User Manual - Johnstone DS`s Real-Time Online Ordering is Ready
Contents
1. To run the bank report select 2 Choose to print to printer p or screen e 13 2 9 Bank Reconciliation Entry Maintains all checks that have cleared the bank Use this also to make status inquiries on checks a Enter to proceed b Enter company number or Enter for all c Enter bank number DATE 07 13 98 Accounts Payable d Type starting check number and then ending number You may also enter only one check at a time and multiple ranges of check numbers Type end when done e If you entered a range of checks choose i to display an inquiry on each check or m for maintenance f Choosing M aintenance prompts to automatically clear checks Answer y to flag all the checks you entered as cleared If you answer n each check displays awaiting your input clear each check individually enter an check amount different from the one originally written or type in notes on the check BANK RECONCILIATION FISCAL PERIOD 9804 OUTSTANDING CHECKS CO 01 JOHNSTONE SUPPLY COUNT CO BANK BANK NAME 01 001 BANK ONE 01 001 BANK ONE 01 001 BANK ONE 01 001 BANK ONE 400 00 405 4 items listed out of 5 items CHECK CODE VEND CHECK DATE CHECK AMT REMARKS 000101 001 JOHNSTONE SUPPLY IN 10 11 93 100 00 001001 001 JOHNSTONE SUPPLY IN 10 11 93 100 00 010017 VOID VOID 09 10 94 0 00 010018 391 GEM PRODUCTS INC 09 10 94 200 00 Figure 13 23 Bank Reconciliation 13 2 10 Bank Reconciliation Li2. Contents 13 3 6 Open Accounts Payable Listing 13 3 7 Vendor File Month Year End Update 13 3 8 Temporary Vendor Deletion 13 3 10 Update Vendor History File 13 3 11 Voucher History Report 13 4 MONTH END JOB STREAM 13 4A ACCOUNTS PAYABLE GL TAPE BACKUP 13 5 VENDOR PAYABLES INQUIRY 13 54 VENDOR PURCHASE HISTORY INQUIRY 13 5B VOUCHER PO INQUIRY 13 6 OPEN ACCOUNTS PAYABLE LISTING 13 7 ACCOUNTS PAYABLE VENDOR CARD 13 8 1099 PROCEDURES 13 8 1 1099 File Adjustment Entry Maintenance 13 8 2 1099 Vendor File List 13 8 3 1099 Form Print 13 8 4 1099 Forms on Tape 13 8 5 1099 File Purge 13 10 VENDOR CUSTOMER LISTING 13 11 A P INVOICE VERIFICATION LIST 13 20 NEW ACCOUNTS PAYABLE 13 20 1 Accounts Payable Voucher Input 13 20 2 Purchase Order Receipts Update to A P 13 20 3 Auto Post Corp Invoices 13 20 4 Open Batch Listing 13 20 5 Sequential Voucher Register 13 20 6 Daily Handcheck Register 13 20 7 Purchase Order Receipts Not Invoiced 13 20 11 Print Corp Packing List 13 20 12 Print Corp Invoices 13 20 13 Build Corp Invoice Receipt File 13 20 14 Match Receiving to Corp Invoice 13 20 15 Receiving Invoice Reconciliation Report 13 20 16 Rebuild Corp Invoice File 13 25 ASSIGN PRINTER APPENDIX INDEX Accounts Payable 55 13 3 Figure 13 1 Figure 13 2 Figure 13 3 Figure 13 4 Figure 13 5 Figure 13 6 Figure 13 7 Figure 13 8 Figure 13 9 Figure 13 10 Figure 13 11 Figure 13 12 Figure 13 13 Figure 13 14 Figure 13 15 Figu
3. SAS D D TEE ENTER PRINTER HS HOLD SPOOLER H PRINT amp HOLD OR lt CR gt FOR CURRENT ANN E AA ra CO GO CL E AHA ra CO Figure 13 48 Printer Assignment Select from the following Choose a line number for printer HS to hold the spooler and view the report with SP EDIT H to print and hold the report Enter for current assignment Accounts Payable Appendix Prompt Options Option Definition lt RTN gt NL Enter B Backout exit without changes END To exit or end process I Invoice number I INQ Access Inquiry screen N Next screen P Previous screen Screen Columns See also Voucher Input screen p 40 Name Meaning VOU Number of vouchers AMT Amount ARBAL Accounts Receivable Balance BAL OPEN Open Balance BNK Bank CD Credit Memo Debit Memo CONO Deleted Amount DAT DT Date DEL AMT Amount Deleted DESC Description DISC Discount DIST Distribution DUE DT DUE DATE Due date H Hold INV Invoice Number LN Line number of item LST UPD Last Update MERCH Merchandise MISC Miscellaneous NO Number OPBAL Open Balance OPER Operator name person who created the purchase order ORD DATE Date of Order ORDER ORDER Purchase order number Accounts Payable P Pay PERIOD Fiscal period PO Purchase Order Number
4. This new program combines most of the functions of the old voucher input maintenance and deletion Menus 13 1 1 through 13 1 4 into one program After a voucher is completed and updated in this menu you can maintain or delete it using this same menu option Use this menu to enter any and all handchecks and vouchers Use this program to also enter vouchers for the receiving that was done through Purchase Order Receiving and to enter invoices directly from Corporate Accounts Payable SSSSSSSSSS NEW ACCOUNTS PAYABLE VOUCHER ENTRY SSSSSSSSS 23 12 58 02 Mar 1999 1 JSS TEST dbs 1 Operator code DATABASE 2 Company number 01 3 Voucher number 06438787 4 Batch number Control Applied 5 of vouchers 1 6 Gross amount 2 000 00 2 000 00 7 Fiscal period 9812 8 Due date 01 12 99 9 Bank number 001 Enter Line D elete batch END exit or lt enter gt for voucher input Figure 13 39 New Accounts Payable Voucher Entry Enter your operator code b Enter company number c Enter voucher number or Enter for new number If you enter a voucher that is not currently in an open batch a new batch will be created for this voucher However if the voucher is in an existing open batch the voucher will remain in the same batch In either case the Voucher screen displays Open vouchers can be deleted or maintained Use the L ookup option to find a voucher number by vendor The option PARAM is also available wi
5. RECURRING VOUCHER LISTING DATE 07 10 98 PAGE 1 CO 01 Database Business Systems TIME 00 05 51 REF VEND NO VENDOR NAME OFSPEC INV INV DATE DUE DATE GROSS AMT DISCOUNT NET AMOUNT BANK LST UPD FISC FISC G L CODE DIST 01 1200 00 20 00 TOTAL 20 00 000002 001 JOHNSTONE SUPPLY 24 01 29 98 02 08 98 01 1300 00 1 00 rr TOTAL 1 00 000111 001 JOHNSTONE SUPPLY 4 07 09 98 07 19 98 01 1300 00 120 00 zz TOTAL 120 00 000147 001 JOHNSTONE SUPPLY 76 11 04 96 11 09 96 01 1200 00 1 00 TOTAL 1 00 000795 VENDOR NOT ON FILE 9705 0110065845 04 01 97 09 06 01 5000 00 d 4995 00 Figure 13 16 Recurring Voucher Listing 13 1 10 Recurring Voucher Update Update the Accounts Payable files with the recurring vouchers after their input in Menu 13 1 8 a Enter to continue b Enter Z for one company or a for all c Enter fiscal month 13 1 11 Open Accounts Payable Maintenance Use this program to washout vouchers entered as open vouchers but later paid with a handcheck You can also post multiple vouchers to one handcheck a Enter your initials Accounts Payable rn VOUCHER WASHOUT ENTRY TE COMPANY NN BANK NEXT CHECK FISCAL YYMM CHECK TOTAL CHECK DATE VENDOR LINE VOUCHER GROSS AMT DISC AMT DISC TAKEN AMT PAID TD BAL OPEN Figure 13 17 Voucher Washout Entry blank screen b Enter company number c Enter bank account number d Enter fiscal period YYMM e Enter
6. Verify the report If it printed satisfactorily type y If not type ju and start over 13 2 8 Bank Activity Report Prints a report of various activities cash receipts ROA s and cash with orders cash disbursements and any GL activity that impacted the General Ledger account number of a specific bank see Menu 12 1 2 for the account number After updating files use this menu to run a report of bank activity and balances within a specific period a Select one of the following 1 UPDATE FILE Clears the file and returns to the General Ledger activity the cash receipts and the cash disbursements to recreate the file This file is not updated from any other source 2 RUN REPORT Always run Option 1 before running this option b To update the file enter beginning date This date is the first date on the report Cash receipts and cash disbursements are not kept on the system for SA more than 90 days so any earlier date may not produce accurate results c Enter ending date the last day you want to see on the report d Enter number of company for which you are running report e Enter bank number of the company entered f Enter y to let the system calculate a starting balance or enter a starting balance from the bank statement The default bank balance is calculated from the General Ledger balance and any activity between the General Ledger close prior to the requested beginning date and the beginning date itself
7. 0 00 0 00 10499 60 HIT NL TO CONTINUE Figure 13 19 A P Payment Schedule 13 2 2 Scheduled Cash Disbursements Prints vouchers that are due and payable including their due dates that are the same or earlier than the date you enter Also prints vouchers of vendors that still have credit balances a Select a printer destination b Enter a due date for payment MM DD YY c To suppress payment to certain vendors type y otherwise Enter d If suppressing payment the Vendor Payment Suppression screen displays Enter company number e Enter vendor number to suppress Enter to confirm f Enter when finished and then Enter again if your entries are correct g Type the next company number or n to exit h Select company I for one company a for all or oi to omit all companies Accounts Payable SCHEDULED CASH DISBURSEMENTS JOURNAL FOR 12 31 99 CO 01 Test Database Business 09 25 25 06 07 99 PAGE 1 VEND NUMVENDOR NAME INVOICENO INV DATE DUE DATE G L CODE GROSS AMOUNT DISCOUNT NET AMOUNT VOUCH 433 A O SMITH CORPORATION 12385 03 04 99 04 03 99 01 1060 00 100 00 2 00 98 00 064410 A O SMITH CORPORATION 1365 12 01 98 12 31 98 01 1060 00 4000 00 0 00 4000 00 064414 A O SMITH CORPORATION 321456 04 28 99 05 28 99 01 1200 00 52 00 0 00 52 00 064422 VENDOR 433 TOTAL 4152 00 j 4150 00 HF AERO M INC 1113134564 02 09 99 03 11 99 01 1060 00 2000 00 H 2000 00 064391 VENDOR 321 TOTAL 2000 00 j 2000 00
8. 03 15 96 01000296 123456 05 10 96 05 20 96 01000298 123456789 06 14 96 06 24 96 ZZZ2Z2ZZ0 Figure 13 33 Vendor Ledger consolidated Accounts Payable 13 8 1099 Procedures MENU 13 8 ACCOUNTS PAYABLE 1099 PROCEDURES 06 01 19 12 Jul 1998 1 JSS TEST dbs 1 1099 File Adjustment Entry Maintence 2 1099 Vendor File List 3 1099 Form Print 4 1099 Forms On Tape 5 1099 File Purge End of Calendar Yr Figure 13 34 Accounts Payable 1099 menu 13 8 1 1099 File Adjustment Entry Maintenance Corrects or creates a 1099 record for a specific vendor a Enter your initials Enter company number c Enter vendor number If the vendor is not on file the following displays NOT ON 1099 FILE IS THIS A NEW ITEM Y CR Type vi if the item is new d Enter adjustment amount e Enter date of adjustment f If your entries are correct type 0 to accept and then enter next company number or end To edit select a line number or to cancel the entire process type delete 13 8 2 1099 Vendor File List Prints report of all 1099s by vendor Select a printer and the report prints immediately Accounts Payable DATE 06 03 23 12 Jul 1998 week 1099 FILE LISTING CO 01 Database Business Systems INV DATE GROSS AMT DATE PAID CHECK PERIOD 01064300 444456 02 20 98 1 000 00 03 06 98 044444 9804 1 000 00 03 06 98 1 000 00 03 06 98 405 1 items listed out of 10 items Figure 13 35 1099 Vendor File rep
9. 11 98 0 000 100256 6 001084 05 13 98 0 000 100258 7 001085 05 13 98 97 450 100258 Enter Line Revr lt Enter gt next P revious U pdate or END Figure 13 43 Auto Update A P from PO Receipts f At Auto Update screen choose from the following prompts Line Select a line number of the receiver to voucher Revr Enter the 6 digit receiver number to voucher instead of selecting a line number Enter View next screen if any p Option to return to previous screen of receivers u Once you select all receiver and purchase orders for vouching type u to update the the A P Voucher Input screen with the total selected through Voucher Input screen end Exit without changes g Select a line number to input new invoice number h Select from the following d to display line detail c to clear WU to accept i Run Menu 13 20 5 for a Sequential Voucher listing and verify the information that was input 13 20 3 Auto Post Corp Invoices Automatically post Corporate invoices to Accounts Payable This is another method of voucher entry for automatic posting of Corporate invoices Step 1 Create your batch Accounts Payable 13 48 Step 2 Post the invoices a Enter company number or Enter for all b Enter beginning invoice date MM DD YY c Enter ending invoice date The number of invoices selected displays d Type the inventory account Enter for the default e Add the freight amount f Enter fis
10. 98 97208 6 Gross amt 100 00 NET 100 00 7 Merchamt 100 00 8 Non disc 0 00 9 Discount net days 10 Discount 11 Pay status P 12 Bank 001 13 Single chk N 14 Misc desc XYZ CO 15 G L Code 16 Dist Amt 01 1400 00 INVENTORY 100 00 Enter Line Backout DELETE Edit 0 to Accept Figure 13 42 Voucher Input filled Voucher Input screen fields 1 Vendor Vendor number Enter one of three choices 1 use L ookup to enter an existing vendor by name 2 for a temporary vendor enter a Accounts Payable unique vendor number and the program prompts you through the setup of Vendor Master and Detail files or 3 Enter to default to the vendor number from the previous voucher 2 Trans Code Transaction code Your choices are I nvoice Credit Memo Debut Memo or OA On Account Credits automatically change the due date to equal the invoice date and eliminate any discounts 3 Invoice Enter a unique invoice number for this vendor A message displays if the invoice number already exists on another voucher 4 Inv Date Invoice date Press Enter for today s date Use any of the following formats 1 2 98 1 2 98 01 02 98 or 1 2 which assumes the current year 5 Due Date The due date is based on the vendor terms in Field 9 next to the discount and is calculated from the invoice date Press Enter for the system calculated due date or type another date in the format described above 6 Gross Amt Gross amount i
11. Confirm by pressing Enter me Record the batch number and then Enter The Voucher Input screen displays Accounts Payable VOUCHER INPUT COMP 01 TE VEND MON 9806 NAME BATCH 000947 TERMS TRANSACTION CD I C D OA LINV 2 INV DT 3 DUE DATE OR PAID 4 GROSS 5 MERCH 6 NON DISC 7 DISC 8 WARR SEQ NET ENTER TU FOR LOOKUP VENDOR END INQ AAAAAAAA Figure 13 6 Voucher Input j Enter a vendor number To find a number use T for Vendor Lookup or inq for the Inquiry Menu k Once you choose a vendor number confirm the address associated with it L Choose a transaction CD Credit Memo Debit Memo for the type of voucher you are entering Your choices are I nvoice C redit memo D ebit memo or OA on account m Enter an invoice number n Type the invoice date o Enter a due or paid date MM DD YY p Enter the gross dollar amount total amount of bill paid q Enter the merchant amount the gross amount minus any discounts or fees taken by the vendor r Enter the discount amount s Enter the pay status CD Press Enter for default P to pay the voucher or type n to not pay it t Enter the bank number or Enter for the previous bank u To pay this voucher on a separate check type y otherwise type n or press Enter v Type any miscellaneous description Accounts Payable mR VOUCHER INPUT COMP VEND tammy MON NAME vanco BATCH ADDR 123 zero st
12. QTY Quantity RCVR Receiver number REF Reference SNG CK SS Social Security Number VOU VOUCH Voucher number WARR SEQ Warranty Sequence 1099 5 6 7 38 39 After December Fiscal Period 7 aged items 22 Annual Processing 6 balances 27 48 bank activity 27 Basic A P Process 7 basic procedure 5 batches 5 6 11 13 16 32 33 42 43 46 47 48 49 cash 24 25 27 30 cash account 24 cash disbursements 27 CD 12 13 14 16 18 19 Check Print file 25 check register 25 Check Register 5 6 21 22 25 27 29 31 32 49 check run 5 25 27 CKP 24 25 cleared checks 28 credit balances 23 Daily Handcheck Register 5 10 16 41 49 daily processing 5 discount 21 Expense Distribution Register 5 6 17 31 32 fiscal period 6 7 13 20 21 22 28 30 31 32 33 34 36 42 48 flowchart elements 7 flowcharts Accounts Payable 7 General Ledger 5 6 13 19 27 33 34 45 46 GL See General Ledger GLA 6 handcheck 5 6 10 16 20 41 49 Handchecks Disbursements Summary 6 History file 33 Inquiry Menu 12 invoices 10 41 46 47 48 50 51 ledger card 36 Menu 18 3 7 Month End 5 6 31 32 33 34 36 46 49 Month End Processing 6 month to date 6 Accounts Payable Index Open Accounts Payable file 33 outstanding checks 28 packing lists 49 Paid Invoice Register 6 32 PO See Purchase Order printing checks 24 Purchase Order
13. Voucher Input 8 Recurring Voucher Input Maint 9 Recurring Voucher Listing Maintenance Deletion 10 Recurring Voucher Update 1A Open Batch Listing Washout Entry 4 Voucher Deletion Registers with Update 6 Daily Handcheck Register 2 Voucher Maintenance een 3 Voucher Maintenance By Vendor 11 Open Accounts Payable Maintenance 5 Sequential Voucher Register Reports 7 Daily Expense Distribution Reports Figure 13 4 Accounts Payable Voucher Selector We recommend you use Menu 13 20 New Accounts Payable instead of this menu 13 1 1 Voucher Input Creates and adds items that are or will be due enters invoices as vouchers Applied totals should balance against control totals so before you enter invoices run the tape to obtain the invoice count and total dollars to input a Type your initials and the Voucher Control Entry screen appears Accounts Payable xxx VOUCHER CONTROL ENTRY 1 E BATCH 1 CO 2 PERIOD 3 OF VOUCHERS 4 GROSS AMT 5 DUE DATE ENTER BATCH lt RTN gt FOR NEW BATCH OR END NNNNNN Figure 13 5 Voucher Control Entry b Enter a batch number or Enter for a new number A batch number as used in Accounts Payable is a reference number used to keep track of vouchers c Enter company number d Enter period Y YMM to report e Enter the number of vouchers f Enter gross dollar amount g Enter due date of bill h
14. here as well Enter three digit bank number To verify or change maintain next check number type m to display Bank Maintenance screen Figure 13 21 below Enter to skip this step and continue with the process COMPANY 01 BANK 001 1 BANK NAME 2 G L NUMBER 3 ACCOUNT 4 NEXT CHECK 5 NEXT WASHOUT CK BANK MAINTENANCE JOHNSTONE SUPPLY BANK ONE 01 1010 00 010019 090000 Enter Line Backout DELETE Edit 0 to Accept 13 2 6A Laser Checks Figure 13 22 Bank Maintenance SZ In Bank Maintenance change Next Check 4 only if it does not match the number of the next check you are printing Type 0 to accept and then enter end until you get back to the check printing routine Use this program if you use laser printers instead of line printers to print checks a Enter to proceed b Note the following message on your screen CHECK PRINT PROGRAM IS NOW FORMATTED FOR LASER PRINTER CONTINUOUS FORM CHECKS WILL NOT PRINT CORRECTLY c To continue type y d Select a printer e Enter date of ran MM DD YY and then confirm date y Type n if incorrect and enter new date f Enter company number or all Enter three digit bank number Accounts Payable 13 2 7 Check Register Prints a list of checks and their amounts Be sure to review this list before updating the check run a Enter to proceed b Select printer c To update and erase check print file type y d
15. paying bills Basic Procedure Daily Processing Although not mandatory on a daily basis run these reports after each batch is complete or after each check run and at least once immediately before the Month End process 1 Sequential Voucher Register with update Menus 13 1 5 and 13 20 5 2 Daily Handcheck Register with update Menus 13 1 6 and 13 20 6 3 Check Register with update Menu 13 2 7 If necessary run the Daily Expense Distribution Register Menu 13 1 7 for each batch of vouchers as it is completed Run the Sequential Voucher Register with update every time a batch of vouchers is entered into the system through Voucher Entry Input Menu 13 20 1 or Menu 13 20 2 or Menu 13 1 1 in the old program If any of the vouchers were paid with a handcheck then run the Handcheck Register with update immediately following the Sequential Voucher Register Accounts Payable Run the Check Register with your Check Run procedure Month End Processing The Month End process does the following Updates the 1099 file for vendors with the 1099 flag Deletes voucher history for pay dates over 100 days prior Updates the GLA General Ledger Activity file Resets the vendor month to date fields Deletes fully paid temporary vendors Rolls the company record into the next A P fiscal period Generates these reports OOoOoooo e Expense Distribution Register e Monthly Sequential Voucher Register by voucher and batch num
16. your selection Choose an invoice Accounts Payable i Print Corp Invoices Line Ship Date Invoice Po Type Printed 1 04 07 98 438248 05024620 TRUCK No 2 10 09 97 397816 023494 B O Yes 3 10 09 97 397817 023506 B O Yes 4 10 09 97 397818 023506 B O Yes 5 10 09 97 399028 506973 CORP Yes 6 10 09 97 399030 023569 CORP Yes 7 0 09 97 399129 023309 B O Yes 8 10 09 97 399130 023441 B O Yes 9 10 07 97 398221 023553 UPS NXT DYes 10 09 18 97 393978 023292 B O Yes 11 09 18 97 393979 023294 B O Yes 12 09 18 97 394180 023441 CORP Yes 13 09 18 97 394181 023441 CORP Yes 14 09 11 97 391655 506767 B O Yes 15 09 11 97 391656 506767 B O Yes Enter line s separated by range ie 50 65 lt Enter gt to continue or END Figure 13 47 Print Corp Invoices 13 20 13 Build Corp Invoice Receipt File If you do not receive Corporate s invoice transmission before your end of day completes run this menu to build the files for display in Menu 13 20 11 and Menu 13 20 12 above Enter to process file 13 20 14 Match Receiving to Corp Invoice Creates an accurate reconciliation of Menu 13 20 15 a Enter an invoice number b Enter corresponding receiver number The program informs you if the invoice has already been matched and if so to which receiver invoice may have multiple receiver matches c Enter y to accept a multiple match 13 20 15 Receiving Invoice Reconciliation Report After receiving Co
17. 5 14 19 30 35 36 37 41 44 46 47 49 52 purchases 6 35 purpose of Menu 13 5 Receiving 41 46 49 51 52 reconciliation 28 51 Regular Checks Cash Disbursements Summary 6 reports Aged Payments 22 Bank Activity 27 Cash Disbursements 24 Checks 27 Cleared Checks 28 Daily Expense Distribution 16 Daily Handcheck 16 Invoice Verification 40 Month End 31 Open Accounts Payable 36 Open Batch 13 48 Open Payables On Hold 30 Outstanding Checks 28 Receiving Invoice Reconciliation 51 Recurring Voucher 20 Sequential Voucher 16 49 Vendor Customer 39 Sequential Voucher Register 5 6 10 16 41 48 49 tape 7 10 34 39 tape backup 7 vendor 6 7 12 15 18 21 22 23 24 30 33 34 35 36 38 39 40 42 43 44 45 46 Vendor Lookup 12 vendors 6 22 23 24 36 39 45 voucher 5 6 10 11 12 13 14 15 16 17 18 19 20 21 23 24 25 30 32 33 34 35 40 41 42 45 46 47 48 49 voucher history 6 washout vouchers 20 Year End 6 7 33
18. 539 VENDOR 001 TOTAL 100 00 0 00 100 00 BANK 001 TOTALS 100 00 0 00 100 00 GRAND TOTALS 100 00 0 00 100 00 Led Figure 13 21 Cash Disbursement Journal 13 2 4 Cash Disbursements individual vouchers This particular cash disbursement updates the CKP file for specific vouchers as opposed to all vouchers on certain due dates Enter date of payment MM DD YY Type your operator initials Enter company number Enter voucher number aoe 13 2 5 Clear Check Print File Clears the Print file if a check number that printed does not match the check register Use this only if you detect a problem ES C Running this program before the check register run with update vy clears all the work completed in Menu 13 2 3 Menu 13 2 4 and Menu 13 2 6 a To clear the Check Print file type y b Enter to proceed with process LH To continue using the same check number series be sure to reset the check number in the bank file 13 2 6 A P Check Print Prints the computer generated checks for vouchers listed in Menu 13 2 3 This also automatically runs the check register for this check run a Enter to proceed b Select a printer destination c Enter the date you want to print on the check MM DD YY and then type ei to confirm date If incorrect type n and retype date d Enter company number or all Accounts Payable If you answered all to the Company Number prompt in Menu 13 2 3 you must answer all
19. Database Business system User Manual Menu 13 Accounts Payable MENU 13 ACCOUNTS PAYABLE TABLE OF FIGURES Purpose Basic Procedure Daily Processing Month End Processing Annual Processing After December Fiscal Period Basic A P Process 13 1 VOUCHER ENTRY 13 1 1 Voucher Input 13 1 1A Open Batch Listing 13 1 2 Voucher Maintenance 13 1 3 Voucher Maintenance by Vendor 13 1 4 Voucher Deletion 13 1 5 Sequential Voucher Register 13 1 6 Daily Handcheck Register 13 1 7 Daily Expense Distribution Reports 13 1 8 Recurring Voucher Input Maintenance 13 1 9 Recurring Voucher Listing 13 1 10 Recurring Voucher Update 13 1 11 Open Accounts Payable Maintenance 13 2 CASH DISBURSEMENTS 13 2 1 A P Payment Schedule Aged 13 2 1A A P Summary Payment Schedule 13 2 2 Scheduled Cash Disbursements 13 2 3 Cash Disbursements by due date 13 2 4 Cash Disbursements individual vouchers 13 2 5 Clear Check Print File 13 2 6 A P Check Print 13 2 6A Laser Checks 13 2 7 Check Register 13 2 8 Bank Activity Report 13 2 9 Bank Reconciliation Entry 13 2 10 Bank Reconciliation Listing 13 2 11 Check Reversal 13 2 12 Open Payables on Hold Report 13 2 13 Due Date Update on Item Past Cash Discount 13 2 14 Void Unused Checks 13 3 MONTH END REPORTS 13 3 1 Expense Distribution Register 13 3 2 Sequential Voucher Listing 13 3 3 A P Check Register amp Paid Invoice Register 13 3 4 Hand Check Register 13 3 5 Month End C D Summary Accounts Payable
20. Detail Menu 12 4 1 3 Field 13 This field is limited to 30 characters which print on the check 15 G L Code General Ledger code displays the G L Distribution screen see Fig 13 46 Enter a four digit account number that converts to the full G L format CO ACCT 00 For a list of G L numbers enter at the account number prompt 16 Dist Amt Distribution amount displays the same screen as G L Code Field 15 If the total gross amount of the voucher does not agree with the Accounts Payable total distribution amount a message notifies you about the remaining balance v When finished type 0 to accept To change an entry type a line number or e dit to change every line one at a time w Record the batch number and voucher number and Enter to continue x Enter next vendor number or end to exit 13 20 2 Purchase Order Receipts Update to A P Automatically updates Accounts Payable from Purchase Order receipts Use the menu to balance your General Ledger inventory on a monthly basis and to print an accurate report of purchase order receipts not yet invoiced at Month End Step 1 Before you begin with this menu we recommend completing the next two steps 1 Match the Receivers and Invoices together then use Menu 13 20 14 to input the invoice and receiver numbers When you are finished type end to exit the program 2 Print out the Receiving to Invoice Reconciliation report Menu 13 20 15 and review any discrep
21. Enter to confirm If necessary use L ookup c Enter company number or a for all d To skip any changes type a period or enter a new Due Date a new Discount Amount Bank Number H old and P ay 13 1 4 Voucher Deletion Deletes vouchers a Enter your initials b Enter to proceed w Before deleting vouchers be certain all check runs and check registers have completely finished printing e A Cy Accounts Payable 13 1 VOUCHER DELETION COMP TE TRANSACTION CD I C D INVNO INV DT DUE DATE OR PAID GROSS MERCH DISC NET ENTER COMPANY NUMBER OR END Figure 13 11 Voucher Deletion e d e Enter company number Enter voucher number To delete the voucher type y Otherwise Enter If you deleted the voucher enter the date MM DD YY of the deletion or Enter for today s date Enter to continue Enter the next voucher number 13 1 5 Sequential Voucher Register Prints a list of open vouchers or batches to pay eno gp Select a printer destination Enter to proceed Enter company number or a for all Enter six digit batch number a for all Before answering y to update the list be sure to review it for correct voucher entries 13 1 6 Daily Handcheck Register Prints a list of the vouchers entered as handwritten checks a b C Enter to proceed To update and erase the check print file type y If the handcheck regis
22. HECK DT CHECK AMT P TAKEN 01000269 3131 09 13 95 10 16 95 1 00 0 00 1 00 1 00 01000281 12345 03 11 96 03 11 96 10 00 0 00 10 00 10 00 01000282 100 03 11 96 03 10 96 10 00 0 00 10 00 10 00 01000283 333 03 11 96 03 21 96 10 00 0 00 10 00 10 00 01000284 123468 02 28 96 03 15 96 100 00 0 00 100 00 100 00 01000296 123456 05 10 96 05 20 96 100 00 0 00 0 00 100 00 01000298 123 06 14 96 06 24 96 1 00 0 00 1 00 1 00 VENDOR 001 TOTALS 101344 72 41 50 98432 25 59901 09 41402 13 ZZZ2Z2Z2Z0 Figure 13 32 Vendor Ledger by company CONSOLIDATED VENDOR LEDGER 07 12 98 06 00 33 VENDOR NUMBER AME VENDOR NOT ON FILE CONTACT A P BALANCE 4096 58 ADDRESS PHONE PURCHASES M T D 0 00 PAYMENTS M T D 0 0 AME VENDOR NOT ON FILE CONTACT A P BALANCE 4096 58 ADDRESS PHONE PURCHASES M T D 0 00 PAYMENTS M T D 0 00 DUNS Y T D 500 00 Y T D 500 00 DISC LAST YR 0 00 LAST YR 0 00 DISC DAYS DUE DAYS 30 LAST CHECK 555556 DATE PD 12 15 97 AMT 500 00 O INVOICENO INV DATE DUE DATE PONO GROSS AMT DISC AMT NETAMT BAL OPEN CHECK CHECK DT CHECK AMT P TAKEN 01064239 123456 12 10 97 PAID 500 00 0 00 500 00 0 00 555556 12 15 97 500 00 Y PORTLAND OR DISC 5 00 LAST YR 45027 63 LAST YR 40836 58 97220 DISC DAYS 10 DUE DAYS 30 LAST CHECK 123451 DATE PD 06 24 98 AMT 112 00 01000269 3131 09 13 95 10 16 95 01000281 12345 03 11 96 03 11 96 01000282 100 03 11 96 03 10 96 01000283 333 03 11 96 03 21 96 01000284 123468 02 28 96
23. IVITY LIST AS OF 01 15 95 FISC PER 9501 PAGE 1 07 12 98 05 50 24 VOUCH NO INVOICE NO INV DATE DUE DATE PONO GROSS AMT DISC AMT NET AMT BAL OPEN CHECK CHECK DT CHECK AMT DEL AMT VENDOR 01000112 01000113 01003531 01003532 01003536 01003537 01003539 VENDOR 001 VENDOR 835 01003534 VENDOR 835 COMPANY 01 GRAND TAKEN JOHNSTONE SUPPLY INC 10 11 93 10 11 93 09 14 94 09 14 94 09 14 94 09 14 94 09 14 94 TOTALS ROBERT SHAW 555555 09 14 94 TOTALS TOTALS TOTALS PAID 001001 10 11 93 PAID H y 000101 10 11 93 09 30 94 09 14 94 09 14 94 09 14 94 09 14 94 09 14 94 Figure 13 31 Accounts Payable Open Activity report 13 7 Accounts Payable Vendor Card Prints a vendor ledger card To update the vendorHistory file before printing the ledger card type y first Otherwise Enter and proceed to the next step Choose to print by company 1 or a consolidated report 2 If printing by company enter J for one company and then enter the number or a for all companies For a range of vendors type y and then enter the vendor numbers Otherwise type n Accounts Payable VENDOR LEDGER CO 01 Database Business Systems 07 12 98 05 59 50 PORTLAND OR DISC 5 00 LAST YR 45027 63 LAST YR 40836 58 97220 DISC DAYS 10 DUE DAYS 30 LAST CHECK 123451 DATE PD 06 24 98 AMT 112 00 VOUCH NO INVOICENO INV DATE DUE DATE PO NO GROSS AMT DISC AMT NETAMT BAL OPEN CHECK C
24. SU JOHNSTONE SU JOHNSTONE SU JOHNSTONE SU PPLY PPLY PPLY PPLY JOHNSTONE SUPPLY JOHNSTONE SU JOHNSTONE SU JOHNSTONE SU JOHNSTONE SU JOHNSTONE SU JOHNSTONE SU JOHNSTONE SU JOHNSTONE SU PPLY PPLY PPLY PPLY PPLY PPLY PPLY PPLY JOHNSTONE SU PPLY 000 004247 01123456 04248 082365365 1 100671 100680 100682 100701 100702 100719 100734 100735 01064324 01000441 01064301 01000442 01064089 01064222 01000447 01000448 01000449 01000450 01000451 01000452 01000453 01000454 VOUCH DAT CREATED 04 08 98 09 10 97 03 09 98 09 10 97 09 29 97 12 09 97 09 10 97 09 10 97 09 10 97 09 10 97 09 10 97 09 10 97 09 10 97 09 10 97 Figure 13 37 AP Invoice Verification List Accounts Payable 13 20 New Accounts Payable MENU 13 20 NEW ACCOUNTS PAYABLE 06 05 40 12 Jul 1998 1 JSS TEST dbs Input Maintenance Deletion 1 Accounts Payable Voucher Input 2 Purchase Order Receipts Update to A P 3 Auto Post Corp Invoices Listings Registers Reports 7 Purchase Order Receipts not Invoiced 6 Daily Handcheck Register Corporate Invoices 11 Print Corp Packing List 12 Print Corp Invoices 13 Build Corp Invoice Receipt File 14 Match Receiving to Corp Invoice 15 Receiving to Invoice Reconciliation Report 16 Rebuild Corp Invoice File 4 Open Batch Listing 5 Sequential Voucher Register Figure 13 38 New Accounts Payable menu 13 20 1 Accounts Payable Voucher Input
25. Voucher file SEQUENTIAL VOUCHER LISTING DATE 07 14 98 CO 01 JOHNSTONE SUPPLY TIME 22 34 51 BATCH 000106 PERIOD 9801 VOUCH VEND NO VENDOR NAME INVOICENO INV DATE DUE DATE GROSS AMT DISCOUNT NET AMOUNT JOB 003607 391 GEM PRODUCTS INC DKDK 02 20 98 03 22 98 100 00 0 00 100 00 01 1400 00 rr TOTAL 100 00 003608 391 GEM PRODUCTS INC KDKD 02 20 98 03 22 98 100 00 0 00 100 00 01 1400 00 rz TOTAL 100 00 003609 391 GEM PRODUCTS INC djdjd 02 20 98 03 22 98 100 00 0 00 100 00 01 1400 00 01 1100 00 01 1200 00 TOTAL 100 00 BATCH 000106 TOTAL Figure 13 45 Sequential Voucher Listing 13 20 6 Daily Handcheck Register PAGE 1 100 00 100 00 80 00 10 00 10 00 Run this menu for any handchecks entered in Menu 13 20 1 Accounts Payable Voucher Input a Enter to sort the handcheck register and then spool it b Ifthe report printed satisfactorily type y and the file is updated and then erased Type n to start over if incorrect 13 20 7 Purchase Order Receipts Not Invoiced Prints a report of all receivers not yet invoiced after posting Accounts Payable directly from your Purchase Order receipts This report demonstrates the importance of detail needed for the monthly inventory and Accounts Payable accrual Consider adding this report to your Month End job stream to post a journal entry to account for the receiving not yet vouchered a Enter to continue b Select printer destinat
26. ancies Step 2 You are ready to proceed with Menu 13 20 2 and enter invoices reconcile prices quantities and freight amounts The first time you use this program select this menu item and enter the password POR to create the cross reference file for collecting the Receiving Activate this before starting a new month Once the cross reference file is created it is updated daily from the Purchase Order Receipts Posting Menu 7 3 and Bar Code Receiving LH Menu 34 2 programs The receivers post either to the vendor used on the Purchase Order or to Vendor 001 Johnstone Corporate if the vendor Bill To is Corporate a The same Voucher screen as in Figure 13 39 Menu 13 20 1 appears with the same prompts Follow the steps on Page 36 b Type a vendor number and then Enter to confirm entry The screen displays all open receivers for the particular company and vendor c Enter invoice number d Enter freight amount e Once the first invoice is updated record the system generated batch number and the date is was entered Accounts Payable Auto Update Accounts Payable from Purchase Order Receipts TE com 0 JOHNSTONE SUPPLY p 001 JOHNSTONE SUPPLY INC PO BOX 3010 123 NE 3RD SUITE 400 PORTLAND OR 97208 AMT RECEIVED RCVR DATE NOT INVOICED PURCHASE ORDER NUMBERS 1 001075 04 23 98 5 270 100230 2 001061 04 16 98 276 150 100213 3 001081 05 11 98 0 000 100256 A 001082 05 11 98 86 220 100256 5 001083 05
27. atus P 12 Bank 001 13 Single chk N 14 Misc desc 15 G L Code 16 Dist Amt Figure 13 40 A P Voucher Input blank screen m Inthe Voucher Input screen type vendor number and then Enter to confirm For an explanation of each field see next page n Enter invoice number o Enter date of invoice Type due date of invoice or Enter for default a 9 Enter gross dollar amount D Enter merchant amount or Enter for default same as gross amount s For Field 15 G L Code the A P Maintenance G L Distribution screen displays Accounts Payable A P Maintenance G L Distribution Screen 1 TE Vendor Number 001 JOHNSTONE SUPPLY INC Gross Amt 100 00 Total Dist Amt 100 00 Remaining 0 00 G L Distribution Distribution Amount 1 01 1400 00 INVENTORY 19 100 00 2 01 5020 00 FREIGHT IN 20 3 21 4 22 5 23 6 24 hs 25 8 26 9 27 10 28 11 29 12 30 13 31 14 32 15 33 16 34 17 35 18 36 Enter Line Backout DELETE Edit 0 to Accept More Figure 13 41 A P Maintenance G L Distribution t Edit or delete G L number or amount u Type 0 to accept and return to previous screen which is now filled in ACCOUNTS PAYABLE VOUCHER INPUT TE Co 01 Voucher NEW Fiscal Period 9801 1 Vendor 001 JOHNSTONE SUPPLY INC 2 Trans code I PO BOX 3010 3 Invoice 111 123 NE 3RD SUITE 400 4 Inv date 01 01 98 PORTLAND OR 5 Due date 01 01
28. ber Paid Invoice Register A P Activity Report Monthly Check Register Monthly Handcheck Register Regular Checks Cash Disbursements Summary Handchecks Disbursements Summary You may run Month End from Menu 13 4 however logging onto Month End and running option 2 is better since the reports are printed as well as held in the spooler until the end of the month When you run Month End from Menu 13 4 at the printer select screen follow the printer number with H for example 0H to send the report to the spooler The AP reports will remain in the spooler for at least a couple of days providing you the opportunity to reprint them if the printer jams or another accident occurs Before you start the Month End run follow these steps 1 Check for any open batches for the period using Menu 13 1 1A and Menu 13 20 4 If you spot any unbalanced batches balance them or delete them if empty 2 Run the Sequential Voucher Register Menu 13 1 5 and Menu 13 20 5 This run should be free of open batches 3 Run the Check Register with update in Menu 13 2 7 4 Run the Handcheck Register with update in Menu 13 1 6 and Menu 13 20 6 If one of the four steps above is missing an error message display recommending the next step Once you enter the month ending date and the fiscal period to close the period is verified and the Month End processing begins Annual Processing The Year End process clears the vendor year to date p
29. by vendor and by month a Enter your initials b Enter company number c Enter vendor number and then Enter to confirm The payable information displays CO 01 VENDOR PAYABLE INQUIRY TE VENDOR 001 JOHNSTONE SUPPLY INC PAYABL PAYABL PAYABL PAYABL NEXT YR THIS YR LAST YR 2 YRS AGO YR E JAN 141536 323577 303171 136790 223422 192058 ke MAR 213782 236812 194159 233564 165911 159951 MAY 129649 156384 JUN 151933 139592 JUL 201952 149967 AUG 245578 221079 SEP 245150 299519 OCT 271503 278770 NOV 222367 173097 DEC 256872 1230 TOTAL 725672 2674725 2268977 HIT RETURN TO CONTINUE Figure 13 29 Vendor Purchase History Inquiry d Enter to input new vendor e To exit type end 13 5B Voucher PO Inquiry Prints report of Purchase Order numbers paid on a specific voucher number Enter voucher number Page 1 PO PO PO VALUE VOUCHH ORD DATE 01100306 296 45 01003629 07 23 98 01100393 73 95 01003629 04 27 99 405 2 items listed out of 170 items Figure 13 30 Voucher and Purchase Order Inquiry Accounts Payable 13 6 Open Accounts Payable Listing This report is identical to Menu 13 3 6 and the one that runs in the AP Month End except that you may select a printer with this menu ao gp CO 01 JOHNSTONE SUPPLY Select printer Enter end of month date MM DD YY Enter fiscal month date YYMM Enter company number or a for all ACCOUNTS PAYABLE ACT
30. cal period YYMM g The system processes through the invoices and lists the batch numbers and vouchers Type el to continue h At the Batch Control screen verify batch balances and make any necessary adjustments Step 3 Run Menu 13 20 5 Sequential Voucher Register 13 20 4 Open Batch Listing Displays all open voucher batches that are started either in Menu 13 20 1 Menu 13 20 2 or Menu 13 20 3 We recommend balancing and closing these batches on a daily basis a Enter to continue b Select output option 1 CRT 2 PRINTER c Enter fiscal period to report Y YMM or Enter for all 14 Jul 1998 OPEN VOUCHER BATCHES LISTING PAGE NOTE FOR ANY BATCH THE BATCH TOTALS SHOULD EQUAL THE VOUCHER TOTALS BATCH SOURCE PERIOD VOU GROSS AMT 000105 BATCH TOTALS 9801 000106 1 VOUCHER TOTALS 9801 3 300 00 000107 BATCH TOTALS 9801 k 000106 BATCH TOTALS 9801 000108 BATCH TOTALS 9801 Cl Figure 13 44 Open Voucher Batches Listing Accounts Payable 13 20 5 Sequential Voucher Register Prints a list of open vouchers by batch number and updates the Voucher file with this information a Enter company number or Enter for all b Enter batch number or Enter for all The report prints immediately c If you are satisfied with the printed report type y to update and close the batch If not type n to start over Any batches out of balance will result in none of the batches updating the
31. date of check f Enter check number g Enter vendor number h Enter voucher number me To change the discount amount type y and then the discount amount at the prompt To leave the amount as is press Enter j To partially pay the voucher type y and then the amount at the prompt Press Enter to bypass this option k To confirm and accept the voucher press Enter To make changes type n to return to the Voucher Number prompt and start over 1l After you enter all the vouchers that were paid with the check type end at the Voucher Number prompt m At the prompt IS THIS WHAT YOU WANT Type y to enter more checks and additional vouchers Type mi if you entries are not correct and choose w ipe out to start over a dd for additional vouchers or d elete to remove the vouchers n Upon completion run the Check Register Menu 13 2 7 with update Accounts Payable 13 2 Cash Disbursements MENU 13 2 ACCOUNTS PAYABLE CASH DISBURSEMENT SELECTOR 00 10 06 10 Jul 1998 1 JSS TEST dbs Reports Other Disbursment Activity 1 A P Payment Schedule Aged 11 Check Reversal 1A A P Summary Payment Schedule 12 Open Payables on Hold Report 2 Scheduled Cash Disbersements 13 Due Dte Updt on Itm Past Cash Disc 14 Void Unused Checks Check Writing 4 Cash Disbursements Indiv Vchrs 5 Clear Check Print File 6 A P Check Print 6A Laser Checks 7 Check Register Bank Reports 8 Bank Activity Rep
32. e check that is a recurring payment for the same amount a 8 P O NUMB 10 BANK Accounts Payable Enter your initials RECURRING VOUCHER MAINT COMP MON REF TRANSACTION CD I C D 2 INV DT 3 DUE DATE 5 MERCH 6 NON DISC 7 DISC 9 PAY STATUS CD NET 11 SNG CK ENTER COMPANY NUMBER OR END Figure 13 13 Recurring Voucher Maintenance blank screen b c d m EF oe me Enter company number Enter reference number Enter vendor number and then Enter to confirm The vendor s terms display To accept a discount press Enter otherwise type nl Choose a transaction CD Enter an invoice number Enter an invoice date Type the due date Enter gross dollar amount Enter merchant amount Enter purchase order number Choose pay status CD Enter bank account number or Enter for same account as previously entered To pay this voucher on a separate check type y Otherwise type n or Enter To accept the header information type 0 To edit select a line number or type delete to delete the entire voucher Accounts Payable RECURRING VOUCHER MAINT COMP 01 TE VEND 001 MON 9806 NAME JOHNSTONE SUPPLY REF 000111 ADDR PO BOX 3010 PORTLAND OR 97220 TERMS 5 00 10 DAYS NET 30 DAYS TRANSACTION CD I C D i 1 INV 111 2 INV DT 07 09 98 3 DUE DATE 07 19 98 4 GROSS 120 00 5 MERCH 120 00 6 NON DISC 0 007 DISC 6 00 8 P O NUMB 999 9 PAY STATUS CD
33. eecssceensneecsneecseecsseeessaeeesaeessaeesseeene 19 Recurring Voucher Kgpngs ergeet SE Seed 20 Voucher Washout Entry blank screen ccccccceeeescccceeeceeeeeeeneeeeeenneeeessaeeeeesseeeess 21 Accounts Payable Cash Disbursement men 22 A P Payment Schedule iina eu sees SO ee ta ee eet eee 23 Scheduled Cash Disbursement 24 Cash Disbursement Journal 00 0 0 eeeeesseceseeceseeceseeeesaeecsaeecsaeeceeecesaeeesaeesseeseeeeees 25 Bank Maintenance ssi onse nae agate EE EES 26 Bank Reconciliations seinen a a a aa a a N ARa 28 Bank Reconciliation nises nne E E E N 29 Check Reversal Entry regular checks ssseseseeeseesreesreesirssrssressrersressresereseresereserese 30 Accounts Payable Month End Reports menu esseseseessseeceseeeeseeeesaeessseeseeeeees 31 Expense Distribution Register 32 Vendor Payables Inquiry 00 34 Vendor Purchase History Inquiry eeseseseseseeeseesreserrssrrsrersrresresstererereresereseresereserese 35 Voucher and Purchase Order Inquiry eesecesseeceeseeseneecseeecsseecesaeeesaeessaeerseeeees 35 Accounts Payable Open Activity report 36 Vendor Ledger by company eeeeeeeseceseecsseeeeseeeesaeeesaeecsaeecsseessteesesaeeesaeersaeers 37 Vendor Ledger consolidated 0 ccceseccceeseseeeeeeenececeenneeeeseneeeeseaeeeesenaeeeeesnneeeeeeas 37 Accounts Payable 1099 men 38 1099 Vendor File TEPO EE 39 Vendor Cu stomer Listing enia e ai lh ci ale ee le 40 AP Invoice Ver
34. ification Liste stenge eebe eege 40 New Accounts Payable men 41 New Accounts Payable Voucher Entry cccsssccceeseceeeeenneeeeeseeeeeeneeeeessnneeeenees 42 A P Voucher Input blank screen 43 A P Maintenance G L Distribution cc eeeeseccsseeeeseeeeeneecseeceseeeesaeessaeessaeesseeeees 44 Voucher nput Med oe cies erer ege Seege ee ebe eege eege D el 44 Auto Update A P from PO Recepts 47 Open Voucher Batches Listing cc eesceeseecsseeesseeeeeseessneecsaeeceeeceaeeesaeessaeeseeeesee 48 Sequential Voucher Listing nenesie a a a n a a eea a a ae e aea 49 Print Corp Pick Tickets ees ees ee iere ec 50 Print Com INVOICES onore e ea eae ee etal eee See aden ely 51 to en 52 13 4 Accounts Payable Menu 13 Accounts Payable MENU 13 ACCOUNTS PAYABLE MENU 14 08 45 27 Jun 1998 1 JSS TEST dbs Input amp Update 1 Voucher Entry 20 New Accounts Payable 2 Cash Disbursements 4A Accounts Payable GL Tape Backup 3 Month End Reports 4 Month End Job Stream 5B Voucher PO Inquiry Other 5A Vendor Purchase History Inquiry 6 Open Accounts Payable Listing 7 Accounts Payable Vendor Card 8 1099 Procedures 10 Vendor Customer Listing 11 A P Invoice Verification List 25 Assign Printer Inquiries 5 Vendor Payables Inquiry Figure 13 1 Accounts Payable main menu Purpose The Accounts Payable system is an online system for entering bills tracking open bills and
35. ion c Enter last date to include in receiving MM DD YY 13 20 11 Print Corp Packing List Prints packing lists transmitted from Johnstone Corporate Any unprinted packing lists can be printed automatically during end of day BANK REF Accounts Payable 13 50 a Choose to print to S creen or Pinter b Enter company number or Enter for all c Select a packing list from the last 90 days Print Corp Pick Tickets i Line Ship Date Invoice Po Type Printed 1 04 07 98 438248 05024620 TRUCK No 2 10 09 97 397816 023494 B O Yes 3 10 09 97 397817 023506 B O Yes 4 10 09 97 397818 023506 B O Yes 5 10 09 97 399028 506973 CORP Yes 6 10 09 97 399030 023569 CORP Yes 7 0 09 97 399129 023309 B O Yes 8 10 09 97 399130 023441 B O Yes 9 10 07 97 398221 023553 UPS NXT DYes 10 09 18 97 393978 023292 B O Yes 11 09 18 97 393979 023294 B O Yes 12 09 18 97 394180 023441 CORP Yes 13 09 18 97 394181 023441 CORP Yes 14 09 11 97 391655 506767 B O Yes 15 09 11 97 391656 506767 B O Yes Enter line s separated by range ie 50 65 lt Enter gt to continue or END Figure 13 46 Print Corp Pick Tickets 13 20 12 Print Corp Invoices Prints Corporate invoices Any Corporate invoices not yet printed can be automatically printed during end of day a Select print option 1 DISPLAY ON SCREEN 2 PRINT SELECTED INVOICES 3 PRINT ALL UNPRINTED INVOICES b Enter a company number or Enter for all c Invoices for the last 90 days display for
36. le OAP into the History file Enter to proceed 13 3 11 Voucher History Report Prints report of Accounts Payable expense distributions for the fiscal periods you enter You may report on all General Ledger numbers or just one The range of this report is limited by the information stored in the History file a Enter date of run b Enter beginning fiscal period and then enter ending c To print a range of general ledger numbers type y otherwise type mn 13 4 Month End Job Stream See Month End Processing on Page 2 before continuing with this process a Select a printer b If some items have not been updated in your voucher file a warning appears stating so Enter to stop the end of month jobstream balance your batches and then run the sequential voucher list again using Menu 13 1 Accounts Payable c If the entire voucher file is updated enter the Month End date MM DD YY d Enter the fiscal period to close Y YMM All the reports in this menu print immediately updating the company record to reflect the new current A P period 13 4A Accounts Payable GL Tape Backup Use this menu to backup Accounts Payable and General Ledger a Enter to proceed b Mount the backup tape and Enter when ready 13 5 Vendor Payables Inquiry Report displays the status of all Open Accounts Payable items items that were open as of the last A P month end and all new vouchers entered since then by vendor Enter
37. number Otherwise n 13 2 13 Due Date Update on Item Past Cash Discount When a voucher is set up it is assumed that it will be paid in time to take the cash discount In case the discount due date is missed this program resets the due date to the Net Due Date and zeros out the discount a Enter today s date b Confirm the date with y otherwise n and re enter date 13 2 14 Void Unused Checks Voids unused check numbers LH Use Menu 13 2 11 to void checks previously printed mmo nose Enter company number Enter fiscal period YYMM Enter check s void date use format 21JUL87 Enter bank number Enter beginning check number and then ending number Confirm your entries by typing y Repeat last step Accounts Payable h When processing is complete press Enter 13 3 Month End Reports All reports within this menu print automatically with the Accounts Payable Month End process MENU 13 3 ACCOUNTS PAYABLE MONTH END REPORTS 00 10 54 10 Jul 1998 1 JSS TEST dbs 1 Expense Distribution Register 2 Sequential Voucher Listing 3 A P Check Regist amp Paid Invce Regist 4 Hand Check Register 5 Month End C D Summary 6 Open Accounts Payable Listing 7 Vendor File Month Year End Update 8 Temporary Vendor Deletion 10 Update Vendor History File 11 Voucher History Report Figure 13 26 Accounts Payable Month End Reports menu 13 3 1 Expense Distribution Register Lists all expenses by G L
38. number that were entered through Accounts Payable for a specific open period LH This report is part of the A P Month End processing a Enter end of month date MM DD YY b Enter fiscal period YYMM c Choose sort method 1 BY G L 2 BY DEPARTMENT 3 BY JOB 21 29 09 08 Jun 1999 EXPENSE DIST REGISTER FOR M E 06 30 99 FISCAL PERIOD 9904 CO 01 Test Database Business 21 29 09 06 08 99 G L DESCRIPTION BANK REF JOB NO VOUCH VEND NUM VENDOR NAME 1060 PAYROLL ACCOUNT FRSC AR SSC AR SCI COR AR SCS IR OR SCC I A ICICI RE DI 064419 433 064423 436 064424 DEPARTMENT 1300 INVENTORY EER 2 A A 2 fa kk A FR a 064425 001 064426 001 DEPARTMENT 00 A O SMITH CORPORATION 13652 MAGNETEK UNIVERSAL EL 444 MAGNETEK UNIVERSAL EL 1233456 00 TOTAL 938 00 JOHNSTONE SUPPLY 10036 JOHNSTONE SUPPLY 123456789 TOTAL 200 00 PAGE INVOICE NO 1 04 27 99 04 28 99 04 29 99 04 30 99 05 07 99 Figure 13 27 Expense Distribution Register 13 3 2 Sequential Voucher Listing Lists all vouchers entered for selected period Accounts Payable INV DATE DUE DATE DIST AMOUNT paid 05 28 99 05 29 99 05 30 99 EFT LH This report is part of the A P Month End processing a Enter end of month date MM DD YY b Enter fiscal period YYMM 13 3 3 A P Check Register amp Paid Invoice Register Prints two separate reports based on the fiscal period you enter 1 report of all regular checks i
39. ort 13 8 3 1099 Form Print Prints a Form 1099 for each vendor flagged as such Select a printer Enter calendar year of payment YY Enter year YY Enter company number ao Pp 13 8 4 1099 Forms on Tape Sends information from the 1099 forms to tape 13 8 5 1099 File Purge Purges all data from the 1099 file for a specific calendar year Be sure to run the 1099 Form first before running this process aw Wi because the 1099 file will clear a Type y to purge the 1099 file b Enter the calendar year YY to clear 13 10 Vendor Customer Listing Prints report of all vendors with a customer number entered in Menu 12 4 1 2 prompt 34 Enter to proceed 12 Jul 1998 001 1001 3019 13 11 VEND 001 001 001 jes 001 001 001 jes 001 001 jes 001 001 001 VENDOR CUSTOMER LISTING CO 01 Database Business Systems VEND VENDOR NAME JOHNSTONE SUPPLY JOHNSTONE SUPPLY ACME MANUFACTURING CUST 100393 100292 100517 55 933 75 5 687 23 22 744 53 Figure 13 36 Vendor Customer Listing A P Invoice Verification List Accounts Payable PAGE gt 2 Ed gt F BESSER Prints report by vendor name and invoice number for each corresponding voucher number Selecting this menu immediately prints the list PAGE 1 rr ATP INVOICE VERIFICATION LISTING Op DATE 07 39 17 12 Jul 1998 VENDOR NAME JOHNSTONE
40. ort 9 Bank Reconciliation Entry 10 Bank Reconciliation Listing 3 Cash Disbursements By Due Date d Figure 13 18 Accounts Payable Cash Disbursement menu 13 2 1 A P Payment Schedule Aged Prints a list of aged items that must paid The items print when they are due P Enter to proceed b Enter three successive dates First Date Second Date Third Date c Choose one I or all a companies d To total by vendor only type y otherwise nl e For a range of vendors type e and then enter the starting and ending vendor number Otherwise type n 13 2 1A A P Summary Payment Schedule Lists only totals for amounts due in the upcoming fiscal periods a Enter to proceed b Enter three successive dates that are the due date ranges First Date Second Date Third Date c Choose one I or all a companies d To total by vendor only type vi otherwise nl e For a range of vendors type y and then enter the starting and ending vendor number Otherwise type n f Choose to print to screen y or printer n Accounts Payable A P PAYMENT SCHEDULE 07 13 98 PAGE 1 CO 01 JOHNSTONE SUPPLY 21 19 21 01 01 98 02 01 98 03 01 98 TOTAL A P BALANCE GREATER THAN ZERO TOTALS 0 00 100 00 0 00 0 00 10499 60 COMPANY 01 TOTALS 0 00 100 00 0 00 0 00 10499 60 PAY TOTALS 0 00 100 00 0 00 0 00 10499 60 GRAND TOTALS 0 00 100 00 0 00 0 00 10499 60 PAY TOTALS 0 00 100 00
41. ou a visual understanding of the basic Accounts Payable process To help differentiate the menus within the process the diagram consists of various elements they are Sa required step optional step process Ke document Accounts Payable 13 8 Voucher Input Voucher Input Voucher Input Voucher Input System Checks from PO Receiving from Corp invoices from Handcheck register Menu 13 20 1 Menu 13 20 2 Menu 13 20 3 Menu 13 20 1 Daily Handcheck Register Sequential Voucher Register Menu 13 20 6 Menu 13 20 5 Sched Cash Disbursement Menu 13 2 2 Cash Disbursement by due date Cash Disbursement by voucher Menu 13 2 3 Menu 13 2 4 A P Check Print Laser Check Print Menu 13 2 6 Menu 13 2 6A Check Register Menu 13 2 7 Figure 13 2 Basic Accounts Payable new process Accounts Payable System Checks Voucher Maintenance Handcheck paid AY Cites ee Menu 13 1 2 Menu 13 1 1 Sequential Voucher Register Daily Handcheck Register Menu 13 1 5 Menu 13 1 6 13 9 Sched Cash Disbursement Menu 13 2 2 Cash Disbursement by due date Cash Disbursement by voucher Menu 13 2 3 Menu 13 2 4 A P Check Print Laser Check Print Menu 13 2 6 Menu RYAN Check Register Menu 13 2 7 Figure 13 3 Basic Accounts Payable old process Accounts Payable 13 10 13 1 Voucher Entry MENU 13 1 ACCOUNTS PAYABLE VOUCHER SELECTOR 14 08 56 27 Jun 1998 1 JSS TEST dbs Input Recurring Vouchers 1
42. oucher data that is entered in Menu 13 1 1 Do not use this menu to maintain any vouchers entered through Menu 13 20 a Enter your initials VOUCHER MAINTENANCE COMP 01 Op VEND 391 NAME GEM PRODUCTS INC ADDR PO BOX 3245 GARDEN GROVE CA 92842 TERMS 2 00 0 DAYS NET 0 DAYS TRANSACTION CD I C D I 8 INV 1 INV DT 12 01 98 1 DUE DATE OR PAID 01 10 99 2 GROSS 2000 00 MERCH 2000 00 NON DISC 0 003 DISC 40 00 MICRO 4 PAY STATUS CD P NET 1960 00 5 BANK 001 WELLS FARGO 6 SNG CK N VOUCHER NO gt gt 01064387 7 MISC DESC ENTER LINE TO CHANGE X TO EXIT OR 0 TO ACCEPT THE HEADER Figure 13 9 Voucher Maintenance b Enter company number c Enter voucher number d Edit a line x to exit or d to accept the header e If you accept the voucher Enter if it is correct or n to enter the next G L code Accounts Payable f Enter if you are satisfied with this voucher and enter the next voucher number or end 13 1 3 Voucher Maintenance by Vendor Lists and maintains all vouchers for a specific vendor a Enter your initials rn VOUCHER MAINTENANCE BY VENDOR VENDOR 391 GEM PRODUCTS INC A P BALANCE 2458 00 VOUCH VENDOR INVOICE INV DATE DUE DATE GROSS AMT DISC AMT NET OPEN BNKH S 01064387 1 12 01 98 01 10 99 2000 00 40 00 1960 00 001 P ENTER VENDOR NUMBER LU FOR LOOKUP OR E TO END Figure 13 10 Voucher Maintenance by Vendor b Enter vendor number and then
43. p NET 114 00 10 BANK 001 WELLS FARGO 11 SNG CK Y ENTER LINE TO CHANGE DELETE TO DELETE OR 0 TO ACCEPT THE HEADER Figure 13 14 Recurring Voucher Maintenance filled in RECURRING VOUCHER MAINT COMP 01 TE VEND 001 MON 9806 NAME JOHNSTONE SUPPLY REF 000111 ADDR PO BOX 3010 PORTLAND OR 97220 TERMS 5 00 10 DAYS NET 30 DAYS TRANSACTION CD I C D i 1 INV 111 2 INV DT 07 09 98 3 DUE DATE 07 19 98 4 GROSS 120 00 5 MERCH 120 00 6 NON DISC 0 007 DISC 6 00 8 P O NUMB 999 9 PAY STATUS CD p NET 114 00 10 BANK 001 WELLS FARGO 11 SNG CK Y G L CODE DESCRIPTION JOB NO RECPT DIST AMT OK 01 1300 00 INVENTORY 01 5311 00 FREIGHT 01 1500 00 F A FURNITURE amp FIXTURES STANDARD G L S PRESS lt RTN gt TO CONTINUE Figure 13 15 Recurring Voucher Maintenance q Once you accept the header Enter to input the general ledger code r Enter a description for the GL code s Enter for the default distribution amount t If the recurring voucher expenses are acceptable press Enter Otherwise type n Accounts Payable 13 20 u Choose the period for your vouchers A 1 EVERY FISCAL PERIOD B SPECIFIC FISCAL PERIODS C KEEP SAME v Enter the number of fiscal periods w Enter the next reference number or end to exit 13 1 9 Recurring Voucher Listing Lists vouchers set up to automatically display every month a Enter to continue b Enter Z for one company or a for all
44. re 13 16 Figure 13 17 Figure 13 18 Figure 13 19 Figure 13 20 Figure 13 21 Figure 13 22 Figure 13 23 Figure 13 24 Figure 13 25 Figure 13 26 Figure 13 27 Figure 13 28 Figure 13 29 Figure 13 30 Figure 13 31 Figure 13 32 Figure 13 33 Figure 13 34 Figure 13 35 Figure 13 36 Figure 13 37 Figure 13 38 Figure 13 39 Figure 13 40 Figure 13 41 Figure 13 42 Figure 13 43 Figure 13 44 Figure 13 45 Figure 13 46 Figure 13 47 Figure 13 48 Accounts Payable Table of Figures Accounts Payable main men 5 Basic Accounts Payable new process cescccecceseeceseeceseneessaeecsaeecseeeeeesneeeesaaeers 10 Basic Accounts Payable old process ssccseseceseecsseeecesseeseneecseecsseeseecsneeeeseaeers 10 Accounts Payable Voucher Selector ecceescesseccsseecsseeeeesaeecsseecsseecsseesneeeeseaeeesaeers 10 Voucher Control Entry esrar t T T E TE anil dE bid 11 Voucher Input blank screen 12 Voucher Input ege tege ere aie sisal ata hehehe 13 Open Batches Voucher List aopa vse cess ung odds edt eeo e euch Neen 14 Voucher EE 14 Voucher Maintenance by Vendor 00 ces ceesecesseceseeceseseessseeceseeceseesesaecneeeeseaeesseeeees 15 Voucher RE EE 16 Expense Distribution Register 17 Recurring Voucher Maintenance blank Screen eesceeeseeceseeeeeeeceseeeeeneeceaeeseneeeees 18 Recurring Voucher Maintenance filled me 19 Recurring Voucher Maintenance 0 ce eeeeseeces
45. reet oregano wa 97217 TERMS NET DAYS TRANSACTION CD I C D OA i 1 INV 111 2 INV DT 09 01 98 3 DUE DATE OR PAID 09 01 98 4 GROSS 1200 00 5 MERCH 123 00 6 NON DISC 1077 00 7 DISC 10 00 9 PAY STATUS CD P NET 1190 00 10 BANK 001 WELLS FARGO 11 SNG CK Y 12 MISC DESC test ENTER LINE TO CHANGE DELETE TO DELETE OR 0 TO ACCEPT THE HEADER Figure 13 7 Voucher Input filled in w To accept this header screen type 0 and Enter Or enter a line number to change or delete the header entirely x For standard general ledger numbers press Enter to continue y Enter a GL code number to expense the voucher 01 1200 00 is for inventory 13 1 1A Open Batch Listing Lists all open Accounts Payable batches including the amount of vouchers and their total amount open a Enter to proceed b Choose your output option T screen or 2 printer If choosing a printer specify which one to use c Enter a fiscal period YYMM or type all for all periods d Once report displays or prints Enter to return to menu Accounts Payable 09 Jul 1998 OPEN VOUCHER BATCHES LISTING PAGE 1 NOTE FOR ANY BATCH THE BATCH TOTALS SHOULD EQUAL THE VOUCHER TOTALS BATCH SOURCE PERIOD VOU GROSS AMT 000947 BATCH TOTALS 9806 2 1200 00 000946 BATCH TOTALS 9809 1 100 00 P 405 2 items listed out of 2 items Figure 13 8 Open Batches Voucher List 13 1 2 Voucher Maintenance Changes v
46. rporate s purchase orders run this reconciliation report to show the difference between Corporate s transmitted invoices and your receipts report Consider using this information to update your Receiving to match the invoices a Print to D isplay or P rinter b Enter receiver number to compare or Enter for all c For full detailed report press Enter for report of differences type diff Accounts Payable 13 20 16 Rebuild Corp Invoice File If an invoice is missing or a product was substituted but not changed on the Purchase Order before receiving a transmission rebuild the Corporate Invoice file before running menu 13 20 12 Print Corp Invoices Use alpha product maintenance to cross reference the Corporate C16 part number used by Corp for billed non catalog items to the non stock number on the purchase order before running this program This program rebuilds one invoice at a time a Enter Corporate invoice number to rebuild file b Enter date of invoice c Enter company number 13 25 Assign Printer caren ebe ENEE CURRENT ASSIGNMENT INUMBER LINE STATUS LOCATION Line Status Copies Form l SEE S AE EEE Leg ie ieiers er 1 hs 1 0 19 inactive Oki 521 Report 18 inactive PRINTEC MONSTER l 23 inactive Laser Printer 29 inactive Support OKI520 20 inactive Support Laser 27 inactive Database Invoices 26 inactive Mara s Printer 28 inactive Gordon s Laser
47. s 7 or hand checks 2 b Enter your operator initials c For regular checks enter the following in the order you are prompted 1 Void date 2 Company number 3 Fiscal month YYMM 4 Bank number 5 Check number d If correct type y to confirm your entry and to continue e Enter to confirm if the information is correct otherwise type n to start over f Enter the next check number or type end several times to exit Accounts Payable rr REGULAR CHECK REVERSAL ENTRY V VENDOR 847 NAME CHROMALOX APPLIANCE ADDR C O AL BROWN PO BOX 19102 PORTLAND OR 97280 GROSS 5000 00 DISCOUNT 0 00 NET VOUCH 064286 22222 02 01 98 VOID DATE 06 08 99 FISC MO 9904 COMP 01 Test Database Business BANK 001 WELLS FARGO G L 01 1010 00 CHECK 044459 CK AMT 5000 00 CHECK DT 06 05 98 VOUCHER 5000 00 TOTALS INV NO INV DATE DUE DTE TC P S GROSS AMT DISC AMT NET AMT 03 03 98 I P 5000 00 0 00 5000 00 Led Figure 13 25 Check Reversal Entry regular checks g For hand checks enter the following 1 Company number 2 Bank number 3 Check number 13 2 12 Open Payables on Hold Report This is a list of the payables vouchers with a Hold status in Pay Status As such the system does not issue checks for these vouchers Enter date of report b Enter number of companies to report T or a for all c To selectively list only one vendor type y and then the vendor
48. s the total amount due from the voucher The net amount displays to the right showing the gross amount less any discounts 7 Merch Amt Merchant amount is the amount from the voucher that is discountable For purchasing vendors this amount automatically posts to the inventory account 8 Non Disc Non discount amount is subtracted from the gross amount to calculate the merchandise amount and discount For purchasing vendors this amount automatically posts to the freight account 9 Discount This discount amount is deducted from the invoice if paid by the discount due date Entering 0 changes the due date to the invoice due date Field 5 10 Discount Enter an alternate discount percentage from the one in Vendor Terms This percentage calculates the discount of the merchandise amount 11 Pay Status Choose one of three options P ay Hold PAID or EFT Electronic Fund Transfers Pay is the default and indicates that you will pay this voucher Hold indicates a payable that is not disbursed automatically PAID is for creating hand checks enter a hand check number and hand check date followed by a date 12 Bank Number of bank that will pay this voucher 13 Single Chk Single check Enter y for this voucher to print on a separate check Otherwise all vouchers entered for a vendor combine onto one check 14 Misc Desc Miscellaneous description The default for this field is the Vendor Customer number stored in Vendor
49. ssued and 2 report of all vouchers paid LH This report is part of the A P Month End processing a Enter end of month date MM DD YY b Enter fiscal period YYMM 13 3 4 Hand Check Register Prints report of all handchecks posted for the fiscal period you enter LH This report is part of the A P Month End processing a Enter end of month date MM DD YY b Enter fiscal period YYMM 13 3 5 Month End C D Summary Prints report of each check batch run for the fiscal period you enter LH This report is part of the A P Month End processing Accounts Payable a Enter to continue b Enter date of report MM DD YY c Enter fiscal period YYMM 13 3 6 Open Accounts Payable Listing Prints report of 1 all vouchers open as of the last A P Month End 2 all vouchers entered since that same time and 3 the open balance of each voucher as of the date entered LH This report is part of the A P Month End processing a Enter end of month date b Enter fiscal fiscal month c Enter a company number or a for all 13 3 7 Vendor File Month Year End Update Do not run this program without Database Business Systems consent 13 3 8 Temporary Vendor Deletion Deletes any vendor that is flagged as temporary OTT flagged in Menu 12 4 1 2 17 and that lacks a current open balance Enter to proceed 13 3 10 Update Vendor History File Copies does not delete all vouchers in the current Open Accounts Payable fi
50. sting Prints three separate reports on Outstanding checks Cleared checks Outstanding checks over 90 days You may both list and update or just update the files Generally run an update after Bank Reconciliation Entry previous menu since updates clear the checks from the list of outstanding checks a Enter date of report b Enter fiscal month YYMM c Choose to list and update L or only update OUT d If listing and updating choose a sort selection 1 BY COMPANY BY CHECK NUMBER 2 BY BANK BY CHECK NUMBER e To update the bank reconciliation file type y This removes all cleared checks from the file Answer ni to keep the cleared checks on file DATE 07 13 98 CHECKS OVER 90 DAYS BANK RECONCILIATION CO 01 JOHNSTONE SUPPLY COUNT CO BANK BANK NAME 01 Ol 01 Ol 001 001 001 001 BANK ONE BANK ONE BANK ONE BANK ONE 405 4 items listed out of 4 items 000101 001001 010017 010018 001 001 VOID 391 JOHNSTONE SUPPLY IN JOHNSTONE SUPPLY IN VOID GEM PRODUCTS INC Figure 13 24 Bank Reconciliation 13 2 11 Check Reversal Reverses a check if you decide not to pay it after it has run Follow this program with the Check Register program Menu 13 2 7 CHECK DATE 10 11 93 10 11 93 09 10 94 09 10 94 ie EE Accounts Payable FISCAL PERIOD 9804 CHECK AMT REMARKS 100 00 100 00 0 00 200 00 400 00 400 00 Choose to reverse regular check
51. ter printed satisfactorily type y otherwise type nl 13 1 7 Daily Expense Distribution Reports Prints a list of vouchers and the GL accounts they affect a Enter date of report MM DD YY d D Accounts Payable b Choose to report by 1 BY G L 2 BY DEPARTMENT 3 BY JOB c To update the voucher file type y Be sure all the Daily Expense Distribution reports have printed first If they have not type n and print them EXPENSE DIST REGISTER FOR 07 09 98 FISCAL PERIOD 9806 CO 01 Database Business Systems 23 57 51 07 09 98 G L DESCRIPTION BANK REF JOB NO VOUCH VEND NUM VENDOR NAME INVOICENO INV DATE DUE DATE DIST AMOUNT 1020 ECR 2 fff AR ff fa oo 064342 tsa TAMMY 123456 05 20 98 PAID DEPARTMENT TOTAL 78 00 ACCOUNT 1020 TOTAL 78 00 1060 PAYROLL ACCOUNT Web kee rk ek FR ff ek a a 064344 491 PARAGON 567895 06 24 98 PAID 263 00 654 01 01 98 01 01 98 5 00 DEPARTMENT TOTAL 5 00 ACCOUNT 1400 PREPAID INTEREST TOTAL 5 00 5311 FREIGHT kk bd kk kk kk kk A ICI IR kk SCI I 123456 064343 001 JOHNSTONE SUPPLY trest 06 24 98 PAID 112 00 DEPARTMENT TOTAL 112 00 ACCOUNT 5311 FREIGHT TOTAL 112 00 FISCAL 9806 TOTAL 458 00 COMPANY 01 TOTAL CREDIT TO A P ACCT 01 2010 00 GRAND TOTAL CREDIT TO A P ACCT Figure 13 12 Expense Distribution Register 13 1 8 Recurring Voucher Input Maintenance Adds or maintains vouchers that return every month For example a rent leas
52. th authorization to maintain required fields stops and defaults for the voucher input items d If you enter an existing voucher number edit a line d elete a batch Enter for a new voucher or end e If you enter a new voucher number enter a batch number or Enter to start a new batch You may also use L ookup to choose from a list of open A P batches select a number without the leading zeroes LH Use CTRL X to stop the listing of multiple screens of open batches f Type the number of vouchers The number of vouchers and the gross amounts are the control totals which must be entered and match the applied totals before a completed batch will updated g Enter gross dollar amount of voucher h Enter fiscal period or Enter for default to the oldest Accounts Payable period not yet closed i Enter a default due date for all vouchers in this batch or Enter for default the system calculates the due date on each voucher Accounts Payable separately For a batch of handchecks type paid For vendor terms press Enter j Enter a bank number k To delete the batch type d or Enter for Voucher Input screen 1 Record batch number and Enter to continue ACCOUNTS PAYABLE VOUCHER INPUT ESC TO END Co 01 Voucher NEW Fiscal Period 9801 1 Vendor HHH 2 Trans code I 3 Invoice 4 Inv date 5 Due date 6 Gross amt NET 0 00 7 Merch amt 8 Non disc 9 Discount net days 10 Discount 11 Pay st
53. urchases and payment fields and zeros out the year to date amounts Only the year to date informational fields are affected 13 6 EL Accounts Payable Run Year End after the 12 fiscal period is closed from Menu 18 3 Vendor File Year End Update This process is not lengthy but you must run it before any Accounts Payable work is added for the new fiscal year Do not enter any A P work for the new fiscal year before running Menu 18 3 If you do none of the work will reflect in the Year to Date totals after the run however it will not adversely impact the G L or the check paying process After December Fiscal Period This is an optional process for calendar year reporting of 1099 items Use Menu 13 8 1 Run Menu 13 8 2 for a printout of the vendor file 2 For any file adjustment entry and maintenance use Menu 13 8 1 3 Run Menu 13 8 2 again for another printout of the vendor file list Verify your changes from Step 2 4 Run Menu 13 8 3 to print the 1099 forms on blank paper for your accountant or load the 1099 forms first into the report printer before running them Enter the calendar year of payment and then enter the company number iun only one company at a time 5 As long as you have a printed copy or form for your files the 1099 tape backup procedure in Menu 13 8 4 is optional 6 Run Menu 13 8 5 to purge the files at the end of the calendar year Basic A P Process The flowchart on the next page gives y
54. your initials The Vendor Payables Inquiry screen appears Enter vendor number and then press Enter to confirm Enter company number or a for all For a hard copy type vi otherwise Enter Dn gp rr VENDOR PAYABLES INQUIRY VENDOR 001 JOHNSTONE SUPPLY INC A P BALANCE 420 00 OPEN L C 0 00 PURCHASES M T D 0 00 PAYMENTS M T D 0 00 Y T D 1142 00 Y T D 722 00 LAST YR 0 00 LAST YR 0 00 VOUCH INV DATE DUE DATE GROSS AMT DISC AMT AMT PAID LAST DT CHECK AMT DUE H 01003610 03 17 03 17 98 9999 60 0 00 9999 60 P INV 01123889 DESC 987654 PERIOD 9801 G L 01 1400 00 AMT 9989 60 G L 01 5020 00 AMT 10 00 01003539 09 14 09 14 94 100 00 0 00 0 00 09 10 94 000876 100 00 P INV 876 DESC PERIOD 9507 G L 01 140 00 AMT 100 00 G L AMT 01003537 09 14 09 14 94 90 00 0 00 90 00 09 10 94 NONE 0 00 P INV 8888 DESC PERIOD 9507 G L 01 140 00 AMT 90 00 G L AMT 01003536 09 14 09 14 94 90 00 0 00 90 00 09 10 94 NONE 0 00 P INV 90 DESC PERIOD 9507 G L 01 140 00 AMT 90 00 G L AMT N ext screen P revious screen Date mm dd yy I nvoice End Figure 13 28 Vendor Payables Inquiry e After the screen fills in select from the following ni for next screen if any p for previous screen if any Enter a date MM DD YY to find a specific voucher T to find a voucher by invoice number Accounts Payable 13 35 13 5A Vendor Purchase History Inquiry Provides summary of all purchases
55. zs ek kee ke ff fA AKO RO ff AR Af ke of a a THIS VENDOR HAS A NEGATIVE TOTAL AND WILL NOT BE PAID Abbe kk ek kee kk ke kee ke OR CO A fo a Figure 13 20 Scheduled Cash Disbursement 13 2 3 Cash Disbursements by due date Prints report of items due by specific date and prepares the file to print checks for vouchers appearing on the report This is useful for paying bills on time for example on the 15 of the month Similar to previous menu except this list includes only those vouchers that can be paid This is usually the first step in printing checks a Select printer destination b Enter due date of payment MM DD YY to automatically reduce your cash account This date is generally the date the check is issued Select all items with a due date prior to or on the date entered This procedure sets up the CKP file which sets up vouchers that will run as checks c To pay specific vendors type y otherwise n d Select company J for one company oi for all or oi to omit all companies e To selectively pay one vendor type y Then enter vendor number f To pay all vendor type n g Enter next company number or end Accounts Payable CASH DISBURSEMENTS JOURNAL FOR 01 01 98 CO 01 JOHNSTONE SUPPLY 21 25 48 07 13 98 PAGE 1 VEND NUM VENDOR NAME BANK INVOICENO INV DATE DUE DATE GROSS AMOUNT DISCOUNT NET AMOUNT VOUCH 001 JOHNSTONE SUPPLY INC 001 876 09 14 94 09 14 94 100 00 0 00 100 00 003
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