estelplan estel/ap Release 4.0a

Transcription

1 estel/ap Release 4.0a February 15,

2 Copyright 2016 Invera Inc. All Rights Reserved. Invera Inc. (hereinafter referred to as Invera) has prepared this document for use by its personnel, licensees and customers. The information contained herein is the property of Invera and shall not be reproduced in whole or in part without prior written approval from Invera. Invera reserves the right to make changes in specifications and other information contained in this document without prior notice, and the reader should in all cases consult Invera to determine whether any such changes have been made. The terms and conditions governing the licensing of Invera software consist solely of those set forth in the written contracts between Invera and its customers. No representation or other affirmation of fact contained in this document, including but not limited to statements regarding capacity, response-time performance, suitability for use, or performance of products described herein shall be deemed to be a warranty by Invera for any purpose or give rise to any liability of Invera whatsoever. is a Trademark of Invera Inc. Web: info@invera.com Phone: (514) Fax: (514) Invera Corp Luther Lane, #425 Dallas, TX U.S.A. Invera Inc St. Catherine Street West, Westmount, Quebec H3Z 1P9 Canada

3 Table of Contents 1. estel/ap OVERVIEW... 1 OVERVIEW... 1 TYPES OF ACCOUNTS PAYABLE TRANSACTIONS... 2 REFERENCE INFORMATION... 3 REFERENCE FILES REQUIRED FOR ACCOUNTS PAYABLE... 4 AP Installation Options... 4 Retention Period... 5 Change Mode REPORT SELECTIONS REPORTS AND INQUIRIES ACCOUNTS PAYABLE INQUIRIES Reference Number Inquiry Check Number Inquiry Vendor Remittance Advice Number Inquiry Main Accounts Payable Inquiry Accounts Payable Inquiry with History Accounts Payable History View Options Archived VRA Accounts Payable Inquiry Monthly Purchase Analysis Invoice Inquiry Vendor Profile Inquiry ACCOUNTS PAYABLE REPORTS Accounts Payable Open Item List Accounts Payable Aging Report Detail Report Summary Report Totals Only Cash Forecast Reports VENDOR LISTS AND LABELS Vendor Master List Vendor Remarks List Vendor Labels VOUCHER PROCESSING OVERVIEW VOUCHER ENTRY Overview Update Options INPUT AND CONTROL PROCEDURES Source Document Control Totals Transaction Definition General Screen Flow Voucher Header Information Screen Flow Action Bar Options... 58

4 Table of Contents Page ii Voucher Header Fields Voucher Look-Up Session Look-Up Pay-To Information Cost Reconciliation Control Totals Voucher Header Action Bar Options Changing a Voucher Header Header Change Restrictions Deleting a Voucher Header Inventory Cost Reconciliation Screen Flow GL Distribution Screen Flow Standard GL Distribution Automatic GL Distribution Accounts Payable Control Unpaid Accounts (Applied Items) Non-Steel Purchases Unpaid Accounts (Advance IRC Items) Purchase Gain/Loss Foreign Exchange Gain/Loss Default Expense Account Foreign Exchange Rounding in GL VERIFY VOUCHERS Voucher Edit List UPDATE VOUCHERS Update Vouchers PURCHASE JOURNAL INVOICE APPROVAL OVERVIEW General Screen Flow Branch Information INVOICE APPROVAL SCREEN FLOW Transaction Access Action Bar Options Select Template Selection Wild Card Selection EDI INVOICE HEADER SCREEN Overview Cost Reconciliation Control Totals EDI INVOICE DETAIL SCREEN Sequence of Screen Display Sections Invoice Item Formatting Product Characteristics Formatting Physical Dimensions Formatting Additional Charges Formatting Name and Address Formatting EDI Invoice Detail Action Bar Options REMARKS SCREEN Remarks Formatting Remarks Action Bar Options INVENTORY COST RECONCILIATION SCREEN GENERAL LEDGER DISTRIBUTION Standard General Ledger Distribution AP OPEN ITEM ADJUSTMENTS

5 Table of Contents Page iii OVERVIEW Action Bar Options MODIFY TERMS OF PAYMENT Restrictions ITEM HOLD Restrictions MODIFY DESCRIPTION/REMARKS Restrictions SELECT Template Selection Wild Card Selection SESSION LOG CASH DISBURSEMENTS OVERVIEW Prerequisites for using Vendor Remittance Advices ENTER CASH DISBURSEMENTS Disbursement Reversal Open Item Application Specific Posting Situations Payment of a Single Voucher Check Item Remarks Partial Payment Payment of Multiple Vouchers Discounts Add Vouchers Change the General Ledger Distribution Unapplied Debits Unapplied Credits Temporary Vendors Trailer Remarks Manual Checks Adjustments Add an Open Item to a Cash Disbursement Remove an Open Item from a Cash Disbursement Delete a Cash Disbursement Entry VERIFY CASH DISBURSEMENTS Cash Disbursement Edit List AUTOMATIC PAYMENT SCHEDULING AUTOMATIC PAYMENT UNSCHEDULING UPDATE CASH DISBURSEMENTS PRINT CHECKS Check Formats Check Printers Check Printing Process Void Check Forms Alignment Test Select Checks Accept/Reject Forms Compress Insert a Line Reset Printer AUTO VENDOR REMITTANCE ADVICES Auto Standards Vendor Remittance Advice Form

6 Table of Contents Page iv Vendor Remittance Advice Sample CASH DISBURSEMENT JOURNAL Cash Disbursement Journals Cash Disbursement Journal by Check OUTSTANDING CHECK/VRA RECONCILIATION CHECK RECONCILIATION VRA RECONCILIATION USING THE CHECK/VRA CLEARING FUNCTION Group Application Item Application End of Month Cleanup STOP PAYMENTS AND CHECK/VRA WRITE OFFS Situation Payment with a Check Payment with a Bank Transfer/VRA Procedure Case A Procedure Case B Procedure Case C LIST OF OUTSTANDING CHECKS List of Outstanding Checks Detail Type Total Only PERIODIC PROCEDURES INTRODUCTION END OF PERIOD PROCEDURES Daily Procedures Voucher Processing Cash Disbursements Monthly Procedure ACCOUNTS PAYABLE PRELIMINARY MONTH END SCAN Session Log ACCOUNTS PAYABLE END OF MONTH Tables Affected by the AP End of Month Procedure ACCOUNTS PAYABLE END OF YEAR INFORMATION OVERVIEW INFORMATION MAINTENANCE Add 1099 Information Change, Delete or Look-Up Information INFORMATION REPORT Worksheet List Detail Type Summary Total INFORMATION CLEANUP APPENDIX A INITIALIZE ACCOUNTS PAYABLE APPLICATION Possible Error Messages APPENDIX B INITIAL LOADING OF ACCOUNTS PAYABLE TRANSACTION Prerequisite ENTER ACCOUNTS PAYABLE TRANSACTIONS VERIFY THE ENTRIES

7 Table of Contents Page v APPENDIX C SALES TAX PROCESSING TAX REGIONS Sales Tax on Mat/Frt/Pro/Oth VENDOR REFERENCE INFORMATION Tax Region VOUCHER ENTRY Tax Distribution Window Exchange Rate Amount Before Tax Tax Type Tax Rgn Tax Applicability Code Taxable Non-Taxable Tax Amt Base Amt Total Amount Header Information Screen Gross Amount Exchange Rate Automatic GL Distribution Sales Tax Control CASH DISBURSEMENT ENTRY Header Information Screen Tax Distribution Window Exchange Rate Amount Before Tax Tax Type Tax Rgn Tax Applicability Code Taxable Non-Taxable Tax Amt Base Amt Total Amount Automatic GL Distribution Sales Tax Control REPORTING Purchase Tax Report APPENDIX D PREPAID EXPENSE HANDLING APPENDIX E AP CHECK SAMPLES AND PRINTING AP Checks Physical Characteristics US Checks Canadian Checks estel/ap Check Forms U.S. Sites Canadian Sites Only AP CHECK PRINTING PROCEDURE REGULAR VS. APCHQ PRINT QUEUES AP CHECK OPTIONS MENU (chq_menu)

8 Table of Contents Page vi Configuration AP Check Printing Options Screen AP Check Printing APPENDIX F USER MENU OPTIONS APPENDIX G AP END OF MONTH REPORTING Failure of the Build AP Previous Month Tables program Prerequisites Backup AP Table Cleanups Obsolete Previous Month tables and program AP Reports Changes AP Reports Logic Changes Selection Entry Options Changes New value for Product Installation Option OSC=X Modified AP Reports Product Installation Options Index

9 1. estel/ap OVERVIEW OVERVIEW estel/ap can be used independently or integrated with any product. estel/ap is designed for computerizing the payable transactions of the accounting function. It provides facilities to process vendor invoices (vouchers), schedule payments for cash disbursements, produce different reports related to the payable transactions of your company, do cash forecasting and open item aging. Other functions include printing checks, check reconciliation, generating and ing Remittance Advices and 1099 transaction reporting. The product is also intended to accommodate simultaneous processing of a variety of application functions from several users. Because the internal databases are integrated, the system has the ability to verify and validate the data entry operation and eliminate redundant processing of data. The Accounts Payable functions include: Voucher Processing: to record the Invoices and Credit/Debit Memos issued by the Vendors Cash Disbursement: to issue Checks in payment of the Vouchers or to generate and Remittance Advices to the Vendors paid by Bank Transfers. estel/ap uses the Open Item Method to control payments of Vendor transactions. Each transaction is thus maintained individually in the Accounts Payable Open Item table until complete payment is made to the Vendor, or another offsetting transaction is applied against it.

10 1. estel/ap Overview Page 2 TYPES OF ACCOUNTS PAYABLE TRANSACTIONS Five types of transactions are supported in estel/ap. Each type has a specific usage and is identified by a unique reference code, as described below: Transaction Code Usage VOUCHER VR Used to record a Vendor charge for material purchased or services rendered. DEBIT MEMO DM Used to debit a Vendor account for the return of material, or to cancel an Invoice. CREDIT MEMO CM Used to credit a Vendor account to re-instate a charge. DEBIT ADJUSTMENT DR Created in the Cash Disbursements function to reduce a charge against a Vendor account (e.g., unapplied payment on account). CREDIT ADJUSTMENT CR Created in the Cash Disbursements function to credit a Vendor account (e.g., late charge applied, discount disallowed).

11 1. estel/ap Overview Page 3 REFERENCE INFORMATION estel/ap uses certain reference information stored in a series of files called Reference files. These files are essentially tables of static information used in the validation of input, in calculations, and to control operations. Thus, they determine the operational characteristics of your Accounts Payable system. The Reference files provide for simplicity in adding new suppliers and give flexibility in changing some calculations as business factors change. The Reference files may be changed, as needed, without modifying any of the computer programs, thereby reducing maintenance. However, the data in the Reference files control much of the computer logic. Therefore, you must consider the effect of a change on the whole system before you make modifications. To do so, consult this manual for the functions that use the specific reference information.

12 1. estel/ap Overview Page 4 REFERENCE FILES REQUIRED FOR ACCOUNTS PAYABLE The Accounts Payable function requires that certain files be set up in order to operate. The information in these files is used to control and process the Accounts Payable transactions for each vendor. Note that General Ledger Reference files must be set up before the Accounts Payable Reference files (see the estel/gl manual). The Accounts Payable Reference files must be set up in the following order: 1. Currency 2. Terms of Payment 3. Standard Industrial Classification 4. Customer/Vendor Category Category 6. Define your Printer(s) 7. Freight Responsibility Code 8. Banks 9. Accounts Payable Company table 10. User table 11. Vendor Information 12. Vendor Ship-From Information 13. AP Installation Options The above basic reference files are used in estel/ap. You may already have these files set up. However, you should review the use and contents of each for its application in estel/ap functions. Refer to the Reference manual for information on how to set up these files. To maintain the estel/ap Reference files use the standard Add/Change/Delete/Rename/ Alter procedure. For details, see the User s Guide. AP Installation Options This table is required before setting your application to live. Later, if you need to modify the retention periods for Vendor Invoice (voucher) or Check Reconciliation history you can modify the options.

13 1. estel/ap Overview Page 5 A/P Installation Options 1. Key Code... APO 2. Invoice History... N Retention Chq. Reconciliation. N Retention... Item No : 1-Alter 2-Copy AP Installation Option screen Field Name Default Validation Description Key Code APO APO Must be APO. Invoice History Y N or Y Retain Vendor Invoice (Voucher) History records (table <aphhsh_rec>). Retention Enter number of months (01 to 99) to retain the history records. Chq Reconciliation Y N or Y Retain Check Reconciliation records. Retention Enter number of months (1 to 99) to retain the history records. Retention Period If history records are set to Y-Yes, the number of Retention Months must be entered and greater than 0. If the history is not required (N-No), the number of Retention Months defaults to 0 and cannot be changed. Change Mode If you need to retain records for a longer period of time, you can increase the retention period (up to 99 months). This will affect future records ONLY. Conversely, reducing the retention period will cause older records to be removed the next time the AP End of Month function runs.

14 1. estel/ap Overview Page 6

15 2. REPORT SELECTIONS The following report and form printing selections are provided for functions in the estel/ap cycle. Not all selections are available in all reports. The following describes the selection fields. A/P Control G/L #... [_] Enter an Accounts Payable Control Account number. Accounting Period... [_] Enter a specific Accounting Period. For most reports, this will only select transactions for the specified period. However, for the following reports, this will select transactions up to and including the specified Accounting Period: AP Open Items <aprpya> Accounts Payable Aging <apraga> List of Outstanding Checks <aprosa> For month end reporting, the Accounting Period must be left blank. At report execution time, it will default based on the Data Source Selection Entry option as follows: If the Data Source Selection Entry option is C, the current Accounting Period is defaulted. The period comes from the Accounts Payable Company table scrcap_rec. If the Data Source Selection Entry option is P, the Accounting Period is derived from the previous month s Accounts Payable Company table. Aging 1... Aging 2... Aging 3... Aging 4... These fields allow you to break down the aging period into categories. You can leave Aging 1 blank (Aging 1 = 0 days), but the next three fields are always mandatory because the number of days in an Aging category must be greater than in the previous one.

16 2. Report Selections Page 8 Aging Date... The Aging Date is used to calculate the aging of AP transactions. For month-end reporting, the date is left blank and defaults based on the Data Source Selection Entry Option: If the Data Source Selection Entry is C, the Month Ending Date from the current month is used at report execution time. The Month Ending Date comes from the AP Company table scrcap_rec. If the selection is P, the Month Ending Date is derived from the previous month s AP Company table. Audit Option... [_] This option is available only for Report Type D (Detail) and if Cash Disbursements have been made. It then defaults to Y. With this option, the report includes all detailed payment and adjustment transactions against each Open Item. Bank Code... [_] Identify the Bank. The code must have been predefined in the Reference tables. Branch... [_] The Branch default is Y-Yes, with a Branch number equal to the Branch code of the User ID. You can then override the Branch number. However, if N-No is entered then all Branches are selected. If you have no access to other branches the default appears and the field is skipped. Category Code... [_] If you enter Y-Yes, indicate one specific 1099 Reporting Category. The default is N-No for all. Check Amount... [_] From: To: Options are: N Y - (Default.) All. - Select a range of amounts. Check Date... [_] From: To: Options are: N - (Default.) All.

17 2. Report Selections Page 9 Y - Select a range of dates. Check Issue Date... [_] Indicate the specific date on which payments were scheduled that you now want to unschedule. Check Issue Date... [_] From: To: Specify a range of Dates to update only the Cash Disbursements with a Check Date falling within that range. Check Net Amount... [_] From: To: Select a range of Amounts to select only the checks with a net amount falling within that range. Check Number... [_] From: To: This field is used only for Manual Cash Disbursements, not for Automatic Payment Scheduling. Enter the range of manual Check numbers issued for which you require the report. (See the section on Manual Checks). Class... [_] Enter R if you want to see a report only for the Vendors you deal with on a regular basis, or T to select only those you deal with on a temporary basis. Currency Code... This field defaults to the base Currency. It can be overridden by a currency code predefined in the Reference tables. Data Source... [_] Used for Month End reporting to select the period a report uses at execution time. Works in conjunction with the Accounting Period Selection Entry Option; it is not available when a specific Accounting Period is entered. When the Accounting Period is left blank, options are: C P - (Default.) The report uses data from the current month Accounting Period. - The report uses data from the previous month Accounting Period. Discount Date... [_] From: To: Enter the range of Discount Dates to be included in the report.

18 2. Report Selections Page 10 Due Date... [_] From: To: If the report type is S (Summary) or T (Totals only), this field is N (all Due Dates). If the report type is D, enter a range of dates to select only the Vouchers with a Due Date falling within that specific time interval. Edit Reference No.... [_] From: To: You use this field when you have already run a Disbursement Edit List and you want to re-run just a portion of it. The Edit Reference numbers refer to those appearing on the report in the Sequence number column (Seq #). Gross Amount... [_] From: To: Enter a dollar range to select only a certain group of Gross Amounts. Gross/Net... [_] Enter G (default) for a report based on the Gross Amount or N for a report on the Net Amount (Gross Amount less potential Discount). Gross/Net Amounts... [_] Enter G for a report based on the Gross Amounts or N for a report on the Net Amounts (Gross Amount less potential Discount). Invoice Date... [_] From: To: Select the range of invoice dates to be included in the report. Item Balance... [_] From: To: Enter a range of amounts to select only the Vouchers showing an unpaid balance within that range of amounts. Item Hold Code... [_] Item Hold means that you want to delay the payment of an Item. An Item on Permanent Hold stays on hold until you recall it and remove the code.

19 2. Report Selections Page 11 An Item on Cycle Hold is automatically released after the next Cash Disbursement Update. (See the Accounts Payable Open Item Hold/Release section.) Enter N for all Items. If you enter Y, then select: P for Items on Permanent Hold C for Items on Cycle Hold Blank for Items not on Hold Journal Date... [_] Specify a Journal Date. Journal Date... [_] From: To: Indicate the range of Journal Dates to be included in the report. Label Sequence... [_] Allows you to sequence the labels by: A N P - Vendor Name - Vendor number - Postal Code Net Check Amount... [_] From: To: Enter a range of amounts to select only those Items with a Net Check Amount falling within that range. Net Check Amount = Gross Amount - Discount. One-Time/Permanent... [_] Options are: O P - (Default.) One-time - Permanent Past Due Days... [_] This option allows you to select Open Items that are overdue by a given number of days or more.

20 2. Report Selections Page 12 Postal/Zip Code... [_] From: To: Enter Y to select a specific range of Postal Codes. Print Contact... [_] Allows you to print contact on the labels by: A N S - Accounts Receivable Contact - No - Sales Contact Print Vendor Number... [_] Allows you to suppress the printing of vendor numbers on the label. If you select Y the vendor number will print. The default is N. Print Zero Balance... [_] Enter Y to include Open Items with a zero balance. Reference Date... [_] From: To: Enter the range of Invoice Dates to be included in the report. Reference Number... [_] From: To: To update only part of the items on the Disbursement Edit List, enter a range of Reference numbers. The Reference numbers refer to those appearing on the Disbursement Edit List in the Sequence number column (Seq #). Report Type... [_] Specify the type of report. The valid codes are: D S T - Detail of all Open Transactions - Summary of the Total Balance owed to each Vendor listed - Grand Total only. Resp For/Purch By... R - Open Items selected will be printed based on whether the Vendor branch matches the branch you requested.

21 2. Report Selections Page 13 P - Open Items selected will be printed based on whether the Open Item branch matches the branch you selected. S.I.C. Code... [_] Select a valid Standard Industrial Classification. The code must have been predefined in the References tables. Sequence Number... This number is assigned automatically by the system. Sequence of Check... [_] If you enter N-No, the checks will be updated in the same order as the Sequence numbers on the Cash Disbursement Edit List. If you enter Y-Yes, you must then specify: A N - for checks in Vendor Name sequence - for checks in Vendor number sequence. This option is very useful if you added disbursements during the edit phase. Instead of having those additions at the end, the checks will be sequenced as requested. Session Branch... Identify the Session Branch used for the disbursements. Session I.D.... [_] Allows you to print a report for all Session IDs, or for a specific Session ID. Options are: N Y - Prints a report for all Session IDs. - (Default.) Enter a Session ID number. Starting Name... Ending Name... If you entered A (alphabetic sequence) in Vendor Sequence, enter the range of Vendor Names to be printed or press <Enter> for all.

22 2. Report Selections Page 14 Starting Number... Ending Number... If you entered N (numeric sequence) in Vendor Sequence, select the range of Vendor numbers to be printed or press <Enter> for all. Status Code... [_] Specify the Status of the checks to be included in the report. The valid codes are: V Blank - voided checks - all others Status Code... [_] Specify the status of the checks to be listed in the report. The valid codes are: C S O - Cleared - Stopped payment - Outstanding Terms Code... [_] Enter a valid Terms of Payment code. Transaction Number... [_] From: To: This number refers to the sequence number appearing on the Automatic Payment Scheduling log. Enter a range of sequence numbers. Transaction Type... [_] The valid codes are: A - Adjustment (internal transaction) M - Manual check (see section on Manual Checks) R - Regular check to be printed by the computer Type... [_] Enter Y and a specific Remark Type. The default is N for All.

23 2. Report Selections Page 15 User Defined Code... [_] Used to select Cash Disbursements based on a customized 2-character code set in the Vendor tables. Options are: N Y - (Default.) Cash Disbursements are selected regardless of their Vendor s User Defined Code. - You must enter a User Defined Code. Only Cash Disbursements for a Vendor with this User Defined Code are selected. User I.D.... [_] Enter your User Identification. Vendor Category... [_] Select a Vendor Category. The code must have been predefined in the Reference tables. Vendor Hold... [_] Enter N for all vendors. If you enter Y, then select Y for Vendors on hold only, or N for Vendors not on hold. Vendor Number... [_] From: To: The default is N-No for all Vendors. If you enter Y-Yes, then specify a range of Vendor numbers. Vendor Seq (A/N)... [_] Indicate whether you want the Items listed by Vendor number (N) or by Vendor Look-Up Name (A). Vendor Sequence... [_] Indicate whether you want your report in alphabetic sequence of vendors (A) or in numeric sequence (N). Vendor Sequence... [_] Vendor No.... From:... To:... Vendor Name... From:... To:... Indicate A for a report in alphabetic sequence or N for a report in numeric sequence, and specify your range of Vendor numbers or Names accordingly.

24 2. Report Selections Page Category... [_] Enter N for all 1099 Reporting Categories.

25 3. REPORTS AND INQUIRIES ACCOUNTS PAYABLE INQUIRIES This function provides a quick method of finding out pertinent information on Vendors (with a standard profile from the Vendor table), and the Accounts Payable Open Items with options for details of payment. When you select Accounts Payable Inquiry from the menu, the following screen is displayed. Account Payable Inquiry Ven No Contact Tel Currency Acct Opened Last Pur Last Pmt Terms High Bal Status Acct Balance 1-Inv Inq 2-Ven Profile 3-Ref No 4-Chk No 5-Vra No Accounts Payable Inquiry header screen Action Bar Inv Inq Ven Profile Ref No Chk No Vra No Action Display general information concerning the status of invoices for a specific Vendor. Display general information concerning a Vendor. Displays Accounts Payable information based on a Reference Prefix and Number. Displays Accounts Payable information based on a based on Check Number. Displays Accounts Payable information based on a based on Vendor Remittance Advice (VRA) Number.

26 3. Reports and Inquiries Page 18 Reference Number Inquiry The Reference Number Inquiry displays the Open Items and History of Payments relative to a specific Reference Prefix and Number. Ref No Brh Reference Number Window Field Name Default Validation Description Ref Pfr Displays Open Items with a specific Reference Prefix only. Valid codes are: VR Voucher DM Debit Memo CM Credit Memo DR Debit Adjustment CR Credit Adjustment Ref No Displays a specific Reference number and its associated detail records. Branch User Branch Branch reference Defaults to the User Branch but can be overridden if you have multi-branch access. Check Number Inquiry The Check Number Inquiry displays the History of Payments relative to a specific Check Number. Chk No Check Number Window Field Name Default Validation Description Chk No Enter a valid Check Number to display related Accounts Payable historical items If you enter a Check number without specifying the Vendor, the Inquiry scans through all AP historical Items to find the ones paid with the selected Check number. If you enter a Vendor prior to the Check number, only the AP historical Items for this specific vendor are scanned. Vendor Remittance Advice Number Inquiry The Vendor Remittance Advice Number Inquiry displays the History of Payments relative to a specific VRA Number. Vra No Vendor Remittance Advice Number Window

27 3. Reports and Inquiries Page 19 Field Name Default Validation Description Vra No Enter a valid VRA Number to display related Accounts Payable historical items If you enter a VRA number without specifying the Vendor, the Inquiry scans through all AP historical Items to find the ones paid with the selected VRA number. If you enter a Vendor prior to the VRA number, only the AP historical Items for this specific vendor are scanned. Main Accounts Payable Inquiry The Accounts Payable Inquiry displays the current status of a Vendor s Accounts Payable Open Transactions. NOTE: This is static information for review or quick checking. No modifications can be made on this screen. The Open Items are always displayed with the oldest voucher first. The screen shows general information from the Vendor Account: Accounts Receivable Contact Telephone number Date Account Opened Terms of Payment Vendor Status (Blank Vendor not on hold, HOLD Vendor on Hold) Accounts Receivable Balance (Blank if Balance = 0.) and other information from the History and Open Item files: Date of your Last Purchase from that Vendor Amount and Date of your Last Payment Amount of the Highest Balance for this Vendor Current Balance of Account NOTE: The Accounts Receivable Balance is displayed only if the following conditions are met: 1. must be installed on your system. 2. The Vendor must also be defined as a Customer in Accounts Receivable. 3. The Vendor s Customer number must be entered in the Vendor Account (in the Related Customer number field). 4. The Product Installation Option CUS=Y has been set on your system.

28 3. Reports and Inquiries Page 20 Account Payable Inquiry Ven No 5015 GULF STATES STEEL, INC. Contact RICK SAUNDERS Tel Currency US Acct Opened 15Oct89 Last Pur 23Nov00 Last Pmt Terms NET 30 DAYS High Bal 23,861 Status Acct Balance 23, Ref Date Brh Ref No. Inv No/Itm Desc Amount Balance Overdue 10Oct00 N PHI VR , , Nov00 N PHI VR , , Nov00 N PHI VR , , History 2-Mth Pur 3-Inv/Desc Accounts Payable Inquiry Screen Open Items Action Bar History Mth Pur Inv/Desc Action Displays the Accounts Payable inquiry with Payment History. Displays the Monthly Purchase Analysis screen. Calls a pop-up window that displays the Invoice Number and the Item Description information entered during Voucher Entry. When you access the Inv/Desc action bar option, the following window is displayed for the highlighted Item: Invoice No: Item Desc : DF-285 June 2d Accounts Payable Inquiry with History The Accounts Payable Inquiry with Payment History lists the Open Items as well as the Items that were paid. For the paid Items, the inquiry indicates the Payment Method (Check or VRA) and reference numbers. The Accounts Payable History Items are sorted either in descending (reverse chronological) order or ascending (chronological) order based on the Product Installation Option, IDV=X. The default is N-No for ascending order.

29 3. Reports and Inquiries Page 21 Account Payable Inquiry Ven No 5015 GULF STATES STEEL, INC. Contact RICK SAUNDERS Tel Currency US Acct Opened 15Oct89 Last Pur 26Nov00 Last Pmt 1, Dec00 Terms NET 30 DAYS High Bal 24,861 Status Acct Balance 18, Ref Date Brh Ref No. Inv No/Itm Desc Amount Balance Overdue 10Oct00 N PHI VR , (23Nov00) CHK#9600 5, Oct00 N PHI VR , (02Dec00) VRA#7 1, Nov00 N PHI VR , , Nov00 N PHI VR , , Mth Pur 2-Selection 3-ARC 4-Inv/Desc Accounts Payable Inquiry screen with History Action Bar Mth Pur Selection ARC Inv/Desc Action Displays the Monthly Purchase Analysis screen. Displays the View Options pop-up window. Calls the Archived VRA window allowing you to view, fax/ or print an Archived VRA. Dimmed when the highlighted payment was a Check or when the transaction was reversed. Calls a pop-up window that displays the Invoice Number and the Item Description information entered during Voucher Entry. Field Name Default Validation Description Reference Date Branch Reference Number Inv No/Itm Desc This is the Invoice/Memo date. This is the branch related to the Accounts Payable transaction. This reference identifies the transaction type (VR = Voucher, CM = Credit Memo, etc.) and number. NOTE: A P or C indicates that the Item is on Permanent or Cycle hold. (See Voucher Processing for details.) Below the Transaction Type and Number, the date of the check issued in payment of the Item is displayed in parentheses, if applicable, followed by the Check number. For each Item, the Invoice number (for a VR transaction) or the Item Description (for a CM or DM) is displayed on the first line. The Check or Vendor Remittance Advice number is displayed on the second line, if applicable.

30 3. Reports and Inquiries Page 22 Field Name Default Validation Description Amount Balance Overdue The amount of the transaction is displayed on the first line. If partial or full payment was made, the amount of the remittance (followed by a minus sign) appears below. This field indicates the current balance of the transaction (balance equals 0 is blank). This field specifies the number of days a transaction exceeds its due date. Accounts Payable History View Options View Options Date [N] From To Ref Code [N] Ref No [N] 0 Ven Inv No [N] View Options Pop-up window Field Name Default Validation Description Date N N, Y Allows the selection of a specific range of items. Options are: N Y Selects and displays all items regardless of the date. Allows the entry of a valid date range for selection. Ref Code N N, Y Enables you to select items by Reference Prefix Code. Options are: N Y All items are selected regardless of Reference Prefix code. Enter a Reference Prefix code for selection. Ref No N N, Y Enables you to select items by Reference number Options are: N All items are selected regardless of Reference number. Enter a Reference number for selection. Ven Inv No N N, Y Allows the selection of items having a specific Vendor Invoice number. Y Options are: N Y All items are selected regardless of Vendor Invoice number. Enter a Vendor Invoice number for selection.

31 3. Reports and Inquiries Page 23 Archived VRA When you access the ARC action bar option, the following window is displayed: Archived VRA 1. Display Arc 2. Fax/Eml Arc 3. Print Arc Archived VRA window Display Arc Option This selection allows you to view the selected Archived VRA. If there is no record for the highlighted VRA number, the error message No archive file for this selection is displayed. Fax/Eml Arc This selection allows you to fax/ the Archived VRA if estelfax is installed. When selected, it calls the estelfax Options window. Print Arc This selection allows you to print the Archived VRA. When selected, it calls the following window: Printer LP0 No of Copies 1 Printer window Field Name Default Validation Description Printer User Default Printer Ref The field defaults to the User s default printer but can be changed to any valid Printer. No of Copies 1 1 to 9 The default is 1 but it can be overridden. Restriction The Archived VRA is printed as an exact copy of the original one. There is no Re-print or Archive indication on the form.

32 3. Reports and Inquiries Page 24 Accounts Payable Inquiry Monthly Purchase Analysis Account Payable Inquiry Ven No 5015 GULF STATES STEEL, INC. Contact RICK SAUNDERS Tel Currency US Acct Opened 15Oct89 Last Pur 23Nov00 Last Pmt 5, Nov00 Terms NET 30 DAYS High Bal 23,861 Status Acct Balance 18, Monthly Purchase Analysis Annual Info Per Fiscal 99 Fiscal 00 % Change Purchases.00 23, , DiscOfrd DiscTaken Tot.00 23, Accounts Payable Inquiry Monthly Purchase Analysis screen Field Name Default Validation Description Period Number Fiscal 99 Fiscal 00 This is the Accounting Period number. These two columns show the amount of purchases in each Accounting Period for both the previous and the current Fiscal Year. % Change In this column, the percentage of change between the fiscal years is displayed. If one of the periods is 0, no percentage is displayed. The annual information shows the total amount of purchases, discounts offered and discounts taken for both the previous and current fiscal year. When you have finished consulting the Monthly Purchase Analysis, press <F4 > to return to the previous screen for a new inquiry. Invoice Inquiry Invoice Inquiry allows you to see at a glance the status of the Invoices from a specific Vendor. You can view the Invoice date, if the Invoice was paid or not and, if so, the Check number.

33 3. Reports and Inquiries Page 25 Vendor No 5015 Invoice No Invoice Inquiry Ref No Type Trans Date Amount 1-A/P Inq 2-Ven Profile Invoice Inquiry screen Action Bar A/P Inq Ven Profile Action Accounts Payable Open Item Inquiry Vendor Profile Inquiry Invoice Inquiry Vendor No 5015 GULF STATES STEEL, INC. Invoice No Ref No Type Trans Date Amount Nov00 8, Nov00 9, Oct00 5, M 23Nov00 5, Invoice Inquiry screen

34 3. Reports and Inquiries Page 26 Field Name Default Validation Description Vendor No Vendor Reference Enter a Vendor number. The Vendor Name is displayed automatically. Invoice No All To see all the invoices for the Vendor, press <Enter>. If you enter an Invoice number, all the Invoices are displayed in alphanumeric sequence, starting with that number. You can enter an approximate Invoice number. The system uses it as a real Invoice number and displays all the Invoices with a higher number. Field Ref No Type Trans Date Amount Description This is the Invoice number. An indented number represents the Check number issued in payment of the Invoice. As more than one invoice can be paid with one single check, the same Check number can appear for different invoices. You may also have more than one check for a single invoice, when it is settled in several payments. The type indicates if the Check is a manual check, a Regular one (i.e., one issued by computer), or an Adjustment. This field indicates the date of the Invoice and, if a check was actually issued in payment of the invoice, the check date. This is the amount of the Invoice and, below, the amount paid on the Invoice (which can represent a partial or a full payment). Vendor Profile Inquiry The Vendor Profile Inquiry shows non-financial information on the selected Vendor, such as Vendor Name and Address. The SIV=X Product Installation Option controls the ability to view information for Inactive or Deleted Vendor records. The TAX=X Product Installation Option controls the display of the Tax I.D. Number information.

35 3. Reports and Inquiries Page 27 Vendor Profile Vendor No ( 1010 ) ARMCO Pay To: ARMCO ARMCO 703 CURTIS STREET 703 CURTIS STREET Address Line 2 Pay To Address Line 2 Address line 3 Pay To Address Line 3 MIDDLETOWN, OH MIDDLEBURY, OH Tel: Tel: Fax: Fax: Selling Contact... FRANK SMITH Receivable Contact... NORMAN SINCLAIR Ship Via... MISC FREIGHT - Vendor Type... MS MISCELLANEOUS SUPPLIERS Vendor Class... R S.I.C Code Primary Metal Industry Payment Term /2 % 10, NET 30 DAYS P.O. Term /2 % 10, NET 30 DAYS Hold Code... N Category Code... Tax I.D Number... Vendor Profile Inquiry screen By adding a p switch, this inquiry can be run stand-alone. For further details refer to the Vendor Maintenance chapter of the Reference manual.

36 3. Reports and Inquiries Page 28 ACCOUNTS PAYABLE REPORTS The Accounts Payable reports are: Open Item List Aging report Cash Forecast report Accounts Payable Open Item List A/P Open Item Listing Report Program: APRPYA 1. Selection Entry No One-Time/Permanent.. [O] 3. Vendor Sequence... [N] Vendor Number... From: To: Vendor Name... From: To: 4. Vendor Category... [N] 5. Class... [N] 6. S.I.C. Code... [N] 7. A/P Control G/L No.. [N] 8. Vendor Hold Code... [N] 9. Report Type... [D] 10. Reference Date... [N] From: / / To: / / 11. Due Date... [N] From: / / To: / / 12. Discount Date... [N] From: / / To: / / 13. Item Hold Code... [N] 14. Resp For/Purch By... [P] Item No : 1-Alter 2-Copy Accounts Payable Open Item List Selection Entry first screen

37 3. Reports and Inquiries Page 29 A/P Open Item Listing Report Program: APRPYA 1. Selection Entry No Branch Code... [Y] PHI 16. Item Balance... [N] From: To: 17. Print Zero Balance.. [N] 18. Accounting Period Aging Date... 08/31/ Past Due Days... [N] 21. Audit Option... [Y] 22. Currency Code... US 23. Data Source... [ ] Item No : 1-Alter 2-Copy Accounts Payable Open Item List Selection Entry second screen The following pages illustrate four versions of the Accounts Payable Open Item List: Detail (with and without Audit) Summary Totals only The Accounts Payable Open Item List (Detail) shows a selection of Vendors sequenced in alphabetical order. The first line of the report shows: Vendor Identification (Vendor number, Name and Telephone number). Standard Terms of Payment granted by the Vendor. Vendor s Accounts Receivable contact. The second line includes: Due Date of the Open Item, Discount Date, if any, and amount of the Discount. NOTE: An E next to the discount of a Detail report is a warning that the Discount Period has expired. Accounting Period (Fiscal Period), Invoice Date (Reference Date), Branch, and Voucher number (Reference number). Remarks entered in Voucher Entry relating to the Voucher (Description). Original Amount Due, Partial Payments made (if any), and Balance owing. NOTE: The Partial Payment transaction information appears only on the Detail Report with Audit. It

38 3. Reports and Inquiries Page 30 indicates the payment method used, i.e. Check or Bank Transfer (VRA), and the reference number. Number of Days Overdue and Status of the Item (Item on Permanent or Cycle hold; Item not on hold is blank). The third line gives the Exchange Rate (foreign currency items) and the Vendor s Invoice number. For each Vendor, the total is shown for the following columns: Original Amount due. Partial Payments made (only for the Detail Report with Audit). Balance owing. At the end of the report, a Report Total for each of these columns is printed. The Summary version of the report identifies the Vendor (Number, Name, Telephone number), standard Terms of Payment and Accounts Receivable contact. It then shows the Balance owing to the Vendor and the total Balance owing to all Vendors. The third version (Totals only) provides only the total Balance owing to all Vendors.

39 3. Reports and Inquiries Page 31 RUN:10-Jul-98 8:44 aprpya PAGE: 2 A / P O P E N I T E M L I S T I N G Aged As Of 31Jan Vend # Name Phone Standard Terms Contact Overdue Stat Due Dt Disc Dt Discount Fis Per Ref Dt Brh Ref# Remarks Original Amt Partial Pmts Balance Days Exchg. Rt Invoice # ARMCO /2 % 10, NET 30 DA NORMAN SINCLAIR 13Mar92 21Feb /01 11Feb92 PHI VR , , P AL Mar92 21Feb /01 11Feb92 PHI VR , , P AL May92 06May /01 26Apr92 CHI VR AL Apr92 92/01 30Apr92 PHI DM UNDERSHIP INV AL AF Jul92 ADJ# May92 10May /01 30Apr92 PHI VR , AL Jul92 ADJ# , Jun92 12May /01 02May92 CHI VR , , AL May92 92/01 11May92 PHI CM RE INV AL AS314 10Jun92 21May /01 11May92 PHI VR , , AL Jul92 25Jun /01 15Jun92 PHI VR , , AL Jul92 25Jun /01 15Jun92 PHI VR , , AL Jul92 25Jun /01 15Jun92 PHI VR SPECIAL ORDER 72, , AL Jul92 25Jun /01 15Jun92 PHI VR AL8071 Vendor Total , , OLIN BRASS DUE 20TH FOLLOWING DOLORES SMITH 06Mar92 92/01 06Mar92 CHI CM RE INV P 13Mar92 92/01 13Mar92 PHI CM RE INV P 13Mar92 92/01 13Mar92 PHI CM RE INV P 20Apr92 20Apr /01 13Mar92 PHI VR , , Apr92 20Apr /01 13Mar92 PHI VR , , Jun92 18May /01 18May92 PHI VR , , Jun92 18May /01 18May92 PHI VR , , Jun92 30May /01 30May92 PHI VR , , Accounts Payable Open Item List Detail (with Audit)

40 3. Reports and Inquiries Page 32 RUN: 9-Jul-98 14:44 aprpya PAGE: 2 A / P O P E N I T E M L I S T I N G Aged As Of 09Jul Vend # Name Phone Standard Terms Contact Overdue Stat Due Dt Disc Dt Discount Fis Per Ref Dt Brh Ref# Remarks Original Amt Partial Pmts Balance Days Exchg. Rt Invoice # REYNOLDS ALUMINUM DUE 20TH FOLLOWING THOMAS JENKINS 07Feb92 92/01 07Feb92 PHI CM CHARGE BACK FREIGHT P 20May92 20May /01 06Apr92 CHI VR , , May92 20May /01 09Apr92 CHI VR , , May92 20May /01 30Apr92 CHI VR , , Jun92 05May /01 05May92 CHI VR , , Jun92 28May /01 28May92 CHI VR , , Jul92 03Jun /01 03Jun92 CHI VR , , Jul92 03Jun /01 03Jun92 CHI VR Aug92 20Jun /01 20Jun92 CHI VR , , Jul92 20Jun /01 20Jun92 CHI VR LAST SHIP - P.O Aug92 30Jun /01 30Jun92 CHI VR , , Jul92 30Jun /01 30Jun92 CHI VR , , Vendor Total , , MISCELLANEOUS SUPPLIERS NET 30 DAYS 13Jun92 21May /01 11May92 PHI VR S Jun92 31May /01 15May92 PHI VR Vendor Total... 1, , Report Total , , *** END OF REPORT *** Legend H - Vendor Hold P - Permanent Open Item Hold C - Cycle Open Item Hold E - Discount Period Expired Accounts Payable Open Item List Detail (without Audit)

41 3. Reports and Inquiries Page 33 RUN: 9-Jul-98 12:10 aprpya PAGE: 2 A / P O P E N I T E M L I S T I N G Vend # Name Phone Standard Terms Contact Balance Stat Invoice # ARMCO /2 % 10, NET 30 DA NORMAN SINCLAIR 186, OLIN BRASS DUE 20TH FOLLOWING DOLORES SMITH 78, MIDWEST STEEL PROCESSORS INC % 10-25TH NET 30 MARY DARLINGTON 193, US STEEL, DIV OF USX % 10-25TH NET 30 STAN KING 216, H 1050 AMERICAN STEEL PROCESSORS DUE 20TH IN 2 MONTH JAMES STOUFFER 81, ABC FREIGHT CO NET 7 DAYS SUE PORTER 4, ALUMINUM COMPANY OF AMERICA % 10-25TH NET 30 MARGY WEBER 41, REYNOLDS ALUMINUM DUE 20TH FOLLOWING THOMAS JENKINS 120, MISCELLANEOUS SUPPLIERS NET 30 DAYS 1, WARNER OFFICE EQUIPMENT /2 % 10, NET 30 DA MARIE ADAMSON 101, TRAVEL - MISC EXPENSES NET 30 DAYS 1, VESSEL CHARTERS INC NET 7 DAYS EVELYN JAMES 31, JENSEN REAL ESTATE HOLDINGS NET 30 DAYS ANDREA ANDERSON 348, Report Total... 1,408, *** END OF REPORT *** Legend H - Vendor Hold P - Permanent Open Item Hold C - Cycle Open Item Hold E - Discount Period Expired Accounts Payable Open Item List Summary

42 3. Reports and Inquiries Page 34 RUN: 9-Jul-98 12:11 aprpya PAGE: 2 A / P O P E N I T E M L I S T I N G Vend # Name Phone Standard Terms Contact Balance Stat Invoice # Report Total... 1,408, *** END OF REPORT *** Legend H - Vendor Hold P - Permanent Open Item Hold C - Cycle Open Item Hold E - Discount Period Expired Accounts Payable Open Item List Total