ACTIVANT SDI. Accounts Payable Subsystems Reference Manual. Version 13.0

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1 ACTIVANT SDI Reference Manual Version 13.0

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 13.0 Publication Date:

3 ACCOUNTS PAYABLE MAINTENANCE SUBSYSTEM Step Number Operation APCTRLMTN This program holds the Accounts Payable and General Ledger file homes and sets certain run time parameters based on accounting preferences. 2 APVENDMTN This program is used to build and maintain the Accounts Payable vendor file. 3 APVENDLST This program lists the contents of the Accounts Payable vendor file. 4 APCODVMTN This program creates a translation table to be used in certain accounting situations. Activant, Inc. 3

4 ACCOUNTS PAYABLE INVOICE ENTRY SUBSYSTEM Step Number Operation APENTRY This program is used to enter Accounts Payable invoices. 2 APENTREG This program is used to list the invoices entered through APENTRY in the order that they were entered. This may be run by operator code. 3 APINVREG This program is used to list the invoices entered through APENTRY in vendor number/invoice number order. This may be run by operator code. 4 APVCHREG This program is used to list the invoices entered through APENTRY in General Ledger number order. This may be run by operator code. 5 If any changes or corrections need to be made go back to Step 1. 6 SD-APBACKUP Backup Accounts Payable files. 7 APINVUPD This program will update invoices entered through APENTRY into the permanent Accounts Payable files. This may be run by operator code. An operator code entry is required whenever accessing the APENTRY program. This code is assigned to all new invoices entered during the entry run. This provides the ability for several operators to enter invoices simultaneously and produce listings for just their entries without causing interference or delay. All edit listings for new entries can be executed to display the entries for just a single operator code. If any errors are found, the entries can be recalled and corrected through the APENTRY program. Once edited and approved, the entries for a single operator can be updated to the permanent open invoice file. Activant, Inc. 4

5 ACCOUNTS PAYABLE INVOICE PAYMENT SUBSYSTEM Step Number Operation APHWLIST This program is used to list hand written checks for edit purposes. 2 APLIST To list invoices based on due date to prepare for an Accounts Payable Check Run or for cash requirement projections. This report should be analyzed and can be rerun with a different cutoff date. Always return to Step 2 if any changes to due dates, hold or release flags are made or a different cutoff date is desired. This may be run by operator code. 3 SD-APBACKUP Backup Accounts Payable files. 4 APCHECK These programs are used to print APCHECKAS Accounts Payable checks. They may be run by operator code only if APLIST was produced by an operator code. 5 APCHCKASP This program is used to print alternate check stubs on paper. This may be run by operator code only if APLIST was produced by an operator code. 6 APCHKUPD To update checks written. This may be run by operator code only if APLIST was produced by an operator code. Activant, Inc. 5

6 ACCOUNTS PAYABLE INVOICE PAYMENT SUBSYSTEM - CONTINUED Step Number Operation APCHKREG To print a Daily Check Register. This may be run by operator code only if APLIST was produced by an operator code. 8 APVOIDCK To void any checks used for alignment purposes. 9 APHOLDREL This program is used to "HOLD" or "RELEASE" individual invoices for processing through the payment process. 10 APUNHOLD This program is used to "HOLD" or "RELEASE" all invoices for selected vendors. 11 APHOLD This program analyzes each vendor balance. If there is a net credit balance (i.e., amount of credit memos is greater than invoice amounts), run APHOLD. Note: Either always run this program or never run it. It is possible to process Accounts Payable checks in batches by operator. This feature allows an operator to use a 'payment code' to control the check run. This feature allows checks to be run while new invoices are be entered and updated. Activant, Inc. 6

7 ACCOUNTS PAYABLE MONTH END SUBSYSTEM Step Number Operation APAGING To print Accounts Payable Aging. 2 SD-APBACKUP Backup Accounts Payable files. 3 APMTDINV To print Monthly Invoice Register. 4 APVMCKREG To print vendor order Monthly Check Register. 5 APMCKREG To print check number order Monthly Check Register. 6 APMCKREG2 To print address and detail Monthly Check Register. 7 APMTDACT To print Monthly Voucher Activity Register. 8 APGLINTFC To interface detail accounting activity to the General Ledger. (Optional, if General Ledger Interface is activated.) APGLINTSM To interface summary accounting activity to the General Ledger. 9 APENDMTH To clear monthly vendor totals. 10 APDELIPD To delete paid invoices by date. 11 APREPTRAN To transfer next month's repetitive invoices. (This is optional only if the Repetitive Subsystem is used.) NOTE: Make sure that all hand-written checks are cleared for the month with APLIST through APCHKREG before closing out the month. Otherwise, the cash account will not be correct. The check date entered in the APCHECK program is the date used for crediting cash for both the handwritten and computer-written checks. Appendix A has a suggested Monthly Check List that can be used to help control the Monthly Closing Subsystem. Activant, Inc. 7

8 ACCOUNTS PAYABLE YEAR END SUBSYSTEM Step Number Operation APVENDLST To print vendor list showing YTD history for the fiscal year. 2 APYTDACT To print year-to-date General Ledger activity for audit purposes for the fiscal year. 3 APYTDACT2 To print year-to-date General Ledger activity with dollar range for audit purposes for the fiscal year. 4 AP1099MISC To print vendor 1099 forms for the calendar year. 5 AP1099DIV To print dividend 1099 forms for the calendar year. 6 AP1099CLR To clear 1099 totals from vendor file for the calendar year. Activant, Inc. 8

9 ACCOUNTS PAYABLE CHECK RECONCILIATION SUBSYSTEM Step Number Operation APCKRCSUM To sort outstanding check file. 2 APCNCLCK1 Enter canceled checks on Entry Screen. 3 APCNCLCK2 To delete canceled checks from file. 4 APCNCLCK3 To list outstanding checks. Activant, Inc. 9

10 ACCOUNTS PAYABLE REPETITIVE ENTRY SUBSYSTEM Step Number Operation APREPENT To enter repetitive invoices. 2 APREPINV To list repetitive invoices. 3 APREPVCH To list voucher information for repetitive invoices. 4 APREPTRAN To move invoices and vouchers to regular AP entry work files. This should be run once a month. 5 APREPCLSD To list invoices exceeding the last payment date. NOTE: APREPTRAN moves repetitive postings from the repetitive files into the regular APENTRY work files. Once this program is finished, the regular Entry Subsystem, after APENTRY, must be completed in order for the repetitive invoices to be completely updated into the System. Activant, Inc. 10

11 ACCOUNTS PAYABLE MISCELLANEOUS PROGRAMS Step Number Operation APSTOPPMT Stop check payment program. 2 APLABELS Vendor labels. 3 APINQUIRY Accounts Payable Inquiry program. 4 APINQPRT Accounts Payable Inquiry print program. Activant, Inc. 11

12 BACKUP PROCEDURES In the course of running the Accounts Payable programs the instructions direct for a backup. The end of day routine will backup all of the data files, but there will be occasions where the Accounts Payables files should be backed up, usually just before an update is about to occur. Take care to mark these backups in a backup log recording the date, time, information and who did the backup. If there is a problem with the update (APINVUPD, APCHKUPD OR APENDMTH), this backup would allow the update to be re-run without the fear of having a problem with the data. From the operator system prompt sign, usually a dollar ($) sign, type: SD-APBACKUP (PRESS <RETURN>) The following displays will now begin: "THIS ROUTINE WILL BACKUP ALL ACCOUNTS PAYABLE DATA" "ON YOUR SYSTEM. IT WILL REQUIRE AT LEAST 1 TAPE" "IF ADDITIONAL TAPES ARE REQUIRED YOU WILL BE PROMPTED" "TO INSERT EACH TAPE WHEN IT IS TIME." "WHAT TYPE OF TAPE DRIVE DO YOU HAVE?" "ENTER 0 FOR 1/2" REEL TAPE" "ENTER 1 FOR 1/4" CARTRIDGE TAPE (QIC)" "PLEASE ENTER A 0 OR A 1" The operator should respond with the proper answer and press <RETURN>. "MAKE SURE THE TAPE FOR BACKING UP IS IN THE TAPE DRIVE" If there is a tape drive - "THE WRITE ENABLE RING IS IN PLACE" If there is a QIC drive - "AND THE WRITE PROTECT SWITCH IS POINTED AWAY FROM 'SAFE'." "PRESS <RETURN> WHEN YOU ARE PREPARED TO CONTINUE." After the operator presses <RETURN>: "BACKUP OF DATA FILES NOW BEGINNING" The operator will see the files that are being backed up displayed on the screen as they are written to the tape. If this is not seen on the display, the backup is not progressing as designed. After the final message, re-execute the backup routine. If it fails a second time, contact Activant. "BACKUP OF DATA FILES IS NOW COMPLETE." "PLEASE PLACE ALL BACKUP TAPES IN A SAFE PLACE." Activant, Inc. 12