Prophet 21 Array Accounts Payable III

Transcription

1 Prophet 21 Array Accounts Payable III Accounts Payable suite: course 3 of 3

2 This class is designed for Senior Payable Clerks Accounting Managers or Controllers

3 Objectives Understand AP Daily Updates Run AP Month End Programs Part I Reports Part II - Updates Complete Month End Worksheet Create AP Interface for General Ledger Run Recurring Invoices Identify Needed Audits Review Additional Year End Programs

4 This Course Will NOT Cover The Control Files Related to AP Any Type of AP Reconciling or Posting Cutting Accounts Payable Checks How to Create an AP Jobstream

5 Overview A/P Day-end Processing Daily Day-end Check list A/P Month-end/Year-end Processing Month-end and Year-end Check list Miscellaneous Processing Audits Purges Additional Programs

6 A/P Day-end Processing Dayend Checklist: 1. Daily Purchase Journal by Batch (MAP011) OR: Sorted Daily Purchase Journal (MAP022) 2. Daily Expense Distribution (MAP025) * 3. Vendor Maintenance Log (MAP073) * 4. Daily Check Register (MAP024) 5. Daily Cash Disbursements Jrnl. (MAP010)* 6. AP File Update (MAP020) 7. Print File Status ESC to Delete (MAP016) * Optional Programs

7 Daily Purchase Journal Daily Purchase Journal by Batch (MAP011) - by Batch then by Vendor OR Sorted Daily Purchase Journal (MAP022) - by Vendor (lists batches but no totals) - Use this if you are using AP/PO Reconciliation NOTE one of these programs MUST be run.

8 1. Daily Purchase Journal by Batch Menu Path 06. Accounts Payable 05. Daily Update Menu 03. Daily Purchase Journal (MAP011) Look at the Program Parameters. Look at the Report Output.

9 1. Daily Purchase Journal by Batch

10 1. Daily Purchase Journal by Batch MAP011 Report ApplicationShare This Report will Sort & Total by Batch Sorts by Vendor within Each Batch Summation of Batch Totals by Division Lists Totals by Previous/Current/MTD Grand Total for ALL Divisions Will List out NMI Separately Monthly Version = MAP064 NOT Recommended if you Use PO Reconciliation

11 1. Sorted Daily Purchase Journal Menu Path 06. Accounts Payable 02. Invoice Menu 05. Sorted Daily Purchase Journal (MAP022) Look at the Program Parameters. Look at the Report Output.

12 1. Sorted Daily Purchase Journal

13 1. Sorted Daily Purchase Journal MAP022 Report ApplicationShare This Report Allows for Sort Sequence Selections Will List Batch Numbers Will not have Batch Totals Grand Total for ALL Divisions Will List out NMI Separately Monthly Version = MAP064 Recommended if you Use PO Reconciliation

14 2. Daily Expense Distribution Report* Menu Path 06. Accounts Payable 02. Invoice Menu 04. Daily Expense Distribution Report (MAP025) Look at the Program Parameters. Look at the Report Output. * Optional Program

15 2. Daily Exp. Distribution (MAP025)* * Optional Program

16 2. Daily Exp. Distribution (MAP025)* MAP025 Report ApplicationShare Report will Sort & Total by the Primary Sort Sequence Option. Will List the Batch number Monthly Version = MAP012 * Optional Program

17 3. Vendor Maintenance Log * Menu Path 06. Accounts Payable 05. Daily Update Menu 05. Daily Vendor File Maintenance Log (MAP073) Look at the Program Parameters. Look at the Report Output. * Optional Program

18 3. Vendor Maintenance Log * * Optional Program

19 3. Vendor Maintenance Log * MAP073 Report: * Optional Program

20 4. Daily Check Register (MAP024) Menu Path 06. Accounts Payable 05. Daily Update Menu 04. Daily Check Register Look at the Program Parameters. Look at the Report Output. This Program MUST be run Before MAP020

21 4. Daily Check Register (MAP024)

22 4. Daily Check Register (MAP024) MAP024 Report ApplicationShare Checks Listed in Numerical Order No Invoice Detail Type of Check Listed (M,C or V) Status Listed (R = Reconciled) Cash = General Ledger Acct Batch # or Comments also Listed Totals are Summarized and Broken Out Date Next to Void = Mail Date Entered

23 5. Daily Cash Disbursements Journal* Menu Path 06. Accounts Payable 04. Check Menu 12. Daily Cash Disbursements Journal (MAP010) Look at the Program Parameters. Look at the Report Output. * Optional Program

24 5. Daily Cash Disbursements Journal* * Optional Program

25 5. Daily Cash Disbursements Journal* MAP010 Report ApplicationShare - Similar to MAP024 with Added Invoice detail Checks Listed in Numerical Order by Batch Invoice Detail Listed for each Check Totals are Summarized by Batch at the Bottom of each Batch (Current/Next Month) All Summaries also Show Number of Checks Monthly Version = MAP026 * Optional Program

26 6. AP File Update (MAP020) Menu Path 06. Accounts Payable 05. Daily Update Menu 02. AP File Update Look at the Program Parameters. Look at the Report:

27 7. Print File Status (MAP016) Menu Path 06. Accounts Payable 05. Daily Update Menu 01. Print File Status Look at the Program Parameters. Look at the Report Output.

28 7. Print File Status (MAP016)

29 7. Print File Status (MAP016) Report Output with Error:

30 7. Print File Status (MAP016)

31 A/P Month End Processing Part I: 1. Monthly Purchase Journal (MAP064) 2. Monthly Cash Disbursements (MAP026) 3. AP Trial Balance (MAP008) 4. AP Aged Trial Balance (MAP060) * 5. Expense Distribution Report (MAP012) 6. Month-To-Date Distribution (MAP004) VERIFY TOTALS before you go to Part II * Optional Program

32 1. Monthly Purchase Journal Menu Path 06. Accounts Payable 09. On Demand Reports 06. Monthly Purchase Journal (MAP064) Look at the Program Parameters. Look at the Report Output.

33 1. Monthly Purchase Journal

34 1. Monthly Purchase Journal

35 1. Monthly Purchase Journal MAP064 Report ApplicationShare Report will Sort & Total by the Primary Sort Sequence Option. Looks more like MAP022 than MAP011 Sorted by Vendor Make sure to include NMI information WARNING can be ignored at any time except Month End

36 2. Monthly Cash Disbursements Menu Path 06. Accounts Payable 09. On Demand Reports 07. Monthly Cash Disbursements (MAP026) Look at the Program Parameters. Look at the Report Output.

37 2. Monthly Cash Disbursements

38 2. Monthly Cash Disbursements MAP026 Report ApplicationShare All Checks Paid/Voided in the Month Can see Invoice Detail Summary Portion Included - Total checks for the month - Current/Next Month & Grand Totals Make sure to include NMI information Looks Similar to MAP010

39 3. AP Trial Balance (MAP008) Menu Path 06. Accounts Payable 09. On Demand Reports 04. AP Trial Balance Look at the Program Parameters. Look at the Report Output.

40 3. AP Trial Balance (MAP008)

41 3. AP Trial Balance (MAP008) MAP008 Report ApplicationShare All Invoices Paid During the Month Can see Invoices that Remain Open Can Run in Detail showing Invoices Can Run to Show Vendor Summary Summary Portion Included - Total checks for the month - Current/Next Month & Grand Totals

42 4. AP Aged Trial Balance (MAP060)* Menu Path 06. Accounts Payable 09. On Demand Reports 05. AP Aged Trial Balance Look at the Program Parameters. Look at the Report Output. * Optional Program

43 4. AP Aged Trial Balance (MAP060)* * Optional Program

44 4. AP Aged Trial Balance (MAP060)* MAP060 Report ApplicationShare All Checks Paid/Voided in the Month Can see Invoices that Remain open Run by Vendor in Summary Format or Show Invoices Listed Ages Invoices Backwards for Cash Flow Considerations - Either buy Invoice or Due Date * Optional Program

45 5. Expense Distribution Report Menu Path 06. Accounts Payable 09. On Demand Reports 08. Expense Distribution Report (MAP012) Look at the Program Parameters. Look at the Report Output.

46 5. Expense Distribution Report

47 5. Expense Distribution Report MAP012 Report ApplicationShare Report will Sort & Total by the Primary Sort Sequence Option. Will List the Batch number Can Serve as Backup General Ledger Information

48 6. Month-To-Date Distribution Report Menu Path 06. Accounts Payable 09. On Demand Reports 09. Month-To-Date Distribution Report (MAP004) Look at the Program Parameters. Look at the Report Output.

49 6. Month-To-Date Distribution Report

50 6. Month-To-Date Distribution Report MAP004 Report ApplicationShare This Report is Very Straight Forward Make Sure Report Total = 0 Summary of the General Ledger Journal Entry Made for the Month showing all the Checks and Invoices

51 VERIFY TOTALS Use Month End Worksheet Totals from AP Part I Reports MAP004 should = ZERO (0)* MAP064 Current Total should = MAP012 Total Calculated Bal. should = MAP008 * If all OK but this RUN MAP081 When everything is OK move to AP Part II

52 Month End Worksheet Programs Where the Information is Pulled From: B C D/1 A 2 2

53 A/P Month End Processing Part II: 1. AP to GL Transaction Update (MAP031) * 2. APMOV. (recommended) 3. Month Start (MAP027) 4. Recurring Expense Month Start (MAP032) * 5. Vendor Purchase Analysis Update (MAP076) * 6. Vendor Purchase Analysis Report (MAP077) * 7. Comparative Vendor Purchase Report (MAP087) * 8. AP File Purge (MAP078) req. if using VPA 9. AP Distribution History Print (MAP030) * 10. AUDIT Programs that can be Used* * Optional Programs

54 1. AP to GL Transaction (MAP031)* Menu Path 06. Accounts Payable 06. Month End/Start Menu 01. AP to GL Transaction Update Look at the Program Parameters. Look at the Report Output. * Optional Program

55 1. AP to GL Transaction (MAP031)* When you run you could see:

56 1. AP to GL Transaction (MAP031)* Can check the Interface in MGL058

57 2. APMOV. (recommended) There is NO Menu Path. Script Used to Save 1 Month of AP Data MUST be run Before MAP027. Contact Support if you Need a Copy.

58 3. Month Start (MAP027) Menu Path 06. Accounts Payable 06. Month End/Start Menu 02. Month Start Look at the Program Parameters. Look at the Report Output. WARNING do not run this two times!

59 3. Month Start (MAP027)

60 3. Month Start (MAP027)

61 4. Recurring Expense Month Start* Menu Path 06. Accounts Payable 06. Month End/Start Menu 03. Recurring Expense Month Start (MAP032) Look at the Program Parameters. Look at the Report Output. * Optional Program

62 4. Recurring Expense Month Start* * Optional Program

63 4. Recurring Expense Month Start* * Optional Program

64 5. VPA Update (MAP076)* Menu Path 06. Accounts Payable 06. Month End/Start Menu 04. Vendor Purchase Analysis History Update Look at the Program Parameters. Look at the Report Output. * Optional Program

65 5. VPA Update (MAP076)* * Optional Program

66 5. VPA Update (MAP076)* * Optional Program

67 6. VPA Report (MAP077)* Menu Path 06. Accounts Payable 09. On Demand Reports 01. Vendor Purchase Analysis Report Look at the Program Parameters. Look at the Report Output. * Optional Program

68 6. VPA Report (MAP077)* * Optional Program

69 6. VPA Report (MAP077)* Monthly Quarterly Annually

70 7. Comparative VPA Report* Menu Path 06. Accounts Payable 06. Month End/Start Menu 12. Comparative VPA Report (MAP087) Look at the Program Parameters. Look at the Report Output. * Optional Program

71 7. Comparative VPA Report* * Optional Program

72 7. Comparative VPA Report*

73 8. VPA File Purge (MAP078) Menu Path 06. Accounts Payable 10. AP Manager s Menu 10. AP File Purge Look at the Program Parameters. Look at the Report Output. Required if you use the VPA Process.

74 8. VPA File Purge (MAP078)

75 8. VPA File Purge (MAP078)

76 9. AP Distribution History (MAP030)* Menu Path 06. Accounts Payable 06. Month End/Start Menu 05. AP Distribution History Print Look at the Program Parameters. Look at the Report Output. * Optional Program

77 9. AP Distribution History (MAP030)* * Optional Program

78 9. AP Distribution History (MAP030)* MAP030 Report ApplicationShare Report will Sort & Total by Account Nice Report to Run at Year End * Optional Program

79 10. Audit Programs that can be Used AP File Audit (MBS329) Fix MAP004 (MAP081) - Used for Out of Balance (OOB)

80 AP File Audit (MBS329) Menu Path 06. Accounts Payable 10. AP Manager s Menu 09. AP Audit Look at the Program Parameters. Look at the Report Output.

81 AP File Audit (MBS329) Put a copy of the report here

82 Fix MAP004 Out of Balance Menu Path 06. Accounts Payable 10. AP Manager s Menu 12. Fix MAP004 Out of Balance (MAP081) Look at the Program Parameters. Look at the Report Output.

83 AP Year End Two Additional Program Can Be Run: 1. Vendor Master List (MAP003) * Forms Print (MAP037) * - this report only used at Calendar Year End * Optional Programs

84 1. Vendor Master List (MAP003)* Menu Path 06. Accounts Payable 07. Year End Menu 02. Vendor Master List Look at the Program Parameters. Look at the Report Output. * Optional Year End Program should be run before MAP078

85 1. Vendor Master List (MAP003)* * Optional Year End Program

86 1. Vendor Master List (MAP003)* * Optional Year End Program

87 Forms Print (MAP037)* Menu Path 06. Accounts Payable 07. Year End Menu Forms Print Look at the Program Parameters. Look at the Report Output. * Optional Calendar Year End Only Program

88 Forms Print (MAP037)* Two Output Files: MAP037 = Forms MAP074 = Report

89 Forms Print (MAP037)* MAP072

90 Forms Report (MAP074)* * Optional Calendar Year End Program

91 Summary Understand AP Daily Updates Run AP Month End Programs Part I Reports Part II - Updates Complete Month End Worksheet Create AP Interface for General Ledger Run Recurring Invoices Identify Needed Audits Review Additional Year End Programs

92 Accounts Payable suite Accounts Payable I Review AP Control Files related to Posting Reconcile Inventory & Post Expense Invoices Review the AP Inquiry Screens Available Accounts Payable II Cash Forecasting to Process/Print Checks Perform Check Reversals (Voids) Process Check Reconciliation

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