APVENDMTN Reference Manual. Version 10.0 Revision Date 5/1/04

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1 Reference Manual Version 10.0 Revision Date 5/1/04

2 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 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. Improvements and/or changes to the Licensed Software described in this publication may be made by Prophet 21 at any time without notice.

3 A P V E N D M T N PURPOSE: This program is used to maintain the master vendor file (APVENDOR). It is used to add, change, or delete master vendor file information. is used whenever maintenance to the vendor file is required. This program can be executed by multiple terminals at the same time. The Accounts Payable Vendor Listing program (APVENDLST) is used to print the information in the master vendor file. Changes made to the vendor file occur only to the master vendor file. Vendor name and address changes do not affect information in the outstanding invoice file (APINVOICE). Record deletions, on the other hand, also delete the corresponding records in the auxiliary vendor (POFAUXVEND) and vendor notebook (APVENDORNB) files. The ARCFNDUPD program will create standard keywords from each word in the vendor name field which is separated by a space. This program is executed automatically upon exiting the program. The entry in the 'keyword' field will be used by various programs as an additional inquiry 'key' for locating this vendor. The ARCFNDLST program lists the vendor keywords. The ARCKWDMTN program is used to maintain the words which are to be excluded from the vendor keyword file. FILES USED: APCONTROL APVENDOR GL-CLMAST POFAUXVEND GL-CLGLNOS APVENDORNB GL-CLDIV ARFCUSTFND STEPS TO ACCESS PROGRAM THROUGH STANDARD MENU ) Enter option 7 from the Prophet 21 Prism Main Menu to access the Accounts Payable Master Menu. 2) Enter option 1 from the Accounts Payable Master Menu for the Accounts Payable Maintenance Menu. 3) Enter option 2 from the Accounts Payable Maintenance Menu for Vendor File Maintenance (). Prophet 21, Inc. 3

4 SELECT FIELDS TO CHANGE ALL [ ] NAME [ ] ADDR1 [ ] ADDR2 [ ] ADDR3 [ ] CITY [ ] STATE [ ] ZIP CODE [ ] COMPANY [ ] DIVISION [ ] DISCOUNT % [ ] TELEPHONE NO. [ ] TERM & CONDITIONS [ ] PERSON TO CONTACT [ ] VENDOR BALANCE [ ] PERIOD 1 [ ] PERIOD 2 [ ] PERIOD 3 [ ] PERIOD 4 [ ] PERIOD 5 [ ] MTD INVOICES [ ] YTD INVOICES [ ] MTD PAYMENTS [ ] YTD PAYMENTS [ ] MTD DISC TAKEN [ ] YTD DISC TAKEN [ ] REQUIRE 1099 (F/S) [ ] YTD 1099 (WHOLE $) [ ] OPEN P.O. AMT [ ] OPEN RECEIVING AMT [ ] FED ID # [ ] DATE LAST PAYMENT [ ] DATE LAST INVOICE [ ] VENDOR TYPE (XX) [ ] DEBIT ACCT (999) [ ] DEBIT SUBSID (XXX) [ ] PAY DATE CODE (XX) [ ] MISC VEND FLAG (X) [ ] KEYWORD [ ] All ACCOUNTS PAYABLE VENDOR MAINTENANCE SELECTION SCREEN The first screen to be displayed is a Field Selection Screen. This is used when existing vendors are going to be maintained. Each terminal running this program has its own Selection Screen. If a new vendor is entered, all fields will be available for entry, no matter what selections were made on this screen. After the new vendor is created, any further recalling of the record will then use this selection screen's options. Select appropriate fields. Transmit the screen to access the next Entry Screen. This screen can be recalled at any time to re-enter field selections. Enter 'X' to allow maintenance of all fields on this screen for existing vendor records. Individual Fields Enter 'X' to allow maintenance of this field for existing vendor records. All information will be displayed, but only the selected fields will be available for change (all remaining fields will be locked out). Prophet 21, Inc. 4

5 V E N D O R F I L E M A I N T E N A N C E End [ ] Vendor Number [1050 ] ACCOUNTS PAYABLE VENDOR SELECTION SCREEN This is the Accounts Payable Vendor Selection Screen, it is us to select a vendor number to be maintained or created. There are no restrictions on how vendor numbers are assigned except if centralized purchasing and inventory control are being used in the Distribution Modules. In this case, no vendor numbers below 100 should be used. When a vendor number is entered and the screen transmitted, the program will first search the vendor file for that vendor number. If found, the vendor information screen will be displayed with the current existing information for that vendor. If the vendor number is not found, the vendor information screen will be displayed with all fields blank and the message: 'NEW VENDOR RECORD' flashing at the top of the screen. In either case, make appropriate entries to the information screen. Once the vendor information screen is transmitted and all the entries are validated, this initial entry screen will be returned for the entry. Prophet 21, Inc. 5

6 ACCOUNTS PAYABLE VENDOR SELECTION SCREEN - CONTINUED End Enter 'E' and transmit to end the program. Vendor Number Enter 'up to 7 digits' for the vendor to be maintained or created. Enter 'up to 7 characters' for the vendor name or character sequence at which to begin the vendor name display. (Searches for the entered characters starting at the first position of the name field.) Enter 'EDIT' and transmit. The screen will be returned blank. When this is done, all vendor information will be displayed in an edited form (i.e., decimal points in dollar amounts, percents, slashes in dates and dashes in phone numbers). Under this option, all entries must be entered in an edited form. Enter 'NO EDIT' and transmit. The screen will be returned blank. When this is done, all vendor information will be displayed in an unedited form (i.e., no decimals in dollar amounts and percents). Under this option all entries must be entered in an unedited form. This is the default format of this program. Enter 'SELECT' and transmit. When this is done the Selection Screen will be displayed. All field selections that were previously made will be replaced by the new selections made on this screen. Once the selections are made and the Selection Screen transmitted, this entry screen will be displayed again for further input. Prophet 21, Inc. 6

7 VENDOR NO. > 900] VENDOR FILE MAINTENANCE VOID [ ] NAME [RODGERS SPORTS SUPPLY ] ADDR1 [500 COMMONWEALTH AVENUE ] ADDR2 [P.O. BOX ] ADDR3 [ ] CITY [BOSTON ] STATE [MA] ZIP CODE [ ] COMPANY [SDI ] DIVISION ^ 1] DISCOUNT % ^ 0500] TELEPHONE NO. ^ ] TERM & CONDITIONS [2% NET 30 ] PERSON TO CONTACT [JOHN D. ] VENDOR BALANCE > 00 PERIOD 1 8/08/01 > 00] PERIOD 2 8/18/01 > 00] PERIOD 3 99/99/99 > 00] PERIOD 4 > 00] PERIOD 5 > 00] MTD INVOICES ^ 00] YTD INVOICES ^ ] MTD PAYMENTS ^ 00] YTD PAYMENTS ^ ] MTD DISC TAKEN ^ 00] YTD DISC TAKEN ^ ] REQUIRE 1099 (F/S) [F ] YTD 1099 (WHOLE $) ^ ] OPEN P.O. AMT ^ ] OPEN RECEIVING AMT ^ ] FED ID # ^ ] DATE LAST PAYMENT ^ ] DATE LAST INVOICE ^ ] VENDOR TYPE (XX) [ ] DEBIT ACCT (999) ^ 510] DEBIT SUBSID (XXX) [ ] PAY DATE CODE (XX) [G ] MISC VEND FLAG (X) [ ] KEYWORD [ ] ** DELETE VENDOR > ] ACCOUNTS PAYABLE VENDOR FILE MAINTENANCE INFORMATION SCREEN This is the Accounts Payable Vendor File Maintenance Information Screen. It contains the vendor's static, current and historical information. Listed below are the vendor information fields describing the type of entry each field requires. Make appropriate entries, and transmit the screen. The program will validate all fields. If any fields have invalid entries the entire screen will be returned with the invalid entry fields flashing. Make appropriate changes or corrections and transmit. When all fields are valid, the program will return to the Vendor Number Entry Screen, and the vendor record will have been changed. The field names and an explanation of each follows. Void Enter 'X' to void whatever entries have been made on the screen. This option means any entries made will be ignored, and the program will return to the Vendor Number Entry Screen. If a new vendor was being entered, the new vendor will not be created in the file. If an existing vendor was changed, no changes will have been written to the file. Prophet 21, Inc. 7

8 VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED Note: When a vendor name or address is changed on this screen then all unpaid invoices for this vendor number which exactly match the name and address prior to the change will be automatically updated with the new changes. Name This vendor name will be used to print on all reports that shows the vendor's name. Also, this name will print on checks unless changed through the APENTRY program. Enter 'up to 30 characters' for the vendor name. Address 1 Address 2 Address 3 All three address lines are used to enter the vendor's normal check remittance address. Unless changed through the APENTRY program, all checks issued to the vendor will have this address printed on them. Enter 'up to 30 characters' to indicate the vendor's address. Enter all foreign address information in address line 3. Put the country name in the city field, if desired. City Enter 'up to 26 characters' for the vendor's city. The city is optional if the state code is 'XX' for foreign addresses. State Enter a valid 2 character state code for the vendor's state. This state code will be validated against the ARFSTATE file. Foreign addresses may use 'XX' for the state code. Zip Code Enter 'up to 10 characters' for the vendor's zip code. The zip code is optional if the state code is 'XX' for foreign addresses. Company This is the normal company code that Accounts Payable invoices, General Ledger distribution, and check remittances will use. Enter a valid '3 character' company code for the vendor. Prophet 21, Inc. 8

9 VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED Division This is the normal division number that Accounts Payable invoices, General Ledger distribution, and check remittances will use. The division is an accounting break within the company. This division along with the company code will have to match up with a General Ledger company/division for General Ledger account number validation. Divisions can be overridden through the APENTRY program. Typically, the division entered in this field is the division that will be paying the bills. In most cases, this is the corporate division. Enter up to a '3 digit' division number for the vendor. Discount % This is the normal discount the vendor offers as a terms discount or prompt payment discount. Whenever a new invoice is entered for this vendor through APENTRY, this discount percentage will be used to calculate a discount dollar amount for the invoice. This percent can be overridden through the APENTRY program. Enter 'up to 4 decimals' to indicate the discount percent. A 2% discount is entered as '0200' in no edit form or '02.00' in edit form. Enter <spaces> to not indicate a discount percent. Telephone No. Enter 'up to 10 digits' to indicate the vendor's telephone number. Enter <spaces> to not indicate a telephone number. Terms & Conditions This is the normal terms and conditions to meet in order to receive the discount percent, as described above. This is just a reference description and is not used in any calculations. Enter 'up to 12 characters to indicate the terms and conditions for the vendor. Enter <spaces> to not indicate terms and conditions. Prophet 21, Inc. 9

10 Person to Contact VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED Enter 'up to 12 characters' to indicate the person to contact at the vendor's. Enter <spaces> to not indicate a person to contact. Vendor Balance This field is for reference only. The vendor's total open invoice dollar amount will be displayed. Changing this amount will not change the vendor's balance. This field is updated by the APINVUPD, APLIST, and APCHKUPD programs. Period 1 Period 2 Period 3 Period 4 Period 5 These fields are for display only, they are not maintainable. The vendor's balance is broken down into up to five cash requirement subtotals based on due dates. Period 1 is current and periods 2 through 5 are user-defined. These cash requirement totals are calculated and updated by the APLIST program. When the APLIST program is run, it asks for the entry of up to 5 dates. The vendor's balance is then subtotaled based on each invoice's due date, and written into the period balance fields. Each date will be displayed by each period. Period fields are in size. MTD Invoices This is Month-To-Date invoice dollars that were entered for the vendor through the APENTRY program and updated by APINVUPD. This field is designed to be a month-to-date accumulation of invoices received from the vendor no matter what company or division they were expensed to. At the close of the month, when the APENDMTH program is run, the total amount in this field will be zeroed out in order to start at zero for the next month's accumulation. Although this is a maintainable field, it should normally only be updated by the appropriate subsystem programs. MTD invoices is in size. Prophet 21, Inc. 10

11 YTD Invoices VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED This is year-to-date invoice dollars that were entered for the vendor through the APENTRY program and updated by APINVUPD. This field is designed to be a year-to-date accumulation of invoices received from the vendor no matter what company or division they were expensed to. At the close of the year, when the APENDMTH program is run with the year end option, the total amount in this field will be zeroed out to start a year-to-date accumulation for the next year. Although this is a maintainable field, it should normally only be updated by the appropriate subsystem programs. YTD invoices is in size. MTD Payments This is month-to-date payment dollars that were paid to the vendor through the payment subsystem and updated by the APCHKUPD program. This field is designed to be a month-to-date accumulation of all payments made to the vendor no matter what company or division the invoices paid were originally set up. At the close of the month, when the APENDMTH program is run, the total amount in this field will be zeroed out in order to start at zero for the next month's accumulation. Although this is a maintainable field, it should normally only be updated by the appropriate Subsystem programs. MTD payments is in size. YTD Payments This is year-to-date payment dollars that were paid to the vendor through the Payment Subsystem and updated by the APCHKUPD program. This field is designed to be a year-to-date accumulation of all payments made to the vendor no matter what company or division the invoices paid were originally set up. At the close of the year, when the APENDMTH program is run with the year end option, the total amount in this field will be zeroed out to start a year-todate accumulation for the next year. Although this is a maintainable field, it should normally only be updated by the appropriate Subsystem programs. YTD payments is in size. Prophet 21, Inc. 11

12 MTD Disc Taken VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED This is month-to-date discount dollars taken through payments to the vendor through the Payment Subsystem and updated by the APCHKUPD program. This field is designed to be a month-to-date accumulation of all discounts taken from payments made to the vendor no matter what company or division the invoices paid were originally set up. At the close of the month, when the APENDMTH program is run, the total amount in this field will be zeroed out in order to start at zero for the next month's accumulation. Although this is a maintainable field, it should normally only be updated by the appropriate Subsystem programs. MTD Disc Taken is in size. YTD Disc Taken This is year-to-date discount dollars taken through payments to he vendor through the Payment Subsystem and updated by the APCHKUPD program. This field is designed to be a year-to-date accumulation of all discounts taken from payments made to the vendor no matter what company or division the invoices paid were originally set up. At the close of the year, when the APENDMTH program is run with the year end option, the total amount in this field will be zeroed out to start a year-to-date accumulation for the next year. Although this is a maintainable field, it should normally only be updated by the appropriate Subsystem programs. YTD Disc Taken is in size Required This field determines if a 1099 will be printed for this vendor when 1099 forms are printed by the AP1099MISC program. This entry will determine where the dashes are placed between digits. Enter 'F' if the number entered in the Federal ID # field is the vendor's federal ID#. Enter 'S' if the number in the Federal ID # field is the vendor's social security number. YTD 1099 (Whole $) This is year-to-date 1099 dollars paid to the vendor through the Payment Subsystem and updated by APCHKUPD. This field is designed to be a calendar year-to-date accumulation of all payments made to the vendor no matter what company or division the invoices paid were originally set up. This field is accumulated no matter what the 1099 required field is set to. After AP1099MISC has been run to print 1099 forms, AP1099CLR is run to zero out this field to start accumulating YTD 1099 dollars for the next year. Although this field is maintainable, it should normally only be updated by the appropriate Subsystem programs. YTD 1099, whole $, is in size. Prophet 21, Inc. 12

13 Open P.O. Amt VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED This is the dollar value of all open purchase orders for this vendor that have not been received. This is a reference field that is updated by the POENTRY program from the Purchase Order Module. This field is designed to be the total dollar value of all open purchase orders no matter what company or division they were entered for. Open P.O. amount. is in size. Open Receiving Amt This is the dollar value of all purchase orders that have been received from the vendor that have not had the vendor's invoice check against it through the Purchase Order Module's Invoice Cost Check program, POCOSTCHK. This is a reference field that is updated by both POENTRY and POCOSTCHK. This field is designed to be the total dollar value of received but not cost checked purchase orders no matter what company or division they were entered for. Open Receiving amount is in size. Federal ID # Enter the vendor's Federal Identification number. This would be the social security number if the 1099 Required field was entered with the letter 'S'; the Federal ID# if the 1099 Required field was entered with the letter 'F'. This field should be left blank if there was no entry in the Federal Identification number field. Field is 9 numeric digits. Date Last Payment This is the last date that a check was issued to this vendor. This field is updated by the Payment Subsystem when APCHKUPD is run. Although this is a maintainable field, it should normally only be updated by the appropriate Subsystem programs. Date Last Payment is MMDDYY in format. Date Last Invoice This is the last date that an invoice was received from this vendor. This field is updated by the Invoice Entry Subsystem when APINVUPD is run. Although this is a maintainable field, it should normally only be updated by the appropriate Subsystem programs. Date Last Invoice is MMDDYY in format. Prophet 21, Inc. 13

14 Vendor Type (XX) VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED This is an optional user-defined vendor grouping code. No standard programs use this field. Enter 'up to 2 characters' for the vendor type code for this vendor. Enter <spaces> if not utilizing vendor type code for this vendor. Debit Acct (999) This is the primary portion of the default general ledger expense number for this vendor. This number will be used by the APENTRY program for Fast or Long invoice entry unless overridden. Enter '3 digits' for the primary portion of the general ledger account number. Enter <spaces> if not utilizing a default number. Debit Subsidiary (XXX) This field is used in conjunction with the Debit Acct field This is the subsidiary portion of the default general ledger expense number for this vendor. This number will be used by the APENTRY program for Fast or Long invoice entry unless overridden. Enter 'up to 3 characters' for the subsidiary portion of the general ledger account number. Enter <spaces> if not utilizing a default number. Pay Date Code The invoice due date may be calculated automatically based on the entry in this field. The APENTRY program will utilize the code to automatically calculate the due date of new invoices. Standard pay date codes may be chosen or custom due date codes (terms codes) may be build via the Terms & Ship Via Maintenance Screen within the OECTRLMTN program. Enter 'A' - 'Q' for the standard 'pay date' code for this vendor. Enter '1' - '18' for the custom 'due date (terms code)' for this vendor. Enter <spaces> if not utilizing a pay date code for this vendor. Prophet 21, Inc. 14

15 VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED Standard Pay Date Codes: A = Invoices dated through the 25th are due the 10th of of the following month (EX: Invoices dated March 26th through April 25th are due May 10th). B = Invoices dated through the end of the month due the 15th of the following month (EX: Invoices dated March 1st - March 31st are due April 15th). C = Due 10 days from invoice date. D = Due 15 days from invoice date. E = Due 20 days from invoice date. F = Invoices dated through the 17th due the 25th. (EX: Invoices dated March 18th - April 17th are due April 25th.) G = Due 30 days from invoice date. H = Due 40 days from invoice date. I = Due 45 days from invoice date. J = Due 55 days from invoice date. K = Use the invoice date as the due date and put the invoice on hold. L = Invoices dated through the end of the month due the 10th of the following month. M = Invoices dated through the 25th will be due the 25th of the following month. N = Due 90 days from invoice date. O = Invoices through the end of month due 20th of next month. P = Invoices dated through the 25th are due the 15th of of the following month (EX: Invoices dated March 26th through April 25th are due May 15th). Q = Due 60 days from invoice date. Prophet 21, Inc. 15

16 Misc Vend Flag VENDOR FILE MAINTENANCE INFORMATION SCREEN - CONTINUED Enter <spaces> if this is a normal vendor record. Enter '1 character' (A to Z) to flag this vendor as a miscellaneous vendor. If closed purchase orders are utilized and this field is flagged, APENTRY and APENTRYP will read through the closed purchase order file for a corresponding company/invoice combination to the invoice being vouchered. If found, the name and address from the closed purchase order header file will be used instead of the vendor file. If this field is flagged, the POCOSTCHK program and all purchase order print programs will display the vendor name overridden in the POENTRY program (if any) instead of the Auxiliary vendor name from the POFAUXVEND file (if any). Keyword The entry in this field will be used by various programs as an additional inquiry 'key' for locating this vendor. Note: The vendor name field will provide the standard inquiry keys. Enter 'up to 12 characters' for the user defined inquiry keyword (or keywords) for this vendor. Delete Vendor A vendor is not allowed to be deleted when any of the following fields have a value greater than zero: Vendor Balance, Open Purchase Order Amount, and Open Received Amount. If a purchase order vendor exists for this accounts payable vendor, it will also be deleted. Enter 'DELETE' to delete this vendor. Enter <spaces> for normal maintenance. Prophet 21, Inc. 16

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