Memorized Invoices Window ............. 35
Checks ................................................... 67        Memorized Invoices from the Invoice
Checks ................................................... 67        Calendar ............................................ 29
                                                                     Scheduled Invoices............................ 32
Checks ................................................... 68        Vendor Information ............................ 13
Checks ................................................... 69        Vendor Type Description ................... 10
Checks ................................................... 75      Editing .................................................... 10
Checks ................................................... 75      Editing .................................................... 13
Checks ................................................... 76      Editing .................................................... 29
Closing Out the Month............................ 87               Editing .................................................... 32
Comments .............................................. 22         Editing .................................................... 35
Completing                                                         Editing .................................................... 41
  A Partially Paid, Posted Invoice                                 Editing .................................................... 44
  (Accrual) ............................................ 49
  A Partially Paid, Posted Invoice (Cash)                          Editing .................................................... 51
  ........................................................... 49   Editing .................................................... 60
Completing ............................................. 49        E-mail Address ..................... 18, 19, 20, 21
Completing ............................................. 49        Expense Account ................................... 21
Contacts ........................................... 23, 24
Creating
                                                                   F
  Standard Invoice from Memorized..... 53                          Fund Accounting
Creating.................................................. 53        About ................................................... 7
                                                                   Fund Accounting ...................................... 7
D
Deactivating
                                                                   G
  Vendors ............................................. 14         General Ledger
Deactivating............................................ 14          Defining the Interface Between A/P and
                                                                     ............................................................. 7
Deleting                                                             Posting Checks to.............................. 61
  Invoices from the Add/Edit Invoices
                                                                   General Ledger ........................................ 7
  Window .............................................. 42
  Invoices from the Invoice Proof List                             General Ledger ...................................... 61
  Window .............................................. 44         Generating
  Memorized Invoices........................... 35                   Standard Invoices from Memorized
  Vendor Type ...................................... 10
                                                                     Invoices.............................................. 56
  Vendors ............................................. 14
                                                                   Generating ............................................. 56
Deleting .................................................. 10
Deleting .................................................. 35     H
Deleting .................................................. 42     Handwritten Checks



                                                                                                                              103
ACS Version 10 - Accounts Payable



                         About Issuing ..................................... 63         Adding Memorized............................. 33
                         Issuing for a New Invoice (Accrual) ... 64                     Changing the Invoice Due Date of
                         Issuing for a New Invoice (Cash)....... 65                     Scheduled.......................................... 31
                         Issuing for an Unpaid Invoice ............ 65                  Creating Standard from Memorized .. 53
                     Handwritten Checks ............................... 63              Deleting a Memorized........................ 35
                                                                                        Deleting from the Add/Edit Invoices
                     Handwritten Checks ............................... 64              Window .............................................. 42
                     Handwritten Checks ............................... 65              Deleting from the Invoice Proof List
                                                                                        Window .............................................. 44
                     Handwritten Checks ............................... 65              Editing a Scheduled........................... 32
                                                                                        Editing and Voiding Rules ................. 51
                     I                                                                  Editing from Add/Edit Invoices Window
                     Inquiry Window                                                     ........................................................... 41
                        Configuring Invoice Display ............... 74                  Editing from Invoice Proof List Window
                        Finding Checks .................................. 76            ........................................................... 44
                        Finding Invoices................................. 77            Editing Memorized from Add/Edit
                        Viewing Check Information from........ 75                       Memorized Invoices Window ............. 35
                        Viewing Invoice Information from....... 74                      Editing Memorized from Invoice
                        Viewing Summary Totals ................... 75                   Calendar ............................................ 29
                                                                                        Editing Posted.................................... 47
                     Inquiry Window....................................... 74           Finding ............................................... 77
                     Inquiry Window....................................... 75           Generating ......................................... 56
                                                                                        Memorizing Previously Entered ......... 27
                     Inquiry Window....................................... 75           Posting (Accrual) ............................... 46
                     Inquiry Window....................................... 76           Posting (Cash) ................................... 46
                                                                                        Reinstating Suspended ..................... 48
                     Inquiry Window....................................... 77
                                                                                        Scheduling Memorized ...................... 29
                     Invoice and Check Inquiry                                          Suspending........................................ 48
                        Configuring Invoice Display ............... 74                  Unscheduling Scheduled ................... 31
                        Finding Checks .................................. 76            Viewing a Memorized ........................ 36
                        Finding Invoices................................. 77            Viewing from Add/Edit Invoices Window
                        Viewing Check Information ................ 75                   ........................................................... 45
                        Viewing Invoice Information from Inquiry                        Viewing from Invoice Proof List Window
                        Window .............................................. 74        ........................................................... 45
                        Viewing Summary Totals ................... 75                   Viewing Invoice Information from Inquiry
                     Invoice and Check Inquiry ...................... 74                Window .............................................. 74
                                                                                        Viewing Invoice Summary Totals ...... 75
                     Invoice and Check Inquiry ...................... 74
                                                                                    Invoices .................................................. 27
                     Invoice and Check Inquiry ...................... 75
                                                                                    Invoices .................................................. 29
                     Invoice and Check Inquiry ...................... 75
                                                                                    Invoices .................................................. 29
                     Invoice and Check Inquiry ...................... 76
                                                                                    Invoices .................................................. 31
                     Invoice and Check Inquiry ...................... 77
                                                                                    Invoices .................................................. 31
                     Invoice Calendar
                        Editing Memorized Invoices from....... 29                   Invoices .................................................. 32
                        Generating Invoices........................... 55           Invoices .................................................. 33
                     Invoice Calendar .................................... 29       Invoices .................................................. 35
                     Invoice Calendar .................................... 55       Invoices .................................................. 35
                     Invoice Display                                                Invoices .................................................. 36
                        Configuring ........................................ 74
                                                                                    Invoices .................................................. 36
                     Invoice Display ....................................... 74
                                                                                    Invoices .................................................. 41
                     Invoice Proof List Window
                                                                                    Invoices .................................................. 41
                        Deleting Invoices ............................... 44
                        Editing Invoices.................................. 44       Invoices .................................................. 42
                        Previewing a Proof List ...................... 43           Invoices .................................................. 44
                        Printing an Invoice Proof List ............. 43
                        Viewing an Invoice from..................... 45             Invoices .................................................. 44
                     Invoice Proof List Window ...................... 43            Invoices .................................................. 45
                     Invoice Proof List Window ...................... 43            Invoices .................................................. 45
                     Invoice Proof List Window ...................... 44            Invoices .................................................. 46
                     Invoice Proof List Window ...................... 44            Invoices .................................................. 46
                     Invoice Proof List Window ...................... 45            Invoices .................................................. 47
                     Invoices                                                       Invoices .................................................. 48
                        Adding................................................ 36   Invoices .................................................. 48



104
                                                                                                                          Index



Invoices .................................................. 51     Month Close Out Procedure................... 87
Invoices .................................................. 53     Multiple Accounts
Invoices .................................................. 53       Disbursing an Invoice Amount to ....... 39

Invoices .................................................. 56     Multiple Accounts ................................... 39

Invoices .................................................. 74     Multiple Invoices..................................... 53

Invoices .................................................. 75     O
Invoices .................................................. 77     Outline
Issuing Checks                                                       Procedures .......................................... 2
   About ................................................. 63        Start Up................................................ 2
   Issuing a Handwritten Check for a New                           Outline ...................................................... 2
   Invoice (Cash).................................... 65
   Issuing a Handwritten Check for an                              Outline ...................................................... 2
   Unpaid Invoice ................................... 65
   Issuing a Printed Check for a New                               P
   Invoice (Cash).................................... 67           Partial Payment ...................................... 36
   Issuing a Printed Check for an Unpaid
   Invoices.............................................. 67       Partially Paid Invoices
   Issuing Handwritten Checks for a New                              Completing (Accrual) ......................... 49
   Invoice (Accrual) ................................ 64             Completing (Cash)............................. 49
Issuing Checks ....................................... 63          Partially Paid Invoices ............................ 49
Issuing Checks ....................................... 64          Partially Paid Invoices ............................ 49
Issuing Checks ....................................... 65          Payment Type .................................. 24, 25
Issuing Checks ....................................... 65          Phone Number ..................... 18, 19, 20, 21
Issuing Checks ....................................... 67          Posted Invoices
                                                                     Completing a Partially Paid (Accrual) 49
Issuing Checks ....................................... 67            Completing a Partially Paid (Cash).... 49
                                                                     Editing................................................ 47
L                                                                    Setting Partial Payment Amounts on . 42
Labels                                                               Voiding......................................... 50, 52
  Printing......................................... 79, 85         Posted Invoices...................................... 42
Labels..................................................... 82     Posted Invoices...................................... 47
Locating Checks..................................... 76            Posted Invoices...................................... 49
Locating Invoices.................................... 77           Posted Invoices...................................... 49
                                                                   Posted Invoices...................................... 50
M
                                                                   Posted Invoices...................................... 52
Memorized Invoices
  Adding................................................ 33        Posting
  Creating a Standard Invoice from ...... 56                         Checks to the General Ledger........... 61
  Creating Standard from Memorized... 53                             Invoices (Accrual) .............................. 46
  Deleting.............................................. 35          Invoices (Cash).................................. 46
  Editing from Add/Edit Memorized                                  Posting ................................................... 46
  Invoices Window................................ 35
  Editing from Invoice Calendar............ 29                     Posting ................................................... 46
  Generating Multiple Invoices from ..... 53                       Posting ................................................... 61
  Memorizing Previously Entered Invoices
  ........................................................... 27   Posting Invoices
  Scheduling ......................................... 29            About ................................................. 47
  Viewing .............................................. 36        Posting Invoices ..................................... 47
Memorized Invoices ............................... 27              Prenotification File.................................. 71
Memorized Invoices ............................... 29              Preview Checks Window
Memorized Invoices ............................... 29                Editing Checks................................... 60

Memorized Invoices ............................... 33              Preview Checks Window........................ 60

Memorized Invoices ............................... 35              Printing Checks
                                                                      Clearing the Check Run .................... 69
Memorized Invoices ............................... 35                 Issuing a Printed Check for a New
Memorized Invoices ............................... 36                 Invoice (Accrual) ................................ 66
                                                                      Issuing a Printed Check for a New
Memorized Invoices ............................... 53                 Invoice (Cash).................................... 67
Memorized Invoices ............................... 53                 Issuing a Printed Check for an Unpaid
                                                                      Invoice ............................................... 67
Memorized Invoices ............................... 56
                                                                      Issuing on the Fly............................... 63



                                                                                                                             105
ACS Version 10 - Accounts Payable



                         Print Restart Option ........................... 70              Printing an Invoice Proof List ............. 43
                         Printing a Sample Check ................... 60               Reviewing Invoices ................................ 43
                         Printing Checks and Posting to the
                         General Ledger.................................. 61
                         Reprint Option.................................... 70
                                                                                      S
                     Printing Checks ...................................... 60        Scheduled Invoices
                                                                                        Adding................................................ 29
                     Printing Checks ...................................... 61          Adjusting the Number of Payments ... 30
                     Printing Checks ...................................... 63          Changing the Invoice Due Date......... 31
                                                                                        Editing................................................ 32
                     Printing Checks ...................................... 66          Unscheduling ..................................... 31
                     Printing Checks ...................................... 67        Scheduled Invoices ................................ 29
                     Printing Checks ...................................... 67        Scheduled Invoices ................................ 30
                     Printing Checks ...................................... 69        Scheduled Invoices ................................ 31
                     Printing Checks ...................................... 70        Scheduled Invoices ................................ 31
                     Printing Problems                                                Scheduled Invoices ................................ 32
                        Clearing the Check Run..................... 69
                        Print Restart Option ........................... 70           Searching
                        Reprint Option.................................... 70           Finding Checks .................................. 76
                                                                                        Finding Invoices................................. 77
                     Printing Problems ................................... 69
                                                                                      Searching ............................................... 76
                     Printing Problems ................................... 70
                                                                                      Searching ............................................... 77
                     Procedures Outline................................... 2
                                                                                      Special Procedures
                     Processing Invoices                                                Resetting the Check Lock.................. 57
                       Clearing the Check Run..................... 69
                       Initiating a Check Run........................ 58              Special Procedures ................................ 57
                       Printing Cash Requirements Report .. 59                        Staring a Check Run .............................. 58
                     Processing Invoices ............................... 58           Start Up Outline........................................ 2
                     Processing Invoices ............................... 59           Suspended Invoices
                     Processing Invoices ............................... 69             About ................................................. 47
                                                                                        Reinstating......................................... 48
                     Profile Information .................................. 15          Suspending Invoices.......................... 48
                     Proof List                                                       Suspended Invoices............................... 47
                       Previewing an Invoice Proof List........ 43
                       Printing a Check Proof List ................ 62                Suspended Invoices............................... 48
                       Printing an Invoice Proof List ............. 43                Suspended Invoices............................... 48
                     Proof List ................................................ 43
                     Proof List ................................................ 43
                                                                                      T
                                                                                      The A/P Posting Month and Year
                     Proof List ................................................ 62
                                                                                        About ................................................... 5
                     Purchase Order ...................................... 38
                                                                                      The A/P Posting Month and Year............. 5
                     R                                                                U
                     Reports
                                                                                      Utilities
                       Printing Cash Requirements.............. 59
                                                                                         Resetting the Check Lock.................. 57
                       Printing Labels ............................. 79, 85
                       Printing the Check Register Report ... 62                      Utilities.................................................... 57
                     Reports................................................... 59
                                                                                      V
                     Reports................................................... 62
                                                                                      Vendor Type
                     Reports................................................... 79      Deleting.............................................. 10
                     Reports................................................... 80      Setting Up ............................................ 9
                     Reports................................................... 81    Vendor Type............................................. 9
                     Reports................................................... 81    Vendor Type........................................... 10
                     Resetting                                                        Vendors
                       Check Lock ........................................ 57           Adding
                                                                                          Adding Vendors While Entering An
                     Resetting ................................................ 57        Invoice........................................... 12
                     Reviewing Checks                                                   Adding................................................ 11
                       Printing the Check Register Report ... 62                        Deleting a Vendor Type ..................... 10
                                                                                        Deleting or Deactivating..................... 14
                     Reviewing Checks.................................. 62              Editing Vendor Information ................ 13
                     Reviewing Invoices                                                 Editing Vendor Type Description ....... 10



106
                                                                                                                         Index



    Editing Vendors While Adding an                                 Voiding
    Invoice ............................................... 13        Checks............................................... 68
    Setting Up Vendor Types..................... 9                    Posted Invoices ........................... 50, 52
Vendors .................................................... 9      Voiding ................................................... 50
Vendors .................................................. 10       Voiding ................................................... 52
Vendors .................................................. 10       Voiding ................................................... 68
Vendors .................................................. 12       Voiding Checks
Vendors .................................................. 13         Finding a Check in Void Checks
                                                                      Window .............................................. 68
Viewing
                                                                    Voiding Checks ...................................... 68
   Invoice and Check Summary Totals .. 75
   Invoices from Add/Edit Invoices Window                           Voiding Invoices
   ........................................................... 45     Accrual Environment.......................... 52
   Invoices from Invoice Proof List Window                            Cash Environment ............................. 51
   ........................................................... 45     Invoice Editing and Voiding Rules ..... 51
   Memorized Invoices........................... 36                 Voiding Invoices ..................................... 51
Viewing................................................... 36       Voiding Invoices ..................................... 51
Viewing................................................... 45       Voiding Invoices ..................................... 52
Viewing................................................... 45
Viewing................................................... 74       Z
Viewing................................................... 75       ZIP Code ................................................ 16




                                                                                                                            107

				
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Description: Sample of Suspending Accounts document sample