Accounts Payable Reference Manual Prophet 21 FASPAC 5.0

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1 Accounts Payable Reference Manual Prophet 21 FASPAC 5.0

2 Table of Contents INTRODUCTION 8 Function Keys 9 Before You Begin 9 Vendor Terms Codes and Multiple Due Dates 9 GETTING STARTED 10 Payment Process 12 Manual Checks No Invoice Process 14 Inquiry and Reports 16 Monthly Close Procedures 16 Reconciling Accounts Payable 16 Miscellaneous 17 Consolidation Company 17 Accounts Payable and Foreign Currency 17 Terms 18 INVOICE ENTRY (AP/IE) 19 Consolidation Company 20 Entry/Inquiry Screen 20 ACCOUNTS PAYABLE INVOICE PRINT (AP/PIP) 27 Consolidation Company 27 Entry/Inquiry Screen 27 Sample Debit Memo 29 FIXED EXPENSES (AP/FEX) 30 Options 30 Consolidation Company 30 Fixed Expenses Listing (AP/FEX/FEL) 31 Consolidation Company 31 Entry/Inquiry Screen 31 Sample Listing 32

3 Fixed Expenses Maintenance (AP/FEX/FEM) 33 Entry/Inquiry Screen 33 Fixed Expenses Selection (AP/FEX/FES) 36 Consolidation Company 36 Entry/Inquiry Screen 37 INVOICE REGISTER BY GL NO. (AP/IRG) 38 Consolidation Company 38 Entry/Inquiry Screen 39 Sample Register 39 INVOICE REGISTER (AP/IR) 40 Consolidation Company 40 Entry/Inquiry Screen 41 Sample Register 43 DELETE INVOICE ENTRY (AP/DIE) 44 Entry/Inquiry Screen 45 DELETE INVOICE REGISTER (AP/DIR) 47 Entry/Inquiry Screen 48 Sample Delete Invoice Register 49 AGED TRIAL BALANCE (AP/ATB) 50 Consolidation Company 50 Entry/Inquiry Screen 51 Error Messages 53 Sample Aged Trial Balance 54 CHECK PROCESSING (AP/CHK) 55 Options 55 Consolidation Company 56 Sample Check 57 Payment Selection (AP/CHK/PS) 58 Options 58 Consolidation Company 59 Invoices by Due Date (AP/CHK/PS/DD) 60 Consolidation Company 60 Entry/Inquiry Screen 60 Discounts Eligible (AP/CHK/PS/DE) 63

4 Consolidation Company 63 Entry/Inquiry Screen 63 Individual Invoice (AP/CHK/PS/II) 66 Consolidation Company 66 Entry/Inquiry Screen 66 Invoices By Pay Sequence No (AP/CHK/PS/IPS) 69 Consolidation Company 69 Entry/Inquiry Screen 69 Manual Checks (AP/CHK/PS/MAC) 72 Consolidation Company 72 Entry/Inquiry Screen 72 On Account (AP/CHK/PS/OA) 76 Consolidation Company 76 Entry/Inquiry Screen 76 Partial Payments (AP/CHK/PS/PAP) 79 Consolidation Company 79 Entry/Inquiry Screen 79 Invoices By Vendor Priority (AP/CHK/PS/PRI) 82 Consolidation Company 82 Entry/Inquiry Screen 82 Cash Requirements (AP/CHK/CRC) 85 Consolidation Company 85 Entry/Inquiry Screen 86 Sample Report 88 Consolidate Co. Vendor Check (AP/CHK/CV) 89 Consolidation Company 89 Entry/Inquiry Screen 89 Check Print (AP/CHK/CKP) 91 Consolidation Company 92 Entry/Inquiry Screen 92 Sample Check 94 Check Register (AP/CHK/CKR) 95 Consolidation Company 95 Entry/Inquiry Screen 96 Sample Check Register 97 Payment Deselection (AP/CHK/PDS) 98 Consolidation Company 98

5 Entry/Inquiry Screen 98 Payment Deselection All (AP/CHK/PDA) 100 Consolidation Company 100 Entry/Inquiry Screen 100 VENDOR INQUIRY (AP/VI) 102 Consolidation Company 102 Entry/Inquiry Screen 103 MAINTENANCE & RECONCILIATION (AP/MAR) 105 Consolidation Company 105 Bank Reconciliation (AP/MAR/BR) 106 Consolidation Company 106 Entry/Inquiry Screen 106 A/P Cashflow Requirement Report (AP/MAR/CFR) 108 Entry/Inquiry Screen 108 Sample Report 110 Full Screen Bank Reconciliation (AP/MAR/FBR) 111 Consolidation Company 111 Entry/Inquiry Screen 111 Delete Bank Reconciliation File (AP/MAR/DBR) 113 Consolidation Company 113 Entry/Inquiry Screen 113 Void Checks (AP/MAR/VC) 115 Consolidation Company 115 Entry/Inquiry Screen 115 Check Reconciliation Listing (AP/MAR/CRL) 119 Consolidation Company 119 Entry/Inquiry Screen 119 Sample Report 121 Consolidation Company 122 Entry/Inquiry Screen 122 Vendor Maintenance (AP/MAR/VM) 124 Consolidation Company 124 Default Fax or Information 125 Entry/Inquiry Screen One 126 Entry/Inquiry Screen Two 133 Entry/Inquiry Screen Three 135

6 Entry/Inquiry Screen Four 136 Vendor Maintenance Inquiry (AP/MAR/VMI) 137 Entry/Inquiry Screen 137 Entry/Inquiry Screen 137 Vendor Listing (AP/MAR/VL) 138 Consolidation Company 138 Entry/Inquiry Screen 138 Sample Report 140 Vendor History Maintenance (AP/MAR/VH) 141 Consolidation Company 141 Entry/Inquiry Screen 141 Vendor History Inquiry (AP/MAR/VHI) 143 Vendor History Report (AP/MAR/VR) 144 Consolidation Company 144 Entry/Inquiry Screen 144 Sample Report 145 Discount Maintenance (AP/MAR/DM) 146 Consolidation Company 146 Entry/Inquiry Screen 146 Print Vendor Labels (AP/MAR/PVL) 149 Consolidation Company 149 Entry/Inquiry Screen 149 Accounts Payable 1099 Forms/Register (AP/MAR/IRS) 152 Entry/Inquiry Screen 152 Sample Register 153 Liability & Discount Report (AP/MAR/LDR) 154 Consolidation Company 154 Entry/Inquiry Screen 154 Sample Report 156 MANUAL CHECKS - NO INVOICE (AP/MCN) 157 Consolidation Company 157 Other Files or Programs Affected 157 Manual Checks - No Invoice Entry (AP/MCN/MCE) 158 Consolidation Company 158 Entry/Inquiry Screen 159 Manual Checks - No Invoice Audit Register & Update (AP/MCN/MCA) 163

7 The documentation in this publication is provided pursuant to a Sales and Licensing Contract for the Prophet 21 System entered into by and between Prophet 21 and the Purchaser to whom this documentation is provided ( License Agreement ). In addition, the licensed software to which this documentation refers may be supported in accordance with a customer support agreement by and between the same parties ( Support Agreement ). All warranties, conditions of use, transfer restrictions, and other provisions in the License Agreement or Support Agreement which are applicable to Licensed Software, are applicable to this publication. In addition, this publication may include inadvertent technical inaccuracies or typographical errors for which Prophet 21 is not responsible. Changes may be periodically made to this publication; these changes will be incorporated in new editions of the publication. Any questions about the material contained in the publication should be addressed to the Prophet 21 Customer Support Department at by entering a support case. Nothing in this statement amends or extends the terms of your agreement with Prophet 21 including any warranties that may be included in our products. Warranties for such agreements are set forth in your agreement with Prophet 21. Prophet 21 may make improvements and/or changes to the Licensed Software described in this publication at any time without notice. 6/17/05 Prophet 21 Faspac The Prophet 21 system and Prophet 21 Faspacare trademarks of Prophet 21. All other trademarks and registered trademarks are the property of their respective companies.

8 INTRODUCTION The Accounts Payable module provides entry and payment of invoices and credit memos received from your vendors, tracking and payment of fixed expenses, inquiry or reporting of all information entered. The Accounts Payable module allows payments to be processed through multiple bank accounts, and through the use of a consolidation company payment of transactions from more than one company for the same vendor may be processed on one check. See the Consolidation section of this introduction for more information. Transactions can be entered in the Accounts Payable module using either foreign or domestic currency, depending on how the flag is set in the Vendor Master file (AP/MAR/VM). The exchange rate used when the invoice was originally entered (AP/IE) displays in the appropriate programs. See the Foreign Currency section of this introduction. The Accounts Payable module interfaces with the General Ledger module. Accounts Payable activity is posted to the General Ledger through the General Ledger Interface Listing. Entries are made to the General Ledger Interface Listing either for each individual transaction OR in a consolidated manner, depending on how System Maintenance (SYS/APS) is flagged and how each General Ledger account number is flagged. For audit purposes, each final copy of a register is assigned a register number and this register number prints on the General Ledger Interface Listing. See the System Maintenance and General Ledger sections of the manual for additional information. If entries to the General Ledger Interface Listing are consolidated: Entries from Invoice Entry (AP/IE) use the sign on date when the Invoice Register (AP/IR) is updated. Entries from Delete Invoice Entry (AP/DIE) use the sign on date when the Delete Invoice Register (AP/DIR) is updated. If entries to the General Ledger Interface Listing are not consolidated, entries from Invoice Entry (AP/IE) and entries from Delete Invoice Entry (AP/DIE) use the invoice date. Entries to the General Ledger Interface Listing for checks always use the check date. Entries to the General Ledger Interface Listing for voided checks entered through Void Check (AP/MAR/VC) always use the sign on date when the entry was made. Entries for manual checks entered through Manual Check No Invoice Entry (AP/MCN/MCE) always use the sign on date when Manual Check - No Invoice Audit Register and Update (AP/MCN/MCA) is updated.

9 FUNCTION KEYS The F1, F2, F3, and F4 function keys are used throughout the Accounts Payable module whenever a vendor must be specified. Use F1 to begin the search based on the vendor number entered. Use F2 to begin the search based on the vendor shortname entered. Use F3 and F4 to scroll forward and back (by number or name) through the Vendor Master file. BEFORE YOU BEGIN Before using the Accounts Payable module, you will want to make certain that the Accounts Payable specifications in the System Maintenance File (SYS/APS) are correct. See the System Maintenance section of the manual or consult the Prophet 21 Customer Support for detailed instructions on selecting the options that will best suit your needs. If the Accounts Payable activity is to be updated to the General Ledger Interface Listing for posting to the General Ledger, you will want to make certain your General Ledger account numbers and Posting Accounts are correct. See the General Ledger section of the manual for detailed information. Vendors must be on file in the Vendor Master file (using AP/MAR/VM or PO/VM). You may decide to create records only for vendors with open payables and to enter other vendors as needed. See the Vendor Maintenance section of the manual for detailed instructions on creating the Vendor Master file. Create the Fixed Expenses Master File (AP/FEX/FEM) if fixed expenses are used. A fixed expense is an expense that recurs on a regular basis, for the same amount, payable to the same vendor. See the Fixed Expenses section of the manual (AP/FEX) for additional information. VENDOR TERMS CODES AND MULTIPLE DUE DATES Vendor Terms Codes can be used to create split invoice transactions. A Vendor Terms Code can be used to create up to nine different transaction records with different due dates for one invoice. Only one invoice is entered and updated to the General Ledger, but multiple invoice transaction records are stored in the Accounts Payable Master file (using AP/ATB) using the original invoice number and a suffix. Each invoice transaction record is stored with the due date and amount as per the Vendor Terms Code; each transaction record is aged separately. Vendor Terms Codes are set up through System Code Maintenance (SYCD), using the Record Type VT. The Vendor Terms Codes are then used in the Vendor record (AP/MAR/VM, PO/VM). The System Maintenance File (SYS/APS) must be flagged as using Terms in order for the Vendor Terms Code to be used (instead of the entry in the Due Days field in the Vendor Master Record) in Invoice Entry (AP/IE).

10 GETTING STARTED The first step in using the Accounts Payable module is to enter your open payables. Once all open transactions are entered, it is suggested that you make certain that the Accounts Payable Master file (using AP/ATB) is correct before further processing. The same entry steps are used whether you are entering your open payables to begin using the Accounts Payable module OR transactions (invoices, credit memos) as they are received from your vendors. Enter transactions through Invoice Entry (AP/IE) and create Fixed Expenses invoice records through Fixed Expenses Selection (AP/FEX/FES). Check for accuracy through Invoice Register by GL No (AP/IRG) or Invoice Register (AP/IR). Do not update the Invoice Register until you are certain all transactions were entered correctly; transactions entered incorrectly can be deleted and reentered correctly through Invoice Entry (AP/IE) before updating the Invoice Register (AP/IR). Once the Invoice Register is updated, the printed transactions are updated to the Accounts Payable Master File (through AP/ATB). Transactions are deleted from the Accounts Payable Master File only when paid through the Check Processing programs (AP/CHK) or if deleted through Delete Invoice Entry (AP/DIE) and Delete Invoice Register (AP/DIR).

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12 PAYMENT PROCESS Transactions updated to the Accounts Payable Master file (using AP/ATB) through the Invoice Register (AP/IR) are eligible to be selected for payment and paid through the Check Processing programs (AP/CHK). Only transactions with a Pay Status Code of P (Pay) are eligible to be selected for payment. Before selecting transactions for payment, it is suggested that you print an Aged Trial Balance (AP/ATB) to assist you in the selection process. Once all transactions have been selected for payment, print a Cash Requirements Journal (AP/CHK/CRC) as a final proof of selected transactions and to create the check file before printing the checks. If the Cash Requirements Journal is not correct, transactions can be deselected through the Payment De-Selection programs (AP/CHK/PDS, AP/CHK/PDA) or additional transactions can be selected. If changes are made after printing the Cash Requirements Journal, you must print the Cash Requirements Journal again before printing checks. Print checks through Check Print (AP/CHK/CKP) after the Cash Requirements Journal is correct. If you are processing payments signed on to a consolidation company, before printing checks, make certain that vendor addresses in all the companies assigned to the consolidation company are the same through Consolidate Vendor Check (AP/CHK/CV). Make certain the printed checks are correct. The checks can be reprinted if needed before updating the Check Register (AP/CHK/CKR). The final step in the payment process is to update the Check Register. Once the Check Register is updated, the checks cannot be reprinted and the transactions paid are deleted from the Accounts Payable Master

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14 MANUAL CHECKS NO INVOICE PROCESS Use the Manual Checks - No Invoice programs (AP/MCN) to record payment by a handwritten check of transactions not updated to the Accounts Payable Master file (using AP/ATB). Enter each check and distribute the amount to an unlimited number of General Ledger account numbers through Manual Check - No Invoice Entry (AP/MCN/MCE). Check the entries for accuracy through the Manual Checks - No Invoice Audit Register (AP/MCN/MCA) and if correct, update the Audit Register. If the check entered is not correct, delete the entry and reenter it correctly through the Manual Check - No Invoice Entry program before updating the Audit Register. The Manual Checks - No Invoice Register (AP/MCN/MCR) provides a complete listing of all checks entered through the Manual Checks No Invoice programs during the month if it is printed and cleared at the end of each month. Note: The Manual Check - No Invoice Audit Register (AP/MCN/MCA) posts to the General Ledger; the Manual Checks - No Invoice Register (AP/MCN/MCR) does not.

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16 INQUIRY AND REPORTS All information in the APsystem is available for printing. Display vendor information through Vendor Maintenance (AP/MAR/VM, PO/VM). Print vendor information stored in the Vendor Master file using Vendor Listing (AP/MAR/VL). Display vendor history information through History Maintenance (AP/MAR/VH) and print the information using Vendor History Report (AP/MAR/VR). Display fixed expense records through Fixed Expenses Maintenance (AP/FEX/FEM) or print a listing using Fixed Expenses Listing (AP/FEX/FEL). Display open transactions for a specific vendor through Vendor Inquiry (AP/VI). Paid transaction information is also displayed in Vendor Inquiry if System Maintenance (SYS/APS) is flagged to save paid invoices. Print the information displayed in the Vendor Inquiry program by pressing F8. Display paid transactions only through Paid Invoices Inquiry (AP/PIN/PIQ). Print paid transaction information using Paid Invoices Listing (AP/PIN/PIL). The listing is often printed before deleting the paid invoices through Paid Invoices Delete (AP/PIN/PID). Note: The Paid Invoices programs are available and paid transaction information displays in Vendor Inquiry (AP/VI) only if Accounts Payable Specifications (SYS/APS) is flagged to save paid invoices. Print the Aged Trail Balance (AP/ATB) or the Liability and Discount Report (AP/LDR) at any time to assist in cash management. MONTHLY CLOSE PROCEDURES The AP system must be closed after entering all activity for each month and before entering transactions for the new month. Before running the Monthly Close procedures, you must print and clear AP/IR and AP/CHK/CKR. If Accounts Payable Specifications (SYS/APS) is flagged to update to the Monthly Register, you should print and clear the monthly register (which includes a copy of the check and invoice registers) through the Monthly Register (AP/MR). Print and clear the Manual Checks - No Invoice Register (AP/MCN/MCR) if the Manual Checks - No Invoices programs (AP/MCN) were used during the month. Reconcile the current end of the month Aged Trial Balance (AP/ATB) to the Accounts Payable total in the General Ledger. Run Monthly Update (AP/APM) to roll the monthly totals and advance the current Accounts Payable month. The Check Register portion of the Monthly Register is printed and cleared before printing and clearing the Monthly Register so that payments for the new month can be processed and transactions for the current Accounts Payable month can still be entered. Other programs that are often used as part of the monthly close procedures include the Bank Reconciliation programs (AP/MAR/BR, AP/MAR, CRL) and Delete Bank Reconciliation (AP/MAR/DBR) if the Bank Reconciliation programs are not being used. Run Paid Invoices Delete (AP/PIN/PID) if paid invoices are saved and it is time to delete some of them. RECONCILING ACCOUNTS PAYABLE The system adds to the ATB all updated Invoice Registers (AP/IR) and subtracts all updated Check Registers (AP/CR), giving you the current month s ATB. The total of the current month s ATB

17 should equal the general ledger AP account. Therefore, an ATB should be run when Accounts Payable is closed each month. MISCELLANEOUS Record a voided check in Void Checks (AP/MAR/VC). Transactions paid on the voided check are not available to be selected for payment again. Transactions paid on the voided check must be entered again in Invoice Entry (AP/IE) and updated to the Accounts Payable Master file (AP/ATB) in the Invoice Register (AP/IR) in order to be available for payment selection. An entry made in the Void Checks program is immediately posted to the GL Interface, no register is updated. Print labels for all or a range of vendors in Print Vendor Labels (AP/MAR/PVL). Any size label can be used. You can make changes to or delete transactions updated to the Accounts Payable Master file (AP/ATB) in the Invoice Register (AP/IR) before clearing the register. Change the Pay Status Code of a transaction through Change Pay Status (AP/MAR/CHS). Change the discount information (date, or percentage/amount) through Discount Maintenance (AP/MAR/DM). Delete transactions entered and updated in error through Delete Invoice Entry (AP/DIE) and Delete Invoice Register (AP/DIR). Note: If an invoice date is entered incorrectly, the invoice must be deleted (AP/DIR) and reentered through Invoice Entry (AP/IE). Changes, additions, and deletions to the Vendor Master file are made in Vendor Maintenance (AP/MAR/VM, PO/VM). Changes, additions, and deletions to the Fixed Expenses Master file are made in Fixed Expenses Maintenance (AP/FEX/FEM). Changes to Vendor History can be made in Vendor History Maintenance (AP/MAR/VH). CONSOLIDATION COMPANY A consolidation company is set up through System Maintenance (SYS/CIS). See the System Maintenance section of the manual for additional information. Transactions can be entered in Invoice Entry (AP/IE) and updated to the Accounts Payable Master file through the Invoice Register (AP/IR) while signed on to either the consolidation company or to the companies assigned to the consolidation company. To process consolidation company payments, transactions must be selected for payment (using AP/CHK/PS) while signed on to the consolidation company and all further processing (cash requirements, check print, check register) must be done while signed on to the consolidation company. The documentation for each program includes information for use when signed on to a consolidation company. If a program is not available when signed on to a consolidation company, it is so stated in the documentation. ACCOUNTS PAYABLE AND FOREIGN CURRENCY Foreign Currency Codes and rates are set in System Code Maintenance (SYCD) and must also be identified as in the Vendor Pricing Code this code is then linked to the vendor (through AP/MAR/VM or PO/VM) using the vendor code field.

18 Invoices can be entered using either domestic or foreign currency rates, and can be automatically recalculated at the time of check processing for any currency rate changes. Any adjustments to the General Ledger are made at the time of updating the Check Register. TERMS Accounts Payable Master file All open transactions on file in the Accounts Payable module; the Aged Trial Balance (AP/ATB). fixed expense A recurring expense that is paid at the same interval (monthly, quarterly, semiannually, annually) to the same vendor, for the same amount (such as rent and insurance). Fixed Expenses Master file All Fixed Expense Records that are entered in Fixed Expenses Maintenance (AP/FEX/FEM) and are still on file. interface listing The holding file for all transactions updated through the Accounts Payable and Accounts Receivable programs. These transactions are posted (with or without modifications) to the General Ledger through either the GL3000 or GL module. Pay Status code The code given to each transaction entered in Invoice Entry (AP/IE). A Pay Status code of P (pay) is given to a transaction eligible for payment. A Pay Status code of H (hold) is given to a transaction that is not eligible for payment (a disputed transaction). transaction An invoice or credit memo received from your vendor; a Fixed Expense Invoice Record created through Fixed Expense Selection (AP/FEX/FES). Vendor Master file All vendors on file that were set up through the Maintenance (AP/MAR/VM, PO/VM).

19 INVOICE ENTRY (AP/IE) Invoice Entry (AP/IE) is used to record accounts payable transactions (invoices and credit memos received from your vendors). Transactions can be recorded only for vendors defined in the Vendor Master file (using AP/MAR/VM or PO/VM). Entered transactions are aged either based on the entry in the Due Days field in the Vendor Master file (using AP/MAR/VM or PO/VM) or on the entry in the Terms field of the Vendor Master file. The entry used (either the Due Days or Terms field entry) is determined by the flag in the Use Terms or Days field of Accounts Payable Specifications (SYS/APS). If the program is flagged to use Terms, invoices can be recorded with up to nine payment due dates. See the System Code Maintenance Reference Manual in Volume 5 or detailed information on Vendor Terms Codes. Transactions can be entered with a Pay Status Code of either a P (pay) or H (hold). The P Pay Status Code allows a transaction to be selected for payment once it has been updated to the Accounts Payable Master file (using AP/ATB) through updating the Invoice Register (AP/IR). The H Pay Status Code should only be used for contested transactions. A Pay Status Code can be changed through Change Pay Status (AP/MAR/CHS). A discount can be entered for each invoice as either a dollar amount or a percentage. If entered as a percentage, the discount amount is calculated on the total invoice amount. The calculated discount amount can be changed when entering the invoice in the Invoice Entry program or through Discount Maintenance (AP/MAR/DM) after the invoice has been updated to the Accounts Payable Master file (using AP/ATB). The discount date is calculated based on the discount days entered for the vendor in the Vendor Master file (using AP/MAR/VM or PO/VM). Each transaction can be distributed to an unlimited number of valid General Ledger account numbers. The two General Ledger numbers set up for the vendor in the Vendor Master file (using AP/MAR/VM or PO/VM) display automatically. These General Ledger accounts can be used or disregarded when entering transactions. If the first default General Ledger number is used, the percentage assigned to it in the Vendor Master file (using AP/MAR/VM or PO/VM) is used to calculate the amount. This amount can be accepted or overridden. The General Ledger distribution is balanced to the invoice total amount to prevent an out of balance situation. If Accounts Payable Specifications (SYS/APS) is flagged to use Due Dates, the due date of each transaction is calculated based on the date entered in the Invoice Date field and the due days entered for the vendor in the Vendor Master file (using AP/MAR/VM or PO/VM). If Accounts Payable Specifications (SYS/APS) is flagged to use Terms, due dates and amounts are determined based on the Terms Code entered in the Terms field. If the Terms Code is defined in the System Code Master file (using SYCD) with split due dates, multiple invoice records are created in the Accounts Payable Master file. A transaction entered through the Invoice Entry program can be deleted through the Invoice Entry program until it is updated to the Accounts Payable Master file (using AP/ATB). Once a transaction is

20 updated to the Accounts Payable Master file, it can be deleted only through Delete Invoice Entry (AP/DIE) and Delete Invoice Register programs (AP/DIR). CONSOLIDATION COMPANY The Invoice Entry program can be used when signed on to a consolidation company. For each transaction entered, the first two digits of the number entered in the Invoice No field must be the company number assigned to the consolidation company. Discounts cannot be entered. ENTRY/INQUIRY SCREEN Field: Whse Description: Enter the warehouse in which to enter or delete the transaction. To include all warehouses, leave this field blank and press Skip. To exit the program, leave this field blank and press CMD.

21 Vendor Enter the name or number of the vendor whose accounts payable transaction you are recording. If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors. Error Messages End of file...skip The end of the Vendor Master file has been reached. To begin the search again, press Skip. Then reenter the vendor name or number and press the appropriate function key. Invalid Entry or Function...SKIP An invalid vendor was entered or the wrong function key was pressed. Press Skip and begin again. Invoice Exchange Rate This field is displayed only if the vendor is set up as a foreign currency vendor. The system checks the Vendor Code field in Vendor Maintenance (AP/MAR/VM) to determine whether or not the vendor uses foreign currency. If there is an entry in the Vendor Code field, the vendor is considered foreign. If the field is blank, the vendor is considered domestic. The exchange rate specified in SYCD displays in the field above. You can enter the displayed rate in this field or enter a different rate. Note: The exchange rate should be modified if it has changed since receiving the PO. Invoice No. Enter the invoice number. If you are signed on to a consolidation company, the invoice number can only be 10 digits long since the first two characters must be the company number assigned to the consolidation company.

22 Tran Code Enter the code of the transaction you are entering or deleting. DI Invoice CM Credit memos FX used only to delete a Fixed Expenses Selection (AP/FEX/FES) that has not been updated to the Accounts Payable Master file (using AP/ATB) through updating the Invoice Register (AP/IR). Error Messages Delete Transaction? (Y/N) The transaction you are tying to enter has already been entered. If you want to delete it, enter Y and press return. If you want to leave the transaction as it was previously entered, enter N and press return. Invoice on A/P Master File The transaction you are trying to enter has already been entered and updated to the AP Master File (AP/ATB) the last time the Invoice Register (AP/IR) was updated. Press return to begin again. Invoice on A/P Paid File OK to Enter This Invoice? (Y/N) The transaction entered was found in the Paid Invoice File (AP/PIN/PIQ). To continue entering this transaction, enter Y and press return. To not enter this transaction, enter N and press return. Next Page...SKIP You entered a transaction that has already been entered and the General Ledger Distribution is continued on the next screen. Press skip to advance to the next screen. Once all distribution entries have been displayed, the DELETE TRANSACTION message is displayed. Delete Transaction? (Y/N) This field is displayed only if you have entered a transaction that already exists. Y Deletes the transaction and returns the cursor to the Invoice No field, where you can enter another transaction number. N Returns the cursor to the Invoice No field without deleting the transaction.

23 Invoice Date The sign on date is displayed. Press return to accept this date or enter another date in MMDDYY or MMDDYYYY format. The date entered in this field is used when the Invoice Register (AP/IR) is updated to the Interface Listing if Accounts Payable Specifications (SYS/APS) is flagged to consolidate GL transactions. If SYS is not flagged to consolidate GL transactions, the date the Invoice Register (AP/IR) is updated is used. Error Messages A/P Monthly Update Must Be RUN Invoice For Prior Period...Must Enter Current Date The date entered in the Invoice Date field is greater than the current AP month. Press return and the cursor moves to the Invoice No field. Enter a date or press skip to exit. Accounts Payable Specifications (SYS/APS) has been flagged to prevent invoices with a date prior to the current AP month from being entered. You must enter the current AP month in this field or change the flag in accounts payable specifications (sys/aps). Terms This field is available only if Accounts Payable Specifications (SYS/APS) is flagged to use Terms. The Terms code is used to determine the method of calculating the invoice due date and amounts. Enter a valid Vendor Terms code (Record Type VT) defined in the System Code Master file (using SYCD). The most commonly used codes are D and E. Press skip to enter a Due Date instead. Note: If you enter a Terms code and change the Due Date, the invoice will retain the Due Date you entered. Due Date Press return to accept the displayed date as the due date or enter another date (later than the invoice date) in MMDDYY or MMDDYYYY format. The displayed date is calculated by one of these methods: incrementing the Invoice Date by the entry in the Due Days field in the Vendor record based on the Terms code you entered at the Terms prompt. P/O No. Optional. The entry prints on the Aged Trial Balance only

24 Pay Status The default is P. P Allows a transaction to be selected for payment once it has been updated to the Accounts Payable Master file (using AP/ATB) through updating the Invoice Register (AP/IR). H Should only be used for contested transactions. A Pay Status Code can later be changed through Change Pay Status (AP/MAR/CHS). Invoice Total Enter the invoice total in a dollar amount ( ). Do not enter a minus sign (-) if you are entering a credit memo. The transaction code CM indicates a credit amount. A discount cannot be entered if signed on to a consolidation company. The next three fields are not available if signed on to a consolidation company. Discount Date The displayed date is the invoice date incremented by the number of discount days entered in the Vendor Master file. Press return to accept this date or enter another date in MMDDYY or MMDDYYYY format. The discount date must be prior to or equal to the invoice date. Leave this field blank and press skip if there is no discount. % The percentage entered in the Vendor Master file (using AP/MAR/VM or PO/VM) is displayed. Press return to accept this percentage or enter another discount amount. Leave this field blank and press skip if there is no discount amount. If a discount date is entered, a discount percent must be entered. Enter Amount Available For Discount Amount This field displays after the discount percent is accepted. You are prompted for the invoice total. The amount entered will be used to calculate the discount amount for this invoice (the discount amount may still be changed if necessary). The discount amount automatically is displayed. The discount amount is calculated from the amount entered in the Invoice Total field and the figure entered in the % field. Press return to accept this amount. To reenter the discount date and percent, leave this field blank and press skip.

25 G/L No The account numbers entered in the Vendor Master file (using AP/MAR/VM or PO/VM) display. Press return to accept the number or enter another valid general ledger number. If you have previously entered a distribution for a GL number, the following pop-up Warning window is displayed with the account number and amount of the distribution. You can add, replace, or delete the existing transaction amount, or enter a new account number to post. Error Messages Company No Not Part of Consolidation Company The company number entered is not assigned to the consolidation company. Press return to reenter the General Ledger account number. G/L Account Not on File An invalid General Ledger account number was entered. Enter a valid general ledger account number and press skip. Amount If the default GL Account defined in the Vendor Master file (using AP/MAR/VM or PO/VM) is used, the default percentage assigned to it is used to calculate the amount. The balance is assigned to the default GL Account 2. Press return to accept the displayed amount or enter a different amount ( ). Do not enter a minus sign (-) if you are entering a credit memo. The transaction code CM indicates a credit amount. Error Message Credit on the Amount of $xx.xx Necessary to Balance The amount entered exceeds the balance left to be distributed. If you enter this amount, you must enter and distribute the credit amount to a valid general account in order to balance this entry and continue. The entry can then be deleted if needed. Update to Vendor History (Y/N) Is the Above Correct (Y/N) Y The distributed amount is updated to the Vendor History File (AP/MAR/VH) when the Invoice Register (AP/IR) is updated. Y The distribution information is correct. The next field is displayed. N Return the cursor to the G/L No field, if the distribution information entered is not correct.

26 Enter Invoice G/L Note/ Message (Y/N)? This field displays after each distribution entry is accepted (Y in the Is The Above Correct field). You may enter a note/message for each amount distributed to a general ledger number. Y Display the Message/Note Editor screen. You may begin typing your message or press F1 to display the Help menu. Once you have finished typing your message, press CMD to return to the Invoice Entry screen. The Note Type for this message/note is equal to the general ledger number used. If the System Master File (SYS/APS) is flagged to save paid invoices, these messages/notes are deleted when the paid invoices are deleted (AP/PIN/PID). If the System Master File (SYS/APS) is flagged to not save paid invoices, these messages/notes are deleted when the corresponding invoices are deleted from the AP File (when the Check Register is updated). AP messages/notes can be created, edited and deleted through the MSGS programs. Once you return to the Invoice Entry screen, the cursor moves to the G/L No field for additional distribution of the transaction total if the difference amount is not zero. If the difference amount is zero, the following field is displayed. Enter Invoice Note/ Message (Y/N)? This field displays only once after the entire transaction amount has been distributed. Y displays the Message/Note Editor screen, so that you can enter a message/note for the invoice. N returns the cursor to the Invoice No field without entering a message/note for the invoice. The message/note is a Note Type of INV HDR. If the System Master File (SYS/APS) is flagged to save paid invoices, these messages/notes are deleted when the paid invoices are deleted (AP/PIN/PID). If the System Master File (SYS/APS) is flagged to not save paid invoices, these messages/notes are deleted when the corresponding invoices are deleted from the AP File (when the Check Register is updated). AP messages/notes can be created, edit and deleted through the MSGS programs. The following fields are updated by the system and cannot be modified. Description Difference The description of the General Ledger account number. The amount of the transaction total yet to be distributed to General Ledger Accounts.

27 ACCOUNTS PAYABLE INVOICE PRINT (AP/PIP) Use this program to print debit memos to be mailed to your vendors. A Debit Memo Invoice can be printed for any credit memo entered through Invoice Entry (AP/IE) that has not been updated through the Invoice Register (AP/IR). Debit Memos can be printed for all or a range of vendors and for all or a range of credit memo/invoice numbers. Only those credit memo/invoices waiting to be updated through the Invoice Register program, that have a Tran Code of CM are eligible. Debit Memos print on standard PROPHET 21 FASPAC invoice forms and include the vendor name and address, the credit memo/invoice number and date as entered in Invoice Entry (AP/IE), and the total dollar amount. CONSOLIDATION COMPANY The Accounts Payable Invoice Print program is available when signed on to a consolidation company. ENTRY/INQUIRY SCREEN

28 Field: Print for ALL Vendors? From Vendor Thru Vendor Description: Y Print Debit Memos for all vendors. N Specify a range of vendors for which to print Debit Memos. These fields are displayed only if you selected to print Debit Memos for a range of vendors. Enter the first and last vendor numbers in the range. They must be valid vendor numbers created in Vendor Maintenance (AP/MAR/VM). To print Debit Memos for one vendor only, enter the number in both fields. Print for ALL Invoices? Y Print Debit Memos for all the invoices belonging to the specified vendors. N Specify a range of invoice numbers for which to print Debit Memos. Note: Only credit memos/invoices that have been entered through Invoice Entry (AP/IE) with a Tran Code of CM that have not been updated through the Invoice Register (AP/IR) are eligible. From Invoice Thru Invoice Continue? (Y/N) This field is displayed only if you selected to print a range of invoice numbers. Enter the first credit memo/invoice number in the range. This field is displayed only if you selected to print a range of invoice numbers. The number entered in the From Invoice field is displayed. To print a Debit Memo for this credit memo/invoice number only press return, otherwise, enter the last invoice number in the range. Y Print the Debit Memos for the vendors and invoice numbers specified. N Exit the program without printing any Debit Memos. Test Pattern? (Y/N) Y Print a test pattern before printing the Debit Memos. N Print the Debit Memos immediately.

29 SAMPLE DEBIT MEMO

30 FIXED EXPENSES (AP/FEX) A fixed expense is a recurring expense with either a monthly, quarterly, semiannual, or annual due date AND a set payment amount. Examples of fixed expenses include rent, insurance and notes payable. The Fixed Expenses programs (AP/FEX) are used to add, modify, or delete Fixed Expense Records, print a listing of Fixed Expense Records, and to create invoice records for fixed expenses due and payable through a specific due date. Fixed Expense Records are added, modified and deleted through Fixed Expenses Maintenance (AP/FEX/FEM). A listing of Fixed Expense Records can be printed through Fixed Expenses Listing (AP/FEX/FEL). Fixed Expenses Selection (AP/FEX/FES) creates invoice records for all Fixed Expense Records due and payable through a specified date. These invoice records have a transaction code of FX and are updated to the Accounts Payable Master file (using AP/ATB) through updating the Invoice Register (AP/IR). The Fixed Expenses Maintenance program is not available when signed on to a consolidation company. The Fixed Expenses Listing and Selection programs, however, are available when signed on to a consolidation company. OPTIONS Add, modify delete fixed expense records (AP/FEX/FEM). Print a listing of fixed expense records (AP/FEX/FEL). Create invoice records for fixed expenses due and payable through a specified due date (AP/FEX/FES). CONSOLIDATION COMPANY Fixed Expenses Listing (AP/FEX/FEL) is available. Fixed Expenses Selection (AP/FEX/FES) is available. Fixed Expenses Maintenance is not available.

31 FIXED EXPENSES LISTING (AP/FEX/FEL) Use this program to print a list of the Fixed Expense Records currently in the Fixed Expenses Master File (AP/FEX/FEM). The Fixed Expenses Listing can be run while signed on to a consolidation company. The Fixed Expense Records print for each company assigned to the consolidation company. A total page for all companies prints at the end of the listing. The following information is included on the Fixed Expenses Listing for each record: invoice number, original invoice date, transaction code, frequency code, next due date, amount due, original balance, total payments and current balance. CONSOLIDATION COMPANY Each company assigned to the consolidation company starts a new page; a total page prints at the end of the listing. ENTRY/INQUIRY SCREEN Field: Continue? (Y/N) Description: Y Print a list of the Fixed Expense Records currently in the Fixed Expenses Master File (AP/FEX/FEM). N Exit the program without printing the list. Printing Vendor No. This field is updated by the system and cannot be modified. Vendor numbers displayed as Fixed Expense Records are printed.

32 SAMPLE LISTING

33 FIXED EXPENSES MAINTENANCE (AP/FEX/FEM) Use this program to add, delete, and change existing Fixed Expense Records. A fixed expense is any recurring invoice (e.g., rent, insurance, notes payable) that has a set due date (monthly, quarterly, semiannually, or annually), and a set payment amount. The Fixed Expense Maintenance program is not available when signed on to a consolidation company. An unlimited number of Fixed Expense Records can be added and each Fixed Expense Record can be distributed to up to 12 General Ledger account numbers. If the Amount Due field of an existing Fixed Expense Record is modified, the General Ledger Distribution must also be changed. Deleting a Fixed Expense Record does not affect the fixed expense invoices updated to the Accounts Payable Master file (using AP/ATB). You cannot select a fixed expense if the next due date is outside of the current month. The Payments to Date and the Next Due Date fields are updated when the invoice is paid and the CKR is finalized. When the Payments to Date amount equals the Original Balance amount, the fixed expense is considered paid in full and is no longer available for processing. ENTRY/INQUIRY SCREEN Field: Vendor Description: Enter the name or number of the vendor to whom the Fixed Expense Record is associated. If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors. To exit the program, leave this field blank and press skip.

34 Error Messages Invalid Entry, Function, Or End Of file...skip Either an invalid vendor name or number was entered, the wrong function key was pressed, or the end of the Vendor File was reached while scrolling. You must enter a valid vendor that has been defined in Vendor Maintenance (AP/MAR/VM). Press skip to acknowledge the message and begin again. Foreign Currency Vendor Not Allowed...SKIP You have entered a vendor that is flagged in the Vendor Master Record (AP/MAR/VM) as a foreign currency vendor. You may not use a foreign currency vendor in this program. Press skip to acknowledge the message and begin again. Invoice No Enter the invoice number of the Fixed Expense Record to add, change, or delete. If the invoice is already on file as a fixed expense, the current information displays and the cursor moves directly to the Select field. Invoice Not Found, Do YouWant to Add? (Y/N) This field is displayed only if a Fixed Expense Record with this invoice number does not exist for the displayed vendor. Y Create a Fixed Expense Record with the invoice number entered. The cursor moves through each of the following fields. N Do not create a new Fixed Expense Record. The cursor moves back to the Vendor field. 01 original invoice date 02 frequency code Enter the original date of the invoice in MMDDYY or MMDDYYYY format. Enter the code indicating how often this payment is due. MO Monthly QT Quarterly SA Semi-annually AN Annually 03 next due date Enter the next due date for the Fixed Expense. Note: When the fixed expense is selected through Fixed Expenses Selection (AP/FEX/FEM), an invoice record will be created with an invoice date one month prior to the next due date. 04 amount due Enter the amount due ( ). If the amount in this field is changed, the cursor moves to the G/L Account field and you must reenter the distribution.

35 05 original balance 06 payments to date Enter the original balance of the invoice ( ). Enter the total amount ( ) that has been paid on this invoice up to this point. This amount is updated each time a fixed expense payment is recorded through updating the check register (AP/CHL/CKR). 07 g/l account Distribution of up to 12 valid general ledger accounts is allowed; the general ledger account title automatically is displayed. Error Messages G/L Account Not on File The General Ledger account number entered is not on file in the General Ledger Chart of Accounts Master file. Press skip to acknowledge the message and begin again. Invalid G/L Account The General Ledger account number entered has a transaction code of 3 or 4. Only General Ledger account numbers with a transaction code of 1, 2, or 5 can be used. Enter an appropriate General Ledger account number and press skip. Amount The cursor will continue to move back to the G/L Account field until the total in the Amount Due field ( ) has been distributed. When the Amount Due total has been distributed, the cursor moves to the Select field. Error Messages Amount Entered > Amount Due The total sum of the amounts distributed to the General Ledger accounts is greater than the amount in the Amount Due field. The cursor remains in the Amount field until you enter a correct amount. Total Distribution not = Amount Due. Only 12 Entries Allowed - This is the last one You entered the 12th and final General Ledger distribution amount allowed and the total of the distributed amounts do not equal the amount in the Amount Due field. You must enter the balance to be distributed in order to be able to exit.

36 Select Enter the line number of the field to be changed. Enter DE to delete the entire Fixed Expense Record Press return to accept the record as it is displayed. Error Messages Unavailable for A Consolidation Company You are signed on to a consolidation company. This program is not available when signed on to a consolidation company. Press RETURN and you will exit the program. Sign on to a company that is not a consolidation company and then begin again. FIXED EXPENSES SELECTION (AP/FEX/FES) Use this program to create invoice records for fixed expenses due and payable through a specific date. The Fixed Expenses Selection program can be run while signed on to a consolidation company. The name of each company assigned to the consolidation company is displayed as its Fixed Expenses Master file (AP/FEX/FEM) is searched and invoice records are created. To run the Fixed Expenses Selection program, a due date must be entered. An invoice record is created for each Fixed Expense Record that has a next due date equal to or prior to the due date entered. The Fixed Expense Record is flagged to avoid double selection. The invoice record created has a transaction code of FX and an invoice date one month prior to the due date. If the calculated invoice date is greater than the current Accounts Payable month, an invoice record is not created. The Payments to Date and the Next Due Date fields in the Fixed Expenses Master File (AP/FEX/FEM) are updated when the Check Register has been finalized (not when selected, but when paid). When the amount in the Payments to Date field equals the amount in Original Balance field, the fixed expense is considered paid in full and is no longer available for processing. The invoice records created will be listed on the Invoice Register (AP/IR) next time it is printed and will be updated to the Accounts Payable Master (AP/ATB) when the Invoice Register is updated. Note: A fixed expense record is not available for payment selection (AP/CHK/PS) until it is updated to the Accounts Payable Master File (AT/ATB). CONSOLIDATION COMPANY Invoice records are created for each company assigned to the consolidation company.

37 ENTRY/INQUIRY SCREEN Field: Select All Fixed Expenses Due Through Definition: The sign on date is displayed. Press return to accept this date or enter another date in MMDDYY or MMDDYYYY format. Only fixed expenses with a due date up to and including the date entered, and on which the total amount of payments to date has not reached the original balance will be selected. To exit the program leave this field blank and press skip. Continue? (Y/N) Y Create invoice records for fixed expenses that are due and payable through the date specified above. N Exit the program without creating invoice records. Vendor This field is updated by the system and cannot be changed. The vendors are displayed as invoices are selected.

38 INVOICE REGISTER BY GL NO. (AP/IRG) This program prints, in General Ledger number sequence, a list of transactions entered through Invoice Entry (AP/IE) and Fixed Expense Invoice records created through Fixed Expenses Selection (AP/FEX/FES) since the last time the Invoice Register (AP/IR) was updated. The transactions printed through the Invoice Register by G/L Number program serve as purchase journals and can be useful when reconciling the General Ledger at the end of each month. The Invoice Register by G/L Number is available only before the Invoice Register (AP/IR) is updated. The Invoice Register by G/L Number is available when signed on to a consolation company. The listing for each company assigned to the consolidation company begins on a new page. The Invoice Register by G/L Number prints a list of transactions for each General Ledger account number used during General Ledger Distribution in Invoice Entry (AP/IE) and for Fixed Expense Invoice Records that were created through Fixed Expenses Selection (AP/FEX/FES) since the last time the Invoice Register (AP/IR) was updated. Information for each listed transaction includes the vendor number and name, the invoice number, the transaction code, the date and the amount distributed to the specified General Ledger number. The total dollar amount for each General Ledger number prints at the end of the transactions. The total dollar amount for all General Ledger numbers for the company prints at the end of the entire register. CONSOLIDATION COMPANY The listing for each company begins on a new page.

39 ENTRY/INQUIRY SCREEN Field: Continue? (Y/N) Definition: Y Print, in GL sequence, a list of transactions entered through Invoice Entry (AP/IE) and the Fixed Expense Invoice Records created through Fixed Expense Selection (AP/FEX/FES) since the last time the Invoice Register (AP/IR) was updated. SAMPLE REGISTER

40 INVOICE REGISTER (AP/IR) This program prints a list of transactions entered through Invoice Entry (AP/IE) and Fixed Expense Invoice Records created through Fixed Expenses Selection (AP/FEX/FES) since the last time the Invoice Register was updated. The Invoice Register program is used as a data entry checkpoint and to update the applicable Accounts Payable Files. If you are working with foreign currency vendors, AP/IR will print the exchange rate that was entered at the time of invoice entry (AP/IE), so that you can verify it is correct before printing the final register. Before updating the Invoice Register, check it for accuracy. Incorrect transactions can only be deleted and reentered through Invoice Entry (AP/IE) before the Invoice Register is updated. The Invoice Register program is available when signed on to a consolidation company. If the update option is selected, the update process is done for each company assigned to the consolidation company. Transactions are listed in vendor sequence. Each transaction is balanced to its General Ledger Distribution and an out-of-balance condition is noted on the Invoice Register. Grand totals of invoices, credit memos, and discounts are printed and the option to update is given. If the Invoice Register is updated, the listed transactions are updated to the Accounts Payable Master file (using AP/ATB), the General Ledger Distribution is updated to the General Ledger Interface Listing (GLP/14, GL/IL), the Invoice Register File is cleared, and if System Maintenance (SYS/APS) is flagged to do so, all transactions are updated to the Monthly Register File (AP/MR). As part of the audit trail, each final Invoice Register is assigned a number. This register number is updated to the Interface Listing as part of each entry. If consolidating entries to the Interface Listing, the system date, at the time the Invoice Register is updated is used. If not consolidating entries to the Interface Listing, the date entered in the Invoice Date field of Invoice Entry (AP/IE) is used for each transaction entered. Once the Invoice Register is updated, all transactions with a Pay Status Code of P are available to be selected for payment through the Payment Selection programs (AP/CHK/PS). Accounts Payable activity is updated to the General Ledger through the Interface Listing. See the General Ledger section of the manual for detailed information. An out-of-balance condition occurs when the total General Ledger Distribution accounts entered for a transaction do not equal the total amount of the transaction. If an out-of-balance condition exists, the Invoice Register cannot be updated. A message prints on the Invoice Register to indicate an out-ofbalance situation. To correct an out-of-balance condition, delete the transaction and reenter it through Invoice Entry (AP/IE). After correcting the out-of-balance condition, you must print the Invoice Register again in order to update it. CONSOLIDATION COMPANY Update process is done for each company when the update option is selected.

41 ENTRY/INQUIRY SCREEN Field: Do You want to Continue: (Y/N) Description: Y Print all transactions entered through Invoice Entry (AP/IE) and the Fixed Expense Invoice Records created through Fixed Expenses Selection (AP/FEX/FES) since the last time the Invoice Register was updated. N Exit the program without printing the list of transactions. Update the A/P Files? (Y/N) This field displays once the system has finished printing the list of transactions. Y Update the transactions to the current register before exiting the program. The register cannot be reprinted once it is updated. N Exit the program without updating the transactions to the current register. Note: Check the register for accuracy before updating the Invoice Register. Vendor This field is updated by the system and cannot be changed. Each vendor name is displayed as it prints on the register. Error Messages A/P Posting Account Not on File for Company Discount Posting Account Not On File for Company The discount or accounts payable posting account is not in the Posting Accounts Master File (PAE). Check the Posting Account Listing (PAL) to determine which posting account needs to be entered and enter it through Posting Account Entry (PAE). You must print the Invoice Register again in order to update it.

42 Vendor Not on File The vendor used when entering a transaction through Invoice Entry (AP/IE) or when creating a Fixed Expense Invoice Record through Fixed Expenses Selection (AP/FEX/FES) was not found in the Vendor Master file (PO/VM, AP/MAR/VM). The vendor must be defined in the Vendor Master file. You must print the Invoice Register again in order to update it. G/L Account Not on File The General Ledger account number used during General Ledger Distribution was not found in the General Ledger Chart of Accounts Master file. Enter the General Ledger account number in the Master File or delete the transaction in which the invalid General Ledger account number was used through Invoice Entry (A/IE) and reenter it using a valid General Ledger account number. You need to print the Invoice Register again in order to update it. Out of Balance Co Not Part of Consolidated The transaction listed before the line on which this message prints does not have a total record and is out of balance. Delete the transaction and renter it through Invoice Entry (AP/IE). You must print the Invoice Register again in order to update it. You are signed on to a consolidation company and one or more of the transactions on the Invoice Register is for a company not assigned to the consolidation company. The companies assigned to the consolidation company must have been changed after entering the transactions and before running the Invoice Register. Correct System Maintenance (SYS/CIS). You must print the Invoice Register again in order to update the transactions. Error Updating the AP Master File Invoice xxxxx The invoice is already on the system. Return through all invoices and check the last invoice that displays to make sure the total is correct. If the IR hangs when updating and there are no out of balance invoices, the IL has too many transactions on it. You must clear or update it.

43 SAMPLE REGISTER

44 DELETE INVOICE ENTRY (AP/DIE) This program flags a transaction to be deleted from the AP Master File (AP/ATB) when the Delete Invoice Register (AP/DIR) is updated. A transaction entered in Invoice Entry (AP/IE) that has not been updated to the AP Master File (AP/ATB) through updating the Invoice Register (AP/IR) can be deleted through Invoice Entry (AP/IE). Only transactions that are in the AP Master File (AP/ATB) and that have not been selected for payment can be flagged to be deleted. If necessary, deselect the transaction to be flagged for payment through Payment Deselection (AP/CHK/PDS). This program can also be used to cancel an entry in the Delete Invoice Entry program that you no longer want to be deleted. As long as the entry is canceled before the Delete Invoice Register (AP/DIR) is updated, the transaction will not be deleted from the AP Master File (AP/ATB). If you flag a fixed expense transaction to be deleted, the flag in Fixed Expense Maintenance (AP/FEC/FEM) will be changed to indicate that the fixed expense has not been selected for the period. The flag is changed after the Delete Invoice Register (AP/DIR) is updated and the Check Register is finalized. Delete Invoice Entry (AP/DIE) is not available when you are signed on to a consolidation company. When a transaction is flagged to be deleted, its Pay Status Code is changed to (H)old, to stop any further processing of the transaction through one of the Payment Selection programs (AP/CHK/PS). The transaction is not deleted from the AP Master File (AP/ATB) until the Delete Invoice Register (AP/DIR) is updated. An entry made in the Delete Invoice Entry program can be cancelled (the transaction will not be deleted from the AP/ATB) any time before updating the Delete Invoice Register (AP/DIR).

45 ENTRY/INQUIRY SCREEN Field: Vendor Description: Enter the name or number of the vendor whose transaction you want to delete from the AP Master File (AP/ATB). If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors. To exit the program, leave this field blank and press skip. Error Message Invalid Entry, Function, Or End Of file... SKIP Either an invalid vendor name or number was entered, the wrong function key was pressed, or the end of the Vendor File was reached while scrolling. You must enter a valid vendor that has been defined in Vendor Maintenance (AP/MAR/VM). Press skip to acknowledge the message and begin again. Inv/Memo Nbr Enter the transaction number (number entered in the Invoice No field in Invoice Entry (AP/IE) or in Fixed Expense Maintenance (AP/FEX/FEM). Leave this field blank and press return or skip to reenter the vendor name or number. Inv/Memo Code DI Invoice CM Credit memo FX A Fixed Expense Record created through Fixed Expenses Selection (AP/FEX/FES). If no such transaction can be found or if this transaction cannot be deleted from the AP Master File an error message displays, otherwise, one of the following fields display.

46 Error Message Next Page - SKIP The General Ledger Distribution is more than 11 lines and cannot be displayed on one screen. Press skip to continue. Invoice/Memo Not Found - SKIP Based on the entries you made in the Vendor, Inv/Memo Nbr, and the Inv/Memo Code fields, the record specified was not found in the AP Master file. Press skip to acknowledge the message. The cursor moves to the Vendor field. Either reenter the record information or press skip again to exit. Selected for Payment - Cannot Delete Unless Payment is Deselected The transaction entered was selected for payment through one of the Payment Selection programs (AP/CHK/PS) and cannot be flagged for deletion. You must first deselect it through Payment Deselection (AP/CHK/PDS). Press skip. The cursor moves to the Inv/Memo field. You can enter a different transaction number or press skip again to begin again, or press skip twice to exit. Amount Error Message Domestic Amount Too Large...SKIP The calculated domestic amount for a distributed amount is greater than or less than If the distributed amount is too large, reenter using multiple entries. If the total invoice amount is too large, reenter using multiple invoice entries. Difference Error Message Credit in the Amount of $xxx.xx Necessary to Balance. The difference between the transaction total and the total amount distributed is a credit amount. A credit amount needs to be entered. Correct? (Y/N) Delete Transaction? (Y/N) Y Flag the displayed transaction to be deleted from the AP Master file. N Return the cursor to the Vendor field without flagging this transaction to be deleted. This field is displayed only if the transaction entered has already been flagged to be deleted. Y Cancel the deletion entry (the transaction will not be deleted from the AP/ATB). N The transaction is to remain flagged to be deleted.

47 DELETE INVOICE REGISTER (AP/DIR) Use this program to print a list of the entries made in Delete Invoice Entry (since the last time AP/DIR was updated) and to update the Delete Invoice Register. The listing prints in vendor sequence with the grand totals of invoices and credit memos. The listing should be printed and reviewed for accuracy before it is updated. The Delete Invoice Register program is not available when signed onto a consolidation company. When the Delete Invoice Register is updated, the listed transactions are deleted from the AP Master File (AP/ATB), the register is cleared, debit and credit entries are updated to the General Ledger Interface Listing (GLP/14, GL/IL), and the monthly totals in Vendor History (AP/MAR/VH) are updated. As part of the audit trail, each final register is assigned a number. This register number is updated to the Interface Listing as part of each entry. If you are consolidating entries to the Interface Listing, the sign on date when updating the Delete Invoice Register is used. If you are not consolidating entries to the Interface Listing, the invoice dates are used. Accounts Payable activity is updated to the General Ledger through the Interface Listing. See the General Ledger section of the manual for detailed information. A separate reversing entry is made for each deleted transaction, whether the invoice was originally entered in the current month or not. For example: if an invoice is entered and deleted in the same month, two separate entries are made; the original entry does not just disappear. If a fixed expense transaction is deleted, the flag in Fixed Expense Maintenance (AP/FEC/FEM) is changed to indicate that the fixed expense has not been selected for the period. This occurs when the Check Register is finalized. If Accounts Payable Specifications (SYS/APS) is flagged to update to the Monthly Register, entries for deleted transactions are updated to the Monthly Register File (AP/MR). Each transaction total entered in Delete Invoice Entry (AP/DIE) is balanced to the General Ledger Distribution. An out-of-balance condition occurs when the transaction total does not equal the general distribution total. The Delete Invoice Register can not be updated if an out-of-balance condition exists. To correct an out-of-balance condition, cancel the transaction in Delete Invoice Entry (AP/DIE) and then reenter it. You must print the register again in order to update it.

48 ENTRY/INQUIRY SCREEN Field: Do YouWant to Continue? (Y/N) Description: Y Print the list of the transactions entered in Delete Invoice Entry(AP/DIE) since the last time the Delete Invoice Register was updated. N Exit the program without printing the list. Update the A/P Files? (Y/N) This field displays once the system has printed the list. Y Update the printed transactions to the current Delete Invoice Register before exiting the program. When the update option is selected, any notes/messages specific to invoices on the register are automatically deleted. If a message/note is for an invoice with split terms, all split invoices must be deleted in order for the note/message to be deleted. N Exit without updating the transactions to the current Delete Invoice Register. Note: The listing cannot be reprinted once the register is updated. Review the list for accuracy before updating it to the current register. Error Messages Invoices Not in Balance Press RETURN and See Manual One or more records are not in balance. The register cannot be updated until the corrections are made. Cancel the out-of-balance entry and reenter it through Delete Invoice Entry (AP/DIE). You must print the register again in order to update it.

49 A/P Posting Account Not on File for Company Discount Posting Account For Company The discount or accounts payable posting account is not in the Posting Accounts Master File (PAE). Check the Posting Account Listing (PA) to determine which posting account needs to be entered. Enter the posting account through Posting Account Entry (PAE). You must print the register again order to update it. G/L Account Not on File A General Ledger account number used during General Ledger Distribution was not found in the General Ledger Master file. Create the account number through the General Ledger module or cancel the transaction and reenter it in Delete Invoice Entry (AP/DIE) using a valid general ledger number. You must print the register again in order to update it. Vendor This field is updated by the system and cannot be modified. Each vendor number displays as the information is printed. SAMPLE DELETE INVOICE REGISTER

50 AGED TRIAL BALANCE (AP/ATB) The Aged Trial Balance program prints a report that reflects open transactions (invoices, credit memos, fixed expenses invoice records) that have been updated through the Invoice Register (AP/IR). The Aged Trial Balance is used in the payment selection process and to reconcile the Accounts Payable General Ledger balance at the end of each month. The Aged Trial Balance is available when signed on to a consolidation company. The option to print in vendor priority IS not available. If the Pay Sequence numbers option is selected, the numbering begins with one for each company assigned to the consolidation company. Each company s transactions begin on a new page and a total page for all companies assigned to the consolidation company prints at the end of the Aged Trial Balance. The Aged Trial Balance can be printed in vendor number or shortname sequence for one vendor, a range of vendors, or all vendors. If the ATB is printed in shortname sequence and all vendors do not print, print a Vendor Listing (AP/MAR/VL) and check each vendor for a short name. The Aged Trial Balance can be printed in detail or with vendor totals only. Vendor totals or individual transactions are aged based on the entries made in the Past Due Column fields. Other available options include: printing in vendor priority sequence based on the priority codes defined in Master File (AP/MAR/VM, PO/VM), printing pay sequence numbers which allows transactions to be selected for payment using Invoice by Pay Sequence No. (AP/CHK/PS/IPS), and omitting future invoices. If the Pay Sequence Numbers option is selected, held transactions are not numbered; transactions are renumbered each time the Aged Trial Balance is printed using the Pay Sequence Numbers option. CONSOLIDATION COMPANY Priority sequence option is not available. Pay sequence numbers option is available. Note: Pay sequence numbers begin at 1 for each company Each company s Aged Trial Balance begins on a new page, and a grand total page prints at the end.

51 ENTRY/INQUIRY SCREEN Field: Continue? (Y/N) Description: Y Continue in the program. N Exit the program. Age as of The sign on date is displayed. Press return to accept this date or enter another date in MMDDYY or MMDDYYYY format. The system prints the transactions that are open as of the date entered. Sort inv no, inv date or due date (N, I, D) N List invoices in invoice number sequence. I List invoices in invoice date sequence. D List invoices in due date sequence. Number of days to age 1st past due column Number of days to age 2nd past due column Three columns are included on the Aged Trial Balance, each listing transactions that are past due a specific amount of time. Enter the number of days past due column one will represent. The default is 30 days; you can accept this number by pressing return or enter another number. Enter the number of days past due the transactions listed in column two will be. Column two must represent a greater number of past due days than column one. The default is 60 days. You can accept this by pressing return or enter another number.

52 Number of days to age 3rd past due column Enter the number of days past due the transactions listed in column three will be. Column three must represent a greater number of past due days than column two. The default is 90 days. You can accept this by pressing return or enter another number. Short name or Number Sequence (S/N)? S Print the transactions in vendor shortname sequence. N Print the transactions in vendor number sequence. Note: If the ATB is printed in shortname sequence and all vendors do not print, print a Vendor Listing (AP/MAR/VL) and check each vendor for a shortname. Age all Vendors? (Y/N) Start From Vendor No. Thru Vendor No. Y Include all eligible transactions, regardless of the vendor. N Specify one or a range of vendors that the transactions must be associated with in order to be included on the list. This field is displayed only if you are not including transactions associated with ALL vendors. Enter the first vendor number in the range. This field is displayed only if you are not including transactions associated with ALL vendors. Enter the last vendor number in the range. To specify one vendor only, enter the same vendor number that was entered in the Start From Vendor No field. Print Vendor Totals Only (Y/N) Print in Priority Sequence (Y/N) Y Print only vendor totals on the Aged Trial Balance. N Print the Aged Trial Balance in detail (each open invoice or credit memo for the selected vendors). This option is not available if printing vendor totals only. Y Print in vendor priority sequence, based on the priority codes defined in the Vendor Master file (using AP/MAR/VM or PO/VM). If Y is entered, the invoices will print in vendor priority sequence, under the appropriate vendor in the sequence already selected (vendor shortname or vendor number). N Do not print the transactions in vendor priority sequence.

53 Print Pay Selection Numbers (Y/N) This option is not available if printing vendor totals only. Y Print the pay selection numbers of each transaction. N Do not print the pay selection number of each transaction. If pay selection numbers are printed, the transactions can be selected for payment using Invoice By Pay Sequence No. (AP/CHK/PS/IPS). Cut-off date for future invoices (Skip for none) If you are entering a cut-off date to omit future invoices, the date must be entered in the MMDDYY or MMDDYYYY format. All invoices, regardless of the date entered appear on the ATB. The total of each invoice that has a due date later than the date entered in this field will print in the Future Date column and are not aged. All other invoices are aged properly. All Correct? (Y/N) Y Print the Aged Trial Balance as specified. N Move the cursor back to the Age As Of field, without printing the Aged Trial Balance. ERROR MESSAGES The following message prints on the Aged Trial Balance. Error: Total Out-of-Balance With Vend-AP-Total Description: The vendor total on the Aged Trial Balance does not equal the amount in the AP Balance field in the Vendor Master file (using AP/MAR/VM or PO/VM). Correct the amount in the Vendor Master file.

54 SAMPLE AGED TRIAL BALANCE

55 CHECK PROCESSING (AP/CHK) The Check Processing programs are used to process transactions updated to the Accounts Payable Master file (using AP/ATB) through the payment procedure. The Check Processing programs are available when signed on to a consolidation company. Use Consolidate Company Vendor Check (AP/CHK/CV) only when you are signed on to a consolidation company to check vendor addresses in all companies assigned to the consolidation company before printing checks. The Payment Selection programs (AP/CHK/PS) offer flexibility in selecting transactions for payment. Cash Requirements (AP/CHK/CRC) prints a listing that you can use to check the transactions selected for payment and determine total cash required before printing checks. If needed, the Payment Deselection programs (AP/CHK/PDS, AP/CHK/PDA) allow you to deselect transactions. Always run the Cash Requirements after deselecting transactions or selecting additional transactions. It should be the last program run before printing checks through the Check Print Program. OPTIONS Select transactions for payment (AP/CHK/PS) Deselect ALL transactions selected for payment (AP/CHK/PDA) Deselect individual transactions selected for payment (AP/CHK/PDS) Print a Cash Requirements Journal and create the check file (AP/CHK/CRC) Print checks; reprint checks until the Check Register is updated (AP/CHK/CKP) Print the Check Register; reprint the Check Register until it is updated (AP/CHK/CKR) Update the Check Register (AP/CHK/CKR)

56 CONSOLIDATION COMPANY All Check Processing programs are available when signed on to a consolidation company. If transactions are selected when signed on to a consolidation company, all further processing must be done while signed on to a consolidation company. Consolidate Company Vendor Check (AP/CHK/CV) is available only when signed on to a consolidation company. Processing Checks Early in a New Month Early in a new month, it is often necessary to process payments but all invoices and credit memos have not been received and entered for the month just ended. The following is a step by step procedure to handle this situation. If System Maintenance (SYS/APS) is flagged to update to the Monthly Register: 1. Process all payments (AP/CHK, AP/MCN) and record all voided checks (AP/MAR/VC) for the current month. Make sure the last Check Register (AP/CHK/CKR) printed is updated. Make sure the last printed Manual Checks - No Invoice Audit Register and Update (AP/MCN/MCA) has been updated. 2. Print and clear only the Check Register portion f the Monthly Register (AP/MR). If the Manual Checks - No Invoice programs were used, print and clear the Manual Checks - No Invoice Register (AP/MCN/MCR). 3. Sign on to a date in the next month to process payments (AP/CHK). Caution! Do not process payments when signed on to the current AP month. 4. Until the current AP month is closed, continue to enter and delete transactions as needed (AP/IE, AP/IR, AP/DIE, AP/DIR). 5. Once all transactions have been entered and deleted as necessary, close the current AP month. a) Print an Aged Trial Balance (AP/ATB) and reconcile to the General Ledger Accounts Payable balance. b) Run Monthly Update (AP/MU). c) Run the necessary Bank Reconciliation programs. d) Run the necessary Paid Invoice programs.

57 If System Maintenance (SYS/APS) is not flagged to update to the Monthly Register: Follow the steps listed above, omitting the printing and clearing of the Check portion of the Monthly Register. SAMPLE CHECK

58 PAYMENT SELECTION (AP/CHK/PS) The Payment Selection programs offer eight methods in which to select transactions for payment. Seven of these programs result in a computer generated check being printed; one program is available to record a manual check written in payment of up to 30 transactions. Any or all of the options can be used to select transactions. Each option checks for transactions already selected so that transactions cannot be selected twice. All of the payment selection options are available when signed on to a consolidation company. An additional entry consisting of the General Ledger company number is required. All further processing of transactions selected when signed on to the consolidation company must be done while signed on to the consolidation company. In order to be selected for payment, a transaction must be on the Accounts Payable Master File and have a Pay Status of P. A transaction with a Pay Status of H can be changed to a P status through Change Pay Status (AP/MAR/CHS). Transactions can be selected for payment on an individual basis or in groups, based on due dates, eligible discounts, pay sequence numbers or vendor priority. Options are available to make on account or partial payments. Transactions paid by manual check can also be selected. The company number you are signed on to becomes part of the workfile record. All subsequent processing of the selected transactions must be done while signed to the same company. A record is written to the Cash Requirements File for each selected transaction. Each payment selection option requires that a bank account number be entered. Checks are printed based on the bank account number entered. A check is not printed for selected transactions through Manual Checks payment selection (AP/CHK/PS/MAC), but an entry is printed on the Check Register (AP/CHK/CKR). OPTIONS Select transactions for payment based on due dates through Invoices by Due Date (AP/CHK/PS/DD). Select transactions for payment based on eligible discounts through Discounts Eligible (AP/CHK/PS/DE). Select transactions for payment on an individual basis through Individual Invoice (AP/CHK/PS/II). Select transactions for payment based on pay sequence numbers through Invoices By Pay Sequence No. (AP/CHK/PS/IPS). Note: Pay sequence numbers are generated by selecting that option when running Aged Trial Balance (AP/ATB). Select transactions for payment on an on account basis through On Account (AP/CHK/PS/OA). Note: Transactions are selected based on due dates, the oldest transactions being selected first. Select transactions for payment based on vendor priority coded through Invoices by Vendor Priority (AP/CHK/PS/PRI).

59 Note: Vendor priority codes are defined in the Vendor Master file. Record manual checks written in payment of selected transactions through Manual Checks (AP/CHK/PS/MAC). Note: This program is used to record payment by manual check of transactions in the Accounts Payable Master file. To record manual checks in payment of transactions not in the Accounts Payable Master File, see the Manual Checks - No Invoice programs (AP/MCN). CONSOLIDATION COMPANY All payment selection programs are available when signed on to a consolidation company. The GL company number must be entered when using payment selection programs. The consolidation company number becomes part of the workfile record. If transactions are selected while signed on to a consolidation company, all subsequent processing of these transactions must be done while signed on to the consolidation company. For more information regarding a consolidation company, refer to the Introduction of the Accounts Payable section.

60 INVOICES BY DUE DATE (AP/CHK/PS/DD) The Invoices by Due Date payment selection program is used to select transactions for payment based on invoice due date. Transactions can be selected for a specific vendor or for all vendors. Selection of transactions can be based on one due date or a range of due dates. A record is written to the Cash Requirements File for each transaction selected. Checks are printed based on the bank account number entered when the payment selection program is run. CONSOLIDATION COMPANY The general ledger company number from which transactions will be selected displays in the G/L Company field. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN Field: vendor no. Description: To select the transactions of only one vendor for payment, enter the vendor number. If you are unsure of the vendor number, press CMD+L and select one from the list of vendors. To select all vendors, enter All. To exit the program, leave this field blank and press return.

61 from date to date Specify a range of due dates that a transaction must have in order to be selected for payment. If you are specifying a range of dates, you must use the MMDDYY or MMDDYYYY format. To include all specified transactions regardless of the due date, leave the fields blank and press skip. To select one due date, enter the same date in both fields. bank account no. Correct? (Y/N) This entry must be a valid general ledger number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip or return. Y Run the program as specified. N Correct one or all of your entries. The cursor moves back to the Vendor No field, at which point you can begin changing your entries or exit the program entirely. The following fields are updated by the system and cannot be modified. g/l company The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If you are signed on to a consolidation company, the company number from which transactions will be selected is displayed. vendor no. invoice no. The vendor number displays as transactions are selected for payment. The transaction number is displayed as it is selected for payment.

62 Error Messages The check file has been created. If checks have been printed CORRECTLY, update the check register BEFORE running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed OR are to be reprinted to include this pay option, you MUST run AP/CRC again BEFORE printing checks. Do You Still Want To Run a Pay Option? (Y/N) Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running this payment selection program. No Invoice Available There are no transactions in the AP Master File (AP/ATB) that match the specifications entered or the transactions have a Pay Status of H and are not available to be selected. Press return and the cursor moves to the Vendor No. field. You can begin again or press skip to exit.

63 DISCOUNTS ELIGIBLE (AP/CHK/PS/DE) The Discounts Eligible Payment Selection program is used to select transactions for payment based on the discount date. This program is available when signed on to a consolidation company. Each company assigned to the consolidation company is displayed as its Accounts Payable Master File (AP/ATB) is searched for specified transactions. Transactions can be selected for a specific vendor or for all vendors. Selection of transactions can be based on one discount date or a range of discount dates. A record is written to the Cash Requirements File for each transaction selected. Checks are printed based on the bank account number entered when the payment selection program is run. CONSOLIDATION COMPANY Each company number assigned to the consolidation company is displayed as its Accounts Payable Master File (AP/ATB) is searched for specified transactions. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN Field: vendor Description: To select the transactions of only one vendor for payment, enter the vendor number. If you are unsure of the vendor number, press CMD+L and select one from the list of vendors. To select all vendors, enter all.

64 from date to date To exit the program, leave this field blank and press return. Specify a range of discount dates that a transaction must have in order to be selected for payment. If you are specifying a range of dates, you must use the MMDDYY or MMDDYYYY format. To include all specified transactions regardless of the discount date, leave the fields blank and press skip. To select one discount date, enter the same date in both fields. bank account no. Correct? (Y/N) This entry must be a valid general ledger number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip. Y Run the program as specified. N Correct one or all of your entries. The cursor moves back to the Vendor No field, at which point you can begin changing your entries or exit the program entirely. The following fields are updated by the system and cannot be modified. g/l company The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If signed on to a consolidation company, the company number assigned to the consolidation company is displayed. vendor no. invoice no. The vendor number displays as transactions are selected for payment. The transaction number is displayed as it is selected for payment.

65 Error Messages The check file has been created. If checks have been printed CORRECTLY, update the check register BEFORE running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed OR are to be reprinted to include this pay option, you MUST run AP/CRC again BEFORE printing checks. Do You Still Want To Run a Pay Option? (Y/N) Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running this payment selection program. No Invoice Available There are no transactions in the AP Master File (AP/ATB) that match the specifications entered or the transactions have a pay status of H (hold) and are not available to be selected. Press return and the cursor moves to the Vendor No. filed. You can begin again or press skip to exit.

66 INDIVIDUAL INVOICE (AP/CHK/PS/II) The Individual Invoice payment selection program is used to select transactions for payment one at a time. A record is written to the Cash Requirements File for each transaction selected. Checks are printed based on the bank account number entered when the payment selection program is run. CONSOLIDATION COMPANY The general ledger company number from which transactions will be selected must be entered in the G/L Company field. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN

67 Field: vendor Description: Enter the number of the vendor whose transaction you want to select for payment. If you are unsure of the vendor number, press CMD+L and select one from the list of vendors To exit the program, leave this field blank and press skip or return.. invoice no. tran code Enter the invoice/credit memo/fixed expense number to select for payment. DI Invoice CM Credit memo FX Fixed expense bank account no. Correct? (Y/N) This entry must be a valid general ledger number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip. Y Run the program as specified. N Correct one or all of your entries. The cursor moves back to the Vendor No field, at which point you can begin changing your entries or exit the program entirely. g/l company This field is updated by the system and cannot be modified. The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If signed on to a consolidation company, the company number assigned to the consolidation company is displayed.

68 Error Messages The check file has been created. If checks have been printed CORRECTLY, update the check register BEFORE running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed OR are to be reprinted to include this pay option, you MUST run AP/CRC again BEFORE printing checks. Do You Still Want To Run a Pay Option? (Y/N) Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running this payment selection program. Co Not Part of Consolidation Co Invoice on Hold The company number you entered is not assigned to the consolidation company you are signed on to. Enter a valid company number. The transaction specified has a pay status of H (hold) and cannot be selected for payment until the pay status is changed to P (pay). Press return and the cursor moves to the Invoice field. You can exit or begin again with another transaction number. Invoice Already Selected For Payment - SKIP The transaction specified has already been selected for payment; it cannot be selected twice. Press skip and the cursor moves to the Vendor field. You can begin again or press return to exit. Invoice Not on File The transaction specified is not in the AP Master File Press return and the cursor moves to the Vendor field. You can begin again or press return to exit.

69 INVOICES BY PAY SEQUENCE NO (AP/CHK/PS/IPS) The Invoices By Pay Sequence No payment selection program is used to select transactions for payment using the pay sequence numbers generated the last time the Aged Trial Balance (AP/ATB) was run with the pay sequence number option. Transactions are selected by entering a range of pay sequence numbers. Once the specified transactions have been selected, the cursor moves back to the From Sequence No. field. The last entry in the To Sequence No field continues to display until a new entry is made in the From Sequence field. A record is written to the Cash Requirements File for each transaction selected. Checks are printed based on the bank account number entered when the payment selection program is run. CONSOLIDATION COMPANY The general ledger company number for each range of pay sequence numbers entered must be entered in the G/L Company field. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN

70 Field from sequence number to sequence no. Description Indicate the range of pay sequence numbers (from AP/ATB). Only those transactions that have one of the specified pay sequence numbers will be selected for payment. To enter one number, enter it in both fields. bank account no. This entry must be a valid general ledger number. To use the bank account number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip. Correct? (Y/N) Y Run the program as specified. N Correct one or all of your entries. The cursor moves back to the Vendor No field, at which point you can begin changing your entries or exit the program entirely. The following fields are updated by the system and cannot be modified. g/l company The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If you are signed on to a consolidation company, the company number assigned to the consolidation company is displayed. vendor no. invoice no. The vendor number displays as transactions are selected for payment. The number of each transaction is displayed as it is selected for payment.

71 Error Messages The check file has been created. If checks have been printed correctly, update the check register before running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed or are to be reprinted to include this pay option, you must run AP/CRC again before printing checks. Do You Still Want To Run a Pay Option? (Y/N) Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running this payment selection program. No Invoices Available There are no transactions in the AP Master File (AP/ATB) that match the specifications entered or the transactions have a pay status of H (hold) and are not available to be selected. Press return and the cursor moves to the Vendor No field. You can begin again or press skip to exit. Co Not Part of Consolidation Co The company number you entered is not assigned to the consolidation company you are signed on to. Enter a valid company number.

72 MANUAL CHECKS (AP/CHK/PS/MAC) The Manual Checks payment selection program is used to flag transactions as having been paid by a manual (handwritten) check. A maximum of 425 transactions can be entered for each check. A message displays as you are about to enter the 425th transaction and you are given the option to exit without flagging the entered transactions. Partial payments are allowed in the Manual Checks payment selection program. A record is written to the Cash Requirements File for each transaction selected. An entry in the Manual Checks payment selection program does not cause a check to print next time Check Print (AP/CHK/CKP) is run, but an entry for each manual check prints on the check register (AP/CHK/CKR). CONSOLIDATION COMPANY The general ledger company number for each range of pay sequence numbers entered must be entered in the G/L Company field. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN Field vendor Description Enter the number of the vendor whose transaction you want to flag as paid. This entry must be a valid vendor number defined in Vendor Maintenance (AP/MAR/VM). If you are unsure of the vendor number, press CMD+L and select one from the list of vendors.

73 To exit the program, leave this field blank and press skip or return. check no. Enter the check number. To reenter the vendor, leave this field blank and press skip or CMD. check date The sign on date is displayed. Press return to accept this as the check date or enter another date in MMDDYY or MMDDYYYY format. bank account no. check amount Is The Above Correct? (Y/N) invoice no. This entry must be a valid general ledger number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip. Enter the check amount ( ). Y All entries are correct, the cursor moves through the following fields. N All entries are not correct, the cursor moves back to the Vendor field, allowing you to change one or all of your entries. Enter the invoice number. To exit without recording this manual check, leave this field blank and press CMD. code DI Invoice CM Credit memo FX Fixed expense. Once the appropriate code is entered, the amount due on the transaction is displayed. discount Press return to accept the displayed discount or enter a new discount. Do not enter a minus sign (-). To enter a discount of zero (no discount), leave this field blank and press skip. amount paid The balance ( ) due on the transaction is displayed. Press return to accept this amount or enter another amount. Correct? (Y/N) Y Flag the specified transaction as paid. N Correct an entry. The following fields are updated by the system and cannot be modified. transaction code MC The Transaction Code assigned by the system for internal use.

74 g/l company The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If you are signed on to a consolidation company, the cursor moves to this field and you need to enter the appropriate company number. amount due invoice bal check bal The amount due on the entered transaction. The new balance (amount due less amount paid) of the transaction. The new check balance (check amount less the total of the amount paid column). Error Messages The check file has been created. If checks have been printed CORRECTLY, update the check register BEFORE running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed OR are to be reprinted to include this pay option, you MUST run AP/CRC again BEFORE printing checks. Do You Still Want To Run a Pay Option? (Y/N) Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running the program. Co Not Part of Consolidation Co The company number you entered is not assigned to the consolidation company you are signed on to. Enter a valid company number. Invoice Not on File or Wrong Transaction Code The transaction specified is not in the AP Master file. Press skip and reenter the transaction number and code. Invoice on Hold - SKIP The pay status of the transaction specified is H (hold) and the transaction cannot be flagged as paid until the status code is changed through Change Pay Status (AP/MAR/CHS). Press skip and enter another transaction or exit.

75 Invoice Already Selected For Payment - SKIP The transaction specified has already been selected for payment. Press skip and the cursor moves to the Invoice No. field. You can enter another transaction number or press CMD to exit without flagging the entered transactions. Max of 425 Invoices - This is The Last One A maximum of 30 transactions can be entered on a manual check and you have entered 29. You can enter one more transaction on this check OR you can press CMD to exit without flagging the transactions entered. Duplicate Check Number The check number entered has been used previously. Press return and enter a new check number. Cannot Have a Negative Discount Amt - SKIP The discount entered is less than zero. The discount amount must be greater than or equal to zero. Press skip and reenter the discount amount.

76 ON ACCOUNT (AP/CHK/PS/OA) The On Account payment selection program is used to select transactions for payment based on a specified dollar amount paid to a particular vendor. Transactions are selected by entering a vendor code and dollar amount. As many transactions as possible are selected based on the transactions numbers [the entry made in the Invoice No. field in Invoice Entry (AP/IE)]. Transactions are selected in numerical order. A record is written to the Cash Requirements File for each selected transaction. Checks are printed based on the bank account number entered when the payment selection program is run. CONSOLIDATION COMPANY The general ledger company number from which transactions will be selected must be entered in the G/L Company field. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN

77 Field vendor Description Enter the number of the vendor whose transaction you want to select for payment. This entry must be a valid vendor number defined in Vendor Maintenance (AP/MAR/VM). If you are unsure of the vendor number, press CMD+L and select one from the list of vendors. To exit the program, leave this field blank and press skip or return. amount Enter the amount ( ). bank account no. This entry must be a valid general ledger number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip. Correct? (Y/N) Y Run the program as specified. N Correct one or all of your entries. The cursor moves back to the Vendor field, at which point you can begin changing your entries or exit the program entirely. The following fields are updated by the system and cannot be modified. transaction code g/l company OA The transaction code assigned by the system for internal use. The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If signed onto a consolidation company, the cursor moves to this field and you need to enter the appropriate company number. vendor no. invoice no. The vendor number displays as transactions are selected for payment. The transaction number is displayed as it is selected for payment.

78 Error Messages The check file has been created. If checks have been printed CORRECTLY, update the check register BEFORE running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed OR are to be reprinted to include this pay option, you MUST run AP/CRC again BEFORE printing checks. Do You Still Want To Run a Pay Option? (Y/N) Co Not Part of Consolidation Co Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running this payment selection program. The Company number you entered is not assigned to the consolidation company you are signed on to. Enter a valid company number. No Invoices Available There are no transactions in the AP Master File (AP/ATB) that match the specifications or the transactions have a pay status of H (hold) and are not available to be selected. Press return and the cursor moves to the Vendor field. You can begin again or press skip to exit. Balance Not Used: SKIP The amount entered was greater than the total dollar amount of the transactions available to be selected for payment. The balance not used is displayed. An entry is made in the Check File only for the dollar amount used. Press skip when you have finished viewing this message. Do You Want to Apply This Balance to the Next Invoice? (Y/N) The next transaction to be selected cannot be paid in full. To apply the balance available as a partial payment, enter Y and press return. To not use this amount as a partial payment, enter N and press return. An entry is made in the Check File only for the dollar amount used.

79 PARTIAL PAYMENTS (AP/CHK/PS/PAP) The Partial Payments payment selection program is used to select transactions for partial payment. Transactions are selected individually and the amount paid is entered. The balance due on the transaction remains in the Accounts Payable Master File until paid in full. A record is written to the Cash Requirements File for each partial payment amount. Checks are printed based on the bank account number entered when the payment selection program is run. CONSOLIDATION COMPANY The general ledger company number from which transactions will be selected must be entered in the G/L Company field. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN

80 Field: vendor no Description: Enter the number of vendor whose transaction you want to select for partial payment. This entry must be a valid vendor number defined in Vendor Maintenance (AP/MAR/VM). If you are unsure of the vendor number, press CMD+L and select one from the list of vendors. To exit the program, leave this field blank and press skip or return. invoice no Enter the invoice number of the transaction. To reenter the vendor number, leave this field blank and press return. amount Enter the amount ( ). bank account no Correct? (Y/N) This entry must be a valid general ledger number. To use the number defined in the posting Accounts Master File (PAE), leave this field blank and press skip. Y Run the program for the specified vendor. N Correct one or all of your entries. The cursor moves back to the Vendor No field, at which point you can begin changing your entries or exit the program entirely. The following fields are updated by the system and cannot be modified. transaction code g/l company PP The transaction code assigned by the system for internal use. The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If signed onto a consolidation company, the cursor moves to this field and you need to enter the appropriate company number.

81 Error Messages The check file has been created. If checks have been printed CORRECTLY, update the check register BEFORE running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed OR are to be reprinted to include this pay option, you MUST run AP/CRC again BEFORE printing checks. Do You Still Want To Run a Pay Option? (Y/N) Co Not Part of Consolidation Co Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running this payment selection program. The company number you entered is not assigned to the consolidation company you are signed on to. Enter a valid company number. Invoice Not on File The transaction specified is not in the AP Master file. Press return and the cursor moves to he Vendor field. You can begin again or press return to exit. No Invoices Available The transaction specified is not on file. Press return and the cursor moves to the Vendor field. You can begin again or exit. Invoice on Hold The transaction specified has a pay status of H (hold) and can not be selected for payment until the pay status is changed to P. Press return and the cursor moves to the Invoice field. You can exit or begin again with another transaction number. Invoice Already Selected For Payment - SKIP The transaction specified has been selected for payment and can not be selected again. Press skip and the cursor moves to the Vendor field. You can begin again or exit. Payment Amount Greater Than Invoice Amount The Payment amount entered is more than the balance due on transaction entered. Press return and reenter the amount or exit.

82 INVOICES BY VENDOR PRIORITY (AP/CHK/PS/PRI) The Invoices By Vendor Priority payment selection program is used to select transactions for payment based on the priority codes assigned to vendors and the transaction due dates. Before using this payment selection program, it is suggested that the Aged Trial Balance (AP/ATB) be run using the priority sequence option. Transactions are selected by entering a vendor priority code and one or a range of due dates. After the dates have been selected, the cursor moves back to the Vendor Priority field for additional selections to be made. A record is written to the Cash Requirements File for each transaction selected. Checks are printed based on the bank account number entered when the payment selection program is run. CONSOLIDATION COMPANY The general ledger company number from which transactions will be selected must be entered in the g/l company field. All subsequent processing of transactions selected while signed on to a consolidation company should be done while signed on to the consolidation company. ENTRY/INQUIRY SCREEN Field: vendor priority Description: Enter the priority code assigned to the vendors whose transactions you want to select for payment.

83 from date to date The transactions to be selected for payment must have one of the due dates specified in the range. Enter the range of due dates in MMDDYY or MMDDYYYY format. To select all due dates, leave this field blank and press skip. To specify one due date, enter the same date in both fields. bank account no. This entry must be a valid general ledger number. To use the number defined in the posting Accounts Master File (PAE), leave this field blank and press skip. Correct? (Y/N) Y Run the program for the specified priority code and due dates. N Correct one or all of your entries. The cursor moves back to the Vendor No field, at which point you can begin changing your entries or exit the program entirely. The following fields are updated by the system and cannot be modified. g/l company The number of the company you are signed on to displays, unless you are signed on to a consolidation company. If you are signed onto a consolidation company, the cursor moves to this field and you need to enter the appropriate company number. vendor no. invoice no. The vendor numbers display as the transactions are selected for payment. The number of each transaction is displayed as it is selected for payment. Error Messages The check file has been created. If checks have been printed CORRECTLY, update the check register BEFORE running this program or the AP/CRC (Did you finalize the check register from the previous check run?) If checks have not been printed OR are to be reprinted to include this pay option, you MUST run AP/CRC again BEFORE printing checks. Do You Still Want To Run a Pay Option? (Y/N) Cash Requirements (AP/CHK/CRC) has been run and checks may or may not have been printed. If checks have been printed correctly, print and update the Check Register before running this payment selection program. If checks were printed incorrectly or are to be reprinted to include this payment selection, you must run the Cash Requirements program again before printing checks. Y Run this payment selection program. N Exit without running this payment selection program.

84 No Invoices Available There are no transactions in the AP Master File (AP/ATB) that match the specifications entered or the transactions have a pay status of H (hold) and are not available to be selected. Press return and the cursor moves to the Vendor Priority field. You can begin again or press skip to exit.

85 CASH REQUIREMENTS (AP/CHK/CRC) This program prints a listing of all transactions selected through the Payment Selection programs (AP/CHK/PS) and creates the Check File from which checks are printed (using AP/CHK/CP). The Cash Requirements program is available when signed on to a consolidation company. All transactions selected for payment when signed on to the companies assigned to the consolidation company are included in the consolidation company s Cash Requirements Journal. All further check processing must be done while signed on to the consolidation company. The Cash Requirements Journal serves as the final proof before printing checks. It can be printed as many times as needed and must be printed if any adjustments (Additional transactions selected, transactions deselected) are made. Voucher, check, and vendor totals print on the Cash Requirements Journal. The total number of checks and the total dollar amount required of each General Ledger bank account number prints. If you are using foreign currency, the foreign currency amount prints with the total domestic amount. The exchange difference is printed in domestic dollars only. The company totals printed at the end of the journal include total cash required, discounts earned, discounts lost and manual checks. Discount eligibility is determined by the past due date entered when the Cash Requirements program is run. If necessary, the Cash Requirements Journal can be reprinted before printing checks in order to change the discount eligibility. Transactions selected for payments through Manual Checks Payments Selection (AP/CHK/PS/MAC) appear on the Cash Requirements Journal and the total dollar amount of manual checks prints for each company. Checks are not printed for these transactions when checks are printed. If transactions selected for payment result in a negative check amount, a warning is printed on the Cash Requirements Journal. The transactions must be deselected and the Cash Requirements program run again before printing the checks. Do not print checks until the Cash Requirements Journal is correct. Note: Always run the Cash Requirements program if transactions are deselected or additional transactions are selected. CONSOLIDATION COMPANY Check File is sorted by vendor to allow for multiple company check printing. Warning message prints if a vendor is not in the consolidation company s Vendor Master file. Run Consolidate Co. Vendor Check (AP/CHK/CV) before printing checks.

86 ENTRY/INQUIRY SCREEN Field: Continue (Y/N) Description: Y Print a Cash Requirements Journal containing all the transactions selected through the Payment Selection programs (AP/CHK/PS), and create the Check file. N Exit the program. Past Due Date Enter the past due date, used to determine eligibility of discounts. The sign on date automatically is displayed. You may accept this date as the past due date by pressing return or enter another date in MMDDYY or MMDDYYYY format.

87 Error Messages ***WARNING*** Check for Vendor Has Negative Amount ***WARNING*** One or More Vendor Not on File for Consolidation Company Transactions selected for payment resulted in a negative check amount. Correct through Payment Deselection (PDS) and run the CRC again. You are signed on to a consolidation company and at least one vendor selected for payment is not on file in the consolidation company s Vendor Master file. Enter the vendors in the consolidation company s Vendor Master file and run the CRC again. ***WARNING*** Have Foreign Currency Vendors With Zero Foreign Amts ***WARNING*** Vendors With Different Currency One of the vendors is flagged in the Vendor Master Records as a foreign currency vendor, and the foreign currency amount is zero. You must deselect and delete the invoices. Then, reenter and reselect the corrected invoices. Vendors using the same bank account are flagged in the Vendor Master Record to use different currency codes. You must de-select the invoices and process them separately. No Cash Requirements File for Company No payment selections were made.

88 SAMPLE REPORT

89 CONSOLIDATE CO. VENDOR CHECK (AP/CHK/CV) The purpose of the Consolidate Company Vendor Check is to check for discrepancies in the vendor names and addresses. The name and address of each vendor in the consolidation company s Vendor Master file (AP/MAR/VM, PO/VM) is compared to the name and address of the same vendor in the Vendor Master file of each of the companies assigned to the consolidation company. Discrepancies are reported on a printed list. When signed onto a consolidation company, Check Print (AP/CHK/CKP) uses the vendor names and addresses defined in the consolidation company s Vendor Master file. Make necessary corrections and reprint the Cash Requirements Journal (AP/CHK/CRC) before printing checks. The Consolidate Company Vendor Check program can be run only when signed on to a consolidation company. If a discrepancy is found, a report prints listing the vendor code, name and address defined in the consolidation company Vendor Master file and the vendor code, name and address for each company assigned to the consolidation company (if different from the consolidation company). CONSOLIDATION COMPANY Available ONLY when signed on to a consolidation company. ENTRY/INQUIRY SCREEN Field Continue? (Y/N) Enter Company Description Y Print a list of the discrepancies found between the vendor name and address in the Vendor Master Record of the consolidation company and each of the companies assigned to the consolidation company. Enter the consolidation company number.

90 Number Error Messages Not Signed On To A Consolidate Company. or, Enter Company Number You are not signed on to a consolidation company. You must be signed on to a consolidation company in order to run this program. Enter a valid consolidation company number and press Return.

91 CHECK PRINT (AP/CHK/CKP) The Check Print program prints checks based on the Check file that was created when Cash Requirements (AP/CHK/CRC) was run. The printed checks are drawn against the general ledger bank account number specified in this program. Checks must be printed while signed on to the same company that you were signed on to when the Cash Requirements Journal was printed. Do not print the checks until the Cash Requirements Journal is correct. Checks can be reprinted (all or a range of the checks) until the Check Register (AP/CHK/CKR) is updated. The Check Print program is available when you are signed on to a consolidation company. If Cash Requirements (AP/CHK/CRC) was run when you signed on to a consolidation company, you must print the checks while signed on to the consolidation company. Before printing checks for a consolidation company, run Consolidate Company Vendor Check (AP/CHK/CV) first. One check per vendor is printed for all transactions, for all companies assigned to the consolidation company. Transaction detail is listed by company. The vendor address defined in the Master file of the consolidation company is the address printed on the check. Invoice detail information of 15 lines or less is always printed on the voucher section of each check. Invoice information of 16 lines or more can be printed separately on plain paper or on the voucher section of as many additional checks as needed, with the check total printed on the last check for the vendor. If you have a custom Check Print program that does not print 15 lines of invoice information per check, you must enter the number of lines per check in the Accounts Payable Specifications screen of System File Maintenance (SYS/APS). The Check Print checks the Notes/Messages file (MSGS/MAI) for messages with a Note Type of CHECK. If a CHECK message/note exists for a vendor or a group of vendors, the message/note prints at the top of the check (not on the remittance). The message prints exactly as it was entered, beginning in the top left portion of the check. If this is where your logo appears, adjust the message appropriately by entering spaces before the message/note.

92 CONSOLIDATION COMPANY Run Consolidate Company Vendor Check (AP/CHK/CV) before printing checks. Checks must be printed while signed on to the consolidation company if Cash Requirements (AP/CHK/CRC) was run while signed on to the consolidation company. Vendor addresses printed on checks are the addresses defined in the consolidation company s Vendor Master file (AP/MAR/VM, PO/VM). Detail is listed for each company assigned to the consolidation company. ENTRY/INQUIRY SCREEN Field G/L Bank No Description Enter the general ledger bank account number against which the checks will be drawn. This entry must be a valid general ledger number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip or return. Check Date Enter the check date using the valid MMDDYY or MMDDYYYY format. To reenter the GL bank account number, leave this field blank and press skip or return. Test Pattern? (Y/N) Y Print a test pattern before printing the checks. N Print the checks without printing a test pattern first. Beginning Check No Print Check Number on Check? (Y/N) Enter the check number with which to begin printing. Y Print the check number on the checks. N Exclude the check number from the checks.

93 Restart? (Y/N) This field is used to tell the system if you are reprinting the checks (usually because of a printer jam). Y Indicate that you are reprinting all or a range of the checks. N This is your first time printing these checks. From Vendor To Vendor This field is displayed only if you are reprinting the checks (Y entered in the Restart field). Enter the vendor number with which to begin reprinting the checks. This entry must be a valid vendor number from Vendor Maintenance (AP/MAR/VM). This field is displayed only if you are reprinting the checks (Y entered in the Restart field). Enter the vendor number with which to end reprinting the checks. This entry must be a valid vendor code from Vendor Maintenance (AP/MAR/VM). To reprint the checks for one vendor only, enter the same vendor number that was entered in the From Vendor field. Separate Overflow Detail? (Y/N) When printing checks, only 15 lines of detailed invoice information can be printed on the attached voucher. If you are printing a check for more than 15 invoices or a check that contains more than 15 lines of detailed invoice information, you have the option of printing the overflow of information on a separate page, once all the checks have finished printing. Y Print the detailed invoice information of 16 lines or more on plain paper, once the checks have finished printing. N Print the 16 lines or more of information on the voucher of as many additional check as needed, with the check total on the last check. The checks used for printing the overflow of detailed information are voided, only the last check is printed appropriately for the vendor. All Correct? (Y/N) Y Print the checks as specified. N Do not print the checks. If N is entered in this field, the cursor moves through each field again, allowing you to change any or all of your entries. As each check is printed, the check number is displayed. Print Vouchers Using Other Printer Assignment READY? (Y/N) Y Uses the printer assigned as other to print the vouchers. N Uses the same printer for checks and voucher overflow, giving you time to change the paper in the printer.

94 Error Messages Insert Plain Paper, Press Return to Continue You requested overflow detail to be printed on plain paper and at least one check does have overflow. Insert plain paper into the printer and press return. A new page is started for each vendor. SAMPLE CHECK

95 CHECK REGISTER (AP/CHK/CKR) The Check Register program is used to print the list of checks processed since the last time the Check Register was updated. It is used to proof the processed checks for accuracy and to update/clear certain Accounts Payable Files. The Check Register program is available when signed on to a consolidation company. A Check Register for each company assigned to the consolidation company is printed. If the Check Register is updated, each company s files are updated and cleared without operator intervention. The checks listed on the Check Register are those checks printed through Check Print (AP/CHK/CKP) and manual checks recorded through Manual Check (AP/CHK/PS/MAC) AND updated through Cash Requirements (AP/CHK/CRC). The Check Register, as well as the listed checks can be reprinted until the Check Register is updated. To avoid confusion, it is recommended that the Check Register be updated once it is determined that the checks were printed correctly. Updating the Check Register updates the General Ledger Interface Listing (GLP/14, GL/IL), the Vendor Master file (AP/MAR/VM), and the Bank Reconciliation File (AP/MAR/BR). Entries posted to the General Ledger Interface Listing always use the check date, whether entries are consolidated or not. As part of the audit trail, each final Check Register is assigned a number. This register number is updated to the Interface Listing as part of each entry. If Accounts Payable Specifications (SYS/APS) is flagged to do so, the Monthly Register (AP/MR) and the Paid Invoice File (AP/PIN) are also updated. If fixed expenses were paid, the Fixed Expense Maintenance File (AP/FEX/FEM) is updated. Updating the Check Register also clears the Cash Requirements File (AP/CHK/CRC) and the Check Register File (AP/CHK/CKR) AND deletes the paid transactions from the Accounts Payable Master file (using AP/ATB). Accounts Payable activity is updated to the General Ledger through the Interface Listing. See the General Ledger section of the manual for detailed information. If some or all of your transactions involve foreign currency, the domestic amounts are recalculated based on the current exchange rates in the System Code Master file (using SYCD). Foreign totals are updated to the Bank Reconciliation File (AP/MAR/BR) and to the Monthly Register File (AP/MR). The current exchange rates in the System Code Master file (using SYCD) are used to calculate the domestic totals. If an invoice is partially paid, the original domestic invoice total amount is subtracted from the vendor s AP balance and the domestic amount of the invoice balance is recalculated and added to the vendor s AP balance. Foreign currency invoices with zero foreign amounts are treated as if they were not selected for payment. CONSOLIDATION COMPANY A register prints for each company assigned to the consolidation company. If you select the update option, each company s files are updated separately, except for the Bank Reconciliation File and the Monthly Register (if System Maintenance is flagged to do so).

96 ENTRY/INQUIRY SCREEN Field Continue? (Y/N) Description Y Print a list of the checks processed since the last time the Check Register was updated. N Exit the program. Clear Register, Update Payables, and Interface to GL? (Y/N) Y Update the current Check Register after printing the list. N Print the Check Register without updating the current register.

97 Error Messages This Posting Account Not Found for Company The discount posting account is not on file for the company displayed. The register cannot be updated until the posting account has been entered. Enter the discount posting account through PAE. You will have to print the Check Register again in order to update it. A/P Posting Account Not Found for Company The accounts payable posting account is not on file for the company displayed. The register cannot be updated until the posting account has been entered. Enter the AP posting account through PAE You will have to print the Check Register again in order to update it. Duplicate Check Number on Bank Reconciliation The check number has been used previously and is already in the Bank Reconciliation file. Press return to acknowledge the message. All files have been updated for this check, except for the Bank Reconciliation File (AP/MAR/BR). Duplicate Check Number on Month End Check File The check number has been used previously and is already on the Monthly Register File (AP/MR). Press return to acknowledge the message. All files have been updated for this check, except for the Monthly Register File (AP/MR). SAMPLE CHECK REGISTER

98 PAYMENT DESELECTION (AP/CHK/PDS) The Payment Deselection Program allows individual transactions selected for payment through any of the Payment Selection programs (AP/CHK/PS) to be deselected so that they will not be paid. If transactions are deselected after running Cash Requirements (AP/CHK/CRC), you must run CRC again before printing (or reprinting). Transactions can be deselected any time before updating the Check Register (AP/CHK/CKR). If transactions to be deselected were selected for payment while signed onto a consolidation company, the Payment Deselection program must be run while signed on to the consolidation company. Transactions are deselected by entering the vendor number and the transaction number and code entered in the Invoice No. and Tran Code fields when the transaction was entered in Invoice Entry (AP/IE). If the transaction is found as having been selected for payment, the due date, bank account number and pay amount information display. This transaction can then be deselected. If the transaction is not found as having been selected for payment, no information displays and the cursor moves back to the Vendor field. CONSOLIDATION COMPANY If transactions were selected when signed on to a consolidation company, you must be signed on to the consolidation company when deselecting the transactions. ENTRY/INQUIRY SCREEN Field Vendor Invoice No. Description Enter the vendor number on the invoice that you want to deselect for payment. This entry must be a valid vendor number from Vendor Maintenance (AP/MAR/VM). Enter the transaction number entered in the Invoice No. field of Invoice Entry (AP/IE).

99 Transaction Code DI Invoice CM Credit memo FX Fixed expense MC Manual Check Delete This Record? (Y/N) Y Deselect the displayed transaction for payment. N Do not deselect the displayed transaction. The transaction will remain selected for payment. The following fields are updated by the system and cannot be modified. Due Date G/L Company No. Bank Account Pay Amount The due date of the displayed transaction. If signed on to a consolidation company, the general ledger company of the entered transaction is displayed. The bank account number out of which the transaction was to be paid. The amount selected to be paid. Error Messages The check file has been created. If checks have been printed correctly, update the check before running this program or the AP/CRC. (Did you finalize the check register from the previous check run?) If checks have not been printed or are to be reprinted to not include the transactions being deselected you must run the AP/CRC again before printing checks. Do You Still Want to Deselect Transactions? (Y/N) Transactions have been selected for payment and the Check File has been created by running Cash Requirements (AP/CHK/CRC). Checks may or may not have been printed. If the checks were printed correctly, do not run this program enter N and press return to exit. Print and update the Check Register (AP/CHK/CKR). If the checks have not been printed or were not printed correctly, and you want to deselect some transactions, enter Y and press return. You must run the CRC again before you print checks so that the transactions you deselect are not included.

100 PAYMENT DESELECTION ALL (AP/CHK/PDA) This program allows all transactions selected for payment through the Payment Selection programs (AP/CHK/PS) to be deselected, so that they will not be paid. If transactions are deselected after running Cash Requirements (AP/CHK/CRC) and transactions are then selected through the Payment Selection programs, you must run the CRC again before printing (or reprinting) checks. Transactions can be deselected any time before updating the Check Register (AP/CHK/CKR). If you are deselecting transactions that were selected for payment while signed on to a consolidation company, the Payment Deselection All program must be run while signed on to the consolidation company. CONSOLIDATION COMPANY If this program is run while signed on to a consolidation company, only those transactions selected for payment while signed onto the consolidation company will be deselected. ENTRY/INQUIRY SCREEN Field Continue? (Y/N) Description Y Deselect all transactions that were selected for payment through the Payment Selection program. N Exit the program.

101 Error Messages The check file has been created. If checks have been printed correctly, update the check before running this program or the AP/CRC. (Did you finalize the check register from the previous check run?) Do You Still Want to Deselect Transactions? (Y/N) Transactions have been selected for payment and the Check File has been created by running Cash Requirements (AP/CHK/CRC). Checks may or may not have been printed. If the checks were printed correctly, do not run this program exit by entering N and press return. Print and update the Check Register (AP/CHK/CKR). If the checks have not been printed or were not printed correctly, and you want to clear the Check File and begin again. Enter Y and press return.

102 VENDOR INQUIRY (AP/VI) The Vendor Inquiry program displays the open transactions entered through Invoice Entry (AP/IE) and if System Maintenance (SYS/APS) is flagged to save paid invoices, transactions paid through the Check Processing programs (AP/CHK) and the Manual Checks - No Invoice programs (AP/MCN) are also displayed. All transactions for a specific vendor or transactions beginning with a specific invoice number can be displayed. You may print the transactions by pressing the F8 function key. If the print option is selected, two listings print. One listing prints open transactions in the same format as the Aged Trial Balance (AP/ATB), and the other lists the paid transactions. The information displayed for each open transaction includes the company number, the invoice number, the purchase order number, the due date, the invoice amount, the discount amount, and the discount due date. The information displayed for each paid transaction includes the company number, the invoice number, the purchase order number, the due date, the invoice amount, the discount amount (if taken), and the check date and number. If the Display G/L Distribution in Vend Inquiry field of System Maintenance (SYS/APS) is flagged with a Y, the General Ledger distribution numbers also display. The total dollar amount of the open transactions displays in the Open Balance field. Invoices paid through the Manual Checks - No Invoice programs are designated by MCN preceding the invoice number. If the check on which an invoice was paid was voided, VOIDED is displayed in the purchase order column. CONSOLIDATION COMPANY The Vendor Inquiry program is available when signed on to a consolidation company. Transactions for the specified vendor for all companies assigned to the consolidation company display. The company number of each transaction is displayed. An Open Balance amount can not be calculated and displays as

103 ENTRY/INQUIRY SCREEN Field Vendor Description Enter the name or number of the vendor whose transactions you want to display. If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors. To exit the program, leave this field blank and press skip or CMD. Error Messages Invalid Entry or Function...SKIP An invalid vendor was entered or the wrong function key was pressed. Press skip and begin again. End of file...skip While scrolling through the Vendor File, the end of the file was reached. Press skip and begin again. Select Use the following function keys to display, sort, and print the transaction information in a way that will benefit you most. F1 If there are more transactions than can be displayed on one screen and you have already used F3 to display the next screen, F1 re-displays the list of transactions on the first screen. F3 Displays the transactions listed on screen two. This option can only be used if there are more transactions for this vendor than can be displayed on the first screen. If all the transactions are displayed on one screen, pressing F3 will not do anything. F5 Displays the transactions beginning with a specific invoice number or in invoice number sequence. Enter Invoice Number is displayed. At this prompt you can enter the invoice number with which to begin displaying the list of transactions or press return to

104 display the transactions in invoice number sequence. F6 Displays notes/messages for the vendor or invoice. Once F6 is pressed, Vendor Or Invoice Notes (V/I) is displayed. The A/P Notes/Messages screen is accessed according to the selection made (V vendor notes, I Invoice notes). For detailed field information on this screen, see the Messages manual in Volume 5. F8 Prints the displayed transactions. This option is useful for printing the transactions of one vendor for a consolidation company. Unlike the Aged Trial Balance (AP/ATB), this program prints the open or paid (depending on what is selected) transactions for each company within the consolidation company. F9 There are three modes available when displaying transactions. You can display only open, only paid, or both types of transactions. The F9 key allows you to toggle between these three modes. The current mode is displayed on the top of the screen, next to the company number. F10 Depending on how the flag is set in Accounts Payable Specifications (SYS/APS), the general ledger distribution information may or may not initially display for each transaction. Regardless of the setting in the System Master File, F10 allows you to display and hide the GL distribution information in this program. F11 Used to calculate the 30, 60, and 90 day totals using the Age As Of Date. The Age As Of Date that displays is 60 days from the sign on date. This date may be accepted or changed. F12 Displays the prompt Enter Line Number-. When you enter a line number, any GRNs matched against an invoice during the Invoice Entry will be displayed. GRNs will continue to be displayed until they are deleted from the system. The field Stock Integration in SYS/GLS must be set to Y or this function key option will not be displayed. Error Messages End of File All transactions have been displayed. Choose one of the options available in the SELECT field. The following fields are updated by the system and cannot be modified. Open Balance Co Invoice, PO NO., Due Date, Inv/CK Amt, Disc Amt, Disc/CK, Check No. The total sum of all open transactions is displayed. If you are signed on to a consolidation company, is displayed. Information is displayed for each transaction. The invoice amount displays in the Inv/Ck Amt column for open transactions; the check amount displays for paid transactions. The discount due date displays in the Disc/Ck column for open transactions; the check date displays for paid transactions.

105 MAINTENANCE & RECONCILIATION (AP/MAR) The Maintenance and Reconciliation programs are used to add, modify, delete, and print and Accounts Payable information. Change Pay Status (AP/MAR/CHS) and Discount Maintenance (AP/MAR/DM) are not available when signed on to a consolidation company; all other Maintenance and Reconciliation programs are available when signed onto a consolidation company. Vendor records are created modified, and deleted through Vendor Maintenance (AP/MAR/VM). Changes to the Pay Status Code of an open transaction can be processed through Change Pay Status (AP/MAR/CHS). Discount information of an open invoice or credit memo transaction can be modified in Discount Maintenance (AP/MAR/DM). Changes made in either of these programs affect the Accounts Payable Master file (using AP/ATB). The vendor dollar amounts can be displayed and modified through Vendor History Maintenance (AP/MAR/VH). Use Void Checks (AP/MAR/VC) is used to record a voided check. An entry in the Void Checks program updates to the General Ledger Interface Listing (GLP/14, GL/IL). Bank Reconciliation (AP/MAR/BR) and the Check Reconciliation Listing (AP/MAR/CRL) are useful when reconciling the statement received from the bank. Run Delete Bank Reconciliation (AP/MAR/DBR) only if the Bank Reconciliation and Check Reconciliation Listing programs are not being used. Vendor information can be listed through Vendor Listing (AP/MAR/VL) and through Vendor History Report (AP/MAR/VR). Labels with vendor information can be printed through Print Vendor Labels (AP/MAR/PVL). CONSOLIDATION COMPANY All Maintenance & Reconciliation programs are available when signed on to a consolidation company, except for these programs: Change Pay Status (AP/MAR/CHS) Discount Maintenance (AP/MAR/DM)

106 BANK RECONCILIATION (AP/MAR/BR) The Bank Reconciliation program allows access to stored information regarding checks processed through the Check Processing programs (AP/CHK) and the Manual Checks - No Invoice programs (AP/MCN). This program also allows you to record daily deposit information. Checks voided through Void Check (AP/MAR/VC) are flagged as voided in the Bank Reconciliation file. This information can be printed in various listings through Check Reconciliation Listing (AP/MAR/CRL), to assist you in reconciling the bank account upon receipt of the bank statement. The Bank Reconciliation program is available when signed on to a consolidation company. Only checks processed while signed on to the consolidation company are available to be flagged as returned. The options available in the Bank Reconciliation program include flagging a check as returned, recording a deposit, and flagging a deposit as returned. CONSOLIDATION COMPANY Only checks processed when signed on to the consolidation company are available to be flagged as returned. ENTRY/INQUIRY SCREEN Field Bank Account No. Description This entry must be a valid general ledger number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip or return. To exit the program, leave this field blank and press CMD.

107 Check/Deposit No. Returned (Y/N) Enter the check or deposit number. The date of the deposit can be used as the deposit number (for example, for a deposit made on June 30, This field is displayed only if the number entered in the Check/Deposit No field is on file. Y Flag the displayed check/deposit as returned. N Do not flag the displayed check/deposit as returned. New Record - Is This A Deposit? (Y/N) This field is displayed only if the number entered in the Check/Deposit No field is not on file. Y Record the displayed information. N reenter the check/deposit number. Date An entry is allowed in this field only if a deposit is being recorded. Enter the date of the deposit in the MMDDYY or MMDDYYYY format. Amount An entry is allowed in this field only if a deposit is being recorded. Enter the amount of the deposit ( ). Correct (Y/N) This field is displayed if a deposit is being recorded. Y Record the displayed deposit information. N Do not record the displayed information. Once Y or N is entered, the cursor moves back to the Check/Deposit No field, at which point you can record a new deposit, flag a check/deposit as returned, or press CMD twice to exit the program. The following fields are updated by the system and cannot be modified. Payee Date If a check number is entered, the vendor name is displayed. If a deposit number is entered, DEPOSIT is displayed. If a check or deposit number on file is entered, the date is displayed. Entry is allowed only if a deposit is being recorded. Amount If a check or deposit number on file is entered, the dollar amount is displayed. Entry is allowed only if a deposit is being recorded.

108 A/P CASHFLOW REQUIREMENT REPORT (AP/MAR/CFR) The A/P Cashflow Requirement Report program provides a report to assist you in determining the cashflow required to cover your invoice totals. The report lists your expected AP balances for the next 21+ weeks. You may select to run the report for all accounts or for a specific vendor only. The A/P Cashflow Requirement Report can be printed in detail, with vendor totals only, or with grand totals only. If the detail option is selected, the report prints both the vendor and grand totals for the next 21+ weeks. Also included on a detailed Cashflow Requirement Report is the invoice number, invoice date, due date, AP amount, and the P.O. number and amount (if selected). ENTRY/INQUIRY SCREEN Field Age as of Print Detail, Vendor Totals, Grand Totals (D/V/G)? Description The sign on date is displayed. Press return to accept this date or enter another date in MMDDYY or MMDDYYYY format. D Print the report in detail. V Print vendor totals only G Print the grand totals only. If the detail option is selected, the report prints both the vendor and grand totals for the next 21+ weeks. Also included on a detailed Cashflow Requirement Report is the invoice number, invoice date, due date, AP amount, and the PO number and amount (if selected).

109 Print Credit Balance Accounts? Print Zero Balance Accounts? Include Open POs? Sort by: (N)umber or (A)lpha? Y Include on the report those invoices on which you have a credit (they owe you money). N Exclude from the report those invoices on which you have a credit balance. Y Include on the report those invoices on which you have a zero balance (you do not owe them and they do not owe you). N Exclude from the report those invoices on which you have a zero balance. Y Include open purchase orders on the report. N Exclude open purchase orders from the report. Select the sequence in which to list the vendors on the report. N Print the vendors in vendor number sequence. A Print the vendors in alphabetical order. Print All Accounts? From Thru Y Include all vendors on the report. N Specify one or a range of vendors to include on the report. These fields are displayed only if you select not to include all accounts on the report (you entered N in the previous field). Enter the range of vendor codes to include on the report. To print the report for one vendor only, enter the same code in both fields. Include Available Discounts? When calculating the AP totals, do you want to include discounts that you can receive. Y Subtract available discounts from the totals. The due date printed will be the discount date on the invoice, if applicable. N Do not subtract available discounts from the totals. The invoice due date will be printed. First Week Ending (Date) The sign on date is displayed. Press return to accept this date or enter another date in MMDDYY format. The date entered in this field indicates the week with which to begin printing the 21+ weeks. Skip a page between Vendors (Y/N)? Y Print each vendor on a separate page. N Print the vendors in one continuous list.

110 Print Week Total If Zero (Y/N)? Print Vendor Phone No. (Y/N)? OK to continue? (Y/N) Y Include a week on the report that has a zero total. N Exclude all weeks that have zero totals from the report. Y Include the phone number of each vendor on the report. N Exclude each vendor s phone number from the report. Y Print the report as specified. N Exit the program without printing the report. SAMPLE REPORT

111 FULL SCREEN BANK RECONCILIATION (AP/MAR/FBR) The Full Screen Bank Reconciliation program provides a quick and easy way to flag multiple checks and deposits as received. Once the bank account number is entered, all checks/deposits that have not previously been marked as received display in check number sequence. Using the function keys, the desired checks/deposits are selected and marked as received. Once a check/deposit is marked as received and updated, it is no longer available in this program. It does however, remain in the Bank Reconciliation File as a received check/deposit. Note: If a check or deposit is flagged as being returned in error in FBR, it may be corrected in the AP/MAR/BR. CONSOLIDATION COMPANY Only those checks that were processed while signed on to the consolidation company are available to be marked as received. ENTRY/INQUIRY SCREEN Field Bank G/L Number Description Enter the bank account number you want to work with. To display the account number defined in the Posting Accounts Master file (using PAE), leave this field blank and press skip or return. Once the number is displayed, press return to accept it. To exit the program, press CMD+Q.

112 When a valid account number is accepted, the checks and deposits display in check number sequence. Use the function keys to locate the desired check/deposit and mark or un-mark it as received. F1 Returns you to the top of the list if you have scrolled down or accessed another page. F2 Displays the list in check number sequence, beginning with the check number you specify. F3 Displays the next screen of check and deposit information. F5 Marks or un-marks a range of checks/deposits as received. Once F5 is pressed you must enter the range of check numbers in the Update From and Thru fields. To mark/un-mark one check number, enter the same number in both fields. The Mode field is used to indicate whether the selected checks/deposits are to be marked or un-marked as received. M Mark selected checks as received. U Un-mark the selected checks that are currently marked as received (the checks are not received). X To the left of a check number indicates that it is marked as received. F8 Updates all checks/deposits that are marked as received (an X displayed to the left of the check number). Once F8 is pressed, Update All Work? appears at the bottom of the screen. Y Update the marked checks/deposits and return to the PROPHET 21 FASPAC menu. N Remain in the Full Screen Bank Reconciliation program without updating the marked checks/deposits. Note: Once the Update option is selected, all checks/deposits marked as received are no longer available in this program. However, it does remain in the Bank Reconciliation File as a received check/deposit.

113 DELETE BANK RECONCILIATION FILE (AP/MAR/DBR) The Delete Bank Reconciliation File program is used to delete entries in the Bank Reconciliation File (AP/MAR/BR). The Bank Reconciliation File stores information regarding checks processed through Check Processing (AP/CHK) and the Manual Checks - No Invoice programs (AP/MCN), and daily deposit information. Do not use this program if you are using the bank reconciliation programs. Use this program only to empty the file if you are not using this module. All checks and deposits are deleted in the file or for a specific date range. A check must be in the Bank Reconciliation File in order to be voided through Void Check (AP/MAR/VC). Therefore, we recommend that you do not delete the entire file. When you enter N in the Delete Whole File field, you are given the opportunity to specify a date range within which to delete records. CONSOLIDATION COMPANY Only checks processed when signed on to a consolidation company are deleted. ENTRY/INQUIRY SCREEN Field Bank G/L Number Description Enter the bank account number from which to delete the records. To delete the records from all bank accounts, leave this field blank and press skip.

114 Delete Whole File? (Y/N) Y Delete all check and deposit information from the specified account. N Specify a range of dates that the checks or deposits must fall into, in order to be deleted. From Date Thru Date These fields are displayed only if you select not to delete the entire file (N entered in the field above). Enter the first and last dates in MMDDYY or MMDDYYYY format. To begin deleting records with the earliest date in the file, leave the From Date field blank and press skip. To stop deleting records with the last date in the file, leave the Thru Date field blank and press skip. To delete only those records with one specific date, enter the same date in both fields. Do YouWant To Continue? (Y/N) Y Delete the Bank Reconciliation File as specified. N Exit the program without deleting any records from the Bank Reconciliation file.

115 VOID CHECKS (AP/MAR/VC) The Void Checks program is used to record a voided check. A list of voided checks can be printed through Check Reconciliation Listing (AP/MAR/CRL). Recording a voided check changes the check status from OUTSTANDING to VOIDED in the Bank Reconciliation File (AP/MAR/BR). Entries made to the General Ledger Interface Listing (GLP/14, GL/IL) are a debit to the bank account number and credits to the general ledger account numbers to which the voided check amount was distributed. If a discount was taken, a credit is made to the purchases discount account defined in the Posting Accounts program. Entries made to the Interface Listing always use the sign on date, whether entries are consolidated or not. Voiding a check does not make the invoices paid on the check available for payment. The invoices must be entered again through Invoice Entry (AP/IE) and updated through the Invoice Register (AP/IR) in order to be available for payment. You may select to subtract the amount of the voided check from the vendor s history. If this option is selected, the amount of the voided check is subtracted from the current month and year total in the Vendor History Master File (AP/MAR/VH). If Accounts Payable Specifications (SYS/APS) is flagged to update to the Monthly Register, the amount of the voided check is updated to the Monthly Register File (AP/MR). The total amount of checks voided during the month prints at the end of the Monthly Register. If Accounts Payable Specifications (SYS/APS) is flagged to save paid invoices, VOIDED appears in the purchase order column of the Paid Invoices programs (AP/PIN) and Vendor Inquiry (AP/VI) of transactions paid on the voided check. CONSOLIDATION COMPANY The Void Checks program is available when signed on to a consolidation company. Multiple company distribution of the check amount and the discount amount is allowed. ENTRY/INQUIRY SCREEN

116 Field G/L Bank Account No Description Enter the Bank Account number. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip or return. To exit the program, leave this field blank and press CMD. Check No. Check Not On Bank Reconciliation File, Do You Wish To Add? (Y/N) Enter the check number to be voided. This field is displayed only if the check number is not in the Bank Reconciliation file. Y Add this check to the file so it can be voided. N Reenter the check number. Payee This field is available only if you are adding a check to the Bank Reconciliation file. Enter the code of the vendor to whom the check was paid. This entry must be a valid Vendor Code, from Vendor Maintenance (AP/MAR/VM, PO/VM). Correct Vendor? (Y/N) This field is available only if you are adding a check to the Bank Reconciliation file. Y This is the correct vendor for the check. N The Vendor Code entered is not correct. Check Date This field is available only if you are adding a check to the Bank Reconciliation file. The sign on date is displayed. Press return to accept this date as the check date, or enter another date using the valid MMDDYY or MMDDYYYY format. Enter Check Amount This field is available only if you are adding a check to the Bank Reconciliation file. Enter the total dollar amount ( ) of the check. Discount Amount This field is available only if you are adding a check to the Bank Reconciliation file. Enter the term discount ( ) that you received when you paid this check. If there was no discount, leave this field blank and press return.

117 Correct Check? (Y/N) This field is available only if you are adding a check to the Bank Reconciliation file. Y The check information entered is correct. The cursor moves to the next field. N The check information entered is not correct. The cursor moves back to the Check No. field so that you can reenter the information. g/l no The prompt Enter Distribution To Be Reversed is displayed at the bottom of the screen. Enter the general ledger number to which the amount to be entered will be re-distributed. This entry must be a valid general ledger number. If you are signed on to a consolidation company, the number must include the company number. When a valid GL number is entered, the description displays and the cursor moves to the Amount field. Amount Subtract From Vendor History? (Y/N) Enter the check amount ( ) that is to be re-distributed to the specified general ledger number. Once an amount is entered in this field, the difference displays in the right column. The difference (amount remaining to be voided) must be.00 before you can exit the program. The default is Y. If Y is accepted, the amount entered to be voided is subtracted from the current month and year total in the Vendor History Master File (AP/MAR/VH). Correct? (Y/N) Y The default is Y. Y The GL distribution information is correct. N The GL distribution information is not correct. The cursor moves back to the g/l no field so that you can reenter the information. All Correct? (Y/N) Y All information entered for this check number is correct. Reversal to G/L Complete - SKIP displays at the bottom of the screen, indicating that the check has been voided and the amounts have been reversed to the general ledger numbers specified. N All information entered for this check number is not correct. The cursor moves back to the Check No field, and the check is not voided. The following fields are updated by the system and cannot be modified. Date Description The sign on date is displayed. This is the date used for the entries made to the Interface Listing (GLP/14, GL/IL). The description of the general ledger number entered.

118 Difference The total check amount less the amount to be re-distributed. This difference amount must be distributed to complete the process of voiding the check. If voiding a check in the Bank Reconciliation File, the following fields are updated by the system and cannot be modified. Payee Check Date The vendor to which the check is made payable. The date the check was issued. Error Messages Check Already Voided - SKIP The check number entered has already been voided. Press skip to acknowledge the message and begin again or exit. Vendor Not on File The Vendor Code entered is not found in the Vendor Master file. Press skip to acknowledge the message and reenter the Vendor Code. Check No. Entered Is For a Deposit - Cannot Void Company Number Not Part of Consolidation Company The check number you entered is a deposit number. Press skip and begin again or exit. You are signed on to a consolidation company and the company number entered is not assigned to the consolidation company. Press return and reenter the general ledger number or exit the program. Discount of Taken Enter Company/Amount To Be Reversed, CMD - Exit You are signed on to a consolidation company and a discount was taken on the check being voided. Enter each company number and the discount amount to be reversed. Note: If the discount amount entered was not originally distributed to the company entered, the entry is ignored. Domestic Amount Too Large... SKIP You are using foreign currency and the calculated domestic amount entered is greater than or less than Enter the amount to be re-distributed using multiple entries.

119 CHECK RECONCILIATION LISTING (AP/MAR/CRL) The Check Reconciliation Listing program provides five different listings of check and deposit information from the Bank Reconciliation File (AP/MAR/BR). The listings are useful when reconciling a bank account. The five different listing options available through the Check Reconciliation Listing program enable you to print information for: all checks and deposits, only voided checks, only returned checks and deposits, only outstanding checks and deposits, and only deposits. Each listing can print Company Totals up to 99,999, When you select to print a listing for all checks and deposits, you are given the option of deleting. The delete option only deletes the returned/voided checks and returned deposits from the Bank Reconciliation file. Returned/ voided checks and returned deposits should be deleted at the end of each month so they do not continue to print on future listings. The Bank Reconciliation program is available when signed on to a consolidation company. Only checks and deposits processed when signed on to the consolidation company are available to be listed and deleted. CONSOLIDATION COMPANY Only checks and deposits processed when signed on to the consolidation company are available to be listed and deleted. ENTRY/INQUIRY SCREEN Field Bank Account No. Description Enter the bank account number from which the checks are drawn. This entry must be a valid general ledger number.

120 To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip or return. To exit the program, leave this field blank and press CMD. Starting Check No Enter the first check number in the range to include on the listing. To include all checks in the Bank Reconciliation File, enter all. Ending Check No. The cursor moves to this field only if you are specifying a range of check numbers. Enter the last check number in the range to be included on the listing. SELECT A Print the listing for all checks and deposits. V Print the listing for voided checks only. R Print the listing for returned checks and deposits. O Print the listing for outstanding checks and deposits. D Print the listing for all deposits. Delete from Register File? (Y/N) This field is displayed only if the listing was printed for all checks and deposits (option A). Y Only the returned/voided checks and deposits on the listing are deleted from the Register file. N The checks and deposits remain in the Register file. Once Y or N is entered, the cursor moves back to the Bank Account No field, at which point you can enter another account number or press CMD to exit the program. Date This field is updated by the system and cannot be modified. The sign on date is displayed.

121 SAMPLE REPORT

122 Change Pay Status (AP/MAR/CHS) The Change Pay Status program is used to change the pay status code of an open transaction entered through Invoice Entry (AP/IE) and updated to the Accounts Payable Master File through the Invoice Register programs (AP/IR). The Change Pay Status program is not available when signed on to a consolidation company. Changing the pay status code to P (Pay) allows the transaction to be selected for payment through any of the Payment Selection programs (AP/CHK/PS). Changing the pay status code to H (Hold) makes the transaction unavailable for payment selection. CONSOLIDATION COMPANY Not available. ENTRY/INQUIRY SCREEN Field Vendor Invoice No. Description Enter the vendor number on the transaction. This entry must be a valid vendor number from Vendor Maintenance (AP/MAR/VM). Enter the invoice number on which to change the pay status code. To change the pay status of all open transactions for the specified vendor, enter all.

123 Transaction Code Enter the code of the transaction. DI Invoice CM Credit memo FX Fixed expense. Pay Status The current pay status code is displayed. Enter the code to replace the current pay status code. P Pay H Hold only The following field is updated by the system and cannot be modified. Due Date The due date of the transaction entered is displayed. Error Messages Invoice Not on File The transaction specified is not on file. Press return to begin again or to exit. Set for Delete Cannot Change Status The transaction entered has been flagged to be deleted through Delete Invoice Entry (AP/DIE) and the pay status cannot be changed. Press return to begin again or to exit.

124 VENDOR MAINTENANCE (AP/MAR/VM) Use the Vendor Maintenance program to create, modify, and delete vendor records in the Vendor file. A vendor must be in the Vendor file in order to be used in the Accounts Payable and Purchasing programs. All vendors in the Vendor file are available for use in the Accounts Payable programs, however, a vendor must be flagged as a purchase order vendor in order to be used in the Purchasing programs. Each Vendor record consists of four screens. The first screen contains vendor information. A unique vendor number must be entered for each Vendor record. The Vend, Name, Shortname, P. O. Vendor, and Taxable fields are required fields. The remit-to address should be entered in the Addr, City, State, and Zip fields so that checks will print correctly. All other fields are either optional or updated by the system. The second screen contains the purchase order information for the vendor. Display it by pressing F1. The third screen contains information for printing, faxing, or ing purchase orders, blanket purchase orders, and vendor requisitions. Display it by pressing F5. For more information about faxing, see Faxing Documents below. The fourth screen is where you can enter notes for the vendor. Remember that the information entered in the optional fields is displayed or used in other programs such as Invoice Entry (AP/IE) and Purchase Order Entry (PO/PE). The more information you enter in Vendor Maintenance, the more time you will save when working in other programs. This program allows you to flag a vendor as using foreign currency. A code must first be defined in the System Code Master file (using SYCD), defining the currency used. This code can then be entered in the Vendor Code field for each vendor who uses this type of currency. An existing vendor record can be modified at any time as long as it is not being used by another program (for example, you can not modify a vendor record if someone else is entering invoices for the vendor through Invoice Entry). Those fields updated by the system should be changed only to correct an error situation. An existing vendor record can be deleted if it is not being used by another program, and if it has no open Accounts Payable transactions and no open purchase orders. An error message is displayed if you try to delete a vendor record that does have open AP transactions or open purchase orders. Note: Vendor Maintenance (PO/VM) is also located in the Purchasing module. CONSOLIDATION COMPANY The Vendor Maintenance program is available when you are signed on to a consolidation company. If a vendor record is added while you are signed on to a consolidation company and the vendor is not already on file for the companies assigned to the consolidation company, the vendor record is added for the consolidation company and all companies assigned to it. If the vendor is already on file for any of the companies assigned to the consolidation company, the vendor record is created only in the

125 consolidation company s Vendor file and a message is displayed indicating that this situation occurred. If you make changes to the first two Address, City, State, and Zip fields in an existing record in the Vendor file while you are signed on to the consolidation company, they are also made in the Vendor file of each company assigned to the consolidation company. Changes to all other fields of a vendor record must be made while you are signed on to the consolidation company and while you are signed on to each company assigned to the consolidation company. Deleting a vendor record while you are signed on to a consolidation company deletes the record from the consolidation company s Vendor file only. DEFAULT FAX OR INFORMATION When you fax or a purchase order or blanket purchase order, the system checks for default fax information in the following order: Vendor Ship From Maintenance (PO/POM/SFM) screen two is checked first. If nothing is found in screen two, it checks PO/POM/SFM screen one. If nothing is found in PO/POM/SFM, it then checks Vendor Maintenance (AP/MAR/VM) screen three. If nothing is found in AP/MAR/VM screen three, it checks the purchase order or blanket purchase order for the contact. If nothing is found in the purchase order, it checks AP/MAR/VM screen one. If no entries are found in AP/MAR/VM screen one, you are prompted for the required information when you fax the document. When you fax or a vendor requisition, the system checks for default fax information in the following order: Vendor Maintenance (AP/MAR/VM) screen three is checked first. If nothing is found in AP/MAR/VM screen three, it checks AP/MAR/VM screen one. If nothing is found in AP/MAR/VM screen one, it looks for the requisition s default salutation. If the requisition s default is not found, you are prompted for the required information when you fax the document.

126 ENTRY/INQUIRY SCREEN ONE Field Note: Vend Description When creating a new vendor record, all of the following fields (except Vend, Name, and Tax) can be left blank by pressing skip. Enter the name or number on the vendor record you want to display/edit. If you are unsure of the complete vendor name or number, press CMD+L and select one from the list of vendors. To create a new vendor record, type new. The field is cleared and the message Enter Vendor Account No. is displayed at the bottom of the screen. You must enter a unique vendor number. To exit the program, leave this field blank and press skip. Error Messages: Invalid Entry, Function, or End of file...skip An invalid vendor code was entered, the wrong function key was pressed, or the end of the Vendor File was reached while scrolling. Press skip and begin again or exit. Vendor Already On File The number you have entered for this vendor is already on file for another vendor. Each vendor must be assigned a unique number. 02 Name Enter the name of the vendor.

127 03 Addr to 06 Addr Enter the remit-to address of the vendor. Only the information in the first two fields will print on forms and reports. The information in the last two fields is for internal reference only. 07 City Enter the name of the city. State Enter a valid State Code, defined in the System Code Master file (using SYCD) - Record Type ST. To leave the field blank, press skip. Error Message: Invalid Code The code entered is not on file in the System Code Master file (using SYCD). This entry must be a valid State Code that has been defined in System Code Maintenance (SYCD). 08 Zip Enter the zip code. Do not enter a dash between the 5th and 6th digits it is automatically inserted when checks are printed. Country Enter a valid Country Code, defined in the System Code Master file (using SYCD) - Record Type CT. To leave this field blank, press skip. Error Message: Invalid Code The code entered is not on file in the System Code Master file (using SYCD). This entry must be a valid Country Code that has been defined in System Code Maintenance (SYCD). 09 Phone1 Enter the primary phone number, including the dashes ( ). 10 Phone2 Enter the alternate phone number, including the dashes ( ). 11 Contact Enter the name of your contact. 12 Fax Enter the fax number, including the dashes ( ). 13 Id No The vendor s Federal ID number for use when issuing 1099 tax forms.

128 14 Id Flag This entry is used when printing 1099 forms (AP/MAR/IRS). It determines whether or not a vendor should receive a 1099 form and where on the form the total dollar amount is to print. 1 Rents 2 Royalties 3 Other income 5 Fishing boat 6 Insurance payment 7 Payments 15 Terms Enter a valid Terms Code, defined in System Code Maintenance (SYCD) - Record Type VT. To leave the field blank, press skip. Error Message: Invalid Code The code entered is not on file in the System Code Master file (using SYCD). This entry must be a valid Terms Code that has been defined in System Code Maintenance (SYCD). 16 Disc % Enter the discount percentage you receive from this vendor. Enter the amount in decimals (for example, = 10%). This percentage is used in Invoice Entry (AP/IE) in conjunction with the invoice amount to calculate the discount amount. Note: Do not enter a minus sign when entering the discount. If a minus sign is entered in this field, the price will be increased by the specified percent. 17 Disc Days Enter the number of days you have to pay and still receive the discount. This number is used in Invoice Entry (AP/IE) in conjunction with the invoice date entered to determine the discount date. 18 Due Days Enter the number of days you have to pay a vendor s invoice. The default is 30. This number is used in Invoice Entry (AP/IE) in conjunction with the invoice date to determine the due date.

129 19 Shortname The first five characters of the entry in the Name field are displayed. Press return to accept this entry or enter a new shortname. The shortname (also referred to as the alpha name) is used for alphabetical sequencing of reports, so it should be a good representation of the vendor name. 20 Remarks Enter any comments/remarks you want to record regarding this vendor. The remarks are automatically displayed in Purchase Order Entry (PO/PE), and you can include them in the Purchase Order Header. 22 Pay Priority Enter the priority of this vendor to receive payment: 1 High priority 9 Low priority The Aged Trial Balance (AP/TAB) can be printed in Pay Priority order, and Payment Selection (AP/CHK/PS) can be done by Pay Priority. 23 GL Acct 1 Enter the account number to which a majority of the transactions involving this vendor will be assigned. This general ledger number is displayed for use in Invoice Entry (AP/IE). % to Acct 1 When in Invoice Entry (AP/IE), the entry in this field is used to automatically distribute a percentage of the total invoice amount to the account number entered in the previous GL Acct 1 field. Enter the percentage in decimal format (for example, = 80%). If you do not want a specific percentage of the total invoice amount distributed to this account number, leave this field blank and press skip. 24 GL Acct 2 Enter the alternate account number for this vendor. The general ledger number entered here is displayed for use in Invoice Entry (AP/IE).

130 25 P.O. Vendor Y This vendor will be used in the Purchasing programs. N This vendor is not to be used in the Purchasing programs. Error Message: Vendor on File For Company Vendor Added to Consolidate Company Only You are adding a vendor record while signed onto a consolidation company and the vendor is already on file for one of the companies assigned to the consolidation company. Press return to acknowledge the message. The vendor record was added only to the consolidation company s Vendor file. You must add it to the other companies individually. The following fields are updated by the system and should be modified only to correct an error. 26 Last Payment The date of the last check that was paid to this vendor. 27 Last Pmt Amt The last amount paid to this vendor. 28 A/P Balance The total amount of all open transactions (invoices, credit memos, fixed expense records) for this vendor. 29 YTD Disc The total dollar amount of discounts received this year to date from this vendor. 30 CYr Payments The current year payments accumulated from the Manual Check Audit update, the AP Check Register update, and the AP Void Check entry and update. 31 PYr Payments The prior year payments, rolled in from the current year payments figure at the December month-end update. 32 Rating Group Optional. The Rating Group code allows you to classify and identify vendors with the same performance reporting requirements and to select these vendors for Vendor Rating Reports (PO/POM/VRR). Edit a non-blank entry to make sure it is a valid code (see SYCD Record Type RG).

131 35 Vendor Code The Vendor Code (Record Type - VP) has three different functions: Define vendor price tables Flag a vendor as using foreign currency and identify the type of currency used Create vendor group messages Check to see how the Vendor Codes have been defined in SYCD before entering a code. Note: If this vendor is flagged as a PO vendor, the PO Extension screen displays after a valid entry is made. If this vendor is not flagged as a PO vendor, the cursor moves to the SELECT field. See the following pages for detailed field explanations on the PO Extension screen. Error Message: Have Open Domestic A/P Balance, Can Not Change To Foreign Currency SKIP Have Open Foreign A/P Balance, Can Not Change to Domestic Currency...SKIP Have Open Foreign A/P Balance, Can Not Change Currency SKIP Changing Currency; Currency Have Foreign Totals, Correct For New Currency You are trying to replace the existing vendor code that indicates domestic currency used with a vendor code that indicates foreign currency used, and the AP balance is not zero. This change cannot be made until the AP balance amount is zero. You are trying to replace the existing vendor code that indicates foreign currency used with a vendor code that indicates domestic currency used, and the AP foreign balance is not zero. This change cannot be made until the AP foreign balance is zero. You are trying to replace the existing vendor code that contains one currency code with another vendor code that uses a different currency code, and the AP foreign balance is not zero. This change cannot be made until the AP foreign balance is zero. You are trying to replace the existing vendor code that contains one currency code, with a vendor code that contains another currency code. Correct the amounts in the26 Last Pmt Amt and 28 YTD Disc fields to reflect the new currency code. 26 Last Pmt Amt 27 A/P Balance 28 YTD Disc If field 30 is used to flag vendors who use foreign currency, these three fields will display the foreign currency amount.

132 SELECT Enter the line number of the field entry you want to change. Press F6 to access the Message/Notes Maintenance screen for this vendor Type DE and press return to delete this vendor from the Vendor Master file. Note: A vendor record can be deleted only if it has no open AP transactions and no open POs (AP Balance and On Order fields will be zero). Press F1 to toggle back and forth between this screen and the PO Extension screen (the second screen). Press CMD+U to exit the program and update the new or modified information to the Vendor Master file. Press CMD+Q to quit the program without updating the information. Error Message: Vendor Has Open Balance - Cannot Delete - SKIP You are trying to delete a vendor that has open AP transactions or open position Press skip and enter a different vendor or exit this program. Delete this Vendor Are You Sure? This prompt is displayed only if you entered DE in the SELECT field. Y Delete the displayed Vendor record from the Vendor Master file. N Move the cursor back to the SELECT field, without deleting the displayed Vendor record.

133 ENTRY/INQUIRY SCREEN TWO Field Description 01 Last Purch If you are creating a new vendor, the sign on date displays as the last purchase date. This field is updated by the system and should be modified only to correct an error. 02 Taxable The default is N. N The vendor does not charge tax. Y This vendor does charge tax. Tax will automatically be calculated when a purchase order is created through the Purchase Order Entry (PO/PE) or Create Preliminary Purchase Orders (PO/CPP) programs. 03 P.O. Disc 1 04 P.O. Disc 2 05 P.O. Disc 3 Enter any discounts that you regularly receive from this vendor. Enter the amount in decimals (for example, = 10%). Note: Do not enter a minus sign when entering the discount. If a minus sign is entered in this field, the price will be increased by the specified percent. 06 On Order The value of all open purchase orders for this vendor. This field is updated by the system and should be modified only to correct an error. 07 Min Ord Amt Enter a value from.01 to This field is for information purposes only. It displays in Purchase Order Entry (PO/PE) for reference, but the PO is created even if the total dollar amount falls below the amount entered.

134 08 Ship From The default is SAME (the address entered in screen 1 of Vendor Maintenance). If that address is not the address that the vendor ships from, enter the ship from address set up for this vendor in Ship From Maintenance (PO/SFM). Press CMD+L and display the list of valid ship from addresses for this vendor. If a ship from address has not been set up for this vendor in Ship From Maintenance (PO/SFM), you can enter one now. Ship-From Not On File - Do You Want To Add? (Y/N) This field is displayed if an unrecognizable ship-from address was entered in the previous field. Y The Ship From Maintenance screen is displayed. See the Ship From Maintenance (PO/POM/SFM) section of the manual for detailed information. N The cursor moves back to the Ship From field. 09 FOB This entry must be a valid FOB Code from SYCD. Press CMD+L and select from the list of valid FOB codes. To leave this field blank, press skip. Error Message: Invalid Code The code entered is not on file in the System Code Master file (using SYCD). This entry must be a valid FOB Code that has been defined in System Code Maintenance (SYCD). 10 Ship Via The Ship Via Code defines the method of shipping. This entry must be a valid Ship Via Code from SYCD. Press CMD+L to select from the list of valid Ship Via Codes. To leave this field blank, press skip. Error Message: Invalid Code The code entered is not on file in the System Code Master file (using SYCD). This entry must be a valid Via Code that has been defined in System Code Maintenance (SYCD). 11 On Hold The default is N. Enter Y only if the vendor is a purchase order vendor and you do not want to allow purchase orders to be created for this vendor through Purchase Order Entry (PO/PE) and Create Preliminary Purchase Orders (PO/CPP). If a vendor is on hold (Y), a purchase order cannot be created through Purchase Order Entry (PO/PE) or Create Preliminary Purchase Orders (PO/CPP). Invoices from the vendor can be entered through Invoice Entry (AP/IE) and receipts from the vendor can be recorded through the Receiving programs (REC/RPO, REC/RNO).

135 12 EDI Vendor Only applicable if you use EDI. Y This vendor is an EDI Vendor. N This vendor is not an EDI Vendor. 13 Freight Chgd Y Freight is to be charged for this vendor. N Freight is not to be charged. You can also leave the field blank. The default is N for each line entered on a PO or WIP order and can be changed. 14 Auto Release Y POs created by the Automatic PO process do not need to be reviewed and can be printed and sent to the vendor. N POs are to be reviewed before they can be printed. 17 Mix Product Lines on PO SELECT Y Multiple product lines can be entered on a single PO. N Only one product line can be entered on a single PO. Enter the line number of the field you want to change. F1 Return to the first screen of Vendor Maintenance. F5 Access the Print/Fax Parameters screen. F6 Access the Message/Notes Maintenance screen for this vendor. To exit the program completely, press F1 to access the first screen and use the CMD options. ENTRY/INQUIRY SCREEN THREE

136 Field DOCUMENT Description You can fax these types of vendor documents: purchase orders, blanket purchase orders, and vendor requisitions. The following fields apply to each of these documents. CONTACT/ Enter the default name that will be used in the Attention field on the document and cover sheet. Enter the default address that will be used for the document. Note: You may need additional configuration to set up your system to use this feature. FAX NUMBER OUTPUT TYPE Enter the default fax number for the document. Enter the default type of output for the document. You can enter from one to five output types for each document. F Form P Plain Paper X Fax E ENTRY/INQUIRY SCREEN FOUR Use this screen to enter global messages or notes for a vendor. They will always print on the specified documents for this vendor. Refer to the Messages Reference Manual in Volume 5 for more information.

137 VENDOR MAINTENANCE INQUIRY (AP/MAR/VMI) The Vendor Maintenance Inquiry program is used to display vendor records from the Vendor Master file. The screens and fields are identical to those in Vendor Maintenance (AP/MAR/VM) except that can you cannot edit them. See the Vendor Maintenance (AP/MAR/VM) for detailed field explanations. ENTRY/INQUIRY SCREEN ENTRY/INQUIRY SCREEN

138 VENDOR LISTING (AP/MAR/VL) The Vendor Listing program is used to print a reference list of vendors. The Vendor Listing program is available when signed on to a consolidation company. Only vendors with records in the Vendor Master file (using AP/MAR/VM or PO/VM) of the consolidation company are available to be printed. Running Consolidate Company Vendor Check (AP/CHK/CV) will provide a list of the vendors set up in the companies assigned to the consolidation company that are not set up in the consolidation company. You are given the option of including all vendors, purchase order vendors only, or accounts payable vendors only. The Vendor Listing can be printed for all or a range of vendors, in number or shortname sequence. You may print all the information in the Vendor Master file (AP/MAR/VM, POP/VM) or simply the vendor name, address, phone, fax and priority code information. If you select to print all vendors in shortname sequence and some vendors do not print, check the vendor records in the Vendor Master file. The vendors that did not print probably do not have shortnames. CONSOLIDATION COMPANY Only vendors set up in the consolidation company s Vendor Master file (AP/MAR/VM, PO/VM) are available to be printed. ENTRY/INQUIRY SCREEN Field Print For All Vendors (Y/N) Description Y Print a list of all the vendors in the Vendor Master file (using AP/MAR/VM or PO/VM). N Specify the range of vendors to include on the list.

139 Print in Number or Shortname Sequence? (N/S) From Number To Number N Print the list of vendors in vendor number sequence. S Print the list of vendors in shortname sequence. These fields are displayed only if you selected to print a range of vendors in vendor number sequence. Enter the range of vendor numbers to include on the list. From Shortname Thru Shortname These fields are displayed only if you selected to print a range of vendors in shortname sequence. Enter the range of vendor shortnames to include on the list. Do YouWant to Print Detail? (Y/N) Y Print all information found in the vendor record for each specified vendor. N Print the vendor name, address, phone, fax, and priority code information only. Print All Vendors, Only PO Vendors, Exclude PO Vendors: (A/O/E) A Print all specified vendors. O Print only those vendors from the specified range that are PO vendors. E Print all specified vendors, except the PO vendors. Do YouWant to Continue? (Y/N) Y Print the vendor listing as specified. N Exit the program without printing the vendor listing.

140 SAMPLE REPORT

141 VENDOR HISTORY MAINTENANCE (AP/MAR/VH) The Vendor History Maintenance program stores the total dollar amount of invoices updated to the Accounts Payable Master file (using AP/ATB) through the Invoice Register (AP/IR) and Manual Checks programs (AP/MCN), if the option to update to Vendor History is selected at the time of entry. This program allows you to display or modify the vendor history amounts. The monthly dollar amounts, the current year total, and last year s total are displayed once a vendor is selected. By entering the appropriate field number in the SELECT field, any of the displayed dollar amounts can be modified. Changing the invoice totals does not affect any other program or file. The Vendor History Maintenance program is available when signed on to a consolidation company. CONSOLIDATION COMPANY Available only for vendors in the consolidation company s Vendor Master file (AP/MAR/VM, PO/VM). ENTRY/INQUIRY SCREEN

142 Field Vend Description Enter the name or number of the vendor whose invoice totals you want to display or modify. If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors. To exit the program, leave this field blank and press skip or CMD. Error Messages Invalid Entry or Function...SKIP An invalid vendor was entered, or the wrong function key was pressed. Press skip to begin again. End of file...skip The end of the file has been reached while scrolling. Press skip to begin again. SELECT Enter the line number that represents the month or year for which you want modify the total invoice amount. Once the cursor moves to this field, you can change the displayed value (from.00 to ). The following fields are updated by the system and cannot be modified. Name through Fax Month Year Vendor information from the Vendor Master file displays in these fields. The current AP month and year.

143 VENDOR HISTORY INQUIRY (AP/MAR/VHI) The Vendor History Inquiry program lists the vendor history information stored in Vendor History (AP/MAR/VH). It uses the same screen and fields as in Vendor History except that you cannot edit them. See Vendor History Maintenance for detailed field explanations.

144 VENDOR HISTORY REPORT (AP/MAR/VR) This program lists the vendor history information stored in Vendor History (AP/MAR/VI). The Vendor History Report can be printed for one, a range, or all vendors. Information printed for each vendor includes: total invoice amounts for the past 12 months, the last year, the last year to date, and the current year. The Vendor History Report program is available when signed on to a consolidation company. CONSOLIDATION COMPANY Available only for vendors in the consolidation company s Vendor Master file (AP/MAR/VM, PO/VM). ENTRY/INQUIRY SCREEN Field Print All Vendors? (Y/N) Description Y Print a history report for all vendors in the Vendor Master file (using AP/MAR/VM or PO/VM). N Specify the range of vendors to include on the report. Print in Vendor Number or Shortname Sequence? (N/S) From Number To Number N Print the list of vendors in vendor number sequence. S Print the list of vendors in shortname sequence. These fields are displayed only if you selected to print the report for a range of vendors, in vendor number sequence. Enter the range of vendor numbers to include on the report. From Shortname To Shortname These fields are displayed only if you selected to print the report for a range of vendors, in shortname sequence. Enter the range of vendor shortnames to include on the report. Do YouWant To Continue? (Y/N) Y Print the report as specified. N Exit the program without printing the report. Note: Each vendor is displayed as it is printed.

145 SAMPLE REPORT

146 DISCOUNT MAINTENANCE (AP/MAR/DM) The Discount Maintenance program is used to modify the discount information of a transaction entered through Invoice Entry (AP/IE) and updated to the Accounts Payable Master file (using AP/ATB) through the Invoice Register (AP/IR). Fixed Expense Invoice Records are not available for discount maintenance. The Discount Maintenance program is generally used for invoice transactions (Tran Code of DI) since discounts are not usually entered for credit memo transactions. Discount information (discount date, discount percentage, discount amount) can be modified on open transactions with a Tran Code of DI or CM. Transactions selected for payment through one of the Payment Selection programs (AP/CHK/PS) are not available in the Discount Maintenance program. A transaction selected for payment can be deselected through Payment Deselection (AP/CHK/PDS) and then selected again after the discount information has been modified. If a transaction is deselected, the Requirements (AP/CHK/CRC) must be run again before checks are printed. Modifying the discount information of a transaction affects the Accounts Payable Master file (using AP/ATB). CONSOLIDATION COMPANY Not available. ENTRY/INQUIRY SCREEN

147 Field Vendor Description Enter the name or number of the vendor whose discount information you want to change. If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors. To exit the program, leave this field blank and press skip or CMD. Invoice No. Tran Code Enter the invoice number. Enter the transaction code. DI Invoice CM Credit memo Due Date Enter the due date of the transaction in the MMDDYY or MMDDYYYY format. Error Messages Invoice Not on File Invoice Has Been Selected For Payment Cannot Change - SKIP Unavailable for Consolidation Company The transaction entered is not in the AP Master File (AP/ATB). The cursor moves back to the Vendor field, at which point you can begin again or exit. The specified transaction has been selected for payment and the discount information cannot be changed. Press skip and exit this program. In order to modify the discount information, you must deselect the transaction through Payment Deselection (AP/CHK/PDS). You are signed on to a consolidation company. This program is not available when signed on to a consolidation company. Press return and exit the program. Change to the correct company through Change Company (CCO) and begin again. Discount Date Press return to accept the displayed date as the discount date or enter another date in the MMDDYY or MMDDYYYY format. For no discount, leave this field blank and press skip.

148 % Press return to accept the discount % displayed or enter a new discount % in decimal format. (for example, = 10%). To enter a new discount amount without specifying a particular %, leave this field blank and press skip. Amount If a discount % was entered, the calculated amount displays in this field; press return to accept this amount. If a discount % was not specified, enter the new discount amount ( ). The following fields are updated by the system and cannot be modified. Date Invoice Date P/O No. Pay Status Invoice Total The sign on date. The date of the specified transaction. The purchase order number of the specified transaction. The pay status code of the specified transaction. The total dollar amount of the specified transaction.

149 PRINT VENDOR LABELS (AP/MAR/PVL) The Print Vendor Labels program is used to print labels with vendor information. The Print Vendor Label program is available when signed on to a consolidation company. Labels are printed only for vendors in the consolidation company s Vendor Master file (AP/MAR/VM, PO/VM). Labels can be printed in vendor number, shortname, or zip code sequence. Labels can be printed for all or a range of vendors. You may also choose to include the vendor phone number and the contact. Any size label can be used. Note: Labels must have at least five lines in order to include the phone number or contact; labels must have at least six lines in order to include both. CONSOLIDATION COMPANY Prints labels only for vendors in the consolidation company s Vendor Master file (AP/MAR/VM, PO/VM). ENTRY/INQUIRY SCREEN Field Print Vendor Master, Ship From Or All? (M, S, A) Description Select the address option for the labels. M Use the address from the Vendor Master file S Use the address from the Ship From Master File A Use all (both).

150 Total Lines per Label Enter the total number of lines on each label. The default is 6. You may accept 6 by pressing return or enter another number. Note: 1 inch = six lines. Print Phone Number? (Y/N) Y Print the vendor phone number on the labels. N Do not print the phone number on the labels. Note: The phone number cannot be included on labels that have less than five lines. Error Message: Can t Print Phone In Lines Total lines per label was specified as less than 5 and you have requested to print the phone number on the labels. The phone number cannot be included on labels with less than five lines. Press return to acknowledge this message. The cursor moves to the Total Lines Per Label field. You must either change this field or the label size. Print Attn: Line? (Y/N) Y Print the contact name on the labels. N Do not print the contact name on the labels. Note: The contact cannot be included on labels that have less than five lines. If you are printing the phone number and the contact, labels must have at least six lines. Error Messages: Can t Print Contact In Lines Total lines per label was specified as less than 5 and you have requested to print the contact name on the labels. The contact cannot be included on labels with less than five lines. Press return to acknowledge this message. The cursor moves to the Total Line Per Label field. You must change either this field or the label size.

151 Can t Print Phone And Contact in Lines Total lines per label was specified as less than 6 and you have requested to print the phone number and the contact name on the labels. The phone number and contact name cannot be included on labels with less than six lines. Press return to acknowledge this message. The cursor moves to the Total Lines Per Label field. You must change either this field, the Print Phone Number field or the label size. Print in Vendor Number, Alpha Or Zip Code Sequence? (N, A, Z) Print Whole File? (Y/N) From (Vendor, Shortname, Zip Code) N Print the labels in vendor number sequence. A Print the labels in shortname sequence (alphabetical order). Z Print the labels in zip code sequence. Y Print labels for all vendors in the Vendor Master file. N Print labels for a specific range of vendors. This field is displayed only if you chose to specify a range of vendors for which to print labels. Enter the vendor, shortname, or zip code (depending on which option you selected) with which to begin the range. To start at the beginning of the file, press skip. Thru (Vendor, Shortname, Zip Code) This field is displayed only if you chose to specify a range of vendors for which to print labels. Enter the vendor, shortname, or zip code (depending on which option you selected) with which to end the range. To finish at the end of the file, press skip. Continue? (Y/N) Y Print the labels as specified. N Exit the program without printing the labels.

152 ACCOUNTS PAYABLE 1099 FORMS/REGISTER (AP/MAR/IRS) The 1099 Forms/Register program performs two functions: it allows you to print the list of vendors who should receive a 1099 form and it prints the forms. The entry in the ID Flag field of Vendor Maintenance (AP/MAR/VM) determines whether or not a vendor will receive a 1099 form and where on the form the total dollar amount will print forms will only be printed for those vendors who are flagged to receive a form and have a dollar amount that is equal to or greater than $600. When printing the register, you can include all vendors or just those vendors who are flagged to receive a 1099 form. If you select to print all vendors, No 1099 Generated prints in the Comment field for those vendors who are not flagged to receive a ENTRY/INQUIRY SCREEN Field Federal ID Year End Date Description The default is the Federal ID number found in the System Company Information File (SYS/CIS). C Use the current year s payments total. P Use the prior year s payments total. Report or Form (R/F) R Print a register, listing the vendors who should receive a 1099 form. F Print the 1099 forms.

153 Include All Vendors? (Y/N) This field is displayed only if the Report option is selected. Y Print all the vendors from Vendor Maintenance on the list. No 1099 Generated prints in the Comment field for vendors who are not flagged to receive a 1099 form. N Print only those vendors who are flagged to receive a 1099 form. Continue? (Y/N) Y Print the 1099 forms or register (whichever was selected). N Exit the program without printing a 1099 form or the register. Print Alignment Form? (Y/N) This field is displayed only if the Form option is selected. Y Print a form alignment. Continue entering Y until the forms are in alignment. N No form alignment, or stop printing the form alignment. SAMPLE REGISTER

154 LIABILITY & DISCOUNT REPORT (AP/MAR/LDR) The Liability and Discount Report program offers two reports to assist you in selecting transactions for payment. The Liability Report lists transactions in the Accounts Payable Master file (using AP/ATB) with due dates that fall within a specified date range. The Discount Report lists transactions in the Accounts Payable Master file (using AP/ATB) with discount due dates that fall within a specified date range. Both reports print in vendor sequence. Information for each listed transaction includes: invoice number, pay status code, invoice amount, invoice date, due date, transaction code, discount date, discount amount, discount status, and amount due. The discount status is either EARN (eligible) or LOST (ineligible). Discount eligibility is based on the date range entered. The transaction s discount due date must fall within the range entered for the transaction to be included on the report. The amount due is the invoice amount less the discount amount (if the discount status is EARN). Company totals print at the end of each report. CONSOLIDATION COMPANY The Liability and Discount Report program is available when signed on to a consolidation company. A report for each company assigned to the consolidation company prints; each report begins on a new page. ENTRY/INQUIRY SCREEN

155 Field Liability or Discount (L/D) Description Select the report to print. L Liability Report D Discount Report. See the Introduction above for a detailed explanation of the two reports. Exclude Invoices On Hold? (Y/N) Beginning Date Ending Date Continue? (Y/N) Y Include invoices that have a status of On Hold. N Do not include invoices that have a status of On Hold. Enter the range of dates in MMDDYY or MMDDYYYY format. Y Print the specified report as indicated. N Exit the program without printing the report. Company This field is updated by the system and cannot be modified. The number and name of the company you are signed on to is displayed. If you are signed on to a consolidation company, the number and name of each company assigned to the consolidation company are displayed as each company s report prints.

156 SAMPLE REPORT

157 MANUAL CHECKS - NO INVOICE (AP/MCN) Use these programs to record manual checks written in payment of invoices that have not been entered in Invoice Entry (AP/IE). Manual Checks - No Invoice Entry (AP/MCN/MCE) is used to enter each manual check. A manual check entry can be cancelled before updating the Audit Register. Manual Checks - No Invoice Audit Register & Update (AP/MCN/MCA) prints a listing of manual checks entered and should be reviewed for accuracy before it is updated. The Manual Checks - No Invoice Register prints a listing of checks that have been entered and updated. This register is usually printed and cleared at the end of each month to provide a complete listing for each month. CONSOLIDATION COMPANY All programs are available when signed on to a consolidation company. Company totals printed are for the consolidation company; totals for each company assigned to the consolidation company are not printed. OTHER FILES OR PROGRAMS AFFECTED Checks entered in the Manual Checks - No Invoice Entry program are updated to the Manual Checks - No Invoice Audit Register & Update file. Updating the Manual Checks - No Invoice Audit Register: Clears the Audit Register Updates the Manual Invoice - No Invoice Register File Updates the General Ledger Interface Listing (GLP/14, GL/IL) Updates Vendor History monthly totals (AP/MAR/VH) If System Maintenance (SYS/APS) is flagged to do so, updates the Monthly Register File (AP/MR) If System Maintenance (SYS/APS) is flagged to do so, updates the Paid Invoice File (AP/PIN)

158 MANUAL CHECKS - NO INVOICE ENTRY (AP/MCN/MCE) The Manual Checks - No Invoice Entry program is used to record manual checks written in payment of an invoice that is not in the Accounts Payable Master file (using AP/ATB). Each manual check can be distributed to an unlimited number of general ledger account numbers. The vendor used when entering the manual check can be a vendor defined in the Vendor Master file (using AP/MAR/VM or PO/VM) or a miscellaneous vendor, that has not been defined in the Vendor Master file. Up to 25 characters can be used for a miscellaneous vendor. Information entered for each check includes: the vendor, check number, date, amount, and general ledger distribution. The transaction code MC is automatically assigned to each entry. This transaction code prints when each entry prints in the invoice section of the Monthly Register (AP/MR). Each entry in the Manual Checks - No Invoice Entry program updates to the Manual Checks - No Invoice Audit Register (AP/MCN/MCA). Updating to the appropriate accounts payable files is not done until the Manual Checks - No Invoice Audit Register is updated. A manual check entry can be cancelled before the Manual Checks - No Invoice Audit Register (AP/MCN/MCA) is updated. An error message will display if the check number entered is already in the Bank Reconciliation File (AP/MAR/BR) or if it was used previously in the Manual checks - No Invoice Entry program. Duplicate check numbers are not permitted; another check number must be entered. CONSOLIDATION COMPANY The Manual Checks - No Invoice Entry program is available when signed on to a consolidation company. Multiple company distribution allowed. Note: When signed onto a consolidation company, this program does not check the Bank Reconciliation File for duplicate checks unless the check was entered under the consolidation company.

159 ENTRY/INQUIRY SCREEN Field Vendor Description Enter the name or number of the vendor for whom you are recording the manual check payment. If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors. To enter a miscellaneous vendor (a vendor not defined in the Vendor Master file), enter MISC. To exit the program, leave this field blank and press skip or CMD. Error Messages End of file...skip The end of the Vendor Master file has been reached. To begin the search again, press skip and then reenter the vendor name or number and press the appropriate function key. Invalid Entry or Function...SKIP An invalid vendor was entered or the wrong function key was pressed. Press skip and begin again. Enter Vendor Name This field displays at the bottom of the screen only if you are entering a miscellaneous vendor. Enter the name of the vendor for whom you are recording the manual check payment.

160 Vendor Name OK? (Y/N) This field is displayed only if you are entering a miscellaneous vendor. Y This is the correct vendor name. The cursor moves to the next field. N This is not the correct vendor name. The cursor moves back to the Enter Vendor Name field, allowing you to correct your entry. Check No. Enter the check number. Error Messages Check No. in use for Vendor No. The check number entered was used in a previous manual check entry transaction and cannot be used again. Press return to acknowledge this message and enter another check number or exit the program. Duplicate Check On Manual Check File The check number entered was used in a previous manual check entry transaction and cannot be used again. Press return to acknowledge this message and enter another check number or exit the program. Delete Transaction? (Y/N) This field is displayed only if this check number has already been entered for the displayed vendor, AND the Audit Register has not been updated. Y Delete this transaction. N Return to the Check No. field, without deleting this transaction. Check Date Check Total Enter the date on the check, in the MMDDYY or MMDDYYYY format. Enter the total dollar amount ( ) of the check.

161 G/L Bank Acct No. This entry must be a valid GL number. If you are signed on to a consolidation company, the first two digits must be a company number assigned to the consolidation company. To use the number defined in the Posting Accounts Master File (PAE), leave this field blank and press skip. Error Message Duplicate Check on Reconciliation File The check number entered is already in the Bank Reconciliation File (AP/MAR/BR) and cannot be used again. Press return. The cursor moves to the Check No. field, allowing you to enter another check number or press skip to exit. G/L No. The first two digits of the company number you are signed on to display. If a general ledger account number is defined in the vendor s Master File, it displays after the company number. Press return to accept the displayed account number or enter another valid account number. Error Messages Company No. Not Part of Consolidation Company GL Account Not On File The company number entered is not listed as one of the companies assigned to the consolidation company. Press return to reenter the GL account number. The general ledger account number entered is invalid. Press return and enter a valid GL number. Amount Enter the amount ( ) of the check you want to distribute from this general ledger account number. If you enter only a portion of the total check amount, the difference displays in the Difference column. Error Messages Credit in the Amount of $xx.xx Necessary to Balance The amount you are trying to distribute to the general ledger accounts exceeds the total invoice amount. You must distribute the credit amount to a valid general ledger account.

162 Domestic Amount Too Large... SKIP The calculated domestic amount for a distributed amount is greater than or less than Enter the distributed amount using multiple entries. Update to Vendor history? (Y/N) Is the Above Correct? (Y/N) Y The distributed amount is updated to the Vendor History file (AP/MAR/VH) when the Audit Register (AP/MCN/MCA) is updated. Y The displayed information is correct and should be updated to the Master file. If you distributed the total check amount (the difference = zero), the cursor moves to the Vendor field, allowing you to enter the next manual check or exit the program. If you did not distribute the total check amount (the difference is not zero), the cursor moves to the G/L No. field, allowing you to distribute the remainder of the invoice total. N The displayed information is not correct. The cursor moves back to the G/L No field, allowing you to change your entries or exit the program. The following fields are updated by the system and cannot be modified. Tran Code MC The transaction code assigned to an entry made in the Manual Check - No Invoice Entry program. It will print when the entry prints in the Invoice section of the Monthly Register (AP/MR). Description Difference The description of the general ledger account number entered. The balance of the check amount yet to be distributed to a general ledger account.

163 MANUAL CHECKS - NO INVOICE AUDIT REGISTER & UPDATE (AP/MCN/MCA) The Manual Checks - No Invoice Audit Register (AP/MCN/MCA) shows the list of the manual checks entered in Manual Checks - No Invoice Entry (AP/MCN/MCE) since the last time the register was updated. The register should be reviewed for accuracy before it is updated. The Manual Checks - No Invoice Audit Register program is available when signed on to a consolidation company. Printed company totals are for the consolidation company; totals for each company assigned to the consolidation company do not print. The Audit Register prints in vendor sequence, with miscellaneous vendor entries printing first. Company totals print at the end of the register. When the Audit Register is updated, the register is cleared, the monthly totals in Vendor History (AP/MAR/VH) are updated, and debit and credit entries are updated to the General Ledger Interface Listing (GLP/14, GL/IL). Entries to the Interface Listing always use the sign on date of the Audit Register update (whether entries are consolidated or not). As part of the audit trail, each final register is assigned a number. This register number is updated to the Interface Listing as part of each entry. If System Maintenance (SYS/APS) is flagged to do so, the Monthly Register File (AP/MR) is updated and the Paid Invoice File (AP/PIN) is updated. If the Paid Invoice File is updated, the invoice number is the check number preceded by MCN. Accounts Payable activity is updated to the General Ledger through the Interface Listing. See the General Ledger section of the manual for detailed information. Each check total is balanced to the general ledger distribution entered in the Manual Check - No Invoice Entry program. An out-of-balance condition occurs when the check total does not equal the general ledger distribution total. The Manual Checks - No Invoice Audit Register cannot be updated if an out-of-balance condition exists. To correct an out-of-balance condition, cancel the check entry in the Manual Checks - No Invoice Entry program and then reenter it. You must print the register again in order to update it. CONSOLIDATION COMPANY Printed company totals are for the consolidation company only; totals for each company assigned to the consolidation company are not printed. OTHER FILES OR PROGRAMS AFFECTED If the Audit Register is updated: The Audit Register is cleared. Entries are updated to the Manual Checks - No Invoice Check Register (AP/MCN/MCR) Debit and credit entries are updated to the General Ledger Interface Listing (GLP/14, GL/IL) using the sign on date when the Audit Register is updated.

164 Vendor History (AP/MAR/VH) monthly totals are updated. If System Maintenance (SYS/APS) is flagged, the Monthly Register File (AP/MR) is updated. If System Maintenance (SYS/APS) is flagged, the Paid Invoice File (AP/PIN) is updated. ENTRY/INQUIRY SCREEN Field Description Continue? (Y/N) Y Print a register of the checks entered through Manual - Checks No Invoice Entry (AP/MCN/MCE). N Exit the program without printing the register. Date Posted to G/L Interface Will Be MM/DD/YY Update This Register? (Y/N) Y Update the register after it is printed. N Print the register without updating it. When the register is updated, it is cleared, the monthly totals in Vendor History (AP/MAR/VH) are updated, and debit and credit entries are updated to the General Ledger Interface Listing (GLP/14, GL/IL). The following fields are updated by the system and cannot be modified. Check No. Date Posted to G/L Interface Will Be: The check numbers display as they are printed on the register. This is the date you entered when signing on and is the date that will be used when entries are posted to the General Ledger Interface Listing (GLP/14, GL/IL). Before updating this register, make sure this is the correct date. If this is not the correct date, enter N at the Update This Register field, exit the program, and sign on to the correct date. You must print the register again in order to update it.

165 Error Messages Invoices Not in Balance - SKIP At least one check is out of balance. An out of balance check is one without a total record. You must make corrections before you can update the register. Delete the transaction through Manual Check Entry (AP/MCN/MCE) and reenter it. You need to print the Manual Check Register again in order to update it. Duplicate Check Number on Manual Check File The check number was used in a previous entry and was updated to the Manual Check Register File (AP/MCN/MCR). Press return to acknowledge the message. All files have been updated except for AP/MCN/MCR. Duplicate Check Number On Bank Reconciliation The check number was used when printing checks (AP/CHK/CKP) after it was used in the Manual Check - No Invoice Entry program. Press return to acknowledge the message. All files have been updated except for the Bank Reconciliation file. Duplicate Check number on Month Check file. The check number has been used and updated to the Monthly Register File (AP/MR). Press return to acknowledge the message. All files have been updated for this check except for the Monthly Register file. SAMPLE REGISTER

166 MANUAL CHECKS - NO INVOICE AUDIT REGISTER (AP/MCN/MCR) The Manual Checks - No Invoice Register program is used to print a listing of the manual checks updated through Manual Checks - No Invoice Audit Register (AP/MCN/MCA) since the last time the Check Register was updated. This register is usually printed and cleared at the end of each month so that a complete listing of checks entered through Manual Checks - No Invoice Entry (AP/MCN/MCE) during the month is available. The Manual Checks - No Invoice Register prints in check sequence. The information printed for each check includes: the bank account number, the vendor name and number, the check date and amount, and company totals. When the register is updated, it is cleared. No other files or programs are affected. CONSOLIDATION COMPANY The Manual Checks - No Invoice Register program is available when signed on to a consolidation company. The printed company totals are for the consolidation company. Totals for each company assigned to the consolidation company do not print. ENTRY/INQUIRY SCREEN Field Continue? (Y/N) Description Y Print the Manual Checks - No Invoice Register. N Exit the program without printing the register. Final Copy? (Y/N) Y Update the register after it prints. N Simply print the register, without updating it

167 Report Date The date you used when signing on. This field is updated by the system and cannot be modified. SAMPLE REGISTER

168 MONTHLY REGISTER (AP/MR) The Monthly Register program provides registers of Accounts Payable activity [if System Maintenance (SYS/APS) is flagged to update to the Monthly Register File]. You can run and clear the Monthly Register at the end of each month to provide a complete listing of the activity in the following programs for the month: Invoice Entry (AP/IE) and Invoice Register (AP/IR) Delete Invoice Entry (AP/DIE) and Delete Invoice Register (AP/DIR) Check Processing (AP/CHK) Manual Checks - No Invoice programs (AP/MCN) Void Check (AP/MAR/VC) This program allows you to print the Invoice and Check Registers separately or at the same time. They can be printed at any time but should certainly be printed at the end of each month to assist you in reconciling Accounts Payable. Typically, you clear the Monthly Register once at the end of each month. Print and clear the Check Register before you print and clear the Invoice Register. Checks for the new month can be processed, and invoices and credit memos for the current Accounts Payable month can still be entered and updated to the Accounts Payable Master file (using AP/ATB). The Invoice Register prints the following: Transactions entered in Invoice Entry (AP/IE) and updated through Invoice Register (AP/IR). Transactions paid through Manual Checks - No Invoice Entry (AP/MCN/MCE) and updated through Manual Checks - No Invoice Audit Register & Update (AP/MCN/MCA). Transactions deleted through Delete Invoice Entry (AP/DIE) and Delete Invoice Register (DIR) since the last time the Invoice Register portions of the Monthly Register were cleared. The transactions can be printed in sequence of the GL number, vendor number, or both. The Check Register prints those checks that have been updated through Check Register (AP/CHK/CKR) and entered in Manual Check - No Invoice Audit Register & Update (AP/MCN/MCA) since the last time the Check Register portion of the Monthly Register was cleared.

169 Voided checks entered and updated through Void Check (AP/MAR/VC) are also included in the Check Register. The Amount printed on the Register is the foreign currency original P.O. amount. A figure will print in the Xchng Diff column if the rate used at the time of P.O. Entry is different from the rate used at payment time. Both the Invoice Register and Check Register can be reprinted until they are cleared. The Invoice Register can be cleared independently of the Check Register. Entering Y in the Final Copy field clears the printed transactions from the Monthly Register File; no other files or programs are affected. Note: Once the Invoice Register by Vendor is printed and cleared, the Invoice Register by GL Number is no longer available. CONSOLIDATION COMPANY The Monthly Register program is available when signed on to a consolidation company. Due to the manner in which the Accounts Payable records are stored, the Invoice Registers print separately for each company assigned to the consolidation company and the Check Register prints only those checks that were processed while signed on to the consolidation company. ENTRY/INQUIRY SCREEN Field Print Invoice Registers, Check Registers, or Both? (I/C/B) Description I Print the Invoice Register. C Print the Check Register. B Print both registers.

170 Print Invoice Register by G/L No, Vendor or Both? (G/V/B) This field is displayed only if you are printing the Invoice Register (I) or both (B). Select the sequence in which to print the invoices. G Print in general ledger number sequence V Print in vendor number sequence B Print in general ledger and vendor number sequence. Print Whole File? (Y/N) Y Print all transactions updated to the Monthly Register since the last time it was cleared. N Specify a range of dates the invoices must fall into in order to be included on the listing. From Date Thru Date These fields are displayed only if you select to print the invoices that fall into a specific date range (N in previous field). Enter the date range in MMDDYY format. To begin printing with the first record in the file, leave the From Date field blank and press skip. To print up through the last record in the file, leave the Thru Date field blank and press skip. Continue? (Y/N) Y Print the registers as specified. N Exit the program without printing the registers. Once Y is entered in this field, a message displays indicating which register is currently being printed. It may take a few minutes for the next field to display. Final Copy? (Y/N) Y Clear to printed transactions from the Monthly Register file. N Simply print the transactions, without clearing them from the Monthly Register file. Note: When running this program, you should always print the Monthly Register on a printer. Do not print it to a file. The Register consists of 3 separate reports that cancel each other out once the final copy of the report is run. If the Register is sent to a file, nothing will be displayed, as the reports have canceled each other out.

171 SAMPLE REGISTER Note: The asterisk (*) next to the transaction code on the Monthly Register indicates a deleted invoice entry.

172 MONTHLY UPDATE (AP/APM) The Monthly Update program closes the current accounts payable month. All activity should be completed before running the Monthly Update program (all entered and updated invoices, all processed checks, voided checks, and deleted invoices). When running the Monthly Close program, you should be signed on to the last day of the month that is being closed. Running the Monthly Close program rolls the monthly totals in Vendor History (AP/MAR/VH) to the previous month and changes the current accounts payable month in System Maintenance (SYS/APS). CONSOLIDATION COMPANY The Monthly Update program is available when signed on to a consolidation company. You are given the option of continuing for each company assigned to the consolidation company. ENTRY/INQUIRY SCREEN Field Do YouWant to Continue (Y/N)? Description Y Close the current accounts payable month. N Exit the program without closing the current accounts payable month.

173 The following fields are updated by the system and cannot be modified. A/P Monthly Update Will Close Out the Month of (MM/YY) Vendor The month and year you are signed on to is displayed. This is the month and year that will be closed if you enter Y in the Continue field. Each vendor displays as the vendor history is updated. Error Messages A/P Monthly Update Cannot Be Run Last Update - MM/YY The month and year of the date you are signed on to does not equal the system s current AP month and year. Press skip to exit. Change the sign on date to the current AP month and year and begin again.

174 PAID INVOICES (AP/PIN) The Paid Invoices programs (AP/PIN) are available only if System Maintenance (SYS/APS) is flagged to save paid invoices. Transactions paid through the Check Processing programs (AP/CHK) or through the Manual Checks - No Invoice programs (AP/MCN) are available for inquiry and printing, until they are deleted. Deleting paid transactions is usually done at the end of each month, as part of the monthly close procedures. The Inquiry program (AP/PIN/PIQ) displays paid transactions for a specific vendor, in either invoice number or check number sequence. A listing of all or a range of paid transactions can be printed through the Listing program (AP/PIN/PIL). Paid transactions can be deleted through the Delete program (AP/PIN/PID). Once a paid transactions is deleted, it is no longer available in the Inquiry and Listing programs (AP/PIN/PIQ, AP/PIN/PIL). CONSOLIDATION COMPANY All Paid Invoices programs are available when signed on to a consolidation company.

175 PAID INVOICES INQUIRY (AP/PIN/PIQ) The Paid Invoices Inquiry program is used to display paid transactions for a specific vendor, if System Maintenance (SYS/APS) is flagged to save paid invoices. Paid transactions are available for inquiry until they are deleted through the Delete program (AP/PIN/PID). Inquiry is made for a specific vendor and paid transactions are displayed beginning with a specific invoice number or check number. To display all paid transactions for the specified vendor, press SKIP in the Invoice Number or Check Number field. The information displayed for each paid transaction includes: the invoice number, purchase order number, due date, check date, check number, and invoice amount. If taken, the discount amount is displayed. Transactions paid through the Manual Checks - No Invoice programs (AP/MCN) are indicated by MCN in front of the invoice number. If the check on which an invoice was paid was voided, VOIDED displays in the purchase order column. CONSOLIDATION COMPANY The Paid Invoices Inquiry program is available when signed on to a consolidation company. The company number for each paid transaction is displayed. ENTRY/INQUIRY SCREEN Field Vendor Description Enter the name or number of the vendor whose paid transactions youwant to display. If you are unsure of the complete vendor name or number, use the appropriate function keys listed at the bottom of the screen and select one from the list of vendors.

176 To exit the program, leave this field blank and press skip or CMD. Error Messages: Invalid Entry or Function...SKIP An invalid vendor was entered or the wrong function key was pressed. Press skip to acknowledge the message and begin again. End of file...skip The end of the Vendor Master file (using AP/MAR/VM or PO/VM) was reached while scrolling through the list of valid vendors. Press skip to acknowledge the message and begin again. Invoice Number This field originally displays as Invoice Number, but F1 can be used to toggle back and forth between Invoice Number and Check Number. Enter the invoice number or check number (depending on which field you have chosen to display) with which to begin listing the paid transactions. To list all the paid transactions for this vendor, leave this field blank and press skip. More? (Y/N) This field is displayed only if there are more paid transactions for this vendor than can be displayed on one screen. Y See the next screen of transactions. N Do not view the next screen. RETURN This field displays when you have reached the end of the paid transactions list. Pressing return takes you back to Vendor field, at which point you can enter another vendor or exit the program. The following fields are updated by the system and cannot be modified. Invoice No. PO Number Due Date Chk Date Chk Nbr Inv Amt Disc Amt Co Information displays for each invoice that falls within the specified range. If signed on to a consolidation company, the company number of each paid transactions is displayed.

177 PAID INVOICES LISTING (AP/PIN/PIL) The Paid Invoices Listing program prints a list of paid transactions, if System Maintenance (SYS/APS) is flagged to save paid invoices. Paid transactions can be printed any time, until they are deleted through Paid Invoices Delete (AP/PIN/PID). The listing prints in either invoice number or check number sequence. You can select to print all paid transactions for all vendors, or a specific range of paid transactions for one or more vendors. Other options allow you to print a range of invoice or check numbers and all or a range of check dates. The information printed for each transaction includes: the vendor number and name, the invoice number and due date, the purchase order number, the invoice total, the discount amount (if taken), and the amount paid. CONSOLIDATION COMPANY The Paid Invoices Listing program is available when signed on to a consolidation company. Paid transactions for all companies assigned to the consolidation print as per the specifications entered. ENTRY/INQUIRY SCREEN Field Continue? (Y/N) Description Y Continue in the program. N Exit the program. Print in Invoice or Check Number Order? (I/C) I Print the list of paid transactions in invoice number sequence. C Print the list of paid transactions in check number sequence.