ACTIVANT TURNS. Accounts Payable. Version 2001

Transcription

1 ACTIVANT TURNS Accounts Payable Version 2001

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 2001 Publication Date:

3 TURNS 2001 ACCOUNTS PAYABLE I. DATABASE SETUP/MAINTENANCE A. ZSU Settings ZC (ZSU) p. 1 Accounts Payable Purchase Orders G/L Postings B. Terms Maintenance D (TM) p. 5 Terms Listing DBL (TL) C. Vendor Maintenance D (VM) p. 7 Vendor Master Listing DBL (VL) Vendor File Inquiry W (VQ) D. Receipt Cost Override Listing CODES (RCCODE) p. 14 II. VENDOR BEGINNING BALANCE PROCESSING p. 15 Refer to A/P Beginning Balance Processing Checklist. A. Vendor Invoice Entry N (NE) Vendor Invoice Register N (NR) B. Aged A/P Trial Balance NMT (NT) C. A/P Initialization N (NX) III. IV. FIXED EXPENSE PROCESSING A. Fixed Expenses Maintenance NMT (NFM) p. 16 B. Fixed Expenses Change Listing NMT (NFC) p. 17 mandatory to print if using fixed expenses changes are cleared after it is printed C. Fixed Expenses Listing NMT (NFL) p. 18 INVOICE PROCESSING A. Vendor Invoice Entry N (NE) p. 20 Transaction Codes: BI-Billing Invoice DM-Debit Memo CM-Credit Memo BF-Billing Fixed A/P - P/O Reconciliation B. Fixed Expenses Process N (NFP) p. 22 C. Vendor Invoice Register N (NR) p. 23 D. Reconciled P/O Deviation List Q2 (QPD) p. 29 E. P/O Reconciliation Report Q2 (QRR) p. 31 P/O Reconciliation Purge Q (QRRP) p. 33 V. ACCOUNTS PAYABLE MAINTENANCE NMT (NM) p. 35 VI. ACCOUNTS PAYABLE AGING NMT (NTBS) p. 36 updates BSR Aged A/P Trial Balance NMT (NT) p. 37

4 TURNS 2001 ACCOUNTS PAYABLE VII. PAYMENT ANALYSIS & PROCESSING A. A/P Forecasting Report NMT (NFCL) p. 40 P/O Forecasting Report Q2 (QFCL) p. 43 B. Selecting Invoices for Payment 1. Vendor Invoice Payments N (NC) p Fixed Expenses Payments N (NCF) p Special Payments N (NCM) p. 48 Payments to Vendors Not on File On-Account Payments Manual Payments C. Cash Requirements Report N (NJ) p. 49 Cash Requirements Maintenance N (NJM) p. 52 D. Check/Voucher Printing N (NCP) p. 53 Check/Voucher Register N (NCR) p. 55 VIII. VOID CHECK PROCESSING A. Void Check Entry N (VCE) p. 60 B. Void Check Register N (VCR) p. 61 IX. CHECK RECONCILIATION A. Reconciliation Entry NRC (NRE) p. 65 B. Reconciliation Report NRC (NRR) p. 66 C. Reconciliation Maintenance NRC (NRM) p. 68 D. Reconciliation Purge NRC (NRP) p. 69 X. INQUIRY & REPORTS A. Accounts Payable Inquiry N (NI) p. 70 B. Accounts Payable Analysis NMT (NDU) p. 73 C. Discount Status Report NMT (NDS) p. 75 D. Vendor Analysis Report N (VR) p. 77 XI. HISTORICAL INFORMATION A. A/P History Inquiry N (NIH) p. 79 B. Aged A/P History Trial Balance NMT (NTH) p. 81 C. A/P History Analysis NMT (NDUH) p. 84 D. Discount History Status Report NMT (NDSH) p. 86

5 TURNS 2001 ACCOUNTS PAYABLE XII. A/P MONTH END PROCEDURES Refer to the complete Month End Checklist from the Month End class materials for complete month end instructions. A. Monthly Invoice Report NMT (NMR) p. 88 Monthly Invoice File Purge NMT (NRPG) p. 91 B. Accounts Payable Purge NMT (NP) p. 92 XIII. A/P YEAR END PROCEDURES A. Year End Vendor Update N (VYR) p. 94 Vendor Performance Report Vendor Analysis Report B Processing Preview Listing N (NYL) p Form Printing N (NYP) p Register N (NYR) p. 102 C. Accounts Payable History Purge NMT (NPH) p. 104 XIV. AMORTIZATION SCHEDULE NMT (AMORT) p. 106

6 ACCOUNTS PAYABLE OVERVIEW ENTER THE INVOICE IN N(NE) VENDOR INVOICE REGISTER N(NR) ** General Ledger ** ENTER PAYMENTS N(NC) CASH REQUIREMENTS REPORT N(NJ) PRINT CHECKS N(NCP) CHECK/VOUCHER REGISTER N(NCR) ** General Ledger **

7 Database Setup/Maintenance System Setup ZC(ZSU) - Accounts Payable Information SYSTEM SETUP ZC(ZSU) ACCOUNTS PAYABLE INFORMATION (Selection 4) 1. FIXED EXPENSES PROCESSING (1A) (Y/N) Y = Fixed Expense processing is active. N = Fixed Expense processing is not active. 2. A/P TO G/L INTERFACE (1A) S = Initial startup. A/P Initialization program (NX) will be run following A/P beginning balance entry to fully activate the interface. N = Do not post G/L entries. Posting programs do not accept G/L information. Y = Interface fully active. Post G/L entries from A/P to the G/L interface file. The G/L Posting Account File, ZC(ZPOSTOP) must be set up for this feature to function. 3. CONSOLIDATED G/L POSTING (1A) (S/D) S = A/P transactions will be posted to the G/L in SUMMARY. Transaction amounts are totaled by G/L account and posted as one entry per account. Detailed information is available on the Vendor Invoice Register. D = A/P transactions will be posted to the G/L in DETAIL. Each transaction is posted individually, even if the same account number is used repetitively. Detailed information is also available on the Vendor Invoice Register. NOTE: Regardless of the method chosen, the Vendor Invoice Register posts only one entry to the A/P liability account. This applies only if G/L to A/P interface is active. 4. CHECK RECONCILIATION (1A) (Y/N) Y = Check reconciliation processing is active. Information from the A/P Check/Voucher Register is recorded in the outstanding check file and may be processed via programs on the Check Reconciliation menu. N = Check Reconciliation processing is not active. 5. INCLUDE DISCOUNT WHEN CALC. AVERAGE COST (1A) (D/N) D = Subtract discount amount from P/O cost before calculating average cost. N = Don t subtract discount amount from P/O cost before calculating average cost. Turns V2001 Accounts Payable 1

8 Database Setup/Maintenance System Setup ZC(ZSU) - Purchase Order Information SYSTEM SETUP ZC(ZSU) PURCHASE ORDER INFORMATION (Selection 3) 1. COST UPDATE DURING P/O RECEIVING (1A) (L/A/B/N) L = Update only LAST cost during P/O receiving. May be overridden. A = Update only AVERAGE cost during P/O receiving. May be overridden. B = Update both AVERAGE and LAST cost during P/O receiving. May be overridden. N = Do not update any costs during P/O receiving. May be overridden. 2. STARTING PURCHASE ORDER NUMBER (6.0N) The purchase order system provides the option to automatically assigned purchase order numbers. Enter the next purchase order number to be assigned. 3. INVENTORY RECEIPTS INQUIRY DISPLAY UNIT (1A) (S/P/L/T/U) Enter the unit of measure code for display of quantities in Inventory Receipts Inquiry: S = Quantities based on unit of SALE T = Quantities based on unit of STOCK P = Quantities based on unit of PRICE U = Quantities based on unit of PURCH L = Quantities based on P/O Line unit of measure 4. PRINT COST ON RECEIVING JOURNAL (1A) (Y/N) This audit trail document must be printed to update merchandise receipts. Y = Print the cost on the P/O Receiving Journal. N = Do not print the cost on the P/O Receiving Journal. NOTE: This response also affects the Receiving Copy Q(QS). 5. CURRENT INVENTORY MONTH (5A) (MM/YY) Enter the calendar month and fiscal year currently being processed for inventory sales history in formation MM/YY. After startup, this date may be maintained via program ZC(CFYEI). WARNING: This response applies to both Order Entry and the Purchase Order modules. This means that the response for both modules must be the same and therefore the entry here will automatically update #24 in the Order Entry module. 6. YEARS OF INVENTORY HISTORY TO RETAIN (4.0N) Enter the number of years, including the current year, of item history to be retained. A minimum of 2 years is needed for prior year comparisons and reports. WARNING: This response applies to both Order Entry and the Purchase Order modules. This means that the response for both modules must be the same and therefore the entry here will automatically update #25 in the Order Entry module. 7. ENABLE P/O - A/P RECONCILIATION (1A) (Y/N) Y = Purchase order reconciliation to accounts payable is active. N = Purchase order reconciliation to accounts payable is not active. 8. SECURE RECEIPT COST OVERRIDE (1A) (Y/N) Y = Change of receipt cost in A/P Invoice Entry requires a system assigned password. This is a unique number generated via program CODES(RCCODE) N = Change of receipt cost in A/P Invoice Entry does not require a password. Turns V2001 Accounts Payable 2

9 Database Setup/Maintenance System Setup ZC(ZSU) - Purchase Order Information (cont d) SYSTEM SETUP ZC(ZSU) PURCHASE ORDER INFORMATION (Selection 3) 9. ALLOCATE FREIGHT BY (C)OST, (W)EIGHT OR (P)CT (1A) PERCENT (2.3N) C = During A/P entry (P/O Reconciliation), allocate freight per P/O line extended cost. W = During A/P entry (P/O Reconciliation), allocate freight per P/O line extended weight. Percent is a default freight percent to be used to allocate freight as a percent of unit cost during the P/O Receiving Journal update. This percent will be used only if the freight percent in the Vendor record is blank. 10. LIMIT AVG COST RECALC FOR RECONCIL TO QTY ON-HAND? (1A) (Y/N) During A/P-P\O Reconciliation entry, average cost is recalculated when the P/O cost is changed for an item. If receipt quantity exceeds current quantity on-hand: Y = Adjust average cost for difference between old and new P/O cost. N = Allocate total receipt difference to current quantity on-hand. EXAMPLE: Receipt Qty = 10, current on-hand qty = 5, current average cost = $2.00. Old P/O cost = $2.20, new P/O cost = $2.25, the difference = $.05. if Y, new average cost = $ $.05 = $2.05 If N, new average cost = [(5 x $2.00) + (10 x.$.05)]/5 = $ P/O DEVIATION LISTING PERCENTAGE (3.2N) Enter the default percentage deviation to use for the Reconciled P/O Deviation Listing. 12. P/O DEVIATION LISTING AT (L)INE OR (T)OTAL LEVEL (1A) (L/T) L = The Reconciled P/O Deviation Listing will select amounts due by line item. T = The Reconciled P/O Deviation Listing will select amounts due by the order. 13. UPDATE FREIGHT COST (A)VERAGE, (L)AST, (W)EIGHTED (1A) (A/L/W) How should an item s freight cost be updated during A/P-P/O Reconciliation? A = Calculate simple average, i.e., (old freight + new freight)/2. L = Replace freight cost with current freight cost. W = Calculate weighted average, i.e., (old freight * quantity on hand) + (new freight * receipt quantity) / (quantity on hand + receipt quantity). 14. USE ITEM MEMO4 FOR MORE ITEM DESCRIPTION (1A) (Y/N) Y = Item Memo4 (Prompt 2 in IMM, Item Maintenance) will be used as packaging information and will appear on purchase orders. N = Item Memo4 will not be used for packaging information. 15. PRINT DECIMALS ON PURCHASE ORDERS (1A) (Y/N) Y = Always print decimals on purchase orders (example: 1.00). N = Only print decimals when partial units are ordered. 16. USE (A)VG, (L)AST, OR (M)EMO AS P/O DEFAULT (1A) (A/L/M) A = Use average cost as the default during Purchase Order entry. L = Use last cost as the default during Purchase Order entry. M = Use memo cost as the default during Purchase Order entry. May be overridden. Turns V2001 Accounts Payable 3

10 Database Setup/Maintenance Effect of A/P Transactions on General Ledger 1) PROCESSING AN A/P INVOICE: A/P Inventory or Expense 1) ) PROCESSING AN A/P CHECK: Inventory or Discount A/P Expense Cash Taken 1) ) ) VOIDING AN A/P CHECK: Inventory or Discount A/P Expense Cash Taken 1) ) ) Turns V2001 Accounts Payable 4

11 Database Setup/Maintenance Terms Maintenance D(TM) Example of the runtime prompts: TERMS CODE DESCRIPTION TYPE TERMS MAINTENANCE TERMS TYPES: 1=DAYS 2=DISCOUNT DAYS - DUE DAY 3=FIXED DATE 4=PAID (COD OR CASH WITH ORDER) 5=DISCOUNT DAY - DUE DAY 6=DISCOUNT DAY - DUE DATE BY DAYS 7=DISCOUNT DAY - DUE DAY (SPECIAL) ENTER: TERMS CODE, (N)EXT, PRE(V)IOUS, (,)SEARCH, OR (RTN): Terms maintenance is used to add, change or delete customer and vendor terms codes. Terms codes are used to calculate invoice due dates and perform aging for Accounts Receivable (customer) and Accounts Payable (vendor) transactions. The terms print on customer invoices and statements. The terms discount date and/or due date may be used to select invoices for payment in Accounts Payable. Once terms codes are established, default terms codes may be assigned for all customers via Customer Bill-To Maintenance D(CBM) or Customer Maintenance D(CM) and for vendors via Vendor Maintenance D(VM). Terms codes may be overridden on an invoice by invoice basis if necessary. To exit to the menu, press RETURN. To add a new terms code, enter an unassigned terms code of up to 2 characters. To display a list of valid terms codes, press H+ESC. To specify/change information for an existing terms code, enter the terms code. To display the next terms code on file, enter N. To display the previous terms code on file, enter V. Turns V2001 Accounts Payable 5

12 Database Setup/Maintenance Terms Listing DBL(TL) Example of the runtime prompts: TERMS CODE LISTING TERMS CODE LISTING TO BEGIN PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/(E)ND) Y Example of the output: SYSTEM DATE: AM ABC CO. T E R M S C O D E L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE T E R M S DISCOUNT NET DUE MONTH----- DUE NO. OF CODE TYPE DESCRIPTION PERCENT DUE DAYS DAYS MONTHS CYCLE DAY DATE PYMNTS 30 1 DAYS NET 30 DAYS C1 4 PAID C.O.D T1 1 DAYS 2% 10, NET % T2 2 MONTHS 2% 15, NET 1ST OF MO % T3 3 FIXED DUE 03/ /31 0 T4 4 PAID 1%-CASH WITH ORDER 1.00 % T5 5 COMBO 1 2% 10TH, NET 30TH 2.00 % T6 6 COMBO 2 2% 30TH, NET 60 DAYS 2.00 % T7 7 COMBO 3 DUE 20TH, 5 PAYMENTS NUMBER OF TERMS CODES LISTED: 9 Turns V2001 Accounts Payable 6

13 Database Setup/Maintenance Vendor Maintenance D(VM) - Accounts Payable Information Example of the runtime prompts: VENDOR MAINTENANCE VENDOR NUMBER 0337 ACCOUNTS PAYABLE INFORMATION: 1 NAME AMES DIVISION 16 A/P CUSTOMER 2 ADDRESS 1 PO BOX BUYER GROUP ADDRESS 2 18 FED ID / SSN F/S 4 CITY, ST ZIP ELHARD IN ? N BOX 5 COUNTRY USA 20 HOLD/PAY P 6 ATTENTION 21 CURRENCY 7 PHONE FAX 22 YTD INVOICES VM MEMO 1 23 YTD PAYMENTS VM MEMO 2 24 YTD ADJMENTS VM MEMO 3 25 YTD DSCOUNTS TERMS CODE T2 2% 10, NET 15TH 26 LAST PMT DTE 06/10/02 12 G/L ORG OE OE ORG 27 LAST PMT AMT EXPENSE ACCT LST YR PYMTS EXPENSE DESC MERCH. INVENTORY A/P BALANCE LIABIL. ACCT 210 GENERAL INFORMATION: 29 VENDOR TYPE MY 30 SORT LINE AMES DIVISION LINE(#), (U)PDATE, PRE(V)IOUS, (N)EXT, (DEL)ETE, (C)OMMENTS, (DUP) OR P/O (S)CREEN: Vendor Maintenance is used to add, change or delete vendor (supplier) accounts payable and purchase order information. Vendor information may be viewed via Vendor File Inquiry W4(VQ). NOTE: Shipping address information for purchase orders is obtained from Warehouse Maintenance D(WHM). To respecify the vendor number, press RETURN. To change any one of the maintainable fields, enter the line number. To change ALL of the maintainable fields, enter U. The cursor will step through each maintainable field, one at a time. To display the next vendor on file, enter N. Turns V2001 Accounts Payable 7

14 Database Setup/Maintenance Vendor Maintenance D(VM) - Accounts Payable Information (cont d) To display the previous vendor on file, enter V. To advance to the P/O screen for this vendor, enter S. To duplicate information from this vendor to a new vendor number, enter DUP. NOTE: Account balances are excluded from duplication. To specify/change comments associated with this vendor, enter C. NOTE: Comments are entered based on the vendor and are not separated according to the screen (A/P or P/O). To delete this vendor, enter DEL. NOTE: Vendors with an accounts payable balance or transactions cannot be deleted. If the Purchase Order module is active, purchasing activity will also be considered. Turns V2001 Accounts Payable 8

15 Database Setup/Maintenance Vendor Maintenance D(VM) - Purchase Order Information Example of the runtime prompts: VENDOR MAINTENANCE VENDOR NUMBER 0337 PURCHASE ORDER INFORMATION: 1 NAME AMES DIVISION 13 SHIP VIA 2 ADDRESS 1 PO BOX F.O.B. 3 ADDRESS 2 15 REVIEW CYCLE CITY, ST ZIP ELHARD IN BUYER CODE 5 COUNTRY USA 17 P/O DISCNT % ATTENTION 18 P/O TAX % PHONE FAX COMMENTS? Y 8 EXPED. NAME 20 LAST PUR DTE 06/05/02 9 EXPED. PHONE 21 LAST PUR AMT VM MEMO 4 22 FREIGHT PCT 11 VM MEMO 5 23 EXCISE TAX % VM MEMO 6 LINE(#), (U)PDATE, (N)EXT, PRE(V), (DEL)ETE, (C)OMMENTS, (DUP) OR A/P (S)CREEN: Turns V2001 Accounts Payable 9

16 Database Setup/Maintenance Vendor Master Listing DBL(VL) Example of the runtime prompts: (N)UMERIC ORDER OR (O)THER N ENTER VENDOR NUMBER RANGE: STARTING 0337 ENDING 0337 INCLUDE COMMENTS? (Y/N) Y VENDOR MASTER LISTING PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/(E)ND) Y Turns V2001 Accounts Payable 10

17 Database Setup/Maintenance Vendor Master Listing DBL(VL) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. V E N D O R M A S T E R L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE A/P SCREEN P/O SCREEN VEND # NAME & ADDRESS PHONE NAME & ADDRESS PHONE 0337 AMES DIVISION AMES DIVISION PO BOX 1210 FAX #: PO BOX 1210 FAX #: ELHARD IN ELHARD IN ATTN: ATTN: COUNTRY : USA COUNTRY : USA SORT LINE : AMES DIVISION EXPED. NAME : TERMS CODE : T2 2% 10, NET 15TH EXPED. PHONE: VM MEMO 1 : VM MEMO 4 : VM MEMO 2 : VM MEMO 5 : VM MEMO 3 : VM MEMO 6 : G/L ORG : OE OE ORG SHIP VIA ; REVIEW CYCLE: 0.25 EXPENSE ACCT: 150 YTD INVOICES : F.O.B. : P/O DISCNT % : 5.00 EXPENSE DESC: MERCH. INVENT YTD PAYMENTS : BUYER CODE : P/O TAX % : LIABIL. ACCT : 210 YTD ADJMENTS : 0.00 LAST PUR DTE : 06/05/02 LAST PUR AMT : A/P CUSTOMER: YTD DSCOUNTS : COMMENTS? : Y FREIGHT PCT : BUYER GROUP : 100 LAST PMT DTE : 06/10/02 EXCISE TAX % : FED ID / SSN : LAST PMT AMT : ? : N BOX: A/P BALANCE : HOLD/PAY : P LST YTD PYMT : CURRENCY : VENDOR TYPE : MY COMMENTS: LUCY MARTIN X189 SYSTEM DATE: AM ABC CO. V E N D O R M A S T E R L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE A/P SCREEN P/O SCREEN VEND # NAME & ADDRESS PHONE NAME & ADDRESS PHONE THE TOTAL NUMBER OF VENDORS LISTED IS 1 LISTING CRITERIA: VENDOR RANGE: STARTING ENDING INCLUDE COMMENTS? (Y/N)... Y *** END OF REPORT *** Turns V2001 Accounts Payable 11

18 Database Setup/Maintenance Vendor File Inquiry W4(VQ) - Accounts Payable Information Example of the runtime prompts: VENDOR INQUIRY VENDOR NUMBER 0337 ACCOUNTS PAYABLE INFORMATION: 1 NAME AMES DIVISION 16 A/P CUSTOMER 2 ADDRESS 1 PO BOX BUYER GROUP ADDRESS 2 18 FED ID / SSN F/S 4 CITY, ST ZIP ELHARD IN ? N BOX 5 COUNTRY USA 20 HOLD/PAY P 6 ATTENTION 21 CURRENCY 7 PHONE FAX 22 YTD INVOICES VM MEMO 1 23 YTD PAYMENTS VM MEMO 2 24 YTD ADJMENTS VM MEMO 3 25 YTD DSCOUNTS TERMS CODE T2 2% 10, NET 15TH 26 LAST PMT DTE 06/10/02 12 G/L ORG OE OE ORG 27 LAST PMT AMT EXPENSE ACCT LST YR PYMTS EXPENSE DESC MERCH. INVENTORY A/P BALANCE LIABIL. ACCT 210 GENERAL INFORMATION: 29 VENDOR TYPE MY 30 SORT LINE AMES DIVISION ENTER (N)EXT, PRE(V)IOUS, (C)OMMENTS, P/O (S)CREEN OR (RTN): S Turns V2001 Accounts Payable 12

19 Database Setup/Maintenance Vendor File Inquiry W4(VQ) - Purchase Order Information Example of the runtime prompts: VENDOR INQUIRY VENDOR NUMBER 0337 PURCHASE ORDER INFORMATION: 1 NAME AMES DIVISION 13 SHIP VIA 2 ADDRESS 1 PO BOX F.O.B. 3 ADDRESS 2 15 REVIEW CYCLE CITY, ST ZIP ELHARD IN BUYER CODE 5 COUNTRY USA 17 P/O DISCNT % ATTENTION 18 P/O TAX % PHONE FAX COMMENTS? Y 8 EXPED. NAME 20 LAST PUR DTE 06/05/02 9 EXPED. PHONE 21 LAST PUR AMT VM MEMO 4 22 FREIGHT PCT 11 VM MEMO 5 23 EXCISE TAX % VM MEMO 6 ENTER (N)EXT, PRE(V), (C)OMMENTS, A/P (S)CREEN OR (RTN): Turns V2001 Accounts Payable 13

20 Database Setup/Maintenance Receipt Cost Override Listing CODES(RCCODE) Example of the runtime prompts: RECEIPT COST OVERRIDE CODE GENERATION PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Example of the output: SYSTEM DATE: AM ABC CO. R E C E I P T C O S T O V E R R I D E C O D E S DATE 07/09/02 JULY 9, 2002 PAGE 1 SEQ CODE SEQ CODE =============================================================================================================== Turns V2001 Accounts Payable 14

21 Vendor Beginning Balance Processing Beginning Balance Processing Checklist STEP 1: VENDOR INVOICE ENTRY MANDATORY N(NE) Enter all of your outstanding vendor invoices and credit memos. REMEMBER: Trans Date = Original Invoice Date Invoice # = Original Invoice Number Trans Amt = Invoice Total Disc % / $ = Calculated from terms codebe sure this is correct Transaction Codes: BI - Billing Invoice CM - Credit Memo STEP 2: VENDOR INVOICE REGISTER MANDATORY N(NR) The register must be printed in order to update the entries to the vendors accounts payable. STEP 3: AGED A/P TRIAL BALANCEMANDATORY NMT(NT) Enter all of your outstanding vendor invoices and credit memos. REMEMBER: Print this in detail as an AUDIT TRAIL document. It is critical that you balance back to your source document. DO NOT go live with Payables until you are in balance! STEP 4: ACCOUNTS PAYABLE INITIALIZATION MANDATORY N(NX) The NX program activates the interface between Accounts Payable and General Ledger. Before entering vendor invoices into the system, it is necessary to decide which invoices will be considered beginning balances. Beginning balances are those invoices which have already been recorded to an inventory or expense account on your previous system or in your books. Invoices which you consider beginning balances will need to be entered into your system prior to running NX. Invoices entered prior to running NX will prompt for the A/P liability account number only, which will be used as a reference at time of payment. Once beginning balances are entered, NX must be run. The G/L interface will be activated and Vendor Invoice Entry will begin prompting for inventory/expense account posting information. Turns V2001 Accounts Payable 15

22 Fixed Expense Processing Fixed Expenses Maintenance NMT(NFM) Example of the runtime prompts: FIXED EXPENSES FILE MAINTENANCE VENDOR NUMBER 107 NAME ANGELIQUE MANUFACTURING CONTRACT NUMBER REFERENCE RENT 1 FREQUENCY CODE MO 5 START DATE 07/01/02 2 NEXT DUE DATE 07/01/02 6 ORIG BALANCE PERIODIC PAYMNT PAID TO DATE 0.00 ENTERED DEBITS: ENTERED CREDITS: LN# ORG G/L ACCT # DESCRIPTION AMOUNT 1 OE 210 AMOUNT PAYABLE OE 685 RENT/LEASE EXPENSE ENTER LINE #, (ADD), (LIST) OR (END) END Turns V2001 Accounts Payable 16

23 Fixed Expense Processing Fixed Expenses Change Listing NMT(NFC) Example of the runtime prompts: FIXED EXPENSES CHANGE LISTING PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y (Hard copy is produced.) DID THE LISTING PRINT CORRECTLY? (Y/N) Y Example of the output: SYSTEM DATE: AM ABC CO. F I X E D E X P E N S E S C H A N G E L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE 1 TRAN CONTRACT NEXT PERIODIC FREQ ORIGINAL PAYMENTS NUMBER NUMBER VEND # NAME DUE DATE PAYMENT CODE BALANCE TO DATE ANGELIQUE MANUFACTURING PRIOR DATA: ** ADDED ** CURRENT DATA: 07/01/ MO SYSTEM DATE: AM ABC CO. F I X E D E X P E N S E S C H A N G E L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE 2 TRAN CONTRACT NEXT PERIODIC FREQ ORIGINAL PAYMENTS NUMBER NUMBER VEND # NAME DUE DATE PAYMENT CODE BALANCE TO DATE THE NUMBER OF TRANSACTIONS LISTED IS: 1 *** END OF REPORT *** Turns V2001 Accounts Payable 17

24 Fixed Expense Processing Fixed Expenses Listing NMT(NFL) Example of the runtime prompts: FIXED EXPENSES LISTING ENTER VENDOR NUMBER RANGE: STARTING ENDING ENTER ORGANIZATION CODE OR ALL ALL PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Turns V2001 Accounts Payable 18

25 Fixed Expense Processing Fixed Expenses Listing NMT(NFL) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. F I X E D E X P E N S E S L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE 1 CONTRACT START NEXT PERIODIC FREQ ORIGINAL PAYMENTS REMAINING NUMBER VEND # NAME REFERENCE DATE DUE DATE PAYMENT CODE BALANCE TO DATE BALANCE ANGELIQUE MFG RENT 07/01/02 07/01/ MO SEQ ORG G/L ACCT DESCRIPTION DEBIT CREDIT 1 OE 210 AMOUNT PAYABLE OE 685 RENT/LEASE EXPENSE BKAM800 BKAM BANK AMERICA LOAN 01/01/01 08/01/ MO SEQ ORG G/L ACCT DESCRIPTION DEBIT CREDIT 1 OE 210 AMOUNT PAYABLE OE 182 IMPROVEMENTS OE 650 INTEREST SYSTEM DATE: AM ABC CO. F I X E D E X P E N S E S L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE 2 CONTRACT START NEXT PERIODIC FREQ ORIGINAL PAYMENTS REMAINING NUMBER VEND # NAME REFERENCE DATE DUE DATE PAYMENT CODE BALANCE TO DATE BALANCE TOTAL NUMBER OF FIXED EXPENSES LISTED... 2 TOTAL OF PERIODIC PAYMENT AMOUNTS TOTAL OF ORIGINAL BALANCES TOTAL OF REMAINING BALANCES TOTAL DEBITS TOTAL CREDITS Turns V2001 Accounts Payable 19

26 Invoice Processing Vendor Invoice Entry N(NE) Example of the runtime prompts: VENDOR INVOICE ENTRY BATCH # 655 ENTERED BY AD VENDOR # 662 MID-STATE MACHINE INVOICE # TR CODE BI TR DATE 07/09/02 TERMS CODE T1 TERMS NET 30 DAYS DSC DATE DSC $ 0.00 DSC % 0.00 DUE DATE 08/08/02 REF HOLD/PAY P TR AMOUNT ENTERED DEBITS: ENTERED CREDITS: LN# ORG G/L ACCT # DESCRIPTION AMOUNT 1 OE 210 AMOUNT PAYABLE OE 150 MERCH. INVENTORY RECONCILE INVOICE AGAINST PURCHASE ORDERS? (Y/N) Y Turns V2001 Accounts Payable 20

27 Invoice Processing Vendor Invoice Entry N(NE) (cont d) Example of the runtime prompts: VENDOR INVOICE ENTRY BATCH # 655 ENTERED BY AD VENDOR # 662 MID-STATE MACHINE INVOICE # TR CODE BI TR DATE 07/09/02 INVOICE TERMS CODE T1 TERMS NET 30 DAYS BALANCE DSC DATE DSC $ 0.00 DSC % DUE DATE 08/04/02 REF HOLD/PAY P TR AMOUNT SEQ P/O# / P/O QUANTITY UNIT COST/ RECEIPT BALANCE INV.AMOUNT # RCVR# LIN TO STOCK ITEM NUMBER EXTENSION DUE APPLIED AD772 06/28/02 NM FRT P/O DATE 06/28/02 MID-STATE MACHINE ALLOCATE? (Y/N/S) Y P/O(#), (ALL) P/Os, (X)+CONSOLIDATED P/O #, (L)IST RECONCILIATION ENTRIES (RTN) TO END OR (CANCEL) TRANSACTION Turns V2001 Accounts Payable 21

28 Invoice Processing Fixed Expenses Process N(NFP) Example of the runtime prompts: FIXED EXPENSES PROCESSING ALL FIXED EXPENSES DUE THIS MONTH WILL BE RELEASED TO THE VENDOR INVOICE REGISTER ON BATCH # 651 ENTER PROCEED OR END END Turns V2001 Accounts Payable 22

29 Invoice Processing Vendor Invoice Register N(NR) Example of the runtime prompts: VENDOR INVOICE REGISTER ENTER BATCH #, (ALL), (L)IST, OR (RTN) L ENTER G/L POSTING DATE 07/09/02 PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y (Hard copy is produced.) PRINTING G/L DISTRIBUTION DETAIL DID THE REGISTER PRINT CORRECTLY? (Y/N) Y VENDOR INVOICE REGISTER UPDATING IN PROGRESS UPDATE IS COMPLETE Turns V2001 Accounts Payable 23

30 Invoice Processing Vendor Invoice Register N(NR) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 1 TR TR DATE ----PROMPT-PAY DISCOUNT---- INVOICE # VEND # NAME REFERENCE CODE DATE DUE DATE % AMOUNT AMOUNT MID-STATE MACHINE BI 07/09/02 08/08/ SEQ ORG G/L ACCT DESCRIPTION DEBIT CREDIT 1 OE 210 AMOUNT PAYABLE OE 150 MERCH. INVENTORY SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 2 TR TR DATE ----PROMPT-PAY DISCOUNT---- INVOICE # VEND # NAME REFERENCE CODE DATE DUE DATE % AMOUNT AMOUNT TOTAL NUMBER OF TRANSACTIONS... 1 TOTAL AMOUNT DUE TOTAL ELIGIBLE DISCOUNTS TOTAL DEBITS TOTAL CREDITS Turns V2001 Accounts Payable 24

31 Invoice Processing Vendor Invoice Register N(NR) (cont d) Example of the output: (cont d) SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R P U R C H A S E O R D E R R E C O N C I L I A T I O N REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 3 P/O# /LN# ITEM NUMBER COST QTY REC D RECEIPT DISCOUNTS/ PAYMENT PAYMENT INVOICE# WHS RCVR # REC DATE UNIT PO COST REC COST UPDATE TO STOCK EXTENSION PAYMENTS APPLIED DUE VENDOR: 662 MID-STATE MACHINE /001 NM OE AD 06/28/02 EA N /FRT FREIGHT * OE FRT 06/28/ N TOTAL P/O * Preceding Invoice Number indicates deviation between PO COST and REC COST. DISCOUNT/PAYMENT is the sum of all payments applied during previous reconciliations. PAYMENT APPLIED is the amount that was entered in the applied column during the current reconciliation. PAYMENT DUE is defined as qty to stock * cost less prior payments less payments applied. ****NOTE: Payment due will be 0' if quantity stock is 0 (i.e., no receiving has taken place), regardless TOTAL VENDOR GRAND TOTAL Turns V2001 Accounts Payable 25

32 Invoice Processing Vendor Invoice Register N(NR) (cont d) Example of the output: (cont d) SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R F R E I G H T A L L O C A T I O N REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 4 FREIGHT VENDOR INVOICE P/O# VENDOR WHS FREIGHT OE P/O RECEIPT QUANTITY PRCH COST CUBIC FT WEIGHT ALLOCATED FREIGHT/ STK CALC LN# ITEM NUMBER DATE TO STOCK UNIT EXTENSION EXTENSION EXTENSION FREIGHT STK UNIT UNIT METH MID-STATE MACHINE MID-STATE MACHINE 001 NM5 06/28/ EA EA COST SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R F R E I G H T A L L O C A T I O N REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 5 FREIGHT VENDOR INVOICE P/O# VENDOR WHS FREIGHT NUMBER OF FREIGHT PAYMENTS LISTED... 1 TOTAL FREIGHT AMOUNT TOTAL RECEIVED COST Turns V2001 Accounts Payable 26

33 Invoice Processing Vendor Invoice Register N(NR) (cont d) Example of the output: (cont d) SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 6 POSTING DATE : 07/09/02 GENERAL LEDGER DISTRIBUTION SUMMARY G/L ACCT TR ORG NUMBER TITLE VENDOR BATCH INVOICE # CODE AMOUNT DESCRIPTION DEBIT CREDIT OE ORDER PROCESSING ORG OE 150 MERCH. INVENTORY BI MID-STATE AMOUNT TO BE POSTED NET OE 210 ACCOUNTS PAYABLE BI MID-STATE AMOUNT TO BE POSTED NET SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 7 POSTING DATE : 07/09/02 GENERAL LEDGER DISTRIBUTION SUMMARY G/L ACCT TR ORG NUMBER TITLE VENDOR BATCH INVOICE # CODE AMOUNT DESCRIPTION DEBIT CREDIT OE ORDER PROCESSING ORG TRANSACTION AMOUNTS TOTAL DEBITS TOTAL CREDITS NET AMOUNTS TO BE POSTED TOTAL DEBITS TOTAL CREDITS Turns V2001 Accounts Payable 27

34 Invoice Processing Vendor Invoice Register N(NR) (cont d) Example of the output: (cont d) SYSTEM DATE: AM ABC CO. V E N D O R I N V O I C E R E G I S T E R REGISTER: BATCH: ENTERED BY: AD DATE 07/09/02 JULY 9, 2002 PAGE 8 POSTING DATE : 07/09/02 GENERAL LEDGER DISTRIBUTION SUMMARY G/L ACCT TR ORG NUMBER TITLE VENDOR BATCH INVOICE # CODE AMOUNT DESCRIPTION DEBIT CREDIT GRAND TOTALS TRANSACTION AMOUNTS TOTAL DEBITS TOTAL CREDITS NET AMOUNTS TO BE POSTED TOTAL DEBITS TOTAL CREDITS Turns V2001 Accounts Payable 28

35 Invoice Processing Reconciled P/O Deviation List Q2(QPD) Example of the runtime prompts: RECONCILED P/O DEVIATION LISTING ENTER WAREHOUSE, (,)SEARCH OR ALL OE ENTER VENDOR#, (R)ANGE OR (L)IST L ENTER PURCHASE ORDER# (R)ANGE OR (L)IST R STARTING ENDING ENTER DEVIATION PERCENTAGE 0.01 PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y (Hard copy is produced.) RECONCILED P/O DEVIATION LISTING IN PROGRESS DID THE REPORT PRINT CORRECTLY? (Y/N) Y RECONCILED P/O DEVIATION LISTING UPDATING IN PROGRESS Turns V2001 Accounts Payable 29

36 Invoice Processing Reconciled P/O Deviation List Q(QPD) (cont d) Example of the output: SYSTEM DATE: AM ABC CO. R E C O N C I L E D P / O D E V I A T I O N L I S T I N G DATE 07/09/02 JULY 9, 2002 PAGE 1 RECEIVER RECEIPT RECONCILED DOLLARS TO ADJ P/O# LN# ITEM NUMBER ITEM DESCRIPTION WH NUMBER EXTENSION DOLLARS RECONCILE DEV% PMT ****** VENDOR: 662 MID STATE MACHINE NM DELRIN SPRING OE AD % ** FRT FREIGHT FREIGHT OE FRT % ** MSC MISCELLANEOUS MISCELLANEOUS OE MSC % ** TAX SALES TAX: 0.000% REBUILT IN QV: OE AD % TAX SALES TAX: 0.000% ON TAXABLE TOTAL: 0.00 OE TAX % LINE TOTAL: % ** =========== ======= ======= ======= ===== P/O TOTAL: % TOTAL NUMBER OF RECONCILED P/O DEVIATIONS... 4 LISTING CRITERIA: WAREHOUSE... OE VENDOR (L)IST PURCHASE ORDER (R)ANGE: BEGINNING... ENDING... (FIRST) (LAST) P.O. DEVIATION % RECONCILE P.O AT (L)INE OR (T)OTAL... L Turns V2001 Accounts Payable 30

37 Invoice Processing P/O Reconciliation Report Q2(QRR) Example of the runtime prompts: P/O RECONCILIATION REPORT ENTER VENDOR RANGE: STARTING 662 ENDING 662 ENTER WAREHOUSE # OE P/O (R)ANGE OR (L)IST R STARTING ENDING PRINT FULLY RECONCILED LINES? (Y/N) Y PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Turns V2001 Accounts Payable 31

38 Invoice Processing P/O Reconciliation Report Q2(QRR) (cont d) Example of the output: SYSTEM DATE: PM ABC CO. P U R C H A S E O R D E R R E C O N C I L I A T I O N R E P O R T DATE 07/09/02 JULY 9, 2002 PAGE 1 P/O#/ I TEM NUMBER/ WH RECEIVER RECEIPT QUANTITY QTY REC D RECEIPT RECONCILED DOLLARS TO P/O LN ITEM DESCRIPTION SE NUMBER DATE ORDERED UNT UNIT COST TO STOCK EXTENSION DOLLARS RECONCILE ****** VENDOR: 662 MID STATE MACHINE NM52 OE AD 07/01/ EA DELRIN SPRING SSB46 OE AD 07/01/ EA STAINLESS PLUNGER FREIGHT OE FRT 07/01/ FRT FREIGHT TOTAL P/O NM52 OE AD 06/28/ EA DELRIN SPRING TOTAL P/O LISTING CRITERIA: TOTAL VENDOR GRAND TOTAL VENDOR RANGE:... BEGINNING ENDING WAREHOUSE (ALL) OR (L)IST:... P/O # (R)ANGE OR (L)IST:... BEGINNING... (FIRST) ENDING... (LAST) R L R Turns V2001 Accounts Payable 32

39 Invoice Processing P/O Reconciliation Purge Q(QRRP) Example of the runtime prompts: P/O RECONCILIATION PURGE PURGE ONLY FULLY RECONCILED P/O S? (Y/N) Y INCLUDE RECONCILIATION LINES FOR P/O S WITH ITEMS NOT ON FILE? (Y/N) Y INCLUDE RECONCILIATION LINES FOR PURGED P/O S? (Y/N) Y VENDOR (R)ANGE OR (L)IST? R ENTER VENDOR RANGE: STARTING 107 ENDING 107 ENTER P/O RANGE: STARTING ENDING THROUGH RECEIVING DATE 06/30/02 TAX and MSC lines which meet the above criteria and have a unit cost of zero will be purged. PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y (Hard copy is produced.) P/O RECONCILIATION PURGE LISTING IN PROGRESS P/O RECONCILIATION PURGE LISTING COMPLETE DID THE LISTING PRINT CORRECTLY? (Y/N) Y Turns V2001 Accounts Payable 33

40 Invoice Processing P/O Reconciliation Purge Q(QRRP) (cont d) Example of the output: SYSTEM DATE: PM ABC CO. P U R C H A S E O R D E R R E C O N C I L I A T I O N P U R G E DATE 07/09/02 JULY 9, 2002 PAGE 1 VENDOR RANGE: 107 TO 107 P/O RANGE: START TO END FOR ONLY FULLY RECONCILED P/O S INCLUDE PURGED P/O S UNCONDITIONALLY THROUGH RECEIPT DATE 06/30/02 P/O#/ I TEM NUMBER/ WH RECEIVER RECEIPT QUANTITY QTY REC D RECEIPT PAYMENTS PAYMENT P/O LN ITEM DESCRIPTION SE NUMBER DATE ORDERED UNT UNIT COST TO STOCK EXTENSION TO DATE DUE VENDOR: 107 GENEVA PHARMACEUTICALS M1 DDS 06/20/ CS IBUPROPHEN 100 MG M1 DDS 06/20/ CS NON-ASPIRIN, 50/BOX M1 DDS 06/20/ EA THERMAL BLANKET 2/5LB WHITE FREIGHT M1 FRT 06/20/ FRT FREIGHT MISCELLANEOUS M1 MSC 06/20/ MSC MISCELLANEOUS SALES TAX: 0.000% M1 DDS 06/20/ TAX ON TAXABLE TOTAL: TOTAL P/O M1 AMM 06/14/ CS NEUTRALIZER M1 AMM 06/14/ CS EYE CUPS FREIGHT M1 FRT 06/20/ FRT FREIGHT MISCELLANEOUS M1 MSC 06/20/ MSC MISCELLANEOUS SALES TAX: 0.000% M1 DDS 06/20/ TAX ON TAXABLE TOTAL: TOTAL P/O TOTAL VENDOR GRAND TOTAL Turns V2001 Accounts Payable 34

41 Accounts Payable Maintenance Accounts Payable Maintenance NMT(NM) Example of the runtime prompts: ACCOUNTS PAYABLE MAINTENANCE VENDOR # 0337 AMES DIVISION INVOICE # TR CODE INV DATE INV AMOUNT PAYMENTS 1 DUE DATE DISCOUNTS 2 DISC DATE ADJUSTMENTS 3 HOLD/PAY AMOUNT DUE 4 REFERENCE ENTER INVOICE #, (ON-ACCT), OR (RTN) 111 ACCOUNTS PAYABLE MAINTENANCE VENDOR # 0337 AMES DIVISION INVOICE # 111 TR CODE BI INV DATE 06/22/02 INV AMOUNT PAYMENTS DUE DATE 07/10/02 DISCOUNTS DISC DATE ADJUSTMENTS HOLD/PAY P AMOUNT DUE REFERENCE ENTER FIELD # OR (RTN) Turns V2001 Accounts Payable 35

42 Accounts Payable Aging Accounts Payable Aging NMT(NTBS) Example of the runtime prompts: ACCOUNTS PAYABLE AGING PROCEED WITH ACCOUNTS PAYABLE AGING THROUGH 07/09/02? (Y/N) Y Business Status Report MRS(BSR): BUSINESS STATUS REPORT ALL ORGANIZATIONS AS OF 07/09/ ACCOUNTS RECEIVABLE ACCOUNTS PAYABLE Balance YTD Inv Balance YTD Inv YTD Dsc 0 YTD Rec YTD Dsc YTD Pmt Future Current Current day day day day day day day day SALES ORDERS PURCHASE ORDERS Open Sales Orders Open Purchase Orders YTD Sales Orders YTD Purchase Orders YTD Shipments YTD Receipts YTD Cost of Goods YTD Gross Margin Net Cash Forecast SERVICE LEVELS CURRENT INVENTORY VALUE YTD Lines Shipped At Average Cost YTD Shipped Comp395911% 85.68At Last Cost YTD Back Ordered % At Memo Cost 0 ENTER ORG#, (A)LL, (,)SEARCH, (G)/L, (M)TD, (D)AILY, (P)RIOR, OR (RTN) Turns V2001 Accounts Payable 36

43 Accounts Payable Aging Aged A/P Trial Balance NMT(NT) Example of the runtime prompts: A/P AGED TRIAL BALANCE AGING METHOD: (S)TANDARD, 1-9, (H)ELP OR (E)ND S Aging methods 1-9 are optional, custom aging periods that may be defined by the user. To define a custom aging period, enter a number from 1-9 and follow the prompts. The (H)ELP option displays descriptions of defined custom aging periods. CORRECT? (Y)ES, (N)O, (C)HANGE AGING, (E)ND Y (N)UMERIC ORDER OR (O)THER? N ENTER VENDOR NUMBER RANGE: STARTING 662 ENDING 662 PRINT (D)ETAIL OR (S)UMMARY REPORT? D SORT AND SUBTOTAL BY ORGANIZATION? (Y/N) N If you answer Y to this option, vendors with no activity will NOT be printed. PRINT VENDORS WITH ACTIVITY AND ZERO BALANCE? (Y/N) Y PRINT VENDORS WITH NO ACTIVITY? (Y/N) N PRINT INVOICES WITH ZERO BALANCE? (Y/N) Y ORGANIZATION (R)ANGE OR (L)IST R ENTER ORGANIZATION RANGE: STARTING ENDING DATE TO SELECT INVOICES THROUGH 07/09/02 SORT BY DUE DATE? (Y/N/(E)ND) Y PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Turns V2001 Accounts Payable 37

44 Accounts Payable Aging Aged A/P Trial Balance NMT(NT) (cont d) Example of the output: SYSTEM DATE: PM ABC CO. A C C O U N T S P A Y A B L E A G E D T R I A L B A L A N C E DATE 07/09/02 JULY 9, 2002 PAGE 1 AMOUNTS AGED AND SELECTED THROUGH 07/09/02 VEND# TR TR DATE DAYS REG CURRENT & PAST DUE PAST DUE PAST DUE PAST DUE ORG INVOICE# CODE DATE DUE OLD NO BATCH REFERENCE UP TO MID-STATE MACHINE PHONE: 303/ FAX: 303/ OE BI 05/02/02 06/01/ OE BI 05/25/02 06/26/ OE CP 06/30/ CK# OE BI 06/25/02 07/26/ OE BI 07/05/02 08/04/ OE BI 07/09/02 08/08/ TOTAL BALANCE : TOTALS: Turns V2001 Accounts Payable 38

45 Accounts Payable Aging Aged A/P Trial Balance NMT(NT) (cont d) Example of the output: (cont d) SYSTEM DATE: PM ABC CO. A C C O U N T S P A Y A B L E A G E D T R I A L B A L A N C E DATE 07/09/02 JULY 9, 2002 PAGE 2 AMOUNTS AGED AND SELECTED THROUGH 07/09/02 VEND# TR TR DATE DAYS REG CURRENT & PAST DUE PAST DUE PAST DUE PAST DUE ORG INVOICE# CODE DATE DUE OLD NO BATCH REFERENCE UP TO GRAND TOTALS: TOTAL NUMBER OF VENDORS LISTED... 1 TOTAL OF A/P BALANCES CURRENT & UP TO PAST DUE PAST DUE PAST DUE PAST DUE LISTING CRITERIA: AGING METHOD... S TURNS STANDARD AGING (N)UMERIC ORDER OR (O)THER... N VENDOR RANGE: STARTING ENDING PRINT (D)ETAIL OR (S)UMMARY REPORT?... D SORT AND SUBTOTAL BY ORGANIZATION?... Y PRINT VENDORS WITH ACTIVITY AND ZERO BALANCE? (Y/N)... Y PRINT VENDORS WITH NO ACTIVITY? (Y/N)... N PRINT INVOICES WITH ZERO BALANCE?... Y ORGANIZATION RANGE: STARTING... (FIRST) ENDING... (LAST) DATE TO SELECT INVOICES THROUGH... 07/09/02 SORT BY DUE DATE... YES Turns V2001 Accounts Payable 39

46 Payment Analysis and Processing A/P Forecasting Report NMT(NFCL) Example of the runtime prompts: A/P FORECAST LISTING REPORT BY (W)EEK OR BY (M)ONTH? M (N)UMERIC ORDER OR (O)THER? N ENTER VENDOR NUMBER RANGE: STARTING ENDING ENTER STARTING PERIOD-END-DATE (MM/DD/YY) 06/30/02 AGE BY (D)UE DATE OR (T)RANSACTION DATE D INCLUDE POTENTIAL DISCOUNTS IN INVOICE TOTALS? (Y/N) Y INCLUDE INVOICE PAYMENTS AND CREDITS ON LISTING? (Y/N) N PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Turns V2001 Accounts Payable 40

47 Payment Analysis and Processing A/P Forecasting Report NMT(NFCL) (cont d) Example of the output: SYSTEM DATE: PM ABC CO. A C C O U N T S P A Y A B L E F O R E C A S T B Y M O N T H DATE 07/09/02 JULY 9, 2002 PAGE 1 INVOICE DUE INVOICE THROUGH BEYOND VENDR NUMBER DATE AMOUNT 06/30/02 07/30/02 08/30/02 09/30/02 10/30/02 11/30/02 11/30/ ACME SUPPLIES /22/ /01/ /15/ TOTAL FOR VENDOR AMES DIVISION FREIGHT 06/25/ TOTAL FOR VENDOR BECTON-DICKINSON CO /15/ TOTAL FOR VENDOR PS001 PUBLIC SERVICE COMPANY TOTAL FOR VENDOR PS PV001 PURLITZER ENTERPRISES /15/ /15/ TOTAL FOR VENDOR PV UD003 UNITED DISTRIBUTION TOTAL FOR VENDOR UD *** GRAND TOTALS *** Turns V2001 Accounts Payable 41

48 Payment Analysis and Processing A/P Forecasting Report NMT(NFCL) (cont d) Example of the output: (cont d) SYSTEM DATE: PM ABC CO. A C C O U N T S P A Y A B L E F O R E C A S T B Y M O N T H DATE 07/09/02 JULY 9, 2002 PAGE 2 INVOICE DUE INVOICE THROUGH BEYOND VENDR NUMBER DATE AMOUNT 06/30/02 07/30/02 08/30/02 09/30/02 10/30/02 11/30/02 11/30/02 TOTAL NUMBER OF VENDORS... 6 LISTING CRITERIA: REPORT BY (W)EEK OR BY (M)ONTH... M STARTING PERIOD-END-DATE... 06/30/02 AGE BY (D)UE OR (T)RANSACTION DATE... INCLUDE POTENTIAL DISCOUNTS IN INVOICE TOTALS... INCLUDE INVOICE PAYMENTS AND CREDITS ON LISTING... D N N *** END OF REPORT *** Turns V2001 Accounts Payable 42

49 Payment Analysis and Processing P/O Forecasting Report Q2(QFCL) Example of the runtime prompts: P/O FORECAST LISTING REPORT BY (W)EEK OR BY (M)ONTH? W ENTER STARTING PERIOD-END-DATE (MM/DD/YY) 06/30/02 PRINT TO SCREEN FOR INQUIRY? No ARE THE ABOVE CHOICES CORRECT? (Y/N/E) Y Turns V2001 Accounts Payable 43

50 Payment Analysis and Processing P/O Forecasting Report Q2(QFCL) (cont d) Example of the output: SYSTEM DATE: PM ABC CO. D E T A I L A G E D O P E N P / O S B Y W E E K DATE 07/09/02 JULY 9, 2002 PAGE 1 P/O DUE P/O THROUGH BEYOND VENDR NUMBER DATE AMOUNT 06/30/02 07/07/02 07/14/02 07/21/02 07/28/02 08/04/02 08/04/ ACME SUPPLIES /25/ /27/ /30/ R /01/ R /03/ TOTAL FOR VENDOR AMES DIVISION T2 * /30/ /01/ R /12/ TOTAL FOR VENDOR BECTON-DICKINSON CO /29/ TOTAL FOR VENDOR PV001 PURLITZER ENTERPRISES /30/ /05/ TOTAL FOR VENDOR PV *** GRAND TOTALS *** Turns V2001 Accounts Payable 44

51 Payment Analysis and Processing P/O Forecasting Report Q2(QFCL) (cont d) Example of the output: (cont d) SYSTEM DATE: PM ABC CO. D E T A I L A G E D O P E N P / O S B Y W E E K DATE 07/09/02 JULY 9, 2002 PAGE 2 P/O DUE P/O THROUGH BEYOND VENDR NUMBER DATE AMOUNT 06/30/02 07/07/02 07/14/02 07/21/02 07/28/02 08/04/02 08/04/02 * INVALID DATES - P/O BALANCE WAS PLACED IN THE FIRST COLUMN TOTAL NUMBER OF VENDORS... 4 LISTING CRITERIA: REPORT BY (W)EEK OR BY (M)ONTH... W STARTING PERIOD-END-DATE... 06/30/02 *** END OF REPORT *** Turns V2001 Accounts Payable 45

52 Payment Analysis and Processing Vendor Invoice Payments N(NC) Example of the runtime prompts: VENDOR INVOICE PAYMENTS ENTER A/P ORGANIZATION OR (ALL) OE A/P ORGANIZATION OE BANK ORGANIZATION OE ORDER PROCESSING ORG BANK-G/L ACCT# 100 BANK FIRST CHECKING ACCT DISC ORGANIZATION OE DISCOUNT-G/L ACCT # 215 PURCHASE DISCOUNTS VENDOR#, (,)SEARCH, OR (ALL) 662 MID-STATE MACHINE SELECT INVOICES FOR PAYMENT: (A)...ALL INVOICES (E)...INVOICES ELIGIBLE FOR DISCOUNT (D)...INVOICES DUE BY A SPECIFIC DATE (S)...ONE INVOICE AT A TIME ENTER OPTION OR (RTN): A REVIEW EACH PAYMENT? (Y/N) N VENDOR INVOICE PAYMENTS ALLOW DISCOUNTS PAST DISCOUNT DATE? (Y/N) N DATE A/P AMOUNT DISCOUNT INVOICE DUE ORG DUE DATE DISCOUNT PAYMENT (Invoices selected for payment are displayed.) NEXT (V)ENDOR, (B)ANK ORG, (A)/P ORG, (D)ISCOUNT ORG OR (E)ND E Turns V2001 Accounts Payable 46