Red Wing Windows Accounting Series. Accounts Payable. Red Wing Business Systems, Inc.

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1 Red Wing Windows Accounting Series Accounts Payable by Red Wing Business Systems, Inc. All rights reserved. No part of this book or system may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by information storage retrieval system, without permission in writing from the publisher. Changes in tax law, business practice, or your operating environment may cause your system to require changing. Red Wing cannot guarantee these changes will be reflected in future releases of software. This system is sold with the understanding the publisher is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional should be sought. Microsoft, Microsoft Access, Microsoft Word and Microsoft Excel are all registered trademarks of Microsoft Corporation. Windows is a trademark of Microsoft Corporation. Portions copyrighted by Open Systems, Inc. Copyright Red Wing Business Systems, Inc. April 1999; Revised October 2000 ISBN

2 Important Please complete the software licensing agreement and return the white copy to Red Wing Business Systems. Returning the licensing agreement benefits you in the following ways: Upon receipt of your agreement, we check your serial numbers to make sure you have a current version of our product. If you do not have a current version, we send you one at no charge. We keep you informed of improvements to our software, including releases of new versions. We also send any seminar information to you. Complete the licensing agreement and mail the white copy today!

3 Table of Contents Chapter One Introduction Introduction Windows Compatible Accounts Payable Features How to Get Help How This Manual is Organized How to Use this Manual Chapter Two Getting Started How to Set Up Accounts Payable Overview Before You Begin Defining IDs, Codes and Accounts Step-by-step Set-up Procedure Chapter Three Practice System Exercise 1: Set Up Customization Exercise 2: Add New Vendors Exercise 3: Enter Transactions Exercise 4: Check Writing Exercise 5: Management Reports Chapter Four Helpful Procedures How to Split an Invoice How to Change an Invoice Understanding the Check Writing Process How to Print an Online (Quick) Check How to Void a Check How to Use the End-of-Period Menu Table of Contents iii

4 Chapter Five Transactions Transaction Entry Header Tab Detail Tab Summary View Detail Tab Detail View Totals Tab Transaction Options Online Checks Serial/Lot Number Entry Serial Number Creation Add Lot Number Project Information Copy Recurring Invoices Error Listing Copy Recurring Invoices Report Change Batches Vendor Snapshot Chapter Six Transaction Reports / Post Purchases Journal Miscellaneous Debits Journal Post Transactions Post Transactions Log Void (Reverse) Invoice Chapter Seven Check Writing Hold/Release Invoices Select Invoices for Payment Select invoices for Payment Report Modify Selected Invoices Change Payment Amount List Selected Invoices Print Checks Check Register Update Vendor Balances Void Checks Check Detail Report Write iv Table of Contents

5 Chapter Eight Management Reports Report Command and Toolbar Buttons Invoice Aging Report Summary Analysis Report Cash Requirements Report Open Invoice Report Payments History Report Purchase Analysis Report Vendor Activity Report Vendor Analysis Report Vendor Detail History Report Vendor Purchase History Report Vendor History Report Chapter Nine End-of-Period Month-End Processing Print 1099 Forms Print 1099 Forms Magnetic Media Magnetic Media Header Magnetic Media Detail Magnetic Media Output Chapter Ten Setup and Maintenance Customization Interfaces Tab Options Tab Defaults Tab Invalid GL Accounts Payment Terms Distribution Codes Class Codes Division Codes Priority Codes Amount Types Business Types Vendors General Tab Pay To Tab History Tab Batch Codes Batch Activity User Information Recurring Invoices Screen Recurring Invoices Screen Add/Insert/Edit Table of Contents v

6 Chapter Eleven Setup and Maintenance Lists Payment Terms List Distribution Codes List Class Codes List Division Codes List Priority Codes List Amount Types List Business Types List Vendor Detail List Vendor Labels Batch Codes List Recurring Invoices List Chapter Twelve Special Options ASCII Input (Invoices/Vendors) Change Vendor Code Chapter Thirteen Appendix How to Order Checks and Forms How to Sign Up for Red Wing Customer Support Glossary vi Table of Contents

7 Chapter One Introduction to Accounts Payable This chapter introduces Accounts Payable, its features, the organization of the User Guide and formatting standards. Introduction Contents Windows Compatible Accounts Payable Features How to Get Help How This Manual is Organized How to Use this Manual Formatting Standards Introduction to Accounts Payable 1-1

8 Introduction ' Accounts Payable is flexible and easy to use. It lets you keep track of how much you owe your suppliers, when invoices are due and what discounts are available. ' Accounts Payable helps you manage your cash flow by paying suppliers when a payment is due, rather than making payments erratically, whenever you have time to print checks. ' Accounts Payable also satisfies all your accounts payable requirements. Use it to print checks to vendors, print 1099 forms (laser printer required; using 8-1/2" x 1" forms), track your vendor purchases, and more! ' For help on Red Wing key commands, menu bar, and toolbar, and other general definitions, see your System Manager Users Guide. Windows Compatible ' Accounts Payable is a windows-compatible system with all the windows versatility and power. The system follows normal windows standards and utilizes many windows features, including easily accessed online help and access to powerful printing, OLE and capabilities. ' You can also quickly switch from Accounts Payable to other windows software, such as spreadsheets and word processing programs. 1-2 Introduction to Accounts Payable

9 Accounts Payable Features Vendor Information ' Vendor IDs Set up vendors with unique codes (up to 10 characters long) to identify them. Use alphabetic or numeric information. For example, you could set up vendor IDs using phone numbers (i.e ) or names (i.e. RWBUSSYS). ' ' ' ' ' ' Extensive Notes Each vendor has a memo field for additional comment information. You can enter up to 64K of information in this memo field. Temporary Vendors Set up temporary vendors that are automatically dropped once their balance reaches zero. Flexible Vendor Search Search for vendors using any of five different fields: Vendor ID Name Contact Phone Zip Code This makes finding a vendor very easy, regardless of the information you have available. Vendor Snapshot Use this menu selection to view all invoice and check activity for any vendor. Fast Find Capability As you start typing the vendor ID, the system narrows in on the correct vendor. Vendor Reports Four vendor reports provide a variety of useful information. Vendor Activity Report - Shows your purchases, vendor name, frequency of purchases from each vendor. Vendor Analysis Report - Lets you look at summary information for the current period, prior period, last three months average and the same period from last year. Use it to help analyze your relationship with vendors. Introduction to Accounts Payable 1-3

10 Vendor Detail History Report - Shows the purchases and returns you made in either a detail or summary format. Vendor Purchase History Report - Shows how much you purchased from selected vendors. You can list vendor purchase history or include item history. Transaction Entry ' ' ' ' Enter transactions for either invoices or debit memos. Use the Options button to customize transaction entry to match your needs, entering as much or as little detail as necessary. Enter recurring invoices to set up your repetitive monthly bills and then select them at the beginning of each month. Produce online checks by entering an invoice and immediately printing a check for that invoice. Group invoices in batches for easier processing. Processing Payments ' ' ' ' You can place individual vendors on hold so that payments are not sent to them. You can also put specific invoices on hold and, if you need to hold payment on a portion of an invoice, you can split the invoice and put a hold on one of the parts. Easily select invoices for payment using due dates and discount dates as part of your selection criteria. Once selected, you can look at the total amount selected for payment and, if needed, easily drop invoices you decide can be delayed until a later date. Easily void checks that have already been processed. You can select checks to void by vendor or by check run. When a vendor is selected, all checks written to that vendor are displayed and you select the one(s) you want to void. Similarly, if you select a check run, all checks printed in that batch are listed. Print top and/or bottom check stubs. 1-4 Introduction to Accounts Payable

11 Comprehensive Reports ' ' ' ' ' ' Set up Accounts Payable reports quickly and easily and customize them to show the information you want. All reports have a variety of selection criteria you can use to change the amount of information included on the report. For example, you can restrict a report to a specific group of vendors for a specific date range. Send reports directly to Microsoft Word or Excel for special formatting when you want to make them look especially good for a presentation. For example, make the report headings big and bold, add color, or add your logo to the report. You can even add graphs to your report. The possibilities are endless when you tap into the power of Microsoft Word or Excel. Management Reports: Invoice Aging Report Summary Analysis Report Cash Requirements Report Open Invoice Report Payments History Report Purchase Analysis Report (Report and Graph formats) Journals and Miscellaneous: Purchases Journal Miscellaneous Debits Journal Posting Log Check Register Lists: Payment Terms Codes List Distribution Codes List Class Codes List Division Codes List Priority Codes List 1099 Amount Types List 1099 Business Types List Vendor Detail List Vendor Labels Batch Codes List Recurring Invoices List Introduction to Accounts Payable 1-5

12 Additional Features 1099s Print four types of 1099 forms or report via magnetic media: MISC, 1099-INT, 1099-DIV, 1099-PATR. Requires laser printer and 8-1/2" x 11" form size. Multiple Payment Due Dates Invoices may have up to three separate payment due dates. If you need more than three dates, it is very easy to split the invoice to give you additional payment due dates. Void (Reverse) Invoices Easily correct an invoice that has been entered and posted to the wrong vendor. Change Vendor Code Easily change vendor codes when your vendor s name changes or your want to change codes to have them sort properly on reports. Network Compatible Use multiple, menu level passwords to restrict access. History History is maintained for an unlimited number of years. You decide when to remove the past years history. Post to the General Ledger You can quickly and easily post to the Red Wing Windows General Ledger. Integrate with Inventory Shares purchase information with the Red Wing Windows Inventory system. 1-6 Introduction to Accounts Payable

13 How to Get Help ' Online Help/Cue Cards Anytime you need help while working in Accounts Payable, press F1 to display online help and to access cue cards (handy step-by-step directions that stay in the upper right corner of your screen). You can also click on the Help icons to get help, or choose from the help selection on the Help Menu. ' Sample Data Your Red Wing s sample data (with SAM as the company code) to practice new activities or to refresh your memory on rarely used activities. ' Users Guide The User s Guide is another useful source of help. Use the comprehensive table of contents, glossary and index to search for terms and activities. ' Getting Started Guide This book is full of tips on how to use your Red Wing Windows Accounting Series software including installation information, using key commands, making backups, etc. ' Custom Help Create your own online help notes in a separate file. Press shift F1 to access custom help. ' Customer Support And remember, Red Wing s Customer Support team is ready to answer any of your questions, quickly and competently. For more information call Introduction to Accounts Payable 1-7

14 How This Manual is Organized The Accounts Payable User s Guide is divided into the following sections. Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapters 5 through 12 Chapter 13 Chapter 14 Introduction Accounts Payable features are listed, along with standards used in this manual. Getting Started Follow these steps when first setting up your Accounts Payable system. Practice System Experience some of the more important features of Accounts Payable. Helpful Procedures Frequently used procedures, as well as less frequent, but important procedures, are explained in detail. Reference Guide The Accounts Payable menus are explained, with detail information about every menu selection. Special Options The ASCII Input option (available as a system-add-on) is explained. The menu selection for changing vendor codes is also explained. Appendix This final section includes information on ordering checks and forms, signing up for customer support and has a handy glossary. 1-8 Introduction to Accounts Payable

15 How to Use this Manual If you are new to Accounts Payable 1. Install the system and review the System Manager User's Guide 2. Go to Chapter Three Practice System 3. Set up Accounts Payable Chapters Two, "Getting Started," and Ten, "Setup and Maintenance" 4. Enter Transactions Chapter Five If you have questions while using Accounts Payable 1. Try online help and cue cards 2. Chapter Four Helpful Procedures 3. Chapters Five through Eleven Reference information on each menu selection. Formatting Standards Notes and hints are identified by a push pin and are printed in italics. These are important messages and suggestions that can save you time and help you avoid potential problems. Extremely important information is printed in boldface type. Not reading this information or following the suggestions offered can lead to serious problems. Introduction to Accounts Payable 1-9

16 NOTES: 1-10 Introduction to Accounts Payable

17 Chapter Two Getting Started This chapter gives you a step-by-step procedure to follow when first setting up your Accounts Payable system. How to Set Up Accounts Payable Overview Contents Before You Begin Defining IDs, Codes and Accounts Step-by-step Setup Procedure Getting Started 2-1

18 How to Set Up Accounts Payable Overview Follow this procedure to set up your Accounts Payable system, from planning the system to setting up vendors and making opening entries. The choices you make during setup determine how your Accounts Payable system operates. To set up Accounts Payable, follow these steps. Each is explained in more detail later in this chapter. 1. Make sure tax classes are set up in the System Manager. Also, if desired, set up security in System Manager (page 2-4). 2. Use Customization to define how you want the system to work (page 2-4). 3. Define the required Payment Terms and Distribution Codes (page 2-4). Before going through this process, see Setting Up IDs and Codes (page 2-3). 4. Set up optional information (page 2-5). 5. Use the Vendors selection on the Setup and Maintenance Menu to set up your vendor information (page 2-6). 6. Set up starting balances for each vendor on the Vendor History tab (page 2-6). 7. Set up payments you make routinely, such as rentals and leases, loan interest, etc. in Recurring Invoices on the Setup and Maintenance Menu (page 2-7). 8. Set up a routine for making backups (page 2-8). 2-2 Getting Started

19 Before you begin Before using Accounts Payable you need to gather and organize the following information: 1. A chart of accounts for your business 2. Purchasing and payment cycles 3. Identification and credit information about your vendors 4. Previous-and current-year purchase, returns, and receipts history organized by vendor Defining IDs and Codes and Accounts Before you begin assigning IDs, codes or accounts, decide on general naming conventions to make it easy for users to find them. Establish a format that makes sense for your business and use it consistently. Do not use the following characters in an ID, code or account: & # For a complete explanation on setting up and sorting IDs and codes, see pages 6-2 and 6-3 in the Red Wing Windows Accounting Series Getting Started Guide. Getting Started 2-3

20 Step 1 Make sure you have completed setup in the System Manager, including Tax Class information and Security (as needed) Steps 2 through 5 and Step 7 reference page numbers where you can find detailed explanations of each setup procedure. Step 2 Page 10-2 Set up Customization in Accounts Payable Use Customization to define Accounts Payable general setup options. Indicate whether or not you are interfaced to the General Ledger, whether you are using batch processing, plain paper checks stubs, if you want to show job cost stubs, and whether you want top or bottom stubs, or both. You can also choose whether or not to keep payment and purchase history; indicate transaction entry requirements and limitations; and YOU MUST specify General Ledger accounts for discounts, cash, inventory and cost of goods sold (even if you do not use them)! Step 3 Payment Terms Page Define Payment Terms and Distribution Codes Payment terms determine when an invoice is due and when you will pay it. The dates are either a specific day of the month or a number of days from the invoice date. Payment terms let you take advantage of early payment discounts and avoid making payments too early. Distribution Codes Page Distribution codes identify General Ledger accounts for payables, sales tax, freight and miscellaneous charges. These codes are then tied to vendor records. Typically, you might want to assign different General Ledger accounts for domestic vs. international vendors; or temporary vs. standard vendors. You must set up at least one distribution code. General Ledger accounts are required, even if Accounts Payable is not interfaced with the General Ledger. 2-4 Getting Started

21 Step 4 Set Up Optional Information Set up this information anytime! You can run Accounts Payable without setting up the following information. However, you will find you can work more efficiently if you take advantages of these features. Class Codes Page Use class codes to group vendors. You can then print, for example, the Vendor Purchase History Report for a specific class of vendors. Unlike payment terms codes and distribution codes, Red Wing does not assign any meaning to class codes. Typically, class codes are used to assign vendor ratings (A = Excellent, B = Good, C = Average) or to group vendors supplying certain types of products (Women = Women s clothing, Childr = Items for preschool children, Sports = Sporting Goods). Division Codes Page Division codes are used as a sort option for reports. Unlike payment terms codes and distribution codes, Red Wing does not assign any meaning to division codes. One use of division codes could be for different geographic locations, such as Downtown Shop and Rosedale Mall Shop. Priority Codes Page Priority codes are used as a selection option for paying invoices and sorting reports. The system comes with four default priority codes highest, high, low and medium. You can add more codes, as needed. Batch Codes Page Set up batch codes and assign them to transactions. You can then have someone entering transactions into one batch while another batch is being posted. You can also replace a batch code with another batch code in Change Batches (page 5-30) during transaction entry. Getting Started 2-5

22 Step 5 Page Vendor Information You must assign a vendor ID to each of your vendors. Vendor IDs are required for transaction entry and check writing and elsewhere throughout the system. Each vendor record contains the vendor s name and address, the pay-to name and address, 1099 information, purchase and payment histories and comments. Step 6 Enter Starting Balances Starting balances are set up as part of the vendor records. If you are not setting up Accounts Payable at the beginning of the year and if you keep detail and summary history, you must also enter purchasing history. Use this procedure ONLY when first setting up Accounts Payable; AFTER vendors have been added. Step 1 1. From the Main Menu highlight Accounts Payable. 2. Highlight Transactions and double-click Transaction Entry. 3. Enter the unpaid invoices for each vendor. 4. At the end of each invoice, click on the Next Trans button to start a new invoice. 5. When you are finished, click on the Close Window icon to return to the Main Menu. Step 2 1. Highlight Transaction Reports/Post and double-click Purchases Journal. 2. Select the batch(es) of invoices you entered. 3. After selecting batches, click the Print button to print a list of the invoices. 2-6 Getting Started

23 4. Click Close to return to the Main Menu. 5. Check the list and verify that the invoices were entered correctly. Make changes as necessary. Step 3 1. Highlight Transaction Reports/Post and double-click Post Transactions. 2. Select the batch(es) of unpaid invoices. 3. Verify the Fiscal Year that will be affected in General Ledger and click OK. 4. After posting successfully, print a Post Log. 5. Click on Close and return to the Main Menu. Step 7 Page Recurring Invoices Recurring invoices remain basically the same each month, such as monthly water/sewer charges, loan or insurance payments, service contracts, truck payments, etc. You can also set up bills that are automatically paid each month. After they are set up, you can copy a group of recurring invoices, instead of entering each one when payment is due. By assigning each entry a run code, you can process these groups of entries on different schedules. You can change any information on a recurring invoice when it is selected for payment. Getting Started 2-7

24 Run Codes Run codes are assigned to each recurring invoice and are used by Copy Recurring Invoices (page 5-24) to group recurring invoices when creating transactions. For example, you can set up run codes by the day of the month and then select all recurring invoices for that day, such as the 10th or the 25th of the month. Step 8 Set up a backup schedule It is important to set up a daily or weekly routine for making backups of your data. This can protect you from unexpected loss of information due to hardware problems or such unexpected events as power outages, storm damages or vandalism. See the System Manager User Guide for more information on making backups. 2-8 Getting Started

25 Chapter Three Practice System This chapter takes you step-by-step through basic procedures you will use when setting up Accounts Payable. It is an excellent learning tool, designed to make setting up your system much easier. Contents Exercise 1: Set Up Customization Exercise 2: Add New Vendors Exercise 3: Enter Transactions Exercise 4: Check Writing Exercise 5: Management Reports Before You Begin See the your System Manager User's Guide for directions on setting up your company and bank account information. See Chapter Five in the Getting Started Guide for a short tutorial on navigating Red Wing Windows Accounting without using a mouse. Practice System 3-1

26 Exercise 1: Set Up Customization Overview The first step in setting up Accounts Payable is to set up your Customization options, so that the system matches your way of handling your payables. Although you will be working with the sample data in the practice system, these same steps will be necessary when you set up your own files. Remember, if you are interested in using keystrokes to navigate the Red Wing Accounts Payable system, see the Getting Started Guide, Chapter Five, for more information. Step One 1. Make sure you are already in company SAM (Mid-County Supply). If not, click on the Change Company button (or press Alt C) and select Mid- County Supply. 2. From the Main Menu, select Accounts Payable. Next, select Setup and Maintenance and double-click on Customization. Or, you can highlight each menu selection and press Enter. 3-2 Practice System

27 Step Two 1. If it is not already on top, click on the Interfaces tab (or press Alt I). 2. Under Application Interface click on the modules you plan to interface with A/P, such as General Ledger. 3. Under Post to General Ledger click on the Detail radio button. 4. Under Periodic Setup, accept the default fiscal year for the sample data (i.e. 1997). 5. Under History check the boxes to save Detail Purchase History, Summary Purchase History and Payment History. These selections are required to save information needed by the Management History reports. These changes affect only the Sample Company (SAM). 6. When you are finished, click on the Options Tab (or type Alt O). Practice System 3-3

28 Step Three 1. Under Miscellaneous Options, check the box for Use Under Check Stub Position, click on the Top button. 3. When you are finished, click on the Defaults Tab (or type Alt D). Step Four 1. Under Transaction Entry make sure the following boxes are checked: ' Use Additional Descriptions ' Allow Online Check Printing ' Automatic Discount Update 2. Note that GL (General Ledger) Account Defaults are already set up for Mid County Supply. You must enter GL default accounts for your own company. 3. When you are finished, click on the close window button or press F7 to save your changes and return to the Main Menu. 3-4 Practice System

29 Exercise 2: Add a New Vendor Overview After setting up Customization, add a new vendor to Mid County Supply. For more detailed information, see Chapter 10, pages to When setting up your own system, you must set up Payment Terms and Distribution Codes before setting up vendors. Class Codes, Division Codes and Priority Codes are optional data fields you should look at and decide if you want to use before adding vendors. Step One 1. From the Main Menu, Setup and Maintenance, double-click on Vendors. Step Two 1. Click on the Add New Record button on the toolbar. This clears the Vendor screen so that you can add the new vendor. (Or, you can press Ctrl A to add a new record.) Practice System 3-5

30 2. Enter MELECT as the Vendor ID and press the Tab key. When setting up your system, you can enter any code, up to ten characters. It is best to be consistent in your format. Press Tab or Enter to move from field to field on an entry screen. 3. As soon as you enter the new vendor ID, the Copy From field appears. This handy feature allows you to select a similar vendor and display their entries. You can then use that information as a template for your new vendor. Click on the combo box and select G & E Distributing (GEDIST) to copy from. All the detail for Gene's Service Center is displayed. To display a selection list, such as the list of vendors to copy from, click on the combo box (underlined down arrow) or press Alt È. Fast Find Capability: You can use your up and down arrow keys to highlight a vendor (or any item in a selection list) and select it or, as in this case where you know what you are looking for, start typing the vendor ID. The selection bar will jump to the matching ID (code, account, etc.) 3-6 Practice System

31 4. Use your Tab (or Enter) key to move down through the fields as you enter detail information for the new vendor Name Entry Company Name Contact Address 1 Address 2 City... Phone Fax / Internet Our Account No Remaining Fields... Skip this field. (If you were entering a vendor by name, click on the check box and enter the first name and middle initial in these fields; the Company Name becomes the Last Name field.) Midwest Electric Lorraine Johnston 1912 West Oak Box 236A Tab past this field, as well as the fields for State, Zip Code and Country, accepting the information from the "Copy From" company (separator characters are added automatically). To clear the Fax field, press the space bar. If desired, enter and Internet addresses. Press the space bar to clear the account number. All the default information from the "Copy From" company is OK as displayed. 5. When you are finished, your screen should look like this. Press F7 to save the entries and return to the Main Menu. Practice System 3-7

32 6. The Vendor's "Pay To" information and 1099 information are found on the Pay To tab. Press Alt P or click on the tab to open the Pay To screen. 7. Click on the Default button (Alt D) to copy the Vendor name and address information to the "Pay To" name and address. This address will appear on checks written to the vendor and on any mailing labels. 8. The 1099 information is used when printing 1099 forms and the Memo entry lets you enter any special information about the vendor (special needs, follow-up dates for service requests, etc.) Leave this information as it is for the Practice System. 9. Click on the Close Window button (or press F7) to save the new vendor and return to the Main Menu.. After entering the new vendor, return to the Vendors screen and spend some time experimenting with adding history (use the History tab), changing vendor information, deleting the vendor and reentering it, etc. 3-8 Practice System

33 Exercise 3: Enter an Invoice Overview Once the system is set up you can begin transaction entry. In this exercise, you will enter two invoices and then make a change to one of those invoices. For more detailed information on invoice entry, see Chapter Five, pages 5-2 through Step One 1. From the Main Menu, select Transactions and double-click on Transaction Entry. Step Two Accounts Payable automatically goes into "add" mode when you select Transaction Entry. You can switch to "change" mode by clicking on the Transaction No. box and selecting one of the previously entered invoices. To switch back to "add" mode, click on the Add Record button or press Ctrl A. Practice System 3-9

34 1. Select NSP as the Vendor ID and enter the following information on the Header Tab. Invoice Date 01/20/97 Invoice Number Notes NSP charges for January When entering dates, you can press Shift F10 to access an easy-to-use online calendar. Invoice entry is divided into three parts: On the Header Tab, enter descriptive information about the invoice (who it is from, due date, notes, etc.). On the Detail Tab, enter the individual services or items listed on the invoice. On the third tab enter Totals information. 2. Next, type Alt D to move to the Detail Tab. The system automatically switches to the Detail Tab once the required entries on the Header Tab are completed. Required entries are controlled by the Options button Practice System

35 Step Three 1. You need to enter two detail lines on this invoice. First, enter the gas charges, and then the electrical charges. 1 st Detail Line: Description Gas charges for January GL Acct Qty Accept the default of 1 (You do not need to enter the actual units) Unit Leave blank Unit Cost nd Detail Line: Description Electric charges for January GL Acct Qty Accept the default Unit Leave blank Unit Cost Look at the Totals Tab. This is generally used to add extra charges, prepayments or immediate (online) checks. 3. After you are finished, click on the Next Trans button (or press Alt X) to enter the next invoice. Practice System 3-11

36 Step Four 1. Enter the following information for the second invoice. 2. When you are finished, click on the Next Trans button to return to the Header Tab. Header Tab: Vendor ID LINTAD Invoice Date 01/25/97 Invoice Number X2367 Notes: Advertise snow blower special Detail Tab: Description Newspaper ad for January GL Acct Qty 5 Unit Days Unit Cost Step Five 1. The first invoice you entered (for NSP) has an error on it. Select it by clicking on the Transaction No combo box and selecting invoice number for vendor NSP. Once the invoice is selected, type Alt D (or click on the Detail tab) to look at the detail information. 2. The amount entered for gas charges should have been , rather than To fix this, select the Unit Cost entry of and retype it as When you are finished, press F7 or click on the Close Window icon to return to the Main Menu Practice System

37 Step Six The vendor balances will not be affected until the invoices you have already entered are posted. To complete the posting process you must first print the Purchases Journal to verify the accuracy of your entries, then post the invoices. 1. From the Main Menu select Transaction Reports/Post and double-click on Purchases Journal. 2. If you have set up Customization as defined in Exercise 1 (without batch processing), you will see this report options screen. If you selected the "Use Batch Processing" option, your screen would have an additional batch selection group to use for selecting a portion of the entered invoices (a batch). 3. Use the Print button (or type Alt P) to print a list of your invoices. (Leaving the Vendor ID fields blank selects all vendors.) Verify the accuracy of your entries. If you need to make changes, return to Transaction Entry. 4. Click on the Close Window icon (or press F7) to return to the Main Menu (The two transactions entered in the Practice System are shown above.) Practice System 3-13

38 Step Seven 1. To post the invoices, select Transaction Reports/Post and double-click on Post Transactions. 2. Check the box at the top of the screen labeled "Do the following, then check the box." (You can also press the spacebar to select or unselect a box when it is highlighted.) 3. Leave the "Post All Invoices as Held" check box unselected. 4. Make sure the "Post to Current Fiscal Year" button is selected. 5. Use the OK button (or press Enter) to start the posting process. 6. After posting is complete, a message box appears saying "The posting process has completed successfully." Press Enter to continue. 7. Click on the Print button (Alt P) to print the Post Transactions Log report. It shows the transactions that were posted to the General Ledger. 8. When you are finished, click on Close (or press F7) to return to the Main Menu. Accounts Payable goes through several processes during the posting, including: 1. Update vendor balances 2. Update the General Ledger 3. Save the invoices in the Vendor History File 4. Remove the invoices from the entry file Practice System

39 Exercise 4: Check Writing Overview In this exercise, select all invoices due at the end of March 1997 and print checks for those invoices. For more detailed information on Check Writing see Chapter Seven. Only posted transactions are available for check writing. However, you can produce online checks during transaction entry (from the Totals Tab) whenever necessary. Step One 1. From the Main Menu, select Check Writing and doubleclick on Select Invoices for Payment. Practice System 3-15

40 Step Two 1. All vendors will be processed, so leave the Vendor ID range blank. 2. To select invoices based on their due dates, make sure Invoice Due Date is selected from Select Invoices By. 3. Make the following entries: Invoice Due Date 03/31/97 Take Discounts From 03/28/97 Check Date 03/31/97 GL Period Use the default These entries will select all invoices due on or before 03/31/97, and any discounts that are available if paid by 03/28/97 will be taken. The checks will be dated 03/31/97. In this example, all discounts that are available within three days of the actual check date are taken. Technically, a discount dated 03/28/97 would no longer be available when paid by a check dated 03/31/97. However, in Mid County Supply's experience, they have found that being three days late is close enough when it comes to discounts. 4. When you are finished making your entries, select OK to select the invoices for payment. A message "pops up" on your screen when the invoices have been selected. 5. Next, you have the option to print a report showing the selected invoices. Select Print or press Alt P. 6. When finished printing, click on Close (Alt C) to return to the Main Menu Practice System

41 Step Three 1. From the Main Menu select Modify Selected Invoices. This selection lets you select additional invoices for payment, unselect invoices, select credits, or partially pay selected invoices. 2. Click on the Vendor ID box and select vendor LINTAD. All unselected invoices for this vendor appear in the Open Invoices box (on the left) and all invoices selected for payment appear in the Selected Invoices box (on the right). Use the buttons between the two boxes to select or unselect invoices. 3. To demonstrate how to pay a portion of an invoice, highlight the first invoice in the Selected Invoices box. (Click anywhere on the invoice information to highlight it.) The single arrows move a selected invoice, while the double arrows move all invoices in the list box. 4. Next, click on the Change Payment Amount button. Practice System 3-17

42 4. A secondary entry screen is displayed. Use it to split an invoice into two parts. 5. Enter the New Payment Amount (it must be less than the Gross Amount Due). This is the amount being paid. The remaining amount is automatically displayed in the Remaining Payment field. Click OK to return to the Modify Selected Invoices window. 6. The unpaid amount will appear in the Open Invoices box, while the selected New Payment Amount remains in the Selected Invoices box. 7. Press F7 or click on the Close Window button to return to the Main Menu Practice System

43 Step Four 1. From the Main Menu doubleclick on List Selected Invoices. 2. Print the Selected Invoices Report to verify the invoices you selected. 3. When the report is finished printing, select Close (Alt C) to return to the Main Menu. Practice System 3-19

44 Step Five 1. From the Main Menu select Print Checks and use the Print button to print checks on plain paper. Options in Customization on the Setup and Maintenance Menu let you print different check and stub styles (top, bottom, or top and bottom), as well as to select to print Company Information and Check Numbers on the checks. Feel free to go back to Customization and select a different option. 2. If the checks printed properly, select Close (Alt C) to return to the Main Menu. This window pops up after checks have finished printing Practice System

45 Step Six 1. From the Main Menu, click on Check Register and use the Print button to print the report. Step Seven 1. From the Main Menu click on Update Vendor Balances. Use this selection to post the payment information to the General Ledger and to update the vendor balances. 2. Select one of the Bank Accounts (used to indicate which checking account is affected by the payments) and click on OK to complete the Check Writing process. Practice System 3-21

46 Exercise 5: Management Reports Overview You can produce numerous management reports in Accounts Payable. In this exercise print a single report to help you become familiar with the report process. Step One 1. On the Main Menu, select Management Reports and double-click on Open Invoice Report. Step Two 1. Leave the Vendor ID fields blank to include all vendors. 2. To look at all available invoices, enter an Invoices Due date of 12/31/97. Leave the Discounts Due date set at its default value (the current date). Whenever you do not want to limit your report to a specific range, leave the From/To fields blank. This entry determines what discounts are still available. (A discount is available if the discount date is greater than or equal to this date.) 3. Make the following selections: Print Report Type All Invoices Portrait 3-22 Practice System

47 4. Click on Preview to display the report. 5. Use the scroll bars to look at various parts of the report on the display. To see a "snapshot" of the entire page, click on the Zoom icon. Position the cursor, which is now in the shape of a magnifying glass, anywhere on the snapshot and click again to bring the report back to full size. 6. To print the report, click on the Printer icon on the toolbar. 7. Press F7 or click on the Close Window icon to return to the Main Menu. Continue looking at other Management Reports to see how they can help you. Practice System 3-23

48 NOTES: 3-24 Practice System

49 Chapter Four Helpful Procedures This chapter gives you step by step procedures to use in your day-to-day, month-to-month, and year-end operations. Refer to your online Cue Cards for additional step-by-step procedures. How to Split an Invoice Contents How to Change an Invoice Understanding the Check Writing Process How to Print an Online (Quick) Check How to Void a Check How to Use the End-of-Period Menu Helpful Procedures 4-1

50 How to Split an Invoice Overview Use this procedure if: You need to put a portion of an invoice on hold because of problems with the billing. For example, you purchase four snow blowers and one of them is damaged. You want to pay for only the three good ones. You need to schedule more than three payments for the invoice (the maximum is three on a single invoice). You can continue splitting an invoice into as many parts as necessary for the number of desired payments. Procedure 1. From the Check Writing Menu select Hold/Release Invoices (page 7-2). 2. Select the vendor. All posted invoices for the vendor are displayed. 3. Highlight the invoice you want to split. 4. Select the Split button (or press Alt S). The Split dialog screen appears. 5. Use the two payment amount entries to split the invoice into two parts. Enter an amount in the First Payment field. The remaining portion of the invoice automatically goes into the Second Payment field. 6. Specify a due date for both parts of the invoice. 7. Select OK to split the invoice. 8. After the invoice is split you can put ei ther part of it on hold (if that is the reason for the split). 4-2 Helpful Procedures

51 How to Change an Invoice Overview Use this procedure to change invoices that have NOT been posted. Procedure 1. Select Transaction Entry (page 5-2) from the Transactions Menu. 2. Select or enter the Transaction No. for the transaction you want to change. 3. Use the Tab key to move to any field and change information on the Header tab. 4. Click on the Detail tab (or press Alt D) to move to the Detail tab. Use your Tab key or mouse to move to fields on the Detail tab and make your changes. Continue to the Totals tab as needed. You can add Freight, Sales Tax, Miscellaneous expenses, Discounts, Check and Payment information. 5. When you are finished, click the Next Trans. button (or press Alt X) to save your changes and enter or select another invoice to change. Helpful Procedures 4-3

52 Understanding the Check Writing Process Overview Vendor invoices are usually paid on a regular schedule, such as once a week. The Check Writing Menu is used to pay invoices on or before their due dates. Procedure 1. Enter and post all the Accounts Payable transactions. If you want a Description printed on the check, enter it in the Notes field on the Transaction Entry Header tab! 2. Print the Cash Requirements Report (page 8-11) and the Open Invoice Report (page 8-14) for ALL invoices to verify the invoices to pay. 3. If you find mistakes in the reports, use Transaction Entry (page 5-2) to enter, change and post correcting entries. Repeat steps 1-3 until all entries are correct. 4. Use Hold/Release Invoices (page 7-2) to hold or release invoices for payment. You can put a vendor on hold by selecting Vendors (page 10-25) from the Setup and Maintenance menu and selecting the Vendor Hold check box. 5. Print the Open Invoice Report for released invoices, using the selection criteria you plan to use when preparing checks. 6. If there are invoices in the report you do not want to pay, use Hold/Release Invoices to change their status to Hold so they are not selected for payment. 7. Prepare checks for invoices that are due, using Select Invoices for Payment (page 7-4). 4-4 Helpful Procedures

53 8. Use List Selected Invoices (page 7-11) to verify the calculated payment amounts. If invoices you want to pay are missing, use Hold/Release Invoices to release the invoices and Select Invoices by Due or Discount Date to select invoices again. If invoices you do not want to pay are included, use Modify Selected Invoices (page 7-8) to drop the invoices from the batch of selected invoices. 9. Use Modify Selected Invoices to view and modify the invoices that have been selected for payment for a vendor. 10. Print the checks using Print Checks (page 7-13). 11. Print the Check Register (page 7-15) to produce a listing of the paid invoices. 12. Use Update Vendor Balances (page 7-17) to update the vendor, open invoice and history information. If Accounts Payable is interfaced with the General Ledger, entries for the payments you made are posted to the General Ledger Transaction Journal. Accounts Payable checks information is also cleared for the next time you prepare checks. Helpful Procedures 4-5

54 How to Print an Online (Quick) Check Overview Use this procedure to print a single check immediately after entering an invoice. Procedure 1. The Allow Online Check Printing check box must be checked in Customization on the Defaults tab (page 10-7). 2. Select Transaction Entry (page 5-2) from the Transaction Reports / Post Menu. 3. Enter the invoice, including the Prepaid Amount (the Check Amount) and the Check Date on the Totals tab. (Do not enter the Check Number at this time.) 4. When you have finished entering the invoice, click on the Online Check button (Alt O) on the Totals tab. The Online Checks dialog box (page 5-17) appears. Print the check if all the information is accurate. 5. After the check is printed correctly, close the Online Checks dialog box and click on the Next Trans. button (or press Alt X) to complete this entry and start the next transaction. The invoice is posted when you use the Post Transactions feature (page 6-8), but the payment is not posted until you use Update Vendor Balances in Check Writing (page 7-17). 4-6 Helpful Procedures

55 How to Void a Check Overview Use this procedure to void checks that have been written during the current year. Procedure 1. Select Void Checks (page 7-20) from the Check Writing Menu. 2. Choose the selection method. You can select checks by Vendor or by Check Run. 3. Enter or select the Vendor ID. 4. Enter or select the check date. 5. You can quickly void all checks by choosing the All button (Alt A) or click on the check box in the Void column to void single checks 6. Click on the Write button (Alt W) to complete the check voiding process. Verify the default entries for: Void Date GL Period Invoice Status Post to GL Fiscal Year 1099 Payment Year If the default entries are correct, click on OK. 7. Click on the Close icon on the toolbar (or press F7) to return to the Main Menu. Helpful Procedures 4-7

56 How to Use the End-of-Period Menu Overview Use the End-of-Period Menu at the end of each accounting period to prepare the system for activity for the next period or next year. Procedure 1. Make sure all transactions and payments for the period have been entered and posted as described in Transaction Reports / Post, and Check Writing. 2. Print the Vendor Analysis Report (page 8-28) and back up the data files. Always back up your files before beginning an operation that will make major changes to the data. 3. Produce the needed detail history reports. 4. Use the Month-End Processing (page 9-2) selection to clear totals in the vendor table and to delete temporary vendors that have been paid in full. At the end of a period, select Month-End Maintenance. Period-todate totals are cleared and temporary vendors that have been paid in full are deleted. At the end of the quarter, select Quarter-End Maintenance to clear the month- and quarter-to-date totals and to delete temporary vendors that have been paid in full. At the end of the year, select Year-End Maintenance. Year-to-date totals in the vendor table are transferred to the Last Year fields. Period-, quarter-, and year-to-date totals are cleared, and temporary vendors that have been paid in full are deleted from the vendor table. 5. Also, use the Month-End Processing (page 9-2) selection to delete history and recurring invoices that are no longer needed. This step keeps the history tables from becoming too large for the system to process effectively. 6. At the end of the calendar year, move the 1099 year-to-date payments to last year. You can choose to print 1099 forms from the current YTD payments field or the last-year field. 4-8 Helpful Procedures

57 Chapter Five Transactions This chapter explains the transaction entry process, how to copy recurring invoices, and how to change batches, if you use batch processing. Transaction Entry Contents Header Tab Detail Tab Summary View Detail Tab Detail View Totals Tab Transaction Options Online Checks Serial/Lot Number Entry Serial Number Creation Add Lot Number Project Information Copy Recurring Invoices Error Listing Copy Recurring Invoices Report Change Batches Vendor Snapshot Related Topics Practice System Enter an Invoice (page 3-9) Helpful Procedures How to Change an Invoice (page 4-3) Helpful Procedures How to Print an Online (Quick) Check (page 4-6) Also, see Cue Cards in online help Transactions 5-1

58 Transaction Entry Î Transactions Î Transaction Entry Tabs Header Tab (page 5-5) Detail Tab Summary View (page 5-8) Detail Tab Detail View (page 5-10) Totals Tab (page 5-12) Additional Dialogs Transaction Options (page 5-14) Online Checks (page 5-17) Serial/Lot Number Entry (page 5-18) Serial Number Creation (page 5-20) Add Lot Number (page 5-22) Project Information (page 5-23) Overview Use this selection to add, change and remove transactions. You can also set up initial balances by entering outstanding invoices for purchases from your vendors. After setting up initial balances, enter invoices as you receive them from your vendors. See page 2-6 for more information about setting up initial balances. If Accounts Payable is interfaced with Inventory, when you enter transactions in Accounts Payable, item location information, summary and detail history, and lot and serial information in inventory is updated if the Inventory options are set to save this information. If you set up Customization to print online checks (page 10-8), you can print a check immediately after entering an invoice. To speed up transaction entry, click on the Options button and select only those header and detail items you want to enter. For example, if you do not use Additional Descriptions, leave that option button "off." You must also check the Quick Entry box on the Misc tab to implement this process. See page 5-14 for details. 5-2 Transactions

59 How to... If you add, change, or remove a transaction, pay attention to the transaction totals. Accounts Payable puts the entire payment balance in the First Payment field when a quantity, cost, or amount is changed. If the calculated discount is different from the cash discount, a dialog box appears that lets you choose to automatically use the calculated amount. Add a transaction 1. Make sure the transaction type is correct. Choices are: invoice or debit memo. (The transaction number is automatically assigned by the system). 2. Enter the required Header, Detail and Totals tab information. 3. Save the record (Ctrl S) or click on the Next Trans button (Alt X). Edit a transaction 1. Select the transaction number you want to edit. The transaction appears. 2. Edit the appropriate header, detail and totals information. When you edit transactions, discounts are recalculated if you selected the Automatic Discount Update option in Customization. Otherwise, you are prompted to verify your discount change. 3. Save the record (Ctrl S). Change a transaction batch 1. Select the transaction number to change. The transaction appears. 2. Change the batch code. Transactions 5-3

60 Delete a transaction (and the line-item entries associated with it) 1. Select the transaction number you want to delete. 2. Press the F3 (Delete) key or click on the toolbar. Edit a line item 1. Position the cursor in the line-item entry area on the Detail tab. 2. Make your changes and save the record (Ctrl S). Delete a line item Go to the Detail tab, position the cursor in the record selector (tab box) of the line item you want to delete and press the F3 key (or click on the toolbar). 5-4 Transactions

61 Header Tab Î Transactions Î Transaction Entry Î Header Tab Screen options Transaction No. / Type (Displayed for all tabs) 1. Transaction No If this is an existing transaction, select the transaction number. To add a new transaction, select the New Record icon on the toolbar, click on the Next Trans button or type Ctrl A. Do not enter a transaction number. A new transaction number is assigned automatically (when it is saved). 2. Transaction Type For a new transaction, select whether it is an Invoice or Debit Memo. 3. Batch Code If you set the Batch Processing option in Customization (page 10-6), select a batch code for the transaction. The description of the batch appears for verification. Transactions 5-5

62 4. Vendor ID Select the vendor ID of the vendor you are purchasing goods from or returning goods to. If this is a new vendor, you can set up a new vendor record by using the F6 Maintenance command or double-clicking in this field. If you have many vendors, use the F2 Lookup command to look up the vendor by vendor ID, name, contact, phone or postal code. The vendor's name and address, default payment terms code and distribution code appear. To set up a vendor you plan to deal with only once use the F6 Maintenance key and set them up as a temporary vendor. Temporary vendors with balances of zero are removed when you perform month-end processing. Temporary vendors cannot receive a 1099 form. If they need to receive a 1099 form, set them up as a permanent vendor. Try not to enter invoices with the same vendor, date and invoice number. If you do, the Vendor Snapshot shows payments made to all invoices with the same vendor, invoice number and date; not just the one you have selected. Also, if there are duplicate invoices, the description that prints on check stubs comes from the first invoice entered. 5. Location ID If you entered a default location ID when you set up the vendor record, it is displayed. Use the default or enter a location ID for the inventory items being purchased. Leave this field blank to speed up entering items you send to different locations. This optional entry is used by the Inventory system. 6. Invoice Date Enter the vendor's invoice date. The system date is displayed as a default. If you change the date, a message appears indicating that the invoice due date is also being adjusted. The invoice message is also changed to the message matching the new date. 7. Invoice Number Enter the vendor's invoice number. A warning message appears if you enter the number of an existing open invoice or an invoice that is in detail history. 8. P.O. Number Enter the purchase order number, if available. 5-6 Transactions

63 9. Terms Code Select the payment terms code. The description of the code appears. Use the F6 Maintenance key or double click on the field to add a new payment terms code. 10. Distribution Code Select the distribution code. The description of the code appears. 11. Notes Use this area to enter your own notes about the invoice. These notes are saved in history information and are printed in the Description field on the check. 12. GL Period The General Ledger period is calculated from the invoice date. You can accept the period displayed or enter a different period. If you change the GL period, the summary history information will not match the GL period information, because the summary history information is updated by the invoice date and the GL period information is updated by the GL period entered here Invoice If the vendor is set up to receive a 1099 form, the box is checked. If you want the purchase to update the 1099 Payments Year-to-Date field in the vendor's record, leave the box checked; if not, clear it. The next three entries are optional. If you use Red Wing Project Cost, or if you do not interface with Project Cost, but want to maintain a record of projects within Accounts Payable, you can enter a project, category and class. These entries are used as defaults on the detail lines. 14. Project Enter or select the project. If you are interfaced with Project Cost you can use the functions. 15. Category Enter or select the category. 16. Class Enter or select the class. Command buttons Options Display the Transaction Options dialog box, page Next Trans Start a new transaction. Transactions 5-7

64 Detail Tab Summary View ¼ Transactions ¼ Transaction Entry ¼ Detail Tab Summary View Screen options Click on (in the left upper corner of the Detail screen) to move to Detail Tab Detail View (page 5-10) 1. Item ID This optional entry is used to select the inventory item code of the item being purchased. It is not required if you are not using items in Inventory or System Manager. 2. Description If an item was entered, the description defaults to the item description. Enter any description you want. 3. Location ID If a location ID was entered on the Header tab, it is displayed; otherwise, the first location ID set up for the item is displayed. Accept the location or enter the ID of the location for which you are purchasing the items. 5-8 Transactions

65 4. GL Acct If you selected an item ID above, the account assigned to that inventory item (from System Manager or Inventory) is displayed. Otherwise, the General Ledger account number assigned in the vendor's record is displayed for non-inventory items. Change it, if desired. This is the account to which the transaction will be posted. 5. Quantity Enter the number of units of the item that were purchased. 6. Unit The base unit of measure is displayed. You can change it if the inventory item has an alternate unit of measure set up. 7. Unit Cost The unit cost of the item is displayed. If Accounts Payable is interfaced with Inventory, the last cost of the inventory item is displayed. Change it, if desired. 8. Ext Cost The extended cost (unit cost times quantity purchased) is displayed. If you change it, the unit cost is automatically adjusted. 9. If you are interfaced with Inventory and you are entering a lotted or serialized item (or both), click on the Lot No Entry, Ser No Entry or Lot/Ser No Entry button. If you want to enter project information, click on the Project button. (See page 5-23.) Transactions 5-9

66 Detail Tab Detail View ¼ Transactions ¼ Transaction Entry ¼ Detail Tab Detail View Screen options Click on (in the left upper corner of the Detail screen) to move to Detail Tab Summary View (page 5-8). 1. Item ID This optional entry is used to select the inventory item code of the item being purchased. It is not required if you are not using items in Inventory or System Manager. 2. Description If an item was entered, the description defaults to the item description. Enter any description you want. 3. Additional Desc If desired, enter an additional description for the item. This field is available only if you selected to use additional descriptions in Customization, page If you selected to copy additional descriptions in System Manager or Inventory, the default additional description for the item is displayed Transactions

67 4. Location ID If a location ID was entered on the Header tab, it is displayed; otherwise, the first location ID set up for the item is displayed. Accept the location or enter the ID of the location for which you are purchasing the items. 5. Tax Class If Accounts Payable is interfaced with System Manager or Inventory, the tax class for the selected item is displayed. Otherwise, enter the item s tax class. 6. GL Account If you selected an item ID above, the account assigned to that inventory item (from System Manager or Inventory) is displayed. Otherwise, the General Ledger account number assigned in the vendor's record is displayed for non-inventory items. Change it, if desired. This is the account to which the transaction will be posted. 7. Quantity Enter the number of units of the item that were purchased. 8. Units The base unit of measure is displayed. You can change it if the inventory item has an alternate unit of measure set up. 9. Unit Cost The unit cost of the item is displayed. If Accounts Payable is interfaced with Inventory, the last cost of the inventory item is displayed. Change it, if desired. 10. Ext Cost The extended cost (unit cost times quantity purchased) is displayed. If you change it, the unit cost is automatically adjusted. 11. If you are interfaced with Inventory and you are entering a lotted or serialized item (or both), click on the Lot No Entry / Ser No Entry or Lot/Ser No Entry button. If you want to enter project information, click on the Project button (page 5-23). Transactions 5-11

68 Totals Tab ¼ Transactions ¼ Transaction Entry ¼ Totals Tab Screen options 1. Subtotal The purchase or return subtotal from the line items entered on the Detail tab is displayed. 2. Freight Enter any shipping charges. 3. Miscellaneous Enter any miscellaneous charges (such as handling). 4. Sales Tax Enter the sales tax amount from the vendor's invoice. 5. Total The total amount of the transaction (the subtotal plus the sales tax and freight and miscellaneous charges) is displayed. 6. Prepayment If you are prepaying a portion of the purchase, enter the amount. Select Online Check (page 5-17) to print the check. Check Number This field is available only if you entered a prepayment. Enter the number of the check you issued. If you paid with cash or are going to print an online check, leave this field blank. The check number is updated when you print an online check Transactions

69 Check Date This field is available only if you entered a prepayment. Use the default date (workstation date) or enter the prepayment date. If you selected to use online checks in Customization (page 10-9), select the Online Check button (Alt O) (page 5-17) to produce a check. The Update Vendor balance window allows you to post to only one period. Therefore, all payments will post to the one period specified, even if you have entered prepaid or online checks for multiple periods. 7. Discount If you entered a payment terms code on the Header tab, the discount amount is displayed. If no terms code was entered,.00 is displayed. Accept the discount or change it. When you edit transactions, whether or not discounts are recalculated depends on the setting in Customization. 8. Net Due Based on the figures entered above, the net amount due is displayed. Use the following Payment entries to schedule payments for the invoice. Each invoice can have up to three payments scheduled. If more than three payments are necessary, the invoice can be split by posting the purchases and using Hold/Release Invoices. 9. Payment Dates The first payment due date is displayed. You can use it or change it, if desired. Additional payment dates are calculated 30 days from the first date. 10. Payment Amounts The purchase total minus the prepayment and cash discount is displayed in the first field. As the first payment is entered, the balance is displayed in the following fields. 11. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. Transactions 5-13

70 Transaction Options Screen ¼ Transactions ¼ Transaction Entry ¼ Options button Overview The Transaction Entry Options dialog box appears when you select the Options button (Alt N) in Transaction Entry. Use these tabs to speed up transaction entry. Screen options Header Tab Stops Activate the toggle buttons corresponding to the fields you want as tab stops on the Transaction Header tab. Deactivate the toggle button if you do not want a field to be a tab stop. The Quick Entry box on the Misc tab must be checked for the tab stop options to work. Clear the Quick Entry box to disable tab stop options. If you click on Project, the Project Information form pops up just before you leave the detail line Transactions

71 Detail Tab Stops Activate the toggle buttons corresponding to the fields you want as tab stops on the Transaction Detail tabs. Deactivate the toggle button if you do not want a field to be a tab stop. The Quick Entry box on the Misc tab must be checked for the tab stop options to work. Clear the Quick Entry box to disable tab stop options. Total Tab Stops Activate the toggle buttons corresponding to the fields you want as tab stops on the Transaction Total tab. Deactivate the toggle button if you do not want a field to be a tab stop. The Quick Entry box on the Misc tab must be checked for the tab stop options to work. Clear the Quick Entry box to disable tab stop options. Transactions 5-15

72 Misc 1. Use Quick Entry Check the box if you want to use the tab stop settings selected on the Header Tab Stops and Detail Tab Stops tabs. 2. Detail Entry Mode Check the box if you want to show the detail view when you select the Detail tab on the Transactions screen. If you leave the box clear, the summary view appears when you select the Detail tab Transactions

73 Online Checks Dialog Box ¼ Transactions ¼ Transaction Entry ¼ Online Check button Overview The Online Checks dialog box appears when you select the Online Check button (Alt O) on the Transaction Entry screen (page 5-9). Use it to set up and print a check immediately during transaction entry. The Update Vendor balance window allows you to post to only one period. Therefore, all payments will post to the one period specified, even if you have entered prepaid or online checks for multiple periods. Screen options 1. Transaction No / Vendor ID / Invoice Number / Invoice Date / Check Amount This information is displayed. You cannot change it. 2. Check Number Enter the check number. 3. Check Date Enter the check date. 4. Preprinted DOT Matrix If you are using a dot matrix printer for checks you must: Set up a "generic/text only" dot matrix (continuous feed) printer. Set the check stub position to "Top and Bottom" in Customization. Make sure you are using Red Wing's preprinted dot matrix check forms. Check the "Preprinted DOT Matrix" check box on this screen. 5. Select File, Print, or Close. Transactions 5-17

74 Serial/Lot Number Entry Screen ¼ Transactions ¼ Transaction Entry ¼ Serial/Lot Number buttons Overview If Accounts Payable is interfaced with Inventory, the Serial/Lot Number Entry screen appears when you enter a new record on the Transactions screen for a serialized or lotted item or an item that is both serialized and lotted; or, when you select the Lot No Entry, Ser No Entry, or Lot/Ser No Entry command buttons. If you do not enter information on this screen, the transaction line is deleted. Press F3 or click on to remove serial and lot number records. Screen options 1. Loc ID The location ID is displayed. 2. Item ID The item ID is displayed. 3. Unit The unit of measure is displayed. 4. Total Qty The total quantity of the item is displayed Transactions

75 5. Qty Remaining The quantity remaining is displayed. 6. Serial No Select a serial number with available status to adjust or sell, or enter a new serial number to purchase. This field is available only if you are working with a serialized item. 7. Lot No Select a lot number if you are working with a lotted item. If you enter a new lot number for a purchase or an adjustment increase transaction, the Add Lot Number screen is displayed (page 5-22). This field is available only if you are working with an item that uses lot numbers. 8. Comment Enter comments about the transaction, up to 35 characters 9. Qty Order The quantity ordered is displayed, if applicable. 10. Qty Filled The quantity filled is displayed. 11. Qty Bkord The quantity backordered is displayed, if applicable. 12. Unit Cost The unit cost of the item is displayed. 13. Ext Cost The extended cost of the item is displayed. 14. Unit Price The unit price of the item is displayed for sale items. 15. When you are finished, select Close (or click on ) to save your changes and return to Inventory Transaction Entry. Command buttons Auto Gen Close Display the Serial Number Creation screen (page 5-20) if you want the system to automatically generate serial numbers. This button is available only when you are entering purchase transactions for serialized items. Save your changes and return to the Transaction Entry screen. Transactions 5-19

76 Serial Number Creation ¼ Transactions ¼ Transaction Entry ¼ Serial Number Creation Overview Select Auto Gen on the Serial/Lot Number Entry screen (page 5-18) and select Simple or By Example in the dialog box that appears. The Serial Number Creation screen appears. The starting serial number entered on the Serial Number Creation screen is displayed in the First Serial Number field. Screen options 1. Use the default quantity (the quantity remaining) or enter a different number of serial numbers to generate. 2. If you selected Simple, the next serial number is displayed. If you selected By Example, enter a serial number in the Next Serial Number field Transactions

77 3. If you selected Simple, the serial numbers are displayed. If you selected By Example, select Evaluate to have the system create and display serial numbers based on the first and next serial numbers. You can edit the displayed serial numbers. The system ignores separator characters such as hyphens when serial numbers are generated. For example, generate five serial numbers beginning with 1-5 and 1-6. The system will generate 1-7, 1-8, 1-9, 2-0, and 2-1. The system reads 1-5 as 15. The system is also limited by the number of digits. For example, generate five serial numbers beginning with 6. The system will display an out of range message and generate the numbers 7, 8, and 9. The number 10 cannot be generated because the beginning serial number is one digit. In this example, to generate 10, you must begin with Select Generate to generate the displayed serial numbers. You are returned to the Serial/Lot Number Entry screen (page 5-18). The generated serial numbers are displayed in the Serial No field. Command buttons Evaluate Generate Cancel Create and display serial numbers. Generate the serial numbers created by the system. You are returned to the Serial/Lot Number Entry screen. The generated serial numbers are displayed in the Serial No field. Return to the Serial/Lot Number Entry screen. Transactions 5-21

78 Add Lot Number Screen ¼ Transactions ¼ Transaction Entry ¼ Add Lot Number Screen Overview This screen appears when you enter a new lot number on Serial/Lot Number Entry. Use this screen to add information about the lot. Screen options 1. New Lot The new lot code is displayed. 2. Initial Date Enter the date the lotted item was purchased, or use the workstation date. 3. Expiration Date Enter the expiration date of the lot. 4. Comment Enter comments about the lot (up to 35 characters). 5. Select OK to add the lot number to inventory or Cancel to ignore your changes and return to the Serial/Lot Number Entry screen (page 5-18) Transactions

79 Project Information ¼ Transactions ¼ Transactions ¼ Project button Overview The Project Information screen appears when you select the Project command button. Use it to assign project, category and class codes to the transaction. The information can then be brought into Project Cost, if you are interfaced with the Project Cost application. Screen options 1. Project Select the project code you want this purchase or sales transaction attached to. If you are not using the Project Cost application, you can enter up to 10 characters to identify a project. If you decide not to attach the purchase or sales transaction to a project, click on the Clear button (Alt C) to clear the field. 2. Category Enter or select a category. 3. Class Enter or select the class. 4. When you are finished, click on the OK button to save changes and return to Transaction Entry or Cancel to exit without saving changes. Transactions 5-23

80 Copy Recurring Invoices ¼ Transactions ¼ Copy Recurring Invoices Additional Dialogs Error Listing (page 5-27) Copy Recurring Invoices Report (page 5-28) Overview Use this selection to create transactions for the recurring invoices defined in Recurring Invoices (page 10-40) in Setup and Maintenance. Use the run codes and cutoff dates set up in Recurring Invoices to copy the batches according to your schedule. After you copy a recurring invoice, it is treated like any other transaction. When transactions are posted, an invoice is created for each transaction. Make sure no one else is using any of the Transactions Menu selections before copying recurring invoices Transactions

81 Screen options 1. Run Code From / To Select the run codes for the recurring invoices you want to copy. Because you copy recurring entries to transactions by run code, it is important to use the same run code for entries that you copy on the same basis. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. GL Period Enter the General Ledger period you want the entries to affect. 3. Cutoff Date When you entered recurring invoices, you had the option to enter cutoff dates for them. You can use the workstation date as the cutoff date or enter a different date. Recurring invoices with cutoff dates before the date you enter are not copied. 4. Batch Code Select the batch code where the recurring invoices will be copied. This field is available only if batch processing is being used. 5. Select OK to begin processing. If the cutoff date specified on the Options screen is not between the recurring invoice starting date and the recurring invoice cutoff date, the recurring invoice is NOT copied. The entries you are copying must meet particular conditions. For example, the invoice balance cannot be zero. If they do not meet the requirements, an Error Listing (page 5-27) is displayed and processing stops. 6. When processing is successfully completed, a confirmation box appe ars. Next, the Copy Recurring Invoices Report dialog box (page 5-28) appears. Transactions 5-25

82 Command buttons OK Reset Copy Show Close Begin processing. If there are no errors, the recurring invoices are copied. Set all screen option fields to their default value. Restart processing the recurring invoices if there were any errors. Invoices with errors are not copied. Display a list of the recurring invoices that will not be copied. Return to the Main Menu Transactions

83 Error Listing Screen ¼ Transaction ¼ Copy Recurring Invoices ¼ Error Listing Overview The Error Listing window appears when the entries you are copying do not meet particular conditions. For example, if the specified cutoff date is before the recurring invoice start date. The recurring invoice ID and information explaining why processing failed are shown. Recurring invoices in the error listing are not copied when processing resumes. Screen options 1. If you do not want to copy the recurring invoices in the error listing, click on the close window button (or press F7) to close the screen. 2. If you want to copy the invoices, select the Edit command button. The Recurring Invoices screen (page 5-24) is displayed. Edit the recurring invoices and close the screen. Close the Error Listing screen and select OK to begin processing. Transactions 5-27

84 Copy Recurring Invoices Report Dialog Box ¼ Transactions ¼ Copy Recurring Invoices ¼ Copy Recurring Invoices Report Overview When processing is completed successfully, a confirmation box appears. Next, the Copy Recurring Invoices Report dialog box appears. Screen options 1. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. 3. A sample Copy Recurring Entries Report is shown on the next page Transactions

85 4/13/99 Mid County Supply Page 1 / 1 11:05 AM Copy Recurring Entries Report Run Code 1 Thru 1 Recur ID Trans ID Vendor Subtotal Sales Tax Misc Freight Disc Amount Entry Description Qty Units Ext Cost Insurance LINTAD Lease FSTATE 13, , Monthly Lease , Grand Total Lines Copied 2 Total Amount Posted to Transaction File 13, *** End of Report *** Copy Recurring Entries Report Transactions 5-29

86 Change Batches ¼ Transactions ¼ Change Batches Overview Use Change Batches to replace a batch code with a different batch code or to associate transaction numbers with a different batch. This selection is only available if you are using batch processing (determined in Customization). Screen options 1. Old Batch Code Select the old batch code. 2. New Batch Code Select the new batch code. All transactions assigned to the old batch code are transferred to the new batch code. 3. Delete Old Batch If you want to remove the old batch, select the check box. This option is not available if batch ###### (the main batch) is selected. 4. Select OK to activate your changes without exiting the screen. You can then change another batch code, if desired. Click on Main Menu. or press F7) to save your changes and to return to the 5-30 Transactions

87 Vendor Snapshot ¼ Transactions ¼ Vendor Snapshot Overview Use this handy selection to view all invoice and check activity for any vendor. If you entered invoices for a vendor with duplicate invoice dates and invoice numbers, the Vendor Snapshot will show payments made to both invoices, not just the one you selected. Step-by-step Click on the Back button (Alt B) anytime you wish to return to the previous screen. Press F7 (or click on from the first Vendor Snapshot screen. ) to return to the Main Menu 1. First, select the vendor for which you want to view activity. Highlight the vendor and press Enter (or double-click anywhere on the highlighted area). You can also press Ctrl V or click on the Vendor Activity button. Transactions 5-31

88 2. Next, the general vendor information is displayed, showing all invoices from that vendor on the left and all checks on the right. Select the invoice or check you want to view. Click on the Invoice Detail button (Alt I) to view detailed information about the highlighted invoice, including checks that were applied to that invoice. Click on the Check Detail button (Alt C) to view a list of all the invoices the selected check was applied to. 3. The Invoice Detail screen (above) shows the selected invoice's detail lines in the upper list box and all the checks that have been applied to it in the lower list box Transactions

89 The Check Detail screen (above) shows all the invoices the selected check was applied to. You can select an invoice in the list box and click on the Invoice Detail button (Alt I) to view detail for that invoice on the Invoice Detail screen (described above). Transactions 5-33

90 NOTES: 5-34 Transactions

91 Chapter Six Transaction Reports / Post This chapter explains how to produce both the Purchases and Miscellaneous Debits Journals, how to post transactions and how to void incorrect invoices. Purchases Journal Contents Miscellaneous Debits Journal Post Transactions Post Transactions Log Void (Reverse) Invoice Transaction Reports / Post 6-1

92 Purchases Journal ¼ Transaction Reports / Post ¼ Purchases Journal Overview Print the Purchases Journal, before posting transactions, to check for mistakes and omissions. This report also serves as an audit trail of purchases. If you find incorrect purchase transactions in the Purchases Journal, use Transaction Entry (page 5-2) to change or remove them. These options are displayed ONLY if you use batch processing. Screen options 1. Vendor ID From / To Select the range of vendors to include in the journal. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Available Batches / Selected Batches If you are using batch processing, select the batches you want included in the journal. 6-2 Transaction Reports / Post

93 3. Sort By Select the sorting method for the journal. You can sort by any of the following: Transaction Vendor ID GL Period, Account Item Code Batch Code 4. Print Select the amount of detail to be printed in the Purchases Journal: Full Detail: All the line items for each invoice are listed. Summary: The totals for each invoice are listed. 5. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. 7. A sample Purchases Journal is shown on the next page. Transaction Reports / Post 6-3

94 Purchases Journal 6-4 Transaction Reports / Post

95 Miscellaneous Debits Journal ¼ Transaction Reports / Post ¼ Miscellaneous Debits Journal Overview Print the Miscellaneous Debits Journal before posting transactions to check for mistakes and omissions. This report serves as an audit trail of debits that are not directly related to purchases. If you find incorrect miscellaneous debit transactions, use Transaction Entry (page 5-2) to change or remove them. These options are displayed ONLY if you use batch processing. Screen options 1. Vendor ID From / To Select the range of vendors to include in the journal. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Available Batches / Selected Batches If you are using batch processing, select the batches you want included in the journal. Transaction Reports / Post 6-5

96 3. Sort By Select the sorting method for the journal. You can sort by any of the following: Transaction Vendor ID GL Period, Account Item Code 4. Print Select the amount of detail to be printed in the Miscellaneous Debits Journal: Full Detail: All the line items for each transaction are listed. Summary: The totals for each transaction are listed. 5. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. 7. A sample Miscellaneous Debits Journal is shown on the next page. 6-6 Transaction Reports / Post

97 Miscellaneous Debits Journal Transaction Reports / Post 6-7

98 Post Transactions ¼ Transaction Reports / Post ¼ Post Transactions Additional Dialogs Post Transactions Log (page 6-12) Overview Use Post Transactions to create transactions for the invoices and miscellaneous debits and credits you entered on the Transaction Entry screens. Detail (lineitem) information about the transactions is not saved; only the summary information (totals) necessary to prepare and print checks is saved. Posting transactions also updates the amount due, amount prepaid, and purchase and payment history in the vendor records. Prepayments are NOT automatically posted to the cash account until you prepare checks and update vendor balances for those invoices. However, if prepayments were made on any invoices and you have NOT begun the check writing process, when you post you are asked if you would like to post the prepayments. This lets you immediately update vendor balances to reflect the prepayments. (This message appears after you click OK to start the posting process.) If you enter prepaid invoices into more than one period, separate them into different batches and post them individually. If you keep transaction history, line-item information is used to update the detail history information and totals information is used to update the summary history information. If Accounts Payable is interfaced with the General Ledger, debit and credit entries are created in the Transaction Journal. If you post detail information, entries are made for each line item. If you post summary information, one entry is made for each account. 6-8 Transaction Reports / Post

99 What happens to descriptions when posting to the General Ledger? Liability side of the General Ledger Transaction (Credit): 1. If the Notes field is blank, the description in General Ledger is the invoice number. 2. If the invoice number is blank, the General Ledger description is a 12 digit number. The first four digits are the posting date and the next eight digits are the transaction number. Expense (Inventory) side of the General Ledger Transaction (Debit): 1. If the description field on a detail line is blank, the description in General Ledger used for the invoice number. 2. If the invoice number is blank, the General Ledger description is a 12 digit number. The first four digits are the posting date and the next eight digits are the transaction number. Posting purchases When you post purchases, entries are made to the following accounts: (You specify the expense accounts when you enter purchases. The other accounts are set up in Distribution Codes on the Setup and Maintenance Menu.) Account Accounts Payable Sales Tax Freight Miscellaneous Expense Debit/Credit Credit Debit Debit Debit Debit Transaction Reports / Post 6-9

100 Posting miscellaneous debits When you post miscellaneous debits, entries are made to the following accounts: (You specify the expense accounts when you enter miscellaneous debits. Set up the other accounts in Distribution Codes on the Setup and Maintenance Menu.) Account Accounts Payable Sales Tax Freight Miscellaneous Expense Debit/Credit Debit Credit Credit Credit Credit Before posting 1. If you use batch processing, make sure no one is using the batches you plan to post; you cannot post a batch if someone is using it. If you are not using batch processing, make sure no one else is using Post Transactions. 2. Print the Purchases Journal. 3. Print the Miscellaneous Debits Journal Transaction Reports / Post

101 Screen options 1. Do the following, then check the box When you have completed the listed tasks, select the check box. The tasks are: Complete Transaction Entry in Accounts Payable (page 5-2) Print the Purchases Journal (page 6-2) Print the Miscellaneous Debits Journal (page 6-5) 2. Post All Invoices as Held If you want to post all invoices as held, select the check box. If you choose to hold all invoices, use Hold/Release Invoices (page 7-2) to release each invoice for payment individually. If you choose NOT to hold all invoices, use Hold/Release Invoices to hold individual invoices. 3. Available Batches / Selected Batches If you are using batch processing, select the batches you want to post. 4. Post to Current Fiscal Year (xxxx) / Post to Last Fiscal Year (xxxx) Select the fiscal year (current or last) you want the posted transactions to affect. 5. Select OK to begin processing, or Cancel to exit and return to the Main Menu. If you select OK, you are asked if you want to post prepayments (if any were made since the last check writing run). If you answer Yes, they are posted and vendor balances are updated. After you confirm the posting, the Post Transactions Log dialog box (page 6-11) appears. Transaction Reports / Post 6-11

102 Post Transactions Log Dialog Box ¼ Transaction Reports / Post ¼ Post Transactions ¼ Posting process complete Overview The Post Transactions Log dialog box appears when posting is successfully completed. Screen options 1. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. 3. A sample Post Accounts Payable Log is shown below and on the next page. 3/11/99 Mid County Supply Page 1 / 1 9:55 AM Post Accounts Payable Posted to Fiscal Year Posted To Amount Vendor Table 2, Open Invoice Table 2, *** End of Report *** Post Accounts Payable Log 6-12 Transaction Reports / Post

103 3/11/99 Mid County Supply Page 1 / 1 9:57 AM Post Accounts Payable (to GL) Posted to Fiscal Year Amount Posted to GL Period 3 Reference Description Account Debit Credit MORTR Dividend payment MORTR Interest on personal loan MORTR NWBELL Monthly telephone charges NWBELL 612-R732F MNST MN state sales tax-1st qtr, ' , MNST MNStateTax , GCELEV Propane GCELEV HH Snow-Tosser : 18 Inch HH HH Snow-Tosser : 18 Inch HH Total GL Period 3 2, , Grand Total 2, , *** End of Report *** Post Accounts Payable (to GL) Transaction Reports / Post 6-13

104 Void (Reverse) Invoice ¼ Transaction Reports / Post ¼ Void (Reverse) Invoice Overview Use this selection to void (reverse) an invoice that has already been entered and posted in Accounts Payable. This allows you to easily correct mistakes made by entering an invoice to the wrong vendor. An unposted debit memo is created that reverses the posted invoice. The process is not complete until the debit memo is posted. Screen options 1. Vendor ID Select the vendor for which the invoice was entered. 2. Void Invoice All invoices that have not been fully paid to the selected vendor are available. Choose the invoice you want to void. 3. Batch Code If you use batch processing, select the batch you want the debit memo placed in. 4. After selecting the specific invoice, click on the Reverse button to create the reversing debit memo. You can then select another invoice to void or close the window and return to the Main Menu Transaction Reports / Post

105 Chapter Seven Check Writing This chapter takes you through each step of the Check Writing process, including changing the status of invoices, selecting invoices for payment, producing checks, and posting payments. Hold/Release Invoices Contents Select Invoices for Payment Select invoices for Payment Report Modify Selected Invoices Change Payment Amount List Selected Invoices Print Checks Check Register Update Vendor Balances Void Checks Check Detail Report Write Related Topics Practice System Check Writing (page 3-15) Understanding the Check Writing Process (page 4-4) How to Split an Invoice (page 4-2) How to Void a Check (page 4-7) Check Writing 7-1

106 Hold / Release Invoices ¼ Check Writing ¼ Hold / Release Invoices Overview Use Hold/Release Invoices as follows: ' ' ' ' Place an invoice on permanent or temporary hold so that it is not automatically paid when you prepare and print checks Release an invoice that is on permanent or temporary hold Change the due date, discount dates and discount amount on an invoice Prepay an invoice Screen options 1. Vendor ID Select the vendor whose invoices you want to hold or release. The following information about the vendor appears: vendor s payment priority code date and amount of the last payment information about each invoice 7-2 Check Writing

107 The following information about each invoice is displayed: invoice number and date due date, discount due date gross amount due, discount amount whether a 1099 form is required, the status, and the check number 2. Select the appropriate command buttons and complete the command activities; then close the screen the Main Menu. to save your changes and return to Command buttons All Prepay Edit Change the status of all invoices. In the dialog box that appears, select the existing status and the new status. Pay an invoice that is not yet due. In the dialog box that appears, enter the check number and date. If you leave the Check No field blank, the word Cash is entered in the field. Change the selected invoice. In the dialog box that appears, you can change the due date, the discount due date, and the discount amount. 1099? Change the 1099 status of the selected invoice. Change Status Split Totals Checks Group Change Change the status of the selected invoice. Continue selecting Change Status until the correct status appears. Split scheduled payments for the selected invoice. In the dialog box that appears, enter the scheduled payment and due date. Display totals for the vendor. The dialog box that appears can be left open for reference. Display check totals. The dialog box that appears can be left open for reference. Change the status of a group of invoices. In the dialog box that appears, select the range of vendors, the range of priorities, and the due date of the invoices you want to change. Then select the old status and the new status. Check Writing 7-3

108 Select Invoices for Payment ¼ Check Writing ¼ Select Invoices for Payment Additional Dialogs Select Invoices for Payment Report (page 7-6) Overview Use Select Invoices for Payment to create a record of released invoices that are due to be paid. ' ' If you want to prepare a check for only one invoice, use Hold/Release Invoices (page 7-2) to find out which invoices are released for the vendor and to hold all invoices except the one whose check you want to prepare. Next, use Select Invoices for Payment and select a single vendor ID. If you prepare a check for an invoice you do not want to pay, put the invoice on hold. Then, before you print or post checks, prepare the checks again, leaving out the held invoice. Example This example explains how invoices are selected. Invoice Date Due Date Discount Date A B C Discount Due Date has been chosen for 2. Select Invoices By. 2. The date is entered for 3. Discount Due Date. The system selects all invoices with discount dates on or before that date. In this case, all three invoices are chosen, because their discount dates are all prior to The date is entered for 4. Take Discounts From. The system will only allow or apply discounts that are available from forward. In this case, only invoice C is chosen, because it is the only one with a Discount Date AFTER the Take Discounts From date. In other words, discounts have expired for invoices A and B. They are all still selected for payment, but only invoice C is given a discount. 7-4 Check Writing

109 Screen options 1. Vendor ID From / To Select the range of vendors that are to receive checks. 2. Select Invoices By Indicate how you want invoices selected, as follows: Invoice Due Date: Select all the invoices with net due dates on or before the date entered for the Invoice Due Date. Discount Due Date: Select all the invoices with discount due dates on or before the date entered for the Discount Due Date. 3. Invoice Due Date / Discount Due Date Depending on your selection above (Select Invoices By), enter the due date for the invoices you are paying. Accounts Payable selects invoices that are not on hold and have a due date (or discount due date) on or before the entered date. 4. Take Discounts From Enter the date to begin taking discounts. Discounts are taken for invoices with a discount due date greater than or equal to this date. 5. Check Date Enter the date you want printed on the checks. 6. GL Period Enter the General Ledger period you want affected by the check transactions. 7. Select OK to proceed or Cancel to exit this selection. 8. When processing is completed, a confirmation box appears. Next, the Select Invoices for Payment Report dialog box appears (page 7-6). Check Writing 7-5

110 Select Invoices for Payment Report ¼ Check Writing ¼ Select Invoices for Payment ¼ Processing is complete Overview The Select Invoices for Payment Report dialog box appears when processing is complete. Screen options 1. Select File, Preview, Print, or Close. (See page 8-2 for more information on these command buttons.) If the message "Warning: 1099 amounts exist for this vendor" appears in the Select Invoices for Payment Report, you entered a 1099 payment for a vendor that does not receive a 1099 form (specified in Vendors page 10-32, on the Setup and Maintenance Menu). If you do not want the 1099 payments updated in the vendor s record, use Hold/Release Invoices (page 7-2) to change the 1099 field to No for the invoice. If you post the payment without changing the 1099 field, the vendor s 1099 payment is updated, but the vendor record is not updated until you change the 1099 Form Code field in the vendor s record to individual, business, or corporation. 2. See the next page for an example of the Select Invoices for Payment Report. 7-6 Check Writing

111 Command buttons File Print Close Write the report to a file. Print the report. Save your changes and return to the Main Menu. Select Invoices for Payment Report Check Writing 7-7

112 Modify Selected Invoices ¼ Check Writing ¼ Modify Selected Invoices Additional Dialogs Change Payment Amount (page 7-12) Overview Use this selection to view, one vendor at a time, all the open invoices plus the invoices that were selected for payment for that vendor, and to specify any invoices you do not want to pay or to select additional invoices to pay. You can also choose to enter a payment amount and have the system automatically select the oldest invoices to pay first. Screen options Vendor Information 1. Vendor ID Select the vendor whose invoices you want to see. The invoice information for the vendor appears. 2. Priority Code The priority code for the vendor is shown. Check Information If you skip Select Invoices for Payment (page 7-5), you can change these entries. However, once you select an invoice for payment, the entries can only be changed by going back to Select Invoices for Payment and answering Yes to "Checks already on file. Do you want to start over?" 7-8 Check Writing

113 3. Take Discounts From Enter the date through which you want discounts taken. 4. Check Date Enter the date you want printed on the checks. 5. GL Period Enter the General Ledger period you want affected by the check transactions. Last Payment / Check Totals 6. Date / Amount / Selected Invoices / Less Discounts / Check Total Last payment and check total information is displayed. The check totals come from the Selected Invoices list box. Open Invoices / Selected Invoices Use these selection windows to choose the invoices you want to pay. Double-click on an invoice to move it to the opposite selection window or click on an invoice to select it and use the arrow keys to move it. Use the double arrows (>> or <<) to move all invoices to the opposite window. 7. Pay Oldest Amount If you want to pay a specific amount, enter it and then click on the Pay Oldest command button. Invoices are automatically selected, oldest first, until the amount is used up. Available discounts are taken if they are available. IMPORTANT! If the payment amount pays only a portion of an invoice, the Change Payment Amount window is displayed and you can review the entries to make sure they are correct. The due date will change for a partially paid invoice, based on the current date (it changes to one month beyond the current payment date). To apply the correct amount to the payment and return the unpaid portion to the Open Invoices window, click OK Command buttons Pay Oldest Based on the amount entered in the Pay Oldest Amount field, invoices are automatically selected, oldest first, until the balance is zero. If the most recently selected invoice is a partial payment, the Change Payment Amount window is displayed for your review (and possible changes). Change Payment Amount... Display the Change Payment Amount dialog box (page 7-12). Use it to change the payment amount on a selected invoice. The amount remaining to be paid is added as an open invoice on the Open Invoices Report (page 8-16). Check Writing 7-9

114 Change Payment Amount ¼ Check Writing ¼ Modify Selected Invoices ¼ Change Payment Amount... button Overview Use this selection to change the payment or discount amount for a selected invoice. Screen options 1. New Payment Amount Enter the amount you are paying currently on the invoice. 2. New Discount Taken Enter a different discount amount if you want to change it. 3. Remaining Payment / Due Date The remaining payment amount is shown. It becomes an open invoice. You can also enter a new due date for the invoice. The default due date is one month beyond the original invoice due date. Accept that date or enter a different one Check Writing

115 List Selected Invoices ¼ Check Writing ¼ List Selected Invoices Overview Use List Selected Invoices to produce a list of the checks you calculated for invoices. Before you print the checks, print this list to check the calculations. If you find inaccuracies, use Hold/Release Invoices to change the invoices. What accounts are affected in List Selected Invoices when paying an invoice? The Gross Amount is debited to the payables account set up in Distribution Codes (page 10-13) and specified in Transaction Entry on the Header tab (page 5-5). The Discounts amount (if applicable) is debited to the discounts account specified in Customization on the Defaults tab (page 10-7). The Net Paid amount is credited to the GL cash account set up with each bank in System Manager - Setup and Maintenance - Bank Accounts. The Bank ID code is selected in Update Vendor Balances during Check Writing (page 7-17). Check Writing 7-11

116 Screen options 1. Discounts Taken From / Check Date / GL Period The dates and period you selected when you prepared checks are displayed. 2. Select one of the report command buttons, explained on page When you are finished select Close (or click on ) to return to the Main Menu. List Selected Invoices Report 7-12 Check Writing

117 Print Checks ¼ Check Writing ¼ Print Checks Overview Use this selection to print checks. Once checks are printed, the system automatically advances to the Check Register and then to Update Vendor Balances (if you indicate the checks printed correctly). You can cancel at any point and finish these steps later, if desired. You must use 8-1/2 x 11 inch check forms that follow the Red Wing Windows check formats. For more information on checks, contact Red Wing Forms at or call them at Before you can print checks, you must select invoices for payment and have the stub type selected on the Options tab in Customization (page 10-6). The Description field on printed checks comes from the Notes field in Invoice Entry. If you did not enter anything in the Notes field during transaction entry, the description is not printed. Screen options 1. Discounts Taken From / Check Date / GL Period The dates and period you selected when you prepared checks are displayed. Check Writing 7-13

118 2. First Check Number Enter the check number to be used for the first check. 3. If Restart, Select Checks From / To If you have a check printing problem, you may reprint checks. When you restart, enter the range of checks you want to reprint and verify that the First Check field has the check number you will begin printing checks on. 4. Preprinted DOT Matrix If you are using a dot matrix printer for checks, see the online cue card Set Up a Dot Matrix Printer. Be sure to... Set up a "generic/text only" dot matrix (continuous feed) printer. Set the check stub position to "Top and Bottom" in Customization. Make sure you are using Red Wing's preprinted dot matrix check forms. Check the "Preprinted DOT Matrix" check box on this screen. 5. Select Reset, File, Print, or Close. The Preview button is not available. For more information on these command buttons see page When you are finished, select (or F7) to return to the Main Menu Check Writing

119 Check Register ¼ Check Writing ¼ Check Register Overview Use the Check Register as an audit trail of the checks you issue to vendors. The Check Register has two parts: The first part lists the checks used to prepay invoices since the last time you posted payments. The second part lists the checks used the last time you printed checks. Screen options 1. Discounts Taken From / Check Date / GL Period The dates and period you selected when you prepared checks are displayed. 2. Select one of the report command buttons, explained on page 8-2. A sample report is shown on the next page. 3. When you are finished select Close (or click on ) to return to the Main Menu. Check Writing 7-15

120 Check Register 7-16 Check Writing

121 Update Vendor Balances ¼ Check Writing ¼ Update Vendor Balances Overview Use Update Vendor Balances to post the checks you prepared and printed. When you update vendor balances, paid invoices are removed from open invoices, vendor totals and history information are updated for the invoices you paid, and checks are cleared for the next check cycle. If you chose to keep payment history in Customization (page 10-4), the payment information is moved to detail history. If Accounts Payable is interfaced with the General Ledger, summary entries for the check and discount amounts are made in the General Ledger Transaction Journal. When you post payments, entries are made to several accounts in the Transaction Journal, as shown below. Account Cash Accounts Payable Discounts Debit/Credit Credit Debit Credit Before you post payments 1. If you have a multi-user system and do not use batches, make sure no one else is using the Accounts Payable system, or you will be unable to post. 2. If you have a multi-user system and use batches, make sure no one is using the batch you want to post. You cannot post a batch if someone is using it. 3. Prepare and print the checks. 4. Print the Check Register (page 7-15). Check Writing 7-17

122 Screen options 1. Discounts Taken From / Check Date / Post to GL Period The dates and period you selected when you prepared checks are displayed. 2. Post GL To Select whether you want to post General Ledger entries to the current fiscal year or to the last fiscal year. 3. Post 1099 Payments To Indicate if 1099 payments are to be added to the vendor's current year 1099 Payments total or the vendor's prior year 1099 Payments. 4. Bank Account Select the bank account you want credited for the payments. 5. Select OK to post payments or Cancel to exit without making changes. 6. The Post Payments log shows the debits and credits that were posted to the General Ledger. If Accounts Payable is not interfaced with the General Ledger, you can make manual entries using the amounts printed in the Payment log. 7. When you are finished, click on the Close icon to return to the Main Menu. A sample report is shown on the next page Check Writing

123 3/9/99 Mid County Supply Page 1 / 1 3:33 PM Post Payments Posted to Fiscal Year Description Account Period Debit Credit Dist Code: GEN 3 Blake, Current & Postier - CPA Fulton State Bank Fulton State Bank Blake, Current & Postier - CPA Fulton State Bank Fulton State Bank Grand Total *** End of Report *** Post Payments Check Writing 7-19

124 Void Checks ¼ Check Writing ¼ Void Checks Additional Dialogs Check Detail (page 7-23) Report (page 7-24) Write (page 7-25) Overview Use Void Checks to cancel checks and reverse the affect of those checks throughout the system. This feature is valuable if you printed a check by mistake and want to remove its record from the system. You can void checks by vendor or by check runs. What happens when you void a check? If Accounts Payable is interfaced with the General Ledger, the cash account is debited and the accounts payable account is credited for the amount of the check. Check information is updated in vendor and detail history. The invoice record is moved back into open invoices, since the voided check means you still have to make the payment Check Writing

125 Screen options 1. To void checks for a single vendor, select the By Vendor command button. To void an entire check run, select the By Check Run command button. 2. Vendor ID / Check Date If you select By Vendor, select the vendor ID and check date to void. Check Run From / To If you selected By Check Run, choose the range of check runs to void. Posted checks that match your selection criteria appear in the detail section of the screen. 3. You can choose to select one check or more than one check, unselect all checks, or view details about a check by selecting one of the following command button options: Void: To void a single check, check the Void check box or select the check detail line and use the Void command button. To select more than one check, use the All button. In the dialog box that appears, select the range of checks to void. To unselect all checks, use the Reset button. To view details about a selected check, use the Detail button. The Check Detail dialog box (page 7-23) appears. Check Writing 7-21

126 4. Select Write to void the checks you selected. The Write dialog box (page 7-25) appears. You can enter the void date, the period, and the status to be used for restored invoices. You can also select whether the current or previous General Ledger year should be affected by the changes and which 1099 year should be changed. 5. When the checks have been successfully voided, the Report dialog box (page 7-24) appears. 6. Close the screen to save your changes and return to the Main Menu. Command buttons By Vendor By Check Run Void All Detail Write Reset Void checks for a single vendor. Void one or more checks from a specific batch of checks. Select a single check to be voided. Select some or all of the checks that are displayed for the void process. View details about the selected check. Void the checks you selected. Return all checks to the active status at the time you entered Void Checks Check Writing

127 Void Checks Check Detail ¼ Check Writing ¼ Void Checks ¼ Detail button Overview ' The Check Detail dialog box appears when you select a check and press the Detail button. ' Vendor ID, check number, invoice numbers, invoice dates, due dates, discount dates, gross amounts due and discount amounts are displayed. Screen options 1. Select Close to return to the Void Checks screen (page 7-20). Check Writing 7-23

128 Void Checks Report ¼ Check Writing ¼ Void Checks ¼ Report Dialog Box Overview The Report dialog box appears when checks have been successfully voided. Two reports are printed, as shown below. 3/9/99 Mid County Supply Page 1 / 1 3:48 PM Void Checks - Post to GL Posted to Fiscal Year Description Account Period Debit Credit Dist Code: GEN 3 AP Cash Grand Total *** End of Report *** 3/9/99 Mid County Supply Page 1 / 1 3:48 PM Void Checks - Void/Reinstate Log Posted to Fiscal Year Check Number 1 Date 3/9/99 Vendor BCP Blake, Current & Postier - CPA Invoice Invoice Invoice Discount Net Number Date Amount Taken Amount S3019 2/28/ Total Grand Total *** End of Report *** 7-24 Check Writing

129 Void Checks Write ¼ Check Writing ¼ Void Checks ¼ Write button Overview The Write dialog box appears when you select a check to be voided and select Write. Screen options 1. Void Date Enter the date the check was voided. 2. GL Period Enter the General Ledger period that will be affected by the changes. 3. Status on reinstated invoices Select the status for the reinstated invoices. Possible selections are: Rel Invoices are released and can be paid. Hold Invoices are placed on hold and cannot be paid until the status is changed. Temp Invoices are placed on temporary hold and cannot be paid until the status is changed. The temporary hold status is automatically changed when Update Vendor Balances (page 7-17) is next used. Check Writing 7-25

130 4. Post GL To Select the fiscal year (current or last) to be affected by the change. 5. Post 1099 Payments To Select the 1099 payments (current year or last year) to post to the General Ledger. 6. When you are finished select OK to void the check(s) or Cancel to return to the Void Checks screen without voiding any checks. If you select OK and the checks are successfully voided, the Report dialog box (page 7-24) appears Check Writing

131 Chapter Eight Management Reports This chapter introduces a variety of reports that summarize accounts payable information. Use these reports to make solid business decisions. Report Command and Toolbar Buttons Contents Invoice Aging Report Summary Analysis Report Cash Requirements Report Open Invoice Report Payments History Report Purchase Analysis Report Vendor Activity Report Vendor Analysis Report Vendor Detail History Report Vendor Purchase History Report Vendor History Report Management Reports 8-1

132 Report Command and Toolbar Buttons Overview These buttons are displayed at the bottom of report screens. Not available on all reports Printers... Use this selection to set up reports to print on different printers (other than the default Windows printer) or to print multiple copies of a report. If you do not enter any users/printers on this screen, the report automatically prints one copy to the default printer. Settings remain as defaults until changed. 1. Report Name The currently selected report is displayed. 2. User Choose to redirect the report for a single user by selecting one user. To select all users, enter an asterisk (*). If you set up a record for all users (*) as well as for individual users, the report will print to the current user s printer(s), if any are set up. If not, the report uses the all users (*) settings. 3. Printer Select the printer to use for the selected user(s). To Print Multiple Copies, enter two records for the same user. To Redirect a Report, change to a different printer (other than {Default}). Alt R Alt F Alt V Alt P Alt C Reset Clear the fields to their original default entries. File Save the report to a file, as follows: HTML Microsoft Excel Rich Text Format (Microsoft Word) MS-DOS Text Preview Switch to Preview mode where you can view the report, print it, output it to a file or other software. For more information see Preview Toolbar (page iv). Print Immediately send the report to the currently selected printer. A Printing dialog is displayed, showing the progress of your report. When printing is complete, you are returned to the report screen. Close Close current window. 8-2 Management Reports

133 Report Toolbar Displayed on all report screens. F7 Ctrl P Close Close current window. Print Send current report to printer. Preview Report Display report in Preview mode. See the Print Preview Toolbar (page iv). Output to File Output report in HTML, MS Excel, MS DOS Text or Rich Text format. Reset Report Parameters Clear the fields to their original default entries. F1 Help Display help topics. Management Reports 8-3

134 Print Preview Toolbar Displayed in Preview mode. F7 Ctrl P Ctrl U Close Close current window. Print Send current report to printer. Page Setup Change margins, page orientation, printers. Zoom Toggle between the specified magnification percent and the "best fit" to view the current report. One Page Display one page of the report. Two Pages Display two pages of the report. Multiple Pages Choose the number of pages to display at one time (up to 2 rows of 3 pages each). Zoom Choose the percent of magnification to view. or or Office Links Output report to MS Office. Choose from the following options: Merge it to Microsoft Word: Outputs report to Microsoft Word. Publish it in Microsoft Word: Outputs report to Microsoft Word in rich text format (*.rtf) Analyze it in Microsoft Excel: Outputs report to MS Excel in *.xls format Send Output report to HTML, MS Excel, MS DOS Text or Rich Text Format. Output to Notepad Output the report to Notepad in MS-DOS text format (*.txt). F1 Help Display help topics. 8-4 Management Reports

135 Invoice Aging Report Management Reports Invoice Aging Report Overview The Invoice Aging Report shows the invoice balances divided into five aging periods. The detail report shows full detail for all invoices; the summary report shows only the aging period totals. If you do not do month-end processing before you enter activity for a new month, the Current columns in the report show activity for the current month, as well as previous months that have not been closed. Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Vendor Class From / To Select the range of vendor classes to include in the report. 3. Vendor Priority From / To Select the range of vendor priorities to include in the report. Management Reports 8-5

136 4. Distribution Code From / To Select the range of distribution codes to include in the report. 5. Aging Date Accept the system default date or enter a new date to be used to determine the age of each invoice. 6. Past Due 1 / Past Due 2 / Past Due 3 / Past Due 4 Enter, from newest to oldest, the number of days old that an invoice can be before it falls into the specified aging group. 7. Cutoff Date Select the cutoff date for aging invoices. Invoices dated later than this cutoff date are not included in the report. 8. Sort By Indicate in what order you want the report sorted. 9. Past Due Vendors Only If you want only those vendors with a past due balance included, check the box. To list all vendors, clear the check box. 10. Full Detail Select this check box if you want to see a separate total line for each invoice. To see a single line for each vendor, clear the check box. 11. Page Breaks To start information for each group on a different page, check the box. To print the information without page breaks by group, clear the check box. 12. Age By Select whether the invoices will be aged by invoice date or due date. 13. Include Invoices with... Check this box if you want to include invoices with invoice dates prior to the cutoff date, but paid after the cutoff date. These invoices are identified on the Aging Report by an asterisk (*) that is printed to the right of the invoice number. 14. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. 8-6 Management Reports

137 Invoice Aging Report (page 1) Invoice Aging Report (page 2) Management Reports 8-7

138 Summary Analysis Report Management Reports Summary Analysis Report Overview The Summary Analysis Report provides an analysis of your company s payables. The report is divided into three parts. Each part compares the payables of a period you specify with those of a previous period, the previous three periods, and the same period of the previous year. The first part of the report shows the total purchases and outstanding payables. The second part shows the total payments, amounts that were prepaid and paid on account, and amounts that were eligible and ineligible for a discount. The third part shows the total discounts that were available, taken, and lost. Before you produce the report (required) Perform month-end processing for the period. Specify the fiscal year and the number of records for Month-End Processing (page 9-2). 8-8 Management Reports

139 Screen options 1. Summary History Period Enter the summary history period you want used as the current period. 2. Fiscal Year Enter the fiscal year for the report. 3. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. Management Reports 8-9

140 Summary Analysis Report 8-10 Management Reports

141 Cash Requirements Report Management Reports Cash Requirements Report Overview The Cash Requirements Report shows the amount of cash you can expect to pay within the date range you select. You can print the report by vendor or by due date. This information can help you project the cash position of your business so you can make sound payment decisions. Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank. Management Reports 8-11

142 2. Select Select the invoice type to include in the report. Possible invoice types are: Released Invoices (invoices that are available for payment) Held Invoices Temporary Hold Invoices All Invoices (both released and held invoices are included) 3. Sort By Choose whether to sort the report by Vendor Code or by Due Date. When you sort by Vendor Code the aging period ending dates must be in chronological order (earliest date first). When you sort by Due Date, the third date is used for sorting; the first two dates are ignored. 4. Aging Periods Ending Enter three dates to establish aging periods. Enter the dates in chronological order, the earliest date first. The report shows separate columns for each of these aging groups. 5. Select one of the report command buttons, explained on page When you are finished select Close (or click on ) to return to the Main Menu Management Reports

143 Cash Requirements Report Management Reports 8-13

144 Open Invoice Report Management Reports Open Invoice Report Overview The Open Invoice Report shows the invoices for the dates and vendors you specify. Miscellaneous debits and prepaid invoices are listed, regardless of the due date. Invoices are considered open until they are paid in full. The Gross Due and Vendor Balance amounts will not match on the report if you have invoice(s) that extend further than the cutoff date you used when the report was run. Before you can produce the report, you must use Hold/Release Invoices (page 7-2) to release the invoices. Then use the report to verify the invoices you can pay. Invoices for vendors that are on hold (the vendor record itself has been placed on hold, rather than placing individual invoices on hold) are included in the Open Invoice Report, but checks are not prepared for those vendors Management Reports

145 Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Invoices Due Accept the default system date or enter a new date. Invoices that are due on or before this date are included in the report. 3. Discounts Due Accept the default system date or enter a new date. This date determines if discounts are still available or have been lost. The Open Invoice Report does NOT select invoices using this Discounts Due date. Instead, it selects invoices using the Invoices Due date and then using the Discounts Due date to determine which discounts are still available. For example, an invoice with a discount date of 10/15/99 and a discount amount of $15.00 shows up on the report with a zero dollar discount amount if the Discounts Due date is 10/20/99 (the discount date has been passed and the discount is no longer available). However, if the Discounts Due date is 10/01/99, the discount amount prints as $15.00 on the report (the discount is still valid, since the discount date has not been exceeded). 4. Print Select the invoice type to include in the report. Possible invoice types are: Released Invoices Held Invoices Temporary Hold Invoices Prepaid Invoices All Invoices 5. Report Type Select whether you want the report printed in Portrait (vertical) or Landscape (horizontal) format. 6. Select one of the report command buttons, explained on page When you are finished select Close (or click on ) to return to the Main Menu. Management Reports 8-15

146 Open Invoice Report 8-16 Management Reports

147 Payments History Report Management Reports Payments History Report Overview The Payments History Report lists paid invoices and the check numbers and check dates that were used to pay the invoices. This information comes from the transactions and payments that were posted by the Detail History function. Before you can produce the report, you must choose to keep detail history in Customization (page 10-4). The Payments History Report, when printed using the Sort By option of Check No/GL Acct No, is designed to show the General Ledger accounts from the invoice(s) paid by each check. However, this option is only intended to work if you fully pay an invoice with a single check. If you use more than one check to pay an invoice, the report is not accurate. For example, if there have been two payments and the invoice total is $1,000, the General Ledger Summary is $2000. Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. Management Reports 8-17

148 When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Invoice No From / To Select the range of invoice numbers to include in the report. 3. Check Date From / To Enter the range of check dates to include in the report. 4. Check No From / To Select the range of check numbers to include in the report. 5. Sort By Indicate how you want the report sorted; by Vendor ID, Invoice Number, Check Number or by Check No./GL Acct. No. 6. Print Select the level of detail for the report. Detail shows the individual invoices paid by each check, while Summary shows a single total line for each vendor. 7. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Management Reports

149 Payments History Report Management Reports 8-19

150 Purchase Analysis Report Management Reports Purchase Analysis Report Overview The Purchase Analysis Report gives an analysis of your company's purchases based on a reporting period you specify, and on the last 12 periods' trends by period. Page two of the report is a graph showing the Purchases Trend (year-todate). You can choose from four different graph formats. The report is divided into two parts. The first part shows the current and previous years' purchases and the discounts taken and lost for the reporting period, quarter, and year. The second part shows the purchases and discounts taken and lost for the reporting period and the previous 12 periods. Before you can produce the report (required) Make sure you have set up Accounts Payable to keep summary purchase history. Perform Month-End Processing (page 9-2) for the period. Specify the fiscal year and number of records for Month-End Processing Management Reports

151 Screen options 1. Summary History Period Enter the summary history period to use as the current period. 2. Fiscal Year Enter the fiscal year for the report. 3. Graph Type Select the type of graph you want printed with the report. Options are: Vertical Bar Horizontal Bar Pie Line 4. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. Management Reports 8-21

152 Purchase Analysis Report 8-22 Management Reports

153 Vendor Activity Report Management Reports Vendor Activity Report Overview The Vendor Activity Report shows your purchases, the vendor and the frequency of the purchases. Before you can produce the report, you must have chosen to keep detail history in Customization (page 10-4). You should produce an audit copy of this report before you delete records or remove history. Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Invoice No From / To Select the range of invoice numbers to include in the report. Management Reports 8-23

154 3. Invoice Date From / To Enter the range of invoice dates to include in the report. 4. Sort By Indicate whether you want the report sorted by Vendor ID or Invoice No. 5. Print Select the level of detail for the report. Detail shows the individual line items for each invoice, while Summary shows a single summary line for each invoice. 6. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Management Reports

155 Vendor Activity Report Management Reports 8-25

156 Vendor Analysis Report Management Reports Vendor Analysis Report Overview The Vendor Analysis Report shows the balances and cumulative purchases for the vendors you specify and summarizes the purchasing activity for those vendors. Print this report before Month-End Processing (page 9-2). It can help you negotiate better terms with your vendors by supplying you with accurate purchase and payment facts. Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank Management Reports

157 2. Period-to-Date History If you want to include history for the period, check the box. 3. Quarter-to-Date History If you want to include history for the quarter, check the box. 4. Year-to-Date History If you want to include history for the year, check the box. 5. Last-Year History If you want to include history for last year, check the box. 6. Print Addresses If you want the vendor s address listed with the vendor, check the box. 7. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. Management Reports 8-27

158 Vendor Analysis Report 8-28 Management Reports

159 Vendor Detail History Report Management Reports Vendor Detail History Report Overview The Vendor Detail History Report shows your purchases and returns for selected vendors. You can produce a Summary report, which shows a single summary line for each invoice, or a Detail report, which shows individual line items for each invoice. Before you can produce the report, you must have chosen to keep detail history in Customization (page 10-4). Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Invoice No From / To Select the range of invoice numbers to include in the report. Management Reports 8-29

160 3. Invoice Date From / To Enter the range of invoice dates to include in the report. 4. Item Code From / To Select the range of inventory item codes (associated with the vendors invoices) to include in the report. 5. Location ID From / To Select the location IDs (associated with the vendors invoices) to include in the report. 6. Account From / To Select the range of accounts (associated with the vendor s invoices) to include in the report. This information is meaningful only if Accounts Payable is interfaced with the General Ledger. 7. GL Period From / To Enter the range of periods (associated with the vendor s invoices) to include in the report. This information is meaningful only if Accounts Payable is interfaced with the General Ledger. 8. Project From/To Enter the range of projects to include in the report. 9. Sort By Select the sort criteria for the report. You can sort by any of the following: Vendor ID Location ID Invoice No. Account Purchase Order No. GL Period Inventory Item Code Project 10. Print Select the level of detail for the report: Detail or Summary. 11. Print For Select the unit type to use for calculating totals. You can use Base Units or Purchase Units. 12. Print Additional Descriptions Specify whether you want to print additional descriptions. You can print additional descriptions only if you chose to use them in Customization (page 10-8). 13. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Management Reports

161 Vendor Detail History Report Management Reports 8-31

162 Vendor Purchase History Report Management Reports Vendor Purchase History Report Overview The Vendor Purchase History Report shows how much you purchased from the selected vendors. You can list only vendor purchase history or you can include item history. If you choose to include item history, the report shows the quantities of each item purchased. Before you can produce the report, you must have chosen to keep summary history in Customization (page 10-4) and must not build the fiscal year and number of periods in Customization. Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank Management Reports

163 2. Vendor Class From / To Select the range of invoice classes to include in the report. 3. GL Period Enter the summary history period you want used on the report. 4. Fiscal Year Enter the fiscal year for the report. 5. Print Item Detail Select whether or not you want to print item detail on the report. 6. Sort By Select the sort method for the report. You can sort by Vendor ID, Vendor Name or Vendor Class. 7. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. Management Reports 8-33

164 Vendor Purchase History Report 8-34 Management Reports

165 Vendor History Report Management Reports Vendor History Report Overview This report shows vendor detail activity for any period of time, including a beginning balance for the selected time period, all transactions that occurred during that time period (with a running balance) and an ending balance. Each invoice or payment is summarized onto a single line. Use this report to answer questions such as: What was the highest balance for a vendor during the two-year period ending June 30, 2000? When was the last payment sent to a vendor and what was the amount? How many times have we purchased something from a specific vendor in the past 12 months? You can also give a vendor a report showing all of your purchase history. Screen options 1. Vendor ID From / To Select the range of vendors to include in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Invoice/Payment Date Enter the range of dates for which you want to show transactions. Management Reports 8-35

166 3. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Management Reports

167 Chapter Nine End-of-Period This chapter explains how to close the month, quarter and year and how to produce 1099 forms. Month-End Processing Contents Print 1099 Forms Print 1099 Forms Magnetic Media Magnetic Media Header Magnetic Media Detail Magnetic Media Output Related Topics How to Use the End-of-Period Menu (page 4-9) End-of-Period 9-1

168 Month-End Processing ¼ End-of-Period ¼ Month-End Processing Overview Use Month-End Processing to prepare your vendor records for activity for the next period, quarter or year. Also, use it to delete detail and summary history or out-of-date recurring invoices. Period-end processing zeros the period-to-date vendor history totals and deletes the records of temporary vendors that have a zero balance. You can also clear detail history records. Quarter-end processing performs the period-end tasks and zeros the quarter-to-date totals. Year-end processing performs the period-end tasks, performs the quarter-end tasks, clears the year-to-date totals, transfers them to the last-year fields and changes the current fiscal year. You can also choose whether or not to move 1099 payments to last year. Deleting detail history and recurring invoices reduces the size of your files. Use the date options to specify which history transactions and recurring invoices you want to remove. 9-2 End-of-Period

169 Screen options 1. Vendor Analysis Report Has Been Printed Print the Vendor Analysis Report (page 8-26) before month-end processing. It uses the vendor period totals that will be zeroed during month-end processing. After the Vendor Analysis Report is printed, check the box. 2. Function Select the type of month-end processing to perform: Period-End Processing, Quarter-End Processing, Year-End Processing, Delete History or Delete Recurring Invoices. If you delete history, only enter information in the Delete Detail History With Invoice Dates Before, Delete Summary History Before Period/Fiscal Year or Delete Payment History With Payment Dates Before fields. If you delete recurring invoices, only enter information in the Delete Recurring Invoices With Cutoff Dates Before field. 3. Delete Detail History With Invoice Dates Before Enter the date of the most recent invoice you want kept on file. Invoices with an earlier date are deleted. Leave this field blank if you do not want to delete any detail history. 4. Delete Summary History Before Period/Fiscal Year Enter the period and fiscal year of the most recent summary period you want kept on file. End-of-Period 9-3

170 5. Delete Payment History With Payment Dates Before Enter the date of the most recent payment you want kept on file. Payments with an earlier date are deleted. Leave the field blank if you do not want to delete any payment history. 6. Delete Recurring Invoices With Cutoff Dates Before Enter the cutoff date. Recurring invoices with an earlier cutoff date are deleted. Leave the field blank if you do not want to delete any recurring invoices. 7. Move 1099 Payments YTD to Last Year If you want to move 1099 payments year-to-date to last year for each vendor, check the box. If you do not transfer the 1099 payments at the end of the calendar year, the system continues to accumulate the next calendar year s 1099 payments in the 1099 Payments Year-to-Date field in the vendor records. When you produce 1099 forms, the 1099 payment amounts will be incorrect. 8. Delete Completed and Canceled Purchase Orders with Dates Before If you use the Purchase Order add-on module, enter the cutoff date. Purchase orders with a status of Canceled or Complete and a purchase order date prior to this date are dropped. The default date is calculated by subtracting the Number of Months to Save POs (in Customization, on the Defaults tab) from the current workstation date. 9. Current Fiscal Year The current fiscal year is displayed. 10. When you are finished entering information, select OK to begin monthend processing or Cancel to exit to the Main Menu. When processing is complete, a confirmation box appears and you exit from Month-End Processing. 11. If you want to exit the screen, keeping your changes, select the Close button to return to the Main Menu. 9-4 End-of-Period

171 Print 1099 Forms ¼ End-of-Period ¼ Print 1099 Forms Additional Dialogs Print 1099 Forms Magnetic Media (page 9-9) Magnetic Media Header (page 9-10) Magnetic Media Detail (page 9-12) Magnetic Media Output (page 9-14) Overview When you enter a vendor record, you indicate whether or not a 1099 form for the vendor will be produced. The 1099 form summarizes your payments to the vendor for the year. Red Wing produces 1099-MISC, 1099-DIV, 1099-INT and 1099-PATR forms. Send a copy of the form to the vendor and the Internal Revenue Service. If you have more than 250 forms, you must apply for approval to file on magnetic media. After you get approval, send the 1099 information (the Accounts Payable system produces it for you) on a diskette. Get the circular containing procedure guidelines from the Internal Revenue Service. You can use the 1099 payments year-to-date or the last-year 1099 amounts to prepare 1099 forms. If you have transferred 1099 year-to-date amounts to last year during month-end processing, use the last-year amounts; if not, use the current-year amounts. You cannot submit magnetic media if direct sales are $5000 or more or if you combine federal and state filing. Red Wing does not support payment amounts over $100,000,000 and does not currently support replacement or correction filing. You must use a laser printer and 8-1/2" x 11" forms. End-of-Period 9-5

172 Screen options 1. Print Select the print requirement: Current Year 1099 Payments or Last Year 1099 Payments Form Select the type of 1099 form you want to process. Choose 1099-MISC, 1099-DIV, 1099-INT or 1099-PATR. 3. Output Select the output requirement: To produce 1099 forms for the year shown, select Print Forms. The 1099 information is printed on standard 1099 forms (three 1099 forms per page). To produce a disk file containing the 1099 information, select Magnetic Media. To produce a worksheet that lists the 1099 vendors, select Worksheet. 4. Vendor ID From / To Select the range of vendors for which you want to produce 1099 forms Amount Type Select the range of 1099 amount types to print on the forms. The amount types correspond to the amount boxes on the 1099 form. See 1099 Amount Types (page 10-22) for a table matching box numbers on the 1099-DIV form to the other forms. 6. Federal Tax ID The company's federal tax identification number is displayed. 7. State Tax ID The company's state tax identification number is displayed. 9-6 End-of-Period

173 8. If you are printing 1099 forms, put the forms in your printer. If you are printing the 1099 Worksheet, put plain paper in your printer. 9. If you are preparing magnetic media, select the OK button. If a work file exists, the following message appears: "File already exists. Do you want to start over?" Select Yes to delete the work file and prepare magnetic media from scratch. Select No to work with the existing work file. Proceed to the Magnetic Media Header screen. 10. Select one of the report command buttons, explained on page When you are finished select Close (or click on ) to return to the Main Menu. End-of-Period 9-7

174 1099 Form (printed on blank paper) 9-8 End-of-Period

175 Print 1099 Forms Magnetic Media Screen ¼ End-of-Period ¼ Print 1099 Forms Overview This screen appears if you have selected the Magnetic Media Output option. Screen options 1. Select OK. Red Wing checks to see if a work file already exits. If it does exist, the following message appears: File already exists. Do you want to start over? 2. Select Yes to delete the work file and prepare magnetic media from scratch. Select No to work with the existing work file. The Magnetic Media Header screen appears. Command buttons OK Close Begin processing. Return to the Main Menu. End-of-Period 9-9

176 Magnetic Media Header Screen ¼ End-of-Period ¼ Print 1099 Forms ¼ Output is to Magnetic Media Overview This screen is displayed if you are sending your 1099 Forms to magnetic media. Screen options 1. Number of Records in Input File The number of records in the input file is displayed. You can not change this value. 2. Output File Name The Internal Revenue Service requires that the file be named IRSTAX; this name is displayed and cannot be changed. 3. Number of Records for Output File The number of records for the output file is displayed. Use it or enter a new value. 4. Prefix for Output File The drive prefix for the output file is displayed. Use it or enter a different drive letter. 5. Payment Year The current year is displayed as the payment year. You cannot change this value End-of-Period

177 6. Federal Tax ID Enter your company s federal tax identification number. 7. Run Type Select the run type, depending on whether you are submitting the actual (original) output file, a test file or a correcting output file. The description is displayed to the right of the run type field. The run type options are: 1 - Original, 2 - Test; and 3 - Correction. 8. Foreign Corporation If your company is a foreign (non-u.s.) company, select the Foreign Corporation check box. 9. Service Bureau If a service bureau is preparing the 1099 forms for your company, select the Service Bureau check box. Transmitter 10. Your company s name and address are displayed. 11. Control Code Enter the five-digit control code assigned by the Internal Revenue Service. It is on your 1099 magnetic media package mailing label. Transfer Agent 12. Enter the transfer agent s name and address. If you are not using a transfer agent, skip these fields. 13. If you want to modify the 1099 records, select Edit Detail. The Magnetic Media Detail screen (page 9-12) appears. 14. If you want to write the data to disk, select Output. The Magnetic Media Output screen (page 9-14) appears. Command buttons Edit Detail Output Close Edit the 1099 records. Write the data to disk. Return to the Main Menu. End-of-Period 9-11

178 Magnetic Media Detail Screen ¼ End-of-Period ¼ Print 1099 Forms ¼ Output is to Magnetic Media ¼ Edit detail button Overview The Magnetic Media Detail screen appears when you select Edit Detail on the Magnetic Media Header screen. It is a template of the 1099 form for each vendor. Screen options 1. You can edit only the recipient ID, company name and address, account number, second TIN notification flag, name control code, type of TIN flag, and boxes with values in them that correspond to the 1099 Amount Type you set up for the vendor. 2. When you have finished editing, select Edit Header to go back to the Print 1099 Forms screen, Output to go to the Magnetic Media output screen, or Close to return to the Magnetic Media Header screen End-of-Period

179 Command buttons Edit Header Output Close Display the Magnetic Media Header screen. Display the Magnetic Media Output screen. Save your changes and return to the Magnetic Media Header screen. End-of-Period 9-13

180 Magnetic Media Output Screen ¼ End-of-Period ¼ Print 1099 Forms ¼ Output is to Magnetic Media ¼ Output button Overview The Magnetic Media Output screen appears when you select Output on the Magnetic Media Detail screen. Screen options 1. Put a blank 3.5-inch or 5.25-inch DOS-formatted diskette into the disk drive. 2. Print Audit If you want a copy of the records as they are transferred to the diskette, select the Print Audit check box. 3. Output Drive Enter the drive letter of the drive containing the diskette you are transferring the 1099 information to. For example, enter A:\ if you want the data sent to drive A. 4. Select OK to transfer the file. 5. Follow the instructions in the magnetic media circular for labeling and mailing the diskettes for the Internal Revenue Service. 6. Select Close to return to the Magnetic Media Detail (page 9-12) screen. 7. Follow the instructions in the magnetic media circular for labeling and mailing the diskettes to the Internal Revenue Service End-of-Period

181 Chapter Ten Setup and Maintenance This chapter introduces the Setup and Maintenance Menu. Use these menu selections to set up and maintain vendors, codes, recurring invoices, 1099 information, and to set up customization information. Customization Contents Interfaces Tab Options Tab Defaults Tab Invalid GL Accounts Payment Terms Distribution Codes Class Codes Division Codes Priority Codes Amount Types Business Types Vendors General Tab Pay To Tab History Tab Batch Codes Batch Activity User Information Recurring Invoices Screen Recurring Invoices Screen Add/Insert/Edit Setup and Maintenance 10-1

182 Customization ¼ Setup and Maintenance ¼ Customization Additional Dialogs Interfaces Tab (page 10-3) Options Tab (page 10-5) Defaults Tab (page 10-7) Invalid GL Accounts (page 10-9) Overview Use this selection to define customization options, including application interfaces. You can also choose whether or not you want to keep payment and purchase history; how you want checks and check stubs printed; and you can specify General Ledger accounts for discounts, cash, and inventory. When you interface Accounts Payable with General Ledger for the first time; after General Ledger account changes, particularly any account deletions; or when rollback errors occur in Post Transactions (rollback errors may indicate that general ledger accounts are set up incorrectly), select Invalid GL Account List (page 10-9) to produce a list of the General Ledger accounts used by Accounts Payable. You are prompted for additional selection information, and the Invalid GL Accounts List dialog box appears. Command buttons Invalid GL Account List Produce a list of the General Ledger accounts used in Accounts Payable Setup and Maintenance

183 Interfaces Tab ¼ Setup and Maintenance ¼ Customization ¼ Interfaces Tab Screen options Application Interface 1. General Ledger Check the box to interface with General Ledger. When Accounts Payable is interfaced with the General Ledger, posting in Accounts Payable makes entries to the General Ledger Transaction Journal for transactions that affect the ledger (such as sales tax, freight, miscellaneous expenses, etc.). 2. Inventory Check the box to interface Accounts Payable with Inventory. When Accounts Payable is interfaced with Inventory, transactions entered in Accounts Payable can update item location information, summary and detail history, and lot and serial information in Inventory if the Inventory options are set to retain this information. 3. Project Cost Check the box to interface Accounts Payable with Project Cost. When interfaced, project information entered with transactions can be brought into Project Cost. Post to General Ledger 4. Select the type of information you want posted to the General Ledger. Options are: Setup and Maintenance 10-3

184 Summary The Accounts Payable activity is summarized by distribution code and then by account number and period before posting to the General Ledger. When looking at your report you will note that the summary totals are organized by distribution code. If all entries use the same distribution code, the summary is done only at the account level. Partial Detail Most Accounts Payable activity is posted to the General Ledger. The checking and accounts payable accounts are summarized by account number before posting. Detail All Accounts Payable activity is posted to the General Ledger. No summarization is done by account number. 5. Post Quantities Check the box to post quantities to the General Ledger. Periodic Setup 6. Current Fiscal Year \ Number of Periods Per Year Enter the current fiscal year. The total number of periods in a year is displayed. The number of periods in a year is determined when the company is set up in System Manager and cannot be changed. 7. Summary History Periods Per Year The number of summary history periods in a year is shown. History The History setup is important, because it affects the information that prints in history reports. For example, voided checks are not available in history reports if you do not save detail history. 8. Save Detail Purchase History If you want to keep history information for each line item of each purchase, check the box. 9. Save Summary Purchase History If you want to keep history information for the total of each purchase, check the box. 10. Save Payment History If you want to save payment history information, check the box. 11. Save Additional Description History If you want to keep additional description history, check the box. If you did not select to use additional descriptions on the Defaults tab, this option is not available Setup and Maintenance

185 Options Tab ¼ Setup and Maintenance ¼ Customization ¼ Options Tab Screen options Miscellaneous Options 1. Post Without Printing Journals If you want to post without printing reports, check the box. If you want to post and print reports, clear the check box. 2. Use Batch Processing If you want to use batch processing, check the box. 3. Use 1099 If you want to use 1099 forms, check the box. Check Printing Options 4. Print Company Name On Check Check the box to print your company name on the check. 5. Print Check Number On Check Check the box to print the check number on the check. Setup and Maintenance 10-5

186 6. Print Check Number On Stub Check the box to print the check number on the stub. Check Stub Position 7. Check Stub Position Select the location of the check stub(s) on your checks. You can select top, bottom, or top and bottom (the same information printed twice) Setup and Maintenance

187 Defaults Tab ¼ Setup and Maintenance ¼ Customization ¼ Defaults Tab Screen options Transaction Entry 1. Use Additional Descriptions If you want to enter more than one description line for line items, check the box. 2. Copy Additional Descriptions From SM/IN Items If you want to copy additional descriptions from System Manager or Inventory, check the box. If Accounts Payable is not interfaced with Inventory or if you elected not to use additional descriptions, this option is not available. If Inventory is interfaced, then System Manager inventory items are not used. 3. Discount on Sales Tax If you want to include discounts on sales tax, check the box. 4. Discount on Freight If you want to include discounts on freight, check the box. 5. Discount on Miscellaneous If you want to include discounts on miscellaneous charges, check the box. Setup and Maintenance 10-7

188 6. Allow Online Check Printing If you want to be able to print online checks during transaction entry, check the box. 7. Automatic Discount Update Check the box to automatically update the cash discount total on the invoice whenever a change is made to the invoice. If this box is not checked, you must manually change the discount amount when making changes to an invoice. GL Account Defaults You MUST fill in ALL GL Account Default fields. General Ledger default accounts are displayed in a combo box if the General Ledger is interfaced with Accounts Payable. If the two are not interfaced, the default accounts are displayed in a text box. 8. Cash Select the account to which cash is posted (in the asset section of the Balance Sheet). 9. Discounts Select the account to which discounts are posted (in the other income section of the Income Statement). This account is credited when paying vendor invoices and early payment discounts are taken. 10. Inventory Select the account to which inventory is posted (in the asset section of the Balance Sheet). 11. COGS Select the account to which cost of goods sold are posted (in the cost of goods or expense section of the Balance Sheet). Purchase Orders Fill in this information only if you use the Purchase Order Special Option with your Red Wing Windows Accounting Series. 12. Next PO Number Enter the next purchase order number. This is used as the default and incremented by 1 for each purchase order. 13. Months to Save Enter the number of months to save purchase orders with a status of canceled or complete. 14. When you are finished, close the screen to save your changes and return to the Main Menu Setup and Maintenance

189 Invalid GL Accounts List Dialog Box ¼ Setup and Maintenance ¼ Customization ¼ Invalid GL Account List button Overview The Invalid GL Accounts List dialog box appears when you select the Invalid GL Accounts List button in Customization and you have entered invalid general ledger account numbers. This report shows a list of General Ledger accounts that Accounts Payable uses, but are not found in the General Ledger. Use it to help you make sure the correct accounts are set up in your General Ledger. Screen options 1. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. Setup and Maintenance 10-9

190 Payment Terms ¼ Setup and Maintenance ¼ Payment Terms Overview Use this selection to define payment terms. Use payment terms to determine when an invoice is due and when you will pay it. The dates are either a specific day of the month or a number of days from the invoice date. They allow you to take advantage of early payment discounts and to avoid making payments too early. How to Add a terms code Select the New Record toolbar button (or Ctrl A). The cursor is positioned in a blank record at the end of the list. Enter the payment term information. Edit a terms code 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Delete a terms code 1. Make sure the terms code is not being used. 2. Select the code you want to remove. 3. Press the F3 (Delete) key Setup and Maintenance

191 Screen options 1. Terms Code Select or enter the payment terms code that uniquely identifies the payment term. It can be any combination of letters and/or numbers, up to six characters. For example, COD or 1%Disc. 2. Description Enter a description for the code, up to 15 characters. For example, enter COD or 1% 10th Net EOM. 3. Disc % If a vendor allows you an early payment discount percent, enter the percentage used to calculate the discount amount. 4. Discount Days Enter the number of days after the invoice date the discount is available or, if the Day of Month box is checked, enter the day of the month by which an invoice must be paid to receive a discount. If the Day of Month box is checked, an entry of 10 indicates that discounts are available until the 10th of the month. If it is not checked, discounts would be available for 10 days after an invoice is issued. When the Day of Month box is checked, the discount day is normally in the month following the purchase. For example, if the discount day is 10, all purchases made in January have a discount date of February Day of Month If the Discount Days and the Net Due Days are a specific day of the month instead of a number of days after the invoice date, check the box. Setup and Maintenance 10-11

192 6. Minimum Days Enter the minimum number of days you want between the invoice and the "specific due day" (before one month is added to the discount date). Enter 0 (zero) if you want invoices to be due in the current month. You can only use this field if the Day of Month box is checked. 7. Net Due Days Enter the number of days given to pay the invoice balance, or enter the day of the month and check the Day of Month box. If the Day of Month box is checked, an entry of 25 indicates payment is due by the 25th of the month. If it is not checked, payment would be due within 25 days after an invoice is issued. If the Day of Month box is checked, an entry of 25 indicates that payment is due by the 25th of the month. If it is not checked, payment is due within 25 days after an invoice is issued. When the Day of Month box is checked, the invoice due date (and discount date) will be set to a specific day of the current month, unless the Minimum Days entry is something other than 0 (zero). When the Minimum Days entry is zero, the day specified in Discount Days and Net Due Days is used, even if the invoice date is greater than these days. Example: The Minimum Days is 0, the invoice date is 07/23/99, the Discount Days entry is 10 and the Net Due Days entry is 31. The Discount Date will be 07/10/99 and the Due Date 07/31/99. If you use a Minimum Days entry greater than zero, the system makes sure the resulting Discount Date and Due Date are at least the specified Minimum Days after the invoice date. If they are not, the month is increased by one. Therefore, in the example given above, if the Minimum Days entry is 10, the Discount Date is 08/10/99 and the Due Date is 08/31/99. (Both dates are adjusted by one month to meet the Minimum Days specification!) 8. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. 9. Print a Payment Terms List (page 11-2) to check your entries and to use as a handy reference Setup and Maintenance

193 Distribution Codes ¼ Setup and Maintenance ¼ Distribution Codes Overview Use this selection to set up and maintain distribution codes which are used to identify General Ledger accounts for payables, sales tax, freight or miscellaneous charges. These codes are then tied to vendor records. Typically, you might want to assign different General Ledger accounts for domestic vs. international vendors; or temporary vs. standard vendors. You must set up at least one distribution code with the four General Ledger accounts listed, even if Accounts Payable is not interfaced with the General Ledger. How to Add a new distribution code Select the New Record toolbar button (or Ctrl A). The cursor is positioned in a blank record at the end of the list. Enter the distribution code information. Edit a distribution code 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Delete a distribution code 1. Make sure the code is not being used. 2. Select the code you want to delete. 3. Press the F3 (Delete) key. Setup and Maintenance 10-13

194 Screen options 1. Distribution Code Select or enter a distribution code. It can be any combination of letters and/or numbers, up to six characters. For example STRD or TEMP. 2. Description Enter a description of the code, up to 25 characters. For example, Standard or Temporary. Account (Use the combo box to display valid General Ledger accounts.) 3. Payables Select the accounts payable account number (in the liability section of the Balance Sheet). Invoices (purchases) are credited to this account and payments debit this account. 4. Sales Tax Select the sales tax expense account (in the cost of goods or expense section of the Income Statement). This account is debited for any sales tax amounts entered on a vendor invoice. 5. Freight Select the freight charges expense account (in the cost of goods or expense section of the Income Statement). This account is debited for any freight amounts entered on a vendor invoice. 6. Misc Select the miscellaneous charges expense account (in the cost of goods or expense section of the Income Statement). This account is debited for any miscellaneous amounts entered on a vendor invoice. 7. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. 8. Print a Distribution Codes List (11-4) to check your entries and to use as a reference Setup and Maintenance

195 Class Codes ¼ Setup and Maintenance ¼ Class Codes Overview Class codes are used as a sort option to group vendors. You can then print, for example, the Vendor Purchase History Report for a specific class of vendors. Unlike payment terms codes and distribution codes, Red Wing does not assign any meaning to class codes. Typical uses of class codes are to assign vendor ratings (A = Excellent, B = Good, C = Average) or to group vendors supplying certain types of products (Women = Women s clothing, Childr = Items for preschool children, Sports = Sporting Goods). How to Add a class To add a class, select the New Record toolbar button (or Ctrl A). The cursor is positioned in a blank record at the end of the list. Enter the code and description. Edit a class 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Delete a class 1. Make sure the class is not being used. 2. Select the class you want to delete. 3. Press the F3 (Delete) key. Setup and Maintenance 10-15

196 Screen options 1. Class Code Select or enter the class code. You can use any combination of letters and/or numbers up to six characters. For example, CHILDR or SPORTS. 2. Description Enter a description of the class, up to 25 characters. For example, Children s Clothing or Sportswear. 3. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. 4. Print the Class Codes List (page 11-6) to check your entries and to use as a reference Setup and Maintenance

197 Division Codes ¼ Setup and Maintenance ¼ Division Codes Overview Division codes will be used as a sort option for reports in future versions. Unlike terms codes and distribution codes, Red Wing does not assign any meaning to division codes. One use of division codes could be for different geographic locations, such as Downtown Shop and Rosedale Mall Shop. How to Add a division code Select the New Record toolbar button in a blank record at the end of the list. (or Ctrl A). The cursor is positioned Edit a division code 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Delete a division code 1. Make sure the code is not being used. 2. Select the code you want to delete. 3. Press the F3 (Delete) key. Setup and Maintenance 10-17

198 Screen options 1. Division Code Select or enter the division code. You can use any combination of letters and/or numbers up to six characters. For example, DOM or INTL. 2. Description Enter a description of the division, up to 25 characters. For example, Domestic Operations or International Operations. 3. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. 4. Print the Division Codes List (page 11-8) to check your entries and to use as a reference Setup and Maintenance

199 Priority Codes ¼ Setup and Maintenance ¼ Priority Codes Overview Priority codes are used as a selection option for paying invoices and sorting reports. The system comes with four default priority codes (highest, high, medium and low). You can add more codes, as needed. How to Add a priority code Select the New Record toolbar button (or Ctrl A). The cursor is positioned in a blank record at the end of the list. Add the priority code and description. Edit a priority code 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Delete a priority code 1. Make sure the priority code is not being used. 2. Select the code you want to delete. 3. Press the F3 (Delete) key. Setup and Maintenance 10-19

200 Screen options 1. Priority Code Select or enter the priority code. You can enter a single letter or number for your code. Default priority codes are 0, 1, 2, and Description Enter a description of the priority code, up to 25 characters. 3. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. 4. Print the Priority Codes List (page 11-10) to check your entries and to use as a reference Setup and Maintenance

201 1099 Amount Types ¼ Setup and Maintenance ¼ 1099 Amount Types Overview The 1099 amount types correspond to the box numbers on the 1099-MISC form in which the year-to-date payment amount is printed. The amount types are predefined, but you can use this selection to edit descriptions or to update amount limits if the Internal Revenue Service makes changes to them. Red Wing supports the following four 1099 forms: 1099-MISC 1099-DIV 1099-INT 1099-PATR When setting up the 1099-DIV form, use the following numbering system: 1099-DIV form = 1099 Amount Type (box) Box 1a = Box 1 Box 1b = Box 2 Box 1c = Box 3 Box 1d = Box 4 Box 1e = Box 5 Box 2 = Box 6 Box 3 = Box 7 Box 5 = Box 8 Box 6 = Box 9 How to Edit an amount type 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Setup and Maintenance 10-21

202 Delete an amount type 1. Make sure the amount type is not being used. 2. Select the class you want to delete. 3. Press the F3 (Delete) key. Screen options Form Type / Amount Type The 1099 form type and amount type are displayed. They cannot be changed. 2. Description Enter a description of the amount type, up to 30 characters. 3. Limit Enter the 1099 limit. Refer to the appropriate year's instruction booklet for the 1099 forms issued by the Internal Revenue Service for the correct limits. This limit is used to specify the minimum amount that must be reported. 4. When you are finished, close the screen to save your changes and return to the Main Menu. 5. Print the 1099 Amount Types List (page 11-12) to check your entries and to use as a reference Setup and Maintenance

203 1099 Business Types ¼ Setup and Maintenance ¼ 1099 Business Types Overview The 1099 business types identify a vendor s company type. The types are predefined, but you can use this selection to edit descriptions or to update types if the Internal Revenue Service makes changes to them. How to Add a 1099 business type Select the New Record toolbar button (or Ctrl A). The cursor is positioned in a blank record at the end of the list. Enter the code and description. Edit a 1099 business type 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Delete a 1099 business type 1. Make sure the 1099 business type is not being used. 2. Select the type you want to delete. 3. Press the F3 (Delete) key. Setup and Maintenance 10-23

204 Screen options Business Type Select or enter the 1099 business. You can use any single letter or number. 2. Description Enter a description of the 1099 business type, up to 15 characters. 3. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. 4. Print the Business Types List (page 11-14) to check your entries and to use for reference Setup and Maintenance

205 Vendors ¼ Setup and Maintenance ¼ Vendors Tabs General Tab (page 10-27) Pay To Tab (page 10-31) History Tab (page 10-34) Overview Use this selection to set up and maintain records for vendors with whom you do business. A record contains the vendor's name and address, the pay-to name and address, 1099 information, purchase and payment histories, and comments. You can add, edit or remove a vendor record. After all the vendor records are entered, print the Vendor Detail List to check for errors and to save as a handy reference. For a quick and thorough tutorial on adding vendors, see the Practice System, page 3-5. How to Add a vendor record 1. Select the New Record icon (or Ctrl A) on the toolbar. A blank screen appears. 2. Enter the required information on each vendor tab. You can use the Copy To option to copy information from another vendor record. 3. Save the record (or Ctrl S). Setup and Maintenance 10-25

206 Edit a vendor record 1. Select the vendor ID. Information about the vendor appears in the remaining fields. 2. Edit the information on any of the three vendor tabs. 3. Save the record (or Ctrl S). Delete a vendor record 1. Run end-of-period and check the Open Invoice Report to make sure the vendor does not have open invoices, transactions or orders. 2. Select the vendor ID. 3. Press the F3 (Delete) key Setup and Maintenance

207 General Tab ¼ Setup and Maintenance ¼ Vendors ¼ General Tab Screen options 1. Vendor ID (Required) This field is available on all tabs. Select or enter the vendor ID, up to ten characters. If you are adding a new vendor, press the New Record button From field will then appear. and enter a new vendor ID. The Copy You have several options for the type of vendor codes to use. Most often, numbers (1000,1001, ) or a portion of the vendor name (JCONSTR, SMITHJ, ALLIED...) are used. If you use numbers as your vendor codes, you must enter leading zeros on the numbers to sort them numerically. For example, if you are using numbers 1000 to and want six-character vendor codes, you could enter vendor 1000 as so it will precede a higher number, such as If you use the vendor name as part of the vendor code, enter the most identifiable characters of the vendor name. For example, J. B. Construction could be coded as JBCONS. For any vendors using Setup and Maintenance 10-27

208 personal names, it is generally best to enter the first characters of the last name and the first character of the first name. For example, Jason Smith could be coded as SMITHJ. Because the system uses a proportional font, if you enter an ID in certain combinations of all capital letters (i.e. WWWWWWWWWW), the entire ID may not appear on some reports and entry screens. This is because the system is set up to accommodate an average size entry, allowing more fields of information to be included on reports and screens. 2. Copy From If you are entering a new vendor, you can select a similar vendor from which to copy information. Select the vendor code; information for that vendor is displayed on your screen. Change only those fields that differ for the new vendor. General Tab 1. Name Entry If the vendor is an individual, select the Name Entry check box so you can make entries in the First Name and Middle Initial fields. 2. First Name Enter the vendor's first name, up to 30 characters. 3. Middle Initial Enter the first letter of the vendor's middle name. 4. Last Name or Company Name If the Name Entry check box is checked, enter the vendor's last name; otherwise, enter the company name. You can enter up to 30 characters. 5. Contact Enter the name of the person you usually contact regarding your account. 6. Address 1 / Address 2 Enter the address, up to three lines of 30 characters each. 7. City / State / Zip Code Enter the city, two-character state or (or province) code, and 5 or 9 digit zip code (or postal code for Canada). Separation characters are filled in automatically. The format varies, depending on the country selected. 8. Country Select the country. Available countries are Mexico, USA and Canada Setup and Maintenance

209 9. Phone / Fax Enter the telephone and fax numbers. Separation characters are filled in automatically. You must include the area code Enter the vendor's address (i.e. 11. Internet Enter the vendor's world wide web address (i.e Our Account No Enter the account number the vendor uses to identify your company. It will be printed on your check stub. For example, credit card companies typically request that their account number be printed on a check for proper credit. 13. Terms Code (Required) Select the payment terms code used to specify the payment terms you receive from this vendor. If there is no terms code that matches this vendor's terms, use the Maintenance command (F6) to add a new terms code or to edit an existing code. 14. Division Code Select the division code for the vendor, if you use divisions. 15. Distribution Code (Required) Select the distribution code used to specify default payables, sales tax, freight and miscellaneous general ledger accounts for transactions entered for the vendor. If there is no distribution code, use the Maintenance command (F6) to add a new distribution code or to edit an existing code. 16. Class Select the class the vendor belongs to. This class code is used to group vendors on some reports. 17. Priority Code Select the payment priority code. Priority codes can be used as selection criteria for the Open Invoice Report. The system comes with default priorities of Highest (0), High (1), Medium (2) and Low (3). 18. Vendor Hold If you want to stop making any payments to the vendor, check the box. You cannot pay invoices for vendors that are on payment hold. Setup and Maintenance 10-29

210 19. Temporary Vendor If this is a temporary vendor, check the box. Temporary vendors with zero balances are removed during the End-of- Period process. Listed below is information on the effects temporary vendors have on reports: Before End-of-Month processing they are included on: ' Open Invoice Report ' Invoice Aging Report ' Vendor Snapshot ' Vendor Activity Report ' Payments History Report ' Vendor Detail History Report ' Vendor Purchase History Report ' Vendor Analysis Report After End-of-Month processing they are included on: ' Payments History Report ' Vendor Detail History Report ' Vendor Analysis Report ' Open Invoice Report (only if they have a balance) If you want temporary vendor checks to transfer to Check Reconciliation (in System Manager), you must import Accounts Payable transactions BEFORE End-of-Month processing. 20. Expense Account Enter or select the general ledger expense account to debit when you purchase items from the vendor (in the asset section of the Balance Sheet for inventory purchases or the expense section of the Income Statement for non-inventory purchases). The account number is displayed when you enter transactions. The expense account is used as a default value on the vendor invoice and may be changed during invoice entry Setup and Maintenance

211 Pay To Tab ¼ Setup and Maintenance ¼ Vendors ¼ Pay To Tab Overview The information entered in the Pay To Information fields is printed on checks to this vendor. Enter information in these fields only if it is different from that entered on the General tab. If you leave a field blank, the information from the General tab is printed as the default. You can copy the information from the General tab by clicking on the Default button. Then change the fields as necessary. If you do not copy the default header information, enter information in each of the fields. Screen options Pay To Information 1. Name Enter the name of the person/department the check is to be sent to. 2. Attention Enter the name of the person or department you send payments to. It might be different from the entry in the Name field. This name is printed on mailing labels. 3. Address 1/Address 2/City/State/Zip Code/Country/Phone Enter (or change, if using the default address from the General tab) the applicable information. Setup and Maintenance 10-31

212 Business Type Select the 1099 business type. Default codes are: 0 none 1 vendors that file as individuals 2 vendors that file as businesses 3 corporations A partnership If you select 0, the remaining fields in the 1099 section are skipped. If you change the 1099 Form Code field from a non-zero code to 0 (zero) and the vendor has an amount other than zero in the 1099 Payments Yearto-Date field or the 1099 Payments Last Year field (on the history information screen), the message "Warning: 1099 payments exist for this vendor" appears. If you do not want the vendor to receive a 1099 form, change the values in the 1099 Payments Year-to-Date and 1099 Payments Last Year fields to zero. 5. Recipient ID Enter the vendor's taxpayer identification number (TIN) Form Type Select the 1099 form type for this vendor. Options are: 1099-MISC 1099-DIV 1099-INT 1099-PATR 7. Amount Type Select the 1099 amount type code that corresponds to the box number on the 1099 form in which the year-to-date payment amount is printed. Default codes are: 1 rents 2 royalties 3 prizes and awards 5 fishing boat proceeds 6 medical and health care payments 7 non-employee compensation 8 payments in lieu of dividends or interest 9 direct sales A crop insurance proceeds 8. Foreign Address If the vendor has a foreign address, check the box Setup and Maintenance

213 9. 2nd TIN Not If the Internal Revenue Service notified your company twice in the past three years that the vendor's tax identification number is incorrect, check the box. 10. Memo Enter miscellaneous information about the vendor. Setup and Maintenance 10-33

214 History Tab ¼ Setup and Maintenance ¼ Vendors ¼ History Tab Overview The History tab shows purchase and payment history for each vendor. It is updated each time you post transactions and payments. See page 2-6 for instructions on setting up initial balances. Screen options 1. Due/Prepaid Enter values in these two fields only if you are using the summary method to enter initial balances. Otherwise, these fields are updated when you post transactions and payments. 2. Last Purchase Date Enter the last date you purchased items from the vendor. This field is updated when you post transactions. 3. Last Purchase Amount Enter the cost of the last purchase from the vendor. This field is updated when you post transactions Setup and Maintenance

215 4. Last Purchase Number Enter the number of the last invoice you received from the vendor. This field is updated when you post transactions. 5. Last Payment Date Enter the date of the last payment you made to the vendor. This field is updated when you post checks. 6. Last Payment Amount Enter the amount of the last payment you made to the vendor. This field is updated when you post checks. 7. Last Payment Number Enter the number of the last check you sent to the vendor. This field is updated when you post checks. 8. Purchases Period-to-Date/Quarter-to-Date/Year-to-Date/Last Year Enter the amount you purchased from the vendor this period, this quarter and this year. Then enter the amount you purchased from the vendor last year. These fields are updated when you post transactions. 9. Payments Period-to-Date/Quarter-to-Date/Year-to-Date/Last Year Enter the amount you paid the vendor this period, this quarter and this year. Then enter the amount you paid the vendor last year. These fields are updated when you post payments. 10. Discounts Taken Period-to-Date/Quarter-to-Date/Year-to- Date/Last Year Enter the discount amount you received from the vendor this period, this quarter and this year. Then enter the discount amount you received from the vendor last year. These fields are updated when you post payments. 11. Discounts Lost Period-to-Date/ Quarter-to-Date/Year-to-Date/ Last Year Enter the discount amount you did not take advantage of from the vendor this period, this quarter and this year. Then enter the discount amount you did not take advantage of last year. These fields are updated when you post payments Payments Year-to-Date/Last Year Enter the amount of 1099 payments you made to the vendor this year. Then enter the 1099 payments you made to the vendor last year. These values are used for preparing 1099 forms. These fields are updated when you post payments. 13. When you are finished, close the screen to save your changes and return to the Main Menu or select anther tab. Setup and Maintenance 10-35

216 Batch Codes ¼ Setup and Maintenance ¼ Batch Codes Additional Dialogs Batch Activity (page 10-38) User Information (page 10-39) Overview Use this selection to set up batch codes (used to group invoices) and miscellaneous debits. You can assign each transaction a batch code and then post the transactions by batch code. For example, you could assign transactions to daily batch codes, such as Monday, Tuesday, Wednesday, etc. or to batch codes that represent specific days of the month, such as 10th, 25th and 30th. How to Add a batch Select the New Record toolbar button (or Ctrl A). The cursor is positioned in a blank record at the end of the list. Enter batch information. Edit a batch 1. Position the cursor in the field you want to edit. 2. Change the value in the field. Delete a batch 1. Make sure it is not being used. 2. Select the batch you want to remove. 3. Press the F3 (Delete) key Setup and Maintenance

217 Screen options 1. Batch Code Select or enter a batch code. Use numbers and/or letters, up to six characters. 2. Description Enter a description of the batch. The status of the Purchases and Miscellaneous Debits Journals is displayed. 3. Hold Check the box to place the batch on hold so that transactions cannot be added to it by other users. The user who puts the batch on hold can still add transactions. If you do not want others to post the batch, use the Lock function. 4. Lock Check the box to lock the batch so that it cannot be posted. The system usually locks the batch during posting. 5. When you are finished, close the screen (or press F7) to save your changes and return to the Main Menu. 6. Print a Batch Codes List (page 11-22) to check your entries and to use as a reference. Command buttons Current Activity Display the Batch Activity dialog box and list the batch users. Setup and Maintenance 10-37

218 Batch Activity ¼ Setup and Maintenance ¼ Batch Codes ¼ Current Activity Button Overview This dialog box shows the users assigned to a batch. You can view the information, return to the Batch Codes screen or display the User Information dialog box. Command buttons User Info Refresh Close Display the User Information dialog box. Refresh (update) the list of users in the dialog box. Save any changes and return to the Batch Codes screen (page 10-36) Setup and Maintenance

219 User Information ¼ Setup and Maintenance ¼ Batch Codes ¼ Batch Activity ¼ User Info button Overview The User Information dialog box appears when you select the User Info button and a user in the Batch Activity dialog box. Information about the person using the batch is displayed, including their name, department, phone and extension, if available. Command buttons Select Close to return to the Batch Activity dialog box (Page 10-40). Setup and Maintenance 10-39

220 Recurring Invoices Screen 1 ¼ Setup and Maintenance ¼ Recurring Invoices Additional Dialogs Recurring Entries Screen 2 (page 10-44) Add/Edit/Insert (page 10-47) Overview Use this selection to enter invoices that remain basically the same each month, such as monthly water/sewer charges, loan or insurance payments, service contracts, truck payments, etc. You can also use this selection to record invoices that are automatically paid each month. You can copy a group of recurring invoices, instead of entering each one when payment is due. By assigning each entry a run code, you can process these groups of entries on different schedules. When you select the repeating invoice (or batch of invoices) to pay, you can change any information Setup and Maintenance

221 Screen options 1. Recur ID Select or enter the recurring invoice ID. It can be any combination of letters and/or numbers, up to 10 characters. For example, Loan1 or Run Code Select or enter the run code you want to assign to this recurring invoice. Enter any combination of letters and/or numbers, up to six characters. Recurring invoices are copied to transactions by run code. Therefore, use the same run code for entries you copy together. For example, you could use 01ST for entries you copy on the first day of each month, 15TH for entries you copy on the fifteenth of each month, etc. 3. Starting Balance Enter the amount originally due for the invoice. 4. Remaining Balance Enter the amount still owed for the invoice. 5. Starting Date Enter the first invoice date. 6. Cutoff Date If desired, enter the date after which the recurring invoice is no longer needed. (You also specify a cutoff date when copying recurring invoices to the transaction file.) 7. Total Payments Enter the total number of payments to be made for the recurring invoice or skip this field. Setup and Maintenance 10-41

222 8. Remaining Payments If you entered the total number of payments, the number of remaining payments is displayed. If you did not enter the total number of payments, the field stays at zero. Enter the number of remaining payments or leave the field blank if this information does not apply. The number in this field cannot be greater than the number in the Total Payments field. The remaining balance and remaining payments are updated when you copy recurring invoices. If they are zero, the recurring invoice is not copied. 9. Vendor ID Select the vendor s ID. The vendor s name and address are shown. You cannot change this information. You can use the F6 Maintenance command to add a vendor or to change vendor information. You cannot enter recurring invoices for temporary vendors. 10. Invoice No Enter the invoice number, if applicable. 11. P.O. No Enter the purchase order number, if applicable. 12. Terms Code Accept the default payment terms code for this vendor or enter a different payment terms code. You can use the F6 Maintenance command to edit an existing terms code or to add a new one. 13. Distribution Code Accept the default distribution code or enter a different distribution code If the recurring invoice should update the 1099 Payments Year-to- Date field in the vendor s record, check this box. If the vendor is not set up to receive a 1099 form, the 1099 box cannot be checked. However, if the vendor is set up to receive a 1099 form, the 1099 box is checked and you can choose to leave it that way or unselect it if the recurring invoice should not update the 1099 Payments Year-to-Date field Setup and Maintenance

223 15. Notes Enter miscellaneous notes about the recurring invoice for your information only. 16. When you are finished, press the Page Down key or click on the down arrow on the toolbar close the screen to move to Recurring Invoices Screen 2 or to save your changes and return to the Main Menu. 17. Print a Recurring Invoices List (screen 11-24) to check your entries and to use as a reference. Setup and Maintenance 10-43

224 Recurring Invoices Screen 2 ¼ Setup and Maintenance ¼ Recurring Invoices Screen 2 Overview This screen is a continuation of Recurring Invoices Screen 1. Click on the up arrow on your toolbar to return to screen 1 or use the Close Window button on the toolbar to save the information and exit to the Main Menu. Information that was set up on screen 1 about the recurring invoice is shown in the top portion of the screen Setup and Maintenance

225 Screen options 1. Item Code Select the inventory item code or leave this field blank for a non-inventory item. Inventory item codes are set up in the Inventory module or the System Manager module if you do not use the Inventory application. 2. Description Enter a description of the item. 3. Exp Account If you assigned an expense account number in the vendor record, that number is displayed. If you do not assign an expense account number in the vendor s record, the default inventory account is displayed. You can accept the account or change it. 4. Quantity Enter the number of units of the item that were purchased. 5. Unit Enter the unit of measure. 6. Unit Cost Enter the unit cost of the item. 7. Ext Cost The extended cost, which is the unit cost times the quantity, is displayed. You can change it, if necessary. If you change the extended cost, the unit cost is automatically updated. For example, if the quantity is 5 and the unit cost is 15, the extended cost automatically shows 75. If you enter 30 as the extended cost, the unit cost automatically changes to Subtotal The subtotal is displayed. You cannot change it. 9. Sales Tax Enter the sales tax. 10. Freight Enter the freight charges. 11. Misc Enter the miscellaneous charges, such as handling. 12. Total The total is displayed. You cannot change it. 13. When you are finished, close the screen to save your changes and return to the Main Menu. Setup and Maintenance 10-45

226 Command buttons Next Trans Options Add Line Insert Line Edit Line Delete Line Resequence Start a new recurring invoice. Show or hide the remaining command buttons. Add a new line to the recurring invoice. Insert a line above the cursor on which you can add a new item. Edit the selected line. Delete the selected line. Rearrange the lines sequentially by ones. Detail Entry / Summary Entry This toggle button allows you to move back and forth between the Detail Entry and Summary Entry options. For example, if you are in Detail Entry mode, the Summary Entry button is displayed. Click on it to change to the Summary Entry mode. If the screen is set for Detail Entry and you select Add Line, Insert Line, or Edit Line, the Add/Insert/Edit dialog box (page 11-47) is displayed. Use it to make changes to a recurring invoice. If the screen is set for Summary Entry and you select Add Line or Insert Line, the cursor is positioned in an empty line at the end of the line-item entry list Setup and Maintenance

227 Add/Insert/Edit ¼ Setup and Maintenance ¼ Recurring Invoices Screen 2 ¼ Add/Insert/Edit Overview The Add/Insert/Edit dialog box appears when you are in Detail Entry mode (command button for Summary Entry mode is displayed) and you select Add Line, Insert Line, or Edit Line on Recurring Invoices Screen 2. Screen options 1. Item Code Select or enter the inventory item code. 2. Description Accept the description or enter a different description of the item. 3. Additional Desc Enter additional information about the inventory item, if desired. This option is only available if you elected to use additional descriptions in Customization (page 10-7). 4. Exp Account If you assigned an account number in the vendor record, that number is displayed. If you do not assign an account number in the vendor s record, the default inventory account is displayed. You can accept the account or change it. Setup and Maintenance 10-47

228 5. Acct Description Enter a description of the account. The description is used in describing the entry in the General Ledger Transaction Journal. 6. Quantity Enter the number of units of the item purchased. It must be greater than zero. 7. Unit Enter the unit of measure for the inventory item. 8. Unit Cost Enter the inventory item s unit cost. If you change the unit cost, the extended cost is recalculated and displayed. 9. Ext Cost The extended cost, which is the unit cost times the number of units, is displayed. 10. Select the appropriate command button. Command buttons OK Cancel Save your changes and return to the Recurring Invoices screen. Ignore your changes and return to the Recurring Invoices screen Setup and Maintenance

229 Chapter Eleven Setup and Maintenance Lists This chapter takes you through the steps to produce lists of codes, IDs and recurring invoices, as well as mailing labels. Payment Terms List Contents Distribution Codes List Class Codes List Division Codes List Priority Codes List Amount Types List Business Types List Vendor Detail List Vendor Labels Batch Codes List Recurring Invoices List Setup and Maintenance Lists 11-1

230 Payment Terms List ¼ Setup and Maintenance Lists ¼ Payment Terms List Overview Use this selection to list vendor payment terms codes that were defined in Payment Terms Codes (page 10-10) in Setup and Maintenance. Screen options 1. Terms Code From / To Select the range of payment terms codes you want listed. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

231 Payment Terms List Setup and Maintenance Lists 11-3

232 Distribution Codes List ¼ Setup and Maintenance Lists ¼ Distribution Codes List Overview Use this selection to list the vendor distribution codes you defined in Distribution Codes (page 10-13) in Setup and Maintenance. Screen options 1. Distribution Code From / To Select the range of distribution codes to list. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

233 Distribution Codes List Setup and Maintenance Lists 11-5

234 Class Codes List ¼ Setup and Maintenance Lists ¼ Class Codes List Overview Use this selection to list the vendor class codes defined in Class Codes (page 10-15) in Setup and Maintenance. Screen options 1. Class Code From / To Select the range of class codes you want listed. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

235 Class Codes List Setup and Maintenance Lists 11-7

236 Division Codes List ¼ Setup and Maintenance Lists ¼ Division Codes List Overview Use this selection to list the division codes you defined in Division Codes (page 10-17) in Setup and Maintenance. Screen options 1. Division Code From / To Select the range of division codes you want included in the report. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

237 Division Codes List Setup and Maintenance Lists 11-9

238 Priority Codes List ¼ Setup and Maintenance Lists ¼ Priority Codes List Overview Use this selection to list the vendor priority codes you defined in Priority Codes (page 10-19) in Setup and Maintenance. Screen options 1. Priority Code From / To Select the range of priority codes you want included in the list. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

239 Priority Codes List Setup and Maintenance Lists 11-11

240 1099 Amount Types List ¼ Setup and Maintenance Lists ¼ 1099 Amount Types List Overview Use this selection to list the 1099 amount types defined in 1099 Amount Types (page 10-21) in Setup and Maintenance. Screen options Form Type Select the 1099 form type you want listed. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

241 1099 Amount Types List Setup and Maintenance Lists 11-13

242 1099 Business Types List ¼ Setup and Maintenance Lists ¼ 1099 Business Types List Overview Use this selection to list the 1099 business type codes you defined in 1099 Business Types (page 10-23) in Setup and Maintenance. Screen options Business Type From / To Select the range of 1099 business types you want included in the list. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

243 1099 Business Types List Setup and Maintenance Lists 11-15

244 Vendor Detail List ¼ Setup and Maintenance Lists ¼ Vendor Detail List Overview Use this selection to list the information stored in your vendor records each vendor s name and address, pay-to name and address, purchase information, and 1099 information. Vendor information is set up in Vendors (page 10-25) in Setup and Maintenance. Screen options 1. Vendor ID From / To Select the range of vendors you want included in the list. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Name and Address Information Only Check this box to list only basic name and address information about the vendor. 3. Sort By Select the sort method. You can sort by Vendor ID or Vendor Name. 4. Select one of the report command buttons or tools. For explanations of the report command buttons see page Setup and Maintenance Lists

245 Vendor Detail List Setup and Maintenance Lists 11-17

246 Vendor Labels ¼ Setup and Maintenance Lists ¼ Vendor Labels Overview Use this selection to print labels for mailings or to print a vendor phone list. You can choose from a variety of label sizes and also select the information to be printed on each label. Screen options 1. Vendor ID From / To Select the range of vendors for which to print labels. When you do not want to limit your labels to a specific range, leave the From/To fields blank. 2. Check Date From / To If no check date range is entered, labels are printed for all vendors with history, even if payments have not yet been made. To print labels for only vendors for which actual payments have been made, you must select a check date range. 3. Sort By Select the sort method. You can sort by Vendor ID or Vendor Name Setup and Maintenance Lists

247 4. Label Size Select the size of label you want to print. The size you select determines your print options. Possible label sizes (and the options available if they are selected) are: 1" x 2-5/8" (3 across) i.e. Avery #5260 Standard All Print options Mailing - Vendor Address Vendor ID and Phone ID or Barcode (not both) Mailing - Pay-To Address Vendor ID and Phone ID or Barcode (not both) 1" x 4" (2 across) i.e. Avery #5261 Standard All Print options Mailing - Vendor Address Vendor ID and Phone ID or Barcode (not both) Mailing - Pay-To Address Vendor ID and Phone ID or Barcode (not both) 1-1/3" x 4" (2 across) i.e. Avery #5262 All Label Types available. 2" x 4" (2 across) i.e. Avery #5163 All Label Types available. 5. Label Type Select the type of labels to produce. Possible choices are: Standard Mailing - Vendor Address Mailing - Pay-To Address These labels can include the phone number and include the Vendor ID. No attention name is printed. These labels use the address entered on the first Vendor screen, including the Contact Person. These labels use the address entered on the second Vendor screen, if different than the primary vendor address. The Attention person's name is also printed. Setup and Maintenance Lists 11-19

248 6. Print Select the additional information (as available) to print on the labels. (An address is always printed.) Phone Number Vendor ID Check the box to print the vendor's phone number or Pay-to phone number (depending on the Label Type). Check the box to print the vendor ID. 7. Select one of the report command buttons, explained on page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

249 Vendor Labels Setup and Maintenance Lists 11-21

250 Batch Codes List ¼ Setup and Maintenance Lists ¼ Batch Codes List Overview Use this selection to list the batch codes you defined in Batch Codes (page 10-36) in Setup and Maintenance. Screen options 1. Batch Code From / To Select the range of batch codes to include in the list. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu Setup and Maintenance Lists

251 Batch Codes List Setup and Maintenance Lists 11-23

252 Recurring Invoices List ¼ Setup and Maintenance Lists ¼ Recurring Invoices List Overview Use this selection to list the recurring invoices defined in Recurring Invoices (page 10-40) in Setup and Maintenance. Screen options 1. Recurring Invoice ID From / To Select the range of recurring invoice IDs to include in the list. When you do not want to limit your report to a specific range, leave the From/To fields blank. 2. Vendor ID From / To Select the range of vendor IDs to include in the list. 3. Run Code From / To Select the range of run codes to include in the list. 4. Cutoff Date From / To Enter a range of cutoff dates. Recurring invoices with a cutoff date before or after the date you enter are not listed Setup and Maintenance Lists

253 5. Sort By Select the sort method. You can sort by Recurring Invoice ID, Vendor ID, Run Code or Cutoff Date. 6. Select one of the report command buttons or tools. For explanations of the report command buttons see page When you are finished select Close (or click on ) to return to the Main Menu. Recurring Invoices List Setup and Maintenance Lists 11-25

254 NOTES: Setup and Maintenance Lists

255 Chapter Twelve Special Options This chapter introduces Red Wing developed Special Options. If the Special Option is already installed, click on the menu selection to access the opening screen. On any Special Option screen, click on F1 for detailed directions on using it. Contents ASCII Input (Invoices/Vendors) Change Vendor Code Special Options 12-1

256 ASCII Input (Invoices/Vendors) ¼ Special Options ¼ ASCII Input Overview The ASCII Input Special Option lets you process an ASCII File and create invoices or add vendors to the Red Wing Accounts Payable system. Once the ASCII file information is in the invoice file, the invoices are treated the same as manually entered invoices. They can be paid, changed, or canceled. For example, take receipt or shipping information from a database system and, on a weekly basis, transfer the information into Accounts Payable. The ASCII Input Special Option also lets you add new vendor information to the Accounts Payable vendor file from another accounting program. Use it to save many hours re-entering information already available in another software package. The ASCII Input Special Option accepts ASCII files in multiple Red Wing designated formats. As the ASCII file is entered into Accounts Payable, a report is produced showing any problems encountered while processing the ASCII file. Press F1 for online help when using the ASCII Input Special Option Special Options

257 Change Vendor Code ¼ Special Options ¼ Change Vendor Code Overview Use this feature to change your vendor IDs. Typical uses for this option are to change codes when a vendor has a name change or when your current codes are not listed in the order you would like on reports. Once vendor codes are changed in Accounts Payable, the change is carried through to other programs that interface with Accounts Payable, including Inventory and Order Entry. You can change up to 10 vendor codes at one time. Screen Options 1. Original Key Select the vendor code you wish to change. Doubleclick in the entry field if you want to delete your selection. 2. Change To Enter a new code for that vendor. Vendor IDs can be up to 10 characters long. 3. Repeat steps 1 and 2 for as many vendor codes as you want to change. Special Options 12-3

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