AIMS Accounts Payable Version 6.3 May 1, 2006 Copyright Western Canadian Software, 2006
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TABLE OF CONTENTS What About Accounts Payable?... 6 Module Topics... 7 Accounts Payable Menu Options... 16 Vendor Maintenance Menu...17 Vendor Master File Maintenance...18 Vendor Notes Maintenance...22 Terms File Maintenance...23 Vendor Type Maintenance...25 Currency File Maintenance...26 Invoice Entry/Posting...28 Enter/Edit Invoices...29 Post Invoices...36 Release Holdbacks...37 Payment Processing...39 Payment Selection...40 Print Cheques...44 Quick Pay...46 Pay by Visa...47 Reconcile Cheques...48 Void Cheques...49 Year-End Processing...50 Utility Functions...51 Delete Transaction History...52 Delete Cheque History...52 Change Vendor Code...53 Change Vendor Status...54 Delete Inactive Vendors...55 Quick Vendor File Maint...56 Vendor Inquiry...58 Display Vendor Cheques...60 Cash Requirements Inquiry...62 Full Vendor Inquiry...63 Vendor File Listings...64 Vendor Master List...65 Vendor Name List...65 Vendor Labels...65 Outstanding Cheque List...66 Cash Requirements by Vendor...67 Aged Payables Report...68 Vendor Cheque List...69 Open Invoice Listing...69 Cash Requirements by Date...70
Vendor Payment Analysis...70 Invoice History Report...71
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What About Accounts Payable? The Accounts Payable module has been designed to: maintain vendor-related files process vendor invoices and credit memos facilitate moving open invoices between vendors (e.g. pay by Visa) efficiently select outstanding transactions for payment print cheques reconcile and provide an outstanding cheque list provide useful inquiries and management reports Files include: Vendor Master File (AP-MSTR) Vendor Notes File (AP-NOTE) Payment Terms File (AP-DISC) Vendor Type File (AP-TYPE) Currency File (AP-CURR) A/P Open Transaction File (AP-OPEN) A/P Transaction History File (AP-HIST) A/P Cheque File (AP-TRAN) A/P Voided Transaction File (AP-VOID) What About Accounts Payable? 6
Module Topics Invoices Vendor invoices, credit memos and prepaid invoices are all entered through the same screen. Payment terms defined for the vendor automatically calculate invoice due date and potential discounts. When entering a prepaid invoice, you also enter the cheque number on which it was paid. You may enter holdback amounts if conditions must be met before the invoice is to be paid in full. Holdbacks may then be released into payables upon request. Invoices are usually entered against existing vendors in the Vendor Master file but you may also create temporary vendors. The vendor s invoice date is not used for posting, the system prompts for posting date. If you want invoices to post in different months, process them as separate batches. Workstation IDs Unposted invoices are stored in work files, which use the user s workstation ID as their suffix. Workstation IDs are assigned by the system at the beginning of each AIMS session. This means that if you sign on twice (or the next day) you can be assigned a different workstation ID, which prevents you from finding your unposted invoices. To avoid this you should enter and post all invoices in the same session. Alternatively, the System Doctor has an option to rename open work files to your current workstation ID (which fixes the problem). Your workstation ID is displayed in the top right corner of the AIMS Main Menu. Payments Outstanding invoices and credit memos can be selected for payment by due date or invoice number. Paying by due date uses the invoice s payment status. All invoices are assigned a payment status (usually normal) when first entered. Before selecting invoices for payment, you may change this status to pay early or hold. When the system generates cheques, or when you enter prepaid invoices, the cheque number, vendor name and cheque amount are recorded in the A/P Cheque file. This file is accessed when cheques are reconciled to change the status from outstanding to reconciled. The Void Cheque option will change this statuses to voided. You can print a report listing outstanding cheques by a user-defined cut-off date. Payroll Cheques To include AIMS payroll cheques with A/P cheques for reconciliation purposes, set up a vendor called PAYRL. The system then posts all payroll cheques to this vendor. You may reconcile these cheques the same way as payables cheques. Direct deposit P/R cheques should not be sent to A/P because they are not numbered and do not need to be reconciled. Module Topics 7
Currency Processing The system supports multiple currencies. Each currency is defined with an exchange rate (Canadian dollars per foreign currency dollar), and a number of currency-specific G/L accounts. These include a bank account, a bank exchange account, an A/P account, an A/P exchange account, an accrued payables account, an accrued payables exchange account, a cores receivable account and cores receivable exchange account (if using the core system) and a foreign exchange gain / loss account. Vendors have a currency code defined in their master file. When you create a transaction (invoice, credit memo or payment), the system uses default G/L accounts based on the currency. Exchange amounts calculate and post to exchange accounts so the G/L reflects the foreign amounts in Canadian dollars. A blank currency code indicates Canadian dollars. If exchange rates vary throughout the month, the exchange accounts will not be accurate on the month-end balance sheet. In this case use option #13-12 in the G/L module to re-value these accounts. A corresponding entry is made to the Gain / Loss on Foreign Exchange account stored in the Currency file. Here are the resulting G/L entries when you use the multi-currency capability: Debit Credit Entering a $1000 US invoice Accounts Payable - US 1000.00 Accounts Payable - US Exchange 300.00 Accrued Payables - US 1000.00 Accrued Payables - US Exchange 300.00 Paying a $1000 US invoice Accounts Payable - US 1000.00 Accounts Payable - US Exchange 300.00 Cash - US 1000.00 Cash - US Exchange 300.00 At Currency Revaluation (Using G/L option #13-12) (If exchange rate goes from 1.30 to 1.32 on a $1000 balance in the US cash account) Cash - US Exchange 20.00 Gain / Loss on Foreign Exchange 20.00 When you select transactions for payment, you are asked for the currency. All inquiries and reports that include transactions are currency-specific. If you buy bank drafts instead of maintaining a foreign bank account, print foreign cheques on blank paper, then enter your bank draft information via journal entries (i.e. credit Cash, debit Cash US and debit Cash - US Exchange.) Module Topics 8
Holdbacks A holdback is a contractual amount of an invoice not paid until the entire job is complete. Holdbacks are most often used in the construction industry. The Accounts Payable module handles G/L entries associated with holdbacks in Enter/Edit Invoices (option #11-10) and Release Holdbacks (option #11-12). Here is an example of G/L entries created for an invoice of $1,000 ($1,070 with GST) compared to a $1,000 ($1,070 with GST) invoice with a 15% holdback. Debit $1,000 ($1,070 with GST) invoice with no holdback Accounts Payable 1070.00 Contract Costs 1000.00 GST Receivable 70.00 Credit $1,000 ($1,070 with GST) invoice with a 15% holdback Accounts Payable 909.50 A/P Holdbacks 160.50 Contract Costs 1000.00 GST Receivable 59.50 GST Holdbacks Receivable 10.50 The A/P credit of $909.50 is calculated from $850 plus $59.50 GST. The A/P Holdbacks credit is $150 plus GST. The Contract Costs account is debited with $1000 (as in the example without holdback). The GST Receivable accounts are debited with the GST amounts associated with the credits to the A/P and A/P Holdback accounts. The GST Receivable for the holdback is split into a separate account because it cannot be claimed until the holdback is released. Releasing the Holdback Release the holdback through option #11-12. The G/L entry created is: Debit Credit Accounts Payable 160.50 A/P Holdbacks 160.50 GST Holdbacks Receivable 10.50 GST Receivable 10.50 Module Topics 9
Accounts Payable to General Ledger Interface If A/P is linked to G/L, the invoice entry program asks for disbursements to G/L. The journal entry records invoice detail for the debit, but summarizes the credit to A/P. The description for each debit journal entry is: vendor number, invoice number and invoice comment. Accounts Payable to Fixed Assets Interface If A/P is linked to F/A, the invoice entry program asks for disbursements to assets if an amount is entered against a G/L account with its F/A flag set to Y. In this case, the same amount must be disbursed against fixed assets. The amount, vendor number, invoice number and invoice comment are then posted to the asset when the invoice is posted. Accounts Payable to Job Costing Interface If A/P is linked to J/C, the invoice entry program asks for disbursements to jobs if an amount is entered against a G/L account with its J/C flag set to Y. In this case, the same amount must be disbursed to jobs and cost codes. The amount, A/P posting date, vendor number and invoice number are then posted to the job when the invoice is posted. Accounts Payable to Purchasing Interface Usually, received P/O s debit Inventory and credit Accrued Payables and an entry is made into the Accrued Payables file to maintain the sub-ledger. Later, when the A/P invoice is entered, Accrued Payables is debited and the entry to the Accrued Payables file is removed. At monthend a listing of the Accrued Payables file is used to balance G/L. But sometimes the invoice is different than the P/O. In this case the difference is usually charged to a cost of sales account called A/P - P/O Differences. This write-off can occur either when the invoice is entered (Method I) or later at month-end (Method II). Method I When A/P staff are responsible to handle these differences: the G/L distribution to Accrued Payables is made to equal the P/O amount (so the Accrued Payable file is cleared) and an entry to A/P - P/O Differences is defaulted with the difference. Method II When accounting staff are responsible to adjust all differences: A/P staff enter the invoice amount to Accrued Payables and (because it is different than the accrued amount) a P/O reconciliation screen appears. These reconciliation fields are then posted to the Accrued Payables file and, during month-end, the accounting department closes out these entries to appropriate cost accounts. In either case, four scenarios are presented: the invoice equals the P/O, the invoice is higher or lower than the P/O, the invoice covers multiple P/O s or P/O receipts, and multiple invoices cover one P/O receipt. Module Topics 10
Examples of each are listed below for Canadian and foreign currency (e.g. US). 1. Invoice equals P/O. Canadian Currency Accrued Payables 100.00 Foreign Currency Accrued Payables - US 100.00 Accrued Payables - US Exch 30.00 2. Invoice amount is higher or lower than P/O. Canadian Currency Accrued Payables 100.00 A/P - P/O Differences 1.00 (or -1.00) Foreign Currency Accrued Payables - US 100.00 Accrued Payables - US Exch 30.00 A/P - P/O Differences 1.00 (or -1.00) With Method I, if the difference is due to a gross price receiving error, it may go to Average Cost Adjustments to offset the item s average cost adjustment. With Method II, WCS will modify the program to default the proof amount to Accrued Payables so the P/O Distribution screen appears. 3. The A/P invoice covers multiple P/Os or P/O receipts. Canadian Currency Enter the first P/O in the invoice header. Then enter the proof amount to Accrued Payables (so the P/O Distribution screen appears). Then mark off all applicable lines. Foreign Currency Same as Canadian. 4. Multiple invoices for one P/O receipt. Canadian Currency Enter first invoice to Accrued Payables (to clear the P/O) and put the remainder to A/P - P/O Differences. Then put entire amount of additional invoices to A/P - P/O Differences. Foreign Currency Same as Canadian. With Method II, use the P/O Distribution screen for all invoices. Module Topics 11
Temporary Vendors A/P invoice entry lets you create a temporary vendor. The system prompts you for a name, address and currency. This information is then stored in the Vendor Master file with all other vendors. Once all payments are made and no open transactions remain for that temporary vendor, the cheque printing program deletes them. The vendor name, invoice and payment information is kept in the A/P History file and the A/P Cheque file. You can access this history by using a vendor code of T00(Currency Code), such as T00US. Vendors using Canadian dollars have a vendor code of T00CD. The invoice entry program checks temporary vendors for duplicate invoice numbers so you may have to use a suffix. Deleting a Vendor You cannot delete a vendor with open transactions. Before deleting, the system checks these files for outstanding activity: Purchase Order Header File (PO-ORDH) Accounts Payable Open Transaction File (AP-OPEN) Accounts Payable Cheque File (AP-TRAN) A/P Transaction History File (AP-HIST) Accounts Payable Invoice Work File (AP-BLS[wsid]) Vendor Pricing File (IN-VPRIC) Inactive Vendors If a vendor cannot be deleted, they can be inactivated instead. Inactive vendors do not show in searches, on reports or in inquiries. You cannot enter an invoice or purchase order against an inactive vendor. Note: inactive vendors can be listed through vendor file listings and viewed through the Vendor Full Inquiry. Negative Cheques / Zero Cheques If during payment selection you select a combination of invoices and credit memos that produce a negative cheque, the system passes them over (as if not selected) and does not print a cheque. If payment selection results in a zero balance, the system does not print a zero cheque but removes the pay items from the Outstanding Invoice file and posts them to the Paid Invoice file with a cheque number of 99999. It also writes a voided cheque to the A/P Cheque file for cheque number 99999. If this happens more than once per vendor you will have multiple cheques numbered 99999. A/P Cheque Inquiry allows drilling down to each cheque 99999 to show invoices and credit memos using a sequence number as part of the key. Module Topics 12
Paying GST The invoice entry program allows making debit and credit journal entries. This is handy when paying Goods & Services Tax. Enter your invoice to the Receiver General for the net remittance amount, then debit GST Payables the full amount and credit GST Receivable its full amount. The credit entry is made using a negative sign ( - ). Balancing Payables with Voided Cheques If an invoice was entered in January, paid in February and voided in March; you will have a problem printing an Aged Payables Listing -- back-dated to February: The system considers the cheque voided so the invoice shows as outstanding (when in fact it was paid according to G/L). Odds and Ends Since most utility invoices do not come with a particular invoice number, use the billing date as the invoice number. Payments to vendors made directly from your bank are usually recorded via G/L journal entries. No Payables entry is made. If you print payroll cheques through another software program and you want them recorded in A/P for reconciliation, enter them as pre-paid invoices. This is normally not done as most people cash their cheques right away. Sample Daily Paper Flow Enter and post invoices in batches. The A/P Posting Report and the related G/L Journal Edit List printed at the end of each posting should be filed together (G/L on top). File a copy of the vendor invoice as well (usually by vendor). When cheques are printed, the final Payment Selection Register, the Cheque Register and the G/L Journal Edit List should be filed together (again, G/L on top). Sample Month End Procedures A/P does not have a month-end option. However, you should print the Aged Payables Report to balance A/P to G/L and balance the Accrued Payables account to its subledger. The Aged report can be backdated to the final day of the month, which disregards entries made after the cut-off date. The Accrued Payables Listing is found in Purchasing (option #66-13). Discuss specific daily and month-end procedures with your WCS account manager and keep these recommendations as part of your system doctor. Module Topics 13
Training Guide 1. Module Overview a. Understand the current system. b. Review every menu option and explain the data flow. c. Discuss and decide on vendor numbers, vendor types, payment terms and currency codes. Update the A/P section of the System Master file. Discuss using pre-numbered cheques versus system-assigned cheque numbers. Set up the PAYRL vendor if reconciling payroll cheques. Discuss the A/P - P/O interface. 2. Master File Entry a. Set up the Vendor Notes file (#10-11), Payment Terms file (#10-12), Vendor Type file (#10-13), and Currency file (#10-14). b. Add, change and delete vendors using the Vendor Master file Entry (#10-10). c. Show the Full Vendor Inquiry (#23). Print the Master and Name Listings along with labels (#30). d. Set up the TEST System. 3. Invoice Entry (in TEST System) a. Demonstrate option #11-10 (Enter/Edit Invoices). Discuss how the system uses an invoice work file by workstation ID. Show how to enter invoices, credit memos and prepaid cheques. Discuss the G/L journal entry. Print an Edit List and change some entries. Discuss the benefits of using temporary vendors. Explain and show interfaces to P/O, Job Costing and Fixed Assets. b. Demonstrate option #11-11 (Post Invoices). Explain how the system posts only the invoice work file created at the same terminal. Explain how posted transactions leave the work file and post to the Open Transaction file (AP-OPEN) and how they affect the Vendor Master file (AP-MSTR). Follow the G/L journal entry through to the G/L and all interfaces. Show how to file posting reports. c. Explain Vendor Inquiry (#20), and show how to update vendor notes, invoice statuses and due dates. Explain and show the Cash Requirements Inquiry (#22). d. Show how to print the Outstanding Payable Reports. Show how to backdate the Aged Payables Report (#33). 4. Releasing Holdbacks (in TEST System) a. Demonstrate option #12 and explain the G/L journal entries. Module Topics 14
5. Printing Cheques (in TEST System) a. Demonstrate the payment selection process and explain how it creates and uses a work file (one per company). Create a payment work file using both available selection options (by due date and by invoice). Show how to edit the payment work file. Discuss how to take vendor discounts. b. Show how to print and reprint cheques. Explain how invoices are taken out of the Open Transaction file (AP-OPEN) and put into the Transaction History file (AP-HIST), and how cheques are put into the A/P Cheque file (AP-TRAN). Discuss the G/L entry and follow it through. Show how to file the posting reports. c. Show the Quick Pay option that allows entering and paying an invoice all in one step. d. Show the Pay by Visa option that allows moving invoices from one vendor to another. e. Show Display Vendor Cheques and demonstrate how to find payments against a particular invoice using F4. f. Print an Outstanding Cheque List. Reconcile a few cheques and print it again. g. Print and discuss the Vendor Cheque List (#34) and Vendor Payment Analysis (#37). h. Show how to void a cheque (#14). 6. Month End (in TEST System) a. Recommend that users run and file an Aged Payables Report (#33) at the end of each month as a backup to the A/P account in the G/L. b. Print the Invoice History Report (#38) to show its features. 7. Year End (in TEST System) a. Demonstrate year end processing. 8. Utilities (in TEST System) a. Explain and execute all utility functions. 9. Modifications (in TEST System) a. Format cheques and test. Module Topics 15
Accounts Payable Menu Options Here is the full Accounts Payable Menu showing all available functions. This manual deals with topics in order of menu option. Accounts Payable Menu Options 16
Vendor Maintenance Menu Menu Accounts Payable - Option #10 Files Affected: none This menu lets you select from five file maintenance options to add, change or delete data from their respective files. Vendor Maintenance Menu 17
Vendor Master File Maintenance Menu Vendor Maintenance - Option #10-10 Files Affected: AP-MSTR, AP-NOTE This function lets you add, change or delete vendors from the Vendor Master file. When complete, press ENTER to Continue or F4 to update purchasing and payment notes. Updating vendor notes here is the same as using Vendor Notes Maintenance (option #10-11). Vendor Master File Maintenance 18
Below is an explanation of each field. Field Valid Entries A=Alphanumeric N=Numeric Vend # A - 5 Name A 25 Add1 A - 25 Add2 A - 25 Add3 A 20 P/C A 11 Sort A - 5 Phone N 14 Fax N - 10 Contact A - 20 Vend Type A - 2 Terms Code A - 2 Explanation Identifies each vendor throughout the system. Vendor numbers usually consist of the first three alphabetical characters of the vendor s name followed by 01 (e.g. ABC01). Vendor numbers in the form T (followed by four digits), are reserved for temporary vendors. Set up the vendor code PAYRL if using the Payroll module. This allows A/P inquiries and reports to access payroll cheque information. Vendor s name. Used to store a vendor name that is too long for the above field, or additional address information (e.g. P.O. Box). Otherwise it is usually left blank. Vendor s street address shows on the Vendor Search. Vendor s city and province/state shows on the Vendor Search. Vendor s postal code. Usually the first five characters of the vendor name. Used during the Vendor Search to find vendors alphabetically. Vendor s telephone number. Vendor s fax number to be used by the faxing program to fax P/O s. Include the area code for long-distance numbers only. Name of a contact at the vendor usually the person to whom you fax P/Os, or the person responsible for the company s payables. Enter a valid code from the Vendor Type file. This code lets you group like vendors together. The description of the code is displayed. Shows payment terms required by the vendor. The description of the terms code is displayed. Enter / Edit Invoices uses this code to calculate invoice due date and the early payment discount allowed. Vendor Master File Maintenance 19
Field Curr Code A - 2 G/L Acct A - 4 16 Ship Inst A - 2 Min Purch Amt N - 15.2 Price P/O A - 1 (Y, N) GST Applicable A - 1 (Y, N) GST # A 15 Lead Time N - 4.2 Review Time N - 4.2 Payment By EFT A - 1 (Y, N) Bank # A - 12 Transit # A - 12 Account # A - 12 E-mail A - 40 Explanation Currency required by the vendor (leave blank for Canadian dollars). Vendor transactions use this code to determine appropriate G/L accounts. You can change this field only if the vendor s A/P balance is zero and no transactions exist. G/L account where charges from this vendor are usually allocated. It defaults when you enter A/P invoices. If using the A/P-P/O interface, this default is overridden with the Accrued Payables account (so maybe leave this field blank for product suppliers). Stores your company s preferred method of shipping from this vendor. The Purchase Order Entry program uses this field. Minimum purchase amount required by the vendor. This field displays in the Purchase Order Entry program. Whether P/O s to this vendor should be priced. It defaults to Y. Whether the vendor charges GST. It defaults to Y if the vendor s currency field is blank (for Canadian). The vendor s GST number. Used to calculate automatic min/max levels in the Inventory module. If the vendor lead time in the Alternate Vendor file is left blank, the system uses the value here. See Module Topics in Inventory. Used to calculate the Inventory max value. See Module Topics in Inventory. Whether the vendor is paid via electronic funds transfer. The system does not include all programming for EFT. These fields are only available to facilitate modifications. Bank number used with EFT. Bank transit number used with EFT. Bank account number used with EFT. Email address used for emailing P/O s (if no email is found in the Vendor Ship From file). Vendor Master File Maintenance 20
The fields below are stored in the Vendor Master file but are not maintained in this option. Some are displayed in the Vendor Inquiry (#20), and all are displayed in the Full Vendor Inquiry (#23). We describe them here for information purposes. Field Valid Entries A=Alphanumeric N=Numeric Last Purchase A - 8 Last Payment A - 8 Balance Due N - 15.2 YTD Purchases N - 15.2 Prior YTD Purchases N - 15.2 Explanation Date of last purchase from this vendor (i.e. date of the last invoice entered for this vendor). Date of last payment made to this vendor (i.e. date of the last cheque made to this vendor). Total outstanding payables due to this vendor. Year-to-date purchases made from this vendor. This amount is strictly the dollar value of the purchases and does not include any amount paid for GST. It is updated by the Post Invoices program. Year-to-date purchases from the prior year. This amount is strictly the dollar value of the purchases and does not include any amount paid for GST. The system updates this amount during year-end processing using information from YTD Purchases. Vendor Master File Maintenance 21
Vendor Notes Maintenance Menu Vendor Maintenance - Option #10-11 Files Affected: AP-NOTE This option lets you maintain payment and purchase notes for vendors. Up to 800 lines are available for each note. Payment notes are displayed in the Vendor Inquiry. Purchase notes are displayed in Purchase Order Entry (in the Purchasing module). The system prompts for the Vendor Code. Then choose the type of note you want to access. You will then see the first page of notes. Make any changes here. Press F1 to insert the system date along with your Used ID. PgUp and PgDn take you to the previous or next page. Vendor Notes Maintenance 22
Terms File Maintenance Menu Vendor Maintenance - Option #10-12 Files Affected: AP-DISC This function lets you add, change, delete or list payment terms extended by vendors. For example, a payment term of 2%/10 Net 30 means you may take a 2% discount if you pay the full invoice within ten days. If you pay the invoice after ten days, you cannot take the discount. Field Terms Code A - 2 Terms Desc A - 15 Terms % N - 6.3 Terms Days N - 3 Terms Months N - 1 Explanation Payment terms code. Single character codes will be filled with zeros. Description of the payment term. Discount percentage (if any) given if the invoice is paid on time. Number of days the invoice is required to be paid within. Number of months (after the invoice date) that the invoice is required to be paid. It works with Terms Days. E.g. if payment is due on the 20th of the following month, Terms Months should be 1 and Terms Days should be 20. If the terms do not cross into the following month, then set this field to zero. Terms File Maintenance 23
Here are two more examples of how to set up payment terms: "Net 30 days" "Upon Receipt" Terms File Maintenance 24
Vendor Type Maintenance Menu Vendor Maintenance - Option #10-13 Files Affected: AP-TYPE This function lets you add, change, delete or list vendor types in the Vendor Type file. Vendor types are assigned to vendors in the Vendor Master file and used to sort and select reports and inquiries. Field Valid Entries A=Alphanumeric N=Numeric Vendor Type Code A 2 Vendor Type Desc A - 30 Explanation The vendor type code being accessed. Description of the vendor type. Vendor Type Maintenance 25
Currency File Maintenance Menu Vendor Maintenance - Option #10-14 Files Affected: AP-CURR This function lets you add, change, delete or list currency codes from the A/P Currency file. The system uses this information for A/P invoices and payments in foreign currencies. Field Valid Entries A=Alphanumeric N=Numeric Currency Code A - 2 Description A 30 Exchange Rate N - 10.6 Explanation Currency code being accessed must contain at least one alpha character so the historical temporary vendor code T00(currency code) is not deleted with all other temporary vendors. Description of the currency (e.g. US funds). Exchange rate for this currency in Canadian dollars. Currency File Maintenance 26
Field Bank Account N - 4 16 Bank Exchange Account N - 4 16 A/P Account N - 4 16 A/P Exchange Account N - 4 16 Holdback Account N - 4 16 Holdback Exch Account N - 4 16 Gain / Loss Account N - 4 16 Next Cheque # N - 5 Accrued Payables Acct N - 4 16 Accr Payables Exch Acct N - 4 16 Cores Receivable Acct N - 4 16 Cores Receivable Exch Acct N - 4 16 Explanation Foreign currency bank G/L account. G/L code for the exchange amount related to the balance in the foreign bank account. Foreign accounts payable G/L account. G/L code for the exchange amount related to the balance in the foreign A/P account. G/L code for holdback amounts on invoices payable in this foreign currency. If you are not using multi-currency holdbacks, leave blank. G/L code for the exchange amount related to the balance in the foreign holdback account. If you are not using multi-currency holdbacks, leave blank. G/L code for the tracking of gains and losses on this foreign currency. Next cheque number to be used for this currency (if the system assigns cheque numbers). The Accrued Payables G/L account for this currency. P/O posting and A/P Invoice posting use this field during A/P - P/O matching. See Purchasing Module Topics - A/P to P/O Interface. The Accrued Payables Exchange G/L account for this currency. The Cores Receivable G/L account for this currency. P/O posting updates this account with vendor core charges. See Purchasing Module Topics Core Charges. The Cores Receivable Exchange G/L account for this currency. See Module Topics - Currency Processing to learn more about multiple-currency processing. Currency File Maintenance 27
Invoice Entry/Posting Menu Accounts Payable - Option #11 Files Affected: These menu options let you enter or edit vendor invoices and post them. If applicable, you can also release vendor holdbacks. Invoice Entry/Posting 28
Enter/Edit Invoices Menu Invoice Entry/Posting - Option #11-10 Files Affected: GL-SYSM, AP-MSTR, AP-DEF, AP-DEG, AP-DEH, AP-DEJ This function lets you enter vendor invoices and credit memos. You can also enter prepaid invoices. The system stores transactions entered through this option in work files. One work file stores the header information; separate files store distributions for each of G/L, Job Costing, Fixed Assets and Purchasing respectively. To facilitate these disbursements, you must link the G/L, Job Costing, Fixed Assets and Purchasing modules to A/P by setting the related flags in the System Master file. You may view transactions in these work files on the screen or print an Edit List to check and change prior to posting. Here is an example of the header portion of the entry screen. Available fields on the header portion of the invoice or credit memo include: Field Vendor Code A - 5 Explanation Vendor code for the transaction. It defaults to its previous entry to accommodate entering multiple invoices from the same vendor. You cannot use the vendor code T00(currency code), which are used for historical inquiries only. Press F1 to create a temporary vendor (see Temporary Vendors in Module Topics). Inv Type A - 1 (Invoice, Credit Memo) Whether the transaction is an invoice or a credit memo. Select from the Reference Types window that appears. Enter/Edit Invoices 29
Field Inv/Ref # A - 12 Ref Date N - 6 (MMDDYY) Terms A - 2 Due Date N - 6 (MMDDYY) P/O # N - 7 Explanation Vendor s invoice or reference number. The system makes sure this number has not already been entered for this vendor by checking the Invoice Header Work file, the Open (i.e. outstanding) Invoice file, the Transaction History file (i.e. paid invoice file) and other work files for all other workstations. Vendor s invoice date. The default is the system date. The system does not use this date for posting. A G/L posting date is asked for during the posting option. As a result, all invoices for a batch are posted to the same G/L period. To facilitate posting to multiple G/L periods, enter multiple batches. Payment terms for this invoice. The default is the payment terms defined in the Vendor Master file, but may be overwritten. Date the invoice is required to be paid. If discounts apply, this becomes the date you must pay by to qualify for the discount. The default is calculated by adding the number of days in the vendor terms code to the invoice date. This field only appears if the AP - P/O interface flag is on. It identifies the purchase order number for this invoice. Later, in the detail portion of the screen, detail lines from this P/O may appear. You may enter a P/O for another vendor. This accommodates paying with Visa, or correcting P/Os made to the wrong vendor. Rec # N - 3 P/O receiving number. It calculates the default value of the next field (Gross Amount) and automatically selects the appropriate lines to reconcile in the Accrued Payable file. It defaults to the next receiving number for the P/O (e.g. if 001 has been received, 002 will default). And the system warns if an invoice has already been entered against this P/O receipt. Gross Amount defaults to the amount of the receiving plus applicable taxes. Entering blank will default gross amount to the total of all outstanding receipts for the P/O and will force the P/O Distribution screen. Gross Amount N - 15.2 Total invoice or credit memo amount, including applicable tax. All values entered are positive, even if the entry is a credit memo. Field Explanation Enter/Edit Invoices 30
Disc Amount N - 15.2 Possible discount amount on the invoice. The default is calculated using the terms code percentage, but can be overwritten. For GST applicable vendors, the system calculates the discount by first deducting the applicable tax from the Gross Amount, then applying the terms code percentage to the net amount. H/B % N - 5.2 H/B Amt N - 15.2 Net Amount N - 15.2 Prepaid A - 1 (Y, N) Cheque N - 5 Comment A - 20 Stat A - 1 (N, H, P) Percentage of the gross invoice to be held back. (This field appears only if the holdback flag in the System Master file is set to Y.) Holdback amount calculated by multiplying the holdback percentage by the gross amount. This holdback amount is not included when the invoice is paid. Net amount due for the invoice. The system calculates it by subtracting the discount and holdback amounts from gross. Whether the invoice has already been paid. N: (the default) assumes the invoice has not been paid. Y: says the invoice has been paid you will then be prompted to enter the cheque number. Prepaid invoices update the A/P Cheque file but not the A/P Open Invoice file and credit the Cash G/L account rather than Accounts Payable. Cheque number used to prepay the invoice. The system prompts for this only if the prepaid field is set to Y. The system will not allow entering a cheque number that has already been used. You also cannot enter cheque number 99999 since it is reserved by the system. Optional reference field to describe the invoice. It appears on the inquiry, forms part of the posting description to the G/L, and (if requested) prints on the cheque stub. Payment status of the invoice or credit memo. The choices are: N Normal: Invoice can be selected for payment By Due Date through the Payment Selection option. H Hold: Invoice is on hold and will not be selected By Due Date, regardless of due date. P Pay Early: Invoice will be selected for payment By Due Date, even if due date is not within the cut-off. Enter/Edit Invoices 31
G/L INTERFACE Below is the General Ledger portion of the entry screen used to distribute the transaction to various G/L accounts. This screen appears after you finish entering the header. A G/L Proof appears in the lower left corner, which tracks the amount left to be distributed. Distribution amounts are entered one line at a time. Function key F2 takes you to the J/C distribution screen, F5 to the F/A distribution screen and F8 to the P/O distribution screen. Field G/L Acct A - 4 16 Explanation G/L account where the amount is to be distributed. This field may default to a predefined G/L account, depending on the nature of the transaction. For example, when you enter any invoice payable to a GST applicable vendor, the first line displays the GST Receivable account with the GST amount payable. Confirm the entry or change it. Once GST has been disbursed, the G/L account in the Vendor Master file defaults with the balance of the invoice left to be distributed. Again, accept this account or change it. Amount N - 15.2 (may be negative) If a P/O was entered in the header, the G/L account defaults to the Accrued Payables account from the System Master file (or from the Currency file). If there is a difference between the P/O and invoice, the A/P - P/O account defaults. Amount to be distributed to the specified G/L account. This field may be negative for a credit entry. For example, you can distribute $100 as a $150 debit to one account and a $50 credit to another. Paying GST is an example of when to use this feature. Enter/Edit Invoices 32
P/O INTERFACE If the disbursement to the Accrued Payables G/L account is different from the amount already posted by the P/O, then you are required to make a P/O distribution. The P/O Proof amount shows the amount left to distribute. The G/L distribution is interrupted by this P/O interface. Here is an example of the P/O disbursement screen: Make sure the P/O proof is zero before pressing F3 to end. These fields are used for the P/O distribution. Field Status A - 1 Qty Inv N - 10.X Unit Price N - 12.X Explanation Whether the line is complete or should be adjusted. Choose Y to show it s complete and A to adjust. Quantity of items billed for (as opposed to the quantity ordered). Unit price that was billed (as opposed to the unit price on the P/O). Enter/Edit Invoices 33
JOB COST INTERFACE If at least one G/L disbursement account has its J/C link set to Y, a J/C distribution is necessary. The J/C Proof shows the amount left to distribute. Here is an example of the Job Cost disbursement screen: Make sure the J/C proof is zero before pressing F3 to end. The following fields are used for J/C distribution. Field Job A 8 Cost Code A 9 Amount N - 15.2 (may be negative) Units N - 15.2 (may be negative) Explanation Job number where the amount is to be distributed. Cost code within the job to which this distribution should be made. Amount to be distributed. It defaults to the J/C Proof. This field may be negative for a credit entry. For example, you may distribute $100 as a $150 debit to one job and cost code, and a $50 credit to another. Cost disbursements to unit-cost type cost codes ask for the number of units (not just the lump-sum amount). Enter/Edit Invoices 34
FIXED ASSETS INTERFACE If the F/A link for at least one G/L disbursement account is also set to Y, a F/A distribution is necessary. The F/A Proof shows the amount left to distribute. Here is an example of the Fixed Asset disbursement portion of the entry screen: Distribute amounts until the F/A Proof is zero. Here are the fields used for F/A distribution. Field Equip A 16 Type A - 2 (01, 03, 06, 07) Amount N - 15.2 (may be negative) Explanation Asset / equipment number where the amount is to be distributed. F/A transaction type for this entry. Choose from: 01: Capital Improvements 03: Repair Material 06: Outside Labour 07: Interest Amount to be distributed. It defaults to the F/A Proof. This field may be negative for a credit entry. For example, you may distribute $100 as a $150 debit to one piece of equipment, and a $50 credit to another. Enter/Edit Invoices 35
Post Invoices Menu Accounts Payable - Option #11-11 Files Affected: AP-MSTR, AP-OPEN, AP-GLDO, AP-DEH, AP-DEG, AP-DEJ,AP-DEF, MG-TODAY, JC-[conum], EC-[conum] For prepaids: AP-TRAN, AP-HIST, AP-GLDH This function lets you post outstanding invoices and credit memos entered through Enter / Edit Invoices. When you select this option, the system only posts transactions entered at the workstation you post from. To review unposted transactions before posting choose L to list or E to view, from Enter / Edit Invoices (option #11-10). Posting updates YTD purchases (net of GST), balance owing and last purchase date in the Vendor Master file. The screen below prompts you for the posting date. The default is the current date. After you enter the date, confirm the posting or press F3 to back out. The journal entry created records invoice detail for the debit, but summarizes the credit to A/P. The G/L description includes the vendor number, invoice number and comment. Post Invoices 36
When the J/C module is interfaced, information is sent to the Job Costing Transaction work file. Amount, transaction type, transaction description (made up of system date, vendor code and invoice number) and date are interfaced. When the F/A module is interfaced, information is sent to the Fixed Assets Transaction work file. Transaction type, vendor number and invoice number (in the reference field), comment and date are interfaced. When the Purchasing module is interfaced, the system updates the PO-ACCR file. If the invoice amount equals the P/O amount, the system deletes appropriate records from the file. If the amounts do not match, then the system updates the corresponding record with the invoice information. In this case, the record needs to be closed out later using Purchasing Accrual Closing options. The exchange rate for foreign currency invoices is posted to the AP-OPEN file but is not used by the system. Release Holdbacks Release Holdbacks 37
Menu Accounts Payable - Option #11-12 Files Affected: AP-MSTR, AP-OPEN This function lets you release holdbacks for payment. It is only applicable if the Holdbacks flag in the A/P section of the System Master file is on. The system prompts for G/L posting date, which is used for journal entries created by this option. The default is the current date. Then specify the currency of the invoices you want to access (leave blank for Canadian dollars). The following screen appears for a specified vendor; it lists all unpaid invoices. Use PgUp and PgDn to scroll. Press Enter to release holdback amounts. Enter the invoice number with the holdback, confirm or change the release amount, then confirm the due date. Changes appear on the bottom line. Releasing holdbacks creates a journal entry to credit Accounts Payable and debit A/P Holdbacks Payable. It also credits GST Receivable and debits GST Holdback Receivable. Release Holdbacks 38
Payment Processing Menu Accounts Payable - Option #12 Files Affected: none This menu lets you select invoices for payment, then print cheques. Payment Processing 39
Payment Selection Menu Accounts Payable - Option #12-10 Files Affected: AP-OPEN, AP-SEL This option lets you select outstanding invoices and credit memos for payment. When you select transactions for payment, information is stored in the Payment Selection file. Once cheques for these payments are printed, the system deletes the Payment Selection file. Only one Payment Selection file exists at a time (it s not by workstation). If a Payment Selection file already exists, you may Edit Existing File or ignore the transactions already selected and reselect, which creates a new Payment Selection file. Editing the file is similar in operation to selecting By Invoice. If no Payment Selection file exists, or if you Create a New Selection File, the system prompts you to choose how invoices are selected for payment. By Due Date: Choose whether to select invoices for One Vendor or ALL Vendors. If you choose One Vendor, the system prompts you for the vendor code. Press F4 to search. The next prompt is for the cut-off date. All transactions with payment status normal and a due date prior to or equal to this cut-off date will be selected along with all transactions with payment status equal to pay early. Transactions with a payment status of on hold will be ignored. Any invoices due before the cut-off date will have their discount amount set to zero, with the following exception: If you want to take discounts on invoices due within a certain number of days prior to the cut-off date, specify this number of days in the next window. For example, if the invoice is due on November 25 th and the cut-off date is November 29 th, you can take the discount by specifying four days. Payment Selection 40
Usually only invoices dated up to the cut-off date are selected for payment. Using the next field, you may include invoices with discounts due after the cut-off to ensure you don t miss any discount opportunities. Invoices with discounts X number of days into the future can be selected for payment. For example, if your cut-off is March 23 rd and an invoice due on March 30 th has a 2% discount, it can be selected by specifying seven days in this next window. After you finish choosing transactions for payment By Due Date, this screen will appear. You MUST choose Enter to save the selections. The Payment Selection Report lists all transactions selected for payment. They will be paid the next time you print cheques. You may edit selections or re-select (i.e. start over). Payment Selection 41
By Invoice: This payment method lets you select individual invoices for payment. First indicate the vendor whose transactions you want to select. Standard function keys are available or press F6 to display transactions already in the Payment Selection file. The screen displays outstanding invoices for the vendor. In the CD column, enter F to pay invoices in full or P to pay a partial amount. If you select an invoice with a status of H (hold), the system gives a warning but lets you continue. When you F3 to End, a screen will appear asking whether to print the Payment Selection report. Press Enter to print it, or F3 to go back to the menu without printing. Either choice saves all transactions in the Payment Selection file. The Payment Selection report lists all transactions selected. These entries will be paid if you run the Print Cheque program. If the report shows errors, you may edit or re-select (start over). Payment Selection 42
These fields are available when you edit or create the Payment Selection file. Field Valid Entries A=Alphanumeric N=Numeric Vend # A - 5 Payment Notes A Inv # A - 12 Ref Date N 6 (MMDDYY) Due Date N-6 (MMDDYY) St A - 1 (N, H, P) Net N - 15.2 Disc N - 15.2 CD A - 1 (F, P) Pay Amt N - 15.2 Explanation Vendor who has outstanding transactions. The vendor code, name and street address are displayed along with currency code, total due and payment terms. Payment notes for this vendor. The two most recent lines are shown. Press F4 to edit. Vendor s invoice number or credit memo to be selected for payment. Press F5 to see transaction detail. Invoice (or credit memo) date. Date the payment is due. Status of the invoice or credit memo as normal, hold or pay early. Amount due (gross less discount). If you input a discount while making a partial payment, this amount changes. Discount amount available. The discount may be taken even if the due date has already passed. You may edit this field only if making a partial payment. Enter F for full payment or P for partial payment. Amount of invoice to pay. F defaults the net amount. For a partial payment ( P ), the system prompts for the amount. Enter zero to remove or de-select the invoice. You cannot release or pay holdbacks from this screen they must first be released. Payment Selection 43
Print Cheques Menu Accounts Payable - Option #12-11 Files Affected: GL-SYSM, AP-OPEN, AP-GLDH, AP-GLDO, AP-HIST, AP-TRAN, AP-MSTR, AP- CURR, AP-SEL This option prints cheques for transactions selected through option #12-10 (Payment Selection). If you have not selected anything, no cheques will print. When cheques are printed, balance owing and last payment date for vendors are updated in the Vendor Master file. You are prompted for currency (leave blank for Canadian) and the posting date. Enter the date you want printed on cheques and used for G/L. The default is today. If the Pre-Numbered Cheques flag is on, you will be prompted for the starting cheque number. Cheque date equals posting date. A confirmation screen will appear. Print Cheques 44
Press F1 to print an alignment pattern to line up cheque forms. Press F3 to End back to the menu without printing. Press Enter to print cheques. After cheques print, you may reprint if necessary (e.g. the printer jammed). Choose to reprint a range of cheques or all cheques. Once cheque printing is complete, the system: updates A/P Cheque file with cheque information deletes newly paid invoices and credit memos from the A/P Open Transaction file updates General Ledger deletes temporary vendors where possible prints a G/L Journal Entry List writes the exchange rate for foreign currency payments to the A/P Transaction History file (but this rate is not used by the system) If selected invoices and credit memos for a vendor equal zero, a cheque will not be printed but the A/P Open Transaction file will be cleared of these transactions and the A/P Transaction History and Cheque files will be updated using cheque number 99999. Print Cheques 45
Quick Pay Menu Accounts Payable - Option #12-12 Files Affected: This option lets you enter and pay an invoice all in one step. Only one invoice can be entered per cheque. Enter the invoice as described under Enter / Edit Invoices (option #11-10). When complete, the system asks whether to post the invoice. When posting, you are taken through payment questions similar to option #12-11. G/L is updated like A/P Print Cheques (not like A/P Post Bills which posts vendor code, invoice # and comment to the debit account). Quick Pay 46
Pay by Visa Menu Accounts Payable - Option #12-13 Files Affected: This option lets you move a payable invoice from one vendor to another. It is typically used to indicate that an invoice has been paid by Visa, Master Card, etc. Enter the from and to vendor as per the screen below. The payment selection screen (previously described) will appear. Select all invoices to be moved and indicate any applicable payment discounts. A journal entry will be created to record payment discounts (e.g. paying a $100 invoice with a 2% early payment discount by Visa, will leave a $98 payable invoice and make an entry to record the $2 payment discount by debiting A/P and crediting COGS Payment Discounts). Posting will create a credit memo for the from vendor using date and time for invoice number and Pay by Visa to vendor in comment. It also moves both invoices and credit memo to history using cheque number 99999. The from vendor has an invoice created using date and time as invoice number and Pay by Visa from vendor in comment. Pay by Visa 47
Reconcile Cheques Menu Accounts Payable - Option #13 Files Affected: AP-TRAN, AP-REC This function reconciles outstanding cheques. Process cheques individually by cheque number, or reconcile a cheque range. You can also reprint a reconciliation report. If multi-currency, you will be prompted for the currency code. To reconcile cheques individually, enter each cheque number. As each cheque appears on the screen, select reconcile, unreconcile, or next duplicate cheque. R for Reconcile records the cheque as reconciled. U for Unreconcile reverses the previous reconciliation to mark the cheque as not reconciled. N for Next Dup Chq brings up the next cheque with the same cheque number and lets you reconcile or unreconcile it. Duplicate cheques can result by payroll cheques entering the A/P cheque number sequence or by entering the wrong starting number for pre-numbered cheques. Check for duplicates when you enter a cheque number and make sure the cheque amount and vendor match what you expect. A search is available at cheque number. It only lists cheques that are unreconciled Reconcile Cheques 48
Void Cheques Menu Accounts Payable - Option #14 Files Affected: AP-TRAN This option lets you void outstanding cheques. It creates a journal entry to negate the cheque and reinstates the invoices as payable. You will be prompted for the G/L posting date. Then enter the vendor number, followed by the cheque number. Press F4 to search. A confirmation screen will appear to let you continue or back up using F3. If you void a cheque for a temporary vendor, the system prompts for the temporary vendor information (since it is no longer on the system). If you void a prepaid cheque (entered through A/P Invoice Entry), no invoice is reinstated and a journal entry is made to reverse the original entry. You cannot void a reconciled cheque. If duplicate cheques are found, the system presents a window for the user to select the correct one. Void Cheques 49
Year-End Processing Menu Accounts Payable - Option #15 Files Affected: AP-MSTR This function resets year-to-date purchases to zero for each vendor. It also moves this amount to prior year-to-date purchases. This program does not use a cut-off date, so make sure today is the correct date to process year-end. This screen will appear: Year-End Processing 50
Utility Functions Menu Accounts Payable - Option #19 Files Affected: These seven utility programs are available: Utility Functions 51
Delete Transaction History Menu Utilities - Option #19-10 Files Affected: AP-HIST This function deletes all records in the A/P Transaction History file dated on or before the specified cut-off date. All deleted records are physically removed from the disk. Delete Cheque History Menu Utilities - Option #19-11 Files Affected: AP-TRAN This function deletes all records in the A/P Cheque file dated on or before the specified cut-off date. All deleted records are physically removed from the disk. Delete Transaction History 52
Change Vendor Code Menu Utilities - Option #19-12 Files Affected: AP-MSTR, AP-GLDH, AP-GLDO, AP-GLDV, AP-HIST, AP-NOTE, AP-OPEN, AP-SHIP, AP-TRAN, AP-VOID, AP-DEH, AP-DEG, AP-DEJ, AP-DEF, AP-SEL, PO-DETD, PO- DETH, PO-NOTE, PO-ORDH, IN-PW, IN-COUNT, IN-CSTF, IN-MSTR, IN-VPRIC, IN- VWORK, TH-HIST, TH-MSTR, TH-OPEN, TH-BLS, OE-PRICE, SA-DETD, RB-DETD This function changes all references from one vendor code to a new vendor code. Enter both the old and new codes. Press F4 to search. Confirm the change. The system searches through all files and replaces the old vendor code with the new one. Change Vendor Code 53
Change Vendor Status Menu Utilities - Option #19-13 Files Affected: AP-MSTR This function lets you inactivate a vendor. Inactivate vendors do not display in vendor searches and cannot have transactions (e.g. P/O s, invoices) entered against them. You are prompted for the vendor code. Choose whether to inactivate or reactivate them. Change Vendor Status 54
Delete Inactive Vendors Menu Utilities - Option #19-14 Files Affected: AP-MSTR This function physically deletes vendors tagged as inactive. They can only be physically deleted if they now meet the deletion criteria (i.e. they no longer have historical data on the system). Delete Inactive Vendors 55
Quick Vendor File Maint Menu Utilities - Option #19-15 Files Affected: AP-MSTR This function provides a quick method to individually update vendor master data. Use the arrow and Enter keys to select the fields you wish to update. Then press F1 to accept your selection. You will then be presented with the Vendor Master file. Press Enter to scroll though vendors. The Set Next Key feature is also available. You may also use F1, F2 to move between vendors but this does not update any data. You must press Enter in order for a change to take affect. Quick Vendor File Maint 56
An audit trail of all changes prints and is stored by the system. It is accessible through System Doctor option #31. Quick Vendor File Maint 57
Vendor Inquiry Menu Accounts Payable - Option #20 Files Affected: AP-MSTR, AP-NOTE, AP-OPEN, AP-DISC This function provides a detailed inquiry into the account of a specified vendor. The screen displays important vendor information, payment notes and open transactions for the vendor. You are prompted for a vendor code. You can select a group of vendors using the Set Next Key. F4 lets you update vendor payment notes, F5 takes you to the payment history inquiry (option #21) and F6 lets you revise the due date and payment status (whether normal, hold or pay early). Vendor Inquiry 58
If you press Enter when a specific invoice is highlighted, detailed information appears: F-keys will show disbursements made to Purchasing, Fixed Assets and Job Costing. You can also press F12 to see the G/L batch to which this transaction belongs. To search a temporary vendor, search their name using the sort code field in the vendor search. Each temporary vendor is assigned a vendor number in the form of T (followed by four digits). Vendor Inquiry 59
Display Vendor Cheques Menu Accounts Payable - Option #21 Files Affected: AP-MSTR, AP-TRAN, AP-HIST, AP-GLDH This function displays all cheques for a particular vendor in reverse date order (most recent cheques first). Cheque detail includes the cheque number, cheque date, cheque amount and status (Outstanding, Reconciled or Voided). Select F4 to display paid invoices along with their cheque information. You will be prompted to enter the starting invoice number and the following window will appear showing paid invoices for the vendor matched to the cheque number and cheque date they were paid. Display Vendor Cheques 60
If you press ENTER when a specific cheque is highlighted, detailed cheque information shows: Then press Enter on a specific invoice to see detailed invoice information. If you see multiple cheque number 99999 records, the drill down displays properly because the system maintains a unique identifier in addition to cheque number.. The system stores historical cheques and invoices for temporary vendors under the vendor code T00 (followed by currency). Cheques written through the Payroll module are stored under vendor number PAYRL. Display Vendor Cheques 61
Cash Requirements Inquiry Menu Accounts Payable - Option #22 Files Affected: AP-OPEN, AP-MSTR, AP-CURR This function displays the company s cash requirements by due date. This inquiry is similar to the Cash Requirements by Date report. You will be prompted for the currency (leave blank for Canadian.) Beginning with the earliest due date, the system lists all outstanding invoices and credit memos due that day. It gives a daily total and a cumulative running total of all daily totals to show the total cash required. Cash Requirements Inquiry 62
Full Vendor Inquiry Menu Accounts Payable - Option #23 Files Affected: AP-MSTR This function displays information for each vendor. You can scroll through in various ways using the Set Next Key. The following screen appears: Press F4 to view vendor notes. Press F5 to view vendor ship-froms. Full Vendor Inquiry 63